CITY COUNCIL MEETING
DATE: Monday, August 30, 2010 TIME: 1:30 PM PLACE: COUNCIL CHAMBERS
Copies of all documents are available from the Office of the City Clerk prior to the meeting or on the City of Lethbridge Website at www.lethbridge.ca
Public is Welcome to Attend
A scheduled Break will occur at 2:30 PM Additional Breaks will be at the call of the Chair
A G E N D A
1. CALL TO ORDER:
1.1 Invocation
1.2 Bouquets
2. ANNOUNCEMENTS:
City Administration Requests for Decision currently do not show signatures; however, all hard copies have been signed and are available in the Office of the City Clerk
3. CONSENT AGENDA:
Items listed under the Consent Agenda will be approved by one motion without debate. There will be no separate discussion of these items unless a request is made prior to the time Council votes on the motion.
Items containing issues or matters that require review or which present a conflict of interest for Council Members must be removed from the Consent Agenda and considered separately.
J.H.C. 3.1 Approval of the Minutes of the City Council Meeting held on Monday, August 16, 2010
3.2 Doug Hudson, City Solicitor, re Bylaw 5661, Proposed Land Use Amendment, 1804 – 26 Street South, Agnes Davidson Neighbourhood, R-L (Low Density Residential) to R-50 (Medium Density Residential)
Public Hearing September 20, 2010 Second and Third Reading September 27, 2010
3.3 Doug Hudson, City Solicitor, re Bylaw 5662, Land Use Amendment, 3506 & 3510 28th Street South, UR (Urban Reserve) to R-M (Mixed Density Residential)
Public Hearing September 20, 2010 Second and Third Reading September 27, 2010
3.4 Doug Hudson, City Solicitor, re Bylaw 5663, Land Use Amendment, Blackwolf Neighbourhood, 4010 – 28 Street North (Portion of NE ¼ Sec. 17-9-21-W4M),UR (Urban Reserve) to R-M (Mixed Density Residential)
Public Hearing September 20, 2010 Second and Third Reading September 27, 2010
3.5 Garth Sherwin, City Manager, re Tender Summary for July, 2010
3.6 Follow-up Action List
4. ADOPTION OF AGENDA:
2
5. PRESENTATIONS:
1:40 PM S.G.W. 5.1 Ashley Matthews, Manager, Recreation and Culture and Kim Gallucci, General Manager ENMAX Centre, re Video Score Clock and Video Equipment for the ENMAX Centre
2:15 PM B.A.L. 5.2 Diane Randell, Manager, Community and Social Development, re Request for One-Time Funding for the Lethbridge Family Circle Association
2:45 PM J.H.C. 5.3 Sue Manery, Executive Director, Southern Alberta Community Living Association, re Highlights of the First 30 Years and the Association’s Future Vision
6. SUBMISSIONS:
K.E.T. 6.1 Richard Brummund, Roads Infrastructure Manager, re 2010 Street Light Pole Inspection Program Funding
K.E.T. 6.2 Garth Sherwin, City Manager, re S-10-69; Request for Proposal; Pole Painting and Inspection, Sole Source
T.H.W. 6.3 Garth Sherwin, City Manager, re C-10-29; Invitation to Tender; 2010 Pathways Expansion – Contract 1
3
7. OFFICIAL BUSINESS:
8. BYLAWS:
9. LAID ON THE TABLE:
R.K.P. 9.1 Christine Smith, Resident, re Reconsideration of Charges for Clean-Up of Unsightly Property at 1310 – 6 Avenue South
10. INCAMERA REPORTS:
• Advice from Officials (FOIP Section 23)
• Land Matters (FOIP Section 23)
11. ADJOURN:
4
Department: City Solicitor
August 23, 2010 For Submission to August 30, 2010 Council Meeting
His Worship the Mayor and Members of City Council
Re: Bylaw 5661 – Proposed Land Use Bylaw Amendment 1804 – 26 Street South
With reference to the above captioned, please find enclosed Bylaw 5661 for Council’s consideration and first reading. Also on the agenda you will note a submission from Maureen Gaehring, Community Planning Manager, with respect to this Bylaw.
A Public hearing and input will be requested from the community prior to Council’s consideration of second and third readings.
Douglas S. Hudson, Q.C. City Solicitor
Office of: Development Services August 16, 2010
For Submission to City Council Meeting of August 30, 2010
His Worship the Mayor and Members of City Council
RE: Bylaw 5661: Proposed Land Use Bylaw Amendment Agnes Davidson Neighbourhood R-L (Low Density Residential) to R-50 (Medium Density Residential)
Bylaw 5661 is before City Council for first reading. The application has been initiated by the landowners, Dr. Amy Gausvik and Ann Gausvik. The purpose of the bylaw is to allow for the conversion of an existing duplex to a legal fourplex.
It is recommended that City Council schedule a Public Hearing to allow for community input on this matter.
Maureen Gaehring, Community Planning Manager
BYLAW 5661 *************
A BYLAW OF THE CITY OF LETHBRIDGE TO AMEND BYLAW 4100 – THE LAND USE BYLAW OF THE CITY OF LETHBRIDGE ************************************************************
NOW THEREFORE, THE COUNCIL OF THE CITY OF LETHBRIDGE, IN THE PROVINCE OF ALBERTA, DULY ASSEMBLED, HEREBY ENACTS AS FOLLOWS:
1. Bylaw 4100 – The Land Use Bylaw of the City of Lethbridge is hereby amended.
2. Bylaw 4100 is amended by changing the land use classification of:
Lot 8, Block 6, Plan 152JK
(Municipal Address: 1804 26th Street South)
From: R-L (Low Density Residential),
To: R-50 (Medium Density Residential),
(All of which is shown on the attached Schedule “A”)
3. This Bylaw will come into full force and effect on the date of final passing thereof.
READ A FIRST TIME this ______day of______, A.D. 2010
______MAYOR CITY CLERK
READ A SECOND TIME this ______day of ______, A.D. 2010
______MAYOR CITY CLERK
READ A THIRD TIME this ______day of ______, A.D. 2010
______MAYOR CITY CLERK
Schedule “A”
Department: City Solicitor
August 23, 2010 For Submission to August 30, 2010 Council Meeting
His Worship the Mayor and Members of City Council
Re: Bylaw 5662 – Proposed Land Use Bylaw Amendment 3506 & 3510 – 28 Street South
With reference to the above captioned, please find enclosed Bylaw 5662 for Council’s consideration and first reading. Also on the agenda you will note a submission from Gary Weikum, Community Planner, with respect to this Bylaw.
A Public hearing and input will be requested from the community prior to Council’s consideration of second and third readings.
Douglas S. Hudson, Q.C. City Solicitor
Office of: Development Services August 13, 2010
For Submission to City Council Meeting August 30, 2010
His Worship the Mayor and Members of City Council
RE: Bylaw 5662: Land Use Bylaw Amendment 3506 & 3510 28th Street South
Bylaw 5662 is before City Council for first reading. The application has been submitted by Mr. Chad Billyard on behalf of Metrix Land Corp. The purpose of the bylaw is to amend the land use classification of the property from UR (Urban Reserve) to R-M (Mixed Density Residential). If approved, the bylaw will allow the subject lands to be developed for residential purposes. Potential uses may include single family homes, two-unit dwellings and townhouses.
It is recommended that City Council schedule a Public Hearing to allow for community input on this matter.
Gary Weikum, MA, MCIP Community Planning Manager BYLAW 5662 **************
A BYLAW OF THE CITY OF LETHBRIDGE TO AMEND BYLAW 4100 – THE LAND USE BYLAW OF THE CITY OF LETHBRIDGE **************************************************************
NOW THEREFORE, THE COUNCIL OF THE CITY OF LETHBRIDGE, IN THE PROVINCE OF ALBERTA, DULY ASSEMBLED, HEREBY ENACTS AS FOLLOWS:
1. Bylaw 4100 – The Land Use Bylaw of the City of Lethbridge is hereby amended.
2. Bylaw 4100 is amended by changing the land use classification of:
Lot 3, Block 1, Plan 5150AI
(Municipal Address: 3506 & 3510 28th Street South)
From: UR (Urban Reserve)
To: R-M (Mixed Density Residential)
(All of which is shown on the attached Schedule “A”)
3. This Bylaw will come into full force and effect on the date of final passing thereof.
READ A FIRST TIME this ______day of______, A.D. 2010
______MAYOR CITY CLERK
READ A SECOND TIME this ______day of ______, A.D. 2010
______MAYOR CITY CLERK
READ A THIRD TIME this ______day of ______, A.D. 2010
______MAYOR CITY CLERK
Department: City Solicitor
August 23, 2010 For Submission to August 30, 2010 Council Meeting
His Worship the Mayor and Members of City Council
Re: Bylaw 5663 – Proposed Land Use Bylaw Amendment NE ¼ Section 17, Township 9, Range 21, W4
With reference to the above captioned, please find enclosed Bylaw 5663 for Council’s consideration and first reading. Also on the agenda you will note a submission from Mitchell Comb, Senior Community Planner, with respect to this Bylaw.
