HomeMy WebLinkAboutNovember 11, 2002 Committee of the Whole Meeting
Agenda
Monday, November 11, 2002 at 7:30 p.m.
Chair: Councillor Holland
ii)
ADOPTION OF MINUTES
Meeting of October 15, 2002
(11)
1.
MATTERS FOR CONSIDERATION
CHIEF ADMINISTRATIVE OFFICE REPORT CAO 07-02
TENDER / CONTRACT APPROVAL
COUNCILS' SUMMER RECESS
PAGE
1-23
CLERKS REPORT CL 36-02
2003 ANIMAL SERVICES BUDGET
24-31
CLERKS REPORT 38-02
APPOINTMENTS TO THE SITE PLAN COMMITTEE
32-34
CLERKS REPORT CL 35-02
APPOINTMENT TO ENFORCE THE PARKING BY-LAW AT 1355
KINGSTON ROAD, 1203-1257 BAYLY ST. AND 1918 WHITES RD.
35-42
(Iff) OTHER BUSINESS
(IV) ADJOURNMENT
RECOMMENDATION OF THE
COMMITTEE OF THE WHOLE
DATE
MOVED BY
SECONDED BY
That Report to Council CAO 07-02 reporting on tender and contract approvals during
Councils' Summer Recess, be received; and
That Council pass a resolution ratifying the approval of the Tenders and Contracts
contained in this Report by the Chief Administrative Officer during Council's summer
recess (i.e. from June 25 to July 26, 2002 and from July 30, 2002 to September 6,
2002) being Tenders T206-2002; T7-2002, T3-2002 and the Fire Services
Telephone System Replacement Contract; and
3. a)
b)
c)
d)
e)
That the Director, Corporate Services & Treasurer be authorized to finance the
Granite Court Bridge Repair (T-3-2002) project through the issuance of debt
through the Region of Durham; and
That debt financing in the amount of $100,000 for a period not exceeding 10
years, at a rate to be determined, be approved; and
That financing and repayment charges in the amount of approximately
$14,000.00 be included in the annual Current Budget for the City of Pickering
commencing in 2003 and continuing thereafter until the loan is repaid; and
That the Director, Corporate Services & Treasurer has certified that this loan and
the repayment falls within the City's Debt and Financial Obligations approved
Annual Repayment limit for debt and other financial obligations for 2002 as
established by the Province for municipalities in Ontario; and
That the Director, Corporate Services & Treasurer be authorized to take any
actions necessary in order to effect the foregoing.
PICKERING
REPORT TO THE
COMMITTEE OF THE WHOLE
Report Number: CAO 07-02
Date: October 1, 2002
Thomas J. Quinn
Chief Administrative Officer
Subject:
Tender / Contract Approval
Councils' Summer Recess
File: CS1100
Recommendation:
That Report to Council CAO 07-02 reporting on tender and contract approvals
during Councils' Summer Recess be received; and
That Council pass a resolution ratifying the approval of the Tenders and
Contracts contained in this Report by the Chief Administrative Officer during
Council's summer recess (i.e., from June 25 to July 26, 2002 and from July 30,
2002 to September 6, 2002) being Tenders T206-2002; T7-2002, T3-2002 and
the Fire Services Telephone System Replacement Contract.
3 (a)
That the Director, Corporate Services & Treasurer be authorized to finance the
Granite Court Bridge Repair (T-3-2002) project through the issuance of debt
through the Region of Durham; and
(b) Debt financing in the amount of $100,000 for a period not exceeding 10 years, at
a rate to be determined, be approved; and
(c)
Financing and repayment charges in the amount of approximately $14,000.00 be
included in the annual Current Budget for the City of Pickering commencing in
2003 and continuing thereafter until the loan is repaid; and
(d)
The Director, Corporate Services & Treasurer has certified that this loan and the
repayment falls within the City's Debt and Financial Obligations approved Annual
Repayment limit for debt and other financial obligations for 2002 as established
by the Province for municipalities in Ontario; and
(e)
The Director, Corporate Services & Treasurer be authorized to take any actions
necessary in order to effect the foregoing.
Executive Summary: Not applicable
Report CAO 07-02
Subject: Tender / Contract Approval
- During Councils' Summer Recess
Date: October 1,2002
Page 2
03
Financial Implications:
T206-2002 - Supply & Delivery of Crushed Gravel (Cooperative Tender)
Approved Financing - Current Budget
Tendered Amount
Total Estimated Project Cost
161,195
not applicable
$149,350
Project Costs under (over) Approved Funds $ (11,845)
Note: This is a Cooperative Tender with the Region of Durham, the lowest bidder was
accepted. Pricing extension is based upon estimated quantities.
T7-2002 - Construction of Goldenridqe Road
Approved Capital Budget- External Subdivision
Financing - 2001 Capital Budget - Development Charges
- 2002 Capital Budget - City Share DC Projects
Tendered Amount
Total Estimated Net Project Cost
119,286
94,423
Project Costs under (over) Approved Funds
$65,280
30,000
$95,28O
857
T3-2002 - Granite Court Bridge Repair
Approved Budget Financing
Financing - 2001 Capital Budget- Debt Financing
- 2002 Capital Budget - Replacement of Capital
Equipment Reserve
$100,000
70,000
$170,000
Tendered Amount (including net GST) 113,856
Tendered Estimated Project Cost 169,322
Project Costs under (over) Approved Funds
$ 678
As per the Purchasing Policy & Procedure, awards exceeding $75,000 must be
reported to Council. The above projects were approved by the CAO during the summer
recess and subsequently requires Council's ratification.
Report CAO 07-02
Subject: Tender / Contract Approval
- During Councils' Summer Recess
Date: October 1,2002
Page 3
Telephone Replacement Equipment- Fire Services
Approved Budget Source Funds
Quotation Amount
Total Estimated Net Project Cost
43,174
43,174
$103,000
Project Costs under (over) Approved Funds
Not applicable
Note: The Budget estimates included the cost of a phone system for the new firehall
which has since been deferred.
Background: On May 21, 2002 Council passed Resolution #80/02 Item 4
authorizing the Chief Administrative Officer act in Council's approving capacity on
behalf of Council during any recess, break or absence of City Council, and
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 136/02; 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.
