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September 5, 2017
c;./yo/ DICKERING Executive Committee Agenda Tuesday, September 5, 2017 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. For information related to accessibility requirements please contact: Linda Roberts 905.420.4660 extension 2928 Iroberts©pickering.ca DICKERING Executive Committee Meeting Agenda Tuesday, September 5, 2017 Council Chambers - 2:00 pm Chair: Councillor Cumming (1) Disclosure of Interest Pages (11) Delegations 1. Andrew Parker Re: 'We Own It" Preservation of Public Areas & Protection of Public Services (111) Matters for Consideration 1. Director, Corporate Services & City Solicitor, Report BYL 02-17 1-10 Update on Regulating Transportation Network Companies Recommendation 1. That this report be received for information purposes; 2. That staff be authorized to schedule a public and industry stakeholder consultation meeting to receive feedback regarding proposed Transportation Network Company regulations; 3. That staff develop by-law provisions taking into account feedback from the consultation process and report back to Council at the November 6, 2017 Executive Committee meeting; and 4. That the appropriate City of Pickering officials be authorized to take the necessary actions as indicated in this report. 2. Director, Community Services, Report CS 09-17 Municipal Security Services Review Recommendation 11-24 1. That Report CS 09-17 of the Director, Community Services regarding the Municipal Security Services Review be received for information; For information related to accessibility requirements please contact: Linda Roberts 905.420.4660 extension 2928 Iroberts(a�pickering.ca CSL �f DICKERING Executive Committee Meeting Agenda Tuesday, September 5, 2017 Council Chambers - 2:00 pm Chair: Councillor Cumming 2. That Council authorize staff to investigate the feasibility of a municipal Security Risk Assessment and to bring forward appropriate cost estimates during the 2018 budget process; and 3. That the appropriate City of Pickering officials be authorized to take necessary action. Director, Engineering Services, Report ENG 16-17 25-31 Please Slow Down Campaign Recommendation 1. That the City of Pickering adopt a "Please Slow Down Campaign", which allows residents to place a lawn sign in front of their property within the City's road allowance annually from April 1 to November 30, commencing April 1, 2018. 2. That funding be considered through the annual budget process commencing in 2018 for the purchase of "Please Slow Down" lawn signs, which will be given to residents and community groups at no charge, upon request. 3. That the appropriate officials of the City of Pickering be authorized to take the necessary actions as indicated in this report. 4. Director, Engineering Services, Report ENG 17-17 Amendment to Traffic & Parking By-law 6604/05 Proposed Parking Restrictions, Old Brock Road Recommendation 32-37 1. That the attached draft by-law be enacted to amend Schedule "2", No Parking, to By-law 6604/05 to provide for the regulation of stopping and parking on highways or parts of highways under the jurisdiction of The Corporation of the City of Pickering, specifically to address on -street parking concerns on both sides of Old Brock Road in front of Pickering Fire Station tt'l — Claremont. 2. That the appropriate officials of the City of Pickering be authorized to take the necessary actions as indicated in this report. cry.f DICKERING Executive Committee Meeting Agenda Tuesday, September 5, 2017 Council Chambers - 2:00 pm Chair: Councillor Cumming 5. Director, Engineering Services, Report ENG 19-17 Frenchman's Bay Ratepayers Memorial Park Reconstruction -Tender No. T-12-2017 Recommendation 38-47 1. That Tender No. T-12-2017 as submitted by Gray's Landscaping & Snow Removal Inc. in the total tendered amount of $272,349.44 (HST included) be accepted; 2. That the total gross project cost of $366,760.00 (HST included), including the tendered amount and other associated costs and the total net project cost of $330,279.00 (net of HST rebate) be approved; 3. That the Director, Finance & Treasurer be authorized to finance the total net project cost in the amount of $330,279.00 as follows: a) The sum of $275,000.00 as approved in the 2017 Parks Capital Budget to be funded from Third Party Contributions account 7501.0103.0000; The additional sum of $55,279.00 to be funded by a transfer from the Parkland Reserve Fund; and 4. That the appropriate officials of the City of Pickering be authorized to take the necessary actions as indicated in this report. 6. Director, Engineering Services, Report ENG 20-17 Glengrove Park Reconstruction Tender No. T-11-2017 Recommendation 48-56 1. That Tender No. T-11-2017 as submitted by Loc Pave Construction Ltd. in the total tendered amount of $262,120.45 (HST included) be accepted; 2. That the total gross project cost of $335,274.00 (HST included), including the tendered amount and other associated costs and the total net project cost of $301,925.00 (net of HST rebate) be approved; 3. That the Director, Finance & Treasurer be authorized to finance the total net project cost in the amount of $301,925.00 as follows: DICKERING zy Executive Committee Meeting Agenda Tuesday, September 5, 2017 Council Chambers - 2:00 pm Chair: Councillor Cumming The sum of $250,000.00 as approved in the 2017 Parks Capital Budget be increased by $28,210.00 to be funded by a transfer from the Parkland Reserve Fund; b) The additional sum of $23,715.00 be funded by a transfer from the Third Party Contributions Reserve Fund for Tree Compensation; and That the appropriate officials of the City of Pickering be authorized to take the necessary actions as indicated in this report. 7. Director, Engineering Services, Report ENG 21-17 Consulting and Professional Services for the Detailed Design for Maintenance and Retrofit of Abbott Crescent Pond (Stormwater Management Facility) Recommendation 57-85 1. That Council approve the hiring of The Municipal Infrastructure Group Ltd. for Consulting and Professional Services for the Detailed Design for the Maintenance and Retrofit of the Abbott Crescent Stormwater Management Pond in accordance with Purchasing Policy 10.03 (c), as the assignment is above $50,000.00; 2. That the fee proposal submitted by The Municipal Infrastructure Group Ltd. for Consulting and Professional Services for the Detailed Design for the Maintenance and Retrofit of the Abbott Crescent Stormwater Management Pond in the amount of $145,199.35 (HST included) be accepted; 3. That Council authorize the Mayor and City Clerk to execute the Clean Water and Wastewater Fund (Ontario) Transfer Payment Agreement, on such terms satisfactory to the Director, Engineering Services and any other necessary documentation, including the necessary by-law to permit the City of Pickering to enter into the Clean Water and Wastewater Fund (Ontario) Transfer Payment Agreement; 4. That the total gross project cost of $175,709.00 (HST included), including the fee amount and other associated costs, and the total net project cost of $158,231.00 (net of HST rebate) be approved; Gt, DICKERING Executive Committee Meeting Agenda Tuesday, September 5, 2017 Council Chambers - 2:00 pm Chair: Councillor Cumming 5. That Council authorize the Director, Finance & Treasurer to finance the total net project cost of $158,231.00 as follows: a) The sum of $77,747.00 to be funded from the Clean Water and Wastewater Fund (CWWF), federal contribution; The sum of $38,873.00 to be funded from the Clean Water and Wastewater Fund, provincial contribution; c) The sum of $41,611.00 to be funded from property taxes; and 6. That the appropriate officials of the City of Pickering be authorized to take the necessary actions as indicated in this report. 8. Director, Finance & Treasurer, Report FIN 18-17 Tender/Contract Approval -Approvals During Council Recess 2017 Recommendation 86-122 1. That Report FIN 18-17 of the Director, Finance & Treasurer regarding tender and contract approvals be received; 2. That Council pass a resolution ratifying the approval of the Tenders and Contracts by the Chief Administrative Officer during Council's recess being: RFP -4-2017 Integrated Transportation Master Plan; T-13-2017 City Hall Accessibility Upgrades at the Pickering Civic Complex; Q-40- 2017 Supply and Delivery of Two Multi -Purpose Tractors; and That the appropriate City of Pickering officials be authorized to take the necessary actions as indicated in this report. 9. Director, Finance & Treasurer, Report FIN 19-17 123-125 Section 357/358 of the Municipal Act — Adjustment to Taxes Recommendation That the write-off of taxes as provided for in Attachment 1, in accordance with sections 357/358 of the Municipal Act, 2001 be approved; and 2. That the appropriate officials of the City of Pickering be authorized to take the necessary actions as indicated in this report. oy„ DICKERING Executive Committee Meeting Agenda Tuesday, September 5, 2017 Council Chambers - 2:00 pm Chair: Councillor Cumming 10. Director, Corporate Services & City Solicitor, Report IT 01-17 Ricoh Print Management Proposal and Purchase of Print Management Software Recommendation 126-136 1. That Report IT -01-17, regarding the proposal of Ricoh Canada for multi- function devices and printers for a period of five years, from October 1, 2017 to September 30, 2022, based on the terms of Standing Agreement VOR OSS -00457979 - Managed Print Services from the Ministry of Government and Consumer Services of the Province of Ontario, be received; 2. That the proposal by Ricoh Canada be accepted; 3. That Council authorize staff to execute a Lease Agreement with Ricoh Canada in accordance with the proposal and on terms satisfactory to the Director, Corporate Services & City Solicitor; 4. That the appropriate City of Pickering officials be authorized to take the necessary actions as indicated in this report. 11. Director, City Development & CBO, Report PLN 14-17 137-148 Revised By-law for the Registration of Two -Dwelling Unit Properties Recommendation That Council repeal and replace By-law 6399/04 with a revised By-law to provide for the Registration of Two -Dwelling Unit Properties in the City of Pickering. 12. Director, Corporate Services & City Solicitor, Report CLK 05-17 149-150 2018 Committee and Council Meeting Schedule Recommendation That the 2018 Standing Committee and Council Meeting Schedule included as Attachment 1 to this report, be approved. (IV) Other Business (V) Adjournment Cty„ PICKERING Report to Executive Committee Report Number: BYL 02-17 Date: September 5, 2017 From: Paul Bigioni Director, Corporate Services & City Solicitor Subject: Update on Regulating Transportation Network Companies - File: L-2000 Recommendation: 1. That this report be received for information purposes; 2. That staff be authorized to schedule a public and industry stakeholder consultation meeting to receive feedback regarding proposed Transportation Network Company regulations; 3. That staff develop by-law provisions taking into account feedback from the consultation process and report back to Council at the November 6, 2017 Executive Committee meeting; and 4. That the appropriate City of Pickering officials be authorized to take the necessary actions as indicated in this report. Executive Summary: City staff have been monitoring the evolution of regulations pertaining to Transportation Network Companies (TNC's) with the intent of amending the City's Taxicab Licensing By-law to introduce provisions regulating Transportation Network Companies in the City of Pickering. The existing Taxicab By-law prohibits the operation of TNC's, and must be amended if businesses such as "Uber" are going to be permitted to operate. This report summarizes the types of regulations relating to Transportation Network Companies that have been introduced in other municipalities and outlines the direction that staff recommend to proceed with in order to enact similar regulatory by-law requirements. A public consultation process will be undertaken with Council approval. Financial Implications: This Report has no financial implications. Any licensing fees for Transportation Network Companies will be set out in the proposed Taxicab By-law amendments to be considered by Council in November. Discussion: The Municipal Act, 2001 provides municipalities with the ability to license businesses in order to ensure public safety, consumer protection and security. Through the licensing process, the Taxicab industry has been heavily regulated to set minimum standards for drivers and vehicles, establish the fares to be charged, and provide a means to address issues with drivers and vehicles through enforcement. With the introduction of ride -sharing mobile applications, the regulatory framework applicable to taxicabs has been substantially undermined 1 BYL 02-17 September 5, 2017 Subject: Regulating Transportation Network Companies Page 2 and governments across the globe have encountered significant obstacles in attempting to enforce existing regulatory policies on the Transportation Network Companies facilitating ride - sharing use. The Sharing Economy was the subject of a report completed by Mars Solutions on behalf of the Province of Ontario and the City of Toronto. It recommended that municipalities should set a goal to develop ideas for effective regulation that create public value, support innovation and reduce administrative burden. A primary function of the Sharing Economy Report dealt with how to regulate "ride -sharing" services such as Uber. This type of company, referred to as a Private Transportation Provider, or as a Transportation Network Company, utilizes a mobile application to connect passengers with drivers for hire, and include companies such as Uber and Lyft. For the purposes of this report, they will be referred to as a Transportation Network Company or TNC. The Report also recommended that municipalities review the regulations governing the Taxicab Industry to establish a "more level playing field" for all vehicle for hire related businesses. The City's review of the Taxicab Licensing By-law has also included identifying areas where current licensing by—law regulations might be amended or removed to lessen the regulatory burden on the Taxicab Industry. The City of Pickering Taxicab Licensing By-law 6702/06 regulates the Taxicab Industry and was enacted primarily for the purposes of ensuring public safety and consumer protection. Provisions included in the by-law regulate: a) Taxicab tariff rates, authorized charges for waiting b) Meter inspection and sealing requirements c) Vehicle standards, including maximum vehicle age, identification requirements, maintenance standards, information for passengers, driver safety equipment d) Submission of a Vehicle Safety Standards Certificate e) Proof of Insurance f) Driver vetting (including Criminal Records Check, Driver Abstract, Medical Certificate) g) Driver Training and Testing h) Trip record requirements i) Number of Taxicab Plates issued by the City and process for future plate issuance j) Accessible Taxicab Requirements k) Acceptable driver and passenger conduct I) Brokerage Requirements The current Taxicab Licensing By-law was implemented after a significant review of the industry, consultation with industry stakeholders and discussions relating to industry issues at the time. Taxicab vehicles were in extremely poor condition, there were concerns with the level of service, and how this reflected on the City of Pickering. The standards currently in place improved the vehicles providing service and the taxicab industry as a whole. CORP0227-07/01 revised 2 BYL 02-17 September 5, 2017 Subject: Regulating Transportation Network Companies Page 3 The City's existing Taxicab Licensing By-law prohibits the operation of Transportation Network Companies, as their vehicles fall within the definition of a taxicab and are prohibited from operating without a license. As the number of Taxicab plates in operation exceeds the formula for taxicab plates to be issued, it is impossible for TNC's to obtain a license therefore they are prohibited from operating. Currently the largest TNC operating in Canada is Uber. It has implemented operations across the country and is a standard alternative transportation option in many areas. The business model in place differs substantially from the taxicab industry, despite the service falling within the applicable regulations of the Taxicab Licensing By-law. Listed below are some of the parameters under which Uber currently operates: ® All drivers wishing to apply to the platform undergo a third party criminal check, submit a driver's abstract, and copy of a valid driver's licence ® Applicants must be over 18 years of age ® Vehicles must be 10 years old or less ® Uber provides blanket fleet insurance to all drivers on their platform while Uber services are engaged ® Payments are charged to an account, so no cash transactions take place • Fares are provided to the passenger at the time the request is made, providing the option to decline the service if the fee charged is not acceptable ® A rider is provided the driver's first name, photo, vehicle model and licence plate at the time of confirming the ride 6 Receipts are provided electronically • Drivers and passengers are rated after each trip to provide feedback • All trips are recorded Municipalities have considered and adopted different strategies in trying to rectify the imbalance between strict taxicab regulations and limited governance of TNCs. Some municipalities, such as the City of Barrie, have removed almost all restrictions relating to taxicabs such as limiting taxicab plates, setting fares, and imposing any vehicle requirements. Taxicab regulations are limited to basics of insurance, criminal checks and driver's abstracts and vehicle safety standards. This is in line with reports recommending that consumers will determine acceptable fares, vehicles, etc. by the choices they make in which service to use. Given the City of Pickering's past experience with poorly maintained taxicabs, and unreliable services, staff believe this would be a step backward in ensuring reliable transportation options to the public. City staff are concerned that market forces alone, in Pickering's small market, are insufficient to assure safe and reliable service. The City of Pickering's taxicab industry functions as many others. Taxicab brokerages make their money from taxicab drivers through the payment of dispatch fees, plate and car use, insurance, etc. Brokerages have little incentive to ensure customers are satisfied with the service provided, as the customer is not who is paying the brokerage. The City of Pickering does not have a substantial bar traffic for the taxicab industry. A large percentage of taxicab users are seniors or CORP0227-07/01 revised 3 BYL 02-17 September 5, 2017 Subject: Regulating Transportation Network Companies Page 4 fixed income residents who rely on taxicabs through the traditional service delivery methods (telephone calls or taxi stands, not mobile applications). The City of Toronto introduced regulations governing TNCs in 2016. Toronto's TNC provisions include the same licensing requirements as Pickering would deem essential to ensuring public safety (criminal reference check, insurance, driver's abstract, vehicle safety standards report) Vehicle standards are also consistent with the maximum ten year model year accepted through the City's current by-law. Uber currently requires that all drivers operating in the Greater Toronto Area obtain a City of Toronto licence, as it is assumed that any driver providing service in the GTA will be required to deliver or pick up passengers in the City of Toronto. The City of Toronto has expanded their staffing levels significantly to process the large numbers of TNC driver licences required. Smaller municipalities can benefit from the requirements introduced in Toronto, by accepting the vetting of drivers that has already taken place to obtain a TNC licence with Toronto. New by-laws in Hamilton and Waterloo Region have introduced regulations for TNCs on a smaller scale than Toronto. Licensing requirements all mirror what was adopted by Toronto but eliminate licensing of individual TNC drivers, instead licensing the TNC with an annual and per trip fee. The Transportation Network Company would be responsible for administering all licensing of drivers and ensuring compliance with the municipal by-law. This model significantly reduces the administrative burden on small municipalities that do not have sufficient administrative staff to process the licensing data required for individual TNC driver licensing. The TNC would be required to provide the City information regarding drivers, vehicles, trips, etc. through the licensing requirements regulating the TNC. Existing training provided by the TNC would be deemed an acceptable alternative to municipal training. At this point, subject to further public and stakeholder input, City staff support the implementation of regulations that license TNCs in a manner consistent with existing regulations adopted in other GTA municipalities . The framework established in Hamilton and Waterloo is the best model for application in Pickering, based on the consistent principles relating to public safety and the level of administration required. As much as it makes sense for Pickering to adopt TNC regulations similar to those in other GTA municipalities, City staff are concerned about allowing surge pricing. Exposing customers to such price uncertainty may be unwise, however, it would be difficult to enforce a prohibition on surge pricing. The best approach to surge pricing may be to allow it only for rides booked through an app, and only upon clear disclosure in advance. This is the approach to surge pricing taken by all other GTA municipalities. CORP0227-07!01 revised 4 BYL 02-17 September 5, 2017 Subject: Regulating Transportation Network Companies Page 5 It is recommended that all vehicle for hire services (both taxicabs and TNCs) be required to meet the following minimum standards: • Proof of liability insurance • Vehicle safety standard certificate and submit vehicle for inspection upon request • Driver Criminal Records Search & Driver Abstract • Proof of HST registration (if required by CRA) • Identification for both vehicles and drivers (photo ID, and vehicle identifier) • Records of all trips, including identity of driver providing trip, location, fare, etc. • Driver Training, including accessible service needs • Maximum vehicle model year While some changes are recommended to reduce requirements for taxicab driver licensing, such as the elimination of the requirement for a medical certificate and driver refresher training, staff do not recommend the complete repeal of all driver and vehicle standards. While consumers' choices will determine the success of the service providers, there must still remain a means to address service issues. Brokerages do not maintain the same level of participation in Pickering that is the case in larger cities like Toronto. If all mandatory standards are repealed, services provided will be negatively impacted. Accessible Service is currently provided by taxicabs only. Any requests for accessible service received by a TNC are referred to local taxicab brokerages. The City of Pickering currently has 3 dedicated accessible taxicab plates, as well as several other accessible vehicles providing service through regular taxicab plates. This lack of service to passengers with accessible needs is another issue that needs to be addressed with TNCs. In some cases, TNCs are required to pay a surcharge of $0.06 per trip to fund alternate accessible service options. When licensing provisions are implemented for TNCs this issue must be addressed through the provision of service or the payment of a surcharge. One recommendation suggests that municipalities should spread the cost of accessible service rather than place the burden on the passenger, taxicab owner or driver. It proposes that this cost should be spread out across the industry through licensing fees. This fund can then serve as a subsidy program to help drive down the cost of retrofitting vehicles for prospective taxicab owners and drivers. However, how to administer this type of program is still being debated. Staff will continue to monitor developments in this area. The Accessibility Advisory Committee will also be requested to provide feedback on this issue. Upon adopting licensing provisions for TNCs, staff recommend the ongoing review of changes implemented, reporting on safety issues, customer concerns, and TNC compliance with regulations. CORP0227-07/01 revised 5 BYL 02-17 September 5, 2017 Subject: Regulating Transportation Network Companies .Page 6 Attachment No. 1 to this report is a draft outline of recommended TNC Regulations; Attachment No. 2 to this report is the proposed revisions to the Taxicab Licensing By-law; and Attachment No. 3 is a comparison of various municipal regulations relating to TNCs, which is provided for Council's information. This information will be circulated for public consultation to industry stakeholders, posted on the City's website and presented at a public meeting for feedback. Following this process staff recommend that a report be brought back to Council for review. Attachments: 1. Recommended TNC Regulations 2. Proposed Revisions to Taxicab Licensing By-law 3. Vehicle for Hire Regulations Comparison Prepared By: Kimberly Thompson, CMM III, CPSO Appro_ d/Endorsed By: Paul Big 4 Manager, Municipal Law Enforcement Services Director, Crp.jrate Services & City Solicitor KT:kt Recommended for the consideration of Pickering Cit Council / Tony Prevedel, P.Eng. Chief Administrative Officer 2c 7 CORP0227-07/01 revised 6 ATTACHMENT# 1 TO REPORT# L\/ L -/ .of. GI i DICKERING Recommended Transportation Network Company Regulations: • Licence all Transportation Network Companies • Base licence fees on number of vehicles in TNC fleet • Required all TNCs to only utilize drivers that possess a City of Toronto Private Transportation Company Driver's licence • Require TNCs to provide accessible service or pay a voluntary surcharge to fund • Require each TNC to obtain and provide proof of Commercial General Liability fleet insurance of $5,000,000.00 covering all drivers and passengers while engaged in providing TNC services • Limit TNC trips to those pre -arranged through the use of an "app" • Set a vehicle maximum age limit of ten years • Require TNCs to provide access to platform for enforcement purposes • Require TNCs to provide information requested by the City within 2 business days • Require all TNCs to provide quarterly reports to the City regarding drivers, trips, complaints • Require full disclosure of any surge pricing in the form of the amount to be charged prior to the customer accepting the service • Prohibit TNC drivers from accepting cash • Require vehicle identifier on all TNC service provider's vehicles • Require TNC disclose driver name and photo, vehicle make, model and licence plate information and the current location of the PTP vehicle to the passenger upon acceptance of service • Prohibit smoking in all TNC vehicles • Demonstrate adequate security measures are in place to ensure personal data collected relating to passengers and drivers is protected • Provide a link to rate or comment on the PTP driver and PTP vehicle • Provide an electronic receipt to the passenger at the end of the service 7 ATTACHMENT# c TO REPORT# &` b C4 ai. DICKERING Proposed Revisions to Taxicab Licensing By-law 6702/06 • Remove the requirement for a medical certificate from Taxicab Driver's License application • Remove the requirement for an offer of employment for Taxicab Driver's License Applicaton • Eliminate Taxicab Driver Refresher Training requirement • Eliminate Taxicab Driver personal appearance standards • Eliminate two-way radio regulations • Eliminate requirement for Emergency 911 flashing light • Eliminate requirement for GPS emergency alert system • Eliminate requirement for street guide in Taxicab • Eliminate Taxicab Vehicle standards relating to seat width and number of doors • Set fare on meter as a maximum, individuals may choose to charge less provided meter is left running to display actual fare • Eliminate minimum hours of operation per week requirements • Permit advertising medium approved by the City • Remove Clean Air Cab Plate provisions • Decisions of Taxicab Advisory Committee in regarding to licensing applications or appeals become final and binding • Revise Taxicab Driver Training Curriculum to reduce timeframe and areas covered 8 ATTACHMENT# a' TO REPORT# 1 % .of. Vehicle for Hire Regulations Comparison ISSUE NIAGARA REGION BYLAW TORONTO BYLAW OTTAWA BYLAW OAKVILLE BYLAW WATERLOO REGION BYLAW WINDSOR STAFF REPORT HAMILTON BYLAW MISSISSAUGA PILOT PROGRAM BARRIE BY-LAW PTC/TNC Framework Yes Yes Yes Yes Yes Yes Yes Yes Yes City Run / Mandated Driver Training No Companies provide training to drivers No Companies provide training to drivers No Companies provide training to drivers No Companies provide training to drivers No Companies provide training to drivers No Companies provide training to drivers No Companies provide training to drivers No Companies provide training to drivers No Companies provide training to drivers Vehicle Age 10 year max 7 year max 10 year max 7 year max , >10 years >10 years 10 years 7 year maximum No Limit Vehicle inspection Yes MTO Safety Standard Certificate Annual Safety Standard Certificate if <40,000 KMs in prior year Twice Annual Safety Standard Certificate if > 40,000 KMs in prior year Annual Safety Standard Certificate if vehicle = or < then 5 years old Twice Annual Safety Standard Certificate if vehicle > 5 years old Yes MTO Safety Standard Certificate Safety Standard Certificate if vehicle > 3 years old or > 75,000 KMs Twice Annual Safety Standard Certificate if vehicle = or > 10 years old Yes MTO Safety Standard Certificate Yes MTO Safety Standard Certificate Yes MTO Safety Standard Certificate, also in field and random inspections Yes MTO Safety Standard Certificate Insurance Intact ridesharing insurance Intact ridesharing insurance Intact ridesharing insurance Intact ridesharing insurance Intact ridesharing insurance. Intact ridesharing insurance Intact ridesharing insurance Intact ridesharing insurance Intact ridesharing insurance Surge Price Cap No No No No No No No No No Vehicle Supply Cap No No No No No No No No No .r, ATTACHMENT# TO REPORT# ISSUE NIAGARA REGION BYLAW TORONTO BYLAW OTTAWA BYLAW OAKVILLE BYLAW WATERLOO REGION BYLAW WINDSOR STAFF REPORT HAMILTON BYLAW MISSISSAUGA PILOT PROGRAM BARRIE BY-LAW Licensing Fee $7,253 annual PTC fee + $0.11 per trip fee $20,000 PTC application fee Annual $15 PTC fee per driver (based on average # of drivers previous 3 months) Per trip fee: $0.30 per trip originating in Toronto $7,253 annual PTC fee + $0.11 per trip fee Annual fee + per trip fee $50,000 annual fee + $0.11 per trip fee $30,000 annual fee + $0.11 per trip fee ' $50,000.00 annual fee + $0.06 per trip fee $20,000.00 annual fee + $0.30 per trip fee $6,888.07 (301-450 drivers) + $0.11 per trip fee Driver Record Screening Online Through MTO database and deliver result to Uber to make available to City Online Through MTO database and deliver result to Uber to make available to City Online Through MTO database and deliver result to Uber to make available to City Online Through MTO database and deliver result to Uber to make available to City Online Through MTO database and deliver result to Uber to make available to City No specific mention in staff report. Online Through MTO database and deliver result to Uber to make available to City Online Through MTO database and deliver result to Uber to make available to City Online Through MTO database and deliver result to Uber to make available to City Criminal Records Checks On-line check through Ontario Police Service Result'Uber delivered to Uber through 3rd party background check vendor On-line check through Ontario Police Service Result delivered to through 3rd party background check vendor On-line check through Ontario Police Service Result delivered to Uber through 3rd party background check vendor On-line check through Ontario Police Service Result delivered to Uber throuh 3rd party background check vendor On-line check through Ontario Police Service Result delivered to Uber through 3rd party background check vendor On-line check through Ontario Police Service Result delivered to Uber through 3rd party background check vendor On-line check through Ontario Police Service Result delivered to Uber through 3rd party background check vendor On-line check through Ontario Police Service Result delivered to Uber through 3rd party background check vendor On-line check through Ontario Police Service Result delivered to Uber through 3rd party background check vendor PICKERING Report to Executive Committee Report Number: CS 09-17 Date: September 5, 2017 From: Marisa Carpino Director, Community Services Subject: Municipal Security Services - Review - File: A-1440 Recommendation: 1. That Report CS 09-17 of the Director, Community Services regarding the Municipal Security Services Review be received for information; That Council authorize staff to investigate the feasibility of a municipal Security Risk Assessment and to bring forward appropriate cost estimates during the 2018 budget process; and 3. That the appropriate City of Pickering officials be authorized to take necessary action. Executive Summary: At the request of Council, staff have completed a review of the City's Security Services. In short, the City contracts uniformed security guard services for landmark, high traffic, high profile City. facilities which includes City Hall, Pickering Recreation Complex and the Pickering Central Library at an annual cost of approximately $108,840 (plus HST). The City of Pickering employs 8 Permanent Part-TimelTerm Facility Security Guards to provide staff coverage at smaller and more localized community centres such as East Shore Community Centre (ESCC) and George Ashe Library & Community Centre (GALCC) on weekends during regular hours of operation and during private rentals. On occasion, these City staff are scheduled to work weekday and/or weeknight shifts in order to cover full time staff vacations or meetings. The annual cost of PPT/Term Facility Security Guards is approximately $72,952. Upon the review of municipal best practices, it is clear that a variety of options are available and that there is no one solution that works for every municipality. With that in mind, staff conducted a comprehensive review of our existing structure, the challenges and successes it presents and identified creative solutions that would best serve to safeguard each City facility and its users while also providing the best possible customer service. These options (with its advantages/disadvantages and associated costs) are outlined in this report. 