Corporate and Finance Services Committee Meeting Agenda

Monday, April 17, 2023 at 9:30 A.m. - 10:30 A.m.

Council Chamber

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Public Meeting

Additional Agenda Items

(As may be presented at the meeting)

Declarations of Pecuniary Interest

(As may be presented by Committee Members)

Presentations

None

Delegations

None

Referrals from Council

None

Reports from Advisory Committees

None

Items Requiring Direction

CF-23-33 - Dawn-Ann Catalano, Ontario Regiment (RCAC) submitting correspondence requesting 10 parking spaces for armoury members in Parking Lot #20 and options for parking in the adjacent City garages (Ward 4)

Public Consent Agenda

Correspondence with recommendations

None

 

Staff Reports/Motions with recommendations

CF-23-24 - 2024 Budget Timelines (All Wards)

• Recommendation

  That the Corporate and Finance Services Committee recommend to City Council:

  That Report CF-23-24 dated April 12, 2023 concerning the 2024 budget timeline be approved.

CF-23-25 - Public Engagement Initiatives - 2024 Budget (All Wards)

• Recommendation

  That the Corporate and Finance Services Committee recommend to City Council:

  That public engagement for the 2024 City budget, as proposed in Report CF-23-25 dated April 12, 2023 concerning public engagement initiatives for the 2024 budget be approved.

CF-23-26 - Corporate Payments for the Months of January, February and March 2023 (All Wards)

• Recommendation

  That the Corporate and Finance Services Committee recommend to City Council:

  That Report CF-23-26 concerning the corporate payments for the months of January, February and March 2023 be received for information.

CF-23-27 - Contract Award – C2022-119 Conlin Road East Design (Wards 1 and 2)

• Recommendation

  That the Corporate and Finance Services Committee recommend to City Council:

  Whereas, the Purchasing By-law, requires Council approval of Professional and Consulting Services contract awards greater than $100,000 and that exceed the approved budget; and,

  Whereas, Council has approved funding for Project 20-73-0485 in the amount of $1,321,000; and,

  Whereas, it is anticipated the Region of Durham will contribute a minimum of $434,000 for their portion of the work; and,

  Whereas, Procurement issued a Request for Proposal (R.F.P.) C2022-119 for Conlin Road East Design, and,

  Whereas, the R.F.P. was separated into three parts: Part A Design and Final Tender Package, Part B-1 Assistance with Procurement, Evaluation and Engineering Services during construction, and Part B-2 Construction Inspections and Contract Administration; and,

  Whereas, Procurement and Engineering Services are only awarding Part A Design and Final Tender Package; and,

  Whereas, Part B-1 Assistance with Procurement, Evaluation and Engineering Services during construction, and Part B-2 Construction Inspections and Contract Administration will be budgeted in future capital; and,

  Whereas, three (3) bids were received (publically posted on the City’s website at Oshawa's Bids and Tenders) and opened by Procurement on February 10, 2023; and,

  Whereas, proposals were evaluated on corporate experience, proposal quality, project deliverables, technical response and cost; and,

  Whereas, the evaluation team unanimously scored the bid received by CIMA Canada Inc. 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 proposal received from CIMA Canada Inc. in the amount of $1,748,297, plus H.S.T. ($1,779,067 including non-rebateable H.S.T.) for Part A Design and Final Tender Package; and,

  Whereas, there is a funding shortfall of $24,067, including non-rebateable H.S.T.; and,

  Whereas, the additional cost of $24,067 can be funded from the Roads Development Charges Reserve Fund and the Growth Related Non-DC Reserve;

  Therefore be it resolved that pursuant to Report CF-23-27:

  1. That additional funding of $24,067, funded from the Roads Development Charges Reserve Fund and the Growth Related Non-DC Reserve, be approved; and,
  2. That the Manager, Procurement be authorized to award a contract to CIMA Canada Inc. in the amount of $1,748,297 plus H.S.T. for C2022-119 Conlin Road East Design, Part A Design and Final Tender Package.