Circumstances were such that 3 tenders and 1 project/contract were required to be
approved by the Chief Administrative Officer during Council's summer 2002 recess. It
is recommended that Council receive this Report for information and ratify the approval
of those Tenders being T206-2002; T-7-2002; T-3-2002 and Fire Services Telephone
Sytems Replacement all of which conformed to the conditions as set out in Resolution
#80/02 Item 4.
Attachments:
3.
4.
5.
Supply & Delivery of Crushed Gravel (Cooperative Tender) - Recommendation
Memo (July 18, 2002)
Construction on Goldenridge Road - Tender Recommendation Memo (July 23,
2002)
Granite Court Bridge Repair- Tender Recommendation Memo (June 25, 2002)
Telephone Systems - Fire Services - Recommendation Memo (August 7, 2002)
Resolution #80/02 Item 4
Report CAO 07-02
Subject: Tender / Contract Approval
- During Councils' Summer Recess
Date:
October 1,2002
Page 4
O5
Prepared By:
Approved / Endorsed By:
J~'Ho'dgson¥'
Supervisor, Administrative Services
Corporate Services & Treasurer
TJQ:jh
Attachments
Chief Administrative Officer
Copy: Director, Corporate Services & Treasurer
Recommended for the consideration of
Pickering City Council ,- ~
"
: /.~-~/ p---.. (~/~,~/0'~
Tl~as-J. QuiCfn, Chief,~dminis~
OG
OPERATIONS & EMERGENCY SERVICES DEPARTMENTCA~
MUNICIPAL PROPERTY & ENGINEERING
Date: July 18, 2002
To:
From:
MEMORANDUM
Thomas J. Quinn
Chief AdminiStrative Officer
Re:
Richard Holborn, P, Eng.
Division Head, MuniCipal Property & Engineering ......................................... : ............... ................
Co-operative Tender T206-2002 - Supply & Delivery of Crushed Gravel
Please be advised that tenders have been received by the Region of Durham for the
above noted'project. A summary of these tenders and a recommendation from the
Region of Durham is attached.
Municipal Property & Engineering concur with the Region of Durham's recommendation
to utilize the Iow bidder by section/depot. We recommend Vicdom Sand and Gravel for
supply and delivery to Pickering Works Centre and Forsythe Haulage for the supply and
delivery to various locations within the City of Pickering.
Recommendation
That Co-operative Tender No. T206-2002 submitted by Vicdom Sand & Gravel
for the supply and delivery to City of Pickering Works Centre and Forsythe
Haulage for the supply and delivery to various location within the City of
Pickering, in the total amount of $157,000.00 plus 7% G.S.T. be approved.
FINANCIAL IMPLICATIONS:
1.
Tendered Amount
1. T206-2002 Supply and Delivery to Pickering Works Centre
(15,000 tonnes (approx.) X $9.75/tonne)
2. T206-2002 Supply and Delivery to various location within the City
(1,000 tonnes (approx.) X $10.25/tonne)
(Pricing based on delivery and application by belly dump trailer)
Sub Total
G.S.T.
G.S.T. Rebate
Total
$146,250.00
10,250.00
156,500.00
10,955.00
(6,259.69)
,I 'to
Thomas J. Quinn , uly 18, 2002
Re: Supply and Delivery of Crush'ed Gravel
Co-operative Tender T206-2002
Page 2
07
The quantities quoted in this co-operative tender are average estimates, actual annual
purchases varYdepending on road and weather conditions.
APPROVED SOURCE OFFUNDS:
2.
Year 2002 Operating Budget
Account Number- 2320~2407-Granular A and Limestone component
$149,350.00
Project Cost (over) under Approved Funds
$ (11,845.31)
A~ ~ed by:
DirecTor, OPerations &
Emergency Services
Approved/Endorsed by:
Gil Paterson
Director, Corporate Services
& Treasurer
Attachment:
Copy:
E. Buntsma, Director, Operations & Emergency Services
G. Paterson, Director, Corporate Services & Treasurer
B. Kuzma, Supervisor,.Fleet Operations & Special Projects (Acting)
0 8
Jane 14, 2002
To:
From:
Subject:
'
Inter Departmental Memorandum
CORPORATE SERVICES DEPARTMENT
Supply & Services.
Richard Holbom
Division Head, Municipa/Property and Engineering
Jill Hone,
Buyer I1
Co-operative Tender T206-2002 for Supply/Delivery Crushed Gravel
The Region of Durham has received tenders, for the above commodity. Calculations have
been checked and a copy of their memorandum and summary of bids received is attached
along with copies .of the bid documents.
The Region recommends that the City of Pickering award delivery to the loTM bidder by
section/depot as. follows:
*.~5i~' ~,~ ~ ;: ~'; ;,~;~it~!,r4~¢~?~%?~; ~¥ ~[~*~ ~}',~[;~!I~'~-'~ ~ ?~ lightS'; ::Ir,'g~! ~,~ ~!~i[~ ~ir/[i!}~i}~:~i~'?};~<[~ ~ ~}t~ ~:~:{~;~5~}~ ~iI~~~I~ ~%~ '~:~? ~[~ ~'~**~"' ~ ~Jxl ~ *~"*~I'~Y' '~ ~':;' m ~'~ ~ ~ ~ ~ ('~;~ ~;i,~;~{~[~?~?~ ~}? ~*~;5~'~:*~h ~;~rf;~S~:g~® ~}}: A ;:Y~¢~ ~ ................... }~}44~ ?~* ' ~i ~)c~i[X;A~(~ ~, ": ::-'" "";' ¢~S;. W;4~ ~ ~ }~ ~2{~ ~ :;~:t ~': ;~ J~ ;~ *'~:.' ~ ;s:~,? ,~}~ ~i~ ~:~g ~:~ ~ ~ ~ 5 ~q~?~3~t ~ ~5~3: ,~U~ ~T~¢%,0 ~'*' ,~3 ~ ~;~i~:~'~U~ .......... ~'~ :~:~: ,~ ~,.:5 ~ ,~, [1%~g;5~ ;~:I~ ~ ..... 4~S'.>.~ ~ ~:,.*: ~:,~i ............ *~: ~'~¢ ~?~ ~t r~ g~,~,'~}~ .,~ ~ :[~,,~1~ ~,? .$;~ ~l*~t;~, ~[~}~} ¢~ ~:~{~}~ ~ ~}~ ~;~ ~ ~[gZ~ ~;;~} f~j~:fl ~ ~}r~} ~ ~: ~,~' ~% ¢,*, ~a:, ~,,~L[~ ~ ¢- ~~:~4
Wor~ CenWe $157,500.00 No bid :$Z~;;f.~¢~:3~ $150,000.00
,~e Ci, of Picke~ $11,000.00 No bid $10,750.00 ~?~~m:~}:.;~
Current blanket purchase orders on file may be used as requisitions. Confirmation of
account information is required.
