Electronic General Committee Agenda

Meeting Number: 2

Monday, January 31, 2022 at 9:30 A.m. - 1:00 P.m.

Live streamed

Please bring this General Committee Agenda to the Council meeting on February 8, 2022.

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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 current treaty holders 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

6.

PETITIONS

7.

CONSENT REPORTS - FINANCE & ADMINISTRATIVE ISSUES

7.1

MINUTES OF THE SEPTEMBER 22, OCTOBER 20, AND NOVEMBER 17, 2021 ANIMAL CARE COMMITTEE (16.0)

• 1. That the minutes of the September 22, October 20, and November 17, 2021 Animal Care Committee meetings be received for information purposes.

7.2

MINUTES OF THE SEPTEMBER 23, 2021 ENVIRONMENTAL ADVISORY COMMITTEE (16.0)

• 1. That the minutes of the September 23, 2021 Environmental Advisory Committee meeting be received for information purposes.

7.3

MINUTES OF THE SEPTEMBER 27, OCTOBER 18, NOVEMBER 15, AND DECEMBER 13, 2021 ADVISORY COMMITTEE ON ACCESSIBILITY (16.0)

• 1. That the minutes of the September 27, October 18, November 15, and December 13, 2021 Advisory Committee on Accessibility meetings be received for information purposes.

7.4

073-T-21 SUPPLY AND DELIVERY OF BULK SODIUM CHLORIDE (7.9, 5.0)

M. Lee, ext. 2239 / B. Budhu, ext. 2748

• 1. That the report entitled “Tender 073-T-21 Supply & Delivery of Bulk Sodium Chloride (Highway Coarse Road Salt)” be received; and,
  2. That the contract for Tender 073-T-21 Supply & Delivery of Bulk Sodium Chloride (Highway Coarse Road Salt) be awarded to the lowest priced bidder, Compass Minerals Canada Corp.; and,
  3. That the term of the contract be for three (3) years, with the option to extend the contract for an additional two (2) years commencing October 1, 2022 in the estimated annual amounts of:
     1. 2022 - $596,416 (October 1 – December 31, 2022);
     2. 2023 - $2,130,055;
     3. 2024 - $2,130,055;
     4. 2025 - $2,130,055;
     5. 2026 - $2,130,055;
     6. 2027 - $1,533,639 (January 1 – March 31, 2027); and,
  4. That the 2023 – 2027 operating budgets and the purchase order be adjusted for growth and a price escalation allowance based on the Consumer Price Index (CPI) (Toronto All-Items) for years two to five based on the percentage change in the CPI (January to January) up to a maximum amount of 2.5% annually; and,
  5. That funds be provided from 700-504-4525 Salt in the amount of $596,416 for the 2022 award amount; and further,
  6. That Staff be authorized and directed to do all things necessary to give effect to this resolution.

7.5

003-T-19 SHORT TERM RENTAL OF VEHICLES CONTRACT EXTENSION (7.9, 5.0)

R. Law, ext. 4852 / M. Lee, ext. 2239

• 1. 1. That the report entitled “003-T-19 Short Term Rental of Vehicles Contract Extension” be received; and,
     2. That the contract for Short Term Rental of Vehicles be extended for an additional two (2) years to Somerville National Leasing & Rentals Ltd. in the estimated value of $441,935.06 inclusive of HST:
        1. January 1 – December 31, 2023 - $220,967.53
        2. January 1 – December 31, 2024 - $220,967.53*
           • * Subject to CPI All Items Ontario for the twelve (12) month period ending October and shall not exceed 2%; and,
     3. That the award be funded from the various operating accounts outlined in the Financial Considerations section; and,
     4. That the tendering process be waived in accordance with Purchasing By-Law 2017-8, Part II, Section 11. Non-Competitive Procurement, items 11.1 (c) and (g), which state:
        • (c) When the extension of an existing Contract would prove more cost-effective or beneficial; and,
        • (g) Where it is in the City’s best interest not to solicit a competitive bid; and,
     5. That Staff be authorized to amend the award amounts to reflect changes to the operating budget accounts, subject to Council approval during the annual budgeting process; and further,
     6. That Staff be authorized and directed to do all things necessary to give effect to this resolution.

7.6

CONTRACT EXTENSION FOR WINTER MAINTENANCE CONTRACTS (7.9, 5.0)

