HomeMy WebLinkAboutPD 09-10
Report To
Planning & Development
PICKERING Committee
Report Number: PD 09-10
Date: May 3, 2010 09
From: Neil Carroll
Director, Planning & Development
Subject: Licence Agreement Extension - Ontario Parcel Agreement
- Supply of Digital Mapping
- File: L-4100-001
Recommendation:
1. That Council approve entering into an extension of the agreement with the
Region of Durham for the supply of digital parcel mapping of Pickering for a five
year period at a total cost of $29,245.00 (plus applicable taxes) with an annual
payment of $5,849.00 (plus applicable taxes) to be funded from the current
budget of the Planning & Development Department;
2. The Mayor and the Clerk be authorized to execute any subsequent renewals or
extensions of this agreement on substantially similar terms and conditions
acceptable to the Director, Planning & Development, and;
3. Further, that the appropriate officials of the City of Pickering be authorized to
give effect thereto.
Executive Summary: The City recently completed a five year contract with the
Region of Durham for the delivery of data provided by Teranet Land Information
Services Inc. The data included Digital Parcel Mapping, and Transfer, PIN and
Easement Reports. With approval of the Licence Agreement Extension, the City will
continue to receive all of this data plus Registered Plan Images with regular updates
under a subscription service.
Digital mapping is an essential element of many City operations. The integrity of this
digital mapping helps ensure the City will continue to make informed decisions where
land based data is required.
It is recommended that the City participate in the Region of Durham's Ontario Parcel
Agreement Extension.
Financial Implications: Funding for the acquisition of digital parcel mapping is
provided on an annual basis in the Planning & Development Department Current
Budget.
Report PD 09-10 May 3, 2010
Subject: Licence Agreement Extension Page 2
~n
Entering into this agreement with the Region of Durham will commit the City to an
expenditure of $29,245.00 (plus applicable taxes) over the five year contract period,
with an annual payment of $5,849.00 (plus applicable taxes). Appropriate funding
exists in the approved 2010 Current Budget (account number 2610-2678 Miscellaneous
Equipment Rental) to cover the 2010 payment. The Treasurer has certified that the
financial commitment reflected in this agreement, extending beyond the present term of
Council, is within the City's annual debt and obligation repayment limit.
Sustainability Implications: Not applicable.
Background: The City has recently completed a five year contract with the Region of
Durham for the delivery of data provided by Teranet Land Information Services Inc. The
Region has recently approached Durham municipalities offering a five year extension to
the licence agreement. The City's parcel mapping is an essential resource to our
corporate operations and is fundamental to the activities of most departments. Spatial
location of property is a core element of the majority of municipal services and is
fundamental to many of the City's processes. It is necessary for the City to continue
acquiring its mapping from Teranet to meet its present and future operational
challenges. Recommendation #1 provides for the extension of the agreement and
Recommendation #2 provides for subsequent renewal by the City upon confirmation of
terms and conditions by the Director, Planning & Development.
Entering into this agreement with the Region of Durham will commit the City to an
expenditure of $29,245.00 (plus applicable taxes) over the five year contract period,
with an annual payment of $5,849.00 (plus applicable taxes). The previous five year
contract cost was $19,000.00 (plus applicable taxes) and included Digital Parcel
Mapping, and Transfer, PIN and Easement Reports. With approval of the
recommended Licence Agreement Extension, the City will continue to receive all the
data provided under our past. contracts plus Registered Plan Images with regular
updates under a subscription service.
The Region of Durham is the primary licencee of the data from Teranet Land
Information Services Inc. Under its agreement, the Region is permitted to sublicence
the same data to local municipalities at a significant cost :saving to all involved. Under
the pricing structure set out by Teranet, the greater the number of parcels purchased by
the primary licencee, the lower the cost per parcel. With the broader parcel base of the
Region, parcel data can be acquired at approximately $0.20 per parcel as compared to
approximately $1.20 per parcel under a 'Pickering only' scenario. The product received
is identical to the product that we have received under our past contracts and usage
restrictions will be the same that have applied to Pickering over the past ten years. The
agreement being offered by the Region will provide significant cost savings to the City
and is recommended by staff.
Report PD 09-10 May 3, 2010
Subject: Licence Agreement Extension Page 3
11
This report has been reviewed by the Director, Corporate Services & Treasurer who
concurs with the content and recommendation.