1. Option 1 is to maintain status quo utilizing contracted security providers for landmark facilities and City of Pickering Facility Security Guards for satellite community centres. 11 CS 09-17 Subject: Municipal Security Services Review September 5, 2017 Page 2 2. Option 2 is to exclusively utilize City of Pickering Facility Security Guards to provide all security services at applicable municipal facilities (City Hall, Pickering Recreation Complex, Pickering Central Library and ESCC & GALCC) and allow the uniformed security guard services contract to expire in 2018.. 3. Option 3 is to contract uniformed security guard services during the week for landmark municipal facilities (City Hall, Pickering Central Library and the Pickering Recreation Complex) and exclusively for liquor licensed permits on weekends at satellite community centres (ESCC & GALCC); and, to schedule municipal program staff on Saturdays during regular operating hours at ESCC and GALCC and municipal facility staff on Sundays during non -liquor licensed events at ESCC and GALCC. Staff prefer Option 3 but recommend that, prior to implementing any changes, the City first engage the services of a professional external advisor to complete a comprehensive security risk assessment of all City facilities and staff activities. Financial Implications: The City of Pickering's annual cost for security services under the existing model (a combination of both municipal security guards and contracted security services) is approximately $181,792. Should the City of Pickering utilize only municipal Facility Security Guards for its existing security service requirements, the annual cost would be approximately $227,729. Should the City of Pickering adjust its existing model by contracting uniformed security guard services for landmark municipal facilities (City Hall, Pickering Central Library, and the Pickering Recreation Complex) and exclusively for all liquor licensed permits on weekends at satellite facilities (ESCC & GALCC); and, scheduling municipal program staff on Saturdays during regular operating hours at ESCC and GALCC, and municipal facility staff on Sundays during non -liquor licensed events at ESCC and GALCC, the total annual cost is approximately $164,325. This option would eliminate the City of Pickering PPT & Term Facility Security Guard positions. Prior to implementing a revised plan for security staffing, funding will be allocated in a future current budget (which will be subject to Council approval) to implement a comprehensive review of all City facilities and staff activities 12 Hours Cost Contracted Security Services 6,180 $108,840 City of Pickering Facility Security Guards 2,873 $72,952 Total 9,053 $181,792 Should the City of Pickering utilize only municipal Facility Security Guards for its existing security service requirements, the annual cost would be approximately $227,729. Should the City of Pickering adjust its existing model by contracting uniformed security guard services for landmark municipal facilities (City Hall, Pickering Central Library, and the Pickering Recreation Complex) and exclusively for all liquor licensed permits on weekends at satellite facilities (ESCC & GALCC); and, scheduling municipal program staff on Saturdays during regular operating hours at ESCC and GALCC, and municipal facility staff on Sundays during non -liquor licensed events at ESCC and GALCC, the total annual cost is approximately $164,325. This option would eliminate the City of Pickering PPT & Term Facility Security Guard positions. Prior to implementing a revised plan for security staffing, funding will be allocated in a future current budget (which will be subject to Council approval) to implement a comprehensive review of all City facilities and staff activities 12 CS 09-17 September 5, 2017 Subject: Municipal Security Services Review Page 3 Discussion: Existing Security Services Structure A. Landmark City Facilities The City contracts uniformed security guard services for landmark, high traffic, high profile City facilities which includes City Hall, Pickering Recreation Complex and the Pickering Central Library. The City contracts uniformed security guard services for Pickering City Hall, as per Quotation Q- 7-2014. Contract security guard services are scheduled Monday to Thursday from 8:00 am to 11:00 pm, Friday from 8:00 am to 8:00 pm and weekends only as required for events. An additional guard is assigned to the taxation counter of City Hall during tax season only (12 days per year). In total, the City contracts approximately 3,840 hours annually for uniformed security guard services at City Hall at a cost of $63,360 plus HST. The contract term expires on April 30, 2018. The City contracts the same service provider for uniformed securityguard services at the Pickering Recreation Complex, as per Quotation Q-7-2014. Contract security guard services are scheduled Monday to Friday from 6:00 am to 8:00 am. In total, the City contracts approximately 520 hours annually for uniformed security guard services at the Pickering Recreation Complex at a cost of $8,580 plus HST. The contract term expires on April 30, 2018. The City contracts its own unique uniformed security guard service provider at the Pickering Central Library, as per an RFQ #15-01 issued August 19, 2015. Contract services are scheduled Monday to Friday from 2:15 pm to 9:15 pm and weekends as required for special events. In total, the Pickering Central Library contracts approximately 1,820 hours annually for uniformed security guard services at the Pickering Central Library at a cost of $36,900 plus HST. The contract term expires on September 30, 2018. All contracted security service providers are responsible to provide continuous foot patrol both inside and outside of the facility at 30 minutes intervals for the purpose of protecting the property and related contents against unauthorized access, theft, fire and vandalism. The service provider is also responsible to identify and deal with potentially volatile situations involving threats to public safety and City staff. In addition, the Pickering Public Library's contracted security guard is trained by the City of Pickering's Municipal Law Enforcement to enforce parking infractions in the parking circle in front of City Hall. Contracted security guards must be nineteen (19) years of age or older, physically fit, certified to carry an ASP baton, handcuffs, and shall be certified in use of force, arrest and officer safety, and in addition have a minimum of one (1) year's recent unbroken service in the security guard industry on sites with similar requirements. Contracted security guards must also possess a valid Security Guard License issued by the Province of Ontario, Ministry of Community Safety and Correction Services at no cost to the City, and adhere to the regulations under the Private Security and Investigative Services Act, 2005. 13 CS 09-17 September 5, 2017 Subject: Municipal Security Services Review Page 4 Contracted security guards must have full knowledge of the Trespass to Property Act, the Criminal Code of Canada (including powers of arrest), the Liquor License Act and the Private investigators and Security. Guards Act, including the options available to them to enforce said legislation. Knowledge and understanding of the Occupational Health & Safety Act, as related to workplace violence is also required. The City requires copies of relevant certificates and other related evidence confirming qualifications, training and experience of contracted security guards. The City reserves the right to reject any worker who, in the City's opinion, do not have the skill necessary to properly complete any job they are so assigned, and who do not represent the City's standards. The contracted service provider must have a Standard First Aid, CPR -C, and Automated External Defibrillator Provider certification for all staff who may be assigned to this contract at no additional cost to the City. The financial implications are: Facility Approximate Annual Hours of Coverage Approximate Annual Cost for Contracted Service Providers 2017 Approved Budget City Hall 3,840 $63,360 $58,000 Recreation Complex 520 $8,580 $17,000 Central Library 1,8j2/((/0 $36,900 $36,225 ! B. Local Community Centres The City of Pickering employs 8 Permanent Part -Time (PPT) and Term Facility Security Guards to provide staff coverage at smaller and more localized community centres such as East Shore Community Centre (ESCC) and George Ashe Library & Community Centre (GALCC) on weekends during regular hours of operation and during private rentals. On occasion, these City staff are scheduled to work weekday and/or weeknight shifts in order to cover full time staff vacations or meetings. In total, the City schedules 8 PPT/Term Facility Security Guards for approximately 2,873 hours annually at a cost of $72,952. City staff are responsible to provide continuous foot patrol both inside and outside of the facility at 30 minutes intervals so as to protect the property and related contents against unauthorized access, theft, fire and vandalism. The Facility Security Guards are also responsible to identify and deal with potentially volatile situations involving threats to public safety. City staff are also responsible to respond or redirect customer inquiries as they are often the only City representative working in the community centre at that time. Unfortunately, since they have limited shifts at the City and their scope of work is focused on security services, their knowledge of commonly asked questions regarding City programs, events and registration can be somewhat limited. City of Pickering Facility Security Guards are responsible to possess a Security Guard Licence with the Province of Ontario and Standards First Aid, CPR -C certification and defibrillator training, all of which are paid for by the City of Pickering. City of Pickering Facility Security Guards do not 14 CS 09-17 Subject: Municipal Security Services Review September 5, 2017 Page 5 require certification to carry an ASP baton, handcuffs, or certification in the use of force, arrest and officer safety. The financial implications are: Facility Approximate Annual Hours of Coverage Approximate Annual Cost for City of Pickering Facility Security Guards 2017 Approved Budget ESCC 1,511* $36,748 $41,141 GALCC 1,313* $31,932 $35,764 Licence Fee n/a $560 $560 Uniforms n/a $2,520 $2,200 Training 49 $1,192 $1,192 *Includes staff training and contingency hours (additional hours to cover meetings, events vacation/sick time of full time staff) C. Community Use of Schools The City of Pickering employs Term Facility Security Guards to monitor activities at local school gymnasiums permitted by the City through the Community Use of Schools program. Organizations, such as the Pickering Soccer Club, permit local school gymnasiums through the City of Pickering on weekends during the school year. As a requirement of the school boards, the City provides staff supervision at the time of these permits to ensure the school doors are open on time, activities are monitored, access to restricted school areas are prohibited, and participants vacate with the doors locked at the conclusion of the permit. For the purposes of this report, this scope of security services support will not be considered and will remain unchanged. Municipal Best Practice: Many municipalities contract out their security related services while others utilize municipal facility staff in combination with contracted security services, By-law officers and/or local police services to provide support. Below are some examples of the methods employed by various municipalities: City of Oshawa: The City of Oshawa has a contracted security firm to form their Corporate Security Office. This function reports through Municipal Law Enforcement and Licensing Services. Corporate Security Headquarters are located at City Hall and provide 24/7 coverage and monitoring of cameras at facilities as well as their mobile command. Corporate security is available to City staff when dealing with public disturbances at municipal facilities. Town of Ajax: The Town of Ajax employs a part-time security/customer service position who works after hours at Town Hall. 15 CS 09-17 September 5, 2017 Subject: Municipal Security Services Review Page 6 Town of Clarington: The Town of Clarington does not have contracted security services. Municipal recreation facilities are staffed during all hours open to the public by full time or part- time facility operators. All events serving alcohol are staffed with municipal bartenders. At the discretion of the facility supervisor, an event may be required to provide private security and/or paid duty DRPS officers. At municipal offices, building services staff work at the front reception desk after hours during evening Committee and Council meetings. The Municipal Clerk will arrange municipal law enforcement officers to be present during Committee and Council meetings if large crowds are expected. And, the Finance Department arranges for paid duty DRPS officers to be stationed near the tax counter during tax installment times. Community halls are, in most cases, operated by hall boards with the municipality not responsible for day to day operations or security services. City of Guelph: The City of Guelph developed a staff structure in which By-law officers are dedicated to perform this function. Prior to the construction of their new City Hall in 2009, their facility did not have dedicated security presence. At that time, however, staff considered hiring a Security Guard to perform this function at City Hall. At the suggestion of Human Resources staff, the City of Guelph decided to dedicate one By-law officer to the City Hall front counter during weekday and weeknight shifts who can deal with security related matters at all City facilities. Guelph has 16 full-time By-law officers that oversee parking, and noise complaints and all city by- laws (animals, signs, etc.). These officers work 12 hour shifts 24/7. They also have 3 part-time officers that are scheduled to fill in for time off, and sick leaves. During the summer, 4 By-law officers are scheduled to work at any given time — 1 at City Hall and the remaining 3 on the road. During the winter, 5 By-law officers are scheduled to work at any given time — 1 at City Hall and 4 on the road. During a typical day shift, the officer dedicated to overseeing the security of City facilities sits behind the front counter at City hall for security of the front lobby. Doors to the rest of City hall are controlled access doors. These officers carry handcuffs, OC spay and ASP batons, and wear ballistic vests with By-law across the front and rear. The priority for By-law staff working at City Hall is security services first, and By-law enforcement second. Parks and Recreation staff are responsible to manage community centres during facility rentals. This is not the responsibility of By-law staff or contracted security personnel. If a permitted function includes alcohol, By-law staff determine how many security staff are required and the permit holder is responsible to pay for such coverage. As expressed by staff at the City of Guelph, the advantages of this structure is that By-law officers are readily available to deal with matters that include ticketing and/or enforcement at City Hall and by dispatch to other City facilities. There is also a seamless rotation of staff offering great flexibility. A By-law officer can be pulled off the road into City Hall to deal with sick time. The challenges of this structure is that the City is responsible to provide adequate and recognized training to By-law officers (ie. use of force, handcuffs and baton training). Their risk could be 16 CS 09-17 September 5, 2017 Subject: Municipal Security Services Review Page 7 mitigated if they contracted a security company who would take on this responsibility. The second challenge is that 1 By-law officer is often isolated to the counter position. A third challenge is that the cost for By-law officers to provide facility security oversight is twice the cost as compared to using contracted security personnel. Upon the review of municipal best practices, it is clear that a variety of options are available and that there is no one solution that works for every municipality. With that in mind, staff conducted a comprehensive review of our existing structure, the challenges and successes it presents and identified creative solutions that would best serve to safeguard the facility and its users while also providing the best possible customer service. These options (with its advantages/and disadvantaged and associated costs) are outlined below. Options: Option 1 1. Maintain status quo utilizing contracted security providers for landmark facilities and City of Pickering Facility Security Guards for satellite community centres. The total annual cost is approximately $181,792. Facility Approximate Annual Hours of Coverage Approximate Annual Cost for Contracted Service Providers ($16.50/hour) Approximate Annual Cost for City of Pickering Facility Security Guards ($24.32/hour) City Hall 3,840 $63,360 n/a Recreation Complex 520 $8,580 n/a ESCC 1,511 n/a $36,748 GALCC 1,313 n/a $31,932 Central Library 1,820 $36,900 n/a Licence Fee n/a $0 $560 Uniforms n/a $0 $2,520 Training 49 $0 $1,192 Sub -Total 9,053 $108 840. $72,952 Total Advantages & Disadvantages of Option 1: Contracted Security Guard Services Advantages: Currently, contracted security guard services are deployed to landmark, high profile/traffic facilities which already have City staff representation. As such, the role of contracted security guards is solely to safeguard the facility and its users. Their attention can be focused on conducting rounds of the facility, can be visible and immediately available to support staff, and can check trouble spots within the facility prone to vandalism or theft. These contracted security guards are available to act when security issues arise. 17 CS 09-17 September 5, 2017 Subject: Municipal Security Services Review Page 8 Their responsibilities do not extend to providing the City's visitors with customer service. Instead, those responsibilities rest on City staff who are represented within these facilities at that time. Whether it is during operating hours at City Hall or during an evening public meeting, City staff are present in the facility to deal with general customer service inquiries. In this way, staff can focus on providing customer service and not deal with issues of security. Alternatively, contracted security guards can focus on providing security services and not be distracted with customer service matters. Within this structure, the contacted security service vendor is responsible to manage their staff and their staff schedules. The City is not responsible to pay for or schedule staff coverage for vacation or sick time. It is the sole responsibility of the contracted service provider which saves the City both time and money. The City is also not responsible to directly address issues of performance management or discipline. Under the terms and conditions of the agreement, the City can merely request a different security guard and the contracted service provider is responsible to immediately accommodate our request. Lastly, the cost of contracted security guard services is less than if the same services were provided by City of Pickering PPT/Term Facility Security Guards. Disadvantages: The challenge with the utilization of contracted security service providers is that the City is not directly involved in the training or development of security personnel. The standards and practices applicable to City staff are not necessarily applied to the contracted security guard so quality of personnel may be a challenge. City of Pickering Facility Security Guards Advantages: City of Pickering Facility Security Guards (PPT/Term) are hired and trained by City staff so they are familiar with City policies, procedures and are trained how to deal with various issues ranging from security to program registration inquiries. This degree of knowledge is required at facilities such as ESCC and GALCC because they work alone and must be responsible to provide customer service. This degree of customer service is not required at the Pickering Recreation Complex, City Hall or the Pickering Central Library because staff are always on site to deal with these matters when security guards are working. City of Pickering Facility Security Guards are also responsible to manage fire alarms, evacuations and act as first responders in the event of an emergency. Disadvantages: City of Pickering Facility Security Guards (PPT/Term) can be distracted or unavailable to address security related matters while dealing with customer service matters. Because they work alone when the facility is open to the public or privately permitted, their focus is not only on conducting facility checks and troubleshooting various situations. Instead, they can be pulled away by customers to deal with non -security matters. Another disadvantage is that the cost to provide security services by City of Pickering staff exceed those of contracted service providers as it relates to wages, uniforms, certifications and training. In this model, the City is also responsible to pay for staff vacation time, sick time and to manage their performance and deal with disciplinary matters. 18 CS 09-17 Subject: Municipal Security Services Review September 5, 2017 Page 9 Option 2 2. Schedule only City of Pickering Facility Security Guards to provide all security services at applicable municipal facilities (City Hall, Pickering Recreation Complex, Pickering Central Library and ESCC & GALCC) and allowing the uniformed security guard services contract to expire. The total annual cost is approximately $227,729 which results in an annual cost increase of approximately $45,937 from the City's existing service model. Facility Approximate Annual Hours of Coverage Approximate Annual Cost for City of Pickering Facility Security Guards City Hall 3,840 $93,389 Recreation Complex 520 $12,646 Central Library 1,820 $44,262 ESCC 1,511 $36,748 GALCC 1,313 $31,932 Licence Fee nia $560 Uniforms n/a $7,000 Specialized Training 49 $1,192 Advantages & Disadvantages of Option 2: Advantages: City of Pickering Facility Security Guards (PPT/Term) are hired and trained by City staff so they are familiar with City policies, procedures and are trained how to deal with various issues ranging from security to program registration inquiries. This degree of knowledge is most beneficial at facilities such as ESCC and GALCC because they work alone and must be responsible to provide customer service. That said, their limited experience with recreation program and service delivery impacts their ability to fully address customer inquiries related to such matters. Disadvantages: City of Pickering Facility Security Guards (PPT/Term) can be distracted or unavailable to address security related matters while dealing with customer service matters. Because they work alone when the facility is open to the public, their focus is not only on conducting facility checks and troubleshooting various situations. Instead, they can be pulled away by customers to deal with non -security matters. Another disadvantage is that the cost to provide security services by City of Pickering staff significantly exceeds those of contracted service providers as it relates to wages, uniforms, certifications and training. In this model, the City is also responsible to pay for staff vacation time, sick time, and to manage their performance and deal with disciplinary matters. Option 3 3. Contract uniformed security guard services during the week for landmark municipal facilities (City Hall, Pickering Central Library and the Pickering Recreation Complex) and exclusively for liquor licensed permits on weekends at satellite community centres (ESCC & GALCC); and, 19 CS 09-17 Subject: Municipal Security Services Review September 5, 2017 Page 10 schedule municipal program staff (new) on Saturdays during regular operating hours at ESCC and GALCC and municipal facility staff on Sundays during non -liquor licensed events at ESCC and GALCC. The total annual cost is approximately $164,325 which results in annual cost savings of approximately $17,467 from the City's existing service model. These changes eliminate the City of Pickering PPT & Term Facility Security Guard positions. In addition, any non -liquor license permits booked on Sundays. at ESCC & GALCC will be monitored by Facility Attendants who are already on site conducting regular facility cleaning. Facility Coverage Type Approximate Annual Hours of Coverage Approximate Annual Cost City Hall Contracted Security Services 3,840 $63,360 Recreation Complex Contracted Security Services 520 $8,580 Central Library Contracted Security Services 1,820 $36,900 ESCC (weekend liquor licensed permits only) Contracted Security Services 598 $9,867 GALCC (weekend liquor licensed permits only) Contracted Security Services 598 $9,867 ESCC (Saturday regular operating hours) City Program Staff 260 $7,166 GALCC (Saturday regular operating hours) City Program Staff 442 $12,182 ESCC & GALCC (full time vacation coverage) City Program Staff 320 $8,819 GALCC (Sunday non -liquor license permits) City Facility Staff 416 $7,584 yy �Yy s. q 1 ;�i rw ,v;y 3 e "� N .a, �, i \ ;lA Advantages & Disadvantages of Option 3: Advantages: Contracted security guard services will continue to be deployed to landmark, high profile/traffic facilities which already have City staff representation to strictly safeguard the facility and its users. Their attention can be focused solely on conducting rounds of the facility, can be visible and immediately available to support staff, and can check trouble spots within the facility prone to vandalism or theft. These contracted security guards are available to act when security issues arise. Because staff primarily work alone at satellite community centres (such as ESCC and GALCC), a more tailored approach is required at these locations in order to optimize staff/cost efficiencies and meet customer/security standards. Contracted security guard services will be specifically 20 CS 09-17 September 5, 2017 Subject: Municipal Security Services Review Page 11 scheduled for liquor licensed permits at ESCC and GALCC in place of City of Pickering Facility Security Guard staff. These types of private rentals take place when the facility is closed to the general public. For this reason, City of Pickering staff who have knowledge of our services, programs etc., is not required. In these cases, the sole focus is on the security of the facility and its users. As such, contracted security guard services is an ideal option. They can provide that focused attention to the rentals and respond accordingly. Any issues can be reported by the contracted security guard to the Facility Coordinator or the Lead Hand, Facility Maintenance who works late Saturday evenings at the Pickering Recreation Complex (and the Police, as is applicable) for immediate attention. The cost for contracted security guard services to perform this function in place of City of Pickering Facility Security Guards is much less while maintaining the same level of service and security. Another advantage within this structure is that the contracted security service vendor is exclusively responsible to manage their staff and their staff schedules. The City is not responsible to pay for or schedule staff coverage for vacation or sick time. Rather, it is the sole responsibility of the contracted service provider which saves the City both time and money. The City is also not responsible to directly address issues of performance management or discipline. Under the terms and conditions of the agreement, the City can merely request a different security guard and the contracted service provider is responsible to immediately accommodate our request. During regular operating hours on Saturdays at ESCC & GALCC, City of Pickering program staff will be scheduled to work in place of Facility Security Guards so they can more effectively respond to the demands of the job which predominately is the implementation and coordination of programs within the facility, responding to public inquiries made by phone or in person, assisting customers with program registration and providing them with information on the City's programs and services. Customers come to expect this level of service whenever the facility is open and because their scope of work is limited to security, City of Pickering Facility Security Guards are not best positioned to meet these expectations. City of Pickering program staff are a better use of staff resources during regular operating hours at ESCC and GALCC since they are specifically trained and knowledgeable to perform this function as it is an integral part of their job. Any security related matter can be reported by City of Pickering program staff to the Facility Coordinator working at the Pickering Recreation Complex (and the Police, as is applicable) for immediate attention. Currently, program staff work alone at these facilities during the weekday and weeknights with great success. While they are responsible to conduct facility checks and monitor the security of the facility, they can most effectively provide program coordination and customer services which is absolutely essential to the operation of an active community centre. The cost for this tailored option (option 3) is Tess than maintaining the status quo (option 1) and utilizing City of Pickering Facility Security Guards exclusively (option 2). Disadvantage: The challenge with the utilization of contracted security service providers is that the City is not directly involved in the training or development of security personnel. The standards and practices applicable to City staff are not necessarily applied to the contracted 21 CS 09-17 September 5, 2017 Subject: Municipal Security Services Review Page 12 security guard so quality of personnel may be a challenge. That said, under the terms and conditions of the agreement, the City can merely request a different security guard and the contracted service provider is responsible to immediately accommodate our request. Another disadvantage is that the City may experience a high turn -over rate with contract security staff which may impact the delivery of consistent service levels. Staff would also need to deal with existing PPT Facility Security Guards who may be displaced by using the contracted services. There are labour relations implications if the City contract out existing services. The Collective Agreement between the City and CUPE Local 129 stipulates that the City cannot contract out services if it requires us to lay off existing workers. Staff would, therefore, be required to ensure all existing PPT Facility Security Guards are reclassified to alternate PPT positions which have the same or higher pay grade. Currently, the City has 4 existing PPT Facility Security Guards that would require placement. Staff must also ensure that we follow the collective agreement requirements of advising the union, in writing, of our intention to contract out services at least 6 months prior to doing so. During that time the union may make representation to the City regarding the contracting out with a view having the services continue to be performed by union members. Recommendation: After careful consideration, staff prefer Option 3 as a means of providing security services at municipal facilities. This option allows contracted security guards to dedicate their time and attention solely to preventing and/or addressing security related matters at landmark municipal facilities during the week. This is when City staff, who are busy doing their job, really require this immediate security services support. In order to maximize staff efficiencies, improve customer service and maintain the security of our facilities and its users, a more tailored approach is required at ESCC and GALCC on the weekends. Contracted security guards will provide security services during weekend liquor licensed permitted rentals for which they are fully qualified. Even though they are not City employees, they will be provided with orientation of the facility and of reporting procedures and will be in direct contact to City of Pickering Facility Coordinator or Lead Head, Facility Maintenance should a reportable incident occur during their shift. City of Pickering program staff will be scheduled during Saturday regular operating hours at ESCC and GALCC so they can provide oversight and coordination of the facilities programs while also providing customer services to our many Saturday customers. City of Pickering facilities staff will monitor Sunday non -liquor licensed permits at ESCC and GALCC while conducting their facility cleaning duties. The combination of contracted security guards and City of Pickering program/facility staff is an ideal option which deploys staff at times that are more suited to their core job responsibilities. This approach, in place of City of Pickering Facility Security Guards, is much more cost effective and serves to maximize staff resources and improve customer service and program administration. 22 CS 09-17 September 5, 2017 Subject: Municipal Security Services Review Page 13 Prior to implementing a revised plan for security staffing, the City should engage the services of a professional external advisor to complete a comprehensive review of all City facilities and staff activities in order to determine security risks, potential threats, access control issues, staff vulnerability, etc. Current legislation obligates employers to properly assess and take appropriate measures to mitigate the risk of violence in the workplace through various sources, including both employees and the public. _ In addition, a thorough security review will identify areas vulnerable to theft, unauthorized access and vandalism. Scope of work should also include the development of emergency plans, staff training programs, reporting processes and physical requirements to appropriately address all areas of security. This process will ensure the City has met its legislative responsibilities, exercised due diligence and developed best practises to ensure safe facilities for all residents and staff. Funding will be allocated in a future current budget (which will be subject to Council approval) to implement this review. Attachments: 1. Not applicable. 