A Public hearing and input will be requested from the community prior to Council’s consideration of second and third readings.
Douglas S. Hudson, Q.C. City Solicitor
Office of: Development Services August 13, 2010
For Submission to City Council Meeting August 30, 2010
His Worship the Mayor and Members of City Council
RE: Bylaw 5663: Land Use Bylaw Amendment Blackwolf Neighbourhood Portion of NE ¼ Sec. 17-9-21-W4M
Bylaw 5663 is before City Council for first reading. The application has been submitted by Martin Geomatic Consultants Ltd. on behalf of Avonlea Homes Ltd. The purpose of the bylaw is to amend the land use classification of the property from UR (Urban Reserve) to R-M (Mixed Density Residential). If approved, the bylaw will allow for the second phase of development within the Blackwolf neighbourhood.
It is recommended that City Council schedule a Public Hearing to allow for community input on this matter.
Mitchell Comb, MEDes, MCIP Senior Community Planner BYLAW 5663 **************
A BYLAW OF THE CITY OF LETHBRIDGE TO AMEND BYLAW 4100 – THE LAND USE BYLAW OF THE CITY OF LETHBRIDGE ***********************************************************
NOW THEREFORE, THE COUNCIL OF THE CITY OF LETHBRIDGE, IN THE PROVINCE OF ALBERTA, DULY ASSEMBLED, HEREBY ENACTS AS FOLLOWS:
1. Bylaw 4100 – The Land Use Bylaw of the City of Lethbridge is hereby amended.
2. Bylaw 4100 is amended by changing the land use classification of:
Portion of NE1/4, Sec. 17, Twp. 9, Rge.21, W4M (Municipal Address: 4010 28th Street North)
From: UR (Urban Reserve)
To: R-M (Mixed Density Residential),
(All of which is shown on the attached Schedule “A”)
3. This Bylaw will come into full force and effect on the date of final passing thereof.
READ A FIRST TIME this ______day of______, A.D. 2010
______MAYOR CITY CLERK
READ A SECOND TIME this ______day of ______, A.D. 2010
______MAYOR CITY CLERK
READ A THIRD TIME this ______day of ______, A.D. 2010
______MAYOR CITY CLERK
REQUEST FOR DECISION
Date of City Council Meeting: August 30, 2010
Subject: Tender Summary for July, 2010
Submitted By: Garth Sherwin, CA City Manager
RECOMMENDATION: That the Tender Summary Report for July, 2010 be received as information and filed.
PURPOSE: Attached is a summary of all competitions awarded for the month of July, 2010 and a description of each competition as well as the year-to-date summary.
FINANCIAL: N/A
Reports / Documents: Tender Summary Report
Reviewed & Endorsed by City Manager: ______
DETAIL OF TENDER/QUOTATIONS FOR JULY, 2010 Tender/ Commodity Awarded to: Cost Quote No.
NO NON-LOCAL BIDS
CONSTRUCTION C-10-22 28th Street Upgrades - Contract 1 - Tollestrup Construction Inc. $ 1,391,057.58 3rd Ave. N Connection C-10-25 Fire HQ Access Lane Modification, Temporary McNally Contractors Ltd. 36,973.07 Access
Total Construction (2): $ 1,428,030.65
ELECTRIC E-10-11 Maintenance to 823L 138kV Transmission Line Empirica Energy Inc. $ 83,685.00
Total Electric (1): $ 83,685.00
SERVICES S-10-71 Telus and Bell Canada Vault Relocation; T.A. Excavating Ltd. $ 6,720.00 -Britannia Boulevard West S-10-73 Legal Survey and Road Plan Preparation Brown Okamura & Associates Ltd. 2,615.00 S-10-74 3rd Avenue North Construction Administration ISL Engineering and Land Services Ltd. 78,558.90 S-10-80 Quality Assurance Testing EBA Engineering Consultants Ltd. 8,477.91
Total Service (4): $ 96,371.81
SUPPLIES/COMMODITIES SC-10-41 Annual Compressor Rental RSC Equipment Rental $ 14,445.69
Total Supplies/Commodities (1): $ 14,445.69
TOTAL - NO NON-LOCAL BIDS (8) $ 1,622,533.15
NO LOCAL BIDS
CONSTRUCTION C-10-04 2010 Railway Rehabilitation A & B Rail Services Ltd. (of Edmonton, AB) $ 241,509.45
Total Construction (1): $ 241,509.45
ELECTRIC E-10-10 Underground Shallow Utilities Installation Katanik Excavating Ltd. (of Calgary, AB) $ 1,039,836.75 E-10-13 14.4 kV SCADA Controlled Overhead Disconnect S&C Electric Canada Ltd. (of Calgary, AB) 24,204.29 Switch
Total Electric (2): $ 1,064,041.04
EQUIPMENT EQ-10-39 Cisco Equipment Unis Lumin Ltd. (of Calgary, AB) $ 83,007.63 EQ-10-42 South Curtain Safety Modification Down Stage Right Industries Ltd.(of Calgary, AB) 32,502.75
Total Equipment (2): $ 115,510.38
SERVICES S-10-60 2010 Dust Suppression for Gravel Roads Kortech Calcium Services (of Edmonton, AB) $ 51,215.51 S-10-66 Fakes & Forgeries Traveling Exhibit Royal Ontario Museum (of Toronto, ON) 10,500.00 S-10-67 Earth's Climate in the Balance - Traveling Exhibit Bruce County Museum (of Southampton, ON) 23,100.00
Page 1 of 8 DETAIL OF TENDER/QUOTATIONS FOR JULY, 2010 Tender/ Commodity Awarded to: Cost Quote No.
S-10-72 Online Vendor Support Quest Software Canada Inc. (of Toronto, ON) 34,374.38 S-10-75 CaseWare Training and Customization F.H. Black & Company (of Winnipeg, MB) 15,740.00
Total Services (5): $ 134,929.89
SUPPLIES/COMMODITIES SC-10-36 LED Traffic Signal Replacement Interprovincial Traffic Services (of Surrey, BC) $ 134,809.50 SC-10-39 Steel Traffic Poles Nova Poles International Inc. (of Surrey, BC) 122,777.55 SC-10-40 Library Electronics Matrix Video Communications (of Calgary, AB) 77,175.00 SC-10-42 Secondary Clarifier 1 Drive Assembly EIMCO Water Technologies (of Oakville, ON) 55,164.90 Replacement & Rebuild Assessment SC-10-44 Primary Sludge Pumping & Shearing Weir Minerals Canada (of Calgary, AB) 44,178.75
Total Supplies/Commodities (5): $ 434,105.70
TOTAL - NO LOCAL BIDS (15) $ 1,990,096.46
LOCAL SUCCESSFUL
EQUIPMENT EQ-10-40 Slip In Sanders (2) Lethbridge Truck Equipment $ 52,048.50
Total Equipment (1): $ 52,048.50
SERVICES S-10-21 Employee Funded Coffee Services for City Hall Express Coffee & Tea $ 53,550.00 - 3 year contract S-10-38 RiverStone Subdivision Ph. 16 & 20 - Prof Svs. Stantec Consulting Ltd. 453,590.55 S-10-58 Electric Tower Landscaping Repair Grizzly Bobcat & Hauling Ltd. 38,501.40
Total Services (3): $ 545,641.95
TOTAL - LOCAL SUCCESSFUL (4) $ 597,690.45
NON-LOCAL SUCCESSFUL
EQUIPMENT EQ-10-31 Asphalt Paver SMS Equipment Inc. (of Calgary, AB) $ 349,177.50
Total Equipment (1): $ 349,177.50
TOTAL - NON-LOCAL SUCCESSFUL (1) $ 349,177.50
CONTRACT RENEWALS
SUPPLIES & COMMODITIES SC-07-09 Janitorial, Paper & Small Tool Supplies Century Valen $ 401,270.00 - Two (2) year extension SC-09-20 Water Main Fittings Supplier - Final Option Year Wolseley Waterworks Group 186,720.58
Total Supplies & Commodities (2): $ 587,990.58
TOTAL - CONTRACT RENEWALS (2) $ 587,990.58
Page 2 of 8 DETAIL OF TENDER/QUOTATIONS FOR JULY, 2010 Tender/ Commodity Awarded to: Cost Quote No.
