PUBLIC SERVICES COMMITTEE AGENDA Monday, July 17, 2017, 4:15 pm COUNCIL CHAMBERS Pages 1. ROLL CALL 2. DECLARATION OF CONFLICT OF INTEREST 3. MINUTES OF THE PREVIOUS MEETINGS 3.1 19 June, 2017 2 4. PUBLIC PRESENTATION 5. INTRODUCTION AND CONSIDERATION OF CORPORATE REPORTS 5.1 Staff Report OPS 2017-12 Transit Bus Advertising Agreement 6 dated July 11, 2017 5.2 Staff Report OPS 2017-23 Sugarbush Heights Construction Tender 11 dated July 13, 2017 6. PRESENTATION OF COMMITTEE REPORTS 7. UNFINISHED BUSINESS 8. CORRESPONDENCE 9. PUBLIC QUESTION PERIOD 10. ADDENDUM 11. CLOSED SESSION 12. SCHEDULING OF NEXT MEETING 13. ADJOURNMENT
Agenda Package Pg 2 1 PUBLIC SERVICES COMMITTEE MEETING MINUTES Monday, June 19, 2017 4:15 pm COUNCIL CHAMBERS Present: Present: Other: C. Martin, Chair, N. Mann, Member, Luc Cyr, Dan Marchisella C. Nykyforak, Councillor, T. Vanroon, Councillor Resources: S. McGhee, Director of Infrastructure Services, M. Humble, Director of Corporate Services / Interim CAO, J.Thomas, Director of Protective Services, W. Rowland, Director of Community Services 3. MINUTES OF THE PREVIOUS MEETINGS 3.1 15 May, 2017 Res#: 24/17 Moved By: N. Mann Seconded By: Dan Marchisella That the Minutes of the May 15, 2017 meeting of the Public Services Committee be received; 5. INTRODUCTION AND CONSIDERATION OF CORPORATE REPORTS 5.1 Staff Report OPS 2017-16 Utility Service Truck dated June 12, 2017 Res#: 25/17 Moved By: Dan Marchisella Seconded By: N. Mann
That Staff Report OPS2017-16 dated June 12, 2017 of the Director of Infrastructure Services be received; Agenda Package Pg 3 2 And THAT contract 2017-04 for supply of one (1) Ford F450 Utility Service Truck in the amount of $57,315. 00 plus applicable taxes be awarded to North Shore Ford; 5.2 Staff Report OPS 2017-17 Service Line Warranties dated June 12, 2017 Luc Cyr joined the meeting at 7:15 am. Res#: 26/17 Moved By: Luc Cyr Seconded By: Dan Marchisella That Staff Report OPS2017-16 dated June 12, 2017 of the Director of Infrastructure Services be received; And THAT Council endorse the LAS Sewer and Water Line Warranty Service as provided by Service Line Warranties of Canada, Inc. 5.3 Staff Report OPS 2017-18 Airport Lighting Control Systems dated June 14, 2017 Res#: 27/17 Moved By: N. Mann Seconded By: Luc Cyr That Staff Report OPS2017-18 dated June 14, 2017 of the Director of Infrastructure Services be received; And THAT contract 2017-05 for the supply and installation of airport lighting control systems in the amount of $22,750. 00 plus applicable taxes be awarded to Nor-Tech Power and Controls Inc.;
Agenda Package Pg 4 3 5.4 Staff Report OPS 2017-19 Fluoride Public Engagement Process dated June 14, 2017 Res#: 28/17 Moved By: Dan Marchisella Seconded By: Luc Cyr That Staff Report OPS2017-19 dated June 14, 2017 of the Director of Infrastructure Services be received; And THAT Staff be directed to schedule a Public Information and Engagement Session regarding the use of fluoride in the Elliot Lake water treatment process during the first quarter of 2018; 5.5 Staff Report OPS 2017-20 Recycling Depot Relocation dated June 14, 2017 Res#: 29/17 Moved By: N. Mann Seconded By: Dan Marchisella That Staff Report OPS2017-20 dated June 14, 2017 of the Director of Infrastructure Services be received; And THAT Staff Report OPS2017-20 be forwarded to Council for information; 6. PRESENTATION OF COMMITTEE REPORTS 6.1 Draft Accessibility Plan and Attachments Resolution 2/17 of the Accessibility Advisory Committee dated May 1, 2017 Res#: 30/17 Moved By: N. Mann Seconded By: Dan Marchisella
Agenda Package Pg 5 That the Draft Accessibility Plan 2016-2019 as forwarded by the Accessibility Advisory Committee be received; 4 And That the Draft Accessibility Plan 2016-2019 be forwarded to Council for approval. 12. SCHEDULING OF NEXT MEETING The next scheduled Public Services Committee meeting is July 17, 2017 13. ADJOURNMENT Res#: 31/17 Moved By: N. Mann Seconded By: Dan Marchisella That the meeting be adjourned at the hour of 16:45.
