HomeMy WebLinkAboutOctober 15, 2008
Executive Committee Meeting
Agenda
Wednesday, October 15, 2008
7:30 pm
Council Chambers
Chair: Councillor Littley
(I) MATTERS FOR CONSIDERATION
PAGES
1. Director, Operations & Emergency Services, Report OES 28-08
Information Technology (IT) Server Room
-Ventilation and Air Conditioninq, Civic Complex
1-4
RECOMMENDATION
1. That Report OES 28-08 of the Director, Operations & Emergency Services,
regarding the Ventilation and Air Conditioning (HVAC) requirements for the
Information Technology (IT) Server Room in the Civic Complex be received;
and
2. That staff be directed to proceed with a formal tender process for the
provision of ventilation and air conditioning in the Information Technology
Server Room.
2. Director, Operations & Emergency Services, Report OES 31-08 5-12
Municipal Bridge Maximum Gross Vehicle Weight Restrictions
-By-law to Establish a Load Limit for Bridge #5001 on Whitevale Road
-Amendment to By-law 6753/07
RECOMMENDATION
1. That Report OES 31-08 of the Director, Operations & Emergency Services
regarding the establishment of safe load limits on municipal bridges be
received; and
2. That the attached Draft By-Law limiting the gross vehicle weight of any
vehicle or any class thereof, passing over certain bridges, under the
jurisdiction of the Corporation of the City of Pickering be enacted.
3. Director, Operations & Emergency Services, Report OES 32-08
City's Traffic & Parking By-law No. 6604/05
-Housekeepinq and Updatinq Amendments
1 3-1 9
RECOMMENDA TION
Executive Committee Meeting
Agenda
Wednesday, October 15, 2008
7:30 pm
Council Chambers
Chair: Councillor Littley
1. That Report OES 32-08 of the Director, Operations & Emergency Services
regarding proposed amendments to the City's Traffic & Parking By-law No.
6604/05 be received; and
2. That the draft by-law attached to this report be enacted to amend By-law No.
6604/05.
4. Director, Operations & Emergency Services, Report OES 34-08
Supply & Delivery of One-Ton Sign Truck
-Q-63-2008
20-24
RECOMMENDATION
1. That Report OES 34-08 of the Director, Operations & Emergency Services
regarding the supply and delivery of One (1) One-Ton Sign Truck be
received;
2. That Quotation No. Q-63-2008, as submitted by Donway Ford Sales for the
supply and delivery of One (1) One-Ton Sign Truck, in the amount of
$83,233.54 (PST and GST included) be accepted;
3. That the total gross purchase cost of $83,233.54 and net purchase cost of
$79,550.64 be approved;
4. That Council authorize the Director, Corporate Services & Treasurer to
finance the purchase with funds received from a Transportation Infrastructure
Grant as approved in the 2008 Capital Budget; and
5. Further, that the appropriate officials of the City of Pickering be authorized to
give effect thereto.
5.
Director, Operations & Emergency Services, Report OES 35-08
Durham Reqion Grade 5 Action Pass Proqram
25-29
RECOMMENDATION
Executive Committee Meeting
Agenda
Wednesday, October 15,2008
7:30 pm
Council Chambers
Chair: Councillor Littley
1. That Report OES 35-08 regarding the Durham Region Grade 5 Action Pass
Program be received;
2. That Council approve the Durham Region Grade 5 Action Pass Program for
Grade 5 students to have free access to City of Pickering public swim and
public skate programs; and
3. That the appropriate officials at the City of Pickering be given authority to
give effect thereto.
6. Director, Corporate Services & Treasurer, Report CS 40-08 30-56
Internal Controls Review - Clerks Division, Animal Services Section
RECOMMENDATION
That Report CS 40-08 of the Director, Corporate Services & Treasurer regarding
the results of the Internal Controls Review - Clerks Division, Animal Services
Section be received for information.
7. Director, Corporate Services & Treasurer, Report CS 44-08
Tender/Contract Approval
-Councils' Summer Recess
57 -98
RECOMMENDATION
1. That Report CS 44-08 of the Director, Corporate Services & Treasurer
regarding tendering and contract approvals during Councils' Summer Recess
be received; and,
2. That Council pass a resolution ratifying the approval of the Tenders and
Contracts by the Chief Administrative Officer contained in this Report during
Council's summer recess being Tender No. T-7-2008 Surface Treatment,
Tender No. T-8-2008 Pickering Lawn Bowling Greens Phase II, Tender No.
T -9-2008 Path Extension to Bus Loop at Sunbird Trail Park and Tender T -11-
2008 Supply & Installation of Humidification System Pickering Civic Complex.
8.
Director, Corporate Services & Treasurer, Report CS 46-08
Proposed Increase to Taxicab Fares
99-1 05
Executive Committee Meeting
Agenda
Wednesday, October 15,2008
7:30 pm
Council Chambers
Chair: Councillor Littley
RECOMMENDATION
1. That Report CS 46-08 of the Director, Corporate Services & Treasurer be
received; and,
2. That the draft by-law, included as Attachment #1 to Report CS 46-08, to
amend By-law #6702/06 to provide for an increase to taxicab fares effective
November 1,2008 be enacted.
9.
Director, Corporate Services & Treasurer, Report CS 48-08
2009 Standinq Committee and Council Meetinq Schedule
106-108
RECOMMENDATION
1. That Report CS 48-08 of the Director, Corporate Services & Treasurer be
received;
2. That the 2009 Standing Committee and Council Meeting Schedule included
as Attachment 1 to this report be approved; and
3. That the City Clerk be given authority to give effect thereto.
(II) OTHER BUSINESS
(III) ADJOURNMENT
REPORT TO
EXECUTIVE COMMITTEE
Report Number: OES 28-08
Date: October 14, 2008
'1
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From:
Everett Buntsma
Director, Operations & Emergency Services
Subject:
Information Technology (IT) Server Room
Ventilation and Air Conditioning, Civic Complex
File: A-1440
Recommendation:
1. That Report OES 28-08 regarding the Ventilation and Air Conditioning (HVAC)
requirements for the Information Technology (IT) Server Room in the Civic
Complex be received;
2. That staff be directed to proceed with a formal tender process for the provision of
ventilation and air conditioning in the Information Technology Server Room.
Executive Summary: The IT Server Room on the second floor of the Civic
Complex is experiencing serious climate control problems. Three factors were
identified that necessitated the HVAC be upgraded within the computer room during
2007: the first being additional hardware being added during the past several years to
accommodate network growth; the second to compensate for the warming of the Civic
Complex's air conditioning system that the computer room partially depends upon; and
the third to replace the roof-mounted unit that was installed approximately five years
ago that is now insufficient to meet demand.
The 2008 Capital Budget included a $20,000.00 allowance for the IT computer room air
conditioning replacement; however, the total cost based on informal quotations
received on the Consultant's design is estimated to be approximately $175,000.00,
therefore, it was decided to re-submit this project in the 2009 Capital Budget and
implement a temporary solution until then.
However, during mid-July, a temporary unit was installed within the computer room to
assist with rising temperatures, but during the night of September 4, 2008, the unit
failed resulting in a complete shutdown of the computer room servers as a result of
temperatures reaching 108 degrees Fahrenheit. The shutdown of the computer
network resulted in the lost productivity of one-half day for most employees, and a full
day for others, depending on the application system accessed. The ability of the City to
provide the expected level of customer service to its residents also was impacted.
As this failure could occur again at any time, staff are seeking authorization to proceed
through the formal tendering process now.
Report OES 28-08
October 14, 2008
Subject: IT Server Room
2 Ventilation and Air Conditioning
Page 2
Financial Implications: The 2008 Capital Budget included a $20,000 allowance for
IT Server Room air conditioning, but the total cost based on quotations received is
estimated to be approximately $ 175,000.00. This is the realistic cost for a long-term
solution.
Funding for the expenditure, if approved by Council after the results of the Tender Call
are known, will be provided from the 2008 Current Budget Contingency Account and/or
Federal Gas Tax Funds and therefore, will not increase the total approved Budgets for
2008.
Sustainability Implications: At present, the internal remedial measures being
used to cool the Server Room are not energy or cost effective.
If a properly designed upgrade is constructed, the climate control will once again fall
within the City's Sustainability Guidelines. Adequate ventilation and ducting will reduce
the energy requirement for cooling the area thus reducing the carbon footprint.
In addition, the potential loss of network time is in itself not sustainable due to loss of
productivity and customer service.
Background: The need for upgraded ventilation and climate control in the IT
Server Room, on the second floor of the Civic Complex was recognized in 2007 and
budgeted for as a capital item in the 2008 Capital Budget for a total amount of
$20,000.00. This budget estimate was originally based on an assumption that
additional compressor units could simply be added to the roof.
Engineering consultants (TSH) were commissioned to provide working sketches and
specifications for the required upgrades in spring of 2008. During this process, it
became evident that the required modifications would exceed the original budget
estimate, as the ducting and ventilation was considered to be inadequate for a simple
fix. Therefore, it was decided to defer the project until 2009, and during 2008,
implement a temporary solution using a portion of the $20,000.00. As stated, the
temporary solution failed causing a complete shutdown in the City's computer network.
Informal quotations from a list of qualified contractors were requested in July 2008 and
site meetings were arranged by staff with each of the contractors.
CORP0227-07/01 revised
Report OES 28-08
October 14, 2008
Subject: IT Server Room
Ventilation and Air Conditioning
Page 3
:3
Quotations were received from three qualified contractors and ranged from
$140,000.00 to $175,000.00. These quotations were based on detailed working
sketches and a site visit. Details of the actual bids are not included due to
confidentiality issues.
As the prices greatly exceeded budget, it was decided to defer this project to the 2009
Capital Budget. In consultation with the Manager of Information Technology, an interim
solution involving portable air conditioners was agreed upon in July 2008. However,
because of the ducting limitations only one air conditioner could be operating and it was
the only solution available within the budget restraints.
On September 4, 2008, the temporary system failed. While it is unknown how long the
computer room was without air-conditioning, it is known that at 8: 1 0 am, the
temperature within the computer room was 108 degrees Fahrenheit and metal
components were hot to the touch. The following identifies both the known impact of
this equipment failure, as well as the potential impact.
Known
1. The City as a whole suffered a minimum of four and one-half hours of lost
productivity, as the network was known to be inoperative from 7:00 am to 11 :30
am.
2. Most servers went into thermal mode and shut down to protect against the
extreme heat. The newer servers did not shut down, but powered down the
processing capacity to reduce the heat output and power requirements.
3. The server hosting the financial, budget, customer care and property systems
failed to start at 11 :30 am, most likely as a result of heat damage. HP was called
and according to the maintenance contract, the server was operational by 5:00
pm.
Potential
1. It is quite possible the City will experience computer equipment failure(s) within the
next three to five weeks. The result will be lost productivity.
2. It is possible that components of the telephone system could fail within the coming
weeks due to the extreme heat experienced. If that were to occur, the City would
be unable to respond to incoming telephone calls, or to place outgoing calls. A
system identified as the Corporation's most important system would be
unavailable for an unknown time period.
CORP0227-07/01 revised
Report OES 28-08
October 14, 2008
Subject:
14
IT Server Room
Ventilation and Air Conditioning
Page 4
3. It is possible that components of the email system could fail within the coming
weeks due to the extreme heat experienced. If that were to occur, the City would
be unable to send emails, and incoming emails could be lost.
Staff have set up two portable air conditioning units to maintain an appropriate
temperature in the Server Room. However, this solution is not effective in the long
term. At present, hot air discharging from the Server Room is increasing the cooling
load demand and creating a static air pressure problem in the entire Civic Complex.
It is therefore recommended that staff be authorized to proceed with a formal tender
process. Once completed, the results, together with financing will be presented to
Council for approval in 2008.
Attachments:
Not applicable
Prepared By:
Approved/Endorsed By:
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Division Head, Facilities Operations
Everett unts
Director, Operations & Emergency Services
Prepared By:
Approved/Endorsed By:
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Gillis A. Paterson
Director, Corporate Services & Treasurer
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Manager, Information Technology
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Copy: Chief Administrative Officer
Recommended for the consideration
of Pickering City~ouncil
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CORP0227 -07 /01 revised
REPORT TO
EXECUTIVE COMMITTEE
Report Number: OES 31-08
Date: October 14, 2008
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From:
Everett Buntsma
Director, Operations & Emergency Services
Subject:
Municipal Bridge Maximum Gross Vehicle Weight Restrictions
By-law to establish a load limit for Bridge #5001 on Whitevale Road
Amendment to By-law 6753/07
File: A-1440
Recommendation:
1. That Report OES 31-08 of the Director, Operations & Emergency Services
regarding the establishment of safe load limits on municipal bridges be received;
and
2. That the attached Draft By-Law limiting the gross vehicle weight of any vehicle or
any class thereof, passing over certain bridges, under the jurisdiction of the
Corporation of the City of Pickering be enacted.
Executive Summary: The Highway Traffic Act and Bridge Act require that every
bridge and or structure be kept safe and in good repair through periodic inspections
under the direction of a Professional Engineer and in accordance with the provisions of
the Ontario Structure Inspection Manual, or equivalent. Further, The Highway Traffic
Act establishes that municipalities "having jurisdiction over a bridge may by by-law limit
the gross vehicle weight of any vehicle or any class thereof passing over the bridge".
The City of Pickering retains Totten Sims Hubicki Associates to perform regular bridge
IIlspections (every two (2) years). As a result of the inspections, the City currently has
three (3) bridge structures that are subject to gross vehicle weight limits by by-law. As a
result of flooding that impacted the Whitevale Road bridge on July 23, 2008, a
subsequent review of the Whitevale Road bridge over West Duffins Creek has
determined a need to reduce the maximum weight load on that structure (due to non-
flood related structural deficiencies), and amend the municipal by-law.
Subject to the above, staff hereby present a proposed by-law which identifies the new
established maximum weight load limits on all bridges under the jurisdiction of the City
and which repeals the previously established associated by-laws.
Report OES 31-08
October 14, 2008
Subject: Municipal Bridge Maximum Gross Vehicle Weight Restrictions
By-law to establish a load limit for Bridge #5001 on Whitevale Road
Amendment to By-law 6753/07
. f I I
6
Page 2
Financial Implications: There are no financial implications associates with the works
as proposed by this report. However, in order to remove the bridge load limits, future
expenditures will be required to rectify structural deficiencies and to bring the bridges up
to current code requirements.
Sustainability Implications: The changes proposed by staff are relevant to the
social lens of sustainability by addressing municipal compliance with legislative
requirements, public safety and traffic operations and their impact on municipal
infrastructure management and preservation.
Background: In April of 2007, staff presented report OES 14-07 to Executive
Committee. The report, as adopted by the Committee and approved by Council:
· identified the maximum vehicle load limits established as a result of the
inspections on the three (3) bridges currently under the jurisdiction of the City of
Pickering to which load limits apply
· presented for Council endorsement, the draft by-law necessary for bridge load
designation
· established the necessary schedules for signature by two Professional
Engineers certifying the safe load limits and the duration for which the limits
apply
As a result of the recent flooding in the Whitevale area, a subsequent inspection of the
municipal bridge # 5001 on Whitevale Road has prompted a need to reduce the
maximum vehicular weight capacity of the structure to 15 tonnes and amend the
municipal bridge load By-law 6753/07. A copy of a location map, the draft amending
bylaw and revised Schedule "A" which identifies those structures to which the by-law
applies are attached.
If passed by Council, a completed applicable Schedule B will be signed and sealed by
two (2) professional engineers and will form part of the new by-law.
Attachments:
1. TSH letter regarding Whitevale Bridge
2. Location Map
3. Draft By-law and Schedule
CORP0227-07/01 revised
Report OES 31-08
October 14, 2008
Subject: Municipal Bridge Maximum Gross Vehicle Weight Restrictions
By-law to establish a load limit for Bridge #5001 on Whitevale Road
Amendment to By-law 6753/07
7
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Page 3
PrePCired By:
Approv~cf/Endor~ed By:
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Everett Bunt'smi
Director, Operations & Emergency Services
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Copy: Chief Administrative Officer
City Clerk
Manager, By-law Services
Superintendent, Municipal Operations
Recommended for the consideration
of Pickering City Coun .
COf\P0227-07101 revised
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engineers
architects
planners
August 19,2008
Darrell Selsky, C.E.T.
Supervisor, Engineering and Capital Works
Citv oCPickerin(J
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Pickering Civic Complex
Gne The Esplanade
Pickering, Ontario
L1Y6I<7
Dcar Mr. Selsky:
Re: Whitevale Bridge
City of Pickering
As requested, we carried out a visual inspection of the above noted bridge on July 29,2008. The purpose
of the inspection was to assess damage to the structure from a recent storm event.
The existing bridge, which was constructed about 1929, is a two span (16.0 m::t each) continuous concrete
bridge, of T-beam and slab construction with a concrete deck and asphalt wearing surCace. The bridge
superstructure is supported on concrete abutments and centre pier constructed normal to the roadway
al ignment.
The bridge provides a roadway width of 6.1 m between concrete curbs and accommodates two lanes of
vehicular trarfic. A \.6 m::t wide concrete sidewalk and a 0.2 m::t wide concrete curb are provided on the
south and north sides of the bridge respectively. Concrete parapet walls with double rail systems are
provided on the outside edge of the sidewalk and curb. The approach roads are paved with asphalt.
The bridge is in general conformance to the condition as documented during our 2006 Bridge Appraisal
Update Study with the following exceptions:
I. The bridge was restricted to a single lane of traffic at the time of our inspection.
} The embankments are severely eroded at the ends of the bridge. The erosion extends a significant
distance into the roadway platform, particularly in the southeast corner.
3. The stream flow is scouring the streambed along the centre pier with lowering of the channel along
both t~lces of the pier. Probing of the pier foundation indicated that undermining is not present.
4. During our site inspection, it was noted that the west abutment is spalled and delaminated below the
north exterior girder with significant loss of bearing support.
On the basis of our visual inspection of the structure, it is recommended that the following works be
completed to permit re-opening of the bridge to two lanes of vehicular traffic:
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Darrell Selsky, C.E.T., City ofPiekcring
August I'). 200X
2
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Restore roadway embankments, provide drainage channels at the corners of the structure and repave
the damaged section of roadway.
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Install a support post below the north girder at the west abutment.
Following the completion of the foregoing repairs, it is recommended that the bridge be posted with a
load limit of 15 tonnes until such time as long term works to the bridge are implemented.
We would be pleased to elaborate on any aspect of the report or to assist further as may be required.
Please contact the undersigned if you have any questions in the above regards.
Yours very truly,
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DennisJ~axt7t, P. Eng.
Manager, Transportation Structures
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LEGEND:
OPERATIONS & EMERGENCY
SERVICES DEPARTMENT
MUNICIPAL PROPERTY &
ENGINEERING DIVISION
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Restricted Bridge location
City of Pickering Bridge Number
BRIDGE LOCATION MAP
BRIDGE LOAD BY-LAW
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2.
THE CORPORATION OF THE CITY OF PICKERING
1
BY-LAW NO. /08
Being a By-law to amend By-law 6753/07.
WHEREAS, By-law No. 6753/07 provides for the regulation of gross vehicle weight
limits on municipal bridge structures; and
WHEREAS the City wishes to amend By-law 6753/07.
NOW THEREFORE THE COUNCIL OF THE CORPORATION OF THE CITY OF PICKERING
HEREBY ENACTS AS FOLLOWS:
1. Schedule A to By-law No 6753/07 shall be repealed and substituted with that as
attached.