Attachments:
1. Region of Durham Report to finance and Administration Committee 2009-A-57
2. City of Pickering Ontario Parcel Master Agreement - Letter of Intent
3. Region of Durham Extension of Sublicence Agreement
Prepared By: Approved/Endorsed By:
is op Neil Ca P, UP
Supervisor, Information & Support Services Director, anning & Development
IB:ld
Copy: Chief Administrative Officer
Recommended for the consideration
of Pickering City it
Th J. ui D RCM
C ie Administrative fficer
ATTACHMENT # TO
2 REPORT # PD
i The Regional Municipality of Durham
' To: The Finance and Administration Committee
From: Ray Briggs, CIO
Report No.: 2009-A-57
Date: December 9, 2009
SUBJECT:
Renewal of Ontario Parcel Master Agreement Products
RECOMMENDATIONS:
THAT the Finance and Administration Committee recommends to Regional Council
that:
a) The Regional Chair and Clerk be authorised to execute the amendment and
extension letters for the End User Data Licence Agreement, OPMA Products
Delivery Agreement, the General Municipal Licence Agreement - OPMA
Ownership Mapping Data Products and the Value Added Relicensor ("VAR")
Agreement between Teranet Enterprises Inc. and the Region;
b) The Regional Chair and Clerk be authorized to execute-'the amended General
Municipal Licence Agreement - OPMA Assessment Mapping Data Products
between Municipal Property Assessment Corporation and the Region;
I
c) The Regional Chair and Clerk be authorized to execute a renewal of the
Region of Durham OPMA partner cost sharing agreement between the
previous participating lower-tier municipal partners and the Region, in a form
satisfactory to the Commissioner of Finance and the Regional Solicitor;
d) The Regional Chair and Clerk be authorized to execute a Region of Durham
OPMA partner cost sharing agreement between.the City of Oshawa and the.
Region, in a form satisfactory to the Commissioner of Finance and the
Regional Solicitor,.
e) The Regional Chair and Clerk be authorized to execute a renewal for the
Region of Durham OPMA partner agreement with both Veridian Connections
and Enbridge Inc. and the Region, in a form satisfactory to the Commissioner
of Finance and the Regional Solicitor,
63
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REPORT # PD_ Oq %Q
Report No.:2009-A-57 Page No 2 3
f) The Finance Department be authorized to issue purchase orders in the
amount of $772,830.00, plus applicable taxes to Teranet Enterprise Inc. for
the purchase of Ontario Parcel Master Agreement Products as detailed in the
executed agreements. The cost of the purchase order in the first year and
each consecutive year of the five-year contract is $154,566.00, plus
applicable taxes;
g) The Region's share of financing be provided from the 2010 and future year's
Corporate Information Services department program budget for GIS.
REPORT:
1. Backcround-
The Rgglonal Municipality of Durham
The Region currently has a five-year data maintenance contract with
Teranet Inc. for monthly deliveries of the Ontario Parcel Agreement data
which is due to expire on' Dec 14"', 2009 as outlined in Report 2004-A-40.
This data includes Ownership and Assessment parcel polygons, Transfer
Report data and in year one Easement data.
Under the current agreement the local municipalities have the same rights
and privileges to the data as the Region of Durham with the exception of
the City of Oshawa as they did not participate. The City of Oshawa has
indicated that they are participating under the renewal of the agreement.
Durham Region Police Services, Durham Non-Profit Housing Corporation,
libraries, school boards and conservation authorities have access only to
Ownership and Assessment parcel polygons as stipulated in the Ontario
Parcel Alliance Agreements.
The Region of Durham and local municipalities all have in place
Geographic Information Systems (GIS). The Ontario Parcel Datasets are
the foundation that provides the spatial reference to link regional,
municipal and MPAC assessment information within the GIS. The
products and services being offered provide the Region of Durham and
the lower-tier municipalities stakeholders with Parcel Ownership Polygons,
Parcel Assessment Polygons, and a Transfer Report provided on a
monthly basis. The Parcel Ownership Polygons provides a geographical
location of parcels with ownership. The Parcel Assessment Polygons
provide a geographical location of parcel assessment numbers. The
Transfer Report provides title information such as the owner, previous
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ATTACHMENT # j TO
4 REPORT # PD
Report No.:20094-57 Page No 3
owner and the sale amount of the property. A one-time delivery of an
Easement Report provided an easement description to a parcel. The
Transfer and Easement report can be linked to the parcel polygons
allowing G IS users to query individual parcels or multiple parcels
efficiently.
