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HomeMy WebLinkAboutApril 11, 2016 For information related to accessibility requirements please contact Linda Roberts Phone: 905.420.4660 extension 2928 TTY: 905.420.1739 Email: lroberts@pickering.ca Executive Committee Agenda Monday, April 11, 2016 Council Chambers 2:00 pm Chair: Councillor Pickles Anything highlighted denotes an attachment or link. By clicking the links on the agenda page, you can jump directly to that section of the agenda. To manoeuver back to the agenda page use the Ctrl + Home keys simultaneously, or use the “bookmark” icon to the left of your screen to navigate from one report to the next. 2 ENG 07-16 April 11, 2016 Subject: Claremont Park Master Plan Page 2 other site works in order for it to be completed as one project. The total estimated cost of these works is $350,000. Discussion: The Claremont Park Master Plan has been developed by City of Pickering staff, in consultation with the Claremont District Community Association, Claremont Lion's Club, Claremont Baseball Associations and residents of the Hamlet of Claremont. The Master Plan process was initiated through a Notice of Motion of Council on April 22, 2014. The Notice of Motion was a result of discussions with members of the Claremont District Community Association, who were seeking Council support for improvements to the existing outdoor skating rink in the park. The existing rink is constructed on an asphalt surface surrounded by puck boards. It does not have a refrigeration system and there is no direct access to water for flooding purposes. With the fluctuating temperatures that have been experienced over the last number of winters, and the type of surface, it has been difficult to maintain a usable ice surface. It was recognized that prior to proceeding with any improvements to the skating rink, the residents of Claremont should be consulted and that a master plan should be prepared for the entire park area. The potential costs for upgrades to the outdoor rink and other park features were recognized as being substantial and that funding options from external sources such as potential sponsorships and federal and provincial infrastructure programs should also be investigated. A working group established that included representatives from the City of Pickering, the Claremont District Community Association, Claremont Lion's Club, and the Claremont Baseball Associations. The working group met a number of times; to consider and prioritize potential park upgrades, to review concept plans, to review the comments received from the residents of Claremont and to finalize the Master Plan that is being presented to Council for endorsement. A Public Open House was held at the Claremont Community Centre on Wednesday, June 24, 2015 from 6:00 to 8:00pm with 31 residents registering. The concept drawings for the Master Plan were put on display in the lobby of the community center one week prior to the meeting and were left on display until early September. A number of changes were made to the Master Plan based on comments received from residents. The proposed Master Plan includes the following work and features: @I Parking area expansion along the north park limits (approximately 45 spaces) including lighting Reorientation and reconstruction of the north ball diamond including a new backstop, lighting, outfield warning track and fence CORP0227-07/01 revised ENG 07-16 April11, 2016 Subject Claremont Park Master Plan Page 3 * Removal of the south ball diamond as it is redundant ~ Relocation of the children's play area to a more central location and the upgrades required to meet the new accessibility standards Reorientation of the skating rink (east-west) with new a concrete pad, dasher board system, pre-engineered roof structure for shade, equipment and storage rooms, and a gathering area with benches Trail system with lighting, to provide pedestrian connections from the Claremont Community Centre to the Royal Canadian Legion, Old Brock Road and Livingston Street, complete with a pedestrian bridge across the drainage swale at the east end of the site Optional skateboard facility (skate spot) located on the south-west corner of the site, adjacent to Old Brock