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HomeMy WebLinkAboutMay 12, 2014 Executive Committee Meeting • Agenda Monday,.May 12, 2014 PI KERING Council Chambers 7:00 pm Chair: Councillor Dickerson (I) Disclosure of Interest Pages (II) Delegations • 1. Tomislav Hrkac, Senior Project Manager & Grant Robinson, Manager, Engineering The Regional Municipality of York Re: Southeast Collector Sewer Project Update 2. Rob Amos Aquafor Beech Limited Re: Amberlea Creek Erosion Control Project (Ill) Matters for Consideration 1. Chief Administrative Officer Report, CAO 03-14 1-31 Eurasian Water-Milfoil Weed — Frenchman's Bay Recommendation 1. That Report CAO 03-14 of the Chief Administrative Officer regarding Eurasian Water-Milfoil Weed — Frenchman's Bay be received; 2. That staff be directed to provide.Allies of the Frenchman's Bay Association with funding for Eurasian Water-Milfoil Weed control in the form of a grant to a maximum of$21,875; and 3. That staff report back to Council annually regarding the status of the milfoil weed presence in Frenchman's Bay. 2. Director, Culture & Recreation, Report CR 01-14 32-46 Fire Alarm Panel Upgrade for Pickering Civic Complex No. RFP-3-2014 Recommendation Accessible • For information related to accessibility requirements please contact Linda Roberts P E Phone: 905.420.4660 extension 2928 TTY: 905.420.1739 Email: IrobertseDickerina.ca City 00 Executive Committee Meeting Agenda Monday, May 12, 2014 PICKERING Council Chambers 7:00 pm Chair: Councillor Dickerson 1. That Report CR 01-14 of the Director, Culture & Recreation regarding the Fire Alarm Panel Upgrade for Pickering Civic Complex be received; 2. That proposal No. RFP-3-14 submitted by Vickery Electric Contracting Ltd. in the amount of$125,769.00 (HST included) be accepted; 3. That the total gross project cost of$188,484.00 (HST included), including the amount of the proposal and other associated costs, and the total net project cost of$169,736.00(net of HST rebate), be approved; 4. That Council authorize the Division Head, Finance &Treasurer to finance the projects as follows: a) the sum of$169,000.00, as provided for in the 2013 Civic Complex Capital Budget be financed by the issue of debentures by the Regional Municipality of Durham over a period not to exceed five years; b) the balance amount of$736.00 to be funded from property taxes; c) the annual repayment charges in the amount of approximately $38,000.00 be included in the annual Current Budget for the City of Pickering commencing 2015, or such subsequent year in which the debentures are issued, and continuing thereafter until the debenture financing is repaid, and any financing cost to be paid out of the Current Budget; 5. That the draft by-law attached to this report be enacted; and 6. That the appropriate City of Pickering officials be authorized to take necessary action to give effect hereto. 3. Director, Engineering & Public Works, Report ENG 06-14 47-51 Road Watch Sign Board Agreement Recommendation 1. That Report ENG 06-14 of the Director, Engineering & Public Works regarding the Road Watch Sign Board Agreement be received; 2. That the Road Watch Sign Board Agreement, substantially in the form included in this report as Attachment 1, be entered into by the City subject to City o� Executive Committee Meeting Agenda Monday, May 12, 2014 PICKERING Council Chambers 7:00 pm Chair: Councillor Dickerson such minor revisions as are satisfactory to the Director, Corporate Services & City Solicitor, and the Director, Engineering & Public Works; 3. That the said Road Watch Sign Board Agreement be executed by the Mayor and City Clerk; and 4. That the appropriate City officials be authorized to take the actions necessary to implement these recommendations. 4. Director, Engineering & Public Works, Report ENG 10-14 52-62 Whitevale Bridge Replacement -Tender No. T-8-2014 Recommendation 1. That Report ENG 10-14 of the Director, Engineering & Public Works regarding the Whitevale Bridge Replacement be received; 2. That Tender No. T-8-2014 as submitted by Esposito Bros. Construction Ltd. in the total tendered amount of$2,049,712.40 (HST included) be accepted; 3. That the total gross project cost of$3,003,315.00 (HST included), including the tendered amount and other associated costs, and the total net project cost of$2,704,578.00 (net of HST rebate) be approved; 4. That Council authorize the Division Head, Finance & Treasurer to finance the net project cost in the amount of$2,704,578.00 as follows: a) The sum of$1,400,000.00 be financed by the issuance of debentures by The Regional Municipality of Durham over a period not to exceed twenty years; b) The sum of$1,100,000.00 to be funded from the Federal Gas Tax Reserve Fund as provided for in the 2012 and 2014 Roads Capital Budgets and that $104,578.00 surplus Federal Gas Tax Reserve Fund from the 2014 • asphalt resurfacing tender project (T-7-2014) be re-allocated as additional funds to this project; as0 Executive Committee Meeting Agenda Monday, May 12, 2014 PICKERING Council Chambers 7:00 pm Chair: Councillor Dickerson c) That the sum of$100,000.00 to be funded from the Rate Stabilization Reserve as provided for in the 2014 Roads Capital Budget; d) The annual repayment charges in the amount of approximately $106,000.00 be included in the annual Current Budget commencing in 2015 or such subsequent year in which the debentures are issued and continuing thereafter until the debenture financing is repaid; 5. That the draft by-law attached to this report be enacted; and 6. That the appropriate officials of the City of Pickering be authorized to take the necessary actions to give effect thereto. 5. Director, Engineering & Public Works, Report ENG 11-14 63-72 Amberlea Creek Erosion Control Project -Single Source of Construction and Restoration Works Recommendation 1. That Report ENG 11-14 of the Director, Engineering & Public Works regarding the construction of the Amberlea Creek Erosion Control Project be received; 2. That Council approve the hiring of Toronto and Region Conservation Authority (TRCA) as a single source in accordance with the City's Purchasing Policy 09.03 and 09.09; 3. That the quotation as submitted by the Toronto and Region Conservation Authority (TRCA) for the construction and restoration of the Amberlea Creek Erosion Control Project in the total amount of$1,946,642.58 (HST included) be accepted; 4. That the total gross project cost of$2,335,971.00 (HST included) including the quoted amount and other associated costs and the total net project cost of$2,103,614.00 (net of HST rebate) for the construction of the Amberlea Creek Erosion Control Project be accepted; 5. That Council authorize the Division Head, Finance &Treasurer to finance the total net project cost of$2,103,614.00 as follows: call o� Executive Committee Meeting Agenda Monday, May 12, 2014 PICKERING Council Chambers 7:00 pm Chair: Councillor Dickerson a) That the debt-financing approved in the 2010 Capital Budget for this project be revised to an internal loan for the sum of$1,678,000.00 over a period not to exceed ten years; b) That the sum of$270,074.00 be funded from the Development Charges Reserve Fund-Stormwater; c) That the sum of$154,812.00 be funded by a contribution from the Regional Municipality of Durham; d) That the sum of$728.00 to be funded from property taxes; e) That the annual repayment charges in the approximate amount of $200,000.00 be included in the annual Current Budget for the City of Pickering commencing in 2015 and continuing thereafter until the internal loan financing is repaid; 6. That a copy of this report be forwarded to the Regional Municiplaity of Durham; and 7. That the appropriate City of Pickering officials be authorized to take necessary action to give effect thereto. 6. Director, Engineering & Public Works, Report ENG 12-14 73-78 Proposed Skateboard Facility at Petticoat Creek Community Centre Recommendation 1. That Report ENG 12-14 of the Director, Engineering & Public Works regarding the proposed Skateboard Facility at Petticoat Creek Community Centre be received; 2. That Council approve East Woodlands Park, located adjacent to the Petticoat • Creek Community Centre as the location for the new skateboard facility; and 3. The staff be directed to proceed with the design and tender of a skateboard facility at this location. Cliq 00 Executive Committee Meeting Agenda Monday, May 12, 2014 PICKERING Council Chambers 7:00 pm Chair: Councillor Dickerson 7. Director, Corporate Services & City Solicitor, Report FIN 07-14 79-82 Commodity Price Hedging.Agreements Report - • Recommendation That Report FIN 07-14 from the Director, Corporate Services & City Solicitor regarding commodity price hedging agreements be received for information. 8. ' Director, Corporate Services & City Solicitor, Report FIN 09-14 83-92 Cash Position Report as at December 31, 2013 Recommendation • That Report FIN 09-14 from the Division Head, Finance & Treasurer be received for information. 9. Director, Corporate Services & City Solicitor, Report FIN 10-14 93-100 Development Charges Reserve Fund —Statement of the Treasurer for the Year Ended December 31, 2013 Recommendation That Report FIN 10-14 of the Director, Corporate Services & City Solicitor respecting the Development Charges Reserve Fund be received for information 10. Director, Corporate Services & City Solicitor, Report FIN 11-14 101-107 2014 Tax Rates and Final Tax Due Dates for All Realty Tax Classes Except for Commercial, Industrial & Multi-Residential Realty Classes • Recommendation 1. That Report FIN 11-14 of the Director, Corporate Services & City Solicitor regarding the 2014 tax rates be received; 2. That the 2014 tax rates for the City of Pickering be approved as contained in Schedule A of the By-law attached hereto; 3. That the tax levy due dates for the Final Billing be June 26, 2014 and September 26, 2014 excluding the industrial, multi-residential and commercial realty tax classes; cliq 00 Executive Committee Meeting Agenda Monday, May 12, 2014 PICKERING Council Chambers 7:00 pm Chair: Councillor Dickerson 4. That for the year 2014, the City shall levy upon designated Universities and Colleges an annual tax at the prescribed amount for each full-time student enrolled in the university or college, as determined by the Minister of Training, Colleges and Universities, payable on or after July 1St ; 5. That the attached By-law be approved; 6. That the Division Head, Finance & Treasurer be authorized to make any changes or undertake any actions necessary to comply with Provincial regulations including altering due dates or final tax rates to ensure that the property tax billing process is completed; and, 7. That the appropriate City of Pickering officials be authorized to take the necessary actions to give effect thereto (IV) Other Business (V) Adiournment • co • Report to Executive Committee I KERI Report Number: CAO 03-14 Date: May 12, 2014 From: Tony Prevedel Chief Administrative Officer Subject: Eurasian Water-Milfoil Weed — Frenchman's Bay - File: A 1440 Recommendation: • 1. That Report CAO 03-14 of the Chief Administrative Officer regarding Eurasian Water-Milfoil Weed — Frenchman's Bay be received; 2. That staff be directed to provide Allies of the Frenchman's Bay Association with funding for Eurasian Water-Milfoil Weed control in the form of a grant to a maximum of$21,875; and 3. That staff report back to Council annually regarding the status of the milfoil weed presence in Frenchman's Bay. Executive Summary: Over the past few years, Eurasian Water-Milfoil (EWM), an invasive aquatic weed has been quickly re-colonizing in Frenchman's Bay, causing problems for boaters and paddlers. A community group has formed the Allies of the Frenchman's Bay Association (AFBA), with the focus of jointly combating the milfoil weed problem. They have been researching the various methods for controlling EWM and have prepared a Management Plan that proposes an integrated management approach. • In early August 2013, approximately 20,000 milfoil weevil eggs and larvae were stocked in the bay adjacent to Bruce Hanscombe Park. The association is recommending that the Weevil stocking program be continued in 2014. As weevils are less effective in high activity areas, the association is recommending that dredging be undertaken in key navigational channels and around docks. They are also recommending a pilot project using the laminar flow aeration system. Measuring and evaluating the effectiveness of the management efforts and overall plant growth in the bay will be undertaken by the Toronto and Region Conservation Authority. Financial Implications: In 2013, Council approved a grant for up to $30,000 as the City's share for the first year of the program. Due to a cool spring, the EWM did not get established very early and less weevils were stocked. As such, the City only contributed $8,325 in 2013. 1 Report CAO 03-14 May 12, 2014 Subject: Eurasian Water-Milfoil Weed Frenchman's Bay Page 2 As part of the 2014 Current Budget, Council approved a grant of up to $21,875 as the City's share for the Eurasian Water-Milfoil Weed control program. Ontario Power Generation have donated $10,000 to be applied to the City's share of this program with the balance of the City's share being funded by property tax. AFBA's Funding Contribution Plan for the EWM Action Plan 2014 is valued at a total of $81,675. The City's share represents approximately 26% of the total budget, with the balance of the funds being provided by the Pickering Harbour Company, Swans Marina, Frenchman's Bay Yacht Club, Dockominium, Dragon Boat Club, Pickering Rouge Canoe Club, PARA, TRCA, and fundraising/donations. The EWM Action Plan is also forecasting funding requirements for the following 3 years. The City's share are estimated to be $20,000 for 2015, $10,000 for 2016 and $5,000 for 2017. Discussion: Over the past few years, Eurasian Water-Milfoil (EWM), an invasive aquatic weed has been quickly re-colonizing in Frenchman's Bay. During the summer of 2012, the weed grew so aggressively that it became a problem for boaters and paddlers by binding up propellers, keels and paddles. Members of the boating community and residents around the bay formed the Allies of the Frenchman's Bay Association (AFBA), with the focus of jointly combating the milfoil weed problem. The group have been researching the various methods for controlling milfoil weed and have prepared a Management Plan that proposes an integrated management approach. As outlined in the "Frenchman's Bay Eurasian Water-Milfoil Management Plan" (attachment 1), the goal of the management plan is to reduce the abundance of EWM, protect and restore rooted native aquatic plants, protect the fishery, improve water quality and clarity, and to enhance the navigability and recreational/commercial use in Frenchman's Bay. The control measures used must be balanced, environmentally sound, and financially feasible. The Associations goal is to adopt a long—term strategy to control and monitor the growth or decline of the EWM and to determine the best management approach based on existing conditions. Included in the management plan is a brief description of the control methods that AFBA have been researching, along with their pros, cons and associated costs. These methods include: • Mechanical Harvesting • Rotovation • Dredging • Herbicide • Biological (Milfoil Weevils) • Benthic mat • Hand harvesting • Water draw down • Laminar flow aeration CORP0227-07/01 revised 2 Report CAO 03-14 May 12, 2014 Subject: Eurasian Water-Milfoil Weed Frenchman's Bay Page 3 • Hypolimentic aeration Staff have met with representatives of the AFBA to discuss their approach for this year's program. Their plan is to continue with introducing more milfoil weevils into the bay when the conditions are suitable. They are also planning to introduce a test site using ' the laminar flow aeration system. A resident on the west side of the bay has offered to assist in the funding for this pilot project by providing the hydro required to run the compressor system. Further dredging is being done by the Frenchman's Bay Yacht Club, to maintain the channel from their site to the harbour entrance. Pickering Harbour Company are dredging around their docks as well as providing a deeper channel from their site to the harbour entrance. Swans Marina have indicated plans to dredge around their docks as well. The dredging work is not an AFBA initiative and is not being funded by them. Attachments: 1.. Frenchman's Bay Eurasian Water-Milfoil Management Plan, Allies of Frenchman's Bay Association — Revised March 31, 2014 Prepared By: Approved/Endorsed By: Arnold Mostert, OALA Ric .rd Holbo ", P. Eng. Senior Coordinator D)rector, Engi eering & Public Works Landscape & Parks Development • AM:am - Recommended for the consideration of Pickering C. Counci � �/ 28, wt4 Tony Prevedel, P.Eng. Chief Administrative Officer CORP0227-07/01 revised 3 ATTACHMENT Tc REPORT#_,e,qp 0 -I* 4?D till )711 ■—• cp. co •01 ep ta.) TA ) 2.) I.) 0 tri rad z z - ° 3 4° tit z 4 • . . —I a 0 O o CD (1)N CD d O O b Uq cA O CD Q; r. 1 s r* 0 0 O (D ra r+ .t 6 - r+ U4 �t .