HomeMy WebLinkAboutCouncil Agenda - 2022-02-28Council Meeting Agenda
Monday, February 28, 2022, 7:00 p.m.
Electronic Meeting
Due to COVID-19 and recommendations by Waterloo Region Public Health to exercise physical
distancing, City Hall is open for select services. Members of the public are invited to participate in this
meeting electronically by accessing the meeting live -stream video at kitchener.ca/watchnow.
While in-person delegation requests are not feasible at this time, members of the public are invited to
submit written comments or participate electronically in the meeting by contacting
delegation(a)kitchener.ca. Please refer to the delegations section on the agenda below for registration
deadlines. Written comments will be circulated prior to the meeting and will form part of the public
record.
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.
Pages
1. COMMENCEMENT
The electronic meeting will begin with a Land Acknowledgement given by the
Mayor and the singing of "O Canada."
1.1. Commemoration of Black History Month - Freedom Marching Project
Rufus John, Freedom Marching Project, will provide opening remarks in
commemoration of Black History month and the Freedom Marching
Project song will be played.
2. MINUTES FOR APPROVAL
Minutes to be accepted as mailed to the Mayor and Councillors (regular meeting
held January 24, 2022 and special meetings held January 24 and February 7,
2022) - Councillor M. Johnston.
3. DISCLOSURE OF PECUNIARY INTEREST AND THE GENERAL NATURE
THEREOF
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5.
Q
7
COMMUNICATIONS REFERRED TO FILE
4.1. Flag Request under Policy MUN-FAC-442
Hopa-Tropa, Eha-ha - Kitchener - March 4, 2022 - March 5, 2022
PRESENTATIONS
5.1. Mayor's Advisory Council for Kitchener Seniors (MACKS) - 2021 Age
Friendly Kitchener Action Plan Progress Report
Kathy Doherty -Masters to present a report on the progress of the Age
Friendly Kitchener Action Plan for the 2021 calendar year.
DELEGATIONS
Pursuant to Council's Procedural By-law, delegations are permitted to address
the Committee for a maximum of five (5) minutes. Delegates must register by
5:00 p.m. on February 28, 2022, in order to participate electronically.
6.1. Development Services Department report DSD -2022-041, listed as item
7.4.a under the Planning and Strategic Initiatives Committee report
dated February 9, 2022.
6.1.a. Zac Zehr, Zehr Group
6.1.b. Avery Au
6.1.c. Greg Shepherd
REPORTS OF COMMITTEES
7.1. AUDIT COMMITTEE - JANUARY 24, 2022
7.1.a. 2022 Internal Audit Work Plan, CAO -2022-008
That the 2022 Internal Audit work plan be approved as outlined in the
Chief Administrative Office report CAO -2022-008.
7.1.b. City Facility Usage Policy, CAO -2022-036
That council policies MUN-FAC-380 City Hall Public - Use and MUN-
FAC-443 Groups or Events Usage - City Hall, Community Centres &
Rooms in Other Facilities be repealed and replaced with the City
Facility Usage by Groups and Events council policy attached as
Appendix `A' to Chief Administrative Office report CAO -2022-036.
7.1.c. 4th Quarter 2021 Audit Status Report, CAO -2022-009
That Chief Administrative Office report CAO -2022-009, regarding the
4th Quarter 2021 Audit Status Report, be received for information.
7.2. FINANCE AND CORPORATE SERVICES COMMITTEE - FEBRUARY
7, 2022
Page 2 of 37
7.2.a. Sidewalk Infill through Street Reconstructions in 2022, DSD -2022-053
That sidewalks be installed on both sides of Becker Street, as outlined
in Development Services Department report DSD -2022-053; and,
That sidewalks be installed on the east side of Southdale Avenue and
a boulevard multi -use trail be installed on the west side; and further,
That Council receive, for information purposes only, other sidewalk
infill locations in 2022 that are pre -approved, as per the Sidewalk Infill
Policy MUN-STR-2004.
7.2.b. All -Way Stop Control Installations, DSD -2022-057
That an all -way stop control be installed at the intersection of Halifax
Drive and Natchez Road, as outlined in Development Services
Department report DSD -2022-057; and,
That an all -way stop control be installed at the intersection of Duke
Street West and Shanley Street; and further,
That the Uniform Traffic Bylaw be amended accordingly.
7.2.c. 2022 Development Charge Study Initiation, FIN -2022-066
That staff be directed to publish a development charges background
study and hold a required statutory public meeting prior to passing a
bylaw to authorize the collection of development charges as required
under section 12 of the Development Charges Act, as outlined in
Financial Services Department report FIN -2022-066.
7.2.d. Proposed Use of 2 King Street West, DSD -2022-058
That the development of a Sustainable Development Goals Lab "SDG
Lab" at 2 King Street West, as outlined in Development Services
Department report DSD -2022-058, be approved; and,
That $400,000 be allocated from the Economic Development
Investment Fund 2.0 (EDIF 2.0) to support capital improvements to
initiate the Sustainable Development Goals Lab "SDG Lab" located at
2 King Street West, as outlined in report DSD -2022-058; and,
That $350,000 be allocated from the Economic Development
Investment Fund 2.0 (EDIF 2.0) to support ongoing operations of the
Sustainable Development Goals Lab "SDG Lab" located at 2 King
Street West, including an annual allocation of $100,000 as the
partnership contribution of the Waterloo Region Small Business
Centre, as outlined in report DSD -2022-058; and,
Page 3 of 37
That the Waterloo Region Small Business Centre be permitted to add
one full-time and one part-time resource to support the ongoing
operations of the Sustainable Development Goals Lab "SDG Lab" for
the duration of the pilot, to be funded through the combined annual
revenues of the "SDG Lab", in accordance with all applicable
Collective Bargaining Agreements; and,
That staff be directed to report back on the SDG Lab project and
document metrics that communicate the need, impact, and success of
the initiative; and,
That the General Manager, Development Services, or designate be
authorized to execute partnership and/or lease agreements with all
major partners at 2 King St W, in accordance with report DSD -2022-
058, with said agreements to be satisfactory to the City Solicitor; and
further,
That the Executive Director, Economic Development, or designate be
authorized to execute license agreements for a term of 3 years or less
with SDG Lab licensees at 2 King St W, with said agreements to be
satisfactory to the City Solicitor.
7.3. PLANNING AND STRATEGIC INITIATIVES COMMITTEE -
FEBRUARY 7, 2022
7.3.a. 134 and 152 Shanley Street Official Plan Amendment and Zoning By-
law Amendment - DSD -2022-033
That Official Plan Amendment Application OPA/21/002/S/JVW for
2701098 Ontario Inc. requesting a change in designation from Low
Rise Residential (134 Shanley Street) and Low Rise Residential with
Specific Policy Area No. 18 (152 Shanley Street) to Medium Rise
Residential with Specific Policy Area No. 18 to permit an eight (8)
storey multiple dwelling on the lands specified and illustrated on
Schedule `A' and Schedule `B', be adopted, in the form shown in the
Official Plan Amendment attached to Report DSD -2022-033 as
Appendix `A', and accordingly forwarded to the Region of Waterloo for
approval; and,
That Zoning By-law Amendment Application ZBA21/004/S/JVW for
2701098 Ontario Inc. be approved in the form shown in the `Proposed
By-law' as amended, and `Map No. 1', attached to Report DSD -2022-
033 as Appendix `B'; 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
Zoning By-law Amendment Application ZBA 21/004/S/JVW.
