TOWNSHIP OF ADMASTON/BROMLEY
OPERATIONS COMMITTEE
AGENDA
Friday, March 5th, 2021 At 1:00 p.m.
1. Call meeting to order.
2. Declaration of Pecuniary Interest
3. Approval of Agenda
4. Adoption of Minutes for October 2nd, 2020
5. 2021 Procurement for Operating Expenditures
6. Tandem Truck Tender
7. Letter of Support NRTC
8. Opening of King Street - Verbal Discussion
9. Next Meeting
10. Adjournment
TOWNSHIP OF ADMASTON/BROMLEY
Operations Committee
Date: Friday, October 2nd, 2020 at 1:00 p.m.
Present: Committee members Robert Dick, Michael Donohue, Mike Quilty, Kevin Legris and staff members present were: Clerk-Treasurer Allison Vereyken and Roads Superintendent Chris Kunopaski. Absent: Bob Hall
1. Robert Dick called the meeting to order at 1:00 pm.
2. Disclosure of Pecuniary Interest – None
3. Approval of Agenda
Moved by: Mike Quilty Seconded by: Michael Donohue
BE IT RESOLVED that the Operations Committee approve the agenda for the October 2nd, 2020 meeting as presented. “Carried”
4. Adoption of Minutes
Moved by: Michael Donohue Seconded by: Kevin Legris
BE IT RESOLVED that the Committee accept the minutes of the Operations Committee meeting held on May 20th, 2020. “Carried”
5. 2021 Capital Budget Discussion
Staff presented a detailed review of the current long term financial plan with shortfalls in funding. Staff presented a proposed financial strategy to address the shortfall in funding and moving forward with a long term financial plan for the Township of Admaston/Bromley. Staff noted that at this time it would be beneficial to arrange a road tour for the Committee members to make an educated and fact driven decision on the roads to be included in the near future for replacement/resurfacing with a hard top surface. There was substantial discussion around the proposed plan and after such discussion the following resolution was passed by Committee:
Moved by: Mike Quilty Seconded by: Michal Donohue
WHEREAS Council requested staff draft a long term financial plan to replace hard top surface on Township roadways; NOW THEREFORE BE IT RESOLVED that Committee recommend to Council adopting a long term financial strategy for Capital works that include the following: An annual levy increase in the amount of not less than 1% of the total prior year levy for Capital purposes; An increase in additions to Road Revenue Reserves in the amount of $5,000 per year until the maximum of $40,000 per year is established; Debentures will be utilized to fund Capital based on the long term financial plan that will be prepared and presented; AND BE IT RESOLVED that Committee directs staff to establish a date for a Road Tour to aid in establishing the roads to be addressed. “Carried”
Michael Donohue requested a recorded vote on the resolution, the below noted were the results of the vote:
RECORDED VOTE POSITION NAME FOR AGAINST Councillor Robert Dick X Councillor Robert Hall ABSENT Councillor Kevin Legris X Deputy Mayor Michael Quilty X Mayor Michael Donohue X
6. Adjournment
Moved by: Kevin Legris Seconded by: Michael Donohue
BE IT RESOLVED that the Friday, October 2nd, 2020 Township of Admaston/Bromley Operations Committee meeting be adjourned at 2:45 p.m.
“Carried”
______Chair Clerk Township of Admaston/Bromley 477 Stone Road, R.R. #2 Renfrew, ON K7V 3Z5 E-Mail Address – [email protected]
613-432-2885 Stone Road Office 613-432-3175 Stone Road Garage 613-432-4052 Fax 613-646-7918 Cobden Road Garage
REPORT
Date: March 5, 2021
To: Operations Committee
From: Chris Kunopaski
Re: 2021 Procurement for Operating Expenditures
Background:
Council had requested that a formal process for winter sand and gravel be undertaken for the 2021 year due to the extension of the current contract since 2016.