-. 0 `C3 O �-- �-. 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CO °o n `< do 0 P o P e AD N 00 . 31 Ca/ 00 _ Report to °° Executive Committee PICKERIN Report Number: CR 01-14 Date: May 12, 2014 From: • Marisa Carpino Director, Culture & Recreation Subject: Fire Alarm Panel Upgrade for Pickering Civic Complex - No. RFP-3-2014 - File: A-1440 • Recommendation: 1. That Report CR 01.-14 of the Director, Culture & Recreation regarding the Fire Alarm Panel Upgrade for Pickering Civic Complex be received; 2. That proposal No. RFP-3-14 submitted by Vickery Electric Contracting Ltd. in the amount of$125,769.00 (HST included) be accepted; 3. That the total gross project cost of$188,484.00 (HST included), including the amount of the proposal and other associated costs, and the total net project cost of$169,736.00 (net of HST rebate), be.approved; 4. That Council authorize the Division Head, Finance &Treasurer to finance the projects as follows: a) the sum of$169,000.00, as provided for in the 2013 Civic Complex Capital Budget be financed by the issue of debentures by the Regional Municipality of Durham over a period not to exceed five years; b) the balance amount of$736.00 to be funded from property taxes; c) the annual repayment charges in the amount of approximately $38,000.00 be included in the annual Current Budget for the City of Pickering commencing 2015, or such subsequent year in which the debentures are issued, and continuing thereafter until the debenture financing is repaid, and any financing cost to be paid out of the Current Budget; 5. That the draft by-law attached to this report be enacted; and 6. That the appropriate City of Pickering officials be authorized to take necessary action to give effect hereto. Executive Summary: The existing fire alarm system at Pickering Civic Complex was installed in 1988 and is past the normal life expectancy of a fire alarm system. As a 32 • 1 Report CR 01-14 May 12, 2014 Subject: Fire Alarm Panel Upgrade for Pickering Civic Complex Page 2 result, the Civic Complex has experienced multiple faulty alarms over the past few years. Additionally, the system fails to meet current accessibility standards. The new fire panel system will be installed in accordance with CAN/ULC-S524-06 and will comply with the Ontario Building Code (2006) and current Accessibility Standards. Staff have determined that the most cost-efficient solution is to replace the system in its entirety. To that end, Request for Proposal No. RFP-3-2014 was prepared, advertised on the City's website and released to interested proponents. Vickery Electric Contracting Ltd. is the highest scoring proponent with a price of$125,769.00 (HST included). The total gross project cost is estimated to be $188,484.00 and the total net project cost is estimated at $169,736.00 (net of HST rebate). Financial Implications: 1. RFP-3-2014 Fire Alarm Panel Upgrade for Pickering Civic $111,300.00 Complex ' HST (13%) 14469.00 Total Gross RFP Cost $125,769.00 • 2. Estimated Project Costing Summary RFP-3-2014 Fire Alarm Panel Upgrade for Pickering Civic $111,300.00 Complex Miscellaneous Costs $2,000.00 • Consulting Cost $30,500.00 . Fire Safety Plan Upgrade 10,000.00 Construction Contingency 13,000.00 Total Cost. $166,800.00 HST (13%) 21,684.00 Total Gross Project Costs $188,484.00 HST Rebate (11.24%) (18,748.00) Total Net Project Costs $169,736.00 33 • Report CR 01-14 May 12, 2014 Subject: Fire Alarm Panel Upgrade for Pickering Civic Complex Page 3 3. Approved Source of Funds Civic Complex Approved Code Source of Funds Budget . Required 5700.1304.6181 Debt 5-Year $250,000.00 $169,000.00 Property Taxes 736.00 Total Funds $250,000.00 $169,736.00 Project Cost under (over) approved funds by $80,264.00 Discussion: The existing fire alarm system at the Pickering Civic Complex was installed in 1988. The system is a single-stage Simplex 4100 and is past the normal life expectancy of a fire alarm system. The system has also experienced faulty communication cards and destructive water damage to wiring in the underground. Faulty Supervisory Alarms often occur usually as a result of power supply abnormal ground faults; the monitoring company is contacted and sometimes fire services • dispatched, resulting in additional operating and staff costs. Additionally, the system fails to meet current accessibility standards. The new fire panel system will be installed in accordance with CAN/ULC-S524-06 and will comply with the Ontario Building Code (2006) and current Accessibility Standards. The decision was made by staff to retro-fit the Civic Complex with a new fire alarm system. The new system design is to be a two-stage fire alarm system with programmed timer sequences to switch the system sequence of operation to a one- stage system after business hours and on weekend and holidays. The highlights of the system are fully accessible equipment with new audible and visual alarms, and improved communication with public with intercom paging system. The new system will also require an updated fire plan. Terms of reference for this project were posted on the City's website. A mandatory site visit was held on Wednesday.March 3, 2014 and 17 companies attended, of which 8 submitted a proposal by the closing date and time of March 25, 2014 at 12:00 noon. One addendum was issued. Submissions were reviewed and evaluated by Leber Rubes Inc (LBI), project engineers, and relevant City staff and the proposal from Vickery Electric Contracting Ltd. was the highest scoring proponent. The Health & Safety Policy, a current WSIB Workplace Injury Summary Report, and WSIB Clearance Certificate have been reviewed by the Coordinator, Health & Safety and deemed acceptable. Certificate of Insurance is deemed acceptable to Manager, Budgets and Internal Audits. In conjunction with this, the staff have reviewed the 34 • Report CR 01-14 May 12, 2014 Subject: Fire Alarm Panel Upgrade for Pickering Civic Complex Page 4 • contractor's previous work experience, references and bonding available on this project, . and the proposal is deemed acceptable. Vickery Electric Contracting Ltd. has been an electrical contract service provider for the City of Pickering and has completed work to the satisfaction of City staff. Upon careful examination of all proposals and relevant documents received, the Culture & Recreation Department recommends the acceptance of the proposal No. RFP-3-2014 submitted by Vickery Electric Contracting Ltd. in the amount of $125,769.00 (HST included) and that the total net project cost $169,736.00 be approved. Attachments: . 1. Location Map 2. Supply. & Services Memorandum dated April 10, 2014 3. Supply & Services Memorandum dated April 22, 2014 4. Evaluation Committee — Summary of Average Scores 5. Being a by-law to authorize the Fire Alarm Panel Upgrade for Pickering Civic Complex and the issuance of debentures in the amount of $169,000 Prepared By: Approved/Endorsed By: 4 \---6,„,,,,4, ,A.,1/4,.... C-, 1 Marcos Moreira Marisa Carpino / (Acting) Supervisor, Facilities Operations Director, Culture”ecreation __ f d?-,. ‘ Brian J. Du eld Stan Ka. •ws'' Manager, Facilities Operations Division e-d, corporate Services i & Treasu -r l 2( \ , t Vera A. Felgemacher/ Paul Bigioni C.P.P., CPPO, CPPB, C.P.M., CMM Ill Director,.Cor.• - - ,.rvices & City Manager, Supply & Services Solicitor 35 1 Report CR 01-14 May 12, 2014 Subject: Fire Alarm Panel Upgrade for.Pickering Civic Complex Page 5 • Caryn Kong, CGA Senior Financial Analyst-Capital & Debt Management MM:mc Recommended for the consideration of Pickering Cit Council I / , / tor¢ Tony Prevedel, P.Eng. Chief Administrative Officer 36 A:iTTACHMENT# 1 -TO REPORT#_, Q l -- I L4 f / r/ /, J/ `', o� � ' �, , i. r ' 0" .>' !I : Xs r x , ./;,",`r/ / , r /,' te - .; ` '' -, �• G V PO zi ''/// ' / \O 0 1 /, ...,.. R 0 4, ,,,,/ / 7 ' ,/,-;, 'Cs r „'., A, f,=' SUBJECT BUILDING �o si 00000....' \ • • 4 • ( * , v.. i':': ENGINEERING&PUBLIC ATTACHMENT FOR CULTURE & w� WORKS DEPARTMENT CAPITAL PROJECTS _ _ PICKERING CIVIC COMPLEX- FIRE ALARM N INFRASTRUCTURE � �'� RECREATION REPORT __ SCALE: N.T.S April 23/2014 PANEL UPGRADE- RFP-3-2014 ti Ci�,M N I C 37 AITACHMEN# 2 TO REPORT# CtS (DI -- ( y. . Memo To: Marisa Carpino April 10, 2014 Division Head, Culture & Recreation From: Vera A. Felgemacher Manager, Supply & Services Copy: Supervisor, Facilities Operations Subject: RFP-3-2014, Fire Alarm Panel Upgrade - Pickering Civic Complex - File: F-5300-001. Terms of Reference for the above project were posted on the City's website. A mandatory site meeting was held on Wednesday, Wednesday, March 3, 2014 and seventeen companies attended of which eight submitted a proposal by the closing date and time. One addendum was issued. ' A preliminary review of the submissions has been undertaken. Stage I, the request for proposal document provided proponents the opportunity to rectify deficiencies in their submission. Four were required. Eight of the submissions are to proceed to Stage II — scoring by the City of each qualified proposal on the basis of the rated criteria of the following items outlined in Part 3 of the document. This compliance checklist is to be used in evaluating the "overall completeness and quality of submission". Each item is to be reviewed more closely by the Evaluation Committee members and scored to reflect each item's relevance and value. Please refer to Terms of Reference— Evaluation of Submissions, Page 5 for instructions on how the proposals are to be evaluated by the Evaluation Committee members. Health & Safety documentation has been reviewed by the Coordinator, Health & Safety and a score out of 5 points has been applied to the evaluation form. Insurance documentation has been reviewed by the Manager, Budgets & Internal Audit and a score out of 5 points has been applied to the evaluation form. Pricing has been evaluated and a score has been applied to the evaluation form. Attachments are as follows: 1. Stage 1 - Evaluation 2. Evaluation Form (to be used by Evaluation Committee Members) 3. Copy of Terms of Reference 4. Copy of the proposal received 38 Please co-ordinate an appropriate date and time to arrange a meeting for the evaluation committee. Each member shbuld review the submissions carefully according to the criteria before the meeting time. If you require further information, please contact me or a member of Supply & Services. • VAFTjg . Attachments . April 10, 2014 Page 2 RFP-3-2014, Fire Alarm Panel Upgrade - Pickering Civic Complex 3 9 • RFP-3-2014 Fire Alarm Panel Upgrade - Pickering,Civic Complex Stage II - Evaluation Rated Criteria Stage II will consist of a scoring by.the City of each qualified proposal on the basis of the rated criteria. The following is an overview of the categories and weighting for the rated criteria of the RFP. Proponents who do not meet a minimum threshold score for a category will not proceed to Stage III of the evaluation process. Rated Criteria Category Weighting (Points)` Threshold : Experience on Similar Projects 15 10 Understanding of Project 15 10- Work Plan and Deliverables 20 15 Quality of References 15 10 Quality and Completeness of Proposal 5 3 letter from Surety Company, Insurance, Health & Safety Documentation 15 10 . Pricing 15 10 Total Points 100 68 Experience on Similar Projects = 15 Points The proposal shall include information that provides: • a. The roles and responsibilities of the Proponent and any of its agents, employees and sub- contractors who will be involved in providing the Deliverables, together with the identity of those who will be performing those roles and their relevant respective expertise. b. Provide three (3) examples of past projects within the last three (3) years that are comparable •in scope and magnitude. The current project status, budgeted costs versus actual costs; scheduling issues and resolutions, design challenges, and efficiencies. Understanding of Project= 15 Points . The proposal shall include information that provides: c. Information that the Proponent understands the requirements of this project; Proponents must relate these objectives to past experience or expertise of the Proponent and/or their team; d. Identification of"value-added" services; and e. A summary of the problems or issues associated with the work and how they were handled. Work Plan and Deliverables = 20 Points The proposal shall include: a. Detailed work schedule that'identifies project tasks, approach and ability to achieve the completion date; . b. Proposed new fire alarm panel and related equipment specifications, layout, flexibility, energy efficiency, space utilization and maximization, etc.; . c. Proposed guarantees and warranties for quality of workmanship and materials; and 40 d. Product literature that details technical information, operation, etc. for all proposed new equipment. Quality of References — Total Points = 15 Points Relevance of projects similar in scope and value completed over the last three (3) years. Complete Appendix D —.Reference Form Quality of Proposal —Total Points = 5 Points Presentation of proposal, examples, details, content organization and how well instructions are followed. Letter from Surety Company, Insurance, Health & Safety Documentation — Total Points = 15 Points All documentation and certificates stated in Item D, Other Mandatory Requirements, being current and valid. Pricing — Total Points = 15 points • Proponents should review and complete the Rate Bid Form at Appendix C. Pricing will be scored based on a relative pricing formula using the total amount as set out in Rate Bid Form. Each proponent will receive a percentage of the total possible points allocated to price for the particular category it has bid on by dividing that proponent's price for that category into the lowest bid price in that category. For example, if a proponent bids $120.00 for a particular category and that is the lowest bid price in that category, that proponent receives 100% of the possible points for that category (120/120 = 100%). A proponent who bids $150.00 receives 80% of the possible points for that category (120/150 = 80%), and.a proponent who bids$240.00 receives 50% of the possible points for that category (120/240 = 50%). . Rating Criteria . . Scoring Lowest total amount -- x . Total available points = Score for proposal with second lowest Second lowest total amount . total amount • Lowest total amount x Total available points = Score for proposal with third lowest total Third lowest total amount total amount And so on, for each proposal. 41 nm n < i -� (DO CDC 000 -0 �:• 0CDm O (7' v o , `< o o7 ooto m }} n 70 77- C) m 3 E — 377 7 v •gt ' 7,3 N � m c CO 3 a a m v m o ^-te-= a o m m CD x a < 0 r; c }y* s a m ti (.0 m O co r O .-..° -0 �. CD 0 o a K P 0- 0 c a • iv E�'f 3 7 Ft,'. 3 cr N s:-'` m m ._ x �. cn_ cn m 30 N 3.3 n v 0 CD r�') o 4 c � Q. 'Of;° o ° - T 3t% CD ' $ to :. }Y,. i 0 O (E1 t_C' p) N tD CD 7!Ft.--- o- 7 D >'N.Y C ' tD N N ,- to 7 a 3 C • t . � 7 �' CD-0 0. CD 'tl O . O W < 0 3 � r, !.0 3 c 1 5 O; O (- a 3: 3 `0 (D p) l; 4a O tC <: r a 0 o O Cn 's 3 o , cm 3aF' 0 N 4Wj'< 3 k r,7. uti oS (D ,,r� C) N 4`O$:; (I Ro .. ,,.