23 CS 09-17 Subject: Municipal Security Services Review September 5, 2017 Page 14 Prepared By: fifer Eddy `division Head, Human Resources aron Milton Manager, Recreation Services M-rcos oreira Supervisor, Facilities Operations Jody Morris Manager, Facility Programs & Administration Kim Thompson Manager, By-law Enforcement Services :mc Approved/Endorsed By: Marisa Carpino Director, Community Services Cathy Grant Chief Executive Officer, Picker . ublic Library Paul Bigi Director, Recommended for the consideration of Pickering City Council Tony Prevedel, P.Eng. Chief Administrative Officer Lf, 2.017 24 e Services & City Solicitor Ccb, Report to DICKERING Executive Committee Report Number: ENG 16-17 Date: September 5, 2017 From: Richard Holborn Director, Engineering Services Subject: Please Slow Down Campaign - File: A-1440 Recommendation: 1. That the City of Pickering adopt a "Please Slow Down Campaign", which allows residents to place a lawn sign in front of their property within the City's road allowance annually from April 1 to November 30, commencing April 1, 2018. That funding be considered through the annual budget process commencing in 2018 for the purchase of "Please Slow Down" lawn signs, which will be given to residents and community groups at no charge, upon request. That the appropriate officials of the City of Pickering be authorized to take the necessary actions as indicated in this report. Executive Summary: At the April 18, 2017 Council meeting, Pickering Council passed Resolution #284/17 directing staff to investigate the "Please Slow Down Campaign" that is currently active in other municipalities in and around the Greater Toronto Area (GTA), and report back to Council with a recommendation on implementing this program in the City of Pickering. City staff's investigation of the "Please Slow Down Campaign" in Toronto and Mississauga indicated a positive response from residents, which has led to the campaign being renewed in both municipalities since its inception in Toronto in 2015 and Mississauga in 2016. In addition, residents, as well as community groups in Pickering, have expressed an interest to adopt a similar campaign, which allows for the placement of lawn signs asking motorists to "please slow down" in residential neighbourhoods. Engineering Services staff recognizes that community involvement is an important component to a successful and effective community program to discourage speeding and aggressive driving in residential neighbourhoods, As such, it is recommended that the City of Pickering adopt a "Please Slow Down Campaign" annually from April 1 to November 30, commencing April 1, 2018. 25 ENG 16-17 September 5, 2017 Subject: Please Slow Down Campaign Page 2 Financial Implications: At an estimated cost of $3.00 to $5.00 per sign, the cost of purchasing up to 1500 signs will be approximately $5000.00 and is recommended to be included in the 2018 Current Budget. Discussion: On April 18, 2017 Pickering City Council passed Resolution #284/17 (Attachment 1) directing staff to investigate the "Please Slow Down Campaign" that is currently active in other municipalities in and around the GTA, and to report back to Council with a recommendation on implementing this program in the City of Pickering. City of Toronto and City of Mississauga Please Slow Down Lawn Sign Campaigns have received positive feedback from residents Residents displaying signs outside of their home asking drivers to slow down is becoming more common in municipalities around the GTA. As such, this prompted the City of Toronto to introduce the "Please Slow Down Fall Safety Awareness Campaign" as a city wide initiative in 2015. This initiative allows residents to display a lawn sign in front of their property that asks motorists to "please slow down". The purpose of the campaign is to encourage safe driving habits and bring awareness to motorists of their speed in residential neighbourhoods. Residents in Toronto have expressed their support for the program and, as such, the City of Toronto has renewed the campaign yearly since its inception. In 2016, the City of Mississauga adopted the "Please Slow Down Lawn Sign Campaign" to be used City wide and, similar to the City of Toronto the campaign, has renewed the program every year since its inception. Pickering residents and community groups are interested in placing lawn signs that ask motorists to slow down in residential neighbourhoods Residents as well as community groups in Pickering have expressed an interest to adopt a similar campaign, which allows for the placement of lawn signs asking motorists to "please slow down" in residential neighbourhoods. Currently, residents are encouraged to utilize successful community resources that are available and supported by the City such as the Neighbourhood Watch program and the Ajax/Pickering ROAD WATCH program to combat aggressive and unlawful driving action on City roadways. The addition of the "Please Slow Down Campaign" would be a natural extension to these existing programs. Engineering Services staff recognizes that community involvement is an important component to a successful and effective community program to discourage speeding and aggressive driving in residential neighbourhoods, As such, it is recommended that the City of Pickering adopt a "Please Slow Down Campaign". However, to allow City staff to prepare the program, purchase the required signs, and identify the program as a line item in the current budget, it is recommended that the City of Pickering "Please Slow Down Campaign" have a start date of April 1, 2018. It is recommended the campaign run annually from April 1 to November 30. CORP0227-07/01 revised 26 ENG 16-17 September 5, 2017 Subject: Please Slow Down Campaign Page 3 Guidelines for sign use To maintain consistency in messaging, City of Pickering staff obtained permission from the City of Toronto to use their "Please Slow Down" sign design, with the addition of the City of Pickering logo on the sign. The existing City of Toronto Please Slow Down Lawn Sign is shown graphically in Attachment 2. The same sign design is used in the City of Mississauga's Please Slow Down Lawn Signs. The lawn signs will consist of a metal wire frame inside a of recyclable plastic material and are 61 centimetres (24 inches) wide by 51 centimetres (20 inches) tall. There are a number of conditions that would govern the placement of these signs to ensure they do not create a sightline obstruction and are safe for all roadway users. With the approval of this campaign, the lawn signs would be allowed to be placed on City road allowances, but must follow the following conditions: • be placed on the boulevard with the consent of the abutting property owner • be set back a min of 0.6 metres (2 feet) from curb or edge of the road • only be placed on residential roads under the jurisdiction of the City of Pickering • only be placed between April 1 to November 30, after which they are to be removed by the installer • not be placed within 3 metres of a fire hydrant • not obstruct the travelled portion of the roadway, median, traffic island, sidewalk, bicycle path or multiuse path or trail • not be placed within a drainage ditch, on fences, on trees, or on poles Only one lawn sign will be permitted per residence and will be made available, free of charge, to residents for pick-up at Pickering City Hall, when requested. The City of Pickering will not deliver or mail -out lawn signs. If two or more signs are recognized or reported on any one property, the additional signs will be removed by City staff and returned to the City. Signs that are considered to be in violation of the above conditions will be removed or relocated by City staff. Residents will be made aware of these conditions through an information pamphlet when picking up the sign. Promotion of the Please Slow Down Campaign Promotion of the Please Slow Down Campaign in Pickering would be completed by various methods including, but not limited to: • a City of Pickering Media Release • the City of Pickering website • the City of Pickering Community Page in the Pickering News Advertiser • all City of Pickering Social Media outlets CORP0227-07/01 revised 27 ENG 16-17 September 5, 2017 Subject: Please Slow Down Campaign Page 4 Attachments: 1. Resolution #284/17, Notice of Motion, Please Slow Down Campaign 2. "Please Slow Down Campaign" sample lawn sign — City of Toronto Prepared By: r' Nathan Emery Coordinator, Traffic Operations NE:mjh Approved/Endorsed By: Ricj`ard Holborn, P.Eng. Di ector, Engineering Services Recommended for the consideration of Pickering City Council Tony Prevedel, P.Eng. Chief Administrative Officer CORP0227-07/01 revised 28 ATTACH MENT# / TO REPORT#7 Qf Legislative Services [vision Clerk's Office Directive Memorandum April 18, 2017 To: Richard Holborn Director, Engineering Services From: Debbie Shields City Clerk Subject: Direction as per Minutes of the Meeting of City Council held on April 11, 2017 Notice of Motion Please Slow Down Campaign Council Decision Resolution #284117 Whereas safe roads is a priority for the City of Pickering and its residents; Whereas the need to address speeding on City roads is a growing concern to residents; Whereas the City of Pickering is committed to addressing these concerns by working with Durham Regional Police, City and Regional staff, and residents through enforcement, education, awareness and traffic calming options; Whereas several communities across Ontario, including the City of Toronto has adopted the "Please Slow Down" campaign in partnership with its residents; Whereas documented evidence from the City of Toronto has confirmed 96% satisfaction rate with the campaign, including 26% noting strong improvement, and 24% moderate impact; Whereas residents from Wards 1, 2 and 3 desire to have the City implement measures to address the problem of speeding; Whereas several community groups would be interested in partnering on a "Please Slow Down" campaign; Now therefore be it resolved that the City of Pickering adopt the "Please Slow Down" campaign on City roads, and that Staff report back to Council no later than the June 26th meeting on its implementation. Referred back to staff by resolution # 285/17 as follows: Now therefore be it resolved that the "Please Slow Down" campaign be referred to staff for further investigation and that Staff report back to Council no later than the September 11 th meeting. Please take any action deemed necessary. 29 ATTACHMENT# / TO REPORT#"� /49 f of Subject: Notice of Motion Please Slow Down Campaign Apr. 18. /17 Page 2 Debbie Shields /Ir Copy: Chief Administrative Officer 30 Engineering Services Department SCALE: NTS PLOT DATE: July, 2017 Please Slow Down Campaign Sample Lawn Sign - City of Toronto cdy 4 PICKERING DICKERING Report to Executive Committee Report Number: ENG 17-17 Date: September 5, 2017 From: Richard Holborn Director, Engineering Services Subject: Amendment to Traffic & Parking By-law 6604/05 Proposed Parking Restrictions, OId Brock Road - File: A-1440 Recommendation: 1. That the attached draft by-law be enacted to amend Schedule "2", No Parking, to By-law 6604/05 to provide for the regulation of stopping and parking on highways or parts of highways under the jurisdiction of The Corporation of the City of Pickering, specifically to address on -street parking concerns on both sides of Old Brock Road in front of Pickering Fire Station #4 — Claremont. That the appropriate officials of the City of Pickering be authorized to take the necessary actions as indicated in this report. Executive Summary: When events are held in the vicinity of Pickering Fire Station #4 in Claremont, motorists park on OId Brock Road causing access issues for the fire trucks at the fire station. At the request of Pickering Fire Services, and to promote safety, parking restrictions are proposed on both sides of Old Brock Road fronting the fire station. Financial Implications: The installation of No Parking signs and posts can be accommodated within the Roads Current Budget. Discussion: Engineering Services staff was contacted by Fire Services staff from Fire Station #4 in Claremont with respect to access to the fire station when vehicles are parked on Old Brock Road. The fire station in Claremont is located on Old Brock Road directly beside Dr. Nelson F. Tomlinson Community Centre and Claremont Memorial Park. Fire Services staff have indicated that when events are held in the vicinity of the fire station, motorists will park on Old Brock Road, impacting the access of fire trucks into and out of the fire station. As such, Fire Services staff are requesting parking restrictions on Old Brock Road in front of Fire Station #4. 32 ENG 17-17 September 5, 2017 Subject: Amendment to Traffic & Parking By-law 6604/05 Proposed Parking Restrictions, Old Brock Road Page 2 As this is a safety concern, Engineering Services staff met with Fire Services staff to determine the limits of potential parking restrictions on Old Brock Road. It was determined by staff that, to provide unimpeded access into and out of the fire station at all times, parking restrictions are recommended on both sides of Old Brock Road fronting the fire station, specifically: ® On the west side of Old Brock Road from 90 metres south of Wellington Street to 125 metres south of Wellington Street, at anytime. On the east side of Old Brock Road from 90 metres south of Wellington Street to 150 metres south of Wellington Street, at anytime. The proposed parking restrictions on Old Brock Road are illustrated in Attachment 1, and the draft by-law for the proposed parking restrictions on Old Brock Road is provided in Attachment 2. The Claremont and District Community Association has been advised of the proposed parking restrictions. Attachments: 1. Proposed Parking Restrictions, Old Brock Road 2. Draft By-law, Amendments to Schedule "2", No Parking to By-law 6604/05 CORP0227-07/01 revised 33 ENG 17-17 September 5, 2017 Subject: Amendment to Traffic & Parking By-law 6604/05 Proposed Parking Restrictions, Old Brock Road Page 3 Prepared By: Nathan Emery Coordinator, Traffic Operations NE:mjh Approved/Endorsed By: Ri9hard Holborn, P.Eng. erector, Engineering Services Recommended for the consideration of Pickering City Council Tony Prevedel, P.Eng. Chief Administrative Officer 2_0(7 C0RP0227-07/01 revised 34 Engineering Services Department SCALE. NTS PLOT DATE: July, 2017 Proposed Parking Restrictions Old Brock Road ,t!• PICKERING ATTACHMENT# 7 TOREPORT#.. . 7 1 of The Corporation of the City of Pickering By-law No. Being a by-law to amend By-law 6604/05 providing for the regulating of traffic and parking, standing and stopping on highways or parts of highways under the jurisdiction of the City of Pickering and on private and municipal property. Whereas By-law 6604/05, as amended, provides for the regulating of traffic and parking on highways, private property and municipal property within the City of Pickering; and Whereas, it is deemed expedient to amend Schedule 2 to By-law 6604/05 to provide for the regulation of parking restrictions on highways or parts of highways under the jurisdiction of the Corporation of the City of Pickering, specifically to restrict parking on a portion of both sides of Old Brock Road. Now therefore the Council of The Corporation of the City of Pickering hereby enacts as follows: 1. Schedule 2 to By-law 6604/05, as amended, is hereby further amended thereto by the following: Column 1 Highway Add Schedule 2 No Parking Column 2 Column 3 Side Limits (From/To) Old Brock Road West 36 90 metres south of Wellington Street to 125 metres south of Wellington Street Column 4 Prohibited Times or Days Anytime By-law No. Page 2 Old Brock Road East 90 metres south of Wellington Street to 150 metres south of Wellington Street By-law passed this 11th day of September, 2017. Anytime David Ryan, Mayor Debbie Shields, City Clerk 37 PICKERING Report to Executive Committee Report Number: ENG 19-17 Date: September 5, 2017 From: Richard Holborn Director, Engineering Services Subject: Frenchman's Bay Ratepayers Memorial Park Reconstruction - Tender No. T-12-2017 - File: A-1440 Recommendation: 1. That Tender No. T-12-2017 as submitted by Gray's Landscaping & Snow Removal Inc. in the total tendered amount of $272,349.44 (HST included) be accepted; 2. That the total gross project cost of $366,760.00 (HST included), including the tendered amount and other associated costs and the total net project cost of $330,279.00 (net of HST rebate) be approved; 3. That the Director, Finance & Treasurer be authorized to finance the total net project cost in the amount of $330,279.00 as follows: a) The sum of $275,000.00 as approved in the 2017 Parks Capital Budget to be funded from Third Party Contributions account 7501.0103.0000; b) The additional sum of $55,279.00 to be funded by a transfer from the Parkland Reserve Fund; and 4. That the appropriate officials of the City of Pickering be authorized to take the necessary actions as indicated in this report. Executive Summary: As part of the 2017 Parks Capital Budget, funds were approved for the reconstruction of Frenchman's Bay Ratepayers Memorial Park, located on Commerce Street. The project includes a new playground area, a shade structure, concrete and asphalt pathways, electrical service, pathway lighting from Commence Street to the Madison Homes site, converting the basketball court into a multi -use court, site furniture, trees and other associated landscaping. The playground structure was tendered separately and has been awarded to Henderson Recreation Equipment Ltd. Tender No. T-12-2017 was issued on July 5, 2017 and closed on August 2, 2017 with 5 bidders responding. The lowest compliant bid submitted by Gray's Landscaping & Snow Removal Inc. in the amount of $272,349.44 (HST included) is recommended for approval. The total gross project cost including the tender amount, playground equipment, site furniture, other associated costs, and a contingency is estimated at $366,760.00 (HST included) and the total net project cost is estimated at $330,279.00 (net of HST rebate). A 10% contingency is included in the estimated 38 ENG 19-17 Subject: Frenchman's Bay Ratepayers Memorial Park Reconstruction Tender No. T-12-2017 September 5, 2017 Page 2 project cost to cover any unforeseen costs such as electrical service connection issues, additional material quantities, or poor soils conditions. Financial Implications: 1. Tender Amount Tender No. T-12-2017 HST (13%) Total $241,017.21 31,332.23 $272,349.44 2. Estimated Project Costing Summary Tender No. T-12-2017 — Tender for Frenchman's Bay Ratepayers Memorial Park Reconstruction Associated Costs Electrical Engineering Consulting Costs Structural Engineering Consulting Costs Playground Equipment Site Furniture Allowance Materials Testing Construction Contingency (10%) Sub Total — Costs HST (13%) Total Gross Project Costs HST Rebate (11.24%) Total Net Project Costs $241,017.00 $5,250.00 5,200.00 36,999.00 10,000.00 2,000.00 24,100.00 324,566.00 42,194.00 $366,760.00 (36,481.00) $330.279.00 3. Approved Source of Funds — 2017 Capital Budget — Parks Account Code 5780.1709.6129 Total Source of Funds Third Party Contribution — Madison Liverpool (7501.0103) Parkland Reserve Fund Budget $275,000.00 0.00 $275,000.00 Required $275,000.00 55,279.00 $330,279.00 Net project costs (over) under approved funds ($55,279.00) Funding for this project was obtained from Madison Liverpool Limited. Pursuant to Section 37 of the Planning Act (density bonusing), the developer agreed to provide $275,000 towards improvements to Frenchman's Bay Ratepayers Memorial Park. This estimated value and subsequent budget amount was based on preliminary designs of the proposed park improvements. During detailed design, it was recognized that the asphalt surface of the existing basketball court was in need of replacement, rather than the proposed overlay and that Veridian Connections required a new electrical service line be brought in underground across Commerce C0RP0227-07/01 revised 39 ENG 19-17 September 5, 2017 Subject: Frenchman's Bay Ratepayers Memorial Park Reconstruction Tender No. T-12-2017 Page 3 Street in place of the existing outdated overhead service. These increased costs together with a 10% construction contingency provision has resulted in the net project cost exceeding the approved budget by more than 10%. The contingency provision is to cover possible additional construction costs in the event of unforeseen conditions. If no issues are encountered, these funds will not be required. In accordance with Section 11.04 of the City's Financial Control Policy, over expenditures exceeding 10% of the approved capital expenditure shall require the approval of the Treasurer, the Chief Administrative Officer, and Council. The Director, Finance & Treasurer concurs that the additional funds required will be funded from Parkland Reserve Fund as indicated in the Financial Implications section. Council approval is being sought at this time for the additional funds required. Discussion: As part of the 2017 Parks Capital Budget, funds were approved for the reconstruction of Frenchman's Bay Ratepayers Memorial Park, located on Commerce Street. This park, which included only a small soccer pitch and asphalt basketball court, was originally connected to the yard of the Holy Redeemer Catholic Elementary School. It was predominantly used by the students during school hours and local residents after hours. Due to the size and condition of the soccer pitch and shortage of parking in the area, the soccer pitch has not been programmed for a number of years. The park is also void of any play equipment, site furniture, pathways, trees and other amenities. The Holy Redeemer Catholic Elementary School site was sold to Madison Liverpool Limited in December 2015 and has been approved for the construction of 71 residential units. Pursuant to Section 37 of the Planning Act (density bonusing), the developer agreed to provide funds as a community improvement, to go towards the reconstruction of Frenchman's Bay Ratepayers Memorial Park. The developer's initial concept was to convert the basketball court into a parking lot, rotate the soccer pitch and install a children's playground and splash pad. The local residents were not in support of the proposed improvements and staff worked with the developer to come up with an alternate plan to address the resident's concerns. The revised plans were presented and well received at a Public Information Meeting held on June 20, 2016. Based on estimated cost of the approved concept plans, Madison Liverpool Limited agreed to provide $275,000 to the City of Pickering, to construct the proposed improvements in Frenchman's Bay Ratepayers Memorial Park. These improvements include: • Conversion of the basketball court to a multi -use court • Construction of a playground area • Installation of a shade structure • Construction of a pathway system connecting the proposed residential development to the park features and Commerce Street • Installation of pathway lighting using LED Tight fixtures ® Installation of park benches and waste receptacles • Tree planting and other associated landscaping CORP0227-07/01 revised 40 ENG 19-17 September 5, 2017 Subject: Frenchman's Bay Ratepayers Memorial Park Reconstruction Tender No. T-12-2017 Page 4 Tender No. T-12-2017 was issued on July 5, 2017 and closed on August 2, 2017 with 5 bidders. responding. The lowest compliant bid submitted by Gray's Landscaping & Snow Removal Inc. is. recommended for approval. Gray's Landscaping & Snow Removal Inc. have successfully completed a number of other projects for the City of Pickering including sidewalk replacements on Pickering Parkway and landscape work in Maple Ridge Park. They have also provided the City with snow removal services for a number of years. The City's Health & Safety Regulation form and current Certificate of Clearance issued by the Workplace Safety & Insurance Board has been submitted by Gray's Landscaping & Snow Removal Inc. The Certificate of Insurance has been reviewed by the Manager, Budgets & Internal Audit and is deemed acceptable. The Waste Management Plan submitted by Gray's Landscaping & Snow Removal Inc. has been reviewed and is deemed acceptable by Engineering Services staff. In conjunction with staff's review of the contractor's references available on this project, the bid is deemed acceptable. Upon careful examination of all tenders and relevant documents received, the Engineering Services Department recommends the acceptance of the lowest compliant bid submitted by Gray's Landscaping & Snow Removal Inc. for Tender No. T-12-2017 in the amount of $272,349.44 (HST included) and that the total net project cost of $330,279.00 (net of HST rebate) be approved. Attachments: 1. Supply & Services Memorandum dated August 4, 2017 2. Record of Tenders Opened and Checked 3. Location Map CORP0227-07/01 revised 41 ENG 19-17 September 5, 2017 Subject: Frenchman's Bay Ratepayers Memorial Park Reconstruction Tender No. T-12-2017 Page 5 Prepared By: Arnold Mostert, OALA Senior Coordinator, Landscape & Parks Development Vera A. gemacher CSCMP, CPPO, CPPB, CPM, CMM 111 Manager, Supply & Services AM:mjh Approved/Endorsed By: Richard Holborn, P. Eng. D7 Director, Engineering Services Stan Karwowski, CPA, CMA, MBA Director, Finance & Treasurer Recommended for the consideration of Pickering City Council Tony Prevedel, P.Eng. Chief Administrative Officer CORP0227-07/01 revised 42 c(4°, DICKERING ATTACHMENT#L TO REPORT# 6\) rj 1 G - of3 Memo To: Richard Holborn August 4, 2017 Director, Engineering Services Revised From: Vera A. Felgemacher. Manager, Supply & Services Copy: Administrative Assistant, Engineering Services Supervisor, Supply & Services Subject: :::Tender No T-12-2017 Tender for Frenchman's Bay Rate Payers Memorial Park Reconstruction Closing: Wednesday, August 2, 2017 - 2:OOpm File F-5400-001 Tender No. T-12-2017 was advertised on the City'swebsite on July 5, 2017: Five companies have submitted a bid for this project. A copy of the. Record of Tenders Opened and Checked used at the public tender opening is attached. Tenders shall be irrevocable: for 60 days after the official closing date and time. Purchasing Procedure No. PUR 010-001, Item 13.03 (r) provides checking tendered unit prices and extensions; unit prices shall govern and extensions will be corrected accordingly, which has been completed below. The unsuccessful Bidder's tendering deposit, other than a bid bond, shall be returned to the applicable bidders as provided for by Purchasing Procedure No. PUR 010-001, Item 13.03 (w) Three (3) bids have been retained for review at this time and are attached. Summary Harmonized Sales Tax Included Gray's Landscaping & Snow Removal Inc. Total Tendere $272,349.44 After Calculation $272,349.44. Tri Son Contracting Inc. $354,530.27 $354,531.40 J. Hoover Ltd. $364,918.03 $364, 579.29 Pine Valley Corporation $367,133.61 $367,137.57 43 ATTACHMENT TO REPORT#___LLC-1 2- of 'Bidder Commonts Loc -Pave Construction Limited Rejected — Bid does not meet specifications of Item 5.2. Reference: Purchasing Policy No. PUR 010, Item 23.02 (8); Information to Bidders, Item 23, 24, 25, 31, 32 and 33. Pursuant to Information to Bidders Item 26 and Tendering Specifications Item 20 and 21, the following documentation will be requested of Gray's Landscaping & Snow Removal Inc. for your review during the evaluation stage of this tender call. Please advise if Supply & Services is to proceed with collecting the following documentation: (a) A copy of the City's Health and Safety Acknowledgement form which is currently dated and signed; (b) A copy of the current Clearance Certificate issued by Workplace Safety & Insurance Board; (c) The City's certificate of insurance or approved alternative form completed by the Bidder's agent, broker or insurer; , • (d) A completed Reference Form; (e) A completed Sub -contractors List, listing all sub -contractors who may be carrying out any part of this Contract; and (f) A Waste Management Plan. A budget of $225;000.00 was provided to Supply & Services for this procurement. • , , If the recommendation to award exceeds the budgeted amount, refer to Financial Control Policy Item 11 for additional instructions. , ' . , • • , In accordance with Purchasing Policy Item 06,04, the authority for the dollar limit as set out below excludes HST. • , As such, in accordance with Purchasing Policy Item 06.11, where the compliant quotation or tender meeting specifications and offering best value to the City is acceptable or where the highest scoring proposal is recommended and the estimated total purchase price is: • (c) Over $250,000, the Manager may approve,:thera.Ward, subject to the approval of the Director, Treasurer, CAO and Council,:: Please include the following items in your report 1. if Items (a) through (d) noted above are acceptable to the Co-ordinator, Health & Safety or designate; 2. if. Item (e) is acceptable to the Manager, Budgets & Internal Audit; 3. if Item (f) is acceptable to Engineering Services; 4. if the list of subcontractors is acceptable to Engineering Services; 5. if Item (h) is acceptable to Engineering Services; 6. any past work experience with low bidder Gray's Landscaping & Snow Removal inc., including work location; Tender No. T-12-2017 Frenchman's Bay Rate Payers Memorial Park Reconstruction 44 Page 2 T7ACHM NT TO REPORT# .ENCS !c>- ! of 7. without past work experience, if reference information is acceptable to Engineering Services; 8. the appropriate account number(s) to which this work is to be charged; 9. the budget amount(s) assigned thereto; 10. Treasurer's confirmation of funding; 11. related departmental approvals; and 12. related comments specific to the project. After receiving Council approval, an approved "an -line" requisition will be required to proceed. Enquiries can be directed to the City's website for the unofficial bid results as read out at the public tender opening or to Supply & Services. Bidders will be advised of the outcome in due course. If you require further. information, please feel free to contact me or a member of Supply & Services. VAF/sb Attachments (3) Tender No. T-12-2017 . Frenchman's Bay Rate Payers Memorial Park Reconstruction Page 3 45 City of Pickering Record of Tenders•Opened and Checked Tender Description: Frenchman's Bay Rate Payers Memorial Park Reconstruction Tender No.: T-12-2017 Date: Wednesday, August 2, 2017 Time: Approx. 2:15 pm Local Time Bidder Name Bid Depos Agreementbit Bond Total Tendered Amount Bidder Sign In Comments Gray's Landscaping & Snow Removal Inc. / (0 lo c./7 $ A7) 342 ,p 7 i .1r' 2 J. Hoover Ltd. r/lo?o $ .304( (-7----/1 . Pine Valley Corporation 1/. t O 70 t7' $.5(7 03,6/ , q )-z---/ - Tri Son Contracting Inc. 1./ ( 0 L-7 $ 357,....