Page 4 of 37
7.4. PLANNING AND STRATEGIC INITIATIVES COMMITTEE -
FEBRUARY 9, 2022
7.4.a. Official Plan Amendment Application OPA20/005/W/JVW and Zoning
By-law Amendment Application ZBA20/013/W/JVW - 660 Belmont
Ave. W. - DSD -2022-041
"That the following recommendation be referred to the February 28.
2022 Council meeting to allow a further opportunity for staff to
dialogue with the applicant related to the development including but
not limited the following items: affordability, accessibility of the
proposed units, proposed unit types, noise study requirements,
laneway public access, and overall scale and massing of the
development:
"That Official Plan Amendment Application OPA20/005/W/JVW
for 660 Belmont LP Inc., 660 Belmont GP Inc., & City of
Kitchener requesting a Specific Policy Area, be refused; and,
That Zoning By-law Amendment Application ZBA20/013/W/JVW
for 660 Belmont LP Inc., 660 Belmont GP Inc., & City of
Kitchener be approved in the form shown in the "Proposed By-
law", and "Map No. 1", attached to Report DSD -2022-041 as
Appendix "A"; and,
That in accordance with Planning Act Section 45 (1.3 & 1.4) that
applications for minor variances shall be permitted for lands
subject to Zoning By-law Amendment Application
ZBA20/013/W/JVW; and,
That the portion of Belmont Lane East between Belmont Avenue
West and Claremont Avenue be declared as surplus to City
needs; and,
That a by-law to close the portion of Belmont Lane East
between Belmont Avenue West and Claremont Avenue be
approved and that the by-law would not take effect until
registered on title to the lane and any costs associated with said
by-law would be borne by the purchaser; and further,
That Realty Services, in consultation with the City Solicitor, be
authorized to negotiate the terms of two conditional Agreements
of Purchase and Sale with the owners of 660 Belmont Avenue
West and 678-692 Belmont Avenue West for the sale of the
respective portions of Belmont Lane East, with fair market value
to be determined immediately prior to final site plan approval of
660 Belmont Avenue West or 678-692 Belmont Avenue West,
Page 5 of 37
whichever comes first, where such sale is conditional on:
i. Approval of the Agreement, including sale price, by Kitchener
City Council; and,
ii. The final decision has been made on Official Plan
Amendment OPA20/005/W/JVW and Zoning By-law
Amendment Application ZBA20/013/W/JVW for 660 Belmont
Avenue West; and,
iii. That the portions of the lane to be sold are consolidated with
lands that have frontage on a public street; and,
iv. Site Plan approval in principle is issued for 660 Belmont
Avenue West or 678-692 Belmont Avenue West, whichever
comes first; and,
v. That the purchaser grant access easements over the lane
lands for both 660 Belmont Avenue West and 678-692 Belmont
Avenue West in favour of each property; and further,
vi. That the purchaser grant, at no cost to the City, all required
easements for City infrastructure and utilities."
7.4.b. Notice of Motion - M. Johnston - Planning Review of Belmont Village
"That the following motion be referred to the February 28, 2022
Council meeting:
"WHEREAS for the past 18 months, Council and staff have
received a significant amount of correspondence from residents
regarding the planning application for 660 Belmont Ave; and,
WHEREAS these comments focus on the community's
appreciation of Belmont Village and the community it represents,
as well as an interest in how it develops as a result of their
affection for Belmont Village; and,
WHEREAS Council has not observed such extensive
engagement from the community regarding a development
application in recent years; and,
WHEREAS Council has heard from many residents that
Belmont Village is a unique community gem and it is worthy of
further study and careful planning;
THEREFORE BE IT RESOLVED That Planning staff be directed
to initiate a planning study for the Belmont Village Urban
Corridor which will evaluate the applicable planning policies,
Page 6 of 37
8.
9.
10.
11.
develop new or refined policy directions, and include a
comprehensive engagement plan for residents, businesses and
the community at large;
THEREFORE BE IT FURTHER RESOLVED That
recommendations related to urban design and built form
emerging through the planning study for the Belmont Village
Urban Corridor be integrated into the City's Official Plan through
the upcoming Official Plan Review which will begin in early
2023;
THEREFORE IT FINALLY BE RESOLVED That the Chief
Administrative Officer be directed to review the workload of the
Planning Policy & Research team, including the incorporation of
this planning study into the workplan, and to make resource and
headcount adjustments as required to deliver on the workplan
subject to the ability to fund the resources within anticipated
Planning fee revenues."
UNFINISHED BUSINESS
NEW BUSINESS
9.1. REGIONAL COUNCIL UPDATE — MAYOR B. VRBANOVIC
QUESTIONS AND ANSWERS
BY-LAWS
11.1. 1ST AND 2ND READING
11.1.a. Being a by-law to amend Chapter 110 of The City of Kitchener
Municipal Code regarding By-law Enforcement.
11.1.b. To further amend By-law No. 2010-190, being a by-law to prohibit
unauthorized parking of motor vehicles on private property.
11.1.c. 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.
11.1.d. To further amend By-law No. 88-171, being a by-law to designate
private roadways as fire routes and to prohibit parking thereon.
11.1.e. To further amend By-law No. 2019-113, being a by-law to regulate
traffic and parking on highways under the jurisdiction of the
Corporation of the City of Kitchener.
11.1.f. Being a by law to provide for the establishing and laying out of part of
Valencia Avenue as public highway in the City of Kitchener.
11.1.g. Being a by-law to amend Chapter 101 of The City of Kitchener
Municipal Code with respect to Appointment of Staff.
Page 7 of 37
11.1.h. To confirm all actions and proceedings of the Council.
12. COMMITTEE OF THE WHOLE
12.1. TENDERS
12.1.a. T21-046 Downtown Kitchener — Tree and Paver Replacement - FIN- 18
2022-067
That Tender T21-046 Downtown Kitchener - Tree and Paver
Replacement, be awarded to Helmutz Landscape and Interlock,
Kitchener, Ontario, at their tendered price of $1,163,229, plus
provisional items of $152,220, plus H.S.T. of $171,008, for a total of
$1,486,457.37.
12.1.b. T22-001 Road Improvements, Road Surface Construction, 21
Miscellaneous Asphalt and Concrete Work - FIN -2022-100
That Tender T22-001 Road Improvements, Road Surface
Construction, Miscellaneous Asphalt and Concrete Work, be
awarded to Ekum-Sekum o/a Brantco Construction, Cambridge,
Ontario, at their tendered price of $6,098,353.00, including
contingencies of $250,000.00, plus H.S.T. of $792,785.89, for a total
of $6,891,138.89.
12.1.c. T22-008 Franklin Street South (Wilson Avenue to Kingsway Drive) 27
Road Reconstruction - FIN -2022-097
That Tender T22-008 Franklin Street South (Wilson Avenue to
Kingsway Drive) Road Reconstruction, be awarded to J. Weber
Contracting Limited, Breslau, Ontario, at their tendered price of
$3,871,271.15, including provisional items and contingencies of
$281,400.00, plus H.S.T. of $539,847.25, for a total of
$4,692,518.40.