Please advise if you concur with the Region of Durham's recommendation to award to
the Iow bidder for each identified delivery criteria.
Due to the value of this tender, award is Subject to council approval and a Report to
Council will be required.
?
Copy: Bob Kuzma, Administrative Supervisor
Steve Forsey, Supervisor, Roads
I N T
Finance Department
Supply & Services Division
60 Bond St. W.~ 2"= Floor
· MEMO
F E
To: Dave Lyon, City of Oshawa
Rob Ford, Town of Ajax
J/t.c/-to~ Ted,M'6~son, City of Pickering
From: Debbie Wright, Supply & Services
Subject:
Date:
Cc: Bill Hartford, Regional Materials Testing
Co Op Tender T206-2002 Supply & Del/very of Crushed Gravel,
Summary and Evaluation
June 4, 2002
Please find enclosed the summary/evaluation and bids for tender T206-2002, "Supply and Delivery
of Crushed Gravel which .closed on May 28, 2002.
It is our recommendation to utilize the low bidder by section/depot for the Region of Durham's
requirements. The Lab at Oshawa/Whitby Depot will be arranging pre-qualification testing prior to
Durham awarding the tender and is available to all upon request. If any participant requires the
services of the Regional Materials Testing Division, they may contact Bill Hartford'at 905-655-3344,
ext 2522 to make arrangements.
Please let meknow if yoUr decision to award is to other than the low bidder.
I may be reached at 905-571-4111,'ext 6393 should you have any questions or concerns,
Regards,
Debbie Wright
Procurement Officer
(attachment)
o IATTACHM, ENT#,, 'l _ TO RE ORT
Evaluation T206-200~, Op Te~de[ f? ~upply and
~,~, :~ '~ ~.. '~,'~$~,i~,~,~i Delivery of Crushed Gravel
CDR Young's Vicdom Sand Forsythe
LaFarge Canada Aggregaf-_~ & Gravel Haulage
!Region of Durham
.AjaxDepot $ 110,000.00 $ $ 110,000.00 $,107,500~00
Oshawa/WhitbyDepot $ 50,000.00 $ 58,250.00 $ 55,000.00 $' 51,950.00
Or°n°Dep°t $ 43,750.00 $ 47,250.00 $ $ 46;100.00
ScugogDepot $ 10,000.00 $ 12,750.00 $ 9,750.00 $ 9,980,00
Sunderland Depot $ 8,500.00 $ $. 11,250.00 $ 10,940.00'
TOTAL $ ~.~'50.00. $ 118,250.00 $ 186,000.00 $226,470.00
City of Pickering
Picketing Works Centre $ 157.,500.00 $ - $ 146,250.00 $150,000.00
Various Locations $ 11,000.00 $ $ 10,750,00 $ 10,250.00
iTOTAL $ 16a,5oo. o° $ $ 157,oo0.oo $160,25o.o0
Town of Ajax
Town of Ajax various $ 19,800.00 $ $ 20,250.00 $ 18,450.00
TOTAL $ 19,800.00 .$ - $ 20,250.00 $ · 18,450.00
CDR Young's Vicdom Sand
LaFarge Canada Aggregates & Gravel
Region of Durham
~,jax Depot $ $ $ $ .
Oshawa/Whitby Depot $ $ . $ $
Orono Depot $ $ $ _ $
Scugog Depot $ . $ $ . $ .
Sunderland Depot $ . $ $ $ . _
TOTAL '$
'City of Oshaw, a $ $ $ ' _
Conant Depot $ $ 1,020.00 $ $
Howden Rd Depot $ $ .1,105.00 $ . $.
Various gravel roads $ - $ 3,315.00 $ - $
Winchester-Columbus Rd $ - $ 32,640.00 $ . $
TOTAL $ - $' 38,080.00' $ .. $ .
Date:
TO:
FROM:
RE:
OPERATIONS & EMERGENCY SERVICES DEPARTMENT
11
MUNICIPAL PROPERTY & ENGINEERING DIVISION
MEMORANDUM ~. CAO
~ ABEY, TO: L
Thomas J. Quinn [/,4^YO~_-~<'--'%. -- .6OUNC~C
· Chief Administrative Officer ~ ~,,~.~. ~ ~SVE~ C~E~x ~L
OPER.&EMERG, ~ CORRSERV:
Richard Holborn, P, Eng. ~'F~
Division Head, Municipal PropeAy & Engineering ~ MUN. ~R6~
Tender T-7-2002 -' Oonst~ction on Goldenridge ~.~~--'-~ .......
Please be advised that tenders have been received for the above noted Project. Twenty
(20) companies were invited to participate. An .advertisement was placed in the Daily
Commercial News, the New Advertiser Community Page and the City's Website.
Thirteen (.13) companies picked up tendering documents for a non-refundable fee of
$50.00 per set. Attached is a copy of the record of tenders opened and'checked that
· were used at the public tender opening On Wednesday, July 17, 2002.
Summary
(P.S.T.. included, G.S.T. included)
Company
Sanan Constru*ction
Harnden & King Construction
Total Tendered Amount
$127,636.02
$138,645.56
After Calculation Check
$127,636.02
$138,645.56
M iwel Construction Ltd. $141,527.79 $141,527.79
Elirpa Construction Ltd. $147,292.96 $147,292.96
Esposito Bros. Const. Ltd. Rejected Rejected
Recommendation
That Tender No. T-7-2002 submitted by Sanan Construction, for Construction on
Goldenridge Road, in the amount $119,286.00 plus 7% G.S.T. be approved, and
That a total gross Project cOst of $145,398.02 including the tender amount, other
associated, project costs and 7% G.S.T., and a total net project cost of
$94,423.37 after reduction by the by the Region of Durham portion and the
G.S.T. rebate, be approved, and
3. That fUnding in the amount of $95,000.00 be approved.
.12
FINANCIAL MPUCAT O J .TrACHMENT t
1.