-3( 3 - 2-7 , / ./ 0 - (»-CT% L ( (5?0 esent L- 237. Sie Other The information is strictly preliminary, pending review and verification of conformanceto terms, conditions and specifications. Page.1 of 1 r 0 4t ct<, F DICKERING A AC NT# 3 TOREPO T# i=r\1C--/ igi - 171— / Engineering 71— Engineering Services Department Tender No. T-12-2017 Frenchman's Bay Ratepayers Memorial Park Reconstruction Location Map 47 DICKERING Report to Executive Committee Report Number: ENG 20-17 Date: September 5, 2017 From: Richard Holborn Director, Engineering Services Subject: Glengrove Park Reconstruction - Tender No. T-11-2017 - File: A-1440 Recommendation: 1. That Tender No. T-11-2017 as submitted by Loc Pave Construction Ltd. in the total tendered amount of $262,120.45 (HST included) be accepted; 2. That the total gross project cost of $335,274.00 (HST included), including the tendered amount and other associated costs and the total net project cost of $301,925.00 (net of HST rebate) be approved; 3. That the Director, Finance & Treasurer be authorized to finance the total net project cost in the amount of $301,925.00 as follows: a) The sum of $250,000.00 as approved in the 2017 Parks Capital Budget be increased by $28,210.00 to be funded by a transfer from the Parkland Reserve Fund; b) The additional sum of $23,715.00 be funded by a transfer from the Third Party Contributions Reserve Fund for Tree Compensation; and 4. That the appropriate officials of the City of Pickering be authorized to take the necessary actions as indicated in this report. Executive Summary: As part of the 2017 Parks Capital Budget, funds were approved for the reconstruction of Glengrove Park, located on Fieldlight Boulevard. The project includes the replacement basketball courts, upgrades to the playground area and structure, replacement and extension of the asphalt paths and pathway lighting to Brands Court, Rosefield Road and Fieldlight Boulevard, site furniture, trees and associated landscaping. Tender No. T-11-2017 was issued on June 19, 2017 and closed on July 12, 2017 with 7 bidders responding. The low bid submitted by Loc Pave Construction Ltd. in the amount of $262,120.45 (HST included) is recommended for approval. The total gross project cost including the tender amount, upgrades to the playground structure to ensure compliance with the Accessibility for Ontarians with Disability Act (AODA), other associated costs, and a contingency is estimated at $335,274.00 (HST included) and the total net project cost is estimated at $301,925.00 (net of HST rebate). A 10% contingency is included in the estimated project cost to cover any unforeseen 48 ENG 20-17 Subject: Glengrove Park Reconstruction Tender No. T-11-2017 September 5, 2017 Page 2 costs such as electrical service connection issues, additional material quantities, or poor soils conditions. Financial Implications: 1. Tender Amount Tender No. T-11-2017 HST (13%) Total $231,965.00 30,155.45 $262,120.45 2. Estimated Project Costing Summary Tender No. T-11-2017 — Tender for Glengrove Park Reconstruction Associated Costs Electrical Consulting Costs Materials Testing Playground Structure upgrades Construction Contingency (10%) Sub Total — Costs HST (13%) Total Gross Project Costs HST Rebate (11.24%) Total Net Project Costs $231,965.00 $5,450.00 4,000.00 32,092.00 23,196.00 296,703.00 38,571.00 $335,274.00 (33,349.00) $301,925.00 3. Approved Source of Funds - 2017 Capital Budget - Parks Account Code Source of Funds 5780.1707.6129 Parkland Reserve Fund Total Third Party Contributions Reserve Fund for Tree Compensation — 7501.0101 Budget $250,000.00 0.00 $250,000.00 Required $278,210.00 23,715.00 $301,925.00 Net project costs (over) under approved funds ($51,925.00) When developers are unable to provide on-site tree planting as compensation for tree loss, cash - in -lieu is taken that can be applied to other tree planting initiatives within the City. These funds are deposited to the Third Party Contributions Reserve Fund for Tree Compensation. As the number of trees proposed to be planted is higher than was originally anticipated, due to additional ash tree replacements, Council approval is being sought to draw funds from the Third Party Contributions Reserve Fund for Tree Compensation to fund the tree planting component of the project. The amount indicated as being required is equivalent to the tendered amount for the tree planting portion of this project plus net HST. CORP0227-07!01 revised 49 ENG 20-17 September 5, 2017 Subject: Glengrove Park Reconstruction Tender No. T-11-2017 Page 3 The tree planting component together with a 10% construction contingency provision has resulted in the net project cost exceeding the approved budget by more than 10%. The contingency provision is to cover possible additional construction costs in the event of unforeseen conditions. If no issues are encountered, these funds will not be required. In accordance with Section 11.04 of the City's Financial Control Policy, over expenditures exceeding 10% of the approved capital expenditure shall require the approval of the Treasurer, the Chief Administrative Officer, and Council. The Director, Finance & Treasurer concurs that the additional funds required will be funded from Parkland Reserve Fund and Third Party Contributions Reserve Fund for Tree Compensation in the amounts as indicated in the Financial Implications section. Council approval is being sought at this time for the additional funds required. Discussion: As part of the 2017 Parks Capital Budget, funds were approved for the reconstruction of Glengrove Park, located on Fieldlight Boulevard. Glengrove Park was originally constructed in the early 1970's and many of the park features have now exceeded their life expectancy and are in need of replacement. Many trees have been lost in this park due to the Emerald Ash Borer (EAB) infestation and the existing playground that was reconstructed in 1995 is not in compliance with the Accessibility for Ontarians with Disability Act (AODA). The project includes the following items: • Replacement of the fencing and surfacing of the basketball courts • Upgrades to the playground area and structure to bring into AODA compliance • Replacement of the existing asphalt paths connecting to Brands Court, Rosefield Road and Glengrove Public School • New pathway connecting to Fieldlight Boulevard • Replacement and extension of pathway lighting system using LED light fixtures • Installation of new park benches and in -ground waste receptacles • Tree planting to replace trees removed due to EAB Tender No. T-11-2017 was issued on June 19, 2017 and closed on July 12, 2017 with 7 bidders responding. The low bid submitted by Loc Pave Construction Ltd. is recommended for approval. References from Loc Pave Construction Ltd. have been reviewed and deemed acceptable by the Senior Coordinator, Landscape & Parks Development. The City's Health & Safety Regulation form and current Certificate of Clearance issued by the Workplace Safety & Insurance Board has been submitted by Loc Pave Construction Ltd. The Manager, Capital Projects & Infrastructure has reviewed the Waste Management Plan submitted by Loc Pave Construction Ltd. and is deemed acceptable. The Certificate of Insurance has been reviewed by the Manager, Budgets & Internal Audit and is deemed acceptable. In conjunction with staff's review of the contractor's references available on this project, the tender is deemed acceptable. CORP0227-07/01 revised 50 ENG 20-17 September 5, 2017 Subject: Glengrove Park Reconstruction Tender No. T-11-2017 Page 4 Upon careful examination of all tenders and relevant documents received, the Engineering Services Department recommends the acceptance of the low bid submitted by Loc Pave Construction Ltd. for Tender No. T-11-2017 in the amount of $262,120.45 (HST included) and that the total net project cost of $301,925.00 (net of HST rebate) be approved. Attachments: 1. Supply & Services Memorandum dated July 14, 2017 2. Record of Tenders Opened and Checked 3. Location Map Prepared By: Arnold Mostert, OALA Senior 400rdinator, Landsc4e & Parks Development Vera A. Felgemacher CSCMP, CPPO, CPPB, CPM, CMM III Manager, Supply & Services AM:mjh Approved/Endorsed By: Rich rd Holbo ' , P. Eng. Dir- ctor, Engineering Services Stan Karwowski, CPA, CMA, MBA Director, Finance & Treasurer Recommended for the consideration of Pickering City Council 3 Tony Prevedel, P.Eng. Chief Administrative Officer CORP0227-07/01 revised 51 ATTACHMENT#1 TOREPORT#. AJCi �2D� of e__ '3 C44 DICKERING Memo To: Richard Holborn July 14, 2017 Director, Engineering Services From: Vera A. Felgemacher Manager, Supply & Services Copy: Administrative Assistant, Engineering Services Supervisor, Supply & Services Subject: Tender No. T-11-2017 Tender for Glengrove Park Reconstruction Closing: Wednesday, July 12, 2017 — 2:OOpm File: F-5400-001 Tender No. T-11-2017 was advertised on the City's website on June 19, 2017. Seven (7) companies have submitted a bid for this project. A copy of the Record of Tenders Opened and Checked used at the public tender opening is attached. Tenders shall be irrevocable for 60 days after the official closing date and time. Purchasing Procedure No. PUR 010-001, Item 13.03 (r) provides checking tendered unit prices and extensions unit prices shall govern and extensions will be corrected accordingly, which has been completed below. The unsuccessful Bidder's tendering deposit, other than a bid bond, shall be returned to the applicable bidders as provided for by Purchasing Procedure No. PUR 010-001, Item 13.03 (w). Three (3) bids have been retained for review at this time and are attached. Summary Harmonized Sales Tax Included Bidder Total Tendered Amount After Calculation Check Loc Pave Construction Inc. $262,120.45 $262,120.45 Gray's Landscaping & snow Removal Inc. $277,863.92 $277,863.89 Tri Son Contracting Inc. $279,378.94 $279,378.94 Royalcrest Paving Ltd. $307,909.46 $307,909.46 Laycon Construction Services Inc. $367,229.10 $367,229.10. Serve Construction Ltd. $405,679.04 $405,679.04 52 ATTACHMENT#-_ 1- _ TO REPORT# &EI aot Greenspace Landscaping & Property Services Inc. Automatic Rejection: Bid Bond of insufficient amount. Reference: Purchasing Policy No. PUR 010, Item 23.02 — 10 (d); Information to Bidder — Item 7,10,24,25 and 47. Tendering Specification — Item 1, 2 and 3. Advertisement. Pursuant to Information to Bidders Item 26 and Tendering Specifications Item 20, the following documentation will be requested of Loc Pave Construction Limited for your review during the evaluation stage of this tender call. Please advise if Supply & Services is to proceed with collecting the following documentation: (a) A copy of the Health and Safety Policy form currently dated and signed; (b) A copy of the current Clearance Certificate issued by Workplace Safety & Insurance Board; (c) The City's certificate of insurance or approved alternative form shall be completed by the Bidder's agent, broker or insurer; and (d) Waste Management Plan. A budget of $250,000.00 was provided to Supply & Services for this procurement. In accordance with Purchasing Policy Item 06.04, the authority for the dollar limit as set out below excludes HST. As such, in accordance with Purchasing Policy Item 06.11, where the compliant quotation or tender meeting specifications and offering best value to the City is acceptable or where the highest scoring proposal is recommended and the estimated total purchase price is: (b) Over $75,000 and up to $250,000 the Manager may approve the award, subject to the approval of the Director, Treasurer and CAO. Please include the following items in your memo: 1. if Items (a) and (b) noted above are acceptable to the Co-ordinator, Health & Safety or designate; 2. if Item (c) is acceptable to the Manager, Budgets & Internal Audit; 3. if Item (d) Waste Management Plan is acceptable to Engineering Services / Operations 4. if Item the list of subcontractors is acceptable to Engineering Services / Operations; 5. any past work experience with low bidder Loc Pave Construction Limited including work location; 6. without past work experience, if reference information is acceptable to Engineering Services; 7. the appropriate account number(s) to which this work is to be charged; 8. the budget amount(s) assigned thereto; 9. Treasurer's confirmation of funding; 10. related departmental approvals; and 11 related comments specific to the project. July 14, 2017 Tender No. T-11-2017 Glengrove Park Reconstruction Page5% ATTACHMENT# TO REPO T # of After receiving Director, Treasurer and CAO approval, an approved "on-line" requisition will be required to proceed. 90 -12- Enquiries can be directed to the City's website for the unofficial bid results as read out at the public tender opening or to Supply & Services. Bidders will be advised of the outcome in due course. If you require further information, please feel free to contact me or a member of Supply & Services. VA F/g b� Attachments July 14, 2017 54 Tender No. T-11-2017 Glengrove Park Reconstruction Page 3 Tender Description: T9klidallr No.: Date: Ti1111(4: Bidder Nairn GreenspaCe Landscaping & Property Service I Serve Construct' Ltd. Tri Son Contract" Inc. Royalcrest Pavia Ltd. Laycon Construct Services Inc. Loc Pave Constructinn Limi Gray's Landscapi Snow Removal In Ci -Staff Pr City of Pickering Record of Tenders Opened and Checked Glengrove Park Reconstruction 1-2017 Wednesday, July 12, 2017 Approx. 2:15 pm Local Time Re. Attondert gfianciatory Situ,' N Visit A Addendum ,Ac_•knowiedged N Bid Deposit Agreement to Bond Total Tendered Amount tiddler Sign in Comments /A j33 . :so c c 1 i.7-3 ) -:i 17 _, $ absi __,0 ._. \--ec--:, ":\'' 1-i7:k, n ig I ion \,•(' WI( °L‘ .0 [ 1 C--> $ ,) 7`.1 2,1 r i) L...-7.7 - , -,-- --- t3 15 , 1 kl) 1 $ 30 1, l09 i-1-1': - $L--1 c:` ,-) 't ,, 1 Ied 0 , kd 1 e $ rig & c I 0 i.,..L,, $ 1_7 7, .-i)-6 •s 1 ,-; 6,- , L L., ..„, Other (.71 cri The information is strictly preliminary, pending review and verification of conformance to terms, conditions and specifications: C[s 4 DICKERING ATTACHMENT# 3 TO REPORT of 4m.. ,NCS 920,-1?' Engineering Services Department Tender No. T-11-2017 Glengrove Park Reconstruction Location Map 0 Y 56 DICKERING Report to Executive Committee Report Number: ENG 21-17 Date: September 5, 2017 From: Richard Holborn Director, Engineering Services Subject: Consulting and Professional Services for the Detailed Design for Maintenance and Retrofit of Abbott Crescent Pond .(Stormwater Management Facility) - File: A-1440 Recommendation: 1. That Council approve the hiring of The Municipal Infrastructure Group Ltd. for Consulting and Professional Services for the Detailed Design for the Maintenance and Retrofit of the Abbott Crescent Stormwater Management Pond in accordance with Purchasing Policy 10.03 (c), as the assignment is above $50,000.00; 2. That the fee proposal submitted by The Municipal Infrastructure Group Ltd. for Consulting and Professional Services for the Detailed Design for the Maintenance and Retrofit of the Abbott Crescent Stormwater Management Pond in the amount of $145,199.35 (HST included) be accepted; 3. That Council authorize the Mayor and City Clerk to execute the Clean Water and Wastewater Fund (Ontario) Transfer Payment Agreement, on such terms satisfactory to the Director, Engineering Services and any other necessary documentation, including the necessary by-law to permit the City of Pickering to enter into the Clean Water and Wastewater Fund (Ontario) Transfer Payment Agreement; 4. That the total gross project cost of $175,709.00 (HST included), including the fee amount and other associated costs, and the total net project cost of $158,231.00 (net of HST rebate) be approved; 5. That Council authorize the Director, Finance.& Treasurer to finance the total net project cost of $158,231.00 as follows: a) The sum of $77,747.00 to be funded from the Clean Water and Wastewater Fund (CWWF), federal contribution; b) The sum of $38,873.00 to be funded from the Clean Water and Wastewater Fund, provincial contribution; c) The sum of $41,611.00 to be funded from property taxes; and That the appropriate officials of the City of Pickering be authorized to take the necessary actions as indicated in this report. 57 ENG 21-17 September 5, 2017 Subject: Consulting and Professional Services for the Detailed Design for the Maintenance and Retrofit of the Abbott Crescent Pond Page 2 Executive Summary: The existing Abbott Crescent Stormwater Management Pond (SWM Pond) was constructed in 1994 to service the Barrett Meadows Subdivision located in the City of Pickering. Currently, the permanent pool storage portion of the existing SWM Pond is full of accumulated sediment and requires cleanout. Additionally, the facility no longer meets the minimum water quality objectives according to the Ministry of the Environment and Climate Change guidelines, or the City of Pickering's Stormwater Management Design Guidelines. Recognizing the facility requires maintenance and the existing level of service provided by the facility is low in light of current standards, a detailed design for the maintenance and retrofit of the Abbott Crescent SWM Pond to improve its overall performance and functionality is required. In October 2016, the City applied for funding for this project from the Federal Clean Water and Wastewater Fund (CWWF), which was announced through the 2016 Federal Budget. In May 2017, the City was notified that this project was approved under the CWWF, with the federal and provincial governments contributing 50% and 25% of the eligible project costs, respectively. Given the strict project completion timelines that are stipulated in the CWWF Program Guidelines, staff requested a fee proposal from The Municipal Infrastructure Group Ltd. for this assignment due to their knowledge, experience and expertise in detailed design for maintenance and retrofit of stormwater management facilities. In accordance with Purchasing Policy 10.03 (c) where the professional service assignment is expected to be above $50,000.00 and the initiating Director intends to acquire the services without going through a competitive process, Council approval is required to engage a firm for a professional services assignment. Staff are recommending approval of the fee proposal submitted by The Municipal Infrastructure Group Ltd. for Consulting and Professional Services for the Detailed Design for the Maintenance and Retrofit for the Abbott Crescent SWM Pond in the amount $145,199.35 (HST included). It is also recommended that a net project cost of $158,231.00 (net of HST) be approved. Financial Implications: 1. Quoted Amount The Municipal Infrastructure Group Ltd. Fee Proposal HST (13%) Total Gross Quoted Amount $128,495.00 16,704.35 $145,199.35 CORP0227-07/01 revised 58 ENG 21-17 Subject: Consulting and Professional Services for the Detailed Design for the Maintenance and Retrofit of the Abbott Crescent Pond September 5, 2017 Page 3 2. Estimated Project Cost Summary The Municipal Infrastructure Group Ltd. Fee Proposal Associated Costs TRCA Fees Contingency Sub Total — Costs HST (13%) Total Gross Project Cost HST Rebate (11.24%) Total Net Project Costs $128,495.00 7,000.00 20,000.00 $155,495.00 20,214.00 $175,709.00 (17,478.00) $158,231.00 3. Approved Source of Funds 5410.1701.6253 — Expense Code Source of Funds Federal Grant — Clean Water and Wastewater Fund (CWWF) Provincial Grant — Clean Water and Wastewater Fund (CWWF) Debt — 15 Year Property Taxes Total Funds Budget $450,000.00 225,000.00 342,000.00 0.00 $1,017,000.00 Required $77,747.00 38, 873.00 0.00 41,611.00 $158,231.00 Net Project Cost under (over) Approved Funds $858,769.00 The approved funding ratio of 50% ($450,000.00), 25% ($225,000.00), and 25% ($225,000.00) for the federal and provincial governments, and City's share respectively, was based on the total eligible project cost of $900,000 that was submitted during the grant application. Also, per the CWWF Program Guidelines, the total eligible project cost excludes taxes, regardless of any rebate eligibility of the municipality. The 2017 Capital Budget accounted for the total project cost of $1,017,000.00, which included the HST cost. The funding ratio applied above, as reflected in Table 3 is based on the grant approved funding ratio of 50%, and 25%, for the federal and provincial contributions respectively, and excludes applicable net HST cost to a maximum of $900,000.00. C0RP0227-07/01 revised 59 ENG 21-17 September 5, 2017 Subject: Consulting and Professional Services for the Detailed Design for the Maintenance and Retrofit of the Abbott Crescent Pond Page 4 The portion of the total project cost not recoverable from the CWWF will be absorbed by the City. The City's share of the current design component will be revised to be funded from property taxes. The City's share of the total project cost for the construction component will remain as budgeted, as debt financing. Depending on the outcome of construction tender results, and if necessary, the source of financing for the City's share may be revised. The under -approved funds of $858,769.00 noted in the table above is not a true under - expenditure. These funds are to be retained for the construction component of the project, when it is ready to proceed. Discussion: The existing Abbott Crescent SWM Pond was constructed in 1994 to service the Barrett Meadows Subdivision located in the City of Pickering. The existing subdivision is bounded by Third Concession Road to the north, Brock Road to the west, Town of Ajax boundary to the east and Duffins Creek to the south, as shown in the Location Map (Attachment 1). The SWM Pond is located at the south east corner of the subdivision adjacent to Abbott Crescent, bordering the Town of Ajax. The facility, located in the Duffins Creek watershed, drains to a small tributary of Urfe Creek, which flows through private property within the Town of Ajax prior to the main confluence with Urfe Creek. The SWM Pond was designed in 1993 to provide water quality and erosion control for a 21.2 ha drainage area and 5 year water quantity control for an 18.4 ha drainage area according to the applicable criteria at the time. It should be noted that Urfe Creek has been identified by the Ministry of Natural Resources and Forestry as Redside Dace recovery habitat, which is protected under the provincial Endangered Species Act. Currently, the permanent pool storage portion of the existing SWM Pond is full of accumulated sediment and requires cleanout Additionally, the facility no longer meets the minimum water quality objectives according to the Ministry of the Environment and Climate Change guidelines, or the City of Pickering's Stormwater Management Design Guidelines. Furthermore the actual imperviousness of the contributing drainage area is higher than what was assumed at the time of design. Recognizing the facility requires maintenance and the existing level of service provided by the facility is low in view of current standards, a detailed design for the maintenance and retrofit, including the safe removal and disposal of accumulated sediment from the Abbott Crescent SWM Pond to improve its overail performance and functionality is required. The project is classified as a Schedule A/A+ project within the wastewater projects, according to the Municipal Class Environmental Assessment document, meaning an Environmental Assessment is not required, as this project is pre -approved. In October 2016, the City applied for funding for this project from the Federal Clean Water and Wastewater Fund (CWWF), which was announced through the 2016 Federal Budget. In May 2017, the City was notified that this project CORP0227-07!01 revised 60 ENG 21-17 September 5, 2017 Subject: Consulting and Professional Services for the Detailed Design for the Maintenance and Retrofit of the Abbott Crescent Pond Page 5 was approved under the CWWF, with the federal and provincial governments contributing 50% and 25%, of the eligible project costs, respectively. Prior to being provided any Federal funding, the City must enter into the Transfer Payment Agreement (TPA) that was forwarded by the Province. The TPA outlines all the terms and conditions of the funding, including requirements regarding procurement, liability insurance, project descriptions and timelines and reporting requirements (Attachment 2). The Draft By-law (Attachment 3), authorizes the Mayor and City Clerk to execute the Clean Water and Wastewater Fund (Ontario) TPA. The CWWF Program Guidelines stipulated strict project completion timelines; 75% of the project costs must be incurred by March 31, 2018 and 100% of the costs incurred by March 31, 2019. Due to this aggressive timing, staff requested a fee proposal from The Municipal Infrastructure Group Ltd. for this assignment due to their knowledge, experience and expertise in undertaking detailed designs for the maintenance and retrofit of stormwater management facilities (see Attachment 4). The City's ability to deliver this project in these timelines was also significantly impacted by the fact that notification of the successful award of funding was not undertaken until May 2017, while the Program Guidelines stated it would be January 2017. As such, the City has requested a full extension of 100% of the eligible project costs to be incurred by March 31, 2019, from the federal and provincial governments. In accordance with Purchasing Policy 10.03 (c) where the professional service assignment is expected to be above $50,000.00 and the initiating Director intends to acquire the services without going through a competitive process a Report to Council shall be submitted to obtain approval to engage a firm for a professional services assignment. The Municipal Infrastructure Group Ltd. and its team of sub -consultants were previously hired by the City to undertake the Krosno Creek Flood Reduction Study Class EA and the Design of Culverts and Erosion Control for Krosno Creek. Staff had an excellent experience with The Municipal Infrastructure Group Ltd. on these projects. The Class EA Study was completed within the expected timelines and under budget, and the detailed design of culverts is in its final stage. The hiring of The Municipal Infrastructure Group Ltd. and its team of sub -consultants represents good value. They have the necessary experience with this type of project to ensure that the detailed design for the maintenance and retrofit of the existing Abbott Crescent SWM Pond is done in accordance with the current design criteria. Staff are recommending approval of the fee proposal submitted by The Municipal Infrastructure Group Ltd. for Consulting and Professional Services for the Detailed Design for the Maintenance and Retrofit of the Abbott Crescent Stormwater Management Pond in the amount $145,199.35 (HST included). It is also recommended that a net project cost of $158,231.00 be approved. CORP0227-07101 revised 61 ENG 21-17 September 5, 2017 Subject: Consulting and Professional Services for the Detailed Design for the Maintenance and Retrofit of the Abbott Crescent Pond Page 6 Attachments: 1. Location Map — Abbott Crescent Pond 2. Clean Water and Wastewater Fund (Ontario) Transfer Payment Agreement (Confidential — under separate cover) 3. By-law to permit the City of Pickering to enter into the Clean Water and Wastewater Fund (Ontario) Transfer Payment Agreement 4. The Municipal Infrastructure Group Ltd. — Fee Proposal Prepared By: 160(CC( Irina Marouchko, P.Eng. Senior Water Resources Engineer c/v(f1-6-- Marilee Gadzovski, M.Sc. (Eng.), P.Eng. Division Head Water Resources & Development Services MG:mjh Approved/Endorsed By: Richard Holborn, P.Eng. Director, Engineering Services Stan Karwowski, MBA, CPA, CMA Director, Finance & Treasurer Recommended for the consideration of Pickering City Council Tony Prevedel, P.Eng. Chief Administrative Officer Zoe CORP0227-07/01 revised 62 ATTACHMENT# I TO REPORT#. ' of I 63 v� lull CONCESSION ' ---- ' ROAD 3 RO .LAND ROAD Ai1111"1.6---- �/1 111VIPPPI MAPLECH HILL GpC,P F -p HADRIA :—� � r COURT COURT s 7, ( 5F FS c-) G� 1. --I wr mss SEPAMIE SCHOOL O h. 0 4-I X co III G `ZSOP(07T V. A EXISTING 5 STORMWATER ceNrFNrouL_�f MANAGEMENT katV) PARK � POND LYNMA'� COUR � �, V� ' 1 � CI ,... \.„1,_________1).0,..\A TAWNB 0c U O - 1 mo �[ ¢ Y ST. < 0 0 L CO 1101 , A. �- Engineering Services Department Location Map Consulting And Professional Services for the Detailed Design for the Maintenance and Retrofit of the Abbott CrescentPICKERING Citril SCALE N.T.S DATE August 3 / 2017 Stormwater Management Pond 63 ATTACHMENT#1 TOREPORT# 6 9-1 - r} of The Corporation of the City of Pickering By-law No. Iic -a n- 117 Being a by-law to permit the City of Pickering to enter into the Clean Water and Wastewater Fund (Ontario) Transfer Payment Agreement. Whereas Council authorizes the Mayor and City Clerk to execute the Clean Water and Wastewater Fund (Ontario) Transfer Payment Agreement, on such terms satisfactory to the Director, Engineering Services and any other necessary documentation, including the necessary by-law to permit the City of Pickering to enter into the Clean Water and Wastewater Fund (Ontario) Transfer Payment Agreement. Now therefore the Council of The Corporation of the City of Pickering hereby enacts as follows: 1. The City of Pickering is permitted to enter into the Clean Water and Wastewater Fund (Ontario) Transfer Payment Agreement. By-law passed this 11 day of September, 2017. 64 David Ryan, Mayor Debbie Shields, City Clerk ATTACHMENT# q TO REPORT # L:17467 °"/ 1 ?- of 02- I Proposal for Civil Engineering Services Abbott Crescent Pond Maintenance and Retrofit AUGUST 2017 PROPOSAL PREPARED BY THE MUNICIPAL INFRASTRUCTURE GROUP 4TMIG LTD. 8800 DUFFERIN STREET, SUITE 200 VAUGHAN, ON LAK 005 (905) 738-5700 65 .4 ATTA HME NT# TO REPORT#ENC a I fa l• CITY OF PICKERING ABBOTT CRESCENT POND MAINTENANCE AND RETROFIT AUGUST 2017 August 2, 2017 ATTN: Irina Marouchko City of Pickering One the Esplanade Pickering, ON L1V 6K7 Dear Ms. Marouchko: Re: Proposal for Civil Engineering Services Abbott Crescent Pond Maintenance and Retrofit PROPOSAL NUMBER P17-163 The Municipal Infrastructure Group Ltd. (TMIG) is pleased to submit our proposal in response to the above - captioned assignment. TMIG is a privately owned, client -focused engineering consulting company, engaged by the public and private sectors to support the growth and well-being of the communities within which we live and work. Established in February 2003, TMIG has assembled a dedicated group of more than 90 professionals and staff working out of both Vaughan (head office) and Whitby (satellite office) with experience in project management, public consultation, class environmental assessments, system modelling, engineering design, construction inspection, contract administration, and start-up and commissioning for projects in and around the GTA. For this assignment, our in-house expertise in stormwater management design will be supplemented by our association with several leading industry specialists, including GeoPro Consulting Limited for geotechnical engineering, Strybos Barren King Ltd. for landscape architecture, Retz & Associates Ltd. for topographical surveying, and Palmer Environmental Consulting Group Inc. for natural environment assessments. Our collective credentials and respective roles and responsibilities are detailed extensively within this proposal. Should we be awarded this project, we would be able to commence work immediately and can assure the City that the work will be completed to your complete satisfaction and within the established timeframe. Thank you for any consideration provided to us. Sincerely, TMIG 1 THE MUNICIPAL INFRASTRUCTURE GROUP LTD. Steve Hollingworth, M.A.Sc., P.Eng. Director of Stormwater Management shollingworth@tmig.ca 66 COVER LETTER LJ / ATTACHMENT LI ^� -� �rJ�� CITY OF PICKERING ABBOTT CRESCENT POND MAINFENANCE AND RETROHT AUGUST 2017 n�����������7��� ����o�x �~u� u^� 1 INTRODUCTION 1 2 CORPORATE PROFILES AND QUAUFICATONS 1 2.1 Project Manager 2 3 WORK PLAN 4 3.1 Background Review and FieId Investgations 4 3,1.1 Background Review 4 11,2 Detailed Toporaphic Surve 4 3.1,3 Ecological Land Classification Mapping and Vegetation Inventory 4 3,1,4 Aquatic Habitat Assessment 5 3.1.5 Mature Tree Inventory 5 3.1.6 Geotechnical Invesgation and Sediment Sampling 5 3.17 Utility Circulation 5 3.1.8 Condition Assessment 5 3.2 Existing Conditions Analysis 6 3.3 Alternative Concepts and Preliminary Design 6 3.3.1 Rehabilitation Alternatives Error! Bookmark not defined. 3.3.2 Redside Dace Enhancement Strategy 6 3.3.3 Preliminary Design 7 3.4 Detailed Design 7 3.4,1 WiIdIife Collection Perrnit and Fish Rescue (Provisional) 8 4 PROJECT MANAGEMENT 9 APPENDICES APPENDIX A PROJECT SCHEDULE AND TIME -TASK MATRIX APPENDIX B INSURANCE CERTIFICATE AND HEALTH & SAFETY REGULATIONS TMIG 1 THE MUNICIPAL INFRASTRUCTURE GROUP LTD. TOC PAGE 1 67 TO REPORT of _ad CITY OF PICKERING ABBOTT CRESCENT POND MAINTENANCE AND RETROFIT AUGUST 2017 1 INTRODUCTION Thank you for the opportunity to assist the City of Pickering with the rehabilitation of the Abbott Crescent Stormwater Management (SWM) Facility, located southeast of the intersection of Brock Road and Harmony Road, abutting the Pickering / Ajax border. The Abbott Crescent SWM pond was constructed in the early 1990s, at a time when stormwater management was evolving to include water quality treatment and extended detention storage to mitigate downstream erosion, in addition to traditional control of peak flow rates. For context, the MOE Stormwater Management Planning and Design Manual was released in 1994. The existing facility is more than 20 years old, and in need of maintenance. At a minimum, the accumulated sediment should be removed and the outlet control structure should be repaired or replaced, if warranted. The need to undertake maintenance works provides an opportunity to enhance the facility. Enhancements could take the form of regrading to create additional storage to improve water quality treatment, reduce downstream erosion, and/or better control peak flow rates. Enhancements could also include pedestrian trails and seating areas. The existing facility is largely hidden from view but could be improved to serve as a public amenity to local residents, and even possibly connect to the Duffins Creek trail system to the west in Ajax. TMIG has recently completed a number of stormwater management rehabilitation projects. The majority of these projects have been for the Town of Richmond Hill, including the Harding Park SWM Pond, the Baif West SWM Pond, and the Elgin Mills Greenway rehabilitation project. For each of these projects, we completed feasibility studies or Municipal Class Environmental Assessments (EAs) to determine how best to rehabilitate the facility, and then prepared detailed designs and tender documents and secured all permits and approvals for their construction. The Harding Park and Baif West SWM pond retrofits have been constructed, and the Elgin Mills Greenway rehabilitation was recently issued for tender. Further details on these projects are provided below in Section 2. In addition, TMIG staff have managed the cleanout of numerous SWM facilities within new residential and industrial subdivisions prior to assumption of the facilities by the municipality. TMIG is also familiar with the City's design standards and tendering processes, as we are nearing completion of the Krosno, Creek culvert improvements and creek restoration detailed design project, and have recently commenced the Sandy Beach Road Environmental Assessment and Detailed Design project. We look forward to applying the knowledge gained through these and other relevant projects to the rehabilitation of the Abbott Crescent facility. We understand that the project has been funded through the Clean Water and Wastewater Fund, and all permits and approvals should be in hand by March 2018. The receiving tributary of Urfe Creek is designated Redside Dace habitat, and therefore construction must be completed within the coolwater construction timing window of July 1 — September 15. Our work plan has been tailored with this schedule for approvals and construction in mind. CORPORATE PROFILES AND QUALIFICATIONS The Municipal Infrastructure Group Ltd. (TMIG) is a privately owned Canadian civil engineering consulting practice based in Vaughan, Ontario. Established in 2003, TMIG has assembled a versatile and dedicated group of more than 80 professionals and staff with significant experience in project management, advisory services, preliminary and detailed design, site inspection, and contract administration. TMIG will be the prime consultant responsible for all project management aspects of this assignment. Our principal team members have completed more than 200 stormwater management assignments throughout and beyond the GTA within the last 20 years. This foundation in water resources has allowed us to positively TMIG 1 THE MUNICIPAL INFRASTRUCTURE GROUP LTD. PAGE 1 68 ATTACHMENT# O REPORT# ..& Ci a 1 —n— S- of a !_ CITY OF PICKERING ABBOTT CRESCENT POND MAINTENANCE AND RETROFIT AUGUST 2017 contribute to the advancement of stormwater management, which includes determining and evaluating optimal stormwater management solutions using both traditional and emerging technologies. TMIG has aligned with several industry specialists with whom we have longstanding relationships and shared track records of successful project delivery, including the recently completed Krosno Creek EA for the City of Pickering. 