Agenda Package Pg 6 The Corporation of the City of Elliot Lake Staff Report OPS 2017-12 Report of the Director of Infrastructure Services for the Consideration of Council RE: Lease Agreement for Transit Bus Advertising Space O BJECTIVE To provide Mayor and Council with information with regard to the Advertising Space Lease Agreement between Solutions and the Corporation of the City of Elliot Lake. R ECOMMENDATION THAT Staff Report OPS 2017-12 dated July 11th, 2017 of the Director of Infrastructure Services be received; and THAT Bylaw No. 12-75 being a bylaw authorizing the lease of transit advertising space between Solutions and the Corporation of the City of Elliot Lake be repealed; And THAT the contract and associated Bylaw for the lease of transit advertising space between Solutions and the City of Elliot Lake for a six (6) year term commencing January 1 st, 2018 be authorized. Respectfully Submitted Approved Sean McGhee Director of Infrastructure Services Michael Humble Chief Administrative Officer (A) July 11, 2017
BACKGROUND 2 Agenda Package Pg 7 By-law No. 12-75 enabled an agreement between the City of Elliot Lake and Solutions for the lease of advertising space on all City Transit buses and transit shelters. This contract, which covers a five year term commencing June 1 st, 2013, outlines compensation levels for the municipality through Schedule A of the agreement. Although the existing contract has a full year remaining, a request from Solutions was received on March 16 th, 2017 citing logistical issues surrounding the renewal of advertising contracts and requesting a six (6) year extension effective January 2018. ANALYSIS The existing contract provides allowances for Municipal input into quality and content of all advertising applied to the buses as well as the bus shelters. Liability for damages to municipal property remains the responsibility of Solutions. The contract was amended to ensure that the Municipality has the ability to ensure high standards of workmanship and that all advertising is consistent with Municipal standards and goals. Article I of the proposed contract permits for termination of the contract without cause with 120 days notice by either party. Solutions has requested a contract to end December 31 st, 2023. FINANCIAL IMPACT The existing contract provides some revenue to the Municipality. The actual revenue under the current contract is contingent on quantity of advertising space sold with the 2016 contribution to Transit Operations revenue being $3,907. 50. The proposed structure will provide a fixed $4,000. 00 in revenue per year. LINKS TO STRATEGIC PLAN Renegotiation of the existing contract and use of the Municipal Transit buses for City of Elliot Lake advertising is consistent with the proposed strategic plan in that it addresses Economic Development and Diversification, Stabilization, and Investment Readiness by aiding in the Establishment of a comprehensive marketing plan for the municipality to market the diverse strengths in promoting Elliot Lake. SUMMARY Approving the Resolutions presented in this report will permit the current advertising program for the transit system to continue.
