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HomeMy WebLinkAboutCouncil Agenda - 2018-08-27COUNCIL AGENDA MONDAY, AUGUST 27, 2018 CITY OF KITCHENER 7:00 P.M. - COUNCIL CHAMBER (TAPED TO AIR) 200 KING STREET WEST 1. COMMENCEMENT — Singing of "0 Canada". 2. MINUTES — Minutes to be accepted as mailed to the Mayor and Councillors (regular meeting held June 25, 2018 and special meetings held June 25 & August 13, 2018) — Councillor K. Gal loway-Sealock. 3. DISCLOSURE OF PECUNIARY INTEREST AND THE GENERAL NATURE THEREOF 4. COMMUNICATIONS REFERRED TO FILE — a. An email acknowledging receipt of Council's resolution regarding two-way all -day GO rail service and high speed rail line, dated July 6, 2018, from The Honourable Marc Garneau, Minister of Transport. b. Flag Request under Policy MUN-FAC-442: • Association des Francophones de Kitchener -Waterloo — September 25-26, 2018. • Kitchener Grand River Rotary Club — October 18-25, 2018. 5. PRESENTATIONS — a. Michelle Drake, Senior Heritage & Policy Planner—To present an award to the City of Kitchener `Love My Hood', as the winner of the Canadian Institute of Planners 2018 Award for Planning Excellence in the category of New and Emerging Planning Initiatives. 6. DELEGATIONS a. Lorraine Grenier — Regarding Victoria Park concerns. b. Notice has been given for any member of the public to speak for or against a by-law to name a private road in a multi -residential development at 70 Watermill Street as Waterbrook Lane, listed as Items 11.e. and 14.e. c. Notice has been given for any member of the public to speak for or against a by-law to name a private road in a multi -residential development at 1000 Lackner Boulevard as Lackner Place, listed as Items 11.f. and 14.f. 7. REPORTS OF COMMITTEES 8. UNFINISHED BUSINESS — NIL 9. NEW BUSINESS — a. LRT Crossing (Traynor Vanier Area) — Councillor J. Gazzola has given notice that he will introduce the following motion for consideration this date: "Whereas residents within the Vanier and Traynor community have always had access to Fairway Road especially over the past decade and rely on that access for basic amenity needs and the installation of railroad tracks for the Light Rail Transit (LRT) has created a barrier for those residents; Whereas the residents within the Vanier and Traynor community have been lobbying for a pedestrian crossing since the construction of the LRT commenced; Whereas the City of Kitchener will be required to acquire land in order to facilitate a pedestrian crossing; *Accessible formats and communication supports are available upon request. If you require* assistance to take part in a city meeting or event, please call 519-741-2345 or TTY 1-866-969-9994. COUNCIL AGENDA MONDAY, AUGUST 27, 2018 CITY OF KITCHENER 7:00 P.M. - COUNCIL CHAMBER - 2 - 200 KING STREET WEST Whereas no funding was contemplated or allocated within the 2018 budget for the acquisition of land related to a Vanier/Traynor Pedestrian connection; THEREFORE IT BE RESOLVED THAT Council immediately approve the land acquisition required to facilitate the pedestrian crossing; and, THEREFORE IT BE FURTHER RESOLVED THAT staff work closely with the Region of Waterloo to coordinate the acquisition of land with the required technical studies by the Region; and, THEREFORE IT BE FURTHER RESOLVED THAT staff report back at the September 10, 2018 Council meeting with possible immediate funding options." b. Regional Council Update — Mayor B. Vrbanovic. 10. QUESTIONS AND ANSWERS 11. BY-LAWS ---1ST READING — a. To further amend By-law No. 88-171, being a by-law to designate private roadways as fire routes and to prohibit parking thereon. (Amends By-law 88-171 to add or delete areas of jurisdiction). b. To further amend By-law No. 2008-117, being a by-law to authorize certain on -street and off- street parking of vehicles for use by persons with a disability, and the issuing of permits in respect thereof. (Amends By-law 2008-117 to add or delete areas of jurisdiction). c. To further amend By-law No. 2010-190, being a by-law to prohibit unauthorized parking of motor vehicles on private property. (Amends By-law 2010-190 to add or delete areas of jurisdiction). d. Being a by-law to amend Chapter 110 of The City of Kitchener Municipal Code regarding By- law Enforcement. (Amends Schedule `A' to add or delete the name of a Municipal Enforcement Officer). e. Being a by-law to name a private road as Waterbrook Lane, in the City of Kitchener. (Naming of a private road at 70 Watermill Street, Mattamy (Monarch) Limited). f. Being a by-law to name a private road as Lackner Place, in the City of Kitchener. (Naming of a private road at 1000 Lackner Blvd, Reid's Heritage Homes). g. Being a by-law to change the name of Sienna Court to Sienna Street and to provide for the establishing and laying out of part of Sienna Street, in the City of Kitchener. h. Being a by-law to provide for the widening of parts of Kehl Street, Strange Street, Guelph Street, Old Huron Road, Old Chicopee Trail and Sheldon Avenue and for the establishing and laying out of Part of Montcalm Drive as public highways, in the City of Kitchener. Being a by-law to provide for the stablishing and laying out of part of Thomas Slee Drive and Tall Grass Crescent as public highway, in the City of Kitchener. (Conveys 0.3m reserves pursuant to conditions of Subdivision 30T-08203). Being a by-law to assume certain lands within the City of Kitchener, as public highway. (Assumes lands shown on registered plans of subdivision as public highways, streets or lanes pursuant to Section 31(4) of the Municipal Act, 2001, c.25.). k. Being a by-law to exempt certain lots from Part Lot Control — Block 155, Registered Plan 58M-606 — 70 Watermill Street). (To create 34 residential lots (townhouse dwellings) tied to a common element condominium and maintenance easements). To confirm all actions and proceedings of the Council. COUNCIL AGENDA MONDAY, AUGUST 27, 2018 7:00 P.M. - COUNCIL CHAMBER 12. COMMITTEE OF THE WHOLE — Chair, Councillor K. Galloway-Sealock. -3- 13. REPORT OF THE COMMITTEE OF THE WHOLE 14. BY-LAWS --- 3RD READING — CITY OF KITCHENER 200 KING STREET WEST a. To further amend By-law No. 88-171, being a by-law to designate private roadways as fire routes and to prohibit parking thereon. b. To further amend By-law No. 2008-117, being a by-law to authorize certain on -street and off- street parking of vehicles for use by persons with a disability, and the issuing of permits in respect thereof. c. To further amend By-law No. 2010-190, being a by-law to prohibit unauthorized parking of motor vehicles on private property. d. Being a by-law to amend Chapter 110 of The City of Kitchener Municipal Code regarding By- law Enforcement. e. Being a by-law to name a private road as Waterbrook Lane, in the City of Kitchener. f. Being a by-law to name a private road as Lackner Place, in the City of Kitchener. g. Being a by-law to change the name of Sienna Court to Sienna Street and to provide for the establishing and laying out of part of Sienna Street, in the City of Kitchener. h. Being a by-law to provide for the widening of parts of Kehl Street, Strange Street, Guelph Street, Old Huron Road, Old Chicopee Trail and Sheldon Avenue and for the establishing and Laying out of Part of Montcalm Drive as public highways, in the City of Kitchener. i. Being a by-law to provide for the stablishing and laying out of part of Thomas Slee Drive and Tall Grass Crescent as public highway, in the City of Kitchener. j. Being a by-law to assume certain lands within the City of Kitchener, as public highway. k. Being a by-law to exempt certain lots from Part Lot Control — Block 155, Registered Plan 58M-606 — 70 Watermill Street). I. To confirm all actions and proceedings of the Council. COMMITTEE OF THE WHOLE AGENDA MONDAY, AUGUST 27, 2018 CHAIR — COUNCILLOR K. GALLOWAY-SEALOCK A. BY-LAWS LISTED ON THE AGENDA — 2ND READING That the by-laws considered by this Committee be taken as read a second time and be recommended for enactment. B. ADMINISTRATIVE REPORTS Tenders Attached are reports from J. Lautenbach, Chief Financial Officer, recommending: FIN -18-021 — T18-114 Snow and Ice Removal Equipment to be Mounted on a Tandem Rear Axle Cab That Tender T18-114 Snow and Ice Removal Equipment to be Mounted on a Tandem Rear Axle Cab, be awarded to Viking Cives Ltd, Mount Forest, Ontario, at their tendered price of $128,190., plus H.S. T. of $16,664.70, for a total of $144,854.70. FIN -18-023 — T18-088 Sandrock Greenway Pedestrian Bridge Replacement That Tender T18-088 Sandrock Greenway Pedestrian Bridge Replacement, be awarded to Engineered Concrete Limited, Kitchener, Ontario, at their tendered price of $220,120., including provisional items and contingencies of $26,500., plus H.S. T. of $28,615.60, for a total of $248,735.60. iii. FIN -18-024 — T18-030 Retrofit of Storm Water Management Facility 21 (SWMF21) (Penelope Drive and Ira Needles Boulevard) That Tender T18-030 Retrofit of Storm Water Management Facility 21 (SWMF21) (Penelope Drive and Ira Needles Boulevard), be awarded to 560789 Ontario Limited o/a R&M Construction, Acton, Ontario, at their tendered price of $667,122.92, including contingencies of $45,000., plus H.S. T. of $86,725.98, for a total of $ 753, 848.90. iv. FIN -18-027 — T18-108 Ice Rink Conversion Cover — Dom Cardillo Arena That Tender T18-108 Ice Rink Conversion Cover— Dom Cardillo Arena, be awarded to Covermaster Inc., Rexdale, Ontario, at their tendered price of $156,600.85, plus H.S. T. of $20,358. 