As Committee will recall Council approved an updated Procurement Policy by passing By-Law 2020-54 on November 19, 2020. The below noted are the requirements for the Department Head/Council as per the Procurement Policy:
By-Law 2020-54 Schedule 'A'
Purchase Authority to Method of Procurement Advertisement/Notice Threshold Approve Purchase Required Required
CT to establish Petty Staff Choice - no formal $0-$250 Cash Fund requirement None Staff Choice - as long as Department Head purchase shall (if approved Budget demonstrate fair market $15,000 or less amount) value was achieved None $15,000 - RFQ with a minimum of 2 $40,000 Clerk/Treasurer written quotes Formal advertising required: RFT Website RFP or RSO Local Paper 2
or Both $40,000 + Council RFT, RFP, RSO Formal advertising required: placed in at least one local paper and on the Township website
Single/Sole Source Purchasing (Exemption from Item 24)
CT and Department $1,000-$25,000 Head NA NA $25,000 + Council NA NA
Emergency Purchases
Department Head with a report to the DCT with information about the purchase $0-$1,000 required NA NA Department Head with a report to the CT with information about the purchase $1,000-$25,000 required NA NA $25,000+ Council NA NA
Discussion:
Winter Sand and Gravel
Staff has received updated pricing for the 2021 year for Winter Sand and Gravel from the current Contractors. The pricing for Granular “M” in 2021 would realize a 2.4% increase or $0.25/tonne increase over 2020 and Winter Sand would realize a 1.3% increase or $0.10/tonne increase over 2020. Below is a table that represents the pricing since the inception of the contract in 2016:
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Year Contractor Price for Contractor Price Granular “M” for Winter Sand (Cavanagh) (Barr) 2016 $8.45/tonne $6.60/tonne 2017 $8.70/tonne $6.60/tonne 2018 $9.60/tonne $7.60/tonne 2019 $10.20/tonne $7.60/tonne 2020 $10.45/tonne $7.85/tonne 2021 $10.70/tonne $7.95/tonne
Staff reached out to neighbouring Municipalities to determine if the pricing received is reflective of the market and if there is a need to go to tender or recommend an extension of the current contract for the 2021 year. The below noted is the information compiled from other local Municipalities:
DELIVERY INCLUDED? CONTRACT? COST OF LENGTH OF TOWNSHIP ITEM COST PER UNIT (MT) Additional Information DELIVERY CONTRACT PROVIDER Township of Admaston/Bromley Gravel - Granular M - Spread $10.70 2021 Pricing Delivery Cavanagh Township of Admaston/Bromley Gravel - Granular M - Stockpile $10.70 2021 Pricing FOB Cavanagh North Algona Gravel (stock pile) $12.10 2020 Pricing Yes Yes R.J. Selle & Son Gravel North Algona Gravel (maintenance) $12.10 2020 Pricing Yes Yes R.J. Selle & Son Gravel Gravel (maintenance) Granular Township of Horton M $13.85 2020 Pricing Yes Yearly Tender BR Fultons Bonnechere Valley Gravel (maintenance) $14.79 2020 Pricing Yes Yearly tender Lowest tender - Crushing $2.89/MT + Annual tender Whitewater Region Gravel (maintenance) $5.39/MT Materials $2.50/MT N/A for screening BEI McNab/Braeside Gravel (maintenance) Quarry Rate Township pickup No $13 - $17/MT depending on road Greater Madawaska Gravel (maintenance) location Yes Tender Clouthiers County of Renfrew Gravel (maintenance) Quotations as required
Committee will note that with the 2021 pricing Admaston/Bromley is the lowest cost per tonne for Granular ‘M’ delivered.