AMENDED CONTRACTS
SERVICES S-06-68 Project Management Landscape Design Services Associated Engineering Alberta Ltd. $ 69,300.00 West Lethbridge Center - Amended Contract S-08-27 SunRidge Subdivision - Prime Consulting Services Stantec Consulting Ltd. 82,804.50
Total Services (2): $ 152,104.50
TOTAL - AMENDED CONTRACTS (2) $ 152,104.50 TOTAL … TENDERS/QUOTATIONS (32) $ 5,299,592.64
Page 3 of 8
CITY OF Lethbridge
APPENDIX A Month End Summary - Awarded Contracts JULY, 2010
NO NON-LOCAL BIDS
C-10-22 28th Street Upgrades – Contract 1 – 3rd Ave. N Connection Description: This project is for the roadway and underground construction of 3rd Avenue North from Mayor Magrath Drive to 24th Street North.
C-10-25 Fire HQ Access Lane Modification – Temporary Access Description: This work entails the grading, sub-grade preparation and compaction of gravel to construct a temporary parking area for approximately 79 parking stalls as part of the Fire HQ project.
E-10-11 Maintenance to 823L 138kV Transmission Line Description: To provide all field services required to complete maintenance upgrades to the existing 138 kV transmission line, 823L.
S-10-71 Telus and Bell Canada Vault Relocation; Britannia Boulevard West Description: The relocation of Telus and Bell Canada utility vaults north of Britannia Blvd.
S-10-73 Legal Survey and Road Plan Preparation Description: To complete a legal survey, prepare a road plan, and register a road plan with Alberta Registries for the road right-of-way located in the NW ¼ Section 34-8-22 W4M.
S-10-74 3rd Ave. N Construction Administration Description: To provide contract administration and engineering services during the construction phase of the 3rd Avenue North project from Mayor Magrath Drive to 24th Street North.
S-10-80 Quality Assurance Testing Description: To engage a qualified testing agency to assist the City of Lethbridge, Real Estate and Land Development to undertake the provision of quality assurance testing for SunRidge Phase 3C.
SC-10-41 Annual Compressor Rental Description: To obtain firm pricing for compressor rentals used by City of Lethbridge for blowing out sprinkler lines.
Page 4 of 8
NO LOCAL BIDS
C-10-04 2010 Railway Rehabilitation Description: For the calendar year of 2010 the City of Lethbridge requires the rehabilitation of portions of the city owned industrial railway.
E-10-10 Underground Shallow Utilities Installation Description: To select a contractor to carry out the construction of shallow utility joint underground residential construction which includes trenching, associated feeder work and the placing of cable for electric utility, cable television and telephone.
E-10-13 14.4 kV SCADA Controlled Overhead Disconnect Switch Description: Install new SCADA controlled overhead disconnect switch.
EQ-10-39 Cisco Equipment Description: To procure Cisco Systems hardware and licensing for the City of Lethbridge corporate telephone system.
EQ-10-42 South Curtain Safety Modification Description: Purchase and installation of a truss and motor system to support the existing Curtain Tracking System at the ENMAX Centre
S-10-60 2010 Dust Suppression Description: To supply and apply magnesium chloride to gravel roads for the purposes of controlling dust that adversely impacts the adjacent residents.
S-10-66 Fakes & Forgeries Traveling Exhibit Description: Rental of Traveling Exhibit
S-10-67 Earth’s Climate in the Balance – Traveling Exhibit Description: Rental of Traveling Exhibit
S-10-72 Online Vendor Support Description: To provide onsite technical support during the migration of users, workstations and servers from one source environment to a new target environment as part of the upgrade to our logical and physical network infrastructure.
S-10-75 CaseWare Training and Customization Description: To customize and train personnel on the CaseWare software currently utilized by the City of Lethbridge.
SC-10-36 LED Traffic Signal Replacement Description: The intent of this Request for Quotation was to obtain firm pricing for LED lights to be used by the Transportation Department.
Page 5 of 8
SC-10-39 Steel Traffic Poles Description: To obtain firm pricing for the materials used in the City of Lethbridge traffic steel pole intersection projects and maintenance.
SC-10-40 Library Electronics Description: The City of Lethbridge in consultation with Lethbridge Public Library requested proposals from qualified firms to provide theatre and meeting room electronics and installation for the Lethbridge Public Library -Crossings Branch.
SC-10-42 Secondary Clarifier 1 Drive Assembly Replacement & Rebuild Assessment Description: Replacement of a drive assembly on Secondary Clarifier #1 at the Water Treatment Plant.
SC-10-44 Primary Sludge Pumping & Shearing Description: Replacement of primary sludge pumps at the Water & Wastewater Treatment Plant.
LOCAL SUCCESSFUL
EQ-10-40 Slip In Sanders (2) Description: The purpose of this quotation is to obtain pricing on the supply of Two (2) Slip in Sanders for use in the Transportation Department.
S-10-21 Employee Funded Coffee Services for City Hall Staff – 3 year Contract Description: To select a qualified vendor to provide self serve coffee services (coffee, tea and hot chocolate) for the staff located in City Hall. The service is funded by employees through a voluntary subscription.
S-10-38 Professional Services - RiverStone Subdivision Ph. 16 & 20 Description: To select the most qualified Prime Consultant to provide engineering design, tendering, and construction administration services for the development of RiverStone Phases 16 and 20.
S-10-58 Electric Tower Landscaping Repair Description: This project involves the repair of green strips that suffered turf damage during the installation of new electric towers along 26 Ave N and 43 St N.
NON-LOCAL SUCCESSFUL
EQ-10-31 Asphalt Paver Description: The purpose of this quotation is to obtain pricing on the supply of one (1) Asphalt Paver for use in the Transportation Department.
CONTRACT RENEWALS
SC-07-09 Janitorial, Paper & Small Tool Supplies – Two (2) year extension Description: Establish a preferred vendor to supply materials for our ongoing janitorial, Paper & tool supplies.
Page 6 of 8
SC-09-20 Water Main Fittings Supplier – Final Option Year Description: Establish a preferred vendor to supply materials for our ongoing Water Main Fittings & Distribution requirements
AMENDED CONTRACTS
S-06-68 Project Management – Landscape Design Servcies – West Lethbridge Center Change of Scope: Efficiencies in construction are planned by expanding the scope of the project to include additional land identified in the original contract. To optimize efficiency by keeping the number of contractors on site to a minimum four additional areas were added to the Parks Construction tender. These areas included the frontage of each school and the library as well as the boulevards on three sides of the site.