Road and the Legion Naturalized area and storm water quality facility located on the south-east corner of the site, to intercept the additional rain water coming from the ice rink roof and the parking area expansion General site landscaping in the form of shade trees, predominantly along the trail system and in the naturalized area The existing tennis courts are to remain as they were reconstructed in 2013-2014. The existing parking area was also resurfaced in 2014. The working group discussed at length the option of providing a refrigerated ice pad and the decision was made not to include a refrigeration system. They were of the opinion that the initial investment as well and the continued staffing, operational and maintenance costs for this option would be excessive for the amount of use the ice pad would receive. The option of installing a roof over the pad was considered to be desirable. It will help to shade the pad to extend the life of the ice surface and keep the majority of snow off the surface during the winter. It also provides a covered area that can be used in the summer for various other activities such as the Claremont Festival, baseball banquets, and concerts. The space could also be used as a multi-sport area with temporary basketball or volleyball nets, or set up for lacrosse or ball hockey. Portable skateboard features could also be set up, to gauge the interest of skateboarding in Claremont before committing to the construction of a more permanent facility. A preliminary budget estimate was prepared for the proposed works with the total estimate being approximately $2.75 million. This includes a contingency, design fees and net HST. The Master Plan could be implemented in phases, as funding becomes CORP0227-07/01 revised 3 CR 03-16 Subject: Pickering Food Truck Festival April 11, 2016 Page 2 Discussion: The CFTF is a non-profit organization with a mandate to produce Culinary Arts and Culture Festivals across Canada with the goal of promoting the Food Truck movement while supporting the local community. The Pickering Food Truck Festival is a family friendly event with free admission and features live music, a beverage area (with liquor license) and a children's midway. In 2015, the Pickering Food Truck Festival attracted over 20 trucks to Esplanade Park and 10,000 plus visitors. The Pickering Food Truck Festival also collected donations for their charity of choice, SickKids Foundation. In 2015, over $25,000 was raised on behalf of SickKids Foundation and a cheque was presented during a Council meeting on October 26, 2015. In recent weeks, CFTF have requested to extend the Pickering Food Truck Festival to include Friday operations and to conclude later on Saturday. The event requires road closures on Esplanade North and South. A summary of time changes is shown below. 2015 Hours of Operation 2016 Requested Hours of Operation Friday, August 5 Set-up 6:00pm -11:00 pm Saturday, August 6 Noon-9:00pm Noon -11 :00 pm Sunday, August 7 Noon -9:00 pm Noon -9:00 pm CFTF is requesting access to electrical, water, picnic tables, restroom facilities, and recycling units, as part of their six day permit which includes two days for event set-up and one day for event clean-up. City of Pickering staff from applicable Departments (including Engineering & Public Works, Corporate Services and Fire Services) have commented on this festival request and support the event in principle, subject to a number of event/festival requirements being met during the event planning process and prior to the event. The requirements to be imposed upon the CFTF include but are not limited to the following: • proof of 5 million dollars in liability insurance • payment of required by-law enforcement officers • proof of Liquor Licence o City approval of vendor listing o designation of non-smoking areas CORP0227-07/01 revised 11 Report CR 06-16 April11, 2016 Subject: Tender for Don Beer Arena Roof Replacement Executive Summary: The flat roof over rink 2 at the Don Beer Arena is 26 years old and at the end of its economic life cycle. In recent years, numerous flashing repairs and roof membrane patches were installed which created multiple weakness points in the continuity of the overall roofing system. To that