The URL can be used to link to this page

Home My WebLink AboutPLN 28-24Report to Planning & Development Committee Report Number: PLN 28-24 Date: November 4, 2024 From: Kyle Bentley Director, City Development & CBO Subject: Teranet Sublicensing Agreement Renewal – Ontario Parcel Mapping Data Contract Extension with the Region of Durham - File: D-9000-022 Recommendation: 1. That Council approve entering into a sublicensing agreement with the Region of Durham to extend the delivery of digital parcel mapping data to the City of Pickering, for a five-year period, at an annual cost of $12,910.00 per year (net HST), beginning in 2025. 2. That the appropriate officials of the City of Pickering be authorized to give effect thereto. Executive Summary: The purpose of this report is to obtain Council approval to enter into a sublicensing agreement with the Region of Durham, to extend the delivery of the digital parcel mapping data to the City of Pickering for the next five years (December 19, 2024 to December 19, 2029), at a fixed annual rate of $12,910.00 (net HST). The City is currently nearing the end of a five-year contract with the Region of Durham for the supply of digital parcel mapping data obtained from Teranet Inc., and thus, the need to renew the sublicensing agreement. Relationship to the Pickering Strategic Plan: The recommendations in this report respond to the Pickering Strategic Plan Priority of Advance Innovation & Responsible Planning to Support a Connected, Well-Serviced Community. Financial Implications: The proposed new sublicensing agreement with the Region will ensure the continued supply of the product at a five-year cost totaling $64,552.00 (including net HST). Although the City will be committing to a full five-year contract term for the acquisition of digital parcel mapping, funding will continue to be done on an annual basis in City Development Departments Current (operating) Budget. Payment frequency for the new contract will occur on an annual basis at a cost of $12,910.00. PLN 28-24 November 4, 2024 Subject: Teranet Sublicensing Agreement Renewal – Ontario Parcel Mapping Data Contract Extension with the Region of Durham Page 2 1. Total Project Cost for Pickering’s 5-Year Sublicensing Agreement 5 Year Sub-License Agreement Extension HST (13%) Total Gross Project Costs HST Rebate (11.24%) Total Net Project Costs $63,435.00 8,247.00 $71,682.00 (7,130.00) $64,552.00 Annual Costs (Years 2025 to 2029) Pickering Costs (excl. taxes) HST (13%) Gross Project Costs HST Rebate (11.24%) Net Project Cost to City (incl. 1.76%) $12,687.00 1,649.00 $14,336.00 (1,426.00) $12,910.00 2. Source of Funds – (Proposed 2025 Current Budget) Account Code Budget Required 10100.502410.0000 $12,915.00 $12,910.00 3. Funds Required (2026 to 2029) For Years 2026 to 2029 $51,640.00 Discussion: The purpose of this report is to obtain Council approval to enter into a sublicensing agreement with the Region of Durham to extend the delivery of the digital parcel mapping data to the City of Pickering for the next five years. The City is currently nearing the end of a five year sublicensing agreement with the Region of Durham for the supply of digital parcel mapping data, obtained from Teranet Inc. Digital mapping of Pickering lands is a required and essential element of many City operations. The integrity of this digital mapping helps ensure the City will continue using up to date mapping data, and to make informed decisions where land-based data is required. The Region of Durham has received a proposal from Teranet Inc., with whom it has an Ontario Parcel Master Agreement, to renew the contract for delivering digital parcel mapping data with another 5-year term (to December 