11, for a total of $176,958.96. 2. COR -18-010 — Sign Variance — 333 Manitou Drive Attached is Corporate Services Department report COR -18-010 (D. Saunderson) dated August 22, 2018. That the application of 966021 ONTARIO LIMITED (SG 2018-008 — 333 Manitou Drive) requesting permission to legalize an existing billboard sign having a distance separation of 200m from another billboard sign rather than the required 300m distance separation, on Part Lot 5, Plan 1489, being Part 1 on Reference Plan 58R-15681, 333 Manitou Drive, Kitchener, Ontario, BE APPROVED, subject to the following conditions.- That onditions: That the owner shall obtain a sign permit from the Planning Division. 2. That the owner shall complete Condition 1 prior to February 1, 2019. Any request for a time extension must be approved in writing by the Manager of Development Review (or designate), prior to the completion date set out in this decision. Failure to fulfill these conditions will result in this approval becoming null and void. 2 COMMITTEE OF THE WHOLE B. ADMINISTRATIVE REPORTS - CONT'D 3. CAO -18-016 — Compass Kitchener Terms of Reference Update AUGUST 27, 2018 Attached is Chief Administrator's Office report CAO -18-016 (K. Dever), dated August 21, 2018. That the proposed Compass Kitchener Advisory Committee Terms of Reference update be approved, as attached as Appendix A to Chief Administrator's Office report CAO -18-016. 4. CSD -18-096 — Noise Exemption — Labour Day Weekend German Festival — Schwaben Club — 1668 King Street East Attached is Community Services Department report CSD -18-096 (G. MacNeil), dated August 8, 2018. That an exemption to Chapter 450 (Noise) of the City of Kitchener Municipal Code be granted to George Kraehling and the Schwaben Club for a German Festival which will be taking place over the Labour Day weekend on August 31, 2018 from 5pm — 10pm, Saturday September 1, 2018 from 10am — 12am and on Sunday September 2, 2018 from 10am — 12am. 5. CSD -18-097 — Delegation of Signing Authority — Ministry of Transportation Agreement Attached is Community Services Department report CSD -18-097 (G. MacNeil), dated August 14, 2018. That Council authorize the Director of Enforcement to sign any agreements and any other related documentation with the Ministry of Transportation (MTO) pertaining to a municipal AMP program to obtain vehicle information relating to parking offences, said agreements and related documentation are to be satisfactory to the City Solicitor. C. FOR INFORMATION 6. FIN -18-025 — Summary of Bid Solicitations Approved by the Director of Procurement (April 1, 2018 -June 30, 2018) Attached is Financial Services Department report FIN -18-025 (L. Stecho), dated August 15, 2018. 7. FIN -18-026 — Summary of 2018 Tenders Approved by the Chief Administrative Officer (Summer Recess) Attached is Financial Services Department report FIN -18-026 (L. Stecho), dated August 15, 2018. Rise and Report I Staff Repod Financial Services Department www.kitchener.ca REPORT TO: Committee of the Whole DATE OF MEETING: 2018-08-27 SUBMITTED BY: Laurie Stecho, Supervisor of Purchasing, 519-741-2200 ext. 7089 PREPARED BY: Scott Colquhoun, Buyer 519-741-2200 ext. 7217 WARD (S) INVOLVED: N/A DATE OF REPORT: 2018-08-15 REPORT NO.: FIN -18-021 SUBJECT: T18-114 Snow and Ice Removal Equipment to be Mounted on a Tandem Rear Axle Cab RECOMMENDATION: That Tender T18-114 Snow and Ice Removal Equipment to be Mounted on a Tandem Rear Axle Cab, be awarded to Viking Cives Ltd, Mount Forest, Ontario, at their tendered price of $128,190., plus H.S.T. of $16,664.70, for a total of $144,854.70. BACKGROUND: This snow and ice removal equipment will be installed on one (1) new unit 18522 which replaced unit 520 for INS — Operations, as approved for replacement in the 2017 Annual Fleet Equipment Review. This unit will be used for snow and ice removal and has a ten (10) year lifecycle. REPORT: The value of this purchase falls below the Council approval threshold of the new purchasing by- law. As per clause 170.7.3(d) of the Purchasing By-law 2017-106, it states, "when only one bid is received in response to a solicitation, the Director of Supply Services shall submit a report to Council recommending award." Tenders were advertised publicly on the City of Kitchener website. Documents were downloaded by two (2) interested parties and by the closing date of Friday July 6, 2018, one (1) tender had been received. The following tenders were received: Bid Price Viking Cives Ltd. Mount Forest ON $ 144,854.70 *** This information is available in accessible formats upon request. *** Please call 519-741-2345 or TTY 1-866-969-9994 for assistance. The tender was reviewed by M. Born, Manager of Fleet, who concurs with the above recommendation. ALIGNMENT WITH CITY OF KITCHENER STRATEGIC PLAN: The recommendation of this report supports the achievement of the city's strategic vision through the delivery of core service. FINANCIAL IMPLICATIONS: The net cost for this tender (A), is fair and reasonable for a purchase of this scope, but the upset limit is beyond the allowance provided within the budget (B). Funding for this equipment is included within the approved capital budget. The estimated deficit (D) will be funded from previous surpluses that have been closed out to the Equipment Reserve Fund. Tender T18-114 Supply and Install Snow and Ice Removal Equipment to be Mounted on a Tandem Rear Axle Cab Estimated Cost for this Tender Tender T18-114 costs including optional equipment and HST less: HST rebate on tender Net Cost Being Awarded Projected Costs for Additional Outfitting Total Estimated Cost for this Tender Budget for this Tender Additional outfitting for units 520 in INS - Roads & Traffic Estimated Surplus/(Deficit) for this Tender (B - C) to be funded from Equipment Reserve Fund COMMUNITY ENGAGEMENT: $ 144,854.70 (14,408.56) 130,446.14 A $ 130,446.14 C $ 114,064.35 B (16,381.80) D INFORM — This report has been posted to the City's website with the agenda in advance of the council / committee meeting. ACKNOWLEDGED BY: Jonathan Lautenbach, Chief Financial Officer, Financial Services Department 1.i-2 I Staff Repod Financial Services Department www.kitchener.ca REPORT TO: Committee of the Whole DATE OF MEETING: 2018-08-27 SUBMITTED BY: Laurie Stecho, Supervisor of Purchasing, 519-741-2200 ext. 7089 PREPARED BY: Steve Rudak, Buyer, 519-741-2200 ext. 7213 WARD (S) INVOLVED: Ward 7 DATE OF REPORT: 2018-08-07 REPORT NO.: FIN -18-023 SUBJECT: T18-088 Sandrock Greenway Pedestrian Bridge Replacement RECOMMENDATION: That Tender T18-088 Sandrock Greenway Pedestrian Bridge Replacement, be awarded to Engineered Concrete Limited, Kitchener, Ontario, at their tendered price of $220,120., including provisional items and contingencies of $26,500., plus H.S.T. of $28,615.60, for a total of $248,735.60. BACKGROUND: The City of Kitchener owns and operates 65 pedestrian bridges of various design and conditions located across the city. The city conducts regular maintenance inspections as well as bi-annual engineering inspections guided by the Ontario Structure Inspection Manual (OSIM). Sandrock Greenway Pedestrian Bridge (Bridge ID 863) is a concrete double tee bridge installed in 1979. The structure was identified for further investigation and monitoring due to observation of structural concrete cracking. The follow up investigation undertaken over the fall and winter of 2017 concluded that based on the age of the structure, the progressive concrete cracking, present value of the bridge, and short/long term cost -benefit analysis, replacement of the bridge in its current location is the preferred rehabilitation method. Ultimately, the precast concrete structure reached the end of its lifespan and is beyond the point of repair. The bridge was closed immediately for public use in January 2018 in preparation for removal and replacement in the fall of 2018 with the bridge being re -opened October 30, 2018. *** This information is available in accessible formats upon request. *** Please call 519-741-2345 or TTY 1-866-969-9994 for assistance. 1.H - 1 REPORT: Tenders were advertised publicly on the City of Kitchener website. Documents were downloaded by twenty eight (28) interested parties and by the closing date of July 31, 2018, five (5) tenders had been received. The following tenders were received: Bid Price Engineered Concrete Limited Kitchener ON $248,735.60* 2220742 Ontario Ltd o/a Bronte Construction Oakville ON $302,444.50 McLean Taylor Construction Limited St. Mary's ON $321,941.07 CSL Group Ltd Ancaster ON $322,163.00 Coco Paving Inc. Hannon ON $326,488.64 The tenders were reviewed by M. Parris, Landscape Architect, who concurs with the above recommendation. ALIGNMENT WITH CITY OF KITCHENER STRATEGIC PLAN: The recommendation of this report supports the achievement of the city's strategic vision through the delivery of core service. 