General Committee Agenda

Meeting Number: 14

Tuesday, October 22, 2024 at 9:30 A.m. - 1:00 P.m.

Live streamed

Please bring this General Committee Agenda to the Council meeting on October 23, 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.

PRESENTATIONS

5.

DEPUTATIONS

6.

COMMUNICATIONS

7.

PETITIONS

8.

CONSENT REPORTS - FINANCE & ADMINISTRATIVE MATTERS

8.1

2025 INTERIM SPENDING AUTHORITY PENDING APPROVAL ADOPTION OF THE 2025 BUDGET (7.0)

J. Pak, ext. 2514 / A. Khan, ext. 2201

• 1. That the report titled “2025 Interim Spending Authority Pending Adoption of the 2025 Budget”, be received; and,
  2. That Council provide the Treasurer authority to make payments necessary to support the City’s ongoing operations, up to a total of 50% of the City’s 2024 Primary Operating, Waterworks, Planning & Design, Building Standards, and Engineering budgets ($234,716,497); and further,
  3. That Staff be authorized and directed to do all things necessary to give effect to this resolution.

8.2

2025 INTERIM TAX LEVY BYLAW (7.3)

S. Manson, ext. 7514

• 1. That the report “2025 Interim Tax Levy By-law” be received; and,
  2. That Council authorize an interim tax levy for 2025; and,
  3. That the attached by-law be passed to authorize the 2025 interim tax levy; and further,
  4. That staff be authorized and directed to do all things necessary to give effect to this resolution.

8.3

2025 INTERIM SPENDING AUTHORITY PENDING ADOPTION OF THE 2025 UNIONVILLE AND MARKHAM VILLAGE IMPROVEMENT AREAS BUDGETS (7.0)

S. Manson, ext. 7514

• 1. That the report “2025 Interim Spending Authority Pending Adoption of the 2025 Unionville and Markham Village Business Improvement Areas Budgets” be received; and,
  2. That Council authorize spending for the Unionville BIA (UBIA) and the Markham Village BIA (MBIA) to support their ongoing operations, up to a total of 50% of the UBIA and MBIA 2024 Operating Budgets ($218,250 and $167,350, respectively); and further,
  3. That staff be authorized and directed to do all things necessary to give effect to this resolution

8.4

2025 TEMPORARY BORROWING BY-LAW (7.3)

S. Manson, ext. 7514

• 1. That the report titled “2025 Temporary Borrowing By-law” be received; and, 
  2. That a by-law be brought forward for Council approval to authorize temporary borrowing, if required, of amounts not to exceed $234,716,497 from January 1, 2025 to September 30, 2025 and $117,358,249 from October 1, 2025 to December 31, 2025 to meet the expenditures of the municipality until taxes are collected and other revenues are received; and, 
  3. That the Treasurer report to Council in advance of borrowing, if temporary borrowing is required; and further. 
  4. That Staff be authorized and directed to do all things necessary to give effect to this resolution.

8.5

AWARD OF RFP 142-R-24 - ELGIN MILLS ROAD - DETAILED DESIGN WOODBINE AVE TO WARDEN AVENUE - REQUEST FOR PROPOSAL TERMS OF REFERENCE (7.0)

A. Kam, ext. 2014

• 1. That the report entitled “Award of Proposal 142-R-24 - Consulting Services for Pre-Design and Detailed Design for Elgin Mills Road Widening - Woodbine Avenue to Warden Avenue” be received; and, 
  2. That the contract for consulting engineering services for pre-design and detailed design for Elgin Mills Road widening from Woodbine Avenue to Warden Avenue be awarded to the highest ranked, lowest priced proponent, WSP Canada Inc. in the amount of $1,972,952.11 inclusive of HST; and, 
  3. That allowances in the amount of $825,649.71 inclusive of HST, be established for subsurface utility engineering investigations during the design, permit to take water, environmental monitoring, CCTV inspection, additional engineering survey, utility relocation, overall benefit plan for permitting for Redside Dace, technical memorandums, Yorknet fiber optic conduit design, additional public consultation, tree clearing, Stage 3 archaeological investigation, foundation investigation and soil quality sampling which may be required and approved by the Director of Engineering; and, 
  4. That a 10% contingency in the amount of $279,860.18 inclusive of HST, be established to cover any additional consulting services to deliver the project and that authorization to approve expenditures of this contingency amount up to the specified limit be in accordance with the Expenditure Control Policy; and, 
  5. That the Engineering Department Capital Administration fee in the amount of $277,061.58 be transferred to revenue account 640-998-8871 (Capital Administration Fee); and, 
  6. That the cost in the amount of $3,355,523.58 ($1,972,952.11+ $825,649.71+ $279,860.18 + $277,061.58) be funded from capital account 083-5350-21181-005 and York Region with available budget of $2,418,661.00; and, 
  7. That additional allowances in the amount of $200,000.00 be established for engagement with Indigenous communities, permit applications and additional consultation with the public, FUA developers and regulatory agencies; and, 
  8. That the budget shortfall in the amount of $1,136,862.58 be funded from the Development Charges Reserve; and further, 
  9. That Staff be authorized and directed to do all things necessary to give effect to this resolution

