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January 10, 2011
Cry o~ Executive Committee Meeting Agenda Monday, January 10, 2011 PI rKERI Council Chambers 7:30 pm Chair: Councillor Dickerson (1) Matters for Consideration Pages 1. Chief Administrative Officer's Report, CAO 01-11 1-4 Ward Boundary Review - 2014 Municipal Election Recommendation 1. That Report CAO 01-11 regarding Resolution #158/10 on the matter of a Ward Boundary Review be received for information; and 2. That a Ward Boundary Review and the election of Regional Councillors at large not be undertaken at this time. 2. Chief Administrative Officer's Report, CAO 02-11 5-13 Request of Russ Phillips for Financial Compensation from the . City for alleged reduction in property value due to the installation of a Cell Tower at 2585 Sixth Concession Road City of Pickering Recommendation 1. That Report CAO 02-11 of the Chief Administrative Officer be received; 2. That the request of Russ Phillips for financial compensation from the City for an alleged reduction in property value due to the installation of a Cell Tower at 2585 Sixth Concession Road be denied; and 3. Further, that the City Clerk advise Russ Phillips of Council's decision. 3. Director, Corporate Services & Treasurer, Report CS 01-11 14-17 2011 Interim Spendinq Authority Recommendation 1: That Report CS 01-11 from the Director, Corporate Services & Treasurer be received; Accessible For information related'to accessibility requirements please contact r ~~K~ ~ Linda Roberts I~ E Pt LI V V Phone: 905.420.4660 extension 2928 TTY: 905.420.1739 Email: Iroberts(&citvofpickerina.com City o0 Executive Committee Meeting Agenda _ Monday; January 10, 2011 PICKERING Council Chambers 7:30 pm Chair: Councillor Dickerson 2. That the 2011 Interim Operating Expenditures be approved at 50% of the prior years' budget including adjustments as contained in Attachment 1, pending approval of the formal 2011 Current Budget by Council; and, 3. That the appropriate City of Pickering officials be authorized to take the necessary actions to give effect thereto. 4. Director, Corporate Services & Treasurer, Report CS 02-11 18-22 2011 Temporary Borrowing By-law Recommendation 1. That Report CS 02-11 from the Director, Corporate Services & Treasurer be received; 2. That the temporary borrowing limit to meet 2011 current expenditures pending receipt of taxes and other revenues be established at $34,600,000 for the period January 1, 2011 to September 30, 2011 inclusive, and $17,300,000 thereafter until December 31, 2011; 3. That the temporary borrowing limit for capital purposes for 2011 be established at $12,400,000; 4. That the attached draft by-law providing for the temporary borrowing of monies, be enacted; and, 5. That the appropriate officials of the City of Pickering be authorized to take the necessary actions to give effect thereto. 5. Director, Corporate Services & Treasurer, Report CS 03-11 23-29 Formal Quotations - Quarterly Report for information Recommendation That Report CS 03-11 of the Director, Corporate Services & Treasurer regarding Formal Quotations - Quarterly Report for information be received for information. Cis oo Executive Committee Meeting Agenda, _ Monday, January 10, 2011 PICKERING Council Chambers 7:30 pm Chair: Councillor Dickerson 6. Director, Corporate Services & Treasurer, Report CS 04-11 30-32 Horizon House Lease Agreement Green River Community Centre Recommendation 1. That Report CS 04-11 of the Director, Corporate Services & Treasurer be received; 2. That the agreement approved by Council under Resolution #113/09 providing for a monthly payment of $800 to the City by Horizon House be reduced to $250 per month effective January 1, 2011, all other terms and conditions to remain unchanged; 3. That the Director, Corporate Services & Treasurer be authorized to write off the outstanding balance owing of approximately $9,550 for the period September 1, 2009 to December 31, 2010; and, 4. That the appropriate officials of the City of Pickering be authorized,to take the necessary action to give effect hereto. 7. Director, Corporate Services & Treasurer, Report CS 05-11 33-125 Tender/Contract Approval - Council's Fall Recess Recommendation 1. That Report CS 05-11 of the Director, Corporate Services & Treasurer regarding tender and contract approvals during Council's Fall recess due to the.2010 Municipal Election be received; 2. That Council pass a Resolution ratifying the approval of the Tenders and Contracts by the Chief Administrative Officer contained in this Report during Councils' recess being: Quotation No. Q-61-2010, Boulevard Improvements - Kingston Road at Walnut Lane; Quotation No. Q-65-2010, Hot Water Boiler Replacement - Pickering Civic Complex; Tender No. T-22-2010, Charlotte Circle Road Improvements; Tender No. T-23-2010, Brockridge Park Pedestrian Bridge and Walkway Replacement; Request for Proposal No. RFP-9-2010, Whitevale Master Drainage Plan; and, Request for Proposal No. RFP-13-2010 for Pickering Road Needs Study; Ci oo Executive Committee Meeting Agenda _ Monday, January 10, 2011 PICKERING Council Chambers 7:30 pm Chair: Councillor Dickerson 3. That the Director, Corporate Services & Treasurer be authorized to: a) draw the sum of $8,430 from the Parkland Reserve Fund, in addition to the draws from the various sources as approved by Council in the Capital Budget for all projects in this report, for the Brockridge Park Pedestrian Bridge and Walkway Replacement; b) draw the sum of $14,984.00 from the Parkland Reserve Fund for the Shadybrook Park playground project for walkway reconstruction; and 4. That the appropriate City of Pickering officials be authorized to take the necessary action to give effect thereto. 8. Director, Corporate Services & Treasurer, Report CS 06-11 126-169 2010 Year End Audit Recommendation 1. That Report CS 06-11 of the Director, Corporate Services & Treasurer be received; 2. That the Audit Plan as submitted by Deloitte & Touche LLP, included as Attachment 1 to this report be received for information; and, 3. That the Auditor's Engagement Letter signed by the Chief Administrative Officer and the Director, Corporate Services & Treasurer on behalf of the City be received for information. 9. Director, Corporate Services & Treasurer, Report CS 07-11 170-183 Duffin Heights Neighbourhood Stormwater Management Facility #4 and Related Infrastructure Urbanization of Brock Road and Third Concession Road Recommendation 1. That Report. CS 07-11 of the Director, Corporate Services & Treasurer be received; 2. That approval be given to the following 2011 Capital Budget projects: Ctr.~ o~ Executive Committee Meeting Agenda Monday, January 10, 2011 PICKERING Council Chambers 7:30 pm Chair: Councillor Dickerson a) Urbanization of the Third Concession Road (BR-1), east of Brock Road including sidewalks, multi-use trails, street lights and lane widening at an estimated cost of $1,076,525; b) Urbanization of Brock Road (DH-15) on both sides from the Third Concession Road to the'CPR underpass including sidewalks, multi-use trails, streetlights and concrete poles at an estimated cost of $1,069,500; 3. That, notwithstanding the Council approved Purchasing Policy, the Regional Municipality of Durham (Region) be authorized, on behalf of the City, to undertake the calling and awarding of contracts for the following projects: a) Stormwater Management Facility #4 and related storm sewer construction on lands north of Third Concession Road as provided for in the approved 2009 Capital Budget; b) Urbanization of the Third Concession Road (BR-1), east of Brock Road including sidewalks, multi-use trails, street lights and lane widening as part of the 2011 Capital Budget; c) Urbanization of Brock Road (DH-15) on both sides from the Third Concession Road to the CPR underpass including sidewalks, multi-use trails, street lights and concrete poles as part of the 2011 Capital Budget; 4. That the appropriate officials of the City of Pickering be authorized to effect the acquisition of the lands required for the construction of SWM #4; 5. That the Council authorize the Director, Corporate Services & Treasurer to finance the City's share for land acquisition associated with Stormwater Management Facility (SWM #4) and for works to be included in the Region contract for SWM #4 and related storm sewer construction on lands north of Third Concession Road at a total estimated cost of $2,000,000 as follows: a) that the sum of $2,000,000 be financed by the issue of debentures by the Regional Municipality of Durham over a period not to exceed ten years with the sum of $800,000 to be recovered from non-participating landowners; 6. That the Council authorize the Director, Corporate Services & Treasurer to finance the City's share for works to be included in the Region contract for Citq o0 Executive Committee Meeting Agenda _ Monday, January 10, 2011 PICKERING Council Chambers 7:30 pm Chair: Councillor Dickerson the urbanization of Third Concession Road (BR-1), east of Brock Road at an estimated cost of $1,076,525 as follows: a) that the sum of $806,000 be financed by the issue of debentures by the Regional Municipality of Durham over a period not to exceed fifteen years, b) that the sum of $269,131 be funded from the Development Charges Reserve Fund; c) that the sum of $1,394 be funded from current funds; 7. That the Council authorize the Director, Corporate Services & Treasurer to finance the City's share for works to be included in the Region contract for the urbanization of Brock Road (DH-15) on both sides from the Third Concession Road to the CPR underpass. at an estimated cost of $1,069,500 as follows: i a) that the sum of $534,000 be financed by the issue of debentures by the Regional Municipality of Durham over a period not to exceed fifteen years, b) that the sum of $534,750 be funded from the Development Charges Reserve Fund; c) that the sum of $750 be funded from current funds; 8. That a six-month repayment charge in the amount of approximately $196,000 be included in the annual Current Budget for the City of Pickering in 2011, and any.financing cost be paid out of the Current Budget; 9. That the annual repayment charges in the amount of approximately $392,000 be included in the annual Current Budget for the City of Pickering commencing in 2012, continuing thereafter until the debentures are repaid, and any financing cost be paid out of the Current Budget; 10. That the draft by-laws attached to this report be enacted; 11. That the Director, Corporate Services & Treasurer has certified that this loan and the repayment thereof falls within the City's approved debt and financial obligations annual repayment limit for debt and other financial obligations for Citq oo Executive Committee Meeting Agenda Monday, January 10, 2011 PICKERIN Council Chambers 7:30 pm Chair: Councillor Dickerson 2010 as approved by the Province for municipalities in Ontario and therefore, the Ontario Municipal Board approval is not required; 12. That the Clerk forward a copy of Report CS 07-11 to the Region of Durham and the Duffin Heights Landowners Group and the Trustee for information; and, 13. That the appropriate officials of the City of Pickering be authorized to take any necessary actions to give effect thereto. 10. Director, Corporate Services & Treasurer, Report CS 08-11 184-189 2011 Interim Levy and Interim Tax Instalment Due Dates Recommendation 1. That Report CS 08-11 of the Director, Corporate Services & Treasurer be received; 2. That an interim levy be adopted for 2011 for all of the realty property classes; 3. That the interim levy tax instalment due dates be February 25 and April 28, 2011; 4. That the Director, Corporate Services & Treasurer be authorized to make any changes or undertake any actions necessary, including altering due dates, in order to ensure the tax billing process is completed; 5. That the attached draft by-law, providing for the imposition of the taxes, be enacted; and, 6. That the appropriate City of Pickering officials be authorized to take the necessary actions to give effect thereto. 11. Director, Corporate Services & Treasurer, Report CS 09-11 190-192 2010 Financial Statements and Current Budget Excluded Expenses Reporting as Required by Ontario Regulation 284/09 Recommendation C~ o Executive Committee Meeting Agenda Monday, January 10, 2011 PI rKERI Council Chambers 7:30 pm Chair: Councillor Dickerson 1. That Report CS 09-11 of the Director, Corporate Services & Treasurer be received; and 2. That Report CS 09-11 of the Director, Corporate Services & Treasurer regarding the exclusion of certain expenses from the Budget be adopted in accordance with the provisions of Ontario Regulation 284/09 of the Municipal Act 2001. 12. Director, Operations & Emergency Services, Report OES 01-11 193-222 City of Pickering 2011 Annual Accessibility Plan Endorsed by the Accessibility Advisory Committee for Council Consideration Recommendation 1. That Report OES 01-11 regarding the City of Pickering 2011 Annual Accessibility Plan be received; and 2. That Council endorse the City of Pickering 2011 Annual Accessibility Plan as presented and reviewed by the City of Pickering Accessibility Advisory Committee. 13. Director, Operations & Emergency Services, Report OES 02-11 223-235 Don Beer Arena Snack Bar Concession Lease Renewal - Pickering Hockey Association Recommendation 1. That Report OES 02-11 of the Director, Operations & Emergency Services regarding the Lease Renewal - Pickering Hockey Association be received; 2. That the monthly rent for the snack bar lease be reduced to $733.00 per month for the 2010 - 2011 hockey season; and 3. That the appropriate City of Pickering Officials be authorized to take necessary action to give effect thereto. 14. Director, Operations & Emergency Services, Report OES 03-11 236-249 Gingerbread Co-operative Nursery School (Pickering) Inc. Licence Agreement Renewal ;Citq co Executive Committee Meeting Agenda _ Monday, January 10, 2011 PICKERING Council Chambers 7:30 pm Chair: Councillor Dickerson I Recommendation 1. That Report OES 03-11 of the Director, Operations & Emergency Services be received; and 2. That the Mayor and City Clerk be authorized to execute a revised Licence Renewal Agreement to which the Gingerbread Co-operative Nursery will be permitted to continue to operate a cooperative nursery program at Westshore Community Centre from September 1, 2010 to June 30, 2012, that is in the form and substance acceptable to the Director, Operations & Emergency Services and the Chief Administrative Officer. 15. Director, Operations & Emergency Services, Report OES 04-11 250-268 Tender for Roof Reinforcement at East Shore Community Centre Tender No. T-25-2010 Recommendation 1. That Report OES 04-11 of the Director, Operations & Emergency Services regarding Roof Reinforcement at East Shore Community Centre be received; 2. That Tender T-25-2010 submitted by Lisgar Construction Company at a cost of $149,160 (HST included) be accepted; 3. That the total gross project cost of $170,630 (HST included) and a net project cost of $153,658 including the tender amount and other associated costs be approved as a 2011 project in advance of the presentation and approval of the 2011 Capital Budget; 4. That Council authorizes the Director, Corporate Services & Treasurer to finance the project as follows: a) That the sum of $150,000 to be financed by the issue of debentures by The Regional Municipality of Durham over a period not.to exceed ten (10) years; b) That the sum of $3,658 to be funded from Current Funds; Croy o¢ Executive Committee Meeting Agenda Monday, January 10, 2011 PI CKERING Council Chambers 7:30 pm Chair: Councillor Dickerson c) That the annual repayment charges from the debenture in the amount of approximately $20,000 be included in the annual Current Budget for the City of Pickering commencing in 2011, continuing thereafter until the debenture is repaid, and any financing cost be paid out of the Current Budget; d) The Director, Corporate Services & Treasurer has certified that this loan and the repayment thereof falls within the City's debt and financial obligations approved annual repayment limit for debt and other financial obligations for 2010 as approved by the Province for municipalities in Ontario and therefore the Ontario Municipal Board approval is not required; e) That the Treasurer be authorized to make any changes, adjustments, and revisions to amounts, terms, conditions or take any actions necessary in order to effect the foregoing; 5. That the draft bylaw attached to this report be enacted; and 6. That the appropriate City of Pickering officials be authorized to take necessary action to give effect thereto. 16. Director, Operations & Emergency Services, Report OES 05-11 269-280 Tender No. T-24-2010 Supply & Delivery of Various Fire Equipment Recommendation 1. That Report OES 05-11 of the Director, Operations & Emergency Services regarding Supply & Delivery of Various Fire Equipment and additional Associated Fire Rescue Tools & Equipment be received; 2. That Tender No. T-24-2010 submitted by the bidders identified in Attachment #3, for the supply and delivery of various fire equipment at a total cost of $176,489 (HST included) and a net cost of $158,934 be accepted; 3. That the total gross project cost of $384,409 (HST included) including the tender amount (T-24-2010), additional Associated Fire Rescue Tools & Equipment and a contingency amount for a total net project cost of $346,172 be approved; Executive Committee Meeting Agenda Monday, January 10, 2011 PICKERIN Council Chambers 7:30 pm Chair: Councillor Dickerson 4. That the Council authorize the Director, Corporate Services & Treasurer to finance the project as follows: a) that the estimated cost of $345,000 to be financed by an internal loan over a period not to exceed ten (10) years, at a rate to be determined; b) that the sum of $1,172 to be funded from the 2011 Current Budget; c) that depending on the outcome of other remaining quotation calls for the additional fire rescue tools and equipment, the final borrowing cost will be subject to revision; 5. That the annual repayment charges for both the internal loan in the amount of approximately $44,600 be included in the annual Current Budget for the City of Pickering commencing in 2011, continuing thereafter until the loan is repaid, and any financing cost to be paid out of the Current Budget. 6. The Director, Corporate Services & Treasurer has certified that this loan and the repayment thereof falls within the City's debt and financial obligations approved annual repayment limit for debt and other financial obligations for 2010 as approved by the Province for municipalities in Ontario and therefore, the Ontario Municipal Board approval is not required; 7. The appropriate officials of the City of Pickering be given authority to give effect thereto. 17. Director, Operations & Emergency Services, Report OES 06-11 281-285 Additional Costs for Tender T-11-2010 Full Depth Asphalt Removal and Replacement on William Street Recommendation 1. That Report OES 06-11 of the Director, Operations & Emergency Services regarding additional costs for Tender T-11-2010 for full depth asphalt removal and replacement on William be received; 2. That additional costs in the amount of $45,467 plus HST over the original tender amount for the William Street component of T-11-2010 resulting in a revised tender amount of $129,539 be approved; Ctrs o¢~ Executive Committee Meeting Agenda Monday, January 10, 2011 PICKERING Council Chambers 7:30 pm Chair: Councillor Dickerson 3. That the revised total net project cost for William Street be increased by $37,945 to $133,345, and 4. That Council authorize the Director, Corporate Services & Treasurer to finance the additional net project costs of $37,945 as follows: a) That the sum of $34,600 be funded from the Move Ontario Tax Grant, as provided for in the 2010 approved Roads Capital Budget for William Street. b) That the additional sum of $3,345 be funded from the Move Ontario Tax Grant 5. That the appropriate City of Pickering officials be authorized to take necessary action to give effect thereto. 18. Director, Operations & Emergency Services, Report OES 08-11 286-288 Appointment of Community Emergency Management Coordinator (CEMC) Recommendation 1. That Report OES 08-11 of the Director, Operations & Emergency Services regarding the Appointment of a Community Emergency Management Coordinator (CEMC) be received; 2. That Council appoint Deputy Fire Chief, John Hagg as the City's CEMC; 3. That Council appoint Deputy Fire Chief, Gordon Ferguson as the Alternate CEMC; and 4. That the appropriate City of Pickering officials be authorized to take necessary action to give effect thereto. (II) Other Business (III) Adjournment Cis ~0 Report To _ Executive Committee T P1CKERIlyG Report Number: CAO 01-11 Date: January 10, 2011 01 From: Debbie Shields City Clerk Subject: Ward Boundary Review - 2014 Municipal Election - File: A-2000 Recommendation: 1. That Report CAO 01-11 regarding Resolution #158/10 on the matter of a Ward Boundary Review be received for information; 2. That a Ward Boundary Review and the election of Regional Councillors at large not be undertaken at this time. Executive Summary: This Report is in response to the Notice of Motion presented at the September 13, 2010 Council meeting. The Notice of Motion requested that the City Clerk report back to Council on the process and budget required to review the City of Pickering Ward Boundaries for the 2014 Municipal Election. Financial Implications: Following an initial review of similar-sized Ontario municipalities that have recently completed a Ward Boundary Review, the City Clerk notes that it would cost approximately $30,000 for this project. In order to undertake a review, this amount would have to be added to the proposed 2011 budget, as well as a contingency for an OMB hearing should one be received. Sustainability Implications: There are no sustainability implications. Background: At the September 13, 2010:Council Meeting, Council endorsed Resolution #158/10 whereby it was resolved that the Clerk's Office would investigate the process for reviewing the City of Pickering Ward Boundaries for the 2014 Municipal Election. The City Clerk investigated the process for reviewing the City of Pickering Ward Boundaries and submits the following: Report CAO 01-11 January 10, 2011 Subject: Ward Boundary Review Page 2 02 The Municipal Elections Act, 2001 S.O. 2001, c. 25 establishes the authority for a Municipal Council to review the composition of Council, the means whereby Members of Council are elected and to divide, re-divide or dissolve existing wards. Section 222 of the Act requires that the municipality must provide notice and hold a minimum of at least one public meeting. A Ward Boundary Review can be initiated either by the Council, or by way of a petition to the Council by the electors of the municipality. Given that this is a Council-initiated ward boundary change, no further reference is made in this Report to the requirements governing a petition to Council. The intent of the Ward Boundary Review process that was being proposed is to undertake a completely public process with the process being undertaken by an independent, experienced third party. The Consultant would rely on the assistance of City of Pickering staff, as required. Various public consultations would be conducted and the creation of Terms of Reference to guide the process. After investigation of other municipalities that have conducted Ward Boundary, Reviews of a similar nature, it is estimated that the process would cost approximately $30,000. With the anticipation of varying rates of population growth across the City, it may be necessary to look at longer term growth patterns to arrive at a ward structure which will be sustainable for a number of future Council terms. At this time, a Ward Boundary Review would be premature considering Duffin Heights and Seaton are still in the early planning stages and it might be necessary to review Ward Boundaries again once these areas have been completed. If Council does not believe that a complete Ward Boundary Review is feasible and/or necessary at this time, the City Clerk could continue to investigate the possibility of minor ward boundary changes if directed by Council for the 2014 Election. Attachments: 1. Notice of Motion - City of Pickering Ward Boundary/Governance Model Review for the 2014 Municipal Election. Prepared By: Approved/Endorsed By: Lisa Harker, MPA Debbie Shields Coordinator, Records & Elections City Clerk CORP0227-07/01 revised i Report CAO 01-11 January 10, 2011 Subject: Ward Boundary Review Page 3 03 DS:lh Copy: Chief Administrative Officer Recommended for the consideration of Pickering C' Counci • 65; 20~® Tony Prevedel, P. ng. Chief Administrative Officer CORP0227-07/01 revised - i 04 NOTICE OF MOTION CITY OF PICKERING WARD BOUNDARY/GOVERNANCE MODEL REVIEW FOR THE 2014 MUNICIPAL ELECTION Resolution #158/10 Moved by Councillor Johnson. Seconded by Councillor Dickerson WHEREAS the City of Pickering is a rapidly growing community and it is sound municipal management practice to evaluate the implications of such growth on local political representation; WHEREAS the current ward boundaries were determined approximately 35 years ago when Pickering had a population of approximately 24,000; WHEREAS Ward 3 has a population 30% higher than Ward 1 and 2 and 10-15 times land size; WHEREAS as significant future population growth is expected in Ward 3 and continued growth in Ward 1 and 2, Council may find that it is timely to assess the current and emerging population situation to ensure the appropriate representation for Pickering citizens and a balanced workload for Councillors for the 2014 Municipal Election; NOW THEREFORE, be it resolved that the Council for the City of Pickering approves the investigation into the process for a ward boundary and governance model review for the 2014 Municipal Election; THAT the City of Pickering include consideration of a ward boundary review in the 2011 Budget discussions for the hiring of an independent consultant to review ward boundaries and to investigate the election of Regional Councillor's being elected at large; and, THAT the City Clerk report back to Council in 2011 on the process of reviewing the City of Pickering Ward Boundaries/Governance Model for the 2014 Municipal Election. CARRIED cis Report To Executive Committee PICKERING Report Number: CAO 02-11 Date: January 10, 2011 05 From: Tony Prevedel Chief Administrative Officer Subject: Request of Russ Phillips for Financial Compensation from the City for alleged reduction in property value due to the installation of a Cell Tower at 2585 Sixth Concession Road, City of Pickering Recommendation: 1. That Report CAO 02-11 of the Chief Administrative Officer be received; 2. That the request of Russ Phillips for financial compensation from the City for an alleged reduction in property value due to the installation of a Cell Tower at 2585 Sixth Concession Road be denied; and 3. Further, that the City Clerk advise Russ Phillips of Council's decision. Executive Summary: Russ Phillips, owner of 2595 Sixth Concession Road, has requested that the City compensate him for the alleged reduction in property value he has experienced due to the erection of a cell tower in 2001 by Microcell Connexions on lands immediately south of his property at 2585 Sixth Concession Road. He is seeking a one-time payment equal to six percent of the market value of his property. Russ Phillips is seeking this compensation due to what he considers to be inappropriate action taken by the City in 2001 to not object to this tower installation. This report stems from Russ Phillips' delegation to Council on July 12, 2010, and his subsequent meeting with senior City staff on July 26, 2010. While there are emails .outlining various elements of the Phillips' concerns and opinion that they are due compensation, there is no formal request in writing for a one-time payment equal to six percent of property market value. This was a verbal request made by Russ Phillips at the July 26, 2010 meeting. MPAC has responded to Russ Phillips' concern respecting property value through a reduction in assessment and the resultant property taxes. Staff do not recommend that any additional compensation be paid by the City respecting this matter as there is no basis for one. This position is supported by a legal opinion obtained by the City. The City followed the process that was in place at the time respecting the review of cell tower installation proposals. Further, the approval responsibility for cell tower installations rests fully with Industry Canada. Report CAO 02-11 January 10, 2011 Subject: Request of Russ Phillips for Financial Compensation Page 2 Financial Implications: There are no financial implications associated with the recommendations of this report. Sustainability Implications: The recommendations of this report do not contain any sustainability implications. 1.0 Background: Mr. and Mrs. Russ Phillips are the owners/residents of a 1.9 acre property supporting a detached dwelling and various out-buildings located at 2595 Sixth Concession Road, Pickering (see Location Map - Attachment #1). Russ Phillips appeared as a delegation to Council at its July 12, 2010 meeting and outlined his concerns respecting an existing cell tower installation located at 2585 Sixth Concession Road, south of his property, that was erected in 2001 by Microcell Connexions (now Rogers) (see site plan, tower elevation, and aerial photo - Attachment #2, #3 & #4). Russ Phillips contends that the installation of the cell tower at its present location has devalued his property and that the City did not properly evaluate the installation proposal at the time it was consulted by Microcell Connexions or notify neighbouring residents of the proposal. He advised Council that he was successful through MPAC in achieving a six percent reduction of his property's assessment retroactive to the tower installation date, due to the location of his property adjacent to lands now considered by MPAC to support a commercial use (cell tower). Specifically, the reduction in assessment provides for a six percent reduction in property taxes each year which is approximately $385.00 per year, increasing over time. By 2012, it is estimated that the reduction in assessment will be $33,000 or $452.00 in annual taxes. Russ Phillips is requesting further compensation from the City due to the existence of the tower and what he considers to be inappropriate action by the City in 2001 to not object to this installation. He was clear in conveying his likely intent to pursue legal action against the City, should compensation not be forthcoming. At the July 12, 2010 meeting, Council recommended that Russ Phillips meet with the CAO to further discuss and evaluate the matter. A meeting took place on July 26, 2010, with Mr. and Mrs. Phillips, the Director, Planning & Development, and the CAO. Russ Phillips outlined his position on the matter and orally set out his request that the City compensate him for what he believes to be a loss in property value due to the erection of the tower. He specifically noted the fact that his home was designated as a heritage building in 1986 by the City and that interest in his property for filming opportunities had dropped severely since erection of the tower. Further, he claims that construction of the tower (footings) has caused interference with the well on his property. Report CAO 02-11 January 10, 2011 Subject: Request of Russ Phillips for Financial Compensation Page 3 07 Russ Phillips requested that compensation be paid by the City through a one-time payment equal to six percent of the current appraised market value of his property, or approximately $30,000. The assessed value of the Phillips property on January 1, 2008 was $480,000, which was reduced to $447,000 to reflect the MPAC reduction. Six percent of the $480,000 assessed value is $28,800 which will increase to $33,000 when the phase-in of the 2008 assessment increase is completed in 2012. The final current market value of the Phillips property would have to be determined by a professional appraisal and is likely higher. 2.0 Discussion: Staff has reviewed the file on this cell tower installation. The file is ten years old and no longer contains complete information. However, it is clear from information in the file that Microcell's proposal was processed by staff in a manner consistent with City processes in place at the time for cell tower review. At the time of processing Microcell's proposal, Industry Canada was the Federal body responsible for the approval of cell towers. Although the City did not hold any approval authority, Industry Canada requested cell tower proponents to consult with area municipalities. Microcell's proposal was reviewed at the City as a site plan submission and went through the site plan review process in place at the time. Mayor & Council were advised of the application by staff in August 2000 and comments sought. The Ward 3 Councillors were notified in writing of the application in October 2000 inviting comments, and the matter was also presented to the Site Plan Advisory Committee in October 2000. The file does not contain any record of concerns from the Mayor or Councillors, other than a question to staff from Councillor Pickles in an email dated July 14, 2001 (when the tower was under construction) respecting adjacent resident notification protocol. There was no public notification requirement or procedure at that time through either Industry-Canada or the City. It appears through file records that City staff attempted to have Microcell consider a different location more distant from Greenwood, but the current location was required for technical functionality of the Microcell grid. It appears that, considering the functional needs of Microcell, the support of the property owner (Bitondo's Market Limited) to accommodate the tower, the significant separation of the site from the built up area of the Hamlet of Greenwood, the siting of the tower behind (south of) the existing barn and silo on the Bitondo property, the need for improved cell communication in the area, and the absence of concern from Mayor & Council, staff did not object to the installation. Industry Canada provided the actual approval. We note that in January 2008, new antenna siting and approval procedures took effect at Industry Canada which provide a clearer process for public notification and required consultation with the local land use authority. Report CAO 02-11 January 10, 2011 Subject: Request of Russ Phillips for Financial Compensation Page 4 U City staff is *currently preparing a protocol for the review and approval of Radio Communication and Broadcasting Antenna Systems, which will be brought forward for Council's consideration. We have considered the argument forwarded by Russ Phillips and do not recommend any additional financial compensation as there is no basis for any payment from the City. This position is supported by a legal opinion obtained by the City. City staff appears to have followed the process that was in place at the time for reviewing cell tower proposals. Further, it is important to note that the City does not hold any approval authority for cell tower installations. This authority rests fully with Industry Canada. Even if the City had indicated concern or objection over the tower location, Industry Canada remained the sole approval authority. Compensation for perceived negative visual impacts and property value depreciation due to cell tower installations approved by another body is unwarranted and could well establish a dangerous precedent for future claims. The appropriate recourse for this matter is through MPAC (which has been pursued by Russ Phillips) and the owner of the cell tower, not the City of Pickering. Furthermore, MPAC, through a reduced assessment, has already recognized the potential decrease in value which is being reflected through reduced property taxes and which will continue as long as the tower remains in its current location. Attachments: 1. Location Map 2. Site Plan 3. Tower Elevation 4. Aerial Photo Report CAO 02-11 January 10, 2011 Subject: Request of Russ Phillips for Financial Compensation Page 5 09 Prepared By: Approved/Endorsed By: Neil arro , CIP, RPP Tony Prevedel, P.Eng. Director, PI ing & Development Chief Administrative Officer i is aterson, C.M.A. Director, Corporate Services & Treasurer NC:jf Recommended for the consideration of Pickering &Cioun(ail Tony Prevedel, P.Eng. Chief Administrative Officer ATTACHMENT #_~TO REPORT #.CAO od I I.ED CHURL G J. & R. PHILLIPS 2595 SIXTH CONC SION RD LOT AREA = 51%TN c N aw 51%TN CONG SION ROAD REE OD PURL J LIBRA Y VALLEY HEW UeLIC SCHOOL APPROXI TE LOCATION OF CELL GH) R (48.Om 0 GREENNOOD / PARK d• GREEN0.1DGE COMMUNITY CENTRE li GREENWO D , , o , BITONDO MARKET LTD. $ 2585 SIXTH CONCESSION RD / LOT AREA = 222 acres A 0~0, 4, / / I / City of Pickering Planning & Development Department PROPERTY DESCRIPTION ConcesS1on 5, Part of Lots 9 & 10 OWNER N/A DATE July 27, 2010 DRAWN BY JB FILE No. N/A SCALE 1:5000 CHECKED BY NC N ' Terone t' Enlerpriaee lne. pntl its a"ppl~era. All righln Reaarvetl. Nol o plan o/ survey. ° ° PWRUR 2005 MPAC °n0 ila supPl~era. All ri hla Reaervetl. 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SCALE NTS N7 - CHAINLINK FENCE C/W BARBED N8 - MICROCELL PREFABRICATED EQUI (3.05m x 3.2m) ::Powl coo oc,2 s,f x ,;c} 11j1 1 jr4 pia • I -;b 5os wr f w n'1~. Ni■mN ~L4 •M r J ~L 1 ~ v 03. U o.oo 'w:• j ; t .-ter ~ ~%Z _ CD L ' } a) C CO C) O U F r, I G ,•v •~rnn^^•.i' ~w vase ~r~ ..9 f~ ~~~'°=h ! I l~ ~ ~,.,.T ~ s:e N 3 1 (0 7 Z F 4` 17 ! :'~i 1 r 1r 4 *,a4 - M ems- .-r ~ 1 i Ott a 1a~`~ U O LL - I cit', a~ Report To Executive Committee PICKERING Report Number: CS 01-11 Date: January 10, 2011 14 From: Gillis A. Paterson Director, Corporate Services & Treasurer Subject: 2011 Interim Spending Authority Recommendation: 1. That Report CS 01-11 from the Director, Corporate Services & Treasurer be received; 2. That the 2011 Interim Operating Expenditures be approved at 50% of the prior years' budget including adjustments as contained in Attachment 1, pending approval of the formal 2011 Current Budget by Council; and, 3. That the appropriate City of Pickering officials be authorized to take the necessary actions to give effect thereto. Executive Summary: Not applicable Financial Implications: Adoption of interim current operating appropriations does not constitute approval of a formal budget but rather is required to provide funding authorization for the payment of salaries and wages and such other accounts as may be necessary for normal day-to-day operations of the City. At the conclusion of the Budget process, all interim current operating appropriations are nullified and replaced with the detail appropriations as approved by Council. Sustainability Implications: Interim Spending Authority is required to maintain the operations of the City pending approval of the 2011 Current Budget. Without this approval the City is unable to maintain financial sustainability during this period. 1 Report CS 01-11 January 10, 2011 Subject: 2011 Interim Spending Authority Page 2 I5 Background: Each year, pending approval by City Council of the annual Operating Budget, it is necessary to provide expenditure authority respecting the payment of accounts for the interim period from January 1St until the Budget is adopted by Council. Such authority is in the form of interim current operating appropriations to meet estimated expense requirements of the individual departments, agencies and boards. The 2010 Current Budget was considered by Council in March 2010. The 2011 Budget may prove to be as challenging as 2005 to 2010 due to the City's unique fiscal situation. Therefore, we are seeking approval to provide for interim spending authority for up to the first six months of 2011 or when Council approves the 2011 Budget, whichever occurs first. Appropriate adjustments have been made in the departmental appropriations listed as Attachment 1 where the spending patterns indicates that something greater than 6/12's will be necessary for the first six.months of 2011 such as snow clearing (Roads) activity. With the requirements of the Public Sector Accounting Board (PSAB) on tangible capital assets being effective since January 1, 2009, small capital items previously included under the Capital Budget have been gradually transferred to the Current Budget in the last two years. The 50% interim provision is sufficient to cover this change. While there is a minor provision for small capital expenditures from current funds, any capital projects proposed prior to the approval of the 2011 Capital budget will require specific approval by Council. Under the same PSAB requirements on tangible capital assets, the library materials have been deemed capital and included in the Capital Budget starting from 2010. In the library business, the publishing cycle demands that materials be purchased while they are "in print", certain materials must be purchased in a timely manner and clients' expectation of an ongoing flow of library materials make it essential for the Library to continue purchasing materials throughout the year. On this basis, a greater than 50% of last's year library capital materials has been included in the interim appropriations and reflected on Attachment 1. Attachment: 1. 2011 Interim Appropriations for Current Budget Operating Expenditures 1 Report CS 01-11 January 10, 2011 Subject: 2011 Interim Spending Authority Page 3 16 Prepared By: Approved / Endorsed By: Caryn Kong Gillis A. Paterson Senior Financial Analyst - Capital & Director, Corporate Services & Treasurer Debt Management i GAP:ck Copy: Chief Administrative Officer Recommended for the consideration of Pickering 'ty Council 2L~ Tony evedel, P.Eng. Chief Administrative Officer i ATTACHMENT #_L_TO REPORT ..,or - f 17 CITY OF PICKERING 2011 INTERIM CURRENT OPERATING APPROPRIATIONS 2010 Approved 2011 (Jan. 1 - June 30) Budget Interim Appropriation Mayor Ryan 141,124 70,562 B.Littley, Reg. Coun. Ward 1 65,787 32,894 B. Mclean, Reg. Coun. - Ward 2 71,187 35,594 R. Johnson, Reg. Coun. Ward 3 86,288 43,144 J. O'Connell, City Coun. - Ward 1 73,237 36,619 D. Dickerson, City Coun. Ward 2 80,466 40,233 D. Pickles, City Coun. - Ward 3 74,861 37,431 Council Support 355,307 177,654 2121 C.A.O. Office 547,363 273,682 2129 Customer Care Centre 323,994 161,997 2139 Human Resources 537,642 268,821 2141 Health & Safety 133,992 66,996 2125 Legal Services 319,903 159,952 2122 Clerks Office 437,118 218,559 2191 Records Management & Elections 369,118 184,559 2199 Print Shop/Mail Room 400,324 200,162 2220 By-law 734,289 367,145 2293 Animal Services 407,661 203,831 2192 Office Of Sustainability 945,203 452,602 2127 Finance (Accting, Taxes & Payroll) 2,678,603 1,339,302 2133 Supply & Services 347,563 173,782 2196 Information Technology 1,392,014 696,007 2710 Operations & Emerg.Services-Admin. 534,605 267,303 2241 Emerg. Operations-Claremont 157,924 78,962 2240 Fire Protection 13,393,457 6,696,729 2290 Mun. Prop. Eng. & Admin. 2,069,152 1,034,576 2320 Roads 5,734,118 3,440,471 2132 Property Maintenance 701,267 350,634 2230 Crossing Guards 346,340 173,170 2325 Street Lights 813,000 406,500 2430 Environmental Services 139,985 69,993 2718 Parks 3,349,156 1,674,578 2315 Operations Centre-Municipal Garage 1,001,016 500,508 2124 Civic Complex 489,372 244,686 2572 Senior Citizens Centre 316,229 158,115 2711 Cult. & Rec. Admin. 1,031,318 515,659 2712 Programs 2,524,596 1,262,298 2713 Dunbarton Pool 342,996 171,498 2715 Don Beer Arena 983,477 491,739 . 2719 Community Centres 672,439 336,220 2731 Recreation Complex - Central Core 2,661,200 1,330,600 2733 Recreation Complex - Pool 885,560 442,780 2735 Recreation Complex - Arenas 719,116 359,558 2744 Museum 558,701 279,351 2610 Plan & Develop - Admin 996,959 498,480 2611 Planning 2,495,672 1,247,836 2612 Building Services 993,046 496,523 2613 Development Control 528,735 264,368 2630 Committee of Adjustment 8,566 4,283 2743 Heritage Pickering 8,780 4,390 2745 Libraries 4,590,425 2,295,213 General Government Expenses-Various 11,050,146 4,707,426 Capital -Library Materials 442,350 265,410 Capital -Equipment & Furniture - 200,000 Total 71,022,747 35,511,374 Report To Executive Committee PICKERING Report Number: CS 02-11 Date: January 10, 2011 18 From: Gillis A. Paterson Director, Corporate Services & Treasurer Subject: 2011 Temporary Borrowing By-law Recommendation: 1. That Report CS 02-11 from the Director, Corporate Services & Treasurer be received; 2. That the temporary borrowing limit to meet 2011 current expenditures pending receipt of taxes and other revenues be established at $34,600,000 for the period January 1, 2011 to September 30, 2011 inclusive, and $17,300,000 thereafter until December 31, 2011; 3. That the temporary borrowing limit for capital purposes for 2011 be established at $12,400,000; 4. That the attached draft by-law providing for the temporary borrowing of monies, be enacted; and, 5. That the appropriate officials of the City of Pickering be authorized to take the necessary actions to give effect thereto. Executive Summary: Not applicable Financial Implications: At this time, it is difficult to estimate the interest costs as it is uncertain how much temporary financing may be required and for how long. With internal borrowings being limited, we will be undertaking external borrowing from the Regional Municipality of Durham (Region) in 2011 for approved capital expenditures. For current purposes, the $33.8 million limit for 2010 has been increased to $34.6 million for 2011 and the $16.9 million has been increased to $17.3 million. The limit for capital purposes for 2011 has been established at $12.4 million based on the first draft (dated November 12, 2010) of the 2011 Capital Budget. This may have to be adjusted once the 2011 Capital Budget has been approved. Report CS 02-11 January 10, 2011 Subject: 2011 Temporary Borrowing By-law Page 2 Sustainability Implications: Council approval to undertake temporary borrowings, if necessary, for current operations and capital projects is necessary in order to financially sustain the City's operations. To date, it has not been necessary for the City to undertake such temporary financing measures. However, approval is always sought at the beginning of the fiscal year (calendar) in order to be prepared in the event that loans are necessary. Background: The borrowing of funds for current and capital purposes may become necessary during the normal course of operations during 2011. Under the provisions of Section 407 of the Municipal Act, 2001, (the Act), the Council of the City of Pickering may pass a by-law to provide for the temporary borrowing of funds to meet current operating expenditures, pending receipt of taxes and other revenues of the City. Under the Act, the Corporation may also undertake temporary borrowings, under individual project approvals, for capital projects pending permanent financing, including the issuance of debentures by the Region. Current Budget Financing The amount of such temporary borrowing outstanding at any one time is generally limited by the Act, unless otherwise approved by the Ontario Municipal Board, to 50% of the estimated annual revenues from January 1S to September 30th and to 25% thereafter. Until the current year's estimates are adopted, the limitation may be calculated upon the revenues set forth in the estimates adopted for the preceding year. Based upon the 2010 estimates of the Corporation, the allowable level of temporary borrowing outstanding under legislation is estimated at $34,600,000 from January 1St to September 30th and $17,300,000 thereafter. The requested $34,600,000 should be sufficient to meet the current expenditures of the City until the levies for 2011 are received. It is hoped that this amount will provide a sufficient level of temporary borrowings taking into account the potential effects of taxation legislation and its impact on cash flows. Capital Budget Financing Borrowing for capital purposes under the Act can only be undertaken on projects approved by Council and will only be undertaken in the event that sufficient funds are not available at the time they are required. Recommendation 3 provides the authority for the Treasurer to obtain additional temporary interim financing (internal or external) for capital projects approved by Council. The $12.4 million capital borrowing limit would provide sufficient funds to cover the estimated 2011 capital expenditures. Report CS 02-11 January 10, 2011 Subject: 2011 Temporary Borrowing By-law Page 3 20 Attachment: 1. By-law to authorize the temporary borrowing of monies to meet the current and capital expenditures of the City of Pickering for the year 2011 Ik Prepared By: Approved / Endorsed By: Caryn Kong Gillis A. Paterson Senior Financial Analyst - Capital & Director, Corporate Services & Treasurer Debt Management GAP:ck Copy: Chief Administrative Officer Recommended for the consideration of Pickering Ci Cou i % /D 20 lb Tony Prevedel, P.Eng. Chief Administrative Officer 21 ATTACHMENT #-4-TO REPORT #-L The Corporation of the City of Pickering By-Law No. Being a by-law to authorize the temporary borrowing of monies to meet the current and capital expenditures of the City of Pickering for the year 2011. Whereas Section 407(1) of the Municipal Act, 2001, provides that the Council of the City of Pickering may by by-law authorize the Mayor and Treasurer of the Municipality to borrow from time to time by way of promissory note such sums as the Council may deem necessary to meet, until the taxes for the current year are collected and other revenues are received, the current expenditures of the Municipality for the year, including the amounts required for principal and interest falling due within the year upon any debt of the Municipality, and the sums required by law to be provided by the Council for any local board of the Municipality; Whereas Section 407(2) limits the total of such borrowings to not exceed 50% of the estimated annual revenues from January 1, 2011 to September 30, 2011 and 25% thereafter; Whereas it is deemed necessary by the said Council to borrow the sum of thirty-four million, six hundred thousand dollars ($34,600,000) to meet, until the taxes for the current year are received, the current expenditures of the Municipality for the year 2011, including the amounts and sums aforesaid; Whereas the said sum of thirty-four million, six hundred thousand dollars ($34,600,000) plus any similar borrowings that have not been repaid, is less than 50% of the total amount of the estimated revenues of the Municipality from January 1St to September 30th as set forth in the estimates adopted by the said Council for the year 2010 exclusive of revenues derivable from the sale of assets, borrowings or issues of debentures or from a surplus including arrears of levies and $17,300,000 is less than 25% thereafter; Whereas the Municipal Act, 2001, provides that if a municipality has by by-law approved an undertaking to be financed in whole or in part by incurring long-term debt, the Council may by by-law authorize temporary borrowing to meet expenditures made in connection with the undertaking; and, Whereas it is deemed necessary by the said Council to borrow the sum of twelve million, four hundred thousand dollars ($12,400,000) to meet the capital expenditures approved by Council. By-law No. Page 2 2 2 Now therefore the Council of the Corporation of the City of Pickering hereby enacts as follows: The Mayor and Treasurer of the City of Pickering are hereby authorized to borrow from time to time by way of promissory notes a sum or sums not exceeding thirty- four million, six hundred thousand dollars ($34,600,000) to meet, until the levies for the year 2011 are received, the current expenditures of the Municipality for such year, including the amounts required for principal and interest falling due within the year upon any debt of the Municipality for the period January 1, 2011 to September 30, 2011 inclusive and $17,300,000 thereafter until December 31, 2011. 1. The Mayor and Treasurer of the City of Pickering are hereby authorized to borrow from time to time by way of promissory notes a sum or sums not exceeding twelve million, four hundred thousand dollars ($12,400,000) to meet the capital expenditures as approved by Council, of the Municipality including the amounts required for principal and interest. 