1.ii - 2 FINANCIAL IMPLICATIONS: The net cost for this Tender (A), is fair and reasonable for a project of this scope and the upset limit is within the funding available (B) for this project. Funding for this project is included within the approved capital budget. The estimated surplus (D) will be used for further bridge repairs and maintenance across the city. T18-088 Sandrock Greenway Pedestrian Bridge Replacement Estimated Cost for this Phase of Work Tender T18-088 costs, including HST 248,735.60 less: HST rebate (24,741.48) Projected Costs: Staff Time/Permitting/Signage - Total Estimated Cost for this Phase of Work $223,994.12 C Budget for this Phase of Work Pedestrian Bridge Capital Account 250,000.00 Total Budget for this Phase of Work 250,000.00 B Estimated Surplus/(Deficit) for this Phase of Work (B - C) 26,005.88 D Estimated Surplus/(Deficit) from previous phases - Total Estimated Surplus/(Deficit) $ 26,005.88 E COMMUNITY ENGAGEMENT: INFORM — This report has been posted to the City's website with the agenda in advance of the council / committee meeting. ACKNOWLEDGED BY: Jonathan Lautenbach, Chief Financial Officer, Financial Services Department 1.H-3 I Staff Repod Financial Services Department www.kitchener.ca REPORT TO: Committee of the Whole DATE OF MEETING: 2018-08-27 SUBMITTED BY: Laurie Stecho, Supervisor of Purchasing, 519-741-2200 ext. 7089 PREPARED BY: Amy Carr, Buyer, 519-741-2200 ext. 7184 WARD (S) INVOLVED: Ward 7 DATE OF REPORT: 2018-08-09 REPORT NO.: FIN -18-024 SUBJECT: T18-030 Retrofit of Storm Water Management Facility 21 (SWMF21) (Penelope Drive and Ira Needles Boulevard) RECOMMENDATION: That Tender T18-030 Retrofit of Storm Water Management Facility 21 (SWMF21) (Penelope Drive and Ira Needles Boulevard), be awarded to 560789 Ontario Limited o/a R&M Construction, Acton, Ontario, at their tendered price of $667,122.92, including contingencies of $45,000., plus H.S.T. of $86,725.98, for a total of $753,848.90. BACKGROUND: In 2016, the City completed the Integrated Stormwater Management Master Plan (ISWM — MP), which prioritized retrofit works at various Stormwater Management (SWM) ponds throughout the City. The prioritization evaluated SWM ponds based on the facility control type, the level of quality protection, available sediment storage, and required repairs. The retrofit works for Stormwater Management Facility (SWMF) 21 were identified as one of two high priority retrofit projects in the ISWM - MP (Section 6.4.8, ISWM — MP), due to the need for repairs on the facility's outlet and lack of water quality provided by the facility. SWMF 21 is located near Penelope Drive and Ira Needles Boulevard. The facility is bordered mainly by residential lands, Waldau Woods to the West and Ira Needles Boulevard to the East. The proposed retrofit works include the excavation and off-site disposal of materials to permit the creation of a forebay, a plunge pool, maintenance access roads, flow control berms, and the installation of a new outlet device. All landscaping works, sediment control and dewatering activities are also included within the works. These works will provide enhanced (Level 1) water quality control, maintain the flooding, and erosion protection currently provided. In preparation for this work: The City of Kitchener undertook a Municipal Class Environmental Assessment (EA) (Aquafor Beech 2011) to assess alternatives for improvements at SWMF 4, 6, 7, 10, 16, 18, 21, 22, 30, 61, 65 and 109. The intent of the EA for SWMF 21 was to provide a preferred solution to install water quality control and reduce maintenance costs by modifying the outlet. *** This information is available in accessible formats upon request. *** Please call 519-741-2345 or TTY 1-866-969-9994 for assistance. In 2011, the City of Kitchener retained a consultant to provide professional services for the preferred design outlined in the EA. The design was completed and submitted to the City as Issued for Approval in June 2011. In 2017, the City of Kitchener retained a consultant to provide professional services for permit application and to finalize the design and provide construction administration and inspection during the retrofit of SWMF 21. The project is scheduled to begin August 13, 2018, weather permitting. REPORT: Tenders were advertised publicly on the City of Kitchener website. Documents were downloaded by twenty-three (23) interested parties and by the closing date of Monday July 30, 2018, five (5) tenders had been received. The following tenders were received: Capital Paving Inc Sierra Infrastructure Inc 560789 Ontario Limited o/a R&M Construction Network Sewer and Watermain Ltd 2220742 Ontario Ltd o/a Bronte Construction Guelph ON Woodstock ON Acton ON Cambridge ON Oakville ON Bid Price $664,029.10 $710,460.95 $753,848.90 $798,828.13 $967,144.40 The tenders submitted by Capital Paving and Sierra Infrastructure were deemed non-compliant and disqualified. The tender document required bidders to demonstrate proof of ability by providing three (3) similar projects that demonstrated environmental complexity to complete the retrofit of a Storm Water Management Facility. The tenders were reviewed by C. Denich, Aquafor Beech Ltd., the City's Consultant for the project and S. Brickman, Design & Construction Project Manager who concur with the above recommendation. ALIGNMENT WITH CITY OF KITCHENER STRATEGIC PLAN: The recommendation of this report supports the achievement of the city's strategic vision through the delivery of core service. 1.111 - 2 FINANCIAL IMPLICATIONS: In addition to the costs anticipated in this tender, the design and implementation of these types of projects typically involves city staff and resources from across the corporation. These costs are included in the line item "Projected Costs: Staff Time/Permitting/Material testing", and will be itemized when they exceed $125,000. Included in this line item are staff time and expenses for all city staff in support of the project such as Engineering, Kitchener Utilities, and Transportation Planning. The line item also includes all regulatory permitting, geotechnical and material testing, detouring and traffic control, alternate access and parking requirements and any other miscellaneous costs. Projects utilizing in-house staff will include costs for inspection during construction and contract administration. The net cost for this tender (A), is fair and reasonable for a purchase of this scope but the upset limit is above the budget allowance (B) provided within the budget. The deficit (D) will be funded by the SWM Facility Retrofit Program capital account, which has a sufficient balance to cover the deficit. Tender T18-030 SWM Facility Retrofit of SWM Facility 21 (SWMF21) Estimated Cost Tender T18-030, including HST less: HST rebate on tender Net Cost Being Awarded Costs Incurred to Date Projected Costs: Staff Time/Permitting Total Estimated Cost for this Phase of Work Budget SWM Utility Budget Stormwater Utility Total Funding Available Estimated Surplus/(Deficit)(B - C) COMMUNITY ENGAGEMENT: 753,848.90 (74,984.58) 678,864.32 A 20,000.00 $ 698,864.32 C 641,275.00 $ 641,275.00 B (57,589.32) D INFORM — This report has been posted to the City's website with the agenda in advance of the council / committee meeting. ACKNOWLEDGED BY: Jonathan Lautenbach, Chief Financial Officer, Financial Services Department I Staff Repod Financial Services Department www.kitchener.ca REPORT TO: Committee of the Whole DATE OF MEETING: 2018-08-27 SUBMITTED BY: Laurie Stecho, Supervisor of Purchasing, 519-741-2200 ext. 7089 PREPARED BY: Daryl Walser, Buyer, 519-741-2200 ext. 7037 WARD (S) INVOLVED: N/A DATE OF REPORT: 2018-08-15 REPORT NO.: FIN -18-027 SUBJECT: T18-108 Ice Rink Conversion Cover — Dom Cardillo Arena RECOMMENDATION: That Tender T18-108 Ice Rink Conversion Cover — Dom Cardillo Arena, be awarded to Covermaster Inc., Rexdale, Ontario, at their tendered price of $156,600.85, plus H.S.T. of $20,358.11, for a total of $176,958.96. BACKGROUND: The previous ice rink conversion cover was purchased in 1996. The Dom Cardillo Arena was in need of an upgrade due to the wear and tear of the previous ice conversion cover. REPORT: Tenders were advertised publicly on the City of Kitchener website. Documents were downloaded by four (4) interested parties and by the closing date of Friday August 3, 2018, four (4) tenders had been received. The following tenders were received: Sport Resource Group Covermaster Inc. Athletica Sport Systems Inc Covermaster Inc. Minneapolis MN Rexdale ON Waterloo ON Rexdale ON Rid Prim $ 71,190.00 $176,958.96 $185,207.00 $224,813.50 The tender submitted by Sport Resource Group was deemed non-compliant and disqualified. The tender required bidders to provide a ten (10) year warranty on the panels and lifetime on the locking cams. Sport Resource provided a used product and was unable to provide warranty. The tender was reviewed by Jeff Coulter, Supervisor Operations (AUD), who concurs with the above recommendation. *** This information is available in accessible formats upon request. *** Please call 519-741-2345 or TTY 1-866-969-9994 for assistance. 