CF-23-28 - Durham Catholic District School Board use of Gulfstream Park by St. Anne Catholic School (Ward 1)

• Recommendation

  That the Corporate and Finance Services Committee recommend to City Council:

  Whereas correspondence FIN-22-94, dated September 15, 2022, was received from the Durham Catholic District School Board to request a waiver of fees for use of the sport field at Gulfstream Park located at 2471 Bridle Road; and,

  Whereas City Council referred Correspondence FIN-22-94 to staff for a report; and,

  Whereas Gulfstream Park is located immediately adjacent to St. Anne Catholic School; and,

  Whereas St. Anne Catholic School has been issued a rental permit for 8:30 a.m. to 3:00 p.m. Monday to Friday for the use of the sport field at Gulfstream Park for the months of September, October, May and June in the 2022/2023 school year; and,

  Whereas the total value of the rental permit for the 2022/2023 school year prior to H.S.T. is $2,210.00; and,

  Whereas the City of Oshawa and Durham Catholic District School Board have an executed agreement in place for the shared use of the parking lot at Gulfstream Park; and,

  Whereas the City of Oshawa and Durham Catholic District School Board are engaged in ongoing discussions regarding a partnership agreement for the use of the sport field at Monsignor John Pereyma Catholic Secondary School when it is redeveloped; and,

  Whereas the City of Oshawa and Durham Catholic District School Board have a similar arrangement for the use of the tennis courts, sport field and diamonds at Alexandra Park by O’Neill Collegiate and Vocational Institute;

  Therefore, be it resolved, that the fees for the use of the sport field at Gulfstream Park during the 2022/2023 school year in the amount of $2,210 plus H.S.T. be waived for Durham Catholic District School Board and an agreement is executed to continue this arrangement for a term of five years.

CF-23-29 - C2023-009 Stormwater Management Facility Cleaning – Additional Funding (Ward 1)

• Recommendation

  That the Corporate and Finance Services Committee recommend to City Council:

  Whereas, the Purchasing By-Law 80-2020 requires Council approval to award contracts that exceed the approved budget; and,

  Whereas, in 2022 Council approved Project 54-0005 in the amount of $275,000 inclusive of H.S.T., for Storm Water Management Pond Cleaning; and,

  Whereas, Procurement issued a Request for Tender (R.F.T.) C2023-009 Stormwater Management Facility Cleaning; and,

  Whereas, twelve (12) bids were received (publically posted on the City’s website at Oshawa's Bids and Tenders) and opened by Procurement on February 7, 2023; and,

  Whereas, the lowest complaint bid was received from Strong Bros. General Contracting Ltd. in the amount of $435,993 ($443,667 including non-rebateable H.S.T.); and,

  Whereas, there has been a total of $22,477 committed to date for soil sampling and surveys; and,

  Whereas, there is a funding shortfall of $191,144, including non-rebateable H.S.T.; and,

  Whereas, the additional cost of $191,144 can be funded from the Subdividers Fixed Charges account from the portion collected for the Stormwater Pond Maintenance Fees;

  Therefore be it resolved that pursuant to CF-23-29:

  1. That the additional funding of $191,144 to be funded from the Subdividers Fixed Charges account be approved; and,
  2. That the Manager, Procurement be authorized to award a contract to Strong Bros. General Contracting Ltd.in the amount of $435,993 excluding H.S.T. for C2023-009 Stormwater Management Facility Cleaning.

CF-23-30 - Additional Funding – C2023-028 Rear & Side Loader Waste Vehicles (All Wards)

• Recommendation

  That the Corporate and Finance Services Committee recommend to City Council:

  Whereas, the Purchasing By-Law 80-2020 requires Council approval to award contracts that exceed the approved budget; and,

  Whereas, in 2023 Council approved various Potential Adjustments that included the request for additional vehicles and equipment in the amount of 1,821,000, which includes $1,200,000, inclusive of non-rebateable H.S.T., for replacement of a Rear and Side Loader Waste Vehicles; and,

  Whereas, Procurement issued a Request for Tender (R.F.T.) C2023-027 Supply and Delivery of Side & Rear Loading Garbage Truck; and,