12.1.d. T22-007 Downtown Cycling Network Construction (Cedar Street, 30
Ontario Street South) - FIN -2022-101
That Tender T22-007 Downtown Cycling Network Construction
(Cedar Street, Ontario Street South), be awarded to Steed and
Evans Limited, St. Jacobs, Ontario, at their tendered price of
$1,195,828.34, including provisional items and contingencies of
$117,446., plus H.S.T. of $170,725.67, for a total of $1,484,000.02.
Page 8 of 37
13.
14.
15
12.1.e. Centre in the Square (CITS) Washroom Renovations - INS -2022-
111, INS -2022-111
That funding be reallocated to the CITS Washroom Renovation
project from the following accounts:
• $1,043,945.65 from the CITS General Provision capital
account
• $560,000.00 State of Good Repair (SOGR) capital account
REPORT OF THE COMMITTEE OF THE WHOLE
BY-LAWS
14.1. 3RD READING
14.1.a. Being a by-law to amend Chapter 110 of The City of Kitchener
Municipal Code regarding By-law Enforcement.
14.1.b. To further amend By-law No. 2010-190, being a by-law to prohibit
unauthorized parking of motor vehicles on private property.
14.1.c. 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.
14.1.d. To further amend By-law No. 88-171, being a by-law to designate
private roadways as fire routes and to prohibit parking thereon.
14.1.e. To further amend By-law No. 2019-113, being a by-law to regulate
traffic and parking on highways under the jurisdiction of the
Corporation of the City of Kitchener.
14.1.f. Being a by law to provide for the establishing and laying out of part of
Valencia Avenue as public highway in the City of Kitchener.
14.1.g. Being a by-law to amend Chapter 101 of The City of Kitchener
Municipal Code with respect to Appointment of Staff.
14.1.h. To confirm all actions and proceedings of the Council.
ADJOURNMENT
34
Page 9 of 37
Age-friendly
Kitchener Action Plan
2021 Progress Report
A community where we can live well and age well.
1
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Page 10 of 37
The Mayor's Advisory Council
for Kitchener Seniors (MACKS) is
pleased to provide its fourth progress
report on the implementation of
the Age -friendly Kitchener Action
Plan (approved by Kitchener City
Council 2017). This report builds on
the successes presented last year at
this time, and speaks to some of the
continuing challenges presented by
the pandemic.
The Covid-19 pandemic continued
to create unprecedented challenges
in planning for and responding to
the needs of older adults in the
community. 2021 saw nearly 5 months
of tightened restrictions that led to
some difficult challenges in adapting
programming and services to meet
the needs of older adults. MACKS
and Older Adult Services staff
remained committed to identifying
and advocating for the needs of
Kitchener Seniors.
older adults enrolled in
104 Connected@Home Program
1 024 activity kits delivered to
isolated older adults
89Tech Connects classes with
862 participants and launch of
device lending library
20Zoom training sessions attended
by 463 individuals
social support calls to
191500over 390 older adults
4 800 older adults attended
virtual fitness, music and
social programs
2 16attended Rockway Centre ft
5111111111111111111111
Outdoor Summer Cafes
2 Age -friendly Kitchener Action Plan I A community where we can live well and age well
Page 11 of 37
�ITMSTZT111117 t
10 virtual meetings
13nominations and organized
Senior of the Year
MACKS also provided
input to the following
• Annual Operating Budget
• Mayor's Task Force on Equity,
Diversity and Inclusion
• Vision Zero Project
• Love My Hood Grant Selection
Committee
• City of Kitchener Assisted Sidewalk
and Windrow Clearing Program
• Cycling and Trails Master Plan
• Places and Spaces: Parks and
Open Space Strategy
• Waterloo Region Age -friendly
Network
Indeed, the list of successes is very impressive given the circumstances of 2021. However, concerns regarding
social isolation, the digital divide and access to vital community and health resources have been substantially
heightened. As we work towards a "new normal", the collaboration between municipalities, the Region and
community organizations has never been more important. We need to continue to creatively problem solve, plan
and leverage resources to assist older adults to continue to navigate their daily lives.
MACKS wishes to recognize and thank members of City Council, staff and community volunteers for their
leadership and commitment to supporting residents of all ages throughout this very challenging time.
Age -friendly Kitchener Action Plan I A community where we can live well and age well 3
Page 12 of 37
Expanded program offerings
within community centres
to ensure programming is
responsive to the varied
needs and interests of the
neighborhood.
• Staff re -started in person
programs and offered
62 programs to over
500 older adults.
• Older Adult Services staff
launched the Connected@Home
program that delivers monthly
activity kits to isolated older
adults in the community. Program
participants are encouraged to
join daily teleconference or video
conference programs to connect
with other older adults in a variety
of activities. Since January 2021,
104 older adults have registered
for the program with 1024 kits
delivered.
• Older Adult Services staff
participated in collaborative
needs -based program planning
with community centre staff
and partners.
Age -friendly
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• City staff participated with the
University of Waterloo's Body and
Brain Lab in a participatory action
research, Dementia Capable
Communities. Research aims
to identify actions needed for
dementia -inclusive communities
on multiple levels, from
interpersonal to planning
and policy.
• Kitchener Council approved
zoning by-law changes to
allow backyard homes. MACKS
supported and advocated for this
action to encourage affordable
housing options.
• Staff facilitated two older adult
weekly walking groups to
encourage social connections
and outdoor physical activity.
• In partnership with Sport
Development, older adult
services staff worked
collaboratively with the Easy
Riders Cycle Club to incorporate
and access grant funding.
• MACKS provided input to Places
& Spaces: An Open Space
Strategy for Kitchener.
• MACKS participation in walking
workshop to improve walkways
and to increase pedestrian safety
around Kitchener Market and
ION station.
• Kitchener Cycling and
Trails Master Plan awarded
Transportation Planning Project
of the Year by the Ontario
Traffic Council. MACKS
provided representation to
the project committee.
Three transportation training
programs offered in partnership
with Grand River Transit and
Waterloo Region Age -Friendly
Network in both online and
phone -based program formats.
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• Staff and MACKS promoted
and circulated City's Assisted
Sidewalk and Windrow Clearing
Program information.
• Council approved an increase of
four additional staff to support the
proactive sidewalk enforcement
program for the 2021-2022
winter season.
4 Age -friendly Kitchener Action Plan I A community where we can live well and age well
FmCfAIM171•
With support from corporate communications,
a comprehensive strategy was developed to
inform older adults about the City's pandemic
programs, services and supports. This multi-
faceted approach included advertisements in
print, radio, and social media.
on website
Staff developed an Age -friendly Program
Planning Framework to take a holistic
approach to program and service information
All programs offered will be reviewed
through the Age -friendly Decision -Making
Lens and will be categorized as Wellness,
Active Living, Learning and Connecting
(W.A.L.L.C). Information will now be viewed
through interest -based approach as opposed
to location, assisting older adults to access
information and register for programs
more easily.
Launched Kitchener Tech Connects program
with grant funding provided through New
Horizons for Seniors Program (with support
letter from MACKS). This program provides
free essential technology training by qualified
City instructors. To support digital access,
older adults can borrow a Chromebook or
iPad with or without wireless data for up to
30 days. To date 89 classes have been offered
with 862 individuals in attendance.