1.iv - 1 ALIGNMENT WITH CITY OF KITCHENER STRATEGIC PLAN: The recommendation of this report supports the achievement of the city's strategic vision through the delivery of core service. FINANCIAL IMPLICATIONS: The net cost for this Tender (A), is fair and reasonable for a project of this scope and the upset limit is within the funding available (B) for this project. Funding for this project is included within the approved capital budget. The estimated surplus (D) will remain in the General Provision account for future KMAC projects. T18-108 Ice Rink Conversion Cover - Dom Cardillo Arena Estimated Cost for this Phase of Work Tender T18-108 costs, including HST less: HST rebate Net Cost Being Awarded Total Estimated Cost for this Phase of Work Budget for this Phase of Work KMAC Site Upgrading account Total Budget for this Phase of Work Estimated Surplus/(Deficit) for this Phase of Work (B - C) Estimated Surplus/(Deficit) from previous phases Total Estimated Surplus/(Deficit) COMMUNITY ENGAGEMENT: 176,958.96 (17,601.93) 159,357.03 A $ 159,357.03 C 200,000.00 $ 200,000.00 B 40,642.97 D $ 40,642.97 E INFORM — This report has been posted to the City's website with the agenda in advance of the council / committee meeting. ACKNOWLEDGED BY: Jonathan Lautenbach, Chief Financial Officer, Financial Services Department 1.iv - 2 Staff Report KNE J�R Corporate Services Department www kitchener ca REPORT TO: Committee of the Whole DATE OF MEETING: August 27, 2018 SUBMITTED BY: Dianna Saunderson, Secretary -Treasurer, Committee of Adjustment (519-741-2200 ext. 7277) PREPARED BY: Holly Dyson, Administrative Clerk (519-741-2200 ext. 7594) WARD (S) INVOLVED: 3 DATE OF REPORT: August 22, 2018 REPORT NO.: COR -18-010 SUBJECT: Sign Variance - 333 Manitou Drive RECOMMENDATION: "That the application of 966021 ONTARIO LIMITED (SG 2018-008 — 333 Manitou Drive) requesting permission to legalize an existing billboard sign having a distance separation of 200m from another billboard sign rather than the required 300m distance separation, on Part Lot 5, Plan 1489, being Part 1 on Reference Plan 58R-15681, 333 Manitou Drive, Kitchener, Ontario, BE APPROVED, subject to the following conditions: 1. That the owner shall obtain a sign permit from the Planning Division. 2. That the owner shall complete Condition 1 prior to February 1, 2019. Any request for a time extension must be approved in writing by the Manager of Development Review (or designate), prior to the completion date set out in this decision. Failure to fulfill these conditions will result in this approval becoming null and void." REPORT: The Committee of Adjustment met as a Standing Committee of City Council on August 21, 2018 to consider one application pursuant to Chapter 680 (SIGNS) of the City of Kitchener Municipal Code. This recommendation is being forwarded to you on behalf of the Committee of Adjustment for your consideration. ALIGNMENT WITH CITY OF KITCHENER STRATEGIC PLAN: The recommendation of this report supports the achievement of the city's strategic vision through the delivery of core service. FINANCIAL IMPLICATIONS: None *** This information is available in accessible formats upon request. *** Please call 519-741-2345 or TTY 1-866-969-9994 for assistance. 2-1 COMMUNITY ENGAGEMENT: INFORM -As directed by the Sign By-law and Fence By -Law, notice of Applications for Variance to the Sign By-law and Fence By-law are published in the Record 15 - 18 days prior to the Committee of Adjustment meeting at which the application will be considered. Notice of an application is also mailed to property owners within 30 metres of the subject property. INFORM - This report has been posted to the City's website with the agenda in advance of the council / committee meeting. ENTRUST - The Committee of Adjustment is a Quasi -Judicial Committee of citizen members operating as a Standing Committee of City Council. ACKNOWLEDGED BY: Justin Readman, General Manager Development Services 2-2 Staff Repoil Chief Administrator's Office REPORT TO: DATE OF MEETING SUBMITTED BY: PREPARED BY: WARD (S) INVOLVED: DATE OF REPORT: REPORT NO.: SUBJECT: RECOMMENDATION: Iu, u:,=.R www kitchen er. ca Committee of the Whole August 27, 2018 Kathryn Dever, Director Strategic & Corporate Performance, 519-741-2200 ext. 7370 Karen Cooper, Manager Strategic & Business Planning, 519-741-2200 ext. 7817 All August 21, 2018 CAO -18-016 Compass Kitchener Terms of Reference Update That the proposed Compass Kitchener Advisory Committee Terms of Reference update be approved, as attached as Appendix A to Report CAO -18-016. BACKGROUND: Council Policy GOV-BOA-077 Compass Kitchener Terms of Reference identifies the purpose, goals, objectives, composition and responsibilities of this advisory committee of Council. The terms of reference was last substantially reviewed in 2009. Compass Kitchener and staff have identified areas that require updating. This report sets out the recommended changes to Compass Kitchener terms of reference for Council consideration. REPORT: Compass Kitchener The Committee was created in 2000 as part of Council's strong interest in creating a community with more involvement. Compass Kitchener is unique in its mandate to create and lead public processes to determine community concerns and priorities, and to monitor progress toward achieving the community vision — all integral components of Kitchener's Strategic Plan. Responsibilities include: Designing and implementing public engagement processes to validate the community's vision and major strategic priorities and determine critical community issues prior to each municipal election. Reporting to Council on critical community issues to assist in the establishment and annual updating of Council's four year strategic business plans. *** This information is available in accessible formats upon request. *** Please call 519-741-2345 or TTY 1-866-969-9994 for assistance. 3-1 • Developing performance measures reflective of the community's goals and monitoring the City's performance against goals as included in the Strategic Plan for the City of Kitchener. • Reporting on performance to Council and the Community on an annual (Report Card) and term -by -term basis. • Ensuring communication and collaboration among Advisory Committees of Council by convening two yearly meetings, one for Chairs and Vice Chairs and the second for the full membership of all Advisory Committees. • Developing a yearly work plan and submitting it to Council for feedback. This citizen led approach was innovative at the time and continues to be innovative, as most municipalities develop their strategic plan from a corporate and staff or consultant perspective. Kitchener instead develops their strategic plan from a citizen driven perspective. The other innovative aspect of Compass Kitchener is the citizen led evaluation of progress on achieving strategic plan goals, through the Compass Kitchener report card process. Benefits of Compass Kitchener include: • Citizen led input into the strategic direction setting and decision-making of council. • Supporting local government in addressing issues. • Enriching the community with community engagement events. • Assisting in easing Councillor workload. • Providing opportunities for staff and elected officials to benefit from local talent and expertise. Terms of Reference Review Compass Kitchener members have discussed with staff the need for the following updates to the Terms of Reference: • Providing a more fulsome description of the nature of the work and time commitments required of committee members. This would help citizens understand the nature of commitment required to serve on the committee and attract members prepared to make the time commitments. • Removing reference to "Compass Kitchener Vision (2000)" to provide for flexibility if the vision needs to be changed in the future. • Providing consistency in use of wording regarding community priorities. • Changes in wording to clarify roles regarding strategic plans and business plans. • Updating term limit to be consistent with other advisory committees (proposed maximum 8 years vs current 6 year limit). • Updating committee composition to better reflect diversity objectives. • Updating committee composition to remove staff positions, as the listed positons are not current and do not reflect the evolution of the committee. 3-2 • Adding the term "in collaboration with staff' to reflect current arrangements. Replacing the term "developing performance evaluation" with the term "developing evaluation criteria" so that Council and the community know in advance on what basis progress on achieving strategic plan goals will be measured. Staff Comment Staff worked with Compass Kitchener on the review of the terms of reference and support the changes proposed. Appendix A to this report contains the Compass Kitchener Terms of Reference with the proposed changes highlighted. In early September the recruitment process for citizen advisory committee members will begin. It is timely that the Compass Kitchener Terms of Reference be updated to allow interested citizens to make informed decisions on submitting applications for consideration. ALIGNMENT WITH CITY OF KITCHENER STRATEGIC PLAN: The recommendation of this report supports the achievement of the city's strategic vision. FINANCIAL IMPLICATIONS: No new financial and staff resources are being requested for this initiative. COMMUNITY ENGAGEMENT: INFORM — This report has been posted to the City's website with the agenda in advance of the council committee meeting. COLLABORATE — The review of the terms of reference has been undertaken in collaboration with Compass Kitchener. PREVIOUS CONSIDERATION OF THIS MATTER: • BPS -00-150 - October 23, 2000 creation of Compass Kitchener citizen advisory group • CRPS-06-173 December 4, 2006 — Appointed members term from 3 years to 2 years. • CAO -09-04 - August 24, 2009 - As per Council's request to all advisory committees, Compass Kitchener reviewed its terms of reference and recommended changes to clarify its role in ensuring community priorities are linked to the Strategic Plan, added responsibility for Compass Kitchener to bring all Advisory Committees together to identify collaboration opportunities, updated member composition to reflect current staffing, and included requirement for reporting to Council on an annual work plan and report card. • FCS -16-001 - June 2016 - Administrative Updates were made to Policy 1-77 including re- formatting to a new numbering system and renaming the policy as GOV-BOA-077. ACKNOWLEDGED BY: Dan Chapman, Chief Administrative Officer 3-3 Appendix A: Recommended Revisions to Compass Kitchener Terms of Reference 1. POLICY PURPOSE: Compass Kitchenery-aliyt the Gemnass, LlitGhonor ViSiGR (=V Q) provides advice to Council on Guiding Principles, Values, and Strategic Priorities on a regular basis, with the community's input and participation. This Committee creates and leads public engagement processes with staff to determine community concerns. It identifies community priorities for action, and t$ monitors progress toward achieving the community vision and in implementing the Strategic Plan. The community priorities comprise an integral component of the City of Kitchener Strategic Plan. 2. DEFINITIONS: To be included at next review. 