=: o -- G1 "0 t•7= F, o Ot- � , ,_ O 42 • .- ,,, iIACHNENd -0REPORT# . Q 19 _V_ _ --M -- Memo - - , To: Marisa Carpino April 22, 2014 Director, Culture & Recreation • From: Vera A. Felgemacher Manager, Supply & Services Copy: Manager, Facilities Operations • Supervisor, Facilities.Operations Subject: RFP-3-2014, Fire Alarm Panel Upgrade - Pickering Civic Complex. . - File: F-5300-001 Further to memo dated April 10, 2014, eight proposals proceeded to Stage II of the evaluation process. Each member of the Evaluation Committee has completed evaluating the eight proposals, completing Stage II of the evaluation process. An Evaluation Committee meeting was held Tuesday, April 22, 2014 at 1:30 p.m. and a combined average score for the proposals received was determined. The combined average score of the proposal then proceeded to Stage III of the evaluation process. Stage III consists of a scoring of the price submitted. At the conclusion of Stage III, all scores from Stage II and Stage III of proposals have been added together. Vickery Electric Contracting Ltd. is the highest scoring proponent with a price of$125,769.00 (HST included) for the Fire Alarm Panel Upgrade - Pickering Civic Complex. In accordance with Purchasing Policy Item 06.12_where the compliant quotation or tender meeting specifications and offering best value to the City is acceptable or where the highest,scoring proposal is recommended and the estimated total purchase price is over $125,000, the Manager may approve the award, subject to the approval of the Director, Treasurer, CAO and Council. An approved requisition is required to proceed. Ple se do not disclose any information to proponents. Enquiries may be redirected to Supply & Se ices. c ji VAF/jg Attachment 43 i 1 ATI-Aciii-i6\ri#... Li- ..-ro REPORT# CP C--) ( r- 45 - - v- a) co • ri • En c . :2 c . cu W . al . a . . -a 0 o ,-... ' • - IL- --- 0 c.) ct 0 4t (11 5 'cr, .7E72 U) • . , .... . 0 - E _o • fi < EE rs) 0U) L.L. .a et 0 (..) - . 1.7. a) . o . ".'.. sz, • z 0 - u) . o - --, o...g3 cn 2 cu I EE - , L_ Q. 0) ale Oa) 0 ., = as o 0 En ce o EE ow zi 2 0 2 12 74 ir_ Fri u) 0) ' 2 S >, 5 -6 f2 z, Ll (-i -4-c-' . , as co .4E 0.. U) C 0 — iii CO 2 a) E ccl) E • ca 0 1,5 2 c-.) .C: r) C riS C CO 0 >, .- ,.._ 0 a) — o) o_ • -r: c = u) 0 CO .— Cl) 0.. ts o m t a) cr) - . a) = act -0 X (1) (1) LI j I-1-1 8 LJ 2 El j ou a) cis r..u- ,>, E t' a) w :tr2. EC_ = Es I C•9 -.-- E co o a) c 0 . -. 4E' E • -- a) E o -o cz o co as o E o ..c E o 0 0 D 0 I— H '.. __I E C.) o . 0 c 0 CU = CU W 4 4 All Ar REPORT#. g — 1-4 The Corporation of the City of Pickering By-law No. • Being a by-law to authorize the Fire Alarm Panel Upgrade for Pickering Civic Complex,in the City of Pickering and the issuance of debentures in the amount of$169,000 Whereas Section 11 of the Municipal Act,-2001, as amended, provides that a lower-tier municipality may pass by-laws respecting matters within the spheres of jurisdiction described in that Section; and, Whereas Subsection 401(1) of the Municipal Act, 2001, as amended, provides that a municipality may incur a debt for municipal purposes, whether by borrowing money or in any other way; and, Whereas Subsection 401(3) of the Municipal Act, 2001, as amended, provides that a lower-tier municipality in a regional municipality does not have the power to issue debentures; and, Whereas The Regional Municipality of Durham has the sole authority to issue debentures for the purposes of its lower-tier municipalities including The Corporation of the City of Pickering (the "City"); and, Whereas the Council of the City wishes to proceed with debenture financing for the Fire Alarm Panel Upgrade for Pickering Civic Complex; and Whereas the Council of the City wishes installation to proceed in respect of the Fire Alarm Panel Upgrade for Pickering Civic Complex; and Whereas before the Council of the City authorizes the issuance of debentures for the Fire Alarm Panel Upgrade for Pickering Civic Complex on the date hereof the Council of the,City had the Treasurer update the City's Annual Repayment Limit, the Treasurer calculated the estimated annual amount payable in respect of such project and determined that such annual amount would not cause the City to exceed the updated Limit and therefore, Ontario.Municipal Board approval is not required as per Section 401 of the Municipal Act, 2001, as amended, and the regulations made thereunder; And whereas after,determining that Ontario Municipal Board approval is not required, the Council of the City approved report CR 01-14 on the date hereof and awarded RFP- 3-2014 for the Fire Alarm Panel Upgrade for Pickering Civic Complex; 45 BY-LAW NO Page 2 Now therefore the Council of The Corporation of the City of Pickering hereby enacts as follows: 1. That the City proceed with the project referred to as "Fire Alarm Panel Upgrade for Pickering Civic Complex"; 2. That the estimated costs of the project in the amount of$169,736 be financed as follows: a) That the sum of$169,000 be financed by the issue of debentures by The Regional Municipality of Durham over a period not to exceed five years at a rate to be determined; b) That the sum of$736 be funded from property taxes; 3. That the funds to repay the principal and interest of the debentures be provided for in the annual Current Budget for the City commencing in 2015 or such subsequent year in which the debentures are issued and continuing thereafter until the debenture financing is repaid. By-law passed this 20th day of May, 2014. David Ryan, Mayor • Debbie Shields, City Clerk 46 cliq 4 Report to Executive Committee PI KERING Report Number: ENG 06-14 Date: May 12, 2014 From: Richard Holborn Director, Engineering & Public Works Subject: Road Watch Sign Board Agreement - File: A-1440 Recommendation: 1. That Report ENG 06-14 of the Director, Engineering & Public Works regarding the Road Watch Sign Board Agreement be received; 2. That the Road Watch Sign Board Agreement, substantially in the form included in this report as Attachment 1, be entered into by the City subject to such minor ' revisions as are satisfactory to the Director, Corporate Services & City Solicitor, and the Director, Engineering & Public Works; 3. That the said Road Watch Sign Board Agreement be executed by the Mayor and City Clerk; and 4. That the appropriate City officials be authorized to take the actions necessary to implement these recommendations. • Executive Summary: Ajax Pickering Road Watch has purchased an electronic sign board, which is used for displaying the speed of vehicles to motorists on our roadways. The board is owned jointly by the Town of Ajax and the City of Pickering, and, for insurance purposes, it is necessary to set out the responsibilities of the sign board between the Town of Ajax and the City of Pickering. The agreement between the Town of Ajax and the City of Pickering will be as follows: • The City of Pickering will be responsible for any claims, costs or damages arising from the use of the sign board when it is located within or being transported for use within Pickering. • The Town of Ajax will be responsible for any claims, costs or damages arising from the use of the sign board when it is located within or being transported for use within Ajax. 47 Report ENG 06-14 May 12, 2014 Subject: Road Watch Sign Board Agreement Page 2 Financial Implications: The City of Pickering agrees to maintain general liability insurance in the minimum amount of$5,000,000.00 with respect to use of the Road Watch sign board and will be responsible for any claims arising from its use in the City of Pickering. Discussion: In 2012, Ajax Pickering Road Watch, a volunteer based committee aimed at making drivers more aware of their actions, purchased an electronic sign board for displaying the speed of vehicles to motorists on our roadways. The Road Watch Committee, in conjunction with the Durham Regional Police Service, the City of Pickering and the Town of Ajax, will be placing the sign board on municipal roadways alternatively between the Town of Ajax and the City of Pickering. The sign board will be placed in the spring, summer and autumn months on roadways that have been identified with a speeding concern by either a committee volunteer, resident, city staff, member of council or Durham Region Police officer. The sign board is contained within a trailer, which protects it from wind and rain, and will be transported alternatively between the Town of Ajax and the City of Pickering by the Durham Regional Police on a schedule to be determined by Ajax, Pickering and Durham Regional Police staff. From time to time volunteers from the committee will be stationed at the sign board and capture the licence plate of vehicles that are speeding and subsequently report that licence plate to the Durham Regional Police, which will then follow-up with the owner of the vehicle. As Ajax Pickering Road Watch is funded by both the Town of Ajax and the City of Pickering, the assets of the committee, including the signboard, are owned jointly by the Town of Ajax and the City of Pickering. For insurance purposes, when the sign board is on municipal property, it is necessary to set out the responsibilities of the sign board, which is as follows: • The City of Pickering will be responsible for any claims, cost or damages arising from the use of the sign board when it is located within or being transported for use within the City of Pickering • The Town of Ajax will be responsible for any claims, costs or damages arising from the use of the sign board when it is located within or being transported for use within the Town of Ajax. The Engineering & Public Works Department recommends that the Road Watch Sign Board Agreement between.the Corporation of the Town of Ajax and the Corporation of the City of Pickering be executed substantially as set out in Attachment 1 to this Report. 48 CORP0227-07/01 revised Report ENG 06-14 May 12, 2014 Subject: Road Watch Sign Board Agreement Page 3. Attachments: 1. Road Watch Sign Board Agreement Prepared By: Approved/Endorsed By: (i7/ Nathan Emery Richard Holb.rn, P. Eng. Coordinator, Traffic Operations Director ngineering & Public Works Darrell Selsky, CET, CMM III Paul Bi• o; Manager, Capital Projects & Infrastructure Directo C. por-te Services & City Solicitor NE: Recommended for the consideration of Pickering Cit Council ',/ A 24E3, 2014 �I Tony Prevedel, P.Eng. Chief Administrative Officer • • CORP0227-07/01 revised 49 ROAD WATCH SIGN AGREEMENT made this day of March,2013. BETWEEN: THE CORPORATION OF THE TOWN OF AJAX (hereinafter referred to as the"Town") OF THE FIRST PART, -and- THE CORPORATION OF'1'HE CITY OF PICKERING (hereinafter referred to as the"City") OF THE SECOND PART. WHEREAS the Town and the City are the owners of a road watch sign board (the"Sign")which Sign shall be used alternatively in the Town and the City. AND WHEREAS for insurance purposes it is necessary to set out responsibility . for the Sign; NOW THEREFORE this Agreement witnesseth that in consideration of mutual benefits the Parties hereto agree as follows: 1. It is hereby agree that the municipality in which the Sign is located from time to time shall be fully responsible for any claims,costs or damages arising from the use of the Sign when it is located in such municipality.It is further agreed that the municipality transporting the Sign shall also be fully responsible for any claims, costs or damages arising from the transporting of the Sign. 2. The Town and the City agree that neither of them shall question the jurisdiction of the Town or the City to enter into this Agreement nor question the legality of any portion hereof nor question the legality or any obligation created hereunder and the Town and the City,their successors and assigns are and shall be stopped from contending otherwise in any proceeding before a Court of competent jurisdiction or any administrative tribunal. 3. The City and the Town hereby agree to hold the other harmless for any claims, costs and damages for which each is responsible as set out in paragraph one of this agreement. The City and the Town each agree to maintain comprehensive general liability insurance in the minimum amount of$5,000,000.00 with respect to its use of the Sign. • 50 • A.T FACHMENT# 1 TOREPORT#NG 010-1 y-. 2 4. This Agreement shall be binding upon and enure to the benefit of each of the parties and their respective successors and assigns. IN WITNESS WHEREOF the parties have signed this Agreement by the hands of their respective officers duly authorized in that behalf as of the date set out above. '111E CORPORATION OF THE TOWN OF AJAX Per: Name: Steve Parish Title: Mayor Per: Name:Nicole Wellsbury Title: Deputy Clerk. We have authority to bind the Corporation. THE CORPORATION OF THE CITY OF PICKERING Per: Name: Title: • Per: Name: Title: • I/We have the authority to bind the Corporation. • 51 cif,/co . Report to Executive Committee PI KERING Report Number: ENG 10-14 Date: May 12, 2014 From: Richard Holborn Director, Engineering & Public Works Subject: Whitevale Bridge Replacement - Tender No. T— 8-2014 - File: A-1440 Recommendation: 1. That Report ENG 10-14 of the Director, Engineering & Public Works regarding the Whitevale Bridge Replacement be received; 2. That Tender No. T-8-2014 as submitted by Esposito Bros. Construction Ltd. in the total tendered amount of$2,049,712.40 (HST included) be accepted; 3. That the total gross project cost of$3,003,315.00 (HST included), including the tendered amount and other associated costs, and the total net project cost of $2,704,578.00 (net of HST rebate) be approved; 4. That Council authorize the Division Head, Finance &Treasurer to finance the net project cost in the amount of$2,704,578.00 as follows: • a) The sum of$1,400,000.00 be financed by the issuance of debentures by The Regional Municipality of Durham over a period not to exceed twenty years; b) The sum of$1,100,000.00 to be funded from the Federal Gas Tax Reserve Fund as provided for in the 2012 and 2014 Roads Capital Budgets and that $104,578.00 surplus Federal Gas Tax Reserve Fund from the 2014 asphalt resurfacing tender project (T-7-2014) be re-allocated as additional funds to this project; c) That the sum of$100,000.00 to be funded from the Rate Stabilization Reserve as provided for in the 2014 Roads Capital Budget; d) The annual repayment charges in the amount of approximately $106,000.00 be included in the annual Current Budget commencing in 2015 or such subsequent year in which the debentures are issued and continuing thereafter until the debenture financing is repaid; 5. That the draft by-law attached to this report be enacted; and 52 Report ENG 10-14 May 12, 2014 Subject: Whitevale Bridge Replacement Tender No. T-8-2014 Page 2 6. That the appropriate officials of the City of Pickering be authorized to take the necessary actions to give effect thereto. Executive Summary: As part of the 2012 Roads Capital Budget, the Whitevale Bridge Replacement was approved as a construction project in the amount of $2,400,000.00. An additional $200,000.00 was approved in the 2014 Capital Budget in order to provide sufficient funds to meet the increase in estimated costs for the detail design and contract administration. Tender No. T-8-2014 was issued on Thursday, March 27, 2014 and closed on Wednesday, April 16, 2014 with six bidders responding. The low bid in the amount of$2,049,712.40 (HST included), submitted by Esposito Bros. Construction Ltd. is recommended for approval. The total gross project cost is estimated at $3,003,315.00 (HST included) and the total net project cost is estimated at $2,704,578.00 (net of HST rebate). Financial Implications: 1. Tender Amount Tender No. T-8-2014 1,813,904.78 HST (13%) 235,807.62 Total Gross Tender Cost 2,049,712A0 2. Estimated Project Costing Summary Tender No. T-8-2014 1,813,905.00 Associated Costs Miscellaneous 5,000.00 Consultant Fees (Design and Contract Administration) 190,000.00 Infrastructure Ontario Easements 15,000.00 Utility Relocations (Veridian and Bell) 220,000.00 Tree Removals 11,400.00 Toronto & Region Conservation Authority