BY-LAW read a first, second and third time and finally passed this
2008.
day of
David Ryan, Mayor
Debi A. Wilcox, City Clerk
3 +;-2...~.2 ~ 1-08
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SCHEDULE A
BRIDGE LOAD LIMITS
Column 1 Column 2
Column 3
BRIDGE NO. BRIDGE LOCATION
MAXIMUM
GROSS VEHICLE
WEIGHT
7004 Sideline 34,
OAkm south of Eighth Concession
Road
11 tonnes
8001 Eighth Concession Road,
0.10km west of Sideline 34
15 tonnes
10002 Pickering/Uxbridge Townline,
0.10km east of $ideline 30
11 tonnes
5001 Whitevale Road,
330m east of Altona Road
15 tonnes
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PICI(ERING
REPORT TO
EXECUTIVE COMMITTEE
Report Number: OES 32-08
Date: October 14, 2008
3
From:
Everett Buntsma
Director, Operations & Emergency Services
Subject:
City's Traffic & Parking By-law No. 6604/05
Housekeeping and Updating Amendments
File: A-1440
f<ecommendations:
1. That Report OES 32-08 of the Director, Operations & Emergency Services
regarding proposed amendments to the City's Traffic & Parking By-law No.
6604/05 be received; and
2. That the draft by-law attached to this report be enacted to amend By-law No.
6604/05.
2xccutive Summary: On May 20, 2008, Council at the recommendation of staff,
iJ1)sed By-law 6864/08 thereby amending the City's Traffic & Parking By-law No.
6604/05.
Further to which, staff recommend the additional corrective amendments to:
'" the General Stopping and Parking controls
add Fairview Avenue to Schedule 4 - Permit Parking
., be able to action unplated vehicles on municipal roadways
., amend the Boulevard Parking controls on Liverpool Road as per comments
generated from area businesses
further clarify vehicle exemptions from the Traffic and Parking By-law
Financial Implications: The general amendments to the Traffic By-law
recommended in this report do not present any major financial implications.
Sustainability Implications: The changes proposed by staff are relevant to the social
lens of sustainability by addressing traffic operations and the governance of municipal
roads via appropriate and accurate by-laws and record management practices.
Report OES 32-08
October 14, 2008
Subject: City's Traffic & Parking By-law No. 6604/05
,4 Housekeeping & Updating Amendments
Page 2
Background:
General By-law Corrections
As part of an ongoing effort to ensure accurate traffic records, staff continue to verify
municipal traffic controls. As a result of this work, staff have identified and hereby
propose the following corrections to the Traffic By-law.
General Stoppinq and Parkinq Requlations
On May 20, 2008, Council of the City of Pickering passed by-law 6864/08 incorporating
various housekeeping amendments to the municipal traffic and parking bylaw 6604/05.
The changes included an amendment to numerous sections of the by-law, clarifying
the requirement and use of parking control signs to identify prohibited parking areas.
This change also mistakenly included Section 15, the general parking provisions, which
do not require signs (such as parking within 1 m of a driveway or 3m of a hydrant). As
the use of signs to identify standard parking regulations was and is not intended by
staff, this report proposes to further amend the traffic and parking by-law by deleting the
following reference from Section 15:
"Where authorized signs which clearly indicate the regulation have been installed,"
Minor By-law Amendment - Permit Parkinq on Fairview Road
In response to area resident concerns, staff recently initiated on street parking controls
on Fairview Avenue. Although, the municipal Traffic and Parking By-law was amended
to reflect staff recommendations within the original report, an additional amendment to
include portions of Fairview Avenue within Schedule 4 - Permit Parking was mistakenly
omitted and is hereby proposed.
Minor By-law Amendment - Boulevard Parkinq on Liverpool Road
The previous amendment to the Traffic and Parking By-law introduced the regulation of
boulevard parking with specific controls on Liverpool Road adjacent to the Marshall
Homes Millennium Square development. In order to aid area parking circulation,
municipal maintenance, and to discourage parking abuse and evening loitering,
boulevard parking was limited to a maximum of 3 hours between 5:00 am and 1 :00 am.
As some area businesses have indicated that the 1 :00 am restriction may impact client
use during normal business hours they have requested that area boulevard parking be
permitted until 2:00 am. As this change is deemed to be minor and would still maintain
the overnight parking prohibition, which was the intent of the by-law provision, staff
Report OES 32-08
October 14, 2008
Subject: City's Traffic & Parking By-law No. 6604/05
Housekeeping & Updating Amendments
Page 3
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support the request and hereby propose to amend Schedule 13 to reflect No Parking
between 2:00 am and 5:00 am.
Minor By-law Amendment - UnPlated or Abandoned Vehicles
In order to improve the delivery of enforcement services with regards to "abandoned
vehicles", staff propose to amend Section 15 of the municipal Traffic and Parking by-
law to prohibit the parking of any vehicle on a highway unless that vehicle has a valid
licence plate attached, excluding any class of vehicles which do not require a licence
plate in accordance with the Highway Traffic Act.
Minor By-law Amendment - By-law Exemptions
I f1 order to improve the delivery of enforcement services with regards to the application
of the municipal traffic and parking by-law, staff propose to amend Section 44 to
provide additional exemptions for armoured vehicles, roadside service vehicles as well
as ministry and government agency 1 organization vehicles while they are actively
engaged in the performance of their duties.
Attachments:
1. Draft Amending By-law
Approved I Endorsed By:
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Attachments
Report OES 32-08
October 14, 2008
Subject: City's Traffic & Parking By-law No. 6604/05
i 6 Housekeeping & Updating Amendments
Page 4
Copy: Chief Administrative Officer
Manager, By-law Services
Superintendent, Municipal Operations
Recommended for the consideration of
Pickering Citlt Council u
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THE CORPORATION OF THE CITY OF PICKERING
BY-LAW NO. /08
7
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Being a by-law to amend By-law No. 6604/05
WHEREAS By-law No. 6604/05 provides for the regulation of traffic and parking on
highways, private property and municipal property within the City of Pickering; and
WHEREAS the City wishes to amend By-law No. 6604/05.
NO\N THEREFORE THE COUNCIL OF THE CORPORATION OF THE CITY OF PICKERING
HEREBY ENACTS AS FOLLOWS:
1. By-law No. 6604/05 shall be amended as set out in this by-law.
2. Section 15 is amended by removing the words "Where authorized signs that clearly
indicate the regulation have been installed".
:3 The following clause is added to Section 15:
(m) without a valid licence plate attached, unless the vehicle does not require a
licence plate in accordance with the HT A;
4. Schedule 4 is amended as follows:
SCHEDULE 4
PERMIT PARKING
COLUMN 1
COLUMN 2
COLUMN 3
HIGHWAY
SIDE
LIMITS (FROM/TO)
ADD
Fairview Road
West
30 metres south of Browning
Avenue to 45 metres south
Of Browning Avenue
By-law No.
d
Page 2
5. Schedule 13 is amended as follows:
SCHEDULE 13
PERMITTED BOULEVARD PARKING
COLUMN 1
COLUMN 2 COLUMN 3
COLUMN 4
HIGHWA Y
PROPERTY
SIDE LIMITS
PERMITTED TIMES
OR DAYS
Delete
Liverpool Road West 70 metres north of the south For a maximum of
limit to 20 metres north thereof, 3 consecutive
hours
135 metres north of the south from 5:00 am
limit to 80 metres north thereof, to 1 :00 am
225 metres north of the south
limit to 85 metres north thereof
Liverpool Road East 55 metres north of the south For a maximum of
limit to 35 metres north thereof, 3 consecutive
hours
155 metres north of the south from 5:00 am
limit to 60 metres north thereof, to 1 :00 am
250 metres north of the south
limit to 30 metres north thereof
ADD
Liverpool Road West 70 metres north of the south From 5:00 am to
limit to 20 metres north thereof, 2:00 am, and for
and from 135 metres north of a maximum of 3
the south limit to 80 metres north consecutive hours
thereof; and from 225 metres
north of the south limit to
85 metres north thereof.
By-law No.
Page 3
'9
Liverpool Road
East
55 metres north of the south
limit to 35 metres north thereof,
and from 155 metres north of
the south limit to 60 metres north
thereof; and from 250 metres
north of the south limit to
30 metres north thereof.
6. The following cl.auses are added to Section 44:
From 5:00 am to
2:00 am, and for
a maximum of 3
consecutive hours
(d) any armoured vehicle, while the operator IS actively engaged In the
performance of their duties; and,
(e) any service vehicle owned or operated by an accredited road side service
agency or automobile club or a licensed towing agency provided that such
vehicles are clearly identified by a crest or other markings and that the
operator is actively engaged in the performance of their duties; and,
(f) any vehicle owned or operated by a federal or provincial Ministry or
government agency or organization provided that such vehicles are clearly
identified by a crest or other markings and that the operator is actively
engaged in the performance of their duties.
7. This by-law shall come into force on the day that it is passed.
BY-LAW read a first, second and third time and finally passed this
2008.
day of
David Ryan, Mayor
Debi A. Wilcox, City Clerk
Citlf 01 ~If,
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I~rCI(ljRrNG
REPORT TO
EXECUTIVE COMMITTEE
· II
. \. ~
Report Number: OES 34-08
Date: October 14, 2008
From:
Everett Buntsma
Director, Operations & Emergency Services
Subject:
Supply & Delivery of One-Ton Sign Truck
Q-63-2008
File: A-1440
: U?Gomrnendation:
1, That Report OES 34-08 of the Director, Operations & Emergency Services
regarding the supply and delivery of One (1) One-Ton Sign Truck be received;
2 That Quotation No. Q-63-2008, as submitted by Donway Ford Sales for the
supply and delivery of One (1) One-Ton Sign Truck, in the amount of $83,233.54
(PST and GST included) be accepted;
3 That the total gross purchase cost of $83,233.54 and net purchase cost of
$79,550.64 be approved;
4. That Council authorize the Director, Corporate Services & Treasurer to finance
the purchase with funds received from a Transportation Infrastructure Grant as
approved in the 2008 Capitial Budget; and
5. Further, that the appropriate officials of the City of Pickering be authorized to
give effect thereto.
ccutive Summary: In the 2008 Capital Budget, the Council of the City of
[Jickering approved the purchase of a One-Ton Sign Truck. The purchase of this
purpose-built truck will allow Municipal Property & Engineering staff to maintain the
City's street and traffic signs with a higher degree of safety and efficiency.
I~eport OES 34-08
October 14, 2008
Subject: Supply & Delivery of One-Ton Sign Truck
Page 2
Financial Implications:
Approved Source of Funds
2008 Roads Capital Budqet
Item
Project Code
Source of Available Required
Funds
Transportation $80,000.00 $79,550.64
Infrastructure
Grant
One-Ton
Sign Truck
5320.0803.6157
I
l__~___
Ouotation Amount
Q-63-2008
Subtotal
GST
PST
Total Gross Purchase Cost
$73,658.00
3,682.90
5,892.64
$83,233.54
(3,682.90)
$79,550.64
GST Rebate
Total Net Purchase Cost
l~______
r---..-----------..------MO----
Project cost (under) over Approved Funds
($449.36)
Sustainability Implications: The engine powering this truck meets the latest
L:I1\jironmental Protection Agency (EPA) standards for diesel engine emissions. This
standard has significantly reduced the amount of harmful emissions created by the
operation of the vehicle. Having a purpose-built vehicle will allow staff to work on the
installation and maintenance of street signage with a higher degree of safety and
efficiency. This purchase conforms to the environmental and social lenses of
sLlstainability.
Background: The purchase of a new One Ton Sign Truck was identified and
approved by Council in the 2008 Capital Budget. Specifications were compiled by Fleet
Operations after polling staff, site visits to neighbouring municipalities to evaluate
e<isting equipment and review of emerging technology. Supply and Services invited,
five (5) vendors to participate in the bidding process of which two (2) have responded.
Upon careful examination and review of all quotations received by Supply and Services
it has been determined that the low bid submitted by Formula Ford Sales does not meet
the specification for "heated mirrors". As staff are required to exit the vehicle onto the
CmIP0?27-D7/01 revised
Report OES 34-08
October 14, 2008
Subject: Supply & Delivery of One-Ton Sign Truck
Page 3
) 'J
"--
roadway to perform sign maintenance during inclement weather this is an important
safety feature. The Municipal Property and Engineering Division therefore recommend
the acceptance of the bid submitted by Donway Ford Sales, which meets the
specifications set out in Q-63-2008, in the amount of $73,658.00 (PST and GST extra)
and that the total net purchase cost of $79,550.64 be approved.
Attachments:
1. Memo from Supply & Services
Prepared By:
/~~4A
Supervisor, Fleet Operations
App~9V"~~o.ated By:
.' /./ / ,,1
//,/" "" ...... '~'f .." _____"'
/ / / I
/ _ f /
Eve~Buntsme('
Director, Operations & Emergency
Services
- '~"."""..~""'~'~~'" .;...."............"......-.
..' ../..-- . .'. ~
<::::::::::-_ . "77~~ .~.C""-. .
<-:Gilli~ Paterson ,,'
Director
Corporate Services & Treasurer
\
\
{ >{. f ~ ,0"
Vera Felgemacher
CPP., CPPO, CPPB, C.P.M., CMM III
Manager, Supply & Services
GS:cr
Attachments:
Copy: Chief Administrative Officer
'-R'ecommended for the consideration
of Pickering Cit oun
//
r
CORP0227-07/01 revised
Citq o~
I
_.,,-J
POR"1 4 '\~.~ ~JYl 0
.~- AUG 2 8 2008
CITY OF PICKERING
MUNICIPAL PROPERTY & ENGINEERING
MEMO
11.
. ,)
To:
Richard Holborn
Division Head, Municipal Property & Engineering
August28,2008
From: Bob Kuzma
Senior Purchasing Analyst
Copy:
Subject: Quotation No. Q-63-2008,
Supply & Delivery of One -
ton Sign Truck Closing:
Wednesday, August 27,
2008
Quotations have been received for the above project. Five (5) companies were invited to
participate' of which two (2) companies have responded by the official closing date and time.
Quotations shall be irrevocable for 60 days after the official closing date and time.
Copies of the quotations are attached for your review along with the summary of costs. Each line
item provides a space for the vendor to indicate a "Yes, No, Specify" to provide the City with
information and details to subjectively review each line item and the sum total of all specifications.
Specifications Item 3 states: where a manufacturer deviates from the quotation specifications,
they must indicate "NO" and then specify the changes. The acceptance of these deviations relies
solely within the discretion of the City.
The quotation submitted by Formula Ford Lincoln in the total amount of $82,814.31, GST and PST
included, is the low quotation and is subject to further evaluation of the equipment's conformance
to specification.
Vendor Price G.S.T. P.S.T. Total Price
per Unit
Formula Ford Lincoln $73,287.00 $3,664.35 $5,862.96 $82,814.31
Donway Ford Sales $73,658.00 $3,682.90 $5,892.64 $83,233.54
Summary
Q.63.2008
This award is subject to Council approval.
I ;:C)', ._OJ~~ 3if-og
,. ~ ;t
Include in your report to Council:
4
1. the appropriate account number(s) to which this work is to be charged and the
budget amount(s) assigned thereto
2. Treasurer's confirmation of funding
3. related departmental approvals
4. anyreason(s) why the bid of Formula Ford Lincoln is not acceptable, and
5. related comments specific to the project
Bidders will be advised of the outcome. Please do not disclose pricing to enquiring bidders.
Subject to Council ,approval, an approved "on-line" requisition will also be required to proceed.
If you require further information or assistance during the evaluation phase of this quotation
call, contact me at extension 2131.
.' '-:7). '
{".~/
,/
August28,2008
Q-63-2008 - One-ton Sign Truck
Page 2
Call 0#
REPORT TO
EXECUTIVE COMMITTEE
Report Number: OES 35-08 J
Date: October 14, 2008
From:
Everett Buntsma
Director, Operations & Emergency Services
Subject:
Durham Region Grade 5 Action Pass Program
File: A1440
Recommendation:
1. That Report OES 35-08 regarding the Durham Region Grade 5 Action Pass
Program be received;
2. That Council approve the Durham Region Grade 5 Action Pass Program for Grade 5
students to have free access to City of Pickering public swim and public skate
programs; and
3. That the appropriate officials at the City of Pickering be given authority to give effect
thereto.
Executive Summary:
The objective of the Grade 5 Action Pass Program is to reduce financial barriers to
youth and promote physical activity, in order to get youth (specifically Grade 5 students)
more active. The City of Pickering is recommending making all public swim and public
skate programs free of charge to Grade 5 students with the use of the Grade 5 Action
Pass. The other Durham Region municipalities that are participating in the Grade 5
Action Pass program will also be designating free programs for access to Grade 5
students.
Durham Lives! Steering Committee has provided funding of $4,000 for the
implementation of the Grade 5 Action Pass commencing this fall. The funds received
will be used for promotion of the program, as well as the costs associated with providing
membership cards to each participant.
Report OES 35-08
October 14, 2008
Subject: Durham Region Grade 5 Action Pass Program
" r
/' ()
Page 2
Staff anticipate minimal impact to the Culture and Recreation current budget with this
program, but an increase in program revenue may be experienced as families
participate together.
Financial Implications:
The City of Pickering will experience minimal impact on the current budget to implement
this program because it is believed that many of the children this pass targets are not
consistently participating in drop-in recreational activities at our facilities, therefore
creating minimal revenue loss. It is possible that a revenue increase would be
expected as it is assumed the student may participate with someone, including a
parent, sibling, or friend, who is not in Grade 5 and who is not currently participating. It
is also the end goal of this program that students would continue to participate in
activities well beyond their Grade 5 year.
Although the City of Pickering does not currently have statistics for Grade 5 student
participation in our public swim and public skate programs, it is anticipated that an
increase in overall participation will occur in both paying and non paying participants,
based upon the concept of families participating together.
Sustainability Implications:
The Grade 5 Action Pass Program supports development of a safe and healthy
community, through encouragement of active participation. The program contributes to
the physical, social, and emotional wellness of residents, and promotes the benefits of
active living. The Grade 5 Action Pass will expand opportunities for children and youth
to participate in quality sport and physical activity.
Background:
Durham Lives! was formed in 1998 as a result of funding from the Ministry of Health
and Long Term Care. Durham Lives! promotes physical activity, healthy eating, and
smoke-free living for a healthy community. The municipal working group focuses on the
physical activity component. Representatives in the Physical Activity Group include
Municipalities of Pickering, Ajax, Whitby, Oshawa, Clarington, as well as the Oshawa
YMCA, the Region of Durham Health Department, Heart and Stroke Foundation,
Oshawa Senior Citizen's Centre, and Metroland News Group.
Just over one third of children and youth meet the guidelines for optimal growth and
healthy development (Active Healthy Kids Canada, 2008). Children's habitual physical
activity levels are low, and more importantly, these levels decline dramatically from
CORP0227-07/01 revised
Report OES 35-08
October 14, 2008
Subject: Durham Region Grade 5 Action Pass Program
Page 3
17
childhood through adolescence. In addition to their bodies changing and activity levels
decreasing, adolescence is an age where the children are becoming more independent
and wanting to get involved in their own activities, but at the same time they still have
strong family ties, and want to be involved in their family happenings.
Durham Lives! would like to target ten year olds with a Grade 5 Action Pass to generate
an interest in fun activity that may carry on into future years, and maintain a regular
commitment to fun physical activity throughout their teens, as well as to help address
the rising obesity & inactivity being experienced in this age group.
The Durham Region Grade 5 Action Pass Program is being targeted to the Grade 5
demographic based on historical research findings on physical activity patterns. This
research shows that during the pre-teen ages of 11 and 12 years there is a decline in
physical activity. This trend can be attributed to hormonal changes, rapid growth in the
body, peer pressure, self esteem, and confidence. The Grade 5 Action Pass will
generate interest in fun activities, allowing the youth to maintain a regular commitment
of physical activity throughout their teen years, as well as help address the rising
obesity and inactivity levels experienced within this age group.
The objective of the Grade 5 Action Pass is to reduce financial barriers to youth and
promote participation by providing a free activity pass to get more youth more active.
The pass will be offered to all students during the year they are in Grade 5. It is
recommended that the Grade 5 Action Pass include free access to public swim and
public skate programs.
