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HomeMy WebLinkAboutDecember 7, 2015 For information related to accessibility requirements please contact Linda Roberts Phone: 905.420.4660 extension 2928 TTY: 905.420.1739 Email: lroberts@pickering.ca Executive Committee Agenda Monday, December 7, 2015 Council Chambers 2:00 pm Chair: Councillor Cumming Anything highlighted denotes an attachment or link. By clicking the links on the agenda page, you can jump directly to that section of the agenda. To manoeuver back to the agenda page use the Ctrl + Home keys simultaneously, or use the “bookmark” icon to the left of your screen to navigate from one report to the next. 2 Report CR 1 3-15 December 7, 2015 Subject: Request for Proposal No. RFP-13-2015 Integrated Heat Recovery and Refrigeration System Upgrade Project at the Pickering Recreation Complex Page 2 e. The sum of $520,000.00 as provided for in the 2015 Capital Budget Recreation Complex Arenas-Refrigeration Integration Upgrade and Ice Controller System, to be funded by a transfer from the Rate Stabilization Reserve; f. The additional sum of $13,200.00 for the Recreation Complex Pool-Axial High Speed Flow Fan be funded from property taxes by re-directing funds from the 2015 Capital Budget Recreation Complex Core-Golf Simulator Project; g. The additional provision of $30,528.00 for contingency to be funded by a transfer from the Reserve for Sustainable Initiatives; and 5. That the appropriate City of Pickering officials be authorized to take the necessary actions as indicated in this report. Executive Summary: The Integrated Energy Project (IEP) is a consolidation of six separate capital projects planned for at the Pickering Recreation Complex and approved in the 2014 and 2015 Culture & Recreation Department Capital Budgets. These projects were originally planned as life cycle replacement of aging systems and equipment. However, staff examined the age and condition of existing equipment, analyzed their energy use, and identified an opportunity to merge these life cycle replacements with improved efficiency and energy recovery. The Integrated Energy Project (IEP) meets the City's Corporate Energy Management Plan's (CEMP) goals & objectives by effectively reducing energy consumption and reducing the City's carbon footprint. It also supports three of our five Corporate Priorities: Financial Management, Sustainable Placemaking and Corporate Best Practices. Consolidation of the six capital projects into a single Request for Proposal provides for economy of scale cost reductions, reduces the risks involved with multiple contractors performing work on the same or interrelated systems, reduces the City's health and safety liability, avoids exposure to extra cost claims, and eliminates repetitive overhead costs. Due to the Building Automation & Controls integration required between the various · system components, the full scope of work must be undertaken at one time, as a single integrated project. Accordingly,.Request for Proposal No. RFP-13-2015 was prepared and advertised on the City's website. Report CR 13-15 Subject: Request for Proposal No. RFP-13-2015 Integrated Heat Recovery and Refrigeration System Upgrade Project at the Pickering Recreation Complex December 7, 2015 Page 5 To date almost all funds received has come from incentives obtained from Save On Energy Program. There are sufficient funds to re-direct from this reserve towards additional provision for construction contingency. Discussion: The Green Act requires that municipalities not only report on energy cons.umption and GHG emissions, but that municipalities plan and demonstrate a commitment to energy and GHG reductions. Accordingly, City staff identified the opportunity to consolidate six separate capital budgets in both the 2014 and 2015 Culture & Recreation Department Capital Budgets into a single Integrated Energy . Project (IEP). This IEP maximizes energy recovery and embraces the requirements as set out in the City's Corporate Energy Management Plan's (CEMP). The Pickering Recreation Complex is the largest consumer of energy of all City facilities. It consumes approximately 5 million kWh of electricity and 440,000m3 of natural gas annually. As such, this facility represents the single best candidate to reduce energy consumption for the Corporation of the City of Pickering through projects of this nature. IB Storey Inc. were retained by the City of Pickering to complete a study and recommend cost effective methods to incorporate these projects into one integrated project in order to maximize energy efficiencies and ensure eligibility to available incentive programs. IB Storey Inc. issued their Detailed Engineering Study for the Pickering Recreation Complex dated October 28, 2014, forming the technical evaluation upon which this project was based. Currently, waste heat from ice making and air conditioning equipment at the Pickering Recreation Complex is released into the atmosphere via exterior cooling towers. The cooling towers are aging and will require replacement in the near term, but can be removed from regular service if waste heat is used for water and air heating. Since the waste heat reduces the energy requirements to heat water, there is a net reduction in energy use and correspondingly a net reduction in energy. costs. The primary chiller at the Pickering Recreation Complex is problematic and its potential failure during cooling months would result in the temporary closure of the facility. The integrated energy project builds in redundancies which would facilitate air cooling even with the complete failure of the chiller. This is an important benefit when considering the importance of the Pickering Recreation Centre as an official cooling centre during summer heat alerts. They key components of this Integrated Energy Project include: • Dehumidification Units (2 small units or one large unit) • DHW tanks (x2) plus heat exchangers 5 6 Report CR 13-15 Subject: Request for Proposal No. RFP-13-2015 Integrated Heat Recovery and Refrigeration System Upgrade Project at the Pickering Recreation Complex December 7, 2015 Page 6 • Design and engineering to integrate arena refrigeration, air conditioning, heat recovery and domestic hot water • Delaney Arena, mechanical equipment. • Connect Air Conditioning to Refrigeration Plant • Waste Heat Recovery for water heating (pool, domestic hot water supply, and facility space heating) . • York Chiller (Air Conditioning) which was installed in the Spring of 2015 Three of the IEP component projects above were approved as part of the 2014 Capital Budget. The remaining projects were approved as part of the 2015 Capital Budget. Installation of a new backup chiller was included in the Detailed Engineering Study, but . completed separately in Spring of 2015. IB Storey Inc. were further retained by the City of Pickering to complete the engineering design and project management services for the implementation of the Integrated Energy Project that was subsequently released as a Request for Proposal No. RFP-13- 2015. A mandatory site visit was held on Tuesday, May 19, 2015 and 4 companies attended. Request for Proposal No. RFP-13-2015 for the Design-Build Services Integrated Heat Recovery and Refrigeration System Upgrade Project closed on Wednesday, June 2, 2015, with two (2) proposals submitted. An evaluation committee, consisting of City staff and a representative of IB Storey Inc., evaluated the proposals using criteria outlined in the Terms of Reference. The highest ranking proponent wa~ Cimco · Refrigeration and is recommended by the evaluation committee. The highest scoring proponent, Cimco Refrigeration, has ~ubmitted a copy of the Health & Safety Policy, the current WSIB Workplace Injury Summary Report and Clearance Certificate, confirmation of Ministry of Labour Health and Safety Awareness Training for every worker and supervisor on this project, proof of compliance with amended Confined Space Entry Regulations (September 30, 2006), along with copies of certification and all are acceptable to the Coordinator, Human Resources. Their Certificate of Insurance is deemed acceptable to Manager, Budgets & Internal Audit. The project engineers-IB Storey Inc. -have reviewed the proposal submitted by Cimco Refrigeration Ltd. and has deemed it acceptable. In conjunction with the foregoing approvals, staff have reviewed the previous work experience of Cimco Refrigeration, the references provided and the bonding available on this project and the proposal is deemed acceptable. Upon careful examination of all proposals and relevant documents received, the Culture & Recreation Department recommends the acceptance of the Proposal No. RFP-13- 2015 submitted by Cimco Refrigeration in the amount of $1,549,311.36 (HST included) and that the total net project cost of $1 ,563,.107.00 be approved. Report CR 13-15 Subject Request for Proposal No. RFP-13-2015 Integrated Heat Recovery and Refrigeration System Upgrade Project at the Pickering Recreation Complex December 7, 2015 Page 6 • Design and engineering to integrate arena refrigeration, air conditioning, heat recovery and domestic hot water • Delaney Arena, mechanical equipment. • Connect Air Conditioning to Refrigeration Plant • Waste Heat Recovery for water heating (pool, domestic hot water supply, and facility space heating) • York Chiller (Air Conditioning) which was installed in the Spring of 2015 Three of the IEP component projects above were approved as part of the 2014 Capital Budget. The remaining projects were approved as part of the 2015 Capital Budget. Installation of a new back~p chiller was included in the Detailed Engineering Study, but completed separately in _5Jring)015. oP IB Storey Inc. were further retained by the City of Pickering to complete the engineering design and project management services for the implementation of the Integrated Energy Project that was subsequently released as a Request for Proposal No. RFP-13- 2015. A mandatory site visit was held on Tuesday, May 19, 2015 and 4 companies attended. Request for Proposal No. RFP-13-2015 for the Design-Build Services Integrated Heat Recovery and Refrigeration System Upgrade Project closed on Wednesday, June 2, 2015, with two (2) proposals submitted. An evaluation committee, consisting of City staff and a representative of IB Storey Inc., evaluated the proposals using criteria outlined in the Terms of Reference. The highest ranking proponent wa$ Cimco Refrigeration and is recommended by the evaluation committee. The highest scoring proponent, Cimco Refrigeration, has submitted a copy of the Health & Safety Policy, the current WSIB Workplace Injury Summary Report and Clearance Certificate, confirmation of Ministry of Labour Health and Safety Awareness Training for every worker and supervisor on this project, proof of compliance with amended Confined Space Entry Regulations (September 30, 2006), along with copies of certification and all are acceptable to the Coordinator, Human Resources. Their Certificate of Insurance is deemed acceptable to Manager, Budgets & Internal Audit. The project engineers-IB Storey Inc.-have reviewed the proposal submitted by Cimco Refrigeration Ltd. and has deemed it acceptable. In conjunction with the foregoing approvals, staff have reviewed the previous work experience of Cimco Refrigeration, the references provided and the bonding available on this project and the proposal is deemed acceptable. Upon careful examination of all proposals and relevant documents received, the Culture & Recreation Department recommends the acceptance of the Proposal No. RFP-13- 2015 submitted by Cimco Refrigeration in the amount of $1,549,311.36 (HST included) and that the total net project cost of $1,563,107.00 be approved. 7 14 CR 24-15 December 7, 2015 Subject: Office Space Lease Agreement Page 3 Culture & Recreation staff plan to occupy the office space at 1101 Kingston Road, Suite 280, in early July 2016. Occupancy cannot take place earlier because staff must complete the planning of several corporate and community events scheduled in the first half of 2016 (to include Artfest, Ribfest and Canada Day) before being available to complete a move of staff offices. Additionally, staff require Council's approval of the 2016 Current Budget to incur the one-time expense to relocate offices. To reflect the vacancy of these premises from January 1, 2016 to July 1, 2016, the Commercial Lease Agreement with Emix Ltd. for 1101 Kingston Road, Suite 280, will be "Additional Rent- free" for the first six months resulting in a savings of $19,971 in 2016. Discussion: As per Council Resolution #69/11, the City of Pickering entered into a Commercial Lease Agreement with Transport Canada for the use of Bentley House as City staff offices for a three year term beginning August 1, 2011, with an option to renew for an additional two years. The Bentley House is a heritage building dating back to 1853 of approximately 2,090 square feet located at 3590 Mowbray Street (formerly known as Brock Road) in Brougham. The Bentley House is a two storey building featuring four enclosed offices, open space for multiple workstations, reception area, kitchenette, photocopy/storage area, meeting room and washrooms, and storage. Since 2011, the Bentley House has been occupied by eight Culture & Recreation Staff (primarily of the Cultural Services Section) and one City Development Staff (Supervisor, Sustainability). The extended term of the agreement is set to expire on July 31, 2016 and staff have identified a need for a more suitable office facility located in downtown Pickering. The use of the Bentley House as City staff offices has posed a number of challenges over the years which include the following: 1. Inefficient use of staff time and considerable mileage expenditures in order for staff to commute to City Hall on official business, as is required on a daily basis. 2. Inconvenient and inaccessible location to host community and/or public meetings as is often required by the Cultural Services staff team when preparing for community events. · 3. Inconsistent and unreliable internet access which impacts the work of the Culture & Recreation staff who are responsible for the marketing and promotions of the Cultural & Recreation Department, including social media initiatives. 4. Limited availability within the Bentley House for additional workstations rendering the City unable to participate in grant or education programs that would accommodate co-op students and/or interns. · CORP0227-07/01 revised CR 24-15 December 7, 2015 Subject: Office Space Lease Agreement Page 4 5. Aging conditions of the heritage facility which, as per Article 10 of the existing Commercial Lease Agreement with Transport Canada, the City would be responsible to maintain and repair during the term of the agreement. For these reasons, City staff have identified more suitable commercial office space located at 1101 Kingston Road in Pickering. This particular commercial office space (Suite 280) is offered by Emix Ltd. and features 2,853 of rentable office space on the 2nd floor of the commercial office tower with 7 enclosed offices, open space for multiple workstations, meeting room, reception area, photocopy area, kitchenette and storage room. The Lease Agreement with Emix Ltd. is for a five year and six month term effective January 1, 2016 to June 30, 2021, with an option to extend for an additional two five year terms, as per Attachment 1. The lease can be terminated without penalty by the Tenant with no less than 12 months written notice. · 1101 Kingston Road, Suite 280, is considered more suitable for the Culture & Recreation Department staff team and addresses the variety of issues present at the Bentley House. 1. Staff Productivity and Mileage: 1101 Kingston Road, Suite 280, is less than two kilometer from City Hall and the Pickering Recreation Complex and as such, reduces the time staff spend travelling to these municipal facilities as is required to conduct official City business. This both reduces mileage expenditures and increases staff productivity. 2. Location for Public Meetings: 1101 Kingston Road, Suite 280, is located in downtown Pickering and is easily accessible to community associations, advertisers and the general public with whom Culture & Recreation staff team work. The facility is also fully accessible, which was not the case with the Bentley House which featured a second floor accessible only by stairs. 3. Reliable Internet Service: The commercial lease features a hot' spot on premises providing for reliable internet service. 4. Ample & Suitable Workstations: 1101 Kingston Road, Suite 280, provides sufficient office space for 13 work stations, allowing Culture & Recreation their immediate need of 10 work stations and flex space to participate in grant, co-op or intern programs and/or accommodate seasonal employees. 5. Facility Improvements: As per the Commercial Lease Agreement for this office space in Attachment 1, the City is responsible to perform such maintenance, repairs and replacements as required to keep the premises in good condition. However, 1101 Kingston Road, Suite 280, is a relatively new construction posing limited risk to the City in regards to facility repair and maintenance expenditures. This is unlike the Bentley House which is a heritage building of over 160 years, CORP0227-07/01 revised 15 BASIC RENT: ADDITIONAL RENT: NET FREE RENT: SIGNAGE: USE: LANDLORD'S WORK: LEASE FORM: 18 OFFER TO LEASE Page 2 The annual "Basic Rent" for the Premises shall be: Months 1-18: $10.00 per square foot Rentable Area per annum Months 19-30: $10.50 per square foot of Rentable Area Months 31-42: $11.00 per square foot of Rentable Area Months 43-54: $11.50 per square foot of Rentable Area Months 55-66: $12.00 per square foot of Rentable Area In addition to the Basic Rent above, the Tenant shall also pay, as "Additional Rent", its proportionate share of the Landlord's cost of operating, maintaining and managing the building, its proportionate share of realty taxes and the cost of any additional services or special expenses, all as more fully defined in the Lease document, it being intended that the rent payable to the Landlord shall be completely net. The Tenant acknowledges that Additional Rent shall include a management fee of fifteen (15%) percent of gross amounts received or receivable by Landlord in respect of the Building for· all items (exclusive of the said management fee) as are included in the Lease as Additional Rent and of Realty Taxes payable in accordance with the terms of the Lease. The sum of Additional Rent including hydro and janitorial for 2015 is estimated to be $14.00 per rentable square foot. Notwithstanding anything herein to the contrary, the Tenant shall be entitled to occupy the Premises of a period of up to six months on an Additional Rent-free basis for the period from January 1, 2016 to the earlier of (i) the date on which the Tenant's staff begins to occupy the Premises and (ii) June 30, 2016 (the "Additional Rent-Free Period") and the Tenant shall not be responsible for Additional Rent during the Additional Rent-Free Period but shall be responsible for payment of Basic Rent. All signage on the Project is at the Landlord's complete and sole discretion. The Landlord's consent must be in writing. The Landlord shall install at the Landlord's expense, standard building signage on the Directory Board in the lobby of the Building, and at the entrance to the Premises. The Premises will be used solely for the purpose of standard office for typical and normal City of Pickering administration and operational uses. The Tenant shall take possession of the premises on an "as is" basis subject to the completion of Landlord's Work prior to the Commencement Date as outlined in Schedule "B". Within thirty (30) days of being called upon, and in any case prior to occupancy or the Commencement Date the Tenant shall execute a Lease based on the Landlord's standard form for the SUB-LEASE: DEPOSIT: OFFER TO LEASE Page 3 Building containing the essential terms and conditions contained in this Offer and such other terms and conditions as may be reasonably required for the purpose of Landlord to carry on its business developing and operating the Building, subject to reasonable changes requested by the Tenant's solicitor. The parties acknowledge that all definitions, terms and provisions of this Agreement shall be dealt with in greater detail in the Lease and where there is _any conflict between the non-financial terms of this Agreement and the terms of the Lease, the latter shall govern. If the Tenant fails to execute and deliver the Lease as aforesaid, the Landlord is entitled to terminate this Offer and all of the rights of the Tenant hereunder on written notice, without prejudice to the Landlord's right to retain the Deposit and to claim and prove a greater sum of damages or to avail itself of any other remedies. If the Landlord, at its sole discretion, permits the Tenant to open for business in the Leased Premises without the prior execution and return of the Lease, the Tenant, in such case, shall nevertheless be bound by all the terms, provisions and covenants contained in the Lease as if the Tenant had executed same. The Tenant will not assign this Offer to Lease or the Lease in whole or in part nor sublet, part with or share possession of any part of the Premises, not mortgage or encumber the Tenant's interest in the Premises or any part thereof, nor suffer or permit the occupation of all or any part thereof by others (all of the foregoing being collectively referred to as the "Transfer'' and a Transfer shall include a transfer or issue by sale, assignment, bequest, inheritance, operation of law or otherwise of any part. or all or the corporate shares of the Tenant so as to result in any change in the present effective voting control of the Tenant) without the prior written consent of the Landlord in each Instance, which consent shall not be unreasonably withheld but which shall in every case be subject to the provisions of the Lease.. The Tenant acknowledges that the factors governing the granting of the Landlord's consent to any Transfer may include, without limitation, the restrictive clauses entered into with other tenants by the Landlord, the financial background, business history and the capability of the proposed Transferee in the Tenant's line of business, and the nature of the business practices of the proposed