TO R OFIT#S ,
Tendered Amount
T-7-2002 - Construction on Goldenridge Road
G.S.T.
Sub Total
G.S.T. Rebate
Total
$119,286.00
8,350.02
127,636.02
(4.,771.20)
.$122,864.82
APPROVED SOURCE OF FUNDS:
2.
Year 2001 Capital Budget
Account Number - 2321-6003 DC Roads
Project Code - 01-2321-001-06
Year 2002 Capital Budget
Account Number- 2321-6003 DC Roads
Project Code - 02-2321-00-04
Total Funding Available
$ 65,280.00
301000.00
$ 95,280.00
Estimated Project Costing Summary
T-7-2002 - Construction -:Goldenddge Road
City of Picketing portion
SeCtion 1, City Storm SeWers & Appurtenances
Section 2, City Roadworks
Sub Total -.City of Picketing
Reaion of Durham portion
Section 2, Region Sanitary Sewers
Section 3, Region Watermains
Sub Total -~ Region of Durham
Total - T-7-2002
Associated Costs
Material Testing
Utility Relocation
Pre-engineering Survey.
Pre-condition Survey
ProjectOontingency
Total
G.S.T.
Total Gross Project Cost
Less - Region of Durham portion
Less - G.S.T. Rebate
Total Net Project Cost
$33,515.00
.41,558:00
75,073.OO
19,747.00
..24,466.00
44,213.00
$119,286.00
'2,000.00
2~100.00
1,000.00
1,500.00
10,000.00
135,886.00
9,512.02
145,398.02
(44,213100)
(3,666.74)
$ 94,423.37
Thomas J. Quinn IA'rrACHMENT # ~-~-- TO REPORT
Re: Construction on Goldenridge Road
Tender T-7-2002
Page 3
July 23, 2002
Project Cost (over) under Approved Funds
$ 856.63
Sanan Construction Ltd. is currently involved with a City project, (Tender T-12-2002 -
Parking Lot Improvements - Recreation Complex). A copy of.the Confined Space Entry
Procedure to be used on this project, The .Health and Safety Policy, a list of personnel
trained, the CAD 7 form and a copy .of the current certificate of Clearance issued by
Workplace Safety and Insurance Board, as submitted by Sanan ConStruction have been
reviewed bythe Safety & Training Coordinator and are deemed acceptable. Upon your
approval for this project, we will proceed with an on-line requisition and issue the
Contractor a purchase order to commence construction.
The Manager, Supply & Service concurs with the-recommendation.
If you require any further information
Director, Operations &.
Emergency S~o/~ces
l~¢hard 121~)6Orn, p, Fng.
or clarification, please contact me at your
Approved~.n~dorsed by:
Gil Paterson
Director, Corporate Services
& Treasurer
Attachment:
Copy:
E. Buntsma, Director, Operations & Emergency Services
G. Paterson, Director, Corporate Services & TreasUrer
D. Selsky, Supervisor, Municipal Works
·
CHIEF ADIV'ftNISTRATIV r-'. OFIZ!~iI'~
I A'n'ACH ENT TO R ORT
ADMINIS.TRATION DEPARTMENT
HUMAN RESOURCES DIVISION
MEMORANDUM
July. 24; 2002
To:
From:
· Barbara 'Oran
Buyer II
CiTY OF.P.~CKEP. m~G'
JUL ?. ~, 2O0?..
Debra A. Wight
Co-ordinator, S. afety & Training
'$anan Construction (Tender No. T. 7 - 2.002)
As requ'ested,-1 have'reviewed the following document submitted by the above .
prospective contractor;
· WSIB Clearance Certificate, dated Jaly 17, 2002
· WSIB Cost'&.FrequencY.Record, dated April 24, 2002
· Health & Safety Policy
· Confined Space Manual ..
From a health & safe.ty perspective, these documents are acceptable..
If'y°u have any Concerns, please Contact me directly. .'-
D ~b r"a'-'A.~ Wight.
Attachments: Reviewed documentation
MUNICIPAL PROPERTY & ENGINEER_lNG
Attachment For Tender:' T-07-2002
GOLDENRJDGE RoAD
:.QUELINE
AVE.
WELRU$ ST.
SPruCE AREA
LAN E
SMEPPARD
RRIT'fON
~\G~kN/:x"x",
LOCATION MAP
PROPOSED CONSTRUCTION INCLUDES:
Constn~ New Road (eXcava~¢, grade, ~ase and top coarse asptmlt)
- Storm Sewer
. Sanitary Sewer
Waterrn~in
I:~tfachmenfs for Tendem~2dO2W-O7-2002 - Goldenridge. doc
'16
Date:
TO:
FROM:
RE:
OPERATIONS & EMERGENCY SERVICES DEPARTMENT
June 25, 2002
Diy~oA'~- ' '
MUNICIPAL PROPERTY & ENGINEERING. ']'.¥ .... ,:,- ~ .... :,.~
ThOmas J. Quinn
Chief Administrative OffiCer
Richard Holborn, P, Eng.
Division Head, Municipal Property & Engineering
Tender T-3-2002 - Granite Court Bridge Repair
Please be advised that tenderS have been received for the above noted project. Eight
companies were invited to participate. An advertisement was placed in the Daily
Commercial News, the New Advertiser Community Page and the City's Website. Ten
vendors picked up tendering documents for a non-refundable fee of $40.00 per set.
Attached is a copy of the record of tenders opened and checked that were used at the
public tender opening on Wednesday, June 19, 2002.
Summary
(P.S.T. included, G.S.T. inclUded)
Company
Bob Hendricksen Construction
Torbridge Construction
Jarlian Cons[ruction Inc.
Total Tendered Amount/
$118,277.80
$123,500.00
$171,328.40
After Calculation Check
$118,277.80
$123,500.00
$171,328.40
Recommendation
.1.