There are many community benefits that can be realized through participation in this
program:
· Assisting in getting inactive kids off the couch or the computer and into municipal
facilities creating a healthier community;
· Changing lifestyle behaviours in children at an impressionable age, whereby they
may choose to invest in themselves once they have moved beyond the program
by continuing to participate in future grades;
· Providing families for which fees may be a barrier to participation, an avenue to
participate in our facilities and activities;
· Encouraging families as a whole to become more active by participating in our
facilities and programs with their Grade 5 child or sibling(s).
CORP0227 -07101 revised
Report OES 35-08
October 14, 2008
Subject: Durham Region Grade 5 Action Pass Program
i '3
' I
,.. '.. \.
Each Grade 5 student in Pickering will receive a letter from Durham Lives! and will be
required to come to the Pickering Recreation Complex to receive their Grade 5 Action
Pass, by showing identification provided by Durham Lives!, and the Durham District
School Board or the Durham Catholic District School Board.
Page 4
The success of the program will be tracked and evaluated by the number of participants
registered for the program. The Durham Lives Physical Activity Working Group will also
conduct surveys pre and post program. At the time of registration, the student will
complete a survey and again nearing the end of the program an online survey will be
developed for completion by the students. Prizes will be awarded for completion. The
group will also conduct a progress tracking activity with the participants at the mid-way
point to keep motivation high, and encourage keeping physical activity in their daily
routines.
Durham Lives! will work with its community partners including the Durham District
School Board and the Durham Catholic District School Board, to communicate this
program to the Grade 5 students. Each municipal partner will communicate the
program availability for each participant to be distributed by the school boards to the
students.
The Grade 5 Action Pass Program is not unique. It is based upon best practices of
Kingston and Lennox and Addington Counties, which have operated similar successful
programs for the past few years. This program has been so successful, with
approximately three quarters of the grade fives participating, that it has now been
extended to include students in Grade 10 and is "on the radar" of the Ministry of Health
Promotion.
Durham Lives! is supporting this pilot project to Durham Region Grade 5 children in
hopes that the success in Durham will mirror that of the Kingston area program. Future
funding is not guaranteed by Durham Lives! but there are hopes that the program will
be adapted in future years, either by the Ministry of Health Promotion or included in
annual program plans and operating budgets by the participating partners once
evaluated, and the value of the program to the children and youth as well as to the
community observed.
Attachments:
Not applicable
CORP0227 -07/01 revised
Report OES 35-08
October 14, 2008
Subject: Durham Region Grade 5 Action Pass Program
Page 5
9
Prepared By:
Approved/Endorsed By:
~
/ /' .'
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~'-~ .:,'. (~).
'- . .--CI fA
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Stephen'-Re1nolds
Division Head, Culture & Recreation
~li ,
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.... .c ~./ IL!,~1..b:f,t'~:.:i~~
Stiaron Milton -
Supervisor, Facility Programs
Approved/Endorsed By:
SM:lg
Copy: Chief Administrative Officer
Recommended for the consideration
of Pickering City cil
/
6?t
,
CORP0227-07/01 revised
CiUI a~
REPORT TO
EXECUTIVE COMMITTEE
('\
U
Report Number: CS 40-08
Date: October 14, 2008
From:
Gillis A. Paterson
Director, Corporate Services & Treasurer
Subject:
Internal Controls Review - Clerks Division, Animal Services Section
Recommendation:
That Report CS 40-08 of the Director, Corporate Services & Treasurer regarding the
results of the Internal Controls Review - Clerks Division, Animal Services Section be
received for information.
Executive Summary: The 2006 - 2008 Internal Audit Work Plan included a review
of the Clerk's Division, Animal Services Section. Attached is a copy of Internal Audit's
final report, including an Executive Summary, which provides the results of the review.
Clerks Division management's response, in the form of an action plan, together with the
report recommendations, can be found in Appendix 1 of Internal Audit's report.
Financial Implications: There are no financial implications associated with this
report.
Sustainability Implications: There are no sustainability implications associated with
this report.
Background: In early 2006, the position of Manager, Internal Audit & Control was
filled. With the creation of this new position, the City is able to have a dedicated
Internal Audit function to evaluate the adequacy and effectiveness of internal controls
across the City.
On October 3, 2006 the Committee approved the Internal Audit Charter which is an
important document in the foundation of an Internal Audit function. The Charter sets
out the mission, objective and scope, accountability, authority, responsibilities and
standards of practice of the Internal Audit activity. According to the Charter, the Internal
Audit Work Plan is to be submitted to the Committee for its review and audit results are
to be reported to senior management and the Committee.
On November 12, 2007 the Executive Committee reviewed and approved the 2008 -
2010 Internal Audit Work Plan. The plan provided a summary and brief description of
Report CS 40-08
October 14, 2008
Subject:
Internal Controls Review - Clerks Division,
Animal Services Section
Page 2
/1
,"J I
the audits to be undertaken for the next three years. An updated 2009 - 2011 Work
Plan will be presented to the Executive Committee in the fall of 2008.
A report on Internal Audit's results to date was also received for information at the
November 12, 2007 Executive Committee meeting. This report summarized the
Internal Audit Results since the position of Manager, Internal Audit & Control was
created and filled. During this period a number of investigations and audits were
completed, which included a cash receipts and revenues review of the Pickering
Recreation Complex.
The 2006 - 2008 Internal Audit Work Plan included a review of the Clerk's Division,
Animal Services Section. The review has been completed and the final report is
attached for your information. Clerks Division management are in general agreement
with the review observations and conclusions. Their response, in the form of an action
plan, together with the report recommendations, can be found in Appendix 1 of Internal
Audit's report.
Internal Audit is currently performing a revenue controls review of the Clerks Division,
the results of which will be reported to senior management and the Executive
Committee. Once this review is completed, Internal Audit will commence its audit of the
Operations Centre in accordance with the 2008-2010 Work Plan.
Attachments:
1. Internal Controls Review - Clerks Division, Animal Services Section
Prepared By:
Approved/Endorsed By:
~ )V~
~mes Halsall
Manager, Internal Audit & Control
-'] ",-
~'-/'"
<::-" -,,-' , .,.;/',' ~~,
Gillis A. Paterson
Director, Corporate Services & Treasurer
Copy: Chief Administrative Officer
Recommended for the consideration
of Pickering Cit Council ,\
'1'
I , \ I
,')
) ,(.--
CITY OF PICKERING
Clerks Division
Animal Services Section
Internal Controls Review
Final Report
Internal Audit
Corporate Services Department
June 2008
::1
# L. TO REPORT #..tL4 ,) - o:{
TABLE OF CONTENTS
) 0)
3
5
6
7
7
7
8
8
9
9
10
10
10
11
11
12
12
12
13
13
13
14
14
14
15
15
EXECUTIVE SUMMARY
BACKGROUND
SCOPE AND OBJECTIVES
REVIEW RESULTS
1.0 Policy and Procedures
2.0 Revenue Completeness
3.0 Animal Services Shelter
3.1 Segregation of Duties
3.2 Numerical Continuity of Receipts
3.3 Physical Security at the Shelter
4.0 Animals Licences (New & Renewals)
4.1 Proof of Sterilization
5.0 External Animal Licence Sales
5.1 Written Confirmation of Agreements
5.2 Issuance and Reconciliation of Tag Numbers
6.0 PetSmart Adoptions
6.1 Pick-up of Cash Receipts
7.0 Tags and Forms Inventory
7.1 Tags Record Keeping
7.2 Physical Security of the Inventory at the Civic Centre
8.0 Employee Time & Attendance Management
8.1 Supervisory Approval of T&A Information
8.2 Advising the Timekeeper of Employee Absences
9.0 Budget Control
9.1 Monitoring of Revenues and Expenditures
10.0 Final Comments
APPENDIX 1 - REVIEW RECOMMENDATIONS AND MANAGEMENT
ACTION PLAN
2
4
EXECUTIVE SUMMARY
The Clerks Division, Animal Services Section was created in January 2006 to
provide animal related services to the residents of Pickering. The objective of
Internal Audit's review was to assess whether the controls established by
management were adequately designed with respect to Animal Services
revenues and expenditures, employee time and attendance, monitoring of
budgets and inventory of animal licence tags.
The Supervisor, Animal Services has made progress in writing and
implementing financial and operational procedures for the newly created Animal
Services Section. Internal Audit reviewed several of these procedures and our
comments have been incorporated in the procedures where Clerks Division
management was in agreement. The City Clerk is in the process of reviewing
these procedures which are expected to be finalized and distributed to staff in
July 2008.
Clerk's Division management have implemented a number of controls to reduce
the risks inherent with collecting revenues; however, controls at the animal
shelter could be improved to compensate for the poor segregation of duties. In
particular, the animal shelter's weekly Revenue Reports and supporting
documentation should be independently reviewed and the numerical continuity
of the manual receipts periodically checked. In addition, our review
recommended that Animal Services revenues recorded in the general ledger be
reconciled on a monthly basis with the related services provided.
Prior to 2008, a contractor sold dog and cat licences door-to-door on behalf of
the City. Licences are also sold at several veterinarian clinics. Our review
noted some good control practices regarding the remittances of cash receipts
from these external parties. Controls in this area could be enhanced by
implementing written agreements between the City and the veterinarian clinics
to ensure responsibilities and expectations are clearly communicated. Also, the
tag numbers given to external parties should be reconciled to the licences
submitted and the tags returned at the end of the year. This would provide
assurance that cash remittances from the sale of licences are complete.
The review found that the controls over the tracking and safeguarding of dog
and cat licence tags need to be strengthened to ensure all tags are accounted
for. In particular, perpetual inventory records should be maintained to track the
movement of tags which can be used to determine the quantity of tags that
should be on hand at any time. Physical counts of the tags should also be
completed periodically and reconciled to the perpetual records. The review also
noted that the physical security of the tags kept at the Civic Centre could be
improved to properly safeguard them from loss or theft.
3
The control designs over employee time and attendance were satisfactory.
However, the Supervisor, Animal Services did not always review and approve
the time and attendance reports for Animal Services staff prior to their
submission to Payroll. In all cases, the reports were approved by the City Clerk
or Deputy Clerk. Also, procedures for advising the Division's timekeeper of
employee absences or approved leaves in writing were not consistently
followed.
IJ
Animal Services Section's actual revenues and expenditures in 2007 were
within its budget. Although these year-end financial results are positive, Clerks
Division procedures for monitoring the budget could be more formalized. In
particular, any errors or budget variances - potential or actual - that are
indentified during management's review should be recorded, as well as their
causes and follow-up or corrective actions taken.
Lastly, Internal Audit concluded that controls are adequate over expenditures to
provide management with reasonable assurance. that Animal Services
expenditures are authorized, well supported and comply with policies and
procedures.
Clerks Division management are in general agreement with the review
observations and conclusions. Their response, in the form of an action plan,
together with the report recommendations, can be found in Appendix I of the
report.
In closing, I would like to thank Clerks Division management and staff for their
cooperation and patience during the review.
~ -) ~?
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. / /)/.h.. "".., I~ --. ..e:E
(:6ames Halsall
Manager, Internal Audit & Control
4
-6
BACKGROUND
The 2006 - 2008 Internal Audit Work Plan included a review of the Clerk's
Division, Animal SeNices Section.
Pound-keeper and animal control seNices were provided by the Town of Whitby
for the municipalities of Ajax, Pickering and Whitby on a cost share basis. This
agreement was terminated on January 1, 2006 and the Clerks Division, Animal
SeNices Section was created to provide animal related seNices to the residents
of Pickering.
The primary objective of the Animal Services Section is to provide the
community with the highest level of animal care achievable in the most cost
effective manner. This new service is responsible for reuniting lost pets back
with their families, yearly cat and dog licensing, pet adoption and fostering,
enforcing the City's animal related by-laws and educating the public on the
importance of being a responsible pet owner.
All functions of the Animal SeNices Section are handled in house with the
exception of shelter seNices. An agreement for these seNices was arranged
with the Municipality of Clarington; however, it was on a temporary basis and
ended on June 3, 2007. The City has since signed an agreement with Country
Kennels located at 15 Reesor Road, Toronto, to provide animal shelter and care
seNices until December 31,2011.
In 2007, total expenditures for the Animal SeNices Section were budgeted at
over $300,000 and total revenues were budgeted at $110,000. The section is
comprised of four staff; a supeNisor, two full time employees and one temporary
employee.
5
,7
; I
SCOPE AND OBJECTIVES
The objectives of this review were to determine whether controls were
adequately designed to provide reasonable assurance that:
licence, impoundment, adoption, service and other fees were properly
charged and collected;
cash receipts (including cheques, debit and credit card transactions) were
recorded, promptly deposited and safeguarded from loss or theft;
revenues were accurately summarized and recorded on Revenue Reports;
employee attendance, leave and overtime policies and procedures were
being complied with;
budgets were regularly monitored and significant variances identified and
investigated;
expenditures were authorized, well supported and complied with policies
and procedures; and
cat and dog licence tags inventory was adequately safeguarded against
loss or theft.
The final objective was to identify opportunities to improve financial controls,
processes and efficiencies.
A risk based approach was used to perform the review and the methodology
included interviews with relevant staff, site visits, reviews of documents and
reports, performing walkthroughs, evaluation of management control practices
and any other procedures deemed appropriate.
The scope of the review was limited to evaluating the adequacy of the design of
internal controls established by management of the Clerks Division. Detailed
testing of the effectiveness of the controls was not performed as this level of
assurance was not required by the City's senior management. The review
examined the controls that operated during the period January 1, 2007 to
December 31, 2007. Internal Audit staff completed their fieldwork and issued
the draft report in March 2008 and management's action plan was received in
June 2008.
6
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REVIEW RESULTS
1.0 POLICY AND PROCEDURES
The SupeNisor, Animal SeNices has made progress in writing and
implementing financial and operational procedures for the newly created Animal
Services Section. These procedures were either already implemented or were
in the process of being written during our review and covered such areas as:
payments at the animal shelter;
security measures at the animal shelter;
money handling at PetS mart;
licencing of dogs and cats;
handling payments on the road; and
after hours response.
Policies and procedures are an important part of the control environment and
help ensure that risks are adequately managed and control objectives are
achieved. Internal Audit reviewed the above procedures and provided its
comments to the SupeNisor, Animal SeNices. Our comments have been
incorporated in the procedures where Clerks Division management was in
agreement.
The City Clerk is in the process of reviewing the Animal Service procedures;
however, the City is revising its standards and formats for policies and
procedures. Once this is completed, the City Clerk needs to formally approve
(e.g., signed off and dated) the procedures and distribute them to staff.
2.0 REVENUE COMPLETENESS
Annual revenues for the Animal Services Section are budgeted at over
$100,000 and include dog and cat licence fees, adoption fees, impoundment
fees, owner surrender fees and fines. Most of the revenues budgeted (over
85%) are from the sale of dog and cat licences.
Good internal control requires that a system be in place to reconcile revenues
received with related services provided. Although the SupeNisor, Animal
SeNices provided monthly reports on the section's revenues and activities, the
revenues recorded in the general ledger were not reconciled to the related
seNices provided (licences issued/renewed, animals adopted, impounded and
surrendered, etc.)
Reconciling revenues received with the related seNices provided on a monthly
basis would provide management with greater assurance that all revenues are
received and properly recorded. Ideally, the individual completing the
reconciliation should be someone whose duties are segregated from producing
the monthly activity reports.
7
3.0 ANIMAL SERVICES SHELTER
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In July 2007, the City entered into an agreement with Country Kennels to
provide animal shelter and care services until December 31, 2011. The facility
used for the animal shelter is shared between the City and Country Kennels.
Animal Services staff collects approximately $1,000 each month in fees (12
transactions a month) at the shelter.
Cash receipts are an organization's most liquid assets and therefore subject to
the greatest risk of misuse. Strong controls for handling these assets are
necessary to ensure proper recording of revenues and timely deposit of funds.
To help achieve these control objectives, Clerks Division management have
implemented the following controls at the animal shelter;
acceptable payment methods are by cheque, debit or credit card (no bank
notes or coin accepted);
manual receipts are used to record all payments received;
a Revenue Report is completed to summarize and record the revenues
collected;
regular balancing of the week's activities to the cheques received and debit
and credit card transactions processed; and
installation of a safe to secure animal licence tags, receipts and animal
licence applications.
These controls help reduce the risks inherent with collecting revenues; however,
controls could be stronger in the areas of segregation of duties, monitoring of
refunds and ensuring the numerical continuity of receipts.
3.1 Segregation of Duties
Segregation of duties is one of the key concepts of internal control and is the
most difficult and sometimes most costly one to achieve. It involves the
separation of the functions of authorization, asset custody, record keeping and
reconciliation, and is used to ensure that errors or irregularities are prevented or
detected on a timely basis. In those instances where duties cannot be fully
segregated, management is required to establish mitigating or compensating
controls.
Internal Audit reviewed the cash handling responsibilities at the animal shelter
and observed that the same staff performed the following incompatible duties:
collected payments;
completed the Revenue Report;
balanced the cash receipts (cheques, debit and credit card transactions) to
the weekly activities; and
prepared the bank deposit.
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Based on current staffing levels, it would not be practical to segregate the
incompatible duties at the animal shelter. Management's decision to only
accept cheques, debit or credit cards (no bank notes or coin accepted) mitigates
this poor segregation of duties to a certain extent. An independent review of the
animal shelter's Revenue Report and supporting documentation should also be
implemented. A "second set of eyes" would reduce the risk of errors, omissions
or irregularities regarding the collection and recording of revenues.
In addition, refund procedures require that a cheque requisition be completed by
the Supervisor, Animal Services and approved by the City Clerk or Deputy
Clerk. However, staff collecting payments at the animal shelter could also
potentially issue refunds by debit or credit card without management's approval.
An independent review of the animal shelter's Revenue Reports and supporting
documentation would detect the issuance of any unauthorized or inappropriate
refunds.
3.2 Numerical Continuity of Receipts
The animal shelter uses pre-numbered manual receipts to record all payments
collected and a copy of the receipt is provided to the payer. Control in this area
would be enhanced by (1) retaining any voided receipts and (2) periodically
verifying the numerical continuity of the receipts (issued and blank) by a person
independent of the payment collection process. This control would enable
management to detect any gaps in the numerical continuity of the forms and
thereby reduce the risk of misappropriation.
3.3 Physical Security at the Animal Shelter
A small office at the animal shelter is designated for Animal Services staff use.
The doors to the office are not locked when City staff are offsite increasing the
risk of unauthorized access. Due to the building's configuration, the doors
. cannot be locked without denying the owner of Country Kennels access to the
rest of the facility. Management has addressed this risk by having no cash
(bank notes and currency) on site and installing a safe to secure any items of
value (animal licence tags, receipts and animal licence application forms).
Internal Audit visited the animal shelter in early January 2008 and observed that
a working supply of receipts (blank) and licence application forms were kept in a
file folder on top of a desk in the Animal Services office. An issued licence with
copies of receipts attached was kept in another file folder on the desk. These
documents were not locked up when staff were off-site.
Not properly securing these documents increases the risk of their loss, theft or
misuse. Animal Services staff had arranged for a safe to be installed, but had
not yet implemented its use. When this was brought to City Clerk's attention,
corrective action was taken immediately.
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4.0 ANIMAL LICENCES (NEW & RENEWALS)
, ,1
The annual dog and cat licence fees are as follows:
Sterilized $20
Unsterilized $40
Microchip - Sterilized $15
Microchip - Unsterilized $35
In 2007, Animal SeNices Section collected over $95,000 from the sale of dog
arid cat licences. With respect to licence renewals, letters were sent out in late
2006 and early 2007, which created a large volume of payments to process. In
most cases, the payments were received in the mail. The scope of this review
did not include the Clerks Division mail opening procedures; however, these
procedures will be reviewed in the upcoming revenue audit of the Clerks
Division.