S-08-27 SunRidge Subdivision – Prime Consulting Servcies Change of Scope: The revised scope of work will be comprised of: 1) Concept Planning 2) Land Use Rezoning Application and Master Servicing Plan Revisions 3) Lot Layout changes to Phase 3D to meet Current Market Demand
Page 7 of 8 SUMMARY - TENDERS/QUOTATIONS JULY, 2010
No. of Total No Non-Local No Local Local Non-Local Amended Surplus Tenders Value Bids Bids Successful Successful Renewal Contract Cancelled Sales
Construction 3 $1,669,540.10 2 1 0 0 0 0 0 0 Electric 3 1,147,726.04 1 2 0 0 0 0 0 0 Equipment 4 516,736.38 0 2 1 1 0 0 0 0 Services 14 929,048.15 4 5 3 0 0 2 0 0 Supplies/Commodities 8 1,036,541.97 1 5 0 0 2 0 0 0
Total No. Tenders 32 8 15 4 1 2 2 0 0 Total Value $5,299,592.64 $1,622,533.15 $1,990,096.46 $597,690.45 $349,177.50 $587,990.58 $152,104.50 N/A $-
% of $ Value 100% 31% 38% 11% 7% 11% 3% N/A 0%
YTD SUMMARY - TENDERS/QUOTATIONS January 1 to July 31, 2010
No. of Total No Non-Local No Local Local Non-Local Amended Surplus Tenders Value Bids Bids Successful Successful Renewals Contract Cancelled Sales
Construction 25 $32,613,201.58 10 2 1 8 0 4 0 0 Electric 16 $5,943,919.49 3 10 1 0 1 0 1 0 Equipment 43 $8,345,476.01 6 22 3 5 0 0 3 4 Services 78 $8,686,845.90 23 22 13.5 5.5 5 8 1 0 Supplies/Commodities 48 $6,348,299.04 6 31 4 3 4 0 0 0
Total No. Tenders 210 48 87 22.5 21.5 10 12 5 4 Total Value $61,937,742.02 $10,921,074.62 $13,573,717.96 $8,584,453.48 $23,631,475.26 $3,381,273.32 $1,855,407.38 N/A -$9,660.00
% of $ Value 100% 18% 22% 14% 38% 5% 3% N/A 0%
Page 8 of 8
Page 8 of 8 FOLLOW UP ACTION LIST - MAYOR, CITY COUNCIL, CITY CLERK & CITY SOLICITOR
Estimated Council Date Page Item Responsibility Status Completion Date September 2034, 2059 and 2084 To ensure capsules are removed and - open in 2010 (in conjunction with March 7/05; contents distributed and capsules refilled 89 City Clerk Sept. 20/10 Galt Museum, Mayor's Office, City Oct. 5/09 for the next period (no time capsules from Clerk's Office, Communications 2006 Centennial) Office, 1985 Centennial Committee) Transfer returned by Purchaser - Jan. 9/06 10 Sale of land in Fairmont Park City Solicitor June 21/10 unable to proceed Land swap with Elim Society for Sent to BOA for submission to Land Jan. 8/07 11 acquisition of land for road right-of-way City Solicitor Sept. 19/10 Titles Office for the future North Scenic Drive
Review request to incorporate water May 26/08 218 Water Conservation Request Ad Hoc Committee June, 2009 conservation measures as part of Environment Plan & Policy Initiative
Lethbridge College Residence $2,000,000 sent to Solicitor for March 9/09 105 City Solicitor July 19/10 Development Project Lethbridge College
Purchase and Sale of Land - 2414-25 St. Nov. 2/09 437 City Solicitor August 30/10 Vendor creating title S. and 100 Métis Trail W.
Sale of 96 SunRidge Blvd. W. (multi- Jan. 25/10 25 City Solicitor Sept. 5/10 Closing date extended to Sept. 5/10 family site) to Cedar Ridge Quality Homes
Land purchase - road & utility right-of-way Transfer sent to Brown Okamura June 7/10 165 for future Métis Trail (Melcor City Solicitor July, 2010 Associates Developments) Land purchase - road & utility right-of-way July 5/10 207 for future Garry Drive & Métis Trail City Solicitor August 31/10 Execute necessary agreement(s) (Southgate Commercial Lands Corp.) Referred to City Council to develop a July 5/10 207 ICSP/MDP - "Plan Your City" document Mayor & City Manager March, 2011 5-year implementation plan and report back 25-year agreement for the provision of July 19/10 218 wastewater disposal to the Town of Mayor & City Clerk August 25/10 Mayor & City Clerk to sign agreement Coalhurst
Mayor, City Council, City Clerk and City Solicitor 1 Revised 8/26/2010 FOLLOW UP ACTION LIST - MAYOR, CITY COUNCIL, CITY CLERK & CITY SOLICITOR
Estimated Council Date Page Item Responsibility Status Completion Date
Add the Town of Picture Butte to the existing water supply agreement with the July 19/10 218 Mayor & City Clerk August 25/10 Mayor & City Clerk to sign agreement Lethbridge Regional Water Services Commission
Renew water supply agreement with the Awaiting return of agreement from July 19/10 214 County of Lethbridge for the provision of Mayor & City Clerk Sept. 13/10 County of Lethbridge water to the subdivision of Sunset Acres
Issue Notice (or Order) to the landowner to have the existing structure at 319-7 St. Notice to the landowner served on July 19/10 219 S. demolished and removed within 90 City Solicitor Sept. 13/10 days of the issuance of the Notice (or August 6/10 Order)
Building Safety & Inspection Services Mayor & City Manager to sign the August 16/10 237 Mayor & City Manager Sept. 13/10 Quality Management Plan (QMP) Municipality Agreement
Renewal of Contract - Draft Lease/Fee for Service/Maintenance Agreement with the August 16/10 242 Mayor & City Clerk Sept. 13/10 Mayor & City Clerk to sign agreement City & the Westminster Neighborhood Association Renewal of Contract - Draft Lease/Fee for Service/Maintenance Agreement with the August 16/10 243 Mayor & City Clerk Sept. 13/10 Mayor & City Clerk to sign agreement City & the Lethbridge & District Japanese Garden Society
Mayor, City Council, City Clerk and City Solicitor 2 Revised 8/26/2010 FOLLOW UP ACTION LIST - CITY MANAGER Estimated Council Date Page Item Responsibility Status Completion Date Recognition of Lethbridge's Coal Mining Director of City April 19/10 100 Sept. 30/10 Identify options for recognition History Manager's Office
City Manager 1 Revised 8/26/2010 FOLLOW UP ACTION LIST - COMMUNITY SERVICES Estimated Council Date Page Item Responsibility Status Completion Date Submit application for Provincial & Health Sept. 2010 will report to City Council Authority approvals for a new cemetery Cemetery Services Feb. 22/10 58 Sept. 2010 on the status of the Master Plan. MSI site on the 90 acre site known as 5310 - Manager approval has been received. 13 Street North Provide an interim report to City Social Policy Action Plan "Towards a Community & Social July 5/10 201 August, 2011 Council (prior to 2012-14 budget Brighter Future" Development Manager discussions) Work with representatives of the Lethbridge Skateboard Association - Skateboard Association to identify August 16/10 237 Parks Manager 2011 request for a new skateboard facility possible locations, cost estimates and funding opportunities
Community Services 1 Revised 8/26/2010 FOLLOW UP ACTION LIST - CORPORATE SERVICES Estimated Council Date Page Item Responsibility Status Completion Date
Corporate Services 1 Revised 8/26/2010 FOLLOW UP ACTION LIST - INFRASTRUCTURE SERVICES Estimated Council Date Page Item Responsibility Status Completion Date Update Bicycling Bylaw 3515; Bicycle corridors and bicycle/pedestrian First Reading - August 3/10; Oct. 1/07 433 Transportation Manager Sept. 13/10 corridors Public Meeting - August 30/10; 2nd & 3rd Reading - Sept. 13/10
Review request to incorporate water Water Conservation Request & May 26/08 218 Ad Hoc Committee Sept. 13/10 conservation measures as part of Environmental Plan/Policy Environment Plan & Policy Initiative
Administration to review the feasibility Waste & Recycling of a Curb Side Chipping Program and March 9/09 97 Curb Side Chipping Program March, 2011 Manager provide a recommendation to City Council
Lethbridge Astronomy Society - Director of Infrastructure Refer to Environment Committee to June 15/09 251 designating Popson Park as an "Urban Sept. 13/10 Services review and report back to Council Dark Sky Preserve"
Prepare a comprehensive review of Waste & Recycling Sept. 21/09 355 Improvements to recycling depot system Nov. 15/10 the recycling depot system and report Manager back by November 2010
Work with developer to create a cost Director of Infrastructure Oct. 5/09 380 Clearview Subdivision in S.E. Lethbridge Dec. 13/10 neutral development scenario and Services report back to Council when complete
Administration to review the parking Parking concerns at NOMA Place; "RPP Traffic Operations Jan. 25/10 18 Nov. 15/10 permit process and prepare a report Petitioning Process" Manager addressing Council's concerns.