That Tender No. T-3-2002 submitted by Bob Hendricksen Construction, for
Granite Court Bridge Repair in the amount $110,540.00 plus 7% G.S.T. be
approved, and
That a total gross project cost of $175,897.30 and a total net project cost of
$169,322.03 including the tender amount and other associated project costs be
approved, and
That funding in the amount of $170,000.00 including transfers from Replacement
of Capital Equipment Reserve (#4611) be approved, and
Thomas J. Quinn I.ATI'ACHMENT # 3
Re:Granite Court Bridge Repair
Tender T-3-2002
Page 2
June 25, 2002
TO REPORT , o ,
l?
That the CAO authorize the Director, Corporate Services & Treasurer to finance
the project through the issuance of debt; and
a) Debt financing the amount of $100,000.00 for a period not exceeding 10
years, at a rate to be determined, be approved;
b)
c)
Financing and repayment charges in the amount of approximately $14,000.00
be included in the annual Current Budget for the City of Picketing
commencing in 2003 and continuing thereafter until the loan is repaid;
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
2002 as established by the Province for municipalities in Ontario;
'd) The Treasurer be authorized to take any actions necessary in order to effect
the foregoing;
That the appropriate City of Pickering officials be authorized to take necessary
action to give effect thereto.
FINANCIAL IMPLICATIONS:
1.
Tendered Amount
T.3-2002 - Granite Court Bridge Repair
G.S.T.
G.S.T. Rebate
Total
$110,540.00
7,737.80
(4,421.38)
$113,856.42
APPROVED SOURCE OF FUNDS:
2.
Year 2001 Capital Bud,qef
Account Number - 2320-6004 Project Code - 01-2320-O09-00
Debt Financing
Year 2002 Capital Budget
Account Number - 2320-6004 Project Code - 01-2320-009-03
Replacement of Capital Equipment Reserve
Total Funding Available
$100,000.00
7O,0OO.00
$17O, 000.00
18
Thomas J. Quinn IATTACHMENT#
Re:Granite Court Bridge,
Tender T-3-2002
Page 3
June 25, 2002
TO REPORT
Estimated Project Costing Summary
T-3-2002- Granite Court Bridge Repair
Material Testing
Consultant Fee and Site Supervision/Inspection
Project Contingency
Sub Total
G.S.T.
G.S.T. Rebate
Total Project Cost
$110,540.00
2,000.00
43,350.00
8,500.0Q
164,390.00
11,507.30
$169,322.03
I. Project Cost (over) under Approved Funds $ 677.97
Bob Hendricksen Construction Ltd. has completed projects for the City in the past,
(Tender T-1-1996'- Liverpool Road bridge repair ). The Health and Safety Policy, a list
of personnel trained, the CAD 7 form and a copy of the current certificate of Clearance
issued by Workplace Safety and Insurance Board, as submitted by Bob Hendricksen
Construction have been reviewed by the Safety & Training Coordinator and are deemed
acceptable. Upon your approval for this project, we will proceed With an on-line
requisition and issue the Contractor a purchase order to commence construction.
If you require any f,,.L~er
convenience..J/
_E~r~ Bun~ma
D~c~or, Operations &
~mergency Services
information or clarification, please contact me at your
' ~.z~yed/End ors~by: .
~il Paterson
Director, Corporate Services
& Treasurer ~.
/bk
~..Attachment: . ~'~/¢/¢¢
Copy: E. Buntsma, Director, O erat
P ' mergency-'Services
G. Paterson, Director, Corporate Services & Treasurer
D. Selsky, Supervisor, Municipal Works
B. Kuzma, Administration Supervisor
I ATrAcHMENT# H- TO REPORT
OPERATIONS & EMERGENCY SERVICES DEPARTMENT
August 7, 2002
FIRE SERVICES DIVISION
MEMORANDUM
C~Ty OF
To:
From:
Subject:
Everett Buntsma CORPORATE SERVICES
Director, Operations & Emergency Service ' .....
CUL. & REC, , HU~N R~
TRANSIT -ECON, DEV,,
LIBRARY_ CUST, CARE,
Mark Diotte
Deputy Chief
Telephone System - Fire Servi6es
- File: Ce1000
Background:
Telecommunications is the backbone of th'e
network that allows residents of this community to reach out for help .and receive
that aid in a timely manner. It is our goal to ensure the telephone equipment that
we employ will allow for trouble free use by the professionals answering those
calls for service. To a public safety professional, a telephone system is not"the
same as one found in.most enterprises. It is'a system that has built in
redundancies and records the interactions of the users to ensure accuracy of the
moment and stores that same information for longer-term review.
The .current telephOne system employs, three types of equipment to achieve the
expected level of performance:
Main Switch NoKel "Meridian Option 21"
Back-up Switch NoKel "Logic 10" 1980's
1970's
...Call 'Verification System Dictaphone "Call Check" 1980's
Technical Issues:
During the later portion of 2001 Bell Canada technicians, while working on
systems, problems, indicated that the ;'Logic 10" sets (2) were obsolete, the
circuit boards for the functionality of the system were being de-listed from their
parts inventory and obtaining replacements would become next to impossible.
After an extended conversation with BelFs technical advisors they also indicated
that our "Meridian'' SyStem was'no longer a supported platform and has not been
sold since 1996 (see attached service bulletin). The technical revelations
2O
C__.~O
,, TO REPORT #o-7/04
2
provided the impetus 'to research solutions to these 'challenges that would
ultimately lead to an equipment replacement strategy. These issues are facing
all emergency service .providers that. currently use this vintage of equipment
including Ajax, Clarington and WhitbY. Oshawa Fire Services has upgraded -their
technology earlier using the recommended route with .no service interruption.
To ensure all three' ~omponents of any new telephone system would work
together I contacted Dictaphone, the'manufacturer of the "call check" deviCe and
our data logging' system called "Freedom". A site visit was arran ed. an
Dictaphone indicated that th" ,, g d
e call check hardware was no longer supported
and their recommendation was replacement within the confines of the "Freedom"
system.