Planting Compensation 11,715.00 • Bird Netting for the Bridge 8,000.00 Commemorative Plaque 5,000.00 Materials Testing 15,000.00 Construction Contingency (20%) 362,781.00 Total 2,657,801.00 HST (13%) 345,514.00 Total Gross Project Cost 3,003,315.00 HST Rebate (11.24%) (298,737.00) Total Net Project Cost 2,704,578.00 CORP0227-07/01 revised 53 Report ENG 10-14 May 12, 2014 Subject: Whitevale Bridge Replacement Tender No. T-8-2014 Page 3 3. Approved Source of Funds-Roads Capital Budgets: 5320.1212.6250 and 5320.1410.6250 Funding Source Budget Year Available Budget Required Approved Debt 20-Year 2012 1,400,000.00 1,400,000.00 Federal Gas Tax Reserve Fund 2012 1,000,000.00 1,000,000.00 Rate Stabilization Reserve 2014 100,000.00 100,000.00 Federal Gas Tax Reserve Fund 2014 100,000.00 Federal Gas Tax Reserve Fund- Additional Funds Required 0.00 104,578.00 Total Funds 2,600,000.00 2,704,578.00 Net Project Costs under (over) Approved Funds ($104,578:00) Recommendation 4b, provides additional funding ($104,578.00) to increase the contingency to the 20 per cent level. The higher contingency is there as a precautionary measure, to ensure there are sufficient funds to address unanticipated additional costs in relation to the project. The additional dollars are a re-allocation of surplus FGT funds from the 2014 asphalt resurfacing tender project (T-7-2014) that was under budget. If the contingency funds are not required, they will be returned to source and be available for the 2015 budget. Discussion: In September 2010 the City hired the consulting firm SRM Associates (now GHD) to undertake the Municipal Class Environmental Assessment Schedule B, detail design and approvals, and contract administration for the replacement of Whitevale Bridge. In September 2012 the Minister of the Environment approved the Municipal Class Environmental Assessment Schedule B, and the City proceeded with detail design for the preferred option. During the detail design process the City and GHD met with the Whitevale Bridge Committee to address some of their concerns and requests with respect to the heritage aspect of the bridge. The resultant design includes Texas Classic Handrail, exterior beams being in filled to look like the existing Tee beams, granite curb on the approaches to the bridge, green rock protection and provision for future street lights. Staff will also continue to work in consultation with the Whitevale Bridge Committee to design a commemorative plaque to be installed near the bridge location. CORP0227-07/01 revised 54 • Report ENG 10-14 May 12, 2014 Subject: Whitevale Bridge Replacement Tender No. T-8-2014 Page 4 Tender No. T-8-2014 was issued on Thursday, March 27, 2014 and closed on Wednesday, April 16, 2014 with six bidders responding. The low bid submitted by Esposito Bros. Construction Ltd. is recommended for approval. The total gross project cost is estimated at $3,003,315.00 (HST included), and the total net project cost is estimated at $2,704,578.00 (net of HST rebate). References for Esposito Bros. Construction Ltd. have been checked and are deemed acceptable by the Manager, Capital Projects & Infrastructure. The Health & Safety Policy, proof of Confined Space Entry Procedure and list of employees trained, a current WSIB Workplace Injury Summary Report and Certificate of Clearance issued by Workplace Safety & Insurance Board as submitted by Esposito Bros. Construction Ltd., have been reviewed by the Coordinator, Health & Safety and deemed acceptable. The Certificate of Insurance has been reviewed by the Manager, Budgets & Internal Audit and is deemed acceptable. In conjunction with staffs review of the contractor's references available on this project, the tender is deemed acceptable. . Upon careful examination of all tenders and relevant documents received, the Engineering & Public Works Department recommends the acceptance of the low bid submitted by Esposito Bros. Construction Ltd. for Tender No. T-8-2014 in the amount of $2,049,712.40 (HST included) and that the total net project cost of$2,704,578.00 (net of HST rebate) be approved. Attachments: 1. Supply & Services Memorandum dated April 17, 2014 2. Location Map 3. Being a by-law to authorize the Whitevale Bridge Replacement project in the City of Pickering and the issuance of debentures in the amount of$1,400,000 Prepared By: Approved/Endorsed By: ,r\-H allAd Ari/ • Darrell Selsky, CET, CMM III Rich rd Holbo , P. Eng. Manlier, Capital Proj ects & kfrastructure Dir ctor, Engineering & Public ublic Works Vera Felgmacher Stan Karwowski, MBA, CPA, CMA CSCMP, CPPO, CPM, CMM III Division Head, Finance & Treasurer Manager, Supply & Services CORP0227-07/01 revised 55 Report ENG 10-14 May 12, 2014 Subject: Whitevale Bridge Replacement Tender No. T-8-2014 Page 5 Caryn Kong, BA, CGA Senior Financial Analyst Capital & Debt Management RH:Ir Recommended for the consideration of Pickering ity Cou Tony Prevedel, P.Eng. Chief Administrative Officer 5 CORP0227-07/01 revised 'ATTACHMENT# I • TO REPORT# 1 I0 -i`+ • PICKERING Memo To: Richard Holborn April 17, 2014 Director, Engineering & Public Works From: Vera A. Felgemacher Manager, Supply & Services Copy: Manager, Capital Works & Infrastructure Subject: Tender No. T-8-2014 Tender for Whitevale Bridge Replacement - File: F-5400-001 Tenders have been received for the above project. An advertisement was placed in the Daily Commercial News and on the City's website inviting companies to download the tendering documents and drawings for the above mentioned.tender. Two addenda were issued. Seven companies submitted a tender. 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 13.03 (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 13.03(w). Three (3) bids have been retained for review at this time. Copies of the tenders are attached for your review along with the summary of costs. SUMMARY Harmonized Sales Tax Included • Bidder Total Tendered Amount After Calculation Check Esposito Bros. Construction Ltd. $2,049,712.40 $2,049,712.40 All Services Inc. $2,186,978.20 $2,186,978.20 McPherson-Andrews Contracting Ltd. $2,677,876.98 $2,677,890.90 Elirpa Construction and Materials Ltd. $2,867,311.73 $2,839,061.73 Dagmar Construction Inc. $3,042,003.39 $3,042,003.39 Bob Hendrickson Construction Ltd. $3,370,030.64 $3,369,996.74 57 o-rACHM ENT#, � TO REPORT# EKE= 10—I+ Automatic rejection —the bid bond and agreement to bond do not name the correct municipality as obligee. Clearwater Structures Inc. Reference: Purchasing Policy No. PUR 010, Procedure 23.02, Item 10 (c); Information to Bidders — Item 9, 11, 25, 26, and 27 and 48, Tendering Specifications— Item 1. Pursuant to Information to Bidders Item 30, the following will be requested of the low bidder for your review during the evaluation stage of this tender call. Please advise when you wish us to proceed with this task. (a) A copy of the Health and Safety Policy to be used on this project; • (b) 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 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) Proof of compliance with amended Confined Space Entry Regulations (September 30, 2006). Copies of certified Training and Procedures to be used on this project; (e) A list of employees trained in the confined space entry procedure who will be working on this project; (f) The City's certificate of insurance or approved alternative form shall be completed by the bidder's agent, broker or insurer; (g) The City's Accessibility Regulations for Contracted Services form currently dated and signed; (h) list of Sub-Contractors in accordance with General Conditions Item 35; and (i) Waste Management Plan to be used on this project in accordance with Tendering Specifications Item 18. Please include the following items in your Report to Council: (a) if items (a) through (e) noted above, are acceptable to the Co-ordinator, Health & Safety; (b) if item (f) — Insurance — is acceptable to the Manager, Budgets & Internal Audit; (c) if item (g) through (i) noted above are acceptable; (d) any past work experience with the low bidder Esposito Bros. Construction Ltd. including work location; . (e) without past work experience, if reference information is acceptable; (f) the appropriate account number(s) to which this work is to be charged; (g) the budget amount(s) assigned thereto; (h) Treasurer's confirmation of funding; (i) related departmental approvals; and - (j) related comments specific to the project. 58April 17, 2014 Tender No. T-8-2014 Page 2 2JTACHMENT# TO REPORT# I0--I 4- Please do not disclose any information to enquiries except you can direct them to the City's website for the unofficial bid results as read out at the public tender opening. Bidders will be advised of the outcome in due course. If y require further information, please feel free to contact me or a member of Supply & Se ices. / VAF/j Attachments • • • • April 17, 2014 Tender No. T-8-2014 Page Whitevale Bridge Replacement Calf 04 A /ATTACHME�-tT# To REPORT# G tO-- 14- • - 47i 4M. Engineering & Public Works I�` Department Attachment for Tender T-8-2014 Whitevale Bridge Replacement WHI AT,E 1 TE V O�� o 0 /�S GLADSTONE_ Z STE EET SUB ECT CHURCHWIN\ STREET AR A — J J 1- �7 WHITEVA - ROAD CC W C ow L 0 o m Cr ' F- Q • LL 11 0 - J U 01 \ LL O Q U Location Map —Whitevale Bridge Proposed Construction Includes: Whitevale Bridge —The proposed works to include the replacement of the'existing bridge on Whitevale Road crossing west Duffins Creek in accordance with the completed Class Environmental Assessment. • 60 ATTACHMENT _Jr O REPORT#BCD.. )O-) �f °�Z The Corporation of the City of Pickering By-law No. Being a by-law to authorize the Whitevale Bridge Replacement project in the City of Pickering and the issuance of debentures in the amount of$1,400,000 Whereas Section 11 of the Municipal Act, 2001, as amended, provides that a lower-tier municipality may pass by-laws respecting matters within the spheres of jurisdiction described in that Section; and, Whereas Subsection 401(1) of the Municipal Act, 2001, as amended, provides that a municipality may incur a debt for municipal purposes, whether by borrowing money or in any other way; and, Whereas Subsection 401(3) of the Municipal Act, 2001, as amended, provides that a lower-tier municipality in a regional municipality does not have the power to issue debentures; and, Whereas The Regional Municipality of Durham has the sole authority to issue debentures for the purposes of its lower-tier municipalities including The Corporation of the City of Pickering (the "City"); and, Whereas the Council of the City of Pickering wishes to proceed with debenture financing for the Whitevale Bridge Replacement project; and, Whereas before authorizing the construction in respect of the Whitevale Bridge Replacement project, the Council of the City had the Treasurer update the City's Annual Repayment Limit, the Treasurer calculated the estimated annual amount payable in respect of such project and determined that such annual amount would not cause the City to exceed the updated limit and, therefore, Ontario Municipal Board approval was not required prior to City Council's authorization as per Section 401 of the Municipal Act, 2001, as amended, and the regulations made thereunder; And whereas after determining that Ontario Municipal Board approval is not required, the Council of the City approved Report ENG 10-14 on the date hereof and awarded Tender No. T-8-2014 for the Whitevale Bridge Replacement project; • 61 NG, Io — fcf By-law No. Page 2 Now therefore the Council of The Corporation of the City of Pickering hereby enacts as follows: 1. That the City proceed with the project referred to as "Whitevale Bridge Replacement"; 2. That the estimated costs of the project in the amount of$2,704,578 be financed as follows: a) That the sum of$1,400,000 be financed by the issue of debentures by The Regional Municipality of Durham over a period not to exceed twenty years; b) That the sum of $1,204,578 be funded from the Federal Gas Tax Reserve Fund; c) That the sum of$100,000 be funded from the Rate Stabilization Reserve; 3. That the funds to repay the principal and interest of the debentures be provided for in the annual Current Budget for the City commencing in 2015 or such subsequent year in which the debentures are issued and continuing thereafter until the debenture financing is repaid. By-law passed this 20th day of May, 2014. David Ryan, Mayor Debbie Shields, City Clerk II 62 call o¢ - Report to -' ' Executive Committee TAI"' 1�T�i�� 1 CKERI G Report Number: ENG 11-14 Date: May 12, 2014 From: Richard Holborn -' Director, Engineering & Public Works Subject: Amberlea Creek Erosion Control Project Single Source of Construction and Restoration Works - File: A-1440 Recommendation: 1. That Report ENG 11-14 of the Director, Engineering & Public Works regarding the construction of the Amberlea Creek Erosion Control Project be received; 2. That Council approve the hiring of Toronto and Region Conservation Authority (TRCA) as a single source in accordance with the City's Purchasing Policy 09.03 and 09.09; 3. That the quotation as submitted by the Toronto and Region Conservation Authority (TRCA) for the construction and restoration of the Amberlea Creek Erosion Control Project in the total amount of$1,946,642.58 (HST included) be accepted; 4. That the total gross project cost of$2,335,971.00 (HST included) including the. quoted amount and other associated costs and the total net project cost of $2,103,614.00 (net of HST rebate) for the construction of the Amberlea Creek Erosion Control Project be accepted; 5. That Council authorize the Division Head, Finance & Treasurer to finance the total net project cost of$2,103,614.00 as follows: a) That the debt-financing approved in the 2010 Capital Budget for this project be revised to an internal loan for the sum of$1,678,000.00 over a period not to exceed ten years; b) That the sum of$270,074.00 be funded from the Development Charges Reserve Fund-Stormwater; c) That the sum.of$154,812.00 be funded by a contribution from the Regional Municipality of Durham; d) That the sum of$728.00 to be funded from property taxes; 63 Report ENG 11-14 May 12, 2014 Subject: Amberlea Creek Erosion Control Project Single Source of Construction and Restoration Works Page 2 • e) That the annual repayment charges in the approximate amount of$200,000.00 be included in the annual Current Budget for the City of Pickering commencing in 2015 and continuing thereafter until the internal loan financing is repaid; 6. That a copy of this report be forwarded to the Regional Municiplaity of Durham; and 7. That the appropriate City of Pickering officials be authorized to take necessary action to give effect thereto. Executive Summary: The City of Pickering, in partnership with Toronto and Region Conservation Authority (TRCA), completed the Amberlea Creek Erosion Control Project Class Environmental Assessment (Class EA) and received Ministry of Environment approval in February of 2014. The project planning has been managed on behalf of the City of Pickering by TRCA in accordance with the Conservation Ontario's Class Environmental Assessment for Remedial Flood and Erosion Control Projects (2002, amended in 2013). The project is located on lands that are regulated by the TRCA and are upstream of a Provincially Significant Wetland. The Vistula Ravine is also designated as an Environmentally Sensitive Area and the nature of the work is highly sensitive. As such, staff believe that TRCA would be best suited to perform the construction due to their considerable expertise in this specialized type of construction, and aptitude for implementation of erosion control works. The Manager, Supply & Services is authorized to make single or sole source purchases without competitive bids, and enter into a contract if any of the conditions or examples in Purchasing Policy Item 09.03 or Item 09.04 apply. The single source example Item 09.03(d) —the extension or reinstatement of an existing contract would prove most cost effective or beneficial — most closely represents the request. Additionally, the construction work is to be performed on lands adjacent to lands owned by TRCA, and in an environmentally sensitive area and Provincially Significant Wetland. , The quotation of$1,946,642.58 (HST included) provided by TRCA has furthermore been reviewed by staff and the design consultant and warranted to be reflective of the costs, and represents good value for the cost. As this project is proposed to be single sourced, in accordance with the City of Pickering Purchasing Policy, Item 09.09, a single or sole source purchase exceeding $125,000.00 is subject to Council approval. In accordance with Purchasing Policy Item 09.10, the Manager, Supply & Services and appropriate Director or designate is authorized to enter into negotiation without competitive bids and enter into a contract if deemed advantageous. 