DELIVERY INCLUDED? CONTRACT? COST PER UNIT COST OF LENGTH OF TOWNSHIP ITEM (MT) Additional Information DELIVERY CONTRACT PROVIDER Delivery to depot/mixing County of Renfrew Winter Sand - Cobden Patrol $7.42 2019 $12,614.00 for 1,700 tonne stockpiling Yearly Barr's Sand and Gravel North Algona Winter Sand $7.75 2020 pricing Yes Yes McRae Equipment Rentals Township of Admaston/Bromley Winter Sand $7.95 2021 Pricing Delivery Included Yes Barr's Sand and Gravel Bonnechere Valley Winter Sand $7.99 Pricing was from 2020 Yes Yearly tender Lowest tender Delivery to depot/mixing Winter Sand - White Water Road stockpiling G.P. Splinter Forest County of Renfrew Patrol $9.45 2020 $11,340.00 for 1,200 tonne included Yearly Products Ltd. McNab/Braeside Winter Sand 10.13 2020 pricing Yes Annual tender BEI Township of Horton Winter Sand $10.76 Pricing was from 2020 Yes Yearly Tender Clouthiers Greater Madawaska Winter Sand $11.44 Calabogie Patrol Yes Tender Clouthiers Delivery to depot/mixing stockpiling G.P. Splinter Forest County of Renfrew Winter Sand - South West Patrol $11.88 2020 $14,256.00 for 1,200 tonne included Yearly Products Ltd. Delivery to depot/mixing Winter Sand - Goshen/Calabogie stockpiling R.G.T Clouthier County of Renfrew Patrol $12.74 2020 $10,192.00 for 800 tonne included Yearly Construction Ltd. Greater Madawaska Winter Sand $14.64 Matawatachan Patrol Yes Tender Clouthiers 2.80/cu. M. for sand screenings only. Twp supplies sand from Annual tender for 2020 was McCrea Whitewater Region Winter Sand Twp to pit N/A screening Equipment Rentals 4
Committee will note that with the 2021 pricing Admaston/Bromley is third on the list but the two prices that are lower are from previous years not the current year.
Cold Mix
The Township has had an informal standing order/offer with Greenwood Paving (Pembroke) Ltd. for the purchase of Cold Mix. The below table contains the information of Cold Mix tonnage, costs and employment costs to place over the last three (3) years:
Year MT of Cold Purchase of Employment/Equipment Total Cost Mix Cold Mix plus Costs to Place Purchased Delivery 2018 411.58 $43,625 $40,339 $83,964 2019 522.00 $59,410 $37,315 $96,725 2020 651.53 $65,043 $64,116 $129,159
Based on the figures above Council would be required to approve a Standing Offer for the purchase of Cold Mix at a quoted price plus delivery for the 2021 year although with the proposed Capital Plan for 2021 it is anticipated the purchase of Cold Mix will be substantially lower based on a reduction of roads with poor surfaces. Staff reached out to neighbouring Municipalities to determine if the price received in 2021 is that of market price. Below are the results:
DELIVERY INCLUDED? CONTRACT? COST OF LENGTH OF TOWNSHIP ITEM COST PER UNIT (MT) Additional Information DELIVERY CONTRACT PROVIDER Bonnechere Valley Cold Mix (Patch) $89.00 No No BEI Whitewater Region Cold Mix $94.00 $0 No H&H McNab/Braeside Cold Mix (Patch) $103.70 No - Twsp pickup No Greenwood Township of Horton Cold Mix $103.70 2020 Pricing No - Twsp pickup Informal RFQ Greenwood Whitewater Region Cold Mix(patch) $103.70 Delivery = $165 165.00/load No Greenwood Township of Admaston/Bromley Cold Mix - Cobden Road $110.50 Delivery Included - 2021 Pricing BEI $103.70 per MT plus Delivery of $145 per tri-axle load - 2021 Township of Admaston/Bromley Cold Mix - Cobden Road $110.95 Pricing Greenwood Township of Admaston/Bromley Cold Mix - Stone Road $112.50 Delivery Included - 2021 Pricing BEI $103.70 per MT plus Delivery of $185 per tri-axle load - 2021 Township of Admaston/Bromley Cold Mix - Stone Road $112.95 Pricing Greenwood Greater Madawaska Cold Mix (Patch) $114.50 Delivery Included Yes None Greenwood County of Renfew Cold Mix (patch) Quotations as required
Committee will note that Admaston/Bromley received the same per MT price as the others that received pricing from Greenwood Paving (Pembroke) Ltd. Many of the other organizations pick up the product themselves at the contractor’s site. For Admaston/Bromley the price per MT based on the delivery fee from Greenwood would depend on the amount of Cold Mix on the truck.