3-4 POLICY Policy No: GOV-BOA-077 Policy Title: COMPASS KITCHENER - Approval Date: March 31, 2003 TERMS OF REFERENCE Reviewed Date: July 2016 Policy Type: COUNCIL Next Review Date: July 2021 Category: Governance Reviewed Date: Sub -Category: Board & Committee Last Amended: August 2009 Author: Author Unknown Replaces: 1-77 - Compass Dept/Div: Finance & Corporate Kitchener - Terms of Reference Services/Legislated Services/Council/Committee Repealed: Services Replaced by: Related Policies, Procedures and/or Guidelines: To be included at next review. 1. POLICY PURPOSE: Compass Kitchenery-aliyt the Gemnass, LlitGhonor ViSiGR (=V Q) provides advice to Council on Guiding Principles, Values, and Strategic Priorities on a regular basis, with the community's input and participation. This Committee creates and leads public engagement processes with staff to determine community concerns. It identifies community priorities for action, and t$ monitors progress toward achieving the community vision and in implementing the Strategic Plan. The community priorities comprise an integral component of the City of Kitchener Strategic Plan. 2. DEFINITIONS: To be included at next review. 3-4 3. SCOPE: To be included at next review. 4. POLICY CONTENT: 4.1 Goals (a) To identify critical strategic issues and goals in, and with, the community. (b) To evaluate and recommend strategic priorities. (c) To monitor and evaluate progress against achievement of strategic gems priorities. (d) To report on progress made toward achieving strategic gems priorities to Council and the community. 4.2 Objectives (a) To create and lead public engagement processes in collaboration with staff. (b) To set peFfeFinaRGe measaFes determine evaluation criteria for use in measuring Council implementation of strategic priorities. (c) To establish a reporting tool(s�.- to monitor progress on implementing changes in collaboration with staff. (e) To bring Advisory Committees of Council together on a regular basis to share information and identify opportunities for collaboration. 3-5 POLICY APPLIES TO THE FOLLOWING: ❑ All Employees ❑ All Full -Time Employees ❑ All Union ❑ Management ❑ C.U.P.E. 68 Civic ❑ Non Union ❑ C.U.P.E. 68 Mechanics ❑ Temporary ❑ C.U.P.E. 791 ❑ Student ❑ I.B.E.W.636 ❑ Part -Time Employees ❑ K.P.F.F.A. ❑ Specified Positions only: ❑ Other: ❑ Council ❑ Local Boards & Advisory Committees To be included at next review. 4. POLICY CONTENT: 4.1 Goals (a) To identify critical strategic issues and goals in, and with, the community. (b) To evaluate and recommend strategic priorities. (c) To monitor and evaluate progress against achievement of strategic gems priorities. (d) To report on progress made toward achieving strategic gems priorities to Council and the community. 4.2 Objectives (a) To create and lead public engagement processes in collaboration with staff. (b) To set peFfeFinaRGe measaFes determine evaluation criteria for use in measuring Council implementation of strategic priorities. (c) To establish a reporting tool(s�.- to monitor progress on implementing changes in collaboration with staff. (e) To bring Advisory Committees of Council together on a regular basis to share information and identify opportunities for collaboration. 3-5 4.3 Committee Composition, Reporting and Decision Making (a) The Compass Kitchener Committee will be composed of no less than 8 and no more than 12 community members, supported by City of Kitchener staff. , and seek to It is desired that the Committee have diverse representation reflective of the current community context and the City's demographic make-up as follows: (i) All Council (Ex Officio), (ii) 8-12 community members representing the diversity of the City of Kitchener health„ nnmmi lRmty SeGtGFc (on„i�mon�leGnnnmin and ?onnial coninrs and pep ilatinn SegMeRtS / i th ronializ grewps-, ■A, .1■ ■ r 1 00-1 . (b) Normally, appointments will be made through Council's annual appointment meeting in November of each year. (c) Members will serve for a period of 2 years, up to a maximum of & 8 years. (d) The Committee shall annually choose a Chair and Vice -Chair. (e) Meetings will be held monthly or at the call of the Chair. (f) The Committee shall report directly to Council. (g) The Committee strives to make decisions through consensus. If consensus cannot be reached, the decision will be made by vote and a simple majority is required. 4.4 Responsibilities (`ncscr L(Tor ,mill ho rocPnncihlo fnr• In addition to attending regular meetings Compass Kitchener members have an active role outside of meetings preparing material, working with staff and participating in community engagement activities in fulfilling Committee responsibilities for: (a) Designing and implementing public engagement processes in collaboration with staff to validate the community's vision and major strategic priorities and dote 3-6 recommending critical community issues pFieF priorities before each municipal election. (b) Reporting to Council on critical community;s,�a priorities to assist in the establishment of and onaPp— —;;T updating of Council's four year Strategic Plan and annual Business Plans. (c) Developing perfermaRGe measures. evaluation criteria in collaboration with staff reflective of the community's gea-Es priorities and monitoring the City's performance against goals aa -included in the Strategic Plan for the City of Kitchener. (d) Reporting on performance to Council and the Community on an annual (Report Card) and- term_-hy term basis. (e) Ensuring communication and collaboration among Advisory Committees of Council by convening two yearly meetings, one for Chairs and Vice Chairs and the second for all Committees' full membership. (f) Developing a yearly workplan and submitting it to Council for feedback. 5. HISTORY OF POLICY CHANGES Administrative Updates 2016-06 - Policy 1-77 template re -formatted to new numbering system and given number GOV-BOA-077. Formal Amendments 2006-12-04 - As per Council directive 2009-08-24 - As per Council directive 3-7 Staff Repoil Community Services Department l K ..E x www.kitchener.ca REPORT TO: Committee of the Whole DATE OF MEETING: August 27, 2018 SUBMITTED BY: Gloria MacNeil, Director of By-law Enforcement (519-741-2200, ext. 7952) PREPARED BY: Gloria MacNeil, Director of By-law Enforcement (519-741-2200, ext. 7952) WARD (S) INVOLVED: Ward 10 DATE OF REPORT: August 8, 2018 REPORT NO.: CSD -18-096 SUBJECT: Noise Exemption- Labour Day Weekend German Festival - Schwaben Club 1668 King Street East RECOMMENDATION: That an exemption to Chapter 450 (Noise) of the City of Kitchener Municipal Code be granted to George Kraehling and the Schwaben Club for a German Festival which will be taking place over the Labour Day weekend on August 31, 2018 from 5pm —10pm, Saturday September 1, 2018 from 10am — 12am and on Sunday September 2, 2018 from 10am to 12am. BACKGROUND: George Kraehling is organizing a German Festival in the parking lot of the Schwaben Club located at 1668 King St E, over the Labour Day weekend. There will be a large tent erected in the parking lot area at the rear of the Schwaben Club, the event will take place in the tented area and will include music played by a live band; thus they are requesting an exemption from the City's Noise By-law (Chapter 450). REPORT: The Schwaben Club is a non-profit organization which will be holding a German festival over the Labour Day weekend. The festival is an annual event that moves between sixteen cities across North America. The event typically attracts up to 1,000 people a day over the three day event. The Friday night is a meet and greet with the main festival taking place over the Saturday and Sunday. There will be dance performances by dance groups representing each of the cities who participate in the annual event along with music by traditional German bands. Mr. Kraehling has made arrangements with the neighbouring businesses and with Eastwood Collegiate for the use of their parking lots to accommodate parking, as well as the use of the space to support the construction of the tent being used to hold the festivities. *** This information is available in accessible formats upon request. *** Please call 519-741-2345 or TTY 1-866-969-9994 for assistance. C=I ALIGNMENT WITH CITY OF KITCHENER STRATEGIC PLAN: The recommendation of this report supports the achievement of the City's strategic vision through the delivery of core service. FINANCIAL IMPLICATIONS: N/A COMMUNITY ENGAGEMENT: The event organizer is responsible for ensuring that this event is communicated throughout the community in advance of the event. ACKNOWLEDGED BY: Michael May, Deputy CAO, Community Services Department 4-2 Staff Repoil KNI.RE-4f-} Community Services Department wwwkitchener.ca REPORT TO: Committee of the