64 Report ENG 11-14 May 12, 2014 Subject: Amberlea Creek Erosion Control Project Single Source of Construction and Restoration Works Page 3 Financial Implications: • 1. Quoted Amount Construction and Restoration Works TRCA Quotation _ $1,722,692.55 HST (13%) 223,950.03 Total Gross Quoted Cost $1,946,642.58 2. Project Costing Summary— Erosion Control Construction and Restoration Works Quotation for Construction and Restoration Works $1,722,693.00 Contingency (20%) 344,538.00 Total . 2,067,231.00 HST (13%) . 268,740.00 Total Gross Project Cost 2,335,971.00 HST Rebate (11.24%) (232,357.00) Total Net Project Cost $2,103,614.00 • 3. Approved Source of Funds — Erosion Control Construction and Restoration Works 2010 Capital Budget 5321.1005.6253 Source of Funds Available Budget Required Debt— 10 Year $1,980,543.00 $0.00 . Internal Loan — 10 Year . 0.00 . 1,678,000.00 Development Charges 270,074.00 270,074.00 Reserve Fund-Stormwater Taxes 5 0.00 728.00 Regional Municiplaity of Durham 0.00 154,812.00 Total Funds $2,250,617.00 $2,103,614.00 Net Project Cost under (over) Approved Funds $147,003.00 65 Report ENG 11-14 May 12, 2014 Subject: Amberlea Creek Erosion Control Project Single Source of Construction and Restoration Works Page 4 4. Breakdown of Costs between City and Region City Region Total Quoted Amount $1,595,915.00 $126,778.00 $1,722,693.00 Construction 319,182.00 25,356.00 344,538.00 Contingency Total $1,915,097.00 $152,134.00 $2,067,231.00 Net HST Cost to City 33,705.00 2,678.00 36,383.00 (1.76%) Total Cost to City $1,948,802.00 $154,812.00 $2,103,614.00 5. Complete Project Costing Summary— EA, Design, Approvals & Erosion Control Construction and Restoration Works Construction and Restoration Works $1,722,693.00 Associated Costs Contingency (20%) 344,538.00 Subtotal 2,067,231.00 Previously Approved Project Phases (EA, Design &Approvals) 471,092.00 Total 2,538,323.00 HST (13%) ' 329,982.00 Total Gross Project Cost 2,868,305.00 HST Rebate (11.24%) (285,308.00) Total Project Cost $2,582,997.00 The 2010 Development Projects (DC Funded) Capital Budget included $2,730,000.00 for the Amberlea Creek Class EA, detailed design and construction phases of the project. The Class EA and design components of the project was $479,383.00 including disbursements, net of HST. This component has been approved by Council under report CS 21-12 (Resolution #82/12). The remainder of the $2,730,000.00 in funds, $2,250,617.00, is available for the implementation of the preferred alternative as identified in the Amberlea Creek Class EA. TRCA has provided the City of Pickering with a quote of$1,946,642.58 (HST included) to complete all works associated with the Amberlea Creek Erosion Control Project. The total gross project cost for the erosion control construction and restoration works is estimated at $2,335,971.00 (HST included) and the total net project cost is estimated at $2,103,614.00 (net of HST rebate). See Table 2. This project was originally approved as a debt financed project for the City's share of 66 the cost in the amount of$2,402,400.00. From the time this project was approved in Report ENG 11-14 May 12, 2014 Subject: Amberlea Creek Erosion Control Project Single Source of Construction and Restoration Works Page 5 until 2012, there was sufficient funds built-up in the DC-City's Share Reserve. When the Class EA component proceeded in 2012, the City's share of the Class EA and detailed design cost in the amount of$421,857.00 was funded from the DC - City's Share Reserve instead of debt financing. This reduces our dependent on debt financing by 18% of what was originally approved. Recommendation 5a provides the Treasurer with the authority to finance the project through an internal loan in contrast to external debenture financing for the same period (ten years). The internal loan is a financing technique where the City borrows from itself through a reserve fund. By employing an internal borrowing strategy, the City will save money by avoiding legal and financing fees, plus the Treasurer has the authority of setting a competitive borrowing rate that can be slightly lower than the market rate, and it generates a higher rate of return (interest) then what the City currently earns on its investments. For these reasons, the Treasurer is recommending that the project financing be changed from external debt financing to an internal loan. Table 4 provides a breakdown of costs between the City and the Region components. When the project was first budgeted in 2010, the extent of the restoration work was unknown. Upon completion of the Class EA and detailed design work, it was determined that the Regional Municipality of Durham's stormwater culvert at the upstream end of Amberlea Creek at Bayly Street, which conveys flows from the entire Amberlea Creek subwatershed required remedial works as part of this project. The City is coordinating the remedial works associated with the culvert on behalf of the Region. The Region has approved their share of the project and will be reimbursing 100% of the cost back to the City. Table 5 provides the complete project costing summary including the Class EA component that was previously approved and funded from Development Charges Reserve Fund - Stormwater and D.C.- City's Share Reserve. Financing for this component is not being sought for in this report. The City's Purchasing Policy under Section 06.11 requires projects over $100,000.00 to be advertised and tendered; however, the City's Purchasing Policy item 09.09 allows the project to be single sourced subject to Council approval. Discussion: The Amberlea Creek Erosion Control Project was identified as one of the key priority projects of the Frenchman's Bay Stormwater Management Master Plan, which Pickering Council endorsed on April 19, 2010 (Resolution #72/10). On June 18, 2012, City of Pickering Council authorized TRCA to assume the leadership role in a partnership with the City of Pickering to undertake the planning, detailed design, and approvals for the project (Resolution #82/12). The planning phase of this project was carried out under Conservation Ontario's Class Environmental Assessment for Remedial Flood and Erosion Control Projects, with the purpose of providing long term protection against slope instability and channel erosion within Amberlea Creek, in an 67 Report ENG 11-14 May 12, 2014 Subject: Amberlea Creek Erosion Control Project Single Source of.Construction and Restoration Works Page 6 effort to reduce the risk to public safety, and prevent future property damage. The Class EA was filed with the Ministry of Environment for review on August 21, 2013 and approval of the Class EA was received from the Minister's office on February 3, 2014, allowing the project to be implemented as planned. A risk assessment revealed 15 erosion hazards and maintenance sites along 600 metres of Amberlea Creek, south of Bayly Street, that require remedial works to address the risk to existing residential structures and infrastructure. As part of the Class EA process, Aquafor Beech Limited and Terraprobe were retained to complete a risk assessment, which included a detailed review and analysis of the fluvial geomorphological and geotechnical conditions of Amberlea Creek and assist with the development of alternative long term remedial solutions. During the review of Amberlea Creek 15 erosion hazards and maintenance sites along the 600 metres of watercourse south of Bayly Street were identified that require remedial works to address the risk to existing residential structures and infrastructure. Amberlea Creek was divided into three reaches. Reach 1 required only routine maintenance works, Reach 2, required valley and stream based works at three sites, and Reach 3, required complete channel realignment and remedial works at seven erosion sites. To resolve these hazards, Amberlea Creek was divided into three reaches and a range of solutions were developed and evaluated for each reach. The three reaches were delineated based on relatively similar sections of channel relating to width and depth, valley setting, floodplain access, sinuosity, gradient, and geology. A range of alternatives were then developed and evaluated for each of the reaches. Through the evaluation of the alternatives, an overall preferred alternative was identified for the Amberlea Creek Erosion Control Project, which is described as follows: • Reach 1 (downstream end of Amberlea Creek, near Frenchman's Bay and the Amberlea Creek pedestrian bridge): Only simple maintenance works to protect existing infrastructure are required in Reach 1. • Reach 2 (middle section of Amberlea Creek): Valley and stream based works are required at three separate erosion sites. • Reach 3 (upstream end of Amberlea Creek, includes Regional Municipality of Durhamculvert at Bayly Street): Complete realignment of the river channel will be required within the reach, and remedial works will be required at seven erosion sites. During construction, access to the Amberlea Creek Erosion Control Project site will be provided by a temporary access road constructed from the West Shore Community Centre. 68 Report ENG 11-14 May 12, 2014 Subject: Amberlea Creek Erosion Control Project Single Source of Construction and Restoration Works Page 7 • Amberlea Creek and Vistula Ravine are located within an important migratory zone, and provide critical refuge and feeding habitat for birds during migration. Due to their proximity to Frenchman's Bay, Amberlea Creek and Vistula Ravine also provide habitat for a variety of wildlife species and are recognized by TRCA as one of the last opportunities to enhance the habitat for fish, invertebrates, birds, small mammals and herpetiles in the Frenchman's Bay area. As such, TRCA has ensured that the project design includes restoration of riparian habitat, including two ephemeral wetlands and instream habitat features to improve fisheries habitat and refuge areas. Site restoration works includes 1.0 ha of restoration planting and seeding, which includes replacement of non-native trees, all ash trees and trees damaged from the ice storm, with native species. As part of the site restoration activities, TRCA has prepared a planting plan that includes approximately 1.0 ha of restoration planting and seeding that aims to re- establish native vegetation and improve the vegetation community composition within the ravine, and to ensure that forest cover is fully restored upon completion of the project. This planting plan includes replacement of non-native trees, all ash trees within the ravine, and trees damaged during the 2013 ice storm with site appropriate native species. The restoration plan developed by TRCA also includes the provision of habitat features such as nesting boxes. TRCA has implemented erosion control works at over 500 locations across its jurisdiction over the last40 years on behalf of or in partnership with their municipal partners. This includes a diverse range of erosion and related restoration projects ranging from several thousand to millions of dollars in construction costs. This experience has been demonstrated throughout the planning and detailed design process of this project to date. Based on TRCA's expertise, ability to undertake the majority of the planned works in house, and in-depth knowledge of the sensitive site conditions and the project design, City of Pickering staff requested that TRCA provide a quotation for construction of the Amberlea Creek Erosion Control Project. As outlined in the letter of approval to proceed with the project, received from the Minister of the Environment on February 4, 2014, TRCA will obtain all required permits and approvals, and ensure compliance with the mitigation measures as outlined in the Environmental Assessment. A permit from TRCA will not be required if TRCA undertakes construction on behalf of the City of Pickering. TRCA will implement the project in the manner it was developed and designed, inclusive of all mitigating measures and in accordance with the Class EA, including any commitments made to the affected agencies and members of the public. Due to the location of the project and TRCA's considerable expertise in this specialized type of construction, they are best suited to perform the works. Due to the environmentally sensitive location that the works will be undertaken (Vistula Ravine is designated an Environmentally Sensitive Area and the downstream 69 Report ENG 11-14 May 12, 2014 Subject: Amberlea Creek Erosion Control Project Single Source of Construction and Restoration Works Page 8 Provincially Significant Wetland), TRCA has also prepared a comprehensive environmental mitigation strategy in order to secure approval of the Class EA and to satisfy the needs of the various regulatory approvals required to facilitate construction. This mitigation strategy prescribes the use of best environmental management practices during construction to safeguard the aquatic resources on-site and to reduce potential negative effects to downstream habitat at Frenchman's Bay, owned by TRCA. The Region of Durham has a stormwater culvert at the upstream end of Amberlea Creek at Bayly Street, which conveys flows from the entire Amberlea Creek subwatershed. The City is coordinating the remedial works associated with the culvert on behalf of the Region. The Region has approved their portion of the project and will be reimbursing 100% of the cost back to the City, estimated at $154,812.00 including net HST. As the proposed works are predominantly adjacent to TRCA lands and in a highly environmentally sensitive area, staff recommend that TRCA be awarded the contract to for the construction and restoration works for the Amberlea Creek Erosion Control Project. Attachments: 1. Location Plan Prepared By: ApprovedlEndorsed By: • • de Marilee Gadzovski, M.Sc.(Eng.), P.Eng. Ri and Holborn, P. Eng. Division Head, !rector, Engineering & Public Works Water Resources &Development Services Caryn Kong, BA, CGA Stan Karwowski, MBA, CPA, CMA Senior Financial Analyst, Division Head, Finance & Treasurer Capital & Debt & Management MG:mg 70 Report ENG 11-14 May 12, 2014 Subject: Amberlea Creek Erosion Control Project Single Source of Construction and Restoration Works Page 9 Recommended for the consideration of Pickering Ci Coun it Aft/Zs, z0i4 Tony Prevedel, P.Eng. Chief Administrative Officer • . 71 ATTACHMENT#. I _ _1 O REPORS# -NCB I I-11-i•. 'Irrq? 'W VIA lo; 1 ` l ` 110 i�����wl�pvlpL/►�iiii��LWV1rV ■ UVN r t \ ilk 1 REPO ON . 0, ‘ , 4, 1' -Of . \00 • C 1 PR*` ECT t -- A . EA I' E �NMA S t y\ R e;.\'' . z_x:/v,/ , "/ • ;tf 1 N \ ,450Wier-V oriole , p ' It \ \ ` , 3 1 ' 1 ' ----\ l 1 t \ t\ ;U,^SS , co'''-‘4 �, t 0AY v15 lf' E � ? '���� c, _ `5 04 , WO.; \-" . I /All . ‘ . 1 v-- .--"/ - u•/ ‘ -• 44° CV/ liTil"w-7:nel .