4Geotechnical Engineering: GeoPro Consulting Limited (GeoPro) is a full-service geotechnical consulting firm located in Richmond Hill. GeoPro is well equipped to provide client -focused, cost-effective, solution -based services. The firm specializes in an array of services related to geotechnical, pavement engineering, environmental and hydrogeology and associated project management. Each division at GeoPro works in tandem with the others to provide one stop solutions to our clients. The firm's current services include geotechnical engineering, hydrogeology construction materials inspection and testing, and environmental site assessments. Landscape Architecture: Strybos Barron King Ltd. (SBK) is an award- winning Landscape Architectural firm which has successfully completed L A: =E ���= tT FE over 4,500 development projects in Ontario. With over 30 years in business, SBK is experienced in navigating the approvals process on behalf of their clients and they take pride in producing landscapes that are both innovative in design and practical in implementation. The firm's diverse and experienced team is organized to facilitate a wide range of development plans which include mixed-use high-rise developments, residential subdivisions (parks, channels, naturalization, buffers and features), commercial and medium - density developments, executive homes, and municipal projects. Topographical Surveys: Retz & Associates Inc. is a construction and engineering surveying firm based in Pickering that has been providing topographic survey and construction layout services to their customers in the southern Ontario District since 1998. Retz & Associates recently partnered with TMIG to complete the Krosno Creek Culvert Replacements and Channel Rehabilitation project in the City of Pickering, and is conducting surveys for the upcoming Sandy Beach Road Reconstruction project. PALMER Natural Environment Assessment: Palmer Environmental Consulting Group pY ENVIROLT NG TSL Inc. (PECG)Is an em to ee-owned firm with offices in Toronto and Vancouver. CONSULTING GROUP INC.PECG was founded in 2010 to provide project direction and technical scientific services to support the environmental assessment and permitting process associated with municipal infrastructure, land development, mining, and hydropower projects. PECG is a young, vibrant company that has assembled a versatile and intentionally small core team of 14 dedicated staff with technical expertise in fisheries, water quality, geomorphology, hydrogeology, environmental review, and permitting. To support their core team, PECG uses relationships built over 20 years in the industry to bring together leading experts to inject the right expertise at the right time for each project. The firm's senior -level staff and partners are involved in each project from start to finish ensuring the delivery of innovative, high quality products. Their goal is to streamline the environmental review and permitting process by identifying the critical path and actions clients must take to successfully permit their projects. 2.1 Project Manager Steve Hollingworth, M.A.Sc., P.Eng., is a project manager and TMIG's Director of Stormwater Management. Since 1998, he has been supplying services to public and private sector clients throughout Ontario. Steve has managed projects ranging from master plans to the detailed design and permitting for storm drainage infrastructure. He has been trained in the techniques of the Project Management Institute, and is on track to obtaining his PMP designation. Steve has a talent for generating practical, implementable, and technically TMIG 1 THE MUNICIPAL INFRASTRUCTURE GROUP LTD. PAGE 2 69 TAC 11 ENT# =:f TO RE P O RT T"�.�.�r. NCS a I -1 *Th..• 9' • CITY OF PICKERING ABBOTT CRESCENT POND MAINTENANCE AND RETROFIT AUGUST 2017 sound solutions within- a firm project management framework to ensure that projects are completed On time and on budget, and that the overriding objectives of a project are consistently kept in focus. Steve has recently managed a number of stormwater management retrofit projects for the Town of Richmond Hill, which involved developing and evaluating alternative solutions to enhance their performance relative to water quality, flooding, and erosion. All of these assignments included a landscape design component to also enhance the aesthetic quality and public enjoyment of the completed facilities. Steve has also been responsible for the preliminary and detailed design of numerous stormwater management ponds and Low Impact Development (LID) infrastructure for a number of private development projects throughout the GTA. Through this experience, Steve has established an effective management approach to balancing sometimes competing interests in the development of stormwater management strategies that must address technical requirements, economic considerations, and specific landowner and stakeholder expectations. Steve's related project experience includes: Krosno Creek Flood Reduction Study (City of Pickering): The primary focus of the study was an EA to evaluate alternative solutions to protect existing development from flooding. The second component was a stormwater management strategy to establish appropriate SWM criteria for new development and redevelopment in Downtown Pickering. TMIG developed a new, calibrated hydrologic, model of the watershed, concept designs, and cost estimates for all reasonable alternatives, and preliminary design of the preferred solution. Steve is also managing the detailed design of the recommended culvert improvements, which is nearing completion. Baif West SWM Facility (Town of Richmond Hill): Managed this feasibility study to assess the condition of a 15 -year-old SWM facility as well as alternatives to rehabilitate the pond and enhance its performance. The SWM facility was located within a provincially significant wetland and founded on peat soils, which significantly constrained enhancement opportunities. The study team included ecologists and landscape architects, as the project also examined trails and other potential enhancements to the public realm within and adjacent to the SWM facility. Steve also managed the detailed design of the facility. Construction commenced in Fall 2016 and is scheduled for completion this fall. Harding Park East SWM Facility Rehabilitation (Town of Richmond Hill): Managed this feasibility study to assess the condition of a 17 -year-old SWM facility, as well as alternatives to rehabilitate the pond and enhance its performance. The study recommended removing the accumulated sediment, undertaking a number of minor repairs to the facility, and constructing a rainwater harvesting system to use the water in the pond to irrigate the adjacent baseball diamond and soccer field. A follow-up study involved collection and analysis of dry and wet weather water quality samples from the facility to determine if the water in the facility wassuitable for irrigation of the adjacent sports fields. Steve also managed detailed design for the rehabilitation of the pond. Construction was completed in Fall 2015. Elgin Mills Greenway Rehabilitation (Town of Richmond Hill): Managed this Schedule 'B' Class Environmental Assessment to investigate alternatives to remediate chronic channel erosion and rehabilitate an existing online stormwater management pond. The preferred solution was to relocate the online SWM pond upstream in the valley to the outlets of two uncontrolled storm sewer systems, effectively displacing the actively eroding channel. The preferred solution also included improvements and expansion to the trail system, boardwalks, and viewing areas. The Elgin Mills Greenway is located adjacent to a The Harding Park SWM Facility Rehabilitation included a viewing deck and other amenities in addition to the clean-out and repair of the facility. TMIG I THE MUNICIPAL INFRASTRUCTURE GROUP LTD. 70 PAGE 3 MIGT ..,� REP OP .. } E /' 9' - lr) (� CITY OF PICKERING ABBOTT CRESCENT POND MAINTENANCE AND RETROFIT AUGUST 2017 community centre and high school, and incorporates a well used trail system. Extensive consultation with the public and school board was required to secure broad support for the preferred solution. The project is about to be tendered. Emergency works were completed in late 2015 to protect an at -risk storm sewer outlet headwall from collapsing. Steve also managed the detailed design for the rehabilitation project, which was recently issued for tender. 3 WORK PLAN TMIG, together with our subconsultant team members, have developed a scope of work and budget estimate to complete the preliminary and detailed design of needed repairs and potential enhancements to the Abbott Crescent SWM facility. The work plan satisfies the requirements of the 'Request for Proposal Particulars', and incorporates the lessons learned on several similar SWM pond rehabilitation projects completed for the Town of Richmond Hill. Our proposed work plan is described in the following sections. 3.1 Background Review and Field Investigations 3.9.1 Background Review The initial background review will focus on the assumptions and design targets from the 1993 G.M. Sernas SWM report and associated design drawings for the facility. We will also contact TRCA and search the Natural Heritage Information Centre (NHIC) database as well as the Pickering Official Plan and any other relevant documentation. Review of information relative to the presence of species regulated under the Endangered Species Act will also be conducted. Also, any ANSIs and ESAs in or in the vicinity of the study area will also be identified through the background review. 3.1.2 Detailed Topographic Survey We will undertake a detailed topographic survey of the facility immediately upon award of the project. The topographic survey is critical to understand the current and potential storage volumes available at the facility. The topographic survey will capture the existing grades within and surrounding the SWM facility, inlet and outlet structure details, visible utilities within the Abbott Crescent right of way, record the location and size of all mature trees, and measure water depths and sediment depths in the permanent pool. Our work plan is based on completing the survey in late August or early September, when dense vegetation will slow the progress of the survey. The information from the detailed survey will be integrated with the City's mapping databases (topography, parcel fabric, storm and sanitary sewers, watermains, etc.) to create a complete a comprehensive base plan that will be used for both the preliminary and detailed design of the facility. 3.1.3 Ecological Land Classification Mapping and Vegetation Inventory Terrestrial field investigations will involve an inventory and mapping of the existing vegetation communities (classified according to the Ecological Land Classification system to Vegetation Type), an inventory of plant species by ELC polygon, and observations of incidental wildlife. As part of this investigation, the riparian canopy around the existing pond will be evaluated to provide input into the aquatic habitat compensation that may be required. Existing terrestrial habitat, function, connectivity, significance, and sensitivity will be determined for all areas that could potentially be affected by construction activities. Any tree removals for the project will require consideration for terrestrial Species at Risk (SAR), such as bats and birds. As the study will be conducted outside of the spring timing window for bat and bird surveys, field investigations will focus on habitat, augmented by information from the MNRF and TRCA. Staff from PECG TMIG I THE MUNICIPAL INFRASTRUCTURE GROUP LTD. PAGE 4 71 G CITY OF PICKERING ABBOTT CRESCENT POND MAINTENANCE AND RETROFIT AUGUST 2017 will complete a bat roosting cavity survey of trees in the study area to look for potential roosting areas to be retained or compensated for during detailed design. The field investigation will also assess the vegetation communities surround the pond and within the downstream channel for native vs. non-native plant status and degree of invasiveness for non-native vegetation. 3.1.4 Aquatic Habitat Assessment Aquatic habitat conditions in the channel immediately downstream of the Abbott Crescent SWM pond outfall and the receiving tributary of Urfe Creek will be assessed using standard protocols (Provincial Stream Assessment Protocol for Southern Ontario) to determine their function (i.e. permanent direct fish habitat, seasonal fish habitat, spawning / nursery habitat, or indirect fish habitat). The assessment will also include morphology, substrate, instream cover, riparian vegetation, and other relevant stream characteristics. The assessment will form the basis for identifying impacts to fish habitat and determining appropriate enhancement, mitigation, and compensation opportunities particularly related to Redside Dace recovery habitat. We anticipate that the background information on the fish community for Urfe Creek and its tributary will be sufficient to determine the most optimum channel design features. Therefore, we have not included budget for a fish community sampling program. 3.1.5 Mature Tree Inventory An ISA -Certified Arborist will conduct a site visit and complete a detailed inventory and analysis of the existing trees within and adjacent to the SWM facility, which will form the basis for preparation for a Tree Preservation Plan. The existing trails and other amenities in the area will be reviewed at the same time. 3.1, 6 Geotechnical Investigation and Sediment Sampling A geotechnical investigation will be carried out as early as possible in the project. The proposed program includes two boreholes advanced to at least 3m below the base of the existing facility, each fitted with a monitoring well to confirm groundwater elevations below the facility. Soil samples taken from below the base of the pond will be collected for laboratory testing, including soil moisture, gradation, and strength. In addition, representative sediment samples will be collected for chemical analysis against Ontario Regulation 153/04 to assess options for disposal of the accumulated sediment. 3.1, 7 Utility Circulation We do not anticipate that there will be utilities within the SWM pond block that will conflict with any rehabilitation of the facility, but there may be a number of utilities within the Abbott Crescent right-of-way that will need to be considered during the design and construction of the repairs to the facility. All potential utility owners will be contacted to provide information on their respective infrastructure in the study area. Through our work on a wide range of infrastructure projects, we have a list of responsive contacts at all of the utility companies and typically receive complete information on the horizontal location of utilities relatively promptly. 3.1,6 Condition Asse.ssment A detailed site inspection will be completed by TMIG water resources staff to document the current condition of the SWM facility. Elements to be inspected include the storm sewer inlet(s) and headwalls, overland flow route into the facility, maintenance access roads, pond side slopes and berms (for potential erosion, slumping or excessive settlement), flow control structure(s), storm sewer outlet and headwall, and the channel downstream of the outlet. Any issues posing a risk to public safety or potentially leading to flooding upstream or downstream of the facility will be immediately brought to the attention of the City's project manager. TMIG I THE MUNICIPAL INFRASTRUCTURE GROUP LTD. PAGE 5 72 ATTACHMENT#2 OREPORT flhe? a -I — — CITY OF PICKERING ABBOTT CRESCENT POND MAINTENANCE AND RETROFIT AUGUST 2017 3.2 Existing Conditions Analysis The physical characteristics of the Abbott Crescent SWM facility determined through the Field Investigations will be augmented with hydrologic modelling to fully understand the current condition and performance of the pond. Initially, we will prepare a hydrologic model of the catchment area draining to the facility. This may take the form of revisions to TRCA's Duffins Creek watershed hydrology model, or a new hydrologic model specific to the facility with model input parameters calculate consistent with the watershed model. The hydrologic model will be used to determine the following: ■ The storage volumes needed to achieve current water quality, streambank erosion, and peak flow controls targets applicable to new development in the Duffins Creek watershed ■ The storage volumes needed to achieve the water quality, streambank erosion, and peak flow control targets that were in place at the time the pond was designed ■ The performance of the pond for water quality treatment, streambank erosion, and peak flow control if restored to its original as -constructed condition ■ The performance of the pond for water quality treatment, streambank erosion, and peak flow control in its current.condition, considering the accumulated sediment and any other deficiencies We will also assess the pond against other current or emerging SWM criteria such as thermal mitigation, forebay length and width, overall length:width ratio, and other relevant parameters. The results from the above analyses will be integrated with the findings from the field investigations and documented in a brief Existing Conditions Summary Memo. The memo will provide an overview of the physical condition of the SWM facility and compare its current performance for water quality and quantity control against both the original and current applicable design criteria. 3.3 Preliminary Design 3.3.1 Opportunities and Constraints The findings from the existing conditions analyses will be synthesized to determine the most appropriate means of rehabilitating the existing facility. We anticipate that the recommended design solution may involve re -grading the facility within the current Pond Block limit to increase permanent pool, extended detention and total active storage volumes, replacement of the existing flow control structure with a bottom -draw outlet, addition of a cooling / infiltration trench at the outlet, and an improved maintenance access roadway. Given the setting of the facility within a relatively isolated residential enclave, we do not expect that any public amenities such as trails, seating areas or viewing decks will be warranted. We anticipate that it will not be possible to comply with all relevant stormwater criteria applied to new development at the Abbott Crescent facility. During this stage, we will briefly investigate what would be needed to achieve or approach current water quality, streambank erosion, peak flow and thermal mitigation criteria in order to demonstrate to the TRCA, MNRF and other agencies that such improvements are not feasible or reasonable (i.e. property restrictions, depth restrictions based on side slopes and/or groundwater conditions). 3.3.2 Redside Dace Enhancement Strategy We understand that City of Pickering staff have had preliminary discussions with MNRF regarding permitting under the Endangered Species Act for works in Redside Dace recovery habitat. Based on this communication and the project team's experience, it is expected that the stormwater pond retrofit would require a Letter of Advice (LOA) from the MNRF. To facilitate issuance of an LOA, we will submit an Information Gathering Form (IGF), and incorporate enhancements to downstream Redside Dace recovery habit to the extent reasonable. TMIG I THE MUNICIPAL INFRASTRUCTURE GROUP LTD. PAGE 6 73 -TM ATTACHMENT## TO REPOP.T#. &') c21 -[2 Jof.. CITY OF PICKERING ABBOTT CRESCENT POND MAINTENANCE AND RETROFIT AUGUST 2017 PECG ecologists and fluvial geomorphologists have recently developed a habitat compensation strategy for Redside Dace for the City of Brampton, and are currently working with TRCA and MNRF to advance this strategy. It focuses on key Redside Dace habitat features such as thermal regime, turbidity, wetted pool depth, pool -riffle sequences, bed materials, and riparian vegetation cover. The relevant elements of this strategy will be applied to the project to identify enhancement opportunities as part of the pond retrofit. These could include: • The installation of a bottom draw outlet pipe to provide colder water downstream. • Improved sediment removal from the rehabilitated pond. • Additional riparian plantings and added stream channel cover where feasible (within public property in the City of Pickering) The most appropriate and cost-effective enhancements to Redside Dace habitat will be determined and incorporated into the preliminary design of the facility rehabilitation. 3.3.3 Preliminary Design Following a review and confirmation of the recommended rehabilitation works and Redside Dace habitat enhancements, we will prepare preliminary design drawings for the facility (plan and sections), summarize potential impacts and mitigation measures, and list all permits and approvals required for the recommended rehabilitation of the Abbott Crescent SWM pond. The opportunities and constraints, recommended Redside Dace enhancements and preliminary design will be documented in the Preliminary Design Report, which may be circulated to MNRF and TRCA for review and comment, or at least provided guide the discussion during pre -consultation meetings for detailed design and permit applications. 3.4 Detailed Design Any feedback from the City, TRCA, and/or MNRF on the Preliminary Design Report will be incorporated into the detailed design of the facility rehabilitation. Our detailed design drawing set will include plan and sections, details for the control structure and any other structures, details of any LIDs or cooling trenches, erosion and sediment control / construction staging plans, landscape planting plans and details, and a tree preservation plan. We anticipate the following challenges with the detailed design: • There is very limited space within the pond block for a construction staging area. We expect that sediment will be trucked off site without drying, or dried rapidly with the aid of polymers, and this will be reflected in our erosion and sediment control plans • There is a lot of mature vegetation within the pond block. All reasonable efforts will be made to preserve high quality existing vegetation, .but extensive removals are anticipated. This must be communicated to area residents in advance of construction, and concerns may be alleviated if trails or other amenities are incorporated into the facility rehabilitation • Area residents may complain about noise, dust, and odour during construction. Due to Redside Dace timing restrictions, it may not be possible to mitigate this through winter construction. In addition to communication with residents prior to construction, we will recommend a construction staging approach that will allow sediment removal to be carried out over as short a duration as possible. • On several recent similar SWM facility rehabilitation projects in established urban areas, TRCA has required an Invasive Species Management Plan. We anticipate that dog -strangling vine, Phragmites, and buckthorn may be present at the Abbott Crescent pond, and our work plan includes preparation of an invasive Species Management Plan with recommendations for mitigation measures to be undertaken before, during, and following construction. The plan will include provisions for soils TMIG j THE MUNICIPAL INFRASTRUCTURE GROUP LTD. PAGE 7 74 ,,AEN T {T,'' M IG TO EN6J 021 - 11' CITY OF PICKERING ABBOTT CRESCENT POND MAINTENANCE AND RETROFIT AUGUST 2017 management, record keeping, and disposal to prevent the unintentional spread of invasive species during construction and restoration. To shorten the project schedule, we are recommending that our first engineering submission be as complete as possible, and will be circulated to TRCA, MNRF, MOECC, and DFO following a brief review by City staff. Draft tender specifications, quantities, and a construction cost estimate will be prepared while the TRCA completes its review. Any comments from the City and review agencies will be addressed in our second submission. During the agency review of the second submission, we will finalize the tender documents and prepare an Operations and Maintenance Manual for the rehabilitated facility. We anticipate that if there are any comments on the second submission, they can be addressed relatively quickly and easily or through redline revisions by the approval agency. 3.4.9 Wildlife Collection Permit and Fish Rescue (Provisional) While SWM ponds are not considered wildlife habitat, fish, amphibians, and turtles are commonly found in older SWM facilities, especially where they are located adjacent to a larger natural heritage system. A Wildlife Collection Permit may be required from MNRF to safely remove and relocate any fish and other wildlife that may be present in the Abbott Crescent SWM facility. While this will occur during the construction stage, a significant lead time is needed to obtain a permit from MNRF, and this is typically not left to the successful contractor to arrange. In the event that a fish rescue is required as part of the construction phase of the project, we will secure the necessary Wildlife Collection Permit from MNRF to conduct the rescue. PECG staff are trained in electrofishing operation and fish / amphibian handling and will complete the rescue in accordance with the permit requirements. TMIG 1 THE MUNICIPAL INFRASTRUCTURE GROUP LTD. PAGE 8 75 Y dT T F, c2 i CITY OF PICKERING ABBOTT CRESCENT POND MAINTENANCE AND RETROFIT AUGUST 2017 PROJECT MANAGEMENT We are aware of the critical timelines for this project required by the Clean Water and Wastewater Fund. We are able to commence work on the project immediately following acceptance of our work plan and budget, including critical elements such as the topographic survey and geotechnical investigation. We can complete the project on or before March 30, 2018, including all design drawings, reports, and tender documents. Note that timing for approvals from MOECC and MNRF is difficult to predict, and we cannot guarantee that all permits will be in hand by the end of March 2018. However, any major agency concerns will have been identified and addressed prior to March 2018, and the City can confidently issue the tender for construction of the works at that time. Our Time -Task Matrix and detailed Gantt chart are included in Appendix A. Key milestones are summarized below. Milestone DelivS er- r ate: Project Initiation August 14, 2017 Field Investigations Complete September 1, 2017 Hydrologic Modelling and Existing Conditions Summary Memo September 29, 2017 Preliminary Design Report November 3, 2017 Detailed Design — First Submission to City December 22, 2017 Detailed Design — Agency Submission January 5, 2018 Draft Tender Documents January 26, 2018 Detailed Design — Resubmission to City and Agencies March 16, 2018 Final Submission - Drawings and Tender Documents March 30, 2018 To ensure the successful delivery of the project, our work plan also includes bi-weekly conference calls with the City's project manager. On previous similar projects, we have found these calls (typically 15 minutes or less) invaluable. They ensure that the information needed by the project team is supplied quickly, that decisions are made quickly, and that all assumptions are validated. They also provide an opportunity to resolve small issues before they escalate into something more significant. Perhaps more important, they force the project managers (both at TMIG and the City) to communicate with their respective project teams in advance of the calls, which is critical for keeping the project on schedule. Our scope and budget also include four formal meetings with the City of Pickering, two of which will include the TRCA and/or MNRF. Any additional meetings will be billed at $1,500 per meeting. We can complete the above described scope of work for a total fee of $128,495, including disbursements but exclusive of HST. If required, we can obtain a Wildlife Collector's permit and complete a fish rescue for an additional fee of $2,600. TMIG 1 THE MUNICIPAL INFRASTRUCTURE GROUP LTD. PAGE 9 76 ATTACH MENT TO REPORT. — f__ I Appendix A Insurance Certificate & Health and Safety Policy 77 ATTACHMENT# TO REPORT# of Certificate of insurance =NCS Pt - Proof t Proof of liability insurance will be accepted on this form. If a facsimile has been transmitted, the original certificate must follow. This form must be completed and signed by your insurance broker. This is to certify that the policy(ies) of insurance described below have been issued to the insured for the policy period indicated. Name of Insured: The. Municipal: Infrastructure Group Ltd. Street Address of Insured: 8800 f)ufferin Street, Sniff. 200 Telephone Number of Insured: 905-738-5700 City Postai Code Vaughan, ON L4K 005 Location and Operations of Insured for which Certificate is issued: 2017 Detailed Design for Maintenance and Retrofit of a StoiniwaterManagement.Facility All Operations Performed For The City of Pickering Automobile Liability Insurance insuring Company Policy Number(s) Amount of Coverage Effective Date Expiry Date N/A EV014251 $2,000,000 D/M/Y D/M/Y Automobile liability insurance covering third party damage and bodily injury liability (including accident benefits) as may be required by applicable laws arising out of any vehicle owned in whole or in part and licensed in the name of the insured, including all vehicles leased on a long term basis, in connection with this contract. Commercial General Liability Insuring Company Policy Number(s) Amount of Coverage Effective Date Expiry date Lloyd's Underwriters EV014251 $2,000,000 D/M/Y 13/05/2017 D/M/Y 13/05/2018 Professional Liabilit Insuring Company Policy Numbers) Amount of Coverage Effective Date Expiry date Lloyd's Underwriters EV014249 $2,000,000 D/M/Y 13/05/2017 D/M/Y 13/05/2018 Commercial General Liability is extended to include Personal Injury Liability, Contractual Liability; Non - Owned Automobile Liability, _ - • _ -• . -, Products -Completed Operations, Contingent Employer's Liability, Cross Liability Clause and Severability of interest Clause. With respect to the Commercial General Liability, The City of Pickering has been added as an Additional Insured without subrogation but only with respect to its interest in the operations of the named insured. 78 01-1 — IR - Certificate of Insurance Page 2 The Commercial General Liability Policy(les) identified above shall protect each insured in the same manner and to the same extend as though a separate policy has been issued to each, but nothing shall operate to increase the Limits of Liability as identified above beyond the amount or amounts for which the Company would be liable if there had been only one Insured. The policy(es) identified above shall apply as primary insurance and not excess to any other insurance available to The Corporation of the City of Pickcring. If cancelled or changcd co as to ruduco the coverage as outlined on this certificate, during the period of coverage as stated herein, thirty (30) days, prior written notice by rcgistcred mail will be given by the Insurer(s) to: The Corporation of the City of Pickering Corporate Services Department One The Esplanade Pickering, Ontario L1 V 6K7 Phone: 905.420.4634 Fax 905.420:5313 1 certify that the insurance is in effect as stated in -this certificate and that I have authorization to issue this certificate for and on behalf of the insurer(s). Date: July 25, 2017. Name, Address, Fax and Telephone Number of Insurance Broker: Pro -Form Sinclair Professional Tel: 905-305-1054, Fax; 905-305-1093 Signature of Authorized Representative or Official: Com; Mailing Address of Insurance Broker: 675 Cochrane Drive, Suite 260, East Tower Markham, ON L3R 0B8 Print Name of above Authorized Representative or Official: fey Sivaprasad,.Account Associate Pro -Form Sinclair Professional 675 Cochrane Drive Suite 200, East Tower Markham, ON L3R 0B8 79 NT#L.. Health And Safety Regulations 1. a) The City is the "City" throughout the term of this contract. b) The Company is the "employer" throughout the term of this contract. 2. The Company certifies that it, its employees, its subcontractors and their employees, a) are aware of their respective duties and obligations under the Occupational Health and Safety Act, as amended from time to time, and all Regulations there under (the "Acr); and b) have sufficient knowledge and training to perform all matters required pursuant to this tender/contract safely and in compliance with the Act; and c) are covered by WSIB insurance. 3. In the performance of all matters required pursuant to this tender/contract, the Company shall, a) act safely and comply in all respects with the Act, and b) ensure that its employees, its sub -contractors and their employees act safely and comply in all respects with the Act. 4. The Company shall rectify any unsafe act or practice and any non-compliance with the Act at its expense immediately upon being notified by any person of the existence of such act, practice or non-compliance. 5. The Company shall permit representatives of the City on site at any time or times for the purpose of inspection to determine compliance with this tender/contract. 6. No act or omission by any representative of the City shall be deemed to be an assumption of any of the duties or obligations of the Company or any of its sub- contractor under the Act. 7. The Company shall indemnify and save harmless the City, a) from any loss, inconvenience, damage or cost to the City, which may result from the Company or any of its employees, its sub -contractors or their employees failing to act safely or to comply in all respects with the Act in the performance of any matters required pursuant to this tender/contract; and; b) against any action or claim, and costs related thereto, brought against the City, by any person arising out of any unsafe act or practice or any non-compliance with the Act by the Company or any of its employees, its sub -contractor or their employees in the performance of any matter required pursuant to this tender/contract; c) from any and all charges, fines, penalties, and costs that may be incurred or paid by the City if the City (or any of its council members or employees) shall be made a party to any charge under the Act in relation to any violation of the Act arising out of this tender/contract; 8. The Company shall abide by the Workplace Safety & Insurance Board Act, as amended from time to time and all Regulations there under. 80 ATT f°.M1M1z._ 1 Health And Safety Regulations Condition of Work Site 9. The Company shall remove and legally dispose of debris, packaging and waste materials frequently, or as directed by the City, in accordance with all governmental regulations applicable to such activities. Liability 10. The Company agrees to at all times defend, fully indemnify and save harmless the City from all actions, suits, claims and demands, losses, costs, charges and expenses arising by reason of injury or death to any person or any property or charges brought or made against or incurred by the City from or relating to the work performed or to be performed herein. Workplace Safety & Insurance 11. The bidder shall provide the City with a Certificate of Clearance from the Workplace Safety & Insurance Board as set out herein, certifying that all assessments and Liabilities payable to the Board have been paid, and that the bidder is in good standing with the Board. The bidder shall provide the City with a Certificate of Clearance prior to final payment certifying that the City will not be liable to the Board for future payments in connection with the bidder's completion of the project. All of the bidder's personnel must be covered by the Workplace Safety & Insurance Board at the bidder's expense. The Company must and agrees to provide the City's Company Administrator with updated Insurance and WSIB Clearance Certificates (every 90 days) throughout the period of the contract prior to the expiration dates automatically and routinely. July 28, 2017 Date e Hollingworth, P.Eng. The Municipal Infrastructure Group Ltd. Print Name Company /2014 81 ATTACfiMENT# • 82 TO REPORT _AL - ENC-) Appendix B Time -Task Matrix City of Pickering Abbott Crescent SWM Facility Rehabilitation Preliminary and Detailed Design TMIG Proposal # P17-163 August 2, 2017 HOURLY TIME TASK BREAKDOWN TMIG GeoPro Retz SBK PECG Total Labour (TMIG) Total Lump Sum (Sub -consultants) Disbursements Total Fees Steve Hollingworth Project Manager Rosalie Chung Water Resource Engineer Junior Engineer CAD Support Staff Geotechnical Engineering Topographic Survey Landscape Architecture ---------] Natural Environment Hourly Rate $185 $150 $95 $95 P170j5c7(lAsk, 'MW::4':::W'I.X'r';',:i-i',2,1,N';'),-.e,n-.'0,i'.:::-','W-'X°.!''''IN-:'0'.