4.1 Proof of Sterilization
Although proof of sterilization must be provided to qualify for the discount, this
requirement was not enforced. In most cases, owners indicated their cat and/or
dog was sterilized when completing their 2007 licence application forms. As
noted above, there is a significant reduction in the licence fee (50%) if an animal
is sterilized.
Without requiring proof of sterilization, there is a risk that owners may falsely
claim that their animal is sterilized to pay the lower fee. It is recommended that
this requirement be enforced on a go forward basis for the sale of all new
licences and renewals.
5.0 EXTERNAL ANIMAL LICENCE SALES
Dog and cat licences are available for sale at the Civic Centre, veterinarian
clinics and the animal shelter. Prior to 2008, a contractor also sold licences
door-to-door on behalf of the City. Licence sales (gross) from the door-to-door
contractor and veterinarian clinics totaled over $50,000 during the year.
Our review noted some good control practices regarding external sales of
animal licences. For example, the SupeNisor, Animal SeNices reviewed the
door-to-door contractor's remittances of cash receipts to ensure the correct
amount was submitted. Remittances from the veterinarian clinics were also
reviewed by the supeNisor for accuracy. Areas where controls could be
strengthened are noted in 5.1 and 5.2.
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5.1 Written Confirmation of Agreements
Although a letter was sent to veterinarian clinics in 2007 advising them of any
new licensing processes and procedures, there were no written agreements
between the City and the clinics regarding the sale or renewal of animal
licences. Written confirmation of the agreements makes good business sense
and reduces the risk of disputes which may occur regarding responsibilities or
terms of the agreement.
The City Solicitor recommends that a simple letter be written confirming the
agreement between the City and the veterinarian clinics that could be sent each
year when the licence tags are issued. All terms of the agreement should be
clearly stated in the letter, such as when proceeds from the sale or renewal of
animal licences are to be remitted to the City.
5.2 Issuance and Reconciliation of Tag Numbers
Upon payment of the animal licence fee, the owner is provided with a tag which
is to be securely fixed on the animal to which it is issued at all times. The tags
are pre-numbered and the tag number is written on the licence application form
for tracking purposes.
The Supervisor, Animal Services kept a record of the tag numbers given to the
door-to-door contractor and veterinarian clinics; however, only the door-to-door
contractor was required to sign for the tags upon receipt. Also, Animal Services
staff were not required to sign for tags transferred to the animal shelter or
PetSmart. As a result, accountability for the tags was not clearly established.
Commencing in 2008, procedures now require City staff and veterinarian clinics
staff to sign for all tags received or transferred.
To ensure good internal control, the tag numbers given to external parties
should also be reconciled to the licences submitted and tags returned at the end
of the year. This control was not performed by Animal Services staff, in part due
to the large number of tags given to the door-to-door contractor.
In its place, a report was produced in 2007 from the Amanda application which
identified any licencing gaps from the prior year (i.e., tag numbers with no
information recorded in the system). The Supervisor, Animal Services reviewed
this report and investigated any gaps to determine the reason(s) for them.
However, the documentation was not retained to verify that this review was
performed and that all tags had been accounted for.
11
6.0 PETSMART ADOPTIONS
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In late 2007, Animal Services partnered with PetSmart to reduce the number of
homeless pets. At no cost to the City, PetSmart provides retail space at its store
in Pickering where cats can be placed for adoption. This partnership has been
very successful as it has increased the visibility of the cats available for
adoption. In October alone, a total of 12 cats were adopted at PetSmart and
$980 was collected in adoption fees for the City.
A number of recommendations were made during our review to improve
procedures related to the handling of PetSmart cash receipts as noted below.
6.1 Pick-up of Cash Receipts
PetSmart staff collect the adoption fees on behalf of the City. The cash
collected from each adoption is placed in a sealed envelope and is kept in the
store safe until the cash receipts are picked up by Animal Services staff. A more
secure alternative to picking up the cash receipts would be for PetSmart to
directly remit a cheque to the City.
According to the Supervisor, Animal Services, PetSmart's adoption partnership
processes are standardized across all its stores and any changes would require
the approval of its head office. If remitting a cheque to the City is not possible,
Clerks Division management needs to ensure procedures for handling PetS mart
cash receipts are adequate.
Internal Audit reviewed the written procedures for handling PetSmart cash
receipts and made some suggestions to improve them. For example, a record
should be made of the number of envelopes picked up, expected cash receipts
and the date the funds were picked up. This record should be signed off by a
PetS mart employee and Animal Services staff to acknowledge the transfer of
funds. Although Animal Services staff opened each sealed envelope in the
presence of a Financial Services cashier, a record should also be made of the
amount of cash counted, which is then verified and signed off by the cashier.
The Supervisor, Animal Services has incorporated Internal Audit's
recommendations into the PetSmart money handling procedures which were
implemented in March 2008.
7.0 TAGS AND FORMS INVENTORY
In 2007, the Animal Services Section purchased a total of 5,000 animal licence
tags for the year. The tags supply, manual receipts (blank) and animal licence
application forms are kept at the Civic Centre. The review found that controls
over the tracking and safeguarding of animal licence tags need to be
strengthened to ensure that all tags are accounted for as noted in 7.1.
12
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7.1 Tags Record Keeping
Strong internal control requires that perpetual inventory records be maintained
for the tags. Also, the City's Financial Control Policy (27.02) requires that
accurate records of inventory be kept. Perpetual inventory is a method for
tracking and knowing the quantity of tags that should be on hand at any time by
tracking their movement (e.g., receipt, transfers, issues and returns). Physical
counts of the tags should also be completed periodically and reconciled to the
perpetual records.
Although the Supervisor, Animal Services recorded the tags given to the door-
to-door contractor and veterinarian clinics, a perpetual inventory system was not
maintained. Physical counts of the tags were also not performed. As a result,
management could not determine or provide Internal Audit with the amount of
tags that should be on hand or fully account for all tags received, transferred,
issued and returned in 2007.
7.2 Physical Security of the Inventory at the Civic Centre
A small working supply of tags, licence applications and manual receipts (blank)
was kept at the Clerk Division's front counter. After business hours, the working
supply was locked up in a three drawer cabinet. However, the key to this
cabinet was placed in another cabinet, which was not locked after business
hours. As a result, access to the working supply was not effectively restricted.
If practical, the key to the cabinet should be assigned to an individual who is
personally responsible for it and any spare keys adequately secured. This
individual's backup may also require their own key to the cabinet. Keys should
not be left or hidden in unsecured desk drawers, cabinets, etc. overnight.
The main supply of animal tags and licence application forms was kept in a
cabinet outside the Supervisor, Animal Services' office. This cabinet was not
locked during or after business hours, increasing the risk of loss, theft or misuse
of the tags and/or forms. This was contrary to the City's Financial Control Policy
(27.01) which requires that City inventories be physically secured. In particular,
access to the animal tags needs to be restricted to properly safeguard them.
8.0 EMPLOYEE TIME AND ATTENDANCE MANAGEMENT
Employee time and attendance (T&A) information is recorded by the Clerks
Division timekeeper in the E-Time system for each pay period. The hours
recorded for Animal Services staff are based on their work schedule approved
by management. The Supervisor, Animal Services is responsible for advising
the timekeeper of any changes to an employee's work schedule and of any
employee absences.
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The review found that procedures for approving T&A reports and advising the
timekeeper of employee absences in writing were not consistently applied.
8.1 Supervisory Approval of T&A Information
A key control to ensure that employee T&A reports and related supporting
documentation is correct is for management to review and approve this
information. This control should be performed by the individual, normally the
immediate supervisor, most knowledgeable of the time worked and absences of
the employees involved.
At the end of each pay period, the Clerks Division timekeeper prints a T&A
report for the Animal Services Section. This report is to be reviewed and
approved by the Supervisor, Animal Services and the City Clerk. In 2007, only 6
out of the 12, or 50%, of the employee T&A reports sampled were approved by
the supervisor. Three out of the twenty-four, or 13%, of the Overtime
Authorization Reports sampled were also not initialed by the supervisor. In all
these cases, the reports were approved by the City Clerk or Deputy Clerk.
In situations where the Supervisor, Animal Services is not present to approve
employee T&A or Overtime Authorization reports by the payroll due date, it is
recommended that the timekeeper return a copy of the report(s) to the
supervisor for her review and signature. Any corrections necessary can be
coordinated with the timekeeper and made in the next pay period.
8.2 Advising the Timekeeper of Employee Absences
It is a good practice to advise timekeepers in writing of all approved employee
leave requests and any other absences. This provides greater assurance that
employee T&A reports accurately reflect time worked, leave taken and any other
absences. This documentation also provides evidence of management's
approval of any leave requests before the leave was taken.
According to the employee T&A reports, the Supervisor, Animal Services was
sick for a total of three days in 2007. These absences were not reported to the
timekeeper in writing. The supervisor had also taken several leave days
(vacation or time-in-lieu) between August and early November 2007. Although
the T&A reports reflected these approved leaves, the timekeeper was not
advised of them in writing. Written notification (leave form or e-mail) should be
provided to the timekeeper in all cases of employee absences.
9.0 BUDGET CONTROL
Animal Services Section's actual revenues and expenditures in 2007 were
within its budget. Although these year-end financial results are positive, Clerks
Division procedures for monitoring the budget could be more formalized as
noted in 9.1.
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9.1 Monitoring of Revenues and Expenditures
Management's review of financial data or reports is an important control to
ensure any errors or budget variances - potential or actual - are identified,
investigated and corrective action taken where necessary.
Both the City Clerk and Supervisor, Animal Services said they reviewed the
Animal Services revenues and expenditures recorded in the general ledger
(detail and/or summary level) and compared them to the budget on a regular
basis. However, there was insufficient documentation to verify the frequency
and extent of their reviews.
The documentation could be improved by printing and retaining the reports from
the general ledger and recording the results of management's review (what
concerns, errors and budget variances - potential or actual - were identified,
their causes, follow-up or corrective action(s) taken, etc.).
10.0 FINAL COMMENTS
In closing, Clerks Division management are in general agreement with the
review observations and conclusions. Their response, in the form of an action
plan, together with the report recommendations, can be found in Appendix I of
the report.
15
CITY OF PICKERING
Clerks Division
Animal Services Section
Internal Controls Review
Appendix 1
INTERNAL AUDIT RECOMMENDATIONS AND MANAGEMENT ACTION
PLAN
7
Clerks Division
Internal Audit Recommendations and Management Action Plan
Recommendations Action Planned or Taken Assigned To Target Date
1.0 Policy and Procedures
Once the City has revised its standards and Compile listing of all policies and Supervisor, Completed
formats for policies and procedures, the City procedures for approval by City Clerk. Animal
Clerk finalize and approve (e.g., sign and Servicesl
date) the Animal Services written Coordinator,
procedures. Records and
Elections
Complete draft of policies and forward Supervisor, June 15/08
to Records and Elections Coordinator Animal
for formatting. Services
Submit on a weekly basis, draft Coordinator, ONGOI NG
formatted policies for approval by City Records and
Clerk. Elections
Finalization and sign off of policies. Coordinator, June 30108
Records and
Electionsl
City Clerk
Distribution and staff sign off of Coordinator, July 15/08
policies. Records and
Electionsl
Supervisor,
Animal
Services
Animal Services Section Revenues and Expenditures Internal Control Review
C()
Clerks Division
Internal Audit Recommendations and Management Action Plan
Recommendations Action Planned or Taken Assigned To Target Date
2.0 Revenue Completeness
The City Clerk require staff to perform a Due to the time lag between recording
monthly reconciliation of Animal Services payments in the G/L and entering
revenues received with related services animal licences in the AMANDA
provided. database, reconciling animal services
revenues to related services cannot
Ideally, the individual completing the be easily done on a monthly basis.
reconciliation should be someone whose
duties are segregated from producing the Instead, the reconciliations will be Supervisor, June 30 and
monthly activity reports. performed twice a year at which time Animal Dec 31
greater priority/resources will be given Services/
to ensuring the data entry of animal City Clerk
licences in the AMANDA database is
current. The reconciliations are to be
submitted to the City Clerk for
approval.
Implementation of the new animal
management software should also
improve the timeliness of the data
entry of licences and renewals.
Animal Services Section Revenues and Expenditures Internal Control Review
~
Clerks Division
Internal Audit Recommendations and Management Action Plan
Recommendations Action Planned or Taken Assigned To Target Date
3.0 Animal Services Shelter
3.1 Segregation of Duties
The City Clerk or Deputy Clerk;
(a) perform an independent review of the Reviews to be completed and Deputy Clerk Completed
animal shelter's Revenue Reports and verified/signed off by the Deputy
supporting documentation; and Clerk.
(b) ensure that this control is included in Draft procedure in conjunction with Refer to 1.0 Refer to 1.0
the written procedures for the animal Item 1.0.
shelter.
3.2 Numerical Continuity of Receipts
The City Clerk:
(a) require that the numerical continuity of Quarterly audit of the receipts to be Coordinator, June 30/08
receipts at the animal shelter be completed by the Records and Records and
verified periodically by a person Elections Coordinator, and submitted Elections
independent of the payment collection to City Clerk.
process; and
(b) ensure that this control is included in Draft procedure in conjunction with Refer to 1.0 Refer to 1.0
the written procedures for the animal Item 1.0.
shelter.
Animal Services Section Revenues and Expenditures Internal Control Review
C)
Clerks Division
Internal Audit Recommendations and Management Action Plan
Recommendations Action Planned or Taken Assigned To Target Date
4.0 Animal Licences (New & Renewals)
4.1 Proof of Sterilization
The City Clerk:
(a) direct staff to require proof of Include in policy and procedure Supervisor, June 30/08
sterilization from pet owners to qualify documentation and send out via email Animal
for the discount for all new animal to staff. Staff will be directed to ask Services
licences or renewals; and for proof of sterilization from pet
owners to receive the discount. When
proof is not provided, the pet owner
will be required to confirm that their
pet is sterilized.
(b) ensure that this requirement is included Draft procedure in conjunction with Coordinator, June 30/08
in the written procedures for licencing Item 1.0. Records and
of dogs and cats. Elections
5.0 External Animal Licence Sales
5.1 Written Confirmation of Agreements
The City Clerk prepare a simple letter Draft and send out letter, including Supervisor, Completed
confirming the agreement between the City review of the letter by the City Animal
and the veterinarian clinics that is provided to Solicitor. Services
the clinics when the tags are issued. All
terms of the agreement should be clearly
stated in the letter.
Animal Services Section Revenues and Expenditures Internal Control Review
--'>
Clerks Division
Internal Audit Recommendations and Management Action Plan
Recommendations Action Planned or Taken Assigned To Target Date
5.2 Issuance and Reconciliation of Tag
Numbers
The City Clerk:
(a) require that staff reconcile the tags Reconciliations to be completed and Supervisor, December 31
given to veterinarian clinics to the signed off by the City Clerk at the end Animal
licences submitted and tags returned; of each calendar year when unsold Services/City
and tags are returned to the City Clerk
(b) ensure that this control is included in Draft procedure in conjunction with Supervisor, June 30/08
the written procedures for licencing Item 1.0. Animal
dogs and cats. Services/
Coordinator,
Records and
Elections
6.0 PetS mart Adoptions
6.1 Pick-up of Cash Receipts
If directly remitting a cheque to the City is not Email to be sent out by Supervisor, Supervisor, Completed
possible, the City Clerk ensure that staff have Animal Services on procedure to be Animal
implemented the PetSmart money handling followed. Procedures were Services
procedures. implemented in March 2008.
Animal Services Section Revenues and Expenditures Internal Control Review
,. "
I '-.J
Clerks Division
Internal Audit Recommendations and Management Action Plan
Recommendations Action Planned or Taken Assigned To Target Date
7.0 Ta~s and Forms Inventory
7.1 Tags Record Keeping
The City Clerk:
(a) require that the Supervisor, Animal Inventory form to be developed for Supervisor, Completed
Services maintain perpetual inventory recording tags. Animal
records of tags. Physical counts Services
should also be completed periodically
and reconciled to the perpetual Physical counts to be completed on a Coordinator, June 30/08
records; and quarterly basis by the Records and Records and
Elections Coordinator, and signed off Elections
(b) ensure that this control is included in by the City Clerk.
written procedures for the tracking and
safeguarding of animal tags.
Animal Services Section Revenues and Expenditures Internal Control Review
( ,
'-N
Clerks Division
Internal Audit Recommendations and Management Action Plan
Recommendations Action Planned or Taken Assigned To Target Date
7.2 Physical Security of the Inventory at the
Civic Centre
The City Clerk:
(a) ensure that staff are not leaving or Key to be kept in the Deputy Clerk's Clerk, Completed
hiding keys in unsecured desk drawers, office which is locked each evening. Administration
cabinets, etc. overnight. If practical,
the key to the cabinet where the Backup key to be given to City Clerk Supervisor, Completed
working supply is kept overnight should for inclusion with the Master set. Animal
be assigned to an individual (and Services
possibly a second key to their backup)
who is personally responsible for it;
(b) require that access to the main supply Tags are kept in the office of the Deputy Clerk Completed
of tags be restricted (e.g., cabinet Deputy Clerk which is locked each
locked) during and after business; and evening.
(c) ensure that physical access controls Draft procedure in conjunction with Supervisor, June 30108
are included in written procedures for Item 1.0. Animal
the tracking and safeguarding of animal Servicesl
tags. Coordinator,
Records and
Elections
Animal Services Section Revenues and Expenditures Internal Control Review
...(:;>.
Clerks Division
Internal Audit Recommendations and Management Action Plan
Recommendations Action Planned or Taken Assigned To Target Date
8.0 Employee Time and Attendance (T&A)
-- Management
8.1 Supervisory Approval of T&A Information
The City Clerk ensure that the Supervisor, Meeting to be held with Committee Supervisor, Completed
Animal Services reviews and approves all Coordinator to review approval Animal
T&A and Overtime Authorization reports for process to be followed. Services/
the section. Deputy Clerk
In situations where the Supervisor, Animal City Clerk to only sign off on sheets Supervisor, Completed
Services is not present to approve the T&A that are signed by the Supervisor, Animal
or Overtime Authorization reports by the Animal Services. Services/
payroll due date, the timekeeper should Committee
return a copy of the report(s) to the Coordinator
supervisor for her review and signature. Any
corrections necessary can be coordinated
with the timekeeper and made in the next
pay period.
8.2 Advising the Timekeeper of Employee
Absences
The City Clerk ensure that the timekeeper is Emails to be sent to the timekeeper by Mg mt. staff Completed
advised in writing of all approved employee designated supervisor.
leave requests and any other absences.
Draft procedure in conjunction with Coordinator, June 30/08
Item 1.0. Records and
Elections
Animal Services Section Revenues and Expenditures Internal Control Review
0,
Clerks Division
Internal Audit Recommendations and Management Action Plan
Recommendations Action Planned or Taken Assigned To Target Date
9.0 Budget Control
9.1 Monitoring of Revenues and Expenditures
The City Clerk formalize management's Legal Services Assistant to print out Legal Services Completed
review of revenues and expenditures G/L reports on a monthly basis for Assistant
recorded in the general ledger. review by Supervisor, Animal
Services, formal sign off and
Specifically, the general ledger reports (detail comments as necessary and forward
and/or summary level) should be printed and to City Clerk.
retained and management's review better Committee June 15/08
documented (what concerns, errors and Review stamp to be ordered for Coordinator
budget variances - potential or actual - were official documentation.
identified, their causes, follow-up or
corrective action(s) taken, etc.).