end, Tender No. T-8-2016 was prepared and advertised on the City's website. The low bid submitted by Foran's Roofing & Sheetmetal Limited in the amount of $402,280.00 (HST included) is recommended for approval. The total gross project cost is estimated to be $511,890.00 and the total net project cost is estimated at $460,973.00 (net of HST rebate). Financial Implications: 1. Tender Amount Tender No. T-8-2016 HST (13%) Total Gross Tender Cost 2. Estimated Project Costing Summary Tender No. T-8-2016 Upgrade white gravel (energy enhancement) Deck replacement allowance Miscellaneous metal & sealants Contingency Total Cost HST (13%) Total Gross Project Costs HST Rebate (11.24%) Total Net Project Costs $356,000.00 46,280.00 $402,280.00 $356,000.00 30,000.00 16,000.00 15,000.00 36,000.00 $453,000.00 58,890.00 $511,890.00 (50,917 .00) $460,973.00 15 1 6 Report CR 06-16 Subject: Tender for Don Beer Arena Roof Replacement 3. Approved Source Funds Don Beer Arena Approved Code Source of Funds 5715.1606.6181 Debt -10 Year Property Taxes Total Funds I Project Cost under (over) approved funds by Discussion: Budget $480,000.00 $480,000.00 Apri111, 2016 Required $460,000.00 973.00 $460,973.00 $19,027.00 Project specifications were developed based on the findings and recommendations of periodic roofing inspections and condition audits performed by Garland Canada Inc. Garland were instrumental in the replacement of the roof over rink 1 at the Don Beer Arena in 2012. The existing 4-ply built up felt roof and insulation over rink 2 will be replaced with new insulation and a 2-ply hot-applied modified bitumen system with a flood coat of pea gravel. Based on experience from rink 1, it is expected that some portions of the existing steel roof deck will have deteriorated and require replacement. The low bid is sufficiently below budget to allow for upgrading of the standard 'grey' pea gravel to white dolemite. White stone is more reflective, reducing the amount of passive heat gain on the roof, which also reduces the heat load on the ice surface below. Less heat radiating onto the ice surface means less energy use and wear on the refrigeration system. The roof of rink 1 at Don Beer Arena was replaced using a similar system, including white dolemite pea gravel. Bids have been received to the tendering call, which closed on Wednesday, March 16, 2016 for the Don Beer Arena Roof Replacement. A mandatory site visit was held on Thursday, March 3, 2016 and seven bidders attended, of which four bidders submitted a tender for this project. The low bidder, Foran's Roofing & Sheetmetal Limited, has submitted a copy of the Health & Safety Policy, the current WSIB Workplace Injury Summary Report and Clearance Certificate, confirmation of Ministry of Labour Health and Safety Awareness Training for every worker and supervisor on this project, and all are acceptable to the Coordinator, Human Resources. Certificate of Insurance is deemed acceptable to Manager, Budgets & Internal Audit. In conjunction with the foregoing approvals, staff have reviewed the previous work experience of Foran's Roofing & Sheetmetal Limited, the references provided and the bonding available on this project and the bid is deemed acceptable. o;..sr~"' Total Tendered Amount /After Calculation Check Automatic rejection-Addendum #3 not acknowledged . Nortex Roofing Ltd. . Reference: Purchasing Policy No. PUR 010, Item 23.02-11, Information to E}idders-Item 9, 13, 22, 24, 25, 26, 40, 41, 42, Addendum #3. Automatic rejection -Addendum #3 not acknowledged. !CI Roofing Ltd.· Reference: Purchasing Policy No. PUR 010, Item - 23.02 -11, Information to Bidders-Item 9, 13, 22, 24, 25, 26, 40, 41, 42, Addendum #3. Automatic rejection-Addendum #3 not acknowledged. Crawford Roofing Corp. Reference: Purchasing Policy No. PUR 010, Item 23.02 -11, Information to Bidders-Item 9, 13, 22, 24, 25, 26, 40, 41, 42, Addendum #3. ~ Automatic rejection -Addendum #3 not acknowledged. ASEAL Roofing & Sheet Metal Reference: Purchasing Policy No. PUR 010, Item 23.02-11, Information to Bidders-Item 9, 13, 22, 24, 25, 26, 40, 41, 42, Addendum #3. Automatic rejection--' Late bid. Can-Sky Ropfing & Sheet Metaline. Reference: Purchasing Policy No. PUR 01 a·, Item 23.02 -1, lnfprmation