August 11, 2011 Interim Period Approvals Committee (IPAC) Minutes
Page Content:

1. Election of Chair and Vice-Chair
2. Declarations of Conflicts of Interest
3. Approval of Agenda
4. Reports
  a) Consulting Services for Detailed Design, Contract Administration and Supervision for Various Bridge Structure and Culvert Rehabilitations, Capital Projects 09-4820, 09-4830, 09-4840, 11-4870 and 11-4880, Document Number 2011-140P – Town of Caledon, Wards 1, 2, 4 and 5; City of Brampton, Ward 6; and, City of Mississauga, Wards 6 and 11
  b) Consulting Services for Wastewater Permanent Flow Monitoring and Rain Gauge Network, Capital Project 09-2405, Document Number 2011-044P
  c) Consulting Services for Implementation of a Chemical Corrosion Control System, Capital Project 07-2430, Document Number 2011-207P – Town of Caledon, Ward 5; City of Brampton, Wards 5 and 10 and City of Mississauga, Ward 5
  d) Hanlan and East Brampton Pumping Station Hydraulic Assessment, Capital Project 10-1904, Document Number 2011-312P – City of Brampton, Ward 3 and City of Mississauga, Ward 5
  e) Alton Wastewater Servicing Class Environmental Assessment Study - Professional Engineering Services - Capital Project 09-2825, Document Number 2010-176N - Town of Caledon, Ward 1
  f) Sheridan Villa Long Term Care Redevelopment Update
  g) Report of the Greenlands Securement Subcommittee (GSSC-2011-3) meeting held on June 30, 2011
5. In Camera Matters
6. Other Business
7. Confirming By-law
8. Adjournment

THE REGIONAL MUNICIPALITY OF PEEL
INTERIM PERIOD APPROVALS COMMITTEE
AUGUST 11, 2011

The Interim Period Approvals Committee met on Monday, August 11, 2011, at 9:03 a.m. in the Council Chamber, Regional Administrative Headquarters, Suite A, 10 Peel Centre Drive, Brampton.

   
 
Members Present:
C. Fonseca; E. Kolb; E. Moore; P. Palleschi*; R. Starr; A. Thompson; R. Whitehead
   
 
Members Absent:
G. Miles, due to vacation; R. Paterak, due to vacation
   
 
Also Present:
D. Szwarc, Chief Administrative Officer; R. K. Gillespie, Commissioner of Employee & Business Services; D. Labrecque, Commissioner of Public Works; J. Smith, Commissioner of Health Services; A. Prasad, Acting Chief Financial Officer and Commissioner of Corporate Services; A. Dinnert, Acting Regional Solicitor and Director, Legal and Risk Management; Thomas Yoon, Acting Commissioner of Human Services; A. Macintyre, Deputy Clerk; H. West, Legislative Specialist

___________________________________

* See text for arrivals
¨See text for departures

1. ELECTION OF CHAIR AND VICE-CHAIR

Moved by Councillor Whitehead,
Seconded by Councillor Thompson;

That Regional Chair Kolb be appointed Chair of the Interim Period Approvals Committee for the term ending November 30, 2011 or until a successor is appointed;

Carried 2011-744

See also Resolution 2011-745

Moved by Councillor Whitehead,
Seconded by Councillor Thompson;

That Councillor Fonseca be appointed Vice-Chair of the Interim Period Approvals Committee for the term ending November 30, 2011 or until a successor is appointed;

Carried 2011-745

See also Resolution 2011-744


2. DECLARATIONS OF CONFLICTS OF INTEREST - Nil


3. APPROVAL OF AGENDA

Moved by Councillor Whitehead,
Seconded by Councillor Thompson;

That the agenda for the August, 2011, Interim Period Approvals Committee meeting be approved.

Carried 2011-746


4. REPORTS

a) Consulting Services for Detailed Design, Contract Administration and Supervision for Various Bridge Structure and Culvert Rehabilitations, Capital Projects 09-4820, 09-4830, 09-4840, 11-4870 and 11-4880, Document Number 2011-140P – Town of Caledon, Wards 1, 2, 4 and 5; City of Brampton, Ward 6; and, City of Mississauga, Wards 6 and 11

Moved by Councillor Thompson
Seconded by Councillor Starr;

That the contract (Document 2011-140P) for consulting services for the detailed design, contract administration and supervision for various bridge structure and culvert rehabilitations in The Regional Municipality of Peel, be awarded to SRM Associates in the amount of $896,025 (excluding applicable taxes), under Capital Projects 09-4820, 09-4830, 09-4840, 11-4870 and 11-4880, in accordance with Purchasing By-law 63-2008;

And further, that staff be directed to incorporate into future reports any relevant information regarding the financial impacts of meeting external agency design requirements for Regional capital projects.