3. Any promissory notes made under the authority of this by-law shall be sealed and signed, in accordance with the provisions of the Municipal Act, 2001, and may be countersigned in writing by the Manager, Accounting Services of the Corporation in accordance with the provisions of the said Act. 4. This by-law shall come into effect on the first day of January, 2011. By-law read a first, second and third time and finally passed this 17th day of January, 2011. David Ryan, Mayor Debbie Shields, City Clerk 1 City Report To Executive Committee PICKERING Report Number: CS 03-11 23 Date: January 10, 2011 From: Gillis A. Paterson Director, Corporate Services & Treasurer Subject: Formal Quotations - Quarterly Report for Information Recommendation: Formal That Report CS 03-11 of the Director, Corporate Services & Treasurer regarding Quotations - Quarterly Report for Information be received for information. Executive Summary: Council approved the Purchasing By-law on November 5, 2001 which includes a request to have a summary of contract awards arising from the formal quotation process be forwarded to Council as information only on a quarterly basis. Financial Implications: Not applicable Sustainability Implications: The City's participation in cooperative purchasing initiatives reduces paper and administrative costs. Background: In accordance with Purchasing Policy Item 04.06, a summary of contract awards arising from the formal quotation process is provided herein for the information of Council. I Report CS 03-11 January 10, 2011 Subject: Formal Quotations - Quarterly Report for Information Page 2 24 Formal Quotations Summary July 1, 2010 to September 30, 2010 HST extra (unless stated otherwise) Reference No. Description Award Status Award Date Co-operative tender for Supply and Delivery of Plow Blades, Shoes and Curb Runners Host: City of Oshawa Various unit Ongoing P-259-97 Participants: Region of prices operating July 19, 2010 Durham, Pickering, costs 2010- Clarington, Scugog, 2011 Uxbridge, Brock Vendor: Valley Blades Limited Year 1 of 1 Q-24-2010 Shadybrook Park Playground Completion April 28, 2010 Reconstruction $78,474.50 August 30, Vendor: Col ac Construction 2010 Miscellaneous Foundation Repairs - Pickering Museum Completion Q-47-2010 Village $44,578.50 Sutember July 29, 2010 Vendor: Nashid Construction 30t , 2010 Corp Supply, Delivery and Q-50-2010 Installation of a Concrete Completion August 13, 2010 Modular Storage Building $72,000.00 November Vendor: Hy-Grade Precast 30 , 2010 Concrete Q-52-2010 Glendale Walkway Lighting Completion September 2, 2010 Vendor: Langley Utilities $36,566.25 November Contracting - 30 , 2010 Supply & Delivery of Ice Q-53-2010 Resurfacer $72,289.20 Delivery July 17, 2010 Vendor: Zamboni Company January 2011 Ltd. Supply and Delivery of Two Q-54-2010 (2) Ford Escape Hybrid SUV $75,872.00 Delivery July 23, 2010 Vendor: Forbes Ford Sales October 2010 Ltd. Q-63-201 0 Supply & Delivery of Completion August 117, 0 2010 MSA/Cairns Fire Helmets $30,944.01 October 30 h, Vendor: Acklands Grainger 2010 Report CS 03-11 January 10, 2011 Subject: Formal Quotations - Quarterly Report for Information Page 3 26 Reference No. Description Award Status Award Date Removal of existing Drinking Water Systems and Supply & Q-67-2010 Install New Ultraviolet Water Completion September 29, 2010 Treatment Systems at $29,792.00 October 29th, Various Facilities 2010 Vendor: Durham Water Treatment Ltd. Playground Resurfacing Completion Q-68-2010 Vendor: Grower's Choice $41,831.85 November 1tn September 27, 2010 Landscape Products 2010 Co-operative tender for Supply & Delivery of Culvert Pipe and Couplers Various unit Ongoing Host: City of Pickering prices operating T-11-2009 Participants: Pickering, August 20, 2010 Clarington,- Oshawa, Whitby costs 2010- Vendor: Atlantic Industries 2011 Limited Year 2 of 3 Co-operative tender for Supply, Delivery & Stockpiling/Application of Granular A Crushed Gravel Host: Region of Durham Ongoing Participants: Region of T-206-2010 Various unit operating August 24, 2010 Durham, Oshawa, Pickering prices costs 2010- Vendors: C.D.R. Youngs 2011 Aggregates Inc. for supply, delivery & stockpiling, and Lafarge Canada for supply, delivery & application Year 1 of 3 Report CS 03-11 January 10, 2011 Subject: Formal Quotations - Quarterly Report for Information Page 4 26 Reference No. Description Award Status Award Date Co-operative tender for Supply & Delivery of Flake Calcium Chloride and Supply, Delivery and.Application of Liquid Calcium/Magnesium Chloride Host: Town of Whitby Participants: Region of Ongoing T-539-2010 Durham, Ajax, Whitby, Various unit operating August 24, 2010 Oshawa, Pickering, prices costs 2010- Clarington and Scugog 2011 Vendors: Innovative Surface for supply & delivery of flake calcium chloride and Miller Paving Ltd. for supply, delivery & application of liquid calcium/magnesium chloride Year 1 of 3 Co-operative tender for Supply & Delivery of Winter Sand Host: Region of Durham Ongoing T-282-2010 Participants: Region of Various unit operating August 24, 2010 Durham, Oshawa, Pickering, prices costs 2010- Whitby, Clarington, Scugog 2011 Vendor: Vicdom Sand & Gravel Limited Year 1 of 3 Co-operative tender for Delivery of Sodium Chloride Host: Region of Durham Participants: Region of Durham, Oshawa, Ongoing T-279-2010 Peterborough, Kawartha Various unit operating August 30, 2010 Lakes, Pickering, Whitby, prices costs 2010- Ajax, Clarington, Scugog, 2011 Uxbridge, County of Peterborough Vendor: T. H. Forsythe Haulage Limited Year 1 of 5 Report CS 03-11 January 10, 2011 Subject: Formal Quotations - Quarterly Report for Information Page 5 27 Reference No. Description Award Status Award Date Co-operative tender for Supply & Delivery of Sodium Chloride to Bowmanville Dock Host: Region of Durham Participants: Region of Ongoing Durham, Oshawa, T-280-2010 Various unit operating September 7, 2010 Peterborough, Kawartha prices costs 2010- Lakes, Pickering, Whitby, 2011 Ajax, Clarington, Scugog, Uxbridge, County of Peterborough Vendor: Canadian Salt Company Ltd. Year 1 of 5 Co-operative tender for Armoured Car Service Host: Town of Whitby Ongoing Participants: Region of T-530-2010 Durham, Whitby, Pickering, Various unit operating August 30, 2010 Oshawa, Clarington prices costs 2010- Vendor: G4S Cash Solutions 2011 (Canada) Ltd. Year 1 of 5 Co-operative tender for Inspection and Testing of Pumper Trucks Ongoing Host: City of Oshawa C2010-012 Various unit operating September 3, 2010 Participants: Oshawa, prices costs.2010- Clarington, Pickering, Whitby, 2011 Ajax Vendor: Carrier Centers Year 1 of 3 Report CS 03-11 January 10, 2011 Subject: Formal Quotations -Quarterly Report for Information Page 6 28 Reference No. Description Award Status Award Date Co-operative quotation for Supply and Delivery of Lamps & Ballasts Host: Durham District School Board Ongoing Q10-04 Participants: Durham District Various unit operating September 7, 2010 School Board, Region of prices costs 2010- Durham, Oshawa, Ajax, 2011 Whitby, Pickering, Clarington Vendor: O'Neil Electric Supply Ltd. Year 1 of 3 Co-operative tender for Supply & Delivery of Traffic Signs Host: Municipality of Ongoing CL2008-17 Clarington Various unit operating September 10, 2010 Participants: Clarington, prices costs 2010- Region of Durham, Whitby, 2011 Oshawa, Pickering, Ajax Vendor: Owl-Lite Rentals, Sales and Manufacturing Year 3 of 3 Co-operative tender for Supply & Delivery of Traffic Hardware & Posts Host: Municipality of Ongoing Clarington CL2008-30 Various unit operating Participants: Clarington, September 29, 2010 prices costs 2010- Region of Durham, Whitby, 2011 Oshawa, Pickering, Ajax Vendor: UCC Industries International Year 3 of 3 Report CS 03-11 January 10, 2011 Subject: Formal Quotations - Quarterly Report for Information Page 7 99 Attachments: Not Applicable Prepared By: Approved/Endorsed By: i Vera A. Felgemacher', Gillis A. Paterson Manager, Supply & Services Director, Corporate Services & Treasurer C.P.P., CPPO, CPP13, C.P.M., CMM III VAF:vw Copy: Chief Administrative Officer Recommended for the consideration of Pickering Council 4®, 2010 Tony Prevedel, P. Eng. Chief Administrative Officer Cis,, Report To Executive Committee PICKERING Report Number: CS 04-11 Date: January 10, 2011 30 From: Gillis A. Paterson Director, Corporate Services & Treasurer Subject: Horizon House Lease Agreement Green River Community Centre Recommendation: 1. That Report CS 04-11 of the Director, Corporate Services & Treasurer be received; 2. That the agreement approved by Council under Resolution #113/09 providing for a monthly payment of $800 to the City by Horizon House be reduced to $250 per month effective January 1, 2011, all other terms and conditions to, remain unchanged; 3. That the Director, Corporate Services & Treasurer be authorized to write off the outstanding balance owing of approximately $9,550 for the period September 1, 2009 to December 31, 2010; and, 4. That the appropriate officials of the City of Pickering be authorized to take the necessary action to give effect hereto. Executive Summary: In May, 2009 under Report OES 21-09, Council authorized a renewal of the lease for the Green River Community Centre between the City, and Horizon House at a rate of $800 per month. This was an extension of the existing lease which had been in effect, in one form or another, since 2006. Horizon House' financial situation has prompted them to review their revenues and expenditures to bring them in line. This has led to a financial restructuring of sorts and a request to the City to reduce their monthly lease payments from $800 to $250. At the same time,they are reducing other costs and trying to increase memberships. Report CS 04-11 Date: January 10, 2011 Subject: Horizon House Lease Agreement Page 2 Green River Community Centre J Financial Implications: While the reduction in monthly lease payments of $550 represents an annual reduction of $6,600 in revenue to the City, it is felt that is more important to have a responsible tenant occupying this property to protect the City's asset. Future lease payments of $250 per month or $3,000 per year should offset, to the greater degree, annual maintenance costs. Sustainability Implications: . This report does not contain any sustainability .implications. Background: Horizon House has leased the Green River Community Centre since April 1, 2006 at $800 per month. They have been able to pay this amount up to August 1, 2009 for a total of $6,400 but were unable to make any payments for the balance of the year leaving $3,200 owing for 2009. For 2010, they were able to pay $500 in January, but only $250 per month since, leaving $6,350 owing for the year ended December 31, 2010. Their current financial situation cannot provide sufficient funds to continue paying this amount. They are reducing expenditures elsewhere and attempting to increase memberships. The City has the option of reducing the monthly lease cost and retaining what to date has been a desirable tenant or not. In conclusion, it would appear to be in the best interests of the City to continue with the existing tenant at a reduced rate in order to keep the property occupied and looked after. The alternative would most likely be an unused facility that the City would have to maintain and manage. Attachments: Not applicable Report CS 04-11 Date: January 10, 2011 Subject: Horizon House Lease Agreement Page 3 Green River, Community Centre 32 Approved By: Approved / En rsed By: Gillis A. Paterson Everett Bu tsma Director, Corporate Services & Treasurer Director, Operations & Emergency Services GAP:vw Copy: Chief Administrative Officer Recommended for the consideration of Pickering City uncil . /0, 2010 Tony Prevedel, P.Eng. Chief Administrative Officer City o~ Report To Executive Committee PICKERING Report Number: CS 05 -11 33 Date: January 10, 2011 From: Gillis A. Paterson Director, Corporate Services & Treasurer Subject: Tender / Contract Approval - Council's Fall Recess I Recommendation: 1. That Report CS 05-11 of the Director, Corporate Services & Treasurer regarding tender and contract approvals during Council's Fall recess due to the 2010 Municipal Election be received; 2. That Council pass a Resolution ratifying the approval of the Tenders and Contracts by the Chief Administrative Officer contained in this Report during Councils' recess being: Quotation No. Q-61-2010, Boulevard Improvements - Kingston Road at Walnut Lane; Quotation No. Q-65-2010, Hot Water Boiler Replacement - Pickering Civic Complex; Tender No. T-22-2010, Charlotte Circle Road Improvements, Tender No. T-23-2010, Brockridge Park Pedestrian Bridge and Walkway Replacement; Request for Proposal No. RFP-9-2010, Whitevale Master Drainage Plan; and, Request for Proposal No. RFP-13-2010 for Pickering Road Needs Study, 3. That the Director, Corporate Services & Treasurer be authorized to: a) draw the sum of $8,430 from the Parkland Reserve Fund, in addition to the draws from the various sources as approved by Council in the Capital Budget for all projects in this report, for the Brockridge Park Pedestrian Bridge and Walkway Replacement; b) draw the sum of $14,984 from the Parkland Reserve Fund for the Shadybrook Park playground project for walkway reconstruction; and 4. That the appropriate City of Pickering officials be authorized to take the necessary action to give effect thereto. Executive Summary: Council is required to approve contracts. awarded by the Chief Administrative Officer (CAO) during recesses of Council. The tender and contract approvals contained in this report were approved by the Chief Administrative Officer during the Fall recess of Council which met City Policy and were,within the approved Budget. h Report CS 05-11 Date: January 10, 2011 Subject: Tender / Contract Approval Page 2 - Council's Fall Recess 34 Financial Implications: The capital projects listed above and described in this report are being funded from various sources as approved by Council in Capital Budgets. The total projected costs are below budget in the net amount of $61,370 and the surplus funds will be returned to the various funding sources for use in future budgets. There are no additional financial implications associated with these projects or this report. The Tender for the Brockridge Pedestrian Bridge and Walkway Replacement, while being over budget by $8,430 was approved under the joint authority of the Chief Administrative Officer and the Treasurer under the Council approved Financial Control Policy. Since the project was originally funded from a draw from the Parkland Reserve Fund, the increased funding requires Council approval. A similar situation existed for the Shadybrook Park playground project. With the exception of the Brockridge Park project as noted above, all other projects were awarded to the lowest bidder or in the case of an RFP, the highest scoring, and were within budget as required by Resolution #80/02 and therefore within staff's authority to approve during Council's recess. All amounts in this report have been rounded to the nearest dollar. Sustainability Implications: The boulevard project will allow for new sidewalk construction along a major arterial route promoting pedestrian transportation and improved access to the Durham Region Transit bus stop. Replacement of the boiler will reduce energy consumption and reduce maintenance costs, reducing the City's carbon footprint . Improvements to the roadway will reduce maintenance costs. Replacing the -two pedestrian bridges will encourage pedestrian traffic. One of the main objectives of the Whitevale Heritage Conservation District is to investigate and utilize a wide and diverse range of alternatives to keep the rural community character. The environmental implications that can be realized in the Road Needs Study is reduced trucking, smoother traffic operations, reduced travel time, reduced emissions and reclaiming existing materials. Refer to attachments for additional information. Background: On May 21, 2002 Council passed Resolution #80/02 Item 4 authorizing the Chief Administrative Officer to act in Council's approving capacity -on behalf of Council during any recess, break or absence of City Council, which states in part: "2. That, subject to the Council approved Purchasing Policy & Procedures; the Chief Administrative Officer be authorized to act in Council's approval capacity on behalf of Council during any recess, break or absence of City Council on the condition that: (a) such actions are in compliance with the Purchasing Policy & Procedure as approved under Resolution 136102; and (b) the costs thereof are within the budget previously approved by Council; and (c) a report respecting those approvals is subsequently submitted to Council." Report CS 05-11 Date: January 10, 2011 Subject: Tender / Contract Approval Page 3 35 - Council's Fall Recess Circumstances were such that two Tenders, two Quotations and two Requests for Proposal required approval by the Chief Administrative Officer during Council's Fall 2010 recess. It is recommended that Council receive this Report for information and ratify the approval of Quotation No. Q-61-2010, Boulevard Improvements - Kingston Road at Walnut Lane, Quotation No. Q-65-2010, Hot Water Boiler Replacement - Pickering Civic Complex, Tender No. T-22-2010, Charlotte Circle Road Improvements Tender No. T-23-2010, Brockrid9a Park Pedestrian Bridge and Walkway Replacement, Request for Proposal No. RFP-9-2010, Whitevale Master Drainage Plan and Request for Proposal No. RFP-13-2010, Roads Need Study. The Shadybrook Park playground project required the addition of asphalt walkway reconstruction which put the project over the original quote by $14,984 plus HST, which will be financed by an increased draw from the Parkland Reserve Fund. Therefore, under authority of the foregoing, the following was approved by the Chief Administrative Officer during the fall recess of Council: Quotation No. Q-61-2010, Boulevard Improvements - Kingston Road at Walnut Lane The low Quotation No. Q-61-2010 submitted by the Montgomery MacEwen Contracting Ltd. for Boulevard Improvements - Kingston Road at Walnut Lane in the amount of $122,614.08 (HST included) be approved. Financial Implications: 1. Quotation Amount Q-61-2010 $108,508 HST (13%) 14,106 Sub Total $122,614 HST Rebate (11.24%) (12,196) Total Net Purchase Cost $110,417 2. Approved Source of Funds Item Account Code . Source of Funds Budget Required 5321.0323.6250 DC-City's Share $23,400 $23,400 Reserve Kingston Road Intersection 5321.0323.6250 Development Charges 19,500 19,500 Improvements Reserve Fund 5320.0712.6250 Move Ontario Reserve 60,000 59,156 $102,900 $102,056 Report CS 05-11 Date: January 10, 2011 Subject: Tender / Contract Approval Page 4 - Council's Fall Recess 36 3. Estimated Project Costing Summa Q-61-2010 -Quotation Boulevard Improvements -Kingston Road at Walnut Lane City of Pickering Portion Section 1, City Boulevard Improvements $77,250 Region of Durham Portion 'Section 2, Concrete Curb and Gutter and Catchbasin 31,258 Installation Total $108,508 Associated Costs Materials Testing 2,500 Construction Contingency 20,000 Sub Total -Associated Costs $131,008 HST (13%) 17,031 -Total Gross Project Cost $148,039 HST Rebate (11.24%) 1( 4,725) Total Net Project Costs $133,314 Less Region of Durham Portion 3( 1,258) Total Net City Portion Costs $102,056 Net Project Cost (over) under approved funds $844 Report CS 05-11 Date: January 10, 2011 Subject: Tender / Contract Approval Page 5 3 7 - Council's Fall Recess Quotation No. Q-65-2010 Hot Water Boiler Replacement - Pickering Civic Complex The low Quotation submitted by ACE Services/Tasis Contractors at a cost of $101,474 (HST included) be approved. Financial Implications: 1. Quotation Amount Quotation No. Q-65-2010 $89,800 HST (13%) 11,674 Sub-Total $101,474 HST Rebate (11.24%) (10,094) Total $91,380 2. A roved Source of Funds Civic Complex, OE&S Department Capital Budget Location Project Code Source of Funds Budget Required Replacement of Old Backup Boiler 5700.1001.6178 Federal Gas Tax $102,000 $101,474 FUNDS AVAILABLE $101,474 3. Estimated Project Costing Summary Quotation No. Q-65-2010 $89,800 HST (13%) 11,674 Total Gross Project Cost $101,474 HST Rebate (11.24°/x) (10,094) Total Net Project Cost $91,380 Net Project Cost under (over) approved funds $10,620 Report CS 05-11 Date: January 10, 2011 Subject: Tender / Contract Approval Page 6. - Council's Fall Recess 38 Tender No. T-22-2010 Charlotte Circle Road Improvements The low Tender No. T-22-2010 submitted by C.Valley Paving Limited for Charlotte Circle road improvements in the amount of $141,405.38 (HST included) be approved. Financial Implications: 1. Tender Amount T-22-2010 $125,138 HST (13%) 16,268 Sub Total $141,406 HST Rebate (11.24%)' 1~ 4,065) Total Net Tender Amount $127,341 2. Approved Source of Funds Item Account Code Source of Funds Budget Required Charlotte Circle Road 5320.1017.6250 Provincial Grants $225,000 $156,851 Improvements Transportation Initiatives 3. Estimated Project Costing Summa T-22-2010 -Tender for Charlotte Circle Road Improvements $125,138 Associated Costs Miscellaneous 4,000 Materials Testing 5,000 Construction Contingency 20,000 Sub Total $154,138 HST (13%) 20,038. Total Gross Project Cost $174,176 HST Rebate (11.24%) 1~ 7,325) Total Net Project Cost $156,851 Net Project Cost (over) under approved funds $68,149 I Report CS 05-11 Date: January 10, 2011 Subject: Tender / Contract Approval Page 7 39 - Council's Fall Recess Tender No. T-23-2010 Brockridge Park Pedestrian Bridge and Walkway Replacement The low Tender No. T-23-2010 submitted by Cedar Springs Landscape Group Ltd. in the amount of $105,773.77 (including HST) be approved. Financial Implications: 1. Approved Source of Funds 2010 Parks Capital Budget Item Account Code Source of Funds Budget Required Brockridge Park - 5780.1019.6129 RF Parkland $100,000 $100,000 upgrade play area and replace pedestrian bridge Additional Funds Required 5780.1019.6129 RF - Parkland 8430 Total Funds $100,000 $108,430 2. Tender Amount Tendered Amount $93,605 HST (13%) 12,169 Subtotal $105,774 HST-Rebate (11.24%), (10,521) Total $95,253 Report CS 05-11 Date: January 10, 2011 Subject. Tender /Contract Approval Page 8 - Council's Fall Recess 40 ' I 3. Estimated Project Costing Summa T-23-2010 - Brockridge Park Pedestrian Bridge and Walkway $93,605 Replacement Associated Costs Consulting Fees 41750 Miscellaneous (Permit and Advertisement Fees) 3,200 Contingency 5,000 Total Costs $106,555 HST (13%) 13,852 Total Gross Cost $120,407 HST Rebate (11.24%) (11,977) Total Net Cost $108,430 Net Project Cost under (over) approved funds ($8,430) Request for Proposal for Whitevale Master Drainage Plan, No. RFP-9-2010 The proposal No. RFP-9-2010 submitted by AECOM Canada Ltd. in the amount of $84,706 (including HST) plus,a contingency in the amount of $3,955 (including HST) for a total amount of $88,661 (including HST) be approved. Financial Implications: 1. Approved Source of Funds Item Account Code Source of Funds Budget Required Whitevale Master 2290.2392.0000 2010 Current $80,000 $791842 Drainage Plan Budget Total $80,000 $79,842 Report CS 05-11 Date: January 10, 2011 Subject: Tender / Contract Approval Page 9 41 - Council's Fall Recess 2. Estimated Project Costing Summa RFP-9-2010 $74,961 Contingency 3,500 Net $78,461 HST (13%) 10,200 Total Gross Cost $88,661 HST Rebate (11.24%) (8,819) Total Net Project Cost $79,842 Net Project Cost under (over) approved funds $158 Request for Proposal for Pickering Road Needs Study, RFP-13-2010 The proposal No. RFP-13-2010 submitted by Burnside & Associates-in the-amount of $69,587.66 (including disbursements and HST) be approved; Financial Implications: 1 Approved Source of Funds Item Account Code Source of Funds Budget Required Pickering Road 2320.2392.0000 2010 Current $75,000 $74,877 Needs Study Budget Total $75,000 $74,877 2. Estimated Project Costing RFP-13-2010 $61;582 Contingency 12,000 Net $73,582 HST (13%) 9,566 Total Gross Cost $83,148 HST Rebate (11.24°/x) 8( ,271) Total Net Project Cost $74,877 Net Project Cost under (over) approved funds $123 Report CS 05-11 Date: January 10, 2011 Subject: Tender / Contract Approval Page 10 - Council's Fall Recess 42 Attachments: 1. Operations & Emergency Services Memorandum, October 6, 2010 2. Operations & Emergency Services Memorandum, October 14, 2010 3. Operations & Emergency Services Memorandum, October 15, 2010 .4. Operations & Emergency Services Memorandum, November 5, 2010 5. Operations & Emergency Services Memorandum, November 17, 2010 6. Operations & Emergency Services Memorandum, November 30, 2010 7. Operations & Emergency Services Memorandum, October 6, 2010 8. Resolution #80/02, Item #4 9. Resolution #85/00, Item #1 Prepared By: Approved / Endorsed By: Vera A. Felgemacph r Gillis A. Paterson, C.M.A. CSCMP, CPPO, CPPB, C.P.M., CMM III Director, Corporate Services & Treasurer Manager, Supply & Services GAP:vaf i Copy: Chief Administrative Officer Recommended for the consideration of Pickering Ci Cou cil ` ~0r ,,,o w Tony Prevedel, P.Eng. Chief Administrative Officer I 1 '"7~ -;-A ATTACHMENT S#~TO REPORT#_CS-K I I Elf F CITY OF PICKERDN Curl o~ CAO O CT 14 2010 T 1 ;1 ?1171 . I' I RECEIVED F _ E'. I I ct+~ ILE PICKERINGU~'c`~ FOLLOW UP EMO COPY FWD MAYOR COUNCIL To: Tony Prevedel COUNCIL Px6'. EAO MGMTCOM ctober 6, 2010 Chief Administrative Officer ECTORS CORP SERV. From: Everett Buntsma OES OFFICE 5UST C&R PLAN & DEV Director, Operations & Emergency Se , NG SERV LEGAL & LS Copy' Director, Corporate Services & Treas FIRE CLERK Division Head, Engineering Services OPER & FAC HUMAN, RES Manager, Supply & Services t~ Supervisor, Engineering & Capital Works Il, r` ~~c Orr 11 Subject: Quotation No.Q-61-2010 - Quotation for Boulevard Improvements - Kingston Road at Walnut.n, File: A-1440` Quotations have been received for Boulevard Improvements - Kingston Road at Walnut Lane by the closing date September 28, 2010. Ten companies were invited to participate and five companies submitted quotations. The lowest bid submitted was from Montgomery MacEwen Contracting Ltd. in the total amount of $122,614.08 (HST included). Recommendation: 1. That Quotation No. Q-61-2010 submitted by the Montgomery MacEwen Contracting Ltd. for Boulevard Improvements - Kingston Road at Walnut Lane including storm sewer works, boulevard improvements and Regional Road works at a cost of $122,614.08 (HST included) be accepted; 2. That the total gross project cost of $148,039 (HST included) including the quotation amount, the Region of Durham's portion and other associated costs and net project cost of $133,314 (net of HST rebate) be approved; 3. That the Director, Corporate Services & Treasurer be authorized to finance the project as follows: a) that the sum of $23,400 be funded from the DC-City's Share Reserve as approved in . 2003 External Subdivision Works Budget; b) that the sum of $19,500 be funded from the Development Charges Reserve Fund as approved in 2003 External Subdivision Works Budget; c) that the sum of $59,156 be funded from the Move Ontario Reserve as approved in the 2007 Roads Capital Budget; 44 d) that the sum of $31,258 be funded by the Regional Municipality of Durham; e) the Treasurer is authorized to take any actions necessary in order to effect the foregoing; and; 4. That the appropriate City of Pickering officials be authorized to take necessary action to give effect hereto. Executive Summary: As part of the 2003 External Subdivision Works Budget and the 2007 Roads Capital Budget Boulevard, improvements.for Kingston Road at Walnut Lane was approved as a construction project. Quotation No. Q-61-2010 was issued on Wednesday, September. 15, 2010 and closed on Tuesday, September 28, 2010 with five (5) bidders responding. The project also includes Region of Durham roadwork. The total gross project cost is estimated to be $148,039and the total net project cost is estimated to be $133,314 (net of HST). The portion related to the Regional Road works to be recovered from the Region of*Durham in the amount of $31,258 reduces the City's share to $102,056 (net of HST). In accordance with Purchasing Policy Item 04.07 (revised 2007) a formal quotation award exceeding $81,000 is subject to Council approval. The Chief Administrative Officer has the authority to approve this quotation during the recess of Council. 1. Quotation Amount Q-61-2010 $108,508.03 HST (13%) 14.106.05 Sub Total 122,614.08 HST Rebate (11.24%) (12,196.30) Total Net Purchase Cost $110,417.78 2. Approved Source Of Funds Item Account Code Source of Funds Budget Required 5321.0323.6250 DC-City's Share 23,400 23,400 Reserve Kingston Road Intersection 5321.0323.6250 Development Charges $19,500 $19,500 Improvements Reserve Fund 5320.0712.6250 Move Ontario Reserve $60,000 59,156 102,900 102,056 Q-61-2010 - Quotation for Boulevard Improvements - Kingston Road at Walnut Lane Pae2 October 6, 2010 9 45 Estimated Project Costing Summary Q-61-2010 -Quotation , Boulevard Improvements -Kingston Road at Walnut Lane, . City of Pickering Portion Section 1, City Boulevard Improvements $77,250 Region of Durham Portion Section 2, Concrete Curb and Gutter and Catchbasin 31,258 Installation Total Q-61-2010 $108,508 Associated Costs Materials Testing 2,500 Construction Contingency 20,000 Sub Total - Associated Costs $13.1,008 HST 17,031 Total Gross Project Cost $148,039 HST Rebate (14,725) Total Net Project Costs $133,314 Less Region of Durham Portion (31,258) Total Net City Portion Costs 102,056 Net Project Costs (over) under Approved Funds $844 The Director, Corporate Services & Treasurer has reviewed the budgetary implications and the financing of the expenditures contained in this report and concurs. The financing approvals provided by Council in 2003 and 2007 Budgets are still valid. Q-61-2010 - Quotation for Boulevard Improvements - Kingston Road at Walnut Lane October 6, 2010 Page 3 I 46. Sustainability Implications: This project will allow for new sidewalk construction along a major arterial route promoting pedestrian transportation, and improved access to the Durham Region Transit bus stop. Background: As part of the 2003 Development.Charges Budget, Boulevard Improvements for Kingston Road at Walnut Lane was approved as a construction project. Originally these works were to be incorporated with road works to be undertaken by the Region of Durham at this location. The Region project did not proceed at that time. In 2006 a quotation was called by the City to undertake the boulevard improvements, however, the low bid received exceeded the budget. In 2007 additional.funds were approved in the Roads Capital budget and the City was ready to proceed, but was put on hold due to Home Depot Development. Now that all other works in the vicinity of the intersection have been completed, the project can now proceed. Quotation Q-61-2010 was issued on Wednesday, September 15, 2010 and closed on Tuesday, September 28, 2010 with five (5) bidders responding. The project also includes Region of Durham roadwork. The total gross project cost is estimated to be $148,039 and an estimated total net project cost is estimated to be $133,314 (net of HST). The portion related to the Regional Road works to be recovered from the Region of Durham in the amount of $31,258 reduces the City's share to $102,056 (net of HST). In accordance with Purchasing Policy Item 04.07 (revised 2007) a formal quotation award exceeding $81,000 is subject to Council approval. 'The Chief Administrative Officer has the authority to approve this quotation during the recess of Council. Montgomery MacEwen Contracting Limited has recently completed work for the City on Tender T- 10-2009 for Sideline 4 Road Reconstruction Phase Two and is deemed acceptable by the Supervisor, Engineering & Capital Works. The Health'& Safety Policy, Confined Space Awareness Training and list of employees trained, current WSIB Council Amendment to Draft #7 (CAD-7), Certificate of Clearance issued by Workplace Safety& Insurance Board as submitted by Montgomery MacEwen Contracting Limited have been reviewed by the Coordinator, Health & Safety and deemed acceptable. The Certificate of Insurance has been reviewed by the Manager, Taxation and is deemed acceptable. In conjunction with staff's review of the contractor's previous work experience and the bonding available on this project, the quotation is deemed acceptable. Upon careful examination of all quotations and relevant documents received, the Operations & Emergency Services Department, Engineering Services Division recommends the acceptance of the low bid submitted by Montgomery MacEwen Contracting Limited for Quotation Q-61-2010 in the amount $122,614 (HST included) and that the City' portion of the total net project cost of $102,056 be approved. This memo has been prepared in conjunction with the Manager, Supply & Services who concurs with the foregoing. Q-61-2010 - Quotation for Boulevard Improvements - Kingston Road at Walnut Lane October 6, 2010 Page 4 47 Attachments: 1. Supply & Services Memorandum dated September 28, 2010. 2. Location Map Prepared By: Approved By: 0 D rre Selsky ° Everett B sma Supervisor, Engineering & Ca al Works Director, Operations & Emergency Services Vera A. F gemacher Gillis A. Paterson Manager, Supply & Services Director, Corporate Services & Treasurer C.P.P., CPPO, CPPB, C.P.M., CMM III Caryn Kong Rich rd W. Hol orn, P. Eng. Senior Financial Analyst Di I ion Head, Engineering Services Capital and Debt Management r DS:ds rR" TONY REVEDEL ~~CIHIIEF ADMINISTRATIVE OFFICER Q 2010 Q-61-2010 - Quotation for Boulevard Improvements - Kingston Road at Walnut Lane .October 6, 2010 Page 5 48 call o0 RECEIVED SEP Z` 8 2010 _ PICKS IN CITY OF PICKERING 1 1 1 V ENGINEERING,SERVICES Memo To: Richard Holborn September 28, 2010 Department Head, Engineering Services From: Vera A. Felgemacher Manager, Supply & Services Copy: Supervisor, Engineering & Capital Works Subject: Q-61-2010 - Quotation for Boulevard Improvements- Kingston Road at Walnut Lane File: F-5300-001 Based on a Budget amount of $100,000 provided to Supply & Services, a formal quotation document was prepared to solicit pricing for this project. Quotations were invited from ten (10) companies of which five (5) have responded by the official closing date. Copies of the quotations are attached for review. Quotations shall be irrevocable for 60 days after the official closing date and time. SUMMARY HST Included Bidder Total Amount After Calculation Agreement Check to Bond Montgomery Mac Ewen $122,614.08 $122,614.08 Yes Contracting Ltd. Bry Ron Contracting Ltd. $128,469.70 $128,117.14 Yes Royalcrest Paving Ltd. $142,281.69 $142,281.69 Yes Elirpa Construction & Materials Ltd $174,708.14 $174,708.14 Yes . Coco Paving Inc. No Bid Montgomery MacEwen Contracting Ltd. has submitted the lowest bid. Please advise as soon as possible, if the quotation submitted by Montgomery Mac Ewen Contracting Ltd. will be considered in order that the following documentation as specified in Standard Quotation Terms and Conditions Item 24 can be received and reviewed during the evaluation phase of the quotation call: (a) a copy of the Health and Safety Policy to'be used on this project, currently dated and, signed; 49 (b) a copy of the current Cost and Frequency Report issued by Workplace Safety.& Insurance Board (in lieu of the Cost and Frequency document, a copy of the current CAD 7, NEER, or MAP reports may be submitted); (c) a copy of the current Certificate of Clearance issued by Workplace Safety & Insurance Board, (d) a certificate of insurance completed by the bidder's agent, broker or insurer (City form is attached); (e) Such further information as the City may require, as requested in writing. In accordance with Purchasing Policy Item 04.05 (revised 2007) an award exceeding $81,000 is subject to.Council approval. Include a response to the following items in your Report to Council: (a) 'if items (a) through (e) noted above, are acceptable to the Co-ordinator, Health & Safety; (b) if the certificate of insurance is acceptable to the Manager, Taxation; (c) any past work experience Montgomery MacEwen Contracting Ltd. including work location; (d) without past work experience, if reference information is acceptable; (e) the appropriate account number(s) to which this work is to be charged; (f) the budget amount(s) assigned thereto; (g) Treasurer's confirmation of funding; (h) related departmental approvals; (i) any reason(s) why the'low bid of Montgomery.MacEwen Contracting Ltd. is not acceptable; and (j) related comments specific to the project. Please do not disclose any information to enquiries. Bidders will be advised of the outcome in due course. If you require further information, feel free to contact me or a member of Supply & Services. If y u require further information, please feel free to contact me or a member of Supply & Se ces. VAF/jg Attachment I Quotation NO. Q-61-2010 Page 2 Boulevard Improvements - Kingston Road at Walnut Lane I Ci: y n~ 004, 5o ENGINEERING SERVICES Attachment for Q-61-2010 BOULEVARD IMPROVEMENTS - KINGSTON ROAD AT WALNUT LANE 4 ~F2E5 4 W Z U Z Q F U7 P A `)s Q K Z CU LP DES J J A\ /E N ~E ES~ AN Z E Cq1J V -T C) ' Z w MR EA ioN1flEW W ~ G J Er W g Z LLJ W Cr C~ 0 p p J ED Uj Ld z bP 2~ Q d GLEN Gt~ES- EDEN u Rr, Cad SUBJECT ono AREA ~ N W 40 LOCATION MAP .PROPOSED REQUEST FOR PROPOSAL INCLUDES: City of Pickering Portion: Boulevard Urbanization at the corner which includes; The installation of a shallow storm sewer in the existing ditch line The boulevard is to be filled and fine graded • A concrete pedestrian sidewalk will be installed • A small stone landscape wall maybe required to pick up the slope as the sidewalk changes grade Region of Durham Portion: • To facilitate the boulevard urbanization, the concrete curb and gutter will be extended west from Walnut Lane (along Kingston. Road) • A catch basin will be installed to pick up the stormwater along the curb line ATTACHMENT#_J_TO REPORT #_~LLPS_~-0 ~Ifif o~ CITY or ICI 101" Zo 1+o CAO I I _ RECEIVED Zulu PICKERIN r- n FILE EM0 FOLLOW UP COPY To: Tony Prevedel MAYOR couNCIL tober 14, 2010 Chief Administrative Officer COUNCIL PKC,- CAO MGMT COM From: Everett Buntsma DIRECTORS ECORP SERV Director, Operations & Emergency Se o oES LAICE suV C&R PLAN & DE Copy: Director, Corporate Services & Treasu ENG SERV LEGAL & LS Division Head, Engineering Services FIRE ~ CLERK Manager, Supply & Services OPER & FAC HUMAN RES Supervisor, Engineering & Capital Wo jm, mod) Subject: Tender No. T-22-2010 O CT 42 0 2010 Tender for Charlotte Circle Road Improvements File: A-1440 SUPPLE AND Si MMES Tenders have been received for Charlotte. Circle road improvements by the closing date October 2010. Seven companies submitted tenders. An' advertisement Was placed in the Daily Commercial- News and on the City's website. The lowest bid submitted was from C.Valley Paving Limited in the total amount of $141,405.38 (HST included). Recommendation: 1. That Tender No. T-22-2010 submitted by C.Valley Paving Limited for Charlotte Circle road improvements at a cost of $141,405.38 (HST included) be accepted; 2. That the total gross project cost of $174,176 (HST included) including other associated costs and net project cost of $156,851 (net of HST rebate) be approved; 3. That the Director, Corporate Services & Treasurer be authorized to finance the project as follows. a) that the sum of $156,851 be funded from Provincial Grants - Transportation Initiatives as approved in the 2010 Roads Capital Budget; b) the Treasurer is authorized to take any actions necessary in order to effect the foregoing; and; 4. That the appropriate City of Pickering officials be authorized to take necessary action to give effect hereto. Executive Summary: 52 As part of the 2010 Roads Capital Budget Charlotte Circle road improvements was approved as a construction project. Tender No. T-22-2010 was issued on Monday, September 13, 2010 and closed on Wednesday, October 6, 2010 with seven (7) bidders responding. The lowest compliant bid was submitted by C. Valley Paving Limited and is being recommended for acceptance. The total gross project cost is estimated to be $174,176 and the total net project cost is estimated to In accordance with Purchasing Policy Item 04.07 revised 2007 be $156,851 (net of HST rebate) g y (revised 2007) a formal tender award exceeding $108,000 is subject to Council approval. The Chief Administrative Officer has the authority to approve this Tender during the recess of Council. 1. Tender Amount T-22-2010 $125,137.50 HST (13%) . 16,267.87 Sub Total 141,405.38 HST Rebate (11.24%) X14_ 0065.46 Total Net Tender Amount $127,339.92 2. Approved Source Of Funds Item Account Code Source of Funds Budget Required Charlotte Circle Road 5320.1017.6250 Provincial Grants $225,00 0 $156,851 Improvements Transportation Initiatives 3. Estimated Project Costing Summary Estimated Project Costing Summary T-22-2010 -Tender for Charlotte Circle Road Improvements 125,138 Associated Costs Miscellaneous 4,000 Materials Testing 5,000 Construction Contingency 20,000 Sub Total $154,138 HST 20,038 Total Gross Project Cost $174,176. HST Rebate (13%) 1( 7,325) Total Net Project Cost 11.24% $156,851 Net Project Costs (over) under Approved Funds $68,149 The Director, Corporate Services & Treasurer has reviewed the budgetary implications and the financing of the expenditures contained in this report and concurs. T-22-2010 -Tender for Charlotte Circle Road Improvements October 14, 2010 Page 2 r 53 The Director, Corporate Services & Treasurer has reviewed the budgetary implications and the financing of the expenditures contained in this report and concurs. Sustainability Implications: This project will allow for improvements to the roadway geometrics and vehicular flow in this area. The new road works will reduce maintenance costs for the next several years. Background: As part of the 2010 Roads Capital Budget Charlotte Circle road improvements was approved as a construction project. Tender No. T-22-2010 was issued on Monday, September 13, 2010 and closed on Wednesday, October 6, 2010 with seven (7) bidders responding. The total gross project cost is estimated to be $174,176 and the total net project cost is estimated to be $156,851 (net of HST rebate). C. Valley Paving Limited has recently completed work for the City on Tender T-21-2009 for Luna Court Reconstruction and is deemed acceptable by the Supervisor, Engineering & Capital Works. The Health & Safety Policy, Confined Space Awareness Training and list of employees trained, current WSIB Council Amendment to Draft #7 (CAD-7), Certificate of Clearance issued by Workplace Safety& Insurance Board as submitted by C. Valley Paving Limited have been reviewed by the Coordinator, Health & Safety and deemed acceptable. The Certificate of Insurance has been reviewed by the Manager, Taxation and is deemed acceptable. In conjunction with staffs review of the contractor's previous work experience and the bonding available on this project, the tender is deemed acceptable. Upon careful examination of all tenders and relevant documents received, the Operations & Emergency Services Department, Engineering Services Division recommends the acceptance of the low bid submitted by C. Valley Paving Limited for Tender T-22-2.010 in the amount $141,405.38 (HST included) and that the total net project cost of $156,851 be approved. In accordance with Purchasing Policy Item 04.07 (revised 2007) a formal tender award exceeding $108,000 is subject to Council approval. The Chief Administrative Officer has the authority to approve this tender during the recess of Council. This memo has been prepared in conjunction with the Manager, Supply & Services who concurs with the foregoing. Attachments: 1. Supply & Services Memorandum dated October 6, 2010. 2. Location Map T-22-2010 -Tender for Charlotte Circle Road Improvements October 14, 2010 Page 3 54 Prepared By: Approved By: I Darrell Selsky~ Everett Buntsma Superviso Engineering apital Works Director, Operations & Emergency Services Vera elgem Cher Gillis A. Paterson Manager, Supply & Services Director, Corporate Services & Treasurer C.P.P., CPPO, CPPB, C.P.M., CMM III Caryn Kong Richard W. Iborn, P. Eng. Senior Financial Analyst Diviion He , Engineering Services Capital & Debt Management DS:ds O D AP7N' T EV DEL CHIEF ADMINISTRATIVE OFFICER 2_ 2-010 T-22-2010 -Tender for Charlotte Circle Road Improvements October 14, 2010 Page 4. t, APIC ER I- Meill 0 To: Richard Holborn October 6, 2010 Division Head, Engineering Services, From: Vera A. Felgemacher Manager, Supply & Services Copy: Supervisor, Engineering & Capital Works Subject: Tender No. T-22-2010 Charlotte Circle Road Improvements Closing: Wednesday, October 6, 2010 File: F-5400-01 Tenders have been received for the above project. Fifteen (15) bidders were invited to participate. An advertisement was placed in the Daily Commercial News and posted on the City's website. 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 10.03 (r) provides checking tendered unit prices and extensions; unit prices shall govern and extensions will be corrected accordingly, which has been done. All deposits other than the low three bidders may be returned to the applicable bidders as provided for by Purchasing Procedure No. PUR 010-001, Item 10.03(w). Three (3) bids have been retained for review at this time. Copies of the tenders are attached for your review along with the summary of costs. SUMMARY HST Included Bidder Total Tendered Amount After Calculation Check C. Valley Paving Ltd. $141,405.38 $141,405.38 '+..Ashland Paving Ltd. $164,490.31 $164,490.31 Royalcrest Paving Ltd. $171,596.15 $171,596.15 Elirpa Construction & $203,148.91 $203,148.91 Materials Ltd. 1Coc6 Paving Inc. $211,434.33 $211,434.33 Page 1 ;Montgomery Mac Ewen $216,610.12 $216,610.12 5 Contracting Ltd. Aloia Bros. Concrete Ltd. $227,676.36 $227,676.36 Pursuant to Information to Bidders Item 25, the following will be requested of the low bidder for your review during the evaluation stage of this tender call. Please advise when you wish us to proceed with this task. (a) A copy of the Health and Safety Policy to be used on this project; (b) A copy of the current Workplace Injury Summary Report issued by Workplace Safety & Insurance Board (in lieu of the Workplace Injury Summary Report document, a copy of the current CAD 7, NEER, or MAP reports may be submitted); (c) A copy of the current Clearance Certificate issued by Workplace Safety & Insurance Board; (d) Proof of compliance with amended Confined Space Entry Regulations (September 30, 2006). Copies of certified Training and Procedures to be used on this project. (e) A list of employees trained in the confined space entry procedure who will be working on this project (f) The City's certificate of insurance or approved alternative form shall be completed by the bidder's agent, broker or insurer; (g) list of Sub-Contractors in accordance with General Conditions Item 36 and page 45; Include the following items in your Report to Council: (a) if items (a) through (e) noted above, are acceptable to the Co-ordinator, Health & Safety; (b) if item (f) - Insurance - is acceptable to the Manager, Taxation; (c) without past work experience, if reference information of the low bidder C. Valley Paving Ltd. is acceptable; (d) the appropriate account number(s) to which the project is to be charged; (e) the budget amount(s) assigned thereto; (f) Treasurer's confirmation of funding; (g) related departmental approvals; (h) any reason(s) why the low bid of C. Valley Paving Ltd. is not acceptable; and (i) related comments specific to the project. Please do not disclose any information to enquiries except you can direct them to the City's website for the unofficial bid results as read out at the Public tender opening. Bidders will be advised of the outcome in due course. JSe require further information, please feel free to contact me or a member of Supply & ces. VAF/jg Attachments Tender No. T-22-2010 Page 2 Tender for Charlotte Circle Road Improvements PH-=- G_1;dno_o1 5 7 W o U Z C. - LO Z o /~Ny Q { o - Y o U C. 0 0 z N o q zp Q~ `m la): \ Y Z ° U p W p. LO . v c ea cfr c U LL L ~ O QW w L C U W c ~ C i LL H d 0 O 1 O o o ~ N . C) ~o~ ll J U J CB :i 'CO W N CL 'a_. U U C J O V cu m a o > o U U U - Q Q W} ATTACHMENT #-3-TO REPORT# s oS-I I~ CAO 58 aS i RECEIVED 4,1 PICKERING FILE e mo WLLOWUrl To: Tony Prevedel COPY FWD ober 15, 2010 Chief Administrative Officer MAYOR COUNCIL COUNCIL PKCG GAO MGMT COM From: Everett Buntsma a Director, Operations & Emergency Se DIRECTORS . CORP sERV OES •OFFICE SUST Copy: Director, Corporate Services & Treasurer C&R - PLAN & DEv Division Head, Engineering Services ENG SERV LEGAL & LS Manager, Supply & Services FIRE CLERK Senior Financial Analyst-Capital & Deb C HUMAN,RIES Stormwater & Environmental Engineer Subject: Request for Proposal for Whitevale Master Drainage Plan No. RFP-9-2010 File: A-1440 Request for Proposal No. RFP-9-2010 was issued for Consulting Services for the Whitevale Master Drainage Plan for the Hamlet of Whitevale. The proposal from AECOM Canada Ltd. in the amount of $ $84,706 (including HST) is the highest average scoring proposal and is being recommended by the Evaluation Committee for consideration. Recommendation: 1: That proposal No. RFP-9-2010 submitted by AECOM Canada Ltd. in the amount of $84,706 (including HST) plus a contingency in the amount of $3,955 (including HST) for a total amount of $88,661 (including HST) be approved; 2. That the net project cost of $79,842 (including net HST) be approved; 3. That the Director, Corporate Services & Treasurer be authorized to finance the project as provided for in the 2010 Current Budget; and 4. That the Chief Administrative Officer approves the award of RFP-9-2010 during a recess of Council. Executive Summary. In 2010, funds were budgeted in the Municipal Property & Engineering Consulting & Professional account to hire a consultant for the Whitevale Drainage Study. On July 30, 2010, Engineering Services developed Terms of Reference to initiate a request for proposal process. The Terms of Reference were posted on the City's website, which resulted in eight consulting firms responding by the closing date of August 24, 2010. All eight proposals received were deemed compliant and evaluated in accordance with the criteria contained in the Terms of Reference (ToR), and the Evaluation Committee scored them accordingly. 59 The proposal from AECOM received the highest average score. Fhe City's purchasing policy states that an award of a proposal with a total purchase price over $54,000 is subject to Council approval. The CAO has designated authority during a recess of Council. Staff recommend that the CAO accept the recommendation of the Evaluation Committee and award the proposal No. RFP-9-2010 submitted by AECOM and authorize staff to undertake the project. I Financial Implications: 1. Approved Source of Funds Item Account Code Source of Funds Budget Required. Whitevale Master 2290.2392.0000 2010 Current $80,000 $79,842 Drainage Plan Budget Total $80,000 $792842 2. Estimated Project Costing RFP-9-2010 $74,961 Contingency, 3,500 Net. $78,461 HST (13%) $10,200 Total Gross Cost $88,661 HST Rebate (11,24%) $(8,819) Total Net Project Cost $79,842 3. Project Cost under (over) approved funds $158 The 2010 Current Budget included $80,000 for the Whitevale Drainage Study. Additional funds may be required, such as, a fee to review the study document by approval agencies, therefore, additional funding may be requested in the 2011 Current Budget. Sustainability Implications: A wide and diverse range of alternatives should be. considered and assessed in accordance with the Municipal Class EA process. A long list of potential drainage improvement measures that consist of traditional source, conveyance and end-of-pipe facilities as well as Low Impact Development (LID) technologies such as infiltration measures, permeable pavement and rainwater harvesting will be investigated and utilized as a way to keep the rural community character that is one of the main objectives of the Whitevale Heritage Conservation District. October 15, 2010 RFP-9-2010 Page 2 Whitevale Master Drainage Plan Background: In July of 2008, the Hamlet of Whitevale experienced intense rainstorms, which resulted in severe flash flooding throughout the community, including washout of approaches to the historic Whitevale Bridge, roads and several properties. These damages from the 2008 60 storms illustrated the need to implement cost-effective retrofit projects to improve drainage and conveyance systems throughout the Hamlet of Whitevale. In 2009, funds were budgeted in the Consulting & Professional account for Municipal Property & Engineerning to hire a consultant to complete a Drainage Study for the Hamlet of Whitevale. However, this assignment was not initiated and the funds were requested again and subsequently approved in the 2010 Current Budget. Staff initiated a request for proposal process to undertake a Master Drainage Plan for the Hamlet of Whitevale, which will follow Approach #2 under the Master Planning Process highlighted in Appendix 4 of the Municipal Class Environmental Assessment Document (October 2000, as amended in 2007). As a result of the proposal call, proposals were received from the following eight companies: • Valdor Engineering Inc. • Masongsong Associates Engineering Ltd • Sanchez Engineering Ltd. • The Municipal Infrastructure Group Ltd. • AECOM Canada Ltd. • Morrison Hershfield Ltd. • Dillon Consulting Ltd. • XCG Consultants Ltd. The closing date for the request for proposals was August 24, 2010. On September 23, 2010 an Evaluation Committee consisting of the Division Head, Engineering Services, Manager, Development Control, Stormwater & Environmental Engineer, Supervisor, Roads Operations and a Supply & Services representative reviewed the proposals against the criteria outlined in the Terms of Reference. The proposal from AECOM Canada Ltd. received the highest average score and the Evaluation Committee recommends it be considered for acceptance. Upon careful examination of all proposals, staff recommend that the CAO accept the recommendation of the Evaluation Committee to accept the proposal No. RFP-9-2010 provided by AECOM Canada Ltd. in the amount of $88,661 (HST included) and that a net Project Cost of $79,842 including a contingency be approved. Attachments: 1. Supply & Services Memo dated August 24, 2010 October 15, 2010 RFP-9-2010 Page 3 Whitevale Master Drainage Plan 61 Prepared By: Approved/Endorsed By: - Gti Marilee Gadzovski Everett B .a sm Stormwater & Environmental Director Engineer Operations & Emergency Services Ric rd Holb n Gillis A. Paterson DiVision Hea Director Engineering ervices Corporate Services & Treasurer Vera A. Felgem her C.P.P.,.CPPO, CPPB, C.P.M., CMM III Manager Supply & Services EB: mg - APP TOY PREVEDEL CHIEF ADMINISTRATIVE OFFICER October 15, 2010 RFP-9-2010 Page 4 Whitevale Master Drainage Plan Carl v0 6 2 P~ CKE RING Memo To: Richard Holborn August 24, 2010 Division Head, Municipal Property & Engineering From: Vera A. Felgemacher Manager, Supply & Services Copy: Stormwater & Environmental Engineer Co-ordinator, Health & Safety Subject: Request for Proposal No. RFP-9-2010 Consulting Services for Consulting Services for Whitevale Master Drainage Plan Closing: Tuesday, August 17, 2010, 2:00pm (local time) - File: F-5300-001 An advertisement was placed on the City's website inviting companies to download the Terms of Reference for the above mentioned proposal. Eight (8) proposals were received by the closing date and time. A preliminary review to ensure the "Essential Submission Requirements" appear in each submission has been undertaken by Supply and Services. This compliance checklist is to be used in evaluating the "overall completeness and quality of submission". Each item is to be reviewed more closely by committee members and scored.to reflect each item's relevance and value. Please refer to Terms of Reference - Evaluation of Submissions, Page 5 for instructions on how proposals are to be evaluated by committee members. The Health & Safety documentation received with the submissions has been provided to the Co- ordinator, Health & Safety to review and will provided a score out of 3 points for each submission. This will be combined with the remaining scores during the committee review to assist in determining the total average scores for each submission. Attachments are as follows: 1. 'Preliminary Compliance Checklist 2. Evaluation form (to be used by Evaluation Committee Members) 3. Copy of Terms of Reference 4. Copy of the proposals received Please co-ordinate an appropriate date and time to arrange a meeting for the evaluation committee. Each member should review the submissions carefully according to the criteria before the meeting time. Please do not disclose any information to enquiring bidders during this time - they will be advised of the outcome in due course. Please direct enquires to Supply & Services. A If you require further information, please contact me. VAF/jg Attachments rr.. m m N N co 3 6 3 NNN-~-~-'p N N-OCOOo11r+ w 51-0 = N.(ll~ Qp n o (DD 0) 7 ~ N ((D ~-a cn cD ;u n O (D C to N CL , 1 2) O v CD O (D G7 = ocg 5'0 o :~O (D mo r- Cr ~_'cCDD-'" O n G r• _3 N CD (C m m O ((DD p p (n ° 0 = y a- 3 c vOi = CL m = (F3 0 (M 3 ~ v cn -0 (D' 0 O y CD cn(ND v O c ~ (o C7 n< o 0 v v n O (n 0~ (D ro 0 W (D -0 -n 0- CD CL m CL w cc 2) co (D w C CL CL (a ::r (D cn -v 0 0 0 =1 CD C :r Z3 FL n N Q0 N. U) Q ~ Q- M D O 0 `C c oo C 0 0.0 0 ° ~ o ' ' lD N (p o fpll CL 0 (n c + w cD m 0 CD a -v cn (D p = o (D Q Sri -h (D m (D 3 i iym w n N n ~QQ(D C CL 5, :3 CL CL r- T Cn (D w .0 t\ co t°-o Q 3 Z 3 (D 5-3 0) 3. 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CD 0 tuZ Q; `G 7 m (D (D a 3 ii N C S O :3 O_ N d N O C CL < 7 n 7 Cn - fD .G N n n S V1 - . cfl iam c-a CD NID ~ N . 7 O> N-p 3 N C CD N ] 7 (D N -w N N > SU N O S N O CL v O p T ~ N CD fi O n CO y N 0' O N O n .p O o p CD 'a m e 3 c x o N N U- W 0 O 0 . 0 (D N> y x. N lD 3 (D n CL 0 :1. CD -o W Ln CD CL CL m n O E; N COD N N F n 7 (D O (Q CD f CD' p ? r N DI 3 (p N U) N 0 7 d 0 = d O H. n y ~ y O (ND N cD 6 m ~ 01 S N n. w. ~ o n N (D (D m v =off v d d oN ~ n o p O (D C) p 3 3 CD L%1 65 Citq o 50 PICKERING REQUEST FOR PROPOSAL Consulting Services for Whitevale Master Drainage Plan No. RFP-9-2010 i Request for Proposal No. RFP-9-2010 Consulting Services for Whitevale Master Drainage Plan INFORMATION TO BIDDERS 6 DELIVERY, CLOSING DATE, TIME AND LOCATION 1. One original and 4 (four) copies of the bidders submission shall be provided by the closing date and time, and each shall be no more than five letter size pages printed "double-sided". 2. Each submission shall be printed double-side, corner "stapled" or "clipped". No other form of binding (cerlox, heated plastic spine, vinyl, 3 ring binders or similar) to be used. 3. All submissions will be prepared at no cost to the City and will become the property of the City. 4. Submissions shall be sealed, clearly marked with the bidder's company name and clearly marked as to content - RFP-9-2010, Consulting Services for Whitevale Master Drainage Plan and shall be delivered only to Supply & Services, 2nd Floor, Pickering Civic Complex, One The Esplanade, Pickering, Ontario L1V 6K7, before 12:00 p.m. local time: Tuesday, August 24, 2010 5. Bids will be deemed to have been received when a City representative has stamped the envelope with the time and date of receipt with the time clock located at the Corporate Services counter. The time clock located at the Corporate Services counter is the official time piece. Bids not received at the Corporate Services counter will not be considered. 6. The bidder is responsible for delivering the proposal before the closing date and time and assumes the risk of and all means of delivery be it by hand, postal service or courier. 7.. Bids submitted by facsimile or electronic delivery, secure site or otherwise, will not be considered. 8. Bids received after the official closing time are considered LATE, will not be accepted and will be returned unopened to the bidder. 9. Where a bid does not bear the Consultant or company name and/or address and it is received late by.the City, the City is required to open the envelope or carton only for the purpose of returning the submission. 10. Submissions will be opened by a member of Supply & Services as soon as practicable following the closing date and time, which is not a public opening. Only the company names of submissions received by the closing date and time will be made available to enquiries. This is only a list of company names responding to the proposal and is not deemed to indicate compliance with submission requirements. Page 2 of 14 i Request for Proposal No. RFP-9-2010 Consulting Services for Whitevale Master Drainage Plan 67 11. Proposals shall be irrevocable for sixty (60) days and pricing shall remain valid for acceptance by the City of Pickering until December 31, 2010. 12. The City, its elected officials, employees and agents will not be responsible for any liabilities, costs, expenses, loss or damage incurred, sustained or suffered by any person or business prior or subsequent to, or by reason of the acceptance, or non- acceptance by the City of any submission, or by reason of any delay in the acceptance of any submission. 13. In the receipt of proposals, no obligation is incurred by the City to accept the lowest, highest or any proposal. 14. Should a dispute arise from the terms and conditions outlined herein, regarding meaning, intent or ambiguity, the decision of the City shall be final. ESSENTIAL SUBMISSION REQUIREMENTS 15. The submission of a proposal will be considered presumptive evidence that the bidder has carefully examined the City's requirements, investigated and is fully informed of all conditions which may be encountered and may affect the delivery of the services, quality and volume of work to be performed outlined within the Terms of Reference. 16. Proposal is to include the following essential documentation and be organized and presented in the order outlined below, in an indexed format. Proposals which do not include essential documentation, are incomplete or assembled not in accordance with instructions will adversely affect its evaluation by way of scoring reductions and could include not considering the proposal at all. 17. Work Plan and Schedule The proposal shall include a comprehensive work plan and schedule including details of the Study Approach and Task List identified in Item No. 37, personnel assigned to each task, schedule of activities and budget requirements, milestones, projected dates for Draft and Final deliveries, and timing for meetings with Technical Group and/or agency consultation meetings. Consultants are encouraged to suggest and identify modifications and revisions within their proposal to the Study Approach and Task List identified in Item 37 that they believe would provide additional value to the project and will lead to.the enhancement of the final product. The Project Schedule is exempt from the page count referred to in Item 1 and is acceptable to be printed on 11 x 17 paper size for clarity. 18. Qualifications of Personnel Resume(s) for each of the personnel assigned to the project and a description of roles of each of the personnel in carrying out the scope of services required. Detailed resumes are excluded from page count referred to in Item 1. Page 3 of 14 Request for Proposal No. RFP-9-2010 Consulting Services for Whitevale Master Drainage Plan 19. References 68 Provide three references including contact information from municipal / government clients which include a description of the work performed and the outcomes. 20. Professional Fees Per diem and hourly fees shall be stated for each person. Time for each personnel assigned, by individual task, within each stream of work, with fees totalled per task and stream of work. Rates and details of disbursements shall be stated, as applicable. The Budget Matrix is exempt from the page count referred to in Item 1 and is acceptable to be printed on 11 x 17 paper size for clarity. 21. Company Experience A description of company experience in undertaking projects having similar complexity, scope and importance, of similar value, and lessons learned from similar completed projects that will be applied to this one. 22. Insurance, Health & Safety, Addenda, Accessibility, Conflict of Interest (a) Proof of insurance or letter from Insurance Agent/Broker confirming the bidder can be insured for Commercial General Liability Insurance Coverage, Automobile Liability Insurance Coverage, Property Damage and Professional Liability, each of not less than Two Million Dollars ($2,000,000). (b) A copy of the current Clearance Certificate issued by Workplace Safety & Insurance Board. (c) A copy of the current Workplace Injury Summary Report issued by Workplace Safety & Insurance Board (in lieu of the WISR, a copy of the current CAD 7, NEER, or MAP reports may be submitted); and (d) Acknowledge City's Health & Safety Regulations and Accessibility. Regulations (attached); (e) Statement to acknowledge Addenda received. If no Addenda has been issued by the City and therefore, not received, a statement to that effect shall be included. (f) Statement to confirm that there is no actual or potential conflicts of interest that would preclude involvement on this project, and that we will be notified in the event a specific task creates an actual or potential conflict of interest that may preclude involvement in a particular component of the project. (a) to (f) excluded from the page count referred to in Item 1. Page 4 of 14 Request for Proposal No. RFP-9-2010 69 Consulting Services for Whitevale Master Drainage Plan EVALUATION OF SUBMISSIONS. 23. Submissions will be evaluated according to the following criteria: Relative Value 100, a. Overall completeness and quality of submission 15 b. Work plan and schedule, modifications or enhancements to 30 study approach, and quality of references c. Professional Fees 15 d. Qualifications of personnel, relevant company experience in 35 undertaking projects of similar complexity, scope, importance and value and lessons learned to be applied to this project. e. Insurance, health and safety, acknowledgment of addenda, 5 accessibility Regulations, and conflict of interest 24. Submissions will be reviewed by an Evaluation Committee consisting of City Staffand evaluated according to the criteria described above. The Evaluation Committee will rank the submissions lowest to highest score and develop a short-list of up to 2 highest scoring proposals for consideration. An interview may be requested of the 2 consultants by the evaluation committee to tabulate a combined average score (proposal score and interview score) to recommend the highest scoring consultant for consideration. The Evaluation Committee may recommend the highest scoring proposal for consideration without undertaking the interview process. The score or ranking by the committee for any or all proposals/interview will not be disclosed on enquiry. 25. Unsatisfactory references known to a member of the evaluation committee or unsatisfactory previous work experience will result in the Consultant's proposal not being considered. 