8.6

AWARD OF RFP 120-R-24 - CONSULTING ENGINEERING SERVICES FOR SI/CA OF VICTORIA SQUARE RECONSTRUCTION PROJECT - PHASE 1 (7.0)

K. Saulnier, ext. 2316 / S. Kalali, ext. 2360 / T. Casale, ext. 3190

• 1. That the report entitled “Award of Proposal 120-R-24 - Contract Administration, Site Inspection & Post Construction Services for Victoria Square Boulevard (Phase 1) Road Improvement” be received; and, 
  2. That the contract for contract administration, site inspection and post construction services for Victoria Square Boulevard (Phase 1) Road improvement be awarded to the highest ranked / 3^rd lowest priced bidder, EXP Services Inc. (EXP) in the amount of $695,941.52 inclusive of HST; and, 
  3. That an allowance in the amount of $230,995.20, inclusive of HST, be established for geotechnical investigations, material testing during construction, excess soil management, coordination with the Design Consultant during construction, coordination with utility companies and for an external financial audit of the consulting fees, which may be required; and, 
  4. That a 10% contingency in the amount of $92,693.67, inclusive of HST, be established to cover any additional services to deliver the project and that authorization to approve expenditures of this contingency amount up to the specified limit be in accordance with the Expenditure Control Policy; and, 
  5. That the Engineering Department Capital Administration fee in the amount of $91,766.74 be transferred to revenue account 640-998-8871 (Capital Administration Fee); and, 
  6. That the cost in the amount of $1,111,397.13 ($695,941.52 + $230,995.20 + $92,693.67 + $91,766.74) be funded from capital account 23113 with available budget of $1,349,868.00; and, 
  7. That the remaining budget in the amount of $238,470.87 will be retained in the account until after the award of the construction contract and any remaining amount will be returned to original funding source at that time; and, 
  8. That the Mayor and Clerk be authorized to execute an agreement with the property owner of 10183 Victoria Square Boulevard for the property owner to pay for all costs for the design and construction of the lateral service connections (sanitary and watermain) for their property within the overall project construction tender for the Victoria Square Boulevard Improvement (Phase 1) Project; and further,
  9. That Staff be authorized and directed to do all things necessary to give effect to this resolution.

8.7

AWARD OF CONTRACT 174-S-24 AUTOMATED ZONING COMPLIANCE SOFTWARE SOLUTION (7.0)