Animal Services Section Revenues and Expenditures Internal Control Review
0,
Citlj 0#
REPORT TO
EXECUTIVE COMMITTEE
Report Number: CS 44-08
Date: October 14, 2008
'7
From:
Gillis A. Paterson
Director, Corporate Services & Treasurer
Subject:
Tender / Contract Approval
- Councils' Summer Recess
Recommendation:
1. That Report CS 44-08 regarding tendering and contract approvals during Councils'
Summer Recess be received; and,
2. Council pass a resolution ratifying the approval of the Tenders and Contracts by the
Chief Administrative Officer contained in this Report during Council's summer recess
being Tender No. T-7-2008 Surface Treatment, Tender No. T-8-2008 Pickering Lawn
Bowling Greens Phase II, Tender No. T-9-2008 Path Extension to Bus Loop at Sunbird
Trail Park and Tender T-11-2008 Supply & Installation of Humidification System
Pickering Civic Complex.
Executive Summary: Council is required to approve contract awarded by the Chief
Administrative Officer during recesses of Council. The following contracts were awarded
over the summer months when Council was not meeting.
Financial Implications: There are no financial implications pertaining to this report.
Sustainability Implications: In accordance with sustainability initiatives and with the
G.I.P.P.E.R.'s (Governments Incorporating Procurement Policies to Eliminate Refuse)
Guide 3rd Edition, October, 2002, a waste management plan was requested by the City and
received from the contractor undertaking the work for the Path Extension to Bus Loop at
Sunbird Trail Park, Tender No. T-9-2008.
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, which states in part:
"2. That, subject to the Council approved Purchasing Policy & Procedures, the Chief
Administrative Officer be authorized to act in Council's approval capacity on
Report CS 44-08
Date: October 14, 2008
Subject: Tender / Contract Approval
- Councils' Summer Recess
)g
Page 2
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 four Tenders required approval by the Chief Administrative
Officer during Council's summer 2008 recess. It is recommended that Council receive this
Report for information and ratify the approval of Tender No. T-7-2008 Surface Treatment,
Tender No. T-8-2008 Pickering Lawn Bowling Greens Phase II, Tender No. T-9-2008 Path
Extension to Bus Loop at Sunbird Trail Park and Tender No. T-11-2008 Supply &
Installation of Humidification System Pickering Civic Complex
Therefore, under authority of the foregoing, the following was approved by the Chief
Administrative Officer during the "summer recess" of Council:
Tender No. T - 7 - 2008, Surface Treatment
The low bid Tender No. T -7-2008 submitted by Miller Paving Limited be approved.
1. TENDER AMOUNT
T-7-2008
GST
Sub-Total
GST Rebate
Total
$697,448.50
34,872.43
732,320.93
(34,872.43)
697,448.50
A OVED SOURCE OF FUNDS R d C . I B d
2. PPR , oa s aPlta u 1get
Description Account Code Source of Funds Budqet Required
Sideline 16/north of RR 5320.0809.6250 Provincial Grant 185,000 237,673
#5
Sideline 16 from 5320.0810.6250 Provincial Grant 300,000 319,733
Du~hmas~rNuffie~to
yth Cone. Road
Paddock Road from Hwy 5320.0811.6250 Provincial Grant 400,000 218,042
7 to yth Cone. Road
FUNDS 885,000 775,448
AVAILABLE
Report CS 44-08
Date: October 14, 2008
Subject: Tender / Contract Approval
- Councils' Summer Recess
Page 3
\9
3. ESTIMATED PROJECT COSTING SUMMARY
T-7-2008 - Tender for Surface Treatment Project
Associated Costs
Materials Testing
Miscellaneous Costs
Construction Contingency
Total
GST
Total Gross Project Cost
GST Rebate
Total Net Project Cost
$697,448
5,000
3,000
70,000
$775,448
38,772
814,220
38,772
775,448
4. Project Costs under/(over) Approved Funds
$109,552
Tender No. T - 8 - 2008, Tender for Lawn Bowling Greens - Phase II
The low bid Tender No. T - 8 - 2008 submitted by Melfer Construction Ltd. be approved.
1. TENDER AMOUNT
T -8-2008
GST
Sub-Total
GST Rebate
Total
$359,532
17,976
377,508
(17,976)
$359,532
2. APPROVED SOURCE OF FUNDS Seniors Centre Ca
Budqet Project Code Source of Funds
Seniors Centre 5701.0802.6181 Property Taxes
Donation
Funds Available
Required
$199,532
200,000
$399,532
3. ESTIMATED PROJECT COSTING SUMMARY
T-8-2008 Tender for Pickering Lawn Bowling Greens Phase II
Associated Costs
Consultants Fee
Contingency
Total
GST
Total Gross Project Cost
GST Rebate
Total Net Project Cost
$359,532
25,000
15,000
$399,532
19,977
419,509
(19,977)
$399,532
4. Project Cost under/(over) Approved Funds
$468
Report CS 44-08
Date: October 14, 2008
Subject: Tender / Contract Approval
I :; I. ,);J - Councils' Summer Recess
Page 4
Tender T-9-2008 Tender for Path Extension to Bus Loop at Sunbird Trail Park
The low bid tender of Dig Con International Limited be approved.
1. TENDER AMOUNT
T -9-2008
GST
Sub-Total
GST Rebate
Total
$89,903.00
$4,495.15
$94,398.15
($4,495.15)
$89,903.00
2. APPROVED SOURCE OF FUNDS Parks Ca ital Bud et
Location Project Code Source of Funds
Sunbird Trail 5780.0706.6129 RF DC - Parkland
Park Development & Trails
R DC - City's Share
Funds Available
Budqet
$104,398
$18,423
$122,821
Required
$91,378
$16,125
$107,503
3. ESTIMATED PROJECT COSTING SUMMARY
T-9-2008 - Tender for Path Extension To Bus Loop
At Sunbird Trail Park
$89,903.00
Associated Costs
Materials Testing
Consultant Fees
Miscellaneous Costs
Construction Contingency
Total
2,500.00
2,600.00
2,500.00
10,000.00
107,503.00
GST
5,375.15
Total Net Project Cost
$112,878.15
(5,375.15)
$107,503.00
Total Gross Project Cost
GST Rebate
4.
Project Cost under/(over) Approved Funds
$15,318.00
Report CS 44-08
Date: October 14, 2008
Subject: Tender / Contract Approval
- Councils' Summer Recess
Page 5
1
Tender No. T-11-2008 Tender for Supply & Installation of Humidification System,
PickerinQ Civic Complex
The low bid tender of Gimco Limited be approved.
1. TENDER AMOUNT
T-11-2008
GST
Sub-Total
GST Rebate
Total
$226,569.45
11,328.00
237,879.45
(11,328.00)
$226,569.45
2. APPROVED SOURCE OF FUNDS Culture & Recreation Ca
Project Code Source of Funds
5700.0705.6181 Federal Gas Tax
5700.0810.6181 Federal Gas Tax
5800.0829.6181 Federal Gas Tax
MECF Grant
Funds Available $201,000.00
Required
$80,000.00
36,000.00
85,000.00
46,500.00
$247,500.00
3. ESTIMATED PROJECT COSTING SUMMARY
T-11-2008
Associated Costs
T-11-2008
Consultant Fees
Tender & Misc. Costs
Contingency
Total Costs
GST
Total Gross Project Cost
GST Rebate
Total Net Project Cost
$226,569.45
20,000.00
6,000.00
2,000.00
254,569.45
12,728.47
267,297.92
(12,728.47)
$254.569.45
4. Project Cost under/(over) Approved Funds
($7,069.45)
It was important this project proceed prior to the commencement of heating requirements.
The Director, Corporate Services & Treasurer has agreed to finance the over-expenditure of
$7,069.45 from under-expenditures in the 2008 Current Budget or the Federal Gas Tax.
Report CS 44-08
Date: October 14, 2008
Subject: Tender / Contract Approval
i, - Councils' Summer Recess
nl..
Page 6
Attachments:
1. Tender T-7-2008 re Surface Treatment - June 26, 2008 memorandum
2. Tender T-8-2008 re Pickering Lawn Bowling Greens - June 24, 2008 memorandum
3. Tender T-9-2008 re Path Extension to Bus Loop - July 15, 2008 memorandum
4. Tender T-11-2008 re Humidification System - August 14, 2008 memorandum
5. Resolution #80/02
6. Resolution #85/00
Prepared By:
\
,
\
Approved I Endorsed By:
c:/1 '~ ...7
Vera A. Felgemacher
C.P.P., CPPO, CPPB, C.P.M., CMM III
Manager, Supply & Services
.. ... ~~.'-h~?':~7 .-..--
c~':"__ -, '-~':':'''''''''~_'_7 ~" ''7 .,~~:=
Gillis A. Paterson
Director, Corporate Services & Treasurer
GAP:vf
Copy: Chief Administrative Officer
Recommended for the consideration of
Pickering City oun
",
CiUf ,,#
, )"-j'" eH' VH::~, :~;' '"' I
/".: . r. ;11...1"" I 0"1'-1...--..
. ',' -i:J:. /'f~' LJ ,/ ,) r
" l. _1,.,;,. -r'
,EMO
Thomas J. Quinn
Chief Administrative Officer
j"i/WOR
~ILPKG
.,l_?:!~~.CTO R S
: C;:}f;P SERV
: <'LA1\i & DEV
~~~~....~IV1E!.~
,U:..'{; REC
;) "
To:
CAO~D, 2008
From:
Everett Buntsma
Director, Operations & Emergency Services
OFFICE SUSTAIN
CLERK
HUMAN RES 'j
.~~~'!~:..-_._.,-]
CUST eM-:!:: 1
-MG :~i ~1~~.::.'.;-~::1::~0~~~.::D'~il
.,
Copy: Division Head, Municipal Property &
Engineering
Supervisor, Engineering & Capital Works
'. Senior Financial Analyst
Subject: Tender -7-2008
Surface Treatment
File A-2130
A tender has been received which closed on Wednesday, June 18, 2008 for the placement of
surface treatment on Sideline 16 from Regional Road #5 to north limit, Sideline 16 from
Dutchmaster Nursery to Seventh Concession Road & Paddock Road from Highway 7 to Seventh
Concession Road. Six companies were invited to participate, of which one bid was received.
The following is a summary of the bid received.
SUMMARY
PST included, GST included
Bidder Total Tendered Amount $ After Calculation Check $
Miller Pavinq Limited 732,320.93 732,320.93
Recommendations:
1. That Tender T-7-2008 submitted by Miller Paving Limited for surface treatment at a cost of
$732,320.93 including GST to be approved;
2. That the total gross project cost of $814,220 (GST included) including the tender amount
and other associated costs, and the total net project cost of $775,448 be approved;
Financial Implications:
1.
TENDER AMOUNT
fT-7-2008
GST
Sub-Total
GST Rebate
Total
$697,448.50
34,872.43
732,320.93
(34,872.4~J
697,448.50
: Ii , 4
2. .
APPROVED SOURCE OF FUNDS
R d C . ~
oa s apital Budget - 2.00
Description Account Code Source of Funds Budqet Required I
I
Sideline 16/north of RR #5 I 5320.0809.6250 .-
Provincia/ Grant 185,000 237,673
Sideline 16 from Dutchmaster 5320.0810.6250 Provincial Grant 300,000 319,733
Nursery to 7th Cone. Road
Paddock Road from Hwy 7 to 5320.0811.6250 Provincial Grant 400,000 218,042
ih Cone. Road .
FUNDS 885,000 775,448
AVAILABLE
3.
ESTIMATED PROJECT COSTING SUMMARY
T-7-2008 - Tender for Surface Treatment Project $697,448
Associated Costs
Materials Testinq 5,000
Miscellaneous Costs 3,000
Construction Contingency 70,000
Total $775,448
GST ___~82Z~
--~-------
~<2!~1 Gro~s Project Cost. - 814,220
GST Rebate 38,772
Total Net Project Cost 775,448
The Director, Corporate Services & Treasurer has received the budgetary implications and the
financing of expenditures contained in this memo and concurs.
Sustainability Implications:
The new hard toP. surface for the road will improve the traffic flow in these areas, thereby
enhancing the quality of life for the residents and commuters travelling over these roads. With the
new hard top surface maintenance costs for grading and dust control will be reduced for the next
several years, thereby satisfying the social and environmental lens of sustainability.
Background:
As part of the 2008 Road Capital Budget, the placement of surface treatment on Sideline 16 from
Regional Road #5 to the north limit, Sideline 16 from Dutchmaster Nursery to Seventh Concession
Road and Paddock Road from Highway #7 to Seventh Concession Road were identified as
construction projects. Tender T-7-2008 was issued on Monday, May 26, 2008 and closed on
June 26, 2008
Tender T-7-2008 - Surface Treatment
Page 2
Wednesday, June 18, 2008 with only one bidder responding. The total gross project cost is
estimated to be $814,220 for an estimated net cost to the City of $775,448 (net of GST rebate).
Miller Paving Limited has performed similar work for the City on Tender T-7-2005 surface
treatment on Seventh Concession Road, Hoxton Street and VVestney Road and are deemed
acceptable by the Supervisor, Engineering & Capital Works. The Health & Safety Policy, current
WSIB, Council Amendment to Draft 7 (CAD-7), Certificate of Insurance as submitted by Miller
Paving Limited has been reviewed by the Coordinator, Health & Safety and are deemed
acceptable. In conjunction with staff's review of the contractor's previous work experience and the
bonding available on this project, the tender is deemed acceptable. ,I'.. r-
1,:/ J
Upon careful examination of all tenders and relevant documents received, the Operations &
Emergency Services Department, Municipal Property & Engineering Division recommends the
acceptance of the low bid submitted by Miller Paving Ltd. for Tender T -7 -2008 in the amount of
$732,320.93 (GST included) and that the total net project cost of the $775,448 be approved.
Attachments: .
1. Location Map
2. Supply & Services Memorandum, June 20, 2007
Approved/E
r~red by:
. i.. \
D'arrell Selsky
Supervisor
Engineering & Capital Works
E e t B
Director
Operations & Emergency Services
.~#ft=~ --
Gillis Paterson
Director
Corporate Services & Treasurer
DS:nw
Attachments
June 26, 2008
Tender T-7-2008 - Surface Treatment
Page 3
. "
,0 MUNICIPAL PROPERTY & ENGiNEERING
Attachment For Tender: T-7-2008
SIDELINE 16 (2 LOCATIONS) and PADDOCK ROAD
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LOCATION MAP - Sideline 16 (From Concession 7 south to Dutchmaster)
SUBJECT
AREA
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LlMPandEIDesign SupportlCapital Projects & SchedulinglAttachments lor TendersI200BIT-07-0B Surface Treatment,doc
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LOCATION MAP - Paddock Road
PROPOSED CONSTRlJCTION INCLUDES:
)7
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I-jIGHWAY
Drainage Improvement and Road Improvement (spot excavation, granular
resurfacing and surface treatment) and Complete Landscape Restoration
(grading and sodding where required).
UMPandEIDesign SuppartlCapilat Projects & ScheduilnglAtlachmenls far Tenders\2008\T-07-08 Surface Treatment doc
r'. .A
LlUJ (!'F
...; /". (aat\ l,
l\fEMO
To:
Richard Holborn
Division Head, Municipal Property & Engineering
June 18, 2008
From: Vera A. Felgemacher
Manager, Supply & Services
Copy: Supervisor, Engineering & Capital Works
Subject: Tender No. T-7-2008
Tender for Surface Treatment
. Closing: June 18, 2008
. Tenders have been received for the above project. Six companies were invited to participate. An
advertisement was placed in the Daily' Commercial News; News Advertiser and on the City's .
Website. A total of two companies picked up a tendering package for a non-refundable fee of
$50.00. One bidder responded and submitted a tender for this project.
A copy of the Record of. Tenders Opened and Checked used at the public tender opening is
attached. Tenders shall be irrevocable for 60 days after the official closing date and time.
. .
Purchasing Procedure No. PUR 010-001, Item 10.03 (r) provides checking tendered unit prices
and extensions; unit prices shall govern and extensions will be corrected accordingly, which has
been done..
A copy of bid received is attached for review.
. SUMMARY
PST included, GST included
Bidder Total Tendered Amount$ After Calculation
Miller Paving Limited $732,320.93 $732,320.9
;heCk $/
Pursuant to Information to Bidders Item 21, the following will be requested of the low
bidder for your review during the evaluation stage of this tender call.
(a) a copy of the Health and Safety Policy to be used on this project;
(b) a copyof the current Workplace Injury Summary Report issued by Workplace Safety &
Insurance Board (in lieu of the Workplace Injury Summary Report document, a copy of
the current CAD 7, NEER, or MAP reports may be submitted); . .
. (c) a copy of the current Clearance Certificate issued by Workplace Safety & Insurance
Board;
(d) the City's Certificate of Insurance shall be completed by the bidder's agent, broker or ,
insurer;
FORM OF TENDER
T-7.2008
l/we the undersigned bidder(s), have carefully examined all specifications, standard tender and contract
terms and conditions. and drawings, do hereby offer and agree to supply aI/labour, materials. products,
equipment, tools. machinery, freight to perform the services herein described for the following prire~. 9
r1tem No; I Description . i Unit i Est. Qty., ~nit Price I ~xtension
11.02.01 j Excavation -Including 0.300 m Granular. "A" i j ! I .
f................._................-.+..~ia~~~~Jfi1'.if'(..D.utc.h.ma.s.te.r..to..co.r;cess.io.;;:.iii)......................f......m......3......f..............s.o..............J.....I.......:....0........;.o...........f.........;r..:::;.;..;.::::..a.l).
........................................;............................................................................ ...................... .................................................................'.............3......,.......... ........ .....c.............i........tl.........!.... ................,........{j?..'::::.~.:!..,..........
.! Paddock Road (Hwy #7 to Concession #7) 1 m i 50 I /".., 0 . 10 ! 6 OoS-: c"
............................................................................................................................................................................................................'.............3......'....................................".......0.:..................."......".......................................,.....
....................,..................1...~.~.~~~.~.~.~...~.1..?.J~.:.~.:...~.~..!?...~.~E!~...~.!~.!.~.L..............................................L.....f.n.........L...........~.~.9..............L......B:.:z..F...?~......i1.::$...?....f.~.~:..~..
I Excavation - Driveways . . II! 1
.........................................1..........................................................................,.........................................................................................:.............3......1................-...................,..............................7...'.........................................J.......
. i Sideline # 16 (Dutchmaster to Concession #7) 1 m I 10 I / :;;J I, ';I (;' ! 1"31 '5: ~.
r-:=~=~:=B~~~\~~%~~ilP~~~~~~:=#~i~:~=~~i-~~~-=r==:~~=-l::;~ff;:F2W~;~:
........................................i........;................................._..............................................'.........................................................................;......................;.....................................i....................................................1...::.............:\..............
1.06.20 ! Granular "AU Roadway & Shouldering (150mm) j j . j ! .
...........................................................................................................................................................................................................;.............:z......;.....................................;.........................,...............t........................................,....
I Sideline #16 (Dutch master to Concession #7) j m i 14,200 1. t(/j i//'?30.tJ'<'
........................................,...................................................................................................................................................................,.............:z......,....................................,.........................:;?'..........,...........-...............................
. 1 Paddock Road (Hwy. #7 to Concession #7) 1 m i 19,800 1. "',/:1 ! /(: I :?lo.~
........,...............................,...................................................................................................................................................................:.............~......t.............................._....I...........n...........?...........",............................................
. 1 Sideline #16 (RR.#5 to North Limit) 1 m 1 9,500 i 0: /;'> i 77~.;'~....."~
............ .......................~..............................................................................................................,....................................................:......................:....................................oJ...........Q..,........................~.............................................
"1.06.30 i Granular "AU - Driveway i . !. . !. . i
.......................................i..................................................................................................................................................................;......................~..................................i.............................,....,.-..'t..........................................
i Sideline #16 (Dutchmaster to Concession #7) . 1 t 1 195 I ;}/?'J ~ i 9;2 3:3. 'J .