26. The City reserves the right to: • accept a proposal in whole or in part; expand the number of consultants for consideration, as recommended by the evaluation committee; • not consider, not accept or reject any or all submissions; • waive omissions, notwithstanding essential items; or • cancel or amend this call. If in so doing the best interests of the City will be served and no liability shall accrue to the City from such undertakings and all decisions derived therefrom. Page 5 of 14 Request for Proposal No. RFP-9-2010 Consulting Services for Whitevale Master Drainage Plan 27. Professional fees must include all operating, overhead, and incidental costs and the Consultant must be satisfied as to the total requirements of this request for proposal. 70 Pricing is subject to the Harmonized Sales Tax. 28. All invoices will precisely indicate the tasks for which work has been completed as well as the remaining percentage of a task or tasks to be done. 29. Any representation or solicitation to the City, its elected officials, employees or agents with respect to the proponent's submission will disqualify the submission. The City, its elected officials, employees and agents will not be responsible for any liabilities, costs, expenses, loss or damage incurred, sustained or suffered by'any proponent, prior or subsequent to, or by reason of the acceptance, or non-acceptance by the City of any submission, or by reason of any delay in the acceptance of any submission. 30. Disclosure of information submitted is subject to the Municipal Freedom.of Information and Protection of Privacy Act. To prevent the release of information the proponent must state the information is submitted in confidence and indicate the nature of the confidential information and what harm would result from the release. ENQUIRIES 31. All enquiries shall be in writing and submitted by facsimile to 905.420.5313 to the attention of Supply & Services before 2:00 pm local time Thursday, August 12, 2010. Both the questions and answers will be available without stating the source(s) of the enquiry in an ADDENDUM within approximately 2 working days. 32. Addenda are posted on the City of Pickering website at: http://www.citvofpickering.com/standard/cityhall/suopIV/main.htmi 33. It is the bidder's sole responsibility to check often on the City's website for addenda, in particular, before the bid closing date and time. The onus is on the bidder to check the website prior to closing to ensure that they have received all addenda. 34. All addenda must be acknowledged in the proposal as instructed. BACKGROUND 35. During the summer of 2008, the Hamlet of Whitevale experienced intense rainstorms, which resulted in severe flash flooding throughout the community, including washout of approaches to the historic Whitevale Bridge, roads and several properties. These damages from the 2008 storm illustrated the need to implement cost-effective retrofit projects to improve the drainage and conveyance system throughout the Hamlet of Whitevale. As such, the City of Pickering has secured funds through the 2010 .Current Budget to complete a Master Drainage Plan for the Hamlet of Whitevale, which will follow Approach #2 under the Master Planning Process highlighted in Appendix 4 of the Municipal Class Environmental Assessment Document (October 2000, as amended in 2007). Page 6of14 Request for Proposal No. RFP-9-2010 7 Consulting Services for Whitevale Master Drainage Plan SUBJECT SITE 36. The subject site as shown in the attached figure is known as the Hamlet of Whitevale that was designated as a Heritage Conservation District in 1993. It is a rural community located in a scenic river valley along the banks of the West Duffins Creek that is dominated by a mixture of agricultural lands and large residential properties that have not changed significantly in character since the late 19th century. The Whitevale Heritage Conservation District was established to ensure the preservation and enhancement of the special character of Whitevale, particularly as a rural community. Drainage throughout the Hamlet is currently serviced by a series of ditches, swales; culverts and older storm sewers that are in need of repair and maintenance and in some cases have been altered by private property owners from their original design and function. SCOPE OF CONSULTING SERVICES 37. Task 1: Background Review The Consultant will contact and obtain from relevant agencies, such as the City of Pickering and Toronto and Region Conservation (TRCA), relevant information on the Hamlet of Whitevale and the its watersheds.. This task will primarily involve the consolidation of available data on the existing drainage conditions, and systems including but not limited to the following: • Stream corridors - including drainage ditches and swales; Existing floodplain mapping (including hydrology and hydraulic studies); • Extent of stream corridors, swales or ditches in public and private ownership; • Extent of cross road culverts, bridges, storm sewers and appurtenances (inlets, outlets, manholes, catchbasins) on municipal rights of way, other land and/or easements; Review the status, findings and recommendations of existing master drainage /stormwater management reports for the tributary watersheds; • Public use, recreational linkages (public access to corridors). Task 2: Define Data Gaps Based upon the review and consolidation of existing information, data gaps will be identified. The only major data gap that is anticipated is the detailing of the existing conveyance system. If the need for significant work to fill data gaps arises, the Consultant should identify a detailed,program outlining the information to be collected, the preferred method for conducting the work, and the format in which the data is required. Together with the Technical Working Group, the most-effective manner for obtaining the data will be reviewed and discussed. Page 7of14 Request for Proposal No. RFP-9-2010 Consulting Services for Whitevale Master. Drainage Plan Task 3: Prepare a GIS Based Map(s) for the Hamlet of Whitevale 72 Using the information collected from the previous tasks, the Consultant will prepare an overall map of the Hamlet of Whitevale and the associated watersheds and sub watersheds including up-to-date information. The map(s) should indicate the key characteristics of the Study area, such as: watershed/sub watershed areas, watercourses, ditches, culverts, bridges, storm sewers, natural hazards (e.g. floodplains, erosion sites) and calculated flow locations. Task 4: Characterization of Existing Conditions The Consultant will characterize and detail the existing drainage, conveyance and stormwater management system. The characterization is to include the size, type, extent of the minor and major systems that may need to be obtained through camera and surveying. Task 5: Confirm Goals and Objectives In collaboration with the Technical Working Group and based on the completion of Tasks 1 to 4 above, confirm the goals, objectives and targets for the Hamlet of Whitevale and the associated watersheds and conveyance systems. Part of this task will be to research the legal issues, namely, the City's obligations, encumbrances, and/or liabilities for this unique rural community and to identify if any policies or legislation apply (i.e. Drainage Act, Conservation Authority Act, riparian rights etc.). Task 6: Identify and Assess Alternative Solutions The Consultant will identify and conduct an analysis of alternative measures that can be implemented to achieve the stated goals and objectives for the Hamlet of Whitevale. A wide and diverse range of alternatives should be considered and assessed in accordance with the Municipal Class EA process. Measures to be considered should include, but not limited to: source, conveyance and end-of-pipe stormwater management solutions, which may include the need for hydrological and/or hydraulic modeling to assess impacts of the various alternatives. In addition, enhances or innovative best management practices; namely Low Impact Development (LID); such as infiltration and permeable pavement should be investigated and utilized as a way to keep the rural community character that is one of the main objectives of the Whitevale Heritage Conservation District. Task 7: Identify Preferred Alternative The initial list of alternatives will be evaluated to produce a short list of the alternatives that will meet the stated objectives and targets. An overall evaluation and ranking system will then be developed for the remaining solutions using a decision matrix with appropriate criteria to enable the selection of the most suitable alternative. The alternative strategies will be evaluated against a series of natural environment, social . and economic criteria organized on the basis of specific study assessment groups, such as: physical form, cultural, socioeconomic, engineering/technical and cost. Page 8 of 14 Request for Proposal No. RFP-9-2010 ' 73 Consulting Services for Whitevale Master Drainage Plan Task 8: Implementation Plan A key aspect of the preferred alternative will be the preparation of the implementation plan and the associated capital cost for each component. The Consultant will establish a prioritized plan that recognizes the most effective manner to implement the required works, taking into account the capital resources available to the City. The implementation plan will also provide guidance on the additional Environmental Assessment requirements, if any, and the technical approvals that will be involved during the detailed design phase. If necessary, identify any land or easement(s), permanent and working, necessary to implement the preferred servicing strategy. Assist in the preparation of easement and purchase documents to the degree requested by the City. In developing the preferred alternative, the Consultant will also investigate alternative funding mechanisms that can be employed to implement the works. Task 9: Study Report A comprehensive Study Report will be prepared to fully document the Study findings, including: • The characterization of the contributing watercourses and watershed area; • A discussion of the field investigations that were undertaken; • A description of the technical analyses that were compiled; • The list of alternative measures that were examined as part of the Study; • The evaluation process that was followed in the selection of the preferred alternative; • The public consultation process and activities that were undertaken; • A full description of the component projects, which collectively represent the preferred alternative(s), the information will consist of a conceptual design, costing and potential funding sources, prioritization of each component, together with the additional Environmental Assessment requirements to bring the works j to completion; and, • The identification of individual projects as Schedule A, B or C undertakings,. based on their level of complexity, together with the additional EA requirements. Task 10: Public Consultation The Consultant will be responsible for organizing and guiding the public consultation aspects of the Study in accordance with the requirements of the Master Planning Process as defined in the Municipal Class Environmental Assessment Document (October 2000, as amended in 2007). Accordingly, a plan should be prepared for approval by the Technical Working Group that outlines the proposed activities, the associated objectives, and the recommended timing. It is anticipated that the public consultation will consist of, but not limited to, ;3- Notice of Commencement, Notice of Public Information Centres and a Notice of Completion. Allowance should be made for at least two Public Information Centers, which are to be facilitated. Page 9 of 14 Request for Proposal No. RFP-9-2010 Consulting Services for Whitevale Master Drainage Plan 74 The Consultant will be responsible for the preparation of all materials, including notes, advertisements, circulation notices to all parties, the display boards, handouts and questionnaires, the collection of comment forms, and the preparation of responses to all questions received. The City will assist the Consultant by arranging for the placement of the advertisements. Task 11: Meetings Make provision for four meetings with the Technical Working Group, one of which will be a start-up meeting following the award of the successful proposal. Task 12: Approvals Given the intent of this Drainage Study is to provide a strategy and direction to improve drainage conditions within the Hamlet of Whitevale, the process will not provide sufficient details to secure formal technical approvals. However, it will be important that . .the preferred alternatives be satisfactory to the review and regulatory agencies before such solutions are moved into detailed design. Therefore, a working dialogue with the review and regulatory agencies will be established by the Consultant in order to identify and address the key issues that will ultimately form the focus of their review and approval. Relevant agencies include, but will not be limited to: TRCA, Ministry of the Environment, Ministry of Natural Resources, Transport Canada and Department of Fisheries and Oceans. DELIVERABLES 38. The following deliverables will be required for the project: Phase 1 - Existing Conditions Report detailing the Background Information I For the Existing Conditions Report: 5 draft copies (paper); one copy in digital format using the Microsoft Office suite of applications (all drawings and mapping to be provided in AutoCad.dwg or.dxf; one copy in PDF format). Phase 2 - Full Drainage Study detailing the Preferred Alternatives For the Full Drainage Study: 15 copies (paper); one camera ready copy of the final version; one copy of the final version in digital format using the Microsoft suite of applications (all design drawings and mapping to be provided in AutoCad.dwg or.dxf; one copy in PDF format). 39. All documents shall become the.property of the City of Pickering and the City shall be the sole copyright holder of these documents. STUDY MANAGEMENT AND TECHNICAL WORKING GROUP i 40. The City of Pickering will manage the study. Day to day reporting and communications as well as supervising the study work to ensure that it is carried out in accordance with Page 10 of 14 Request for Proposal No. RFP-9-2010 Consulting Services for Whitevale Master Drainage Plan the Terms of Reference and to the satisfaction of the City of Pickering will be with the Stormwater & Environmental Engineer, Engineering Services Division, Operations & Emergency Services Department. 41. A Technical Working Group (TWG) will be established to provide technical input, advice and address issues. The TWG will comprise, as a minimum, staff from several departments, such as, Planning & Development and Operations & Emergency Services. The Consulting Team shall meet with the TWG as a regular part of the process and at milestones during the study. The TWG shall monitor study progress, liaise with the Consultant, and exercise budgetary control and revisions to the Terms of Reference. 42. In addition, the Consultant shall be responsible for recording, typing and distributing minutes of the TWG meetings, subject to the approval of the Stormwater & Environmental Engineer. 43. Acceptance of a proposal is subject to requisite City approval(s) and confirmation of a purchase order to the consultant.. UPSET LIMIT 44. An upset limit of $75,000 including disbursements, excluding HST has been established for the completion of this project AVAILABLE INFORMATION 45. The following information will be provided to the successful consultant. • Teranet property fabric and 2008 orthophotography at a 0.2 m resolution for the study area in a digital format that are both geo-referenced. • The Whitevale and District Residents' Association has formed its own stormwater committee and has created a drawing indicating areas of concern that may be . used as a resource to the successful candidate, who may wish to meet with the committee in order to hear the residents knowledge of the drainage patterns within the Hamlet. Page 11 of 14 Request for Proposal No. RFP-9-2010 Consulting Services for Whitevale Master Drainage Plan 76 rte; N --A ti ~ j . 1f I~ 1 It ifs H1TVALE 11 1 o °a CKJR~ I~ rrr ~•\11-----~ STREET 3 i IEI 'V) ROAD 1 ~~'Hf~EVA, t -r - - - k~_~ u C IL ~ a w.w. z rw o QII h- G(~ I i~ •SEtF R y f-i + ARFi 1 y Al 4 4'Y 1~i4 t4 ~ , ei«~m~t~at, \ YvPf L_1 1 CH llnp'C j ~ ~•ti I 1 4 I ' j • ~ ~•b LFS B+!S: r~ j ' Ross HAII4LET HAMLETRY HAMLET OF WHITEVALE 1 _ ~17r. FIGURE #1 - LOCATION MAP j NTS JULY, 2010 {,AfF`er: ES'~,!tn FY^rk\i7.~7M4d;;;;:C1nti,V.~c'~,Kteri'e- - .1W-~ Wo" Page 12 of 14 7 7 Request for Proposal No. RFP-9-2010 Consulting Services for Whitevale Master Drainage. Plan HEALTH AND SAFETY REGULATIONS 1. (a) The City is the "owner" 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 thereunder (the Act); and (b) have sufficient knowledge and training to perform all matters required pursuant to this contract/quotation safely and in compliance with the Act. (c) are covered by WSIB. 3. In the performance of all matters required pursuant to this contract/quotation, the company shall, (a) act safely and comply in all respects with the Act, and (b) ensure that its employees, its subcontractors 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 contract/quotation. 6. No act or omission by any representative of the City shall be deemed to be an assumption of any ofthe duties or obligations of the company or any of its subcontractors 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 subcontractors 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 contract/quotation; 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 subcontractors or their employees in the performance of any matter required pursuant to this contract/quotation. (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 contract/quotation. 8. The company shall abide by the Workplace Safety & Insurance Board Act, as amended from time to time and all Regulations thereunder. 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 consultant's negligent acts, errors or omissions in its performance of the work herein. Acknowledged: Date: Company Signature Print Name Page 13 of 14 Request for Proposal No. RFP-9-2010 Consulting Services for Whitevale Master Drainage Plan ACCESSIBILITY REGULATIONS FOR CONTRACTED SERVICES 78 In accordance with Ontario Regulation 429/07, Accessibility Standards for Customer Service Section. 6, every provider of goods and services shall ensure that every person who deals with members of the public or participates in the developing of the service provider's policies, practices and procedures governing the provision of goods and services to members of the public, shall be trained on the following: 1. How to interact and communicate with persons with various types of disability. 2. How to interact with persons with disabilities who use assistive devices or require the assistance of a guide animal, or a support person. 3. How to use equipment that is available on the premises that may help in the provision of goods or services. 4. What to do if a person with a particular type of disability is having difficulty accessing the provider's goods or services. 5. Information on the policies, practices and procedures governing the provision of goods and services to people with disabilities can be found on the Ministry of Community & Social Services website. The following link provides access to the training module: www.mcss.gov.on.ca/mess/serve-ability/HTML Enq/screen01:html Contracted employees, third party employees, agents and others who deal with members of the public on behalf of the City of Pickering must meet the requirements .of Ontario Regulation 429/07 with regard to training. A document describing the training policy, a summary of the contents of the training and details of training dates and attendees must be submitted to the City of Pickering upon request. I acknowledge that the training module has been completed accordingly. . : . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Acknowledged By Company Name Date Authorized Official Title Name (please print) Signature . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . : Page 14 of 14 ADDENDUM NO.1 Request for Proposal No. RFP-9-2010 _ Consulting Services for Whitevale Master Drainage Plan The following information is provided to prospective bidders to clarify, add to, or amend the information provided in the proposal documents. This addendum forms an integral part of the proposal and contract documents and is to be read, interpreted and coordinated with all other parts of the documents. The cost of all contained herein is to be included in the total amounts / contract sum. The following revisions supersede the information contained in the original terms and specifications issued for the above named project to the extent referenced and shall become part thereof. Acknowledge receipt of this addendum by a statement within your proposal or by acknowledging the form and returning with your proposal. Reference: Information to Bidders, Enquiries, Page #6, Item #31 Any changes to this request for proposal will be issued as an addendum. The following questions were submitted for clarification. Answers are provided as follows: 1. Question: Regarding Task 4, is the cost to survey or camera the minor and major systems to be included in the total cost, included as an optional item, or costed at a later date once the extent of any survey or camera work is better understood? Without knowing the extent of the survey/camera requirements, upon what basis would the City suggest costing this .item? Response: Minor System: A review of the preliminary information estimate that there is an approximate total length of 90 m for eight cross road culverts and approximate total length of 400 m of an old storm sewer along Whitevale Road. Major System: Provide surveying price per day per crew, with an estimate of the number of days to complete the creeks, swales and/or ditches, which should include the time required to process the survey data etc. 2. Question: Does the City foresee the need for any detailed environmental/ecological assessments to be completed? Response: No environmental or ecological assessments are anticipated for this project. However, it is anticipated that enough natural environmental information is known to accurately assess the possible impacts of the alternative solutions and mitigating measures on the natural environment required through the Municipal Class Environmental Assessment Process. Page 1 of 2 ADDENDUM NO.1 Request for Proposal No. RFP-9-2010 Consulting Services for Whitevale Master Drainage Plan 3. Question: 80 In the background section, Item 35, the RFP references intense rainstorms during the summer 2008. Please clarify if there were several events resulting in the washout of the Whitevale Bridge, roads and properties or if the event in question occurred in and around July 23, 2008? If there are other events resulting in the damages, please provide the dates. Response: The Storm event was July 23, 2008. 4. Question: In the Subject Site Description, Item 37, the RFP indicates drainage is serviced via ditches, swales, culverts and old storm sewers. In order to estimate the potential cost associated with camera inspection of the minor system (as outlined in Scope Of Consulting Services, Item 37, Task 4), please provide an estimated length of sewer to be used for this pupose. Response: Please refer to answer to Question 1. 5. Question: Please clarify if an acknowledgement of the City's Accessibility Regulations as outlined in Item 22. (d) of the Essential Submission Requirements requires that the training of staff has already been completed. Our understanding is that the training can be completed once the contract is awarded? Response: When the acknowledgement of the City's Accessibility Regulations is signed, it is confirming that all employees proposed to work on the project have had the sufficient training required to complete the project (at the time of signature). ACKNOWLEDGE ALL ADDENDA AS INSTRUCTED IN THE PROPOSAL OR ACKNOWLEDGE THE FORM AND RETURN WITH YOUR PROPOSAL End of Addendum No. 1 L ATTACHMENT #y TO REPORT# I I r!w 1, 2010 RECEIVED FILE emo PICKERING SUPPLY AND SER tz E FOLLOW UP COPY FWD To: Tony Prevedel MAYOR COUNCIL Nov mber 5, 2010 Chief Administrative Officer COUNCIL PKG`' CAO MGMT COM From: Everett Buntsma DIRECTORS CORP SERV Director, Operations & Emergency Serve ES OFFICE SUST C&R PLAN & DEV Copy: Director, Corporate Services & Treasurer ENG SERV LEGAL & LS Division Head, Engineering Services FIRE CLERK Supervisor, Engineering & Capital Work OP ER & FAC HUMAN RES Co-ordinator, Landscape & Parks Devel p en Subject: Tender No. T-23-2010 Tender for Brockridge Park Pedestrian Bridge and Walkway Replacement File: A-1440 i Tender No. T-23-2010 was issued for the Brockridge Park Pedestrian Bridge and Walkway Replacement on September 30,-2010. Seven companies submitted a bid by closing time on October 20, 2010. The lowest bid of $105,773.77 (including HST) was received from Cedar Springs Landscape Group Ltd. Recommendation: 1. That Tender No. T-23-2010 submitted by Cedar Springs Landscape Group Ltd. in the amount of $105,773.77 (including HST) be accepted; 2., That the total gross project cost of $120,407 including the tender amount, associated costs, and HST, and the net project cost of $108,430 be approved; 3. That the Director, Corporate Services & Treasurer be authorized to finance the project as follows: a) the sum of $100,000 as provided for in the 2010 Capital Budget be funded from the Parkland Reserve Fund; b) the additional funds required in the amount of $8,430 be funded from the Parkland Reserve Fund;. .4. That the Chief Administrative Officer provide acceptance of T-23-2010 to proceed; and 5. That the appropriate City of Pickering officials be authorized to take necessary action to give affect hereto. Executive Summary: 82 As part of the 2010 Parks Capital Budget, pedestrian bridge replacement was approved as a construction project. The Operations & Emergency Services Department, Engineering Services Division recommends acceptance of the low bid received from Cedar Springs Landscape Group Ltd. for the amount of $105,773.77 (HST included). The City's purchasing policy states that tenders require Councif approval in order to proceed. The Chief Administrative Officer has designated authority during a recess of Council. Financial Implications: 1. Approved Source Of Funds 2010 Parks Capital Budget Item Account Code Source of Funds Budget Required Brockridge Park - 5780.1019.6129 RF - Parkland $100,000 $100,000 upgrade play area and replace pedestrian bridge. Additional Funds Required 5780.1019.6129 RF - Parkland $8,430 Total Funds $100,000 $108,430 2. Tender Amount Tendered Amount $93,605.11 HST (13%) 12,168.66. Subtotal 105,773.77 HST-Rebate (11.24%) (10,521.21) Total $95,252.56 November 5, 2010 Tender T-23-2010 Page 2 Brockridge Park Pedestrian Bridge and Walkway Replacement 3.8 3 Estimated Project Costing Summa T-23-2010 - Brockridge Park Pedestrian Bridge and Walkway Replacement $93,605 Associated Costs Consulting Fees 4,750 Miscellaneous (Permit and Advertisement Fees) 3,200 Contingency 5,000 Total Costs 106,555 HST (13%) 13,852 Total Gross Cost $120,407 HST Rebate (11.24%) (11,977) Total Net Cost $108,430 Project Cost under (over) approved funds by ($8,430) Although the total estimated net project cost exceeds the budget amount approved in the 2010 Capital Budget, this excess is primarily a result of the contingency provision and is less than 10% of the approved budget. Section 11.02 (a) and (b) of the Financial Control Policy provides that such over expenditures may be, allowed provided the overage is less than 10% of the approved expenditure and are offset by corresponding under expenditures. Under expenditures in other projects are anticipated but cannot be specifically identified at this time. Under Section 11.02 (c), the increased financing will come from the Parkland Reserve Fund and Council confirmation will be obtained when the Manager, Supply & Services presents the report to Council on awards during the Council recess. Sustainability Implications: In an effort to improve public safety and encourage pedestrian traffic around Brockridge Park and from Beaton Way down to Brock Road, the two pedestrian bridges are being. replaced. The larger of the two bridges that connects the walkway from Beaton Way to the park was washed out in July 2008 and has been removed. The smaller bridge has been settling and requires maintenance work. November 5, 2010 Tender T-23-2010 Page 3 Brockridge Park Pedestrian Bridge and Walkway Replacement Background: 84 As part of the 2010 Parks Capital Budget, the two pedestrian bridges. crossing the drainage ditch in Brockridge Park were approved for replacement. Of the two bridges, the one on the walkway down from Beaton Way was washed out in July 2008 and was subsequently removed, closing this section of walkway. The other bridge is showing signs of failure. The project was originally tendered under Tender No. T-21-2010, in conjunction with the redevelopment of the two playgrounds within the park and the site preparation work for a new storage building for the Pickering Baseball Association. The tender came in significantly over budget and it was decided to retender the replacement of the two bridges separately and request additional funds in the 2011 budget to undertake the playground redevelopment. Seven bids were received for Tender T-23-2010 with the low bid coming from Cedar Springs Landscape Group Ltd. The three references provided by Cedar Springs Landscape Group Ltd. were checked and favourable responses were received on their past performance. The Health & Safety Policy, Workplace Injury Summary Report and current WSIB Certificate of Clearance issued by Workplace Safety & Insurance Board as submitted by Cedar Springs Landscape Group Ltd. have been reviewed by the Coordinator, Health & Safety and deemed acceptable. The Certificate of Insurance has been reviewed by the Manager, Finance and Taxation and is deemed acceptable. In conjunction with staffs review of the contractor's. references for previous work experience and. the bonding available on this project, the tender is deemed acceptable. The Operations & Emergency Services Department, Engineering Services Division recommends that the low bid by Cedar Springs Landscape Group Ltd. for Tender No.T=23-2010, in the amount of $105,773.77 (HST included) and that the net project cost of $108,430.be approved. In accordance with Purchasing Policy Item 04.08 a tender award is subject to Council approval. The Chief Administrative. Officer has the authority to approve this tender during the recess of Council. This report has been prepared in conjunction with the Manager, Supply & Services.who concurs with the foregoing. Attachments: 1. Supply & Services Memorandum dated October 21, 2010. 2. Location Map November 5, 2010 Tender T-23-2010 Page 4 Brockridge Park Pedestrian Bridge and Walkway Replacement Prepared By: Approved/Endorsed By: R A"rnol MostertJ Everett Buntsma Coordinator Director Landscape & Parks Development Operations & Emergency Services 'Vera elgemacher1 Gillis A. Paterson Manager, Supply & Services' Director C.P.P., CPPO, CPPB, C.P.M., CMM III Corporate Services & Treasurer f OOIX Caryn Kong Ric and W. (born, P. Eng Senior Financial Analyst Dy Rion Hea Capital & Debt Management Pgineering Services AM:ds APP - O D T PREVEDEL CHIEF ADMINISTRATIVE OFFICER i November 5, 2010 Tender T-23-2010 Page 5 Brockridge Park Pedestrian Bridge and Walkway Replacement City a~ 8 6 PICKERING Memo To: Richard Holborn October 21, 2010 Division Head, Engineering Services From: Vera A. Felgemacher Manager, Supply & Services Copy: Supervisor, Engineering & Capital Works Coordinator, Landscape & Park Development Subject: Tender No. T-23-2010 Tender for Brockridge Park Pedestrian Bridge and Walkway Replacement File: F-.5400-001 Tenders have been received for the above project: Seven (7) bidders were invited to participate. An advertisement was placed in the Daily Commercial News and on the City's website inviting companies to download the tendering document. No addenda were posted. Nine (9) companies'submitted a bid. Purchasing Procedure No. PUR 010-001, Item 10.03 (r) provides checking tendered unit prices and extensions; unit prices shall govern and extensions will be corrected accordingly, which has been done. All deposits other than the low three bidders may be returned to the applicable bidders as provided for by Purchasing Procedure No. PUR 010-001, Item 10.03(w). Three (3) bids have been retained for review at this time. Copies of the tenders are attached for your review along with the summary of costs. SUMMARY Harmonized Sales Tax included. Bidder Total Tendered Amount After Calculation Check Cedar Springs Landscape. Group Ltd $105,773.77 $105,773.77 . Esposito Bros. Construction Ltd. $128,446.94 $128,446.94 Hawkins Contracting Services Ltd: $131,450.64 $131,450.64 Peninsula Construction Inc. $154,068.96 $154,068.96 McPherson - Andrews $176,528.60 $176,528.60 Contracting Ltd. Rutherford Contracting $176,745.56 $176,745.56 87 G.C. Romano Sons (Toronto) Ltd $197,015.50 $197,015.50 . Clearwater Structures Inc. $211,439.95 $211,439.95 Elirpa Construction $272,038.23 $272,038.23 Pursuant to Information to Bidders Item 25, the following will be requested of the selected bidder for your review during the evaluation stage of this tender call. Please advise when you wish us to proceed with this task. (a) A copy of the Health and Safety Policy to be used on this project; (b) A copy of the current Workplace Injury Summary Report issued by Workplace Safety & Insurance Board (in lieu of the Workplace Injury Summary Report document, a copy of the current CAD 7, NEER, or MAP reports may be submitted); (c) A copy of the current Clearance Certificate issued by Workplace Safety & Insurance Board; .(d) The City's certificate of insurance or approved alternative form shall be completed by the bidder's agent, broker or insurer; (e) list of Sub-Contractors in accordance with General Conditions Item 34 and page 55; (f) Such further information, as the City may request in writing. Include the following items in your Report to Council:. (a) if items (a) through (c) noted above, are acceptable to the Co-ordinator, Health & Safety; (b) if item (d) - Insurance - is acceptable to the Manager, Taxation; (c) any past work experience with the low bidder including work location; (d) without past work experience, if reference information is acceptable; (e) the appropriate account number(s) to which this work is to be charged;. (f) the budget amount(s) assigned thereto; (g) Treasurer's confirmation of funding; (h) related departmental approvals; (i) any reason(s) why the low bid of Cedar Springs Landscape Group Ltd. is not acceptable; and (j) related comments specific to the project. Please do not disclose any information to enquiries except you can direct them to the City's website for the unofficial bid results as read out at the Public tender opening. Bidders will be advised of the outcome in due course. If yo C require further information, please feel free to contact me or a member of Supply & Serve es. VAF/jg Attachments October 21, 2010 Tender No. T-23-2010 Page 2 Tender for Brockridge Park Pedestrian Bridge and Walkway Replacement File: F-5400-001 City 00 I;~ I S 88 ENGINEERING SERVICES DIVISION Attachment for Tender T=23-2010 BROCKRIDGE PARK PEDESTRIAN BRIDGE AND WALKWAY REPLACEMENT. - Sr. ANTHONY _ I DAN/EL 'w SEPARATE - > z z z . O SCHOOL O w W I DRIVE Q H J Q W Q W It. It. I 1 I m L~ M U SUBJECT o j PARK T CRESCENI ~II U CD 1 W _J FINCH M AVE. l _ _FIN_C_H AVENUE DURHAM O / I y RPOL CE p L / f i p OL/CE - 1 I d DIVISION I I I U - L7 ON j y (J o. O i 0 CGS QJ _j }O LOCATION MAP PROPOSED CONSTRUCTION INCLUDES: BROCKRIDGE PARK - The proposed works to include the supply and installation of two pre-engineered pedestrian bridges complete with poured concrete foundations, concrete curbing, asphalt walkways, and other miscellaneous site and landscape works r I Z: W O U ' E z y r ` C9 ~ o CL UJ 0 Q - co ~3 m 3 E C) I~y W Im. 0 o o M Z m N C .0 Q ® 1. E c1 z N Q C ` n^^ Z G w W r d c* cn QO ® _ w r Y U 0 n. p O a 69- Ef} EF} 6q 60} 69- ffl• Ef'} Ef} Co Co I.L. a 0 0' N W d G1 'O O U W L E M O L Q V~ W a M~~ b d r~ C r N ~t \ :2,0 Z c m a c . a a) (n r U o U c c C p o o U. 0 U) g 3 .d 'U O O O N Q •U Z E y. (n F U. t CC 2 m W f rn y p v) c (n r, Z c 3 U c p W CO V . O c cA O. U - U vi V U m (n ° p N O `C m O Q r C) 2 p] U~- 75 cu PT rn U C u 0 Q c N E N a`)) U) c c (D (D 0- m U a 'D W L) (U U U I~itcj o~ ATIA TO REPORT #LZA~:) I CAO 90 I RECEIVED; is PI0 URINO FIDE Memo FOLLOW UP COPY FWD To: Tony Prevedel MAYOR COUNCIL November 17, 2010 Chief Administrative Officer COUNCIL PKG CAO MGM'r COM From: Everett Buntsma DIRECTORS CORP SERV Director, Operations & Emergency a OFFICE susT C&R PLAN & DEV Copy: Supervisor, Facilities Operations ENG SERV LEGAL & LS FIRE CSubject: Quotation No. Q-65-2010 OPER & FAC RESQuotation for Hot Water Boiler RepI IC Omp e - File: A-1440-001-10 Quotations have been received-for the supply and delivery of a Hot Water Boiler replacement for the Pickering Civic Complex. The existing boilers are nearing 20 years old and are inefficient. Gas tax funding has been approved in the 2010 Civic Complex budget to replace the boiler. Installing the new efficient boiler will allow us the flexibility to operate both sets of boilers during the year thus extending their full use lifespan. Recommendation: 1 That Quotation No. Q-65-2010 submitted by ACE Services%Tasis Contractors at a cost of $101,474 (HST included) be accepted; 2. That the total gross project cost of $101,474 (HST included) and a net project cost of $91,380.48 be approved; 3. That the Director, Corporate Services & Treasurer be authorized to finance the project as follows: a) the sum of $91,380.48, as provided for in the 2010 approved Capital Budget for Operations and Emergency Services, Civic Complex, to be financed through Federal Gas Tax b) the Director, Corporate Services & Treasurer be authorized to take any actions necessary in order to affect the foregoing;; and 4. That the Director,. Corporate Services & Treasurer be authorized to take necessary action in order to give effect thereto. Executive Summary: The replacement of an old back- up boiler at the Civic Complex. was approved by Council in the 2010 Capital Budget for the total amount of $102,000.00. 91 The existing 19 year old boiler has reached the end of its useful life cycle and currently is inefficient to operate. Replacement of the boiler will result in the reduction of maintenance costs, improve gas efficiency and lower the City's carbon footprint. The boiler replacement is $526.00 less than the approved budget, in accordance with the low Quotation. Financial Implications: 1. QUOTATION AMOUNT Quotation No. Q-65-2010 $89,800.00 HST 11,674.00 Sub-Total $101,474.00 HST .($10,093.52) Total $91,380.48 2. APPROVED SOURCE OF FUNDS Civic Complex Operations & Emergency Services Department Capital Budget Location Project Code Source of Funds Budget Required Q-65-2010 Replacement. of Old 5700.1001.6178 Federal Gas Tax- $102,000 $101,474 Backup Boiler FUNDS AVAILABLE $102,000 $101,474 November 8, 2010 Page 2 Hot Water Boiler Replacement s 92 3. ESTIMATED PROJECT COSTING SUMMARY Quotation No. Q-65-2010 $101,474 Total Project Cost 89,800.00 HST 11,674.0 Total Gross Project Cost $101,474.00 HST Rebate (11.24%) (10,093.52) Total,Net Project Cost $91,380.48 Project Cost under (over) approved funds by $526.00 Sustainability Implications: The existing boiler has reached the end of their useful life cycle, and is currently inefficient and expensive to maintain. Replacement-of the Boiler will reduce energy consumption and reduce maintenance costs. The overall effect will be the reduction of the carbon footprint for the City. Background: Quotations were invited from ten (10) companies of which five (5) responded by the official closing date and time. Six (6) bidders signed-in at the mandatory site visit held on Tuesday August 29t , 2010 at 10:00 AM of which five (5) submitted a bid. Quotations shall be irrevocable for 60 days after the official closing date and time. Copies of quotations are available for your review. The low quotation was submitted by ACE Services/Tasis Contractors Inc. The references have been checked and are deemed acceptable by the Director, Operations and Emergency Services. The Health and Safety Policy, Clearance Certificate issued by Workplace Safety and Insurance Board (WSIB), the WSIB Cost and Frequency Record and Certificate of Insurance as submitted by ACE Services and Tasis Contractors Inc. have been reviewed by the Coordinator, Health & Safety and are deemed acceptable. In conjunction with staff's review of the contactor's previous work experience is deemed acceptable. Upon careful examination of all quotations and relevant documents received, the Operations & Facilities Division recommends the acceptance of the low bid submitted by ACE Services/Tasis Contractors Inc. for Quotation No. Q-65-2010 in the amount of $101,474 (HST included) and that the total net project cost of $91,380.48 be approved. November 8, 2010 Page 3 Hot Water Boiler Replacement This report has been prepared in conjunction with the Manager, Supply & Services who concurs with the foregoing. 93 Attachments: 1. Supply & Services Memorandum dated October 18th, 2010 Prepared By: Approved / Endorsed By: ik D nne~ll Ever sma u , ervisor, Facility Operations Director, Operations & Emergency Services y.• Gillis Paterson Director, Corporate Services & Trea `urer r Vera, A. Felgemacher CSCMP"CPPO; CPPB, C.P.M., CMM III Manager, Supply & Services EB:mld Recommended for the consideration of Pickering Chief Administrative Officer j t Tony PrevedeI Chief Administrative Officer I November 8, 2010 Page 4 Hot Water Boiler Replacement • i 9 4 T I R1 _XE Memo To` Everett Buntsma August 31, 2010 Director, Operation & Emergency Services From: Vera A. Felgemacher. Manager, Supply & Services Copy: Mike Dwinnell Supervisor, Facilities Operations Subject: Quotation No. Q-65-2010 Hot Water Boiler Replacement - Pickering Civic Complex File: F-5300-001 Quotations were invited from ten (10) companies of which five (5) responded by the official closing date and time. Six (6) bidders signed-in at the mandatory site visit held on Tuesday August 29t", 2010 at 10:00 AM of which five (5) submitted a bid. Quotations shall be irrevocable for 60 days after the official closing date and time. Copies of quotations are attached for your review. SUMMARY Harmonized Sales Tax included Bidder Total Amount After Calculation Check ACE Services/Tasis Contractors $101,474.00 $101,474.00 Inc. Nekison Engineering & $155,318.50 $155,318.50 Contractors . Nutemp Mechanical Systems $172,513.33 $172,513.33 Ltd. Canadian Tech Air Systems Inc. $184,967.44 $184;967.44 Automatic rejection -,bid qualified / restricted by an CIMCO Refrigeration, Division of attachment / added statement (Cimco Terms and Conditions). Reference: Purchasing By-law No. 5900-01, Toromont Industries Ltd. Procedure No. PUR 010-001, 10.04, Item 7 - (5), Standard Quotation Terms and Conditions Item 2 and 14. Pursuant to Standard Quotation Terms and Conditions Item .24, the following will be requested of the low bidder (both ACE Services and Tasis Contractors) for your review during the evaluation stage of this quotation call. Please advise when you wish us to proceed with this task. (a) A copy of the Health and Safety Policy to be used on this project; O copy of the current Workplace Injury Summary Report issued by Workplace.. b 9A - Safety & Insurance Board (in lieu of the Workplace Injury Summary Report document, a copy of the current CAD 7, NEER, or MAP reports may be submitted); (c) A copy of the current Clearance Certificate issued by Workplace Safety Insurance Board; (d) The City's certificate of insurance or approved alternative form shall be completed by the bidder's agent, broker or insurer; (e) list of all equipment, manufacturer's and quantities who will be carrying out. any part of this Contract in accordance with GC Item 22, (page 15); and (f) list of sub-contractors in.accordance with GC Item 26, (page 16). In addition, a request to acknowledge by signature the City's Accessibility Reg f lations or Contracted Services and request to provide their Accessibility Training Policy i available. In accordance with Purchasing Policy Item 04.05 (revised 2007) an award exceeding $81,000 is subject to. Council approval. Include a response to the following items in your Report to Council: a) if items (a) through (e) noted above, are acceptable to the Co-ordinator, Health & Safety; . (b) if the certificate of insurance is acceptable to the Manager, Taxation (c) any past work experience ACE Services/Tasis, Contractors Inc. including work location; (d) . without past work experience, if reference information is acceptable; (e) the appropriate account number(s) to which this work is to be charged; (f) the budget amount(s) assigned thereto; (g) Treasurer's confirmation of funding; (h) related departmental approvals; (i) any reason(s) why the low bid of ACE Services/Tasis Contractors Inc. is not acceptable; and (j) related comments specific to the project. Please do not disclose any information to enquiries. Bidders will be advised of the outcome in due course. If you require further information, feel free to contact me'or a member of Supply & Services: If y u require further information, please feel free to contact me or a member of Supply & S~rvices. VAF/jg Attachment August 31, 2010 Page 2 Quotation No. Q-65-2010 Hot Water Boiler Replacement - Pickering Civic Complex ATTACHMENT #_4__TO REPORT #_ai- D5'/ J ~~ty o¢1 CAO 96 ICI RECEIVED a y _ I I FILE PICKERING FOLLOW i~;T FWD M emo MAYOR TO: Tony Preyed@I COUNCIL PKG. { CAO MGMT COM November30,2010 Chief Administrative Officer DIRECTORS CORP SERV OES OFFICE SUST From: Everett Buntsma cR PLAN & oEv Director, Operations & Emergen ERV LEGAL & LS Copy: Director, Corporate Services & T FIRE CLERK Division Head, Engineering Servi ER & FAC HUMAN.RES Manager, Supply & Services (Acting) Supervisor, Engineering & Capital Works RECEN E:: a V Senior Financial Analyst-Capital & Debt Management R . CITY OF Plvrtr~F'iM>, Subject: Request for Proposal for Pickering Road Needs Study DEC 0 2 2010 No. RFP-13-2010 File: A-1440 SUPPLY AND SERVICES A Request for Proposal, No. RFP-13-2010 was issued for Consulting Services for the Pickering Road Needs Study on November 4th and closed November 18th of this year. The proposal from Burnside & Associates in the amount of $ $61,582 including disbursements (plus HST) received the highest average score and is being recommended by the Evaluation Committee for consideration. Recommendation: 1. That proposal No. RFP-13-2010 submitted by Burnside & Associates in the amount of $69,587.66 (including disbursements and HST) be approved; 2. That the net project cost of $74,877 (including a contingency amount and net HST) be approved; 3. That the Director, Corporate Services & Treasurer be authorized to finance the project as provided for in the 2010 Current Budget; and 4. That the Chief Administrative Officer approves the award of RFP-13-2010 during a recess of Council Executive Summary: In 2010, funds were budgeted in the Current Budget - the Municipal Property & Engineering. Consulting & Professional account, to hire a consultant for the Pickering . Road Needs Study. Engineering Services created a team to develop the Terms of Reference, which-was both advertised and posted on the City's website, and resulted in seven consulting firms responding by the closing date of November 18th. All seven proposals received were deemed compliant and evaluated in accordance with the criteria contained in the Terms of Reference, and the Evaluation Committee scored them accordingly. 97 The proposal from Burnside & Associates received the highest average score. The City's purchasing policy states that an award of a proposal with a total purchase price over $54,000 is subject to Council approval. The CAO has designated authority during a recess of Council. Staff recommend that the CAO accept the recommendation of the Evaluation Committee and award the proposal No. RFP-13-2010 submitted by Burnside & Associates and authorize staff to undertake the project. Financial Implications: 1. Approved Source of Funds Item Account Code Source of Funds Budget Required Pickering Road 2320.2392.0000 2010 Current $75,000 $74,877 Needs.Study Budget Total $75,000 $74,877 2. Estimated Project Costing RFP-13-2010 $61,582 Contingency $12,000 Net $73,582 HST (13%) $9,566 Total Gross Cost $83,148 HST Rebate (11.24%) $(8,271) Total Net Project Cost $74,877 3. Project Cost under (over) approved funds $123 The 2010 Current Budget included $75,000 for the Pickering Road Needs Study. It is anticipated that no additional funds will be required for this project as a contingency for unforeseen items and extra work has been identified in the total net project cost. Sustainability Implications: The study will help the Engineering Services focus resources on the road infrastructure that needs attention. One of the Objectives stated the purpose is, "to identify rehabilitation methods and technologies related to `preventive maintenance', which might be employed to the municipal roads in order to increase the lifespan of road assets, and to avoid premature reconstruction". This objective speaks directly to sustainability. The Terms of Reference asks for alternative construction methods with the view of reducing full reconstruction and its impact. The environmental implications that can be realized include; November 30, 2010 RFP-13-2010 Page 2 Pickering Road Needs Study reduced trucking, smoother traffic operations, reduced travel time, reduced emissions, and reclaiming existing materials. 98 Background: Engineering Services has retained consultants to complete various road need studies over the years. The last update was completed in 2005. Previous updates were . conducted annually prior to 1996 in conjunction with MTO subsidy program. Other initiatives such as the Tangible Capital Asset Valuation requirements in 2008, and the 2009 MP&E Road Needs Strategy presentation have also brought focus onto this important component of City infrastructure. Staff initiated a request for proposal process to undertake a Road Needs Study to specifically address several objectives; • To build upon the existing data for road characteristics • To develop a Road Condition Index (RCI) based on a formulae (with staff involvement) for both loose top and hard top roads using the road characteristic gathered above • To identify rehabilitation methods and technologies related to 'preventive maintenance', in order to increase the lifespan of road assets, and to avoid premature reconstruction • To associate projected cost estimates for each rehabilitation method and the road sections identified under those categories • To compile all information in a report form, and summarize various topics within, complete with sorted tables where necessary (in a suitable digital format) The document will provide the foundation for both the Roads Capital Works Program, and Municipal Operations Road Maintenance Programs, potentially for the next 5 years. As a result of the Request for Proposal, submissions were received from the following seven companies: • Golder Associates Ltd. • AME Materials Engineering • McCormick Rankin Corp. G.D. Jewell Engineering Inc. • Burnside & Associates AECOM Ltd. • LVM Inc. The closing date and time for the request for proposals was November 18, 2010, 12:00 noon (local time). On November 29; 2010 an Evaluation Committee consisting of the Division Head, Engineering Services, Coordinator, Transportation Engineering, (Acting) Supervisor, Engineering & Capital Works, and a Supply & Services representative reviewed the proposals against the criteria outlined in the Terms of Reference. The proposal from Burnside & Associates received the highest average score and the Evaluation Committee recommends it be considered for acceptance. Staff recommend that the CAO accept the recommendation of the Evaluation Committee to accept the proposal No. RFP-13-2010 provided by Burnside & Associates in the amount of $69,587.66 (HST included) and that a net Project Cost of $74,877 (including a contingency and net HST) be approved. November 30, 2010 RFP-13-2010 Page 3 Pickering Road Needs Study 9.9 Attachments: 1. Supply & Services Memo dated November 18, 2010 Prepared .By: Approved/Endorsed By: Scott Booker Everett'Buntsma (Acting) Supervisor Director Engineering & Capital Works Operations & Emergency Services 7~ Ri0ard Hol orn, P. Eng. Gillis A. Paterson ,,[Vision Head Director Engineering Services Corporate Services & Treasurer Vera A. F gemacher C.P.P., CPPO, CPPB, C.P.M., CMM III Manager Supply & Services SB:sb R l ` 2-010 November 30, 2010 RFP-13-2010 Page 4 Pickering Road Needs Study W fR K) CD 1 • 3 100 N N N 3 N N 71 P P P m S' 0 = O. M 3 Q O n b m c~ c. cao 3 O~ O C- y o M 2xo N~~mo M CL c o ~m ~ O ~ O = o ~D? 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C - _ O 7 n N d N p - O ~s p~ N 0 3 0. 7 O 0. 3 m m am m n a 0 W A O' N N ~j N O v d C 'O' 3 n p - n-o m o =r N d y O C 7 p m T -u _ j m O W N y N N O O ~ O - n .d o o. N d 3 m C CD 0 .O j m X N COD 7 N~'o o n Q 1 in : o N oNmom3 0 ~ O' O N d O '7 m o a m'° c n N C m to n c ? n M jJ N m N 0 NO 7 0 T m m d N H c C fp ~ 2 o O 3 CD o O O O O O O O (N O o n O 3 3 N fA 7 d C CD Cif o~ 1 0 2 PICKERIN Memo To: Richard Holborn November 18, 2010 Division Head, Engineering Services From: Vera A. Felgemacher Manager, Supply & Services Copy: Supervisor, Engineering & Capital Works Co-ordinator, Health & Safety Subject: Request for Proposal No. RFP-13-2010 Consulting Services for Road Needs Study Closing: Thursday, November 18, 2010, 12°OOpm (local time) - File: F-5300-001 Request for Proposals were invited from six (6) firms and an advertisement was placed on the City's website inviting companies to download the Terms of Reference for the above mentioned project. Seven (7) bidders responded by the official closing date and time. Written enquiries were received by the posted deadline of 12:00pm local time Friday, November 12, 2010 and two (2) addenda were issued. A preliminary- review to ensure the Essential Submission Requirements as stated on page three (3) of the Terms of Reference appear, in each submission has been undertaken. This compliance checklist is to be used in evaluating the overall completeness and quality of submission. Each item is to be reviewed more closely by committee members and scored to reflect each .item's relevance and value. Please refer to Terms of Reference - Evaluation of Submissions, Page 5 for instructions on how proposals are to be evaluated by committee members. The Health & Safety documentation received with the submissions has been provided to the Co- ordinator, Health & Safety to review and will provide a score out of a possible 3 points for each submission. The Health & Safety review scores will be combined with the remaining scores during the committee review to assist in determining the total average scores for each submission. 103 Attachments are as follows: 1. Preliminary Compliance Checklist 2. Evaluation form (to be used by Evaluation Committee Members) 3. Copy of Terms of.Reference 4. Copy of proposals Please co-ordinate an appropriate date and time to arrange a meeting for the evaluation committee. Each member should review the submissions carefully according to the criteria contained in the Terms of Reference before the meeting time. Acceptance of a proposal where the price is greater than $54,000 is subject to Council approval. Reference: Purchasing Policy Item PUR 010 Item.04.09. Please do not disclose any information to enquiring bidders during this time _ they will be advised of the outcome in due course. Please direct enquiries to Supply & Services. If you require further information, please contact me or a member of Supply & Services. VAF/jg Attachments November 18, 2010 Page 2 RFP-13-2010 104 Citq v ~~`I II ~ Vw REQUEST FOR PROPOSAL Consulting Services for Pickering Road Needs Study RFP-13-2010 1 0 5 Request for Proposal RFP-13-2010 Consulting Services for Pickering Road Needs Study INFORMATION TO BIDDERS DELIVERY, CLOSING DATE, TIME AND LOCATION 1. One original and 4 (four) copies of the bidders submission shall be provided by the closing date and time, and each shall be no more than five letter size pages printed "double-sided". 2. Each submission shall be printed double-side, corner "stapled" or "clipped". No other form of binding (cerlox, heated plastic spine, vinyl, 3 ring binders or similar) to be used. 3. All submissions will be prepared at no cost to the City and will become the property of the City. 4. Submissions shall be sealed, clearly marked with the bidder's company name and clearly marked as to content - RFP-13-2010, Consulting Services for Pickering Road Needs Study and shall be delivered only to Supply & Services, 2nd Floor, Pickering Civic Complex, One The Esplanade, Pickering, Ontario L1V 6K7, before 12:00 p.m. local time: Thursday, November 18, 2010 5. Bids will be deemed to have been received when a City representative has stamped the envelope with the time and date of receipt with the time clock located at the Corporate Services counter. The time clock located at the Corporate Services counter is the official time piece. Bids not received at the Corporate Services counter will not be considered. 6. The bidder is responsible for delivering the proposal before.the closing date and time and assumes the risk of and all means of delivery be it by hand, postal service or courier. 7. Bids submitted by facsimile or electronic delivery, secure site or otherwise, will not be considered. 8. Bids received after the official closing time are considered LATE, will not be accepted and will be returned unopened to the bidder. 9. Where a bid does not bear the Consultant or company name and/or address and it is received late by the City, the City is required to open the envelope or carton only for the purpose of returning the submission. 10. Submissions will be opened by a member of Supply & Services as soon as practicable following the closing date and time, which is not a public opening. Only the company names of submissions received by the closing date and time will be made available to enquiries. This is only a list of company names responding to the proposal and is not deemed to indicate compliance with submission requirements. 11. Proposals shall be irrevocable and valid for acceptance by the City of Pickering for a period of ninety (90) days from the proposal closing date. Page 2 of 12 Request for Proposal RFP-13-2010 Consulting Services for Pickering Road Needs Study 106 12. The City, its elected officials, employees and agents will not be responsible for any liabilities, costs, expenses, loss or damage incurred, sustained or suffered by any person or business prior or subsequent to, or by reason of the acceptance, or non- acceptance by the City of any submission, or by reason of any delay in the acceptance of any submission. 13. In the receipt of proposals, no obligation is incurred by the City to accept the lowest, highest or any proposal. 14. Should a dispute arise from the terms and conditions outlined herein, regarding meaning, intent or ambiguity, the decision of the City shall be final. ESSENTIAL SUBMISSION REQUIREMENTS 15. The submission of a proposal will be considered presumptive evidence that the bidder has carefully examined the City's requirements, investigated and is fully informed of all conditions which may be encountered and may affect the delivery of the services, quality and volume of work to be performed outlined within the Terms of Reference. 