Volunteers from the Bits and Bytes computer
club developed and offered 20 Zoom
training sessions that were attended by
463 individuals. These training sessions were
a key means of supporting older adults during
the pandemic to maintain connections with
friends and family through videoconferencing.
Onboarded more virtual programs and
participants, by providing one on one
technology support for program instructors
and volunteers.
Age -friendly Kitchener Action Plan I A community where we can live well and age well 5
Page 14 of 37
• Staff provided 19,500 social
support calls to over 390 different
older adults in the community.
These calls have been a means
to connect with individuals, who
may be feeling isolated, or just
want to talk. Due to the success
of this program, and the need that
exists in the community for this
service, these calls will continue
post -pandemic with the support
of trained volunteers who are
supported by older adult
services staff.
Throughout 2021, staff continued
to offer a variety of virtual
programs that included fitness,
music, and social programs.
In total 4,880 attended these
programs.
Partnered with the Alzheimer's
Society Memory Boosters group to
ensure the continuation of social
programs and opportunities for
individuals and their care partners
who are living with dementia.
• Rockway Centre hosted
43 outdoor cafes attended by
265 participants.
• Over 200 participants attended
Mayor's virtual Strawberry
Social in June to celebrate
Seniors Month.
• Provided equipment loans
through Rockway Centre for
virtual fitness classes.
• Transitioned several indoor
programs to outdoors at Rockway
Centre to minimize cancellations.
• Reintroduced the in person
Sharing Dance program in
partnership with Canada's
National Ballet School.
• Reintroduced in person art
programs and fitness classes
at Rockway Centre with safety
protocols in place.
• Due to pandemic restrictions,
the City of Kitchener Senior
Day Program was only able to
open in March, and from July —
December. Many enhanced safety
protocols were developed and
implemented by staff to ensure
safe participation.
• Participants who paused their
return to in person programming
received social support calls,
activity kit deliveries, and
phone -based and online social
programming.
6 Age -friendly Kitchener Action Plan I A community where we can live well and age well
Page 15 of 37
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• Initiated and developed training program for
volunteers to provide social support calls to keep
up with continuing needs in community.
• Older adult Services Staff provided Age -friendly
Program training to the Visiting Library volunteers
from KPL.
Recognizing the Contributions
of Older Adults
• Staff hosted 5 ice cream socials on the patio
at Rockway to re -connect with volunteers
and to thank them for their ongoing service.
In cooperation with municipal partners, staff
organized an online social event for participants
of Senior Centres Without Walls programs to
celebrate Seniors Month in June.
• MACKS organized Senior of the Year Award
recognition program in partnership with the
Mayor's Office. 13 nominees and one recipient
were presented certificates with doorstep visits
and invited to attend Virtual Strawberry Social.
Outdoor presentation to award recipient Donny
Hishon at Rockway Centre.
Engagement
MACKS provided input to Kitchener's Annual
Operating Budget.
MACKS representation to Kitchener's Equity,
Diversity, and Inclusion committee.
MACKS engagement with City of Kitchener
Director of Planning to discuss age -friendly
City Planning.
• MACKS advocacy regarding Long Term Care
concerns shared with policy makers, municipal
and provincial government representatives.
• MACKS input to City of Kitchener Vision Zero
Project — road safety plan for the next 5 yrs.
with goal of reducing the number of collision -
related serious injuries and fatalities.
Age -friendly Kitchener Action Plan I A community where we can live well and age well 7
Page 16 of 37
' Connectedness
and Wellbeing
Older adult services staff participated in the
Waterloo Wellington Neighbours Program training
offered by CMHA. This program trains not only
staff but community members in how to identify
at -risk and vulnerable older adults, and how to
connect older adults to community supports by
a simple phone call.
In cooperation with Waterloo Region Age -Friendly
Network, offered three online workshops on the
theme of Pathways to Aging.
Ki*R
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Kitchener
Coordination
OpportunitiesGrant
Older adult services staff applied for several
provincial and federal grants to support the
sustainability of newly developed programs.
Older Adult Services staff supported the
coordination and planning of the new Waterloo
Region Age -Friendly Network. Comprised of
volunteers and staff representing age -friendly
initiatives across the Region's municpalities and
townships, actions include Affordable Housing
and Transportation, advocacy to Regional
Council, information sharing, and presentation
of educational workshops.
The City of Kitchener is committed to providing accessible
formats. If you require an alternate format of this report please
contact us at 519-741-2200 ext. 5345.
StaliBeport
Financial Services Department www.kitchener.ca
REPORT TO: Committee of the Whole
DATE OF MEETING: February 28, 2022
SUBMITTED BY: Ryan Scott, Manager, Procurement, 519-741-2200 ext. 7214
PREPARED BY: Steve Rudak, Procurement Specialist, 519-741-2200 ext. 7213
WARD(S) INVOLVED: N/A
DATE OF REPORT: January 27, 2022
REPORT NO.: FIN -2022-067
SUBJECT: T21-046 Downtown Kitchener — Tree and Paver Replacement
RECOMMENDATION:
That Tender T21-046 Downtown Kitchener - Tree and Paver Replacement, be awarded to
Helmutz Landscape and Interlock, Kitchener, Ontario, at their tendered price of
$1,163,229, plus provisional items of $152,220, plus H.S.T. of $171,008, for a total of
$1,486,457.37.
REPORT HIGHLIGHTS:
• The purpose of this report is to obtain approval to proceed with an award as per Purchasing
By-law 2017-106;
• There were two (2) solicitations received for this procurement;
• This report supports the delivery of core services.
BACKGROUND:
The scope of work within this contract represents the replacement of the existing failing trees
and damaged pavers on King Street in downtown Kitchener between Water and Ontario Streets
as identified in the approved capital budget in 2021 and 2022.
This work is broken into two phases over the course of a three-year period:
• Phase 1 - Involves the replacement of pavers, trees in tree trenches and infiltration granite
planters between Water and College on the south side of King Street.
• Phase 2 - Involves the replacement of pavers, trees in tree trenches and infiltration granite
planters between Water and Ontario in the north side of King, between Gaukel and
Ontario on the south side of King, and the replacement of the concrete areas opposite
City Hall between College and Gaukel on the south side of King.
Additional phases to address remaining trees and pavers along King Street are subject to future
budget requests and are not included in this scope.
*** This information is available in accessible formats upon request. ***
Please call 519-741-2345 or TTY 1-866-969-9994 for assistance.
Page 18 of 37
REPORT:
As per clause 170.7.1 of the Purchasing By-law 2017-106, the Director of Supply Services shall
submit a report to Council recommending award of a purchase greater than $750,000.
Tenders were advertised publicly on the City of Kitchener website. Documents were downloaded
by twenty-one (21) interested parties and by the closing date of Monday January 24, 2022, two
(2) tenders had been received.
The following tenders were received: Bid Price
Helmutz Landscape and Interlock, Kitchener, Ontario $1,314,448.77
Hardscape Concrete and Interlock Cambridge, ON $1,695,922.08
The tender was reviewed by N. Lobley, Director Parks and Cemeteries, A. Visneski, Manager
of Parks and Open Spaces, and C. Bacon, Landscape Architect, who concur with the above
recommendation„
STRATEGIC PLAN ALIGNMENT:
This report supports the delivery of core services.