Carried 2011-747

The Committee raised concern of increased costs to capital projects by performing additional environmental studies required by conservation authorities and provincial ministries.

Dan Labrecque, Commissioner, Public Works stated that staff currently resolve additional design requirements by communicating directly with staff at the Conservation Authorities. Any requirements that can not be resolved are brought to Regional Council's attention.

Councillor Whitehead requested that a policy guideline regarding additional environmental studies beyond the scope of the initial contract be implemented for staff and agency reference. The Committee directed staff to report back to the next Regional Council meeting with a recommendation on incorporating into future reports any relevant information regarding the financial impacts of meeting external agency design requirements for Regional capital projects and should include a policy guideline for dealing with additional environmental studies.

b) Consulting Services for Wastewater Permanent Flow Monitoring and Rain Gauge Network, Capital Project 09-2405, Document Number 2011-044P

Moved by Councillor Thompson,
Seconded by Councillor Starr;

That the contract (Document 2011-044P) for consulting services for the wastewater permanent flow monitoring and rain gauge network in The Regional Municipality of Peel, be awarded to Cole Engineering Group Ltd., under Capital Project 09-2405, in the amount of $497,894 (excluding applicable taxes), in accordance with Purchasing By-law 63-2008.

Carried 2011-748

c) Consulting Services for Implementation of a Chemical Corrosion Control System, Capital Project 07-2430, Document Number 2011-207P – Town of Caledon, Ward 5; City of Brampton, Wards 5 and 10 and City of Mississauga, Ward 5

Moved by Councillor Fonseca,
Seconded by Councillor Whitehead;

That the contract (Document 2011-207P) for the consulting services for the Implementation of a Chemical Corrosion Control System be awarded to Black and Veatch Canada in the amount of $609,647 (excluding applicable taxes), under Capital Project 07-2430, in accordance with Purchasing By-law 63-2008.

Carried 2011-749

Councillor Palleschi arrived at 9:23 a.m.

Discussion occurred regarding technical and financial review of Request for Proposals which have been submitted and transparency of the same.

R. Kent Gillespie, Commissioner, Employee & Business Services advised that the Internal Audit team is currently undertaking a Procurement Audit which includes a purchasing review of current trends and best practices towards greater transparency and disclosure around procurement activity.

Councillor Starr offered to meet with staff during review of the procurement practices to provide a perspective from his past experience in dealing with Request for Proposals.

Councillor Fonseca inquired if a contractor’s past performance with the Region of Peel is considered when reviewing current submissions for Request for Proposals or Tenders.

James Macintyre, Director of Purchasing confirmed that a Consultant Evaluation Rating is conducted when a contract is completed which would be referenced during review of current proposals.

d) Hanlan and East Brampton Pumping Station Hydraulic Assessment, Capital Project 10-1904, Document Number 2011-312P – City of Brampton, Ward 3 and City of Mississauga, Ward 5

Moved by Councillor Thompson,
Seconded by Councillor Starr;

That the contract (Document 2011-312P) for consulting services for the design and contract administration services for Hanlan and East Brampton Pumping Station Hydraulic Assessment be awarded to Gamsby and Mannerow Limited in the amount of $712,310 (excluding applicable taxes), under Capital Project 10-1904, in accordance with Purchasing By-law 63-2008.

Carried 2011-750

e) Alton Wastewater Servicing Class Environmental Assessment Study - Professional Engineering Services - Capital Project 09-2825, Document Number 2010-176N - Town of Caledon, Ward 1

Moved by Councillor Thompson,
Seconded by Councillor Moore;

That the contract (Document 2010-176N) for the Alton Wastewater Servicing Class Environmental Assessment Study (Class EA) between the Region of Peel and Black & Veatch Canada Company, be extended to provide additional engineering services in the amount of $208,784 (excluding applicable taxes), under Capital Project 09-2825, for a total commitment of $453,764 (excluding applicable taxes), in accordance with Purchasing By-law 63-2008.

Carried 2011-751

f) Sheridan Villa Long Term Care Redevelopment Update

Moved by Councillor Moore,
Seconded by Councillor Fonseca;

That the contract with Bondfield Construction Company Limited for the Redevelopment of Sheridan Villa Long Term Care home be increased by $257,600 for a total contract price of $26,330,000;

And further, that a final release in settlement of the claim for extra compensation under the contract be executed by the Region’s duly authorized signing officers.