16. Proposal is to include the following essential documentation and be organized and presented in the order outlined below, in an indexed format. Proposals which do not include essential documentation, are incomplete or assembled not in accordance with instructions will adversely affect its evaluation by way of scoring reductions and could include not considering the proposal at all. 17. Work Plan and Project Schedule The proposal shall include a Comprehensive Work Plan and Project Schedule including work tasks identified in Scope of Services, personnel assigned to each task, schedule of activities and budget requirements, milestones, projected dates for draft and final deliveries, and timing for meetings with City staff, public and/or agency consultation meetings. Consultants are encouraged to suggest and identify modifications and revisions within their proposal to the work tasks identified in Item 37 that they believe would provide additional value to the project and will lead to the enhancement of the final product. The Project Schedule is exempt from the page count referred to in Item 1 and is acceptable to be printed on 11 x 17 paper size for clarity. 18. Qualifications of Personnel Resume(s) for each of the personnel assigned to the project and a description of roles of each of the personnel in carrying out the scope of services required. Detailed resumes are excluded from page count referred to in Item 1. Page 3 of 12 1 0 7 Request for Proposal RFP-13-2010 Consulting Services for Pickering Road Needs Study 19. References Provide three references including contact information from municipal government clients which include a description of the work performed and the outcomes. 20. Professional Fees Per diem and hourly fees shall be stated for each person. Time for each personnel assigned, by individual task, within each stream of work, with fees totalled per task and stream of work. Rates and details of disbursements shall be stated, as applicable. Harmonized Sales Tax (HST) will be applicable to the work. The Budget Matrix is exempt from the page count referred to in Item 1 and is acceptable to be printed.on 11 x 17 paper size for clarity. 21. Company Experience A description of company experience in undertaking projects having similar complexity, scope and importance, of similar value, and lessons learned from similar completed projects that will be applied to this project. 22. Insurance, Health & Safety, Addenda, Conflict of. Interest (a) Proof of insurance or letter from Insurance Agent/Broker confirming the bidder can be insured for Commercial General Liability Insurance Coverage, Automobile Liability Insurance Coverage, Property Damage and Professional Liability, each of not less than Two Million Dollars ($2,000;000). I (b) A copy of the current Clearance Certificate issued by Workplace Safety & Insurance Board. (c) A copy of the current Workplace Injury Summary Report issued by Workplace Safety & Insurance Board (in lieu of the WISR, a copy of the.current CAD 7, NEER, or MAP reports may be submitted); and (d) Acknowledge City's Health & Safety Regulations and Accessibility Regulations (attached); (e) Statement to acknowledge Addenda received. If no Addenda has been issued by the City and therefore, not received, a statement to that effect shall be included. (f) Statement to confirm that there is no actual or potential conflicts of interest that would preclude involvement on this project, and that we will be notified in the event a specific task creates an actual or potential conflict of interest that may preclude involvement in a particular component of the project. Page 4 of 12 Request for Proposal RFP-13-2010 Consulting Services for Pickering Road Needs Study 108 (a) to (f) excluded from the page count referred to in Item 1. EVALUATION OF SUBMISSIONS 23. Submissions will be evaluated according to the following criteria: Evaluation Criteria Relative Value (100% Total) a. Overall completeness and quality of submission 10 b. Qualifications of personnel, and quality of references 15 C. Methodology, project schedule, modifications or 35 enhancements to project approach, and budget implications d. Professional Fees 10- e. . Relevant company experience in undertaking projects of 25 similar complexity, scope, importance and value and lessons learned to be applied to this project. f. Insurance, health & safety, accessibility, addenda, conflict of 05 interest documentation 24. Submissions will be reviewed by an Evaluation Committee consisting of City Staff and evaluated according to the criteria described. above. The Evaluation Committee will rank the submissions lowest to highest score and develop a short-list of up to 2 highest scoring proposals for consideration. An interview may be requested of the 2 consultants by the Evaluation Committee to tabulate a combined average score (proposal score and interview score) to recommend the highest scoring consultant for consideration. The Evaluation Committee may recommend the highest scoring proposal for consideration without undertaking the interview process. The score or ranking by the Evaluation Committee for any or all proposals/interview will not be disclosed on enquiry. 25. Unsatisfactory references known to a member of the Evaluation Committee or unsatisfactory previous work experience. may result in the Consultant's proposal not being considered. 26. The City reserves the right to: • accept a proposal in whole or in part; • expand the number of Consultants for consideration, as recommended by the evaluation committee; • not consider, not accept or reject any or all submissions; • waive omissions, notwithstanding essential items; or • cancel or amend this call. if in so doing the best interests of the City will be served and no liability shall accrue to the City from such undertakings and all decisions derived therefrom. Page 5 of 12 Request for Proposal RFP-13-2010 109 Consulting Services for Pickering Road Needs Study .27. Professional fees must include all operating, overhead, and incidental costs and the Consultant must be satisfied as to the total requirements of this request for proposal. 28. All invoices will precisely indicate the tasks for which work has been completed as well as the remaining percentage of a task or tasks to be done. 29. Any representation or solicitation to the City, its elected officials, employees or agents with respect to the proponent's submission will disqualify the submission. The City, its elected officials, employees and agents will not be responsible for any liabilities, costs, expenses, loss or damage incurred, sustained or suffered by any proponent, prior or subsequent to, or by reason.of the acceptance, or non acceptance by the City of any submission, or by reason of any delay in the acceptance of any submission. 30. Disclosure of information submitted is subject to the Municipal Freedom of. Information and Protection of Privacy Act. To prevent the release of information the proponent must state the information is submitted in confidence and indicate the nature of the confidential information and what harm would result from the release. Enquiries 31. All enquiries are to be made in writing by facsimile 905.420.5313 to the attention of Supply & Services before 12:00 pm Noon Friday, November 12, 2010. Both the questions and answers will be posted on the City's website within approximately 2 days as an addendum. 32. All addenda must be acknowledged in the proposal as instructed. 33. Acceptance of a proposal is subject to budget approval and requisite approvals. Page 6 of 12 Request for Proposal RFP-13-2010 Consulting Services for Pickering Road Needs Study 34. INTRODUCTION 110 As the gateway city to the eastern Greater Toronto Area, The City of Pickering (population 94,000) is strategically located where Toronto, York and Durham Regions meet. The City is an affluent community that is steeped in history, natural beauty and small town charm with all amenities and services that a big city has to offer. The City is also considered a municipal leader in fiscal management, service delivery, sustainability and the environment; and offers a wealth of sports, leisure and recreation opportunities to its residents. Pickering has been recognized by Profit magazine as one of the ten best cities in Canada for Growth companies and received the 2008 FCM-CH2M Hill Sustainable Community Planning Award. Like most other municipalities, The City faces challenges in maintaining its aging road infrastructure within current budget restrictions. Factors such as; steady growth, public demands for high levels of service, exposure to liability and risk, and limited budget resources all contribute towards a necessity for an updated Road Needs Study. _ The Request for Proposal requires the successful vendor to conduct a Road Needs Study on City roads. The qualified firm will catalogue the road network (referencing as much base information from the City as possible) and identify physical deficiencies using a rating system (road condition index). An upset limit of $70,000 including disbursements, excluding HST has been established for the completion of Road Needs Study. The City intends to complete a Road Needs Study, with clear evaluations, recommendations, and financial implications, so that City staff can better match budget funding with identified road priorities. 35. BACKGROUND Within the Operations & Emergency Services Department, the Engineering Services Division delivers operational, maintenance and construction services (via a Capital Works Program) required to keep the road infrastructure at an acceptable level of service, and for the safe and efficient operation for the public. The Department currently manages 428.1 centreline kms (or 918.2 lane kms) of maintained roads within its geographic boundary. Of that total, there are 108.4 kms of loose top roads (defined as gravel, stone etc.), and 319.7 kms hard top roads (defined as asphalt, concrete, surface treatment etc.). See Schedule 1. In recent years the City retained consultants to complete various road need studies. The last update was completed in 2005; previous updates were annual prior to 1996 in conjunction with MTO subsidy program. The most recent report was generated using visual inspection, existing data and field experience. That database is stored digitally in an SQL Server format, and uses a "SAMS II" (Visual FoxPro) front-end to query. See Schedule 2 for a sample of the format used. In 2008 PSAB Regulations required the valuation of assets, including roads. Engineering Services staff exported road inventory characteristics from SAMS II into Microsoft Excel. Road sections were accurately mapped (in AutoCAD using Teranet base mapping), all road characteristics were reviewed, edited and valued. See Schedule 3 for a sample of the format used. Page 7 of 12 Request for Proposal RFP-13-2010 Consulting Services for Pickering Road Needs Study 111 The intent will be to use the Road Needs Study as a foundation for a Pavement Management System (PMS) which is to be a component of a larger Infrastructure Management and GIS system. All existing background information will be made available to the successful vendor. 36. OBJECTIVES The City requires a current assessment of the existing physical characteristics of the road network; a methodology to determine Road Condition Index (RCI) of each road section; the rehabilitation methodologies/technologies recommended for these assets, an understanding of the time frame for the particular type of rehabilitation, and cost associated with the recommendations. The main objectives that the City intends to achieve (within budget constraints) are as follows: 1. To build upon the existing data for road characteristics, including the location, . surface / base type, average width, road section limits and remaining useful life 2. To develop a. Road Condition Index (RCI) based on a formulae (with staff involvement) for both loose top and hard top roads using the road characteristic gathered above 3. To identify rehabilitation methods and technologies related to `preventive maintenance', which might be employed to the municipal roads in order to increase the lifespan of road assets, and to avoid premature reconstruction 4. To associate projected cost estimates for each rehabilitation method and the road sections identified under those categories 5. To compile all information in a report form, and summarize various topics within, complete with sorted tables where. necessary (in a suitable digital format) 37. SCOPE OF SERVICES The study should be carried out in accordance with the procedures outlined in the relevant " manuals published by the Ontario Ministry of Transportation, or current "best practice" techniques as outlined by organizations such as Ontario Good Roads Association (OGRA). The. City requires a project initiation meeting to review scope of services, work plan, and exchange information immediately upon issuance of purchase order (PO). Task 1 - Inventory Survey and Data Collection The City requires an Inventory Survey of the roads infrastructure in the study area: Data Collection and Review - Collect, review and analyse all existing road needs study reports. Conduct site visits of all road segments, preferable during spring thaw/break up- 9 Inventory Data - Based on site visits and existing data prepare an inventory data sheet that includes surface type, section number and other attributes consistent with MDW data standards. Page 8of12 Request for Proposal RFP-13-2010 Consulting Services for Pickering Road Needs Study. • Traffic Counts - Input existing traffic counts on designated sections of the road, 12 and where not available interpret/extrapolate values. City staff will supply all available data. Task 2 - Road Condition Index (RCI) Create road condition index for the entire road network in the City of Pickering. In consultation with the City staff, develop a user friendly condition index for each segment of the road network. Two different formulae's are required, for both loose top and hard top road networks. Task 3 - Identify Road Rehabilitation Methods • The City's current practice is 3 methods: Hard Top Surface Loose Top Surface • Partial depth replacement (Grind and overlay) • Gravel overlay < 25 mm • Full depth replacement • Gravel overlay 100-150 mm • Full reconstruction • Gravel replacement Develop a more well-rounded rehabilitation strategy (including any new industry methods) and identify the RCI thresholds that trigger the corresponding treatment • Document the benefits for each threshold and the associated infrastructure longevity Task 4 - Cost Estimates Cost estimates are required for each road section and the corresponding road rehabilitation treatment. The City's 2008 PSAB spreadsheet details some unit construction costs and could be used as reference. Also, a general costing for each rehabilitation method on a price per metre (or metre 2) basis is required. Task 5 - Final Report and a Five Year Capital Works Program The final report is to be delivered in 3 formats; • Hardcopy (5 copies) • Adobe pdf • Microsoft Word 2003 with corresponding tables in an Excel format (MDW compliant). The report is to have specific topics covered such as; a) Road Sections and Characteristics (including RCI) • Both the hardcopy inventory data sheets and a sorted table of results b) Rehabilitation methods, complete with an effectiveness timeframe c) Priorities within each Rehabilitation method and costing • A sorted table of results d) General priority list over a 5 year period (Capital Works Program) Page 9 of 12 Request for Proposal RFP-13-2010 13 Consulting Services for Pickering Road Needs Study • A sorted table of results 38. DELIVERABLES The following deliverables will be required for the project: a) Detailed characteristics of the road.sections based on Inventory Survey and other data collected during site visits. b) Road Condition Index results for all roads c) Rehabilitation Methodologies, descriptions and RCI thresholds d) Construction estimates for all roads based on rehabilitation method. e) Draft report (including Five Year Capital Works Program) • Provide five hard copies of the draft report for review. f) Final Report (including all delivery formats) All documents shall become the property of the City of Pickering and the City shall be the sole copyright holder of these documents. 39. INFORMATION PROVIDED AFTER AWARD The following information will be provided to the successful consultant. Municipal Road Network Map (showing lane km's and surface type) • Minimum Maintenance Road Classifications Map • Available Traffic AADT data • 2005 Road Needs Study (SAMS II sample format) • Official Plan - Road Classification Map • 2008 PSAB Summary Page 10 of 12 Request for Proposal RFP-13-2010 Consulting Services for Pickering Road Needs Study HEALTH AND SAFETY REGULATIONS 1 1 4 1. (a) The City is the "owner" 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. thereunder (the Act); and (b) have sufficient knowledge and training to perform all matters required pursuant to this contract/quotation safely and in compliance with the Act. (c) are covered by WSIB. 3. In the performance of all matters required pursuant to this contract/quotation, the company. shall, (a) act safely and comply in all respects with the Act, and (b) ensure that its employees, its subcontractors 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 contract/quotation. 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 subcontractors 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 subcontractors 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 contract/quotation; 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 subcontractors or their employees in the performance of any matter required pursuant to this contract/quotation. (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 contract/quotation. 8. The company shall abide by the Workplace Safety & Insurance Board Act, as amended from time to time and all Regulations thereunder. 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. Acknowledged: Date: Company Signature Print Name Page 11 of -12 Request for Proposal RFP-13-2010 11 5 Consulting Services for Pickering Road Needs Study ACCESSIBILITY REGULATIONS FOR CONTRACTED SERVICES In accordance with Ontario Regulation 429/07, Accessibility Standards for Customer Service Section. 6, every provider of goods and services shall ensure that every person who deals with members of the public or participates in the developing of the service providers' policies, practices and procedures governing the provision of goods and services to members of the public, shall be trained' on the following: 1. How to interact and communicate with persons with various types of disability 2. How to interact with persons with disabilities who use assistive devices or require the assistance of a guide animal, or a support person 3. How to use equipment that is available on the premises that may help in the provision of goods or services 4. What to do if a person with a particular type of disability is having difficulty accessing the provider's goods or services 5. Information. on the policies, practices and procedures governing the provision of goods and services to people with disabilities can be found on the Ministry of Community & Social Services website. The following link provides access to the training module: www.mcss._qov.on.ca/mcss/serve-ability/HTML Eng/screen01.html Contracted employees, third party employees, agents and others who deal with members of the public on behalf of the City of Pickering must meet the requirements of Ontario Regulation 429/07 with regard to training. A document describing the training policy, a summary of the contents of the training and details of training dates and attendees must be submitted to the City of Pickering upon request. I acknowledge that the training module has been completed accordingly. Acknowledged By Company Name Date :Authorized Official Title Name (please print) Signature . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Page 12 of 12 TOW f ALTONA OF UXBRIDGE ,R.pF1pOF Pa6a„p rTOgNHIP OF UXBRIDGE TOWNSHIP - _iar9A:59E - rc_Nenwo aI R ~aw AYi ®i 6~ I' ai 'FI gf« BALSAM: ~ i l 1~~~ a AEm9 Ao.9 I ° Ao.o -I CIdREMONT - ! j R~~ 1 m $ i $i WI g 8 z , a!x a a AINTAIN DBY 9wHm - - - PUBLIC WORKSn _ 'i B W, I ° CAN DA : : I D^ °I - - - - 3 0 8i It R al xi ~ ~i ~ : GREEN ROU : : : RIVER : _ '""••'•Y B; HwHW.vl He. > i HwHwrv H.. > , G ; KINSALE H. F GREENWOOD _ 0 0 WI a at a: a , i l 3~ ° a WHITEVALE TOWN OF AJAX WI -•l r' a a 3 N C4 °0 OPERATIONS & EMERGENCY a WI - SERVICES DEPARTMENT 1 MUNICIPAL PROPERTY & PICKERING ENGINEERING DIVISION S B; : ~S r4 ,wHr9N o : i - MEAISURES ROGRAMCE Z TwNrON NI a~ ~F\3 ROAD CENTRELINE and j, IRSk LANE km's MAP ~a - AS OF DECEMBER 2009 - L aR MAP LEGEND i CITY ROAD WIDTH CLASSIFICATIONS CHERR OOD Lator+: oPO eo:E,w~rEtlwa avaMCE kl~ UNPAVEDOOSE TOPftADS LOOSE TOP-LOCAL (ROAD WIOTN UP TO fi.Sm-2 tANE6) TO TALUNPAVEO(LOOSE TOPI C's•100. Z UNPAVED LANE km'a(BY FORMU,AE)=P16.0 z 3 O PAVEDs(HARDTOcP xI ROAS 0 eMr p , aa.N.a.. wq (ROAD WIDTH UPP TO 9 LL .5m2lANES) o f-t 1_] _IIC{rI I ~a CHI HARDTOPWIOTI-COLLECTOR .O 9 Q (ROAO9.]5m AND 11.0m-PLANES) j V I sJJ L -1 @t1..._ . L 7 \.L,. 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(D O O O N m P N O O O O O O O Df O Dr [O M V N N N rl a 0 N 1-- v 4A (V O (D M n O 0 v 1~ O 7 m m O O O O O 4A V 0 m m (V O N N m '.U 11 Ej NO fN~I V N co anD O r- a0 ~ M fD M EA (D N N W O M to Vi fA O O DI M O Dl r~ M V V V 5 T M I~ N 00 N N f~ V N OD Ol CO N M N ^ cD M N ID V V M M t0 O qq Vi VM bM9 » bN9 tlN9 to FA fo fo Vf fo 6% 6% N» a N» M» N» .0 120 1 e 1 i i f i 4 E E , E . i f f I 4 v. ~ : f f i € f ~ , i , { i 1 E ! : 1 21 ~ F E It ( I F I CL € 7Ej ` E j I E s ~ ~ f f r I I I E' v # 3 f ~ ! 111: ~ E ~ ~ ' € i ~f: ~ itt I r F, ~ E 444 ~ F E E E i k f E - E $ ~ f 3 ! { I t f - I f 8 s t # 7 i n 3 E I 4 j z E 2 2 w : r ! , } _ j 1 ~ 1 F ~ f t 4 I ! ` ~ ~I € 3 E t f I I ! ! } 3 ! } w t 1 } E d~ i i€ j i i ~ } 3 ~ E E 3 E i : 1 f ~ [ i 2 2 t t c 3 ATTACHMENT #-7-TO REPORT # 's O 5- /I City 0~ PICK ERIl~T MEMO G . To: Everett Buntsma October 6, 2010 Director, Operations & Emergency Services ]FINAL AP From: Darrell Selsky Supervisor, Engineering & Capital Works ntsma U Copy: Division Head, Engineering Service a, N PO-- C•M.M. Director, Corporate Services & Treasurer Manager, Supply & Services ns & Subject: Shadybrook Park Purchase Order Adjustment File: 0-8120-001-10 During the reconstruction of the Shadybrook Park playground (2010 Budget $120,000) a number of sections of the asphalt walkway were replaced which were not part of the original.scope of this tender. Some areas of the walkway had to be replaced due to asphalt failure during construction. Upon removal of the existing asphalt it was discovered that there was very little granular base under the walkway. Therefore additional excavation and disposal of the soil was required, along with placement of new granular material for the asphalt walkway. As per the Purchasing Policy Item 11.02 when a Purchase Order has been exceeded, I am required to report the increase and get the necessary approvals in order to proceed with the invoicing. Therefore I am requesting your approval to adjust Purchase Order 200221 an additional amount of $14,984.00 plus HST. At this time based on known quantities we are. currently over the 2010Capital Budget for this project. The Treasurer referred to Section 11.02 of the Financial Control Policy and the above amount exceeds Clause 11.02 (a) by approximately $3,000 but he feels this small amount should not prohibit us from moving ahead. At this time under expenditures in other projects are anticipated but cannot be specifically identified at this time (Clause 11.02 (b). Under Clause 11.02 (c) the increased financing will come from the Parkland Reserve Fund and Council confirmation will be obtained when the Manager, Supply & Services presents her report to Council on awards during the Council recess. 0 APPROVED DS:nw JE~rraF~~G~ ~ i u Gillis A. Paterson, c hLA A j, ~ta~y Director, Corporate Services & Treasurer W1 ATTACHMENT #R-TO REPORT #tC,- I 1 ADMINISTRATION DEPARTMENT CLERK'S DIVISION 124 CITY of pir".;<':..,:; MEMORANDUM MAY 0 2002 May 27, 2002 TO: Tom Quinn, Chief Administrative Officer Gil Paterson, Director, Corporate Services & Treasurer FROM: Bruce Taylor, Clerk SUBJECT: Referrals from Council Meeting of May 21, 2002 Please be advised that the Council of the City of Pickering passed Resolution #80/02, Item #4, at the Council Meeting of May 21, 2002, as follows: 1. That Report to Council CAO 0402 seeking authorization by the Chief Administrative Officer to act in Council's approval capacity on behalf of Council during any recess, break or absence of City Council be received; and 2. That subject to the Council approved Purchasing Policy Procedure, the Chief Administrative Officer be authorized to act in Council's approval capacity on behalf of Council during any recess, break or absence'of City Council on the condition that: a) such actions are in compliance with the Purchasing Policy & Procedure as approved under Resolution 136/01; and b) the costs thereof are within the budget previously approved by Council; and c) a report respecting those approvals is subsequently submitted to Council. 3: That appropriate officials of the City of Pickering be authorized to give effect thereto. l; Kruce Taylor BT:dk Copy: T.J. Quinn, Chief Administrative Officer ATTACH MENT# TO REPORT# ' os -i 125, INTER-DEPARTMENTAL MEMORANDUM CLEWS DIVISION. RECEIVE DATE: June 6, 2000 CITY OF.PICKERIIVC JUN 0 6 2000 CORPORATIs SERVICES TO: G. Paterson Director, Corporate Services & Treasurer FROM: Bruce Taylor City Clerk Please be advised that the Council of the. City of Pick. ing`passed Resolution 85/00, Item #1 at the Council Meeting of June 5, 2000, as,follows: i That Report to Council CS 12-00 regarding authority for the Director, Corporate Services Treasurer to recommend project. financing `approval during `recesses of Council: be received, and 1. The Director, Corporate Services & Treasurer be authorized to recommend and approve project financing to the Mayor and Chief Administrative Officer for projects contained in the annual capital budget or.. current budget, during recesses of City Council; and 2. That appropriate officials of the City of Pickering be authorized to give effect thereto. This resolution is sent to you for your information. Bruce Taylor, City Clerk cc. T.J. Quinn, Chief Administrative Officer City o~ Report To Executive Committee PICKERING Report Number: CS 06-11 Date: January 10, 2011 126 From: Gillis A. Paterson Director, Corporate Services & Treasurer Subject: 2010 Year End Audit Recommendation: 1. That Report CS 06-11 of the Director, Corporate Services & Treasurer be received; 2. That the Audit Plan as submitted by Deloitte & Touche LLP, included as Attachment 1 to this report be received for information; and, 3. That the Auditor's Engagement Letter signed by the Chief Administrative Officer and the Director, Corporate Services & Treasurer on behalf of the City be received for information. Executive Summary: In accordance with generally accepted auditing standards, the Audit Plan is prepared to communicate the auditor's approach and reporting responsibilities to the Executive Committee, who has oversight responsibility for the Financial Reporting Process. This plan is submitted prior to the commencement of the year end audit. Financial Implications: The audit fee, for. City & Library, of $68,600 represents an increase of approximately 2.5% over the previous year. Sufficient provision was included in the 2010 Current Budget. Sustainability Implications: This report does not contain any sustainability implications. Background: In the Committee's role as the body responsible for oversight of the Financial Reporting Process, the Committee is to review the Audit Plan for the upcoming 2010 year end audit. The Audit Plan provides the scope of the audit services to be provided, the auditor's reporting responsibilities and an outline of the audit approach. It is included as Attachment 1 to this report. At the Council meeting of October 10, 2006 Resolution 154/06 appointed Deloitte & Touche as the City's external auditors for a period of 5 years which would encompass Report CS 06-11 Date: January 10, 2011 Subject: 2010 Year End Audit Page 2 the 2006 to 2010 audits inclusive. However, Deloitte & Touche require an Engagement Letter be signed annually with each audit which summarizes their role as external auditor, management's responsibilities and provides the estimate of the audit fees. With the Council recess for the election in October, the presentation of the Audit Plan and engagement letter could not be done prior to commencement of the interim audit. As a result, the engagement letter was signed by the Chief Administrative Officer and Director, Corporate Services and Treasurer as in previous years and is included as Attachment 2 for your information. The audit fee for the 2010 overall year end audit, which includes the City and the Library, increased by $1,700 or approximately 2.5% which is deemed acceptable. Attachments: 1. Audit Plan 2. Engagement Letter Prepared By: Approved / Endorsed By: ristine Senior Gillis A. Paterson Manager, Accounting Services Director, Corporate Services & Treasurer GAP:ks Copy: Chief Administrative Officer Recommended for the consideration of Pickering Ci ouncil Z/, 20 /0 Tony Prevedel, P.Eng. Chief Administrative Officer ATTACHMENT #,J-TOREPORT # 2 ! L'/I 128 Delomitte.1, The Corporation of the City ofPickering Audit Service Plan For the Year Ending December 31, 2010 4~ t For Presentation to the Executive Committee on January 10, 2011 129 Deloitte. Deloitte & Touche LLP 5140 Yonge Street Suite 1700 Toronto ON M2N 61_7 Canada Tel: 416-601-6150 Fax: 4.16-601-6151 www.deloitte.ca December 15, 2010 Members of the Executive Committee The Corporation of the City of Pickering 1 The Esplanade Pickering ON L 1 V 6K7 Dear Executive Committee Members: We are pleased to provide you with our audit service plan for The Corporation of the City of Pickering. (the "City") for the year ending December 31, 2010. This plan presents the Deloitte & Touche LLP ("Deloitte") audit approach, our team, our audit scope and our planned communications with you. It also describes how our team will provide value to the City. The audit of your financial statements for the year ending December 31, 2010, will be conducted in accordance with Canadian Auditing Standards ("CAS"). There have been significant changes to auditing standards, effective for audits of financial statements for fiscal years ending after December 14, 2010. Our responsibilities under CAS are described in more detail in the audit engagement letter. At Deloitte, we are proud of our relationship with the City and our team is committed to providing an efficient, high-quality audit. We will focus our efforts on higher risk areas and co-ordinate our activities with Management and make every effort to achieve audit efficiencies. We have provided this audit service plan to the Executive Committee on a confidential basis. It is intended solely for the use of the Executive Committee and Council to assist you in discharging your responsibilities with respect to the financial statements and is not intended for any other purpose. We accept no responsibility or obligation to any third. party who may rely on this document. We look forward to, discussing this audit service plan with you and answering any questions you may have. Yours truly, ~L Chartered Accountants Licensed Public Accountants 130 Table of contents Executive summary ....................................................................................................................................1 The Deloitte audit approach .......................................................................................................................5 Audit scope ...............................................................................................................................................10 Risk Areas ................................................................................................................................................11 The Deloitte client service commitment ...................................................................................................12 Your Deloitte client service team .............................................................................................................14 Appendix A - Communication requirements ............................................................................................15 Appendix B - Accounting update (Public Sector) ....................................................................................16 Appendix C - Deloitte resources a click away .........................................................................................20 1 31 Executive summary The Deloitte audit approach adheres to applicable professional auditing standards and, accordingly, is risk-based and tailored to address the significant risks to financial reporting - the audit risks. Our audit approach involves consideration of the following: Audit scope The audit planning and the preliminary risk assessment activities we conduct enable us to set the scope of our audit and to design procedures tailored to that scope. As auditors' for the City we provide audit services for the following entities: • Consolidated financial statements for the City of Pickering,; • City of Pickering Public Library Board; • City of Pickering Trust Funds; • Compliance with the federal gas tax agreement; and • Other audits as may be required from time to time on special programs or agreements. Materiality Materiality is the magnitude of a misstatement (including an omission) in the financial statements or related disclosures that would affect the judgment of a reasonable person using those statements. Deloitte is responsible for .providing reasonable assurance that your financial statements are free from material misstatements. We will report to the Executive Committee on all unadjusted misstatements greater than a trivial amount and any misstatements that are, in our judgment, qualitatively material. Audit risks Our proposed audit scope reflects anticipated areas of risk that we have identified and our audit response to them. Details of these risk areas that we identified as part of our preliminary audit planning activities, together with our planned audit response to them are set out in the body of this document. Internal control We will obtain an understanding of internal control relevant to the audit. It is a matters matter of professional judgment whether a control, individually or in combination with others, is relevant to the audit. 1 2010 Audit Service Plan -The Corporation of the City of Pickering © Deloitte & Touche LLP and affiliated entities. 1 132 Executive summary Use of experts Our audit engagement partners are supported with online resources as well as practice office and national office specialists who assist our audit engagement teams when dealing with more complex technical, accounting, auditing and reporting issues. We intend to use the work of the City's actuary in their determination of the City's post employment benefits. We will review and test any assumptions used, ensure the disclosure in the financial statements is adequate, and that the actuary is in good standing with the Canadian Institute of Actuaries. Changes in New Canadian Auditing Standards ("CAS") are in effect for the audit of 2010 financial assurance statements of the City. Key matters relevant to the audit are: standards CAS 450, Evaluation of Misstatements Identified During the Audit CAS 450 requires the auditor to officially request management to correct all uncorrected errors encountered during the audit. If management does not wish to correct the misstatements, the auditor must understand the reasoning behind management's decision. Furthermore, the auditor is also now required to request those charged with governance to correct any uncorrected misstatements and to understand their reasoning for not correcting any misstatements. Previously, auditors were required to communicate all corrected and uncorrected misstatements (other than trivial amounts) to those charged with governance. There was no requirement to ask those charged with governance to correct the misstatements. The correction of misstatements was a decision of management and evaluated by the auditor in relation to the scope of the audit and materiality. • CAS 540, Auditing Accounting Estimates CAS 540 introduces risk assessment procedures that are not contained in the previous standards. For example, CAS 540 requires the auditor to obtain an understanding of how management determines the accounting estimates and an understanding of the data on which those estimates are based. CAS 540 also requires the auditor to review the outcome of accounting estimates made in the prior period financial statements. CAS 540 focuses the auditor's work effort on accounting estimates that have a risk of material misstatement, particularly those that have high estimation uncertainty. Where the auditor has determined that an accounting estimate gives rise to a significant risk, CAS 540 requires the auditor to evaluate whether the significant assumptions made by management provide a reasonable basis for the accounting estimate, whether and how management has considered alternative assumptions or outcomes, and why they have rejected them. • CAS 550, Auditing Related Parties In addition to the previous audit requirements, CAS 550 also requires the auditor to.. - Determine the susceptibility of material misstatement that could result from the entity's related party relationships and transactions. - Obtain an understanding of the controls established around related party transactions and significant transactions and arrangements outside the normal course of business. - Treat identified significant related party transactions outside the entity's normal course of business as giving rise to significant risks. 2 2010 Audit Service Plan- The Corporation of the City of Pickering © Deloitte & Touche LLP and affiliated entities. i 133 Executive summary • CAS 600, Audits of Group Financial Statements (Including the Work of Component Auditors) CAS 600 requires that the group engagement partner not accept an engagement, or resign from it, if sufficient appropriate audit evidence cannot be obtained due to management restrictions. This could result in a disclaimer of opinion on the group statements, as opposed to a reservation of opinion under the previous standard. The group auditor will also need to determine four levels of materiality - for group statements as a whole; for particular classes of transactions, account balances or disclosures in the group statements; component materiality; and a threshold for clearly trivial misstatements. CAS 600 also contains more extensive and specific requirements regarding the nature, timing and extent of procedures to be performed for the group audit (e.g. .more extensive requirements under the new standard in obtaining an understanding of the component auditor and its regulatory environment). This standard is relevant to the audit of the City's consolidated financial statements including considerations related to Veridian Corporation which represents a component of the City's consolidated financial statements. • CAS 700, Forming an opinion on the financial statements CAS 700 includes a new structure and wording.of the standard report intended to make the report clearer and the communication more transparent. The date of the auditors' report cannot be earlier than the date at which those with the recognized authority to do so assert that they have taken responsibility for the financial statements in their final form. This represents a significant change from previous standards, under which the date that the auditors' examination was substantially completed was used as the date of the auditors' report. . . _ _ Audit team Our firm's mission is to be the standard of excellence. The engagement team assembled to serve the City includes members with experience with the City. Our team also includes high-quality technical specialists and other professionals. We are committed to serving the City with quality and distinction. Cnn p lete We will provide, upon satisfactory completion of the audit, an audit report on the engagement financial statements of the City, the City of Pickering Public Library Board and the City reporting of Pickering Trust Funds. We also provide reports to the Executive Committee to assist it in fulfilling its responsibilities as required by applicable auditing standards. Appendix A summarizes required communications between the Executive Committee and Deloitte. CclMMUnications We expect to enjoy open and forthright communications with both Management and the Executive Committee and would be pleased to respond to questions that are within our competencies as your auditors. 3 2010 Audit Service Plan -The Corporation of the City of Pickering © Deloitte & Touche LLP and affiliated entities. 134 Executive summary 3 Independence We have developed important safeguards and procedures in order to protect our independence and objectivity. We will communicate annually, in writing, to the Executive Committee regarding independence. Management We will obtain written and oral representations from management to complement our representations audit procedures. Such representations are intended to confirm the information that is provided to us and reduce the possibility of misunderstanding. Client service Deloitte's client service principles have been designed to help us exceed the commitment expectations of the City and its Executive Committee. These principles are our framework for providing guidance to, for coaching members of our engagement team, and for identifying our clients' unique preferences regarding the ways they want to work with us. As noted in Appendix C, we have many resources that will assist you to obtain additional benefit from your relationship with Deloitte. These resources are designed to bring value-added content to you and to support an efficient audit. We are prepared to provide other appropriate assistance regarding the City's needs that may be required, if appropriate given our professional responsibilities. 4 2010 Audit Service Plan -The Corporation of the City of Pickering 0 Deloitte & Touche LLP and affiliated entities. i 135 The Deloitte audit approach A consistent approach that supports a dynamic environment The Deloitte audit approach is a systematic methodology that provides an audit scope and plan tailored specifically for the unique issues facing the City. t Our risk-based audit approach has the following key attributes: Partner-led - The audit plan is driven by our partners' experience and their detailed knowledge of the City. Significant input is provided by the audit partner at all stages of the audit engagement. Focused - We identify and design appropriate audit procedures that focus on risks to the audit engagement and involve significant accounts and assertions and disclosures. Quality focused -We are committed to providing an uncompromising level of high professional and technical quality. We consistently strive to perform the highest quality audit. Dynamic - We tailor our audit plan to respond to changing circumstances. Our systematic approach is comprised of four key phases: 1. Initial planning 2. Assessing and responding to engagement risk 3. Developing and executing the audit plan . 4: Reporting and assessing performance These steps are not necessarily chronological and are not mutually exclusive. For example, once the audit plan has been developed and is being performed, we may become aware of a risk that was not identified during the planning phase. Based on the new information, we will reassess our planning activities and adjust the audit plan accordingly. Based on the specific needs of the City and our risk assessment, we will assess our planning activities in consultation with you and tailor our audit plan accordingly. 1. Initial planning The Deloitte audit approach begins with an extensive planning process that includes: • assessing the current business and operating conditions; • understanding the composition and structure of your business and organization; • understanding your accounting processes and internal controls; • understanding your information technology systems; • identifying potential engagement risks; • planning the scope and timing of internal control and substantive testing which take into account the specific identified engagement risks; and • co-ordinating our activities with external parties and experts. 5 2010 Audit Service Plan -The Corporation of the City of Pickering © Deloitte & Touche LLP and affiliated entities. 136 The Deloitte audit approach Agreement of the terms of our engagement The terms and conditions of our engagement are outlined in the engagement letter, dated November 12, 2010 Understanding your business and accounting processes In addition to the development of our understanding of your business and accounting process, including the City's internal control framework and use of information technology, our audit will take into account any specific items of particular interest raised by the Executive. Committee as well as any areas of concern that the Executive Committee or management identifies. Materiality Materiality is the magnitude of a misstatement (including an omission) in the financial statements, or related disclosures, that would affect the judgment of a reasonable person using those statements. Deloitte is responsible for providing reasonable assurance that your financial statements are free from material misstatements. 2. Assessing and responding to engagement risk Our approach includes steps to provide for an ongoing identification of risks and is flexible to allow adjustment when additional risks are identified. Since these risks may impact our audit objectives, we consider materiality in our planning to focus on those risks that could be significant to your financial reporting. Risk assessment The risks that we have identified to date and will address when conducting the audit are summarized in the Audit Scope section of this document. As we perform our audit, we will update our risk assessment and keep the Executive Committee and management informed of significant changes to our risk assessment including significant risks that are identified. Consideration of the risk of fraud Fraudulent acts include the deliberate failure to record transactions, forgery of records and documents, and intentional misrepresentations to our audit engagement team. Fraud may include intentional acts by management or employees acting on behalf of the City, as well as employee fraud if management or employees are involved in actions that defraud the City. Deloitte does not assume that management is dishonest nor do we assume unquestioned honesty. Rather, in accordance with generally accepted auditing standards, we exercise professional scepticism and recognize that the conditions we observe and evidential matter we obtain, including that obtained from prior audit engagements, need to be objectively evaluated to determine whether the financial statements are presented fairly in all material respects. Maintaining an attitude of professional scepticism means that we carefully consider the reasonableness of the responses we receive to our inquiries from those charged with governance, and evaluate other information obtained from them in light of the evidence we obtain during the audit. We consider whether any misstatement or control deficiency that we identify may be indicative of fraud and what the implications of fraud and significant error are in relation to other aspects of the audit, particularly the reliability of management representations. The Executive Committee has oversight responsibilities for management's efforts to create a strong internal control environment, including the design and implementation of antifraud programs and controls. Since antifraud controls influence the tone of the entire organization they will be considered as part of our assessment. 6 2010 Audit Service Plan - The Corporation of the City of Pickering © Deloitte & Touche LLP and affiliated entities. 1 137 The Deloitte audit approach Deloitte's approach to evaluating the design of antifraud controls includes: (1) gaining an understanding of the City's policies and procedures designed to address fraud risks, (2) determining whether the programs are designed to prevent, detect or deter fraud, and .(3) walkthroughs of significant processes. Deloitte's approach to evaluating the operating effectiveness of antifraud controls includes:. (1) an analysis of antifraud controls to determine whether they are operating, in all material respects as designed, and (2) an evaluation of management's consideration of fraud in its risk assessment process. As required by professional auditing standards, we also enquire of the Executive Committee regarding: (1) their views about the risk of fraud, (2) their knowledge of any actual suspected or alleged fraud, and (3) the role that they exercise in the oversight of management's antifraud programs. Because of.the inherent limitations of internal control over financial reporting, including the possibility of collusion or improper management override of controls, it is possible that material misstatements due to error or fraud may not be prevented or detected on a timely basis. Accordingly, the assurance an auditor provides concerning the lack of misstatements arising from fraud is necessarily lower than the assurance provided concerning those arising from an error. Information technology A key part of our audit planning process involves gaining an understanding of: (1) how the computer environment is important relative to the risks to financial reporting (2) how the environment supports the control procedures we intend to rely on in the conduct of our audit; and (3) the computer based information that supports our substantive procedures. The objective of our review of general IT controls is to identify potential areas of risk and to gain evidence to support our assessment of the integrity, accuracy, validity and completeness of the data produced by the systems. We assess the design and implementation of the computer environment and consider whether the processing of financial information that is used to generate the financial statements is reliable. To accomplish this, we update both our understanding of the City's computer processing environment and our understanding of the relevant general computer controls. We then conduct tests to support our conclusion on the implementation of controls considered relevant to the audit. 7 2010 Audit Service Plan - The Corporation of the City of Pickering © Deloitte & Touche LLP and affiliated entities. 138 The Deloitte audit approach 3. Developing and executing the audit plan The performance of an audit includes evaluating the design and implementation of internal controls relevant to the audit, testing the operational effectiveness of those controls we intend to rely on and the performance of substantive audit procedures. Audit procedures We expect to perform interim substantive audit procedures on certain financial statement line items where risks have been identified in our planning and to conduct a portion of our tests on those internal controls on which we intend to rely. By performing these procedures on an interim basis, we can complete some year-end audit procedures in advance, thereby increasing the efficiency of our audit. Tests of controls As part of our audit, we review and evaluate certain aspects of the systems of internal control over financial reporting to the extent we consider necessary in accordance with Canadian generally accepted auditing standards. The main objective of our review of internal controls in an audit is to assist in . determining the nature, extent and timing of our audit tests and to establish the degree of reliance which we can place on selected controls. An audit of the financial statements is not designed to determine whether internal controls were adequate for management's purposes or to provide assurance on the design or operational effectiveness of internal control over financial reporting. The identification of weaknesses in internal control in an audit is influenced by matters such as our assessment of materiality, our preliminary assessment of the risks of material misstatement, the audit approach used, and the nature, timing and extent of the auditing procedures conducted. For example where we use a substantive approach for a particular financial statement assertion we do not generally perform tests of controls and where we do perform tests of controls we may vary the nature, timing and extent of our testing from year to year. Accordingly, our understanding of controls as a result of the audit procedures we conduct in an audit of financial statements is limited. We will inform the Executive Committee and management of significant deficiencies that are identified in the conduct of the audit, regardless of whether they were identified by us or management. Substantive audit procedures Our substantive audit procedures consist of a tailored combination of analytical procedures and detailed tests of transactions and balances; these procedures take into account the results of our controls testing and are designed to enable us to obtain reasonable assurance that the financial statements are free from material misstatements. To obtain this assurance, the misstatements we identify while performing substantive auditing procedures will be considered in relation to the financial statements as a whole. Any misstatements that we identify, other than clearly trivial misstatements will be reported to management and the Executive Committee. 8 2010 Audit Service Plan -The Corporation of the City of Pickering © Deloitte & Touche LLP and affiliated entities. 139 The Deloitte audit approach 4. Reporting and assessing performance Perform post-engagement activities We will analyze the results of the audit procedures that we perform throughout the year and, prior to rendering our report, conclude whether: • the scope of the audit was sufficient to support our opinion, and • the misstatements that have been identified during the audit do not result in financial statements being materially misstated. Material Adjustments and Control Deficiencies Our audit plan allows for constructive, timely feedback to management regarding matters deserving their attention,, including, material adjustments to the financial statements and/or disclosures and/or significant deficiencies in internal control noted in the conduct of the audit. I Obtain management representations We will obtain written and oral representations from management to complement our audit procedures. These representations are not a substitute for the application of our audit procedures; instead, they are intended to confirm the information provided to us and reduce the possibility of misunderstanding. Deloitte enjoys a strong reputation for our commitment to quality Key Complete engagement reporting factors supporting that reputation include: We will provide, following satisfactory completion of appropriate audit procedures, an audit report on your financial statements. A strong tone at the top We also provide reports to the Executive Committee to assist A comprehensive ethics anc; you in fulfilling your responsibilities as required by applicable compliance program auditing standards. Deloitte's client service principles include An uncompromising approach to providing management and the Executive Committee with client service insights into the condition of the business and offering Communication of and adherence to meaningful suggestions for improvement. We will report these professional standards and client insights and suggestions to the appropriate members of service principles management and/or the Executive Committee for their A mature client feedback program consideration. A multifaceted approach to monitoring independence To enable us to determine how well we have achieved our client A robust technical consultation service objectives, including engagement quality, we actively approach solicit feedback from our clients. This feedback is obtained either through meetings with members of the Executive National office consultation Committee and Management or their completion of regarding areas of high risk or areas that require significant judgment questionnaires. • Technical training for our Our client feedback activities are designed to enhance our professionals understanding of your expectations of us through your evaluation An annual internal inspection of our performance. The information allows us to refine our client process for audit engagements, service objectives to help us remain focused, responsive, and Continuous improvement based on proactive in meeting your needs while fulfilling our professional lessons learned and client feedback. responsibilities. 9 2010 Audit Service Plan -The Corporation of the City of Pickering © Deloitte & Touche LLP and affiliated entities. 140 Audit scope Designed to obtain reasonable assurance and address the risks of material misstatements. An audit is designed to search for potential misstatements that, individually or collectively, are material. To do this, we determine a specific threshold for each engagement and consider other qualitative factors. This amount is also used to assist in evaluating the significance of uncorrected misstatements ("passed" adjustments and reclassifications). Materiality Our overall materiality level is used in our assessment of significant accounts where audit effort is necessary and will be based on a percentage of expenses for the City and other qualitative factors. We will design our work so as to consider material items appropriately and to detect potential adjustments that, individually or in combination with others, would be material to the financial statements. We anticipate that our materiality level will be in the range of 1 % to 1.5% of budgeted expenses. If the amount of uncorrected misstatements detected when conducting our audit exceeds that which we anticipated when we planned the audit, we may need to revise the scope of the audit. Should such a situation arise, we will discuss the matter with management on a timely basis in order to agree upon the appropriate course of action. We will report to management and the Executive Committee any errors and also ask for correction of misstatements above an amount we consider trivial (generally 5% of our materiality level) that we become aware of while conducting our audit. Risk assessment We compile information from a variety of sources, including discussions with Management and the Executive Committee, to identify significant risks to the City's financial reporting process that may require attention. Our preliminary risk assessment took into account: • Key business developments and transactions (internal and external); • Current business, regulatory and accounting pronouncements and developments; • Key Management strategies and business plans; and • Areas of significant judgment and risk. Our audit planning activities to date and our preliminary identification of audit risks enables us to set the preliminary scope of our audit and to design audit procedures tailored to the identified risks to financial reporting. The table that follows sets out the risk areas that we have identified, during our preliminary planning activities. The table also includes our proposed response to each of these risks. Our planned audit response is based on our assessment of the likelihood of each risk area's occurrence and the significance should a misstatement occur. Our planned audit response to each risk area takes into account our determination of materiality as well as our prior knowledge of the City. 10 2010 Audit Service Plan - The Corporation of the City of Pickering © Deloitte & Touche LLP and affiliated entities. 