-:E'r.dr:,0'.0. Wyoff,4.00W4A0fifilitrOigfAR4ROVORSINAMORea RIMIRAIKekWelartli• iJaM *MR ilklaitN ..:, NM IMION 401#14k10•110,01 Milikto.0: Project initiation and background review 2 4 8 1,730 $ - $ 100 1,830 Detailed topographic survey 2 $3,500 $ 300 $ 3,500 - $ 3,800 ELC Mapping and Vegetation Inventory $5,770 $ - 5,770 $ - 5,770 Aquatic Habitat Assessment 52,880 - 2,880 $ - $ 2,880 Mature tree survey $4,000 - 4,000 - $ 4,000 Utility circulation 2 8 4 $ 1,440 - $ 100 1,540 Geotechnical rivestigation arid sedinient sampling 2 $11,000 $ 300 $ 11,000 $ - $ 11,300 Detailed condition assessment 4 4 1,340 - 200 1,540 oikkg-goomaminivaginetch;it,1111ftitiMON tantl &Mtn WMIINSIPVA NEM 4111(ej SEM MON 411101#0149661 WES#AW NOW Base plan preparation 2 8 1,060 - $ 100 $ 1,160 Prepare hydrology model for pond and catchment area 2 2 8 4 1,810 - 100 1,910 Determine storage volumes required 10 meet currerit standards 2 4 680 - 680 Estimate accumulated sediment volume 2 2 4 $ 870 $ - 50 $ 920 Calculate current storage volumes and pond performance 2 4 4 1,060 - 50 1,110 Calculate storage volumes and pond performance if restored to original condition 2 2 490 $ - 50 540 Identify other sub -standard elements (i.e. thermal mitigation, forebay, length:width ratio) 2 2 2 860 - 860 Existing Conditions Summary Memo 4 12 $ 2,540 - 100 $ 2,640 60105,410Stf. ,:',,:2. i INONINEWareinart:',:09MS `,410611#10::•. SRN ,4•1044 frat._,i' RAMO Mg* ESNOW fti:',241,01R 6f 41§3JO5 Review opportunities and constraints for rehabilitation 2 4 $ 970 - $ 970 Determine Redside Dace enhancement measures 52,435 - $ 2,435 - $ 2,435 Preliminary design of the facility rehabilitation 4 8 24 16 $1,500 5,740 $ 1,500 250 $ 7,490 Summarize potential impacts and mitigation 2 2 8 $ 1,430 $ - $ - 1,430 Preliminary Design Report 4 16 4 $ 3,520 - 250 $ 3,770 Meeting with TRCA and consultation with MNRF 4 4 $1,120 $ 1,340 $ 1,120 $ 100 2,560 Page 1 of 2 qJ -k‘ City of Pickering Abbott Crescent SWM Facility Rehabilitation Preliminary and Detailed Design TMIG Proposal # P17-163 August 2, 2017 HOURLY TIME TASK BREAKDOWN TMIG GeoPro Retz SBK PECG Total Labour (TMIG) Total Lump Sum (Sub -consultants) Disbursements Total Fees Steve Hollingworth Project Manager Rosalie Chung Water Resource Engineer Junior Engineer CAD Support Staff Geotechnical Engineering Topographic Survey Landscape Architecture Natural Environment Hourly Rate 5185 $150 $95 $95 4googgitcastegm", a4s%;4;-, !,-- - am' 1 Y ' MAO MOM NIMMICAM WNW MO 011/400,4101I2jE MOM fit38�O Detailed engineering design 8 24 40 40 $ 12,680 $ - $ 500 $ 13,180 Invasive Species Management Plan $1,080 $ - $ 1,080 $ - 1,080 Detailed landscape design $5,000 - 5,000 $ - $ 5,000 Tree preservation plan $500 $ - $ 500 $ - 500 Sediment and erosion control / construction staging 4 8 16 24 $ 5,740 - $ 250 $ 5,990 Detailed Design Brief 4 16 8 4 $1,350 4,280 $ 1,350 250 $ 5,880 First Engineering Subthission to City 2 4 970 $ - $ 500 1,470 Permit applications (TRCA, MNRF, MOECC, DFO) 2 2 8 $1,120 1,430 1,120 $ 250 2,800 Draft Tender Specifications and Schedule of Items 2 ' 8 24 16 $500 $ 5,370 $ 500 150 $ 6,020 Construction cost estimate 2 4 4 8 $ 2,110 $ - 50 $ 2,160 Meeting with TRCA 4 4 $1,120 $ 1,340 $ 1,120 $ 100 $ 2,560 Revisions to drawings and design brief to address Agency comments 4 8 24 16 5500 $ 5,740 $ 500 500 $ 6,740 Consultation and follow-up with MNRF, MOECC, DFO and TRCA $1,120 $ - $ 1,120 $ 50 $ 1,170 Operations and Maintenance Manual 2 4 16 $ 2,490 $ - 250 $ 2,740 Minor revisions to address agency comments 2 2 4 8 $ 1,810 $ - $ 500 $ 2,310 Final Tender Documents 2 8 4 $ 1,950 $ - $ 250 $ 2,200 .,Atii . ,I. ,.. ,' *Minn itattUal Itt 4 ' , 410i;''', KISOU 2,680 -: ',,-,„ f -E',. $ - 4 .:,PUM $ 200 OMR $ 2,880 Meetings with City of Pickering (2 - in addition to 2 TRCA meetings) 8 8 Bi -weekly conference calls 8 8 $ 2,680 $ - $ - $ 2,680 Total Hours 84 182 222 156 Total Fees (Excluding HST) $15,540 $27,300 $21,090 $14,820 $ 12,350 $ 3,500 $ 12,000 $ 16,645 $ 78,750 $ 44,495 $ 5,250 $ 128,495 Page 2 of 2 0 0 ?"' Task Name Ba.. ! gro hd Retiie;V Project initiation and background Detail topographic survey ELC mapping and vegetation Aquatic habitat assessment Mature tree inventory hr 4, 064s i'* ti *u review Auq 13,'17] Auq 27.'171 Seo 10,'171 Sep 24.'1710 t 8,'17 10 t 22,'17] Nov 5,'17 I)Vov 19,'171 Dec 3,'17 ID c 17,'171 Dec 31. 1711an 14,'181lan 28 '181 Feb 11 '181 Feb 25 '181 Mar 11 '181 Mar 25,'18 MB inventory no ow rmi Utility circulation Geotechnical investigation Detailed condition assessment Exis hgY onOforlsiA4haI90s Base plan preparation Prepare hydrology model Determine storage volumes Estimate accumulated sediment Calculate current storage Calculate storage volumes Identify other sub-standard Existing Conditions Summary ME and sediment sampling s s`ri4F _ .' t : a ` , nang for pond and catchment area nie required to meet current standards ■ volume volumes and pond performance ■ ■ and pond performance if restored to original condition ■ elements (i.e. thermal mitigation, forebay, length:width ratio) mi Memo nim aPreliminary Destgrtifi,jj: Review opportunities and Determine Redside Dace Preliminary design of the Summarize potential impacts Draft Preliminary Design Meeting with TRCA and WO,De$ °li „NTROO' Detailed engineering design Invasive Species Management Detailed landscape design Tree preservation plan Sediment and erosion control Detailed Design Brief First Engineering Submission Permit applications (TRCA, Draft Tender Specifications Construction cost estimate Meeting with TRCA Revisions to drawings and rr7" ry tiTr °f7,3 constraints for rehabilitation tf 31if ins enhancement measures facility rehabilitation and mitigation Report consultation with MNRF ' ,fir'; t ri _„+tf r-” "''"���s1' e wtv,." + 4r, n Plan Imo isimism / construction staging BESISIVE to City MNRF, MOECC, DFO) and Schedule of Items mx mcmgm design brief to address Agency comments Consultation and follow-up Operations and Maintenance Minor revisions to address Final Tender Documents with MNRF, MOECC, DFO and TRCA Manual agency comments mmi 1 � F rr00^"9.05`rrwR#A+ i2 � a)ec Meetings with City of Pickering Bi-weekly conference calls (2 - in addition to 2 TRCA meetings) Project P17-163 - Pickering Ab Date: Tue 8/1/17 Manual Task MINAN Manual Summary r-1 Page 1 oo (n PICKERI N Report to Executive Committee Report Number: FIN 18-17 Date: September 5, 2017 From: Stan Karwowski Director, Finance & Treasurer Subject: Tender/Contract Approval - Approvals During Council Recess 2017 Recommendation: 1. That Report FIN 18-17 of the Director, Finance & Treasurer regarding tender and contract approvals be received; 2. That Council pass a resolution ratifying the approval of the Tenders and Contracts by the Chief Administrative Officer during Council's recess being: RFP -4-2017 Integrated Transportation Master Plan; T-13-2017 City Hall Accessibility Upgrades at the Pickering Civic Complex; Q-40-2017 Supply and Delivery of Two Multi -Purpose Tractors; and That the appropriate City of Pickering officials be authorized to take the necessary actions as indicated in this report. Executive Summary: Council is required to approve contracts awarded by the Chief Administrative Officer in accordance with Section 07 of the Purchasing Policy. The tender and contract approvals contained in this Report met the City's Purchasing Policy, were within the approved Budget and were approved by the Chief Administrative Officer during Council's recess this year. Financial Implications: The capital projects listed and described in this report are being funded from various sources as approved by Council in the Capital Budget. Discussion: Purchasing Policy Section 07 authorizes the Chief Administrative Officer to act on behalf of Council in approving an award of a project, and the Treasurer is authorized to approve financing for same, during any recess, break or absence of City Council, on the condition that: (a) The project is in a budget approved by Council; (b) Such actions are in compliance with the Purchasing Policy and the Financial 8 6 Control Policy; $0.00 8 Report FIN 18-17 September 5, 2017 Subject: Tender/Contract Approval Page 2 - Council's Recess 2017 (c) The project is not debt financed; and (d) A report respecting those approvals is subsequently submitted to Council. The circumstances were such that one proposal, one tender and one quotation required approval by the Chief Administrative Officer during Council's 2017 recess. It is recommended that Council receive this Report for information and ratify the approval of RFP -4-2015 Integrated Transportation Master Plan; T-13-2017 City Hall Accessibility Upgrades at the Pickering Civic Complex; Q-40-2017 Supply and Delivery of Two Multi -Purpose Tractors. Therefore, pursuant to the Purchasing Policy, the following was approved by the Chief Administrative Officer during the "recess" of Council Request for Proposal No. RFP -4-2017 Integrated Transportation Master Plan That Proposal No. RFP -4-2017, for Consulting Services for the preparation of an Integrated Transportation Master Plan submitted by IBI Group Professional Services Inc. in the amount of $387,465.70 (HST included) be accepted. Financial Implications: 1. Proposal Amount Proposal No. RFP -4-2015 HST 13% Total $342,890.00 44, 575.70 $387,465.70 2. Estimated Project Cost Summary Request for Proposal No. RFP -4-2015 Additional Provision Total Project Cost (excluding taxes) HST (13%) Total Gross Project Cost HST Rebate (11.24%) Total Net Project Cost $342,890.00 1,057.00 343,947.00 44,713.00 $388,660.00 (38,660.00) $350,000.00 3. Approved Source of Funds Account Code Source of Funds Development Charges - 2290.2392.0000 Reserve Fund Studies Total Funds Property Taxes Budget Required $315,000.00 $315,000.00 $35,000.00 $350,000.00 $35,000.00 $350.000.00 Project Cost Under (Over) Approved Funds By 7 Report FIN 18-17 Subject: Tender/Contract Approval - Council's Recess 2017 September 5, 2017 Page 3 Tender No. T-13-2017 City Hall Accessibility Upgrades at the Pickering Civic Complex That Tender No. T-13-2017 submitted by J.J. McGuire General Contractors Inc. in the revised amount of $514,150.00 (HST included) be accepted. Financial Implications: 1. Tender Amount Tender No. T-13-2017 Cash Allowance (Finish Hardware) Cash Allowance (Adult Change Table) Cash Allowance (Testing & Inspection) Cash Allowance (Roofing) Gross Tender Cost HST (13%) Total Gross Tender Cost $420,000.00 10,000.00 10,000.00 5,000.00 10,000.00 $455,000.00 59,150.00 $514,150.00 2. Estimated Project Cost Summary Gross Tender Cost (T-13-2017) Cabling Council Area Reception Furniture, Fixtures & Equipment Contingency Total Project Cost HST (13%) Total Gross Project Cost HST Rebate (11.24% of Total Project Cost)) Total Net Project Cost $455,000.00 8,000.00 20,000.00 50,000.00 63,000.00 $596,000.00 77,480.00 $673,480.00 (66, 990.00) $606,490.00 3. Approved Source of Funds 2015 Approved Current Budget Project Code 5700.1602.6183 Total Funds Source of Funds Rate Stabilization Reserve Canada 150 Community Infrastructure Program Available Budget Required $1,159,922.00 $540,490.00 66, 000.00 $1.159,922.00 $606,490.00 Project Cost Under (Over) Approved Funds By $553,432.00 88 Report FIN 18-17 Subject: Tender/Contract Approval - Council's Recess 2017 September 5, 2017 Page 4 Quotation No. Q-40-2017 Supply and Delivery of Two Multi -Purpose Tractors That Quotation No. Q-40-2017 submitted by Joe Johnson Equipment for two 2017 MT7 Trackless Multi -Purpose Tractors including a snow blower, stump grinder and spray tank, in the amount of $294,041.00 (HST extra) be accepted. Financial Implications: 1. Quotation Amount Quotation No. Q-40-2017 HST (13%) Total Gross Quotation Cost $294,041.00 38,225.33 $332,266.33 2. Estimated Project Cost Summary Quotation No. Q-40-2017 Optional Extra — Snow Blower Optional Extra — Spray Tank Optional Extra — Stump Grinder Sub Total HST (13%) Total Gross Project Cost HST Rebate (11.24%) Total Net Project Cost $260,836.00 15,400.00 4,405.00 13,400.00 $294,041.00 38,225.33 $332,266.33 (33,050.00) $299,216.00 89 90 Report FIN 18-17 Subject: Tender/Contract Approval - Council's Recess 2017 September 5, 2017 Page 5 3. Approved Source of Funds Description Account Code One Multi -Purpose 5311.1703.6178 Tractor One Multi -Purpose Tractor with optional Snow Blower and Spray Tank One Optional Stump Grinder Attachment Total Funds 5311.1703.6178 5311.1707.6178 Source of Funds Available Budget Required DC City's Share $55,643.00 $50,431.00 (38%) Reserve DC — Roads & Related (62%) Reserve Fund Internal Loan — 5yr 89,357.00 82,282.00 5311.1707.6178 Property Taxes 0 2,003.00 5780.1721.6178 Property Taxes 13,500.00 13,500.00 $309,500.00 $299,216.00 New Project Cost Under (Over) Approved Funds By $10,284.00 Attachments: 1. Memorandum dated July 12, 2017 regarding RFP -4-2017 2. Memorandum dated June 29, 2017 regarding T-13-2017 3. Memorandum dated June 16, Revised August 4, 2017 regarding Q-40-2017 1 Ray Rorigues Supervisor, Supply & Services Approved/Endorsed By: Stan Karwowski Director, Finance & Treasurer Recommended for the consideration of Pickering City Council Tony Prevedel, P.Eng. Chief Administrative Officer 17( z o 1-7 DICKERING ACH #__L_ TO REPORT # g-- n Memo To: Tony Prevedel July 12, 2017 Chief Administrative Officer From: Richard Holborn Director, Engineering Services Copy: Manager, Capital Projects & Infrastructure Coordinator, Transportation Engineering Subject: Integrated Transportation Master Plan Proposal No. RFP -4-2017 File: A-1440 Overview: As part of the 2017 Engineering Services — Administration Current Budget, the completion of the Integrated Transportation Master Plan was approved as a project with a budget of $350,000.00. Proposal No. RFP -4-2017 was issued on April 27, 2017 and closed on May 25, 2017 with five. proposals being received by the closing date and time. The Evaluation Committee reviewed and evaluated the five proposals received using criteria outlined in the Terms of Reference. As the cost of the highest ranked submission exceeded the approved budget, staff exercised Section 2.5 Stage IV — Ranking and Contract Negotiations of the Request for Proposal document for improved pricing. As a result, the renegotiated proposal cost is within the approved budget amount. It is recommended by the Evaluation Committee that IBI Group Professional Services Inc. be retained to undertake the Integrated Transportation Master Plan at a cost of $387,465.70 (HST included). The total net project cost is estimated to be $350,000.00. In accordance with Section 10.04 of the Purchasing Policy, where the project cost of a consulting assignment is more than $50,000.00, the award is subject to the approval of Council. Furthermore, in accordance with Purchasing Policy Item 07.01, the Chief Administrative Officer is authorized to act on behalf of Council during any recess of Council in approving an award of a project, and the Treasurer is authorized to approve financing of same. 91 Recommendation: 1. That Proposal No RFP -4-2017, for Consulting Services for the preparation of an Integrated Transportation Master Plan submitted by IBI Group Professional Services Inc. in the amount of $387,465.70 (HST included) be accepted; That the total gross project cost of $388,660.00 (HST included), and the total net project cost of $350,000.00 (net of HST rebate) be accepted; 3. That the Director, Finance & Treasurer be authorized to finance the total net project cost of $350,000.00 as follows: a) the sum of $315,000.00 as approved in the 2017 Current Budget to be funded from the Development Charges Reserve Fund Studies; and the sum of $35,000.00 as approved in the 2017 Current Budget to be funded from property taxes;. and 4. That the appropriate officials of the City of Pickering be authorized to take the necessary actions as indicated in this memo. Financial Implications 1. Proposal Amount Proposal from IBI Group Professional Services Inc. dated May 25, 2017 Integrated Transportation Master Plan HST (13%) . Total Gross Project Cost $342,890.00 44,575.70 $387,465.70 July 12, 2017 integrated Transportation Master Plan Proposal No. RFP -4-2017 92 Page 2of5 2, Estimated Project Costing Summary Proposal Phases 1, 2, 3 and 4 Additional Provision Total Project Cost (excluding taxes) HST (13%) Total Gross Project Cost HST Rebate (11.24%) Total Net Project Cost $342,890.00 1,057.00 343,947.00 44,713.00 $388,660.00 (38,660.00) $350.000.00 3. Approved Source of Funds — 2017 Current Budget Account Source of Funds 2290.2392.0000 Development Charges — Reserve Fund Studies Total Funds Property Taxes Available Budget Required $315,000.00 $315,000.00 35,000.00 35,000.00 $350,000.00 $350.000.00 Net Project Cost under (over) Approved Funds $0.00 Discussion: The 2017 Engineering Services — Administration Current Budget included $350,000.00 for the completion of the Integrated Transportation Master Plan. An Integrated Transportation Master Plan (ITMP) is a strategic planning document designed to define the policies, programs and infrastructure improvements required to address existing and future transportation needs. The City of Pickering ITMP will define a city-wide vision for the development of transportation priorities, programs and networks that will guide future municipal transportation investments in an integrated manner. The ITMP is a critical document in determining the municipality's objectives of promoting mobility for all modes of transportation improving existing and future transportation infrastructure and supporting a vibrant downtown through a multi -model network. The study is to be prepared in accordance to the master planning process as defined in the Municipal Class Environmental Assessment (EA). The completed ITMP will fulfill the requirements of phases 1 and 2 of the Class EA 'process; that is to identify the need and justification and the design process for all recommended projects. The City of Pickering's current Trails and Bicycle Master Plan, was prepared in 1996. The consultant will review, incorporate and expand upon the City's current Trails and Bicycle Master Plan. The purpose of the proposed Active Transportation Plan for City of Pickering is to build upon July 12,2017 Integrated Transportation Master Plan Proposal No. RFP -4-2017 Page 3of5 93 the existing system of on and off-road pedestrian, trail and cycling facilities; link them together in an integrated network that also supports transit use; and design existing and future programs to promote, educate and encourage more people of all ages to choose active transportation modes of movement more often, throughout the municipality and beyond in an environmentally and financially sustainable manner. A consultant is required to undertake the ITMP and to update the 1996 Trails and Bicycle Master Plan, as part of the ITMP. Proposal No. RFP -4-2017 was issued on April 27, 2017 to obtain proposals to undertake the Integrated Transportation Master Plan. The RFP process closed on May 25, 2017, with five proposals submitted. The proposals were reviewed by the Evaluation Committee consisting of staff from the Engineering Services and City Development Departments. Proposals were evaluated based on the following criteria: • Experience, Qualifications and References • Project Deliverables • Quality and Completeness of Proposal • Pricing IBI Group Professional Services Inc. is the highest ranked proponent. The proposal submitted by IBI Group Professional Services Inc. exceeded the approved budget. In accordance with Section 2.5 of the Request for Proposal document, City staff met with representatives from IBI Group Professional Services Inc. to negotiate improved pricing. As a result, the total net project cost required is within. budget.. The Health & Safety Statement signed by IBI Group Professional Services Inc. and Certificate of Clearance issued by the Workplace Safety & Insurance Board have been reviewed by the Human Resources Specialist and deemed acceptable. The Certificate of Insurance has been reviewed by - the Manager, Budgets & Internal Audit, and is deemed acceptable. Upon careful examination of all proposals and relevant documents received, the Engineering Services Department recommends the acceptance of Proposal No. RFP -4-2017 submitted by IBI Group Professional Services Inc_ in the amount of $387,465.70 (HST included) and that the total net project cost of $350,000.00 (net of HST rebate) be approved. July 12, 2017 integrated Transportation Master Plan Proposal No. RFP -4-2017 94 Page 4 of 5. Prepared By: _771----d Approved/Endorsed By: Nadeem Zahoor, P.Eng., M.Eng. aArRichard Holborn, P.Eng Transportation Engineer _a -ed 4-tr-t. Stan Karwowski, MBA, CPA, CMA Manager, Capital Projects & Infr structure Director, Finance & Treasurer Darrell Selsky, C.E.T., CMM IU Director, Engineering Services Vera A. Felgemacher CSCMP, CPPO, CPPB, CPM, CMM 111 Manager, Supply & Services NZ:mjh July 12, 2017 Integrated Transportation Master Plan Proposal No. .FP -4-2O17 Page 5 of 5 95 AT TA G 00/ DICKERING Memo .To: From: Copy: Tony Prevedel Chief Administrative Officer Marisa Carpino Director, Community Services Director, Finance & Treasurer Division Head, Operations Manager, Supply & Services Manager, Facilities Capital Projects Senior Financial Analyst, Capital & Debt Management Subject: Tender No. T-.13-2017 - City Hall Accessibility Upgrades File: A-1440 June 29, 2017 Overview: The Pickering Civic Complex opened in 1990, prior to many of the legislative requirements included in the present version of the Ontario Building Code. The facility houses most of the City's administration departments, including their respective points of service for residents, businesses and visitors. alike. AECOM Canada Inc. was retained in 2016, as per Request for Proposal RFP -9-2016, to undertake design for renovations to the ground floor of City Hall to include: a) Council Chambers; b) Ground Floor Public Washrooms and Customer Care Service Counter; and c) • City Development Service Counter. These public areas are in need of renovation in order to improve service capabilities and to address changes in accessibility legislation since its original construction. AECOM Canada Inc. was tasked with designing the renovation of the three distinct areas in an effort to maintain consistency of its final appearance. On February 10, 2017., Request for Proposal RFP -3-2017 was publically released for the Prequalification of general contractors for Accessibility Upgrades in the Pickering Civic Complex. A total of eight proposals were received by the deadline of Thursday, March 2, 2017. Based on the results of the evaluation rated criteria, two general contractors were successfully prequalified by the City to submit bids for consideration. 96 Tender No. T-13-2017 was released to the prequalified general contractors and was also made . available for information to the public on the City's website on May 2, 2017 and closed on May 25, 2017. The lowest submitted compliant bid exceeded the approved budget for the project. Tender T-13- 2017 required bidders to provide a breakdown of pricing by area so staff could assess the costs associated with each of the three project areas. Supply & Services staff were directed to approach the lowest compliant bidder to investigate whether the Company would hold its price for lobby washrooms and service counters, if the Council Chambers renovation (Item 1.1 of tendering document) was removed from the project scope of work. J.J. McGuire General Contractors Inc. have agreed to do so on June 13, 2017. Reducing the scope of work for all other compliant bids in the same manner would not change the resulting lowest bidder. Having deleted Item 1.1, Renovation of Council Chambers, including all related work on north side of main lobby and Item 1.4 Supply & Install Furniture and associated cash allowances which are no longer required, the low bid submitted by J.J. McGuire General Contractors Inc. in the revised amount of $514,150.00 (HST included) is recommended for approval. The total gross project cost is estimated to be $673,480.00 (HST included) and the total net project cost is estimated to be $606,490.00 (net of HST rebate). Recommendation: 1. That Tender No, T-13-2017 submitted by J.J. McGuire General Contractors Inc. in the revised amount of $514,150.00 (HST included) be accepted; 2. • That the total gross project cost of $673,480.00 (HST included), including the amount of the tender, contingency and other associated costs, and the total net project cost of $606,490.00 (net of HST rebate), be approved; " 3. That the Director, Finance & Treasurer be authorized to finance the net project cost of $606,490.00 (net of HST rebate) as follows: a) The sum of $540,490.00 as provided for the 2016 Civic Complex Capital Budget to be funded by a transfer from the Rate Stabilization Reserve; and b) The sum of $66,000.00 to be funded from the Canada 150 Community Infrastructure Program through the Government of Canada. 4. That the appropriate City of Pickering officials be authorized to take the necessary actions as indicated in this report. June 29, 2017 Page 2 of 7 City Hall. Accessibility Upgrades 97 Financial Implications: 1. Tender Amount Tender No. T-13-2017 Cash Allowance (Finish Hardware) Cash Allowance (Adult Change Table) Cash Allowance (Testing & Inspection) Cash Allowance (Roofing) Gross Tender Cost HST (13%) Total Gross Tender Cost $420,000.00 10,000.00 10,000.00 5,000.00 10,000.00 $455,000.00 59,150.00 $514,150.00 2. Estimated Project CostingSummary Gross Tender Cost (T-13-2017) Cabling Council Area Reception Furniture, Fixtures & Equipment Contingency Total Project Cost HST (13%) Total Gross Project Cost HST Rebate (1124% of Total Project Cost) Total Net Project Cost $455,000.00 8,000.00 20,000.00 50,000.00 63,000:00 $596,000.00 77,480.00 $673,480.00 (66,990.00) $606490.00 3. Approved Source of Funds Description Project Code Source of Funds City Hall 5700.1602.6183 Rate Stabilization Accessibility Reserve Upgrades Total Funds Available Required Budget ._ $1,159,922.00 $540;490.00 Canada 150 Community • . $66,000.00 Infrastructure Program $1.159.922.00 $606.490.00 Project Cost under (over) approved funds by $553,432.00 June 29, 2017 City Hall Accessibility Upgrades .98 Page 3 of 7 This project was approved in 2016 in the amount of $1.3 million. Design work has proceeded, and was approved by Council in 2016 through Report CR 13-16, RFP -9-2016. A net project cost of $140,078.00 (net of HST rebate) which included the proposal amountand contingency provision has been set -side for this purpose. Taking into consideration the above design cost, there are unspent funds of $1,159,922.00 available for the current construction component. Additional funds received in 2017 as a result of successful grant application received from the Federal Government's Canada 150 Community Infrastructure Program helps to partially offset.the project costs. Discussion: The Pickering Civic Complex has reached the mid -point of its overall life expectancy and is starting to show signs of age, including the need to update public areas to meet changes in accessibility requirements, point of service needs and technology. The existing ground floor public washrooms are too small to be converted into barrier -free washrooms meeting current building code requirements without losing required fixtures or incurring major expenses. Instead, a new separate universal washroom will be constructed immediately to the north of the existing washrooms which will be re -finished. The new universal washroom will meet current code requirements, including the provision of an adult change table. During the construction, patrons will be directed to the upstairs public washrooms while those on the ground floor are unavailable, Construction of the universal washroom will encroach into the existing space of the Customer Care Centre. As a result, additional floor space in the lobby will be captured into the new Customer Care Centre in order to maintain its current level of service. The existing service counters in this area will be replaced with millwork designed to comply with AODA requirements, Doors accessed by only authorized key card holders will be added to the hallways leading into the Council and Administration office areas in order to improve security and facilitate the lockdown procedures, as required. This enclosed hallway (or vestibule) will create a waiting area with the elimination of the underutilized closets. The City Development service counters on the west side of the ground floor lobby will be replaced to match the layout and style of the new Customer Care Centre service counters, and provide the same level of accessible service. A new meeting room with separate public and private access will be created near the elevator, as well as a permanent security guard station immediately to the north. The new counters will encroach into the lobby to be symmetrical with counters at Customer Care Centre, providing needed space for staff displaced by creation of the new meeting room. A wind screen will be added by the north lobby entrance to protect City Development staff and patrons from gusting winds when the doors are opened. Secure doors will be added to control June 29, 2017 Page 4 of 7 City Hall Accessibility Upgrades 99 access to staff areas from the north entrance. Staff will gain access through all controlled access points using their existing key cards. Renovations of the Customer Care Centre and main floor public washrooms will be compressed to minimize the duration of any disruptions, and will likely begin in early August for a duration of approximately six to eight weeks. During this time, Customer Care staff will be relocated to available space immediately adjacent to the elevator. Those Customer Care staff not directly interacting with the public will be temporarily moved to available workstations elsewhere in City Hall. The security guard will be without a dedicated work station for the duration of this part of the work. Renovations of the City Development service area will not commence until operations at Customer Care Centre are restored. Arrangements will be made for the relocation or creation of temporary service counters to maintain City Development operations. Every effort will be made to mitigate the impact of this project on visitors, Council and staff. Localized disruptions to the parking garage immediately below the areas of work will be required, but scheduled for evenings or weekends whenever possible. The City prequalified two general contractors with experience in this type of project through a prequalification process under Request for Proposal No. RFP -3-2017. AECOM Canada Inc. prepared drawings and specifications for Tender No. T-13-2017, City Hall Accessibility Upgrades at Pickering Civic Complex tendering document. A mandatory site visit was held on May 9, 2017 and the two prequalified bidders attended, of which both bidders have submitted a tender for this project which closed on Thursday, May 25, 2017. As part of the prequalification process, the health and safety related documents provided by J.J. McGuire General Contractors Inc. were deemed acceptable to the Coordinator, Human -Resources, and the previous work experience and references were deemed acceptable to the Community Services Department. Certificate of Insurance and bonding available were deemed acceptable to Manager, Budgets & Internal Audit. The submitted Waste Management Plan and proposed list of sub -trades is deemed acceptable to the Community Services Department. in conjunction with the foregoing approvals, the bid is deemed acceptable. The lowest submitted compliant bid exceeded the remaining approved budget for the project. Tender T713-2017 required bidders to provide a breakdown of pricing by area enabling assessment of the costs associated with each of the three project areas. Supply & Services staff were directed to approach the lowest compliant bidder to investigate whether the Company -would hold its price for the lobby washroom.and service counter renovations, if the :Council Chambers renovation'was removed from the project scope of work. J.J. McGuire General Contractors Inc. have agreed to do so on June 13, 2017. Reducing the scope of work for all other compliant bids -in the same manner would not change the resulting lowest bidder. In accordance with Purchasing Policy item 07.01, the Chief Administrative Officer is authorized to act on behalf of Council in approving an award of a project, and the Treasurer is authorized to approve financing for same, during any recess, break or absence of Council on the condition that: June 29, 2017 Page 5 of 7 City Hall Accessibility Upgrades 100 a) The project is in a budget approved by Council; b) Such actions are in with the Purchasing Policy and the Financial Control Policy; c) The Project is not debt financed; and d) A report respecting those approvals is subsequently submitted to Council. Upon careful examination of all tenders and relevant documents received, the Community Services Department recommends the acceptance of the low bid submitted by J.J. McGuire General Contractors Inc. for Tender No. T-13-2017 in the revised amount of $514,150.00 (HST included) and that the total net project cost of $606,490.00 (net of HST rebate) be approved. Attachments: 1. Supply & Services Memorandum dated May 25, 2017 2. Record of Tenders Opened & Checked 3. CAO Memorandum dated June 8, 2017 June29,2017 Page6of7 City Hall Accessibility Upgrades 101 Prepared By: . t • Vince Plouffe, OAA, MRAIC Manager, Facilities Capital Projects Approved/Endorsed By: Marisa Carpino, MA Director, Community Services Stan Karwowski, MBA, CPA, GMA Director, Finance & Treasurer B a 1 Duield Divisi•n Head, Operations Vera A. elgemacher - CSCMP, CPPO, CPPB, CPM, CMM 111 Manager, Supply & Services Garyn Kong, CPA, CGA Senior Financial Analyst -Capital and Debt Management Tony Prevedel, P.Eng. Chief Administrative Officer MC:vp June 29, 2017 Page 7 of 7 City Hall Accessibility Upgrades 102 PICKERJ \JG Mems To: Marisa Carpino Director, Community Services From: Vera A. Felgemacher Manager, Supply & Services Copy: Administrative Assistant, Community Services Supervisor, Supply & Services Subject: Tender No, 1-13-2017 Tender for City Hall Accessibility Upgrades at the Pickering Civic Complex Closing: Thursday, May 25, 2017 — 2:OOpm File: F-5400-001 May 25, 2017 Tender No. T-13-2017 was advertised on the City's website on May 2, 2017. A mandatory site visit was held on Tuesday, May 9, 2017 at 10:00 a.m. The two (2) prequalified bidders have. submitted a bid for this project. A copy of the Record of Tenders Opened and Checked used at the public tender opening is attached. Tenders shall be irrevocable for 60 days after the official closing date and time. Purchasing. Procedure No. PUR 010-001, Item 13.03 (r) provides checking tendered unit prices and extensions unit prices shall govern and extensions will be corrected accordingly, which has been completed below. The unsuccessful Bidder's tendering deposit, other than a bid. bond, shall be returned to the applicable bidders as provided for by Purchasing Procedure No. PUR 010-001, Item 13.03 (w). The two (2) bids have been retained for review at this time and are attached. Summary Harmonized Sales Tax Included J.J. McGuire General Contractors 11-)p.