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 project until the work
is complete to cover any unanticipated items as part of the project.
Page 19 of 37
T21-046
Downtown Kitchener - Tree and Paver
Replacements
Estimated Cost
Tender T21-046 costs, including HST
$ 1,486,457.37
less: HST rebate
(147,856.40)
Net Cost Being Awarded
1,338,600.97 A
Consulting Fees (Project Management, Design,
Contract Admin)
190,000.00
Project Contingency
210,000.00
Administrative Costs
50,000.00
Total Estimated Cost
$ 1,788,600.97 C
Budget
2022 Capital Budget
1,940,000
Total Budget $ 1,940,000.00 B
Estimated Surplus/(Deficit) (B - C) $ 151,399.03 D
COMMUNITY ENGAGEMENT:
INFORM — This report has been posted to the City's website with the agenda in advance of the
council / committee meeting.
PREVIOUS REPORTS/AUTHORITIES:
There are no previous reports/authorities related to this matter.
APPROVED BY: Jonathan Lautenbach, Chief Financial Officer, Financial Services
Department
Page 20 of 37
StaliBeport
l
IKgc.;i' r� R
Financial Services Department www.kitchener.ca
REPORT TO: Committee of the Whole
DATE OF MEETING: February 28, 2022
SUBMITTED BY: Ryan Scott, Manager, Procurement 519-741-2200 ext. 7214
PREPARED BY: Jenny Ung, Procurement Specialist, 519-741-2200 ext. 7216
WARD(S) INVOLVED: Wards 1, 2, 3, 4, 6, 7, 8, 9 and 10
DATE OF REPORT: February 17, 2022
REPORT NO.: FIN -2022-100
SUBJECT: T22-001 Road Improvements, Road Surface Construction,
Miscellaneous Asphalt and Concrete Work
RECOMMENDATION:
That Tender T22-001 Road Improvements, Road Surface Construction, Miscellaneous
Asphalt and Concrete Work, be awarded to Ekum-Sekum o/a Brantco Construction,
Cambridge, Ontario, at their tendered price of $6,098,353.00, including contingencies of
$250,000.00, plus H.S.T. of $792,785.89, for a total of $6,891,138.89.
REPORT HIGHLIGHTS:
• The purpose of this report is to obtain approval to proceed with an award as per Purchasing
By-law 2017-106;
• There were four (4) solicitations received for this procurement;
• This report supports the delivery of core services.
BACKGROUND:
The main scope of work under this tender consists of various types of road rehabilitation on pre-
determined city streets. This contract also includes the placement of surface asphalt on newly
reconstructed streets coming off the City's two-year maintenance warranty, larger scale utility
cuts, City facility parking lot remediation, Traffic Calming Measures, and miscellaneous asphalt
and concrete work for other departments.
The roads selected for the rehabilitation work are based on Asset Management's asphalt quality
assessment. This tender includes a variety of work and projects spread across the City, but the
works are similar in nature. This approach reduces our staff time and makes the administration
more streamlined.
The work is scheduled to begin March 29, 2022, weather permitting. The anticipated completion
date is October 28, 2022. Attached is a full list of projects to be completed under this tender.
*** This information is available in accessible formats upon request. ***
Please call 519-741-2345 or TTY 1-866-969-9994 for assistance.
Page 21 of 37
REPORT:
As per clause 170.7.1 of the Purchasing By-law 2017-106, the Director of Supply Services shall
submit a report to Council recommending award of a purchase greater than $750,000.
Tenders were advertised publicly on the City of Kitchener website. Documents were downloaded
by twenty-one (21) interested parties and by the closing date of Monday January 31, 2022, four
(4) tenders had been received.
The following tenders were received:
Bid Price
Brantco Construction
Cambridge ON
$6,891,138.89
Coco Paving Inc.
Petersburg ON
$7,149,510.01
Steed and Evans Limited
St. Jacobs ON
$8,012,000.00
Capital Paving Inc.
Guelph ON
$8,947,022.29
The tenders were reviewed by R. Trussler, Engineering Construction Project Manager, who
concurs with the above recommendation.
STRATEGIC PLAN ALIGNMENT:
This report supports the delivery of core services.
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 $125,000.00. 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 budget. The estimated surplus (E) will be closed out to the
appropriate reserves at the completion of work.
Page 22 of 37
Tender T22-001
Road Improvements, Road Surface Construction, Miscellaneous Asphalt and Concrete
Work
The total budget for all phases of this project is $6,666,000.00
Estimated Cost for this Phase of Work
Tender T22-001 costs, including HST
6,891,138.89
less: HST rebate on tender
(685,454.57)
Net Cost Being Awarded
$6,205,684.32 A
Costs Incurred to Date
-
Projected Costs: Staff Time (Manger, Project Manager,
Inspector, Contract Admin., Student)
259,939.00
Projected Costs: Geotechnical
90,000.06
Total Estimated Cost for this Phase of Work
$6,555,623.38 C
Budget for this Phase of Work
WIP - Road Reconstruction - Sanitary Utility
1,396,000.00
WIP - Road Reconstruction - Stormwater Utility
698,000.00
WIP - Road Reconstruction - Water Utility
941,000.00
WIP - Road Reconstruction - General Account
227,000.00
Sanitary Utility
25,000.00
Storm Water Utility
55,000.00
Water Utility
151,000.00
Gas Utility
88,000.00
Development Charges
11,000.00
Canada Community Building Fund
2,129,000.00
Parking
12,000.00
Total Budget for this Phase of Work
$6,666,000.00 B
Estimated Surplus/(Deficit) for this Phase of Work (B - C) 110,376.62 D
Total Estimated Surplus/(Deficit) $110,376.62 E
COMMUNITY ENGAGEMENT:
INFORM — This report has been posted to the City's website with the agenda in advance of the
council / committee meeting.
PREVIOUS REPORTS/AUTHORITIES:
There are no previous reports/authorities related to this matter.
APPROVED BY: Jonathan Lautenbach, Chief Financial Officer, Financial Services
Department
ATTACHMENTS: Attachment A — 2022 List of Streets
Page 23 of 37
Attachment A — 2022 List of Streets
The following is a tentative list of locations and construction timings that are to comprise the bulk
of this Tender.