141 Risk Areas I r F S; • Substantive testing on accounts payable, accrued liabilities, Year-end cut- Cut-off of revenues and deferred revenue and accounts receivable off expenses Test disbursements and cash receipts subsequent to year-end • Test supporting assumptions. for accrued liabilities and deferred revenue Revenue/ Revenue recognition of Substantive testing to determine if restricted contributions (i.e. deferred development charges, gas tax, etc.) and government transfers _ amounts grants and contributions have been recognized as revenue in the appropriate period Estimates require Obtain documentation on management's controls over the management judgments (i.e. development of accounting estimates for any significant Accounting allowance for significant management estimates and assess risk estimates property tax appeals, Focused review of calculations and support contingent liabilities, etc.) and Discussions with management there are new audit standards Analytic review of related accounts relating to this area Review outcome of estimates from prior years Implementation of PS 3150 - Review of processes used in determining completeness, Tangible Capital Assets' was valuation, recording and cut-off of 2010 additions and Tangible new in 2009 and for 2010 disposals capital assets spreadsheets and journal Substantive testing of transactions and processes for (TCA) entries still being used to assessing useful lives of TCA appropriately record TCA and Review of calculations of amortization related amortization. i . Accuracy and completeness ' Communicate with actuary on our use of their report for audit purposes Actuarially of certain liabilities such as Review actuarial report and test related assumptions and data determined Workplace Safety and • liabilities Insurance ("WSIB") and post- Ensure appropriate accounting treatment has been applied employment benefits • Review related financial statement note disclosure for accuracy and completeness 11 2010 Audit Service Plan -The Corporation of the City of Pickering © Deloitte & Touche LLP, and affiliated entities. 142 The Deloitte client service commitment Seamless and effective delivery focused on your specific needs The City is important to Deloitte. The City is unique and you deserve a customized approach to the services we provide. As a foundation for our service plan, we have developed a set of service commitments to guide the delivery of every aspect of our audit services. Our client service assessment, which is central to our philosophy, emphasizes the importance of our listening to your expectations, reassessing your needs based on the feedback you provide to us in the assessment process, and responding with actions and results. We are pleased to have the opportunity to continually raise the bar by improving processes. and adding value while delivering an effective and efficient audit. Our approach. to client service excellence At Deloitte, our objective is to execute our audit in a way that meets our professional standards and also creates a positive client experience. Our client service principles are our framework for providing guidance, for coaching members of our engagement team, and for identifying our clients' unique preferences regarding the ways they want to work with us. They enable us to operationalize and focus our engagement teams on client service excellence. Our client service principles: We will... ✓make and meet our commitments to you by... • working with you to clearly define your expectations • delivering what is agreed upon • being easily accessible to you • providing valuable responses to all your inquiries • ensuring timeliness and accuracy in our billings ✓understand your business and what is important to you by... • anticipating your needs • understanding your business 12 2010 Audit Service Plan -The Corporation of the City of Pickering © Deloitte & Touche LLP and affiliated entities. 143 Your Deloitte client service commitment ✓ provide value and build trust through technical competence and consistent results by... • instilling confidence and trust in the quality of our work • offering up-to-date professional skills • providing value to your organization • providing insights into the condition of the business and meaningful suggestions for improvement ✓demonstrate professionalism through effective interaction and communications by... keeping you informed of the status of the audit • performing.as a well organized team • working collaboratively with you ✓ provide a no surprises experience by... • proactively addressing issues • providing timely communication of changes to fees • effectively managing changes to the service team At the conclusion of our audit, or at any time during the engagement, we invite you to assess our performance against these principles through our client feedback process. 13 2010 Audit Service Plan -The Corporation of the City of Pickering © Deloitte & Touche LLP and affiliated entities. 144 Your Deloitte client service team The selection of the right team of professionals is the most important engagement decision that we make. The following team of audit professionals has been carefully selected to serve the City. .t Paula Testy Audit Engagement Partner Lilian Cheung Doug Wilkinson Audit P,1anaaer Computer Assurance Pawner Kevin Campagna Tabish Gill w, it I Computer Assurance >,~i- _ _n~Or ; ,1 "~1anagei. Audit Assistants r 14 2010 Audit Service Plan -The Corporation of the City of Pickering 0 Deloitte & Touche LLP and affiliated entities. i .145 Appendix A - Communication requirements The table below summarizes our communication requirements. The communication requirements include all communications required by generally accepted auditing standards and other communications that we anticipate would help to achieve an effective audit. 1. Fraud or possible fraud identified through the audit process 2. Illegal or possibly illegal acts 3. Related party transactions that are not in the normal course of business _ - 4. Procedures performed on other documents with which we are associated and the results thereof 5. Responsibility assumed by Deloitte 6. Our Audit Strategy and Scope 7.. Management judgments and accounting estimates 8. Audit adjustments (non-trivial adjustments whether or not corrected) j 9. Uncorrected misstatements determined by management to be immaterial 10. Significant accounting policies and unusual transactions 11. Critical accounting policies and practices ~12. Alternative treatments in Canadian GAAP for accounting policies and practices related to material items (including specific transactions) that have been discussed with management during the current audit period, including: a. Ramifications of the use of such alternative disclosures and treatments b. The treatment preferred by Deloitte 13. Deloitte's judgments about the quality, not just the acceptability, of the City's accounting principles as applied in its financial reporting . _ 14. Other information in documents containing audited financial statements (e.g., annual report) - 15. Disagreements with management 16. Consultation with other accountants . 17. Major issues discussed with management prior to retention i. 18. Problems or difficulties encountered in performing the audit and management's response 19. Material weaknesses in internal control, if any identified by us in the conduct of the audit of the financial statements 20. Material written communications between Deloitte and management 21. All relationships between Deloitte and the City that, in our professional judgement, may reasonably be thought to bear on independence 15 2010 Audit Service Plan -The Corporation of the City of Pickering © Deloitte & Touche LLP and affiliated entities. r 146 Appendix B - Accounting update (Public Sector) Information relating to these new standards has been obtained in part from the CICA Public Sector Accountina oard website. PS 3260 Liability Effective for fiscal years PSAB issued CICA Public Sector Accounting Handbook Section for contaminated beginning on or after April 3260, Liability for Contaminated Sites. This Section will apply to all sites. 1, 2014. governments and government organizations that base their accounting policies on the CICA Public Sector Accounting Handbook. Section PS 3260, Liability for Contaminated Sites, addresses the recognition criteria, measurement and disclosure requirements for j reporting liabilities associated with remediation of contaminated sites that either are not in use or resulted from unexpected environmental events (such as a toxic spill or natural disaster). It also provides guidance on each of the recognition criteria, as well as issues related to initial and subsequent measurement based on the principles in Sections PS 3200, Liabilities, PS 3300, Contingent Liabilities, and PS 3390, Contractual Obligations. PS 3510 Tax Effective for fiscal years PSAB has issued a new Tax Revenue, Section PS 3510. The new Revenue (formerly beginning on or after April Section applies to all levels of governments. Revenue) 1, 2012. The main features of this section are as follows: • Taxes are to be recognized as an asset and revenue when they meet the definition of an asset, they are authorized (a defined concept) and the taxable event occurs. • Tax revenue would be recognized by the government that imposes the tax except in purely flow-through arrangements. • A tax is considered authorized when the effective date of the tax has passed and the earlier of the following has occurred: the related legislation, regulations or by-laws have been approved, or, in the case of jurisdictions where the legal framework allows it, the ability to assess and collect tax has been provided through legislative convention. • An asset acquired through a tax transaction is to be measured initially at its realizable value. • Tax revenue should not be reduced by transfers made. through a tax system. • Tax revenue should not be grossed up for the amount of tax concessions (which are often referred to as tax expenditures). • Guidance for identifying and distinguishing between tax concessions and transfers made though a tax system is provided. 16 2010 Audit Service Plan - The Corporation of the City of Pickering © Deloitte & Touche LLP and affiliated entities. L 147 Appendix B -Accounting update (Public Sector) Government Proposed for transfers In May 2010, the PSAB has issued a third Re-exposure Draft (Re- Transfers recognized on or after ED) that proposes changes from the 2009 Re-ED, particularly for April 1, 2012. Exposure capital transfers received. The Re-ED is intended to apply to all draft comment period levels of government and specifically addresses how recipient ended on September 15, governments should account for transfers. 2010. This project was started to develop amendments to Section PS 3410, Government Transfers, to address application and interpretation issues raised by the government community. The major issues in the project include: ■ Resolving the debate over the appropriate accounting for multi-year funding provided by governments; ■ Clarifying the nature and extent of the authorization needed to be in place for a transfer to be recognized; ■ Clarifying the degree to which stipulations imposed by a transferring government should impact the timing of recognition of the transfer by both the transferor and recipient governments; and ■ Addressing the appropriate accounting for capital transfers received under an expense-based accounting regime. Under the May 2010 third re-exposure draft, a transfer would be recognized in revenue when the transfer is authorized and the transferor's eligibility criteria are met by the transfer recipient unless the recipient has a liability. A liability could arise because the transferor sets specific stipulations on the use of the transfer, or because transferor stipulations and the actions and communications of the recipient government direct the use of the funds for specific purposes. In both cases, revenue would be recognized overtime as the liability is settled. This rule would apply to all transfers received: operating transfers, capital transfers and transfers of tangible capital assets. On the other hand, a transferring government would recognize a transfer in expenses when the transfer has been authorized and recipients have met its eligibility criteria. This rule would apply to all types of transfers provided. 17 2010 Audit Service Plan - The Corporation of the City of Pickering © Deloitte & Touche LLP and affiliated entities. 148 Appendix B -Accounting update (Public Sector) e w esr 'L Financial Proposed for fiscal years An exposure draft was issued in September 2009. The main Instruments beginning on or after April 1, features included: 2012. • Fair value measurement is required for derivatives and portfolio investments that are equity instruments quoted in an active market. • A government can choose to report non-derivative financial assets and/or financial liabilities on a fair value basis if it manages and reports performance of these items on a fair value basis. • A change in the fair value of a financial instrument should be presented in the statement of operations as a re-measurement gain and loss. (see update below) ■ Revenues other than re-measurement gains and expenses other than re-measurement losses should be separately presented in the statement of operations. ■ The statement of operations should report the measure of surplus/deficit excluding re-measurement gains and losses for the period separately from the measure of surplus/deficit for the period, which includes re- measurement gains and losses (see update below). ■ A government should disclose information that enables users of financial statement to evaluate the nature and extent of risks arising from financial instruments to which it is exposed at the reporting date. ■ The proposed standard will be effective forfiscal years beginning on or after April 1, 2012. Early adoption is encouraged. Any adjustment to the carrying amount of applicable assets and liabilities at the beginning of the fiscal year the standard is initially applied should be recognized as an adjustment to the accumulated surplus/deficit at that date. Update After reviewing the responses from the exposure draft, PSAB has decided to issue an additional Exposure Draft with a presentation model that would report Re-measurement Gains and Losses outside of the statement of operations on a separate statement of'Re-measurement Gains and Losses'. This Exposure Draft was issued in November, 2010 and has a comment period which ends on January 17, 2011. 18 2010 Audit Service Plan -The Corporation of the City of Pickering © Deloitte & Touche LLP and affiliated entities. I I 149 Appendix B -Accounting update (Public Sector) ~rl ~ ~u~uer s s• s o a s s ± Foreign Currency Proposed for fiscal years In September 2009 PSAB approved an exposure draft resulting Translation beginning on or after April 1, from the proposed Public Sector Accounting Handbook Section 2012. on Financial Instruments. The amendments proposed in the ED are required to ensure that Section PS 2600 is consistent with the proposed standards for Financial Instruments. The main features of this ED include the following: • All monetary items and those non-monetary items included in the fair value category are translated using the exchange rate on the financial statement date. • An exchange gain or loss reported prior to the period of settlement is unrealized and presented as a re- measurement gain or loss. Within the Financial Instruments ED, unrealized gains or losses that arise on items in the fair value category are distinguished in this manner. The statement of operations would be comprised of two components, allowing those unrealized amounts that are re-measurement gains and losses to be presented apart from the other revenues and expenses a government reports on and compares to budget. (see update below - June 2010) • Hedge accounting provisions in Section PS 2600 are removed. • The scope exclusion for foreign exchange reserves in Section PS 2600.04 are removed. The proposed amendments will be effective for fiscal years beginning on or after April 1, 2012. Early adoption is encouraged. A government adopts standards contained in the Financial Instruments ED and the amended Foreign Currency standards in the same fiscal period. Any adjustment to the carrying amount of applicable assets and liabilities at the beginning of the fiscal year the amendments are applied should be recognized as an adjustment to the accumulated surplus/deficit at that date. In June 2010, PSAB asked the task force to draft a Re-exposure Draft with a presentation model that would report re- measurement gains and losses outside of the statement of operations. This presentation model is part of the Financial Instrument Exposure Draft which proposes that re-measurement gains and losses be presented on a separate 'Statement of Re- Measurement Gains and Losses.' 19 2010 Audit Service Plan - The Corporation of the City of Pickering © Deloitte & Touche LLP and affiliated entities. 1so Appendix C - Deloitte resources a click away At Deloitte we are devoted to excellence in the provision of professional services and advice, and to focusing on client service. To this end, we have developed numerous resources, which contain relevant and timely information accessible by our clients. Included below is an overview of these resources. These resources are available through the Deloitte Portal. It has been our experience that the City's management has been pro-active in communicating with us concerning the critical audit and other issues that they are facing. We have noted that management takes its financial reporting responsibilities seriously. Efficient audits result when clients "get it right" in the first instance. Our audit plan takes into account management's role in effectively monitoring changes in the organization, changes in accounting and financial statement requirements and other needs as they arise. Access to the Deloitte Portal tools such as the financial reporting disclosure checklists and the accounting standards setting activities digests, facilitates the efficient and accurate preparation of financial statements in the first instance, and avoids the need for more costly and disruptive corrections resulting from audit findings and enables our audit professionals to focus on the required testing. The timely communication of needed information and timely access to a wide variety of resources also facilitates the efficient accomplishment of other ongoing client needs. The following chart provides information on accessing these resources and the related audience. Many of these resources contain information relevant to public sector entities. Centre for Corporate Governance Executive Committee ww__ c_orogo_v_.deloitteca members Web site specifically designed to - - Board members help board members with their • CEO/CFO responsibilities. • • Internal auditor j Legal counsel . DeloitteLINK CFO w,ww.deloitte.com/caiDeloitteLINK VP Finance Weekly e-newsletter that helps /Treasurer the finance team to stay on top of Controller standard-setting initiatives. • Financial reporting team i Deloitte Update CFO www.deloitte.com/ca/update VP Finance Learning webcasts offered I throughout the year featuring /Treasurer Controller Deloitte professionals discussing Financial reporting critical issues that affect your • team business. 20 2010 Audit Service Plan - The Corporation of the City of Pickering © Deloitte & Touche LLP and affiliated entities. r - 1 51 Appendix C - Deloitte resources a click away - Directors' Series Executive Committee www.deloitte.com/ca/DirectorsSeries members A program that provides Board members Canadian corporate directors with • CEO/CFO an opportunity to keep up with • Internal auditor their learning requirements in a Legal counsel time of frequent change and new demands. • Directors walk away with ready- to-use information and tools to help them discharge their responsibilities. a Integrity in the Spotlight Executive Committee Second edition of a book on members Executive Committee • CEO/CFO effectiveness, co-authored by • Internal auditor retired Deloitte partner • Legal counsel Jim Goodfellow and Maureen Sabia,'at Canadian Tire ! Corporation. On the Agenda Executive Committee i members Bi-monthly e-newsletter that CEO/CFO advises directors about recent • Internal auditor developments affecting their • Legal counsel responsibilities, including the points of view of Deloitte professionals. Standard-Setting Activities Digest CFO ww;nr.b'eioitte.com/caistandards VP Finance Monthly online updates on recent developments in standard-setting /Treasurer from a comprehensive list of • Controller Financial reporting standard-setting organizations. team We strive to exceed your expectations and to leverage Deloitte resources to help, you achieve your objectives. 21 2010 Audit Service Plan - The Corporation of the City of Pickering © Deloitte & Touche LLP and affiliated entities. ATTACHMENT #,.a-TO REPORT # ('_S oC ( 152 DeloAtte „ Deloitte & Touche LLP 5140 Yonge Street Suite 1700 Toronto ON M2N 61-7 Canada Tel: 416-601-6150 Fax: 416-601-6610 www.deloitte.ca November 12, 2010 Mr. Tony Prevedel Chief Administrative Officer The Corporation of the City of Pickering 1 The Esplanade Pickering, ON L1V 6K7 Mr. Gillis Paterson Director, Corporate Services and Treasurer The Corporation of the City of Pickering 1 The Esplanade Pickering, ON L IV 6K7 Dear Mr. Prevedel and Mr. Paterson: Deloitte & Touche LLP ("Deloitte" or "we" or "us") is pleased to serve as your auditors for the year ending December 31, 2010. Ms. Paula Jesty will be responsible for the services that we perform for The Corporation of the City of Pickering ("the City"). She will, as considered necessary, call upon other individuals with specialized knowledge, either in this office or elsewhere in our firm to assist in the performance of our services. In addition to the financial statement audit we are engaged to provide under this engagement letter, we would also be pleased to assist the City on issues as they arise .throughout the year. Hence, we hope that you will call Ms. Paula Jesty whenever you believe Deloitte can be of assistance. We will perform this engagement subject to the terms and conditions set forth herein and in the accompanying appendices. The objective and scope of the audit You have requested that we audit the consolidated financial statements of the City, which comprise the statement of financial position as at December 31, 2010, and the statements of operations, change in net financial assets, and cash flows for the year then ended, and a summary of significant accounting policies and other explanatory information. In addition, we will perform a financial statement audit of the City of Pickering Public Library Board and of the City of Pickering Trust Funds. We are pleased to confirm our acceptance and our understanding of this audit engagement by means of this letter. Our audit will be conducted with the objective of our expressing an opinion on the financial statements. Appendix A provides further information about the objective and scope of the audit. Membre de / Member of Deloitte Touche Tohmatsu The Corporation of the City of Pickering November 12, 2010 Page 2 153 The responsibilities of the auditor We will conduct our audit in accordance with Canadian generally accepted auditing standards ("Canadian GAAS"). Those standards require that we comply with ethical requirements and plan and perform the audit to obtain reasonable assurance about whether the financial statements are free from material misstatement. An audit involves performing procedures to obtain audit evidence about the amounts and disclosures in the financial statements. The procedures selected depend on the auditor's judgment, including the assessment of the risks of material misstatement of the financial statements, whether due to fraud or error. An audit also includes evaluating the appropriateness of accounting policies used and the reasonableness of accounting estimates made by management, as well as evaluating the overall presentation of the financial statements. Because of the inherent limitations of an audit, together with the inherent limitations of internal control, there is an unavoidable risk that some material misstatements may not be detected, even though the audit is properly planned and performed in accordance with Canadian GAAS. In making our risk assessments, we consider internal control relevant to the entity's preparation and fair presentation of the financial statements in order to design audit procedures that are appropriate in the circumstances, but not for the purpose of expressing an opinion on the effectiveness of the entity's internal control. However, we will communicate to you in writing concerning any significant deficiencies in internal control relevant to the audit of the financial statements that we have identified during the audit. The audit of the financial statements by Deloitte does not relieve management or the Executive Committee of their respective responsibilities. Appendix A provides more information about Deloitte's responsibilities in respect of the audit. The responsibilities of management and identification of reporting framework Our audit will be conducted on the basis that management, under the oversight of the Executive Committee, acknowledge and understand that they have responsibility: • For the preparation and fair presentation of the financial statements in accordance with Canadian public sector accounting standards • For such internal control as management determines is necessary to enable the preparation of financial statements that are free from material misstatement, whether due to fraud or error; and • To provide us with: o Access to all information of which management is aware that is relevant to the preparation of the financial statements such as records, documentation and other matters; o Additional. information that we may request from management for the purpose of the audit; and o Unrestricted access to persons within the entity from whom we determine it necessary to obtain audit evidence. As part of our audit process, we will request from management written confirmation concerning representations made to us in connection with the audit. We look forward to full cooperation from your staff during our audit. Management's responsibilities in connection with this engagement are further described in Appendix B. ilk The Corporation of the City of Pickering 154 November 12, 2010 Page 3 Executive Committee' responsibilities and auditor communications As auditors of the City, we report directly to the Executive Committee as it is directly responsible for the oversight of our work. We acknowledge that the Executive Committee is also responsible for recommending our appointment and compensation. We understand that the services to be performed under this engagement letter have been pre-approved by the Executive Committee in accordance with any established pre-approval policies and procedures. The Executive Committee is also responsible for reviewing and approving the City's hiring policies regarding current and former partners and employees of Deloitte & Touche LLP, Deloitte Touche Tohmatsu, its member firms and the affiliates of Deloitte & Touche LLP, Deloitte Touche Tohmatsu and its member firms. In accordance with Canadian GAAS, we are required to communicate with the Executive Committee about various matters in connection with our audit. The Executive Committee' responsibilities and our communications with the Executive Committee are described in Appendix C. Inclusion of Deloitte reports in documents and public oral statements or references to Deloitte in other documents and on electronic sites If the City intends to publish or otherwise reproduce in any document our report on the City's financial statements, or otherwise make reference to Deloitte in a document that contains other information in addition to the audited financial statements, thereby associating Deloitte with such document, the City agrees that its management will provide Deloitte with a draft of the document to read and obtain our written consent for the inclusion or incorporation by reference of our report, or the reference to Deloitte, in such document before the document is printed and distributed. No other form of document is to be considered to signify our consent. The inclusion or incorporation by reference of our report in any such document would constitute the re-issuance of our report. Management agrees to provide adequate notice of the preparation of any such public documents. The City also agrees that it will notify us and obtain our written approval prior to including our report or financial statements with which we are associated on an electronic site. Further, it is agreed that in any electronic distribution, for example on the City's web site, management is solely responsible for the accurate and complete reproduction of our report and the subject matter on which we reported. This engagement letter, and our agreement to perform the services described in this engagement letter, does not constitute our consent to the use of our report in, or our agreement to be associated with any such documents published or reproduced by or on behalf of the City. Any request by the City to re-issue our report, to consent to its inclusion or incorporation by reference in an offering or other document, or to agree to its inclusion on an electronic site, will be considered based on the facts and circumstances existing at the time of such request. The estimated fees outlined herein do not include any services that would need to be performed in connection. with any such required services or modifications needed to our report for summarized financial statements. Fees for such services (and their scope) would be subject to our mutual agreement at such time and would be described in a separate engagement letter. II I 155 The Corporation of the City of Pickering November 12, 2010 Page 4 Fees We estimate that our fees for this audit will be as follows, plus applicable taxes (such as Harmonized Sales Tax): The Corporation of the City of Pickering (including Trust Funds) $63,000 Pickering Public Library Board $5,600 Appendix D provides an estimated timetable for the services included in this engagement contract and the responsibilities of both Deloitte and the City's management with respect to the successful completion of the engagement. Deloitte will monitor all work and assess fees (time and expenses) as they are incurred throughout the engagement. If circumstances arise, such as those described in Appendix E, and as a result the fees for any of the services outlined are likely to be greater than indicated due to the need for additional work, we will contact you to discuss the reason and seek your approval for this additional work. Reporting In accordance with Canadian GAAS, we expect to issue a report at the completion of our audit in the form shown in Appendix F. The form and content of our report may need to be amended in the light of our audit findings. Our ability to express an opinion and the wording of our opinion will, of course, be dependent on the facts and circumstances at the date of our report. If, for any reason, we are unable to complete the audit or are unable to form or have not formed an opinion, we may decline to express an opinion or decline to issue a report as a result of this engagement. If we are unable to complete our audit or if our auditors' report requires modification, the reasons therefore will be discussed with the Executive Committee and the City's management. Other matters This engagement letter, including the appendices A through G attached hereto and made a part hereof, constitutes the entire agreement between the parties with respect to this engagement and supersedes all other prior and contemporaneous agreements or understandings between the parties, whether written or oral, relating to this engagement. This engagement contract will continue in force for subsequent audits unless amended by the mutual consent of ourselves and the City. Please sign and return the attached copy of this letter to indicate your acknowledgement of, and agreement with, the arrangements for our audit of the financial statements including our respective responsibilities. Yours truly, Chartered Accountants Licensed Public Accountant Enclosure I~ The Corporation of the City of Pickering 156 November 12, 2010 Page 5 The services and terms set forth in this contract are acknowledged and approved by The Corporation of the City of Pickering: Signature Title m Z2, zo /0 Date Signature C:Y~ G),, \ ~n S r°'" .,~a / 1 bj•- ~s `f: j S`c...' 6t v/~ 0'.. J C V Title Date 157 Appendix A The objective and scope of a financial statement audit and the responsibilities of the auditor The Corporation of the City of Pickering December 31, 2010 The objective and scope of a financial statement audit We will plan and perform the audit to obtain reasonable assurance about whether the financial statements as a whole are free from material misstatement, whether due to fraud or error. The financial statements subject to audit are those of the City, prepared by management, with oversight from the Executive Committee. The audit will enable us to express an opinion on whether the financial statements are prepared, in all material respects, in accordance with Canadian GAAP. The audit also includes evaluating the appropriateness of accounting policies and the reasonableness of accounting estimates made by management, as well as evaluating the overall presentation of the financial statements. Our report on the financial statements and communications required by Canadian GARS will be in accordance with our findings. It is important to recognize that there are inherent limitations of an audit, where most of the audit evidence obtained is of a persuasive, rather than a conclusive nature. These limitations arise from the nature of financial reporting, the nature of audit procedures and the need for the audit to be conducted within a reasonable period of time and at a reasonable cost. Financial reporting involves judgment by management in applying the requirements of Canadian GAAP to the facts and circumstances of the City. Many financial statement items will involve a degree of uncertainty, and there may be a range of acceptable interpretations or judgments that may be made. The audit procedures we perform will be selected.based on our judgment, including the assessment of the risks of material misstatement of the financial statements, whether due to fraud or error. Because of the nature of fraud, including attempts at concealment and forgery, an audit designed and executed in accordance with Canadian GAAS may not detect a material fraud. The performance of the audit within a reasonable period of time and at a reasonable cost requires us to plan the audit so that it will be performed in an effective manner, with audit effort directed to areas most expected to contain risks of material misstatement, whether due to fraud or error, and using selective testing and other means of examining populations for misstatements and drawing conclusions thereon. Internal control over financial reporting An independent audit conducted by Deloitte in accordance with Canadian generally accepted auditing standards is not a substitute for the maintenance of internal control necessary for the preparation of financial statements by management. Management's acknowledgment of its responsibility for the maintenance of internal control necessary for the preparation of financial statements does not imply that Deloitte will find that the internal control maintained by management has achieved its purpose or will be free of deficiencies. Appendix A 158 We obtain an understanding of internal control relevant to the audit however, not all controls are relevant to every audit. We evaluate the design of controls relevant to the audit and determine whether they have been implemented. We are not, however, required to determine whether relevant controls are operating effectively. Although it is not required by generally accepted auditing standards, we may decide that for a particular engagement, it makes sense to rely on the effective operation of some controls in determining the substantive procedures we will perform. In this case, we would go beyond evaluating the design of relevant controls and determining whether they have been implemented, to also test whether the controls on which we intend to rely are operating effectively. Accordingly, while generally accepted auditing standards require us to report to the Executive Committee any significant deficiencies that have come to our attention, we may not be aware of all material weaknesses in internal control that do, in fact, exist. Appendix B Management's responsibilities The Corporation of the City of Pickering December 31, 2010 Financial statements and the effectiveness of internal control over financial reporting The City's internal control, including its accounting books and records or accounting systems, will reflect the needs of management, the complexity of its businesses, the nature of its risks and relevant laws or regulation. Management must determine what internal control is required, including how it is designed, implemented and maintained to achieve the City's objectives. Internal control, no matter how effective, can provide the City with only reasonable assurance about achieving its financial reporting objectives due to the inherent limitations of internal control. The preparation and overall. accuracy of the financial statements and their fair presentation in accordance with Canadian GAAP, together with all required disclosures concerning internal control over financial reporting is the responsibility of the City's management. Among other things, management has the responsibility for: 1. Establishing and maintaining effective internal control over financial reporting necessary to enable the preparation of financial statements that are free from material misstatement, whether due to fraud or error and informing Deloitte of weaknesses identified in the design or operation of internal control over financial reporting; 2. Informing Deloitte of any changes in the City's internal control over financial reporting that occurred during the year that have materially affected, or are reasonably likely to materially affect, the City's internal control over financial reporting; 3. Identifying and ensuring that the City complies with the laws and regulations applicable to its activities and informing us of any known material violations of such laws or regulations; 4. Adjusting the financial statements to correct material misstatements; 5. Safeguarding assets; 6. Providing to us all information of which management is aware that is relevant to the preparation of the financial statements including, but not limited to, all financial records and related data including information on the recognition, measurement and disclosure of specific items, and copies of all minutes of meetings of shareholders, directors and committees of directors; 7. Providing additional information that we may request from management for the purpose of the audit; 8. Providing us with unrestricted access to persons within the City from whom we determine it necessary to obtain evidence; and 9. Informing Deloitte of facts that may affect the financial statements, of which management may become aware during the period from the date of the auditors' report to the date the financial statements are issued. Representation letter We will make specific inquiries of the City's management about the representations embodied in the financial statements and internal control over financial reporting. As part of our audit procedures, we will request that management provide us with a representation letter acknowledging management's responsibility for the preparation of the financial statements in accordance with Canadian GAAP and that the financial statements are fairly presented in accordance therewith. i Appendix B 1 6 0 We will ask management to affirm their belief that the effects of any uncorrected financial statement misstatements aggregated by us during the current audit engagement and pertaining to all the periods presented are immaterial, both individually and in the aggregate, to the financial statements taken as a whole and that management has provided us with all relevant information and access as agreed in this engagement letter and has recorded and reflected all transactions in the financial statements. We will require certain written representations from management in accordance with Canadian GAAS and will request additional representations to support other audit evidence relevant to the financial statements or one or more specific assertions therein. Those written representations are to be provided in the form of a representation letter addressed to Deloitte, as near as practicable to, but not after, the date of the auditors' report on the financial statements. Such representations will be for all financial statements and periods referred to in the audit report. The responses to inquiries and related written representations of management required by Canadian GAAS are part of the evidential matter that we will rely on as auditors in forming our opinion on the City's financial statements. Independence matters For purposes of the following two paragraphs, "Deloitte" shall mean Deloitte & Touche LLP, Deloitte Touche Tohmatsu, its member firms and the affiliates of Deloitte & Touche LLP, Deloitte Touche Tohmatsu and its member firms. Independence matters as a result of restrictions on providing certain services In connection with our engagement, Deloitte, management, and the Executive Committee will assume certain roles and responsibilities in an effort to assist Deloitte in maintaining independence and ensuring compliance with Canadian independence rules. Management of the City will ensure that the City, together with its boards and other entities that comprise the City for purposes of the consolidated financial statements, has policies and procedures in place for the purpose of ensuring that neither the City nor any such subsidiary or other entity will act to engage Deloitte or accept from Deloitte any service that under Canadian independence rules or other applicable rules would impair Deloitte's independence. All potential services are to be discussed with Ms. Paula Jesty. Independence matters relating to hiring Deloitte must assess threats to independence created when a former Deloitte partner or member of the engagement team is employed by management. In order to assist Deloitte in maintaining independence, management should notify Ms. Paula Jesty where substantive employment conversations have been had with a former or current Deloitte partner or engagement team member. Appendix B 161 Fraud and error Management is responsible for: 1. Designing and implementing programs and controls to prevent and detect fraud and error; 2. Informing us about all known or suspected fraud affecting the City involving (a) management, (b) employees who have significant roles in internal control, and (c) others where the fraud could have a material effect on the financial statements; 3. Informing us of its knowledge of any allegations of fraud or suspected fraud affecting the City received in communications from employees, former employees, analysts, or others; 4. Informing us of any information it might have regarding any concerns or allegations of potential errors in the selection of accounting policies or the recording of transactions affecting the City that have been communicated to it by employees, former employees, analysts, or others, whether written or oral; 5. Informing us of its assessment of the risk that the financial statements may be materially misstated as a result of fraud; and 6. Communicating its belief that the effects of any uncorrected financial statement misstatements aggregated during the audit are immaterial, both individually and in the aggregate, to the financial statements taken as a whole. Related parties The City agrees that it will provide us with the identity of the City's related parties, including changes from the previous period, the nature of the relationships between the City and these related parties and whether the City entered into any transactions with these related parties during the period and if so, the type and purpose of the transactions. i I Appendix C 1 6 2 Executive Committee responsibilities and auditor communications The Corporation of the City of Pickering December 31, 2010 Executive Committee responsibilities The Executive Committee is responsible for the oversight of the financial reporting process, including management's preparation of the financial statements and monitoring of the City's internal control related to financial reporting and oversight of our work. Communications with the Executive Committee Canadian GAAS require that we communicate with the Executive Committee about a number of matters that are relevant to the financial reporting process. Planned scope and timing of the audit Our audit plan will be separately communicated to you at a later date, providing an overview of the planned scope and timing of the audit. Significant Findings from the Audit We will communicate our views about significant qualitative aspects of the City's accounting practices, including accounting policies, accounting estimates and financial statement disclosures. Should the need arise, we will communicate to the Executive Committee why we would consider a significant accounting practice that may be acceptable under Canadian GAAP, not to be the most appropriate to the particular circumstances of the City. We will communicate, in writing, any significant deficiencies in internal control that we identify on the basis of the audit work performed. The purpose of our audit is to express an opinion on the financial statements. While the audit will include consideration of internal control relevant to the preparation of the financial statements in order to design audit procedures appropriate in the circumstances, it was not performed to express an opinion on the effectiveness of internal control. In addition, we will communicate: • any significant matters arising from the audit in connection with the City's related parties; • any events or conditions identified that may cast doubt on the City's ability to continue as a going concern; • any significant difficulties encountered during the audit; • any significant matters arising from the audit that were discussed or subject to correspondence with management; • written representations we are requesting; • any material uncorrected inconsistencies or misstatements in fact we identify from reading the financial and non-financial information that are included in a document containing audited financial statements and our auditors' report; and • any other matters that in our professional judgment are significant to the oversight of the financial reporting process. Appendix C 1 63. Independence communications In accordance with Canadian GAAS, we will disclose to the Executive Committee, in writing, all relationships between Deloitte and the City and its related entities, that in our professional judgment may reasonably be thought to bear on our independence and confirm to the Executive Committee in such letter whether, in our professional judgment, we are independent of the City within the meaning of the Rules of Professional Conduct of our profession. For purposes of this paragraph, "Deloitte"shall mean Deloitte & Touche LLP, Deloitte Touche Tohmatsu, its member firms and the affiliates of Deloitte.& Touche LLP, Deloitte Touche Tohmatsu and its member firms. Fraud, error and illegal acts If items of the following nature come to our attention, and in our judgment need to be reported to those charged with governance, we will report them directly to the Executive Committee: 1. Any fraud that involves management; 2. Any fraud involving employees who have significant roles in internal control; 3. Any fraud of which we become aware that has resulted or could result in a material misstatement of the financial statements; 4. Any other matters related to fraud, which in our judgment, are relevant to the responsibilities of the Executive Committee; 5. Instances of identified or suspected non-compliance with laws and regulations, other than when the matters are clearly inconsequential; 6. Individual uncorrected misstatements identified by us during the audit that were determined by management to be immaterial, both individually and in the aggregate, to the financial statements taken as a whole; 7. Uncorrected misstatements related to prior periods on the relevant classes of transactions, account balances or disclosures and the financial statements taken as a whole; 8. Questions regarding the honesty and integrity of management; 9. Matters that may cause future financial statements to be materially misstated; and 10. Significant misstatements resulting from errors that were corrected by management. We will also be making inquiries of the Executive Committee of any actual, suspected or alleged fraud affecting the City and whether the City is in compliance with laws and regulations that may have a material effect on the financial statements. We will inform the appropriate level of management of the City and determine that the Executive Committee is adequately informed with respect to illegal acts that have been detected or have otherwise come to our attention in the course of our audit, unless the illegal acts are clearly inconsequential. The matters communicated will be those that we identify during the course of our audit. Our audit would not identify all matters that may be of interest to management or the Executive Committee in discharging its responsibilities. Communication with the appropriate level of authority in the organization's management and with those charged with governance will be determined by the type and significance of the matter to be communicated. We will also make inquiries of the Executive Committee as to whether any subsequent events have occurred that may affect the financial statements, including matters discussed at meetings of the Executive Committee after December 31, 2010. Appendix D 1 6 4 Coordination of the audit The Corporation of the City of Pickering December 31, 2010 Deloitte and the City will develop and maintain an up-to-date work plan that will govern the specific involvement, activities, work products and schedules of all individuals involved in this engagement, including those in the employ of Deloitte, the City and third parties, and regardless of whether the individuals have been assigned to the engagement by Deloitte, the City or a third party. Deloitte's responsibilities We will plan the performance of our audit in accordance with the estimated timetable outlined below. We anticipate that we will commence the interim audit during the week of November 15, 2010, and our year-end audit for three weeks beginning March 14, 2011. We will advise management.of any changes to the timetable. We will communicate to management on a timely basis concerning the status of the engagement. Should we anticipate any changes to our proposed fees, the scope of the engagement, the nature of our report or other planned deliverables, we will contact and advise management of the nature of these changes. Management's responsibilities Management will provide all documentation, as requested by Deloitte, in an accurate and timely fashion. 165 Appendix E Circumstances affecting timing and fee estimate The Corporation of the City of Pickering December 31, 2010 The fees quoted for the audit are based on certain assumptions. Circumstances may arise during the engagement that may significantly affect the targeted completion dates and our fee estimate. As a result, additional fees may be necessary. Such circumstances include, but are not limited to, the following: Audit facilitation 1. Changes to the timing of the engagement at the City's request. Changes to the timing of the engagement usually require reassignment of personnel used by Deloitte in the performance of services hereunder. However, because it is often difficult to reassign individuals to other engagements, Deloitte may incur significant unanticipated costs. 2. All audit schedules are not (a) provided by the City on the date requested, (b) completed in a format acceptable to Deloitte, (c) mathematically correct, or (d) in agreement with the appropriate City records (e.g., general ledger accounts). Deloitte will provide the City with a separate listing of required schedules, information requests, and the dates such items are needed. 3. Significant delays in responding to our requests for information such as reconciling variances or providing requested supporting documentation (e.g., invoices, contracts, and other documents). 4. Deterioration in the quality of the City's accounting records during the current year engagement in comparison with the prior-year engagement. 5. A completed trial balance, referenced to the supporting analyses, schedules and financial statements, is not provided timely by the City. 6. Draft financial statements with appropriate supporting documentation are not prepared accurately and timely by the City's personnel. 7. Electronic files in an appropriate format and containing the information requested are not provided by the City on the date requested for our use in performing file interrogation. Deloitte will provide the City with a separate listing of the required files and the dates the files are needed. 8. The engagement team, while performing work on the City's premises, is not provided with access to the Internet for purposes of conducting the engagement. Significant issues or changes 1. Significant weaknesses are identified in the City's internal control that result in the expansion of our audit procedures. 2. A significant level of proposed audit adjustments is identified during our audit. 3. A significant number of drafts of the financial statements are submitted for our review or we identify a significant level of deficiencies in the draft financial statements. 4. Significant new issues or changes arise as follows: a. New accounting issues. b. Changes in accounting policies or practices from those used in prior years. c. Events or transactions not contemplated in our budgets. d. Changes in the City's financial reporting process or IT systems. e. Changes in the City's accounting personnel, their responsibilities, or their availability. f. Changes in auditing standards, g. Change in the City's use of specialists or the specialists and / or their work product does not meet the qualifications required by Canadian GAAS for our reliance upon their work. 5. Changes in audit scope caused by events that are beyond our control. 166 Appendix F Expected form of audit report The Corporation of the City of Pickering December 31, 2010 We will provide you with our report on the financial statements, which is expected to be in the following form. However, the final form will reflect the results of our audit. INDEPENDENT AUDITORS' REPORT To the Members of Council, Inhabitants and Ratepayers of the Corporation of the City of Pickering: We have audited the accompanying consolidated financial statements of The Corporation of City of Pickering, which comprise the consolidated statement of financial position as at December 31, 2010, and the consolidated statements of operations, change in net financial assets, and cash flows for the year then ended, and a summary of significant accounting policies and other explanatory information. Management's Responsibilityfor the Financial Statements Management is responsible for the preparation and fair presentation of these financial statements in accordance with Canadian public sector accounting standards, and for such internal control as management determines is necessary to enable the preparation of financial statements that are free from material misstatement, whether due to fraud or error. Auditors' Responsibility Our responsibility is to express an opinion on these financial statements based on our audit. We conducted our audit in accordance with Canadian generally accepted auditing standards. Those standards require that we-comply with ethical requirements and plan and perform the audit to obtain reasonable assurance about whether the financial statements are free from material misstatement. An audit involves performing procedures to obtain audit evidence about the amounts and disclosures in the financial statements. The procedures selected depend on the auditor's judgment, including the assessment of the risks of material misstatement of the financial statements, whether due to fraud or error. In making those risk assessments, the auditor considers internal control relevant to the entity's preparation and fair presentation of the financial statements in order to design audit procedures that are appropriate in the circumstances, but not for the purpose of expressing an opinion on the effectiveness of the entity's internal control. An audit also includes evaluating the appropriateness of accounting policies used and the reasonableness of accounting estimates made by management, as well as evaluating the overall presentation of the financial statements. We believe that the audit evidence we have obtained is sufficient and appropriate to provide a basis for our audit opinion. I ~I I 167 Appendix F Opinion In our opinion, the consolidated financial statements present fairly, in all material respects, the financial position of The Corporation of City of Pickering as at December 31, 2010 and the results of its operations and its cash flows for the year then ended in accordance with Canadian public sector accounting standards. (To be signed Deloitte & Touche LLP) Chartered Accountants Licensed Public Accountants Toronto, Ontario (Date of the auditors report) I . i i Appendix G 1 6 $ General business terms The Corporation of the City of Pickering December 31, 2010 The following general business terms (the "Terms") apply to the engagement except as otherwise provided in the specific engagement letter agreement (the "engagement letter") between Deloitte & Touche LLP ("Deloitte") and The Corporation of the City of Pickering (the "Client") to which these Terms are attached. 1. Timely performance - Deloitte will not be liable for failures or delays in performance that arise from causes beyond Deloitte's control, including the untimely performance by the Client of its obligations as set out in the engagement letter. 2. Right to terminate services - If the Client terminates the engagement or requests that Deloitte resign from the engagement prior to its completion, the Client will pay for time and expenses incurred by Deloitte up to the termination or resignation date together with reasonable time and expenses incurred to bring the services to a close in a prompt and orderly manner. Deloitte will not be responsible for any loss, cost or expense resulting from such termination or resignation. Should the Client not fulfill its obligations set out herein or in the engagement letter, and in the absence of rectification by the Client within thirty (30) days of notification in writing by Deloitte, upon written notification Deloitte may terminate its services immediately and will not be responsible for any loss, cost or expense. resulting from such early termination. 3. Fees and taxes - Any fee estimates take into account the agreed-upon level of preparation and assistance from Client personnel. Deloitte undertakes to advise management of the Client on a timely basis should this preparation and assistance not be provided or should any other circumstances arise which cause actual time to exceed that estimate. The Client is responsible for the payment of any applicable federal, provincial or other goods and services or sales taxes, or any other taxes or duties, in connection with the services provided by Deloitte. 