Fuel
The Township has had an informal standing order/offer with Petro Canada Fuels for several years. The fuel tanks that are on site at the Township locations are owned by Petro Canada Fuels. Staff has received pricing for the 2021 year and followed up with 5 neighbouring Municipalities to determine if the pricing was reflective of market, below are the results:
DELIVERY COST (Rack from INCLUDED? March 2, 2021 plus?) COST OF CONTRACT? LENGTH TOWNSHIP ITEM per L Additional Information DELIVERY OF CONTRACT PROVIDER Not sure of date on this North Algona - Clear Diesel 0.73900 pricing Yes No McCarthy Fuels Rack + $0.0090/litre - 2021 Township of Admaston/Bromley - Clear Diesel 0.74900 Pricing Yes Petro-Canada Fuels Whitewater Region - Clear Diesel 0.78300 Rack +$0.0430/L Yes W.O. Stinson & Son Ltd. Whitewater Region - Coloured 0.74800 Rack +$0.0430/L Yes W.O. Stinson & Son Ltd. North Algona - Coloured Diesel 0.71600 Yes No McCarthy Fuels Rack + $0.0090/litre - 2021 Township of Admaston/Bromley - Dyed Diesel 0.71400 Pricing Yes Petro-Canada Fuels North Algona - Furnace Fuel 0.70300 Yes No McCarthy Fuels Rack + $0.01100/litre - 2021 Township of Admaston/Bromley - Furnace Fuel 0.71100 Pricing Yes Petro-Canada Fuels Whitewater Region - Furnance Fuel 0.72300 Rack +$0.0230/L Yes W.O. Stinson & Son Ltd. Rack + $0.0385 plus taxes on Township of Horton - Gasoline 0.74650 Petroleum and Propane Included3 years with 2 extension years Stinsons Not sure of date on this North Algona - Gasoline 0.60600 pricing Yes No McCarthy Fuels April 30, 2025 for fuel. Propane is Whitewater Region - Gasoline 0.74200 Rack +$0.0340/L Yes until November W.O. Stinson & Son Ltd. Rack + $0.0230/litre - 2021 Township of Admaston/Bromley - Gasoline 0.73100 Pricing Yes Petro-Canada Fuels Whitewater Region - Propane 0.459/L (locked) 0.459/L (locked) Yes Fuel - gasoline, diesel, McCarthy's - dependable on Bonnechere Valley coloured, furnace fuel going rate at fill Yes No short notice Fuel - gasoline, diesel, McNab/Braeside coloured, furnace fuel No Stinson Fuel - gasonline, diesel, Greater Madawaska coloured, furnace fuel Rack + Delivery 4 years Stinsons The price paid to the Contractor for Diesel Fuel, Heating Oil, and Gasoline shall be the Daily Ottawa Rack Price, published by Natural Resources Canada, less Fuel - gasonline, diesel, discount, plus firm County of Renfrew Included W.O. Stinson & Son Ltd. coloured, furnace fuel delivery charge as Tendered in the price schedule, plus Federal Excise Tax, plus Provincial Road Tax, temperature corrected to 15 degrees Celsius.
Committee will note that the 2021 pricing is fair and very competitive to that of our neighbours.
Dust Suppressant
Each year the Township receives pricing for Dust Suppressant to be placed on the unpaved Township roads. The below noted is the pricing received in 2021 and comparative to the neighbouring Municipalities:
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DELIVERY INCLUDED? COST PER UNIT COST OF CONTRACT? LENGTH OF TOWNSHIP ITEM (MT/L/ETC.) Additional Information DELIVERY CONTRACT PROVIDER Dust Suppression - Whitewater Region Liquid $0.2855 Yes No Morris Chemical Dust Suppression - Bonnechere Valley Liquid $0.2860 2020 Pricing - Liquid Yes Yearly tender Morris chemicals have been the provider for many years Township of Horton - Liquid $0.2925 2021 Pricing - on 60,000 litres Included Informal RFQ Dust Suppression - Township of Admaston/Bromley Liquid $0.3010 2021 Pricing Yearly Quote Denchem Surface Solutions Dust Suppression - North Algona Liquid $0.3120 Yes Letter of Accept Denchem Surface Solutions Calcium Chloride (CaCI) - • CaCl not used County of Renfrew $18,240.00 for 50,000L Tendered Yearly Morris Chemical Public Works $0.3648 for dust Greater Madawaska Flake Calcium $525 Yes $620 based on 1,000kg tote Calcium Chloride Flake - from this pricing:$4,219.10 for County of Renfrew Trails Division $620 6,805 KG Delivery Included No contract - purchase as needed Sel Warwick Inc. Township of Horton - Flake 1000KG bag $627 2021 Pricing Included Informal RFQ
Financial Implications: None at this time.