Subsequent to this agreement the Region purchased Easement data' and
PIN-plan index with Scanned images from Teranet on a monthly basis for
the region's own purposes which is linked via the Ownership parcel
polygons. Subsequent discussions with the local municipalities identified
that these datasets would also be beneficial so these datasets have been
incorporated into the five year agreement.
2. Cost:
The Ontario Parcel Master Agreement Products for the Region of Durham
have been identified in Table 1 with their respective costs. The increase
in costs is directly attributable to an increase in parcel counts over the last
five years as well as increases in operation costs from Teranet. All costs
are subject to applicable provincial and federal taxes.
Table is Proposed Costs for OPMA Products each year for five years
Products Current Renewal
OP CAD $ 7,818
$ 8,736
OP GIs $ 12,683 $ 13,479
Transfer Re Dort $ 22 842 $ 26,629
PIN Owner Re rt $ - $ 4,392
Easement Report $ 22.633 $ . 25,661
PIN-Plan Index $ 18,012 $ 28,937
Registered Plan lma es $ 3,416
Tots! . $ 83 988 $ 111,250
Enbrid a and veridian VAR $ 37,128 $ 43,316
Annual Fee $ 121 116 $ 154,566
2.1 Cost Sharina
The Region's main role in the project was to establish cost sharing
partnerships to fund the total cost of the project as previously undertaken.
Table _0 depicts the proposed listing of Durham partners and their cost
contribution to ft project. All costs are subject to applicable provincial
and federal taxes.
05
ATTACHMENT # TO
REPORT # PD 09 Report No.:2009-A-57 Page No' 4' 5
Table 2: Proposecd Data Sharing Costs each year for five years
Yearly Costs
. Financial
Partners Commitment
Region of Durham $53,919
Ci of Pickering $5,849
Town of Ajax $5,774
Town of Whitb $6,976
C' of Oshawa $9,081
Municipality of Clarin ton $6,953
Township of Scu o $2,380
Township of Uxbridge $1,849
Township of Brock $1,465
OTAL k: , $8425Q
Value Added Reseller to
Utilities $60,316
REG'ION,MDURHAM
01'AL COSTS k $154, 556
i
The negotiation between Enbridge and the GIS Services Group resulted in
a pricing structure requiring Enbridge to submit payment to the Region in
the order of $31,648 per year plus applicable taxes. This pricing structure
is consistent with those of the other primary licensees for cost recovery for
administrative services.
The negotiation between Veridian and the GIS Services Group resulted in
a pricing structure requiring Veridian to submit payment to the Region in
the amount of $28,668 annually plus applicable taxes.
The Region will retain a portion of the fees billed to Enbridge and Veridian
as its share of resellers fees.
i
2.2 Financial Commitment
The Region of Durham, as a participant in the five year contract, is
responsible for a total gross cost of $772,830, but through cost sharing
with lower-tier municipalities and the resale of data to strategic partners
Veridian Connections and Enbridge Inc., the Region is able.acquire
additional datasets for a lower cost.
66
ATTACHMENT -TO
Re Dort No.:2009-A-57 REPORT # PD- Dpi-IQ
1 Pa a 0. 5
In 2008/2009 the Region of Durham solely and separately purchased the
Easement Report and the PIN/Plan Index with Registered Plans under
separate agreements at a cost of $40,645. The Region's share of the
Ontario Parcel Agreement in 2009 was $28,051. The total cost of these
contracts is $68,696 which under this agreement for the same data would
be a cost of $53,919 providing an annual savings of $14,000 per year.
The Region of Durham's $269,600 portion and the participating partner
organizations costs are outlined in Section 2.1.
Table 5: Fiore-Year Financial Commitment for Data Sharing Partners
Data Sharing
. Partners A regiment
Region of Durham $269,600
City of Pickering $29,245
Town of _Ajax $28,870
Town of Whitby $34,880
City of Oshawa $45,405
Municipality of Clarin ton $34,765
Township of Scu o $11,900
Township of Uxbridge $9,245
Township of Brock $7,340
$i47Z1,250
Value Added Reseller to Utilities $301,580
TDTAL COST' ~ $772,830
I
3. OFinancim
The Region will bill the partners and utilities for their share of the annual
cost. Funding for the Region's share of the contract in the net annual
amount of $53,919. will be included in the 2010 and future years CIS/GIS
Budget, Computer Maintenance and Operations (2009 Budget included an
amount of $X).