.::::::::.::::::::::::::::~::~::::::T::~:~~.~?~:~::~~:~:~::I8:~Y.::#.!::~~~:~:~:6.~~:~~:!?6:::#..!I:::::::::.:::::::::::::::::I::::::::L:::::I:::::::::::~:~:~:::::::::::T:::::::~i:~::::~:;:':I:::I.;:I.:?:~:::::~~'"
! Sideline #16 (RR #5 to North Limit) 1 t.1 195 i .L/;l..:J~ i 'i233.:L
.......................~.............:...................................................................................................................................................................1......................:......_.............................:........=t.:..............................:.........~.................................
"1.08.29 . 1 Hot Mix HL- 3 - Driveways (50mm) . !. I I I..
............................................................................................................................................................................................................,.............2......"....................................,..........................................,......................,......................
I Sideline #16 (Dutchmasterto Concession #7) i m i 180 i .3/.~JJ ! S-&~&.c''''
............................................................................................................................................................................................................1.............2.......,.....................................j..................../l...................................................................
I Paddock Road (Hwy #7 to Concession #7) ! m ~ 330 ! ,3/." t.J ! /0 yJ 8 c.,.
:::.::::...:::::::.::::....:.::::::::..L~:!.~?:!\~:~:::#.5~::{~;~:::.#..~.:~?::H9..i:~ti::~:!.~i.i.~.i:::::.:::.....:::..:.::...:.:.::....::::::.:::J:::.:.6:i::::~:L:.:::.::::.~:9.:.:::::~:.::I::.:..::j:.L::~.~::.:.::I:....;;L~:...fi....~.~.:
.1.08.71 i Supply double application of H.F. Ii. i . I
......................................j....~.?.9....~...~..~.!~.~.~...~.9.9.~~.9.~.!~..............................................................................L...........2......1....................................1....................:....................1..................................:rc:r
. 1 Sideline #16 (Dutchmaster to Concession #7) I m I 11,150 I ?/.. (P:3 ! ~/~;2 y.
:::::::::::..:::::::::::::::::::::::::I:~:~:~.~?~:~::~9.~:~.~I8:~y.:;::#.!::!:~:::~?~~~:~~:!?~:::#.?L.~,:::::::::::::::::::::I::::Di~::::T::::::.~:~:;:~:9.~::::.T::::::::1!.:':::~::~::::::::I:::7.;::7.~:i:::~~:
........:..............................!...~.!9~~.~~.~...~.~..?.. (~J3.:...~.~..!?..~.?..:.~~...~.~~!n.................................................L....f.n....... .L.......~.!.~.~g..........1.........~~....~.~~...........L.2..z....q..tq~...=.~..
...~..~.Q.~.~.!.~...........-I-..~.~~f~.~.if6~.~t~~~~~~t~r-t~.t~nc.f~.ss.io.n.'#'i'f...................I.......nl.....f.......1'1";1.50.......f-.......7.....~.3............f....~;;...o.;I.~~Q..
,........................................................................................................................................................................................................................2.....................................................................................................................i........':>..
. . I Paddock Road (Hwy. #7 to Concession #7) I m I 15,500 I /.96 I .'30 690. c"
........................................).....................................'.............................-..............................................................._.............................J.............2.....+....................................).................................................:\......................................
i Sideline #16 (R.R#5 to North Limit) . i m i 8,000 i /.. 9 g i /5-:if Yo. .,"'
........................................1............................................................ ......................................................................................................1................"...........................................1...........................................;................................,.............
...:?~.~..~.!.~.!............................................................................................................................:...............................................................................................................................:..............i...~...l.1...?...y'lt.~....
Goods & Services Tax (5%) ! $ 31 ~11. ,'/3
...f6TAC..T.E.r::if5fj~E.b..AMO'U.NT.......................:........................:............................................................................................'.........................................................t...$...73.i.3.z';;:''7'
".. -
TOTAL TENDERED AMOUNT REPEATED HERE IN WORDS
~,<L-k/~-tiJ, t4..J ~ kdb( ~-it
~ .J-/ <f
and . ~./Z/uU . .
DOLLARS
CENTS
FT-1
FORM OF TENDER
T~7.2008
(j
u
I/We, the undersigned, declare we have carefully examined the Addendum(s) numbered .-=- -
TENDER SUBMITTED BY:
Company Name: M \ l ( r e. (rl-\\J i I.,J L -L ~M ~ I \t:.O
Address: .}f57ZJ11,-,\(O(2..t?Si 'f:.D- G6et\'.'~postal Code: kO\~ (~O
Date: 'Jo. N ~ \ ~ . J-oo~' Te/ephone: 90) 7,) b 95/ K Fax: '1 () -s; );2~ '*.1 () . . '. ~
Aut~orized .official VtuL Ciff~f'1I{.:;;/1t( tl;: /j.Y~'}I.1~'7/j?C;Ji{C13' .'. -~dCAft~.
Print Title. SIgned
CORPORA TE SEAL
FT-2
REFERENCE SUMMARY
Tender No. T-7-2008
>' I
Name three government agencies or private companies for which you have performed the work of this
quotation.
II Work performed previously. for the City of Pickering should be detailed also. DO NOT submit partial
information and presume that the City is familiar with the project.
,
. List and provide DETAILS of the last three (3) Municipal projects your company has completed. If
any of the last three (3) principal projects are also any of the last three municipal projects, please
include on both schedules
Project Details:.~
l..(
Value: ~ '" """\
D~V' 000 ~
Contact Person: '?
po"-'.(,.. 't~ Ptl.
I (. Sf LA e te-/k.L '7 If' t11'.r/1''?L''n/T'' d jYu ,,~W.: . JI"71---(. .
Owner' . . .
C(;.~\, ~...f\ l. 0 (L Itv-1-L I \3u eTDJ0 .
Telephone No. .
.?~S- c()~~tb. /7? L
,Project Det~~ . r){~ ..\- 9LiA(.~ G e~ "A'l
Value: 4,. ~
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---------------
Contact Person: .
",L 11/!-~1. Pc::' .J'77L
. ,
i./-w D D6vhi e .,5/ ~ ~ Mt1( r;' 'Tkc?t"T'h~~
Owner:. .. '.".. ')'
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Telephone No,
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Project Details: I ' .,
~5~PP/v tJOuilrt 1/I1;{'P~
Value: 1:1f ( c.c -
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Contact Person:
. ;]I,v'! fq /?/l/i72
----
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Owner:// /)'/ . / v<--
. (,{rof" cflutJolfrC lJ'-<)l
Telephone NO~ '"
. 'l/,y:1 ~?9 2 - ;J &-. ~
State number of years your company has been in business
5'0
~'lilformation received on this form and obtained from reference checks will be considered during
. evaluations and will be used to serve the best of interests of the City and no liability shall accrue
to the City from such an undertaking and all decisions derived therefrom.*
RS-1
CITY OF PICKERING
RECORD OF TENDERS OPENED ANC
Tender Description:
Surface'
Tender No. T-7-2008
Date: Wednesday June 18,20
Bidder Name Bid Deposit Total Amount
Tendered
Duncor Enterprises Inc.
Miller Paving Ltd. fA) / 7:;J.. 31.0.93
\j
Cj " '.,., ,,~, ' qTY STAFF PRESENT
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CITY OF PICKERING
RECORD OF TENDERS OPENED AND CHECKED
Tender Description:
Surface Treatment
Tender No. T-7-2008
Date: Wednesday June 18, 2008 .
Time: Approx.2:15pm
Bidder Name
Bid Deposit I Agreement to
Bond
Total Amount
Tendered
BIDDER'S SIGN IN
COMMENTS
Duncor Enterprises Inc.
Miller Paving Ltd.
f>8
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v
7:;J..3J..O, 93
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OTHER
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JUN.2'S"1OO3"" ,-'
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v;.G~E;.L{f.;;:;:;;.;~.~ 1. ! ".'.~"'.',~:'\J
June 24,2008
II
{--:
To:
Thomas J. Quinn
Chief Administrative Officer
From:
:cu, ,\ iH,C
Everett Buntsma .:TF';'f;'~-'
" ,.1.,..,-......-.
Director, Operations & Emergency Servlc~.~':.....
C.:.: ",. .~-_ ,.:~.'~~: i5. ~.~
:\fi~~,~;'~ ~.':j',~;' ::'.~:\:\ii
Gillis Paterson
Director, Corporate Services & Treasurer
Copy:
Division Head, Culture & Recreation
Manager, Supply & Services.
Supervisor.. Engineering & Capital Works
Coordinator,l~n9s~ape & Parks Development
'~~niorFinanCial Analyst . i..
Subject: Tender No. T-8-2008
Tender for Pickering lawn
Bowling Greens - Phase II
. File: F-5400
Tenders have been received and reviewed for the construction of Pickering lawn Bowling Greens
- Phase" and expansion of parking area and associated works. at East Shore Community Centre.
All bids received were above the approved budget ($400,000) for this ptoject.
Items of work were deducted in consultation with the Pickering lawn Bowling Club from each of
the bids to arrive at the needed savings for this project. These works include the proposed shade
structures, a percentage of the pati~ slab paving and site furniture.
The attached letter dated June 17,2008 from Bruce Johnson, Cosburn Giberson Consultants Inc.
provides a detailed breakdown of the deductions for each bid. Me/fer Construction Inc., the initial
low bidder, has remained as the low bidder after these saving are applied
The Operations & Emergency Services Department and Cosburn Giberson Consultants Inc.
recommend the acceptance of the tender submitted by low bidder Melfer Construction Inc. in the
. amount of $359,532 plus GST which includes the following deductions.
3.2 Paving New Green Sides- 60%
3.3 Paving under Shade
3.4 Paving South Green - 60%
4.1 Benches - 50%
4.2 Shade Structures
4.3 Waste Receptacles
7.0 Miscellaneous Works
$ 6,888.00
$ 9,240.00
$ 8,400.00
$10,400,00
$48,000.00
$ 4,400.00
$ 9,000.00
Total Deductions $96,328.00
Without removing the above item the total tender would have approximately $495,000.00 (net of
GST rebate), while the budget was $400,000.00. By removing these items now, th~ project can
proceed within budget now. It is anticipated that a Report to Council will be prepared explaining
the increased cost, the need to remove certain items, the probability that the Pickering Lawn
Bowling Club will purchase these items directly for their use and the need for revised financing. ,"
, I, ! ,J
Recommendation:
1. That Tender No. T-8-2008 submitted by Melfer Construction Inc for the construction of
Pickering Lawn Bowling Greens Phase /I and expansion of parking area and associated
works at. East Shore Community Centre in the amount of $377,508.00 (GST included) be
accepted;
2. That the total gross project cost of $419,509.00 and a net project cost of $399,532.00,
including the tender amount, cons~Iting fees and other associated costs be approved. .
Financial Implications:
1.
TENDER AMOUNT
T-8-2008
GST
Sub~Total
GST Rebate
Total
$359,532
17.976
377,508
...(17.976)
. $359,532
2.
APPROVED SOURCE OF FUNnS
S . C t C 't I B d t
emors en re a )1 a UJqe
. Budaet Proiect Code Source of Funds Budaet Reauired
Seniors Centre 5701.0802.6181 Property Taxes $200,000
Donation 200,000
FUNDS A V AILABLE $400,000 $399,532
3.
ESTIMATED PROJECT COSTING SUMMARY
I
_T-8-2008 Tender for Pickering Lawn Bowling Greens Phase II $359,532
Associated Costs
Consultants Fee 25,000
_Contingency - 15.000
Total $399,532
-
GST 19,977
. Total Gross Project Cost -- 419,509
-- --
GST Rebate --- ~n
c--. =="-
Total Net Project Cost . $399,532
------
r~
4.
[lroject Costs (under) Approved Funds
~
($468) I
June 24, 2008
Tender No. T-8-2008
Tender for Pickering Lawn Bowling Greens - Phase /I
Page 2
The Director, Corporate Services & Treasurer has reviewed the budgetary implications and the
financing of the expenditures contained in this report and concurs.
; Ii I. 6 ,
Sustainability Implications: The construction of a second lawn bowling green will enhance the
existing Pickering Lawn Bowling Green and continue to encourage the development of active,
healthy lifestyles through the provision CJ high quality programs as well as expand the numbers,
capacity and quality of lawn bowling programs.
Background:
The second Lawn Bowling Green and parking expansion was approved by Council in the 2008
Capital Budget. The Pickering Lawn Bowling Club has committed to contribute $200,000 for this
project.
The consulting firm of Cosburn Giberson Consultants Inc was retained by the Pickering Lawn
Bowling Club to provide tender specifications and technical support. A summary of the bids
received is included in the attached memorandum from Supply & Services.
The low bid was submitted by Melfer Construction Inc. Melfer Construction Inc. references have
been checked and are deemed acceptable by the consultant (Bruce Johnson) and the .
Coordinator, Landscape & Parks Development. The Health & Safety Policy, Workplace Injury
Summary Report, WSIB Clearance Certificate and Certificate of Insurance as submitted by Melfer
Construction Inc. have been reviewed by the Coordinator, Health & Safety and are deemed
acceptable. In conjunction with staff's review of the contractor's previous work experience and the
bonding available on this project, the tender is deemed acceptable.
Upon careful exarnination of all tenders and relevant documents received, the Operations &
Emergency Services Department, recommends the acceptance of the low bid submitted by Melfer
Construction Inc. for Tender T-8-2008 in the amount of $377,508 (GST included) and that the total
net project cost of $400,000 be approved.
This report has been prepared in conjunction with the Manager, Supply & Services who concurs
with the foregoing. .
The Seniors Activity Centre is closed for annual maintenance the first two weeks of July. Approval
at this time would allow construction to commence while the Seniors Activity Centre is closed. It
will also allow for the timely seeding of the new lawn bowling green.
Upon your approval for this tender and associated costs we will proceed with an online requisition
to issue a Purchase Order.
June 24, 2008
Tender No. T-8-2008
Tender for Pickering Lawn Bowling Greens - Phase II
Page 3
Attachments:
7
1. location Map
2. Supply & Services Memorandum dated June 17, 2008
3. Cosburn Giberson Consultants -letter of Recommendation
sP~~
Gillis Paterson
Director, Corporate Services & Treasurer
Apprqved/Endorsed by
~.
T s J. Quinn
Chief Administrative Officer
~
SR:/g
.lune 24,2008
Tender No. T-8-2008
Tender for Pickering Lawn Bowling Greens -Phase II
Page 4
CULTURE & RECREATION DIVISION
Attachment For T'ender: T-8-2008
PICKERING LAWN BOWLING GREENS - PHASE II
i I! I,
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POPRAD AVENU E
SANGRO
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LOCATION MAP
PROPOSED CONSTRUCTION INCLUDES:
Lawn Bowling Greens Portion
. Installation of 1 new lawn bowling green and all supporting
infrastructure (drainage, irrigation, fencing, sod etc.)
. Installation of a new lighting
Parking Lots Work
. Installation of additional parking spaces and connecting road to the
north side of the East Shore Community Centre
LIMPandEIDesign Support\Capital Projects & SchedulingVltlachmenls for Tenders\2008\T-080B Liverpool Fast Shore.doc
CiiLJ 0#
9
To:
MEMO
Stephen Reynolds
Division Head, Culture & Recreation
From: Vera A. Felgemacher
Manager, SUpply & SeNices
June 12, 2008
Copy: Co-ordinator, Landscape & Parks
Development
Subject: Tender No. T-8-2008
Tender for Pickering Lawn
Bowlin Greens - Phase 1/
Tenders have been received for the above project by the closing date of June 11,2008. Seven
cOmpanies were invited to participate. An advertisement was placed in the Daily Commercial
News and on the City's Website yielding interest from additional bidders and a total of 13
companies picked up a tendering package for a non-refundable fee of $75.00. A mandatory site
visit was held on Friday, May 30, 2008, 12 bidders attended of which seven (6) bidders
responded and submitted a tender for this project and 1 bidder unable to bid.
A copy of the Record of Tenders Opened and Checked used at the pUblic tender opening is
attached. Tenders shall be irrevocable for 60 days after the official closing date and time.
Purchasing Procedure No. PUR 010-001, ttem 10.03 (r) provides checking tendered unit prices
and extensions; unit prices shall govern and extensions will be corrected accordingly, which has
been done.
All deposits other than the low three bidders may be returned to the applicable bidders as
provided for by PurChasing Procedure No. PUR 010-001, Item 10.03(w). However, all bids have
been retained for review at this time. .
Bidders
--.-..---
SUMMARY
PST included, GST included
Total Tendered Amount
$
After Calculation Check $
465,423.00
522,885.35
478, 653.00
522,885.35
-
550,747.44
629,046.81
653,638.44
UNABLE TO BID
Automatic rejection - Addendum not acknowledged. Purchasing By-
law No. 5900-01, Procedure No. PUR 010-001,10.04, Item 12,/B Item 3 (b), 17,
18 19; letter dated June 6/08; Addendum No.1.
--
-----
------
Pursuant to Information to Bidders Item 21, the following ~Ni" be requeste.J of the low bidder for.
your review_during the evaluation stage of this tender call.
I ! J
I I! j /) \_
(a) Proof of compliance with amended Confined Space Entry Regulations (September 30, 2006).
Copies of certified Training and Procedures to be used on this project.
(b) a list of employees trained in the confined space entry procedure who will be working on this
project
(c) a copy of the Health and Safety Po/icy to be used on this project;
(d) a copy of the current Workplace Injury Summary Report issued by Workplace Safety &
Insurance Board (in lieu of the Workplace Injury Summary Report document, a copy of the
c~rrent CAD 7, NEER, or MAP reports may be submitted);
(e) a copy of the current Clearance Certificate issued by Workplace Safety & Insurance Board;
(f) the City's certificate' of insurance shall be completed by the bidder's agent, broker or insurer;
(g) list of sub-contractors in accordance with GC Item 33, Form SCL-1
(h) Waste Management Plan (Item 23, Information to Bidders)
Include the followi~g items in your Report to Council:
(a) if items (a) through (h) noted above, are acceptable to the Co-ordinator, Health &
Safety
(b) any past work experience Melfer Construction Limited including work location;
(c) without past work experience, if reference information is acceptable;
. (d) the appropriate account number(s) to which this work is to becharged;
(e) the budget amount(s) assigned thereto;
(f) Treasurer's confirmation of funding;
(9) related departmental approvals;
(h) any reason(s) why the low bid of Molfer Construction is not accoptable; dnd
(i) related comments specific to the project. .
Cosburn Giberson as the consultants on this project will be reviewing submissions and making
recommendations to you. The consultant should also review carefully all submittal information
based on tendering instructions.. If the consultant notices any infractions or information missing
during the evaluation, please contact a member of Supply & Services as soon as possible.
Duplicate copies of the bids are attached for the consultant's use.
Please do not disclose any information to enquiries except you can direct them to the City's website
fO. r t~. e unofficial bid results as read out at the Public .tender opening. Bidders will be advised of the
outc me in due course. .
If yo require further information, please feel free to contact me or a member of Supply & Services.
G~~~~\~emaCher
vf
Attachments
June 12, 2008
T-8-2008 Pickering Lawn Bowling Greens - Phase II
Page 2
COSBURN LANDSCAPE
GIBERSON ARCHITECTS
.., 1
. I
June 17,2008
, "';',<0,",'
CITY OF PICKERING
Pickering Civic Complex
1 The Esplanade
Pickering. Ontario L 1 V 6K7
Attention: Mr. Steve Reynolds
Re: Pickering Lawn Bowling Phase"
Green Construction - Tender
Results and Analysis
Our File No.: 1997
Further to the tender results for the above-noted project (closed on June 11. 2008) and
our meeting at your offices yesterday. we write to offer our recommendations for award
of this contract. As discussed at our meeting all bids received were above the available
budget for the project. We have provided our evaluation of the bids and offer
suggestions to bring the project within budgets.
As you will note. we have deducted the items of work discussed in our meeting from
each of the bids. These works include the proposed shade structures. a percentage of
the patio slab paving and site furniture. These items were also acceptable modifications
in the opinion of the Bowling Club and allow us collectively to arrive at the needed
savings for the project.