Transferee. The Tenant shall submit with the signed Offer to Lease a cheque in the amount of $13,947.78 to be held without interest as a deposit for application by the Landlord as follows: a) as to the first $6,447.78, to be held as a rental deposit and to be applied against payment of the first month's Gross Rent, inclusive of HST; and b) as to the deposit amount $7,500.00 to be held as a security deposit, exclusive of HST. 1 9 20 FACSIMILE TRANSMISSION: PARKING: INSURANCE: OFFER TO LEASE Page4 In the event of an occurrence of an Event of Default before application of any of the rental deposit or security deposit (collectively, the "Deposits"), the Landlord may apply the Deposits toward any costs the Landlord may incur on behalf of the Tenant and the Tenant shall forthwith pay to the Landlord the amount necessary to restore such Deposits to the required amount. If this Agreement and the Lease shall be terminated for any reason involving the occurrence of an Event of Default before application of any or all of the Deposits, the whole of the remaining Deposits may be retained by the Landlord without limitation to any other right or remedy. Nothing contained herein shall limit the Landlord's right of action against the Tenant for such further or other damages or remedies, either pursuant to the Lease orat law. Acceptance of this Offer or any Counter Offer may be made by either party by fax reproducing the original with the necessary signatures and initials. The Tenant and its employees, suppliers and customers having business with the Tenant, shall park their cars only in those portions of the parking area designated for that purpose by the Landlord. The Landlord shall have the right to assign parking spaces and to restrict the Tenant to the use of eleven (11) parking spaces at no cost to the Tenant, during the term of the lease and any renewals thereof. During the whole of the Term of the Lease any extension thereof, the Tenant shall provide at its expense: (a) Fire and extended coverage insurance on furniture, fixtures, improvements and stock-in-trade to the amount of the full insurable value, calculated on replacement cost; (b) Plate glass insurance; (c) Liability insurance not les·s than five million dollars ($5,000,000.00) per occurrence, with the Landlord added as additional insured, and with a cross liability clause; and as otherwise provided in the Lease. NO REPRESENTATION: It is understood and agreed that there are no covenants, representations, agreements, warranties or conditions in any way relating to the subject matter of this Offer to Lease, whether expressed or implied, collateral or otherwise, except those set forth herein. WAIVER: The parties to this Agreement acknowledge that it has been recommended that they obtain advice from their legal counsel prior to signing this document. GENERAL: OPTION TO RENEW OFFER TO LEASE Page 5 a) Time shall be of the essence of this Offer to Lease and each and every part thereof. b) The agreement arising from acceptance of this Offer to Lease shall be governed by and construed in accordance with the laws of the Province of Ontario. c) The agreement resulting from acceptance of this Offer to Lease shall not be assigned by the Tenant without the written consent of the Landlord, which consent shall not be unreasonably withheld. d) All schedules referred to in this Offer to Lease are annexed to and form a part of this Offer and shall form part of this agreement or Lease constituted by the acceptance of this Offer. e) Goods and Services Tax (GST) or Harmonized Sales Tax (HST) ·shall be added to all monies payable pursuant to this Offer to Lease. f) This Agreement or any notice thereof or any caution indicating an interest in the lands shall not be registered against any part of the lands comprising the Building or the Premises by the Tenant or by anyone on its behalf. Landlord covenants with Tenant that if Tenant duly and regularly pays the rent and performs all of the covenants, provisos and agreements on the part of Tenant to be paid and performed in the Lease, and provided the Tenant is not then in default under the terms of the Lease, Landlord, at the expiration of the Term, and upon Tenant's written request, mailed by registered post, return receipt requested, to, or delivered to, Landlord and received by Landlord at least six (6) months prior to the expiration of the Term, shall grant to Tenant a renewal of the Lease of the Premises on an "as is" basis for two (2) further periods as follows: i. The First Renewal Term shall be for a period of five (5) years; ii. The Second Renewal Term shall be for a period of five (5) years; with the First Renewal Term commencing upon the expiration of the initial Term and the Second Renewal Term commencing upon the expiration of the First Renewal Term on the same terms and conditions as are contained in the Lease, save and except for: (a) the Tenant shall not be entitled to the benefit of or to receive any rent free period or any payments by the Landlord to the Tenant as set out in the original Lease; (b) the Basic Rent for the First Renewal Term shall be the greater of (a) Basic Rent in the immediately preceding year of the Term or (b) fair market rental rate ("FMRR") based on the 21 22 OFFER TO LEASE Page 6 prevailing market rental rates for similar space in a similar area at the time of exercise by the Tenant of the first option to renew, (c) The Basic Rent for the Second Renewal Term will be the greater (a) Basic Rent in the immediately preceding year of the First Renewal Term or (b) fair market rental rate ("FMRR") based on the prevailing market rental rates for similar space in a similar area at the time of exercise by the Tenant of the second option to renew; and (d) there shall be no further right of renewal or extension after the Second Renewal Term. If the parties are unable to agree as to FMRR, such renewal rent shall be determined by arbitration using the ADR Chambers Expedited Arbitration Rules. The parties agree that the ADR Chambers Expedited Arbitration Rules give the parties a fair opportunity to present their case and respond to the case of the other side. The arbitration shall be held in Toronto and shall proceed in accordance with the provisions of the Arbitration Act (Ontario). Judgment upon the award rendered by the arbitrator may be entered in any court having jurisdiction. It is agreed that whether such FMRR is agreed upon or determined by arbitration, such FMRR shall in no event provide for a Rent plus percentage rent, if any, in an amount less than the Rent, for the last year of the Term. Pending agreement of the parties as to, or as to the determination by arbitration of the FMRR, Tenant shall continue to pay the Rent for the last year of the Term or the First Renewal Term, as the case may be, and upon agreement or determination by arbitration as aforesaid shall commence to pay the FMRR retroactive to the commencement of the applicable renewal term. Any underpayments by the Tenant shall be adjusted retroactive to the commencement of the applicable renewal term. Notwithstanding the forgoing, the Tenant shall have an option (the "Termination Option") to terminate the Lease on the following terms and conditions: (a) The Termination Option is exercised either during the First Renewal Term or the Second Renewal Term; (b) The Tenant gives the Landlord not less than 12 months irrevocable written notice (the "Termination Notice") of its exercising the Termination Option. Upon giving the Termination Notice, and complying with the provisions of this paragraph, this Lease shall terminate at 11:59 p.m. on the last day of the calendar month in which the notice period expires (the last day of such calendar month being called the "Termination Date"; · If the Tenant so terminates this Lease, it shall, surrender this Lease, and all the remainder of the Term of any, yet to come and unexpired, as of the Termination Date and will, subject nevertheless SUBORDINATION NOTICE: IRREVOCABLE: TENANT: OFFER TO LEASE Page 7 to the prov1s1ons hereinbefore contained thereupon vacate the Premises and yield up to the Landlord peaceable and vacant possession thereof. At the option of the Landlord, to be expressed in writing from time · to time, this Offer to Lease and the resulting Lease and the rights of the Tenant are and shall be subject and subordinate to all Mortgages and all renewals, modifications, consolidations, replacements and extensions of them which may now or in future affect the Premises or the Building in whole or in part Any notice to be given under the terms of this Offer to Lease shall be sufficiently given if delivered (by hand or courier) to the party for whom it is intended. The addresses for notice are as follows: LANDLORD: 1004 Eglinton Ave West Toronto, ON M6C 2C5 Attention: Christian Hepfer TENANT: One The Esplanade Pickering, ON L 1V 6K7 Any of the parties may change its address for notice by written notice to the other. Any notice given as aforementioned shall be conclusively deemed to have been given on the date on which it was delivered. This Offer to Lease is irrevocable until 5:00 p.m. on the 251h day of November 201-5 after which if not accepted, it will become null and void. Acceptance of this Offer to Lease will have occurred upon both execution by .both Landlord and Tenant With authority, the undersigned hereby executes this Offer to Lease: DATED AT ____ THIS __ DAY OF December, 2015. SIGNED, SEALED & DELIVERED ) -------- ) ) ) ____________) Witness ) Tenant's Signature ) ) Please Print Name 23 LANDLORD: 24 OFFER TO LEASE Page 8 DATED AT ____ THIS __ DAY OF December, 2015. SIGNED, SEALED & DELIVERED ) ) Emix Ltd. ) _____________) Witness ) Landlord's Signature ) ) Please Print Name 26 SCHEDULE "8" LANDLORD'S WORK The Landlord will provide the Premises with the following items at its expense, all such work in compliance with the Ontario Building Code applicable at the time the work is being carried out. 1. Paint throughout the Premises in a neutral colour. 2. Curved wall in back of Premises removed and flooring under such wall repaired. 3. Open office closed in with a door and wall to reasonably match the existing office glazed wall detail. ATTACHMENT# 2._ TO REPORT# CJ:(_ '2z.-t -\ S COMMERCIAL LEASE 3590 Brock Road Bentley-Gibson House Brougham, Ontario HER MAJESTY THE QUEEN IN RIGHT OF CANADA AND THE .CORPORATION OF THE CITY OF .PICKERING 27 28 Page ii ARTICLE I-DEFINITIONS AND INTERPRETATIONS SECTION 1.01 DEFINITIONS ...............................•...............•............•.......•...................................••..••.............. ! SECTION 1.02 ExTENDED MEANINGS ..........................................•..........••...•..•..........................•................. ;.4 SECTION 1.03 ENTIRE AGREEMENT .........................................................•..........................•................. , .....•. .4 SECTION 1.04 SCHEDULES ......•...•..•••..............•......•....................••.................•........................•..••................. .4 SECTION 1.05 LAW ....... , ..........•..•.•..•...•......................••..•...........................................................•................. .4 SECTION 1.06 TIME OF THE ESSENCE ................................•.•.......•............................•..........•......................... .4 ARTICLE 2-GRANT s SECTION 2.01 GRANT •...•..............•...........•..••..............................•.....................................•....•...................... 5 ARTICLE 3-USE s SECTION 3.01 USE ......................•............•......•........................•.•.••....•.•.......•......................................•.........• 5 SECTION 3.02 NUISANCE ........................................................•...••.......•.............. : .......................................... 5 SECTION3.03 SIGNAGE ..•.........................•.....•.......................................•.............•....•............•..•........•........... S ARTICLE 4-TERM 5 SECTION 4.01 TERM AND LANDLORD'S RIGHT TO TERMINATE ...•...•...........•.....................•....................•.•....• S SECTION 4.02 SURRENDER OR TERMINATION .............................................................•......••..........•..•........•... 5 SECTION 4.03 REMOVAL OF MOVEABLE PROPERTY .•.•................••.......•.........•..........................•................... 6 SECTION 4.04 REMOVAL OF lMPROVEMENTS ...•.. : ...•....•............•• : ....•....................•........................................ 6 SECTION 4.05 OBLIGATIONS SURVIVE EXPIRY, SURRENDER OR TERMINATION : .............•.............................. 6 SECTION 4.06 OVERHOLDING ........................................................................................................................ 7 $ECTION 4.07 OPTION TO EXTEND ............................................................................................................... 7 ARTICLE 5-QUIET ENJOYMENT 8 SECTION 5.01 QUIET ENJOYMENT ................................................................................................................. 8 ARTICLE 6-NET LEASE 8 SECTION6.01 NET LEASE .............................................................................................................................. 8 ARTICLE 7-RENT 9 SECTION 7.01 GENERAL PROVISIONS ............................................................................................................. 9 SECTION 7.02 RENT ....................................................................................................................................... 9 SECTION7.03 MANNEROFPAYMENT ........................................................................................................... 9 SECTION 7.04 INTEREST ON ARREARS OF RENT ........................................................................................... ! 0 ARTICLE 8-TAXES 10 SECTION 8.01 PAYMENTS iN LIEU OF REAL PROPERTY TAXES .................................................................... 1 0 SECTION 8.02 OTHER TAXES ........................................................... , ......................................................... tO SECTION 8.03 HARMONIZED SALES TAX .................................................................................................... ! 0 ARTICLE 9-UTILITIES 11 SECTION 9.01 LANDLORD NOT 0BLIGATED ................................................................................................. ll SECTION 9.02 TENANT TO PAY FOR UTILITIES ............................................................................................. 11 SECTION 9.03 SUSPENSION OF UTILITIES ................................ : .................................................................... 11 ARTICLE 9A-DRINKING WATER QUALITY 11 SECTION 9A.O 1 COMPLIANCE WlTii DRINKING WATER QUALITY LAWS ................................................... 11 SECTION 9A.02 COPIES OF REPORTS .. : ... , ................... , ....................................................... , ......................... 12 SECTION 9A.03 TERMINATION FOR DEFAULT ............. ~ ................................................................................ l2 SECTION 9A.04 ACKNOWLEDGMENT OF SHARED WELL .............................................................................. 12 ARTICLE 10-MAINTENANCE AND REPAIRS 13 SECTION 10.01 LANDWRDNOT0BUGATED ............................................................................................ 13 SECTION 10.02 TENANT'S OBLIGATIONS ..................................................................................... : ............. 13 SECTION 10.03 REPAIRBYLANDLORD: .................................................................................................... 13 SECTION 10.04 RESERVATIONS BYLANDLORD ......................................................................................... l3 ARTICLE 11-ALTERATIONS 14 SECTION 11.01 ALTERATIONS ................................................................................................................... l4 SECTION 11.02 CONTRACT SECURITY .............................................................................. 15 ARTICLE 12-INSURANCE 16 SECTION 12.01 INSURANCE ...................................................................................................................... 16 ARTICLE 13-DAMAGE AND DESTRUCTION . 17 SECTION 13.0 I PROPERTY INSURANCE ..................................................................................................... !? ARTICLE 14-LIABILITY, RELEASE AND INDEMNITY 18 Page iii SECfiON 14.01 LANDLORDNOTRESPONSIBLE ...............................•....................................•..............•..... l8 SECfiON 14.02 RELEASEANDINDEMNITY ..•.......•.•........•................ ~ ......................................................... 19 SECfiON 14.03 TENANT TO DEFEND AcnON .. : ............•...................•..........•......•......................•..•........•.• 20 ARTICLE 15-LAWS AND CONTROL 20 SEcnON 15.01 COMPLIANCEWITHALLLAWS ...................••.............. c •••••••••••••••••••••••••••••••••••••••••••••••••••••• 20 SECflON 15.02 COPIES OF REPORTS .•..•..••.•........................•...........•....................•.•.................................. 20 SECTION 15.03 TERMINATIONFORDEFAULT ..•..••..........................................•......................•..•.•..........••.. 20 ARTICLE 16-ENVIRONMENT 21 SEGnON 16.01 SECfiON 16.02 SEcnON 16.03 SECllON 16.04 COMPLIANCE WITH ENVIRONMENTAL LAWS .....••.•..•.............•....•••........•...•.......... ; .......... 21 LANDLORD'S RIGHT TO ENVIRONMENTAL ASSESSMENT ......................................•........... 22 TENANT TO PERFORM •............•..• : ............................•................••..•...........................••..••. 22 LANDLORD MAY PERFORM ..........•.•.•....•.•....•.............................••.............•.•.................•.. 22 SEcnON 16.05 OWNERSHIP OF DELETERIOUS SUBSTANCES ..................................................................... 22 SECflON 16.06 . BOND FOR DELETERIOUS SUBSTANCES ............................................................................ 23 ARTICLE 17 -DEFAULT 23 SECflON 17.01 TENANT'S DEFAULT ..................................................... ~ ...................... : ...........•................ 23 SECTION 17.02 LANDLORD'SRIGHTS ....................................................................................................... 24 SECTION 17.03 REMEDIES NOT EXCLUSIVE .............................................................................................. 26 ARTICLE 18-FORCE MAJEURE 26 SECTION 18.01 FORCEMAIEURE .............................................................................................................. 26 ARTICLE 19-ASSIGNMENT AND SUBLETTING 26 . SECTION 19.01 PROHIBillON AGAINST ASSIGNMENT OR SUBLETTING ...................................................... 26 SECTION 19.02 ASSJGNMENTBYLANDLORD ............................................................................................ 27 ARTICLE 20-SUCCESSORS AND ASSIGNS 27 SECTION 20.01 BINDING ON SUCCESSORS ................................................................................................ 27 ARTICLE 21 -ADDITIONAL PROVISIONS 27 SECTION 21.01 ADDillONAL RIGHTS OF LANDLORD ................................................................................ 27 SECfiON 21.02 NOTICES ........................................................................................................................... 28 SECTION 21.03 AMENDMENTS 28 SEcnON21.04 NOPARTNERSHIPORJOINTVENTURE .............................................................................. 28 SECTION 21.05 MEMBERS OF HOUSE OF COMMONS NOT TO BENEFIT ...................................................... 28 SEcnON21.06 WAIVER ............................................................................... c ••••••••••••••••••••••••••••••••••••••••••• 29 SEcnON 21.07 FURTIIER ASSURANCES ........................................................... ;.-............................... : ....... 29 SECTION 21.08 REGISTRATION .................................................................................... : ............................ 29 SECTION 21.09 BRIBES ............................................................................................................................. 29 SECTION 21.10 DISPUTE RESOLUTION ...................................................................................................... 29 SECTION 21.11 PARKING AND MAINTENANCE OF PREMISES ..................................................................... 