People Consulted: Clerk/Treasurer Townships of Greater Madawaska, Horton, Whitewater Region, McNab Braeside, North Algona, Bonnechere Valley
Recommendation for Council:
BE IT RESOLVED that Committee recommend to Council the extension of the Winter Sand Contract for 2021 in the amount of $7.95/tonne delivered to Barr Sand and Gravel;
AND BE IT FURTHER RESOLVED that Committee recommend to Council the extension of the Gravel Contract for 2021 in the amount of $10.70/tonne delivered to Thomas Cavanagh;
AND BE IT FURTHER RESOLVED that Committee direct staff to receive specifications of the bitumen emulsions to determine the Contractor to be approved by Council in 2021 for Cold Mix and further that staff engage the neighbouring Municipalities to determine if receiving quotes per tonne plus delivery to specific locations would be deemed beneficial;
AND BE IT FURTHER RESOLVED that Committee recommend to Council the approval of a Standing Offer to Petro Canada Fuels for the prices quoted for 2021 as a Sole Source under By-Law 2020-54 item 20.5 (b)(iii);
AND BE IT FURTHER RESOLVED that Committee accept the dust suppressant price as information as the purchase does not require Council approval under the $40,000 threshold and direct staff to engage the neighbouring Municipalities to determine if a more competitive price may be obtained in 2022.
Township of Admaston/Bromley 477 Stone Road, R.R. #2 Renfrew, ON K7V 3Z5 E-Mail Address – [email protected]
613-432-2885 Stone Road Office 613-432-3175 Stone Road Garage 613-432-4052 Fax 613-646-7918 Cobden Road Garage
REPORT
Date: March 5, 2021
To: Operations Committee
From: Chris Kunopaski
Re: 2021 Tandem Truck Purchase
Discussion:
The 2021 Draft Budget has been presented to Finance and Administration Committee and included on the draft is the replacement of the 2009 Ford Sterling Tandem Truck from the Cobden Patrol yard.
The Public Works Superintendent has prepared and placed a Truck Tender on the Township website and placed an ad in the local paper. The Tender is to close on March 24th, 2021 at 4 p.m. with a report to be presented to Council at the April 1, 2021 meeting. Although the 2021 Capital Budget has not been approved by Council it was deemed to be expedient to receiving pricing to ensure that the truck arrives in a timely manner in the event that Council approves a tender price received. With the current pandemic situation there are restrictions and delayed timelines for equipment/vehicles of this type.
Financial Implications: None at this time.
People Consulted: Clerk/Treasurer
Recommendation for Council:
BE IT RESOLVED that Committee accept this report as information;
AND BE IT FURTHER RESOLVED that Committee direct staff to prepare a report to be presented to Council with the Tender prices received for the Tandem Truck.
Township of Admaston/Bromley 477 Stone Road, R.R. #2 Renfrew, ON K7V 3Z5 E-Mail Address – [email protected]
613-432-2885 Stone Road Office 613-432-3175 Stone Road Garage 613-432-4052 Fax 613-646-7918 Cobden Road Garage
REPORT
Date: March 5, 2021
To: Operations Committee
From: Allison Vereyken
Re: NRTC Request
Background:
At the Council meeting of December 17th, 2020 Council was notified of a request from NRTC Communications in relation to an application for broadband.
Discussion:
Staff has received an email from NRTC on March 2, 2021 requesting that the Township provide a letter stating that NRTC can bury infrastructure with Admaston/Bromley road allowances in a location that is suitable and approved by the Township to enhance internet and communication services (Attached Appendix A). Staff followed up with a couple of questions for clarification purposes to determine if this was for a new application or for the application that the Township has already provided a letter of support for. The response from NRTC can be found in Appendix B attached.
