Finance Committee

Moved byCouncillor Nicholson
That all items listed under the heading of Public Consent Agenda for the City Council Meeting dated March 21, 2022 be adopted as recommended except Reports FIN-22-29 and FIN-22-31.
Motion Carried

Correspondence

None

Staff Reports/Motions

FIN-22-25 - 2021 Annual Investment Report (All Wards)

1.FIN-22-25.pdf

That the Finance Committee recommend to City Council:

That Report FIN-22-25, dated March 16, 2022, concerning the 2021 annual investment activity be received for information.
Motion

FIN-22-26 - Corporate Payments for the Month of February 2022 (All Wards)

1.FIN-22-26.pdf

That the Finance Committee recommend to City Council:
That Report FIN-22-26 concerning the corporate payments for the month of February 2022 be received for information.
Motion

FIN-22-27 - Financial Position as of February 28, 2022 (All Wards)

1.FIN-22-27 FInancial Position as of February 28, 2022.pdf

That the Finance Committee recommend to City Council:
That Report FIN-22-27, dated March 16, 2022 concerning the City’s financial position as of February 28, 2022, including the impacts of COVID-19, be received for information.
Motion

FIN-22-30 - Capital Projects Status Report as at December 31, 2021 (All Wards)

1.REPORT_FIN-22-30.pdf

That the Finance Committee recommend to City Council:
That Report FIN-22-30 concerning the Capital Project Status Report as at December 31, 2021 dated March 16, 2022 be received for information.
Motion

FIN-22-32 - Outstanding Items Status Report - First Quarter 2022 (All Wards)

1.REPORT_FIN-22-32.pdf

That the Finance Services Committee recommend to City Council:

That Report FIN-22-32, dated March 11, 2022 being the Finance Services Committee's Outstanding Items Status Report for the first quarter of 2022 be received for information.
Motion

FIN-22-34 - Contract Award – C2022-030 Consulting Services for Pedestrian Bridges (Ward 5)

That the Finance Committee recommend to City Council:

Whereas, the Purchasing By-Law 80-2020 requires Council approval to award contracts for Consulting Services greater than $100,000; and,

Whereas, Council approved Project 19-54-0064 Technical Feasibility Study - Oshawa Creek Main Branch in the amount of $100,000 and 21-71-0082 Structure Replacement Designs in the amount of $240,000 including non-rebateable H.S.T. and,

Whereas, Procurement issued a Request for Proposal (R.F.P.) C2022-030 for Consulting Services for Pedestrian Bridges; and,

Whereas, two (2) bids were received and opened by Procurement on March 10, 2022; and,
Whereas, proposals were evaluated on the criteria outlined in the R.F.P. including corporate experience, quality of proposal, project deliverables, technical response and cost; and,

Whereas, the evaluation team unanimously scored the bid received by Amtec Engineering Ltd as comprehensive, thorough, addressed all requirements of the R.F.P, is the highest-ranking proponent and best satisfied the City’s requirements; and,

Whereas, the bid received from Amtec Engineering Ltd in the amount of $132,500 plus H.S.T. ($134,832 including non-rebateable H.S.T.) is the highest ranked proponent and within budget; and,

Therefore, be it resolved that Council authorize the Manager, Procurement and Accounts Payable to award a contract to Amtec Engineering Ltd for the provision of consulting services for pedestrian bridges in the amount of $132,500, plus H.S.T. being the highest ranked proposal received.
Motion

FIN-22-33 - Lakeview Park Walkway Replacement (Ward 5)

1.FIN-22-33 .pdf

That the Finance Committee recommend to City Council:

That Report FIN-22-33, dated March 16, 2022, concerning the Lakeview Park walkway replacement, be received for information.
Motion

FIN-22-35 - Contract O 22-01 Asphalt Pavement Rehabilitation Request for Endorsement of Additional Candidates

That the Finance Committee recommend to City Council:

Whereas Projects 74-0043 – Asphalt Pavement Rehabilitation was approved for certain candidate streets as part of the 2022 Capital Budget in the amount of $1,865,000; and,

Whereas the Asphalt Preservation program aims to sustain the current level of service and protect the City's road infrastructure from premature deterioration; and

Whereas the City’s early tendering process resulted in significantly lower than anticipated pricing results; and,

Whereas the City’s current contract language allows for the ability to add work to the tender package; and,

Whereas staff have identified additional road candidates that could be included and would benefit the street condition for area residents, returning greater value to the area of the approved project; and,

Whereas additional candidates will only be awarded to the selected contractor based on a recommendation of the Director of Engineering Services once staff is sufficiently satisfied that the contractor can reasonably finish the work within the contract schedule and within the area of the current work;

Therefore, be it resolved that pursuant to FIN-22-35 staff be authorized to incorporate additional road candidates within the Asphalt Pavement Rehabilitation contract while remaining within the approved budget amount.
Motion

FIN-22-28 - Active Transportation Fund – Region Coordination

1.FIN-22-28_ATTACHMENT.pdf

That the Finance Committee recommend to City Council:

Whereas, the Active Transportation Fund is a $400 million, 5-year investment to fund projects that expand and enhance active transportation with a maximum program contribution of 60%, and;

Whereas, through Report FIN-22-23 Active Transportation Funds Update, dated February 23, 2022, Council approved staff to submit four applications under this grant program, and;

Whereas, subsequent to FIN-22-23, the Region of Durham contacted staff to coordinate submitting applications on behalf of member municipalities for active transportation projects on Regional roads identified in Attachment 1, and;