Administration to recommend an appropriate external expert with Director of Infrastructure specialized expertise to revisit the August 3/10 232 Uplands Sump Pump Issue Sept. 13/10 Services issue and establish the necessary budget and report back to City Council
Infrastructure Services 1 Revised 8/26/2010 FOLLOW UP ACTION LIST - PLANNING & DEVELOPMENT
Estimated Council Date Page Item Responsibility Status Completion Date The Environmental Policy Council Strategic Initiative will begin in 2009. Water conservation will be a component of this initiative and it is Director of Planning & Jan. 22/07 23 Sustainable Water Use Practices 2010 recommended that implementation of Development any water conservation measures be part of the implementation plan that will be developed from the Environmental Policy Program
Senior Community Consider incorporating a memorial to May 14/07 196 Worldwide Day Recognizing Labour Dec. 31/2010 Planner miners in downtown gateways
City to meet with Housing Industry Director of Planning & Representatives to discuss impact of Nov. 2/09 427 Canadian Home Builders Association Ongoing Development new regulations on the home builder industry
Administration to review development Concerns about pedestrian and Director of Planning application processes and report back Jan. 25/10 20 wheelchair accessibility at the south end Sept. 13/10 & Development on recommended changes by Sept. of Mayor Magrath Drive 13/10
Planning and Development 1 Revised 8/26/2010 FOLLOW UP ACTION LIST - BYLAWS Estimated Council Date Page Item Responsibility Status Completion Date Bylaw 5659; Public Meeting - August 30/10; August 3/10 234 Regulation of Bicycles and Personal City Clerk Sept. 13/10 2nd & 3rd Readings - Sept. 13/10 Conveyance Devices
Bylaws 1 Revised 8/26/2010 FOLLOW-UP ACTION LIST - TENDERS & REQUESTS FOR PROPOSALS Estimated Council Date Page Item Responsibility Status Completion Date ITT C-10-21.2; Nicholas Sheran Arena Addition & Renovation (Nyhoff Signed contract received from Nyhoff - June 7/10 163 City Solicitor August 16/10 Construction Management Ltd., awaiting bonds Lethbridge)
ITT E-10-10; Underground Shallow Awaiting signed contracts from July 5/10 180 Utilities Installation (Katanik Excavating City Solicitor August 30/10 Katanik Excavating Ltd., Calgary) Amend contract S-06-68; Project Management & Landscape Design Awaiting signed contracts from July 5/10 206 Services - West Lethbridge Centre City Solicitor August 30/10 Associated Engineering/Lombard (Associated Engineering/Lombard North North Group Group, Lethbridge) RFP S-10-38; Professional Services - Awaiting signed contract from Stantec July 5/10 206 RiverStone Subdivision Phases 16 & 20 City Solicitor August 30/10 Consulting Ltd. (Stantec Consulting Ltd., Lethbridge)
SS SC-10-45; PSCC Common Computer Awaiting signed contracts from August 3/10 226 Aided Dispatch (CAD) Project (Intergraph City Solicitor Sept. 10/10 Intergraph Canada Ltd., Calgary)
RFP S-10-59; Project Management Services for Implementation of a CAD Awaiting signed contracts from Smith August 3/10 231 City Solicitor Sept. 1/10 Program (Smith Brownlee & Associates Brownlee Inc., Courtenay, B.C.) RFP EQ-10-27; Live Fire Training System Awaiting signed contracts from August 3/10 231 (Draeger Safety Canada Ltd., Kingston, City Solicitor Sept. 15/10 Draeger Safety Canada Ltd.) ON)
Tenders and RFP's 1 Revised 8/26/2010 FOLLOW UP ACTION LIST - FINANCE COMMITTEE Estimated Council Date Page Item Responsibility Status Completion Date
Allocate $342,369 from MRSR for capital expansion - credit MRSR with Museum operating surpluses through March 19/07 96 Galt Museum Expansion Project City Treasurer Dec. 31, 2011 2008 and naming funds through 2011 (the outstanding balance at Dec. 31, 2009 is $154,008)
Finance Committee 1 Revised 8/26/2010 FOLLOW UP ACTION LIST - COMPLETED ITEMS Estimated Council Date Page Item Responsibility Status Completion Date
Completed 1 Revised 8/26/2010
REQUEST FOR DECISION
Date of City Council Meeting: August 30, 2010
Subject: Video Score Clock & Video Equipment for the ENMAX Centre
Submitted By: Kim Gallucci, GM ENMAX Centre
RECOMMENDATION: • That the purchase in the amount of $1,216,500. for the video scoreboard, video production facilities, and installation of the equipment be allocated from the ENMAX Centre capital budget, to a minimum amount of $600,000. and Operating Reserve to a maximum of $616,500. be approved.
• That the purchase for the video scoreboard from Daktronics in the amount of $496,986. USD (approx. $525,000. CDN) be approved.
• That the purchase of the video production facilities from Matrix Video Communications in the amount of $516,370.75 be approved.
• That administration be directed to formulate an agreement with the Lethbridge Hurricanes for their contribution towards the cost of the video scoreboard.
PURPOSE: The recommendation comes after administration secured consultants and issued a Request For Proposal for the new Video Scoreboard and Video Production Facilities.
The new equipment will not only enhance the spectator experience, but finish the building expansion in a manner which ensures the ENMAX Centre remains viable in a competitive industry for national and regional events. The benefits will also realize increased revenue opportunities for both the ENMAX Centre and the Lethbridge Hurricanes.
IMPLICATION OF RECOMMENDATION GENERAL: Benefits to the community: - Makes the facility more competitive with other secondary markets to secure events. - Video capabilities and presentation are required when attracting major national or regional events in today’s environment, and those events add to economic development of Lethbridge. - Greatly increases the “fan experience” with many
1 options available like audience promotions, replay, and other opportunities. - Offers new opportunities and applications for all facility user groups. - Offers new opportunities to increase revenues for Hurricanes and for the ENMAX Centre
ORGANIZATIONAL: - Staff and user group training on new equipment will be provided. - Staff and user group development program on “how to utilize” equipment for fan experience will be provided. - IT support will be required to integrate all our systems, and support potential program problems with user groups. - Operational maintenance will be provided both in- house and by the system vendor.
FINANCIAL: - The recommended vendor’s proposals have come in $200,000. less than the consultants expected price primarily due to market timing and industry competitiveness in the last 18 months. - One of the proposed funding sources for the video scoreboard is the ENMAX Centre capital budget in the minimum amount of $600,000. This capacity is resulting from up to 80% of the project being tendered during favourable market conditions. - Lethbridge Hurricanes have committed $180,000.00 over a maximum of 10 years to the video scoreboard project. The payments will come in the form of a $500.00 charge each time the video scoreboard is used by the team. - Lethbridge Hurricanes will apply for applicable grants for this project and any dollars acquired will go towards reducing the City of Lethbridge contribution.
IMPLICATION/ - A media event would be held prior to the 2011 COMMUNICATIONS: season to display the new video scoreboard and the new video production facilities capabilities. This media event would be in conjunction with the Hurricanes.
Background/ - The Video Scoreboard is the final signature piece to a fully Justification : modernized facility, bringing the customer experience, event attraction, and revenue benefits along with it. - The video equipment can be used by a variety of clients for a variety of events and is not solely restricted to hockey.
2 BRIEFING SHEET
Legislation & Policy Our Request For Proposal process followed the purchasing policy of the City of Lethbridge.
Plans The Video Scoreboard and Video Production Facilities fit into the business plan for the ENMAX Centre. Upon the completion of the renovations the ENMAX Centre is expected to pay back $650,000./year over 15 years, and the Video Scoreboard revenue from sponsorship and advertising will be a new revenue stream to assist with meeting that annual payment.
The Video Scoreboard also fits the business plan in attracting new events and organizations, and maintaining its competitiveness in the marketplace on a variety of levels.
Recommended Option The recommended vendors met all the requirements and were the lowest price.
Public Participation Request for Proposals went out to 12 registered bidders, 8 proposals were submitted and scored on a fair and even basis.
Risk Analysis - The recommended vendors all have good reputations in the industry and have built and installed equipment like this in Alberta before. - All companies had to quote a performance bond, which we will ensure the recommended vendors have in place at time of contract execution. - Video Scoreboard is a mature product and is not new or untested technology. - We secured the consultant group, Aquila, to assist in the development of the RFP, the recommended equipment we require, and ensured the evaluation and recommendation of proposals was fair through a steering committee. The steering committee was made up of ENMAX Centre management, Hurricanes board member and management, City of Lethbridge Facility Services, and consultants Stebnicki and Partners and Aquila.