19, 2029) at a total gross cost of $903,120.00 or PLN 28-24 November 4, 2024 Subject: Teranet Sublicensing Agreement Renewal – Ontario Parcel Mapping Data Contract Extension with the Region of Durham Page 3 $180,624.00 annually. The Region will continue to pay 50% of the fee, with the remaining portion divided by the eight local municipalities in Durham, which is based on the percent parcel count from August 2024, to determine the proportion of fees. The Region confirmed that the products delivered through the sublicensing agreement will remain unchanged from the 2019 agreement. They include: the Ownership and Assessment Mapping; the Ownership Property Report, Easement Report, PIN-Plan Index; and the Registered Plan Image Subscription. Further details are included in the attached letter from Teranet Inc. (see Attachment 1). The City’s cost for digital parcel mapping over the last five years of the present contract the Region of Durham has with Teranet Inc. totals $50,732.45, and it was collected from the City at a fixed annual cost of $10,146.49 (including applicable taxes). The proposed new contract with the Region will supply the product to the City for the next five years at a net project cost totaling $64,552.00, to be collected at a fixed net annual rate of $12,910.00. It is recommended that Council approve entering into a sublicensing agreement with the Region of Durham to extend the delivery of digital parcel mapping data to the City of Pickering for a five-year period (December 19, 2024 to December 19, 2029), to be paid to the Region at a fixed net annual rate noted in bold above, and that the appropriate officials of the City of Pickering be authorized to give effect thereto. Attachment: 1. Letter from Teranet Inc. to the Region of Durham PLN 28-24 November 4, 2024 Subject: Teranet Sublicensing Agreement Renewal – Ontario Parcel Mapping Data Contract Extension with the Region of Durham Page 4 Prepared By: Original Signed By Déan Jacobs, MCIP, RPP Manager, Policy & Geomatics Approved/Endorsed By: Original Signed By Catherine Rose, MCIP, RPP Chief Planner Original Signed By Kyle Bentley, P. Eng. Director, City Development & CBO DJ:ld Recommended for the consideration of Pickering City Council Original Signed By Marisa Carpino, M.A. Chief Administrative Officer Attachment 1 to Report PLN 28-24 -XQH 7KH5HJLRQDO0XQLFLSDOLW\RI'XUKDP 6WHSKDQLH-RQHV &RUSRUDWH,QIRUPDWLRQ6HUYLFHV 5RVVODQG5G( :KLWE\21 /1$ 5H2QWDULR3DUFHO0DSSLQJDQG7LWOH'DWD3URGXFWV&RQWUDFW([WHQVLRQ 'HDU6WHSKDQLH )XUWKHUWR RXUFRQYHUVDWLRQV7HUDQHW ,QFLV SOHDVHGWR SUHVHQW D SURSRVDOWRH[WHQGWKH GHOLYHU\ WHUPVRIWKH 2QWDULR3DUFHO 0DSSLQJ'DWD 7LWOH 'DWD 3URGXFWVYLD WKH 7HUDQHW ;FKDQJH 'DWD 'HOLYHU\6HUYLFH $V D OHDGHULQ ODQGLQIRUPDWLRQ ZH EHOLHYH RXU GDWD SURGXFWV DQG VHUYLFHV RIIHUWKH EHVW UHWXUQRQLQYHVWPHQW SURYLGH DFFXUDWHFXUUHQW DQGFRPSOHWH LQIRUPDWLRQLQDQHIILFLHQW DQGUHOLDEOH VROXWLRQ PLQLPL]H WKH ULVN DQGHIIRUW DVVRFLDWHGZLWKLQWHJUDWLQJSDUFHO PDSSLQJ DQGDVVRFLDWHGODQGWLWOHV DWWULEXWH GDWD DQGSURYLGH WKH ORQJWHUP PDLQWHQDQFH DQGVXSSRUW UHTXLUHPHQWV WRUHIUHVKWKH UHTXHVWHGGDWD RQ VHUYHUV KRVWHG DW WKH 5HJLRQ %DVHGRQD \HDU $JUHHPHQW WRH[WHQG WKH GHOLYHU\RIWKH 2QWDULR3DUFHO 0DSSLQJ'DWD LQ&$' DQG*,6 IRUPDWVWKH 2ZQHUVKLS 3URSHUW\5HSRUWWKH (DVHPHQW 5HSRUWWKH 3,13ODQ,QGH[DQG5HJLVWHUHG3ODQ ,PDJHV YLDWKH7HUDQHW ;FKDQJH 'DWD 'HOLYHU\ 6HUYLFHWR WKH 5HJLRQDO 0XQLFLSDOLW\ RI'XUKDPWKHIHH ZLOO EHSOXVWD[SHU\HDU $OO OLFHQFH DQGVXEOLFHQVLQJWHUPVLQWKH$JUHHPHQWVVKDOOUHPDLQLQIXOO IRUFH DQGHIIHFW :H WUXVW WKLVSURSRVDO ZLOO PHHW ZLWK\RXU DSSURYDO ,Q WKH HYHQW \RXUHTXLUH DGGLWLRQDO LQIRUPDWLRQSOHDVH GRQRW KHVLWDWH WR FRQWDFW5LFKDUG1RUULVDFFRUGLQJO\DW <RXUVWUXO\ 7HUDQHW,QF 5LFKDUG1RUULV 6HQLRU0DQDJHU*RYHUQPHQW 8WLOLWLHV