29 Schedule "A" Description of Land Schedule "B" Plan of Site (Showing all Existing Improvements) 29 30 THIS LEASE made as of the ___ day of _____ , 2011. BETWEEN: AND: HER MAJESTY THE QUEEN IN RIGHT OF CANADA, represented by the Minister of Transport, Infrastructure and Communities (the "Landlord") OF THE FIRST PART THE CORPORATION OF THE CITY OF PICKERING, a municipal corporation incorporated pursuant to the laws of the Province of Ontario (the "Tenant") OF THE SECOND PART WHEREAS the Premises are part of lands expropriated by Her Majesty for the purpose of an airport; AND WHEREAS it is deemed expedient that the Premises be leased for so long as they are not required for public purposes; TillS AGREEMENT WITNESSES that, in consideration of the Premises, the mutual covenants and agreements herein contained and subject to the terms and conditions hereinafter set out, the parties hereto agree as follows: ARTICLE I-DEFINITIONS AND INTERPRETATIONS Section 1.01 Definitions When used in this Lease, unless the context otherwise requires, the following expressions have the meaning hereinafter set forth. "Additional Improvement" means any structure, fixed equipment or fixed machinery constructed on or affixed to the Land after the Date of Commencement and includes any alteration or replacement of any such Additional Improvement. "Additional Rent" means any sum of money or charge required to be paid by the Tenant under this Lease, other than Rent. "Architect" means a person who is appointed by, but who is at arm's length with, the Tenarit and is as an architect in the Jurisdiction. "Business Day" means a day other than a Saturday, Sunday or statutory holiday in the Jurisdiction. "Claims" means any claims, proceedings, actions, judgments, executions and liabilities. "Costs" means all expenses, losses, charges and payments relating to an event and includes any professional, consultant and legal fees (on a "solicitor/client" basis). "Damage" means any loss of or damage to property and includes loss of profits or revenue; or loss of tenants, lenders, investors or patrons, direct, indirect, incidental, special, exemplary or consequential damage, interference with business operations, inability to use any part of the Premises, and Costs. "Date of Commencement" means the 1st day of August, 20 11. Page2 "Deleterious Substance" means any substance which is deleterious or hazardous to persons; animals, fish, plants, property, soil, water or the environment, including pesticides and herbicides. "Engineer" means a person who is appointed by, but who is at arm's length from the Tenant and is licensed to practice public engineering in the Jurisdiction. "Event of Bankruptcy" means, with respect to a Person, (a) whenever ari.y resolution or action is taken or consented to in respect of its liquidation, dissolution or winding~up, whether by extra- judicial means or under any statute of any applicable jurisdiction, or an assignment is made for the benefit of its creditors or an assignment in bankruptcy is file!f under the Bankruptcy and Insolvency Act (Canada) or any successor legislation or any comparable statute of any applicable jurisdiction, or any resolution or action is consented to or taken in respect of a proposal for any reorganization, arrangement, or extension of time in respect of any of its debts or obligations, whether by extra- judicial means or under the Bankruptcy and Insolvency Act (Canada) or the Companies' Creditors Arrangement Act (Canada) or any successor legislation or any comparable statute of any applicable jurisdiction; (b) whenever -a trustee, receiver or agent for a secured creditor, or other Person with similar powers is appointed for any substantial portion of its properties or assets, whether by a court or by extra~ judicial means; or (c) whenever a petition or other legal process in respect of its bankruptcy, insolvency, liquidation, dissolution or winding-up is filed against it, unless the same is dismissed or discharged within sixty (60) days. "Existing Improvement" means arty structure, fixture, fixed equipment and fixed machinery constructed on or affixed to the Land on the Date of Comrnenc.ement and includes any alteration or replacement of such Existing Improvement. "Force Majeure" means a strike, lockout, riot, insurrection, war, fire, tempest, Act of God or lack of material causing a delay, notwithstanding the best efforts of the party delayed, in the performance of any obligation under this Lease. "HST" has the meaning ascribed in Section 8.03.01. "Injury" means any personal injury including any personal discomfort, libel, slander, invasion of privacy, discrimination, wrongful entry and eviction, and any bodily injury including death resulting therefrom and whether the death occurs before or after the end of the Term. "Interest Rate" means, during any part of a Lease Year, the Balik of Canada prime rate applicable on the date of default plus two percent (2%). "Jurisdiction" means the Province of Ontario. "Land(s)" means the land described in Schedule "A". "Law(s)" means law, regulation, order, decision, policy, directive or rule, and similar enactments and statements, and shall be read, where applicable, as being "relevant as made or amended from time to time". "Lease Year" means a twelve-month period commenCing on April 1 and ending on March 31. 31 32 Page 3 "Leasehold Improvements" means all equipment installed and alterations made by the Tenant or any Occupant which serve the Premises whether or not easily disconnected or moveable, and includes production equipment, service equipment, all ceiling and wall fixtures and floor covering, but does not include trade fixtures. "Leasehold Interest" means the right, title and interest of the Tenant in the Premises. "Minister" means the Minister of Transport, Infrastructure and Communities and includes any of the following: (a) a Person acting for; or if the office vacant, in place of, the Minister of Transport, Infrastructure and Communities (b) his successors in office, (c) and his lawful deputy. "Moveable Property" means chattels, goods, supplies and materials. ·"Net Rent" means the Rent payable.by the Tenant pursuant to Section 7.02. "Other Taxes" means any tax or other charge including any fines or cost which are imposed against the Premises including local improvement charges and development charges and water, snow and sewer rates Of every kind whatsoever that are imposed from time to time by any taxing authority save and except Real Property Taxes. "Person(s)" means any individual, sole proprietorship, partnership, corporation, trust or government authority, howsoever designated. "Premises" means the Land, all Existing Improvements, all Additional Improvements, and all Utilities serving the premises. "Real Property Taxes" means all taxes and assessments (excluding local improvement charges and development charges and water, snow and sewer taxes and rates), of every kind whatsoever that are imposed from time to time by any taxing authority, whether federal, provincial, municipal, school or otherwise or· which would have been so imposed but for any attribute of the Landlord which resulted in an exemption or partial exemption therefrom against: (a) the Premises; and (b) includes any taxes or other amounts, which are imposed instead of, or in lieu of, or in addition to, any such taxes and assessments. "Rent" means all Net Rent and Additional Rent collectively. "Replacement Costs of the Improvements" means the costs to replace the · Existing, Additional and Leasehold Improvements to the condition immediately prior to the happening of an event of damage or destruction. "Subject Property" ·means the Land and all Existing Improvements as shown in Schedule "B". "Term" has the meaning ascribed to it in Section 4.01.01. "Utility(ies)" means utilities and services, and all related systems, facilities and eguipment. Page4 "Work" means all material and services furnished or performed pursuant to this Lease including all the maintenance, repair, alterations and replacement of all Existing Improvements, Additional Improvements and Leasehold Improvements. Section 1.02 Extended Meanings 1.02.01 1.02.02 1.02.03 1.02.04 Where this Lease ·provides that the Tenant shall "ensure" a covenant or obligation of an Occupant, Transferee or Leasehold Mortgagee ("Transferee") or provides that the Tenant agrees to a specific matter on behalf of a Transferee, the obligation of the Tenant shall be deemed to have been performed if the Tenant has obtained from such transferee an agreement no less stringent, and in the event of a breach of such agreement by the Transferee, the Tenant has used diligent efforts to enforce such agreement, including the prosecution of legal proceedings. In this Lease "includes" means "includes without limitation" and each obligation or agreement of either party is considered a "covenant", and all references in this Lease to laws, policies, schedules, manuals, directives, specifications and similar enactments and statements shall be "read, where applicable, as being "relevant as replaced or amended from time to time", and, with regard to the Premises and the Land, "in" shall be read as "on", "in",. "over", "under', "through'' or "'across". Words importing the singular number include the plural number and vice versa-and words importing gender include the masculine, feminine and neuter genders. If the day on which any act or payment is required to be done or made under the terms of this Lease is a day which is not a Business Day, then such act or payment is duly done or made if done or made on the next following Business Day. Section 1.03 Entire Agreement This Lease constitutes the entire agreement between the Landlord and the Tenant and supersedes and revokes all previous arrangements, inc~uding pre-contractual representations, if any, whether oral or in writing, between the parties hereto. Section 1.04 Schedules The following Schedules are attached to and from part of the Lease: Schedule "A" Description of Land. Schedule "B" Plan of Site (showing all Existing Improvements) Section 1.05 Law This Lease shall be interpreted in accordance with the laws in force in the Jurisdiction, subject, so long as Her Majesty is the Landlord, to any Federal Crown prerogative and any paramount or applicable federal law. Section 1.06 Time of the Essence Time is of the essence of this Lease except as otherwise expressly provided herein. 33 34 Pagc5 ARTICLE2-GRANT Section 2.0.1 Gr1111t In consideration of the rents, covenants and agreements herein contained on the part of the Tenant to be paid, observed and p~:rformed. the Landlord leases to the Tenant. and the Tenant leases fi·om the Landlord, the Premises in ''as is'' condition for the Tcm1. ARTICLE 3-liSE Section 3.0 I Use The Tenant shall use the Preiniscs for municipal ofTicc usc and for no other purpose whntsocvcr and shall comply with all Laws in such u~c. The Tenant agrees that it has examined the Premises and is familiar with the C<)ndition and permitted usc thereof: The Tenant acknowledges that the Premises have been designated as a Federal Heritau.c Buildinu. bv the Federal l·h:ritagc Building Review OITicc. --• Secticm 3.02 Nui.wmce The Tenant shall not do. suiTer or permit to be done any (let or .thing on the Premises which constitutes a nuisanc~ to any Person on any lands or premises 'or to the public generally. Sectiou 3.(}3 Sigul/ge The Tenant shall not. on or after the Date of Commencement. construct erect, place or install ~lll the outside of or on the Premises any new or additional poster, advertising sign or display. electrical or otherwise. without first obtaining the consent, in writing, ~1f the Landk1rd. 1~chk:h consent shall not be unreasonably withheld. Only. trcc-st;mding pilon signagc will be approved by .the Landlord. Signage attached to the building will not be approved. ARTICLE4-TERM Section 4.(1/ Term (1/ll/ Riglit to Terminate -+.OI.!JI The term ol' this Lease shall be for a Three Year period ("Term"). T~c Term commences on August lst, 2011 and tenninatcs on .Tuly-3l"h. 2014. 4.01.02 Either Party may terminate this Lease at any time during the currency of the !.case and any extens'ion thereof. for any reason. by giving the other Party one year notice in writing. Sectio11 4.112 Surre11cler ()r Terminatioll 4.02.01 On expiry of the Term or any period of overholding. or on surrcntlcr or sooner dctcnnination of this Lease. the Tcna11t shall surrender a11d deliver up to the Landlord vacant possession of the Premises in the state of good order. condition and repair in whiCh, by this Lea.'>c. the Tenant has covenanted lo keep them during· the Term, and free and clear of all mortgages. cliarges or encumbrances created by the Tenant or its assignees, and of all Delcterhius Substances. and tll! rights of the Tenant under tl1is ·Lease shall then tem1inate. Page 6 Section 4.03 Removal of Moveable Property 4.03.01 Except as otherwise provided in this Lease, the Tenant shall, on expiry of the Term or any period of overholding, or on surrender or sooner determination of this Lease, forthwith remove from the Premises all Moveable Property and, shall also, to the satisfaction of the Landlord, repair all damage to the Premises by reason of the installation or removal thereof, without compensation. Unless the Landlord so requests, no Moveable Property shall be so removed until all Rent due or to become due under this Lease is fully paid. The Tenant hereby agrees that if it fails to effect such removal forthwith, that the said Moveable Property shall be deemed abandoned and worthless, and that the Landlord may, in Her absolute and unfettered discretion immediately dispose of the Moveable Property in any manner She sees fit, all without service of notice by the Landlord or resort by Her to any legal process, and without Her being considered guilty of trespass or becoming liaQle for any loss or Damage. The Tenant further agrees to indemnify the Landlord for all expenses incurred by· Her, in effecting such removal, and in returning the Premises to a state of good order, condition and repair. Section 4.04 Removal of Improvements 4.04.01 4.04.02 4.04.03 Subject to Section 16.05, all Existing Improvements, Additional Improvements and Utilities shall be fixtures to the Premises and shall become the absolute property ofthe·Landlord on the expiry of the Term or any period of overholding, or on the surrender or early termination of this Lease, without any compensation to the Tenant. Subject to Section 16.05, all Leasehold Improvements which are fixtures to the Premises shall become the absolute property of the Landlord on the expiry ·of the Term or any period of overholding, or on the surrender or early termination of this Lease, without any compensation to the Tenant. At any time prior to expiry of the Term or expiry of any period of overholding or sooner determination of this Lease, or within six (6) months after such expiry or sooner determination, the Landlord may notify the Tenant in writing that the whole or any part of any Additional Improvement or any Leasehold Improvement", (the "Improvements"). must be removed; in which event, removal will occur: (a) within (10) ten days of such notification where the Improvements are deemed by the Landlord to pose a safety or environmental concern, or (b) prior to expiry of this Lease if the Landlord's notice is received prior to such the expiry, or (c) within thirty (30) days of such notification, if the Landlord's notice is received on or after such expiry, or (d) within thirty (30) days of such notification or in the event of any overholding, the Tenant shall, at its own cost, in the case of any Improvements, remove any such improvement and repair any damage made in constructing, erecting or removing it and leave the area upon which had stood in a similar condition to which existed prior to its erection, installation or construction and in a clean, neat and tidy condition to the satisfaction of the Landlord. Section 4.05 Obligations Survive Expiry, Surrender or Termination 4.05.01 Notwithstanding the expiry, surrender or termination of this Lease in any manner, 35 36 Page7 (a) the Tenant remains liable to the Landlord for any loss or damage suffered by the Landlord arising from this Lease, and (b) the obligations of the Tenant · (i) to indemnify and save harmless the Landlord with respect to liability by reason of any matter arising prior to the expiry, surrender or termination of this Lease, and (ii) to respect the rights of the Landlord contemplated in Articles 16 and 17 and Sections 4.03 and 4.04, shall, notwithstanding any other provision of this Lease or any Law now or hereafter in force, continue in full force and effect until discharged whether before or after the expiry, surrender or termination of this Lease. Section 4.06 Overholding 4.06.01 4.06.02 If the Tenant remains in possession of the Premises after the expiry of the Term or any extension thereof, whether with or without the consent of the Landlord, there shall be no tacit renewal or extension of this Lease. In this event, notwithstanding any statutory provision or legal presumption to the contrary, the Tenant shall be deemed exclusively to be occupying the Premises as a tenant at will, on the same terms as set forth in this Lease (including the payment of Rent), except that the monthly Net Rent shall be an amount equal to the aggregate of (a) one hundred and fifty percent (150%) of the Rent payable for the last month of the Term, and (b) Additional Rent for the current month, where applicable. The Tenant shall promptly indemnify and save harmless the Landlord from and against any and all Costs incurred by Her as a result of the' Tenant remaining in possession of the Premises after the expiry of the Term and the Tenant shall not make any counterclaim, against the Landlord. Section 4. 07 Option to Extend 4.07.01 Subject to the provisions of this Lease, if the Tenant pays for Rent and other sums herein provided when due, and punctually observes and performs all of the covenants, terms and conditions hereunder, and provided that the Tenant has given notice to the Landlord of its intention to exercise its Option to Extend not less that one year prior to expiration of the initial Term (or the extended Term as the case may be:_:), the Landlord hereby grants the Tenant the right to extend the Term of this Lease for one further and consecutive period of two years commencing upon expiration of the initial Term pursuant to the terms and conditions contained in this Lease, provided that: ·(a) the Tenant shall not be entitled to any improvement allowance or any payment, inducement, from the Landlord as a result of the Tenant exercising its Option to Extend; and (b) the Net Rent for the first extension period shall be the figures set out in subsection 7.02.04 of this lease, and for any subsequent extension periods, shall be the-then prevailing fair market rent for similar lands located in Brougham, Ontario at the time the Tenant shall exercise its Options to Extend; and (c) the Premises are leased for the extension period, in "as· is" condition as of the last day of the initial Term; and (d) the Tenant is The Corporation of the City of Pickering and is in possession and is conducing its business in the whole of the Premises tor the whok of the initial Term (or extended Tem1 as the ease rnav be). in m:cordance with the provisions of this Lease; and - te) if the Tenani shall fail to serve the Landlon.l required noti~:e within the lime limit set uul -herein for extending the initial Term (or the extended Term as the case may be). then this Option to E;.;tend shall he null and void and of no further effect; and (t) if the Tenant shall serve the Landlord required notice within the time limit set out herein for extending the initial Term (or the extended Term as ihe case may be). then the Tenant shall forthwith execute all do~.:umcntation related to the extension of the' Lease. ARTICLE 5-QUIET EN.JbYMENT Section 5. (Jl Quiet Enjoymel1t 5.0 1.0 I Subj..:ct to the other provisions of this Lease. if the Tenant pays the R~;nt and other sums herein provided when due, and punctually observes and perrorms all of the covenants. terms and conditions hereunder. tlic Tenant shall peaceably and quietly hold and enjoy the Premises for the Term without hindrance or intem1ption by the Landlord or any other. Person lawfully claiming tmder the Landlord. ARTICLE 6-NET LEASE Sectio11 6.01 Net Lett.'>l! 6.01.01 The Tenant agrees tlmt the Premises arc leased in a11 '"as is" condition and this Lease shall be an absolutely net lease to the Landlord except as expressly herein set out. The Tenant shall pay all charges and expenses of every kind. extraordii1ary us well as mdinary and ft1re~ccn as wdl as unlbreseen. relating to: 6.0.1.02 (i.01.03 {a) its use ami its occupancy ol"the Premises and its contents: (b) the business curried on therein, nnd (c 1 the carrying out of any construction or maintenance and the making. of any alterations or repairs in the Premises by or for the Tenant during the Term or any extension thereof: Notwithstanding s. 6.01.01. the Landlord shall be responsible for; (a) all structural and roof maintenance and repairs. save and except structural and roof repairs and maintenance resulting fi·om the negligence or willful misconduct of the Temmt, its occupants. employees or itwitees and (b) replacement of the HVAC systems, save and except where replacement is required as a result of negligence or \villful misconduct of the T..:-nant. its occupants. employees or invitees. Ongoing maintenance and repairs of the HVAC system shall be the sole rc!>ponsibility o!' the Tenant. The Tenant acknowledges that any amount and· any obligation with respect w the Premises \Vhich is not expressly declared in this Lease to ·be the responsihil ity of the Llmdlord shall be the responsibility of the Tenant to be ptlid or performed in accordance with the terms of this Lease. 