Staff has prepared a Draft Letter of Support as requested to support the NRTC application for the Operations Committee to approve.
Financial Implications: None at this time.
People Consulted: Public Works Superintendent
Recommendation for Council:
BE IT RESOLVED that Committee approve the Mayor to sign the Letter of Support;
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AND BE IT FURTHER RESOLVED that Committee direct staff to place the Letter of Support on the next Council meeting for information purposes only.
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Appendix A From: Chris Overton [mailto:[email protected]] Sent: March 2, 2021 1:39 PM To: avereyken Subject: NRTC Communications Broadband Fund Application
Good Afternoon Alison,
In our most recent application the CRTC has hinted it will be favorable if the applicants can provide a letter from municipalities stating the applicant (NRTC Communications ) will be able to bury infrastructure within the municipalities road allowances in accordance to the townships road occupancy permits.
We currently have agreements with the White Water Township , Laurentian Valley Township, Town of Petawawa, and the City of Pembroke along with Renfrew County and MTO to bury our infrastructure within their road allowances as approved by a permit (ROP road occupancy permit) issued by the public works department .
Would you be able to have the roads department send me a letter stating NRTC can bury infrastructure within A/B road allowances in a location suitable and approved by the township to enhance internet and communications services. This is standard procedure utilities have with municipalities A/B is probably familiar with theses permits with Hydro one and Bell Canada .
We would require the letter this week or early next as closing date for our submission is March 15/2021 and we want to have ours in by Friday March 12 .
This is a added recommendation we have not found in our previous submitted applications or I would have asked earlier . I am thinking that as a permit process it will not require council meeting for approval.
NRTC appreciates the efforts of the municipalities are making on our behalf.
If you have any question give me a call.
Thanks
Chris Overton Outside Plant Manager NRTC Communications 613-638-5050
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Appendix B
Hi Alison,
This is an additional letter we will add to our already prepared but not submitted application that was extended to March 15 due to covid-19 .
I have attached a Renfrew County policy letter and a completed ROP . We modify these for individual municipalities to suit as is shown in the Alava Drive request.
I’m thinking a letter stating “ NRTC Communications is permitted to bury infrastructure within road allowances in the Township of Admaston/Bromley to enhance internet and communications services upon submitting a Road Occupancy Permit that is thereafter approved by the townships public works department for a suitable location for infrastructure.” would suffice for now.
This letter is so the CRTC can see NRTC actually has reached out to our municipalities not only for support but to create a working relationship with the municipalities to expect a stream of permits to be submitted to bury within their road allowances for projects of this size.
Before NRTC would begin to bury within Admaston /Bromley we can sit down and modify the policy letter from Renfrew County that includes all kind of information such as ;NRTC or its contractor will work in a safe manner when burying within A/B twp. ,NRTC will restore property to original condition, NRTC will drill under roads (trenchless) unless approved by the township etc. language that protects the township and its ratepayers. This policy letter can then be signed by NRTC Management and A/B council.
Chris
477 Stone Road Renfrew ON K7V 3Z5
NRTC Communications Chris Overton, Outside Plant Manager 4 Stewart Street, P.O. Box 70 Beachburg ON K0J 1C0
Re: Letter of Support - Canadian Radio-television and Telecommunications Commission (CRTC) – Broadband Fund: Rapid Response Stream (RRS) – Get Connected, Township of Admaston/Bromley
Chris,
We are writing to confirm the support of the Township of Admaston/Bromley for NRTC Communications’ project and governmental funding application intended to ensure that all residents of our community have access to Broadband connectivity.
NRTC Communications is permitted to bury infrastructure within road allowances in the Township of Admaston/Bromley to enhance internet and communications services upon submitting a Road Occupancy Permit that is thereafter approved by the Townships Public Works department for a suitable location for infrastructure.
We look forward to working in mutual collaboration with NRTC Communications.
Sincerely,
Mayor Michael Donohue