4. Expenses - In addition to professional fees, the Client will reimburse Deloitte for its reasonable out- of-pocket expenses including travel, meals and hotels incurred. in connection with this engagement. 5. Billing - Invoices will be rendered periodically as agreed in advance. All invoices shall be due and payable when rendered. Interest shall be calculated at a simple daily rate of 0.0493% (equivalent to 18% per annum). Interest shall be charged and payable at this rate on any part of an invoice which remains unpaid from thirty (30) days after the invoice date to the date on which the outstanding invoice is paid. 6. Governing law - The engagement will be governed by the laws of the Province where Deloitte's principal office performing the engagement is located and all disputes related to the engagement shall be subject to the exclusive jurisdiction of the courts of such Province. 7. Working papers - All working papers, files and other internal materials created or produced by Deloitte related to the engagement are the property of Deloitte. In the event that Deloitte is requested by the Client or required by subpoena or other legal process to produce its files related to this engagement in proceedings to which Deloitte is not a party, the Client will reimburse Deloitte for its professional time and expenses, including legal fees, incurred in dealing with such matters. Deloitte will not return or provide records or information obtained in the course of the engagement to the Client if it is illegal to do so or if Deloitte is requested to withhold the records or information by law enforcement or other public or regulatory authorities (regardless of whether the engagement has been terminated). 169 Appendix G 8. Privacy - Deloitte and the Client acknowledge and agree that, during the course of this engagement, Deloitte may collect personal information about identifiable individuals ("Personal Information"), either from the Client or from third parties. Deloitte's services are provided on the basis that the Client has obtained any required consents for collection, use and disclosure to us of personal information required under applicable privacy legislation. The Client and Deloitte agree that Deloitte will collect, use and disclose Personal Information on behalf of the Client solely for purposes related to completing this engagement, providing services to the Client and Deloitte shall not collect, use and disclose such Personal Information for Deloitte's own behalf or for its own purposes. 9. Third parties - Deloitte's engagement is not planned or conducted in contemplation of or for the purpose of reliance by any third party (other than the Client and any party to whom Deloitte's audit report is addressed) or with respect to any specific transaction. Therefore, items of possible interest to a third party will not be addressed and matters may exist that would be assessed differently by a third party, possibly in connection with a specific transaction. 10. Confidentiality - To the extent that, in connection with this engagement, Deloitte comes into possession of Personal Information or any proprietary or confidential information of the Client, Deloitte will not disclose such information to any third party without the Client's consent, except: (a) as may be required or permitted by legal authority, the rules of professional conduct/code of ethics, or to satisfy the requirements of the Canadian Public Accountability Board ("CPAB") and the Public Company Accounting Oversight Board ("PCAOB") and (b) to the extent that such information shall have otherwise become publicly available. Except as instructed otherwise in writing, each party may assume that the other approves of properly addressed fax, e-mail (including e-mail exchanged via internet media) and voice mail communication of both sensitive and non-sensitive information and other communications concerning this engagement, as well as other means of communication used or accepted by the other. 11. Survival of terms - The agreements and undertakings of the Client contained in the engagement letter, together with the appendices to the engagement letter including these Terms, will survive the completion or termination of this engagement. 12. Proportionate liability - The Client and Deloitte acknowledge where the audit is conducted pursuant to a statute governing the Client that contains proportionate liability provisions that apply to an auditor, such as the Canada Business Corporations Act, the terms of the statute shall apply to this engagement. In the event that the Client and Deloitte are not subject to such statutory provisions regarding proportionate liability, the Client agrees that in any action, claim, loss or damage arising out of the engagement, Deloitte's liability will be several and not joint and several and the Client may only claim payment from Deloitte of Deloitte's proportionate share of the total liability based on the degree of fault of Deloitte as finally determined by a court of competent jurisdiction. 13. Client misrepresentation - Deloitte shall not be liable to the Client, and the Client releases Deloitte, for all liabilities, claims, damages, costs, charges and expenses incurred or suffered by the Client related to or in any way associated with the engagement that arise from or are based on any deliberate misstatement or omission in any material information or representation provided by or approved by any member of management of the Client, officer of the Client or member of the Executive Committee of the Client. 1 ' I I Cary Report To Executive Committee I JKERING Report Number: CS 07-11 Date: January 10, 2011 170 From: Gillis A. Paterson Director, Corporate Services & Treasurer Subject: Duffin Heights Neighbourhood - Stormwater Management Facility #4 and Related Infrastructure - Urbanization of Brock Road and Third Concession Road Recommendations: 1. That Report CS 07-11 of the Director, Corporate Services & Treasurer be received; 2. That approval be given to the following 2011 Capital Budget projects: a) Urbanization of the Third Concession Road (BR-1), east of Brock Road including sidewalks, multi-use trails, street lights and lane widening at an estimated cost of $1,076,525; b) Urbanization of Brock Road (DH-15) on both sides from the Third Concession Road to the CPR underpass including sidewalks, multi-use trails, streetlights and concrete poles at an estimated cost of $1,069,500; 3. That, notwithstanding the Council approved Purchasing Policy, the Regional Municipality of Durham (Region) be authorized, on behalf of the City, to undertake the calling and awarding of contracts for the following projects: a) Stormwater Management Facility #4 and related storm sewer construction on lands north of Third Concession Road as provided for in the approved 2009 Capital Budget; b) Urbanization of the Third Concession Road (BR-1), east of Brock Road including sidewalks, multi-use trails, street lights and lane widening as part of the 2011 Capital Budget; c) Urbanization of Brock Road (DH-15) on both sides from the Third Concession Road to the CPR underpass including sidewalks, multi-use trails, street lights and concrete poles as part of the 2011 Capital Budget; 4. That the appropriate officials of the City of Pickering be authorized to effect the acquisition of the lands required for the construction of SWM #4; Report CS 07-11 January 10, 2011 1 0jec t: Duffin Heights Neighbourhood Page 2 5. That the Council authorize the Director, Corporate Services & Treasurer to finance the City's share for land acquisition associated with Stormwater Management Facility (SWM #4) and for works,to be included in the Region contract for SWM #4 and related storm sewer construction on lands north of Third Concession Road at a total estimated cost of $2,000,000 as follows: a) that the sum of $2,000,000 be financed by the issue of debentures by the Regional Municipality of Durham over a period not to exceed ten years with the sum of $800,000 to be recovered from non-participating landowners; 6. That the Council authorize the Director, Corporate Services & Treasurer to finance the City's share for works to be included in the Region contract for the urbanization of Third Concession Road (BR-1), east of Brock Road at an estimated cost of $1,076,525 as follows: a) that the sum of $806,000 be financed by the issue of debentures by the Regional Municipality of Durham over a period not to exceed fifteen years, b) that the sum of $269,131 be funded from the Development Charges Reserve Fund; c) that the sum of $1,394 be funded from current funds; 7. That the Council authorize the Director, Corporate Services & Treasurer to finance the City's share for works to be included in the Region contract for the urbanization of Brock Road (DH-15) on both sides from the Third Concession Road to the CPR underpass at an estimated cost of $1,069,500 as follows: a) that the sum of $534,000 be financed by the issue of debentures by the 'Regional Municipality of Durham over a period not to exceed fifteen years; b) that the sum of $534,750 be funded from the Development Charges Reserve Fund; c) that the sum of $750 be funded from current funds; 8. That a six-month repayment charge in the amount of approximately $196,000 be included in the annual Current Budget for the City of Pickering in 2011, and any financing cost be paid out of the Current Budget; 9. That the annual repayment charges in the amount of approximately $392,000 be included in the annual Current Budget for the City of Pickering commencing in 2012, continuing thereafter until the debentures are repaid, and any financing cost be paid out of the Current Budget; Report CS 07-11 January 10, 2011 Subject: Duffin Heights Neighbourhood Page 3 172 10. That the draft by-laws attached to this report be enacted; 11. That the Director, Corporate Services & Treasurer has certified that this loan and the repayment thereof falls within the City's approved debt and financial obligations annual repayment limit for debt and other financial obligations for 2010 as approved by the Province for municipalities in Ontario and therefore, the Ontario Municipal Board approval is not required; 12. That the Clerk forward a copy of Report CS 07-11 to the Region of Durham and the Duffin Heights Landowners Group and the Trustee for information; and, 13. That the appropriate officials of the City of Pickering be authorized to take any necessary actions to give effect thereto. Executive Summary: In 2008, Council endorsed.in principle the City entering into a cost sharing agreement with the Duffin Heights Landowners Group (DHLG) in regards to front-funding a portion of a stormwater management facility (SWM #4) and related infrastructure costs required to accommodate the urbanization of Brock Road and the development of certain lands within Duffin Heights, including City owned lands. In 2009, as part of the annual Capital Budget, Council approved the construction of Storm Water Management Pond #4 including Brock Road storm sewer oversizing at an estimated cost of $2,000,000. Of this amount, it is estimated that approximately $800,000 will be recovered from benefitting landowners as they ready their lands for development in the future. The urbanization of the Third Concession Road, east of Brock Road and Brock Road on both sides from the Third Concession Road to the CPR underpass, are two projects that will be included in the 2011 Capital Budget but require approval now in order to be able to proceed in conjunction with the Region of Durham's work on Brock Road. With Council's authorization in July 2010, the Mayor and Clerk executed the Cost Sharing Agreement with the DHLG respecting the provision of infrastructure in Duffin Heights. The Sernas Group (Sernas), on behalf of the Duffin Heights Landowner Group, has been coordinating the design process for SWM #4 and the related storm sewer system. An agreement between the City and DHLG would have been necessary in order to construct SWM #4. Subsequent meetings and discussions with the Region and Sernas have resulted in an alternative construction proposal from the Region which includes the construction of SWM #4 within the tender by the Region for the reconstruction and widening of Brock Road and the Third Concession Road. Report CS 07-11 January 10, 2011 4 Subject: Duffin Heights Neighbourhood Page 17 City staff concurs with this approach as it avoids potential timing conflicts associated with the construction of both SWM #4 and the Third Concession Road and ensures that installation of services are coordinated such that Brock Road can be urbanized. Further, the contracting of all required works by one firm will improve construction efficiency. Financial Implications: The City, for its share of the required works, has recommended $1.075 million for sidewalks, multi-use trails, street lights and lane widening on Third Concession Road, east of Brock Road and $1.07 million for sidewalks, multi-use trails, and street lights on Brock Road on both sides, from the Third Concession Road to the CPR underpass as part of the City's 2011 Capital proposed Budget. The City's share of SWM #4 and infrastructure costs, specifically with regards to the over-sizing of the storm sewer on Brock Road and land acquisition was approved in the 2009 budget in the amount of $2 million. The net cost to the City is estimated at $1.2 million, after recovery from non participating landowners. The City's share of the cost will be recovered from the eventual sale of benefitting City owned lands in Duffin Heights. As the recovery of costs may take years, debt financing is required in order to complete the projects. Source of Funds Capital Budget - Stormwater Management and External Subdivision Works Item Project Code Source of Budget Funds/ Funds Approved Financing Required 2009 Budget Stormwater 5410.0904.6181 Debt 10 Year $1,200,000 $2,000,000 Management Facility #4 Recovery from 800,000 0 Duffin Heights Pond Non- participating landowners Total 2009 Budget $2,000,000 $2,000,000 2011 Budget Urbanization of the 5999.1198.6999 Development 269,131 $269,131 Third Concession Pre Budget Charges Road (BR-1), east of Approval Reserve Fund Brock Road Debt 15 Year 807,394 806,000 Property 1,394 Total 2011 $1,076,525 $1,076,525 Budget Report CS 07-11 January 10, 2011 Subject: Duffin Heights Neighbourhood Page 5 174 2011 Budget Urbanization of 5999.1198:6999 Development 534,750 $534,750 Brock Road (DH-15) Pre Budget Charges from the Approval Reserve Fund Third Concession Road to the CPR Debt 15 Year 534,750 $534,000 underpass Property Taxes 750 Total 2011 Budget $1,069,500 $1,069,500 Grand Total $4,146,025 $4,146,025 While it is anticipated that the City's share of these costs will be recovered from the eventual sale of lands in Duffin Heights, this could be several years away. In addition, there is no certainty regarding the timing of payments from the non participating (in the Cost Sharing Agreement) but eventually benefitting landowners. As a result, debt in the form of debentures, or possibly internal loans, must be provided for in case required. Also, whichever form of borrowing is used, a guaranteed method of repayment through the annual budget and the property tax base must be provided for. Sustainability Implications: Approval of the Recommendations in this report will assist in meeting the urban' design and development objectives endorsed by Council for the Duffin.Heights Neighbourhood. 1.0 Background: 1.1 In 2008, Council endorsed the City entering into a cost sharing agreement for required infrastructure to service Duffin Heights, and front-funding the SWM #4 and related infrastructure required to accommodate the Brock Road reconstruction In October 2008, Council endorsed in principle the City entering into the Duffin Heights Cost Sharing Agreement (CSA) and for staff to report back seeking authority to front-fund the costs of Storm Water Management Facility #4 (SWM #4) and related infrastructure. The Region of Durham required SWM #4 and related infrastructure to be in place prior to the reconstruction and widening of Brock Road to four lanes. Subsequently, Council in the 2009 budget, approved funds in the amount of $2. million for the design and construction of SWM #4 and related land acquisition and infrastructure. In the CSA, the City's share as a participating landowner amounts to $1.2m. The total front funding contribution for the share representing the non-participating landowners is $800,000. The City's total cost, including front funding a portion of the non-participating landowners for SWM #4 is estimated at $2 million. Report CS 07-11 January 10, 2011 Subject: Duffin Heights Neighbourhood Page 6 17S 1.2 In July 2010, the Mayor and Clerk were authorized by Council to enter into the Duffin Heights Cost Sharing Agreement With Council's authorization, the Mayor and City Clerk signed the CSA with the DHLG respecting the front funding of infrastructure required in Duffin Heights. The Duffin Heights CSA is in a form by which up-front infrastructure costs borne by participating landowners are apportioned and equitably recovered from benefitting landowners when they develop their lands. The CSA was specifically drafted to ensure that the City is a Participating Owner only for the purpose of sharing in the costs related to the construction of SWM #4 and related infrastructure required. 1.3 Subsequently, City staff met with Durham Region and Sernas to discuss the funding and timing of SWM #4 Durham Regional Works staff requested the City, as part of the reconstruction and widening of Brock Road from the Third Concession Road to south of the CPR underpass, to commit appropriate funds for the City's share of the urbanization of Brock Road. Regional staff has identified the Brock Road reconstruction as a priority for the upcoming 2011 Road Program. These works are currently shown in the Region's 2010 Capital Road Program and Four Year Forecast as being constructed in 2011. City staff responded that sufficient funds have been recommended in the 2011 budget for sidewalks, multi-use trails, street lights and concrete poles on Brock Road, and the urbanization of Third Concession Road including sidewalks, multi- use trails, street lights and lane widening from two lanes to four lanes. It should be noted that the City's works associated with the urbanization of Brock Road and the Third Concession Road were both initially in the 2010 staff recommended Capital Budget as a development charge funded project. However, when the Region advised that it would not be moving forward in 2010 with the reconstruction of Brock Road through Duffin Heights, the City deferred funding of both projects to the 2011 Capital Budget. As indicated above, the City's portion of the SWM #4 and related infrastructure was previously approved in 2009. On November 16, 2010, City staff met with the Region and Sernas to discuss the funding and timing of SWM #4. At this meeting, the Region proposed to include the construction of SWM #4 as part of the tender for the. reconstruction and widening of Brock Road. The Brock Road works would also include the urbanization of Third Concession Road to reduce the grade, improve sight lines, widen the travel surface and install sidewalks/multi-use trails. Report CS 07-11 January 10, 2011 Subject: Duffin Heights Neighbourhood Page 7 176 2.0 Discussion: Sernas, on behalf of the DHLG has been coordinating the design process for SWM #4 and the related storm sewer system. The DHLG has requested the transfer of land required for SWM #4 from Hydro One through the Ontario Realty Corporation to the City. The cost of purchase of these lands will be cost shared through the cost sharing agreement. Given that the Region requires SWM #4 to be operational prior to urbanizing Brock Road; the Region has recommended that the construction of this facility be incorporated into the tender for the Brock Road works rather than a separate contract. City staff concurs with this approach as it avoids potential conflicts associated with the construction of SWM #4 and the reconstruction of the Third Concession Road, ensures that services will be coordinated prior to installation, and improves efficiencies with one firm contracted to perform the required works. Sernas would continue to finalize the design of SWM #4 to the City and TRCA's satisfaction and procure all necessary approvals and permits. It is therefore recommended that the Director, Corporate Services & Treasurer be authorized to pay to the Region the City's share of the construction costs of SWM #4 and related infrastructure and the costs of the other two projects included in this report. The land will be acquired from Hydro One. With Council's authorization to pay the City's share of the construction for SWM #4 and related infrastructure and the costs of the other two projects to the Region, the normal practice of issuing a Purchase Order for the actual tendered amounts will be followed. Attachments: 1. By-law to authorize the Stormwater Management Facility #4 and related storm, water sewer construction and land acquisition on lands north of Third Concession Road in the City of Pickering and the issuance of debentures therefor in the amount of $2,000,000. 2. By-law to authorize the Urbanization of Third Concession Road (BR-1), east of Brock Road in the City of Pickering and the issuance of debentures therefor in the amount of $806,000. 3. By-law to authorize the Urbanization of Brock Road (DH-15) on both sides from the Third Concession Road to the CPR underpass in the City of Pickering and the issuance of debentures therefor in the amount of $534,000. Report CS 07-11 January 10, 2011 Subject: Duffin Heights Neighbourhood Page 8 I/ Prepared By: Approved / Endorsed By: Grant McGregor, MCIP, RPP Gillis A. Paterson Principal Planner - Policy Director, Corporate Services & Treasurer Richard Holborn, P.Eng Neil Carrol Division Head, Engineering Services Director, Planning & Development Caryn Kong, CGA Everett Buntsma Senior Financial Analyst-Capital & Director, Operations & Emergency Services Debt Management Robert Starr Manager, Development Control Copy: Chief Administrative Officer Recommended for the consideration of Pickerin City Council '7 -4,2-010 Tony"P'Yevedel, P.Eng. Chief Administrative Officer ATTACHMENT #,L-TO REPORT #_L!:_P'7- 11 The Corporation of the City of Pickering 178 By-law No. Being a by-law to authorize the Stormwater Management Facility #4 and related storm sewer construction, and land acquisition on lands north of Third Concession Road in the City of Pickering and the issuance of debentures therefor in the amount of $2,000,000. Whereas Section 11 of the Municipal Act 2001 as amended, provides that a lower-tier municipality may pass by-laws respecting matters within the spheres of jurisdiction described in that Section; and, Whereas Subsection 401(1) of the Municipal Act, 2001, as amended, provides that a municipality may incur a debt for municipal purposes, whether by borrowing money or in any other way; and, Whereas Subsection 401(3) of the Municipal Act, 2001,.as amended, provides that a lower- tier municipality in a regional municipality does not have the power to issue debentures; and, Whereas The Regional Municipality of Durham has the sole authority to issue debentures for the purposes of its lower-tier municipalities including The Corporation of the City of Pickering (the "City"); and, Whereas the Council of the City wishes to proceed with the Stormwater Management Facility #4 and related storm sewer construction, and land acquisition on lands north of Third Concession Road; and, Whereas before the Council of the City authorized the Stormwater Management Facility #4 and related storm sewer construction, and land acquisition on lands north of Third Concession Road project, the Council of the City had the Treasurer, and land acquisition update the City's Annual Repayment Limit, the Treasurer calculated the estimated annual amount payable in respect of such project and determined that such annual amount would not cause the City to exceed the updated limit and, therefore, Ontario Municipal Board approval is not required prior to City Council's authorization as per Section 401 of the Municipal Act, 2001, as amended, and the regulations made thereunder; And whereas after determining that Ontario Municipal Board approval is not required, the Council of the City approved Report CS 07-11 on the date hereof and authorized the Regional Municipality of Durham to undertake the calling and awarding of contract for the Stormwater Management Facility #4 and related storm sewer construction on lands north of Third Concession Road project. By- law No. Page V/9 Now therefore the Council of The Corporation of the City.of Pickering hereby enacts as follows: 1. That the City proceed with the construction project referred to as "Stormwater Management Facility #4 and related storm sewer construction, and land acquisition on lands north of Third Concession Road"; 2. That the estimated costs of the project in the amount of $2,000,000 be financed as follows: a) That the sum of $2,000,000 be financed by the issue of debentures by The Regional Municipality of Durham over a period not to exceed ten (10) years with the sum of $800,000 be recovered from non-participating landowners; 3. That the funds to repay the principal and interest of the debentures be provided for in the annual Current Budget for the City commencing in 2011 and continuing thereafter until the loan is repaid. By-law read a first, second and third time and finally passed this 17th day of January, 2011. David Ryan, Mayor Debbie Shields, City Clerk ATTACHMENT # ,il TO REPORT #_C4.-C9 "i 1 180 The Corporation of the City of Pickering By-law No. Being a by-law to authorize the Urbanization of Third Concession Road (BR-1), east of Brock Road in the City of Pickering and the issuance of debentures therefor in the amount of $806,000. Whereas Section 11 of the Municipal Act, 2001, as amended, provides that a lower-tier municipality may pass by-laws respecting matters within the spheres of jurisdiction described in that Section; and, Whereas Subsection 401(1) of the Municipal Act, 2001, as amended, provides that a municipality may incur a debt for municipal purposes, whether by borrowing money or in any other way; and, Whereas Subsection 401(3) of the Municipal Act, 2001, as amended, provides that a lower- tier municipality in a regional municipality does not have the power to issue debentures; and, Whereas The Regional Municipality of Durham has the sole authority to issue debentures for the purposes of its lower-tier municipalities including The Corporation of the City of Pickering (the "City"); and, Whereas the Council of the City wishes to proceed with the Urbanization of Third Concession Road (Br-1), east of Brock Road project; and, Whereas before the Council of the City authorized the Urbanization of Third Concession Road (BR-1), east of Brock Road project, the Council of the City had the Treasurer update the City's Annual Repayment Limit, the Treasurer calculated the estimated annual amount payable in respect of such project and determined that such annual amount would not cause the City to exceed the updated limit and, therefore, Ontario Municipal Board approval is not required prior to City Council's authorization as per Section 401 of the Municipal Act, 2001, as amended, and the regulations made thereunder, And whereas after determining that Ontario Municipal Board approval is not required, the Council of the City approved Report CS 07-11 on the date hereof and authorized the Regional Municipality of Durham to undertake the calling and awarding of contract for the Urbanization of Third Concession Road (BR-1), east of Brock Road project. 181 By- law No. Page Now therefore the Council of The Corporation of the City of Pickering hereby enacts as follows: 1.. That the City proceed with the construction project referred to as "Urbanization of Third Concession Road (BR-1), east of Brock Road"; 2. That the estimated costs of the project in the amount of $1,076,525 be financed as follows: a) That the sum of $806,000 be financed by the issue of debentures by The Regional Municipality of Durham over a period not to exceed fifteen (15) years; b) That the sum of $269,131 be funded from the Development Charges Reserve Funds; c) That the remaining sum of $1,394 be funded from Current Funds; 3. That the funds to repay the principal and interest of the debentures be provided for in the annual Current Budget for the City commencing in 2011 and continuing thereafter until the loan is repaid. By-law read a first, second and third time and finally passed this 17th day of January, 2011. David Ryan, Mayor Debbie Shields, City Clerk ATTACHMENT# TO REPORT #-CY'07 182 The Corporation of the City of Pickering By-law No. Being a by-law to authorize the Urbanization of Brock Road (DH-15) on both sides from the Third Concession Road to the CPR underpass in the City of Pickering and the issuance of debentures therefor in the amount of $534,000. Whereas Section 11 of the Municipal Act, 2001, as amended, provides that a lower-tier municipality may pass by-laws respecting matters within the spheres of jurisdiction described in that Section; and, Whereas Subsection 401(1) of the Municipal Act, 2001, as amended, provides that a municipality may incur a debt for municipal purposes, whether by borrowing money or in any other way; and, Whereas Subsection 401(3) of the Municipal Act, 2001, as amended, provides that a lower- tier municipality in a regional municipality does not have the power to issue debentures; and, Whereas The Regional Municipality of Durham has the sole authority to issue debentures for the purposes of its lower-tier municipalities including The Corporation of the City of Pickering (the "City"); and, Whereas the Council of the City wishes to proceed with the project; and, Whereas before the Council of the City authorized the Urbanization of Brock Road (DH-15) both sides from the Third Concession Road to the CPR underpass project, the Council of the City had the Treasurer update the City's Annual Repayment Limit, the Treasurer calculated the estimated annual amount payable in respect of such project and determined that such annual amount would not cause the City to exceed the updated limit and, therefore, Ontario Municipal Board approval is not required prior to City Council's authorization as per Section 401 of the Municipal Act, 2001, as amended, and the regulations made thereunder; And whereas after determining that Ontario Municipal Board approval is not required, the Council of the City approved Report CS 07-11 on the date hereof and authorized the Regional Municipality of Durham to undertake the calling and awarding of contract for the Urbanization of Brock Road (DH-15) both sides from the Third Concession Road to the CPR underpass project. .183 By-law No. Page Now therefore the Council of The Corporation of the City of Pickering hereby enacts as follows: 1. That the City proceed with the construction project referred to as "Urbanization of Brock Road (DH-15) on both sides from the Third Concession Road to the CPR underpass'; 2. That the estimated costs of the project in the amount of $1,069,500 be financed as follows: a) That the sum of $534,000 be financed by the issue of debentures by The Regional Municipality of Durham over a period not to exceed fifteen (15) years; b) That the sum of $534,750 be funded from the Development Charges Reserve Funds; I c) That the remaining sum of $750 be funded from Current Funds 3. That the funds to repay the principal and interest of the debentures be provided for in the annual Current Budget for the City commencing in 2011 and continuing thereafter until the loan is repaid. By-law read a first, second and third time and finally passed this 17th day of January, 2011. David Ryan, Mayor Debbie Shields, City Clerk Crc,, Report To Executive Committee PICKERING Report Number: CS 08-11 Date: January 10, 2011 184 From: Gillis A. Paterson Director, Corporate Services & Treasurer Subject: 2011 Interim Levy and Interim Tax Instalment Due Dates Recommendation: 1. That Report CS 08-11 of the Director, Corporate Services & Treasurer be received; 2. That an interim levy be adopted for 2011 for all of the realty property classes; 3. That the interim levy tax instalment due dates be February 25 and April 28, 2011; 4. That the Director, Corporate Services & Treasurer be authorized to make any changes or undertake any actions necessary, including altering due dates, in order to ensure the tax billing process is completed; 5. That the attached draft by-law, providing for the imposition of the taxes, be enacted; and, 6. That the appropriate City of Pickering officials be authorized to take the necessary actions to give effect thereto. Executive Summary: Each year, prior to the adoption of the estimates for the year, Council authorizes the adoption of an interim levy. Under Provincial legislation, the interim levy can be no more than 50% of the previous year's annualized taxes. The tax levy raises funds that are used for the continuing operations of the City, Region and the School Boards. These due dates are relatively unchanged from prior years. Financial Implications: Adoption of the recommendations and passing the By-law will allow staff of the Corporate Services Department to bill the 2011 interim levy to all properties. Passing of the By-law will assist the City of Pickering to meet its financial obligations and reduce any borrowing costs. (The first school board payment is due on March 31, 2011). Report CS 08-11 January 10, 2011 Subject: 2011 Interim Levy and Interim Tax Instalment Due Dates Page 2 1 Q ~ Sustainability Implications: Council authority is required in order to raise property tax revenue prior to approving 2011 budgets and setting tax rates for the City. This revenue will allow each of the bodies (City, Region and School Board) to meet expenditures and maintain financial sustainability pending approval of the respective 2011 Current Budgets. Background: In accordance with the Municipal Act, 2001, as amended, the City issues Interim tax bills based on the previous year's annualized taxes. The recent Province-wide re-assessment is not taken into consideration when calculating the interim taxes payable. For those property owners whose assessment increases or decreases, the impact of the assessment change will be reflected on the 2011 Final tax bill, which has two instalment dates. If a property experienced an assessment increase, due to an additional supplementary or omitted assessment, or a decrease in assessment due to an appeal, demolition or class change, the 2011 interim levy would be based on the adjusted annualized 2010 taxes. However, for those taxpayers that utilize the City's Pre-authorized Payment Plan (PAP), they will have the benefit of spreading any potential tax increase due to re-assessment over the five instalments that occur after the budgets of the City of Pickering have been passed and after the Province sets the 2011 (final) education tax rates. The City currently has approximately 7,200 ratepayers using the PAP program. Taxpayers who have taxes included with their mortgage payments pay their taxes over a 12-month period and also do not experience the impact of re-assessment to the same extent as a taxpayer who pays their taxes on the four regular instalment due dates. Changes to the Billing Schedule Recommendation 4, will allow the Director, Corporate Services & Treasurer some latitude, limited by Provincial legislation, in effecting whatever may be necessary in order to ensure that the taxes are billed properly and in a timely fashion. It was always staff's understanding that Recommendation 4 would be used to change the due dates by a few_days in order to meet Provincial legislation requirements. (Section 343, subsection one of the Municipal Act states the property owner must have at least twenty-one days to pay their taxes.) A report would be prepared to Council if there was a substantial delay in the billing of the interim taxes. Attachments: 1. By-law to establish the 2011 Interim Instalment Due Dates Report CS 08-11 January 10, 2011 Subject: 2011 Interim Levy and Interim Tax Instalment Due Dates Page 3 186 Prepared By: Approved / Endorsed By: Stan Karwowski Gillis A. Paterson Manager, Finance & Taxation Director, Corporate Services & Treasurer GAP:sk Copy: Chief Administrative Officer Recommended for the consideration of Pickering 'ty Coun it /Je. 2l, Z0i0 Tony Prevedel, P.Eng. Chief Administrative Officer ATTACHMENT#_I TO REPORT#2-5' 0?--/t 187 The Corporation of the City of Pickering By-law No. Being a by-law for the collection of taxes and to establish the instalment due dates for the Interim Levy 2011. Whereas Section 317, of the Municipal Act, 2001, S.0.2001, c.25, as amended, provides that the council of a local municipality may, before the adoption of the estimates for the year, pass a By-law levying amounts on the assessment of property, in the local municipality ratable for local municipality purposes; and Whereas, the Council of the Corporation of the City of Pickering deems it appropriate to provide for such an interim levy on the assessment of property in this municipality. Now therefore, the Council of the Corporation of the City of Pickering hereby enacts as follows: 1. The amounts levied shall be as follows: a. For the residential, pipeline, farmland and managed forest property classes there shall be imposed and collected an interim levy of: If no percentage is prescribed, 50% of the total taxes for municipal and school purposes levied in the year 2010. b. For the multi-residential, commercial and industrial property classes there shall be imposed and collected an interim levy of: If no percentage is prescribed, 50% of the total taxes for municipal and school purposes levied in the year 2010. c. For the payment-in-lieu property classes, there shall be imposed and collected an interim levy of: If no percentage is prescribed, 50% of the total taxes for municipal and where applicable for school purposes, in the year 2010. 2. For the purposes of calculating the total amount of taxes for the year 2011 under paragraph one, the Director, Corporate Services & Treasurer has the authority to prescribe the percentage for the calculation of the interim taxes and if any taxes for municipal and school purposes were levied on a property for only part of 2010 because assessment was added to the collector's roll during 2010, an amount shall be added equal to the additional taxes that would have been levied on the property if taxes for municipal and school purposes had been levied for the entire year. 3. The provisions of this By-law apply in the event that assessment is added for the year 2010 to the collector's roll after the date this By-law is passed and an interim levy shall be imposed and collected. By-law No. Page 2 4. Taxes shall be payable to the Treasurer, City of Pickering. 188 5. When not in default, the payment of taxes, or any instalment thereof, may also be made at any financial institution permitted by Subsection 346 (2) of the Municipal Act, 2001, S.O. 2001 c. 25, as amended. 6. The Treasurer may mail, or cause to be mailed, all notices of taxes required in accordance with the provisions of the Municipal Act, 2001, S. 0. c. 25, as amended, to the address of the residence or place of business or to the premises in respect of which the taxes are payable unless the taxpayer directs the treasurer in writing to send the bill to another address, in which case it shall be sent to that address. Notices will not be mailed to tenants. It is the responsibility of the person taxed to notify and collect taxes from tenants or other persons. 7. The Treasurer is hereby authorized to accept part payment from time to time on account of any taxes due, in accordance with the provisions of subsection 347 (1) and (2) of the Municipal Act 2001, S.O. c.25 as amended, and to give a receipt for such part payment under Section 346 (1) of the Municipal Act 2001, S. 0. c.25, as amended. 8. The Treasurer is hereby authorized to prepare and give one separate tax notice for the collection of 2011 taxes, one notice being an INTERIM notice, with two instalments under the provisions of Section 342 of the Municipal Act 2001, S. 0. 2001, c.25 as amended, as follows: Interim Tax Notice - Due date of the first instalment February 25, 20111 - Due date of the second instalment April 28; 2011; or either date adjusted by the Director, Corporate Services & Treasurer. 9. Except in the case of taxes payable in respect of assessments made under Sections 33 and 34 of the Assessment Act, R.S.O. 1990, c.A31, as amended, the late payment charge of one and one-quarter percent for non-payment of taxes and monies payable as taxes shall be added as a penalty to every tax or assessment, rent or rate of any instalment or part thereof remaining unpaid on the first day of default and on the first day of each calendar month thereafter in which such default continues pursuant to subsections 345 (1), (2) and (3) of the Municipal Act 2001, S.O. c.25 as.amended.. The Treasurer shall collect by distress or otherwise under the provisions of the applicable statutes all such taxes, assessments, rents, rates or instalments or parts thereof as shall not have been paid on or before the several dates named as aforesaid, together with the said percentage charges'as they are incurred pursuant to sections 349, 350 and 351 of the Municipal Act 2001, S.O. c.25 as amended. 10. In the case of taxes payable in respect of assessments made under Sections 33 and 34 of the Assessment Act, R.S.O. 1990, c.A.31, as amended, the late payment charge of one and one-quarter percent for non payment of taxes and monies payable as taxes shall be added as a penalty to every tax so payable remaining By a 9 No. Page 3 unpaid on the first day after twenty-one days from the date of mailing by the Treasurer of a demand for payment thereof and on the first day of each calendar month thereafter in which default continues pursuant to subsections 345 (1), (2) and (3) of the Municipal Act 2001, S.O. c.25 as amended. It shall be the duty of the Treasurer immediately after the expiration of the said twenty-one days to collect at once by distress or otherwise under the provisions of the applicable statutes, all such taxes as shall not have been paid on or before the expiration of the said twenty-one day period, together with the said percentage charges as they are incurred pursuant to sections 349, 350 and 351 of the Municipal Act 2001, S.O. c.25 as amended. 11. Nothing herein contained shall prevent the Treasurer from proceeding at any time with the collection of any rate, tax or assessment, or any part thereof, in accordance with the provisions of the statutes and By-laws governing the collection of taxes. 12. Where tenants of land owned by the Crown or in which the Crown has an interest are liable for the payment of taxes and where any such tenant has been employed either within or outside the municipality by the same employer for not less than thirty days, such employer shall pay over to the Treasurer on demand out of any wages, salary or other remuneration due to such employee, the amount then payable for taxes under this By-law and such payment shall relieve the employer from any liability to the employee for the amount so paid. 13. If any section or portion of this By-law is found by a court of competent jurisdiction to be invalid, it is the intent of Council for the Corporation of the City of Pickering that all remaining sections and portions of this By-law continue in force and effect. 14. That this By-law.is to come into effect on the 1 st day of January, 2011. By-law read a first, second and third time and finally passed this 17th day of January, 2011. David Ryan, Mayor Debbie Shields, Clerk i City Report To Executive Committee PICKERING Report Number: CS 09-11 Date: January 10, 2011 190 From: Gillis A. Paterson Director, Corporate Services & Treasurer Subject: 2010 Financial Statements and Current Budget Excluded Expenses Reporting as Required by Ontario Regulation 284/09 Recommendation: 1. That Report CS 09-11 of the Director, Corporate Services & Treasurer be received; and, 2. That Report CS 09-11 of the Director, Corporate Services & Treasurer regarding the exclusion of certain expenses from the Budget be adopted in accordance with the provisions of Ontario Regulation 284/09 of the Municipal Act 2001. Executive Summary: Under Ontario Regulation 284/09, the municipalities are required to report on whether amortization expense, post-employment benefits and other expenses are included in the annual current budget. This Regulation allows a municipality to exclude estimated expenses for these items from the 2010 annual budget, however, the municipality is required to report on the financial effects. The required reporting provides a reconciliation between the budget preparation method (cash flow) and the Public Sector Accounting board (PSAB) standards for financial statement reporting purposes. Adoption of this report by Council fulfills the reporting requirements of the Regulation. Financial Implications: There is no financial impact from the exclusion of these expenses as the annual budget is prepared on a cash flow basis. This document provides an accounting reconciliation between the two reporting methods employed in the annual Current Budget and the 2010 Audited Financial Statements. Report CS 09-11 January 10, 2011 Subject: 2010 Financial Statements and Current Budget Page 2 191 Excluded Expenses as Required by Ontario Regulation 284/09 Background: Ontario Regulation 284/09 (O. Reg. 284/09) is a relatively new regulation under the Municipal Act, 2001, S.O. 2001, C. 25 as amended (Municipal Act). This Regulation allows a municipality to exclude expenses from the 2010 Budget, expenses for the following: i Amortization expenses ii Post-employment benefit expenses Starting with the 2009 year end, accounting standards and reporting requirements have changed dramatically; most significantly with the introduction of tangible capital asset accounting. The new accounting standards, however, do not require budgets to be prepared on the same basis. The City of Pickering, like most municipalities, continues-to prepare budgets on the traditional cash basis, which provides for clear and concise understanding of critical budget information. The annual budget process is an important municipal exercise that considers plans for the current and future activities for the City. One of the main outcomes of this process is to set the tax rate which Council is asked to approve. The tax rate is determined by the cash basis of accounting and does not include PSAB reporting requirements or accrual accounting and accounting for non-financial assets and liabilities such as amortization (depreciation) and post-employment benefits. Amortization Expenses By definition, amortization expense, frequently referred to as depreciation, in its simplest terms is defined as the annual expense or use of the asset over its estimated useful life. Amortization expense is a tool used by financial professionals to predict the future annual financial commitment required for asset replacements. For 2010, amortization expenses are expected to exceed $9.7 million. For 2009, the net assets reported were $186 million. Post-Employment Benefit Expense Post-Employment Benefit expense represents the change in the accrued benefit liability for both post-retirement extended healthcare benefits and accrued sick leave entitlement. Since the City is self insured, it also represents the accrued liability for Workplace Safety and Insurance Act Benefits. PSAB standards do not require liabilities associated with these benefits to be fully funded, however, actuarial reviews are conducted to estimate these unfunded liabilities which are estimated to increase by approximately $473,000 for 2010. Report CS 09-11 January 10, 2011 Subject: 2010 Financial Statements and Current Budget Page 3 Excluded Expenses as Required by Ontario Regulation 284/09 192 Financial Summary The estimated change in the accumulated.surplus of the City for 2010 resulting from the exclusion of these expenses from the budget is as follows: PSAB Additions to 2010 Budget (Reduces Surplus - expenses that were excluded) Amortization $9,725,000 Post-Employment Benefits 472,500 Total PSAB Additions $10,197,500 PSAB Reduction to 2010 Budget (Increases Surplus) Tangible Capital Asset Acquisition $(11,299,795) Debt Principal Payments X3,243,6761 Total PSAB Reductions $(14,543,471) Net (Increase) Decrease in Accumulated Surplus $(4,345,971) 2011 Budget For the 2011 budget and future years, it is anticipated Regulation 284/09 will be met by reporting in conjunction with the adoption of the annual budget. Attachments: Not applicable Prepared By: Approved / Endorsed By: St n Karwowski Gillis A. Paterson Manager, Finance & Taxation Director, Corporate Services & Treasurer Copy: Chief Administrative Officer Recommended for the consideration of Pickerin City Council i) _ X23 Zo/Q Tony Prevedel, P.Eng. Chief Administrative Officer ~l City Report To Executive Committee PICKERIl IN G Report Number: OES 01-11 193 Date: January 10, 2011 From: Everett Buntsma Director, Operations & Emergency Services Subject: City of Pickering 2011 Annual Accessibility Plan - Endorsed by the Accessibility Advisory Committee for Council Consideration - File: A-1440 Recommendation: 1. That Report OES 01-11 regarding the City of Pickering 2011 Annual Accessibility Plan be received; and 2. That Council endorse the City of Pickering 2011 Annual Accessibility Plan as presented and reviewed by the City of Pickering Accessibility Advisory Committee. Executive Summary: The purpose of the Ontarians with Disabilities Act, 2001 (ODA) is to improve opportunities for people with disabilities and to provide for their involvement in the identification, removal, and prevention of barriers to their full participation in the life of the province. The ODA mandates that all municipalities prepare annual accessibility plans. By the end of 2011, the City of Pickering aims to review and/or remove the barriers identified in the 2011 Annual Accessibility Plan. Over the next several years, the City of Pickering aims to address all facility related improvements as outlined in the City's 2000 Accessibility Audit. Financial Implications: The City of Pickering commits a total of $35,000 in its annual capital budget. to remove or prevent facility related barriers. As a result, many of the facility related barriers included in the 2011 Annual Accessibility Plan would draw on these funds identified under capital account 5719.6183. The potential costs to complete policy and service related barriers will be subject to approved 2011 capital and operating budgets. Any barrier that cannot be completed within the 2011 approved capital or operating budget will be deferred to future annual accessibility plans. I Report OES 01-11 January 10, 2011 Subject: City of Pickering 2011 Annual Accessibility Plan Page 2 194 Sustainability Implications: The City of Pickering is committed to meeting the needs of all its citizens. The Annual Accessibility Plan is one way to continually assess our service delivery and remove barriers where they exist. A barrier free municipality fosters a community where civic pride and civic participation can be maximized. The engagement of all its citizens is a fundamental component to achieving a sustainable community. Removing barriers enables full community participation for generations to come. Background: The Ontarians with Disabilities Act, 2001 (ODA) received Royal Assent on December 14, 2001. The purpose of the Ontarians with Disabilities Act, 2001 (ODA) is to improve opportunities for people with disabilities and to provide for their involvement in the identification, removal, and prevention of barriers to their full participation in the life of the province. Under the Act, all municipalities are required to prepare annual accessibility plans, make the plans public and consult persons with disabilities. According to the Ontario Accessibility Directorate within the Ministry of Citizenship, the purpose of the Annual Accessibility Plan is to describe the measures that the municipality has taken in recent years and the measures the municipality will be taking in the coming year to identify, remove and prevent barriers for people with disabilities. According to the requirements of the Ontarians with Disabilities Act, 2001 (ODA), the City of Pickering has prepared the 2011 Annual Accessibility Plan. The City's plan is for the period of January 2011 to December 2011. The barriers identified in the 2011 Plan were based on information collected from City staff. The 2011 Annual Accessibility Plan has been reviewed and endorsed by the City of Pickering Accessibility Advisory Committee. In order to make the plan available to the public, the City of Pickering will place an advertisement in the local newspaper to announce the completion and availability of the 2011 Annual Accessibility Plan. The public will be able to access the 2011 Annual Accessibility Plan electronically via the City of Pickering website or by picking up a hard copy at the Pickering Civic Complex or Pickering Central Library. CORP0227-07/01 revised Report OES 01-11 January 10, 2011 Subject: City of Pickering 2011 Annual Accessibility Plan Page 3 195 Attachments: 1. City of Pickering 2011 Annual Accessibility Plan Prepared By: Approved / Endorsed By: Marisa Car n Stephen Re ds Superviso , C Iture & Recreation Division Head, Culture & Recreation Approved / En sed By: Everett Buntsma Director, Operations & .Emergency Services EB:mc Copy: Chief Administrative Officer Recommended for the consideration .of Pickering C' Council 15, 2p /o Tony Prevedel, P-. Eng. Chief Administrative Officer CORP0227-07/01 revised Attachment # 1 to Report # OES 01-11 of 196 Citq o~ P Cl<- E M G 2011 Annual Accessibility Plan Attachment # 1 to Report # OES 01-11 197 °f Table of Contents Section 1: Municipal Jurisdiction(s) Participating in this Plan 1 Section 2: Other Organizations & Agencies Participating in this Plan 2 Section 3: Consultation Activities 3 Section 4: Plan Development Working Group 4 Section 5: Operational Review 15 Section 6: Decision-Making Review 19 Section 7: Targets and Actions................. 22 Section 8: Monitoring Progress 24 attachment # 1 to Report# OES 01-11 City 00 , 3-of n27 198 2011 Annual Accessibility Plan DRAFT January 2011 - December 2011 Section 1: Municipal Jurisdiction(s) Participating in this Plan City of Pickering Address: Pickering Civic Complex One The Esplanade Pickering, ON L1 V 6K7 Key Contact: Prem Noronha-Waldriff Coordinator, Community Recreation Programs 905.420.4660 ext. 3229 pnoronha-waldriff@cityofpickering.com The City of Pickering is Toronto's eastern neighbour and home to a growing community that blends business opportunities, cultural diversity and historical rural settings with a picturesque Lake Ontario waterfront. The City of Pickering is committed to making Pickering an attractive place in which to live, work and invest. Within 22,652 hectares, the City of Pickering boasts top- quality municipal sports fields and recreation programs, quarter-million square foot recreation complex, 19th century interpretive museum, libraries, many community and neighbourhood parks, conservation areas, new waterfront facilities and hiking trails. In 2008, Pickering's estimated population stood at 92,813. The Corporation of the City of Pickering employs 398 staff to meet the needs of its residents. The City of Pickering's main administration building is located at the Pickering Civic Complex, One The Esplanade in Pickering and can be reached at 1.866.683.2760 or TTY 420.1739. The Corporation also maintains satellite facilities for Library Services, Fire Services, Recreation Complex, Community Centres, Pickering Museum Village, and an Operations Centre. 1 1 9 9 Attachment # 1 to Report# OES 01-11 -of o27 The Corporation operates within five (5) departments headed by the Chief Administrative Officer (Office of the CAO) and they include: Administration Department • Customer Care Centre • Human Resources Division • Legal & Legislative Services Division Office of Sustainability • Marketing & Business Development • City & Economic Development • Sustainability • Website Corporate Services Department Finance & Taxation • Accounting Services • Supply & Services • Information Technology • Internal Audit Operations & Emergency Services Department • Culture & Recreation Division • Operations & Facilities Division • Fire Services Division • Engineering Services Division • Community Emergency Management Program Planning & Development Department • Planning • Information & Support Services • Development Control • Building Services Library Services are the responsibility of the Pickering Public Library Board, which is appointed by Pickering Council Section 2: Other Organizations & Agencies Participating in this Plan None 2 Attachment # 1 to Report# OES 01-11 200 Hof --0--7 Section 3: Consultation Activities City of Pickering staff • Completed a workbook to assess past initiatives, identify current barriers and action items to remove those barriers • Input from working group was collected in September 2010 City of Pickering Accessibility Advisory Committee (PAAC) • Completed review and discussion of the draft 2010 Annual Accessibility Plan at their committee meeting in September 2010 and provided comments. .3 I 2 0 1 Attachment # 1 to Report# OES 01-11 of j Section 4: Plan Development Working Group (CORE Group) Working Group Member Department/Division Contact Telephone/TTY Represented & Email Marisa Carpino Culture & Recreation Phone: 905.420.4660 ext. 3223 mcarpino@cityofpickering.com Prem Noronha-Waldriff Culture & Recreation Phone: 905.831.1711 ext. 3229 TTY: 831.8604 pnoronha- waldriff@cityofpickering.com Mike Dwinnell Facilities Operations Phone: 905.420.4660 ext 3250 mdwinnell@cityofpickering.com Marg Wouters Planning Phone: 905.420.4660 ext 2035 Development mwouters@cityofpickering.com Lisa Harker Legislative Services Phone: 905.420.4611 ext. 2097 Iharker@cityofpickering.com Jennifer Parent Human Resources Phone: 905.420.4627 ext. 2160 lparent@cityofpickeripp.com Judy Hodgson Customer & Phone: 905.420.4648 Administrative TTY: 420.1739 Services 'hod son cit of ickerin .com Deputy Fire Chief Fire Services Phone: 905.839.9968 ext. 228 Gord Ferguson Community gferguson(cDcityofpickering com Emergency Management Program Fire Chief Bill Douglas Fire Services Phone: 905.839.9968 ext. 224 bdou las cit o ickerin .com Richard Holborn Engineering Services Phone: 905.420.4630 ext. 2049 rholborn(cD-cityofpickering.com Capital Works Darrell Selsky Phone: 905.420.4630 ext. 2149 dselsk cit of ickerin .com Gilbert Boehm Pickering Public Phone: 905.831.6265 ext. 6225 Library ilbertb -picnet.org TTY: 905.831.2789 Stan Karwowski Taxation, Accounting, Phone: 905.420.4634 ext. 4640 Su I & Services skarwowski cit of ickerin .com Jon Storms Information Phone: 905.420.4660 ext. 2163 Technology 'storms cit of ickerin :com Chantal Whitaker Office of Phone: 905.420.4625 ext. 2043 Sustainabilit cwhitaker@cityofpickering.com 4 Attachment # 1 to Report # OES 01-11 Initiative: Zofg27 202 Previous City of Pickering Annual Accessibility Plan's identified barriers and strategies with timelines to address these barriers. Methods Used to Identify Barriers: Methodology Description Status Annual Accessibility Information from each Submissions were Workbook issued to City area regarding recent completed in September in July 2010 to staff for initiatives to remove 2010 their comments. barriers and strategies to remove existing barriers Responses were in the coming year. reviewed and included (where appropriate) into the 2011 Annual Accessibility Plan The City of Pickering The AAC were provided Suggested changes were Accessibility Advisory an opportunity to review accommodated in the Committee (AAC) the 2011 Annual City's final 2011 Annual consulted on the City's Accessibility Plan (draft) Accessibility Plan Accessibility Advisory and make comments at Plan. their September 2010 advisory committee meeting. CORE Plan Development The Plan Development Updates of the 2010 Working Group Updates. Working Group provided Accessibility Plan are regular updates in 2010 incorporated into this to the 2010 Accessibility plan. Plan. Existing and new barriers were discussed. Input collected for the 2011 Annual Accessibility Plan. 5 2 3 Attachment # 1 to Report # OES 01-11 g of X27 Barriers Identified & Status: Items Outstanding from 2004/05 Accessibility Plan: Barrier Type Strategy for Status removal/ revention East Entrance to East This will be accomplished Project has been Shore Community Centre with the proposed rescheduled for 2012 is not easily accessible reconstruction of repair of parking lot. Physical Items Outstanding from 2005/06 Accessibility Plan: Barrier Type Strategy for Status removal/ prevention Inadequate signage at Informational Defer to 2011 the six key municipal facilities Corporate approach will be employed. . Communicational Items Outstanding from 2006/07 Accessibility Plan: Barrier Type Strategies for removal or Status prevention Inaccessible Sidewalks Waterfront Trail from Completed in 2010 Marksbury Road to Park Capital Works Project Crescent - will have curb depressions installed for Physical wheelchair and.scooter access Lack of Design standards Finalize Site Plan Completion of Final in the Site. Plan Procedural Manual manual is ongoing and procedural manual to Chapter pertaining to expected to be complete assist development Accessibility design by December 2010 review process. standards Communicational Policy/Practice 6 Attachment # 1 to Report # OES 01-11 q of a`1 204 Items Outstanding from 2008 Accessibility Plan: Barrier Type Strategies' for removal or Status prevention Corporate promotional To put corporate Communications materials (print) may be promotional materials on Procedure in place - difficult to read for the our website(s) - resident ADM 160-001-08 visually impaired would need to have identifies Accessible reading software Communication Informational Standards - A new page has been developed on the City's intranet providing an Accessibility Communications Checklist for staff reference Alternate formats for City documents are also available upon request through the City's Customer Care Centre Browse aloud and information tags were added in 2009. Additional enhancements are under review. Liverpool Road South Install Curb Depressions Deferred until 2011 Sidewalk Installation Physical Sheppard Avenue Install Curb Depressions Completed in 2010 Sidewalk Installation Physical Westshore Boulevard Install Curb Depressions Deferred until 2011 Sidewalk Improvements Physical 7 2 0 5 Attachment # 1 to Report# OES 01-11 -of Pickering Recreation Complex (1867 Valle Farm Road, Pickerin : Barrier Type Strategies for removal or Status prevention Benches in members Increase the height of Ongoing change rooms too high benches in the members for patrons. change rooms to better accommodate Physical seniors/disabled who have trouble getting down to the low benches now - also make them wider. Pickering Museum Village 2365,6 th Concession, Greenwood : Barrier Type Strategies for removal or Status prevention Redman House: Install - power doors for Will be considered Main door and entrance and washroom against other budget washrooms are not doors. priorities accessible. Physical Items Outstanding from the 2009 Annual Accessibility Plan: Administration Department: Barrier Type Strategies for removal 'or Status prevention Making the City Website Redesign website home Completed in August home page accessible page 2010. Technological New website home page was launched containing enhanced Accessibility features. 