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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