General Committee Agenda

Meeting Number: 7

Tuesday, May 14, 2024 at 9:30 A.m. - 1:00 P.m.

Live streamed

Please bring this General Committee Agenda to the Council meeting on May 15, 2024.

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1.

CALL TO ORDER

INDIGENOUS LAND ACKNOWLEDGEMENT

We begin today by acknowledging the traditional territories of Indigenous peoples and their commitment to stewardship of the land. We acknowledge the communities in circle. The North, West, South and Eastern directions, and Haudenosaunee, Huron- Wendat, Anishnabeg, Seneca, Chippewa, and the Mississaugas of the Credit peoples. We share the responsibility with the caretakers of this land to ensure the dish is never empty and to restore relationships that are based on peace, friendship, and trust. We are committed to reconciliation, partnership and enhanced understanding.

2.

DISCLOSURE OF PECUNIARY INTEREST

3.

APPROVAL OF PREVIOUS MINUTES

4.

DEPUTATIONS

5.

COMMUNICATIONS

5.1

YORK REGION COMMUNICATIONS (13.4)

Note:   Questions regarding Regional correspondence should be directed to Chris Raynor, Regional Clerk.

• 1. That the following communications dated April 25, 2024 from York Region be received for information purposes:
     1. York Region Transit 2023 System Performance Report,
     2.  2023 Integrated Management System Update Report for Water, Wastewater and Waste Management, 
     3. 2023 Drinking Water Systems Report
     4. 2023 Regional Greening Strategy Achievements
     5. ventureLAB 2023 Results and 2024-2027 Funding Agreement
     6. 2023 Annual Development Activity Summary
     7. Cutting Red Tape to Build More Homes Act, 2024 (Bill 185) - Proposed Changes to Development Charges Act, 1997
     8. 2023 Development Charge Reserve Fund Statement

6.

PETITIONS

7.

CONSENT REPORTS - FINANCE & ADMINISTRATIVE MATTERS

7.1

MINUTES OF THE MARKHAM PUBLIC LIBRARY - MARCH 25, 2022 (16.0)

• 1. That the minutes of the March 25, 2022 Markham Public Library Board meeting be received for information purposes.

7.2

STAFF AWARDED CONTRACTS - QUARTERLY UPDATE (7.12)

A. Moore, ext. 4711

• 1. That the report entitled “Staff Awarded Contracts for the Months of January, February & March 2024” be received; and further, 
  2. That Staff be authorized and directed to do all things necessary to give effect to this resolution.

7.3

CITY WIDE JANITORIAL CONTRACT (7.0)

D. Chung, ext. 2025 / J. Ramsaran, ext. 3256 / J. Chan, ext. 2073

• 1. That the report entitled “012-R-24 Janitorial and Carpet Cleaning Service GC Report” be received; and,
  2. That the contract for City-Wide Cleaning Services be extended for seven months from June 1, 2024 – December 31, 2024 in the amount of $322,866.16 (Incl. HST) at the same terms, conditions and pricing from 2022/2023; and,
  3. That the contract extension in the amount of $322,866.16 (Incl. HST) be awarded to National Cleaning Contractors; and,
  4. That the seven-month contract extension be funded by available funding from various departments’ 2024 operating budget; and,
  5. That the tendering process be waived in accordance with the City’s Purchasing By-law # 2017-8, Part II, Section 11.1(c), Non Competitive Procurement which states, “when the extension of an existing Contract would prove more cost-effective or beneficial”; and,
  6. That the Director, Sustainability and Asset Management and Senior Manager, Procurement and Accounts Payable be authorized to add additional parks facilities opening in 2024 to the cleaning contract; and further, 
  7. That Staff be authorized and directed to do all things necessary to give effect to this resolution.

7.4

OFF-SITE RECORDS STORAGE AND RETRIEVAL SERVICES THROUGH THE ONTARIO PROVINCIAL GOVERNMENT VIA OPS VENDOR OF RECORD (7.0)

H. Madar, ext. 2177

• 1. That the report entitled “Off-Site Records Storage and Retrieval through the Ontario Provincial Government via OPS Vendor of Record” be received; and,
  2. That the contract for Off-Site Records Storage and Retrieval Services for a period of ten years (2024 – 2033) be awarded to the Iron Mountain Canada in the annual estimated amount of $43,990.00 (Incl. of HST) or $439,900.00 (Incl. of HST) over the ten-year term; and,
  3. That the contract in years 2025 – 2033 be increased by an annual amount lower than 1% each year; and,
  4. That the contract award in the amount of $43,990.00 be funded from the operating account 400-402-5539 (Records Storage) with an annual budget of $60,887.00, and that the estimated favourable variance in the amount of $16,897.00 ($60,887.00 - $43,990.00) be reported as part of the 2024 year-end results of operations; and,
  5. That funding for future terms of the contract be included in requested annual operating budgets; and,
  6. That the City’s Tender process be waived as the Ontario Provincial Government has undergone their own competitive process and in accordance with Purchasing By-Law 2017-8, Part II, Section 11 Non Competitive Procurement, item 1 (c) which states “Where the extension of an existing Contract would prove more cost-effective or beneficial”; and further, 
  7. That Staff be authorized and directed to do all things necessary to give effect to this resolution.

8.

REGULAR REPORTS - FINANCE & ADMINISTRATIVE MATTERS

8.1

TREE PRESERVATION BY-LAW AMENDMENT (2.0)

C. Bullen, ext. 2150

• 1. That the memorandum titled “2024 Tree Preservation Fees, and City-wide Fee By-laws”, be received; and, 
  2. That the PowerPoint presentation titled “Tree Preservation 2024 Fees, Security & Benchmarking”, be received as Appendix ‘A’; and, 
  3. That By-law 2002-276, be amended by removing fees and charges for the Tree Preservation By-law in the form attached as Appendix ‘B’; and, 
  4. That the fees and charges for the Tree Preservation By-law be added to By-law 2012-137 for ease of reference and streamlining purposes, be received as Appendix ‘C’; and further, 
  5. That Staff be authorized and directed to do all things necessary to give effect to this resolution.

9.

MOTIONS

10.

NOTICES OF MOTION

11.

NEW/OTHER BUSINESS

As per Section 2 of the Council Procedural By-Law, "New/Other Business would generally apply to an item that is to be added to the Agenda due to an urgent statutory time requirement, or an emergency, or time sensitivity".

12.

ANNOUNCEMENTS

13.

ADJOURNMENT