-- r-- o j i 1 I i 1 1 I I i'- 417//+',4 } 1 i v Q VISTULA ogNE I I CRT 1 ; gol c,'(\- I r t 1 1 i j i ' � CE tl \ j 1Ui 4U ,3.3-4.J i 401,00�s i ---"-r--- GLEN RAV�NE3 pARK N 0 PvENUE --^, e 00, Prw ,a. X • H V 10404, , A. IIIPP f� �'� 5p2:1 11 tACR5kS N ` BRUCik i• j 1 j SCOMBE t1P �,�F� µ` r� o I W t` 1 ( , E 3 'o m 0; t I j I I t 0 . MEMoRIA if ENGINEERING&PUBLIC ATTACHMENT FOR ENGINEERING & PUBLIC WORKS Cilll°0 WORKS DEPARTMENT REPORT ENG 11-14 ". Iii--__— AMBERLEA CREEK EROSION CONTROL PROJECT WCONION.10C SCALE: N.T.S. APRIL 25/2014 72 ca 00 := Report to Executive Committee PI KERING Report Number: ENG 12-14 Date: May 12, 2014 From: Richard Holborn Director, Engineering & Public Works • Subject: Proposed Skateboard Facility at Petticoat Creek Community Centre - File: A 1440 Recommendation: • 1. That Report ENG 12-14 of the Director, Engineering & Public Works regarding the proposed Skateboard Facility at Petticoat Creek Community Centre be received; 2. That Council approve East Woodlands Park, located adjacent to the Petticoat Creek Community Centre as the location for the new skateboard facility; and 3. The staff be directed to proceed with the design and tender of a skateboard facility at this location. • Executive Summary: Over the past few years, staff have recognized the need for another skateboard facility within the City of Pickering. As the only skateboard facility within the City is located in the east end of South Pickering, in Diana, Princess of Wales Park, staff have been pursuing a location for a new facility towards the west end of South Pickering. After review of the parks and City facilities within the preferred area, staff determined that East Woodlands Park, which is located adjacent to the Petticoat Creek Community Centre would be the most suitable location. A Design Workshop and Public Open House was held on April 8, 2014 at Petticoat Creek Community Centre to present the location and obtain feedback from the local residents and users. Approximately 28 residents were in attendance. Staff recommend that we proceed with the design and tender of a skateboard facility in East Woodlands Park. Financial Implications: As part of the 2014 Parks Capital Budget, Council approved $200,000 for the design and construction of a skateboard facility, to be constructed in East Woodlands Park, located adjacent to the Petticoat Creek Community Centre. 73 Report ENG 12-14 May 12, 2014 Subject: Proposed Skateboard Facility at Petticoat Creek Community Centre Page 2 Discussion: Over the past few years, staff have recognized the need for another skateboard facility within the City of Pickering. As the only skateboard facility within the City is located in the east end of South Pickering, in Diana, Princess of Wales Park, staff have been pursuing a location for a new facility towards the west end of South Pickering. After review of the parks and City facilities within the preferred area, it was determined that East Woodlands Park, which is located adjacent to the Petticoat Creek Community Centre would be the most suitable location (see Location Plan —Attachment 1). The site has a direct connection to the youth room in the Community Centre, is located on a major transit route, is open, safe and visible. Skate park activities can also be monitored by City of Pickering Facility Security Guard during facility operating hours. Culture & Recreation staff have advised that the proposed location is ideal for supporting the youth programs that operate at this location, providing both indoor and outdoor play spaces. A second and more current skateboard facility also provides additional opportunity for local youth to attend the City's skateboard camps. In terms of the scale of the proposed skateboard facility,.this location would be suitable for what would be considered a skate spot or micro neighbourhood skate park which in relative terms is approximately half the size of the existing skateboard facility in Diana, Princess of Wales Park. This is reflective of the $200,000 budget that has been approved for this facility. This park would draw youth from the surrounding neighbourhoods but as it would be smaller in size, it would not become a destination skate park and draw youth regionally. A Design Workshop and Public Open House was held on April 8, 2014 at Petticoat Creek Community Centre to present the location and obtain feedback from the local residents and users. The meeting was well attended with 28 local residents and future park users signing in to the meeting. The local homeowners that attended were opposed to having a skateboard facility at the proposed location. Their concerns included parking issues, graffiti, noise, garbage, and criminal activities. They also voiced other neighbourhood issues not related to the proposed skateboard facility. Eight comment sheets were submitted and are summarized in Attachment 2. The youth that attended were asked to complete a questionnaire regarding their current skateboard activities and experiences and what features they would like to see in the new skateboard facility. Twenty questionnaires were returned and have been summarized in Attachment 2. They were also provided the opportunity to prepare design sketches of how they would like to see the park laid out. The youth were very excited about the prospect of having a new skate spot in this neighbourhood. Upon approval to proceed, staff will prepare a Request for Proposal to be issued to skate park designers/contractors, to obtain design/build proposals. Upon retention of such a company, further design meetings will be held with the user groups, to obtain CORP0227-07/01 revised 74 Report ENG 12-14 May 12, 2014 Subject: Proposed Skateboard Facility at Petticoat Creek Community Centre Page 3 their input into the final skate park design. It is anticipated that the design would be completed during the summer months with construction commencing in the fall of 2014. Attachments: 1. Location Plan 2. Design Workshop and Public Open House Meeting Summary, April 8, 2014 Prepared By: Approved/Endorsed By: Arnold Mostert, OALA Richar Holbor, , P. Eng. Senior Coordinator Dire or, Engineering & Public Works Landscape & Parks Development ,t Darre Selsky, CET, C M III Marisa Carpino Manager, Capital Projects & I astructure Director, Culture& Recreation AM:am Recommended for the consideration of Pickering City ouncil 11 ',/// Ard zg, 20t4- Tony Prevedel, P.Eng. Chief Administrative Officer CORP0227-07/01 revised 75 TIC REPORT# -Iiill i) C2 r.li+al ..il'iW t 456 N.. \ / rNEN lt:....r1 r- 011:1:1 • a Z . cr) 0.._ ,.. * , . ----) , \ cD 2. r co 0 cr (D 8 3 ill a 3 ,z c „.. c„) 0 — - q eL 0 (D .--,- . .1 = co . . 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TO REPORT# L 1z-ELI Meeting Summary for the New Pickering Skateboard Facility PICKERING Proposed at Petticoat Creek Community Centre Design Workshop and Open House — April 8, 2014 City Council & Staff in Attendance Jennifer O'Connell, Regional Councillor, Ward 1 Kevin Ashe, Local Councillor, Ward 1 Arnold Mostert, Senior Coordinator, Landscape & Parks Development Sharon Milton, Supervisor, Culture & Recreation Heather Butler, Recreation Programmer • Devin Poole, (Acting) Clerk Typist, Culture & Recreation Judah Cunningham and Mike Pasilabban, Youth Staff Christy Harper, Acting Manager of Branch Services, Pickering Library . Summary of Meeting The Design Workshop and Open House was held on April 8, 2014 at the Petticoat Creek Community - Centre from 6:00pm to 8:00pm. The meeting was well attended with 28 local residents and future park users signing in to the meeting (though there were several who attended who did not sign in). A Concept Site Plan showing the proposed Skate Park location was on display as well as a Powerpoint slide show with photos of various skate parks in the Durham Region and concept drawings of others that may be of similar scale to the proposed facility. Notice of the meeting was hand delivered to approximately 200 homes in the area, made available to residents and youth for pick up at City Recreation and Community Centres, Libraries, and High Schools, and posted on the City website, City and Youth Facebook accounts. Meeting information was also provided to Switch.Skate & Snow, who provide staff for the City's skateboard summer camps. Eight comment sheets from residents and 20 skate boarder questionnaires were submitted by the participants. The skate boarders were also provided with the opportunity to prepare sketches of what they would like to see built. Make note that a number of the participants were also bikers who use skate parks for their recreational activities. Summary of Resident Comments Following is a summary of the written comments received from the participants. Note that a number of the comments are not directly related to the proposed skate board facility, but are other issues within the neighbourhood or on the subject site that may have a compounding factor on their outlook of the project. • Potential for collisions between skate boarders and seniors and library users, making it difficult to enter the building • Current shortage of parking at the Library/ Community Centre - should use the money to expand the parking instead • Taking up green space in the park for kids to play- put skate facility in another park that has. more space 77 k . TO WORT# L�VG, 12-14 • Concern of graffiti that is often associated with skateboard parks • Concern of noise caused by the skateboarders —what will the park hours be? • Concern of garbage from people not using the park's garbage can • Will there be increased police presence on the site to keep the drug dealers away as there have been previous criminal activities on this site? Put the skate park near a police station and put in a children's wading pool instead. • The $200,000 budget can be better spent on something other than a skate park • The park is a well used space in its current configuration and a skating facility will not add anything positive to the park—the park is fine the way it is. • The skate park would probably devalue my property • There is no demand for a skate park—this targets a small percentage of the population —find something that benefits more people • The neighbourhood is acquiring enough commercial services with a new gas station, Tim Horton's, office building, Kingston Road widening • The City allowed the trees to be cut down and 3 mansions to be built on 1451 Old Forest Road • Use the funds to plant more trees & additional parking for the library—we need more green space, not less Summary of Skate Boarder Questionnaires and Comments Most of the skate boarder participants that attended were Pickering residents with a number of them living within walking distance of the Community Centre. They were asked what type of surface that they like to ride on and all indicated a concrete finish. They were also asked to indicate what skate park features they liked to use. Following were the preferred features: Quarter Pipe, Half Pipe, Stairs, Benches, Roll-in / ramps, Flat Rails, Funboxes and Pyramids. Following is a summary of the written comments received from the participants: • The park should be designed for both skate boarders and bikes • The park must be concrete, not modular. Consider quality features, not quantity. Look into phasing the project—fundraising can be done for a future expansion to the park.. • The park needs a good flow so that the users will not crash into each other • Provide lights for night time use and a drinking fountain. • A mini-pipe would be better than a full half pipe. • A flow/wavy section would be awesome. • There is nowhere to skate in this area. A skate park would be a perfect fit for this area. There are many skaters who have NOTHING to skate on. • I'm SO happy we are getting a skate park. Much thanks to everyone's hard work in making this part of our community. 78 city 4 - Report To Executive Committee PICKERING Report Number: FIN 07-14 Date: May 12, 2014 From: Paul Bigioni Director, Corporate Services & City Solicitor Subject: Commodity Price Hedging Agreements Report Recommendation: - That Report FIN 07-14 from the Director, Corporate Services & City Solicitor regarding commodity price hedging agreements be received for information. Executive Summary: The Commodity Price Hedging Policy, approved by Council per Resolution #88/10, requires the Report to contain, at a minimum, all information required by O. Reg. 653/05, as amended, as well as: 1. A statement about the status of the agreements during the period of the Report, including a comparison of the expected and actual results of using the agreements. 2. A statement by the Treasurer indicating whether, in his or her opinion, all of the agreements entered during the period of the Report are consistent with the municipality's statement of policies and goals relating to the use of financial agreements to address commodity pricing and costs. 3. Such other information as Council may require. 4. Such other information as the Treasurer considers appropriate to include in the Report. The City has entered into hedging agreements for natural gas and electricity procurement through Local Authority Services Ltd. (LAS) which is a wholly owned subsidiary of the Association of Municipalities of Ontario (AMO). Financial Implications: The LAS purchasing strategy allows municipalities to buy energy (through forward price hedge contracts) rather than being subject to price volatility through the spot market. . 79 Report FIN 07-14 May 12, 2014 Subject: Commodity Price Hedging Agreements Report Page 2 • Natural Gas The 2014 natural gas budget is $330,510. To protect the City's budget plan, the City has entered into the LAS Natural Gas Procurement Program for the period November 1, 2013 to October 31, 2014 with the price being 15.9 cents/m3. Electricity The City's 2014 hydro budget for all City operations including streetlights is $2.2 million. The LAS Electricity Procurement Program hedged purchase price for the period January 1, 2014-December 31, 2014 is $28.30/MW (program fees included), which equates to a per kWh contracted price of 2.83 cents/kWh, resulting in an expected all- inclusive commodity cost of 8.59 cents/kWh. Discussion: Current upward shifts in utility pricing creates significant challenges in maintaining utility budgets. This uncertainty in energy pricing can impact decision making and cost controllability for facilities: The LAS program provides on a yearly basis a stable energy pricing that assists in maintaining the Council approved budget every year. LAS Natural Gas Program — Enrolled April — 2006 Commodity Expenditure — 2013 - $318,475 Current Contract Price - November 1, 2013 - October 31, 2014 - 15.90m3 Hedged Volume - 75% LAS has hedged 75% of our municipal natural gas requirements at the above price and 25% of our consumption to spot market prices for this purchase term. It has been recently reported that Enbridge has applied to the Ontario Energy Board for a 40% rate increase. Enbridge claims that due to the fact that it has been such a long, cold winter, the cheaper natural gas it has stockpiled is running low and it has had to purchase more expensive natural'gas to meet its customers demands. The City does not purchase natural gas from Enbridge, and 75% of the City's natural gas requirements have been hedged through LAS until October 31, 2014. Furthermore, the LAS program operates within a four year purchasing window, and has already purchased 50% of total requirements for the November 2014 program at competitive rates. The projected Enbridge price increase should not have a significant impact the City's cost for natural gas for the remaining 2014 and the 2015 LAS program period . The 2014 natural gas budget did include a 3.7% increase over the 2013 actuals to provide some budget flexibility. 