Operations Committee Meeting Agenda October 2, 2017 – 7:00 PM Council Chambers Whitby Municipal Building
Total Page：16
File Type：pdf, Size：1020Kb
Operations Committee Meeting Agenda October 2, 2017 – 7:00 PM Council Chambers Whitby Municipal Building Interested in speaking at the meeting? Individuals who would like to speak to an item under Section 6, Staff Reports, must register with the Town Clerk by 10 am on the day of the meeting. Delegation Request Forms are available at www.whitby.ca/delegation and should be submitted to [email protected]. Please note that individuals are not required to register as a delegation for items under Section 5, Public Meetings. All individuals in attendance for a public meeting will have an opportunity to speak. Page 1. Declarations of Pecuniary Interest 2. Presentations 3. Delegations 4. Correspondence 5. Public Meetings 6. Staff Reports 6.1 Public Works Department and Corporate Services Department Joint 4 - 9 Report, CS 83-17 Re: Whitby Downtown Streetscape Improvements (T-11-2017) Recommendation: 1. That the Town of Whitby accept the low bid as submitted by Onsite Contracting Inc. in the amount of $348,316.25 (excluding applicable taxes) for all labour, materials, equipment and supervision necessary to complete Downtown Streetscape Improvements for various locations within the Town of Whitby; 2. That the total estimated project cost of $440,600.00 be approved; and, 3. That the Mayor and Clerk be authorized to execute the contract documents. 6.2 Fire and Emergency Services Department Report, FR 08-17 10 - 21 Re: By-law to Amend Appendix A of By-law # 7263-17, to Revise the Provision of Whitby Fire and Emergency Services’ Fire Suppression and Page 1 of 82 Operations Committee Agenda October 2, 2017 – 7:00 PM Page Emergency Core Services Recommendation: That Council enact a draft by-law to amend By-law # 7263-17, being a Bylaw to Amend Appendix A of By-law # 7263-17, to revise the provision of Whitby Fire and Emergency Services’ fire suppression and emergency core services. 6.3 Community and Marketing Services Department Report, CMS 43-17 22 - 27 Re: Iroquois Park Sports Centre Capital Enhancements (Des Newman Arena Complex) Recommendation: That Community and Marketing Services Report CMS 43-17 pertaining to facility enhancements at Iroquois Park Sports Centre (Des Newman Arena Complex) be received as information. 6.4 Community and Marketing Services Department and Corporate Services 28 - 33 Department Joint Report, CMS 44-17 Re: Station Gallery Renovations Recommendation: 1. That the proposed renovations to the Station Gallery outlined in Report CMS 44-17 be approved; 2. That the Canada 150 Community Infrastructure Program grant funding for the Pump House be reallocated to partially fund the cost of the renovations to the Station Gallery, subject to the approval by Council and the Federal Government to redirect the grant to the proposed project; 3. That $147,000 from the One Time Reserve be allocated to the Station Gallery renovation project to complete the construction as proposed in the staff report and to provide the matching funds required of the Canada 150 Community Infrastructure Program; and, 4. That subject to the approval by Council and the Federal Government for the proposed project, that Council authorizes entering into the contribution agreement to receive $169,000 of funding under the Canada 150 Community Infrastructure Program for the Rehabilitation of the Station Gallery. 6.5 Public Works Department Report, PW 27-17 34 - 62 Re: Asset Management Funding Application Recommendation: 1. That Council endorse the attached application to the Federation of Page 2 of 82 Operations Committee Agenda October 2, 2017 – 7:00 PM Page Canadian Municipalities’ Municipal Asset Management Program (MAMP) for a grant of up to $49,600; and, 2. That Public Works Staff continue to update Council with Asset Management status updates, newly incorporated strategies and associated legislative requirements. 7. New and Unfinished Business 7.1 New and Unfinished Business - Operations Committee 63 - 71 8. Adjournment 9. Advisory Committee Minutes – For Information Only 9.1 • Habour Day Committee Minutes - August 17, 2017 72 - 82 • Ethno-Cultural and Diversity Advisory Committee Minutes - September 7, 2017 • Whitby in Bloom Committee Minutes - September 12, 2017 Page 3 of 82 Agenda Item # 6.1 Town of Whitby Report Report to: Operations Committee Date of meeting: October 2, 2017 Department: Public Works Department Corporate Services Department Report Number: CS 83-17 File Number(s): T-11-2017 Report Title: Whitby Downtown Streetscape Improvements 1. Recommendation: 1. That the Town of Whitby accept the low bid as submitted by Onsite Contracting Inc. in the amount of $348,316.25 (excluding applicable taxes) for all labour, materials, equipment and supervision necessary to complete Downtown Streetscape Improvements for various locations within the Town of Whitby; 2. That the total estimated project cost of $440,600.00 be approved; and 3. That the Mayor and Clerk be authorized to execute the contract documents. 