METHODS OF CONSTRUCTION, STREETS AND STREET LIMITS
A. Full Depth Milling + Binder Asphalt + Surface Asphalt
B. Full Depth Pulverizing + Binder Asphalt + Surface Asphalt
STREET
1)
STREET
FROM
TO
WARD
TIMING
1)
Highview Place
Highview Drive
End
8
April -July
2)
Kingswood Drive
Alpine Road
Blockline Road
6
April -July
3)
Maple Hill Drive
Silvercrest Crescent
End
8
April -July
4)
Maplewood Place
Union Street
End
10
April -July
5)
River Road East
Manchester Road
Gibson Drive
1
July -September
B. Full Depth Pulverizing + Binder Asphalt + Surface Asphalt
STREET
1)
Balzer Road
2)
Brunswick Avenue
3)
Forfar Avenue
4)
Union Street
C. Surface Asahalt
STREET
Earl 1 Rock
1) Earl Street
2) Rock Avenue
Sandra / Third
3) Sandra Avenue
4) Third Avenue
Adelaide / Patricia / Talbot
5) Adelaide Street
6) Adelaide Street
7) Patricia Avenue
8) Talbot Street
9) Talbot Street
FROM
TO
WARD
TIMING
Courtland Avenue East
Balzer Trail
3
April -July
Hartwood Avenue
Guelph Street
10
April -July
Victoria Street North
Rothsay Avenue
1
April -July
Westview Drive
End
7
July -September
FROM
TO
WARD
TIMING
Union Boulevard
Glasgow Street
8
April — July
Earl Street
Belmont Avenue West
8
April — July
Belmont Avenue
Patricia Avenue
9
April — July
Kingsway Drive
Connaught Street
9
April — July
Lawrence Avenue
Belmont Avenue
8
April — July
Belmont Avenue
Patricia Avenue
9
April — July
Victoria Street South
End
9
April — July
Lawrence Street
Belmont Avenue
8
April — July
Belmont Avenue
Patricia Avenue
9
April — July
Page 24 of 37
C. Surface Asphalt Con't
Stirlina 1 Mausser
10) Stirling Avenue South
Russel Street
Mausser Avenue
9
April — July
11) Mausser Avenue
Lorne Avenue
Stirling Avenue South
9
April — July
12) Mausser Avenue
Stirling Avenue South
End
9
April — July
13) Vanier Drive Drive
Walton Avenue
Shelley Drive
3
July -September
Hebei / Peter
Jansen Avenue
Florence Avenue
2
April — July
14) Hebei Place
Courtland Avenue East
St. George Street
9
July -September
15) Peter Street
Church Street
Bruder Avenue
9
July -September
16) Edwin Street
Blucher Boulevard
Louisa Street
10
July -September
Ephraim 1 Ethel
Ottawa Street South
End
9
July -September
17) Ephraim Street
Ann Street
Ethel Street
1
July -September
18) Ethel Street
Frederick Street
#54 Ethel Street
1
July -September
19) Fairmont Road
Sheldon Avenue North
Montgomery Road
10
July -September
Centerville Neiahborhood
20) Guerin Avenue
Jansen Avenue
Kinzie Avenue
2
April — July
21) Jansen Avenue
Huber Street
Guerin Avenue
2
April — July
22) Florence Avenue
Guerin Avenue
Weber Street East
2
April — July
23) Huber Street
Jansen Avenue
Kinzie Avenue
2
April — July
24) Walker Street
Jansen Avenue
Florence Avenue
2
April — July
25) Centerville Street
Morgan Avenue
Huber Street
2
April — July
26) Stirling Avenue South
Greenbrook Drive
Homer Watson Boulevard
9
July -September
27) Mill Street
Ottawa Street South
Courtland Avenue East
9
July -September
28) Hoffman Street
Ottawa Street South
End
9
July -September
Norfolk 1 Rex 1 St. Claire
29) Norfolk Crescent
St. Claire Avenue
St. Claire Avenue
9
July -September
30) Rex Drive
Queens Boulevard
Glen Road
9
July -September
31) St. Claire Avenue
Stirling Avenue South
Glen Road
9
July -September
Page 25 of 37
Coral / Perth
32) Coral Crescent Pleasant Avenue End
33) Perth Road South Drive Pleasant Avenue
D. Miscellaneous Asphalt / Concrete work
July -September
July -September
E. Provisional Streets (Not Included in the tendered Quantities)
STREET
FROM
TO
WARD
1) Champlain Crescent
STREET FROM TO
WARD
TIMING
1)
Water Utility Cuts (TBD) TBD TBD
TBD
TBD
2)
Sanitary Utility Cuts (TBD) TBD TBD
TBD
TBD
3)
Storm Utility Cuts (TBD) TBD TBD
TBD
TBD
4)
Storm Water Drainage Issues TBD TBD
TBD
TBD
5)
Kiwanis Park New Trail New Trail by Pool
1
April - May
6)
Kiwanis Park Accessible Parking Area outside of Park Gates
1
April - May
7)
Woodlawn Cemetery Re -Paving over Existing Asphalt within Cemetery
10
April - June
8)
COK Maintenance Facility 6-Loacations to be infilled with asphalt
3
April - June
9)
Miscellaneous Parks Work Curb, sidewalk, and asphalt work in Park
9
April- May
10)
Storm Sewer Extension and Service Installation #16 Thorncliff Street
7 August
-September
11)
Storm Sewer Extension and Service Installation #291 Misty Court
1 August
-September
12)
Doon Village Road Fire Station #6—Remove and Replace Driveway Entrance
4
April — June
13)
Strasburg Road Fire Station #1 Strasburg Road behind Firehall
6
April - June
14)
Traffic Spot Road Improvements- Locations — TBD
TBD June -September
15)
Traffic Calming — Locations - TBD
TBD June -September
16)
City Parking Lot #3 — Water Street-
10
April — June
17)
City Parking Lot @ 201 King St — King St Halls Lane
10
April- June
E. Provisional Streets (Not Included in the tendered Quantities)
STREET
FROM
TO
WARD
1) Champlain Crescent
Confederation Drive
Carson Drive 1
2) Doon Village Road
Homer Watson Blvd.
Farrier Drive 4
3) The Country Way
Erinbrook Drive
#219 The Country Way 6
4) Thistledown Drive
Erinbrook Drive
Bleams Road 6
TIMING
Page 26 of 37
StaliBeport
Financial Services Department www.kitchener.ca
REPORT TO: Committee of the Whole
DATE OF MEETING: February 28, 2022
SUBMITTED BY: Ryan Scott, Manager, Procurement, 519-741-2200 ext. 7214
PREPARED BY: Jenny Ung, Procurement Specialist, 519-741-2200 ext. 7216
WARD(S) INVOLVED: Ward 3
DATE OF REPORT: February 15, 2022
REPORT NO.: FIN -2022-097
SUBJECT: T22-008 Franklin Street South (Wilson Avenue to Kingsway
Drive) Road Reconstruction
RECOMMENDATION:
That Tender T22-008 Franklin Street South (Wilson Avenue to Kingsway Drive) Road
Reconstruction, be awarded to J. Weber Contracting Limited, Breslau, Ontario, at their tendered
price of $3,871,271.15, including provisional items and contingencies of $281,400.00, plus H.S.T.
of $539,847.25, for a total of $4,692,518.40.
REPORT HIGHLIGHTS:
• The purpose of this report is to obtain approval to proceed with an award as per Purchasing
By-law 2017-106;
• There were eleven (11) solicitations received for this procurement;
• This report supports the delivery of core services.
BACKGROUND:
Engineering Services is proceeding with the reconstruction of Franklin Street from Wilson
Avenue to Kingsway Drive. The total length of the work is approximately 820 metres. The
services were originally constructed in the 1950's and are in need of replacement.
Full funding for this project has been approved by council as part of the 2022 budget process.
The project is scheduled to begin April 4, 2022, weather permitting.
This work is being completed under the City's Water Infrastructure Program (WIP) for road
reconstructions.
*** This information is available in accessible formats upon request. ***
Please call 519-741-2345 or TTY 1-866-969-9994 for assistance.