80 Report FIN 07-14 May 12, 2014 Subject: Commodity Price Hedging Agreements Report Page 3 LAS Electricity Procurement Program — Enrolled January- 2011 Commodity Expenditure — 2013 - $2,138,900 Current Contract Price —January 1, 2014— December 31, 2014— 2.83¢/m3 Total Expected LAS Commodity Rate — 8.59 cents/kWh (Blended hedge price + • spot price + Global Adjustment) Hedged Volume — 75% The LAS 2013 hedged purchase price is 7.2% lower than the 2013 LAS Program rate with an estimated all inclusive cost saving of 0.92 cents/kWh, compared to the current Regulated Price Plan (RPP) rate of 9.50 cents/kWh. LAS has also hedged a block of off-peak power for municipal streetlight accounts that is expected to realize a savings of 1.37 cents/kWh compared to the current RPP rate. LAS has hedged 75% of the City's municipal electricity requirements at the above price and 25% of the City's consumption to spot market prices for this purchase term. This spot market exposure currently provides cost savings to the City compared to the current RPP, in addition to the price stability provided by the hedge purchase. Treasurer's Statement: The objectives of the LAS bulk hedging programs are generally synonymous with our municipal objectives: a. Facilitates Budgeting — purchasing blocks of energy commodities will produce stable prices for budgeting; b. Competitive Pricing — provide savings on required purchases; and c. Maximize Purchasing Power— pooling requirements can leverage better pricing than individual purchasing. The LAS Natural Gas and Electricity Procurement Program has provided the City with a sound commodity hedging strategy for natural gas and electricity. This benefits the City as much as possible when prices are falling and protects the City as much as possible when prices are rising. Annual price stabilization and price benefits from bulk procurement along with individualized support, advice and consumption data reports, provides the City with a means to monitor its usage and accurately forecast its annual utility budgets. Attachments: None 81 Report FIN 07-14 May 12, 2014 Subject: Commodity Price Hedging Agreements Report Page 4 Prepared By: Appr• ed/Endorsed By: I _ :•bK /ma / Stan K: r ki Senior Purch.sing Analyst Divisio Head, finance &Treasurer \— R Paul Bigioni Director, Corpo _ - 'ces & City Solicitor Recommended for the consideration of Pickering City Council 28, Zot4 Tony Prevedel, P.Eng. Chief Administrative Officer • 82 Ciar Report to Executive Committee PICKERING Report Number: FIN 09-14 Date: May 12, 2014 From: Paul Bigioni Director, Corporate Services & City Solicitor Subject: Cash Position Report as at December 31, 2013 Recommendation: That Report FIN 09-14 from the Division Head, Finance & Treasurer be received for information. Executive Summary: The attached schedules present the City of Pickering's cash position, continuity of taxes receivable, outstanding investments, development charges collected and other development contribution information for the six months ended December 31, 2013. The City's overall performance in 2013 shows a positive outlook based on the following key indicators: • The City share of development charges collected is up by about 5.4% as compared to 2012. This is the fourth highest collection in the last 22 years. • Total number of building permits of 861 issued in 2013 is the most number of permits issued in a year in the last 13 years. • Total tax arrears are down by about 7% or $1.3M from $17.6M in 2012 to $16.3M in 2013. The reduction in tax arrears reflects the successful efforts of taxation staff to collect outstanding taxes. The City's investment portfolio remains well balanced. Yield is comparatively flat however, in both short and long term investments from 2012. Financial Implications: The financial position of the Corporation for the six months ended December 31, 2013 was a net decrease in cash of$5,396,640, from $14,412,553 to $9,015,913. Sources of Funds totaled $114,378,922 and Uses of Funds totaled $119,775,562. Discussion: This report presents a six-month period of activity ending December 31, 2013. The discussion below describes the purpose of each schedule with a summary review of pertinent information. 83 Report FIN 09-14 May 12, 2014 Subject: Cash Position Report as at December 31, 2013 Page 2 Statement of Cash Position: Attachment 1 reflects the City's sources and uses of funds for the second half of 2013. Subcategories have been identified to emphasize those cash transactions that are material in nature or with large dollar values. This schedule summarizes the decrease in cash of $5,396,640 over the last six months of the year. It is important to note that periodic comparison may not be useful in this case due to timing differences of receipts and disbursements throughout each reporting year. Therefore, this decrease does not imply that the City was in a better cash position six months ago as compared to the end of 2013. Continuity of Taxes Receivable: Attachment 2 summarizes all tax related transactions from July 1 to December 31, 2013. It also provides the outstanding taxes receivable as at December 31, 2013. The total receivable includes all three levels of taxes billed for the City, Region and School Boards. Note that periodic totals vary because of the timing differences in due dates and amounts of supplementary billings issued in the reporting year. The current year's taxes receivable of about $13.1M is approximately 7.1% (2012 - 3.7%, 2011 - 7.9%, 2010 - 3.9%, 2009 -4.8%, 2008.-4.4%) of the $185.5M total taxes billed in 2013 and about 80.4%..(2012 37.5%, 2011 - 74.3%, 2010 - 38.8%, 2009 -45.6%, 2008 -47.6%) of the $16.3M total receivable at the end of 2013. Outstanding Investments: Attachment 3 presents the short- and long-term investments for both Current and Reserve Funds outstanding as at December 31, 2013. The total investment portfolio as at December 31, 2013 is $87.1M with $3.0M from internal loans and $84.1 M from general investments. This shows an increase of about $7.2M or 9.0% from prior year's $79.9M total portfolio. Total investments vary from year to year depending on the timing of collection and remittance of development charges and supplementary taxes. Interest rates in general on both short- and long-term investments in 2013 are relatively flat from prior year. Development Charges Collected: The City is responsible for the collection of development charges on behalf of all levels of government. Attachment 4 shows the total amounts collected for the City, Region and School Boards. Compared to the same period in 2012, 2013 collection is up by about 13.1% or $0.3M from $2.7M to $3.0M. Note that the total collection for the Region and School Boards do not match the remittance amounts under the Uses of Funds indicated in Attachment 1. This variance is a result of the timing differences in payments to the Region and School Boards as monies become due 25 days following the month of collection. Other Development Contributions: Attachment 5 is provided to show other significant development contributions received in 2013. Multi Year Receipts: The balance of the Attachments shows multiyear receipts of the City's portion of development charges presented on a bar chart. Total collection for the first and second halves of 2013 was $2.20M and $1.40M respectively for a total of 84 $3.60M. This is the fourth highest annual collection in the last 22 years. Total collection Report FIN 09-14 May 12, 2014 Subject: Cash Position Report as at December 31, 2013 Page 3 in 2011 of $4.29M remains to be the most on record followed by $3.71M in 2004 and $3.65M in 1994. Total building permits of 861 issued in 2013 is the highest ever recorded since 2000, 19 permits or 2.3% better than the 842 issued in 2012. This is a positive indicator of economic growth in the City. Attachments: 1. Statement of Cash Position 2. Continuity of Taxes Receivable 3. Outstanding Investments 4. Development Charges Collected 5. Other Development Contributions 6. City Portion of Development Charges Collected 1991-2013 7. Building Permits Issued 2000 - 2013 Prepared By: Approved/Endorsed By: &az__ Dennis P. Arboleda, CPA, CMA Stan Karwowski, MBA;eft;C;MA Supervisor, Accounting Services Division He.• Finance & Treasurer Paul Bigioni Director, Cor•• - - -rvices & City Solicitor _ DA:da Recommended for the consideration . of Pickering Ci Council 1 / //, 3aed z2 Zo t+ Tony Prevedel, P.Eng. Chief Administrative Officer 85 ATTACHMENT# TO REPORT k ci'14 City of Pickering Statement of Cash Position for six months ending December 31, 2013 Sources of Funds: Accounts Receivable collected $ 2,196,764 Development charges collected * • 3,012,197 Operating 27,586,608 Grants-in-lieu: • Federal 1,226,410 Provincial 960,420 Ontario enterprises 4,076,935 Municipal enterprises 277,134 Linear Properties 451,516 Federal specific grants 18,492 Ontario specific grants 211,605 Interest Income 218,351 Sale of land 58,911 Tax payments received 73,987,611 POA Revenue 95,968 Total $ 114,378,922 Use of Funds: Operating and Capital Expenditures $ 43,461,227 Payroll 19,437,732 Region Levy 32,061,067 Regional portion of Dev. Charges 1,622,790 School Board Levies 20,884,901 School Board portion of Dev. Charges 300,492 Debenture payment to Region 2,007,353 • Total $ 119,775,562 Net Cash Increase (Decrease) $ (5,396,640) FINANCIAL POSITION Bank Balance Net Cash Bank Balance July 1, 2013 Provided (Used) December 31, 2013 Current Fund $ 14,412,553 $ (5,396,640) $ 9,015,913 TOTAL $ 14,412,553 $ (5,396,640) $ 9,015,913 Includes City,Region and School Boards 86 i TACHMENT# 0 TO REPORT#L11.1-11 s a) G) M rn CO CO CO N- rn C) e- CO a) C Z. r O N C) Cr O CC) 'Cr O N- •L 0 0) re) N- CO - O CC) cc) r CO I- h G) > N 2 33 ' N C; •V' r- (O C C-13 C3) CC) O CO CO ct x Cr CO CO N CO N cr V w r M > N- CO Cf) �t Ch C') N N C) V C", a) ch Co a d .. C.) T. O .0 0 d re CO X d V I- d CO' N co ,— O e— CO M CCi C.S. CO C7 O CO 00 co . a) ti V-. • r d CO N- C) O e- N CO cc) O t0 C r CO N Cfl N- N- N 'ct v- d CO CO CO N- CO T- ct Cf) CO N- ti a.+ C — (x) C a+ CO pj v M CO.0 c E = C) C U) a• Q . 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V c') co- N N x-- $ lunowy 91 • . ATTACHMENT# "7 ,TO REPORT# rid.o - it . • _� a __z N N N- oo N O - N O . CI O o ., N LI, rn vo " O N CO 73 Lo 1 O N N D N Cn O U) O E `D _ N CB N °5 I m CI. N I O 6 N EL O O O o O � N © co � - - 7r- < N 73 D co O CO N CO N O te — N - • N O to co I------ - - _ 0 N T- 49 L CD N O - wr . O �, r I O I N O O O O O O O O O O O O O O O O O O O 07 00 f"- C) L0 d' M N • 92 city o4 A Report to Executive Committee TAI �ciT.3� 1 CKERI G Report Number: FIN 10-14 • Date: May 12, 2014 From: Paul Bigioni Director, Corporate Services & City Solicitor Subject: Development Charges Reserve Fund - Statement of the Treasurer for the Year Ended December 31, 2013 Recommendation: That Report FIN 10-14 of the Director, Corporate Services & City Solicitor respecting the Development Charges Reserve Fund be received for information. • Executive Summary: Section 43 of the Development Charges Act, 1997 (the "Act') requires that the Treasurer furnish Council with a financial statement relating to the development charges by-law and reserve funds established for each service as established under Section 33 of the Act. Accordingly, the enclosed Attachments 1 to 5 detail the activity of the Development Charges Reserve Fund for the year ended December 31, 2013 in the manner as prescribed by the Act. As required under Section 43(3) of the Act, the Treasurer will forward a copy of this same statement to the Minister of Municipal Affairs and Housing within 60 days of providing the statement to Council. Financial Implications: Starting from 2011, and continuing into 2013, the new development in the Duffin Heights neighbourhood has resulted in a spike in development charges revenues. Development charges revenues collected in 2013 were $3,601,539. This represents a 5% increase from the amount collected in 2012 ($3,417,020). Most of development charges revenues were related to the development in the Duffin Heights area. The Reserve Fund remains at a healthy balance of approximately $39.4 million pending future use of funds for qualified projects. The funds are well managed with investment returns consistently exceeding market indicators. Investment income is added to the balance of each fund as such income is earned. Discussion: Funds are not transferred out of the Development Charges Reserve Fund for projects until the funds are actually needed, as required by applicable accounting rules. This ensures that the Reserve Fund continues to earn interest income on the unspent monies until such time as actual expenses are incurred. Attachment 1 shows the total Reserve Fund balance of $39,412,848 prior to "Budget Commitments". Taking into account the "Budget Commitments" as at December 31, 2013 of"$9,695,339, the fund balance available for future expenditures is $29,717,509. 93 Report FIN 10-14 May 12, 2014 Subject: Development Charges Reserve Fund - Statement of the Page 2 Treasurer for the Year Ended December 31, 2013 The development charges collected in 2013 were $3,601,539. Starting from 2011 and continuing into 2013, the new development in the Duffin Heights neighbourhood has resulted in a spike in development charges revenues compared to the average annual receipts of$1.6 million for the 5-year period leading up to 2010. Attachment 2 provides a chart showing the 10-year historical pattern of development charges collected. The cumulative total collected for this 10-year period was approximately $25 million The 2013 projects approved based on the 2009 Development Charges Background Study from this Reserve Fund was $4,199,397. The 2013 Seaton & City Development Charges Background Study, further supported by Reports-to-Council FIN 20-13 and FIN 29-13 provided additional approvals in the amount of $1,029,420 for the Indoor Soccer Facility— Purchase of Land and Architectural Fees, and Seaton FIS Consulting Fees. Attachment 3 provides detailed-information on these approved projects. The expenditures actually incurred in 2013 that were funded from the Reserve Fund were $2,349,324 (see Attachment 4). These expenditures pertained to capital and current projects approved in 1994, and 2000 to 2013. Attachment 4 provides a summary of the project expenditures funded by development charges and other sources as prescribed by Ontario Regulation 82/98, Section 12(3). • Attachment 5 provides detailed information on repayments pertaining to outstanding internal loans undertaken as required by O.Reg. 82/98, Section 12(2)3, 4 and 5. The principal and interest paid in 2013 pertaining to loans undertaken from the period of 2003 to 2012 was $446,607 and was funded from property taxes. An internal loan was undertaken in 2013 from the Development Charge Reserve Fund in the amount of$275,000 for the Fire Services-Regional Radio Phase 1. Repayment of the 2013 internal loan will commence in 2014. As of December 31, 2013, the total outstanding amount of such internal loans is $3,027,529. Attachments: 1. 2013 Annual Statement of Development Charges Reserve Fund 2. Development Charges Collected 2004 — 2013 3. Projects Approved in 2013 to be Funded from Development Charges Reserve Fund 4. 2013 Actual Capital and Current Expenditures Summarized by Project 5. Development Charges Reserve Fund Internal Loans - Annual Repayment for the year ended December 31, 2013 94 Report FIN 10-14 May 12, 2014 Subject: Development Charges Reserve Fund - Statement of the Page 3 Treasurer for the year ended December 31, 2013 Prepared By: Approved/Endorsed By: Caryn Kong, CGA tan Karwowski, MBA, C 1 1110 Senior Financial Analyst-Capital & Division Head, Finance & Treasurer Debt Management ri Paul Bigioni Director, Corpara e Se ices & City Solicitor CK Recommended for the consideration of Pickering Cit Council flj/ Tony Prevedel, P.Eng. Chief Administrative Officer • 95 ATTACHMENT# I_ TO REPORT# iLI o—I f N_ 0) •<- 0 0 _ .To..0 CO 0) CO co CO Tt N Cr CO O 0 0 0 to t() 0 r CO CO CO CO C') 0 cCi F x-- n 0) N Lc) ti Z.- ( 1Y 0 CO CO N M 'Cr r 0) r `) N c`� mr' O C Cl CO h 0) N N O) c c Q M M N N 0 N (A V (0 CO ti co Ws CO LO CD CO LO ca N c 0 0 CD N 0) a 00) U L O N M C0 M Cn n' c c G> rn w +•' O N N O O O C6 CA CO'. E J U CD N C71', . TT)d• d U r r d CY O O 0 N CO CO O CA a iD co N- p a) co co U) to c0 ti h CO d• w, +: O 0 CO ' CO. 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J d E d C a) a) m (' < (0 U U .p.' d m c W a) N w O y • a) ea N0 0 ft a) a) d b o w E mo as as to •� •O p n) c c 'C3 w E w+4 7 U) To a) U U C 2 Q Q c a d U • C co CO � a1 4) 4) ° 41 M x x • E ° d E C to a1 m cd y w W x a ., 0 0 ., M R c cp co m 2 n ed al) - a1 m • 1.3 E (0 rn a E r R a a') U) ,- w > p x CCU 7 p coo "D 3 0 N CO 0 Q' 0 £ . N. u.1001— LL U N , 0 u.. (.) 96 ATTACHMENT# TO REPORT# . 