8 Attachment # 1 to Report# OES 01-11 206 1 of o27 Engineering Services: Barrier Type Strategies for removal or Status prevention Westshore Boulevard - Install Curb Depressions Deferred to 2011 Oklahoma Drive to at intersections for Sunrise Avenue Road sidewalk access Reconstruction including new curbs Physical Toy Avenue - Road Install Curb Depressions Completed in 2010 Reconstruction including at intersections for new concrete curbs & sidewalk access sidewalks Physical Wharf Street New Install Curb Depressions Deferred to 2011 Sidewalk Installation west at intersections for of Liverpool Road sidewalk access Physical Pickering Museum Village 2365,6 th Concession, Greenwood : Barrier Type Strategies for removal or Status prevention Install 3 Power Doors as Install 3 Power Doors as Not yet completed required. required. Physical Log Barn: Install access ramp (built Completed in 2010. No Access Ramp by MP&E) Physical Walkway: Redesign walkway Scheduled to be Hill from Admin. Building completed in 2010 to Village not accessible. Physical West Shore Community Centre (1011-1015 Ba I Street, Pickerin : Barrier Type Strategies for removal or Status prevention Washrooms not Power doors for Major structural accessible. washrooms (2) renovations required. Physical Under review. 9 Attachment # 1 to Report# OES 01-11 207 a of , Pickering Public Libra (One The Esplanade, Picked Barrier Type Strategies for removal or Status prevention Website is not compliant Redesign website Bibliocommons, the new with the Ontario library catalogue, Disabilities Act. launches for the public on September 16th, 2010. Website and catalogue, This new catalogue can cannot be read by a print be used by a screen disabled person who has reader. reading software on a computer. The Library website will be redesigned in 2011 Policies/Procedures not and it will incorporate the compliant with the new AODA standards for Ontario Disabilities Act. communication which are still in draft format. Technological The following Policies and Procedures have been developed to meet the requirements of the legislation including training. Policies: Accessible Customer Service Policy Procedures: Program Cancellations & Service Disruption Service Animals & Support Persons Training Communications Checklist Accessible Meetings 10 Attachment # 1 to Report # OES 01-11 20 1 2of al Items Outstanding from the 2010 Annual Accessibility Plan: Barrier Type Strategies for removal or Status prevention Liverpool Road Sidewalk Curb Depression Deferred to 2011 Installation Wharf Street to Annland Street Physical Kingston Road at Walnut Curb Depression To be completed in late Lane Sidewalk 2010 Installation Physical Wharf Street west of Curb Depression Deferred to 2011 Liverpool Road Sidewalk Installation Physical All Facilities: Barrier Type Strategies for removal or Status prevention Proper Grab Bars are not By July 31 2010 install Fire Dept, libraries and installed in all accessible 30" by 30" L-Shaped arenas scheduled for washrooms. Grab Bars in all 2011 accessible washroom Physical stalls. Toilet paper and paper By July 31s' 2010 Install Fire Dept, libraries and towel dispensers are too larger dispensers, at the arenas scheduled for high. proper heights, in all 2011 washrooms and Physical accessible washroom stalls. Paper Towel dispensers By July 31 S 2010 Install 1 Ongoing, some have difficult to use. auto dispenser in each been completed public washroom. Physical Soap dispensers difficult By July 31S 2010 Install 1 Ongoing, some have to use. auto dispenser in each been completed public washroom. Physical Disinfectant dispensers By July 31S 2010 Install 1 Completed difficult to use. auto dispenser at each public entrance area. Physical 11 209 Attachment # 1 to Report# OES 01-11 JLq-of -a] All Facilities: Barrier Type Strategies for removal or Status prevention Taps can be difficult to By July 31 2010 Install 1 Will replace existing taps use. lever style tap in each with lever style when public washroom. By Dec existing taps wear out Physical 31 St 2009 review the possibility of installing Ongoing one set of auto taps in each public washroom. Some washroom By Dec 31S 2009 Will.be completed as counters are too low. Determine which funding allows counters require Physical renovations. By July 31St 2010 Renovate or install new counters as required in each public washroom. Most washrooms do not By Dec 31S 2009 Install 1 Ongoing have an Angled Mirror for Angled Mirror in each wheelchair/scoter users. public washroom. City Hall (4); Complex (8); Physical Complex Arena (4) ESCC (6); WSCC (2); PCCC (2). East Shore Community Centre (910 Liverpool Road South, Pickerin : Barrier Type Strategies for removal or Status prevention Add 1 railing on the west By July 31s 2010 Add 1 Deferred to 2011 side ramp. railing on the west side ramp as part of the 2010 Physical Parking Lot improvement project. There are no reserved By July 31 S. 2010 Add the Deferred to 2011 Disabled Parking spaces required parking spaces on the east side of the as part of the 2010 Facility. Parking Lot improvement Physical project. Don Beer Arena 940 Dillin ham Road, Pickering): Barrier Type Strategies for removal or Status prevention Rink 1: Entrance Lobby, By December 2010 Under Construction in Washrooms, Design and Construct a 2010 Changeroom and 2nd major addition that will Level are not accessible address the barriers in this area. Physical 12 Attachment # 1 to Report# OES 01-11 (Hof -,17 210 Pickering Recreation Complex (1867 Valle Farm Road, Pickerin : Barrier Type Strategies for removal or Status prevention Level 2 Public Complete. Major Completed Washrooms are not Renovations have made accessible. these washrooms fully accessible. Physical 2 Washroom Doors By December 2010 Budget item not complete Family Changeroom are Install Auto Doors not Automated Openers. similar to the one installed in the Physical Greenwood Library. Front (West Side) By December 2010 Completed Entrance has limited Remove 2 sets of space available for existing doors and access. replace with a larger single sliding door. Physical (Pending Budget Approvals. West Shore Community Centre (1011-1015 Ba I Street, Pickering): Barrier Type Strategies for removal or Status prevention Public Washrooms are No Time Frame Has Ongoing not accessible. Been Set for this Item. Design and Construct a Physical new front entrance in the alcove on North side of the building that includes an Accessible/Family style Washroom. Mt. Zion Community Centre (4230 Sideline 6): Barrier Type Strategies for removal or Status prevention Front Entrance is not By July 2010 Install an Not done - Budgetary accessible. automated front door and consideration frame with entrance slabs Physical and threshold. Two (2) Washrooms are Design 2 accessible No Time Frame has been not accessible. washrooms that adhere set for this item to the historical Physical requirements of this building. 13 21 1 Attachment # 1 to Report# OES 01-11 1-of a7 Greenwood Libra 3540 Westne Road, Greenwood Barrier Type Strategies for removal or Status prevention Main Entrance doors are Physical Greenwood Library has not automated. now been designated as a heritage building. On Physical September 1, 2010, we were informed that the Heritage committee has denied our request to make the front doors accessible because the doors needed to be altered with glass inserts for safe access. Greenwood Community Centre (3551 Greenwood Road, Greenwood): Barrier Type Strategies for removal or Status prevention Most areas are not Major renovations, with No Time Period has been accessible. significant costs would be set required to address all Physical accessibility issues Whitevale Libra 475 Whitevale Road, Whitevale : Barrier Type Strategies for removal or Status prevention Most areas are not Major renovations, with No Time Period has been accessible. significant costs would be set. required to address all Physical accessibility issues in this _ facility. Claremont Community Centre (4941 Old Brock Road, Claremont): Barrier Type Strategies for removal or Status prevention There are no usable Pending 2010 Budget Ongoing Disabled Parking Approvals Include Spaces. Parking Spaces with appropriate curb cuts and Physical ramps as part of the 2010 Parking Lot Improvements. 14 I Attachment # 1 to Report # OES 01-11 2 2 1 of Progress Club House: Barrier.Type Strategies for removal or Status prevention Main entrance is not Construct a wooden Completed wheelchair accessible. ramp leading to the main entrance Physical Washroom fixtures do not Install new tapes, toilet Not done meet accessible and paper dispensers. standards Physical Washroom door is not Install auto door opener. Not done accessible Physical Main Entrance door is not Install auto door opener. Completed accessible Physical i 15 2 1 3 Attachment # 1 to Report- 7# OES 01-11 ~Of off- Section 5: Operational Review 5.1 Administration Department The Administration Department is responsible to ensure that the Corporation is operating with administrative effectiveness and providing an accountable and responsive government. The work teams include: Customer Care Centre • Human Resources Division Legal & Legislative Services Division Operational Review: ReviewDate _ Review Methodology. Status August 2010 Staff Review and Complete. physical inspection List of Barriers Identified: Barrier Barrier Type Strategies for removal or prevention None n/a n/a 5.2 Office of Sustainability The Office of Sustainability is responsible for managing the City's sustainability initiatives and business development,. The work teams include: • Marketing & Business Development • City & Economic Development • Sustainability • Website Operational Review: Review Date Review Methodology Status August 2010 Staff Review Completed List of Barriers Identified: Barrier Barrier Type Strategies for removal or prevention None n/a n/a 16 Attachment # 1 to Report # OES 01-11 214 'of L17 5.3 Corporate Services Department The Corporate Services Department is responsible for managing the financial affairs of the Corporation, including Taxation, Accounting, Supply & Services, and Information Technology. The work teams include: • Finance & Taxation Accounting Services Supply & Services • Information Technology • Internal Audit Review Date Review Methodology Status August 2010 Staff Review Completed List of Barriers Identified: Barrier Barrier Type Strategies for removal or prevention None n/a n/a • 5.4 Operations & Emergency Services Department The Operations & Emergency Services Department administrates and coordinates the efforts of the operational services division to ensure efficient and responsive delivery of the services of the following work teams.- Operations & Emergency Services Department • Culture & Recreation Division • Operations & Facilities Division • Fire Services Division Engineering Services Division • Community Emergency Management Program Operational Review: Review Date Review Methodolo Status August 2010 Staff Review Completed List of Barriers Identified: Barrier Barrier Type Strategies for removal or prevention Altona Road from Curb depressions Schedule for 2011 Sheppard Avenue to Strouds Lane installation of multi use trail and sidewalk Physical 17 2 5 Attachment # 1 to Report # OES 01-11 0 of List of Barriers Identified: Barrier Barrier Type Strategies for removal or prevention Brock Road from Curb depressions Schedule for 2011 Rossland Road to grade separation installation of multi use trail Physical Bayly Street from Curb depressions Completion prior to 2011 Liverpool Road to Go Station entrance sidewalk installation Physical Fairport Road Curb depressions Completion prior to 2011 intersection at Finch Avenue sidewalk infill Physical All Facilities: Barrier Barrier Type Strategies for removal or prevention None *Please Note! 2011 funds for facility accessibility upgrades will be applied to deferred projects from 2008 -10 5.5 Planning & Development The.Planning & Development Department participates in numerous activities respecting land use policy, site planning, community development, and building construction. The work teams include: • Planning Information & Support Services • Development Control • Building Services Operational Review: Review Date Review Methodology Status August 2010 Staff Review Completed List of Barriers Identified: Barrier Barrier Type Strategies for removal or prevention None n/a n/a 18 Attachment # 1 to Report# OES 01-11 of ~2 ? 216 5.6 Pickering Public Library Provides library services, programs and resources to the community at various facility locations, which include Pickering Public Library, and Claremont, Greenwood, Petticoat Creek, Whitevale Branches. Operational Review: ';Review Date Review Methodology Status Fall 2009 Staff Inspection Complete List of Barriers Identified: Barrier Barrier' Type Strategies for removal or prevention Motor on revolving doors Physical Replace front doors at Central Library keeps I breaking down. These doors were designed to revolve automatically for easy access and to slow down for children and people with mobility issues. 19 ~L 217 Attachment # 1 to Report# OES 01-11 Lof a7 Section 6: Decision-Making Review 6.1 Administration Department The Administration Department is responsible to ensure that the Corporation is operating with administrative effectiveness and providing an accountable and responsive government. The work teams include: • Customer Care Centre. • Human Resources Division • Legal & Legislative Services Division Operational Review: Review: Date Review Methodology Status August 2010 Staff Review Completed List of Barriers Identified: Barrier Barrier Type Strategies for removal or prevention None n/a n/a 6.2 Office of Sustainability The Office of Sustainability is responsible for managing the City's sustainability initiatives and Business Development. The work teams include: • Marketing & Business Development • City & Economic Development • Sustainability • Website Operational Review: Review Date Review Methodology Status August 2010 Staff Review Completed List of Barriers Identified: Barrier Barrier Type Strategies' for removal or prevention None n/a n/a 20 Attachment # 1 to Report# OES 01-11 Hof a-7 218 6.3 Corporate Services Department The Corporate Services Department is responsible for managing the financial .affairs of the Corporation, including Taxation, Accounting, Supply & Services, and Information Technology. The work teams include: • Finance & Taxation • Accounting Services • Supply & Services • Information Technology • Internal Audit Operational Review: Review Date Review Methodology Status August 2010 Staff Review Complete List of Barriers Identified: Barrier Barrier Type Strategies for removal or prevention None n/a n/a 6.4 Operations & Emergency Services Department -The Operations & Emergency Services Department administrates and coordinates the efforts of the operational services division to ensure efficient and responsive delivery of the services of the following work teams: Operations & Emergency Services Department • Culture & Recreation Division • Operations & Facilities Division • Fire Services Division • Engineering Services Division • Community Emergency Management Program Operational Review: Review Date Review Methodology Status August 2010 Staff Review Complete List of Barriers Identified: Barrier Barrier Type Strategies for removal or prevention None n/a n/a I 21 2 1 9 Attachment # 1 to Report# OES 01-11 6.5 Planning & Development The Planning & Development Department participates in numerous activities respecting land use policy, site planning, community development, and building construction. The work teams include: • Planning • Information & Support Services • Development Control • Building Services Operational Review: Review Date Review Methodology Status August 2010 Staff Review Complete List of Barriers Identified: Barrier Barrier Type Strategies for removal or prevention None n/a n/a 6.6 Library Services Provides library services, programs and resources to the community at various facility locations, which include Pickering Public Library, and Claremont, Greenwood, Petticoat Creek, Whitevale Branches. Operational Review: Review Date Review Methodolo Status August 2010 Staff Review Complete List of Barriers Identified: Barrier Barrier Type Strategies for removal or prevention None n/a n/a 22 Attachment # 1 to Report# OES 01-11 -of 27 220, Section 7: Targets and Actions for Year 2011 7.1 Administration Department The Administration Department is responsible to ensure that the Corporation is operating with administrative effectiveness and providing an accountable and responsive government. The work teams include: • Customer & Administrative Services • Human Resources • Legal & Legislative Services Division Barrier Action Resources Costs Target None Total Cost 7.2 Office of Sustainability The Office of Sustainability is responsible for managing the City's sustainability initiatives and business development. The work teams include: • Marketing & Business Development • City & Economic Development • Sustainability • Website Barrier Action Resources Costs Target None Total Cost 7.3 Corporate Services Department The Corporate Services Department is responsible for managing the financial affairs of the Corporation, including Taxation, Accounting, Supply & Services, and Information Technology. The work teams include: • Finance & Taxation • Accounting Services • Supply & Services • Information Technology • Internal Audit Barrier Action Resources Costs Target None Total Cost 23 i Attachment # 1 to Report # OES 01-11 221 Q(,-of --17 7.4 Operations & Emergency Services Department The Operations & Emergency Services Department administrates and coordinates the efforts of the operational services division to ensure efficient and responsive delivery of the services of the following work teams (Division's): Operations & Emergency Services Department • Culture & Recreation Division • Operations & Facilities Division • Fire Services Division • Engineering Services Division • Community Emergency Management Program Barrier Action Resources- Costs Target Altona Road from Trail & Capital $105,000 Scheduled Sheppard Avenue Sidewalk for 2011 to Strouds Lane installation installation of multi use trail and sidewalk Physical Brock Road from Trail Capital $300,000 Scheduled Rossland Road to Installation for 2011 grade separation installation of multi use trail Physical Bayly Street from Sidewalk Capital $25,000 Completion Liverpool Road to Installation prior to 2011 Go Station entrance sidewalk installation Physical Fairport Road Sidewalk Capital $10,000 Completion intersection at Infill prior to 2011 Finch Avenue sidewalk infill Physical Total Cost $440,000 24 Attachment # 1 to Report# OES 01-11 222 -,17 7.5 Planning & Development Hof The Planning & Development Department participates in numerous activities respecting land use policy, site planning, community development, and building construction. The work teams (Division's) include: • Planning • Information & Support Services • Development Control • Building Services :.Barrier Action Resources Costs Target None Total Cost 7.6 Library Services Provides library services, programs and resources to the community at various facility locations, which include Pickering Public Library, and Claremont, Greenwood, Petticoat Creek, Whitevale Branches. .,Barrier Action Resources Costs Target Revolving doors at Replace Funds obtained in $100,000 Fall 2010 the Central Library front doors our 2010 budget. do not operate with a properly, for different type children or people of operation. with mobility issues. Total Cost $100,000 Please Note: All capital funding items are pending budget approval. Section 8: Monitoring Progress The core group of the plan development working group will provide a status report every second month to review progress of the plan. Follow up will be conducted with any staff or contacts that have a role in the implementation of the plan. Updates of the plan will be presented to the AAC on a bi-monthly basis. 25 Cary o~ Report To Y I Executive Committee PICKERING Report Number: OES 02-11 223 Date: January 10, 2011 From: Everett Buntsma Director, Operations & Emergency Services Subject: Don Beer Arena Snack Bar Concession - Lease Renewal Pickering Hockey Association - File: A-1440-001-11 Recommendation: 1. That Report OES 02-11 of the Director, Operations & Emergency Services regarding the Lease Renewal - Pickering Hockey Association be received; 2. That the monthly rent for the snack bar lease be reduced to $733.00 per month for the 2010 - 2011 hockey season; and 3. That the appropriate City of Pickering Officials be authorized to take necessary action to give effect thereto. Executive Summary: The Don Beer Arena Pad 1 is presently closed for rehabilitation. This has resulted in a 33% decrease in clientele for the snack bar operation. The Pickering Hockey Association have requested a reduction in the monthly rent. Staff recommend that the rental be reduced by 33% from $1,100.00 per month to $733.00 per month. Financial Implications: The revenue through 2010/2011 season will be reduced from $8,800.00 total to $5,864.00. Sustainability Implications: Allowing a reduction in rent will enable the Pickering Hockey Association to continue offering on site refreshments for participants and spectators. Report OES 02-11 January 10, 2011 Subject: Don Beer Snack Bar Concession Page 2 224 Background: Not Applicable Attachments: 1. Report OES 55-09 (dated December 14, 2009) 2. Pickering Hockey Association Concession Licence Agreement Approved Approved/Endorsed By: Everett Buntsma Gillis Paterson Director, Operations & Emergency Services Director, Corporate Services & Treasurer EB:mld Copy: Chief Administrative Officer Recommended for the consideration of Pickering Cit ounc'I t5,2-010 Tony Preve el, P.Eng. Chief Administrative Officer CORP0227-07/01 revised 2 2 5 ATTACH?! c of ~Z Crr~ REPORT TO EXECUTIVE COMMITTEE PICKERIN Report Number: OES 55-09 5 2 Date: December 14, 2009 From: Everett Buntsma Director, Operations & Emergency Services Subject: Don Beer Arena Snack Bar Concession - Lease Renewal - Pickering Hockey Association - File: A-1440-001-09 Recommendation: 1. That Report OES 55-09 of the Director, Operations & Emergency Services regarding the Lease Renewal - Pickering Hockey Association be received; and 2. That the Mayor and the Clerk be authorized to execute a renewal Concession Licence Agreement to permit the Pickering Hockey Association to continue to operate the snack bar concession facility at Don Beer Arena from September 1, 2009 to April 30, 2010 that is in the form and substance acceptable to the Director, Operations & Emergency Services and the City Solicitor, with the option of mutually extending this licence agreement for a further two years. Executive Summary: The Pickering Hockey Association have an existing Licence Agreement to operate the snack bar concession facilities at Don Beer Arena:. The Pickering Hockey Association have requested to renew this agreement for a further year. The Operations & Emergency Services Department recommend that a renewal agreement be initiated with the Pickering HockeyAssociation. Financial Implications: The revenue to be generated through 2009 and 2010 is $1,100 monthly from September 1, 2009 to April 2010 for a total of $8,800.00. Sustainability Implications: Allowing a community organization such as the Pickering Hockey Association to run the snack bar at bon Beer Arena to support their initiatives fits within the City's sustainable vision. i ATTACK MENT# TO REP0RT#62- 226 Report OES 55-09 °f December 14, 2009 Subject: Don Beer Arena Snack Bar Page 2. 53 - Lease Renewal - Pickering Hockey Association Incorporated Background: On August 3, 1999, Council enacted By-law #5540/99 to authorize the execution of a Licence Agreement with the Pickering Hockey Association Incorporated for the operation of the Don Beer Arena Snack Bar Concessions. This agreement was subsequently extended to April 30, 2009 The Pickering Hockey Association have requested to renew this agreement again for a further year. The renewal agreement allows the Pickering Hockey Association to continue to operate the Don Beer Snack Bar Concession from September 1, 2009 to April 30, 2010. The, Pickering Hockey Association are currently paying the monthly fee of $1,100.00 per month for 8 months per year and have operated the. Concession since the additional third ice pad opened. The renewal agreement also allows for a mutually agreed extension of two years subject to an inflation allowance for rent increases. The Director, Operations & Emergency Services and the Division Head, Culture & Recreation recommend that a renewal agreement be initiated with the Pickering Hockey Association. Attachments' 1. Draft Agreement Prepared By: Approved/Endorsed B Tony Prevedel Everett Buntsma Division Head, Facilities Operations Director, Operations & Emergency Services TP:mld Copy: Chief Administrative Officer Recommended for the consideration of Pickeri i Council r~ ~XJ v Tho as J. Q &nn, DMR, CMM III Chief Administrate a Officer CORP0227-07/01 revised fi'ORT# D~S'~ Al 1A HMLNT;; 227 of..~' _ 54 THIS CONCESSION LICENCE AGREEMENT is made as of September 1, 2009. BETWEEN: PICKERING HOCKEY ASSOCIATION ("PHA") -and- THE CORPORATION OF THE CITY OF PICKERING (the "City") .WHEREAS the. City is the owner of the Don Beer Arena which contains a snack bar concession facility; and WHEREAS the. City wishes to retain the PHA to operate the concession on its behalf. NOW THEREFORE the parties agree as follows: Definitions 1. In this. Agreement, (a) "Concession" means the snack bar concession facility located in the Don Beer Arena owned by the City located at 940 Dillingham Road in the City of Pickering; (b) "Director" means the Director of the City's Operations and Emergency Services or a designate; and (c) "term" means the term of this Agreement, including any renewal, as set out in Section 2. Term 2. (1) The City grants to the PHA the right to operate the Concession for the purpose of . providing snack bar services during the months of September to April, both inclusive, for the period beginning September 1, 2009 and ending April 30, 2010. I ~ WTACHMENT# _T0 EPORT# 6,2-ll of greement Page 2 Pickering Hockey Association Concession A 228 55 (2) If both parties agree, this Agreement may be extended on the same terms and conditions for a further period beginning September 1, 2010 and ending April 30, 2012. The monthly rental rate increase will be mutually agreed upon prior to this extension. 3. Either the PHA or the City may terminate this Agreement prior to its expiry by giving 90 days written notice to the other. Fees 4. The PHA shall pay to the City monthly installments on the first day of each month in the amount of $1,100 for a total of $8,800.00. Operations 5. The PHA and all of its servants, agents and employees shall, (a) comply strictly with all applicable by-laws, rules and regulations governing the conduct and operation of its business in the Concession; (b) operate the Concession during the times and on the'days agreed to by, the Director; (c) keep accurate books and records of the operation of the Concession and allow the Director to inspect the books and records; (d) obtain all necessary permits, licenses and approvals that may be required in connection with the operation of the Concession; (e) PHA shall pay all realty, business or other taxes or rates that may be levied against the lands upon which the Don Beer Sports Arena is located, against the Arena Concession operation or against PHA as a result of its operation of the Arena Concession. (f) maintain in good repair the Concession and the equipment in it; (g) maintain " the Concession in a clean, sanitary and attractive condition satisfactory to the Director throughout the term and, at the end of the term, repair or replace any damages to the Concession except reasonable wear and tear; (h) provide a good standard of service to the public patronizing the Concession; (i) keep and offer for sale the types of refreshments and food ordinarily offered in community recreation centres and such other refreshments and food as may be reasonably requested by the City to promote a healthy lifestyle; and 2 ATTACHMENT# o'O REPORT#~6a'(t 229 of Pickering Hockey Association Concession Agreement Page 3 56 (j) comply with the provisions of the agreement dated September 1, 2003 between the City and Coca-Cola Bottling Ltd. set out in Schedule A to this Agreement. 6. The PHA shall obtain the approval of the Director before altering, adding to or varying in any way all or any part of the Concession. Any approved alteration, addition or variation shall be undertaken at the PHA's sole expense and shall become the property of the City at the end of the term. Insurance 7. Prior to occupying the Concession, the PHA, at its own expense, shall provide, (a) comprehensive general public liability insurance, identifying the City as an additional insured, including coverage for personal injury, contractual liability, i tenant's legal liability, non-owned automobile liability, death and property damage, on an occurrence basis with respect to the business carried on at the Concession and the PHA's use and occupancy of the Concession, with coverage for any one occurrence or claim.of not less than $2,000,000, which insurance shall protect the City in respect of claims by the PHA as if the City was separately insured; (b) insurance in respect of fire and other perils covering the leasehold improvements, trade fixtures, furniture and equipment in the Concession for not less than the full replacement cost thereof; and (c) a certificate of insurance coverage in a form satisfactory to the City, prior to -the PHA occupying the Concession, which insurance coverage shall be kept in full force and effect throughout the term. 8. The PHA shall not do or omit or permit to be done anything which causes any insurance premium of the City to be increased, and if any insurance premium shall be so increased, the PHA shall pay to the City forthwith upon demand the amount of such increase. If notice of cancellation or lapse shall be given respecting any insurance policy of the City or if any insurance policy shall be cancelled or refused to be renewed by an insurer by reason of the use or occupation of the Concession, the PHA shall forthwith remedy or rectify such use or occupation upon being requested to do so in writing by the City and if the PHA shall fail to do so the City may, at its option, terminate this Agreement forthwith by notice to the PHA and the PHA shall immediately vacate the Concession. Liability of the City 9. The City shall not be liable to the PHA-for any loss of or damage to the Concession or any equipment or inventory in it, whether caused by fire, theft, burglary or otherwise, unless 3 ATTACH MENT# TO REPORT#~ Oa-it of Pickering Hockey Association Concession Agreement Pa~e340 57 such loss or damage was caused by the negligence of the City, its servants,' agents or employees. 10. The PHA shall indemnify the City and each of its servants, employees and agents from and against all actions, suits, claims and demands which may be. brought against any of them, and from and against all losses, costs, charges, damages and expenses which may be sustained by any of them as a result of PHA's use and occupation of the Concession. Default 11. If at any time the PHA is in default in the performance of any of the obligations under this Agreement and such default continues for 15 days after the receipt by the PHA of notice from the Director setting out the particulars of such default, the City shall have the right to terminate this Agreement forthwith and thereupon all the rights of the PHA under this Agreement shall immediately cease and the City shall not be liable for payment to the PHA of any moneys whatsoever by reason of such termination. 12. If any outstanding fees are not paid as required by this Agreement, the City shall be entitled to retain and dispose of any equipment installed in the Concession in order to satisfy the outstanding fees and the costs of collecting them. General 13. The Director shall have the right to enter the Concession at any time for any reason provided all reasonable efforts are made to minimize any disruption to the PHA's use of the Concession. 14. PHA shall not exhibit or allow to be exhibited in the Concession any sign, notice, notice board, painting, design or advertisement without the prior consent of the Director. 15. This Agreement shall not be assignable by the PHA without the consent of the City, which consent may be arbitrarily refused. 16. This Agreement shall ensure to the benefit of and be binding upon the parties and their respective successors and permitted assigns. 17. No amendment to this Agreement shall be effective unless it is in writing and signed by both parties. 18. (1) Any notice to the City under this Agreement shall be in writing and shall be delivered to the following address: Pickering Civic Complex One The Esplanade Pickering, Ontario L1V 6K7 4 I of 231 Pickerinq Hockey Association Concession Agreement Page 5 53 Attention: City Clerk (2) Any notice to the PHA under this Agreement shall be in writing and shall be delivered to the following address: Pickering Hockey Association 1737 Ada Court Pickering, Ontario L1V 2Y9 Attention: Gary Watters, President (3) Notice shall be sufficiently given if delivered in person or sent by registered mail or sent by facsimile transmission during normal business hours on a business day. (4) Each notice sent shall be deemed to have been received on the day it was delivered or on the third business day after it was mailed. (5) The parties may change their address for notice by giving notice to the other in the manner provided in this section. IN WITNESS WHEREOF the parties have signed this Agreement. PICKERING HOCKEY ASSOCIATION THE CORPORATION OF THE CITY OF PICKERING David Ryan, Mayor Debbie Shields, (Acting) City Clerk 5 ATTACHMENT#: TO REPORT#OOG;~ t of-~°-- 232 59 SCHEDULE A Certain provisions of the Agreement dated September 1, 2003, between the CITY (herein referred to as the "CITY") and Coca-Cola Bottling Ltd., (therein referred to as the "Company") 1. For the purposes of this Agreement, (a) "Arenas" means the Arenas located at 940 Dillingham Road; (b) "Event" means any scheduled or rescheduled sporting event, sporting competition or sporting contest conducted in either of the Arenas; (c) "Soft Drink Beverages" means, (i) all carbonated and non-carbonated soft drink beverages; (ii) all syrups from which carbonated and non-carbonated soft drink beverages may be.prepared for immediate consumption by the addition of carbonated or non-carbonated water; and (iii) all carbonated and non-carbonated, fruit drinks, machine-vended fruit juices, potable waters and any other non-alcoholic beverages for immediate consumption, including all syrups and preparations from' which the same may be prepared; (d) "Soft Drink Beverages of the Company" means those Soft. Drink Beverages ,which from time to time are manufactured, sold or distributed by the Company; (e) "Soft Drink Dispensing Equipment" means those devices for the dispensing or storage of soft drink beverages more particularly described in Schedule A hereto and such further similar devices supplied by the Company pursuant to this Agreement; (f) "Term" means the term of this Agreement which shall commence at 6:00 am on September 1, 2003 and shall expire at midnight on August 31, 2013. i i ATTACI -(;L ----TO RE PO R 233 of Pickering Hockey Association Concession Agreement Page 7 6e ADVERTISING - HOCKEY SCOREBOARD. TIME-OF-DAY CLOCK AND MENU BOARDS 2. (1) During the Term, the Company shall have the exclusive right to place advertising, at its cost, on the hockey scoreboard, the clock and the menu boards by decorating them in full. colour with advertising material for one or more of the Soft Drink Beverages of the Company and may change the advertising material from time to time during the Term. (2) The Company shall, at its cost, maintain and repair the advertising in good and attractive order, normal wear and tear only excluded. 3. The CITY shall not permit any commercial signage or messages other than the advertising material of the Company to be placed on the ice re-surfacing unit, the hockey scoreboard, the clock or the menu boards. i 4. The CITY shall not permit any advertising, promotion or mention of any nature or description, whether visual or oral (including the public address system in the Arenas), of any Soft Drink Beverage which is not a Soft Drink Beverage of the Company in or about the Complex including its structures, hallways, concourses or at any outside entrances to the Complex and regardless of whether or not it is within the view or hearing of any existing or future spectator seat in the Complex, save and except where necessary to describe a team or a member of a team that is sponsored by a Soft Drink Beverage company other than the Company. 5. The CITY shall not grant to any manufacturer, bottler or supplier of Soft Drink Beverages, other than Soft Drink Beverages of the Company, the right to associate itself or its Soft Drink Beverages with the Complex or any part thereof in any manner directly or by implication. SOFT DRINK DISPENSING EQUIPMENT i 6. The CITY, at its cost, shall keep the Soft Drink Dispensing Equipment in good repair, condition and working order and shall furnish any parts required to keep it in good mechanical and working order. 7. Without the prior written consent of the Company, the CITY shall not make any alterations, additions or improvements to the equipment; all alterations, additions and improvements made to the equipment shall belong to and become the property of the Company upon the making of the alteration, addition or improvement. 7 i - C-1 ATTACH MENT# - TO REPORT#6OCI) f of 234 Pickering Hockey Association Concession Agreement Page 8 61 8. The Soft Drink Dispensing Equipment shall be used by the CITY only in the Complex and shall not be removed therefrom or otherwise disposed of without the prior written consent of the Company. 9. The Company may, at its cost, supply and install such additional or replacement Soft 'Drink Dispensing Equipment as the Company from time to time considers necessary to service the public demand for Soft Drink Beverages at the Complex at such locations within the Complex as are agreed upon by the Parties; such equipment shall be treated as Soft Drink Dispensing Equipment for the purposes of this Agreement. 10. The CITY shall at all times during the Term keep all syrup heads of the Soft Drink Dispensing Equipment properly identified with the appropriate trademarks of the Company relating to the Soft Drink Beverages of the Company actually dispensed through the heads. 11. No Soft Drink Beverages (other than fruit juices) may be supplied, sold or distributed in the Complex from soft drink dispensing equipment other than the Soft Drink Dispensing Equipment of the Company. COMPLEX SOFT DRINK BEVERAGE SUPPLY 12. (1) During the Term; the Company shall be the sole and exclusive supplier of Soft Drink Beverages. for sale or complimentary distribution in the Complex and all parties from time to time selling or distributing Soft Drink Beverages in the Complex shall purchase for resale or distribution at the Complex only the Soft Drink Beverages of the Company at the Company's then prevailing wholesale prices and trade terms which from time to time may exist, provided always that the said wholesale prices of the Company shall remain competitive with the wholesale prices which are from time to time offered by other manufacturers or distributors of nationally known Soft Drink Beverages. (2) The Company shall provide such brands and quantities of Soft Drink Beverages as it considers necessary to service the public demand thereof at the Complex. 13. Notwithstanding any other provision contained herein, the Company shall not be liable hereunder for failure to supply Soft Drink Beverages due to government action, statute, ordinance or regulation; strike or other labour disturbance or disruption; fire damage; lack of or inability to obtain materials, labour, fuel or supplies; act of God; or any other cause, contingency or circumstance which is beyond the control.of the Company. 8 y.cRFs7alzT6S 0P - f~ TTAC 235 ofd. Pickering Hockey Association Concession Agreement Page 9 62 GENERAL 14. The employees, representatives and agents of the Company, shall be permitted access to the Complex during normal business hours for any purpose provided for or contemplated in this Agreement. i ' 9 Cery Report To Executive Committee PICKERING Report Number: IDES 03-11 Date: January 10, 2011 236 From: Everett Buntsma Director, Operations & Emergency Services Subject: Gingerbread Co-operative Nursery School (Pickering) Inc. - Licence Agreement Renewal - File: A-1440-001-11 Recommendation: 1. That Report OES 03-11 of the Director, Operations & Emergency Services be received; and 2. That the Mayor and City Clerk be authorized to execute a revised Licence Renewal Agreement to which the Gingerbread Co-operative Nursery will be permitted to continue to operate a cooperative nursery program at Westshore Community Centre from September 1, 2010 to June 30, 2012, that is in the form and substance acceptable to the Director, Operations & Emergency Services and the Chief Administrative Officer. i Executive Summary: Gingerbread Co-operative Nursery School (Pickering) Inc. has an existing licence agreement to provide a cooperative nursery program at Westshore Community Centre. Gingerbread Co-operative Nursery School (Pickering) Inc. has requested to revise this agreement for a further two years at a reduced rent. The Operations & Emergency Services Department recommends that a renewal agreement be initiated with Gingerbread Co-operative Nursery School (Pickering) Inc. Financial Implications: Present Rent Revised Rent Revenues: 2009/2010 $4,320 $4,320 2010/2011 4,450 4,160 2011/2012 4,539 4,160 $13,209 $12,640 i Report OES 31-10 December 13, 2010 237 Subject: Gingerbread Co-operative Nursery School (Pickering) Inc Licence Renewal Agreement Page 2 Sustainability Implications: The use of the Westshore Community Centre for the provision of a cooperative nursery program is a positive and proactive use of this facility and is consistent with the City's mandate to encourage positive and healthy family values. Background: On May 11, 2009 Council enacted Resolution #113/09 to authorize the execution of a licence renewal agreement with Gingerbread Co-operative Nursery School (Pickering) Inc. to permit the private operations of a cooperative nursery program at Westshore Community Centre. The Director, Operations & Emergency Services recommend that a revised renewal agreement be initiated with the Gingerbread Co-operative Nursery School (Pickering) Inc. Attachments: 1. Letter from the Gingerbread Nursery School (dated October 28, 2010) 2. Licence Agreement dated April 1, 2009 3. Licence Agreement dated September 1, 2010 Approved By: Approved/Endorsed By: Everett tsm Gillis Paterson Director, Operations & Emergency Services Director, Corporate Services & Treasurer EB:mld Copy: Chief Administrative Officer Recommended for the consideration of Pickering ' y Cou i !S, 2 0/O Tony Prevedel, P.Eng. Chief Administrative Officer CORP0227-07/01 revised t ATTACHMENT TO REPORT#_LES Z_ of 2 238 CAO RECEI,1:l; II, C1 2 05 2010 FILE. r Gingerbread Co-op Nursery School FOLD Stn. Main, Box 427 C FWD Pickering, ON MAYOR COUNCIL L 1 V 2R7 CO~L PK6r CAO MGMT COM DIRE( TORS =~r CORP SERV Tony Prevedel OES OFFICE SUST 1 Esplanade C&R PLAN & DEV Pickering, ON ENG SERV LEGAL & LS L1V 6K7 FIRE CLERIC L OPER &,FACTui MM 28 2010 i Dear Mr. Prevedel, This letter and request is being written on behalf of the Board of Directors, staff and families of the Gingerbread Co-op Nursery School. As you are aware, the school has i been supervised by Registered Early Childhood Educator; Jeanette A. Weber, since September 1997. It is our understanding (although we are unable to confirm the exact. date), that the Gingerbread Nursery School has been residing in the West Shore Community Centre since well before 1997. i We have always taken pride in the care of your facility. Problems are reported immediately to maintenance staff as we are aware that they affect your evening and weekend functions. We are all aware that the all inclusive rental fee charged to the Nursery School is reasonable. Having said that, we are at this time facing financial constraints in keeping the school operating. We, like all businesses, are feeling the impacts of the current economic situation. Families enrolled in our school are our only source of income. As families face the expenses of modern day living, they are at times not able to afford pre-school for their child, even though they may wish to. We have had our budget reviewed by a Certified General Accountant and we have put into operation all suggested cost reduction measures. Regardless, we continue to struggle financially. As of today, we have ten families enrolled of a possible sixteen. This is not allowing us to successfully cover operating expenses. After exploring all avenues to increase enrollments and decreasing expenses, we are faced with approaching the City of Pickering for assistance. We are formally requesting the City allow us to operate without a rental charge for November 2010, December 2010 and January 201.1. If this is not feasible then we would ask for a dramatic rent decrease each month. We would like to freeze our rent at 2008 rate of $416.00 per month for the remaining 2010 and 2011 school year, or until June 2011. The Gingerbread Nursery School is a non-profit, parent based, registered charity school. It has operated since 1974. Without some financial assistance, we may have to close our doors. We willingly relocated to the Pickering Recreation Complex when the floor was replaced at the Community Centre, even though it was done mid-school-year. Relocating the school was not an easy task as we had to gain approvals from the Health Department and the Ministry of Youth and Family Services. TO REPORT# ATTACHMENT#1 23 9 ~ of Parents, staff and Board members would be extremely willing to meet with you at anytime to discuss this matter. We would be willing to present our situation to Pickering Town Council if required. Letters of commendation could be collected and presented if required. We thank you very much for taking the time to read this letter. The families, staff and Board of Directors are anticipating a positive response from you. Sincerely, , v\a~ 6z u, 7 w 6-m Katrina Kinnear (905) 839-9719 (res.) - President Other Contacts: Jennifer Lee (905) 492-1821 (res.)'- Treasurer Jeanette Weber (905) 831-9246 (school) - R.E.C.E. c,c.- Mike Dwinnel Dave Ryan Jennifer O'Connell i 1 ATTACH MENT# fO REPORT# S oz3 ! of 240 THIS LICENCE AGREEMENT is made as of April 1, 2009 BETWEEN: THE GINGERBREAD CO-OPERATIVE NURSERY School (PICKERING) INC. (the "School") - and - V THE CORPORATION OF AL JL THE CITY OF PICKERING (the "City") WHEREAS the City owns the community centre known as the West Shore Community Centre at 1011 - 1015 Bayly Street in the City of Pickering (the "Community Centre"); and WHEREAS the School wishes to use the Community Centre and associated facilities for the purpose of operating a co-operative nursery school; and WHEREAS the City is prepared to grant a licence to the School to permit the School to use the Community Centre and associated facilities,for such purpose; NOW THEREFORE the City and the School agree as follows: Licence 1. 'The City grants to the School a licence to occupy and use the Community Centre and associated facilities for the purpose of operating a co-operative nursery school on the terms and conditions set out in this Licence. 2. The School shall also be permitted to use the Community Centre one evening or weekend day in each year of the jerm,for fundraising efforts. These dates must be requested in writing and aye subject to availability. Term 3. The term of this Licence shall be three (3) years commencing April 1, 2009 and ending March 31, 2012 unless terminated earlier in accordance with the provisions of this Licence. 4. Either the School or the City may terminate this Licence prior to the expiry of the term by giving 90 days written notice to the other. ATTACH MENT# TO REPORT#6 Gingerbread Licence CZ of S Page 2 241 Fees 5. During the first year of the term, the School shall pay to the City the fixed sum of $4,320.00 in 10 equal monthly payments of $432.00 payable on the 1st day of every month except July and August. During the second year of the term, the School shall pay to the City the fixed sum of $4,448.00 in 10 equal monthly payments of $448.00 payable on the 1st day of every month except July and August. During the third year of the term:-Ahe School shall pay to the City the fixed sum of $4,464.00 in 10 equal monthly payments of $464.00 payable on the 1 st day of every month except July and'August. 6. The School shall provide ten post-dated cheques prior to the start of each school year, payable to the City, in the amounts set out in Section 5. Operation 7. The School shall, (a) comply strictly with all applicable laws, by-laws, rules and regulations governing the operation of the School; (b) only operate the school Monday to Friday from 8:30 am to 12:30 pm and only during the months of September through June; (c) ensure that its operations conclude by 12:30 pm Monday to Friday to facilitate the use of the Community Centre and associated facilities for other purposes; (d) provide and pay for all personnel and supplies required for its purposes; (e) obtain all necessary permits, licenses and approvals that may be required in connection with the operation of the school; and (f) maintain the Community Centre in a clean, sanitary and attractive condition satisfactory to the City throughout the term and, at the end of the term, repair or replace any damages to the Community Centre save and except reasonable wear and tear. 8. The City shall provide, (a) all necessary electrical power, heat and other utilities; (c) equipment storage cupboards; and (d) a kitchenette facility for the purpose of providing light snacks for School staff and children. 2 ATTACHMENT#-zl- TO REPORT#QL LS, Gingerbread Licence of Page 3 242 9. The City assumes no responsibility to the School for the temporary or unavoidable interruption of the supply of electrical power, heat or other utilities due to any cause whatsoever. The City shall use reasonable diligence to restore any such services whenever they are interrupted. Insurance 10. The School,.at its own expense, shall provide, (a) comprehensive general public liability insurance, identifying the City as an additional insured, including coverage for personal injury, contractual liability, tenant's legal liability, non-owned automobile liability, death and property damage, on an occurrence basis with respect to the business carried on at the Community Centre and the School's use and occupancy of the Community Centre, with coverage for any one occurrence or claim of not less than $2,000,000, which insurance shall protect the City in respect of claims by the School as if the City was separately insured; and (b) a certificate of insurance coverage in a form satisfactory to the City, which insurance coverage shall be kept in full force and effect throughout the term. 11. The School shall not do or omit or permit to be done anything that causes any insurance premium of the City to be increased, and if any insurance premium shall be so increased, the School shall pay to the City forthwith upon demand the amount of such increase. If notice of cancellation or lapse shall be given respecting any insurance policy of the City or if any insurance policy shall be cancelled or refused to be renewed by an insurer by reason of the use or occupation of the Community Centre, the School shall forthwith remedy or rectify such use or occupation upon being requested to do so in writing by the City and if the School shall fail to do so the City may, at its option, terminate this Licence forthwith by notice to the School and the: School shall immediately vacate the Community Centre. Liability and Indemnification 12. The City shall not be liable to the School for any loss of or damage to the Community Centre or any equipment or inventory in it, whether caused by fire, theft, burglary or otherwise, unless such loss or damage was caused by the negligence of the City, its servants, agents or employees. 13. The School shall indemnify the City and each of its servants, employees and agents from and against all actions, suits, claims and demands which may be brought against any-of them, and from and against all losses, costs, charges, damages and expenses which may be sustained by any of them as a result of School's use and occupation of the Community Centre. 3' ATTACHMENT#~,_ TO REPORT# .03 Gingerbread Licence of Page 4 243 Default 14. If at any time the School is in default in the performance of any of the obligations under this Licence and such default continues for 15 days after the receipt by the School of notice from the City setting out the particulars of such default, the City shall have the right to terminate this Licence forthwith and thereupon all the rights of the School under this Licence shall immediately cease and the City shall not be liable for payment to the School of any moneys whatsoever by reason of such termination. General 15. The City shall have the right to enter the Community Centre at any time for any reason provided all reasonable efforts are made to minimize any disruption to the School's use of the Community Centre. 16. The School shall not exhibit or allow to be exhibited on the exterior of the Community Centre any sign, notice, notice board, painting, design or advertisement without the prior consent of the City. 17. The School shall not alter; add to or vary in any way any part of the Community Centre without the prior approval of the City. 18. This Licence shall not be assignable by the School without the consent of the City, which consent may be arbitrarily refused. 19. This Licence shall ensure to the benefit of and be binding upon the parties and their respective successors and permitted assigns. 20. No amendment to this Licence shall be effective unless it is in writing and signed by both parties. (1) Any notice to the City under this Licence shall be in writing and shall be delivered to the following address: Pickering Civic Complex One The Esplanade Pickering, Ontario L 1 V 61<7 Attention: City Clerk 4 ATTACHMENT#--2- TO REPORT#QC Q-3 Gingerbread Licence of S Page 5 244 (2) Any notice to the School under this Licence shall be in writing and shall be delivered to the following address: 1011 Bayly Street Box 427 Pickering, ON L1V 2R7 Attention: Kim Panourgias, President (3) Notice shall be sufficiently given if delivered in person or sent by registered mail or sent by facsimile transmission during normal business hours on a business day. (4) Each notice sent shall be deemed to have been received on the day it was delivered or on the third business day after it was mailed. (5) The parties may change their address for notice by giving notice to the other in the manner provided in this Section. IN WITNESS WHEREOF the City and the School have signed this Licence. GINGERBREAD CO-OPERATIVE NURSERY SCHOOL (PICKERING) INC. Kim Panourgia's i n Marcy Farhat, Secretary THE CORPORATION OF THE CITY OF PICKERING. ' David R"y~ „ M y;r Debi A. Wilcox, Clerk 5 ATTACH MENT#--3-- TORE PORT#6L- f of S 245 THIS LICENCE AGREEMENT is made as of September 1, 2010 BETWEEN: THE GINGERBREAD CO-OPERATIVE NURSERY School (PICKERING) INC. (the "School") - and - THE CORPORATION OF THE CITY OF PICKERING (the,"City")', WHEREAS the City owns the community centre known as the West Shore Community Centre at 1011 - 1015 Bayly Street in the City of Pickering (the "Community Centre"); and WHEREAS the School wishes to use the Community Centre and associated facilities for the purpose of operating a co-operative nursery school; and WHEREAS the City is prepared to grant a licence to the School to permit the School to use the Community Centre and associated facilities for such purpose; NOW THEREFORE the City and the School agree as follows: Licence 1. The City grants to the School a licence to occupy and use the Community Centre and associated facilities for the purpose of operating a co-operative nursery school on the terms and conditions set out, in this Licence. 