Page 27 of 37
REPORT:
As per clause 170.7.1 of the Purchasing By-law 2017-106, the Director of Supply Services shall
submit a report to Council recommending award of a purchase greater than $750,000.
Tenders were advertised publicly on the City of Kitchener website. Documents were downloaded
by thirty-three (33) interested parties and by the closing date of Monday February 14, 2022,
eleven (11) tenders had been received.
The following tenders were received:
J. Weber Contracting Limited Breslau ON
410754 Ontario Limited o/a Sousa Concrete Cambridge ON
Sierra Infrastructure Inc
Woodstock ON
Steed and Evans Limited
St. Jacobs ON
Regional Sewer and Watermain Ltd.
Cambridge ON
Network Sewer and Watermain Ltd
Cambridge ON
E. & E. Seegmiller Limited
Kitchener ON
Terracon Underground Ltd
Brantford ON
Navacon Construction Inc.
Brantford ON
Oxford Civil Group Inc.
Woodstock ON
Bel -Air Excavating & Grading Ltd.
Cambridge ON
Bid Price
$4,692,518.40
$4,851,184.47
$5,080,000.01
$5,289,936.34
$5,320,896.01
$5,602,536.36
$5,785,969.51
$5,790,596.27
$5,824,995.87
$6,220,050.09
$6,299,558.75
The tenders were reviewed by K. Mick, Design and Approvals Engineer, who concurs with the
above recommendation.
STRATEGIC PLAN ALIGNMENT:
This report supports the delivery of core services.
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 $125,000.00. 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 estimated surplus (E) will be returned to the
WIP Road Reconstruction general account, and will be used to fund unexpected deficits in WIP
Road Reconstruction projects.
Page 28 of 37
Tender T22-008
Franklin Street South (Wilson Avenue to Kingsway Drive) Road
Reconstruction
The total budget for all phases of this project is $ 5,126,000.00
Estimated Cost for this Phase of Work
Tender T22-008 costs, including HST 4,692,518.40
less: HST rebate on tender (466,760.03)
Net Cost Being Awarded 4,225,758.37 A
Projected Costs: Staff Time/Material Testing 74,785.00
Total Estimated Cost for this Phase of Work $ 4,300,543.37 C
Budget for this Phase of Work
WIP — Road Reconstruction — Sanitary Utility 1,983,000.00
WIP — Road Reconstruction — Stormwater Utility 992,000.00
WIP — Road Reconstruction — Water Utility 1,336,000.00
Total Budget for this Phase of Work $ 4,311,000.00 B
Estimated Surplus/(Deficit) for this Phase of Work (B - C) 10,456.63 D
Estimated Surplus/(Deficit) from previous phases 116,102.10
Total Estimated Surplus/(Deficit) $ 126,558.73 E
COMMUNITY ENGAGEMENT:
INFORM — This report has been posted to the City's website with the agenda in advance of the
council / committee meeting.
PREVIOUS REPORTS/AUTHORITIES:
There are no previous reports/authorities related to this matter.
APPROVED BY: Jonathan Lautenbach, Chief Financial Officer, Financial Services
Department
Page 29 of 37
StaliBeport
l
IKgc.;i' r� R
Financial Services Department www.kitchener.ca
REPORT TO: Committee of the Whole
DATE OF MEETING: February 28, 2022
SUBMITTED BY: Ryan Scott, Manager, Procurement, 519-741-2200 ext. 7214
PREPARED BY: Jenny Ung, Procurement Specialist, 519-741-2200 ext. 7216
WARD(S) INVOLVED: Wards 9, 10
DATE OF REPORT: February 18, 2022
REPORT NO.: FIN -2022-101
SUBJECT: T22-007 Downtown Cycling Network Construction (Cedar Street, Ontario
Street South)
RECOMMENDATION:
That Tender T22-007 Downtown Cycling Network Construction (Cedar Street, Ontario
Street South), be awarded to Steed and Evans Limited, St. Jacobs, Ontario, at their
tendered price of $1,195,828.34, including provisional items and contingencies of
$117,446., plus H.S.T. of $170,725.67, for a total of $1,484,000.02.
REPORT HIGHLIGHTS:
• The purpose of this report is to obtain approval to proceed with an award as per Purchasing
By-law 2017-106;
• The reason this report is coming forward is that the value of the bid being recommended for
award is in excess of the Council approved budget;
• There were two (2) solicitations received for this procurement;
• This report supports People -friendly Transportation by installing a continuous and protected
cycling network.
BACKGROUND:
Transportation Planning in collaboration with Engineering Services is proceeding with the
construction of the next phase of the Downtown Cycling Network. Funds for construction have
previously been approved by Council as part of the 2021 budget.
The installation of a Protected Downtown Cycling Grid (the grid) delivers on the Strategic Plan
goal of providing more People -Friendly Transportation options and addresses the immediate
priorities identified in the approved Cycling and Trails Master Plan.
*** This information is available in accessible formats upon request. ***
Please call 519-741-2345 or TTY 1-866-969-9994 for assistance.
Page 30 of 37
Work for this tender is scheduled for Cedar Street from Church street to Weber Street East and
Krug Street from Weber Street East to Lancaster Street East as well as on Ontario Street South
from Joseph Street to King Street West.
The project is scheduled to begin April 4th, 2022, weather permitting.
REPORT:
As per clause 170.7.3 of the Purchasing By-law 2017-106, it states, "Regardless of Procurement
Value, the Director of Supply Services shall submit a report to Council recommending award of
a purchase greater than $100,000 if any one or more of the following conditions apply:
a. the value of the Bid being recommended for award including any contingency
allowance are in excess of the Council approved budget".
Tenders were advertised publicly on the City of Kitchener website. Documents were downloaded
by twenty-four (24) interested parties and by the closing date of Thursday February 12, 2022,
two (2) tenders had been received.
The following tenders were received:
Bid Price
Steed and Evans Limited St. Jacobs ON $1,484,000.02
Capital Paving Inc Guelph ON $2,160,559.99
The tenders were reviewed by J. Seip, Engineering Technologist, who concurs with the above
recommendation.
STRATEGIC PLAN ALIGNMENT:
This report supports People -friendly Transportation by installing a continuous and protected
cycling network.
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 $125,000.00. 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 exceeds the budget allowance (B) provided within the budget. Funding for this purchase is
included within the approved capital budget. The estimated deficit (E) will be funded by future
phases of work.
Page 31 of 37
Tender T22-007
Downtown Cycling Construction
The total budget for all phases of this project is
Estimated Cost for this Phase of Work
Tender T22-007 costs, including HST
less: HST rebate on tender
Net Cost Being Awarded
Costs Incurred to Date
Projected Costs: Regional Traffic Signal Adjustments
Projected Costs: Utility Relocation
Projected Costs: Staff Time
Project Costs: Sign Shop
Total Estimated Cost for this Phase of Work
Budget for this Phase of Work
Revenue Fund
Parking
Canada Community Benefit
Fund
Development Charges
Ontario St. Transfer
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:
$ 5,276,000.00
1,484,000.02
(147,611.97)
1,336,388.05 A
86,900.00
100,000.00
119,340.00
30,000.00
1,672,628.05 C
71,000.00
331,000.00
686,000.00
314,000.00
105,000.00
1,507,000.00 B
(165,628.05) D
(15.884.16)
(181,512.21) E
INFORM — This report has been posted to the City's website with the agenda in advance of the
council / committee meeting.