Melfer Construction Inc. the initial low bidder has remained as the low-bidder after these
savings are applied. We recommend that a contract be awarded to Melfer
Construction Inc. in the amount of $359.532.00 net of Goods and Services Taxes.
We trust that this is satisfactory to your requirementS for the project award. Please do not
hesitate to contact our offices. if we may be of further assistance in this matter.
Bru
Ass
BJ: sc
cc: Reg Lawrence. Pickering Lawn Bowling Club
Arnold Mostert. City of Pickering
Cosburn Giberson Consultants Inc. I 7270 Woodbine Avenue I Suite 100 I Markham I Ontario I L3R 489
Telephone 905-475-6988 I Fax 905-475-5930 I cosgib@rogers.com
COSBURN LANDSCAPE
GIBERSON ARCHITECTS
')
L.
TENDER EVALUATION
Project:
Owner:
File No:
Date:
Pickering law Bowling - Phase II - Green Construction
City of Pickering
1997
June 17, 2008
MontqOmerv
Melfer Cambium Site Rutherford MacEwen
Construction Contracting Diq-Con Contractinq ContractinQ
Item Description Inc. Inc. International Ltd. limited
Part A
1.0 Site Preparation & Demolition $43,314.00 $70,835.00 $45,564.50 $41,924.80 $54,036.71
2.0 Site Servicing $23,800.00 $35,820.50 $87.643.00 $39.758.02 $35.169.35
3.0 Paving and Edges $161,905.00 · $197,527.85 $142,478.25 $224,174.23 $279,677.34
4.0 Structures, Components, $103,070.00 $62,661.70 $158,483.55 $78,145.99 $63,035.18 ·
Furniture
5.0 Electrical Works $37,400.00 $38,185.00 $50,225.00 $43,128.08 $49,854.20
6.0 Soft Landscaping $11,061.00 $18,072.00 $22,277.50 $20,336.40 $21,013.30
7.0 Miscellaneous Works $9,000.00 $4.715.00 $10,700.00 $4,578.32 $6.405.00
Part A Subtotal $389,550.00 · $427.817.05 $517.371.80 · $452,045.84 $509,191.08 ·
Part B
Nort~.Parkinq Lot Ex~sion
Earth Excavation & Grading $13,800.00 $13,572.00 $8,917,50 $1,800,30 $13.927.80
Removals & Relocations $1,650.00 $204.00 $461.25 $608.21 $357.50
Parkinq Lot Construction
Granular Road Base $16,245.00 $15,220.00 $11,725.25 $26,339.55 $30,939.55
Hot Mix Asphalt $16,395.00 $24,045.00 $24,732.25 $19,226.90 $21,673.80
Adjustment to Existing Post $100.00 $265.00 $ 1 ~025.00 $608.22 $1.155.00
Precast Concrete Curb $1.260.00 $1,280.30 $14,350.00 $2,830.66 $1,535.10
Sodding/Seeding $1,900.00 $1.544.70 $3,116.00 $3,300.30 $1.776.50
Permanent Traffic Control Signs $1,200.00 $1,005.00 $1,025.00 $2,081.20 $1,700.00
Permanent Pavement Markings $700.00 $650.00 $5,125.00 $691.82 $440.00
Environmental
Erosion Controls $3.060.00 $4,743.00 $13.068.75- $4,301,85 $.1,098.87
Part B Subtotal $56.310.00 ' $62.529.00 $83,546.00 · $61,789.01 $77.604.12
Part C
Mobilization & Demobilization $5.000.00 $2,640.00 $.15.375.00 ~14.62 $8,635.00
J' ari.Q. Summary
Sub-Total Parts A, B, C $450,860.00 · $492,986.05 $616,292.80 · $519,759.47 $595,430.20 *
Testing Allowance: $5,000.00 $5,000.00 $5.000.00 $5.000.00 $5,000.00
G.S.T. @ 5% $22,793.00 · $24,899.30 S31.064.64 · $26,237.97 * $30,021.51 *
VERIFIED TOTAL 5478.653.00 · ~22.885..3.s 5652 357.44 · $550.997.44 * S630.451.1l *
" mathematical errors corrected
Cosburn Giberson Consultants Inc. I 7270 Woodbine Avenue I Suite 100 I Markham I Ontario I L3R 4B9
Telephone 905-475-6988 I Fax 905-475-5930 I cosgib@rogers.com
:3
Project:
Owner:
File No:
Date:
Pickering Law Bowling - Phase" - Green Construction
City of Pickering
1997
June 17. 2008
TENDER EVALUATION
POSSIBLE DEDUCTIONS
2.1 Water Connection $1.500.00 $610.00 $2.050.00 $2.738.42 $550.00
2.2 19mm Copper Line $1.700.00 $7.080.50 $4.105.50 $7.231.90 $7.700.15
2.3 Drinking Fountain $5,600.00 $9.400.00 $4.612.50 $8,540.10 $8,800.00
3.2 Paving New Green Sides $11.480.00 $14.104.00 $20,500.00 $23,636.50 $27.353.15
3.3 Paving under Shade $9.240.00 $11,220.00 $20.509.50 $21.537.45 $23,251.80
3.4 Paving South Green $14,000.00 $16.460.00 $20.500.00 $23,060.00 $28,042.00
4.1 Benches $20,800.00 $19.920.00 $17.424.00 $21,004.32 $15.400.00
4.2 Shade Structures $48,000.00 $12.480.00 $82,000.00 $22,137.92 $16.720.00 ·
4.3 Waste Receptacles $4.400.00 $3,540.00 $3.280.00. $4.379.40 $3,018.40
4.4 Timber Retaining $14.040.00 $9,744.00 $25.830.00 . $8.875.20 $7,920.00
7.0 Miscellaneous Works $9.000.00 $4.715.00 $ 10,700.00 $4,578.32 $6.405.00
Total Deductions $139.760.00 $109,273.50 $211,511.50 $147.719.53 $145,160.50
Revised Sub-total A.B.C $311. 100.00 $383,712.55 $404,781 .30 $372.039.94 $450,269.70
. RECOMMENDED DEDUCT/ONS
3.2 Paving New Green Sides .60% $6,888.00 $8.462.40 $12,300.00 $14,181.90 $ J 6.4 11.89
3.3 Paving under Shade $9.240.00 $11,220.00 $20,509.50 $21.537.45 $23,251.80
,
3.4 Paving South Green -60% $8.400.00 $9,876.00 $12,300.00 $13.836.00 $16,825.20
4.1 Benches .50% $10.400.00 $9,960.00 $8,712.00 $10,502.16 $7.700.00
4.2 Shade Structures $48,000.00 $12,480.00 $82,000.00 $22,137.92 $16,720.00.
4.3 Waste Receptacles $4.400.00 $3,540.00 $3,280.00 $4,379.40 $3,018.40
7.0 Miscellaneous Works $9,000.00 $4,715.00 $10,700.00 $4,578.32 $6.405.00
Total Deductions $96.328.00 $60.253.40 $149,801.50 $91.153.15 $90,332.29
Revised Sub-fotal A.B,C $354,532.00 $432,732.65 $466.491.30 $428,606.32 $505.097.91
Testing Allowance: $5.000.00 $5.000.00 $5,000.00 $5.000.00 $5.000.00
REVISED VERIFIED TOTAL EX GST ~59.532.0Q · S.431..1Jti~ ~n.4~ ~ ~~:t606~ * SSJ 0.097.1l *
Citlf o~
";7ACHt1,Ei', #~
t;L"C5 L/ t,l ' ,) 8'-
'i 'I
MEMO
To:
Thomas J. Quinn
Chief Administrative Officer
,,,,. '-""w.,,_,_ July, 15 2008
. .:c:0::J:-1Ut_J
" ) d'
',',::2:;,,:~~~r-7r~~ ,-'; /)
.,.,', ",'L..,fOPY CIRCUl c -.1 "6"
f 'I,.' '/~''''' ' "I". ',1
"","':,Yu,', J I '--ou, elL !
Division Head, Municipal Property & Engineering".,'":,',."""",:,,,,::,,,,, ",. -i--"'-::"'-_, --.,/1
J~:::~,;d(~.~~:~ lCAO MGi'.lTCOi',)
Subject: Tender-9-2008L,S:i~~.~E(mS OFFICE SUSTAlr,j""
Tender for Path Extension To Bus Loop at Sunbird Trail p.a,r*'~~'~~Y7 -'lrrEi.ER~ _._...)
F'I . A 1440 :":...:..:....-:.'.....:~-=-~.UHUI~]AI'J RES;
Ie. - i..-,J0~Ei_~!:.~:.~LJ.i]9!.~i.~=:--"'~
, t:.::ti~C=~j~~~'~!~fl~.~~}2;If:;~~~.-';
, , I II,,' [ 1 ~
Tenders have been received which closed on Wednesday, June 25~2008'f6rth~"constrnction'of
the'path extension from the Sunbird Trail Park to the bus loop on Whites Road and associated
plantings. Six companies were invited to bid and advertising resulted in additional bidders. Seven I
bidders submitted a tender for this project. ' ,.;1
Total Tendered After Calculation ~ )
Company Name , AI1)_ou~1-~_ Check $ ~-',{ C>rI .
OJ Con International Limited $94,398.15 $94,398.15 ~
Mont orne MacEwan 96,727.48 96,727.48
Mo al Construction 98,322.00 98,322.00
Elir a Construction 108,991.47 108,991.47
Ro al Crest Pavin & Contractin 115,374,00 115,374.00
Aloia Bros Concrete Contractors 126,479.85 125,431.95
JPK Contractin 99,400.35 205,240.35
From:
Everett Buntsma
Director, Operations & Emergency Services
Copy:
Recommendation:
1. That Report Tender T-9~2008 regarding the Path Extension to Bus Loop at Sunbird Trail
Park be received;
2. That Tender T-9-2008 submitted by Dig-Con International Limited for Path Extension To
Bus Loop At Sunbird Trail Park at a cost of $94,398.15 (GST included) be accepted;
3. That the total gross project cost of $112,878.15 (GST included) including the tender
,amount, and other associated costs and the total net project cost of $107,503.00 be
approved;
4. That Council authorize the Director, Corporate Services & Treasurer to finance the project
as follows:
____",,_' '...,'",. ,,', ';t~
(a) the sum of $91,915 to be funded from the Development Charges Reserve Fund-
Parkland Development & Trails;; I:)
(b) the sum of $15,588 to be funded from the City's share - Development Charges (DC)
Reserve;
(c) the Treasurer is authorized to take any actions necessary in order to effect the
foregoing; and
5. That the appropriate City of Pickering officials be authorized to take necessary action to
give effect thereto.
Executive Summary: As part of the 2007 Parks Capital Budget, Sunbird Trail Park
Development and Whites Road Bus Loop Plantings was approved as a construction project. The
Sunbird Trail park development component, including playground construction and the installation
of playground equipment has been completed. The entire project was estimated to cost $200,000
with the path works and plantings estimated to cost $130,000. Upon completion of the park
development component, there is approximately $121,000 available. Tender T.9-2008 for the
pa ~nd plantings was issued on Friday, June 6, 20tra and. closed on Wednesday,June
25, 2008 wi~ven (7) bidders responding. <The total gross project cost is estimated to be
~. 878.15 forAln estimated net cost to the City of $1 O~.503.00 (net ofGS.Jfebate). ) . .
~._..::-.. . (~t;' <,--I- C -;:r) -r-tr.
The City's purchasing policy requires staff to reporYto Coundl of! results of the tender and
financing in order to proceed with this project in a timely manner. Due to Council's summer
recess approval from the Chief Administrative Officer is being sought in order to proceed.
Financiallniplications:
1.
TENDER AMOUNT
r T -9-2008
GST
Sub- Total
GST Rebate
Total
$89,903.00
$4,495.15
$94,398.15
~495.15}
$89,903.00
July 15, 2008
Tender T-9..2008
Tender for Path Extension To Bus Loop at
Sunbird Trail Park
Page 2
2.
6
APPROVED SOURCE OF FUNDS
Parks Ca 'ital Budget
Location Proiect Code
Sunbird Trail 5780.0706.6129
I Park
I
Source cf Funds Bucqet Required I
RF DC-Parkland 103,455 91,915 I
Development & Trails 15,588 I
R DC-City's Share 17,545
FUNDS A V AllABlE 121,000 . 107,503
3.
ESTIMATED PROJECT COSTING SUMMARY
T-9-2008 - Tender for Path Extension To Bus loop'
At Sunbird Trail Park
$89,903.00
Associated Costs
Materials Testing
Consultant Fees
Miscellaneous Costs
Construction Contingency
GST
2,500.00
2,600.00
2,500.00
10,000.00
5,375.15
$'112,878.15
Total Gross Project Cost
GST Rebate
(5,375.15)
$107,503.00
Total Net Pro'ect Cost
4.
Project Cost under (over) Approved Funds
$13,497.00 I
The Director, Corporate Services & Treasurer has reviewed the budgetary implications and the .
financing of the expenditures contained in this report and concurs.
July 15, 2008
Tender T-9-2008
Tender for Patrl Extension To Bus Loop at
Sunbird. Trail Park
Page 3
Attachments:
1. Location l\.lap
2. Supply & Services Memorandum dated June 26, 2008
3. Health & Safety Memorandum dated July 3, 2008
" 7
.~ l f
Prepared By:
~--".
arrell 8. Selsky, C.E.T., C
Superviso , Engineering &
Everett Buntsma
Director, Operations & Emergency Services
Vera A. Felgemacher
C.P.P., CPPO, CPPB,C.P.M., CMM III
Manager, Supply & Services
~M~
k Gillis A. Paterson .
'0 Director, Corporate Services & Treasurer
.I ~'
I cN'Richard . Holborn, P. Eng.
. Division Head .
Municipal Pr~perty & Engineering
DS:nw
Attachments
_Copy: Chief Administrative Officer
Recommended for the consideration of
Pickering City unci ."
N'
July 15, 2008
Tender T-9-2008
Tender for Path Extension To Bus Loop at
Sunbird Trail Park
Page 5
"' .:':,
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g MUNICIPAL PROPERTY & ENGINEERING
Attachment For Tender: T-9-2008
PATH EXTENSION TO BUS LOOP
SUNBIRD TRAIL PARK
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SWAN PL.
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LOCATION MAP
PROPOSED CONSTRUCTION INCLUDES:
The construction of a 2,Om wide asphalt pathway from Sunbird Trail Park to the bus loop on
Whites Road, including the installation of box culverts, guardrails, path lighting, planting and
associated earthworks,
LIMPandEIDesign Support\Capital Projects & SchedulinglAttachmen/s for Tenders\2008IT-09.08 Sunbird Trail walkway. doc
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:',"' \CHMENT;q: _2-_ Rt?O:~T;F-!"'L~f,-1"A" 4 ;U,Z)(/.-'Vf
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9
MEMO
To:
Richard Ho/born
Division Head
Municipal Property & Engineering
June 26,2008
From: Vera A. Felgemacher
Manager, Supply & Services
Copy: Supervisor, .
Engineering & Capital Works
Subject: Tender No.T-9-2008
Path Extension to Bus Loop at
. Sunbird Trail Park
Tenders have been received for the above project.. Six companies were invited to bid. An
advertisement was placed in the Daily Commercial Ne'A'S and on the City's website yielding
. interest from additional bidders. Thirteen companies received a tendering package for a non-
refundable fee of $50.00. Seven {7} bidders submitteda tender for this project.
A copy of the Record of Tenders Opened a.nd Checked used at the public tender opening is
attached. Tenders shall be irrevocable for 60 days after the official closing date and time.
. .
Purchasing Procedure No. PUR 010-001, Item 10.03. (r) provides checking tendered unit
prices and extensions; unit prices shall govern and extc?i13i::.ns will be corrected. accordingly,
which has been done. . .
All deposits other than the low three bidders may be! (,';; :ned to t;,J applicable bidders as
provided for by Purchasing Procedure No. PUR 01 0-00 1, Item 10.C3(w). However, all bids
have been retained and copies are attached for evalu2t:cn.
"...,:....,.;.',..> >',
SUMMARY
PST/GST INCLUD~::D
T~T:9.~~~~i( r=Dl>."-FTER~~t3E~8~~~~J~~ii!
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.....,.... ,CQMPANYNAME/.
Dig Con International Limited
Mont orne MacEwan
Mo al Construction
Elir a Construction
Ro alcrest Pavin & Contractin
Aloia Bras Concrete Contractors
JPK Contractin
96,727.
98,32?CU
-----
108,_99-' .4L_
115 ~-'/: (I.,
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126,4/'~~." .
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9',/::-:/.48
9 ,32:2.00
108,991.47
115,374.00
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2"15,2/".35
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Extensj~ms have been checked and Dig Con Internat: ~':;: 'Y:= 3ars to be low bidder,
Advise of as soon as possible jf we are to proceed t J (~. ~u~st Health & Safety documentation of
the low bidder, pursuant to Information to Bidder.3 :'? ,-,-:~,? 21 and 22, for review during the
evaluation phase of this tender call.
(a) a copy of the Health & Safety Policy to be used on U~::; project;
(b) a copy of the current Workplace Injury Summary S'3pcrt issued by vVorkplace Safety &
Insurance Board (in lieu of the Workplace Injury Summary Report document, a copy of
the current CAD 7, NEER, or MAP reports may [;9 :~',,:;::',l;:ted);
(c) a copy of the current Certificate of Clearance is?'_~':=; b~/ Workplace Safety & Insurance
Board;
(d) the City's certificate of ,insurance shall be cOlTiJI= ~(<; by the bidder's ase~t, broker or
insurer;
(e) Waste Management Plan, (18 - Item 22}.
Include the following items in your Report to Council:-
(a) if items (a) through (d) noted above, are accc;" ,.' , the Safety & Training Co-
ordinator;
(b) any past work experience Dig Con Internatione! i:~ ":'.,,;(1g work location;
(c) without past work experience, if reference infc, r. ' :: ::; acCe;)la~;G;
(d) the appropriate account number(s) to which tll:3 v,icrk i~~ to be charged;
(e) the budget amount(s) assigned thereto;
(f) Treasurer's confirmation of funding;
(g) related departmental approvals;
,(h) a'ny reason(s) why the low bid of Dig Con Intern(l~:Jn:]1 is not acceptable; and
(i) related comments specific to the project. '
vf
attachment
June 26, 2008
'1'-9-2008 Path Extension to Bus Loop - Sunbird
Trail
Page 2
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CITY OF PICKERING
RECORD OF TENDERS OPENED AND CHECKED
~. . c. ITYSTAPF'..~RESENT. 'p..:.
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Tender Description:
Tender No. T -9-2008
Bidder Name
Bid Deposit
Mapa! Construction Limited
/0 ':10
J.PK Contractino Ltd.
~i~ 000
I Aloia Bros. Concrete Contractors 1.;3':i; 000
Dig Con
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Montgomery MacEwen
Contractin
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[::C.A R../',q.-
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SUNBIRD RA!LPARK - PATH EXTENSION TO BUS LOOP
. D~te: Wednes.ckq, June 25,,2008 Time: Approx. 2:15pm
Total Amount
Tendered
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iI 191 qOO. 3S-
c6 /.2(0 .lj 7Q, of::
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d>q'l. 39'6-# i<;"
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rz5//5", 3 7'1.00
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. OTHER
COMMENTS
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MEMO
Vera Felgemacher
Manager Supply and Services
R-E-e-E+V-E D
JUL 4 2008
To:
July 3" 2008
CITY OF PICKERING
MUNICIPAL PROPERTY & ENGINEERING
From: Michelle Montgomery ~
Coordinator, Health & Safety
Subject: T-9-2008
Path Extension to Bus Loop
At Sunbird Trail, Pickering
biG CoN
As requested I have reviewed the following documents submitted by the above prospective
contractor: ' .' .