37 38 Page 9 ARTICLE 7-RENT Section 7.01 General Provisions 7.01.01 The Tenant covenants that it shall, during the Term or any extension thereof, pay to the Landlord Rent in · accordance with the terms of this Lease. Section 7.02 Rent 7.02.01 7.02.02 7.02.03 7.02.04 For Lease Year One: Tenant shall pay Net Rent in the amount of $24,000.00 plus HST for the period commencing August 1'\ 2011, and ending July 31'1, 2012 such Net Rent payable in advance on the first day of each and every month in equal monthly installments of$2,000.00 plus HST. For Lease Year Two: Tenant shall pay Net Rent in the amount of $24,600.00 plus HST for the period commencing August l't, 2012, and ending July 31'\ 2013 such Net Rent payable in advance on the first day of each and every month in equal monthly installments of $2,050,00 plus HST. For Lease Year Three: Tenant shall pay Net Rent in the amount of $25,215.00 plus HST for the period commencing August 1'\ 2013, and ending July 31'1, 2014 such Net Rent payable in advance on the first day of each and every month in equal monthly installments of$2,101.25 plus HST. In the event the Tenant exercises its Option to Extend pursuant to s. 4.07, (a) For Lease Year One of the first e.x:tension period: Tenant shall pay Net Rent in the amount of $25,845.00 plus HST for the period commencing August 1 '1, 2014, and ending July 31 '\ 2015 such Net Rent payable in advance on the first day of each and every month in equal monthly installments of$ 2,153.75 plus HST, (b) For Lease Year Two of the first extension period: Tenant shall pay Net Rent in the amount of $26,491.00 plus HST for the period commencing August I'\ 2015, and ending July 31 '\ 2016 such Net Rent payable in advance on the first day of each and every month in equal monthly installments of$2,207.58 plus HST. Section 7.03 Manner of Payment 7.03.01 7.03.02 The Tenant shall pay all Rent and Additional Rent when due, without any prior demand therefore and without any set-off or alteration whatsoever, and the Tenant hereby waives the benefit of any statutory or other right in respect of any Claims, such payment to be made to the Receiver General for Canada at: Transport Canada-Pickering Lands Branch 4900 Y onge Street Suite 300, North York, Ontario M2N6A5 Any payment by the Tenant of any Rent, Net Rent, Additional Rent or an amount less than the monthly payment of Net Rent or Additional Rent, shall be credited to the earliest of any arrears of Rent. Section 7.04 Interest on Arrears of Rent 7.04.01 7.04.02 7.04.03 7.04.04 If the Tenant fails to pay any amount of Rent on the date on which it becomes due and payable, the Tenant shall pay interest at the Interest Rate on any such amount, calculated from the date the Tenant was required to pay such amount to the date all arrears are paid. Such interest shall be deemed to be part of the Rent reserved in this Lease and the remedies available to the Landlord relating to Ri:mt herein and at law shall apply mutatis mutandis thereto. The Interest Rate applicable to any amount on which the Tenant is paying interest shall be the rate in effect at the close of business on the last Business Day of the previous month. All interest shall be compounded monthly and shall apply retroactively from the date it is due. In the event of non-sufficient funds· or the Bank refusing to process the Landlord's request for payment for any other reason, the Tenant shall immediately issue a certified cheque which shall include any interest at the Interest Rate and an administrative charge to be set in accordance with the Landlord's current policy. ARTICLE 8-TAXES Section 8.01 Payments in Lieu of Real Property Taxes 8.01.01 The Landlord shall not be required to make any Payments in Lieu of Real Property Taxes or any charges imposed in lieu thereof including any fme, interest and cost related thereto during the Term of this Lease or any extension thereof. Section 8.02 Other Taxes 8.02.01 The Tenant shall, on or before their due date, pay to the taxing authorities and shall discharge when they become due and payable: (a) any Other Tax or charge imposed in lieu thereof and other charges including any fines and costs . which are imposed against or in respect of any Leasehold Improvement, trade fixtures or personal property in the Premises, and (b) any tax and license fee including any cost related thereto which is imposed against any business or undertaking carried on in the Premises or in respect of any use or occupancy thereof: whether any such tax, other charge or license fee is imposed by any federal, provincial, municipal, school or other authority. Section 8.03 Harmonized Sales Tax 8.03.01 The Tenant shall pay an amount equal to any and all taxes, rates, levies, fees, charges and assessments whatsoever, whether or not in existence at the Date of Commencement, assessed, charged, imposed, levied or rated by any taxing authority whether federal, provincial, municipal or otherwise, on or against the Landlord or the Tenant, with respect to the Rent payable by the Tenant to the Landlord under this Lease or the rental of space under this 39 40 Page 11 Lease or the, provtswn or supply of any goods, services or utilities whatsoever by the Landlord to the Tenant under this Lease, whether any such tax, rate, duty, levy, fee, charge or assessments called or characterized as a sales, use, consumption, value-added, business transferor goods and services tax or otherwise (collectively, "HST'). If the applicable legislation requires that any HST is to be collected by the Landlord, the amount of the .HST so payable by the Tenant shall be calculated by the Landlord in accordance with the applicable legislation and shall be paid by the Tenant to the Landlord at the same time as the Minimum Rent is payable or at such other time or times as the applicable legislation may from time to time require. Despite any other provision of this Lease, the amount or amounts from time to time payable by the Tenant under this Section 8.03 shall be deemed not to be consideration for the supply of space under this Lease, but shall be considered to be Rent for the purposes of the Landlord's rights and remedies for non-payment and recovery of any such amounts. ARTICLE 9 -UTILITIES Section 9.01 Landlord Not Obligated 9.01.01 The Landlord shall not be obligated to furnish to the Premises any Utilities or to pay for their consumption. Section 9.02 Tenant to Pay for Utilities 9.02.01 9.02.02 The Tenant shall, at its cost, be solely responsible for the installation and maintenance of and for alteration to any connecting system to all utilities including, when supplied, the Landlord's water, sanitary sewage and storm sewage, to the point of connection designated by the Landlord. The Tenant shall pay when ~ue, all charges for all utilities consumed on or supplied to the Premises and shall indemnify the Landlord against any liability or damages pertaining thereto. Section 9.03 Suspension of Utilities 9.03.01 The Tenant shall not make any Claims or bring any action against the Landlord, and the Tenant hereby releases the. Landlord from any Claims for any Injury or any Damage by reason of any interruption, in whole or in part, from whatever cause arising in the supply of any utilities serving the Premises, whether supplied by the Landlord or by others. ARTICLE 9A-DRINKING WATER QUALITY Section 9A.OJ Compliance with Drinking Water Quality Laws 9A.Ol.Ol 9A.01.02 The Tenant shall, at its own cost, comply with all Laws and codes relating to drinking water quality matters, specifically including but not limited to the Safe Drinking Water Act and Ontario's Health Protection and Promotion Act, as amended, and any Regulations promulgated pursuant thereto and shall assume all responsibilities of "occupier" or "operator" as defined in the aforementioned Acts with respect to all water distribution systems located on the Premises. The Tenant shall immediately give written notice to the Landlord of the occurrence of any event on the Premises in violation of any Law relating to drinking water and in such event at its own expense promptly correct any deficiency which is not in conformity and compliance with all Laws or 9A.Ol.03 9A.Ol.04 . . --·-----7 --~----.... __ ............... -_ ........ from an independent consultant approved by the Landlord, verifying the complete and proper compliance with the requirements of all Laws or codes or, if such is not the case, reporting as to the extent and nature of any failure to comply with the foregoing provision. The Tenant shall provide and maintain a potable water supply to ·the Premises at its sole cost. The Landlord may, at any time, enter the Premises to ·determine the Tenant's compliance with all Laws and codes relating to drinking water quality matters and for such purpose the Landlord may carry out any tests on the Premises. If any such inspection or testing by the Landlord reveals non-compliance, the Tenant shall in addition to its other obligations, forthwith on demand, pay to the Landlord the full cost of such inspection or tests as Additional Rent. Section 9A.02 Copies of Reports 9A.02.01 The Tenant shall provide the Landlord with copies of: (a) every test result obtained in respect of the test required in compliance with all Laws or codes; (b) copies of annual reports required to be sent to the Ministry of the Environment, the Ministry of Health and Long-Term Care and/or any Regional Health Inspection Offices and; (c) all correspondence between the Tenant and the Ministry of the Environment, the Ministry of Health and Long-Term Care and/or any Regional Health Inspection Offices with respect to compliance with applicable Laws or codes. Section 9A.03 Termination for Default 9A.03.01 Notwithstanding any other provision of this Lease, the Landlord may terminate this Lease if the Tenant fails to rectify or commence diligently to rectify (and thereafter proceed diligently to rectify) any breach of Section 9A.Ol within forty-eight (48) hours after written notice by the Landlord to the Tenant. Section 9A.04 Acknowledgment of Shared Well 9A.04.01 9A.04.02 The Tenant acknowledges that the Premises receive water from the Jolly Well and that this well services various other residential users. The Tenant shall ensure that its use of the Jolly Well does not interfere with the use of other users and shall adjust its use in accordance with the Landlord's written request. Notwithstanding any other provision of this Lease, the Landlord may terminate this Lease if the Tenant fails to rectify or commence diligently to rectify and thereafter proceed diligently to rectifY any breach of this section 9A.04.01 within forty-eight (48) hours after receiving written notice from the Landlord. The Landlord shall not be responsible for any damage, loss, disruption or personal injury to the Tenant or any third parties permitted on the Premises by the Tenant resulting from the quantity, quality or availability of water from the Jolly Well or the distribution system. 41 42 Page 13 ARTICLE 10-MAINTENANCE AND REPAIRS SectiQn 10.01 Landlord Not Obligated 10.01.01 The Premises are leased in "as is" condition, and the Landlord shall not be obligated to make any repairs or perform any maintenance to the Premises unless expressly set out in this Lease Section 10.02 Tenant's Obligations 10.02.01 The Tenant shall, at its cost, at all times during the Term or any extension thereof, continuously and diligently keep the Premises in a clean and safe condition and operate, maintain and repair the Premises, Leasehold Improvements and all the contents thereof and all Utilities located in or primarily serving the Premises as would a careful and prudent owner, in first-class order, condition and repair, and in accordance with all Laws and the Landlord's requir«ments. Section 10.03 Repair By Landlord 10.03.01 If the Premises require repair, replacement or alteration or become damaged or destroyed through the fault or negligence of the Tenant, or because of the Tenant's operations, and if the Tenant does not effect the required repair, replacement or alteration within a reasonable time as determined by the Landlord, the Landlord may have such repair, Feplacement or alteration effected, and the Tenl:jllt shall pay as Additional Rent, the full cost plus an amount equal to twenty percent (20%) of such cost Section 10.04 Reservations by Landlord 10.04.01 10.04.02 10.04.03 10.04.04 The Landlord may, at all reasonable times, (a) enter the Premises for the purpose of making alterations to: (i) any part of the Premises, or (ii) any utility in the Premises on the Date of Commencement or for which an easement or licence is granted by the Landlord after the Date of Commencement, · (b) bring onto the Premises and use such machinery, equipment, materials and workmen as may be reasonably required for making alterations, and such entry shall not constitute an eviction. of the Tenant from the Premises or a re-entry or an interference with the Tenant's possession. The Rent hereunder shall in no way abate while such alterations are being made. The Landlord may, when neces'sary in order to make any alterations, cause temporary obstruction of any pedestrian or vehicular access to the Premises and may interrupt or suspend the supply of any Utility to the Premises until such alterations are completed, all without any abatement in Rent. The Landlord reserves the right to grant any easements or licenses that may be required, as determined in Her sole discretion. The Tenant agrees to postpone its interests to any such license or easement granted by the Landlord .. The Tenant hereby releases the Landlord from any Claim for any Injury or 10.04.05 Page 14 Damage resulting from any Alteration permitted hereunder; it being expressly agreed that, notwithstanding Subsection 10.04.01, if such alterations result in a substantial impediment to the Tenant's operations, the Tenant, acting reasonably, may request an appropriate abatement in Rent from the Landlord. The Landlord shall use its reasonable best efforts to perform such alterations in a manner which does not materially interfere with the Tenant's use of the Premises. Notwithstanding the foregoing, the Landlord's alterations shall not materially reduce .the useable area of the Premises after completion. The parties agree that during the period of alterations the useable area of the Premises may be reduced as a result of the ongoing work. ARTICLE 11-ALTERATIONS Section 11.01 Alterations 11.01.01 11.01.02 11.01.03 11.01.04 The Tenant acknowledges that the Premises have been designated as a Federal Heritage Building by the Federal Heritage Building Review Office. (FHBRO). The Tenant covenants to comply with any and all directives issued by the Landlord, Parks Canada or FHBRO in respect of the Premises, including without limitation, directives related to any Improvements. The Tenant shall not, nor shall it permit any Person to (a) make any Alterations, Additional Improvements, or Leasehold Improvements, or (b) add any Utilities to the Premises; without first submitting to the Landlord the plans, drawings and specifications (in this article "plans") therefore and any other information requested by the Landlord, and obtaining the Landlord's prior written approval in each instance, an~ further obtaining Her prior written approval to any change in such plans. The Tenant shall, before proceeding with any work based on the plans, pay to the Landlord the cost of approving the plans and any changes thereto. At the same time as the Tenant submits any plans to the Landlord for Her approval, the Tenant shall provide Her with satisfactory evidence that it has obtained an assignment to and irrevocable licence in favour of the Landlord of the copyright of the plans from the Architect (or Engineer) creating the plans unless the Landlord waives this requirement in writing. The agreement providing such assignment and licence shall expressly state that the Architect (or Engineer) shall not hold the Landlord responsible for any costs incurred or to be incurred in connection with the preparation of the plans or their subsequent use by the Landlord, and that the Landlord is entitled to use the plans for any purpose(s) related to the project which is the subject matter of such plans at any time without further consent or payment. The Tenant, once it commences any Work, shall complete such Work: (a) in a good and workmanlike manner; (b) strictly in accordance with any terms specified in the Landlord's prior written approval, including without limitation all requirements and directives issued by Parks Canada and/or FHBRO; (c) in accordance with the plans as approved; and 43 44 11.01.05 11.01.06 11.01.07 -the Premises and the Leasehold Interest. It is agreed that the Landlord, acting reasonably, may halt or suspend the Work without notice . . Within thirty (30) days of the Landlord determining that any Work which is the subject matter of the Landlord's prior written approval is substantially complete, the Tenant shall deliver to the Landlord two copies of the "as built" plans for such Work. At the request of the Landlord, the Tenant shall also deliver copies of any computer files embodying such plans in a format acceptable to the Landlord. If the Tenant does not deliver the plans within the said thirty (30) day period, the Landlord may have such plans prepared, and the Tenant shall pay as Additional Rent the full cost of having such plans prepared plus an amount equal to twenty percent (20 %) of such costs. It is agreed that the Landlord's review and approval or non-approval of any such plans is not for any professional, technical or regulatory purpose but is ot1ly to protect Her interest. The Landlord, in approving or not approving . . any plans or in making any inspections of the Work as it progresses is not making any representations nor is She undertaking any responsibility of a planning, engineering,or architectural nature. The Tenant assumes all such responsibility. Receipt by the Landlord of any plans or inspection of the Work as. it progresses shall not imply that the Landlord has examined or approved such plans or the Work nor shall it operate as a waiver of any rights of the Landlord or operate as an estoppel against Her in any matter. The Tenant covenants to indemnify and save harmless the Landlord froin all Claims made against the Landlord· as a result of Her having reviewed and approved any plans. Section 11.02 Contract Security 11.02.01 11.02.02 For all alterations, additional improvements and leasehold improvements exceeding an estimated contract value of $50,000.00, the Tenant shall ensure that all its contractors as well as its sub-tenants and any sub- contractors shall purchase, provide and maintain for any construction: (a) fifty percent (50%) Perforrilance Bonds; (b) Labour and Material Payment Bonds being one hundred percent (100%) if the construction period provided for in the construction contract is three (3) months or less, and being fifty per cent (50%) if such construction period is more than three (3) months. The Tenant on demand shall provide proof of the existence of such Bonds to the Landlord. The Landlord shall be named as an obligee pursuant to such Bond or such Bonds shall, with the consent of the Bonding Company, be validly assigned to the Landlord. Section 11.03 Builders' Liens 11.03.01 11 03.02 The Parties hereto agree that the Construction or Builders' Liens legislation in the Jurisdiction shall have no jurisdiction over the Landlord or Her interest in the Premises ·and Leasehold Iinprovements as long as Her Majesty is the Landlord. The Tenant covenants that it shall not permit any construction or builder's liens to be r~gistered against the title to the Premises or the Leasehold Interest therein and that it will cause any such liens to be discharged within 11.03.03 11.03.04 . 11.03.05 Page 16 fifteen (15) days of receiving notice of such liens. The foregoing shall not prevent the Tenant or anyone holding any such interest from contesting any third-party claim~ If the Tenant desires to contest the amount or validity of any lien, it may pay the amount of the lien into Court and have the lien discharged. If, in the opinion of the Landlord, the Premises or the Tenant's interest therein may become liable to any forfeiture or sale or is otherwise in jeopardy, the Landlord may secure the removal of any lien registered, and any costs incurred by the Landlord for this purpose shall be paid as Additional Rent by the Tenant with interest at the Interest Rate calculated from the day the Landlord incurs the cost. · The Tenant covenants to indemnify and save harmless the Landlord for and from any Claims or costs incurred by the Landlord as a result of construction or builder's liens affecting the Premises, by or on behalf of any worker, supplier, contractor or subcontractor of the Tenant or anyone holding any interest in the Land under the Tenant. ARTICLE 12 -INSURANCE Section 12.01 Insurance 12.01.01 12.01.02 12.01.03 The Tenant shall, during the entire term of the Lease, purchase· and keep in full force and effect and in the names of the Tenant and the Landlord the following insurance coverage: (a) commercial general liability insurance containing provisions adequate to protect both the Tenant and the Landlord from and against any and all claims or actions at the instance of third parties for personal injury (including death) and or for property damage occurring upon the Lands and the Premises and or elsewhere occasioned directly or indirectly by any fault, default, negligence, act or omission of the Tenant or the Landlord and of any other parties for whom in law the Tenant and/or Landlord may be responsible, such insurance having personal and bodily injury and property damage limits of liability of not less than $5,000,000 per occurrence, (b) ail risks (including flood and earthquake) property insurance containing provisions adequate to protect the Tenant's business enterprise, on all objects owned or operated by the Tenant or by others (other than the Landlord) on behalf of the Tenant on the Lands or relating to or servicing the Lands, with reasonable deductibles of up to three percent (3%) of the replacement cost of property insured, and (c) any other form of insurance and with whatever higher limits the Landlord reasonably requires from time to time. The policy of insurance required by this subsection shall provide that it shall not be modified or cancelled without at least 30 days prior written notice to the Landlord and to the Tenant. The Tenant shall deliver a copy of the policy to the Landlord upon execution of the Lease and shall further deliver an updated certificate of insurance on commencement of each Lease Year ofthe Term and any extension thereof. The Tenant agrees that, if the Tenant fails to take out or keep any such Insurance referred to in this Article 12, or should such Insurance not be approved by the Landlord and should the Tenant not commence diligently to rectify (and thereafter proceed diligently to rectify) the situation within 45 46 ~~••UV"-'-u=> LU'-' U!>'-1L> W!LUUUL <e;:;Ullllfig any 0011gat10n ln COllfieCtlOfi therewith and without prejudice to any other rights and remedies of the Landlord under this Lease, to effect any such Insurance at the sole cost of the Tenant and all outlays by Landlord plus an administration fee of twenty percent (20%) thereof shall be immediately paid by the Tenant to the Landlord on the first day of the next month following such payment by the Landlord .. ARTICLE 13-DAMAGE AND DESTRUCTION Section 13.01 Property Insurance 13.01.01 If the Premises are damaged or destroyed. in whole or in part, by fire or other peril, then the following provisions shall apply: (a) the Tenant shall give the Landlord prompt notice thereof; (b) if the damage or destruction renders the Premises unfit for occupancy and impossible to repair or rebuild using reasonable diligence within 120 clear days from the happening of such damage or destruction, then the Term shall cease from the date the damage or destruction occurred, and the Tenant shall immediately surrender the remainder of the Term and give possession of the Premises to the Landlord, and the Rent from the time of the surrender shall abate; (c) if the Premises can with reasonable diligence be repaired and rendered fit for occupancy within 120 days from the happening of the damage or destruction, but the damage renders the Premises wholly unfit for occupancy, then the Rent shall not accrue after the day that such damage occurred and while the process of repair is ongoing, and the Landlord shall repair the Premises with all reasonable speed, and the Tenant's obligation to pay Rent shall resume immediately after the necessary repairs have been completed; (d) if the Premises can be repaired within 120 days as aforesaid, but the damage is such that the Premises are capable of being partially used, then until such damage has been repaired, the Tenant shall continue in possession and the Rental shall continue in possession and the Rent shall abate proportionately. (e) at any time, and for any reason, the Landlord reserves the right to excise its · sole discretion in determining whether to repair or rebuild the Premises. If the Landlord decides not to repair or rebuild the Premises, the Term shall cease and the Tenant shall not be required to pay Rent for the date the destruction or damage occurred. 