Whole DATE OF MEETING: August 27, 2018 SUBMITTED BY: Gloria MacNeil, Director of By-law Enforcement (519-741-2200, ext. 7952) PREPARED BY: Gloria MacNeil, Director of By-law Enforcement (519-741-2200, ext. 7952) WARD (S) INVOLVED: ALL DATE OF REPORT: August 14, 2018 REPORT NO.: CSD -18-097 SUBJECT: Delegation of Signing Authority — Ministry of Transportation Agreement RECOMMENDATION: That Council authorize the Director of Enforcement to sign any agreements and any other related documentation with the Ministry of Transportation (MTO) pertaining to a municipal AMP program to obtain vehicle information relating to parking offences; said agreements and related documentation are to be satisfactory to the City Solicitor. BACKGROUND: By-law Enforcement has been working on the development of an Administrative Monetary Penalty System which was approved as part of our 2017-18 Business Plan. REPORT: Administrative Monetary Penalties System (AMPS) is an enforcement mechanism, provided for in the Municipal Act. It allows municipalities to transition minor bylaw offences out of the traditional Provincial Offences Act court system to a municipally run system similar to a quasi- judicial hearing system. The primary focus of this mechanism is to relieve the pressure placed on the provincial court system resulting from minor Provincial Offences violations, including municipal bylaw infractions. We are currently in the research and development process of this project and one of the requirements is to negotiate a new agreement with the Ministry of Transportation (MTO) as our current agreement does not apply to an AMPS process. As part of this process various documentation including online verifications need to be executed as well. Our agreement with the MTO allows us to run license plates in order to determine the registered owner of the vehicle as well as their mailing address so the City is able to mail notifications. Our MTO agreement further extends to plate denial where the MTO act as our collection agency when customers default on paying their fines. The nature of our agreement requires reporting *** This information is available in accessible formats upon request. *** Please call 519-741-2345 or TTY 1-866-969-9994 for assistance. 5-1 throughout the year therefore staff feels it would make sense to provide blanket authority as the individual would require hands on knowledge of our processes and whether they are compliant with the existing agreement. The City of Kitchener and Waterloo Bylaw divisions are working together on the research and development initiative to implement the AMPS process relating to parking offences. This process will provide consistency for customers who may receive a parking ticket in either municipality and will provide the courts the reprieve they are seeking when both municipalities move to the AMP system at the same time. ALIGNMENT WITH CITY OF KITCHENER STRATEGIC PLAN: The recommendation of this report supports the achievement of the city's strategic vision through the delivery of core service. FINANCIAL IMPLICATIONS: There are no additional costs as we have an existing agreement. COMMUNITY ENGAGEMENT: N/A ACKNOWLEDGED BY: Victoria Raab, General Manager, Corporate Services 5-2 I Staff Repod Financial Services Department www.kitchener.ca REPORT TO: Committee of the Whole DATE OF MEETING: 2018-08-27 SUBMITTED BY: Laurie Stecho, Supervisor of Purchasing, 519-741-2200 ext. 7089 PREPARED BY: Laurie Stecho, Supervisor of Purchasing, 519-741-2200 ext. 7089 WARD (S) INVOLVED: N/A DATE OF REPORT: 2018-08-15 REPORT NO.: FIN -18-025 SUBJECT: Summary of Bid Solicitations Approved by the Director of Supply Services or Designate (April 1, 2018 — June 30, 2018) RECOMMENDATION: For Information Only BACKGROUND: In accordance with the Purchasing By-law 2017-106 (Chapter 170 Municipal Code), section 170.7.4 "the City's Director of Supply Services shall prepare a quarterly information only report to Council on Solicitations awarded where the Procurement Value is between $100,000 and $750,000 and the Director of Supply Services approved the award." All recommendations awarded by the Director of Supply Services were within approved budgets, capital projects were specifically identified within the Council approved budget, there aren't other orders of government or granting agencies which require Council approval, and more than one bid was received in response to the bid solicitation. REPORT: Appendix 1 is a listing of the thirteen (13) approved bid solicitations for Council's information. FINANCIAL IMPLICATIONS: All recommendations awarded by the Director of Supply Services or designate, were within approved budgets. 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CU Q "0 �O m �F- �v 6-5 Staff Report K XF�: Financial Services Department www.kitchener.ca REPORT TO: Committee of the Whole DATE OF MEETING: 2018-08-27 SUBMITTED BY: Laurie Stecho, Supervisor of Purchasing, 519-741-2200 ext. 7089 PREPARED BY: Laurie Stecho, Supervisor of Purchasing, 519-741-2200 ext. 7089 WARD (S) INVOLVED: N/A DATE OF REPORT: 2018-08-15 REPORT NO.: FIN -18-026 SUBJECT: Summary of Tenders Approved by the Chief Administrative Officer RECOMMENDATION: For Information Only BACKGROUND: In accordance with Chapter 115, Corporate Leadership Team, section 115.5.5 "the Chief Administrative Officer shall approve tenders each year during the months of June, July and August, provided that the total costs are within the approved budgets contained in the relevant departmental budgets and that a report regarding these tenders is brought to Council at its next regular meeting." Administrative awards during the Council summer recess enable an efficient and timely procurement process. REPORT: The following recommendations were within budget and approved for award during the Council summer recess: 1. T18-102 Snow and Ice Removal Equipment— Three (3) 8.41 Cubic Metre (11 Cubic Yard) Dump Body, Two -Way Front Plow, High Levelling Cable Wings 2. T18-097 Cameron Heights Pool Filtration System Replacement 3. T18-061 Idlewood Creek Restoration (Fairway Road to the Outlet at the Grand River) Appendix 1 - provides copies of the awards made by the Chief Administrative Officer during July and August 2018 for Council's information. *** This information is available in accessible formats upon request. *** Please call 519-741-2345 or TTY 1-866-969-9994 for assistance. 7-1 FINANCIAL IMPLICATIONS: All recommendations awarded by the Chief Administrative Officer were within approved budgets. ACKNOWLEDGED BY: Jonathan Lautenbach, Chief Financial Officer, Financial Services Department 7-2 Appendix 1 7-3 Stam Report 4 Financial Services Department www.kitchener.ca RECOMMENDATION: That Tender T18-102 Snow and Ice Removal Equipment - Three (3) 8.41 Cubic Metre (11 Cubic Yard) Dump Body, Two -Way Front Plow, High Levelling Cable Wings, be awarded to Viking Cives Ltd, Mount Forest, Ontario, at their tendered price of $283,644., plus one (1) optional salt -saver reversing underbody plow with extension at $15,545., plus H.S.T. of $38,894.57, for a total of $338,083.57. cTIL CCi06101`"I This snow and ice removal equipment will be installed on two (2) new units 18520 and 18521 which replaced units 514 and 518, and one (1) additional for INS — Operations, as approved for replacement in the 2017 Annual Fleet Equipment Review. These units will be used for snow and ice removal and have a ten (10) year lifecycle. REPORT: The value of this purchase falls below the Council approval threshold of the new purchasing by- law. As per clause 170.7.3(d) of the Purchasing By-law 2017-106, it states, "when only one bid is received in response to a solicitation, the Director of Supply Services shall submit a report to Council recommending award." Tenders were advertised publicly on the City of Kitchener website. Documents were downloaded by two (2) interested parties and by the closing date of Friday June 15, 2018, one (1) tender had been received. The following tenders were received: Bid Price Bid Price Plus Option Viking Cives Ltd. Mount Forest ON $ 320,517.72 $338,083.57 *** This information is available in accessible formats upon request. **` Please call 519-741-2345 or TTY 1-866-969-9994 for assistance. FA�IA I REPORT TO: Dan Chapman, Chief Administrative Officer DATE OF MEETING: 2018 711-Veol S SUBMITTED BY: Laurie Stecho, Supervisor of Purchasing, 519-741-2200 ext. 7089 PREPARED BY: Daryl Walser, Buyer 519-741-2200 ext. 7037 WARD (S) INVOLVED: N/A DATE OF REPORT: 2018-07-09 REPORT NO.: FIN -18-019 SUBJECT: T18-102 Snow and Ice Removal Equipment - Three (3) 8.41 Cubic Metre (11 Cubic Yard) Dump Body, Two -Way Front Plow, High Levelling Cable Wings RECOMMENDATION: That Tender T18-102 Snow and Ice Removal Equipment - Three (3) 8.41 Cubic Metre (11 Cubic Yard) Dump Body, Two -Way Front Plow, High Levelling Cable Wings, be awarded to Viking Cives Ltd, Mount Forest, Ontario, at their tendered price of $283,644., plus one (1) optional salt -saver reversing underbody plow with extension at $15,545., plus H.S.T. of $38,894.57, for a total of $338,083.57. cTIL CCi06101`"I This snow and ice removal equipment will be installed on two (2) new units 18520 and 18521 which replaced units 514 and 518, and one (1) additional for INS — Operations, as approved for replacement in the 2017 Annual Fleet Equipment Review. These units will be used for snow and ice removal and have a ten (10) year lifecycle. REPORT: The value of this purchase falls below the Council approval threshold of the new