4. Legal Agreements:
All costs are subject to the stakeholders participation to purchase the
Products offered by Teranet and MPAC for the amounts stated in this
report, subject to the Region finalizing agreements with MPAC and
Teranet as well as agreements with the participants.
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Report No.:2009-A-57 Page No. 6
5. Timing:
1 The Region will enter into the negotiated Agreement with Enbridge, in a
form satisfactory to the Commissioner of Finance and the Regional
Solicitor.
2 The Region will finalize and sign the Agreements with Teranet, in a form
satisfactory to the Regional Solicitor. If the Region and Enbridge cannot
negotiate an Agreement above, then the Region will amend it's
Agreements with Teranet to indicate such and remove Enbridge from the
Teranet Agreements, in a form satisfactory to, the Commissioner of
Finance and the Regional Solicitor.
3 The Region will finalize and sign all Agreements with parties who have
hereto signed Letters of Intent, in a form satisfactory to the Commissioner
of Finance and the Regional Solicitor.
6. Recommendations:
'it is respectfully requested that the Finance and Administration Committee
recommend to Regional Council that the OPMA Products Deiivery
Agreement between Teranef Enterprises Inc. and the Region of Dunham
be renewed in the amount of $722,830.00 for five years be approved and
the Regional Chair and Clerk be authorized to execute an Agreement.
It is respectfully requested that the Finance and Administration Committee
recommend to Regional Council that the Region of Durham renew the
OPMA Partner Agreement between the Region of Durham 'and each local-
tier municipality be approved in the amount of $29,245 for the City of
Pickering, the Town of Ajax in the amount of $28,870, the Town of Whitby
in the amount of $34,880, the Municipality of Clarington in the amount of
$34,765, the Township of Scugog in the amount of $11,900, the Township
of Uxbridge in the amount of $9,24 and the Township of Brock in the
amount of $7 340 for a five year contract and that the Regional Chair and
Clerk be. authorized to execute a Region of Durham OPMA Partner
Agreement with each participant.
It is respectfully requested that the Finance and Administration Committee
recommend to Regional Council that a Region of Durham OPMA Partner
Agreement between the Region of Durham and The City of Oshawa be
approved in the amount of $45,405 for a five year contract and that the
Regional Chair and Clerk be authorized to execute a Region of Durham
OPMA Partner Agreement with the City of Oshawa.
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1 deport No.:2009-A-57 Page No 7
It is respectfully requested that the Finance and Administration Committee
recommend to Regional Council that a Region of Durham renew the
OPMA Partner Agreement with Veridian Connections in the amount of
$143,340 plus applicable taxes be approved and the Regional Chair and
Clerk be authorized to execute an Agreement.
It is respectfully requested that the Finance and Administration Committee
recommend to Regional Council that a Region of Durham renew the
OPMA Partner Agreement with Enbridge Inc. in the amount of $158,240
plus applicable takes be approved and the Regional Chair and Clerk be
authorized to execute an Agreement.
It is respectfully requested that the Finance and Administration Committee
recommend to Regional Council that the Regional Chair and Clerk be
authorized to execute a renewal of the OPMA Value Added Reseller
Agreement between Teranet Enterprises Inc and the Region of Durham.
Ray Briggs,
Chief Information Officer
Corporate Information Services Department
RECOMMENDED FOR PRESENTATION TO COMMITTEE
G.H. Cubitt, M.S.W.
Chief Administrative Officer
. I
69
Pickering Civic Complex
Call 00 One The Esplanade
2 Pickering, Ontario
I I _ AT T ACHw1s=NT # TO Canada L1V 6K7
I ' I KPORI # PD Q1d Direct Access 905.420.4660
PICKERING Toll Free 1.866.683.2760
cityofpickering.com
PLANNING & DEVELOPMENT DEPARTMENT
Department 905.420.4617
Facsimile 905.420.7648
TTY 905.420.1739
plan&devl@cityofpickering.com
November 17, 2009
James Silburn
Director Business Solutions
Corporate Information Services
Regional Municipality of Durham
605 Rossland Road East, PO Box 623
Whitby ON L1 N 6A3
Subject: Ontario Parcel Master Agreement- Letter of Intent
File: D-9500-004
Please accept this letter as the City of Pickering's intent to participate in the Region of
Durham's 2009 renewal of the'Ontario Parcel Master Agreement project. Our
participation is subject to renewal support by Region of Durham Council, and budget
approval from Pickering City Council in early 2010. 1 will be supporting approval of this
project funding in the 2010 budget process and anticipate Council support.