Whereas, the Wilson Road Multi-Use Path (M.U.P.) is currently included in the City’s nine-year capital forecast in 2029, therefore, preliminary work has not begun, and;

Whereas, the Farewell Street M.U.P. from Marwood Drive to Harbour Road is included as part of project 22-75-0143 Farewell St Sidewalk & M.U.P. approved in the 2022 budget, and;

Whereas, the Rossland Road Multi-Use Path (M.U.P.) is currently included in the City’s nine-year capital forecast in 2029, therefore, preliminary work has not begun, and;

Whereas, the Simcoe Street projects are the responsibility of the Region, and;

Whereas, Engineering Services approach is to align projects with the Region’s planned construction projects in order to achieve economies of scale and ensure support from the Region of Durham, and;

Whereas, advancing the Wilson Road and the Rossland Road M.U.P. projects will require Engineering Services to manage these projects to completion by 2026, which would impact the timelines of other approved projects, and;

Whereas, staff support the list proposed by the Region, and;

Whereas, staff are seeking Council direction to submit a letter of support to the Region of Durham to include in their grant application submission, and;

Whereas, the grant application deadline is March 31, 2022,

Therefore, be it resolved:
1. That pursuant to FIN 22-28, City Council support and approve the Region of Durham’s Active Transportation Fund application submission and if approved, the additional funding be funded from Transportation D.C. Reserve and Growth Related Non-D.C. Reserve; and,
2. That staff report back to Finance Committee on the status of the grant applications advising which projects were successful and the impact of the funding decisions; which may necessitate additional staff resources and potential modifications to the approved capital work priorities.
Motion

Public Discussion Agenda

Matters Excluded from Consent Agenda

FIN-22-29 - 2021 BMA Study Overview (All Wards)

1.FIN-22-29 2021 BMA Study Overview.pdf

Moved byCouncillor Chapman
That the Finance Committee recommend to City Council:
That Report FIN-22-29 dated March 16, 2022, concerning the 2021 BMA Study Overview be received for information.
Motion Carried

FIN-22-31 - Contract Awards (Wards 2, 4 and 5)

1.FIN-22-31 Contract Awards.pdf

Moved byCouncillor McConkey
That the Finance Committee recommend to City Council:
1. R.F.T. C2022-001 HVAC Retrofit – Fire Hall #1
  1. That the Manager, Procurement and Accounts Payable be authorized to award a contract, as detailed in Report FIN-22-31 dated March 16, 2022, to Mapleridge Mechanical Contracting Inc. for project 21-10-0034 Retrofit of Air Distribution System and HVAC at Fire Hall #1 in the amount of $972,769 and including provisional items in the amount of $114,000, for a total of $1,086,769 excluding H.S.T.; and,
  2. That Council approve additional funding in the amount of $596,000, inclusive of non-rebateable H.S.T., to be funded from project 22-10-0080, Replace HVAC System at Fire Hall 4; and,
  3. That staff request supplemental project funding for project 22-10-0080, Replace HVAC System at Fire Hall 4 as part of the 2023 Capital Budget.
2. R.F.T. C2022-002 Ed Broadbent Waterfront Park Construction
  1. That the Manager, Procurement and Accounts Payable be authorized to award a contract, as detailed in Report FIN-22-31 dated March 16, 2022, to Anthony Furlano Construction Inc. for Ed Broadbent Waterfront Park Construction in the amount of $3,387,930 excluding H.S.T. and provisional items in the amount of $646,119, for a total of $4,034,049 excluding H.S.T.; and,
  2. That Council approve increasing Harrington McAvan’s Ltd.’s contract amount by $160,000, exclusive of H.S.T. to provide additional on-site construction inspection and contract administration for the Ed Broadbent Waterfront Park; and,
  3. That Council approve additional funding in the amount of $1.5 million (including non-rebateable H.S.T.), to be funded through a combination of funding from the Parks, Recreation and Trails Development Charges (D.C.) Reserve and the Harbour Rehabilitation and Improvement Reserve for project 19-51-0104 – Ed Broadbent Waterfront Park Development, required for construction and construction support costs.
3. R.F.P. C2021-121 Consulting Services for Stevenson Road North Environmental Assessment
  1. That the Manager, Procurement and Accounts Payable be authorized to award a contract as detailed in Report FIN-22-31 dated March 16, 2022 to Gannett Fleming Canada ULC for R.F.P. C2021-121 Consulting Services for Stevenson Road North Environmental Assessment in the amount of $256,073, excluding H.S.T. being the highest ranked proposal received; and,
  2. That Council approve additional funding in the amount of $12,791, inclusive of non-rebateable H.S.T., to be funded through a combination of funds from the Transportation Roads D.C. Reserve and the Growth Related Non-D.C. Reserve for project 19-73-0456 Northwood Roads Environmental Assessment.
4. R.F.P. C2022-006 Central Oshawa Major Transit Station Area Plan
  1. That the Manager, Procurement and Accounts Payable be authorized to award a contract as detailed in Report FIN-22-31 dated March 16, 2022 to Parsons Inc. for R.F.P. C2022-006 Central Oshawa Major Transit Station Area Plan in the amount of $621,504, excluding H.S.T. being the highest ranked proposal received; and,
  2. That Council approve additional funding in the amount of $123,865, inclusive of non-rebateable H.S.T., to be funded through a combination of funds from the Transportation Roads D.C. Reserve and the Growth Related Non-D.C. Reserve for projects 21-40-0057 Mobility Hub Transportation and Land Use Study and 21-73-0459 Central Oshawa Hub Infrastructure Improvements.
Motion Carried