purchasing by- law. As per clause 170.7.3(d) of the Purchasing By-law 2017-106, it states, "when only one bid is received in response to a solicitation, the Director of Supply Services shall submit a report to Council recommending award." Tenders were advertised publicly on the City of Kitchener website. Documents were downloaded by two (2) interested parties and by the closing date of Friday June 15, 2018, one (1) tender had been received. The following tenders were received: Bid Price Bid Price Plus Option Viking Cives Ltd. Mount Forest ON $ 320,517.72 $338,083.57 *** This information is available in accessible formats upon request. **` Please call 519-741-2345 or TTY 1-866-969-9994 for assistance. FA�IA I The tender was reviewed by M. Born, Manager of Fleet, who concurs with the above recommendation. ALIGNMENT WITH CITY OF KITCHENER STRATEGIC PLAN: The recommendation of this report supports the achievement of the city's strategic vision through the delivery of core service. FINANCIAL IMPLICATIONS: The net cost for this tender (A), is fair and reasonable for a purchase of this scope and the upset limit is within the budget allowance (B) provided within the budget. Funding for this equipment is included within the approved capital budget. The estimated surplus (D) will remain within the Equipment Reserve Fund to fund future equipment purchases. Tender T18-102 Supply and Install Snow and Ice Removal Equipment - Three (3) 8.41 Cubic Metre (11 Cubic Yard) Dump Body, Two -Way Front Plow, High Levelling Cable Wings Estimated Cost for this Tender Tender T18-102 costs including optional equipment and HST less: HST rebate on tender Net Cost Being Awarded Projected Costs for Additional Outfitting Total Estimated Cost for this Tender Budget for this Tender Additional outfitting for units 514, 518 & one additional unit in INS - Roads & Traffic Estimated Surplus/(Deficit) for this Tender (B - C) COMMUNITY ENGAGEMENT: $ 338,083.57 (33,628,84) 304,454.73 A $ 304,454.73 C $ 321,193.04 B 16,738.31 f) INFORM — This report has been posted to the City's website with the agenda in advance of the council / committee meeting. 7-5 ACKNOWLEDGED BY: Jonathan Lautenbach, Chief Financial Officer, Financial Services Department 7-6 Staff Report Financial Services Department 1 www.kitchener.ca REPORT TO: Dan Chapman, Chief Administrative Officer 4.1,4e 64 DATE OF MEETING: Summer 2018 -0-5-110113 SUBMITTED BY: Laurie Stecho, Supervisor of Purchasing, 519-741-2200 ext. 7089 PREPARED BY: Daryl Walser, Buyer 519-741-2200 ext. 7037 WARD (S) INVOLVED: N/A DATE OF REPORT: 2018-07-18 REPORT NO.: FIN -18-022 SUBJECT: T18-097 Cameron Heights Pool Filtration System Replacement RECOMMENDATION: That Tender T18-097 Cameron Heights Pool Filtration System Replacement, be awarded to Acapulco Pools Limited, Kitchener, Ontario, at their tendered price of $118,000., plus option to remove and dispose of current filtration system of $26,990., plus H.S.T. of $18,848.70, for a total of $163,838.70. BACKGROUND: The City of Kitchener in partnership with the Waterloo Regional School Board are looking to replace the current pool filtration system at Cameron Heights Pool. The City of Kitchener will be paying for the new filtration system and will be billing the Waterloo Regional School Board separately for half of the cost. REPORT: The value of this purchase falls below the Council approval threshold of the new purchasing by- law. As per clause 170.7.3(d) of the Purchasing By-law 2017-106, it states, "when only one bid is received in response to a solicitation, the Director of Supply Services shall submit a report to Council recommending award." Tenders were advertised publicly on the City of Kitchener website. Documents were downloaded by two (2) interested parties and by the closing date of Friday June 19, 2018, one (1) tender had been received. The following tenders were received: Bid Price Bid Price + Option Acapulco Pools Limited Kitchener ON $ 133,340.00 $163,838.70'` *** This information is available in accessible formats upon request. *** Please call 519-741-2345 or TTY 1-866-969-9994 for assistance. 7-7 The tender was reviewed by M. Wigzell, Supervisor of Facilities Management and K. Kugler, Director of Sport, who concur with the above recommendation. ALIGNMENT WITH CITY OF KITCHENER STRATEGIC PLAN: The recommendation of this report supports the achievement of the city's strategic vision through the delivery of core service. FINANCIAL IMPLICATIONS: The net cost for this tender (A), is fair and reasonable for a project of this scope and the upset limit is within the funding available (B) for this project. Funding for this project is included within the approved capital budget. The estimated surplus (D) will remain in the Aquatic and FM General Provision accounts. Financial Summary for Tender T18-097 Cameron Heights Filtration system replacement Estimated Cost Tender T18-097 costs, including HST less: HST rebate on tender Net Cost Being Awarded Costs Incurred to Date Estimated Cost Less: School Board Contribution Net City Cost Budget for this work: 1=M Aquatics General Provision - 25% of net cost Aquatics General Provision - 25% of net cost Total Budget: Estimated Surplus/(Deficit) (B - C) COMMUNITY ENGAGEMENT: 163,838.70 (16,296.88) 147,541.82 A 147,541.82 C (73,770.91) $ 73,770.91 37,500.00 37,500.00 $ 75,000.00 B 1,229.09 D INFORM — This report has been posted to the City's website with the agenda in advance of the council / committee meeting. ACKNOWLEDGED BY: Jonathan Lautenbach, Chief Financial Officer, Financial Services Department 7-8 Staff Report I'WHENF.R Financial Services Department www.kitchener.ca REPORT TO: Dan Chapman, Chief Administrative Officer _ DATE OF MEETING: Summer 2018/'20/ SUBMITTED BY: Laurie Stecho, Supervisor of Purchasing, 519-741-2200 ext. 7089 PREPARED BY: Amy Carr, Buyer, 519-741-2200 ext. 7184 WARD (S) INVOLVED: Ward 2 DATE OF REPORT: 2018-07-23 REPORT NO.: FIN -18-020 SUBJECT: T18-061 Idlewood Creek Restoration (Fairway Road to the Outlet at the Grand River) RECOMMENDATION: That Tender T18-061 Idlewood Creek Restoration (Fairway Road to the Outlet at the Grand River), be awarded to R & M Construction, Acton, Ontario, at their adjusted tendered price of $2,457,111.97, including provisional items and contingencies of $500,635., plus H.S.T. of $319,424.56, for a total of $2,776,536.53. BACKGROUND: The Idlewood Creek subwatershed has a drainage area of approximately 462 ha to the outlet at the Grand River. Due to the lack of stormwater controls associated with the older developments in the catchment area along with the presence of both the West and East Dams there have been long-standing erosion concerns within Idlewood Creek. In April 2014, the City embarked on an Environmental Assessment to address the concerns within the creek and "The Environmental Study Report (ESR) for Idlewood Creek (Fairway Road to Outlet at Grand River)" by AMEC Foster Wheeler was completed in January 2017. The ESR outlines the preferred alternative for which the City has recently completed detailed design. Work will begin immediately after award to the successful contractor to develop their staging plans for the work as required to meet approval agency conditions to begin construction at the beginning of September 2018. The scope of the construction work includes removal of two (2) dam structures and two (2) culvert crossings, as well as a gabion lined channel outlet to the Grand River. This existing infrastructure will be replaced with natural channel works instead. In addition, an important trail connection will be made to the Walter Bean Trail including a pedestrian bridge over Idlewood Creek and a viewing platform with vistas of Idlewood Creek and the Grand River. *** This information is available in accessible formats upon request.** Please call 519-741-2345 or TTY 1-866-969-9994 for assistance. 7-9 REPORT: Tenders were advertised publicly on the City of Kitchener website. Documents were downloaded by fourteen (14) interested parties and by the closing date of Friday June 15, 2018, two (2) tenders had been received. The following tenders were received: Bid Price Adjusted Bid Price Dynex Construction Inc. Concord ON $ 2,841,385.65 S R & M Construction Acton ON $ 2,872,361.65 $ 2,776,536-53 The tender submitted by Dynex Construction Inc. was deemed non-compliant and disqualified. The tender required bidders to demonstrate they had experience with three similar stream projects. One of the projects submitted by Dynex did not meet the similar experience requirements with respect to adjustments to the pattern (planform) of the channel. The tender price was adjusted by $84,801 based on the removal of some provisional items. The tenders were reviewed by H. Amirault, Stream Restoration Engineer, Stantec Consulting Ltd., the City's Consultants for the project and N. Gollan, Manager of Stormwater Utility, who concur with the above recommendation. ALIGNMENT WITH CITY OF KITCHENER STRATEGIC PLAN: The recommendation of this report supports the achievement of the city's strategic vision through the delivery of core service. 