PREVIOUS REPORTS/AUTHORITIES:
There are no previous reports/authorities related to this matter.
Page 32 of 37
APPROVED BY: Jonathan Lautenbach, Chief Financial Officer, Financial Services
Department
Page 33 of 37
StaliBeport
J
IKgc.;i' r� R
Infrastructure Services Department www.kitchener.ca
REPORT TO: Committee of the Whole
DATE OF MEETING: February 28, 2022
SUBMITTED BY: Asad Qureshi, Director Facilities Management, 519-741-2200 ext. 4424
PREPARED BY: Chris Oke, Manager Project Delivery, 519-741-2200 ext. 4225
WARD(S) INVOLVED: All Wards
DATE OF REPORT: February 24, 2022
REPORT NO.: INS -2022-111
SUBJECT: Centre in the Square (CITS) Washroom Renovations
RECOMMENDATION:
That funding be reallocated to the CITS Washroom Renovation project from the following
accounts:
$1,043,945.65 from the CITS General Provision capital account
$560,000.00 State of Good Repair (SOGR) capital account
BACKGROUND:
In 2019 Centre in the Square (CITS), in collaboration with City Facilities Management staff,
applied for and were successful in obtaining a grant from the Investing in Canada Infrastructure
Program (ICIP): Community, Culture and Recreation Stream to renovate the existing
washrooms. The existing washrooms are in poor condition with finishes well past end of life and
require significant upgrades to improve accessibility and to meet AODA compliance. While the
existing number of fixtures (60) meets the Ontario Building Code (OBC) requirements,
functionally they are not adequate to meet peak demand during events, resulting in long line ups
and frustration for patrons. This project will update the existing 60 fixtures, add 16 fixtures to
help alleviate capacity issues experienced during peak usage, and improve accessibility. As per
the agreement with CITS, resulting from the 2015 CITS Governance Review (FCS -15-139),
which defines the City's role in, and responsibility for, facility capital renewals at the CITS, the
City is responsible for all major building components. This includes substructure, envelope,
interior construction & finishes, services (plumbing, HVAC, electrical, fire protection) and most
site components. The Washroom Renovation Project addresses required capital renewal of
several of these components.
The scope of work as applied for was budgeted in 2019, prior to the pandemic. The ICIP grant
provides $2.2M in funds towards the total project budget of $3.OM, with the City contributing
funding of $0.8M. The total project budget of $3.OM includes all soft costs for consultants' fees
and testing for hazardous materials in the area of renovation.
*** This information is available in accessible formats upon request. ***
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Colliers Project Leaders were retained to manage the project on behalf of CITS and the City,
and Cornerstone Architecture were retained to provide design, costing, construction
documentation and contract administration services for the project. Understanding the budget
constraints and the requirements to satisfy the grant application, a design was approved and
cost was monitored throughout the construction documentation process.
REPORT:
FM and CITS staff, Colliers and Cornerstone met on several occasions to review the scope
and cost of the project. A "class A" cost estimate was produced at the 90% construction
documentation stage prior to tender. The estimate indicated that the project was likely to be
overbudget by $190,000 or 7%. All parties believed this figure was an acceptable risk
understanding the current construction market, so the bid documents were issued.
The lowest construction bid received was $3.41VI and was significantly over the original 2019
pre -pandemic construction budget. The grantor (ICIP) was advised of the project coming in
over budget and an inquiry was made about the availability of extra funds. Feedback received
indicated there are no additional funds available and the majority of grant funded projects are
in the same situation.
Last year has presented significant challenges to accurately estimate construction costs. The
main factors that have been driving the unprecedented increase in construction costs are
described below:
1. Supply & Demand: Construction pricing is highly sensitive to the forces of supply and
demand. Cutting pricing is inherently risky and can equate to a lot of work for little or no
reward. Thus, when demand is high, construction pricing increases to reduce this risk.
2. Backlog: Backlog is the amount of construction work currently on the books. When
there is a high volume of available construction projects backlog and pricing increase
this reflects a strong construction market. creating a buffer. This allows construction
companies to charge premiums for their work.
3. Labour Costs: Construction is labour intensive. Because of this, a large portion of
construction costs are determined by labour expenses. The current shortage in skilled
labour increases premium wages contractors must pay to retain their force.
4. Commodity Pricing: Oil, lumber, steel and copper commodity prices - the raw
materials for construction materials - are at an all time high. This results in higher supply
and shipping costs.
5. Local Market Disruption: The golden triangle is rapidly expanding which strengthens
the risks as described above. Labour shortages, increased backlog, high commodity
costs and out of control supply chain delays coupled with the pandemic transfers a
greater amount of risk to the owner.
The proposed washroom renovations at the Centre in the Square represent the minimum
requirements to satisfy the ICIP grant and achieve the benefits of increased capacity, inclusive
and accessible options for all patrons.
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Reducing the scope of the renovations to lower costs would bring the project well below the
intent applied for in the grant and would most likely reduce the amount of grant funding that
would be received. As well, a reduction in scope would also require a change in the
agreement, which would take 3-6 months to complete based on information provided by the
grantor. This delay would force a re -tender of the project for construction in summer of 2023
resulting in the potential for even higher construction costs.
STRATEGIC PLAN ALIGNMENT:
The recommendation of this report supports the achievement of the city's strategic vision through
the delivery of core services.
FINANCIAL IMPLICATIONS:
The total costs for the CITS washroom renovation (including contingency) is projected to be
$4.6M. The total project budget is $3.OM, leading to a projected shortfall of $1.6M. Staff have
identified $1.04M from CITS projects, and $560,000 from the City's State of Good Repair
(SOGR) projects that could be reallocated to the project as shown in the table below.
Total Project Costs and Proposed Funding
Pre -Construction / Design / PM $ 612,593.65
GEN -PRO Tender (Construction) $ 3,416,500.00
Construction Contingency $ 574,852.00
Total Project Costs $ 4,603,945.65
I CI P -CCR Grant $ 2,199, 900.00
Approved Matching Funds from City $ 800,100.00
Reallocation: CITS Projects $ 1,043,945.65
Reallocation: State of Good Repair (SOGR) Projects $ 560,000.00
Total Project Funding $ 4,603,945.65
This level of budget reallocation will have an impact on the capital program at CITS, and reduces
the amount of funds available to complete other projects at the Centre. Facilities Management
staff have reviewed the planned reallocations with CITS staff, who agree with the reallocation of
funds to the washroom project. The CITS projects being deferred include HVAC replacements,
building exterior, and lighting upgrades. Likewise, the reallocation of SOGR funds to the CITS
washroom project will reduce the City's funding available in 2022 to complete unplanned,
reactive projects throughout the year. Funding for both the CITS and SOGR capital projects will
need to be reviewed, reprioritized, and potentially increased in future budgets to effectively
manage building components as they approach the end of their useful lives.
COMMUNITY ENGAGEMENT:
INFORM — This report has been posted to the City's website with the agenda in advance of the
council / committee meeting.
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APPROVED BY: Denise McGoldrick
General Manager, Infrastructure Services
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