13.01.02 Any question as to causation and/or to the degree of damage or destruction or the period of time required to repair or rebuild shall be determined by a consultant retained by the Landlord. 13.01.03 Apart from the provision of this Article 13, there shall be no abatement from or reduction of the Rent on account of damage or destruction, nor shall the Tenant be entitled to claim against the Landlord for any damages, general or special, caused by fire, water, sprinkler systems, partial or temporary failure or stoppage of services or utilities or from any cause whatsoever: 13.01.04 Any repair or rebuilding by the Landlord hereunder to the Premises shall be 11_1ade solely in the discretion of the Landlord acting reasonably, provided that if the useable area of the Premises is materially reduced following the Page 18 completion of the repair or rebuilding, the Rent shall abate proportionately. The parties agree that during the period of alterations the useable area of the Premises may be reduced as a result of the ongoing work and the Tenant shall not be entitled to an abatement of Rent. 13.01.05 If the Premises are damaged or destroyed by Jire or other peril as the result of negligence on the part of the Tenant, their employees, invitees, contractors or anyone to whom the Tenant is responsible at law, then the following provisions shall apply: (a) the Tenant shall give the Landlord prompt notice thereof; (b) the Tenant shall proceed promptly at its own cost to repair or reconstruct the Premises to a state of good order and repair in which the Tenant was required to maintain them immediately prior to the damage or destruction; (c) this Lease shall continue in full force and effect, without any abatement or reduction of Rent, notwithstanding any present or future law or statute to the contrary; (d) the Premises shall, as a minimum, be repaired or reconstructed to the same height, volume, floor area, general form, mass, condition and quality as existed prior to the date of damage or destruction; (e) the Tenant shall comply with all provisions of this Lease applicable to alterations, and (f) any repairs or rebuilding shall be done using materials and workmanship at least equivalent in value and quality to those existing at the Premises prior to such damage or d~struction. ARTICLE 14-LIABILITY, RELEASE AND INDEMNITY Section 14.01 Landlord Not Responsible 14.01.01 The Tenant acknowledges that the Landlord, as long as the Landlord is Her Majesty in right of Canada, is self-insured and there is no policy of insurance to cover the Landlord's liability as owner. 14.01.02 The Tenant acknowledges and agrees that the Landlord shall not be liable or responsible for any Injury to any Person (including death) or for Damage of any nature whatsoever to the Tenant or any other Person in respect of any · occurrence on or after the Date of Commencement, arising from any act or omission of the Tenant or its staff, licenses, invites, or permitted guests, in, upon, at or relating to the Premises or any part thereof or from the o\Vnership, occupancy or use of the Premises or any part thereof by the Tenant including, without limitation: (a) any damage to any property (including loss of use thereof) of the Tenant or of any other Person, · (i) from any c;ause whatsoever if such property is located in or on the Premises or any part thereof; and (ii) if such Damage is caused by or results from any use of or any operation, occurrence or omission on the Premises, if such property is not located on the Premises; (b) any Damage to the Premises or the contents thereof; 47 48 14.01.03 -~-., ----~o----------------·-----.............. .; ......... -.... ""' ............. -·-................ -......................... .... or any interruption, cessation, unavailability or failure in any utility, service, system or road; (d) any Injury or Damage insured against or required to be insured. against by the Tenant except, subject to Subsection 14.01.02 (e) and (f), any Injury (including death) or Damage arising out of or in connection. with any fault, default, negligence, act or omission of the Landlord. or Her agent, servant, employee, contractor or any other Person for whomthe Landlord is in law responsible; (e) any Injury (including death) or Damage caused by, resulting from, arising out of or in connection with any fault, default, negligence, act or omission of the Landlord, or Her agent, servant, employee, contractor or any other Person for whom the Landlord is in law responsible, not insured against but required to be insured against by the Tenant; and (f) any Injury (including death) or Damage caused by, resulting from, arising out of or in connection with the ownership, occupancy or use of the. Premises or any part thereof including any Claims against the Landlord or the Tenant resulting from occupiers liability. Notwithstanding any of the foregoing, nothing in this lease shall absolve the Landlord from liability for any injury or damage resulting from the fault, default, negligence or omission of the Landlord or any Person from when the Landlord is in law responsible. The Tenant further acknowledges that the liability of the Landlord, if any, will be subject to the provisions of the Crown Liability and Proceedings Act R.S.C. 1985, as amended from time to time. Section 14.02 Release and Indemnity .14.02.01 The Tenant hereby expressly releases the Landlord from any and all Claims whatsoever which the Tenant would be entitled to advance but for this release, and covenants and agrees to indemnify and save harmless the Landlord from and against any and all claims, demands, losses, liabilities, obligations and expenses (including legal costs) the Landlord may suffer or incur by reason of any claim asserted by any Person resulting or arising out of or relating to: (a) the Premises and Utilities and any act, om1ss1on, misconduct, default or negligence of the Tenant, its agents, contractors, employees and servants; (b) any breach, violation or non-performance of any covenant, condition, agreement cir obligation in this Lease on the part of the Tenant; · (c) the occupancy or use of the Premises and Utilities by the Tenant, its agents, contractors, employees, servants, licensees or anyone permitted to be on the Premises and for whom in law the Tenant may be responsible; (d) directly or indirectly from the state or condition or any activity or event occurring in, upon or about the Premises; (e) any inability to develop any part of the Premises for any reason whatsoever; (f) any substance: Page 20 (i) which is present on the Premises at any time during the Term or any extensions thereof or after the expiry or termination of this Lease, or (ii) which was released, spilled, leaked or flowed from the Lands any time during the Term or after the expiry or termination of this Lease provided it was present on the Lands prior to the expiry or termination of this Lease and which causes or contributes to an·adverse environmental condition. Section 14.03 Tenant to Defend Action 14.03.01 The Tenant shall, whenever the Landlord is made a party to any legal proceeding in respect of a Claim to which the Tenant's obligation to indemnify the Landlord under this Lease extends, if so requested by the Landlord, defend such legal proceeding in the name of the Landlord and pay all Costs; provided that the Tenant may not compromise, or satisfy any such legal proceeding without the Landlord's consent which consent may be unreasonably withheld. ARTICLE 15-LAWS AND CONTROL Section 15.01 Compliance with all Laws 15.01.01 15.01.02 15.01.03 15.01.04 15.01.05 In complying With the requirements of this Lease, the Tenant covenants with the Landlord to comply with all applicable Laws of governmental authorities and to conduct its business in accordance with and comply with any direction or certificate or occupancy permit issued pursuant to any applicable Law by any public officer. The Landlord shall not be responsible to the Tenant for non-observance or violation of any Law by any other Person. The Tenant shall, upon receipt, deliver to the Landlord a copy of any notice of non-compliance with or violation of any applicable Law, and shall promptly commence to remedy such non-compliance or violation and with due diligence complete such action within a reasonable period of time. The Tenant hereby authorizes the Landlord to make inquiries of any governmental agency with respect to the Tenant's compliance with any Law pertaini~g to the Tenant and to the Premises or any business conducted thereon; and the Tenant covenants that it will, on demand, provide to the Landlord such written authorization as She may reasonably require. The Tenant acknowledges that the Landlord is subject to the federal Access to Information Act and the Federal Privacy Act. Section 15.02 Copies of Reports 15.02 The Tenant shall provide the Landlord with copies of: (a) every test result obtained in respect of a test required in compliance with all Laws; (b) copies of annual reports required to be sent to public authorities in · compliance with applicable Laws. Section 15.03 Termination for Default 49 50 • ...,,uuuu•"-uu;, ....,""'"'"' 11 Luc li;;Ilaill 1aus w recnry or commence diligently to rectify (and thereafter proceed diligently to rectify) any breach of Article 15 within two (2} business days after written notice by the Landlord to the Tenant. ARTICLE 16 -ENVIRONMENT, Section 16.01 Compliance with Environmental Laws 16.01.01 16.01.02 - 16.01.03 The Tenant shall not cause or permit any Deleterious Substance to be brought onto or used on the Premises, any business or nndertaking on the Premises, or the use of or activity on the Premises which may cause or contribute to an a,dverse environmental effect with respect to the Premises, the surrounding area or the environment. The Tenant shall, at its own cost, comply with, and shall ensure that all Transferees comply with, all Laws and codes relating to environmental matters requiring the Tenant to take any action in respect of the release or leaking of any Deleterious Substance into the Premises or the groundwater or surface water, or from the Premises onto any adjacent property, land, air or water, or which results in any Deleterious Substance being released into the environment, or requiring a clean-up of any Deleterious Substance or the remedying of any damage caused by such Deleterious Substance, and shall immediately give written notice to the Landlord of the occurrence of any event in the Premises constituting an offence thereunder or a breach of .this provision and, if any such event shall happen, the Tenant shall, at its own cost: (a) immediately notify the Landlord and thereafter give the Landlord from time to time written notice of the extent and nature of the Tenant's or the Transferee's compliance with the following provisions of this section, (b) promptly correct any Work which is not in conformity and compliance with all Laws or codes, or cease any activity which is not in conformity and compliance with all Laws or codes, and if requested by the Landlord, obtain a certificate from an independent consultant approved by the Landlord, verifying the complete and proper compliance with the requirements of all Laws or codes or, if such is not the case, reporting as to the extent and nature of any failure to comply with the foregoing provision; (c) promptly cease any activity which causes or permits any Deleterious Substance to be released or leaked into the Premises, the gronndwater or surface water, or from the Premises onto any adjacent property, land, air or water, or which results in any Deleterious Substance being released into the environment; and verifying that this activity has ceased; (d) remedy any damage to the Premises (including surface water and groundwater), adjacent property,.or adjacent land, air or water caused by any action or failure .to act occurring in the Premises or caused by the performance or lack of performance of any of the Tenant's obligations under this Article 16. If any governmental authority having jurisdiction requires the clean up of any Deleterious Substance held, released, leaked, abandoned, flowing into or placed in the Premises (including surface water and groundwater) or released, leaked or flowing from the Premises onto adjacent property, or Page22 adjacent land, air or water or released into the environment, then the Tenant shall, at its own cost prepare all necessary studies, plans and proposals and submit them to the Landlord for approval, provide all bonds and other security required by such authorities and carry out the Work required, keep the Landlord fully informed with respect to proposed plans and the Work, and comply with the Landlord's reasonable requirements with respect to the plans and Work. The Tenant further agrees that if the Landlord determines, in Her sole discretion, that Her property or Her reputation is placed in jeopardy by the requirement for any such Work, the Landlord may Herself undertake such Work or any part thereof and the Tenant shall forthwith pay to the Landlord the cost of the Work plus twenty percent (20%) of such cost. Section 16.02 Landlord's Right to Environmental Assessment 16.02.01 The Landlord may, at any time, enter the Premises to determine the existence of any Deleterious Substance in the Premises (including surface water and groundwater) or whether any Deleterious Substance is released or leaks from the Premises and which may cause or contribute to an adverse environmental effect, and for such purpose the Landlord may carry out any tests in the Premises. The Landlord will use best efforts to minimize the effects of the testing on the Tenant If any assessment, which the Landlord causes to be done, determines that there is an adverse environmental effect, the Tenant shall, in addition to its other obligations, forthwith on demand, pay to the Landlord the full cost of such assessment as Additional Rent. Section 16.03 Tenant to Perform 16.03.01 The Tenant shall, promptly on notice, at its cost, carry out and conclude any Work required by applicable Laws or codes, or requested by the Landlord to remedy any adverse environmental effect caused or contributed to by: (a) the existence of any Deleterious Substance in the Premises (including groundwater and surface water); (b) the release or leaking of any · Deleterious Substance from the Premises; (c) the release or leaking of any Deleterious Substance into the sewer system, storm drains or surface drainage facilities at or on the Premises; or (d) any act or omission of any Person. Section 16.04 Landlord May Perform If the Tenant fails to promptly commence and diligently complete any Work it is required to perform pursuant to Sections 16~01 or 16.03, the Landlord may enter the Premises and perform any such Work at the cost ·of the Tenant, but having commenced such Work, the Landlord shall not be obligated to complete it. No such entry shall be deemed a re-entry under this Lease or a breach of the covenant for quiet enjoyment. Section 16.05 Ownership of Deleterious Substances 16.05.01 If the Tenant brings, permits, creates or uses in the Premises any Deleterious Substance or if the conduct of any business or any other activity in the Premises or the use of the Premises causes there to be any substances in the Premises which cause or contribute to any adverse envirorunental effect, then, notwithstanding any provision of this Lease or rule of law to 51 52 16.05.02 Page23 the contrary, such Deleterious Substance or substances shall be and remain the sole and exclusive property of the Tenant, notwithstanding the degree of affixation of such Deleterious Substance or substances or the goods containing them to the Premises and notwithstanding the expiry, surrender or early termination of this Lease. To the extent that the performance by the Tenant of the obligations contemplated in this Article 16 requires access to the Premises after the expiry, surrender or early termination of this Lease, the Tenant shall have such access only upon such tertils and conditions as the Landlord may from time to time specifY; and the Landlord may, at the Tenant's cost, undertake the performance of any Work in order to complete such obligations of the Tenant, but having commenced such Work the Landlord shall not be obligated to complete it. Section 16.06 Bondfor Deleterious Substances 16.06.01 16.06.02 16.06.03 At least one (1) year prior to the termination or expiry of this Lease, the Tenant shall, at its own cost, engage an independent consultant approved by the Landlord to perform an environmental assessment of the Premises to: (a) determine the existence and extent of any Deleterious Substance in the Premises (including surface water and groundwater), or being released or leaked from the Premises into adjacent premises, land, air or water, or into the environment; (b) establish the estimated cost (including the usual contingencies) to clean up such Deleterious Substance or repair the damage caused by it and, in either case, returning the Premises or damaged property to a condition which is in compliance with environmental laws and codes. The Tenant shall ensure that the independent consultant provides the Landlord with a copy of the environmental assessment immediately after its completion. Should the environmental assessment reveal that the Premises have been environmentally damaged due to the presence. of a Deleterious Substance or , as a result of any use or occupation of the Premises or that a Deleterious Substance is being released or leaked from the Premises, the Tenant shall forthwith post a bond in the name of the Landlord and in the amount contemplated by Section l6.06.0l(b) as security for the Tenant's remedying any adverse environmental effect. The Tenant shall, at its cost, promptly commence the Work required to remedy any such adverse environmental effect and thereafter continue such Work to completion within a reasonable time. If the Tenant fails to do so or thereafter to diligently pursue to completion the remedying of such adverse environmental effect, the Landlord may, at the Tenant's cost, Herself undertake the performance of any necessary Work, calling on the bond referred to ins. 16.06.02, but having commenced such Work, the Landlord shall not be obligated to complete it. ARTICLE17-DEFAULT Section 17.01 Temint's Default 17.01.01 Notwithstanding any Laws· to the contrary, each of the following shall constitute an event of default ("Event of Default"): 17.01.02 Page 24 (a) the Tenant defaults in the payment of any Rent on the day appointed and such default continues for three (3) Business Days after the Landlord's written notice; (b) any of the goods and chattels of the Tenant are at any time seized , in execution or attachment by any creditor of the Tenant; (c) an Event of Bankruptcy has occurred with respect to the Tenant; (d) the Tenant enters into an Assignment or Sublet of this Lease without the prior written consent of the Landlord; (e) the Tenant ceases to use the Premises for their stated purposes; (f) the Premises are vacated or remain unoccupied for fifteen (15) consecutive days; (g) any breach of the representation or warranty provisions of this Lease; (h) the Tenant fails to observe any of the covenants and obligations in tqis Lease to be observed by it (other than the payment of Rent) and such failure continues for a period of fifteen (15) days (or such shorter period as may be speCified in this Lease for a particular default) after the Landlord's written notice of such failure (herein "Notice of Default'). If any default under this paragraph (h) reasonably requires more time to cure than the fifteen days required therein the Tenant shall not be in default provided that the curing of the default is promptly commenced upon receipt of the Notice of Default, and with due diligence is thereafter continued to completion and is completed within a reasonable time and provided that the Tenant keeps the Landlord well informed at all times of its progress in curing the default. The occurrence of an Event of Default shall give rise to the rights in relation thereto set out ins. 17.02 to s. 17.03 inclusive. Section 17.02 Landlord's Rights 17.02.01 Where there is an Event of Default, it shall be lawful for the Landlord, at Her option: (a) with or without entry, to terminate this Lease, and all the rights of the Tenant shall terminate upon the date of receipt of a notice of termination; (b) to enter the Premises for the purpose of curing any default of the Tenant, and the Tenant shall permit such entry, and the Tenant shall pay, as Additional Rent, all Costs of the Landlord in curing any default, plus a sum equal , to twenty percent (20%) thereof and together with interest on the total amount at the Interest Rate as defined, but the Landlord shall not be obligated to cure or continue to cure such default, it being understood that the Landlord shall not be liable to the Tenant for any loss or,damage to the Tenant's stock or business caused while curing or attempting to cure any default of the Tenant; (c) to pay on behalf of the Tenant, when due, any moneys which the Tenant has covenanted to pay under this Lease other than a sum payable to the Landlord, and the Tenant shall reimburse the Landlord 53 17.02.02 17.02.03 17.02.04 17.02.05 17.02.06 17.02.07 54 Page 25 for any amount so paid together with interest thereon at the Interest Rate as defined; (d) to restrain the Tenant by injunction; (e) to deny the Tenant services such as the supply of electricity, water etc.; and (f)· to claim Damages from the Tenant, including consequential and indirect damages. Whenever the Tenant shall be in default in the payment of any money ·hereunder, the Landlord may, without notice or any legal process enter upon the Lands and seize, remove and sell the Tenant's property therefrom and seize, remove and sell any property at any place to which the