7-10 FINANCIAL IMPLICATIONS: In addition to the costs anticipated in this tender, the design and implementation of these types of projects typically involves city staff and resources from across the corporation. These costs are included in the line item "Projected Costs: Staff Time/Permitting/Material testing", and will be itemized when they exceed $125,000. Included in this line item are staff time and expenses for all city staff in support of the project such as Engineering, Kitchener Utilities, and Transportation Planning. The line item also includes all regulatory permitting, geotechnical and material testing, detouring and traffic control, alternate access and parking requirements and any other miscellaneous costs. Projects utilizing in-house staff will include costs for inspection during construction and contract administration. The net cost for this tender (A), is fair and reasonable for a purchase of this scope and the upset limit is within the budget allowance (B) provided within the budget. Funding for this purchase is included within the approved capital forecast. The surplus (E) will be returned to the Watercourse Improvement capital account and will be used for future watercourse work. Tender T18-061 Idlewood Creek Restoration The total budget for all phases of this project is Estimated Cost for this Phase of Work Tender T18-061 costs, including HST less: HST rebate on tender Net Cost Being Awarded Projected Costs: Staff Time/Material Testing Total Estimated Cost for this Phase of Work Budget for this Phase of Work Stormwater Utility Development Charges Contribution from Parks - trail work Total Budget for this Phase of Work Estimated Surplus/(Deficit) for this Phase of Work (B - C) Estimated Surplus/(Deficit) from previous phases Total Estimated Surplus/(Deficit) 3,275,823.00 2,776, 536.53 (276 179'__2'j.) 2,500,357.27 A 20,000.00 $ 2,520,357.27 C 1,722,400.00 500,000.00 350,000.00 $ 2,572,400.00 B 52,042.73 D (41,747.3t j $ 10,295.43 E 7-11 COMMUNITY ENGAGEMENT: INFORM — This report has been posted to the City's website with the agenda in advance of the council / committee meeting. PREVIOUS CONSIDERATION OF THIS MATTER: ACKNOWLEDGED BY: Jonathan Lautenbach, Chief Financial Officer, Financial Services Department 7-12 REPORTS TO BE CONSIDERED BY COUNCIL AUGUST 27, 2018 CITY OF KITCHENER COMMUNITY AND INFRASTRUCTURE SERVICES COMMITTEE — AUGUST 13, 2018 That an exemption to Chapter 450 (Noise) of the City of Kitchener Municipal Code be granted to Tim Moher for a free music event being held in Belmont Village on Saturday, September 15, 2018, between the hours of 10:00 a.m. and 10:00 p.m., as outlined in Community Services Department report CSD -18-094. 2. That Zone Change Application ZC18/004/V/JVW for 114-120 Victoria Street South for 114-120 Victoria Street South Inc. for the purpose of changing the zoning by removing Holding Provisions 43H and 80H from a portion of the lands specified in the attached Map No. 1, in the form shown in the "Proposed By-law" dated August 13, 2018, attached to Development Services Department report DSD -18-073 as Appendix `A', be approved. 3. That funding of $20,000 per year (plus inflation) towards a collaborative approach to implement the approved Community Energy Investment Strategy from 2019-2021 be referred to the 2019 Budget process, as outlined in Development Services Department report DSD -18-080; and, That the Mayor and Clerk be authorized to enter into a Memorandum of Understanding and any related agreements (including updates), subject to the satisfaction of the City Solicitor, with the Region of Waterloo, area municipalities, and local electricity and natural gas utilities to implement the approved Community Energy Investment Strategy. 4. That the Uniform Traffic By-law be amended to implement a Level 2 Pedestrian Crossover (PXO) on King Street East at Cameron Street, along the western leg of the intersection, as outlined in Development Services Department report DSD -18-081. 5. That the Mayor and Clerk be authorized to execute a lease renewal agreement, subject to the satisfaction of the City Solicitor, with the business known as "Feelings From the Heart" to operate one wedding chapel at City Hall, be approved for an additional three year period commencing on September 1, 2018 until August 31, 2021, as outlined in Infrastructure Services Department report INS -18-030. 6. That the Adult Crossing Guard be relocated from the south leg to the north leg (east crosswalk retained) location of the signalized intersection for Fairway Road North at Lackner Boulevard; and, That an Adult Crossing Guard Assisted School Crossing be permanently established at the southbound right turn channel location along Fairway Road at Lackner Boulevard; and, That an Adult Crossing Guard assisted School Crossing be permanently established at the midblock pedestrian signal on Glasgow Street in front of Westmount Public School; and, That funding for the two new locations be referred to the 2019 budget process with a total cost of approximately $15,000 annually; and, That a 40 km/h School Zone Speed Limit be established on Seabrook Drive from Amand Drive to Forest Grove Lane and on Amand Drive from Grovehill Crescent to Seabrook Drive; and, That stopping be prohibited anytime on the south side (odd -numbered) of Seabrook Drive from Amand Drive to a point 150m west thereof and on the east side (even -numbered) of Amand Drive from Seabrook Drive to Grovehill Crescent; and, That stopping be prohibited from 8:00 a.m. — 9:30 a.m. and 2:30 p.m. — 4:00 p.m. from Monday to Friday between September 1 and June 30 on the north side (even -numbered) of Seabrook Drive from Park Glen Street to 70m west thereof; and, That School Bus Loading Zones be established on the south (odd -numbered) side of Seabrook Drive 55m west of Park Glen Street to a point 15m west thereof and on the east (even numbered) side of Amand Drive 40m north of Grovehill Crescent to a point 28m north thereof; and, That a School Bus Loading Zone be established on the south side (odd -numbered) of Prospect Avenue 45m east of Emerald Avenue to a point 15m east thereof; and, REPORTS TO BE CONSIDERED BY COUNCIL AUGUST 27, 2018 CITY OF KITCHENER COMMUNITY AND INFRASTRUCTURE SERVICES COMMITTEE — AUGUST 13, 2018 (CONT'D) That an Adult Crossing Guard assisted School Crossing be permanently established at a midblock location on Zeller Drive in front of Lackner Woods Public School; and, That a Pedestrian Crossover Level 2 Type D be permanently established at a midblock location on Walter Street behind King Edward Public School; and, That funding for the School Travel Planning initiative be increased by $5,085 in 2019; and, That Council endorse the use of the School Crossing Guard Guide in reviewing existing and potential crossing guard locations; and further, That the Uniform Traffic By-law be amended accordingly, as outlined in Development Services Department report DSD -18-036. 7. That the Mayor and Clerk be authorized to execute a Software as a Service Agreement, subject to the satisfaction of the City Solicitor, with Fairway Electrical Services Incorporated., for cloud data hosting and Streetlight Vision Software for an initial ten year term with an option to renew for five years, as outlined in Development Services Department report DSD -18-075; and, That the 10 -year estimated ongoing operating costs of $750,000 for LED street lights (which will be adjusted from time to time as street light sensor nodes are added/removed) related to the data storage, technical support, and Streetlight Vision software access be budgeted in the operating budget and funded by hydro savings related to the LED street lighting conversion; and further, That the Mayor and Clerk be authorized to execute an agreement, subject to the satisfaction of the City Solicitor, with the Regional Municipality of Waterloo to allow it access to Streetlight Vision through the City's Software as a Service agreement, as outlined in Report DSD -18-075. PLANNING AND STRATEGIC INITIATIVES COMMITTEE —AUGUST 13, 2018 That, pursuant to Section 51 (31) of the Planning Act R.S.O. 1990, Chapter P 13 as amended, and delegation by-law 2002-64, Plan of Subdivision Application 30T-11204 in the City of Kitchener, for 1232118 Ontario Inc., subject to the conditions attached to Development Services Department report DSD -18-040 as Appendix A, be approved; and, That Official Plan Amendment Application OP18/001/H/AP for 1232118 Ontario Inc. requesting an amendment to Specific Policy Area 2 for lands subject to this application, in the form shown in the Official Plan Amendment attached to Report DSD -18-040 as Appendix B, be approved, and accordingly forwarded to the Regional Municipality of Waterloo for approval; and, That Zone Change Application ZC11/13/H/AP for 1232118 Ontario Inc., in the form shown in the "Proposed By-law" and "Map No. 1" attached to Report DSD -18-040 as Appendix C be approved; and further, That in accordance with Planning Act Section 45 (1.3 & 1.4) applications for minor variances shall be permitted for lands subject to Zone Change Application ZC1 1/1 3/H/AP. 2. That City -initiated Zoning By-law amendment ZC/18/001/COK/NG, being an amendment to Sections 3, 4, 5, 36, 37, 38, 39, 40, and 41 of By -Law 85-1 and the incorporation of Appendix H to By-law 85-1, for the purpose of implementing certain recommendations of the Residential Intensification in Established Neighbourhoods Study (RIENS) be approved in the form shown in the "Proposed By-law" dated July 16, 2018, attached to Development Services Department report DSD -18-017 as Appendix A, and further; That Staff be directed to consider whether any refinements are necessary to the regulations within the "Proposed By-law" dated July 16, 2018, attached to Report DSD -18-017, through the City's neighbourhood planning reviews and the residential component of the City's Comprehensive Review of the Zoning By-law (CRoZBy).