Carried 2011-752

g) Report of the Greenlands Securement Subcommittee (GSSC-2011-3) meeting held on June 30, 2011

Moved by Councillor Palleschi,
Seconded by Councillor Moore;

That the report of the Greenlands Securement Subcommittee (GSSC-2011-3) meeting held on June 30, 2011, be adopted.

Carried 2011-753

1. DECLARATIONS OF CONFLICT OF INTEREST - Nil

2. APPROVAL OF AGENDA
RECOMMENDATION GSSC-8-2011:

That the agenda for the June 30, 2011 Greenlands Securement Subcommittee meeting be approved.

Approved 2011-754

3. DELEGATIONS/PRESENTATIONS - Nil

4. REPORTS - Nil

5. COMMUNICATIONS - Nil

6. IN CAMERA MATTERS

These items were dealt with under Resolutions 2011-756 to 2011-758 inclusive


5. IN CAMERA MATTERS

Council opted not to move into closed session to consider the following item:

a) In Camera Report of the Greenlands Securement Subcommittee (GSSC-2011-3) meeting held on June 30, 2011
Moved by Councillor Palleschi,
Seconded by Councillor Moore;

That the In Camera report of the Greenlands Securement Subcommittee (GSSC-2011-3) meeting held on June 30, 2011, be adopted.

Carried 2011-755
a) DELEGATIONS/PRESENTATIONS

i) Eric Baldin, Senior Conservation Lands Planner, Credit Valley Conservation, Presenting Credit Valley Conservation Funding Request - June 2011 - Town of Caledon, Ward 1 (A proposed or pending acquisition or disposition of land by the municipality or local board)

Received 2011-756

See also Resolution 2011-758

b) REPORTS

i) Toronto and Region Conservation Authority Funding Request - June 2011 - Town of Caledon, Ward 1 (A proposed or pending acquisition or disposition of land by the municipality or local board)
RECOMMENDATION GSSC-9-2011:

That the amount of $20,850 be provided to the Toronto and Region Conservation Authority (TRCA) to cover approximately 43.7 per cent of the $47,700 cost related to the transfer of 2.4 hectares (6 acres) to complete the securement of property in the Town of Caledon as described in the report of the Chief Financial Officer and Commissioner of Corporate Services, dated June 14, 2011, titled “Toronto and Region Conservation Authority Funding Request - June 2011 - Town of Caledon, Ward 1” in accordance with the Region of Peel and TRCA Land Acquisition Agreement;

And further, that all aforementioned funds for the acquisition of lands be provided from the Greenlands Securement Capital Project 11-3310 subject to the terms and conditions outlined in this report.

Approved 2011-757
ii) Credit Valley Conservation Funding Request - June 2011 - Town of Caledon, Ward 1 (A proposed or pending acquisition or disposition of land by the municipality or local board)
RECOMMENDATION GSSC-10-2011:

That an amount not to exceed $120,900 be provided to the Credit Valley Conservation (CVC) to cover 47.8 per cent of the allowable costs related to the transfer of 20 hectares (50 acres) to complete the securement of property in the Town of Caledon as described in the report of the Chief Financial Officer and Commissioner of Corporate Services, dated May 19, 2011, titled “Credit Valley Conservation Funding Request - June 2011 - Town of Caledon, Ward 1” in accordance with the Region of Peel and CVC Land Acquisition Agreement;

And further, that the funds for the acquisition be provided from the Greenlands Securement Capital Project 11-3310 subject to the terms and conditions outlined in the subject report;

And further, that the Regional funding exclude costs that cover a land stewardship plan or emergency stewardship plan.

Approved 2011-758
See also Resolution 2011-756


6. OTHER BUSINESS
- Nil


7. CONFIRMING BY-LAW

Moved by Councillor Whitehead,
Seconded by Councillor Thompson;

That By-law 94-2011 to confirm the proceedings of the Interim Period Approvals Committee at its meeting held on August 11, 2011, and to authorize the execution of documents in accordance with the Region's by-laws relating thereto, be given the required number of readings, taken as read, signed by the Regional Chair and the Deputy Clerk and the Corporate Seal affixed thereto.

Carried 2011-759


8. ADJOURNMENT

The meeting adjourned at 9:48 a.m.

 

 

A. Macintyre
_________________________
Deputy Clerk

E. Kolb
_________________________
Regional Chair