Tenant or any other Person may have removed it, in the same manner as if it had rema.jned upon the Lands. All Costs incurred by the Landlord as a result of any default by the Tenant shall forthwith on demand be paid by the Tenant as Additional Rent together with interest, at the rate for rent in arrears, from the date any such Costs are incurred until they are fully paid. The Landlord may use such force as She deems necessary for the purpose of gaining entry to and retaking possession of the Premises, and the Tenant hereby releases the Landlord from all actions, claims and demands whatsoever in respect of any such entry or any loss or Damage in connection therewith. Notwithstanding any Laws to the contrary, whenever re-entry is specifically permitted under any provision of this Lease, the Landlord's rights and the Tenant's obligations shall not be affected. The Tenant agrees that if the Landlord is not able to deliver a Notice of Default or a Notice of Termination to the Tenant's last address, She may effect notice on the Tenant by posting it in the Premises, and such notice· shall be deemed to have been given from the date it is so posted. If the Landlord re-enters or this Lease terminates prior to the end of the term of the Lease: (a) notwithstanding any such termination or the Term thereby becoming forfeited, the provisions of this Lease relating to the consequences of termination shall survive; (b) Rent shall immediately become due ~d be paid up to the time of such re-entry or termination together with an amount equal to the Rent for the next ensuing three (3) months and the reasonable expenses· of the Landlord as hereinafter defined; (c) the Landlord may re-let the Premises for a term to be fixed at Her discretion; (d) the Landlord may require the Tenant to pay monthly on the first day of each month following such re-entry of termination and until the expiration of the original Term any deficiency between: (i) the aggregate of the monthly installment of Rent which would otherwise have been payable for that calendar month; and 17.02.08 Page26 (ii) the net amount of any rents received on account of there-letting of the Premises; and (e) the Tenant shall pay such Costs as the Landlord may incur in re-letting the Premises. The Tenant hereby waives; (a) the benefit of any present Laws, statutory or otherwise, which in any way may take away or diminish the Landlord's right to terminate this Lease or re-enter into possession of the Premises in pursuance of Her rights or remedies in this Lease; and (b) any rights of redemption granted by or under any present Laws, statutory or otherwise, in the event of the Tenant being evicted or dispossessed, or the Landlord obtaining possession of the Premises by reason of the violation by the Tenant of any of the terms or conditions of this Lease or otherwise. Section 17.03 Remedies not Exclusive 17.03.01 The rights and remedies of the Landlord specified in this Lease are cumulative and are in addition to Her rights and remedies at law or in equity or by statute, and are not exclusive or dependent upon any other right or remedy. The right of the Landlord to claim arrears of Rent and loss or damages against the Tenant shall survive the surrender or termination of this Lease. ARTICLE 18 -FORCE MAJEURE Section 18.01 Force Majeure 18.01 18.02 18.03 To the extent that either party is unable, in good faith, to fulfill or is delayed or restricted in fulfilling any of its obligations under this Lease by an event of Force Majeure, such party shall be relieved from the fulfillment of the part of its obligations affected by Force Majeure while it lasts, provided that the Tenant notifies the Landlord ·within five (5) Business Days of .the commencement .of any event which is an event of Force Majeure and provides the Landlord with a description of the facts and circumstances of the event of Force Majeure and the action to be taken to minimize the delay, all of which, in the opinion of the Landlord, justifies the delay. Notwithstanding an event of Force Majeure, the party affected shall proceed with the performance of its obligations not thereby affected. The provisions of this Article shall not excuse the Tenant from the payment of any Rent or any other obligation under this Lease including the obligation with respect to Insurance. ARTICLE 19-ASSIGNMENT AND SUBLETTING Section 19.01 Prohibition against Assignment or Subletting 19.01.01 The Tenant shall not assign or sublet this Lease without the Landlord's prior written consent. 55 56 Page 27 Section 19.02 Assignment by Landlord 19.02.01 In the event of the sale, lease or other disposition by the Landlord of the Land, or the assignment by the Landlord of this Lease or any interest herein to the extent that the purchaser, lessee or assignee assumes the covemints and obligations of the Landlord, the Landlord shall be relieved of all liability with respect to such covenants and obligations. The Tenant shall, upon request, attorn in writing to such successor-in-interest. ARTICLE 20 -SUCCESSORS AND ASSIGNS Section 20.01 Binding on Successors 20.01.01 Subject to Article 19, this Lease and all its covenants and agreements shall be binding upon and enure to the benefit of the parties hereto and to any their successors. ARTICLE 21 -ADDITIONAL PROVISIONS Section 21.01 Additional Rights of Landlord 21.01.01 21.01.02 21.01.03 21.01.04 The Landlord is entitled from time to time, during normal business hours and in the presence of a representative of the Tenant, to enter the Premises in order to; (a) inspect the Premises in order to determine the extent of compliance with all applicable Laws and this Lease; (b) enforce any provision of this Lease; (c) carry out any of Her rights; (d) show the Premises to prospective purchasers, encumbrances, tenants or assignees and, during the last twelve (12) months of the Term, to place upon them a notice of reasonable dimensions being reasonably placed, stating that the Premises are for sale or for rent. Notwithstanding any other provision herein, the Landlord may enter the Premises at any time where, in the Landlord's judgment, there is a real or apprehended emergency or danger to persons or property. In this event, if the Tenant is .not personally present to open and permit entry into the Premises, the Landlord may, without notice or resort to any legal process, forcibly enter the Premises without rendering Her liable therefore, and without in any manner affecting the obligations and covenants of this Lease. Except where the Landlord intends to terminate this Lease, no entry by the Landlord into the Premises or anything done in or for the Premises by the Landlord pursuant to any right or remedy granted by this Lease or at law shall constitute a breach of any covenant for quiet enjoyment contained in this Lease or implied by law or (except where expressed by the Landlord in writing) a re-entry jnto the Premises, or an interference with the Tenant's possession, or be deemed to be a forfeiture, surrender or termination of this Lease, or an actual or constructive eviction, or a derogation from the Landlord's grant. Nothing in this Lease shall be construed to impose upon the Landlord any obligation, responsibility or liability whatsoever for the maintenance or repair of the Premises except as otherwise herein specifically provided. Page28 Section 21.02 Notices 21.02.01 All notices or other communication required or permitted. by this Lease shall be in writing and shall be delivered or sent by an acceptable means to an acceptable address. Acceptable means are: (a) delivery during normal business hours to the person who is the addressee or to a person responsible for receiving communications in the addressee's office, in which case it is effective when delivered; (b) delivery by registered mail, in which case it is effective when the postal system obtains a signature accepting delivery; and (c) electronic transmission to the addressee's office, in which case it is effective when receipt is acknowledged by a specific message to that effect. 21.02 .02 The acceptable addresses are (a) · in the case of the Landlord: Transport Canada-Pickering Lands Branch 4900 Yonge Street, Suite 300, North York, Ontario M2N 6A5 (a) in the case of the Tenant: Steve Reynolds Division Head Culture and Recreation c/o Corporation of the City of Pickering One The Esplanade, · Pickering, Ontario L1 V 6K7 Such addresses may be changed from time to time by either party giving written notice as above provided. Section 21.03Amendments 21.03.01 No 'amendment to this Lease shall have any effect unless it is in writing and is signed by both the Landlord and the Tenant. Section 21.04 No Partnership or Joint Venture 21.04.01 The parties hereto expressly disclaim any intention to create a partnership, joint venture or principal and agent relationship and agree that nothing in this Lease nor any acts on their part constitute them as partners, joint ventures or .principal and agent in any way, nor shall any such acts create any relationship other than that of Landlord and Tenant, and the Tenant shall not represent itself to be an agent of the Landlord. Section 21.05 Members of House of Commons Not to Benefit 21.05.01 No member of the House of Commons shall be admitted to any share or part of this Lease or to any benefit to arise therefrom. , 57 58 Page 29 Section 21.06 Waiver . 21.06.01 The failure of the Landlord to insist on the strict performance of any provisions or to exercise any right under this Lease shall not be construed as a waiver for the future of any such provisions or right or any other provision or right, or as. a waiver of any subsequent breach. The consent by the Landlord to any act by the Tenant requiring such consent shall not be construed as a waiver of the requirement of such consent to any subsequent similar act. The acceptance of Rent by the Landlord shall not be deemed a waiver of any preceding breach by the Tenant of any term of this Lease, regardless of the Landlord's knowledge of such preceding breach, and no term of this Lease shall be deemed to have been waived by the Landlord unless such waiver is in writing signed by the Landlord. Section 21.07 Further Assurances 21.07.01 The parties hereto shall execute such further assurances as may reasonably be required to give effect to any provision of this Lease. Section 21.08 Registration 21.08.01 If the Tenant registers this Lease, all relevant Costs shall be the responsibility of the Tenant, it being agreed that upon the surrender or termination of this Lease, the Tenant shall at its cost remove and discharge this Lease from the title. Section 21.09 Bribes 21.09.01 The Tenant hereby represents and warrants that it has not, nor has any · person on its behalf, given, promised or offered to any Member of the House of Commons or to any official or employee of the Landlord, for or with a view to obtaining this Lease, any bribe, gift or other inducement and that it has not, nor has any person on its behalf, employed any person, other than a recognized real estate broker, to solicit or secure this Lease upon any agreement for a commission, percentage, brokerage or contingency fee. Section 21.10 Dispute Resolution 21.10.01 In the event of disagreement arising out of this Agreement, the parties hereto agree, that prior to having· recourse to a court of competent jurisdiction to resolve a dispute, the parties will try to resolve their differences, and will consider alternative dispute resolution processes before resorting to litigation. Section 21.11 Parking and Maintenance of Premises 21.11.01 21.11.02 Parking is permitted on the paved parking area outlined in yellow on attached Schedule B. The Tenant is responsible for all interior and exterior maintenance of the Premises including without limitation the parking areas and all walkways incident thereto. The Tenant is responsible for the removal of snow and ice from the Premises, including all walkways and the parking lot. IN WITNESS WHEREOF, THE LANDLORD has executed this agreement on the -rr:\()..¥"S0aj4 ~day of ...::ru.:; . , 2011. . . 60 Page 31 Description of Leased Land (Schedule A)-All ofPWGSC PIN 614662 Description of All ofPWGSC PIN 614662 That parcel or tract of land situate, lying and being in the City of Pickering in the Regional Municipality of Durham containing by measurement 1.98 acres more or less, being All of · Lot 1, Registered Plan No. 10 (formerly part of Lot 19, Concession 5, Geographic Township of Pickering) save and except Part 8, Plan 40R-5747 and Part 1, Plan 40R-5682 and outlined on the Plan attached and referenced as PIN 614662. PWGSC PIN 614662 is part of the Durham Land Registry Office (No. 40) property identifier number 26402 -0012 (L T). Page 32 SCHEDULE B: PIN 614662 SKETCH 61 64 CR 25-15 December 7, 2015 Subject Reciprocal Use of Facilities Agreement Page 2 programs. The registration revenue for City programs that take place at Pickering Catholic School facilities totals $10,000 annually. Discussion: Over the past 20 years, the City of Pickering and the Durham Catholic District School Board have built a successful partnership with respect to the reciprocal use of facilities. As per the Agreement in Attachment 1, the City has use of Pickering Catholic Schools as listed in Schedule B for City educational, athletic and recreational purposes between 6:00pm and 10:30 pm, Monday to Thursday, and 6:00pm to 7:30pm on Fridays and between 7:00am and 11:00 pm on Saturday and Sunday from September 1 of any year to June 30 in the following year. In addition, City has use of Pickering Catholic Schools during summer months in accordance with the board policy at the time of the request. In exchange, the Durham Catholic District School Board has the use of City parks listed in Schedule A of the attached Agreement for education, athletic and recreational purposes between the hours of 7:00am and 5:00pm, Monday through Friday, from September 1 in any year to June 30 in the following year. These City parks are already maintained by City staff for use by the general public and permit holders. This verbal arrangement has enabled the City of Pickering to offer quality recreation and leisure programs at school facilities which staff could not otherwise offer due to limited municipal facilities (specifically as it relates to gymnasiums). Such municipal programs include Spanish language classes and competitive/recreational volleyball for which the City generates approximately $10,000 annually in program revenue through registration fees. This partnership also enables the City of Pickering to offer over 200 hours in free recreation programming each year at school facilities. This free programming is part of the City's "Free Teen Programs" for which the municipality is recognized as a Youth Friendly Community Builder-Gold Status by PlayWorks Ontario. Clearly, formalizing the long standing verbal arrangement with the Durham Catholic District School Board into a formal written Reciprocal Use of Facilities Agreement for a 10 year term ending December 31, 2025 with an option for a 10 year extension is an expression of the City's ongoing commitment to community development. Therefore, the Culture & Recreation Department recommend that the Reciprocal Use of Facilities Agreement with the Durham Catholic District School Board be executed for the period January 1, 2016 to December 31, 2025. Attachments: 1. Reciprocal Use of Facilities Agreement-January 1, 2016 to December 31, 2025. CORP0227-07/01 revised 66 This Reciprocal Use of Facilities Agreement made January 1, 2016. BETWEEN: Durham Catholic District School Board hereinafter called the "Board" Of The First Part, -and- The Corporation of the City of Pickering hereinafter called the "City" Of The Second Part. For the use of the facilities as outlined in Schedules A and B attached. Whereas the Board is a board as defined in section 1 (1) of the Education Act (Ontario), as amended, and as such is the owner of certain school buildings and lands within the geographic boundaries of the City of Pickering which facilities are used by members of the public and various community groups for both private and City-sponsored activities; and Whereas the City is an area municipality within the Regional Municipality of Durham and is the owner of certain parks and recreational buildings within the geographic boundaries of the City of Pickering which facilities are used by members of the public (including students enrolled in Board schools) and various community groups for both private and Board-sponsored activities; and Whereas the City has the authority under section 94 of the Municipal Act (Ontario), as amended, to operate and manage recreational areas, playgrounds, athletic fields, auditoriums, community recreation centres and other places of recreation and amusement; and Whereas each of the Board and the City wishes to enter into a reciprocal use agreement to provide for the use by the other of certain of its facilities, and for the use of the Board's facilities by certain community groups acting under the auspices of the City; Now Therefore This Agreement Witnesseth That, in consideration of the sum of $2.00 now paid by each to the other, the receipt of which by each is hereby acknowledged, and of the terms and conditions herein set out, the Board and the City covenant and agree as follows: 1 1. Term of Agreement (1) This Agreement shall be. in effect for a term of ten years, beginning January 1, 2016 and expiring December 31, 2025 unless it is extended or earlier terminated pursuant to this section. (2) Despite the provisions of subsection ( 1), upon the expiry of the term hereof, or of any extension of the term hereof, the term of this Agreement shall be deemed to be extended for a further period of ten years, upon the same terms and conditions as are contained herein (including this provision for extending the term of this Agreement), unless either the Board or the City, at least six months before the expiry of the term or any extension thereof, gives written notice to the other of its intention to termi'nate the Agreement upon the expiry of the current term. 2. Assignment of Agreement Neither party shall assign any of its rights ·or obligations hereunder to any person without the prior written permission of the other party. 3. Notice (1) Any notice given under any provision of this Agreement shall be sufficiently given if faxed to the fax number set out below and personally served upon, or mailed by prepaid ordinary mail to, (a) in the case of notice to the Board, Director of Education Durham Catholic District School Board 650 Rossland Road West Oshawa, Ontario L 1 J 7C4 Fax: 905.571.9702 (b) in the case of notice to the City, Director, Culture & Recreation The Corporation of the City of Pickering Pickering Civic Complex One The Esplanade Pickering, Ontario L 1V 6K7 Fax: 905.420.2596 2 67 68 (2) Any notice personally served in accordance with subsection (1) shall be deemed to have been given on the next business day following the day of service. (3) Any notice served by ordinary mail in accordance with subsection (1) shall be deemed to have been given on the sixth calendar day following the day of mailing. (4) Any notice sent by electronic means in accordance with subsection (1) shall be deemed to have been given on the next business day following the day of electronic transmission. 4. Interpretation (1) The Schedules attached hereto shall form part of this Agreement. (2) In this Agreement, the term "force majeure" means·acts of God, strikes, lockouts or other labour disturbances, civil disturbances, acts of a public enemy, wars, riots, sabotage, epidemics, landslides, snowslides, lightning, earthquake, fire, storm, flood, washout or explosion and any other event or occurrence beyond the reasonable control of the Board or the City, as the case may be, whether or not of the nature of those mentioned above. (3) This Agreement and everything contained herein shall enure to the benefit of and be binding upon the parties hereto, their respective successors and permitted assigns. 5. Board Use of City Park Facilities (1) The Board shall have the non-exclusive use of facilities within or associated with the City parks listed in Schedule A attached hereto for student educational, athletic and recreational purposes between 7:00am to 5:00pm, Monday through Friday, from and including September 1 in each year to and including June 30 of the following year, except school holidays, without the need for a City permit authorizing such use. In order to facilitate City planning for maintenance, schools are required to request no fee permits from the City for tournaments and special events not less than 14 days before the proposed event. (2) The Board shall have priority over any other user other than the City or a City-sponsored organization for the use of the City parks listed in Schedule A (with the exception of Woodsmere Park) for the purposes set out in subsection (1) at all other times between September 1 in any year and June 30 in the following year, subject to permits issued by the City and any terms and conditions, including payment of a permit fee, that the City may reasonably attach to the issuance of those permits. 3 (3) The use of any park by the Board pursuant to this section shall include the use of any available, (a) baseball or softball diamonds, (b) parking facilities, (c) playground equipment, (d) football or soccer fields and posts, (e) track and field facilities, and (f) skating surfaces, (4) The use of any park by the Board pursuant to this section shall not include the right to the following without the prior written permission of the City: (a) to erect, construct or install any feature, thing or apparatus in the park, (b) to remove, reconstruct or change any feature, thing or apparatus in the park, or (c) to bring or drive any vehicle into the park (except into any parking facility in the park). The use of any park and facilities therein by the Board pursuant to this Agreement shall be subject to the regulations set out in Schedule A attached hereto the contravention of any of which may result in the City, in its sole discretion, suspending the Board's right to use the facility or park in question for up to thirty days or revoking the Board's permit to use the facility or park, or both. (5) The Board shall assume all liability and obligation for any loss, damage or injury to persons or property that occurs during the use or occupation of any park and facilities therein by the Board and the Board shall indemnify and save harmless the City of and from any such loss, damage or injury and all actions, proceedings or claims arising therefrom except to the extent to which such loss, damage or injury is caused or contributed to by .the neglect or default of the City, its servants, agents or employees. (6) The Board shall name the City as an additional insured with respect to the City parks listed on Schedule "A" on the Board's liability insurance policy. (7) Except for delays or interruptions caused by or arising out of events of force majeure, and subject to normal wear and tear and maintenance required thereby, the City shall keep and maintain the parks and facilities therein in good condition, at its sole expense, so that they are available for the Board's use. 4 69 70 (8) The Board shall pay any taxes or similar charges that may be levied during the term hereof against any of the lands that comprise any of the parks as a result of the Board's use or occupation thereof pursuant to this section. 