2. Executive Summary: The tender provides for all labour, material and equipment necessary to complete Downtown Streetscape Improvements (Tender No. T-11-2017) on Dundas Street West, Dundas Street East, Perry Street, Mary Street and Centre Street South in downtown Whitby. This contract includes the replacement of approximately 1,300 square metres of concrete sidewalk and 450 square metres of impressed concrete boulevard. It also includes planting new boulevard trees, installation/relocations of planters, traffic signs and parking meters as required. Staff reviewed four (4) bids received for the aforementioned tender. One bid was deemed non-compliant as it did not provide the mandatory bid submission requirements. Staff are recommending the acceptance of the low bid as received from Onsite Contracting Inc. as their bid meets all of the specifications outlined in the tender. References were checked and all were favourable. The expected start date for this contract would be October 23, 2017 with a contract duration of six (6) weeks from the official start date. As specified in the contract terms, Report to: Operations Committee Report number: CS 83-17 Page 1 of 5 Page 4 of 82 Agenda Item # 6.1 the Town has the right to defer completion of project until the spring of 2018 if unfavourable weather conditions occur. 3. Origin: The Town of Whitby’s Purchasing Policy states that goods and services with an estimated total purchase price greater than $50,000.00 must be issued as a Request for Tender (or Request for Proposal) and are subject to Council approval. 4. Background: The Public Works Department regularly inspects and assesses the condition of existing sidewalks for the presence of major cracks, trip ledges, deterioration, and drainage concerns in order to adhere to the Province’s minimum maintenance standard regulations. In addition, staff review sidewalks and boulevards to ensure that the built environment (within the right-of-way) meets accessibility standards to adhere to the Accessibility For Ontarians with Disabilities Act. Based on this information, sidewalk and boulevard replacement needs are ranked and prioritized and form the basis of this tender. Please see Attachment 1 for the locations of the work. As these locations are within the Downtown Whitby Community Improvement Plan (CIP), streetscape improvements are incorporated with the sidewalk replacement projects. In priority sequences, the detail of the work at each location is described as follows: 1. Dundas Street East – Brock Street to Hickory Street (both sides) including Perry Street (east side) The proposed work includes the replacement of approximately 800 square metres of concrete sidewalk, 320 square metres of impressed concrete boulevard, and 55 linear metres of concrete curb and gutter. It also includes the installation of tactile plates for accessibility, the planting of five boulevard trees, the relocation of traffic signs and parking meters, and the construction of a 14m long retaining wall. 2. Centre Street south of Dundas Street (west sides) The proposed work includes the construction of a new retaining wall (i.e. Roman Pisa Stone Wall) on the west side of Centre Street at about 40m south of Dundas Street. The retaining wall is 23 linear metres in length. Streetscape improvements include two shrubs to be planted on top of the retaining wall and one boulevard tree to be planted on the north side of the retaining wall. 3. Dundas Street West – Byron Street to Brock Street (both sides) The proposed work includes the replacement of approximately 300 square metres of concrete sidewalk and 100 square metres of impressed concrete boulevard. It also includes the relocation of a bus shelter, planters, traffic signs, waste receptacles and parking meters. 4. Mary Street – Brock Street to Perry Street (north sides) The proposed work includes the replacement of approximately 230 square metres of concrete sidewalk, 30 square metres of impressed concrete boulevard, and 50 linear metres of concrete curb and gutter. It also includes the installation of tactile plates for Report to: Operations Committee Report number: CS 83-17 Page 2 of 5 Page 5 of 82 Agenda Item # 6.1 accessibility, planting of five boulevard trees and the relocation of traffic signs and parking meters. 5. Discussion/Options: Bids for this tender were received until 2:00:00p.m., September 12, 2017. The Tender was advertised in Bids and Tenders. Based on the provision of all labour, materials and equipment necessary to complete downtown streetscape improvements the following compliant bids were received: Bidder Tender Amount Onsite Contracting Inc. $348,316.25 Aloia Bros. Concrete Contractors Ltd. $364,239.50 Midome Construction Services Ltd. $379,500.00 The contract is open for a period of ninety (90) days from the tender closing date of September 12, 2017. As specified in the contract terms, the Town has the right to defer completion of project until the spring of 2018 if unfavourable weather conditions occur. 6. Public Communications/Plan: Construction notices will be delivered to all adjacent property owners prior to commencing with construction activities.