The products to be provided under the Region of Durham 2009 OPMA renewal are
Ownership and Assessment Polygons, Easement/Transfer Reports, Pin/Plan index
tables and scanned registered plans delivered monthly for our geographic area. We
understand that our contribution to the project is $5,849.00 each year over five years
(plus applicable provincial and. federal taxes).
Yours truly
Neil Carro , IP, RPP
Director, Planning & Development
B:Id
J:tDocumentstDevelopmenttD-9000\D-9500tOPA November 12 2009.doc
Copy: Supervisor, Information & Support Services
ATTACHMENT # 3 TO
20 REPORT # PD CQ-ib
The City of Pickering
Ian Bishop Supervisor, Information & Support Services
Planning & Development Department
City of Pickering Municipal Office
I The Esplanade
Pickering, ON L1 V 6K7
March 8, 2010 .
Re: Extension of Sublicense Agreements between the Regional Municipality of Durham and the
City of Pickering
Dear.Ian Bishop,
The Regional Municipality of Durham extends to The City of Pickering a 5 year extension to the
Sublicence Agreements dated December 14, 2004 for data provided under the General Municipal Licence
Agreement-OPMA Ownership Products; OPMA Delivery Agreement-Assessment Products; End User
Data Licence Agreements; and Value Added Relicensor Agreement with Teranet Enterprises Inc; and the 1
General Municipal Licence Agreement-OPMA Assessment Products with the Municipal Property
Assessment Corporation.
The Products to be provided under the extension to the Sublicence Agreements are the Digital Ownership
Parcel Fabric in CAD and GIS formats; the Digital Assessment Parcel Fabric in CAD and GIS formats;
the Transfer, PIN Owner and Easement Reports; the Registered Plan Images; and the PIN-Plan Index and
New Plan Image Subscription Service for your geographic area.
The extension to the delivery term set out in the applicable Product Sheets shall be effective on December
15, 2009.
The delivery and support fees for the Products are being paid by the Municipal Licensee (as defined
below) under the following agreement:
_ ..............................Payment Period._....._..---..... Payment Due Date ....,.........Amount of Delivery _......and
or _ t_ Fees C N$
-Supp
December 15, 2009 to December 14, 2010 May 15,_ 2010 5,
.
_ $5,849.00...
December 15, 2010 to December 14, 2011 1 May 15, 2011 -
_ - - $5,849.00...
December 15, 2011 to December 14, 2012 May 15, 2012 _ $5,849.00
_ .
December 15, 2012 to December 14, 2013 May 15, 2013 $5,849.00
.
December 1 2013 to December 14.. . $5...849.00...:
ember
2014 ' May 15, 2014. _ .
Total Delivery and Support Fees $29,245.00
exclusive of_a.I?.Plicable taxes)
The delivery and support fees payable for the extended delivery term for the Products are exclusive of
applicable taxes.
To confirm The City of Pickering's acceptance of the foregoing extension, please arrange for The City of
Pickering to sign both copies of this letter and return 1 signed copy to the Region of Durham Contract
Administrator as shown below:
ATTACHMENT 'JJ TO 2
REPUR P # PD-_ ! q - ►0
The Regional Municipality of Durham.
605 Rossland Road East
Whitby, ON
L1N 6A3
,Attention: Cindy Boyd, Legal Department
Except as provided in this Amendment, all of the provisions of the Agreement shall remain in full force
and effect.
In the event you require more information, please do not hesitate to contact Jim Silburn accordingly at
905-668-4113 ext 2153 or james.silburn@durham.ca.
Yours truly,
The Regional Municipality of Durham. -
AGREED AND ACCEPTED THIS day of , 2010.
THE REGIONAL MUNICIPALITY OF DURHAM. FOR THE MUNICIPAL LICENSEE
Signature/ritle/Date - I have authority to bind Licensor Signature/ritle/Date - I have authority to bind the Municipal Licensee
Signature/Title/Date -1 have authority to bind Licensor Signaturefritle/Date - I have authority to bind the Municipal Licensee