6. City Use of Board School Facilities (1) Weekdays: The City shall have the non-exclusive use of facilities within or associated with the Board's schools listed in Schedule B attached hereto for City educational, athletic and recreational programme purposes between 6:00 pm and 10:30 pm, Monday through Thursday and 6:00 pm to 7:30 pm on Fridays during the school year (September to June) , except for public holidays the day before PA Days, PA Days, and Board holidays (including: March Break, Easter Monday and Catholic Education Week). (2) Weekends: The City shall have the non-exclusive use of facilities within or associated with the Board's schools listed in Schedule B attached hereto for City educational, athletic and recreational programme purposes between 7:00 am and 11:00 pm on Saturdays, and Sundays during the school year (September to June) except for public holidays and Board holidays. (including: March Break, Easter Monday and Catholic Education Week). Weekend use is to subject to permits issued by or on behalf of the Board and any terms and conditions, including payment of a permit fee that the Board may reasonably attach to the issuance of those permits. (3) Summer( during the month of July and August): The City shall have the non- exclusive use of facilities within or associated with the Board's schools listed in Schedule B attached hereto for City educational, athletic and recreational programme purposes based on the Boards Community Use of School policy at the time of the request. (4) The use of any facility within or associated with a school bythe City pursuant to this section shall include the use of any available, (a) desks, table~ and similar furniture, (b) dressing and change rooms, (c) parking facilities, (d) sports equipment in the nature of nets, goal and hoops, (e) washroom facilities, (f) baseball or softball diamonds, (g) playground equipment, (h) football or soccer fields and posts, 5 (i) track and field facilities, and U) skating surfaces, (5) The use of any facility within or associated with a school by the City pursuant to this section shall not include the right to do the following, without the prior written permission of the Board: (a) to erect, construct or install any feature, thing or apparatus in the facility or school, (b) to remove reconstruct or change any feature, thing or apparatus in the facility or school, or (c) to bring or drive any vehicle onto the school grounds (except into any parking facility associated with the school). (6) The use of any facility within or associated with a school by the City pursuant to this Agreement shall be subject to the regulations set out in Schedule B attached hereto. the contravention of any of which may result in the Board, in its sole discretion, suspending the City's right to use the facility or school in question for up to thirty days or revoking the City's permit to use the facility or school, or both. (7) Except for delays or interruptions caused by or arising out of events of force majeure, and subject to normal wear and tear and maintenance required thereby, the Board shall keep and maintain the schools and facilities therein or associated therewith in good condition, at its sole expense, so that they are available for the City's use. (8) The City shall assume all liability and obligation for any loss, damage or injury to persons or property that occurs during the use or occupation of any school and facilities therein or associated therewith by the City and the City shall indemnify and save harmless the Board of and from any such loss, damage or injury and all actions, proceedings or claims arising therefrom except to the extent to which such loss, damage or injury is caused or contributed to by the neglect or default of the Board, its servants, agents or employees. The City shall name the Board as an additional insured with respect to the Schools listed on Schedule B on the City's liability insurance policy. (9) The City shall pay any taxes or similar charges that may be levied during the term hereof against any of the lands that comprise any of the schools as a result of the City's use or occupation thereof pursuant to this section. 7. Community Use of Board School Facilities Community groups may have the use of facilities within or associated with the Board's schools subject to permits issued by the Board and to the terms and 6 71 72 conditions of any Board policy respecting such use and the issuance of such permits. 8. Dispute Resolution and Miscellaneous (1) Any dispute arising out of the administration of this Agreement shall be referred to a committee made up of the Chief Administrative Officer or designate, (on behalf of the City) and the Director of Education or designate (on behalf of the Board). Should the committee be unable to settle this dispute, it shall be referred to arbitration and settled under the terms of the Arbitration Act, 1991, as amended from time to time. (2) The parties agree to execute such further and other documents as are necessary to give effect to this Agreement. In Witness Whereof the Board and the City have hereunto affixed their corporate seals, attested their corporate seals, attested by the hands of their authorized officers. 7 The Corporation of the City of Pickering David Ryan, Mayor Debbie Shields, City Clerk Durham Catholic District School Board Anne O'Brien, Director of Education, Secretary IT reasu rer Jim McCafferty, Chair of the Board Schedule A Part 1 -City Parks Which the Board May Use Item Park Adjacent School City Owned Park DCDSB Owned School Dunmoore Park n/a Frenchman's Bay Father Fenelon Catholic School Ratepayers Memorial Park n/a Kinsmen Park n/a RougeValley Park n/a St. Mary Park St. Mary -Catholic Secondary School Southcott Park St. Wilfrid Catholic School Woodsmere Park St. Elizabeth Seton Catholic School Part 2 -Regulations for Use of City Parks by Board Item Regulations 1. The Board shall be responsible for the conduct and supervision of all persons involved in the Board activity in the park, whether those persons are spectators or participants. 2. The Board shall not cause or permit to be caused at the park any unusual or unnecessary noise that disturbs the peace, quiet or comfort of any person in any residence, institution or place of business within the City. 3. Games of chance, lotteries or gambling in any form shall not be permitted in any park. 4. The Board shall ensure that all persons admitted to the event in the park have vacated the park by 1700 hours. 5. If liquor of any type is to be served, sold or available at the event, the Board shall obtain all necessary permits and licenses and file a copy of each with the City at least two weeks prior to the event. 6. The Board shall not restrict the use of the park by other members of the public unless such use conflicts with the Board's use. 8 73 74 Schedule B Part 1 -Board Schools Having Facilities Which the City May Use Item School Buildings 1. Father Fenelon Catholic School (this )school will be unavailable until Jan 2017) 2. St. Isaac Jogues Catholic School 3. St. Monica Catholic School 4. St. Mary Catholic Secondary School Part 2 ~ Regulations for Use of Board School Facilities by City Item Regulations 1. Board, School, Parish and/or Continuing Education functions have precedence at all times. The City shall be given priority thereafter. 2. The City shall be responsible to the Board for any misuse, damages to buildings, equipment and/or property and shall indemnify and save harmless the Board from any claims whatsoever by, or in respect of, any person or persons. 3. Smoking is not permitted under any circumstances within or on School Board property. 4. No animals except service animals shall be permitted in school buildings. 5. The school telephone will be available for Emergency Calls only. 6. Decorations and portable materials must conform to fire safety standards and to fire safety regulations of any municipality or provincial fire authority applicable to the school. Decorations must be installed without damage to school facilities or property. The permit holder accepts responsibility for any damage caused. 7. It i~ the responsibility of the City to set up and put away any tables, chairs or other equipment used unless other arrangements have been approved through the Community Use of Schools office. 8. Where custodial staff are kept after regular hours, interrupted from their normal duties for tasks related to the group's needs, or must spend additional time to clean any unusual mess left by the group, a charge may be levied against the City. 9 9. A Board employee shall open the building, secure the building at the completion of its use, handle facility emergencies that arise and generally protect the interests of the Board. 10. Food is not permitted in the Gym. 11. Only School or Parish dances are permitted in schools. If alcohol is to be consumed, it is the responsibility of the City to obtain a Liquor License and show proof of purchase of Party Alcohol Liability Insurance. A Custodian must be on duty at all times when alcohol is served. 12. Storage of the City's equipment must be approved by the Principal and noted on the permit. No liability is accepted for missing articles by the school or Board. School is not responsible for damaged or stolen articles. 13. White soled gym shoes must be worn in school gymnasiums. Other shoes are not permitted. Only plastic/composite hockey sticks are allowed. The use of wooden sticks is strictly prohibited. No permits will be granted for floor/ball hockey in our secondary schools. Only soft balls are allowed for baseball; floor hockey, squash and lacrosse activities. 14. Use of school facilities and/or equipment are restricted to those noted on the permit. The school Custodian cannot authorize use of any equipment. Additional requests must be made in writing to the Community Use of Schools office. The City may request the use of school equipment (balls, nets, poles, score clocks, bleachers, sound and visual equipment etc.) for which additional charges may be incurred. 15. Parking is only permitted in designated areas. Fire routes and driveways should not be blocked. Failure to comply may result in ticketing and/or towing. 16. Exits shall be kept clear from any obstruction at all times. 17. Equipment: (a) The City may be required to provide any or all necessary equipment. (b) Neither Board employees nor City employees are authorized to allow the use of any Board equipment not approved for use in the permit. (c) School instructional equipment will not generally be available for use. (d) Physical education equipment may be made available at no charge if requested in the permit application and approved by the school principal. (e) The City is responsible for the supervision and safety of users of Board equipment (f) Sound or lighting equipment may be made available at no charge if requested in the permit application and approved by the school principal. In order to use Board sound or lighting equipment, the City must make 10 75 76 arrangements through the school to have a trained student operate the equipment at the hourly rate set by the Board from time to time. (g) The use of any Board equipment shall be at all times subject to the supervision of Board employees. (h) Plans of stage settings or the use of special equipment must be approved by the Board's Superintendent of Facilities Services in consultation with the school principal in advance of the use date. (i) Wiring shall be made without the authority of the Superintendent, and all costs thereof shall be charged to the City. U) Decorations shall conform to fire safety practices as recommended by the City's Fire Department, shall be limited to flame proof materials and shall not be attached to electric light fixtures or electrical outlets. (k) The delivery of stage equipment and the setting of stage properties shall be done outside school hours unless otherwise arranged with the school principal. (I) All equipment shall be removed immediately after the use unless otherwise arranged with the school principal. 18. Permits: (a) The issuance of a permit for Use of School premises shall not establish a contract of rental or otherwise between the Durham Catholic District School Board ("the Board") and any person or organization. The Board may at any time, regardless of whether a fee has been paid, withdraw the use of any facility, if in the opinion of the Board (in its unfettered discretion), the use to which the facility is to be or is being put, is not in the best interest of the Board or Community. (b) A permit is not valid until it has been received and accepted, and approved by the Community Use of Schools office. (c) The issued permit is for the use of the group named therein. The permit is not transferable nor extendable to include any other group. (d) Times specified on the permit must be strictly adhered to. Failure to comply may result in additional charges and/or cancellation of the permit. (e) A permit shall be required for the use of any Board school facility after normal school hours. (f) Written applications for permits for City use of Board school facilities shall be made to the Board's Community Use of Schools Department by the City's Depar;tment ·of Culture & Recreation not less than 14 days before the proposed date of use. The Board's Community Use of Schools Department will endeavor to process City applications for summer 11 programs within two weeks after the deadline for summer applications close. (g) Applications for permits for the use of Board school facilities shall be given the following priorities: 1. School purposes and Board programmes; 2. City recreation programmes; 3. Community recreation programmes and youth groups; 4. Ratepayer associations; 5. Other activities. (h) When making an application for a permit, the City's Culture & Recreation Department shall ensure that the facility required is available on the date and at the time requested by reviewing its own records and by contacting the Board's Community Use of Schools Department. (i) Permission to charge admission to the use, or sell a product or refreshment in the facility, may be granted if requested in the permit application. U) When an additional Board custodial employee is provided, or when a regular Board custodial employee is required to work overtime, or when special circumstances warrant, custodial costs will be levied. (k) Payment of custodial and other costs shall be made by cheque within thirty days of receipt of the Board's invoice therefor. (I) If the City wishes to cancel the use of a facility, it shall notify in writing the Board's Community Use of Schools Department as early as circumstances permit but no later than five full business days before the proposed date of use. (m) Refunds or credits of custodial costs will be made upon a cancellation provided that the City notifies the Board's Community Use of Schools Department at least five full business days before the proposed date of use. (n) The City shall ensure that all persons admitted to the use vacate the Board's buildings and grounds promptly at the time specified in the permit. ( o) If the. Board wishes to cancel a permit, notice shall be given as soon as possible, but no later than five full days prior to its effective date. (p) All community use of schools permits shall be automatically cancelled when schools are closed due to inclement weather, strikes or any other causes beyond the control of the Board. Rental fees will not apply. 12 77 78 (q) If the City is cancelling due to inclement weather please contact Community Use of Schools before 4:30 pm Monday to Friday or the on call supervisor for weekend permits (number listed on weekend permits). 13 80 ENG-21-15 December_?, 2015 Subject: Request for Proposal RFP-16-2015 Rotary Frenchman's Bay West Page 2 It is recommended by the Evaluation Committee that The MBTW Group be retained to prepare the detailed drawings and specifications for the master plan implementation at a cost of $210,487.93 (HST included). In accordance with Section 10.04 of the Purchasing Policy, where the project cost of a consulting assignment is more than $50,000, the award is subject to the approval of Council. Financial Implications: 1. Pro osal Amount Proposal No. RFP-16-2015 HST (13%) Total Gross Proposal Amount 2. Estimated Pro'ect Cost Summa Proposal No. RFP-16-2015 for Preparation of Detailed Drawings for Master Plan Implementation Associated Costs Contingency (1 0%) Sub Total HST (13%) Total Gross Project Cost HST Rebate (11.24%) Total Net Project Cost 3. A roved Source of Funds Account Source of Funds 5780.1518.6230 Internal Loan 5 yr Additional Funds Required Internal Loan 5 yr Property Taxes Total Funds I Project Cost under (over) approved funds by CORP0227-07/01 revised Available Budget $180,000.00 0.00 0.00 $180.000.00 $186,272.50 $24,215.43 $210.487.93 $186,273.00 $18,627.00 $204,900.00 $26,637.00 $231 ,537.00 (23,031.00) $208.506.00 Required $180,000.00 20,000.00 8,506.00 $208.506.00 ($~8.5o6.oo) 1 ENG-21-15 Subject: Request for Proposal RFP-16-2015 Rotary Frenchman's Bay West December 7, 2015 Page 3 This project has an over expenditure that exceeds .1 0% of the approved amount. The over expenditure is mainly due to the investment of additional dollars for geotechnical investigations including chemical soils analysis. The investment of these funds will translate into higher quality drawings and project specifications resulting in fewer unanticipated construction cost increases. In accordance with Section 11.04 of the City's Financial Control Policy, over expenditure exceeding 10% of the approved capital expenditure shall require the approval of the Treasurer, the Chief Administrative Officer, and the Council. The Division Head, Finance &Treasurer concurs that the additional funds required will be funded from property taxes and the Internal Loan. Council approval is also being sought at this time for the additional funds required. Discussion: Council endorsed the Frenchman's Bay Waterfront Master Plan On November 19, 2012, Council endorsed the Frenchman's Bay Waterfront Master Plan, subject to the following amendments: a) inclusion of a phase II plan for additional automobile parking area(s) to be constructed if a need arises in the future; and b) deletion of the tot lot area. Staff were directed to work with the Toronto and. Reg ion Conservation Authority to look for external funding sources to assist with construction costs. Staff were also directed to coordinate efforts with the Toronto and Region Conservation Authority, other service clubs identified as park users and relevant community associations, to prepare detailed designs in preparation for construction. The Frenchman's Bay Waterfront Master Plan includes Rotary Frenchman's Bay West Park, the harbour entrance and the east spit area to Liverpool Road. Funding for the reconstruction of the harbour entrance and the east spit area was received through grants from the Federal and Provincial Governments and supplemented by funds from the Region of York Southeast Collector Project Community Enhancements Agreement and the City of Pickering. Construction of the harbour entrance and east spit began in late 2012 and was substantially completed by late 2014. Shoreline and habitat restoration work along the north shore of the east spit and pedestrian access improvements as indicated in the Frenchman's Bay Waterfront Master Plan were also completed as part of the harbour entrance project. CORP0227-07/01 revised 81 82 ENG-21-15 Subject: Request for Proposal RFP-16-2015 Rotary Frenchman's Bay West December 7, 2015 Page 4 A Public Information Centre will be held prior to the preparation of detailed working drawings and specifications Two Public Information Meetings were held to obtain input from the residents during the previous master plan process. A number of other comments have been obtained from . residents more recently that will be taken into consideration in the final plan. The scope of work for this project includes refinement of the master plan within Rotary Frenchman's Bay West Park and the scheduling of one additional public information centre prior to the preparation of the working drawings and specifications. The Request for Proposal that was issued for this project required that lead consultant/project manager be a landscape architectural firm with the following skills and/or sub-consultants included in their project team: . • civil engineering for road reconstruction and water main extension • structural/shoreline engineering for boat launch and docking • electrical engineering for lighting • topographic survey including all utilities • geotechnical (strata, bearing capacity & chemical analysis) • ecological (in consultation with TRCA ecology staff) • tree protection • sediment and erosion control • cost estimating The detailed design for the proposed washroom, change rooms, and boat club facilities are not included in this project and will be completed under a separate contract. Request for Proposal No. RFP-16-2015 was issued on Friday, September 18,2015 for the preparation of detailed drawings and specifications for Rotary Frenchman's Bay West Park. A mandatory site visit was held on Thursday, September 24, 2015 with 10 consultants attending.