  Whereas, one (1) bid was received (publically posted on the City’s website at Oshawa's Bids and Tenders) and opened by Procurement on March 21, 2023; and,

  Whereas, the bid received from Premier Truck Group, in the amount of $1,301,500 excluding H.S.T. ($1,324,406 including non-rebateable H.S.T.), is the lowest compliant bidder and meets the requirements of the tender; and,

  Whereas, there is a funding shortfall of $124,406, including non-rebateable H.S.T.; and,

  Whereas, the additional cost of $124,406 can be funded from the City Equipment Reserve;

  Therefore be it resolved that pursuant to CF-23-30:

  1. That additional funding of $124,406 to be funded from the City Equipment Reserve be approved; and,
  2. That the Manager, Procurement be authorized to award a contract to Premier Truck Group in the amount of $1,301,500 excluding H.S.T. for C2023-027 Supply and Delivery of Rear & Side Loader Waste Vehicles.

CF-23-31 - 2023-2027 Accessibility Plan (All Wards)

• Recommendation

  That the Corporate and Finance Services Committee recommend to City Council:

  1. That pursuant to Report CF-22-31 dated April 12, 2023, City Council approve the City of Oshawa’s 2023-2027 Accessibility Plan, as presented in Attachment 1 of said Report; and,
  2. That the City Clerk be authorized to send a copy of the approved City of Oshawa Accessibility Plan to the Ministry of Seniors and Accessibility.

CF-23-32 - Information Report on 2022 Actions Taken to Address Poverty (All Wards)

• Recommendation

  That the Corporate and Finance Services Committee recommend to City Council:

  That Report CF-23-32 dated April 12, 2023 concerning the information report on 2022 actions taken to address poverty be received for information.

CF-23-34 - Review and Proposed Replacement of the Election Sign By-law (All Wards)

• Recommendation

  That the Corporate and Finance Services Committee recommend to City Council:

  1. That in accordance with Report CF-23-34 dated April 12, 2023 concerning a review and proposed replacement of the By-law 42-2014, Council pass a new Election Sign By-law as set out in Attachment 2 to this report and in a form and content acceptable to the City Solicitor and the City Clerk; and,
  2. That By-law 42-2014, as amended, be repealed.

CF-23-23 - 2023 Final Tax Rates By-law (All Wards)

• Recommendation

  That the Corporate and Finance Services Committee recommend to City Council:

  That in accordance with Report CF-23-23 dated April 12, 2023, the 2023 Final Tax Rates By-law providing for the billing and collection of the 2023 final tax levy for all property classes be approved.

Public Discussion Agenda

Matters Excluded from the Consent Agenda

Items Introduced by Council Members

Items Pulled from the Information Package

None

Questions to Staff Concerning the Committee's Outstanding Items List

Closed Consent Agenda

Correspondence with recommendations

None

Staff Reports/Motions with recommendations

None

Closed Discussion Agenda

Matters Excluded from the Consent Agenda

Items Requiring Direction

None

Matters Tabled

CF-23-22 - Support for Bill 5 - Stopping Harassment and Abuse by Local Leaders Act (All Wards)

• Recommendation

  That the Corporate and Finance Services Committee recommend to City Council:

  Whereas Bill 5 has had support of all parties at its first reading and whereas its second reading is scheduled for May, 2023; 

  Now therefore Oshawa City Council express its support for Bill 5 - Stopping Harassment and Abuse by Local Leaders Act which would require the code of conduct for municipal Councillors and members of local boards to include a requirement to comply with workplace violence and harassment policies and permit municipalities and local boards to direct the Integrity Commissioner to apply to the court to vacate a member’s seat if the Commissioner’s inquiry determines that the member has contravened this requirement; and,

  That this resolution be circulated to the Honourable Doug Ford, Premier of Ontario; the Honourable Steve Clark, Minister of Municipal Affairs and Housing; the Honourable Jennifer French, Oshawa MPP; and the Honourable Todd McCarthy, Durham MPP. (Tabled March 6, 2023)

Adjournment