Reports / Documents - Report from the procurement manager
3
Procurement Recommendation Memorandum
Date: August 16, 2010
To: Craig Milley, Purchasing Manager
From: Reg Areshenko, Facilities Project Manager
Re: EQ-10-44; RFP; Video Score Board & Video Production Equipment for the ENMAX Centre
DESCRIPTION OF PROJECT 1. To replace the existing score clock with a new four sided LED video replay scoreboard that also incorporates backlit advertising panels and scoring modules. 2. To install a video production control room to provide video content to in-house monitors and the new centre hung scoreboard.
BACKGROUND The previous score clock at the ENMAX Centre was installed in 1989 and a typical life cycle of this type of score clock is 15 years. As the technology is now dated any repairs to the clock in the future will be increasingly difficult. In addition, the market place has significantly changed in recent years as most arenas that we compete with in order to attract events have a video scoreboard and not a score clock.
SCOPE Two major and separate components were addressed in this RFP: 1. Replace the existing scoreclock with a new four-sided LED video replay scoreclock that also includes eight (8) backlit advertising panels and four (4) scoring modules. The new LED replay screens will utilize 10mm SMD ‘single package’ LED product based on industry leading Nichia LED chips providing an active screen size of 13.64 ‘ wide x 7.34’ high.
2. Install a ‘state-of-the-art’ video production control room to provide video content to in-house monitors and the new centre-hung scoreclock. The control room will be capable of generating live camera feeds, video clip playback, replay playback, and sponsor clip logos. The system is capable of recording an archival quality record of any live hockey game or event.
DELIVERABLES The successful Proponent(s) will supply the City of Lethbridge with the following: • System designed to meet all the requirements of the RFP. • Hardware and software to meet the RFP specification. • Installation of all necessary hardware to make the system functional. • Training for operational and administrative staff. • Installation and testing (with the end-users) of the system provided. • System documentation and operating procedures. • Licensing as required. • Support for the period of warranty coverage.
OUTCOMES/EXPECTED RESULTS This project does support the long term plan of the ENMAX Centre. The centre is expected to generate $650,000.00 per year over 15 years in a repayment to the city for its contribution to the project. The video scoreboard is more than an upgrade to this facility; it is an opportunity to generate new funds to meet that payment through the attraction of competitive events, advertisements on the video screen, and adding sellable sponsorship inventory. This video scoreboard will also assist the Hurricanes in delivering a more “fan experience” product and provide them new revenue opportunities to fulfill their payment obligations to the City of Lethbridge as well. Finally, it does add to the capability of the facility overall, therefore, providing a product that most events and end-users will find beneficial.
PROCESS A Request for Proposal (RFP) was publicly advertised on Alberta Purchasing Connection (APC) and the city’s website. Vendors were invited to bid on one or both components of this project but could not make their offer on one component conditional on being awarded both components of the project. Documents were released to forty-six (46) vendors and eight (8) submissions were received from:
. Component One – Video Score Clock 1. Daktronics Canada Inc. 2. Axe Integrated Solutions 3. Capturion Network, LLC 4. Rock Group Canada 5. Landale Signs & Neon Ltd. 6. Global Sport Resources Ltd.
. Component Two – Video Production Control Room & Equipment 7. Matrix Video Communications Corp. 8. Applied Electronics Ltd.
Our Evaluation Team consisted of representation from Facility Services, ENMAX Centre, Hurricanes Hockey Organizations, and a third party consultant. Proposals were evaluated separately by component against the following criteria and weightings:
EVALUATION CRITERIA Maximum Weighting Maximum score multiplier Sub-total 1 Pricing Submission 10 2.0 20 2 Project Plan, Approach and Control 10 2.5 25 3 Demonstrated Experience & Qualifications 10 0.5 5 4 Specification Conformance 10 2.5 25 5 Schedule Compliance 10 1.0 5 6 Ongoing Support and Maintenance 10 1.5 20 Maximum Possible Total Score 100
Component One – Video Score Clock The evaluated scores of the six (6) proposals ranged from 26/100 to 76.5/100 and the proposal from Daktronics Canada Inc. was ranked the highest. The submitted costs of the six (6) proposals ranged from $496,986 to $677,409.94 USD, GST Excluded.
Component Two – Video Production Control Room & Equipment The two (2) proposals were evaluated and Matrix Video Communications Corp. was ranked the highest and had the lowest cost proposal.
RECOMMENDATIONS It is the recommendation of the Facilities Project Manager to award the above Request for Proposal to the highest evaluated proponent in each Component category as follows: 1. Component One – Daktronics Canada Inc. of Calgary, AB. 2. Component Two – Matrix Video Communications Corp. of Calgary, AB.
TOTAL COST Component One: LED Video Score Board The cost breakdown of the highest evaluated proposal is as follows:
Total est. cost of this proposal $496,986.00USD Anticipated conversion to CND @ 5% 521,835.30CDN Total including GST 547,927.06CDN Less 100% est. GST refunds 26,091.76CDN
Net cost to the City of Lethbridge $521,835.30CDN
Component Two: Video Production Equipment The cost breakdown of the highest evaluated proposal is as follows:
Total est. cost of this proposal including GST $542,189.28 CDN Less 100% est. GST refunds 25,818.53
Net cost to the City of Lethbridge $516,370.75 CDN
*And further that the Project Manager be given the authority to manage a contingency amount of $25,000 net GST.
Summary of Project Costs LED Video Score Board $ 521,835.30 Video Production Equipment 516,370.75 Contingency 25,000.00 Total est. cost of this project $1,063,206.05 GST 53,160.30 Total est. cost of this project incl. GST $1,116,366.35 Less 100% est. GST refunds 53,160.30
Net cost to the City of Lethbridge $1,063,206.05
FUNDING SOURCE Enmax Capital Construction Project Anticipated Surplus $600,000.00 Operating Reserve $463,206.05
New 2011 Video Scoreboard Proposal
Video Scoreboard Presentation Aug 30/10
Scoreboard Comparison
•The Current Scoreboard
• Installed in 1989
1 Scoreboard Business Case
-ThTechnol ogy, th hCe Current S coreb oard di is outd ated tech nol ogy, difficult to maintain
- Competitive, not meeting the needs and expectation of the marketplace.
- OilC&TiiiOperational Cost & Timing, maintenance costs will illi continue to increase and unknown when it will fail
- Revenue, additional opportunities are limited for the Hurricanes and ENMAX Centre
Proposed Video Scoreboard
2 The Arena
Video Scoreboard Enhance Spectator Experience
1. Instant Replay
2. Develop video presentations
3. Promotional opportunities with cameras
4. All events can use the technology
5. Attract new customers and events
The Arena
Video Scoreboard New Revenue Opportunities
1. ENMAX Centre would attract advertisers with its new advertising video production. 2. ENMAX Centre would have additional rental revenue for video disppylay at other events. 3. ENMAX Centre would have additional sponsor revenue locations on corners of the video scoreboard. 4. Hurricanes could increase revenue levels through video commercials.
3 The Arena
Video Scoreboard - New Opportunities
1. Video prod ucti on f acili ti es provid es diff erent event presentation opportunities for various events
2. Compete in the marketplace for National and Special events
3. Advert ise ENMAX C entre and oth er upcomi ng community events
4. Hurricanes can promote their 50/50 ticket sales through new system
Process
• Site Visitations
•Secured a consultant, March 2010
• Issued a Request For Proposal, July 2010
• Presentation for City Council consideration, August 2010
• Installation and training would be July-Sept 2011
4 Financial Analysis
Capital Cost Video Scoreboard Purchase $ 525,000 New Video Production Equipment $ 516,500 Installation & Steel modifications $ 50,000 Installation/Operational equipment $ 20,000 Consultation, Design, Contingency $ 105,000 Total Capital Cost $1,216,500
Financial Analysis
Funding Sources City of Lethbridge ENMAX Capital Project* $600,000 City of Lethbridge Operating Reserve** $616,500 Total $1,216,500
*ENMAX Centre capital project contribution is a minimum of $600,000 at this time.
**The City of Lethbridge will fund the remainder of the project through the operating reserve. However, the Lethbridge Hurricanes have committed $180,000 toward the project over 10 years, and will pursue additional grant opportunities to reduce the City of Lethbridge’s contribution.