S. Di Perna, ext. 3940 / N. Sirry, ext. 4885 / R. Patano, ext. 2990

• 1. That the report entitled “Award of Contract 174-S-24 Automated Zoning Compliance Software Solution” be received; and,
  2. That the contract 174-S-24 Automated Zoning Compliance Software Solution (One time - implementation and training costs) (Recurring - software licenses, ongoing support and maintenance cost for Year-1 pro-rated six months and Year 2) be awarded to Archistar in the amount of 821,285.63 inclusive of HST; and,
  3. That a contingency in the amount of $65,702.85 inclusive of HST be established to cover any additional project costs be approved, and that authorization be granted to approve expenditures of this contingency amount up to the specified limit in accordance with the Expenditure Control Policy; and,
  4. That the capital costs in the amount of $886,988.48 (821,285.63 + $65,702.85) inclusive of HST be funded from capital project account 600-101-5399-24318, with an available budget of $889,000.00 inclusive of HST; and,
  5. That the remaining budget in the amount of $2,011.52 be returned to the original funding source; and,
  6. That the contract for software and license, ongoing support and maintenance costs for 8 years be awarded to Archistar in the amount of $2,674,659.82 inclusive of HST ($1,298,380.26 fee for 4 years + $1,376,279.56 fees for the 4 renewal options) to be funded from 400-400-5361 with a net new operating annual budget of $324,595.07 and subject to the adoption of the 2025 and future operating budgets in the negotiated annual amounts of:
     • Year 3 -   $ 324,595.07
     • Year 4 -   $ 324,595.07
     • Year 5 -   $ 324,595.07
     • Year 6 -   $ 324,594.05
     • Year 7 -   $ 344,069.89 *
     • Year 8 -   $ 344,069.89 *
     • Year 9 -   $ 344,069.89 *
     • Year 10 - $ 344,069.89 *
     •     Total - $2,674,659.82
     • * Optional Year Renewal
  7. That the annual operating costs starting in year 3 be transferred to Building Standards and Planning & Urban Design departments (to be shared 50/50) through indirect transfer and ultimately be funded by Building Fees and Development Fees; and, 
  8. That the Chief Administrative Officer and Commissioner, Corporate Services be authorized to approve the additional renewal years (Years 7 to 10) on behalf of the City (in its sole discretion), and execute any required documentation in a form satisfactory to the City Solicitor; and,
  9. That the tendering process be waived in accordance Purchasing By-Law 2017-8, Part II, Section 11 Non Competitive Procurement, item 1 (g) which states “where it is in the City’s best interest not to solicit a competitive Bid;” and item (b) which states “where there is only one source of supply for the goods to be purchased”; and,
  10. That Archistar be designated as the preferred vendor for the City’s Automated Zoning Compliance service needs at the sole discretion of the City for the term of this contract; and,
  11. That the Chief Administrative Officer and Commissioner, Corporate Services be authorized to approve any new purchases related to this contract needed due to growth and/or future Automated Zoning Compliance upgrades due to change in technology or system integration with other applications related to the project during the term of this contract, subject to the Expenditure Control Policy and budget approval; and,
  12. That Staff be authorized and directed to do all things necessary to give effect to this resolution.

8.8

024-R-24 CITYWIDE SECURITY GUARD SERVICES (7.0)

E. Lizotte, ext. 2710

• 1. That the report entitled “Award of Contract #024-R-24 Citywide Security Guard Services” be received; and,
  2. That the contract be awarded to the highest ranked / lowest priced bidder, Paladin Security Group Ltd, for a term of two years in the total amount of $869,901.17 inclusive of HST as per the following;
     • November 1, 2024 - October 31, 2025 - $434,950.85
     • November 1, 2025 - October 31, 2026 - $434,950.85
     • Total: $869,901.17; and,
  3. That the contract includes an option for the City (in its sole discretion) to extend the contract for up to four additional one-year terms. Pricing will be firm for the initial term of the contract (2024-2026), and options to extend in years 3-4 (2026-2028) and years 5-6 (2028-2030) will be subject to Consumer Price Index (CPI) increase to a maximum of 4%; and,
  4. That the Director of Sustainability & Asset Management and Senior Manager of Procurement & Accounts Payable be authorized to extend the contract for an additional four, one-year periods subject to adoption of the annual operating budget, vendor performance, and an increase based on the CPI to a maximum of 4% in years three and five; and,
  5. That the award in the amount of $434,950.85 (inclusive of HST) be funded from account 750-751-5312 (Security Guard Services); and,
  6. That staff be authorized to award a one-year pilot program in the amount of $170,503.77 inclusive of HST for the mobile security guard services; and,
  7. That the Commissioner, Corporate Services and Treasurer be authorized to extend the pilot program for mobile security guard services from November 1, 2025 – October 31, 2026 pending the success of the program  and extension years from November 1, 2026 – October 31, 2030, in the additional annual amount of $170,503.77 inclusive of HST per year; and,
  8. That the award amounts in 2025 to 2030 be subject to Council adoption of the respective annual operating budgets; and,
  9. That the shortfall for the period November 1, 2024 – December 31, 2024 be reported as part of the 2024 year-end results of operations and that the operating budget starting in 2025 be adjusted accordingly for the contract escalation and extension of the pilot for mobile security guard services, if approved, subject to adoption of the 2025-2030 operating budgets; and further, 
  10. That Staff be authorized and directed to do all things necessary to give effect to this resolution.

8.9

2024 ASSET MANAGEMENT PLAN (7.0)

D. Boskovski, ext. 6190

• 1. That the report and presentation titled “2024 Asset Management Plan” be received; and,
  2. That Council endorse the findings from the update of the City’s Asset Management Plan, for all city owned and/or managed assets assessed at current levels of service; and,
  3. That Council direct staff to submit the 2024 Asset Management Plan (the document) to the Ministry of Infrastructure, informed by the findings noted under Recommendation two and as outlined in this report; and make the document publicly available on the City’s website upon its completion; and further,
  4. 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.

CONFIDENTIAL ITEMS

• That, in accordance with Section 239 (2) of the Municipal Act, General Committee resolve into a confidential session to discuss the following matters:

14.

ADJOURNMENT