„41.1.. $1,310,800.00 $1,310,800.00 ROSSCLAIR Contractors inc. $1,500,301.00 $1,500,301.00 103 Pursuant to Information to Bidders Item 28 and Tendering Specifications Items 20 and 21, the following documentation will be requested of J.J. McGuire General Contractors for your review during the evaluation stage of this tender call. Please advise if Supply & Services is to proceed with collecting the following documentation: (a) A copy of the current Clearance Certificate issued by Workplace Safety & Insurance Board; (b) The. City's certificate of insurance or approved alternative form completed by the Bidder's agent, broker or insurer; (c) A completed Sub -contractors List, fisting all sub -contractors who may be carrying out any part of this Contract; (d) A completed Accessibility Regulations for Contract Services form; and .(e) A Waste Management Pian A budget of $1,050,000.00 was provided to Supply & Services for this procurement. In accordance with Purchasing Policy Item 06.04, the authority for the dollar limit as set out below excludes HST. As such, in accordance with Purchasing Policy Item 06.11, where the compliant quotation or tender meeting specifications and offering best value to the City is acceptable or where the highest scoring proposal is recommended and the estimated total purchase price is: • (c) Over $250,000, the Manager may approve the award, subject to the approval of the Director, Treasurer, CAO and Council. Please include the following items in your report 1. if Items (a) and (d) noted above are acceptable to the Acting Co-ordinator, Human Resources or designate; 2. if Item (b) is acceptable to the Manager, Budgets & Internal Audit; 3. if Items (c) and (e) are acceptable to Community Services; any past work experience with low bidder J.J. McGuire General Contractors 4. including work location; 5. the appropriate account number(s) to Which this work is to be charged; 6. the budget amount(s) assigned thereto; 7. Treasurer's confirmation of funding; 8, related departmental approvals; and • 9. related comments specific to the project. After receiving Council's approval,an approved "on-line" requisition will be required to proceed. May 25, 2017 Tender No. T-13-2017 City Hall Accessibility Upgrades at the Pickering Civic Complex 104 Page 2 Enquiries can be directed to the Citys website for the unofficial bid results as read out at the public tender opening or to Supply &Services. Bidders will be advised of the outcome in due course. - lfyo4i require further information, please feel free to contact me or a member of Supply & • Sery es. VAF/sb Attachments • May 25, 2017 Tender No. T-13-2017 City Hall Accessibility Upgrades at the Pickering Civic Cornplex Page 3 1 05 Tender Description: Tender No.: Date: Time: City of Pickering Record of Tenders Opened and Checked City Hall Accessibility Upgrades at the Pickering Civic Complex T-13-20117- Thursday, May 25, 2017 ll ' Approx. 2:15 pm LocaTTime' Bidder Name Attended Mandatory. Site Visit Bid Deposit Agreement to Bond Addendum #1 and #2 Acknowledged Total rendered Amount Bidder Sign In Comments J.J. McGuire General / _ Ct l� .� � /O "00 00 , Contractors Yes ' l 0 i% '� , / 3 a. /(_ RossClair Contractors Yes + .; NZ(° (7p / ✓• g''o° 3 1 0 b . Inc. ' , I $ /., / - ' ji',14,,,, City Staff Prsent' The information is str eliminary, pend' • re et di verification of conformance to terms, conditions and specifications. G/ PICK'ERl NG CAO 22-17 Mem.o To: •MayorRyan and June 8, 2017 Members of Council From: Tony Prevedel Chief Administrative Officer Copy: Directors City Clerk Division Head, City Administration Division Head, Operations Supervisor, Facilities Operations . Manager, Customer Care Subject: Council Chambers & First Floor Renovations - Report CS 16-17 Tender for City Half Upgrades (Tender No. T-13-2017) File: 0-8200 Due to the concerns raised with respect to the re -design of the Council Chambers, we have pulled Report CS 16-17 scheduled to be considered at Monday's meeting of Council. We want to ensure that Council are supportive of the end result. 'Staff have met, and propose the following course of action: 0 Council Chambers Project This will need to be re-designed.and retendered. The Director, Finance & Treasurer has advised that staff can prepare a report to Council in September 2017 seeking 2018 pre. - budget approval to design and construct the Council Chambers project. This would allow staff to work with a firm to re -design the Chambers with Council's input. We will go out to tender once an overall satisfaction with the design 'has been achieved. If the tender is issued in December 2017, we will have our confirmed project'cost in time to be included with precision in the 2018 Capital B.tadget. This will provide staff with .the opportunity to start the project at the end of June 2018, with the intent to have it completed in October 2018, to coincide with Council recess due to the election. This would minimize the relocation of Council meetings to just the month of September 2018. . 2. Service Counters, Accessible Universal Washroom and, increased Security Measures We are proposing to negotiate with the prequalified -low bidder to continue With -the balance of the contract. This wok can be awarded by the CAO as per Section 07 of the Purchasing Policy. Work can then proceed which allows us the City to keep the Canada.150 grant of $66,000 which was earmarked for the washrooms only (and must be spent before the end 107 of 2017}.. Please keep in mind that work cannot be completed for the universal/accessible washroom without encroaching on the Customer Care Centre, and therefore we must proceed accordingly. The following is a brief overview for your reference: Service Counters includes, accessible counters, re -alignment of service space and security access controls • Customer Care Centre a City Development — will also include a new meeting room Increased Security Access - a Designated security guard station • Council/Administration area will include the removal of a non -accessible service counter, new reception area and security card access to the open office area. Washrooms • New Universal Accessible Washroom (including change tables for children and those with special needs) and upgrades to existing.washrooms We trust you will find this course of action acceptable. Pleaselet me know if you have any additional concerns or questions. Otherwise, staff will proceed based on the proposed course of. action. TP:jh June 8, 2017. Page 2 of 2 Council Chambers and First Floor Renovations 108: ATTACH E! ; TQ REPORT # T --)g i 17 00/ DICKERING Memo To: Tony Prevedel June 16, 20'17 Chief Administrative Officer Reissued August 4, 2017 From: Marisa Carping Director, .Community Services Copy: Director, Finance & Treasurer Division Head, Operations Manager, Supply & Services Senior Financial Analyst, Capital & Debt Management Supervisor, Public Works Administration Subject:. Quotation No. Q-40-2017 Supply and Delivery of Two (2) Multi -Purpose Tractors File: A-1440 Overview: Further to memo dated June 16, 2017, this revised memo has been submitted with the recommendation to include in the purchase the stump grinder attachment of which pricing was provided as optional in Q-40-2017. The Property Maintenance section within the Community Services Department currently utilizes seven Multi -Purpose Tractors. The replacement of one Multi -Purpose Tractor (unit # 755, a 2001 Trackless) and one new Multi -Purpose Tractor, as an addition to the fleet, was approved in the 2017 Property Maintenance Capital Budget, funded from DC's City Share, DC Roads & Related Reserve and an internal five year loan. The purchase of a stump grinder attachment for a skid steer unit #768 was approved in the 2017 Parks Capital Budget. After careful consideration, the stump grinder attachment for a Multi -Purpose Tractor made more economical sense and was recommended for purchase and was included as optional pricing in Q-40-2017. On April 13, 2017, Quotation Q-40-2017 was sent to three companies and an advertisement was placed on the City's website. Three companies responded by the closing date of May 9, 2017. The quotation for two 2017 MT7 Trackless Multi -Purpose Tractors including an optional snow blower, stump grinder and spray tank, submitted by Joe Johnson Equipment, has received the highest score from the Evaluation Committee, meets the required specifications and is recommended for approval. In accordance with Purchasing Policy Item 06,11(c), where the compliant quotation or tender meeting specifications and offering best value to the City is acceptable and the estimated total purchase price is over $250,000.00, the Manager may approve the award, subject to the approval of the Director, Treasurer, CAO and Council. In accordance with Purchasing Policy Item 07.01, the Chief Administrative Officer is authorized to act on behalf of Council in approving an award of a project, and the Treasurer is 09 authorized to approve financing for same, during any recess, break or absence of Council on conditions that have been met for this project. Recommendation: 1. That Quotation No. Q-40-2017 submitted by Joe Johnson Equipment for. two 2017 MT7 Trackless Multi -Purpose Tractors including a snow blower, stump grinder and spray tank, in the amount of $294,041.00 (HST extra) be accepted; 2. That the total gross project cost of $332,266.00 (HST included) and the total net project cost of $299,216.00 (net of HST rebate) be approved; 3. That the Director, Finance & Treasurer be authorized to fund the project as follows; a) The sum of $50,431.00 be funded by a transfer from the DC's City Share Reserve and the sum of $82,282.00 be funded by a transfer from the DC -Operations Facilities & Vehicles Reserve Fund and.; b) The sum of $151,000.00 to be financed by aninternal loan for a period of 5 years and the balance of $15,503.00 from property taxes; and 4. That the appropriate officials of the City of Pickering be authorized to take the necessary actions as indicated in this memo. Financial Implications 1. Quotation Amount Quotation No. Q-40-2017 HST.(13%) Total Gross Quotation Cost $294,041.00 38,225.33 $332,266.33 2. Estimated Project Costing Summary Quotation No. Q-40-2017 Optional Extra — Snow Blower Optional Extra -- Spray Tank Optional Extra — Stump Grinder Sub Total HST (13%) Total Gross Project Cost HST Rebate (11.24%) Total Net Project Cost $260,836.00 15,400.00 4,405.00 13,400.00 $294,041.00 38,225.33 $332,266.33 (33,050.00) $299,216.00 August 4, 2017 Quotation No. Q-40-2017 110 Page 2of4 3. Approved Source of Funds Description One Multi -Purpose Tractor One Multi -Purpose Tractor with optional Snow Blower and Spray Tank One Optional Stump Grinder Attachment Total Funds Project Code 5311.1703.6178. 5311.1703.6178 5311.1707.6178 Source of Funds Available Required Budget DC's City's Share $55,643.00 $50,431.00 (38%) Reserve DC — Roads & 89,357.00 82,282.00 Related (62%) Reserve Fund Internal Loan — 5yr 151,000.00 151,000.00 5311.1707.6178 Property Taxes 5780.1721.6178 Property Taxes 0 2,003.00 13,500.00 13,500.00 $309,500.00 $299,216.00 Net Project Cost under (over) Approved Funds $10,284.00 Discussion: The Property Maintenance section within the Community Service Department currently utilizes seven multi-purpose tractors. Multi-purpose tractors are used primarily for winter control maintenance on City sidewalks. The replacement of one Multi - Purpose Tractor (unit # 755, a 2001 Trackless) and the addition of one new Multi -Purpose Tractor, due to an increase in the current number of kilometers of sidewalks maintained and anticipated future growth, was approved in the 2017 Property Maintenance Capital Budget. A stump grinder attachment for the Multi -Purpose Tractor will allow staff the ability to safely and efficiently remove all stumps including the many ash tree stumps that exist in City parks as a result of the Emerald Ash Borer infestation and resulting tree removals. An Evaluation Committee consisting of Public Works staff met on May 18, 2017 and evaluated the quotations based on the rated criteria. A combined average score for the quotation was determined as part of Stage II and III of the evaluation process. Joe Johnson Equipment has received the highest score. August 4, 2017 Page 3 of 4 Quotation No. 0-40-2017 111 After careful review of the submission received, Public Works staff recommend acceptance of the quotation submitted by Joe Johnson Equipment for two 2017 MT7 Trackless Multi - Purpose Tractors including a snow blower, stump grinder and spray tank in the amount of $332,266.33 (HST included) and that the total net project cost of $299,216.00 (net of HST rebate) be approved. Prepared By: Approved/Endorsed By: Roagen Supervisor, Parks Operations Marisa Ca .ino, MA Director, Community Services Stan Karwowski, MBA, CPA, CMA Direor, Finance &Treasurer Vera A/ Felgemacher CSCMP, CPPO, CPPB, CPM, CMM 111 Manager, Supply & Services Tony Prevedel, P. Eng. Chief Administrative Officer MC:bk Attachments: Supply & Services Memorandum dated May 17, 2017 Supply & Services Memorandum dated_ May 24; 2017 Signed Memorandum dated June 16, 2017 August 4, 2017 Quotation No. Q-40-2017 112 Page 4 of 4 cd -y4 DICKERING Memo To: Marisa Carpino Director, Community Services From: Vera A. Felgemacher Manager, Supply & Services Copy: Administrative Assistant, Community Services Supervisor, Supply & Services Subject: Quotation No. Q-40-2017 Quotation for Supply & Delivery of Two Multi -Purpose Tractors Closing: Tuesday, May 9, 2017 File: F-5300-001 May 17, 2017 Quotation Q-40-2017 was sent to three (3) companies and advertised on the City's website, of which three (3) companies have responded. There are 2 stages in the evaluation process which are outlined in Part 2 — Evaluation of Quotations of the quotation document. Stage I determines which submissions satisfy all the mandatory submission requirements and provides Respondent the opportunity to rectify deficiencies. One of the submissionsdid not satisfy the mandatory submission requirement and was provided the opportunity to rectify the deficiencies and did within the rectification period. Three quotations proceeded to Stage 11, which consists of scoring each qualified quotation on the basis of the rated criteria outlined in Part 2 of the quotation document. Refer to Part 2 — Evaluation of Quotations, Item 2.3.2 — Rated Criteria, Page 7 for instructions on how each of the quotations is to be evaluated by the Evaluation Committee. Each member will review the submissions individually and carefully according to the criteria in the bid document, Upon completion of the individual scoring, return all Evaluation Committee score sheets with signatures to Sue Burgess, Buyer. Pricing has been evaluated by Supply & Services, and a score out of 20 points has been applied to the evaluation form. The completed evaluation results will be provided to the Evaluation Committee for review and approval. The following list of attachments has been provided to assist the Evaluation Committee to complete their individual evaluations: 1. Stage 11— Evaluation of Rated Criteria; 2. Evaluation Form; 3. Spreadsheet showing points awarded for pricing; and 4. Copy of Request for Quotation Document 113 Hard. copies of the submissions will be forwarded to the Supervisor, Public Works Administration, for distribution to the Evaluation Committee. ' Pie. e. direct all enquiries to Supply & Services. Respondents will be advised of the outcome when the •ntract has been awarded. if yq requirefurther information, please contact myself or a member of Supply & Services. VAFfsb Attachm nts (4) Quotation No. Q-40-2017 Supply & Delivery of Two .Multi -Purpose Tractors 114 Page 2of2 C44 DICKERING Memo To: Marisa Carpino Director, Community Services From: Vera A. Felgemacher Manager, Supply & Services Copy: Administrative Assistant, Community Services Supervisor, Supply & Services Subject Quotation No. Q-40-2017 Quotation for Supply and Delivery of Two Multi -Purpose Tractors Closing: Tuesday, May 9, 2017 • File: F-5300-001 May 24, 2017 Further to the memo dated May 17, 2017, four quotations proceeded to Stage 11 evaluation. A summary of the Stage 1I and [Il evaluation results for each quotation is attached. Joe Johnson Equipment is the top ranked respondent with a submitted price of $260,836,00 (HST excluded). Delivery times provided .by each Respondent are also indicated on the attached spreadsheet. A budget of $296,000.00 was provided to Supply & Services for this procurement. In accordance with Purchasing Policy Item 06.04, the authority for the dollar limit as set out below excludes HST. In accordance with Purchasing Policy, Item 06.11, where the compliant quotation or tender meeting specifications and offering best value to the City is acceptable or where the highest scoring proposal is recommended and the estimated total purchase price is: (c) Over $250,000, the Manager may approve the award, subject to the approval of the Director, Treasurer, CAO and Council, Please provide your recommendation in memo form, as well as an on-line requisition, Please direct all enquiries to Supply & Services. Respondents will be advised in due course. If you r quire further information or assistance, do not hesitate to contact me or a member of Supply Services. ( » VAFIsb Attachments (1) 115 Memo To: Tony Prevedel - Chief Administrative Officer From: Marisa Carpino Director, Community Services Copy: Director, Finance & Treasurer Division Head, Operations - Manager, Supply & Services Senior Financial Analyst, Capital & Debt Management Supervisor, Public Works Administration Subject: Quotation No: Q-40-2017. Supply and Delivery of Two (2) [Multi -Purpose Tractors - File: A-1440 June 15, 2017 Overview: The Property Maintenance section within the Community Service Department currently utilizes seven Multi -Purpose Tractors. The replacement of one Multi -Purpose Tractor (unit # 755, a 2001 Trackless) and one new.Multi-Purpose Tractor, as an addition to the fleet, was approved in -the 2017 Property Maintenance Capital Budget, funded from DC's City Share, DC Roads & Related Reserve and an Internal Loan -- 5 year. On April 10, 2017, Quotation Q-40-2017 was sent to three companies and an advertisement was placed on the City's website. Three companies have responded by the closing date of May 9, 2017. The quotation for two 2017. MT7 Trackless Multi -Purpose Tractors including an optional snow blamer and spraytank, submitted by Joe Johnson Equipment, has received the highest score from the Evaluation Committee, meets the required specifications and is recommended for approval. . In accordance with Purchasing Policy Item 06.11(c), where the compliant quotation or tender meeting specifications and offering. best value to the City is acceptable and the estimated total purchase price is over $250,000.00, the Manager may approve the award, - subject to the approval of the Director, Treasurer, CAC) and Council. In accordance with Purchasing Policy Item 07.01, the Chief Administrative Officer is . authorized to act on behalf of Council in approving an award of a project, and the Treasurer is authorized to approve financing for same, during any recess, break or absence of Council on -- ---conditions that have been met for this project. 116 Recommendation: 1: - That Quotation. No. Q40-2017' submitted by Joe Johnson Equipment for two 2017 MT7 Trackless Multi -Purpose Tractors including a snow blower and spray tank, in the amount of $280,641.00 (HST extra) be accepted;_ - 2. That the total gross project cost of.$317,124,00 (HST included) and the total net project • cost of $285,580.00 (net of HST rebate) be approved; That the Director, Finance '& Treasurer be authorized to fund the project as fo[lows; • a) The -sum o€.$50,431.00 be funded by a transfer from the DC's City Share Reserve and the sum of $82,282.00 be funded by a transfer from the DC -Operations Facilities & Vehicles Reserve Fund and; b) The sum of $151,000.00 to 15e financed by ari internal ban fora period of 5 years and the balance of $1,867.00 from property taxes; and That the appropriate officials of the City of Pickering be authorized to take the necessary actions as indicated in this memo. - Financial -Implications 1. Quotation Amount Quotation No. Q-40-2017 HST (13%) Total Gross Quotation Cost $280,641.00 36,483.33 $317,12433 2. Estimated Project Costing Summary Quotation No. Q-40-2017 Optional Extra Snow dower Optional Extra -- Spray Tank Sub Total HST (13%) Total. Gross project Cost HST Rebate (11.24%) Total Net Project Gost 5260,836.00 15,400.00 4,405.00 $280,641.00 36,483,00 $317;124.00 (31,544,00) $285,580:00 June 16, 2017 *Quotation No. Q-40-2017 Page 2 of 4. 117 3. Approved Source of Funds Property Maintenance Capital Budget Description One Multi -Purpose Tractor • One Multi -Purpose Tractor with optional Snow Blower and Spray Tank Total Funds Project Code 5311.1703.6178 5311.1703,6178 5311.1707.6178 Source of Fundis Available Budget DC's City's Share $55,643.00 (38%) Reserve DC — Roads & 89,357.00 'Related (62%) Reserve Fund .i ntemai Loan — 5yr 151,000.00 5311.1707,6178 Property Taxes Required $50,431.00 82,282.00 151,000.00 1,867.00 S296,000 .00 SMARM 0O • Net Project Cost under (Over) Approved Funds , $10,420.00 Discussion: The Property Maintenance section within the Community Service Department currently utilizes seven multi-purpose tractors, Multi-purpose tractors are used primarily for winter control maintenance on City sidewalks, The replacement of one Multi - Purpose Tractor (unit # 755, a 2001 Trackless) and the addition of one new Multi -Purpose Tractor, due to an increase in the current number of kilometers of sidewalks maintained and anticipated future growth, was approved in the 2017 Property Maintenance Capital Budget. An Evaluation Committee consisting of Public Works staff met on May 18, 2017 and evaluated the quotations based on the rated criteria. A combined average score for the quotation was determined as part of Stage 11 and 111 of the evaluation process. Joe,Johnson Equipment has received the highest score. After careful review of the submission received, Public Works staff recommend acceptance of the quotation submitted by Joe Johnson Equipment for two 2017 MVMT7 Trackless Multi - Purpose Tractors including a snow blower and spray tank in the amount of $317,124.33 (HST included) and that the -total net project cost of $285,58100 (net of HST rebate) be approved. June 16, 2017 Page 3 of 4 Quotation No. Q-40-2017 118 Prepared By: Approved/Endorsed By: Bob Kuz a, CSCMP, AMCT Marisa Carpino, MA Director, Community Services Supervisor, Public Works Administration Stan Karwowski, MBA, CPA, CMA Director, Finance & Treasurer Vera A Felgemacher CSCMP, CPPO, CPPB, CPM, GMM Ili —0( Manager, Supply & Services Approval Tony Pr: edel, P. ng. Chief • f ministrative Officer Tung 19--2Oi MC:bk Attachments: Supply,& Services Memorandum dated May 17, 2017 - Supply & Services Memorandum dated May 24, 2017 June 16; 2017 Page 4 of 4 Quotation.No. Q-40-2017 119 644 DICKERING Memo To: Marisa Carpino • Director, Community Services From: Vera A. Feigemacher Manager, Supply & Services Copy: Administrative Assistant, -Community Services Supervisor, Supply & Services Subject: Quotation No. 0-40-2017 Quotation for Supply & Delivery of Two Multi -Purpose Tractors Closing: Tuesday, May -9, 2017 .: File; F-5300-001 May 17, 2017 Quotation Q0-2017 was sent to three (3) companies and advertised on the City's -website; of which three (3) companies have responded. There are 2 stages, in the evaluation process which are outlined in Part 2 -- Evaluation of Quotations of the quotation document. Stage 1 determines which submissions satisfy ail the mandatory submission requirements and provides Respondents the opportunity to rectify deficiencies. One of the submissions did riot satisfy the mandatory submission requirements and was provided the opportunity to rectify the deficiencies and did within the rectification period. Three quotations proceeded to Stage II, which consists of scoring each qualified quotation on the basis of the rated criteria outlined in Part 2 of the quotation document. Refer to Part 2 — Evaluation of Cfuotations, item 2.3.2 Rated Criteria, Page 7 for instructions on how each of the quotations is to be evaluated by the Evaluation Committee. Each member will review the submissions individually and carefully according to the criteria in the bid document. Upon completion of the individual scoring, return all Evaluation Committee score sheets with signatures to Sue Burgess; Buyer. Pricing has been evaluated by Supply & Services, and a score out of 20 points has been applied to the evaluation form. The completed evaluation results will be provided to the Evaluation Committee for review and.approval. The following list of attachments has been provided to assist the Evaluation Committee to complete their individual evaluations: 1. Stage ii -- Evaluation of Rated Criteria; 2. Evaluation Form; 3. Spreadsheet showing points awarded for pricing; and 4. Copy of Request for Quotation Document 120 , Hard copies ofthe sul niisslens lie forwarded fo the Supervisor; Public Works: Administration; for distribution to the Evaluation Committee, • Pio se,airect all quii ies fo Sup.ply & Services. Respondents will be, advised -of the outcome when the oohtract has been: warded, if yc require further information, please. contact myself gra member of Supply & Services. VA /sb Aftaohm n (4) Quotation No, 0-40-2017 Supply & iDeiivery of Two .Multi -Purpose Tractors, Page 2 of 2 121 DICKERING Memo To: Marisa Carpino Director, Community Services From: Vera A. Felgemacher Manager, Supply & Services Copy: Administrative Assistant, Community Services Supervisor, Supply & Services Subject: Quotation No. Q-40-2017 Quotation for Supply and Delivery of Two Multi -Purpose Tractors Closing: Tuesday, May 9, 2017 File: " F-5300-001 May 24, 2017 Further to the memo dated May 17, 2017, four quotations proceeded to Stage ll.evaluation. A summary of the Stage II and III evaluation results for each quotation is attached. • . Joe Johnson Equipment is the top ranked respondent with a submitted price of $260,836.00 (HST excluded). Delivery times provided:by each Respondent are also indicated on the attached spreadsheet. A budget of $296,000.00 was provided to Supply & Services for this procurement. In accordance with Purchasing Policy item 06.04, the authority for the dollar limit as set out below excludes HST. In accordance with Purchasing Policy, item 06.11, where the .compliant quotation or tender meeting specifications and offering best value to the City is acceptable orwhere the highest scoring proposal is recommended and the estimated total purchase price is: (c) Over $250,000, the Manager may approve the award, subjectto the approval of the Director, Treasurer, CAO and Councit. Please provide your recommendation in memo form, as well as an online requisition. Please Glirect all enquiries to Supply & Services. Respondents will be advised in due course, If you Supply uire further information or assistance, -do not hesitate t� contact me or a member of Services. VAF/sb Attachments. (1) 122 DICKERING Report to Executive Committee Report Number: FIN 19-17 Date: September 5, 2017 From: Stan Karwowski Director, Finance & Treasurer Subject: Section 357/358 of the Municipal Act - Adjustment to Taxes Recommendation: 1. That the write-off of taxes as provided for in Attachment 1, in accordance with sections 357/358 of the Municipal Act, 2001 be approved; and That the appropriate officials of the City of Pickering be authorized to take the necessary actions as indicated in this report. Executive Summary: Not Applicable Financial Implications: If approved, the write-off of taxes as referred to in Attachment 1 of this report represents a gross cost of $43,839.10 with a net cost to the City of approximately $9,000.50, the balance being charged back to the Region of Durham and the school boards. Pickering's share of the costs will be charged to the 2017 Current Budget allocation under General Government — Provision for Uncollectable Taxes. Discussion: The Municipal Act provides the Treasurer with various tax tools regarding the administration and collection of property taxes. Under the provisions of section 357 of the Municipal Act, a reduction of taxes due to fire, demolition, exemption, assessment change or error is allowed. A change in realty tax class can translate into lower property taxes if a property is moved from industrial to commercial tax class or commercial to residential tax class. Demolitions and other physical changes to a property, such as filling in a swimming pool, or damage caused by fire or flooding, result in a reduction in assessment and a corresponding reduction in property taxes. Section 358 of the Municipal Act allows taxpayers to have their assessments revised if they have been overcharged due to a gross or manifest clerical error. On this basis, taxpayers are allowed to seek reduction of their assessments for the current year as well as the two prior years. This section of the Act allows for the reduction of taxes due to such errors, once confirmed by IMPAC. Application # 80/16 is the largest adjustment on this report. It was filed to remove the value of a large commercial building from the assessment because it was demolished. 123 Report FIN 19-17 September 5, 2017 Subject: Section 357/358 of the Municipal Act — Adjustment to Taxes Page 2 Two of the applications in Attachment 1 reflect the comment "Ceases to be liable for tax at rate it was taxed". These two properties contained some commercial operations in the past, but those uses have ceased. A lower tax rate is being applied for part of the year to reflect this change in use. The two remaining adjustments on Attachment 1 reflect the comment "Raised by demolition". A house and a pool were demolished, and the adjustments are to remove the value of the structures from the corresponding assessments. The purpose of sections 357 and 358 is to allow the municipality to rectify assessment and classification changes that are otherwise unable to be changed. Attachments: 1. Section 357/358 Adjustment to Taxes Taxable Prepared By. Mike Jones Supervisor, Taxation Approved/Endorsed By: Stan Karwowski Director, Finance & Treasurer Recommended for the consideration of Pickering City Council Tony Prevedel, P.Eng. Chief Administrative Officer Zot 7 124 App # Reason for Adjustment 80 /16 Raised by demolition 14 /17 Ceases to be liable for tax at rate it was taxed 15 /17 Ceases to be liable for tax at rate it was taxed 17 /17 Raised by demolition 18 /17 Raised by demolition 19 /17 Raised by demolition 20 /17 Ceases to be liable for tax at rate it was taxed City of Pickering Sections 357/358 Adjustment to Taxes September 11, 2017 Details Large commercial building demolished Commercial activity has ceased; now 100% residential Commercial activity has ceased; now 100% residential Inground pool removed/filled in House demolished No recommendation; property value already reflects land only No recommendation; application was withdrawn Year City Region Education Total Type of Application 2016 8,107.60 14,955.21 16,751.37 39,814.18 357 2017 65.05 118.97 374.57 558.59 357 2017 136.51 249.66 784.55 1,170.72 357 2017 44.51 81.39 21.88 147.78 357 2017 646.83 1,183.01 317.99 2,147.83 357 2017 357 2017 - - 357 9,000.50 16,588.24 18,250.36 43,839.10 P1CKERING Report to Executive Committee Report Number: IT 01-17 Date: September 5, 2017 From: Paul Bigioni Director, Corporate Services & City Solicitor Subject: Ricoh Print Management Proposal and Purchase of Print Management Software - File: A-3700 01 Recommendation: 1. That Report IT 01-17, regarding the proposal of Ricoh Canada for multi -function devices and printers for a period of five years, from October 1, 2017 to September 30, 2022, based on the terms of Standing Agreement VOR OSS -00457979 - Managed Print Services from the Ministry of Government and Consumer Services of the Province of Ontario, be received; That the proposal by Ricoh Canada be accepted; That Council authorize staff to execute a Lease Agreement with Ricoh Canada in accordance with the proposal and on terms satisfactory to the Director, Corporate Services & City Solicitor; 4. That the appropriate City of Pickering officials be authorized to take the necessary actions as indicated in this report. Executive Summary: Staff recommend that Council approve a new lease from Ricoh Canada of multi -function devices ("MFD's") for printing, copying, scanning and faxing services. The new lease will be a continuation of the City's existing relationship with Ricoh Canada for a period of five years from October 1, 2017 to September 30, 2022. Ricoh performed an assessment of the City's current MFD "fleet" and of its document reproduction needs. The assessment was completed using a combination of a physical site visits and electronic data collection from the City's existing MFD's. Ricoh's proposal will result in a slight reduction in the number of MFD's (from 56 to 53) required to meet the City's needs. Ricoh will replace all existing MFD's with new units. Changes in the size and location of some of the MFD's will better accommodate the demands of the City's various Departments and facilities. The ongoing costs to the City of operating the MFD's will be substantially reduced. The City is currently at the end of a five year lease agreement with Ricoh Canada for a total of 56 MFD's within all divisions and facilities at a blended cost of $0.0468 per copy. The current lease agreement expires on September 30, 2017. The proposal from Ricoh Canada includes the placement of new copiers, service, parts, and toner at a blended cost per copy of $0.0267. 