to Bidders -Item 1, 2, 3, 5, 20 and 25 Automatic rejection-Late bid. Reference: Purchasing Policy No. PUR 010, Item Bidder's Name Not Shown on Bid 23.02-1, Information to Bidders-Item 1, 2, 3, 5, 20 Envelope. and 25. Bid envelope time stamped in Corporate Services and handed back to the bidder. Pursuant to Information to Bidders Item 27, Tendering Specifications Item 20 and General Conditions Item 12, the following documentation will be requested of the low bidder for your review during the evaluation stage of this tender call. Please advise if we are to proceed with collecting the following: (a) A copy of the currently dated and signed Health and Safety Policy to be used on this project; (b) A copy ofthe 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 IVJAP reports may be submitted); (c) A copy of the current Clearance Certificate issued by Workplace Safety & Insurance Board; March 17, 2016 Tender No. T-8-2016 Page 2 Don Beer Arena Roof Replacement . 19 22 The Corporation of the City of Pickering By-law No. Being a by-law to authorize the Don Beer Arena Roof Replacement project in the City of Pickering and the issuance of debentures in the amount of $460,000.00. 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 debenture financing for the Don Beer Arena Roof Replacement project; and Whereas before authorizing the construction in respect of the Don Beer Arena Roof Replacement 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 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 CR 06-16 on the date hereof and awarded Tender No. T-8-2016 for the Don Beer Arena Roof Replacement project; 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 "Don Beer Arena Roof Replacement"; 2. That the estimated costs of the project in the amount of $460,973.00 be financed as follows: a) That the sum of $460,000.00 be financed by the issue of debentures by The Regional Municipality of Durham over a period not to exceed ten years; b) That the sum of $973.00 be funded from property taxes; 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 2016 or such subsequent year in which the debentures are issued and continuing thereafter until the debenture financing is repaid. · By-law passed this 18th day of April, 2016 David Ryan, Mayor Debbie Shields, City Clerk 23 ENG 05-16 April11, 2016 Subject Request for Proposal No. RFP-4-2016 Consulting Services for Replacement of the Wilson and Altona Bridges Page 2 It is recommended by the Evaluation Committee that The Greer Galloway Group Inc. be retained to undertake the Engineering Design for the replacement of the Wilson & Altona Bridges at a cost of $110,645.08 (HST included). In accordance with Section 10.04 of the Purchasing Policy, where the project cost of a consulting assignment is more than $50,000.00, the award is subject to the approval of Council. Financial implications: 1. Proposal Amount Proposal No. RFP-4-2016 Wilson & Altona Bridges Combined Cost HST (13%) Total Gross Project Amount 2. Estimated Project Costing Summary Proposal No. RFP-4-2016 Contingency (20% ) Toronto and Region Conservation Authority Permit Approval and Review Cost Sub Total-Costs HST (13%) Total Gross Project Costs HST Rebate (11.24%) Total Net Project Costs 3. Approved Source of Funds Project Account Wilson Bridge 5320.1505.6250 Altona Bridge 5320.1605.6250 Source of Funds Rate Stabilization Reserve Roads & Bridges Reserve Fund Budget $250,000.00 $250,000.00 $97,916.08 12,729.08 $110,645.16 $97,916.00 19,583.00 $30,000.00 $147,499.00 19,175.00 $166,674.00 (16,579.00) $150,095.00 Required $75,048.00 $75,047.00 Total: $500,000.00 $150,095.00 I Net project costs (over) under approved funds $349,9o5.oo I 25 26 ENG05-16 April 11, 2016 Subject Request for Proposal No. RFP-4-2016 Consulting Services for Replacement of the Wilson and Altona Bridges Page 3 The 2015 Roads Capital Budget included $250,000.00 for the completion of the engineering design of the Wilson Bridge Replacement and the 2016 Roads Capital Budget included $250,000.00 for the completion of the engineering design of the Altona Bridge. The Greer Galloway Group Inc. provided a cost estimate for designing both bridges individually and a reduced cost estimate if they were awarded the assignment to design