· The RFP process closed on Tuesday, October 13, 2015 and seven proposals were received. The MBTW Group is recommended for selection The Evaluation Committee, consisting City Staff, evaluated the seven proposals that were received using the criteria outlined in the Terms of Reference. The highest ranking proposal for this project is The MBTW Group. The consulting team and their roles for this project are as follows: • The MBTW Group, Landscape Architecture CORP0227-07/01 revised ENG-21-15 Subject: Request for Proposal RFP-16-2015 Rotary Frenchman's Bay West • RV Anderson Associates Ltd., Mechanical & Civil Engineering • Shoreplan Engineering Ltd., Coastal & Marine Engineering • SLR Consulting Ltd., Ecology • MJS Consultants Inc., Electrical Engineering • Soil Engineers Ltd., Geotechnical Engineering • DFP Surveyors, Ontario Land Surveyors • Multiview, Subsurface Utility Engineering December 7, 2015 Page 5 The Health & Safety Policy, a current WSIB Workplace Injury Summary Report and Certificate of Clearance issued by the Workplace Safety & Insurance Board, and Ontario Ministry of Labour, Health and Safety Awareness Training certificates as submitted by The MBTW Group have been reviewed and deemed acceptable. The Certificate of Insurance has been reviewed by the Manager, Budgets & Internal Audit, and is deemed acceptable as well. The MBTW Gr_oup is a Toronto-based landscape architecture and urban design firm that has been in practice for 40 years. They have completed many waterfront park projects including the Marie Curtis Waterfront Park Redevelopment located at the mouth of the Etobicoke Creek at Lake Ontario and the Port Union Village Common Park located at the foot of Port Union Road. The City of Toronto and TRCA were primary stakeholders for both of these projects. Many of the sub-consultants on the project team have provided services for the City of Pickering on previous assignments. Most notable of these is Shoreplan Engineering Ltd. who designed the new Frenchman's Bay harbour entrance and MJS Consultants Inc. who have prepared numerous lighting plans for various city parks and walkways. It is recommended that The MBTW Group Proposal No. RFP-16-2015, in the amount of $210,487.93 (HST included), to prepare the detailed drawings and specifications for the master plan implementation of Rotary Frenchman's Bay West Park be accepted. It is also recommended that a net project cost of $208,506.00 (net of HST rebate) be approved. Attachments: 1 . Location Map 2. Supply & Services Memorandum dated October 15, 2015 3. Supply & Services Memorandum dated October 27, 2015 4. RFP-16-2015 Stage II -Evaluation of Rated Criteria CORP0227-07/01 revised 83 ATTACHMENT# 3 TOREPORT# fV\1(7 ~-1.6 Reference: Item 4.3.3. Proc~ss Rules ~~ns Any negotiations will be subj~ct to the process rules contained in this Part 4 -r erms an.d Conditions of RFP Process and the Submission Form (Appendix B) and will not constitute a legally .binding offer to enter into a contract on .the part of the City or the proponent. .. Negotiations may include requests by the City for supplementary information from the proponent to· verify, clarify or supplement the information provided in its proposal or to· confirm the conclusions reached in tne evaluati9n, and m~y include requests by the City for improved pricing from the. proponent.. · · The selected Proponent will be required to provide the follc;>wing documents for review by the City, within five (5) business days following written notification of selection for negotiations:· (a) (b) A copy of the Health and Safety Policy to be .used on this projE?ct (currently dated and signed); · . . · · . A copy of the current Workplace Injury S~mmary Report issued by Workplace Safety & Insurance ~oard (in lieu of the Workplace Injur-Y Summary Report document, a copy of the current CAD 7, NEER, or MAP reports may be submitted); ·.· (c) (d) .(e) . A copy of the current Clearance·certificate issued by Workplace.Safety & Insurance Board·· · '· Copies of Ontario Ministry of Labour, Health and· Safety Awareness Training certificates for every-worker and supervisor who will .be working o.n this project; and The City's certificate of insurance or approved alternative form shall be completed by the Proponent's ag~nt, broker or insurer. . · I Once received, the above documents will be submitted for approval. by the (Acting) Health · & Safety Coordinator and the Manager, Budgets and Internal Audit. · Please advis·e if yoy would like us to proceed with this task . . A budget of $180,000.00 was provided to Supply & ~ervices for this .Procurement. In accordance with Purchasing Policy, Item 06.12, where the compliant quotation or tender meeting specifications and offering best value to tl)e City is acceptable or where the highest scoring proposal is recommended a~d the estimated total purchase price is: · · · · · (c) Over $125,QOO, the Manager may approve the award, subject to the approval of the Director, Treasurer, CAO and Council. Once approval is received, an "on-lirie" requisition will be required to proceed. . ' .' . ·Please .direct ali' enquiries to Supply & Sefvices .. Proponents will be advised in due course. • I • · If you,~ quire further information or assistanc~, do not hesi~ate to contact me or a m~mbe; of Sup ly & Services. · . · · . · · 1 \ . ~ . . ·/,\. c~·. VAF/sb. ··, · Attachments (1) . Page 2 of~g ATTACHMENT# t1 TOREPORT# fN~7 ,:)1-1~ I. ., -"--_of -,') Design Drawings & Specifications for Rotary Frenchman's Bay West Park RFP-16-2015 Stage II -Evaluation .of. Rated Criteria Stage II will consist of a scoring on the basis of the Rated Criteria. Subject to the Terms of Reference . and Governing Law, the top-ranked proponent as established under the evaluation will be selected to enter into a contract for the provision of the Deliverables. The selected proponent will b~ expected to enter into a contract within the timeframe specified in the selection notice. Failure to do so may, among other things; result in the disqualification of the proponent and the selection of another 90 proponent, or the cancellation of the RFP. · · The following is an overview of the categories and weighting for the rated criteria of the RFP . . Appendix e· -· RFP Particulars ::Rate'(;f'ie'ffte:riiiN:~:ai.i&io&\:;.:;:v:?''~'::'L··;\.:~:'· .. ·,,:,:~:::;·.,··''>:=; =:'~::'Weigfitfnd~t·P.ornt~)' Experience on Similar Projects and Qualifications · Understanding of Project Work Plan and Deliverables · Project Team Overview Quality of References Quality of Proposal Pri'Cing Table #1 -Project Costs Pricing Table #2.-Professional Fees and Expenses (Avg. of Hourly Rates) . Total Points Experie~ce on Similar Projects and Qualifications = 20 Points The propo~al shalllhclude information that provides: 20 15 15 15 10 5 15 5 100 '· a. three (3) relevant examples of past projects within t~e last five (5) years that are c.omparable in scope. This should include a project synopsis that identifies the team members assembled who worked on the project, the current project status, budgeted costs versus actual costs,· scheduling issues and resolutions, and design challenges, efficiencies. Provide clie11t names, contacts and up-to..,date con-tact phone numbers. Advise the references that the City may be contacting them; and· b. experience with waterfront projects including boat launching and docking facilities, and habitat creation and restoration work in environmentally sen~itive areas (aquatic and terrestrial). Understanding of Project= 15 Points The proposal·shall include information that provides: c. Information that the Proponent understands the objectives and requirements of this project. Proponents should :relate these objectives to past experience or expertise of the Proponent and/or their team; and . ATTACHMENT#__!±_ T~REPORT~ £N'l J-1·-~s­~cl -.) d. A summary of the risks, problems or issues associated with the work and.how they will be mitigated. Work Plan and Deliverables = 15 PointS The Proponent is to clearly articulate, clearly and concisely, the following: a. A detailed timetable indicating when the Proponent can commence the work; · b.· A detailed work plan indicating the method, tasks, deliverables; c. A schedule that identifies work phases (by Gantt Chart or other similar illustration) including key dates for major deliverables such as; but not limited to:' design development, working drawings, tender specifications; . d. Proposed staffing roles and the amount of time that they will be dedicated to this project; and e. State the assumptions regarding the roles and involvement of the City and TRCA staff. · Project Team Overview= 15 Points It is importanfthat the Work.be provided by the Company's proposed staff team that can demonstrate knowledge of, and experience in providing similar services for projects of comparable nature, size and scope. In particular, the Proponent should provide an overview of the key personnef who would be primarily involved in the project and include the following: a. lderitify·the prime firm submitting the Proposal and the sub~consultant firms that will be assembled to undertake the work. · b. The name, titlE?, mailing addressi phone numb.er, fax number and e~mail of the Design Project Leader; . · . c. Condensed resumes and professional credentials of each· individual on the Project Team that highlights their education,.training, and work history; · d. The respective roles of the team members and their current office locations. Team members · named in this RFP cannot be replaced without prior written approval from the City; . e. Current and future project list that will be undertaken by members of the Proponent's team · inch,Jding their current workload (i.e., identify other cornpeting priorities that are assigned to each member within this project timeline); and · f. Organizational chart that clearfy defines the chain of command for each individual with the team. · · · Quality~of References-Total Points= 10 Paints . . Relevance of projects similar in scope and value. completed over the last five (5) years. Complete Appendix D-Reference Form · · Quality of Proposal -Total Points = 5 Presentation of proposal, examples, details, content organization and how well instructions are followed. · · Pricing -Total Points = 20 points Proponents ~hou~d review arid complete the Rate .Bid Form at Appendix C. RFP~ 16-2015 Page 2 of 3 Design Drawings & Specifications for Rotary Frenchman's Bay West Park ' 91 92 ATTACHMENT#_j_, TO REPORT#_ fr::~:l0; J-1 -IS . . '"J ....., ~.. . ? of . :> Pricing will be scored based on a relative pricing formula for each category, using the total amount as set out in Rate Bid Fcirm. Each proponent will receive a percentage .of the total .Possible points allocated to Ptice for the particular category it has bid on by dividing that proponent's price for that category into the lowest bid price in that category. For example, if a proponent bids $120.00 for a particular category and that is the lowest bid price· in that category, that proponent receives 100% of the possible points for that category (120/120 = 100%). A proponent who bids $150.00 receives· 80% of the possible points for that category (120/150 = 80%), and a proponent who bids $240.00 receives 50% of the possible points for that category (120/240 =50%). Rating Criteria Scorin.g Lowest total amount -----------------x Total available points= Score for proposal with second lowest Second lowest total amount total amount Lowest total amount -------------------X Third lowest total amount And so on, for each proposal. RFP-16-2015 Total available points = Score for proposal with third lowest total total amount Page 3 of 3 Design Drawings & Specificati<?ns for Rotary Frenchman's Bay West Park Report FIN 31-15 December 7, 2015 Subject: 2016 Temporary Borrowing By-law Page 2 Financial Implications: At this time, it is difficult to estimate the interest costs as it is uncertain how much temporary financing may be required and for how long. With internal borrowings being limited, the City must undertake external borrowing from the Regional Municipality of Durham (the "Region") in 2016 for approved capital expenditures. For current purposes, the $41 million limit for January 1 to September 30, 2015 has been increased to $42 million for January 1 to September 30, 2016 and the $20 million limit for October 1 to December 31, 2015 has been increased to $21 million for October 1 to December 31, 2016. The limit for capital purposes for 2016 has been established at $25 million based on the second draft 2016 Capital Budget. This may have to be adjusted once the 2016 Capital Budget has been approved by Council. Discussion: The borrowing of funds for current and capital purposes may become necessary in the normal course of operations during 2016. Under Section 407 of the Municipal Act, 2001, as amended (the "Act"), Council may pass a by-law to provide for the temporary borrowing of funds to meet current operating expenditures pending receipt of taxes and other revenues of the City. Under the Act, the Corporation may also undertake temporary borrowings under individual project approvals, and for capital · projects, pending permanent financing. Current Budget Financing The amount of such temporary borrowing outstanding at any one time is limited by the Act, unless otherwise approved by the Ontario Municipal Board, to 50% of the estimated annual revenues from January 1 to September 30 and to 25% thereafter. Until the current year's estimates are adopted, the limitation may be calculated upon the revenues set forth in the estimates adopted for the preceding year. Based upon the 2015 estimates of the Corporation, the allowable level of temporary borrowing outstanding under the Act is estimated at $42 million from January 1 to September 30 and $21 million thereafter. The requested $42 million should be sufficient to meet the current expenditures of the City until the levies for 2016 are received. It is expected that this amount will provide a sufficient level of temporary borrowings taking into account the potential effects of taxation legislation and its impact on cash flows. Capital Budget Financing Borrowing for capital purposes under the Act can only be undertaken on projects approved by Council and will only be undertaken in the event that sufficient funds are not available at the time they are required. Recommendation 3 provides the authority for staff to obtain additional temporary interim financing (internal or external) for capital 1 01 ATTACHt'iEf\T#--l.-TO REPORT#..6.J~31--f~ The Corporation of the City of Pickering By-law No. Being a by-law to authorize the temporary borrowing of monies to meet the current and capital expenditures of the City of Pickering for the year 2016. Whereas Section 407(1) of the Municipal Act, 2001, provides that the Council of the City of Pickering may by by-law authorize the Mayor and Treasurer of the City to borrow from time to time by way of promissory note such sums as the Council may deem necessary to meet, until the taxes for the current year are collected and other revenues are received, the current expenditures of the City for the year, including the amounts required for principal and interest falling due within the year upon any debt of the City, and the sums required by law to be provided by the Council for any local board of the City; Whereas Section 407(2) limits the total of such borrowings to not exceed 50% of the estimated annual revenues from January 1 to September 30, 2016 and 25% thereafter; Whereas it is deemed necessary by the said Council to borrow the sum of forty-two million ($42,000,000) to meet, until the taxes for the current year are received, the current expenditures of the City for the year 2016, including the amounts and sums aforesaid; Whereas the said sum of forty-two million ($42,000,000) plus any similar borrowings that have not been repaid, is less than 50% of the total amount of the estimated revenues of the City from January 1 to September 30 as set forth in the estimates adopted by the Council for the year 2015 exclusive of revenues derivable from the sale of assets, borrowings or issues of debentures or from a surplus including arrears of levies, and twenty-one million dollars ($21 ,000,000) is less than 25% of the estimated revenues thereafter; Whereas the Municipal Act, 2001, provides that if a municipality has by by-law approved an undertaking to be financed in whole or in part by incurring long-term debt, the Council may by by-law authorize temporary borrowing to meet expenditures made in connection with the undertaking; and, Whereas it is deemed necessary by the Council to borrow the sum of twenty five million ($25,000,000) to meet the_ capital expenditures approved by Council. 103 104 By-law No. Page2 Now therefore the Council of the Corporation of the City of Pickering hereby enacts as follows: · 1. The Mayor and Division Head, Finance & Treasurer of the City of Pickering are hereby authorized to borrow from time to time by way of promissory riotes a sum or sums not exceeding forty-two million ($42,000,000) to meet, until the levies for the year 2016 are received, the current expenditures of the City for such year, including the amounts required for principal and interest falling due within the year upon any debt of the City for the period January 1 to September 30, 2016 inclusive and twenty-one million dollars ($21 ,000,000) thereafter until December 31, 2016. 2. The Mayor and Division Head, Finance & Treasurer of the City of Pickering are hereby authorized to borrow from time to time by way of promissory notes a sum or sums not exceeding twenty five million ($25,000,000) to meet the capital expenditures as approved by Council, of the City including the amounts required for principal and interest. 3. Any promissory notes made under the authority of this by-law shall be sealed and signed in accordance with the provisions of the Municipal Act, 2001, and may be countersigned in writing by the Manager, Accounting Services of the Corporation in accordance with the provisions of the said Act. 4. This By-law shall come into effect on the first day of January, 2016. By-law passed this 14th day of December, 2015. David Ryan, Mayor Debbie Shields, City Clerk 106 PW 04-15 December 7, 2015 Subject: Request for Additional Funding One Ton Truck Standard Cab and Everest "LSD" Side Dump Spreader Financial Implications: 1. Quotation Amount Quotation No. Q-26-2015 One-One Ton Dump Truck with Side Dump Spreader HST (13%) Total Gross Quotation Cost 2. Estimated Project Costing Summary Quotation No. Q-26-2015 for Supply and Delivery of One-One Ton Dump Truck with Side Dump Spreader One-One Ton Dump Truck with Side Dump Spreader Additional cost to increase GVWR and Snow Plow Prep Package Licenses Subtotal HST (13%) Total Gross Project Cost HST Rebate (11.24%) Total Net Project Cost 3. Approved Source of Funds 2015 Parks Capital Budget Description Account Code One-One Ton 5780.1503.6157 Dump Truck with Side Dump Spreader Total Funds Source of Funds Vehicle Replacement Reserve Net Project Cost under (over) Approved Funds: Available Budget $85,000.00 SS5~ooo.oo Page 2 $84,290.00 10,958.00 $95,247.00 $84,290.00 7,335.00 300.00 91,925.00 11,950.00 103,875.00 (1 0 332.00\ $93.543.00 . Required ~93,543.00 S931543.00 $(8,543.00) The attached Council Resolution #89/15 for the approved Report PW 03-15 in Recommendation 3 identified a net project cost of $144,026.00. This net project represent? the costs of two one-ton dump trucks;$57,947.00 for one one-ton dump CORP0227-07/01 revised PW 04-15 . Subject: December 7, 2015 Request for Additional Funding One Ton Truck Standard Cab and Everest "LSD" Side Dump Spreader Page 3 truck, and $86,079.00 for one one-ton dump truck with side tip dump body. The additional funding being requested is a result of a change to the vehicle specification resulting in a cost increase f,rom $86,079.00 to $93,543.00. Discussion: A side dump spreader body is made of structural steel and requires additional bracing and hydraulics. The original vehicle specification was based on previous purchases with standard aluminum dump bodies and the required GVWR understated. Fleet Services have considered the recommendation from Maciver Dodge Jeep Ltd. and concurs to increase the GVWR to 19,500 lbs and to add a Snow Plow Prep Package to provide an increased load capacity which will allow for greater versatility and longer service life. After careful review of this recommendation, the Engineering & Public Works Department recommends acceptance of the quotation submitted by Maciver Dodge Jeep Ltd. for a One Ton Truck with Side Dump Spreader including an additional cost to increase in the GVWR to 19,500 lbs and add a Snow Plow Prep Package in the amount total of$7,335.00 (HST extra), and that the total net project cost of $93,543.00 (net of HST rebate) be approved. Attachments: 1. Directive Memorandum Council Decision Resolution# 89/15 dated October 29, 2015. CORP0227-07/01 revised 107 ATTACHMENT# ........ _TOREPORT# PW Olj-lS' " of_t_ Legislative Services Division Clerk's Office Directive Memorandum October 29, 2015 To: From: Subject: Richard Holborn Director, Engineering & Public Works Debbie Shields City Clerk Direction as per Minutes of the Meeting of City Council held on October 26, 2015 Director, Engineering & Public Works, Report PW 03-15 Quotation No. Q-26-2015 · -Quotation for the Supply and Delivery of Two :.... One Ton Dump Trucks Council Decision Resolution #89/15 1. That Report PW 03-15 of the Director, Engineering & Public Works regarding Quotation No. Q-26-2015 for the Supply and Delivery of One New Latest Model Year, One Ton Truck with Standard Cab and Genesis Landscape 12' Aluminum Dump Body (or equivalent) and One New Latest Model Year, One Ton Truck with Standard Cab and Everest "LSD" Side Dump Spreader (or equivalent) be received; 2. That Quotation No. Q-26-2015, submitted by Maciver Dodge Jeep for Two -One Ton Dump Trucks in the total amount of $140,935.00 (HST extra) be accepted; 3. That the total gross project cost of $159,935.00 (HST included) and the total net project cost of $144,026.00 (net of-HST rebate) be approved; 4. That the Division Head, Finance & Treasurer be authorized to finance the total net project cost of $144,026.00 by a transfer from the Vehicle Replacement Reserve; and 5. That the appropriate City of Pickering officials be authorized to take necessary action to give effect thereto. Please take any action deemed necessary. Debbie Shields /lr Copy: Chief Administrative Officer Director, Corporate Services & City Solicitor 109