126 IT 01-17 Subject: Ricoh Print Management Proposal and Purchase of Print Management Software September 5, 2017 Page 2 Financial Implications: The City's current cost per copy ("CPC") for document reproduction is $0.0468. The Ricoh Canada proposal, if accepted by Council, will reduce the City's CPC to $0.0267. This represents a CPC reduction of 43%. CPC is calculated based on the estimated, blended (Black and White/Colour) volume of document reproduction. Discussion: Usage and service statistics for the last five years have been reviewed by staff and the recommendation is for the City to continue its relationship with Ricoh Canada as per the Vendor of Record terms set by the Province. City of Pickering staff performed due diligence on a competitive solution from Canon Canada in order to establish that the VOR agreement with Ricoh was in the best interests of the City. The result was that Canon's pricing was found to be only $55.89 higher per year based on a comparable managed print services agreement. Notwithstanding this, City staff recommend renewal of the City's existing print services agreement with Ricoh Canada, pursuant to the Vendor of Record agreement with the Province of Ontario. This will avoid the disruption and inevitable collateral costs and staff time associated with a change to a new service provider. An assessment of the City's current managed print services environment was performed by Ricoh Canada in 2017 and the findings are identified below. Assessment Findings • 56 Total Units • 15 Unique Models • 2 Manufacturers • Total Monthly Volume of 178,171 (colour 23,681) • 100 percent of MFD's are more than 5 years old. This result is an increased service requirement, less uptime, less reliability and compatibility concerns with newer systems • 100 percent of MFD's are networked which makes it very easy to manage CORP0227-07/01 revised 127 Current Recommended Result Total Number of Multi- functional Devices 56 53 5.4% reduction Average copy speed 36.1 pages per minute 38.4 pages per minute 6.3% increase Total Cost per page (Blend) $0.0468 $0.0267 43.0% reduction Monthly Cost $8,345.52 $4,758.23 43.0% reduction Total Term Cost (5 Years) $500,731.00 $285,494.00 $215,237.43 Term Savings Discussion: Usage and service statistics for the last five years have been reviewed by staff and the recommendation is for the City to continue its relationship with Ricoh Canada as per the Vendor of Record terms set by the Province. City of Pickering staff performed due diligence on a competitive solution from Canon Canada in order to establish that the VOR agreement with Ricoh was in the best interests of the City. The result was that Canon's pricing was found to be only $55.89 higher per year based on a comparable managed print services agreement. Notwithstanding this, City staff recommend renewal of the City's existing print services agreement with Ricoh Canada, pursuant to the Vendor of Record agreement with the Province of Ontario. This will avoid the disruption and inevitable collateral costs and staff time associated with a change to a new service provider. An assessment of the City's current managed print services environment was performed by Ricoh Canada in 2017 and the findings are identified below. Assessment Findings • 56 Total Units • 15 Unique Models • 2 Manufacturers • Total Monthly Volume of 178,171 (colour 23,681) • 100 percent of MFD's are more than 5 years old. This result is an increased service requirement, less uptime, less reliability and compatibility concerns with newer systems • 100 percent of MFD's are networked which makes it very easy to manage CORP0227-07/01 revised 127 IT 01-17 September 5, 2017 Subject: Ricoh Print Management Proposal and Purchase of Print Management Software Page 3 • Good mix of colour and black and white available across the City's environment To meet the City's print service needs, Ricoh's proposal will: • Provide all new multi -function devices with colour units in strategic locations • Reduce the total number of devices to 53 • Distribute the total volume of printing more evenly across all devices, to reduce wear • Upgrading of Equitrac secure print software to improve MFD network operation Attachments: 1. Ricoh Fleet Assessment Report (including proposal) Prepared By: Appr&ed/Endorsed By: Dale Quaife Manager, Information Technology DQ:df Paul B Directo , - •orate Services & City Solicitor Recommended for the consideration of Pickering City Council Tony Prevedel, P.Eng. Chief Administrative Officer CORP0227-07/01 revised 128 -0 c 0 0 R I CO H imagine. change. Consulting Services Business Processes at Work FLEET ASSESSMENT REPORT Prepared For: The City of Pickering Prepared By: Mark Amos Supervisor, Consulting Services, Business Analyst 129 Fleet Assessment Report Prepared for THE CITY OF PICKERING Ricoh Fleet/ Output Assessment Services Executive Summary August 17, 2017 To ensure clarity of Ricoh's approach to address The City of Pickering's print strategy methodology, this report outlines the findings at The City of Pickering location. The assessment function was completed using a combination of a physical site visit and electronic data collection (network devices). There is a slight reduction of equipment which will reduce the cost of operation for The City of Pickering. We assessed 2 locations City Hall 2 floors and Community Center 2 floors. We had interview meetings with key personnel to discuss their department's specific needs, including Finance, Planning, CAO Clerks, HR and Engineering. A) Assessment Findings • 56 Total Units • 15 Unique Models • 2 Manufacturers • Total Monthly Volume of 178,171 (Colour 23,681) • 100% of equipment older than 5 yrs resulting in increased service, less uptime and reliability and compatibility concerns with new systems. • 100% of equipment is networked which makes it very easy to manage • Good mix of colour and B/W available across the City's environment • Average CPC is B/W $0.01 Colour $0.08 (Monthly Spend $8,345.52) B) Recommendations Working with The City of Pickering's print strategy we have made recommendations for colour MFP's in strategic locations within The City of Pickering's locations. Understanding the complex environment of the different departments across many floors some areas might have devices located in close proximity. Most floors at City Hall had a good mix of devices. Recommendations for the sites we did not visit were made based on the volumes provided through @Remote. • Reduce the number of devices to 53 • 10 Unique models and 1 manufacturers • Create a balanced volume distributed across the fleet. • 100% less than 3 years old improves reliability. RICOH Page 2 of 8 Confidentiality The content of this document is considered confidential information of Ricoh Canada Inc. and THE CITY OF PICKERING. It is intended for internal Ricoh Canada and THE CITY OF PICKERING use only. 130 Fleet Assessment Report Prepared for THE CITY OF PICKERING C) Assessment Functions: Total Cost of Operation (TCO) Default B/W on copy print functions. August 17, 2017 Environmental • Default copy and print functions for double sided (duplex). • Secure Print function on all devices, no more abandoned print and less paper in the recycle bins Security • Secure Print Release function available on MFP devices ensures confidentiality, no lost print jobs and no abandoned print that goes to recycle bins. D) Analysis Statistics and Charts Current State ail ufacturejr evic Ricoh 53 HP 3 Total 56 New Ricoh Proposed State MP C3004 Colour MFP 13 SP 4520DN B/W Printer 8 MP C6004 Colour MFP 6 MP 6055 B/W MFP 3 MP C307 Colour Desktop MFP 3 MP 3555 B/W MFP 3 MP 6055 B/W MFP 3 MP 5055 B/W MFP 2 SP C252 Colour Desktop MFP 1 Keep Ricoh 1 Total 53 RICOH Page 3 of 8 Confidentiality The content of this document is considered confidential information of Ricoh Canada Inc. and THE CITY OF PICKERING. It is intended for internal Ricoh Canada and THE CITY OF PICKERING use only. 131 Fleet Assessment Report Prepared for THE CITY OF PICKERING August 17, 2017 Present Service and Supply Cost Drivers Unique Models Total Devices Proposed Service and Supply Cost Drivers Manufacturer RICOH Unique Models Total Devices Page 4 of 8 Confidentiality The content of this document is considered confidential information of Ricoh Canada Inc. and THE CITY OF PICKERING. It is intended for internal Ricoh Canada and THE CITY OF PICKERING use only. 132 Fleet Assessment Report Prepared for THE CITY OF PICKERING 18% 13% Present Technology Mix 5% 23% Proposed Technology Mix 41% 21% RICOH MFP Colo.ur(Networked) MFP BIW (Networked) PrinterBNV (Networked) t Desktop MFP B/W (Networked) ®Printer Colour (Networked) MFP Colour(Networked) Desktop MFP BIW (Networked) MFP BIW (Networked) PrinterBNV (Networked) Desktop MFP Coiour(Networked) August 17, 2017 Page 5 of 8 Confidentiality The content of this document is considered confidential information of Ricoh Canada Inc. and THE CITY OF PICKERING. It is intended for internal Ricoh Canada and THE CITY OF PICKERING use only. 133 Fleet Assessment Report Prepared for THE CITY OF PICKERING 40% 37% Present Volume By Technology Proposed Volume By Technology 53% RICOH MFP Colour(Networked) ® MFP B/W (Networked) Ft Desktop MFP B/W (Networked) PrinterB/W (Networked) Printer Colour(Networked) August 17, 2017 • MFP Colour(Networked) a MFP B/W (Networked) 51 % s Desktop MFP B/W (Networked) a PrinterB/W (Networked) e Desktop MFP Colour(Networked) Page 6 of 8 Confidentiality The content of this document is considered confidential information of Ricoh Canada Inc. and THE CITY OF PICKERING. It is intended for internal Ricoh Canada and THE CITY OF PICKERING use only. 134 Fleet Assessment Report Prepared for THE CITY OF PICKERING Present Proposed Utilization /f f/ 0.72% 0.73% 073% 0.74% 0.74% 0.75% 0.75% E) TCO August 17, 2017 RICOH Page 7 of 8 Confidentiality The content of this document is considered confidential information of Ricoh Canada Inc. and THE CITY OF PICKERING. It is intended for internal Ricoh Canada and THE CITY OF PICKERING use only. 135 Current Recommendation Result Total # units 56 53 5.4% Device Reduction Average Speed 36.1 38.4 6.3% Increase in Speed Estimated Monthly Volume 178,171 178,171 0.0% Unchanged Total Cost Per Page (Blend) $ 0.0468 $0.0267 43,0% Reduction in Costs Monthly Cost $ 8,345.52 $4,758.23 43.0% Reduction in Costs Total Term Cost (5 Years) $ 500,731 $285,494 $ 215,237.43 Term Savings RICOH Page 7 of 8 Confidentiality The content of this document is considered confidential information of Ricoh Canada Inc. and THE CITY OF PICKERING. It is intended for internal Ricoh Canada and THE CITY OF PICKERING use only. 135 Fleet Assessment Report Prepared for THE CITY OF PICKERING RICOH August 17, 2017 Page 8 of 8 Confidentiality The content of this document is considered confidential information of Ricoh Canada Inc. and THE CITY OF PICKERING. It is intended for internal Ricoh Canada and THE CITY OF PICKERING use only. 136 GGA PICKERING Report to Executive Committee Report Number: PLN 14-17 Date: September 5, 2017 From: Kyle Bentley Director, City Development & CBO Subject: Revised By-law for the Registration of Two -Dwelling Unit Properties File: L-2000-017 Recommendation: 1. That Council repeal and replace By-law 6399/04 with a revised By-law to provide for the Registration of Two -Dwelling Unit Properties in the City of Pickering. Executive Summary: The purpose of this report is to obtain Council's approval to repeal By-law 6399/04 and replace it with a revised by-law for the Registration of Two -Dwelling Unit Properties. A revised by-law is required to enable registration of a wider range of accessory units that are now permitted by new provincial legislation and Council approved zoning by-laws. This report contains background information on accessory dwelling units, the original intent behind the Registration By-law, and recent changes to provincial policy and local zoning. The draft by-law is attached as Appendix I and is recommended to be forwarded to Council for enactment. Financial Implications: The recommendations of this report do not present any financial implications for the City. Discussion 1. Defining Accessory Dwelling Unit Accessory dwelling units (ADUs) are self-contained dwelling units that include rooms, a kitchen and bathroom; are used for residential purposes, and are subordinate to the primary residential dwelling unit on the property. ADUs are also commonly known as "second units", "accessory apartments", "apartments in houses", "basement apartments" and "in-law suites". ADUs can be referred to as "coach houses" when located above a detached garage, and "garden suites" when located within an accessory building. 2. Pickering Introduced Zoning and a Registration By-law for Accessory Dwelling Units in 2004 In 2004, Council approved a series of Zoning By-law Amendments to permit ADUs in detached and semi-detached dwellings only, based on the assumption that most freehold townhouse units will be unable to provide the necessary lot area or building size for an ADU. Accessory dwelling units occupying an accessory structure, commonly referred to as "garden suites" or "coach houses" were not addressed in the report. 137 PLN 14-17 September 5, 2017 Subject: Revised By-law for the Registration of Two -Dwelling Unit Properties Page 2 ADUs were permitted in detached and semi-detached dwellings subject to the following provisions: a) a total of three (3) parking spaces are provided on the property where the accessory dwelling unit is located; b) the maximum floor area of an accessory dwelling unit shall be one hundred (100) square metres; and c) a home-based business is prohibited in either dwelling unit of a dwelling containing an accessory dwelling unit. The amendments approved by Council did not permit AD.Us within apartments, duplexes or multiple -attached dwellings (townhouses). Additionally, the existing provisions for accessory buildings specify that human habitation is not permitted in an accessory structure preventing the establishment of coach houses or garden suites under the zoning by-laws. In addition to amending the zoning by-laws, Council approved a Registration By-law requiring the registration of ADUs (By-law 6399/04). The purpose of the Registration By-law is to require the inspection of ADUs, thereby assuring the City that existing ADUs conform to the applicable Fire and Building Codes, and allowing residents within those units to be potentially safer in threat of fire. 3. Provincial and Local Policies Have Changed Since 2004 Since the approval of the zoning amendments and registration by-law in 2004, new provincial legislation has been introduced to encourage more affordable housing options. The Strong Communities through Affordable Housing Act, 2011 amended the Planning Act to: • require municipalities to establish official plan policies and zoning by-law provisions allowing "second units" in detached, semi-detached and row houses1, as well as in ancillary structures; • remove the ability to appeal the establishment of these official plan policies and zoning by-law provisions except where such official plan policies are included in five-year updates of municipal official plans; and • providing authority for the Minister of Municipal Affairs and Housing to make regulations authorizing the use of, and prescribing standards for, second units. Specifically, Section 16.1 (3) of the Planning Act was added to include requirements for "second units". The Planning Act now requires official plans to include policies authorizing second residential units in a detached house, semi-detached house or row house; or a building or structure ancillary to a detached, semi-detached, or row house, where the main building only contains one dwelling unit. Section 6.4 (e) of the Pickering Official Plan also directs City Council to "zone to permit accessory apartments, garden suites, and rooming homes where appropriate". Defined as one of three or more dwellings joined side by side (or occasionally side to back), such as a 1 38 town house or garden home, but not having any other dwellings either above it or below. PLN 14-17 September 5, 2017 Subject: Revised By-law for the Registration of Two -Dwelling Unit Properties Page 3 In 2014, City Council approved Zoning By-law 7364/14 (Seaton Zoning By-law), which includes provisions that permit accessory dwelling units within a permitted detached dwelling, semi-detached dwelling, townhouse dwelling2, or coach house, subject to the same provisions required in Zoning By-laws 2511, 2520, 3036 and 3037. In April 2017, City Council approved Zoning By-law 7553/17 (City Centre Zoning By-law), which includes provisions that permit accessory dwelling units within any zone that permits a detached dwelling, semi-detached dwelling, or street townhouse dwelling3, subject to the same provisions required in other City zoning by-laws. Additionally, the Committee of Adjustment has approved minor variance applications to permit an ADU in a townhouse (P/CA 19/17) and an ADU in an accessory building (P/CA 100/15). Both proposed accessory units where deemed to meet the three requirements of ADUs in their respective zoning by-laws, and were approved based on special circumstances. Despite zoning changes and committee decisions, the Registration By-law was not updated concurrently to match the zoning. 4. A New Registration By-law is Needed to Reflect Current Policies During the review of Minor Variance Application P/CA 19/17, which requested an ADU in a townhouse, City staff identified that the unit would not be able to be registered due to the restrictive definition of "two -unit house" in the Registration By-law. It was then noted that any ADUs proposed within townhouses or accessory buildings permitted under the Seaton Zoning By-law or the City Centre Zoning By-law could not be registered for the same reason. With construction underway in Seaton and the City Centre Zoning By-law being adopted by Council (but under appeal) it is anticipated that the City will see an increased number of ADUs that are permitted under the zoning by-law, but cannot be registered under Registration By-law 6499/04. It is important to revise the Registration By-law to ensure that all ADUs permitted under the zoning by-laws or through a minor variance application, are inspected, conform to the building and fire codes, and are safe for occupancy. 5. Differences Between the New By-law and Existing By-law 6499/04 By-law 6499/04 was used as the basis for creating the new Registration By-law. The changes expanded the range of dwelling types and structures in which ADUs may be registered, replaced the term "two -unit house" with the term "two -dwelling unit property", and made a number of other administrative changes. 2 Defined as a building that is vertically divided into a minimum of three dwelling units, each of which has an independent entrance from grade to the front and rear of the building, and each of which are divided vertically above grade by a common wall adjoining dwelling units or a private garage above grade and where each dwelling unit is located on an individual lot. 3 Defined as a residential use building containing three or more attached principal dwelling units divided vertically and where all dwelling units are located on a street. 139 PLN 14-17 September 5, 2017 Subject: Revised By-law for the Registration of Two -Dwelling Unit Properties Page 4 The term "two -dwelling unit property" is meant to better reflect the diversity of ADUs now permitted in the City of Pickering zoning by-laws. A "two -dwelling unit property" is defined as follows: "a parcel of land containing a maximum of two dwelling units within a detached dwelling, semi-detached dwelling, a street townhouse dwelling4, or an accessory building, subject to the provisions of the applicable City of Pickering Zoning By-law". The key differences between By-law 6499/04 and the revised Registration By-law can be summarized as follows: Section Changed Description of Change from By-law 6499/04 Name of By-law changing the name from "Two -Unit Houses By-law" to "Two -Dwelling Unit Properties By-law" Definitions removing the definition of "two -unit house" and "residential unit" and adding definitions for "two -dwelling unit property", "dwelling unit", "applicant", "accessory", "building", "City", "dwelling, detached", "dwelling, semi-detached", "dwelling, street townhouse", and "structure", in order to provide clarity and update definitions to more modern standards Registration Applications adding that the registration fee may be amended in the approved Summary of Fees and Charges adding the Building Code Act and the Ontario Building Code as applicable standards for two -dwelling unit properties Register adding a section respecting the maintenance of a written or electronic record of two -dwelling unit properties Refusal and Revocation of Registration adding details on the Registrar's ability to refuse to register a two -dwelling unit property Offences and Penalties adding specific details on fines for contravening the by-law Fees removing reference to a registration fee for applications made prior to April 1, 2005 4 Same definition as used in the Seaton Zoning By-law. 140 PLN 14-17 September 5, 2017 Subject: Revised By-law for the Registration of Two -Dwelling Unit Properties Page 5 6. Staff Recommend that the Revised Registration By-law be enacted by Council Staff consulted with internal departments including City Development (Building Services and Planning Division), Corporate Services (By-law Enforcement and Legal Services) and Fire Services throughout the drafting of the new Registration By-law. Comments from the respective departments have been incorporated into the new By-law. Inconsistencies between By-law 6499/04 and approved City zoning by-laws has created issues whereby ADUs permitted in the zoning cannot be registered. This update to the Registration By-law is consistent with new provincial legislation, the City Official Plan, and City zoning by-laws, and will ensure that ADUs in the City of Pickering are constructed in accordance with the Ontario Building Code and the Ontario Fire Code, and are safe for occupation. Appendix Appendix I Draft By-law for the Registration of Two -Dwelling Unit Properties in the City of Pickering Prepared By: Rory McNeil Plann- I r Nilesh S rti, MCIP, RPP Approved/Endorsed By: Catherine Rose, MCIP, RPP Chief Planner Kyle Bentley, P. Eng. Manager,' Development Review & Urban Design Director, City Development & CBO RM:NS:Id Recommended for the consideration of Pickering City Council Tony Prevedel, P.Eng. Chief Administrative Officer 2l. 2oi7 141 Draft By-law for the Registration of Two -Dwelling Unit Properties In the City of Pickering 142 Appendix I to Report PLN 14-17 The Corporation oft ity of Pickering D o. XXXX/17 Being a by-law to provide for the registration of two -dwelling unit properties in the City of Pickering. Whereas Section 16(3) of the Planning Act, S.O., 1990, c. P.13, as amended, requires municipalities to implement official plan policies authorizing the use of second residential units; And Whereas Section 35.1(1) of the Planning Act, S.O., 1990, c. P.13, as amended, requires that by-laws passed under section 34 give effect to the policies described in subsection 16(3) of that Act; And Whereas Section 8(1) of the Municipal Act, S.O. 2001, c. 25, as amended, (Municipal Act, 2001) provides that the powers of a municipality under any Act shall be interpreted broadly so as to confer broad authority on municipalities to enable them to govern their affairs as they consider appropriate, and to enhance their ability to respond to municipal issues; And Whereas Section 11(2) (6) of the Municipal Act, 2001, authorizes municipalities to pass by-laws respecting the health, safety and well-being of persons and the protection of persons and property; And Whereas the Council of the Corporation of the City of Pickering considers it important to enact a by-law to require the registration of second residential units in the City of Pickering in order to protect persons, property and the health, safety and well- being of Pickering residents; Now therefore the Council of The Corporation of the City of Pickering hereby enacts as follows: 1. Definitions In this By-law, (1) "Accessory" means a use or building naturally or normally incidental to, subordinate to or exclusively devoted to a principal use or building and located on the same lot as the principal use or building; (2) "Applicant" means a person who applies for registration of a two -dwelling unit property and includes any person authorized in writing by an owner to apply for a two -dwelling unit property registration certificate on the owner's behalf; 143 X/17 Page 2 "Building" means a structure occupying an area greater than 10.0 square metres and consisting of any combination of walls, roof and floor but shall not include a mobile home; (4) "City" means The Corporation of the City of Pickering or the geographical area, whatever the context requires; (a) "Dwelling, Detached" means a building containing only one primary dwelling unit; (b) "Dwelling, Semi -Detached" means a building that is divided vertically into two primary dwelling units that share a common wall above' grade and where each dwelling unit is located on an individual lot; (c) "Dwelling, Street Townhouse" means a building that is vertically divided into a minimum of three dwelling units, each of which has an independent entrance from grade to the front and rear of the building, and each of which are divided vertically above grade by a common wall adjoining dwelling units or a private garage above grade and where each dwelling unit is located on an individual lot; (d) "Dwelling Unit" means a residential unit that: i) consists of a self-contained set of rooms located in a building or structure; ii) is used or intended for use as a residential premises; iii) contains kitchen and bathroom facilities that are intended for the use of the unit only; iv) is used as a single housekeeping unit, which includes a unit in which no occupant has exclusive possession of any part of the unit; and v) is not a mobile home or any vehicle; (5) (6) "Inspector" means a Building Inspector, Municipal Law Enforcement Officer or Fire Inspector employed by the City of Pickering; (7) "Owner" means the registered owner of the land on which the two -dwelling units are situated; (8) "Registrar" means the Fire Chief of the City of Pickering; (9) "Structure" means anything that is erected, built or constructed of parts joined together or any such erection fixed to or supported by the soil and/or other structure but excludes in -ground swimming pools; (10) "Two -Dwelling Unit Property" means a parcel of land containing a maximum of two dwelling units within a detached dwelling, a semi-detached dwelling, a street townhouse dwelling, or an accessory building, subject to the provisions of the applicable City Zoning By-law. 144 TXX/17 Page 3 Prohibition No person shall occupy or permit the occupancy of a two -dwelling unit property unless the owner registers the property as required by this By-law. 3. Registration Applications (1) To obtain registration, the owner or applicant shall: (a) submit a completed application on a form provided by the City; (b) pay the prescribed fee in the amount as set out in Schedule "A" to this by-law, or as amended by the approved Summary of Fees and Charges By-law; (c) arrange for an inspection of the two -dwelling unit property by an Inspector, and demonstrate compliance with all relevant standards set out in the Building Code Act, Ontario Building Code, Fire Protection and Prevention Act, Ontario Fire Code, as amended from time to time; and (d) provide bona -fide evidence that the use of the property for the purposes of more than one dwelling unit meets the applicable zoning provisions, or are exempt from such provisions under the terms of the Planning Act, 1990; (2) A property which has received approval for two -dwelling units through the issuance of a building permit or change of use permit under the Building Code Act and Ontario Building Code, is exempt from the requirements of (1)(c) and (d) of this section where such permit explicitly authorized such use and satisfactory final inspections have been completed. (3) The issuance of a building permit for structural or material alterations in accordance with the Fire Protection and Prevention Act and Ontario Fire Code, is applicable to the requirements of (1)(c) and (d) of this section. (4) The Registrar shall issue a registration certificate for a two-dwellingunit property except where the property proposed for registration does not comply with the requirements of 5(1) of this by-law or any other applicable law, as determined by the Registrar. 4. Register (1) The Registrar shall maintain a written or electronic record respecting each two -dwelling unit property for which a registration certificate has been issued. Each record shall include, at a minimum, the following particulars: (a) the municipal address of the two -dwelling unit property; and (b) the registration date of the two -dwelling unit property. 145 XX/17 Page 4 Refusal and Revocation of Registration (1) The Registrar may refuse to register a two -dwelling unit property unless the Registrar is satisfied that the following conditions have been met: (a) the application for registration has been prepared and submitted, including payment of registration fees; (b) the two -dwelling unit property complies with all standards applicable at the time of registration, and which may be prescribed by any of the following: • the City's Zoning By-law; • the City's Property Standards By-law; • the Building Code Act, 1992, SO 1992, c 23; • the Ontario Building Code, 0 Reg 332/12; • the Fire Protection and Prevention Act, 1997, SO 1997, c 4; and • the Ontario Fire Code, 0 Reg 213/07: (2) The Registrar may revoke the registration of a two -dwelling unit property which, at any time after registration, ceases to meet the requirements set out in this By-law or other applicable law, or where the Registrar determines that the registration certificate was issued based on false or misleading information. (3) Where the Registrar refuses or revokes the registration of a two -dwelling unit property, notice stating the reason for the refusal or revocation shall be given to the owner of the property by regular mail. Administration of this By-law The Registrar may designate such persons as are necessary to administer this By-law. 7 Offences and Penalties (1) Any person, other than a corporation, who contravenes the provisions of this By-law is guilty of an offence, and upon conviction, is liable: (a) on a first conviction, to a fine of not more than $10,000.00; and (b) on any subsequent conviction, to a fine of not more than $25,000.00. (2) A corporation that contravenes any provision of this By-law, is guilty of an offence, and upon conviction, is liable: (a) on a first conviction, to a fine of not more than $25,000.00; and (b) on any subsequent conviction, to a fine of not more than $50,000.00. 146 pXXXXI17 Page 5 8. Repeal (1) By-law No. 6399/04, as amended, is repealed. By-law read a first, second and third time and finally passed this XX day of September, 2017. David Ryan, Mayor Debbie Shields, City Clerk 147 Schedule "A" to By-law XXXX/17 Registration Fee of a Two -Dwelling Unit Property: $500.00 148 C4,e P1CKER1 NG Report to Executive Committee Report Number: CLK 05-17 Date: September 5, 2017 From: Paul Bigioni Director, Corporate Services & City Solicitor Subject: 2018 Committee and Council Meeting Schedule Recommendation: 1. That the 2018 Standing Committee and Council Meeting Schedule included as Attachment 1 to this report, be approved. Executive Summary: In accordance with the Municipal Act, 2001, every municipality and local board shall pass a procedure by-law for governing the calling, place and proceedings of meetings. The attached By-law provides notification of the meetings of Council. Financial Implications: There are no financial implications. Discussion: The City of Pickering Procedural By-law provides for governing the calling, place and proceedings of meetings. In accordance with the intent of the Municipal Act, of open, transparent and accountable government, the 2018 meeting schedule, as required by the Procedural By-law 7212/12, is presented in order for public notification to commence. Attachments: 1. 2018 Standing Committee and Council Meeting Schedule Prepared By: Debbie Shields City Clerk Appro ed Paul Bi.,'. Directo Recommended for the consideration of Pickering City .•uncil{, L) Tony Prevedel, P.Eng. Chief Administrative Officer 2_o17 ate Services & City Solicitor 149 January 2018 S MTWT F S 7 14 21 28 u� V 1 2 3 4 5 6 9 10 11 12 13 15 16 17 18 19 20 22 23 24 25 26 27 29 30 31 May 2018 S M TWT F S 1 2 3 4 5 6 8 9 10 11 12 13 14 15 16 17 18 19 20 21 22 23 24 25 26 27 28 29 30 31 September 2018 S MTWT F S 2 9 16 23 30 1 2018 Committee & Council Meeting Schedule February 2018 S M TWT F S 1 2 3 4; 6 7 8 9 10 11 12 13 14 15 16 17 18 19 20 21 22 23 24 25 26 27 28 June 2018 S M TWT F S March 2018 S MTWT F S April 2018 1 2 3 1 2 4 5 6 7 4 iv.sr6 7 8 9 10 8 9 10 11 12 13 14 11 12 13 14 15 16 17 15 16 17 18 19 20 21 18 19 20 21 22 23 24 22 23 24 25 26 27 28 25 26 27 28 29 30 31 29 30 July 2018 S MTWT F S 1 2 1 2 3 4 5 6 7 8 9 10 11 12 13 14 10 11 12 13 14 15 16 15 16 17 18 19 20 21 17 19 20 21 22 23 22 23 24 25 26 27 28 24 25 26 27 28 29 30 29 30 31 3 4 5 6 7 8 9 October 2018 S MTWT F S 1 2 3 4 5 6 3 4 5 6 7 8 7 8 9 10 11 12 13 10 '+]12 13 14 15 14 15 16 17 18 19 20 17 18 19 20 21 22 21 22 23 24 25 26 27 24 25 26 27 28 29 28 29 30 31 Council Meeting Family Day — February 19 Easter Monday — April 2 Passover — April 9 Victoria Day -- May 21 Civic Awards — May 28? Labour Day — September 3 November 2018 S MTWT F S 1 2 3 4 5 6 7 8 9 10 11 12 13 14 15 16 17 18 19 20 21 22 23 24 25 26 27 28 29 30 Budget Meeting Inaugural Meeting Rosh Hashana — September 10 Thanksgiving Day — October 8 August 2018 SM TWT F 5 1 2 3 4 5 6 7 8 9 10 11 12 13 14 15 16 17 18 19 20 21 22 23 24 25 26 27 28 29 30 31 December 2018 5 M TWT F 5 1 2 3 4 5 6 7 8 9 10 11 12 13 14 15 16 17 18 19 20 21 22 23 24 25 26 27 28 29 30 31 L' PICKE Ri NG ici3