Solutions:
In order to get independent advice I spoke 'with Jon Storms and' We had the
telecommunications consultant Marg Mclntyre provide some guidance regarding
'pricing and sourcing (see'attached). I have an e-mail from Marg indicating that
this system should be sole sourced as well as some guidance on issues related
to the eventual Purchase. One issue Chat was brought forward had to do with the
supplier of the equipment for a public safety system. The consultant indiCated
that Bell Canada should be the sole Supplier due to their superior technical
service, .24-hour availability, expertise with the existing equipment and "911" lines
in the fire station. Using other Vendors in the current telecommunications climate
may place the System maintenance and functionality at risk considering the
technical,issues, number of .bankruptcies and credit watches Pervading the
industry. Some vendors indicated that they were not interested inthe 'potential
liability surrounding'a .public safety system and declined-to 'provide a technical
solution. ' . · .
Dictaphone'advised that a software solution using the existing state of the' art'
"Freedom" system would provide the most benefit to our organization. However,
the "Freedom" system required more channels for data logging to ensure the
back-up, phones .were being recorded..This' particular system is proprietary in
nature and third party solutions are not available, we have to deal directly with
Dictaphone..
.Fundin~ & Costs:
Fire service provided budget estimations, u~vice for
guidance, and Council provided funds Iof $~103,000 to upJzr/ade our
telecommunications systems in the capital bud~~-
Several meetings were held with Bell Canada and D~ct~e-'representatives to
ensure the solutions to our system obsolescence were fiscally responsible, met
our. needs presently and for fUture capacity with integration of potential new
dispatching technologies. The results of these meetings have provided a
technical solution that is viable, protects the customer from service interruption,
2!
integrates with radio system upgrading, and is easily transportable considering
any future equipment re-deployments.
The proposed solution:
Main Switch
Back-up Switch
Call Verif
Total
Nortel "Meridian Option 11"
Nortel "Northstar"
"Freedom" hardware,
increased channels
$43,173.59 in~ ng taxes
;16,339.75 (+ taxes)
(+ taxes)
$14,445 (+ taxes)
Recommen~
Bell Canada be contracted to supply, install.and train on a new Meridian
Option 11 telephone switch, sets and related equipment as per quotation.
Bell Canada be contracted to supply, install and train on a new "Northstar"
key set back-up phone system as per quotation.
Rationale:
· Bell will recycle some nerj-electronic (i.e. case) componentS of
the "Meridian" keeping the price lower
· Bell technicians are intimate with the existing system and the
"911" circuitry lessening the cutover time
· Bell provides superior service and 'can be held accountable for
any failures
· Installation costs are lower because there is no need for a
technician from Bell to work with a technician from "ABC"
company
· Bell quote provides for a two year service agreement
· The costs for the entire system are far below the expected
values identified through the consultant
Dictaphone be contracted to supply 8 more recording channels, a new
software call check, training and other equipment related to the upgrade
as per quotation.
Rationale:
· Dictaphone is the existing vendor of the system and there are
no others that can provide the solutions
· Dictaphone and Bell Canada have an alliance partnershiP that
allows for ease of solUtion when the two companies are working
on projects such as this with considerable proprietary software
22
IA'n'ACHMENT # '-I-
TO REPORT
4
4. The equipment should be sole sourced.
· Rationale:
· Public safety system is intertwined with "911" any attempts by
third party vendoCs will result in loss of service '
· . Present Suppliers have proprietary software and hardware that
will cause conflicts with third party suppliers
· Some third party suppliers are reticent to quote on a public
safety system due .to liability due to equipment failures
· Independent verification of this .recommendation through the
advice of the telecommunications consultant
· · Third party vendors Would not be able to meet the objectives of
this project
-The costs identified are inclusive of all work, training, and taxes, providing this
community with-a responsible turnkey telecommunications, solUtion for our
present and future needs. I trust that this information is sufficient to .move
forward under current purchasing rUle~ for sole sourcing.
M; Diotte /
Director, Corporate Services &
MD:nrm Treasurer
Eric.
COPY; Fire Chief
' J:\...\M2080701 .doc
I ATTACHMENT#, TO REPORT
ADMINISTRATION DEPARTMENT
CLERK'S DIVISION
MEMORANDUM
May 23, 2002
TO:
FROM:
SUBJECT:
Thomas J. Quinn, Chief Administrative Officer
Bruce Taylor, Clerk
Referrals from the 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:
That Report to Council CAO 04-02 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
That subject to the Council approved Purchasing Policy & Pro~.edure, 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.
BT:dk
Copy: T.J. Quinn, Chief Administrative Officer
B. Taylor
RECOMMENDATION OF THE
COMMITTEE OF THE WHOLE
DATE
MOVED BY
SECONDED BY
1. That Clerk's Report CL 36-02 regarding the proposed 2003 Animal Services
Budget, be received; and
That the Council of the Corporation of the City of Pickering hereby approve the
2003 Animal Services Budget as recommended by the Pickering, Ajax and
Whitby Joint Animal Services Committee at its meeting of October 16, 2002.
REPORT TO THE
COMMITTEE OF THE WHOLE
Report Number: CL 36-02
Date: October 23, 2002
From:
Bruce Taylor, AMCT, CMM
City Clerk
Subject: 2003 Animal Services Budget
Recommendation:
That Clerk's Report CL 36-02 regarding the proposed 2003 Animal Services
Budget be received.
That the Council of the Corporation of the City of Pickering hereby approved the
2003 Animal Services Budget as recommended by the Pickering, Ajax and
Whitby Joint Animal Services Committee at its meeting of October 16, 2002.
Executive Summary:
The PAW Joint Animal Services Committee is recommending the approval of the Year
2003 Capital and Operating Budget for the Animal Services Centre in the amount of
$708,500.00 of which Pickering's share is $250,799.65.
Financial Implications:
Operating $240,799.65
Capital 10,000.00
(Pickering's share only)
(Pickering's share only)
TOTAL $250,799.65
26
Report CL 36-02
Subject: 2003 Animal Services Budget
Date: October 23, 2002
Page 2
Background:
The PAW Joint Animal Services Committee passed the following motion at its meeting
of October 16, 2002:
That the Pickering-Ajax-Whitby Joint Animal Services Committee
adopt the 2003 animal services budget estimates as set out in the
Treasurer's Report 3-02; and,
That the estimates be submitted to the Council's of Pickering, Ajax
and Whitby for approval.
