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From: Richard W. Holborn
Director, Engineering & Public Works
Report to
Executive Committee
Report Number: PW 02 -13
Date: July 2, 2013
Subject: Memorandum of Understanding for the Winter Maintenance of
Crossing Roads and Detour Roads during the Design and
Construction Phase of Hwy 407 East in the City of Pickering
- File: A -1440
Recommendation:
That Report PW 02 -13 of the Director, Engineering & Public Works regarding a
Memorandum of Understanding for the Winter Maintenance of Crossing Roads
and Detour Roads during the Design and Construction Phase of Hwy 407 East in
the City of Pickering be received; and
2. That Council authorize the Mayor and City Clerk to execute a Memorandum of
Understanding with the OMR 407 East Development Group General Partnership
that is in a form to the satisfaction of the Director, Engineering & Public Works,
(Acting) Division Head, Finance & Treasurer, and the Director, Corporate Services
& City Solicitor.
Executive Summary: The Memorandum of Understanding between the City of
Pickering and the OMR 407 East Development Group General Partnership will provide
for certain winter maintenance services to be provided by the City of Pickering during
the design and construction phases of the Highway 407 East extension. Existing roads
that cross the new Hwy 407 East controlled access highway lands have been assumed
by the Ministry of Transportation. These roads connect to existing City of Pickering
roads outside the limits of Hwy 407 East lands. Winter maintenance performed by the
City of Pickering will result in a seamless and consistent level of service until such time
the crossing roads are reverted back to the City.
Financial Implications: The OMR 407 East Development Group General Partnership
will compensate the City of Pickering for winter maintenance services provided during
the period of November 1 to April 30, for approximately two winter seasons until
substantial completion of Hwy 407 East, which is expected to be in December 2015.
The termination date will be specified three months before it's occurrence by written
notice to the City of Pickering. The termination date of this agreement may be extended
by mutual agreement of both parties.
Report PW 02 -13
July 2, 2013
Subject: Memorandum of Understanding for the Winter Maintenance of
Crossing Roads and Detour Roads during the Design and
Construction Phase of Hwy 407 East in the City of Pickering Page 2
Compensation will be calculated based on an annual lump sum for crossing roads and
detour roads at a rate of $1,840 per lane kilometer for all roads. Based on an estimated
8.4 lane kilometers of crossing roads, the anticipated annual revenue is $15,456. The
length of crossing roads may vary from year to year, as a result of temporary road
closures and /or new detour road lengths.
An annual inflation adjustment will be applied to the payment price, based on the
Ontario Consumer Price Index (CPI).
Discussion: The Ministry of Transportation of Ontario has confirmed the
transfer to their ownership of several segments of City of Pickering roads between Hwy
7 and Seventh Concession Road with a total length of approximately 8.38 lane km as
follows:
Roads /Detours
Lane km
Sideline 14 north of Highway 7 Gravel Road
2.62
Paddock Road north of Highway 7 Surface Treated Road
0.72
Salem Road north of Highway 7 Gravel Road
2.16
Sideline 4 north of Highway 7 Gravel Road
0.84
Kinsale Road north of Highway 7 Gravel Road
2.04
Total Length
8.38
The segments are now the responsibility of the Province to provide maintenance year -
round. During the design and construction phases of the Hwy 407 East extension (east
of Brock Road), the Province has contracted the maintenance responsibilities to OMR
407 East Development Group who has approached the City of Pickering to be their
maintenance service provider.
The City of Pickering, as a service provider, has agreed to provide winter maintenance
for existing crossing roads and detour roads, subject to a satisfactory agreement being
reached through a memorandum of understanding. The City will continue to sand, salt,
plow and remove snow and ice as needed in accordance with the City of Pickering
standards during the term of this agreement, even if these crossing roads are declared
a Construction Zone, as long as normal transit of vehicles is allowed on these roads.
OMR 407 East Development Group will have the responsibility to provide all other
maintenance and repair requirements, such as grading, pothole repairs and drainage.
A memorandum of understanding has been prepared that outlines the terms of the
agreement, including compensation in the, amount of $1,840 per lane km, subject to
annual adjustment for inflation. Staff have reviewed the compensation in relation to
existing costs and deemed the amount acceptable.
Report PW 02 -13 July 2, 2013
Subject: Memorandum of Understanding for the Winter Maintenance of
Crossing Roads and Detour Roads during the Design and
Construction Phase of Hwy 407 East in the City of Pickering Page 3
The municipalities of Whitby, Oshawa and the Region of Durham, who are also
impacted by the Hwy 407 East extension, have also been approached by OMR 407
EDG to provide road maintenance services and they are making their own independent
arrangements.
The Memorandum of Understanding for the City of Pickering will be finalized upon final
review and acceptance by the Director, Engineering & Public Works, the (Acting)
Division Head, Finance & Treasurer, and the ,Director, Corporate Services & City
Solicitor.
Attachments:
Location Map of Crossing Roads
Prepared By:
W
Don Woolley
Supervisor, Roads Operations
"-�u4m�
Gran Smith
Ma ger, Operations & Fleet Services
DW:ds
Recommended for the consideration
of Pickering City/Gquncil _
Tony Prevedel, P.Eng.
Chief Administrative Officer
Approved /Endorsed By:
RichpFd Holbop, P. Eng.
Dir, ctor, Engineering & Public Works
Stan Karwowski
(Acting) lion Head, Finance & Treasurer
o.
Paul Bigio i
Director, C rporat Services & City Solicitor
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