Copy:
. Health and Safety Regulations -a7MA yoa
. ' CAD-7 Calculations Statement as 'of 15SEP07
e WSIB Clearance Certificate 05MA YOS
.. Certificate of Insurance -Commercial General Liability F.xpiry OlJUL08
-Automobile Uabilily Insurance Expiry 2SfvlAR09
From a Health & Safety perspective, these documents are acceptable.
If you have any questions or concerns, please contact me directly at ext.4645.
t J~l ),.JYtjJmtLrU
~~merLJ.
Reviewed Documentation
Attachments:
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1/11'MI'IJ... ,
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MEMO
To:
From:
Copy:
Subject:
Thomas J. Quinn
Chief Administrative Officer
August 14, 2008
Everett Buntsma ...,......C..'\i()), .^
Director, Operations & Emergency Services .::.'...........~.......A.A. U~ :.::5.1IID.Vtf=.....'t/ /}
" ....::..:::.(--t?ffi}7i".j~
Director, Corporate Services & Treasurer.. '''66'p,/ {;mcu~~.f\ .
Division Head, Culture & Recreation .' ~.:.:.:,;';;~i:'.~=:==I~j~~:'~;1'0~(~;~~~:.'::'j
Division Head, Facilities Operations . Iii
. .. . . ~::(':u!\\c:n.. P~{C.l f Cr-'C~ ~\!;(Jil,rrCO:.I,i.f :i
M a I nte na nce Mechan IC, Fa cllJtfes ";;::t:-:;::-':,;:':,:;:;~,-:-'-"'''i-+-::;:-'.:':-c:-;:.::;:.--:~-i
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Tender No. T-11-2008,.. ;!.'j~~~tXV l.! HUIV:M.,! Hl.'~-1 . i
Tender for Supply & Installation of Humidification Syste~~F.!.:~)~~~;EI:j'C:JTr;~j;.S:'...::::~-~~~:""
P. k . C" C I ; ! CUt tic HEC ; i CL;";.:'c',,';f
IC enng IVIC omp ex ("T~',-:"~--'---'-"-i' ...1.;-..;.:.:.:.....::.............
File: F-5400 r..t:;f~}t-~:...~:~:.:....:t..+~<~'-:~.:.:.::-:::'.;,:.. ....
Tenders have been received which closed on Wednesday, July 23, 2008 for the supply and
installation of a humidification system at the Pickering Civic Complex. Seven (7) companies were
invited to participate, of which three (3) bidders attended a mandatory site meeting and submitted
a tender for this project.
SUMMARY
GST included
Bidders Total Tendered Amount $ After Calculation Check $
Gimco Limited 237,897.00 237,897.45
l Canadian Tech Air Systems Inc. 244,386.00 244,440.00
--
Bird Mechanical Ltd. 252,000.00 252,000.00
Recommendations:
1. That Tender Report T-11-2008 for the supply and installation of a Humidification System at the
Pickering Civic Complex be received;
",__,',' ~''''''''n
/4
4. The Director, Corporate Services & Treasurer has agreed that the project will be financed as
provided for in the 2007 and 2008 Capital Budget:
a) the sum of $80,000 to be funded from Federai Gas Tax monies previously allocated in
the 2007 Capital Budget;
b) the sum of $36,000 to be funded from Federal Gas Tax monies allocated in the 2008
Capital Budget;
c) the sum of $85,000 to be funded from Federal Gas Tax monies allocated in the Library's
2008 Capital Budget;
d) the combined total of the above 2007 and 2008 approved Budgets is $201,000.
~
5. Subsequent to the 2008 Budget approval, City staff was successful in applying for a grant from '
the Ministry of Energy and Infrastructure to b sed" specffica!ly for this project in the amount of
$46,500, thus minimizing the over-expenditu to $7069.45. lJie sum of $46,500 will be funded
from the approved grant from the Ministry of En '. flG-l-nttastructure.
6. The Director, Corporate Services & Treasurer has also agreed to finance the over-expenditure
of $7,069.45 from under-expenditures in the 2008 Current Budget
7. At the time of writing, the Ministry of Energy and Infrastructure has indicated their willingness
to renegotiate the grant amount due to the current construction costs submitted by the lowest
bidder being significantly higher than the original estimate. Any increase in grant amount as a
result of this re-negotiation will be used to cover the anticipated over-expenditure and any
further excess will be used to reduce the portion funded by the Federal Gas Tax Reserve
Fund.
8. Staff were unaware of the grant at the time of budget and it was applied for in July 2008. The
Province has approved the grant specifically for this project. As Council has approved the
project and the grant can only be applied to it, the Director Corporate Services & Treasurer has
agreed to the revised financing which will reduce the draw required from the Federal Gas Tax
Reserve Fund.
EXECUTIVE SUMMARY:
As pari of the 2008 Culture & Recreation Capital Budget, the replacement of the Humidification
System for the Pickering Civic Complex, including the Central Library, was approved as a
construction project. This project was originally budgeted for in 2007, and then carried forward
into 2008 as the scope of the total project was increased.
August 14, 2008
Tender No. T-11-2008
Tender for Supply & Installation of
Humidification System
Pickering Civic Complex
Page 2
The entire project was estimated to .-;ost $201,000 and was to be funded entirely from Federal
Gas Tax due to the energy savings and environmental components. During the budgeting
process, an application for grant funding was submitted to the Ministry of Energy and
Infrastructure from the City's Office of Sustainability. ; 5
The total project cost with recent tenders has come in higher than estimated due to market \
conditions. However, the City has been successful in receiving a grant in the amount of $46,500
from the Ministry of Energy and Infrastructure, thus minimizing the required ever-expenditure to
approximately $7,OOO.OO.~ . - -
--
-
Financial Implications:
1. TENDER AMOUNT
I T-11-2008
GST
Sub-Total
GST Rebate
Total
$226,569.45
11,328.00
237,879.45
(11,328.00)
$226,569.45
2. APPROVED SOURCE OF FUNDS
Culture & Recreation Ca ital Bud et
Proiect Code Source of Funds . BudQet Required
5700.0705.6181 . Federal Gas Tax $80,000.00 $80,000.00
5700.0810.6181 Federal Gas Tax 36,000.00 36,000.00
5800.0829.6181 Federal Gas Tax 85,000.00 85,000.00
MECF Grant _ ~6,500.00
l F u ~ ds A vai!~~ le____.._________~Z_Qj_!~QQ~9.~______.__.___1?!?1.~oq~Q.Q.
3. ESTIMATED PROJECT COSTING SUMMARY.
r T-11-2008
~ssociated Costs
T-11-2008
Consultant Fees
Tender & Misc. Costs
Contingency
Total Costs
GST
Total Gross Project Cost
GST Rebate
Total Net Project Cost
4.
r"iJroject Cost under (over) Approved Funds
L.
$226,569.45
20,000.00
6,000.00
2,000.00
254,569.45
12,728.47
267,29"1.92
(12,728.4Z2
l254..?69.15
- ($7,069.45) I
August 14, 2008
Tender No. T-11-2008
Tender for Supply & Installation of
Humidification System
Pickering Civic Complex
Page 3
Prepared By:
;6
Approved/Endorsed By:
..:,/-\ '
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Everett Bl,Jn m
Director, Gperations & Emergency Services
--
Tony Prevedel
Division Head, Facilities Operations
~
- -- .--..'.::/ ~-"~~:- -
5l ~~. ~._-_._.._-----
Gillis Paterson
Director, Corporate Services & Treasurer
TP:mld
I all)/
August 14, 2008
Tender No. T-11..2008
Tender for Supply & Installation of
Humidification System.
Pickering Civic Complex
Page 4
i;d lAl.,.i,',-,- .,-.';;,.
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ADMINISTRA. lION DEPART~IEl'TT
CLERK'S DIVISION
7
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MEMOR.Pu~TIUM
MA.Y L 0 2002
. .
CORPORATF :-cH>\,"( ''':C,
. .. ...) _.' } ." I _,Jr.':-\
May 27, 2002
TO: Tom Quinn, Chief Administrative Officer
Gil Paterson, Director, Corporate S~rvices & Treasurer
FROM: Bruce Taylor, Clerk
SUBJECT: Referrals from Council Meeting of May 21,2002
Please be advised that the Council of the City of Pickering passed Resolution #80/02, Item #4, at th,
Council Meeting of May 21, 2002, as follows:
1. That Repori 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
2. That subject to the Council approved Purchasing Policy & Procedure, the Chief
Administrative Officer be authorized to act in Council's approval capacity on bebalf
of Council during any recess, break or absence of City Council on the condition that:
a) such actions are in compliance v,~th the Purchasing Policy & Procedure as
approved under Resolution 136/01; and
b) tbe 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-
',J
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Bruce Taylor
./
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Copy: T.J. Quilln, Chief Administrative Officer
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TT(\CH.. -'M. i:;. n"11: /:,
~. ;f'\ ~I ;o..j'-;~ j 'Il__~
nCI:'()!)T.u "C Ll4 ~ ,jC:(
fHOof q!l'\ r1"__L~_" I v;(...,;
g INTER-DEPARTl\tlENT~~L l\tIEMORAc~DUlVl
CLERK'S DIVISION
DATE:
June 6, 2000
RECEIVED
CITY OF PICKERING
JUN 0 6 2000
TO:
G. . Paterson
Director, Corporate Services & Treasurer
CORPORATE SERVICES
FROM:
Bruce Taylor
City Clerk
Please be advised that the Council of the City of Pickering passed Resolution 85/00, Item #1 at
the Council Meeting of June 5, 2000, as follows:
That Report to Council CS 12-00 regarding authority for the Director, Corporate Services
& Treasurer to recommend project financing approval during recesses of Council be
received, and
1. The Director, Corporate Scr'viccs & Treasurer be authorized to recommend and
approve project financing to the Mayor and Chief Administrative Officer for
projects contained in the annual capital budget or current budget, during
recesses of City Council; and
2. That appropriate officials of the City of Pickering be authorized to give effect
thereto.
This resolution is sent to you for your information.
~
L--__________
Bruce Taylor, City Clerk
ee. Y.I. Quinn, Chief Administrative Officer
REPORT TO
EXECUTIVE COMMITTEE
Report Number: CS 46-08
Date: October 14, 2008
9
From:
Gillis A. Paterson
Director, Corporate Services & Treasurer
Subject:
Proposed Increase to Taxicab Fares
File: L-2330
Recommendation:
1. That Report CS 46-08 of the Director, Corporate Services & Treasurer be
received; and,
2. That the draft by-law, included as Attachment #1 to Report CS 46-08, to amend
By-law #6702/06 to provide for an increase to taxicab fares effective November
1, 2008 be enacted.
Executive Summary: The current taxicab tariff rates were set in November 2005.
Due to increases in fuel costs, a recommendation is being made to increase the fares
for hiring a taxicab.
Financial Implications: This report does not contain any financial implications for the
City of Pickering
Sustainability Implications:
implications.
This report does not contain any sustainability
Background: The City of Pickering Taxicab Advisory Committee has received
many requests for the increase of taxicab fares due to the ongoing increases to
gasoline costs.
A comparison of other municipalities' fares is outlined below. It should be noted that
several of the municipalities surveyed recently increased their taxicab fares, including
Ajax, Whitby, and Clarington. Oshawa, Richmond Hill & Markham's are under review.
Report CS 46-08
Date: October 14,2008
Subject: Proposed Increase to Taxicab Fares
'1 '(I
I '..' '._'
Page 2
Munici ali Dro Fee Additional fare 1 km Total 5 km Total
Pickerin $2.75 $1.80 er km $4.55 $11 .75
Whitb $3.50 $2.00 er km $5.50 $13.50
Richmond Hill $3.00 $1.50 er km $4.50 $10.50
Markham $3.00 $1.50 er km $4.50 $10.50
Aax $2.90 $2.00 er km $4.90 $12.90
Oshawa $2.65 $1.70 er km $4.35 $11.15
Clarin ton $2.80 $2.00 er km $4.80 $12.80
At the time of the last taxicab fare increase, gasoline prices were at $1.149 per litre.
Current gas prices fluctuate from $1.20 to $1.35 per liter. This is an increase ranging
from 5 - 15 per cent.
At a meeting of the Taxicab Advisory Committee on July 16, 2008, proposed increases
to taxicab fares were discussed. There was no consensus among committee
members, as some wished to increase the drop rate to as much as $3.50 (a 27%
increase), while others supported a more moderate increase in the drop rate to $3.15 (a
15% increase). All members agreed to increase the rate per kilometer from $1.80 to
$2.00. The table below outlines the two fees discussed and the total fares for each.
Drop Fee Additional fare 1 km Total 5km
Total
Present fare $2.75 $1.80 per km $4.55 $11.75
Proposal 1 $3.15 $2.00 per km $5.15 $13.15
Proposal 2 $3.50 $2.00 per km $5.50 $13.50
Municipal Law Enforcement Services staff support the first proposal, increasing the
drop rate to $3.15. The proposed increase represents a 15 per cent increase in a one
kilometer taxicab fare. A five kilometer trip would increase by 12 per cent. The
increase would still set City of Pickering Taxicab fares higher than all other
municipalities in the Region with the exception of Whitby.
The increase to $2.00 per kilometer provides a 10% increase in the portion of the fare
where gasoline costs will actually be reflected in the trip. A higher drop fee means all
taxicab users pay more, regardless of how far the trip is. One of the comments made
by members of the Taxicab Advisory Committee members was that trips are too short
to make enough money. Staff believe that since the proposed increase is based on the
premise of increased gasoline costs, increasing the per kilometer fee better reflects
where actual gas usage is a factor in the total fare.
CORP0227-07/01
Report CS 46-08
Date: October 14, 2008
Subject: Proposed Increase to Taxicab Fares
Page 3
'1 1
Concerns were also raised that increasing fares too high could negatively impact
customers, many of whom are on a fixed income and such an increase may actually
, reduce business.
Staff support the amendment outlined in Attachment #1, increasing the drop rate to
$3.15, and the fee per kilometer to $2.00. Attachment #2 is provided should Council
wish to adopt the alternative proposal of $3.50 per drop rate and $2.00 per kilometer.
Approval of this proposed fare increase will be communicated to the public through
Community Page advertisements, hand outs to passengers regarding the impending
fare increase and new tariff cards.
Attachments:
1. Draft By-law to Amend By-law #6702/06, Schedule 2 (Staff Recommendation)
2. Draft By-law to Amend By-law # 6702/06, Schedule 2 (Alternative)
Prepared By:
Approved I Endorsed By:
J~~~ CI> (A"'tUC(x (
Debi A. Wilcox, CMO, CMMIII T
City Clerk
~.-..) ..~. ~..
~;..=-""'./ ~ --~~
Gillis Paterson,
Director, Corporate Services & Treasurer
:kt
Attachments
Copy: Chief Administrative Officer
Recommended for the consideration 0
Pickering Ci Council
"j
!
')
L.
THE CORPORATION OF THE CITY
s
TO REPORT' If~ -
BY-LAW NO. XXXX/OS
Being a by-law to amend By-law Number
6702/06 to confirm an Increase to Taxicab
Fares
WHEREAS the Council of the Corporation of the City of Pickering enacted By-law
Number 6702/06 on September is, 2006 to license, regulate and govern taxicab
businesses.
NOW THERFORE THE COUNCIL OF THE CORPORATION OF THE CITY
OF PICKERING HEREBY ENACTS AS FOLLOWS:
1. Schedule "2" to By-law Number 6702/06 is hereby deleted and Schedule "2"
attached hereto is substituted therefore.
By-law read a first, second and third time and finally passed this 20th day of October,
200S.
David Ryan, Mayor
Debi A. Wilcox, City Clerk
CORP0223-07/01
T'
Attachment #1
,)
BY-LAW NUMBER XXX/OS
SCHEDULE "2"
TARIFFS / FARES
A. FARES
1.
Flat Rate, initial fare
$3.15 (incl. GST)
2. For each additional one-eighth of a kilometre or part thereof $0.25 (incl. GST)
3.
For waiting time while under engagement, per minute
$0.40 (incl. GST)
B. RATES
1.
For each passenger in excess of four
$0.25
$0.60
2.
For each trunk exceeding 0.1 cubic meters
3.
For each piece of luggage not carried inside the taxicab
$0.15
c. NOTES
1. Maximum total charge under B.1, 2 and 3 shall not exceed $0.60 for any trip
2. No rate is chargeable for the carriage of a wheelchair accompanying a
handicapped person.
" l 4
~ <51
1- TO REPORT ft!f:.o~
THE CORPORATION OF THE CITY ,
BY-LAW NO, XXXX/08
Being a by-law to amend By-law Number
6702/06 to confirm an Increase to Taxicab
Fares
WHEREAS the Council of the Corporation of the City of Pickering enacted By-law
Number 6702/06 on September 18, 2006 to license, regulate and govern taxicab
businesses,
NOW THERFORE THE COUNCIL OF THE CORPORATION OF THE CITY
OF PICKERING HEREBY ENACTS AS FOLLOWS:
1. Schedule "2" to By-law Number 6702/06 is hereby deleted and Schedule "2"
attached hereto is substituted therefore.
By-law read a first, second and third time and finally passed this 20th day of October,
2008.
David Ryan, Mayor
Debi A. Wilcox, City Clerk
CORP0223-07/01
Attachment #2
r-
:)
BY-LAW NUMBER XXX/08
SCHEDULE "2"
TARIFFS / FARES
A. FARES
1.
Flat Rate, initial fare
$3.50 (incl. GST)
2. For each additional one-eighth of a kilometre or part thereof $0.25 (incl. GST)
3.
For waiting time while under engagement, per minute
$0.40 (incl. GST)
B. RATES
1.
For each passenger in excess of four
$0.25
$0.60
2.
For each trunk exceeding 0.1 cubic meters
3.
For each piece of luggage not carried inside the taxicab
$0.15
c. NOTES
1. Maximum total charge under B.1, 2 and 3 shall not exceed $0.60 for any trip
2. No rate is chargeable for the carriage of a wheelchair accompanying a
handicapped person.
Ca.JI o~
REPORT TO EXECUTIVE
COMMITTEE
6
Report Number: CS 48-08
Date: October 14, 2008
From:
Gillis A. Paterson
Director, Corporate Services & Treasurer
Subject:
2009 Standing Committee and Council Meeting Schedule
File: A-1400
Recommendation:
1. That Report CS 48-08 of the Director, Corporate Services & Treasurer be
received;
2. That the 2009 Standing Committee and Council Meeting Schedule included as
Attachment 1 to this report be approved; and
3. That the City Clerk be given authority to give effect thereto.
Executive Summary: In accordance with the Municipal Act, 2001, every
municipality and local board shall pass a procedure by-law governing the calling, place
and proceedings of meetings. The by-law provides for the notification of the meetings of
Council.
Financial Implications: There are no financial implications.
Sustainability Implications: Establishing the Standing Committee and Council
schedule is an integral part of the sustainable community in the areas of a healthy
society and healthy community as the promotion of the dates in advance encourage
public participation.
Background: By-law 6746/07 provides for governing the calling, place and
proceedings of meetings. In accordance with the intent of the Municipal Act, 2001, of
open, transparent and accountable government, the 2009 meeting schedule is
presented in order for public notification to commence.
Report CS 48-08
Subject: 2009 Meeting Schedule
October 14, 2008
Page 2
7
Attachments:
1. 2009 Standing Committee and Council Meeting Schedule
Prepared By:
Approved/Endorsed By:
cYw~6~
Lisa Broad
Coordinator, Records & Elections
~G::J. L;::)~~c-,.)~
Debi A. Wilcox
City Clerk
Approved/Endorsed By:
~j
.. ..,~~._.__._._----
~_.. ...,"/- / .' -----
../., /~ ---->:::::::::--->
Gillis A. Paterson
Director, Corporate Services & Treasurer
Attachment
Copy: Chief Administrative Officer
Recommended for the consideration
of Pickering C' y Co
'/
CORP0227-07/01 revised
City of Pickering
YEAR 2009
COUNCIL AND STANDING COMMITTEE
MEETING SCHEDULE
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