both bridges. There is a cost savings of approximately $19,932.00 (HST extra) for designing and providing contract administration and supervision services for both bridges at the same time. Discussion: In 2014, the City of Pickering hired the consulting firm of Keystone Bridge Management to undertake the Municipal Bridge Appraisal for the City's bridges and culverts. The appraisal concluded that Bridge No. 7002-Wilson Bridge, located on Seventh Concession Road, 2.1 kilometers east of York/Durham Road 30, and Bridge No. 10002-Altona Bridge, located on Pickering/Uxbridge Town line Road, 2.25 kilometers east of York/Durham Road 30, require replacement. A Request for Proposal (RFP) for Consulting Services for the Wilson & Altona Bridges Replacement was issued RFP-4-2016 was issued on February 4, 2016 to submit a proposal to undertake the Engineering Design of the Wilson & Altona Bridges Replacement. The RFP process was closed on March 1, 2016, with 7 proposals submitted. The Greer Galloway Group Inc. is recommended for selection The Evaluation Committee, consisting of members from the Engineering & Public Works Department, evaluated the 7 proposals that were received, using the criteria outlined in the RFP-4-2016. The City received submissions from the following 7 consulting firms: • The Greer Galloway Group Inc. • Aecom Canada Limited • Candevcon Limited • GHD Limited • Mcintosh Perry Consulting Engineers Limited • Morrison Hershfield • Planmac Eng Inc. Seven proposals were received by the closing date and time of Tuesday, March 1, 2016. The proposals were reviewed by the Evaluation Committee consisting of staff from the Engineering & Public Works Department. It was scored based on the consultant's experience on similar projects, their understanding of the project, proposed work plan and deliverables, project team overview, quality of their references, quality of their ENG 05-16 April 11, 2016 Subject: Request for Proposal No. RFP-4-2016 Consulting Services for Replacement of the Wilson and Altona Bridges Page 4 proposal and their pricing. The Greer Galloway Group Inc. received the highest average score. The Health & Safety Policy, a current WSIB Workplace Injury Summary Report and Certificate of Clearance issued by the Workplace Safety & Insurance Board have been reviewed and deemed acceptable. The Certificate of Insurance has been reviewed by the Manager, Budgets & Internal Audit, and is deemed acceptable. It is recommended that The Greer Galloway Group Inc. be retained to undertake the Engineering Design for the replacement of the Wilson & Altona Bridges in the amount of $110,645.08 (HST included), and that a net project cost of $150,095.00 (net of HST rebate) be approved. Attachments: 1 . Location Maps 2. Supply & Services Memorandum dated March 22, 2016 27 n 1n ubli rtment Attachment for Request for Proposal ot:;;-10 016 E ineering Design Services-for lson Bridge Replacement Location Map Wilson Bridge-Located on the Seventh Concession Road, 2.1 km east of York/Durham Road #30, at the West Duffins Creek tributary road crossing. 29 ENG 06-16 Subject: Asphalt Resurfacing on Various City Streets Tender No. T-5-2016 April11, 2016 Page 3 Discussion: As part of the 2016 Capital Budget asphalt resurfacing on Canso Drive, Eyer Drive, Glenanna Road, McPherson Court, Shadybrook Drive, Stonepath Circle and The Esplanade North were approved as construction projects. Tender No. T-5-2016 was issued on Thursday, February 18, 2016 and closed on Wednesday, March 9, 2016 with ten bidders responding. The low bid submitted by Four Seasons Site Development Ltd. is recommended for approval. The total gross project cost is estimated at $1,387,895.00 (HST included), with an estimated total net project cost of $1,249,842.00 (net of HST rebate). References for Four Seasons Site Development Ltd have been checked and are deemed acceptable by the Manager, Capital Projects & Infrastructure. The Health & Safety Policy, proof of Confined Space Entry Procedure and a list of employees trained in confined space entry procedure, a current WSIB Workplace Injury Summary Report, and Certificate of Clearance issued by the Workplace Safety & Insurance Board and Ministry of Labour Training Certificates as submitted by