5 Hurricanes Commitment
● HiHurricanes comm itment i s to pay $ $0000500.00 per game over the next ten years, to a maximum of $180,000.00, for the Score Board.
● In addition, Hurricanes will pay video production and operational costs for their events estimated at $1,000- $1,5 00 per game.
●Establish an operational agreement.
Recommendations
That the purchase in the amount of $1,216,500 for the video scoreboard, video production facilities, and installation of the equipment be allocated from the ENMAX Centre capital budget, to a minimum amount of $600,000 and Operating Reserve to a maximum amount of $616,500, be approved.
That the purchase for the video scoreboard from Daktronics in the amount of $496,986 USD (approx. $525,000 CDN), be approved.
6 Recommendations
That the purchase of the video production facilities from Matrix Video Communications in the amount of $516,370.75, be approved.
That administration be directed to formulate an agreement with the Lethbridge Hurricanes for their contribution towards the cost of the video scoreboard.
Thank you for your consideration of this project
Questions ?
7
REQUEST FOR DECISION
Date of City Council Meeting: August 30, 2010
Subject: Request for one-time funding allocation for the Lethbridge Family Circle Association
Submitted By: Diane Randell, Manager Community & Social Development
RECOMMENDATION: That the Lethbridge Family Circle Association be granted a one-time funding allocation in the amount of $200,000 from Operating Reserve for the planning and design of the Co- location project; and
FURTHER THAT Administration and the Mayor’s Office complete the appropriate Funding Agreement related to the expenditure of the allocated funds.
PURPOSE: The purpose of this request is to request one-time funding required for the planning and design phase of the preferred option for the Co-location project
IMPLICATION OF RECOMMENDATION
GENERAL: The Lethbridge Family Circle Association currently has 12 committed partnering agencies that are working collaboratively to co-locate for more effective and efficient provision of services to children and families. Additional agencies have also indicated firm interest in the project. One- time funding is required for the next phase of the project which includes planning and design.
FINANCIAL: This one-time funding request will meet the planning and design requirements to move this project to the next phase of development.
IMPLICATION/ The one-time funding allocation will provide the necessary COMMUNICATIONS: funding required for the planning and design of the project.
Background/ The City of Lethbridge Social Policy and “Towards a Brighter Future” Justification : supports collaborative partnerships, collaboration and coordination of services for more effective services for children and families. This project is supported by the Guiding Principles and anticipated outcomes of the policy.
1
BRIEFING SHEET
Legislation & Policy Social Policy, City of Lethbridge
Options Option 1: To provide a one-time funding allocation in the amount of $200,000 from Operating Reserve to the Lethbridge Family Circle Association for the planning and design phase of the co-location project.
Option 2: Not provide the one-time funding allocation
Recommended Option Option 1: As the recommended option, the funding allocation will provide the necessary funding for the LFCA to pursue the planning and design of the project.
Public Participation The LFCA, through their Board of Directors, have completed significant presentations and engagement of both the community, the voluntary and public sector that provide related services to children and families.
Risk Analysis The one-time funding allocation will be administered through an agreement between the City of Lethbridge and the LFCA and will include project outcomes as a result of the funding allocation.
Submitted By: ______Reviewed By: ______City Treasurer: ______City Solicitor: ______Reviewed & Endorsed by City Manager: ______City Manager’s Comments: ______
Revision Date & Time:
2
Southern Alberta Community Living Association
CELEBRATING 30 YEARS 1980 - 2010
A little bit about us Non-profit organization established October 1, 1980 following the conclusion of the COM-SERV project
Volunteer Board of Directors
Support over 200 children & adults with a developmental disability
Employ 150 staff and 125 contractors
1 2 HISTORY 30 years ago, many people were moving back to community from itittiinstitutions Establishment of group homes was a common practice Major focus was on safety and security Our role was primarily one of caregiver
WHAT WE DISCOVERED
People were in the community in a physical sense, but were not OF their communities in terms of involvement, contribution and participation
3 OUR LEARNINGS
Every pe rso n has t he rig ht to c hoose where and with whom they live
Group homes are not an option
Every person’s dreams, wants and circumstances are unique
Supports must be individualized, not “programs” into which they must fit
WHAT WE BELIEVE
Everyone has the right, the responsibility and the ability to contribute to their community
The heart of our work must be to support individuals to be known, to contribute, to be liked, respected and appreciated
The best way to change the views of some community members is for them to get to know individuals with a developmental disability as neighbours, co-workers and friends
4 OUR COMMITMENT
We are committed to “ community” and share a strong belief that through cooperation and collaboration we can create a culture within our City that recognizes and celbtlebrates the diversity, contributions and potential of all its citizens.
We don't accomplish anything in this world alone... and whatever happens is the result of the whole tapestry of one's life and all the weavings of individual threads from one to another that creates something.
~ Sandra Day O’Connor ~
5
REQUEST FOR DECISION
Date of City Council Meeting: August 30, 2010
Subject: S-10-69, SS 2010 Street Light Pole Inspection Program Funding
Submitted By: Richard Brummund, Roads Infrastructure Manager.
RECOMMENDATION: That City Council authorize Administration to Proceed with 2010 Street Light Pole Inspection Program with funding from the Community Lighting Reserve.
PURPOSE: The City’s Streetlight Poles require maintenance to protect the structural integrity of the metal poles. This is accomplished through an Annual Inspection Program and streetlight pole painting to prevent the spread of corrosion.
IMPLICATION OF RECOMMENDATION
GENERAL: The desired outcome is to extend the life of the City’s streetlight poles by utilizing effective surface preparation practices and innovative paint products. The City expects to continue with this Annual Inspection and rehabilitation program to address the on-going required maintenance of our streetlight poles.
ORGANIZATIONAL: The work will be contracted out but administered by in house staff with respect to Project Management, reviewing findings and establishing a proactive rehabilitation program.
FINANCIAL: The net cost of $150,000.00 for the 2010 inspection program would be funded from the Community Lighting reserve. The December 31, 2009 balance in the Community Lighting Reserve was $2,471,531.
IMPLICATION/ To complete a condition inspection on approximately 3000 of COMMUNICATIONS: our total inventory (15,000) streetlight poles including bases in 2010. Background/ Financial Stewardship – the inspection program will identify the existing Justification : condition and predict the remaining life cycle of the street light system. The inspection program will also assist in our community lighting rehabilitation program. A regular street light program will identify the annual funding levels to maintain an acceptable condition.
1 BRIEFING SHEET
Legislation & Policy N/A
Plans Transportations 2009-11 business plan goals included maintaining infrastructure (lifecycle) for Community Lighting and is in line with the approved 2011-2020 Capital Improvement program for Preserving Existing Infrastructure.
Options 1. To fund inspection program from the Community Lighting Reserve. 2. To scale back the inspection program. 3. To not fund and delay the inspection program.
Recommended Option To fund the 2010 inspection program from the Community Lighting Reserve to maintain our infrastructure at an acceptable condition.
Public Participation None planned.
Risk Analysis The primary objective is timely replacement of Street light poles as they deteriorate, before they fall and increase City liability.
Reports / Documents N/A
Submitted By: ______Reviewed By: ______City Treasurer: ______City Solicitor: ______Reviewed & Endorsed by City Manager: ______City Manager’s Comments: ______
Revision Date & Time:
2
REQUEST FOR DECISION
Date of City Council Meeting: August 30, 2010
Subject: S-10-69; RFP; Pole Painting and Inspection
Submitted By: Garth Sherwin, CA City Manager
RECOMMENDATION: The recommendation of the Purchasing Manager to award the above Request for Proposal to the highest evaluated proponent Pillar Contracting Ltd. of Lamont, AB is submitted for your consideration and approval.
PURPOSE: To select the most qualified contractor to maintain the City’s streetlight infrastructure by removing the build-up of rust and applying paint to various streetlight poles within the City of Lethbridge and also to provide inspection services to determine the structural integrity of the poles and provide data for future maintenance requirements.
FINANCIAL: The cost breakdown of the highest evaluated proposal is as follows:
Total Painting estimated cost of the one (1) year contract, GST included: $ 42,525 Total Inspection estimated cost of the one (1) year contract, GST included: 157,500 Subtotal $200,025 Less 100% GST refunds 9,525
Net estimated cost to the City of Lethbridge $190,500
*This is a unit rate contract based on estimated number of poles to be painted and inspected. Total contract value may vary based on actual poles to be painted and inspected.