Agenda Package Pg 8 THIS AGREEMENT made this day of July 2017 BETWEEN: THE CORPORATION OF THE CITY OF ELLIOT LAKE a Municipal Corporation incorporated under the laws of the Province of Ontario, hereinafter called the City - and - WAYNE MACKAY and EVELYN MACKAY c.o.b. as Solutions, hereinafter called Solutions WHEREAS the City has three buses and twenty bus shelters; AND WHEREAS Solutions had made a proposal to the City attached hereto as schedule A (the Proposal ), to place advertisements on the buses and bus shelters; AND WHEREAS the City is prepared to consider the proposal; NOW THEREFORE THE PARTIES HERETO AGREE AS FOLLOWS: 1. The term of this agreement shall be for six (6) years, commencing January 2018. The agreement may be terminated by either party without cause upon one hundred and twenty (120) days written notice. 2. The agreement may be reviewed for renewal after a period of four (4) years. 3. Payments and services under this contract shall be as described in the Proposal, subject to qualification which follow. Failure to pay in accordance with the proposal will result in the removal by the City of all advertisements placed by Solutions on its property. 4. Solutions shall remain at all times personally liable to repair any damage caused to the City s property by its installation of the advertising described in the Proposal. 5. Solutions will ensure that all advertisement is installed utilizing a high standard of material and workmanship acceptable to the Director of Infrastructure Services or designate. Any installation not meeting accepted standard will be corrected at Solutions expense. Any wraps installed on transit buses will be performed by individuals that have completed 3M Vehicle Wrap course. Any windows that are covered will be 50/50 perf material that will allow passengers to see outside.
Agenda Package Pg 9 6. The City maintains the right to vet all advertisement prior to installation. Only advertisement receiving written authorization may be posted on Municipal properties as identified in this agreement. The Municipality will not unreasonably withhold authorization. 7. The City may give Solutions ten (10) calendar days written notice to remove, repair/cover any of its advertising which has been defaced or vandalized or which no longer maintains a fresh and clean appearance. 8. The City will advise Solutions with as much advance notice as practicable of any equipment or other changes which would affect their advertising. In Witness whereof the parties hereto have set their hands and seals: The Corporation of the City of Elliot Lake Mayor City Clerk Solutions Wayne Mackay Witness Evelyn Mackay Witness
Agenda Package Pg 10 SCHEDULE A ADVERTISING PARAMETERS 1. This proposal refers to advertisements on the back, sides and interior (if applicable) of Elliot Lake City buses and on bus shelters. Ad Sections on each bus are as follows: a) Back of bus b) Drivers side of bus (not including driver s area to back of bus) c) Passenger side of bus (area behind passenger doors to rear of bus) 2. Advertising on bus shelters would be on the exterior of the structure including top of shelters. 3. With the exception of operational requirement related circumstance, clear line of sight will be maintained around advertising where possible. Normal operation of municipal systems shall take priority over advertising. In the event of a dispute, the Director of Infrastructure Services or designate shall make a determination. 4. In the event of a loss, the transit vehicle will be replaced to the state it was in at the time of the loss, including paint, finishes and advertising affixed on or around the vehicle. No coverage is being provided for advertising and finishes relating to Solutions at any bus shelter. 5. Solutions shall pay City of Elliot Lake a fixed fee of $4,000. 00 per year.