2. The School shall also be permitted to use the Community Centre one evening or weekend day in each year of the term for fundraising efforts. These dates must be requested in writing and are subject to availability. Term 3. The term of this Licence shall be two (2) years commencing September 1, 2010 and ending June 30, 2012 unless terminated earlier in accordance with the provisions of this Licence. 4. Either the School or the City may terminate this Licence prior to the expiry of the term by giving 90 days written.notice to the other. t i ATTACHMENT# TO REPORT#6C_S03.-i/ Gingerbread Licence of Page 2 246 Fees 5. During the first year of the term, the School shall pay to the City the fixed sum of $4,160.00 in 10 equal monthly payments of $416.00 payable on the 1st day of every month except July and August. During the second year of the term, the School shall pay to the City the fixed sum of $4,160.00 in 10 equal monthly payments of $416.00 payable on the 1st day of every month except July and August. 6. The School shall provide ten post-dated cheques prior to the start of each school year, payable to.the City, in the amounts set out in Section 5. Operation 7. The School shall, (a) comply strictly with all applicable laws, by-laws, rules and regulations governing the operation of the School; (b) only operate the school Monday to Friday from 8:30 am to 12:30 pm and only during the months of September through June; (c) ensure that its operations conclude by 12:30 pm Monday to Friday to facilitate the use of the Community Centre and associated facilities for other purposes; . (d) provide and pay for all personnel and supplies required for its purposes; (e) obtain all necessary permits, licenses and approvals that may be required in connection with the operation of the school; and (f), maintain the Community Centre in a clean, sanitary and attractive condition satisfactory to the City throughout the term and, at the end of the term, repair or replace any damages to the Community Centre save and except reasonable wear and tear. 8. The City shall provide, (a) all necessary electrical power, heat and other utilities; (c) equipment storage cupboards; and (d) a kitchenette facility for the purpose of providing light snacks for School staff and children. 2 ATTACHMENT#-3- TO REPORT 03.41 Gingerbread Licence 22 Page 3 247 9. The City assumes no responsibility to the School for the temporary or unavoidable interruption of the supply of electrical power, heat or other utilities due to any cause whatsoever. The City shall use reasonable diligence to restore any such services whenever they are interrupted. Insurance 10. The School, at its own expense, shall provide, (a) comprehensive general public liability insurance, identifying the City as an additional insured, including coverage for personal injury, contractual liability, tenant's legal liability, non-owned automobile liability, death and property damage, on an occurrence basis with respect to the business carried on at the Community Centre and the School's use and occupancy of the Community Centre, with coverage for any one occurrence or claim of not less than - $2,000,000, which insurance shall protect the City in respect of claims by the School as if the City was separately insured; and (b) a certificate of insurance coverage in a form satisfactory to the City, which insurance coverage shall be.kept.in full force and effect throughout the term. 11. The School shall not do or omit or permit to be done anything that causes any insurance premium of the City to be increased, and if any insurance premium . shall be so increased, the School shall pay to the City forthwith upon demand the amount of such increase.. If notice of cancellation or lapse shall be given respecting any insurance policy of the City or if any insurance policy shall be cancelled or refused to be renewed by an insurer by reason of the use or occupation of the Community Centre, the.School shall forthwith remedy or rectify such use or occupation upon being requested to do so in writing by the City-and if the School shall fail to do so the City may, at its option, terminate this Licence forthwith by notice to the School and the School shall immediately vacate the Community Centre. Liability and Indemnification 12. The City shall not be liable to the School for any loss of or damage to the Community Centre or any equipment or inventory in it, whether caused by fire, theft, burglary or otherwise, unless such loss or damage was caused by the negligence of the City, its servants, agents or employees. 13. The School shall indemnify the City and each of its servants, employees and agents from and against all actions, suits, claims and demands which may be brought against any of them, and from and against all losses, costs, charges, damages and expenses which may be sustained by any of them as a result of School's use and occupation of the Community Centre. 3 ATTACHMENT#--R_ F 0 REPORT#OES C)1'L-1 Gingerbread Licence' ofPage 4 248 Default 14. If at any time the School is in default in the performance of any of the obligations under this Licence and such default continues for 15 days after the receipt by the School of notice from the City setting out the particulars of such default, the City shall have the right to terminate this Licence forthwith and thereupon all the rights of the School under this Licence shall immediately cease and the City shall not be liable for payment to the School, of;any moneys whatsoever by reason of such termination. General 15. The City shall have the right to enter the Community Centre at any time for any reason provided all reasonable efforts are made to minimize any disruption to the School's use of the Community Centre. 16. The School shall not exhibit or allow to be exhibited on the exterior of the Community Centre any sign, notice, notice board, painting, design or advertisement without the prior consent of the City. 17. The School shall not alter, add to or vary in any way any part of the Community Centre without the prior approval of the City. 18. This Licence shall not be assignable by the School without the consent of the City, which consent may be arbitrarily refused. 19. This Licence shall ensure to the benefit,of andk be binding upon the parties and their respective successors and permitted assigns. 20. No amendment to this Licence shall be effective unless it is in writing and signed by both parties. (1) Any notice to the City under this Licence shall be in writing and shall be delivered to the following address: Pickering Civic Complex One The Esplanade Pickering, Ontario L1V 6K7 Attention: City Clerk k 4 ATTACH MENT# O REPORT# 615.0.5" Gingerbread Licence S Page 5 249 (2) Any notice to the School under this Licence shall be in writing and shall be delivered to the following address: 1011 Bayly Street Box 427 Pickering, ON L1V 2R7 Attention: Kim Panourgias, President (3) Notice shall be sufficiently given if delivered in person or sent by registered mail or sent by facsimile transmission during normal business hours on a business day. (4) Each notice sent shall be deemed to have been received on the day it was delivered or on the third business day after it was mailed. (5) The parties may change their address for notice by giving notice to the other in the manner provided in this Section. IN WITNESS WHEREOF the City and the School have signed this Licence. GINGERBREAD CO-OPERATIVE NURSERY SCHOOL (PICKERING) INC. Kim Panourgias, President Marcy Farhat, Secretary THE CORPORATION OF THE CITY OF PICKERING David Ryan, Mayor Debi A. Wilcox, Clerk 5 I I C~cy o~ Report To Executive Committee PICKERI1~ T 1yG Report Number: OES 04-11 Date: January 10, 2011 250 From: Everett Buntsma Director, Operations & Emergency Services Subject: Tender for Roof Reinforcement at East Shore Community Centre - Tender No. T-25-2010 - File: A-1440-001-11 Recommendation: 1. That Report OES 04-11 of the Director, Operations & Emergency Services regarding Roof Reinforcement at East Shore Community Centre be received; 2. That Tender T-25-2010 submitted by Lisgar Construction Company at a cost of $149,160 (HST included) be accepted; 3. That the total gross project cost of $170,630 (HST included) and a net project cost of $153,658 including the tender amount and other associated costs be approved as a 2011 project in advance of the presentation and approval of the 2011 Capital Budget; 4. That Council authorizes the Director, Corporate Services & Treasurer to finance the project as follows: a) That the sum of $150,000 to be financed by the issue of debentures by The Regional Municipality of Durham over a period not to exceed ten (10) years; b) That the sum of $3,658 to be funded from Current Funds; c) That the annual repayment charges from the debenture in the amount of approximately $20,000 be included in the annual Current Budget for the City of Pickering commencing in 2011, continuing thereafter until the debenture is repaid, and any financing cost be paid out of the Current Budget; d) The Director, Corporate Services & Treasurer has certified that this loan and the repayment thereof falls within the City's debt and financial obligations approved annual repayment limit for debt and other financial obligations for 2010 as approved by the Province for municipalities in Ontario and therefore the Ontario Municipal Board approval is not required; Report OES 04-11 January 10, 2011 Subject: Roof Reinforcement at East Shore Community Centre 251 Tender No. T-25-2010 Page 2 e) That the Treasurer be authorized to make any changes, adjustments, and revisions to amounts, terms, conditions or take any actions necessary in order to effect the foregoing; 5. That the draft bylaw attached to this report be enacted; and 6. That the appropriate City of Pickering officials be authorized to take necessary action to give effect thereto. Executive Summary: The roof rehabilitation was approved by Council in the 2010 Capital Budget for the East Shore Community Centre totaling $210,000. Tenders were received and this project was initiated in July 2010. During the roof rehabilitation it was discovered that Tectum deck panels in the north west corner of the building had numerous cuts through the top of the decking. There were saw cuts most likely caused during the removal of the previous roof some years prior at the facility. These cuts had permanently damaged and reduced the strength of the Tectum Panels The Tectum decking required replacement and the services of a professional structural engineer was engaged to advise on replacing the damaged panels. During his investigation it was determined that a large number of the other panels had sagged or possessed permanent deflections (see Site Inspection Report Egberts Engineering Limited). The panels are located over the gymnasium, community room, and lawn bowling room. The engineer had concerns for the snow loading capacity of the roof and felt that the original roof capacity would have been reduced by approximately 15%. It was the recommendation of the engineer that the roof be reinforced by adding steel sections (channels or angles) between the steel joists and to add additional wood purloins, to reduce the span of the decking.. The engineer was requested to prepare specifications and stamped drawings to proceed with an additional tendering process for roof reinforcement work. The roof reinforcement project resulted in a tender price $149,160 (including HST). CORP0227-07/01 revised Report OES 04-11 January 10, 2011 Subject: Roof Reinforcement at East Shore Community Centre Tender No. T-25-2010 Page 3 252 Financial Implications: While the actual roof replacement (Phase 1) was included in the 2010 Capital Budget, the need for rehabilitation of the deck was unforeseen. Given the nature of the repairs required, time is of the essence. It was not deemed advisable to postpone this project to March when the budgets are approved. Therefore the project is being put forth now as a 2011 Capital Budget item. This will provide for immediate commencement of the needed repairs.before winter snow load conditions become a concern. This will also provide the base of the roof replacement for 2011. While the roof replacement qualified for 100 per cent funding from the Federal Gas Tax Grant, rehabilitation of an existing roof support system will not. Therefore this entire project must be debt financed. 1. TENDER AMOUNT T-25-2010 $132,000 HST (13%) 17,160 Sub-Total 149,160 HST Rebate (11.24%) (14,837) Total $134,323 2. SOURCE OF FUNDS Capital Budget Location Project Code Source of Funds Budget Required T-25-2010 Roof 5999.1198.6999 Debt - 10 years $0 $150,000 Reinforcement Current Funds 3,658 Pre-Budget Approval Total Funding $153,658 CORP0227-07/01 revised Report OES 04-11 January 10, 2011 Subject: Roof Reinforcement at East Shore Community Centre 253 Tender No. T-25-2010 Page 4 3. ESTIMATED PROJECT COSTING SUMMARY T-25-2010 $132,000 Tender & Miscellaneous Costs 4,000 Construction Contingency 15,000 Total Project Costs $151,000 HST (13%) _ 19,630 Total Gross Project Cost $170,630 HST Rebate (11.24%) (16,972) Total Net Project Cost $153,658 Project Cost under_(over) approved funds by ($153,658) The structural problems currently encountered have resulted in Health and Safety issues that need to be dealt with immediately and may not be able to await 2011 Capital Budget approval. Sustainability Implications: The existing roof decking requires reinforcement which will extend the useful lifespan of the roof for many years Background: Bids have been received in response to the tender call, which closed on Wednesday, December 1, 2010. There were two addenda issued on this project. An advertisement was placed in the Daily Commercial News and on the City's website inviting companies to download the tendering documents and drawings for the tender. A mandatory site visit was held on Tuesday November 23, 2010 and six (6) companies attended of which four bidders responded. The low bid was submitted by Lisgar Construction Company. This company's references have been checked and are deemed acceptable by the Director, Operations and Emergency Services. CORP0227-07101 revised Report OES 04-11 January 10, 2011 Subject: Roof Reinforcement at East Shore Community Centre 254 Tender No. T-25-2010 Page 5 The Health and Safety Policy, Clearance Certificate issued by Workplace Safety and Insurance Board (WSIB), the WSIB Cost and Frequency Record and Certificate of Insurance as submitted by Lisgar construction Company and have been reviewed by the Coordinator, Health & Safety and are deemed acceptable. The Certificate of Insuarance has been reviewed by the Manager, Taxation is deemed acceptable. In conjunction with staff's review of the contactor's previous work experience and bonding available on this project, the tender is deemed acceptable. Upon careful examination of all tenders and relevant documents received, the Facilities Operations Division recommends the acceptance of the low bid submitted by Lisgar Construction Company for Tender No. T-25-2010 in the amount of $149,160 (HST included) and that the total net project cost of $153,658 be approved. This report has been prepared in conjunction with the Manager, Supply & Services who. concurs with the foregoing. Attachments: 1. Supply & Services Memorandum dated December 2nd, 2010 2. Record of Tenders Opened and Checked 3. Site Inspection Report Egberts Engineering Limited 4. By-law to authorize the Roof Reinforcement at East Shore Community Centre in the City of Pickering and the issuance of debentures therefor in the amount of $150,000. Prepared By: Approved / Endorsed By: winnell Everett Bunts 6upervisor, Facilities Operations Director, Operations & Emergency Services Caryn Kong, CGA Gillis Pate goii-,CMA Senior Financial Analyst- Capital & Director, Corporate Services & Debt Management Treasurer CORP0227-07101 revised Report OES 04-11 January 10, 2011 Subject: Roof Reinforcement at East Shore Community Centre 255 Tender No. T-25-2010 Page 6 Vera A. F. Igemacher C.P.P., CPPO, CPPB, C.P.M., CMM III Manager, Supply & Services MD: and Copy: Chief Administrative Officer Recommended for the consideration of Pickerin _ ity Cou it 1 a-20t Tony Preve el Chief Administrative Officer CORP0227-07/01 revised ATTACHMENT# TOREPORT#DES Obi ~lI of r~ 256 Cry o~ PICKERI memo To: Everett Buntsma December 2, 2010 Director, Operations & Emergency Services From: Vera A. Felgemacher Manager, Supply & Services Copy: Supervisor, Facilities Operations Subject: Tender No. T-25-2010 Tender for Roof Reinforcement at Eastshore Community Centre Closing Date: December 1, 2010 File: F-5400-01 Tenders have been received for the above project. An advertisement was placed in the Daily Commercial News and on the City's website inviting companies to download the tendering documents and drawings for the above mentioned tender. Two (2) addenda were issued on this project. A mandatory site visit was held on Tuesday, November 23, 2010 and six (6) bidders attended of which four (4) bidders responded. 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 10.03 (r) provides checking tendered unit prices and extensions; unit prices shall govern and extensions will be corrected accordingly, which has been done. SUMMARY Harmonized Sales Tax included Bidder Total Tendered Amount After Calculation Check Lisgar Construction Company $149,160.00 $149,160.00 Aplus General Contractors $219,220.00 Corp. . Automatic rejection - Bid does not acknowledge addenda Reference: Purchasing By-law No. 5900-01, Procedure No PUR 010-001, 10.04, Item 7-12; Information to Bidders Items Joe Pace & Sons Contracting Inc. 7(b), 22, 23, 24, 37, 39, Advertisement; City of Pickering Website, Supply & Services, General Information. - General Instructions, Item 1; and City of Pickering Website, Current Bid Opportunities - Downloading Instructions. John McLellan Contracting Inc. No Bid ATTACHMENT# TO REPORT#a 4~-// 257 Pursuant to Information to Bidders Item 26, the following will be requested of the selected bidder for your review during the evaluation stage of this tender call. Please advise when you wish us to proceed with this task. I (a) A copy of the Health and Safety Policy to be used on this project; (b) A copy of the current Workplace Injury Summary Report issued by Workplace Safety & Insurance Board (in lieu of the Workplace Injury Summary Report document, a copy of the current CAD. 7, NEER, or MAP reports may be submitted); (c) A copy of the current Clearance Certificate issued by Workplace Safety & Insurance Board; ✓ (d) The City's certificate of insurance or approved alternative form shall be completed by the bidder's agent, broker or insurer; (e) list of Sub-Contractors in accordance with General Conditions Item 31; (f) Such further information, as the City may request in writing. Include the following items in your Report to Council: (a). if items (a) through (c) noted above, are acceptable to the Co-ordinator,. Health & Safety; (b) if item (d) - Insurance - is acceptable to the Manager, Taxation; (c) any past work experience with the low bidder - Lisgar Construction Company - including work location; (d) without past work experience, if reference information is acceptable; (e) the appropriate account number(s) to which this work is to be charged; (f) the budget amount(s) assigned thereto; (g) Treasurer's confirmation of funding; (h) related departmental approvals; (i) any reason(s) why the low bid is not acceptable; and (j) related comments specific to the project.. Egberts Engineering Limited. as the consultants on this project will be reviewing submissions and making recommendations to you. The consultant should also review carefully all submittal information based on tendering instructions. If the consultant notices any infractions or information missing during the evaluation, please contact a member of Supply & Services as soon as possible. Please do not disclose any information to enquiries except you can direct them to the City's website for the unofficial bid results as read out at the Public Tender opening. Bidders will be ad ised of the outcome in due course. If y, u require further information, please feel free to contact me or a member of Supply & Se ices. VAF/jg Attachments December 2, 2010 Tender No. T-25-2010 Page 2 Tender for Roof Reinforcement at Eastshore Community Centre ATTACHMENT#2 TOREPORT#OES 04-.1 1 ( of258 D ~ r -6 C7 ~ tQ tcn CD v o D m m - 90 -n CL m c n o 5 0 -i ct) m m 0 m n ~ (D 0 .0 Z c 3 cn v cc cD CD ( CD C CD G Q• Z --I (n EEn (n u~i y s: O CD 0 CL C a~ (D \ \ N cn a ~ M \ N a O m Q ~ ~ O rL W (D a o z c, O . P a O C c. CL %n -n O CD d cn O Q° a p ° O n 2 N~ O ID M m eD 3 Zm Efl <0 69 <0 •69 fA fA -69 3 CD m 22 Q Z D O c gyp. V m o C7 0 2 00 ID 3 o ~ c O O C.' n 0 ' r. C O O CD p 0 p x ~ N N C G) 3 z z 0 m z ATTACHMENT# i-O REPORT#,L 0 - 259 EGBERTS ENGINEERING LIMITED CONSULTING ENGINEERS 331 1 Bayview Avenue, Suite 106, Willowdale, Ontario M2K IG4 Tel: (416)221-9969 Fax: (416)733-2198 SITE INSPECTION REPORT PROJECT: East Shore Community Centre, 910 Liverpool Road, Pickering DATE: July S, 2010 PROJECT NO. 2010-100 REPORT NO.: 1 DISTRIBUTION: Soren Vaerum email vaerum@garlandcanada.com STATUS: 1. The roofing was being replaced at this site at numerous different roof elevations. The roof over the gymnasium is composed of Tectum acoustical decking placed over 36" deep long span steel joists. The Tectum was noted as sagged adjacent to the high roof to the west of the Gym and this area was left unroofed, while the remaining Tectum roof deck was re-roofed. . 2. The Tectum is 3" thick, unreinforced solid Tecturn (ie no bonded insulation) based on a core made by Garland (we did not see the core). The depth was obtained by measuring down alongside the deck, and not by a direct measure of a removed piece or against an exposed edge. COMMENTS: 1. There are two notably sagged or permanently deflected panels: one at the north west corner of the roof, where the roofing has not been replaced, and also one 18 ft south of the comer, immediately beside the high wall. The actual deflection was observed visually from the floor below, and an accurate measurement would require ladder or scaffold set-up below. However, when viewing the roof below, and using the steel bridging as a straight line guide to view Tectum joints, almost all Tectum panels are sagged. 't'here is presently little weight on the roof! 2. The Tectum panels in the exposed north west corner had a number of cuts through the top surface, in both directions across the panel. These are minimum '/4" deep and may be deeper, and are spaced about 24 to 30" apart. They are likely saw-cuts made by previous re-roof work, where the roofing was saw-cut to enable removals of the old roof. These saw-cuts have permanently damaged and reduced the strength of the Tectum panels, Page 1 ATTACHMENT# 3 TO REPORT#667S 04C - of 9" 260 3. We have reviewed the average snow load required for this roof (25 pst), and the original likely design snow load of 32 psf (Pickering was not a listed municipality 50 years ago, so data for adjacent locations was likely used). We also reviewed manufacturer's current load recommendations for both 3" and 2.5" Tectum (likely equivalent depth of a damaged panel), with respect to the spans noted on site. The equivalent 2.5" (damaged) depth does not have a listed load at. 6 ft span and this is also the limit of the spans listed for this depth of Tectum, so any damage or deficiency would place the decking at the limit of useful or sate span for the product. 4. We also investigated whether "Tectum had ever applied for or received a CCMC (a division of NRC) product listing, making it an acceptable product under current Building Code regulations, and there is NO Listing. A CCMC listing would review and verifv manufacturer's claims of fitness and suitability for uses listed in their documents. 5. We recommend that the two excessively damaged panels be removed and replaced. As discussed, the replacement may most efficiently be carried out with steel roof deck: 3" deep x 0.030" zinc coated (Vicwcst RD' )08 or RD306); puddle weld to the joists at 12" c/c, with minimum 2" bearing on the roof joists. 6. We also have some concern that the entire roof is damaged and has less capacity than originally built by at least 15%, based on a comparison of loading tables for 3" and 2.5" thick "-rectum l" panels at the typical span condition of 6 ft. The combined loading (snow plus dead weight) required on the general roof area (ie not beside the high wall where snow can be higher) will be about 40 psf on the decking. The design capacity of the decking might be 25 to 30 psf when used over a 6 ft span however, no capacity is listed at this span and any presumption of capacity may be unreasonable in any case. This noted deficient capacity appears to be confirmed by the permanent sag of the Tectum panels which we observed on the site. 7. It is our recommendation that the roof be reinforced by adding steel sections (channels or angles) between the steel joists, to reduce the span of the decking. The arrangement of stee and siring shall be confirmed and designed. Design should in our view, take a conservative approach and reduce the 'rectum spans to allow relatively high local loading. Note that to carry out this reinforcement, the floor and walls need tcrnporary protection and a moveable scaffold will need to be used for the steel placement and welding. Given that the decking has a. deformity, setting straight pieces of steel under a curved deck will require some site adjustments to obtain fit. It may also be advantageous to delay the placin , of the gravel ballast on the roof until after this reinforcing is done. Painting of the roof will likely be required after the reinforcing is done. G. Egberts, P.Errg: _ Of © Fy~Z EGBERTS ENGINEERING L.IMi"I~E~D ~ G.A.L. EGBERTS 12943015 0 A9~y~Cl OF Page _2 ATTACH MENT# -3 TO REPORT#~~C! 261 = of } r _ x Photo l - view of north west corner of roof. with sawcut cross-cut damage ji" - 1 t=~ Af~ . Photo 2 - optional view of north west corner of roof Page 3 ATTACHMENT# -3 TO REPORT# 0~ 1 `Tectum Roof Deck Products-Tectum I of p http://www,tectum.conVtecturrti.htm .L~ 2 6 2 ip_ i. c 4k A r.~~ . ~~;-e -rr- a'IT~kY i ,~~...u..>;e.~earitr-. ~•.-k~..:i Roof Deck Products Search 'iETllfa t Tectum I TEGTUM In Frnduc; Shrnt flro)ef;:{ Pi!:fure5 Tachnicail.?via _ TECIUM E. . . Tectum I is typiwAy used in luw-slupe dpytlwtiuf w dud pruvidea a thernral basin for field- _ r applied foam plastics. A is compatible with virtually all roof installation materials, Underside - - rl exposed joints have attractive beveled edges LS (long span) panels are available with steel - - _ , channel reinforcement. The Tectum 1 Roof Deck System consists of standard Tectum panels m - -,rte }r-i a either lank oe the confi urmions. TECTUM I ROOF DECK PLANK AND LONG SPAN PLANK Tectum Roof plank with a T8G edge is available in all Tectum roof deck systems. Tectum Long BEM i _T: Span Plank, available only in Ter.Wm i panel, uses a Ifi-gauge galvanizwf stnnl channel for ' j increased spans. These products are applicable to fiat and pitched roofs. For rt,(p t ref J rxi is d p n a ;-t g ~e6 f-rr complete Toutim he's Wee y drib s continuing w nCfdWe class • for Wit, AIA and We credil as ° wet as qualifying for KSW MCI& ~~e3 Tectum I Roof Plank Please oja.hgn@ to begin. ROOF DECK TILE Tectum Roof Deck Tile uses arty of the Tectum panels to span between steel teas or concrete joistb. The rabbeted edges of Tectum tilt rest on steel tee nanyes or on lop of concrete joists. Spaces between the and toes, or tale and anchors in concrete joists. are filled with Tectum grout for excellent anchorage and wind uplift resistance. Custom lengths allow roof design with no exposed end joints. Tectum I Roof Tile TECTUM I - CTD ( Concealed Tee Deck) The Tectum I - CTD (Concealed Tee Deck) system uses a Y-thick Tectum I panel kerfed to accept a maximum size 4216 bulb too. The flanges of the steel lee are concealed in the body of the Tectum panel. The Tectum CTD system allows spans up to t 0' without visible edge support. Toctum I CTD TECTUM ROOF DECK - LIGHTWEIGHT INSULATING CONCRETE The Tectum Roof Deck - LW9C System uses Teclum roof plank and the to provide a unique and structural substrate for LWSC (Lightweight Insulating Concrete) topping. This system can be used over steel or wood stnfclurai systems, The porous nature of Tectum decks allows the I.WIC to dry from the underside of the LWtC slurry The result is a structural, acousticat deck with permanent insulation. The deck can be retooled without costly replacement and disposal of the existing insulation. This roof deck system has proven to be long lasting and economical lot flat and low•slope roof docks. It is an ideal W.fion I. areas where higher altowabla shWar values are required. CODE LISTINGS • ICC-ES Evaluation Repon (FS? ,-_6_t,12) M8CI (Consfru Jinn rte., 451) n lac Inl+;„rlor (Rex f.C l I F:F:f) i spe Ui. tf i n ( L)pxu g I I n^ratuff I R:,nct3 c, Nr,,y^ d F IQs i S;ampies I Hcnx) Since x949 Tectum Inc , PO adz 7902. N-.* OH 43058 • 646.977-9691 • 740.3-5.9391 Capydgh4t4 2010 I of t 06107/2010 5:32 PM I ATTACHMENT# TO REPORT#6&S J4-1/ Hof 963 T1EL.njThe Noise Control Solution i h TECTUNI ROOF DECK DESIGN GUIDELINES DESIGN LOAD DATA"* System Thickness' Wt. (psf)'*' Product 24" 30" 36" 38" 40" 42" 44" 48" 50" 52" 54" 60" 66" 72" Plank 2" 3.5 1 130 75 50 45 40 35 2W- 4.5 1 150 120 80 70 60 50 45 35 _ 3" 5.3 1 200 125 102 91 82 74 65 50 45 40 35 Long Span Plank. 2" 3.8 1 130 75 75 75 70 64 57 50 45 40 35 a «4,2Y" 4.7 1 1.50 120 1.20 1.20 114 103 93 77 70 65 60 50 35 t _ z a 3" 5.5 1 200 125 125 125 125 120 1.15 110 104 96 88 71 58 50 " All published design loads are based on minimum safety factor of four. For example, 50 psf design load has an ultimate load of 200 psf. ***Thickness and weight are nominal. For loads greater than 200 lbs., contact Tectum Inc. Technical Department www.tectum.com 888-977-9691 Phone 800-832-8869 Fax Email: info@tectum.com ATTACHMENT# 3 TO REPORT# f 64- 264 HIGHER ROOF - 46" ABOVE GYM ROOF 16'-10" NEW R OF D CK 13' X 17 FT NEW ROOF DECK r . . . . . . . . . . . . . . . . . REMOVE TECTUM DECK & PLACE VICWEST 3" X 0.030 RD308 OR 3C6 NEW GALV STEEL ROOF DECK WELD TO JOISTS ® 12" C/C AND . . . . . . PROVIDE MIN 2" BEARING ON STEE 6' w ~ g S x ~ ~ 3 3 3 j C? 0 0 Om In x d w W I I or PROJECT: EGBERTS ENGINEERING LIMITED EAST SNORE COMMUNITY CENTRE ~QPafEsslo t CONSULTING ENGINEERS. 3311 BAWEW AVE. SUrr 106 910 LIVERPOOL ROAD, PICKERING TTEiL.( LDAL 4166) 221--9969° AG. EGBER DRAWN BY. JOS. N0. . L. E. 2010-100 TITLE: 301 CHECKED Br: G.A DWG. NO. PART ROOF FRAMING REPAIR DECK A SCALE. G.A.L.E ~C 0 DATE: S K JULY 2010 1.1 ATTACHMENT# -3 TO REPORT#.6- 265 I t F `e@ E e w ~ sr I . W~-~ ~ rte" .._.m._ L:L - PROJECT: EGBERTS ENGINEERING LIMITED EAST SHORE COMMUNITY CENTRE ~FSS1t7N it-CONSULTING ENGINEERS. Q r 33 11 BArnEW AVE. SUM 106 WILLOWDALE, ONTARIO 910 LIVERPOOL ROAD, PICKERING~ cZ TE.(416) 221_9469 G.A;L. EGBERTS WN Br: Joe. NO. G.A. L. E. 2010-100 TITLE: 12 3 15,,/' ECKED DWG. NO. DECK BEARING SCALE; 1/8 ..4 ~ I-o.. DATE: s I / K2 JULY 2010 ATTACHMENT# TO REPORT# S~` " 266 t a i ~=i i lit I ' t s I " r*e € 1 ski y~ E - Ifi PROJECT: EGSERTS ENGINEERING LIMITED EAST SHORE COMMUNITY CENTRE CONSULTING ENGINEERS. 3311 BAWIEW AVE. SUIT 106 WILLOWDALE, ONTARIO 910 LIVERPOOL ROAD, P'ICKERING TFI..(416) 29,1-9969 DRAWN BY: JOB. NO. TITLE' CHECKED BY: G.A. L. E. 2010-100 HVAC UNIT SUPPORT G.A.L.E DWG. NO. SCALE: 1/8"=V-0" DATE: JULY 2010 S K 3 __j ATTACH MENT#.~ ~ TO REPORT#JZL0u 267 The Corporation of the City of Pickering By-law No. Being a by-law to authorize the Roof Reinforcement at East Shore Community Centre in the City of Pickering and the issuance of debentures therefor in the amount of $150,000. Whereas Section 11 of the Municipal Act, 2001, as amended, provides that a lower-tier municipality may pass by-laws respecting matters within the spheres of jurisdiction described in that Section; and, Whereas Subsection 401(1) of the Municipal Act, 2001, as amended, provides that a municipality, may incur a debt for municipal purposes, whether by borrowing money or in any other way; and, Whereas Subsection 401(3) of the Municipal Act, 2001, as amended, provides that a lower-tier municipality in a regional municipality does not have the power to issue debentures; and, Whereas The Regional Municipality of Durham has the sole authority to issue debentures for the purposes of its lower-tier municipalities including The Corporation of the City of Pickering (the "City"); and, Whereas the Council of the City wishes to proceed with the Roof Reinforcement at East Shore Community Centre project; and, Whereas before the Council of the City authorized the Roof Reinforcement at East Shore Community Centre project, the Council of the City'had the Treasurer update the City's Annual Repayment Limit, the Treasurer calculated the estimated annual amount payable in respect of such project and determined that such annual amount would not cause the City to exceed the updated limit and, therefore, Ontario Municipal Board approval was not required prior to City Council's authorization as per.Section 401 of the Municipal Act, 2001, as amended, and the regulations made thereunder; And whereas after determining that Ontario Municipal Board approval is not required, the Council of the City approved Report OES 04-11 on the date hereof and awarded Tender T-25-2010 for the Roof Reinforcement at East Shore Community Centre project. ATTAGH1E 1T#__ TOREPORT# C/ Of 268 By-law No. Page 2 Now therefore the Council of The Corporation of the City of Pickering hereby enacts as follows: 1. That the City proceed with the project referred to as "Roof Reinforcement at East Shore Community Centre"; 2, That the estimated costs of the project in the amount of $153,658 be financed as follows: a) That the sum of $150,000 be financed by the issue of debentures by The Regional Municipality of Durham over a period not to exceed ten (10) years; b) That the sum of $3,658 be funded from Current Funds; 3. That the funds to repay the principal and interest of the debentures be provided for in the annual Current Budget for the City commencing in 2011 and continuing thereafter until the loan is repaid. By-law read a first, second and third time and finally passed this 17th day of January, 2011. David Ryan, Mayor Debbie Shields, City Clerk f 269 Report To ii Executive Committee IW ICKE -ING Report Number: OES 05-11 Date: January 10, 2011 From: Everett Buntsma Director, Operations & Emergency Services Subject: - Tender No. T-24-2010 Supply & Delivery of Various Fire Equipment - File: A-1440 Recommendation: 1. That Report OES 05-11 of the Director, Operations & Emergency Services regarding Supply & Delivery of Various Fire Equipment and additional Associated Fire Rescue Tools & Equipment be received; 2. That Tender No. T-24-2010 submitted by the bidders identified in Attachment #3, for the supply and delivery of various fire equipment at a total cost of $176,489 (HST included) and a net cost of $158,934 be accepted 3. That the total gross project cost of $384,409 (HST included) including the tender amount (T-24-2010), additional Associated Fire Rescue Tools & Equipment and a contingency amount for a total net project cost of $346,172 be approved, 4. That the Council authorize the Director, Corporate Services & Treasurer to finance the project as follows: a) that the estimated cost of $345,000 to be financed by an internal loan over a period not to exceed ten (10) years, at a rate to be determined; b) that the sum of $1,172 to be funded from the 2011 Current Budget; c) that depending on the outcome of other remaining quotation calls for the additional fire rescue tools and equipment, the final borrowing cost.will be subject to revision; 5. That the annual repayment charges for both the internal loan in the amount of approximately $44,600 be included in the annual Current Budget for the City of Pickering commencing in 2011, continuing thereafter until the loan is repaid, and any financing cost to be paid out of the Current Budget. 6. The Director, Corporate Services & Treasurer has certified that this loan and the repayment thereof falls within the City's debt and financial obligations approved annual repayment limit for debt and other financial obligations for 2010 as approved Report OES 05-11 January 10, 2011 Subject: Tender No. T-24-2010 270 Supply & Delivery of Various Fire Equipment Page 2 by the Province for municipalities in Ontario and therefore, the Ontario Municipal Board approval is not required; 7. The appropriate officials of the City of Pickering be given authority to give effect thereto. Executive Summary: Report to Council OES 06-10 for the purchase of the two (2) pumper rescue fire vehicles and associated fire rescue tools and equipment was approved by Council Resolution #59/10. The City's purchasing policy requires Council's approval on any expenditure exceeding $81,000. Tender T-24-2010 for the supply and delivery of various fire equipment was issued on November 11, 2010 and closed on Wednesday, December 1, 2010. Ten companies submitted a bid. This tender required bidders to submit pricing on various equipment which had been categorized into thirteen separate sections. The total of the lowest bids submitted is in the amount of $176,489 (HST included). The total net cost is $158,934 (net of HST rebate). There were no acceptable bids received for two of the sections, which included Hurst Rescue Tools. The Hurst Rescue Tools will be sole sourced at an approximate value of $72,000, as there is only one authorized supplier in Ontario. Other associated equipment including mobile radios, power equipment, rescue saws and small tools will be sourced through separate quotes from various suppliers. The individual purchases will be in conformance with purchasing policy and the approved budget, but will not require Council approval. Attachment #3 provides a summaryof the low bids for each Section of the tendering document. Financial' Implications: The total funds for the associated costs (various fire rescue tools and equipment) related to the two Pumper Rescue Vehicles was identified under Council Report OES 06-10 in the amount of $457,920. The total combined costs for all equipment purchased to date is within the approved funding. However, the financing component was not undertaken as we were uncertain of the cost related to the associated tools and fire rescue equipment. In addition to the funds identified under the current tender (T-24-2010), additional funds are still required for expenditures including the remaining fire rescue tools and equipment and a contingency amount for change orders initiated during the construction of the vehicles. Due to the uncertainty of the total cost required and the value of the forthcoming quotation calls, it is best we undertake internal borrowing based on T-24-2010 and estimated costs of the remaining fire rescue tools and equipment and a contingency Report OES 05-11 January 10, 2011 271 Subject: Tender No. T-24-2010 Supply & Delivery of Various Fire Equipment Page 3 allowance for other associated costs. The official internal loan to undertake will be subject to revision based on final costs. All amounts in this report have been rounded to the nearest dollar. 1. TENDER AMOUNT Tender - T-24-2010 Supply & Delivery of Various Fire Equipment $156,185 HST (13%) 20,304 Total Gross Tender Cost $176,489 HST Rebate (11.24%) (17,555) Total Net Tender Cost $158,934 2. SOURCE OF FUNDS Capital Budget - Fire Services Item Project Code Budget Funds & Debt Balance of Approved Undertaken for Funds Vehicles Available 009 Budget Pumper 5340.0913.6158 $850,000 $551,437 $298,563 Vehicle & Associated Tools & Equipment 010 Bud et Pumper 5340.1001.6158 $750,000 541,974 $208,026 Vehicle & Associated Tools & Equipment Total $1,600,000 $1,093,411 $506,589 Report OES 05-11 January 10, 2011 Subject: Tender No. T-24-2010 272 Supply & Delivery of Various Fire Equipment Page 4 3. ESTIMATED PROJECT COST SUMMARY Various Fire Equipment T-24-2010 $156,185 Additional Associated Fire Rescue Tools & Equipment including: - radio equipment - rescue saws/small tools - thermal imaging cameras (estimated value) $154,000 Contingency Amount $30,000 Total $340,185 HST (13%) 44,224 Gross Project Cost $384,409 HST Rebate (11.24%) (38,236) Net Project Cost $346,173 Project over (under) Approved Funds ($160,416) The Director, Corporate Services & Treasurer has provided the budgetary implications and the financing of the expenditure contained in this report and concurs. Sustainability Implications: This equipment incorporates the latest technology pertaining to recycled and reusable materials, rechargeable batteries and non-corrosive lubricating oils. This equipment may be used in multiple operations and has an expected long service life. Background: The purchase of the fire rescue tools and equipment for these two pumper rescue fire trucks was approved by Council Resolution #59/10. Tender T-24-2010 was prepared to provide a competitive bid for the provision of Various Fire Equipment to equip the two (2) Fire Rescue Pumper Vehicles. Report OES 05-11 January 10, 2011 273 Subject: Tender No. T-24-2010 Supply & Delivery of Various Fire Equipment Page 5 Tender No. T-24-2010 represents a major component of the required equipment, but is only a partial total of the tools and equipment required for these two (2) pumper rescue fire trucks. Upon careful examination it is the recommendation of Pickering Fire Services that the low bid identified in the summary from Supply & Services, Attachment 3, be accepted with a purchase cost of $156,185. Additional equipment and tools in the amount of $154,000 and a contingency of $30,000 (plus net HST cost to the City), resulting in a net total cost of $346,173 to the City also be approved. Attachments: 1. Supply & Services Memorandum dated December 6, 2010 2. Record of Tenders Opened and Checked 3. Summary of Low Bids, Tender No. T-24-2010 Prepared By: Approved / Endorsed By: J o(h n H gg 'Ever t Bunts De" Fire Chief Dir, tor, Operations & Emergency Services Caryn Kong, CGA Bill Douglas Senior Financial Analyst-Capital Fire Chief & Debt M gement B b K ma, CMP, C.P.M., A.M.C.T. Gillis A. Paterson Senior Purc asing Analyst Director, Corporate Services & Treasurer Recommended for the consideration of Pickering City Counqil 1 2212o10 Tony Prevedel, P.Eng. Chief Administrative Officer City 0~ ATTACHMENT#TO REPORT# (BLS 05,-)! 274 PICKERIN MEMO To: Bill Douglas December 6, 2010 Fire Chief From: Vera A. Felgemacher Manager, Supply & Services Copy: Director, Operations & Emergency Services Subject: Tender for Supply and Delivery of Various Fire Equipment Tender No. T-24-2010 Closing: Wednesday, December 1, 2010, 2:00 PM (local time) File: F-5400-001 Tenders have been received for the above project. Ten (10) companies, were invited to participate. An advertisement was placed on the City's Website. Ten (10) bidders responded and submitted a tender for this project. One (1) addendum was issued on 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 anflime. Purchasing Procedure No. PUR 010-001, Item 10.03 (r) provides checking tendered unit prices and extensions; unit prices shall govern and extensions will be corrected accordingly, which has been done. The following clauses in the tendering instructions were utilized in reviewing the bids. Reference: Information to Bidders Item No. 5: The bidder may bid on any or all sections - Section 1 to Section 13, as stated on Specification pages 14 to 19 - but the Section(s) must be bid completely - or the bid will be rejected. Reference: Information to Bidders Item No. 22: Only products approved as an equivalent brand or model by the City issued in an addendum will be considered. Copies of the tenders are attached for your review along with the summary of costs. 2 7 5 SUMMARY HST Extra A.J. Stone PPE Darch Fire Dependable Resqtech Acklands BIDDER Ltd. Solutions Inc. Truck & Systems Inc. Grainger Inc. Inc. Tank Section 1 2,229.20 No Bid 2,567.00 1,744.00 2,168.80 No Bid 2 No Bid No Bid No Bid No Bid No Bid 65,210.04 3 Rejected Rejected 42,606.00 Rejected No Bid 48,329.52 4 Rejected Rejected 6,582.00 4,312.00 No Bid No Bid 5 Rejected No Bid 21,790.00 Rejected No Bid No Bid 6 No Bid No Bid No Bid No Bid No Bid No Bid 7 Rejected No Bid No Bid Rejected No Bid No Bid 8 2,098.00 2,160.00 No Bid No Bid No Bid No Bid 9 Rejected No Bid. 2,570.00 Rejected No Bid No Bid 10 6,780.00 No Bid No Bid 6,308.00 No Bid 6,371.56 11 Rejected No Bid 2,961.00 Rejected No Bid No Bid 12 Rejected No Bid 3,760.00 3,648.00 No Bid No Bid 13 4,468.00 No Bid 4,100.00 Rejected No Bid No Bid Canadian Trevor Code 4 Fire BIDDER M&L Supply Safety Owen & Rescue Equipment Section 1 No Bid No Bid No Bid Bid 2 Rejected No Bid No Bid Rejected 3 No Bid Rejected No Bid 4 3,150.90 Rejected No Bid 5 Rejected Rejected No Bid 6 No Bid . No Bid No Bid 7 No Bid No Bid No Bid 8 No Bid 2,640.00 2,230.00 9 No Bid Rejected No Bid 10 No Bid No Bid No Bid 11 No Bid Rejected No Bid 12 No Bid 3,761.10 No Bid 13 No Bid Rejected No Bid BIDDER Reference Code 4 Fire & Rescue Automatic rejection - Addenda not acknowledged. Reference: Purchasing By-law No. 5900-01, Procedure No. PUR 010-001, 10.04, Items 7-(12), Information to Bidders - Item 3(b), 15, 16, 17, 24, 25, Addendum #1, Advertisement and Website. December 6, 2010 Tender No. T-24-2010 Page 2 Tender for Supply and Delivery of Various Fire Fni iinmant Low Bid Summary: 2 7 6 Section #1 -.Dependable Truck & Tank Section # 8 - A.J. Stone Ltd. Section #2 -.Acklands Grainger Inc. Section.# 9 - Darch Fire Inc. Section #3 - Darch Fire Inc. Section #10 - Dependable Truck & Tank Section #4 - M&L Supply Section #11 - Darch Fire Inc Section #5 - Darch Fire Inc. Section #12 - Dependable Truck & Tank Section #6 - No Bid Section #13 - Darch Fire Inc. Section #7 - No Bid Include the following items in your Report to Council: (a) without past work experience, if reference information is acceptable; (b) the appropriate account number(s) to which the equipment is to be charged; (c) the budget amount(s) assigned thereto; (d) Treasurer's confirmation of funding; (e) related departmental approvals; (f) any reason(s) why the low bids are not acceptable; and (g) related comments specific to the project. Please do not disclose any information to enquiries except you can direct them to the City's website for the unofficial bid results as read out at the Public tender opening. 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/b Attachments December 6, 2010 Tender No. T-24-2010 Page 3 Tender for Supply and Delivery of Various Fire Frn iinmant llclT#-TO REPORT #&'S D o z 277 E ago ~I N Q Q X O Y 2 IZZ 0 o N a` p.:~ . ° z - E E o a O u~ . r, Q Q LU -a A3 w Z L Z_ D 0 h \ M ~w w Z C) } M w N Uw v o O ~O N Z LL w H 2 0 m }O w p .O c- j (Q z c UH 0 0 c Q Q LL_ m O F- o 0 w w , U 2F o ^ O w a- 0 N O 4~M tJ(~ ~~CJ~~~ w w il~ y L a LL O o z ' w w . 0 Q Q Z ~ Q i CL CJ O O rJ O 1~ rJ o CL J Q O O o ~1 0 o EL Q Ip ~ •L U N d 0 C C O U r- N co d` U7 Co I- `co M CN co N C7 (n o ~ 278 Q c o a) c p Y N < U 0 O Q O OQ po .J 'J p a7 M C n O M_ a o U (14 a) z ~ o c 0 y Q Q fA - a) 3° 0 O C Q c U 3 - 2 ai l.h ~Q z o o w ' w Z w N O _U d v o d O N z N lL U) ~ E W C a l~l a z a> c H Z Uw T C ¢ Q LL 0 O f- o E- ~ .2 e --3 71 ~3 M O w C7 ~ O o } z J a) C w ? 0 Q QU , z CM C,!22 zt~ E Iza Q4, U) cr a t/l ~ - U c V N M d' Lo (p ~ m m N M ~ r r r r a) (J) U) o ~ Z 2 7 9 E a) LO 'O Y U N Q Q X O a. Q ~ H O r _ O N . PIX.J O .0 z E N U a a) C O c :u m C 'O Y T Q Q (6 .O ~ C Y N U - LU U ~ Z cr- UQ 2 Fy uw o O UJ Z o M W N v o - o U a- (V Z m Cl) LL ~ E N Ow c _0 3: 01.1" co _ 2, z Q) C: UJ -le U Q Q LL d Q- Z v LLJ O g w CL \Q LU 42 u, I z W (U LLr O Y n Q Q o Z Z Q LU } j { Q w 3 .i d Cl- Z) k, CO ~ o C p 5 G `J C/) o 9 5 ;Z S z N . d O U N M to co 1~ M d7 N cM- N ATTACHMENT #-j-T0 REPORT # IEF DS- I . 280 Summary of Low Bids - T-24 -2010 - Supply & Delivery of Various Fire Equipment Section Bidder Amount 1 Dependable Tank & Truck $1,744.00 2 Acklands Grainger Inc. $65,210.04 3 Darch Fire Inc. $42,606.00 4 M&L Supply $3,150.90 5 Darch Fire Inc. $21,790.00 6 No Bid 7 No Bid 8 A.J Stone Ltd. $2,098.00 9 Darch Fire Inc. $2,570.00 10 Dependable Tank & Truck 6,308.00 11 Darch Fire Inc. $2,961.00 12 Dependable Tank & Truck $3,648.00 13 Darch Fire Inc. $4,100.00 Sub Total $156,185.04 HST 20,304.06 Total $176,489.10 City Report To _ Executive Committee & PICKERIN Report Number: OES 06-11 281 Date: January 10, 2011 From: Everett Buntsma Director, Operations & Emergency Services Subject: Additional Costs for Tender T-11-2010 Full Depth Asphalt Removal and Replacement on William Street - File: A-1440 Recommendation: 1. That Report OES 06-11 of the Director, Operations & Emergency Services regarding additional costs for Tender T-11-2010 for full depth asphalt removal and replacement on William be received; 2. That additional costs in the amount of $45,467 plus HST over the original tender amount for the William Street component of T-11-2010 resulting in a revised tender amount of $129,539 be approved; 3. That the revised total net project cost for William Street be increased by $37,945 to $133,345; and 4. That Council authorize the Director, Corporate Services & Treasurer to finance the additional net project costs of $37,945 as follows: a. That the sum of $34,600 be funded from the Move Ontario Tax Grant, as provided for in the 2010 approved Roads Capital Budget for William Street. b. That the additional sum of $3,345 be funded from the Move Ontario Tax Grant 5. That the appropriate City of Pickering officials be authorized to take necessary action to give effect thereto. Executive Summary: As part of the 2010 Roads Capital Budget, full depth asphalt replacement on William Street was approved as a construction project. Tender T-11- 2010 was awarded to the low bidder Four Seasons Site Development Limited through the approval of Report OES 17-10 in July 2010, and subsequently Purchase Order 200486. Due to underlying granular base conditions and high water table on William Street, additional costs were incurred during construction in order to complete the project in a timely and acceptable manner. Report OES 06-11 January 10, 2011 Subject: Additional Costs for Tender T-11-2010 282 Full Depth Asphalt Removal and Replacement on William Street Page 2 In order to offset some of the additional costs, the scope of the project was revised to defer the placement of top asphalt. Top asphalt and a contingency for base asphalt repairs will be recommended in the 2011 Capital Budget in order to complete the project. Due to the deferral of the top asphalt component, the amount spent within the original tender of $84,072 plus HST was reduced to $67,288 plus HST. However, contract change orders in the amount of $62,251 plus HST resulted in a total revised tender amount of $129,539 plus HST. It is recommended that the additional tender amount of $45,467 be approved. After adjusting for the provision of the project contingency identified in Report to Council OES-17-10, and net of HST rebate, the additional net project cost is $37,945 and results in a revised net project cost of $133,345. In accordance with Section 11 of the City's Financial Control Policy, the Chief Administrative Officer, Department Head and Treasurer may jointly approve changes to authorized expenditure amounts provided that the total amount of the over expenditure does not exceed the lesser of 10% of the approved capital expenditure or $100,000. Council approval is required for William Street as the over expenditure exceeds 10 per cent. Financial Implications: The following is a breakdown of the project costs related to William Street as reported in Report to Council OES 17-10: Tender T-11-2010 $84,072 Contingency 8,161 Other Associated costs 1,517 Total $93,750 HST(1.76%) net cost to City 1,650 Total Costs to Ci A roved Funds $95,400 CORP0227-07/01 revised i Report OES 06-11 January 10, 2011 283 Subject: Additional Costs for Tender T-11-2010 Full Depth Asphalt Removal and Replacement on William Street Page 3 The following is a breakdown of the actual project costs: Costs within T-11-2010 $67,288 Approved Change Order #2 36,189 Approved Change Order #3 26,062 Total Revised Contract Costs $129,539 T-11-2010 Other Associated cost 1,500 Total Costs $131,039 HST (13%) 17,035 Gross Project Costs $148,074 HST Rebate (11.24%) (14,729) Net Project Costs to City $133,345 Net Project Costs (over) funds approved ($37,945) under OES 17-10 The following is a breakdown of the required funding: Approved Funds as indicated in OES17-10 $95,400 Funds Approved in 2010 Capital Budget 34,600 indicated as not required as per OES 17-10 Additional Funds required 3.345 Total Funds $133,345 Sustainability Implications: The original intent of the project included improving roadway geometrics, improving vehicular flow and reducing maintenance costs has still been met in spite of the additional costs related to the underlying granular base conditions. Completing the project in the manner undertaken still considered sustainable practices as only the unacceptable material was removed and replaced compared to a complete reconstruction. Background: As part of the 2010 Roads Capital Budget, full depth asphalt removal and replacement for William Street was approved as a construction project. Tender T-11-2010 was awarded to the low bidder, Four Seasons Site Development Limited through approval of Report to Council OES 17-10 and the issuance of Purchase Order 200486. CORP0227-07/01 revised Report OES 06-11 January 10, 2011 Subject: Additional Costs for Tender T-11-2010 284 Full Depth Asphalt Removal and Replacement on William Street Page 4 During construction, after the full depth removal of the asphalt, underlying wet conditions of the granular base prevented sufficient compaction. As water was punching to the'surface, it was decided that full depth sub-excavation of the granular material as many locations was required. The work was undertaken under the guidance of the City's geotechnical consultant for this project. A recommendation to install subdrains to continuously drain the granular base was accepted and undertaken. Due to these conditions, the placement of top asphalt has been deferred and was not completed under the contract. When the 2010 Capital Budget was approved, the amount approved for William Street was $130,000. The project was to be funded by the Move Ontario Tax Grant. When Report OES 17-10 was approved by Council, the project cost was reduced to $95,400 based on the tender results. The project cost included a contingency of $8,161 and other associated costs of $1,517. The revised project cost has been exceeded due to the required change orders. Two contract change orders were required in order to recognize the additional work and change in scope. The original tender amount of $84,072 plus HST was not fully incurred due to the deferral of the top asphalt component. The amount spent within the tender was $67,288 plus HST. Contract change orders resulted in additional costs of $62,251 plus HST. The total revised contract cost for William Street is $129,539 plus HST. In accordance with the approved City Financial Control Policy, over expenditures that exceed 10% of the approved capital expenditure requires Council approval. Although the additional costs have been incurred, as construction could not be halted, approval is being sought so that the additional costs can be invoiced and paid. Due to the recent recess of Council, this is the earliest opportunity for Council to accept and approve of the over expenditure. It is recommended that the additional cost required for this project be funded from the Move Ontario Tax Grant originally allocated to this project in the 2010 Capital Budget, as well as an additional amount of $3,345 from the same source. In order to complete the top asphalt component of William Street, staff will recommend the required funds in the 2011 Roads Capital Budget. Attachments: Not Applicable CORP0227-07/01 revised Reap rt OES 06-11 January 10, 2011 Subject: Additional Costs for Tender T-11-2010 Full Depth Asphalt Removal and Replacement on William Street Page 5 Prepared By: Approved/Endorsed By: Richd W. Hol orn, P. Eng Everett Bun a Div ion Head Director EZineering Services Operations & Emergency Services Caryn Kong, CGA Gillis Paterson, Senior Financial Analyst Director Capital & Debt Management Corporate Services & Treasurer RH:ds Copy: Chief Administrative Officer Recommended for the consideration of Pickering Ci Council Tony Prevedel, P.Eng. Chief Administrative Officer CORP0227-07/01 revised errs Report To Ex ecutive Committee _ ilat PICKERIlyG Report Number: OES 08-11 Date: January 10, 2011 2 &-6 From: Everett Buntsma Director, Operations & Emergency Services Subject: Appointment of Community Emergency Management Coordinator - (CEMC) - File: :A-2130 Recommendation: 1. That Report OES 08-11 of the Director, Operations & Emergency Services regarding the Appointment of a Community Emergency Management Coordinator (CEMC) be received; 2. That Council appoint Deputy Fire Chief, John Hagg as the City's CEMC; 3. That Council appoint Deputy Fire Chief, Gordon Ferguson as the Alternate CEMC; and 4. That the appropriate City of Pickering officials be authorized to take necessary action to give effect thereto. Executive Summary: Under existing Provincial Emergency Management Legislation, every municipality in Ontario is required to appoint a CEMC to manage emergencies and to provide contact with Emergency Management Ontario and the Durham Emergency Management Office. It is recommended that Deputy Chief Hagg, who is in charge of Fire Services, Operations, be appointed as the CEMC for the City of Pickering. Deputy Chief Ferguson was the previous Fire Service liaison with the City's former CEMC and is considered the best candidate for the Alternate CEMC position. Financial Implications: Not Applicable Report OES 08-11 January 10, 2010 Subject: Appointment of Community Emergency Management 287 Coordinator Page 2 Sustainability Implications: Assigning existing staff as CEMC and Alternate CEMC is an efficient and economical approach to meeting the requirements of Provincial Legislation. In this way, we will also meet our social responsibility to proactively plan and manage for emergency situations. I Background: As Council is aware, the recent appointment of two Deputy Fire Chiefs has provided some net benefits to the City, both in Fire Service administration and oversight and also to more effectively, and in a manner consistent with other Durham Municipalities, manage emergency planning. Deputy Chief Hagg brings with him twenty-three years of experience with Pickering Fire Services. His knowledge of fire suppression will benefit the City greatly as the City CEMC. Deputy Chief Ferguson was the Fire Services member on the City's Emergency Management Committee. This background combined with his knowledge, experience and inherent close administrative relationship with Deputy Chief Hagg makes Deputy Chief Ferguson the prime candidate as the Alternate CEMC. In this regard and consistent with the Provincial Emergency Management Legislation, the Operations & Emergency Services Department recommends that the aforementioned be appointed as the CEMC and Alternate CEMC. Attachments: 1. Not Applicable Prepared By: Approved/Endorsed y: William T. Douglas Everett Buntsm Fire Chief Director, Operations & Emergency Services WTD:nrm Copy: Chief Administrative Officer CORP0227-07/01 revised Report OES 08-11 January 10, 2010 Subject: Appointment of Community Emergency Management 288 Coordinator Page 3 Recommended for the consideration of Pickering 'ty Coun it 20,2 0 10 Tony Prevedel, P.Eng. Chief Administrative Officer CORP0227-07/01 revised i i