M. Lee, ext. 2239 / B.Budhu, ext. 2748

• 1. 1. That the report entitled “Contract Extension for Winter Maintenance Contracts” be received; and,
     2. That the following Winter Maintenance Contracts be extended for an additional two (2) winter seasons with a CPI increase over 2021/2022 rates:
        • Contract # 202-T-12 - Supply of Tractors, Graders, Loaders for winter maintenance (November 16, 2022 – March 31, 2024) to the following four (4) vendors:
          1. Defina Haulage Ltd. (7 tractors, 2 windrows)
          2. Donaldson Custom Farming Inc. (13 tractors, 4 windrows)
          3. VBN Paving Limited (5 graders, 4 windrows)
          4. Griffith Property Services Ltd (12 tractors, 7 graders, 12 windrows)
        • in the estimated value of $2,012,922 inclusive of HST in year 1 and $2,033,427 inclusive of HST in year 2, for a total estimated value of $4,046,349 inclusive of HST over the two year extension period excluding growth adjustments
        • Contract # 128-T-03 - Loaders for winter maintenance (December 1, 2022 – March 31, 2024) to the following two (2) vendors;
          1. Griffith Property Services Ltd. (21 loaders)
          2. Wilson Contracting Ltd (13 loaders)
        • in the estimated value of $1,136,128 inclusive of HST in year 1 and $1,152,732 inclusive of HST in year 2, for a total estimated value of $2,288,860 inclusive of HST over the two year extension period; and,
     3. That Contract # 095-T-08 - Tandem/Single Axle Combination Plows for winter maintenance be extended for an additional one (1) winter season (November 16, 2023 – March 31, 2024) with a CPI increase to D. Crupi & Sons for 24 units in the estimated value of $2,282,735 inclusive of HST and excluding any growth adjustments; and,
     4. That the tendering process be waived for recommendations 2 and 3 in accordance with Procurement By-Law 2017-8, Part II, Section 11. Non-Competitive Procurement, items 11.1 (c) and (g), which state:
        • (c) When the extension of an existing Contract would prove more cost-effective or beneficial; and
        • (g) Where it is in the City’s best interest not to solicit a competitive bid; and,
     5. That the 2023-2024 operating budgets and purchase orders for Contracts 202-T-12, 128-T-03 and 095-T-08 be adjusted with a price escalation allowance based on the Consumer Price Index for Canada, All-Items (March to March) and growth (increase in kilometres of roadway), subject to Council approval; and,
     6. That the 2023 operating budget be increased for the 2023 financial impact of CPI for Contract 202-T-12 of $19,827 Contract 128-T-03 of $35,927 and Contract 095-T-08 of $61,419 for a total amount of $117,174 subject to future growth requirements and Council approval; and further,
     7. That Staff be authorized and directed to do all things necessary to give effect to this resolution.

7.7

2021 YEAR-END INVESTMENT PERFORMANCE REVIEW (7.0)

M. Visser, ext. 4260

• 1. That the report dated January 31, 2022 entitled “2021 Investment Performance Review” be received; and,
  2. That the $1.577 million investment interest income surplus be transferred to the City’s Lifecycle Replacement & Capital Reserve Fund; and further,
  3. That staff be authorized and directed to do all things necessary to give effect to this resolution.

8.

PRESENTATIONS - LAND, BUILDING & PARKS CONSTRUCTION ISSUES

8.1

EAST MARKHAM OPERATIONS YARD UPDATE (5.0)

C.Brygidyr, ext. 2678

• 1. That the presentation entitled “East Markham Works Yard – General Committee – January 31, 2022” be received; and,
  2. That the requested budget increase to the capital project in the amount of $1,354,459 (incl. HST impact) be funded from Development Charges Reserves in the amount of $1,320,598 and the Non-DC Growth Reserve in the amount of $33,861; and,
  3. That the Committee approve the following budget increases:
     1. Work that has been authorized internally and completed to date to meet winter maintenance deadlines: $774,459.00
     2. New work that is required to be completed for Overland Channel and Erosion Repairs: $580,000.00; and,
  4. That the Committee approve the following increases to existing purchase orders as part of the budget increase for work completed and new work required:
     1. Orin Contractors PD 20144: $1,092,606.00
     2. Counterpoint Engineering PD 19366 – East Yard: $128,335.00; and further,
  5. That Staff be authorized and directed to do all things necessary to give effect to this resolution.

9.

REGULAR REPORTS - FINANCE & ADMINISTRATIVE ISSUES

9.1

555 MILLER OPERATIONS YARD - STORMWATER MANAGEMENT EMERGENCY REPAIRS (5.0)

R. England, ext. 2674

• 1. That the report entitled “555 Miller Operations Yard – Stormwater Management Emergency Repairs” be received; and,
  2. That due to this emergency, a new Environmental Services project be established for the interim solution for the stormwater management repairs in the amount of $361,919.86 (Inclusive of HST) and be funded from the Life Cycle Replacement and Capital Reserve; and,
  3. That the current Purchase Order for routine and emergency infrastructure repairs with FDM Contracting Ltd. be increased by $315,894.48. (inclusive of HST) ; and,
  4. That $46,056.38 be retained to fund the vegetative cutback in the tributary and remove the blockage at the 3 outfall culverts under Rodick Road and be awarded in compliance with the purchasing by-law; and,
  5. That a new Sustainability & Asset Management project be established for a stormwater management study at a cost of $59,885.76, inclusive of contingency and HST , funded from the Life Cycle Replacement and Capital Reserve; and,
  6. That the staff awarded stormwater management study contract to AECOM Canada in the amount of $59,885.76 (Inclusive of HST) under the declaration of emergency be received; and,
  7. That authority be given to the Sr. Manager of Procurement & Accounts Payable and the applicable Director(s) to expedite the procurement process when necessary; and further,
  8. That Staff be authorized and directed to do all things necessary to give effect to this resolution.

10.

MOTIONS

11.

NOTICES OF MOTION

12.

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".

13.

ANNOUNCEMENTS

14.

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:

14.1

LAND, BUILDING & PARKS CONSTRUCTION ISSUES

14.1.1

THE SECURITY OF THE PROPERTY OF THE CITY OR LOCAL BOARD; (WARD 7) [Section 239 (2)(a)] (8.7)

14.1.2

ADVICE THAT IS SUBJECT TO SOLICITOR-CLIENT PRIVILEGE, INCLUDING COMMUNICATIONS NECESSARY FOR THAT PURPOSE; [Section 239 (2)(f)] (5.0, 8.0)

15.

ADJOURNMENT