Agenda Package Pg 11 The Corporation of the City of Elliot Lake Staff Report OPS 2017-23 Report of the Director of Infrastructure Services for the Consideration of Council RE: Sugarbush Heights Construction Tender OBJECTIVE To provide Mayor and Council with information regarding the outcome of the Tender for construction of Sugarbush Heights. RECOMMENDATION THAT Staff Report OPS 2017-23 dated July 13 th, 2017 of the Director of Infrastructure Services be received; AND THAT the Elliot Lake Residential Development Corporation (ELRDC) be authorized to award Contract 17-2026 in the amount of $157,363.80 to JI Enterprises. Respectfully Submitted Approved Sean McGhee Director of Infrastructure Services Michael Humble Chief Administrative Officer (A) May 8, 2017
BACKGROUND 2 Agenda Package Pg 12 The Elliot Lake Residential Development Corporation (ELRDC) is continuing with the development of the access road, named Sugarbush Heights to access five newly commissioned residential properties. A tender was developed and released through Tulloch Engineering, in keeping with municipal procurement policies. Analysis of the tender submission and subsequent recommendation was provided through Tulloch Engineering and is appended to this report. Article 5 of the Elliot Lake Act establishes the framework surrounding the spending authority of the ELRDC as follows: Estimates 5. (1) The Commission shall submit to the council, annually on or before the date and in the form specified by the council, estimates of all sums required during the subsequent year for the purposes of the Commission. Approval of estimates (2) The council shall approve or amend and approve the estimates submitted by the Commission and the Corporation shall pay to the Commission the approved amount in one or more payments and at the time or times as determined by the council. Application of funding (3) The Commission shall apply the money paid to it by the Corporation in accordance with the approved estimates. As no estimates have been provided to Council for the 2017 Operating Year, there is no approved spending authority for ELRDC to proceed with the awarding of Contract 17-2026 for the construction of the road. The purpose of this report is to provide Council with the necessary information to authorize the expenditure if approved, outside of the budget process. ANALYSIS The attached report from Tulloch Engineering outlines the bid submissions and makes recommendation that the contract be awarded to JI Enterprises. It is important to note that this contract was developed to bring the road to a workable B grade finish. Final finishes as well as additional costs anticipated in the development of the properties, such as provision of hydro are not included in this contract. These additional costs will be brought forward at a later date, either as part of the 2017 and/or 2018 budget submission by the ELRDC or as individual items in the absence of an approved ELRDC budget.
3 Agenda Package Pg 13 FINANCIAL IMPACT The financial impact is dependent on additional costs referenced above. Cost associated with this contract and final development of the road will be assumed by the ELRDC and the funds held in the Trust account. LINKS TO STRATEGIC PLAN This report is consistent with the Strategic Plan Goal of Economic Development and Diversification, Stabilization, and Investment Readiness in that it aides in developing a strategy to advance the Cottage Lot Program. SUMMARY Approval of the recommendations found in this report will provide the necessary authorization to the ELRDC to proceed with construction of Sugarbush Heights.
Agenda Package Pg 14 200 Main Street T. 705 842.3372 PO Box 579 F. 705 842.2658 Thessalon, ON TF. 800 797.2997 P0R 1L0 thessalon@tulloch.ca WWW.TULLOCH.ca Lakeshore Properties Elliot Lake, ON P5A 2S9 17-2026 July 12, 2017 via paulbois@vianet.ca Attention: Paul Bois Dear Paul: Re: Dunlop 5 Road Construction, Contract 17-2026 Further to the tender openings for the Dunlop 5 Road Construction Project, opened on July 10, 2017 we herewith provide a review of the bids submitted. A total of four (4) bids were received for the construction contract with the total tender prices (HST included) as follows: Beamish Construction Inc. $279,748.45 Wendell Farquhar Trucking Limited $248,597.34 Leroy Construction $268,474.44 JI Enterprises $157,363.80 We have checked the price extensions of all the unit prices and the total tender price calculation for the four bids. There were inconsistencies in the unit price extensions for the bids submitted by Beamish and Farquhar, however corrections to these would not change the ranking of the submitted bids in terms of pricing. Therefore, the low bid was submitted by JI Enterprises in the amount of $157,363.80 ($139,260.00 + HST $18,103.80). The supporting documentation provided by JI Enterprises meets the tender requirements. We have been involved in other road construction projects with JI Enterprises and are quite satisfied they have the necessary resources and ability to complete this project successfully. Therefore we would recommend that this project be awarded to JI Enterprises in the amount of $157,363.80 ($139,260.00 + HST $18,103.80) in accordance with the Form of Agreement included in the tender document. I trust that this recommendation is sufficient for your purposes. Please feel free to contact myself if you have any questions. Yours truly, Chris L. Kirby, P.Eng. TULLOCH Engineering Inc. \CLK 17-2026 Dunlop 5 Road Construction Recommendation 07.12.17 GEOMATICS CONTRACT ADMINISTRATION MAPPING ENVIRONMENTAL CIVIL GEOTECHNICAL STRUCTURAL LAND DEVELOPMENT ENERGY TRANSPORTATION