Four Seasons Site Development Ltd. have been reviewed by the Coordinator, Human Resources, and deemed acceptable. The Certificate of Insurance has been reviewed by the Manager, Budgets & Internal At,Jdit, 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 tender is deemed acceptable. Upon careful examination of all tenders and relevant documents received, the Engineering & Public Works Department recommends acceptance of the low bid submitted by Four Seasons Site Development Ltd, for Tender No. T-5-2016 in the amount of $1,128,329.30 (HST included), and that the total net project cost of $1,249,842.00 be approved. Attachments: 1. Supply & Services Memorandum dated March 11, 2016 2. Record of Tenders Opened and Checked 3. Location Maps CORP0227-07/01 revised 35 E 42 ineering & Publ for Resurfacing on Project Area No. 1 De Location Map -Canso Drive ent 6 Page 11 44 O(o -{ (,o Engineering & Public Works Department Attachment for Tender T-5-2016 Asphalt Resurfacing on Various City Streets Project Area No. 3 Location Map -Glenanna Road Page 13 Engineering & Public rks Department Attachment for Tender T-5-2016 Asphalt Resurfacing on Various City Streets Project Area No. 4 Location Map -McPherson Court Page 14 45 46 Engineering & Public Works Department Attachment for Tender T-5-2016 Asphalt Resurfacing on Various City Streets Project Area No. 5 Location Map -Shadybrook Drive Page I 5 Engineering & Public Works Department Attachment for Tender T-5-2016 Asphalt Resurfacing on Various City Streets Project Area No. 6 Location Map -Stonepath Circle Page !6 4 7 50 FIN 06-16 April 11, 2016 Subject: Commodity Price Hedging Agreements Report Page 2 Natural Gas The 2016 draft natural gas budget is $381,740. To protect the City's budget plan, the City has entered into the LAS Natural Gas Procurement Program for the period November 1, 2015 to October 31, 2016 at the hedge price of 14.9¢/m3. Electricity The 2016 draft hydro budget for all City operations including streetlights is $2.6 million. The LAS Electricity Procurement Program hedged purchase price is $26.01/MW (program fees included), which equates to a per kWh contracted price of 2.602¢/kWh, for the period of January 1, 2016-December 31,2016. This results in an expected all- inclusive commodity cost of 1 0.53¢/kWh. Discussion: Volatile shifts in utility pricing create significant challenges in maintaining utility budgets. This uncertainty in energy pricing can impact decision making and cost controllability for the City. The LAS Hedge Procurement Program stabilizes energy pricing, which assists in maintaining the Council approved budget every year. The City has hedged 65% of the City's municipal natural gas and electricity requirements at the prices contained in this report with the remaining 35% of the City's energy consumption being purchased at spot market prices for the 2016 term. This spot market exposure provides cost savings opportunities to the City compared to the current Regulated Price Plan (RPP), in addition to the price stability provided by the hedge purchase price. LAS Natural Gas Hedge Procurement Program -Enrolled April -2006 Commodity Expenditure-2015-$369,326 Current Contract Price-November 1, 2015-October 31, 2016-14.9¢/m3 Hedged Volume-65% The LAS 2016 hedged purchase price for the purchase only portion of natural gas decreased by 11.8% (or 2¢/m3) from the 2015 rate. However, the delivery charge has increased over the same period which partially offsets any potential savings from the hedge purchase price. LAS Electricity Procurement Program -Enrolled January-2011 Commodity Expenditure-2015-$2,368,714 Current Contract Price -January 1, 2016 -December 31, 2016 -2.602¢/kWh Total Expected LAS Commodity Rate -10.53¢/kWh which includes: 65% Hedge Price+ 35% Average Hourly Ontario Energy Price+ Average Global Adjustment The LAS 2016 hedged purchase price portion decreased by 20% (or 0.666¢/kWh) from the 2015 rate. It is estimated that an all-inclusive cost avoidance of 0.85¢/kWh should be realized, compared to the average Time of Use rates of 11.38¢/kWh. Additionally, LAS hedged a block of off-peak power for municipal streetlight accounts that is expected to realize a cost avoidance of 1 .42¢/kWh compared to the current Rate