Attached to this Report is a copy of the Committee Treasurer's Report 3-02 for your
information.
The City of Pickering entered into an Agreement with Ajax and Whitby respecting the
operation of the Animal Services Centre that allocates operating expenses on a per
capita basis and capital expenses on an equal basis. Therefore, the 2003, Pickering is
responsible for 35.49% of the total operating costs of $678,500.00 being $240,799.65
and is responsible for 33.3% of the total capital costs of $30,000.00 being $10,000.00
for a total of $250,799.65.
It should be noted that the operating costs have increased by only 2.6% over 2002 and
the capital costs have increased by $1,000.00 over 2002.
The population figures used in the Committee Treasurer's Report are based on
population data gathered by the Municipal Property Assessment Corporation in 2000
for the election.
Attachments:
1. PAW Committee Treasurer's Report 3-02
jBruce Taylor
City Clerk
Report CL 36-02
Subject: 2003 Animal Services Budget
Date:
October 23, 2002
Page 3
27
Attachments
Recommended for the consideration of
Pickering City Council
T~om~s J. Q~inn, C~ef Admin'h'lst[ative Offi~r -
28
TREASURER'S REPORT TO THI~ PICKI~RING
AJAX WHITBY JOINT ANIMAL SERVICES COMMITT~
Item 3-02
October 16, 2002
Subject:
2003 Animal Services Budget
Recommendation:
That the Picketing, Aj ax, Whitby Joint Animal Services Committee adopt the
2003 animal services budget est/mates as set out in the Treasurer's Report,
Item 3-02; and,
That the estimates be submitted to the Council's of Picketing, Ajax, and
Whitby for approval:
Origin:
The proposed 2003 animal services budget estimates are set out in Attachment No. 1
to this report.
Analysis:
The staff cOmpliment remains unchanged in 2003.
The budget maintains current service levels. The increase in the budget is
attributable to the increase in salaries, wages and benefits negotiated with the
Canadian Union of Public Employees, Local 53. The budget provides for the
replacement of an animal services vehicle.
Alternatives:
N/A
Existin~ Policy:
N/A
Financial Considerations:
By agreement, operating revenues and expenditures are apportioned on a per-capital
basis between the City of Picketing and the Towns of Ajax and Whitby. Capital
expenses are shared equally by the three municipalities. The municipal
apportionment of the estimates is shown in Attachment No. 2 to this report.
ATTACHMENT
~9
30,
ANIMAL SERVICES
BUDGET NOTES
ACCOUNT
Operating Expenses:
Salaries, Wages and Benefits
Conferences/Seminars/Education
Heating Costs
Vehicle Repairs and Maintenance
EXPLANATION
Based on 2002 emergency
call out experience,
Based on a one time
customer service training
program in 2002.
Reflects previous years'
experience.
Reduced vehicle repairs
due to 2003 vehicle
replacement.
Operating Revenues:
Pound and Service Fees
Reflects previous Year's
expedence.
Capital Expenses:
Animal Services Vehicle Replacement
Provision has been made
for the replacement of a
1996 Animal Services
vehicle. The vehicle has
been inspected by a
qualified mechanic who
recommends that the
vehicle be replaced. The
estimated cost includes
vehicle lettering, exterior
lighting and provision for
interior partitions.
Z na
0 co
~ 0 i.u
z ~
,3'2
RECOMMENDATION OF THE
COMMITTEE OF THE WHOLE
DATE
MOVED BY
SECONDED BY
1. That Report CL 38-02 regarding appointments to the Site Plan Committee, be
received; and
2. That the following three Councillors be appointed to the Site Plan Committee for a
term to expire on November 30, 2003:
REPORT TO THE
COMMITTEE OF THE WHOLE
Report Number: CL 38-02
Date: October 28, 2002
33
From:
Bruce Taylor, AMCT, CMM
City Clerk
Subject: Appointments to the Site Plan Committee
Recommendation:
That Report CL 38-02 regarding appointments to the Site Plan Committee be
received.
That the following three Councillors be appointed to the Site Plan Committee for
a term to expire on November 30, 2003:
Executive Summary:
Councillors McLean, Pickles and Ryan were appointed to the Site Plan Committee by
resolution passed on September 17, 2001 for a term to expire on November 30, 2002.
This Report provides Council with the option of making further appointments to the Site
Plan Committee for a one-year term to expire on November 30, 2003.
Financial Implications: Not applicable
Background:
Please be advised that Council passed the following resolution at its regular meeting of
September 17, 2001:
3,t
Report CL 38-02
Subject: Appointments to the Site Plan Committee
Date:
October 28, 2002
Page 2
That Councillors McLean, Pickles and Ryan be appointed to the Site Plan
Committee for a term to expire on November 30, 2002.
As noted above, the appointments of Councillors McLean, Pickles and Ryan will expire
on November 30, 2002 and Council may wish to consider making appointments to this
Committee for a further one-year term to run from December 1, 2002 to November 30,
2003.
Prepared By:
City Clerk
Copy: Chief Administrative Officer
Recommended for the consideration of
Pickering City Council
A'~ J. Q~!~n, Chie~'j~dmin~tive (~f~r_~
RECOMMENDATION OF THE
COMMITTEE OF THE WHOLE
DATE
MOVED BY
SECONDED BY
That the draft by-law to appoint three persons to enforce the Parking By-law at 1355
Kingston Road, 1203-1257 Bayly St. and 1918 Whites Road, be forwarded to
Council for approval.
REPORT TO THE
COMMITTEE OF THE WHOLE
Report Number: CL 35-02
Date: October 24, 2002
From: Bruce Taylor
City Clerk
Subject:
Appointment to enforce the Parking By-law at 1355 Kingston Road, 1203-
1257 Bayly St. and 1918 Whites Road.
Recommendation:
That the draft by-law to appoint one person to enforce the Parking By-law at
1355 Kingston Road, and four persons to enforce the Parking By-law at 1203-
1257 Bayly St., and one person at 1918 Whites Road, be forwarded to Council
for approval.