10-f t ro -c N too C N Y U d • M O N N O N em- M N O N _ O N o N CD a • Q) U ° N N - CCSG) L o N C Q. O r ° C N CO N • • O N tt N O O O O O O O O O O O /�. O O O O O O O O O O v} O O O tf) • O In O O O O 97 • ATTACHMENT#.1 TO REPORT#f J/O-i Projects Approved in 2013 to be funded from Developement Charges Reserve Funds (DC RF) Source of Funds • D.C.-City's Share Description Project No. DC RF Reserve Taxes Total William Jackson Drive-DH-14(Old Taunton) 5321.1301 2,700,000 300,000 3,000,000 Valley Farm Road-DH-4 Tillings Road to Brock Rd. • Oversizing 5321.1302 240,210 26,690 266,900 Park Crescent(Sandcastle Court to Cliffview Rd.)-.W- 1 5321.1303 437,500 437,500 875,000 Cliffview Road(Park Cres.to North Limit)-W-2 5321.1304 153,125 153,125 306,250 Toynevale Road(Rougemount Dr.to Rosebank Rd.- R-3 5321.1305 186,312 558,938 745,250 Kingston Road(Brock Rd.to Hydro Corridor)-V-1 5321.1306 99,000 99,000 198,000 Kingston Road(Brock Rd.to Southview Drive)-V-2 5321.1307 107,250 107,250 214,500 Kingston Road(Brock Rd.to Bainbridge Drive)-V-4 5321.1308 82,500 82,500 165,000 Brock Road(Finch Ave.to Duffins Creek)-V-13 5321.1309 24,750 24,750 • 49,500 Brock Road(Kingston Rd.to Finch Ave.)-V-15 5321.1310 41,250 41,250 82,500 Brock Road(Hwy.401 to Bayly St.)-BI-3 5321.1311 35,500 35,500 71,000 Oil Grit Separators-Installation of 2 Oil Grit Separators 5321.1312 30,000 270,000 ' 300,000 Total 2013 Capital Budget 4,137,397 2,136,503 - 6,273,900 , Consulting City&Seaton DC Study 1920.2127 62,000 - . 28,000 90,000 Total 2013 Current Budget 62,000 - 28,000 90,000 • Grand Total 2013 based on Approved Budgets 4,199,397 2,136,503 28,000 6,363,900 Revised Funding based on Report to Council Indoor Soccer Facility-Purchase of Land 5315.1101 584,494 a 639,577 1,224,071 Indoor Soccer Facility-Architectural Fees 5719.1307 161,201 a 176,393 337,594 Consulting Seaton FIS 1920.2126 283,725 b - 16,275 300,000 Total Approved based on Reports to Council 1,029,420 815,970 16,275 1,861,665 Grand Total 2013 Projects Approved 5,228,817 2,952,473 44,275 8,225,565 a Approved based on Report-to-Council FIN 20-13 b Approved based on Report-to-Council FIN 29-13 • 98 • • ATTACHMENT# L TO REPORT#-INJ0 -/41 2013 Actual Capital and Current Expenditures Summarized by Project o.Reg.82/98 Section 12(3). D.C.-City's GL Dev Charges Share Property Description Account Reserve Fund Reserve TRCA Taxes Other Total Capital Budget Operations Centre Indoor Soccer Fac-Purchase of Land 5315.1101 584,494 639,577 a. 0 0 0 1,224,071 New Operations Ctr-Consulting& . Design 5315.1201 14,403 0 0 0 14,403 Total Operations Centre 598,897 639,577 0 • 0 0 1,238,474 Recreation Facilities Indoor Soccer Facility-Arch Fees 5719.1307. 147,182 176,393 a 0 0 0 323,575 Total Parks 147,182 176,393 • 0 0 0 323,575 External Subdivision Works Road Construction: . Old Orchard Ave Reconstruction 5321.9407. 10,540 0 0 0 0 10,540 Bayly N&S Brock to Alliance 5321.0604. 7,002 0 0 0 0 7,002 William Jackson Drive DH-16 600m east 5321.0804. 76,893 0 0 0 0 76,893 Dersan St to Tillings Road 5321.0902. 29,096 0 0 0 0 29,096 Dersan St to Brock Road 5321.0903. 30,644 0 0 0 0 30,644 William Jackson Dr DH10(DH16) 5321.0904. 68,274 0 0 0 0 68,274 Woodview Urbanization 5321.0911 422 0 0 0 0 422 Welrus Street-Sprucehill Rd D-5 5321.1001. 134,570 0 0 0 0 134,570 North Collector to 250m east 5321.1002. 103,173 0 0 0 0 103,173 North Collector to 150m east 5321.1003. • 61,904 0 0 0 0 61,904 Welrus Street 5321.1103. 6,711 0 0 0 0 6,711 Old Taunton Road 5321.1104. 262,390 0 0 0 0 262,390 Kingston Rd(Liverpool Rd/Glenanna) 5321.1202. 10,914 0 0 0 0 10,914 Toyneval Rd 5321.1305. 177,939 722,167 100,000 0 12,495 b 1,012,601 Total Ext Subdivision-Roads 980,472 722,167 100,000 0 12,495 1,815,134 Sidewalks&Streetlights Kingston Rd(Partial)ES 2000 WO-2 5321.0019 116 0 0 0 0 116 Altona Rd,Sheppard,Strouds RO-8, RO-6,H-1 5321.0909. 17,155 0 0 0 0 17,155 Total Ext Subdiv-Sidewalks&Streetlights 17,271 0 0 0 0 17,271 Traffic Signals Pickering Parkway-East of Liverpool R(5321.1006. 227,726 0 0 0 0 227,726 Total Ext Subdivision-Traffic Signals 227,726 0 0 0 0 227,726 Storm Water Mqmt(SWM) WestShore Blvd-Storm Sewer 5320.1118. 1,141 0 0 1,680 0 2,821 Amberlea Creek Erosion Control 5321.1005. 38,574 - 0 0 0 0 38,574 Oil Grit Separators 5321.1107. 418 0 0 0 0 418 • Total SWM- 40,133 0 0 1,680 0 41,813 Grand Total-Ext Subdivision Works 1,265,602 722,167 100,000 1,680 12,495 2,101,944 Grand Total-Capital Budget 2,011,681 1,538,137 100,000 1,680 12,495 3,663,993 Current Budget-Studies Finance-City&Seaton DC Study, 2127.2392. 52,980 0 0 23,803 0 76,783 Gen Gov-Seaton FIS 2126.2392. 283,725 0 0 16,275 0 300,000 Planning-Official Plan Review 2611.2392. 938 0 0 0 1,016 C - 1,954 Total-Current Budget 337,643 0 0 40,078 1,016 378,737 Grand Total-Capital&Current 2,349,324 1,538,137 100,000 41,758 13,511 4,042,730 "°'aa a Revised financing based on FIN 20-13 b 3rd Party Cont Res Fund C Cont Studies Res . 99 ATTACHMENT# ,..TO REPORT#ri NI IQ-)4 To _ C') N- N O N N-O) co co CC) h 05 V' O) c0 0 V-N Cl CD 0) CO CO 0 co U 0) CO r h LC) V• O) CO O) C CD co c+i C m _ 0) , ,-.n- CD N e-L CO V' o) - m c) m V• ;g caC � . 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CC F-CD CC CC 0- O 0 0 CC 1- a was C) R 0 000000 N N N N NCh y ° Y 0 0 0 0 0 0 O O O O 0 0 0 • Q.� } CC) N N N N N N -N N N N N N H O Ts 'L > 7 0 C 0 Q 100 C,fy o¢ A Report to Executive Committee PICKERING Report Number: FIN 11-14 Date: May 12, 2014 • From: Paul Bigioni Director, Corporate Services & City Solicitor Subject: 2014 Tax Rates and Final Tax Due Dates for All Realty Tax Classes Except for Commercial, Industrial & Multi-Residential Realty Classes Recommendation: 1. That Report FIN 11-14 of the Director, Corporate Services & City Solicitor regarding the 2014 tax rates be received; 9 9 2. That the 2014 tax rates for the City of Pickering be approved as contained in Schedule A of the By-law attached hereto; 3. That the tax levy due dates for the Final Billing be June 26, 2014 and September 26, 2014 excluding the industrial, multi-residential and commercial realty tax classes; 4. That for the year 2014, the City shall levy upon designated Universities and Colleges an annual tax at the prescribed amount for each full-time student enrolled in the university or college, as determined by the Minister of Training, Colleges and Universities, payable on or after July , 5. That the attached By-law be approved; 6. That the Division Head, Finance & Treasurer be authorized to make any changes or undertake any actions necessary to comply with Provincial regulations including altering due dates or final tax rates to ensure that the property tax billing process is completed; and, 7. That the appropriate City of Pickering officials be authorized to take the necessary actions to give effect.thereto. Executive Summary: Adoption of;the above Recommendations and the attached By-law provides for the approval of tax rates required to raise the levy approved in the 2014 Current Budget of the City of Pickering and to levy taxes for School Boards and for the Region of Durham. This is for all realty tax classes except for commercial, industrial and multi-residential which will be dealt with later this year. 101 Report FIN 11-14 May 12, 2014 Subject: 2014 Tax Rates and Final Tax Due Dates for All Realty Page 2 Tax Classes Except for Commercial, Industrial & Multi-Residential Realty Classes Financial Implications: Adoption of the recommendations and passing the By-law will allow staff of the Finance Division to bill the Final 2014 levy for all properties except for the.industrial, commercial and multi-residential tax classes which will be dealt with later this year. Passing of the by-law will assist the City. of Pickering to meet its financial obligations and reduce any borrowing costs. This levy also raises taxes for the Region of Durham and the School Boards. Discussion: The 2014 final tax billing process will consist of two separate components: 1. Residential and residential-related (farm, managed forest) properties; and, 2. Commercial, industrial and multi-residential realty classes. Later this year, a report will be presented to Council asking for Council's approval to bill the non-residential tax classes. The non-residential tax classes are subject to tax capping and Pickering's staff, in conjunction with the other lower tier municipal tax staff and the Region's finance staff, will be working on the tax capping calculations during the next few months. City's Net Tax Levy and Tax Rate Increase The City's 2014 budget provided for an average property tax increase of 3.75% and was adopted by Council through Corporate Services Report FIN 5-14. The 2014 Council approved budget levy of$52,172,413 plus assessment growth of $1,146,000 translates into the total property tax levy of $53,318,413. The Region's tax increase for Pickering . was 1.5% and the School Board increase is zero, resulting in a total average residential increase of approximately 1.88%. Tax Due Date Instalments Recommendation 3 provides for the due dates for the payment of residential taxes being June 26, 2014 and September 26, 2014. The table below lists the tax instalment due dates for the last three years. Year 1st Instalment 2nd Instalment 2014 June 26, 2014 September 26, 2014 2013 June 27, 2013 September 27, 2013 2012 June 27, 2012 September 27, 2012 2011 June 29, 2011 September 29, 2011 102 Report FIN 11-14 May 12, 2014 Subject: 2014 Tax Rates and Final Tax Due Dates for All Realty Page 3 Tax Classes Except for Commercial, Industrial & Multi-Residential Realty Classes Communication Strategy In addition to mailing the tax bills, the City will advertise the tax instalment due dates on - the City's webpage and in the Pickering News Advertiser prior to each tax due date. Other Recommendations 2 and 3 provide for the levying of all tax rates on all classes of property, except for the non-residential properties where the tax rates and the property taxes will be billed at a later date, because the "claw back" percentages have not yet been determined. Therefore, staff will bring a separate report to Council for the non- residential billing in May or June. Staffs preliminary estimate for the final non- residential due date is September 26, 2014. Recommendation 4 provides for the levying of an annual tax for institutions designated under section 323 of the Municipal Act. In the fall of 2013, the Ministry of Training, • Colleges & Universities (MTCU) implemented a new enrolment system for colleges, which resulted in Durham College of Applied Arts and Technology (CAAT) being reported under the City of Pickering. Each year the Ministry of Municipal Affairs and Housing (MMAH) provides a listing of institutions and their respective capacity figures as of December 31st of the prior year. The Minister of Training, Colleges and Universities prescribes the amount to be levied for each full-time student enrolled in the college. The institution is billed directly, and levies are payable on or after July 1st each year. It is estimated that the gross billing under recommendation 4 is approximately $9,750. Changes to the Billing Schedule Recommendation 5 will allow the Division Head, Finance & Treasurer some latitude, limited by Provincial legislation, in effecting whatever changes may be necessary in order to ensure that the taxes are billed properly and in a timely fashion. Recommendation 5 will be used only if required to meet Provincial legislative requirements, such as the requirements in subsection 343(1) of the Municipal Act that property owners must have at least twenty-one days notice to pay their taxes. A further report to Council will be prepared if there is any substantial change proposed to the • billing of the final taxes. Attachments: 1. By-law to Establish the 2014 Tax Rates and Final Instalment Due Dates for All Realty Classes Except Non-Residential 103 Report FIN 11-14 May 12, 2014 Subject: 2014 Tax Rates and Final Tax Due Dates for All Realty Page 4 Tax Classes Except for Commercial, Industrial & Multi-Residential Realty Classes Prepared By: Approved/Endorsed By: baa Wj Donna DeLong / Stan Karwowski • Supervisor, Taxation Division Head Finance & Treasurer • Paul Bigioni Director, Corpora - - ices & City Solicitor DD:vw Recommended for the consideration of Pickering City Council caejeg 22, 2,0(4- Tony Prevedel, P.Eng. Chief Administrative Officer 104 • ATTACHMENT# I TO REPORT#F L 11-'4 The Corporation of the City of Pickering By-law No. Being a by-law to adopt the estimates of all sums required to be raised by taxation for the year 2014 and to establish the Tax Rates necessary to raise such sums and establish the final due dates for the residential, pipeline, farm and managed forest realty tax classes. • Whereas it is necessary for the Council of The Corporation of the City of Pickering, pursuant to the Municipal Act, 2001, S.O. 2001, c25, as amended, to pass a By-law to levy a separate tax rate on the assessment in each property class; and, Whereas the property classes have been prescribed by the Minister of Finance under the Assessment Act, R.S.O. 1990, ch.A.31, as amended and its Regulations; and, Whereas it is necessary for the Council of The Corporation of the City of Pickering, pursuant to the Municipal Act, to levy on the whole rateable property according to the last revised assessment roll for The Corporation of the City of Pickering the sums set forth for various purposes in Schedule "A", for the current year; and, Whereas the Regional Municipality of Durham has passed By-law No. 13-2014 to establish tax ratios, and By-law 15-2014 to adopt estimates of all sums required by The Regional Municipality of Durham for the Durham Region Transit Commission, and By- law 16-2014 to set and levy rates of taxation for Regional Solid Waste Management, and By-law No. 14-2014 to set and levy rates of taxation for Regional General Purposes and set tax rates on Area Municipalities; and, Whereas the Province of Ontario has provided the 2014 education tax rates for the realty classes; and, Whereas sub section 342(2) of the Municipal Act, 2001, S.O. 2001, c25, as amended, permits the issuance of separate tax bills for separate classes of real property for 2014; and, Whereas an interim levy was made by the Council of The Corporation of the City of Pickering (pursuant to By-law No. 7331/14 before the adoption of the estimates for the current year); Now therefore the Council of the Corporation of the City of Pickering hereby enacts as follows: 1. For the year 2014, The Corporation of the City of Pickering (the "City") on February 24, 2014, approved Council Report FIN 05-14 and corresponding schedules and attachments as presented, resulting in a taxation levy of $53,318,413. 105 By-law No. Page 2 2. For the year 2014, the City shall levy upon the Property Classes set out in. Schedule "A", the rates of taxation as set out in Schedule "A", for the City of Pickering, the Region of Durham and for Education purposes on the current value assessment as also set out in Schedule "A". Where applicable, taxes shall be adjusted in accordance with Bill 140, as amended and its Regulations. 3. The levy provided for in Schedule "A" shall be reduced by the amount of the interim levy for 2014. 4. The Tax Levy due dates for the Final Billing be June 26, 2014 and September 26, 2014 for all classes excluding the non-residential tax classes (commercial, industrial and multi-residential). 5. For the year 2014, the City shall levy upon designated Universities and Colleges an annual tax at the prescribed amount for each full-time student enrolled in the university or college, as determined by the Minister of.Training, Colleges, and Universities, payable on or after July 1st in accordance with section 343 of the Municipal Act. 6. If any section or portion of this By-law or of Schedule "A" is found by a court of competent jurisdiction to be invalid, it is the intent of Council for The Corporation of the City of Pickering that all remaining sections and portions of this By-law and of Schedules "A" continue in force and effect. 7. This By-law comes into force on the date of its final passing. • By-law passed this 20th day of May 2014. 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