Reports/Docouments: Tender Overview Procurement Recommendation Memo
Review & Endorsed by City Manager: ______
Procurement Recommendation Memorandum
Date: August 9, 2010
To: Craig Milley, Purchasing Manager
From: Stan Maier, Infrastructure Construction & Survey Coordinator
Re: S-10-69, Painting and Inspection of Existing Streetlight Poles
DESCRIPTION OF PROJECT To select the most qualified contractor to maintain the City’s streetlight infrastructure by removing the build-up of rust and applying paint to various streetlight poles within the City of Lethbridge and also to provide inspection services to determine the structural integrity of the poles and provide data for future maintenance requirements.
BACKGROUND The City’s streetlight poles require maintenance to protect the structural integrity of the metal poles. This is accomplished through an annual inspection program and streetlight pole painting to prevent the spread of corrosion.
The objective of this RFP is to again select the most qualified contractor who is knowledgeable of current paint products and procedures, has previous experience painting and inspecting streetlight poles, provides cost-effective services and will mitigate disruption to the public and environment.
SCOPE The Contractor shall be responsible for the provision of all labour, equipment and incidental materials required to complete the following items of work: Paint approximately 300 streetlight poles to the joint (approx. 20ft). (galvanized poles shall not be painted) • To complete a condition inspection on approximately 3000 streetlight poles including bases. • Prepare the work site around poles for painting and inspection including digging to expose the pole base if required. • Remove and dispose of all soil, dirt and excess materials such as old paint and rust scale created during the preparation process. • Remove all streetlight pole identification decals. • Remove and dispose of all posters or notices taped or glued to the streetlight poles. • Inspect and report to the Engineer any physical damage to the poles that may have been found, and make recommendations for replacement. Any poles found to be in a critical state must be reported immediately. • Remove rusting, scaling or blistering as part of the surface preparation process. • Supply all paint removal materials and masking tapes. • Supply all primer, paint and thinners. • Maintain a written record of each pole that is painted on a set of record drawings. • Submit the record drawings and inspection reports within a month after the completion of the work. • Provide condition inspection reports within a month of the completion of the work. All data shall be in an Excel spread sheet format. • Provide all traffic control and temporary signing in accordance with the requirements of Occupational Health and Safety and Prime Contractor
The term of this project is to provide pole painting and inspection services for 2010 with provisions to extend the contract each year for a total of three years subject to satisfactory performance, budget availability and mutual agreement between the City and Contractor.
DELIVERABLES Under this contract, approximately 300 streetlight poles will be painted this year and approximately 3000 will be inspected.
OUTCOMES/EXPECTED RESULTS The desired outcome is to extend the life of the City’s streetlight poles by utilizing effective surface preparation practices and innovative paint products. The City expects to continue with this annual program to address the on-going required maintenance of our streetlight poles.
PROCESS A Request for Proposal (RFP) was posted on the City website and on Alberta Purchasing Connection (APC). Documents were released to five (5) contractors. Two (2) submissions were received from the following: • Larson’s Enterprises • Pillar Contracting Ltd.
Each of the proposals was evaluated against the following criteria and weightings: Evaluation Criteria Points Weighting Sub-Total 3.1 Experience / 10 x 2.0 20 3.2 Methodology & Schedule / 10 x 2.5 25 3.3 Fee Schedule / 10 x 3.5 35 3.4 Project / Quality Control / 10 x 2.0 20 Total 100 Pillar Contracting Ltd. was ranked the highest and had the lowest cost. RECOMMENDATION It is the recommendation of Infrastructure Construction & Survey Coordinator to award the above competition to the highest evaluated proponent, Pillar Contracting Ltd. of Lamont, AB.
TOTAL COST The cost breakdown of the highest evaluated proposal is as follows:
Total Painting estimated cost of the (1) year contract, GST included: $ 42,525 Total Inspection estimated cost of the (1) year contract, GST included: 157,500 Subtotal $200,025 Less 100% GST refunds 9,525
Net estimated cost to the City of Lethbridge $190,500
*This is a unit rate contract based on estimated number of poles to be painted and inspected. Total contract value may vary based on actual poles to be painted and inspected.
FUNDING SOURCE Painting – 2009-2011 Operating Budget Inspection – Community Lighting Reserve
REQUEST FOR DECISION
Date of City Council Meeting: August 30, 2010
Subject: C-10-29; ITT; 2010 Pathways Expansion - Contract 1
Submitted By: Garth Sherwin, CA City Manager
RECOMMENDATION: The recommendation of the Purchasing Manager to award the above competition to the low bidder, Tollestrup Construction Inc. of Lethbridge, AB is submitted for your consideration and approval.
PURPOSE: The intent of this Tender is to obtain a formal offer to construct and complete the construction of three (3) natural pathways and one (1) asphalt pathway at various locations throughout the City of Lethbridge.
FINANCIAL: The cost breakdown of the bid is as follows:
Total cost of the contract including GST $690,754.26 Less 100% GST refunds 32,893.06
Net cost to the City of Lethbridge $657,861.20
Reports/Docouments: Tender Overview Procurement Recommendation Memo
Reviewed & Endorsed by City Manager: ______
Procurement Recommendation Memorandum
Date: August 16, 2010
To: Craig Milley, Purchasing Manager
From: David Mitchell, Parks Development Manager
Re: C-10-29, ITT, 2010 Pathways Expansion – Contract 1
DESCRIPTION OF PROJECT The intent of this Tender is to obtain a formal offer to construct and complete the construction of three (3) natural pathways and one (1) asphalt pathway at various locations throughout the City of Lethbridge.
BACKGROUND 2010 Pathway Expansion includes construction of four (4) new trails. A loop trail will be built in the Scenic Drive Dog Run and the other three new connector type trails will link Whoop Up Drive to Indian Battle Park Road and Salish Park to Atso Towawwa Park.
Today the customer uses soil trails that are informally developed. The trails are well used and in some cases like the dog run heavily used by the community. Soil trails get very muddy in inclement weather, are uneven and get wider with use especially during inclement weather.
SCOPE The scope of the work includes materials supply and installation of all pathways and stairs including erosion control measures during construction.
DELIVERABLES The contractor will supply and install all deliverables as per the contract.
OUTCOMES/EXPECTED RESULTS • Improved trail surface • Increased use of trails • Decrease in informal trails • Decrease coulee erosion • Better trail linkage to Galt Museum
PROCESS The Invitation to Tender was publicly advertised on the City website, Alberta Purchasing Connection (APC), the Lethbridge Herald and distributed to the Lethbridge, Calgary, Medicine Hat and Edmonton Construction Associations. Tender packages were released to two (2) general contractors and bids were received from the following one (1):
• Tollestrup Construction (2005) Inc. $657,861.20
*GST excluded
We have reviewed the tender submission submitted and have confirmed that the firm has the capability to perform the work required as per schedule. The bid is within budget.
RECOMMENDATION It is the recommendation of the Parks Development Manager to award the above competition to Tollestrup Construction Inc. of Lethbridge, AB.
COST BREAKDOWN The cost breakdown of the bid is as follows:
Total cost of the contract including GST $690,754.26 Less 100% GST refunds 32,893.06
Net cost to the City of Lethbridge $657,861.20
FUNDING SOURCE Operating Budget • Trails & Pathway 2010 PATHWAYS CONSTRUCTION
µ City Council Meeting Monday, August 16, 2010
5.3 Christine Smith, Resident, re Appealing charge for clean-up of Unsightly Property at 1310 – 6 Avenue South
655 R.K. Parker:
BE IT RESOLVED THAT the communication from Christine Smith, recommending cancellation of charges for clean-up of unsightly property at 1310 – 6 Avenue South, be received as information and filed
AND FURTHER BE IT RESOLVED THAT Ms. Smith be thanked for her presentation.
PRIOR TO A VOTE BEING CALLED ON THE FOREGOING RESOLUTION, THE FOLLOWING TABLING MOTION WAS PRESENTED:
R. Dodic:
BE IT RESOLVED THAT the communication from Christine Smith, recommending cancellation of charges for clean-up of unsightly property at 1310 – 6 Avenue South, be tabled for two (2) weeks pending legal answers from the City’s Legal Representative.
------CARRIED
ACTION: City Solicitor, Regulatory Services, City Clerk
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