Executive Summary: N/A
Financial Implications: None
Background:
Correspondence has been received from Pickering Town Centre, Actual Parking
Services Ltd. and St. Mary Catholic Secondary School requesting the appointment of
persons as By-law Enforcement Officers for the purpose of enforcing the Parking By-
law at 1355 Kingston Road, 1203-1257 Bayly St. and 1918 Whites Road.
Attachments:
Correspondence from Pickering Town Centre, Actual Parking Services Ltd. and
St. Mary Catholic Secondary School.
Draft By-law.
Report CL 35-02
Subject: Appointment of By-law Enforcement Officers
Date:
October24,2002
Page 2
Prepared By:
Debbie Kearns
Committee Coordinator
Approved I Endorsed By:
City Clerk
BT/dk
Attachments
Copy: Chief Administrative Officer
Recommended for the consideration of
Pickering City Council ,~ /~ ,
~. Muinn, ~,n~e~ AaminiS~tr, ative Office~
38
DICKERINU'
CC:
Debbie Keams
Property Manager- J.A. Arsenault
CLERK'S DIVISION
From: Pickering Town Centre Security Department
Date: 10/17/2002
Re: Amendment to Officers on site By-law enforcement
Dear Mrs. Keams,
Please accept this letter as a formal request for the amendment to the on site Security officers,
who hold the status of By-law enforcement, for the property known as Pickering Town Centre.
As per my previous memorandum, the site was issued five extra officers able to issue By-law
infractions on the property. Due to attrition at the site, we have currently lost one of those officers,
S\o Jason Vassell. We would like to request that their names be stricken and be filled with James
Lefave, as the on site status of By-law enforcement officer.
Thank you again for your attention to this matter and for any questions or concerns please feel free to
contact sjt_.e_a~$)-6~83~7~l ext. 231.
t Secu.ty 'C .or
",...~ w a~_~.._E_.cJ.k forfl
Administration Office, 1355 Kingston Road, Pickering, Ontario L1V lB8
Telephone 905-831-6066 Facsimile 905-420-9379 Website www. pickeringtowncentre.com
ACTI. AL $ ViCES LTD.
10660 Yonge Str,t, i%0. BOX 30587, Richmond Hill, Ontario, Canada L4C 007 Tel (905) 7~? ~??.2 Fax (9'051
September 27~ 2002.
I"ATTACHMENT #
39
Parking Enforcement Division
The City Of Pjckering
Picketing Civic Complex
One the Esplanade PickerJIg
Ontaflo, LtV 6K7
Attention: Debbio Kearns,
We are mkJug application for Actual Parking Services Ltd and our officers to bo UceISe in the City of
PickorJnI To issue pIrldug tickats mi private property.
Attacb is a letter of authorization for our first property, business rsgistratioIi~ isurauco, Ind list of
parking ouforcemeat officers to be certified.
USI of officers:
CLEON GARDNER
Luz Gardner
David Hutchison
Stoven EchoverrC
Property located at 7203 - 12S? Bailey Street in the city of Pickering.
I hive about t6 years oxporbnce working other Inicipality.
Please call if thoro is any athor required information (90S)-737-4442.
Cleou Gardner
President
~-d STST-O&L(SOG) Jeup~eB*O d&O:OT ZO ~0 =o0
4O
ST. MARY CATHOLIC SECONDARY SCHOOL
1918 Whites Road, Picketing, Ontario LlV 1R9 (905) 420-7166 FAX (905) 831-1778 Guidance (905) 420-8205
October 2, 2002
CITY OF PICKERING
I~IOKERINQ, ONTARIO
RECE .VED
CITY OF P~C;'~E[~]NG
~ c r ! 6 2002
Dear Mr. Taylor,
CLERK'S DIVISION
This letter is written in application to By-Law Enforcement to be considered as an
agent of your department. The request is made for enforcement at 1918 Whites
Road (St. Mary Catholic Secondary School) exclusively and for the duration of my
service as Vice Principal at this location.
Thank you for your consideration in this matter.
Sincerely
Brenda McDonald
(Vice Principal)
DIREOTOR OF EDUOATION ~ [ ~o . Grant A. Andrews, B.A., M.Ed
i ATTACHMENT
THE CORPORATION OF THE CITY OF PICKERING
BY-LAW NO.
Being a by-law to appoint By-law Enforcement Officers
for certain purposes (Parking Regulation- 1355 Kingston
Road, 1203-1257 Bayly St. and 1918 Whites Road)
WHEREAS pursuant to section 15(I)of the Police Services Act, R.S.O. 1990, c.P.15, as
amended, a municipal council may appoint persons to enforce the by-laws of the
municipality; and
WHEREAS pursuant to section 15(2) of the said Act, municipal by-law enforcement
officers are peace officers for the purpose of enfoming municipal by-laws;
NOW THEREFORE THE COUNCIL OF THE CORPORATION OF THE CITY OF
PICKERING HEREBY ENACTS AS FOLLOWS:
That the following persons be hereby appointed as municipal law enforcement
officers in and for the City of Pickering I order to ascertain whether the provisions
of By-law 2359/87 are obeyed and to enforce or carry into effect the said By-law
to enter at all reasonable times upon lands
and are hereby authorized
municipally known as:
a)
c)
1355 Kingston Road (Pickering Town Centre:
James Lefave
1203-1257 Bayly St:
Cleon Gardner Luz Gardner
David Hutchison Steven Echeverfi
1918 Whites Road (St. Mary Catholic Secondary School):
Brenda McDonald (Vice Principal)
The authority granted in section 1 hereto is specifically limited to that set out in
section 1, and shall not be deemed, at any time, to exceed the authority set out in
section 1.
These appointments shall expire upon the persons listed in section l(a) ceasing
to be an employee of Pickering Town Centre or in section l(b) ceasing to be
employees of Actual Parking Services Ltd. or upon Actual Parking Services Ltd.
ceasing to be an agent of 1203-1257 Bayly St., or in section 1(c) ceasing to be
an employee of St. Mary Catholic Secondary School), or upon whichever shall
occur first.
By-law Number 5973/02 is hereby amended by deleting Jason Vassell.
BY-LAW read a first, second and third time and finally passed this 18th day of
November, 2002.
Wayne Arthurs, Mayor
Bruce Taylor, Clerk