township of woolwich committee of the whole revised agenda · township of woolwich committee of the...

Township of WoolwichCommittee of the Whole

Revised Agenda

Tuesday, March 20, 20187:00 p.m.

Council Chambers, 2nd Floor24 Church Street West, Elmira

Chair: Councillor Larry Shantz

Pages

1. Public Resolution to Move into Closed Session - ( 6 p.m. in Council Chambers)

THAT the Council of the Township of Woolwich convenes in closed session onTuesday, March 20, 2018, in the Councillors' Office in accordance with theMunicipal Act, R.S.O. 2001, Section 239 (2) (e), for discussion referring tolitigation or potential litigation, including matters before administrative tribunals,affecting the municipality or local board (1 Legal Matter).

2. Resolution to Reconvene in Open Session (7:00 p.m. in Council Chambers)

3. Disclosures of Pecuniary Interest

4. Items to Come Forward from Closed Session

5. Planning Public - 7:00 p.m.

6. Presentations

7. Delegations

7.1 Tony Dowling, West Montrose Residents Association 1

7.2 Memo - Shine a Little Light 24

7.2.1 Greg Kaut, Grand River Hospital Fundraising Event

8. Unfinished Business

9. Consent Items

Items listed under the Consent Agenda are considered routine, and are enactedin one motion in order to expedite the meeting. However, any Council membermay request one or more items to be removed from the Consent Agenda forseparate discussion and/or action.

9.1 Items for Approval

9.1.1 F08-2018 - Treasurer's Report - DC Statement 2017 25

9.2 Items for Information

9.2.1 Council Mail Folder Items

10. Staff Reports and Memos

10.1 Request for Proposal 2018-14 - Request for Proposal for anOrganizational Review for the Township of Woolwich

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10.2 E04-2018 - Drinking Water Systems 2016 Annual Summary Report 51

10.3 E14-2018 - Tender Award for Tallwood Drive and Granbridge DriveReconstruction

81

10.4 R02-2018 - St. Jacobs Arena Condenser Replacement 88

10.5 Memo - 2018 Meeting Schedule – Gaps Between Meetings 92

10.6 Memo - Partnership – Riverside School playground project 94

11. Other Business

12. Outstanding Activity List as of March 16, 2018 96

13. Correspondence

13.1 Sylvia Jones, MPP Dufferin-Caledon - Concerns RE New AssetManagement Plans Reporting Requirements

101

13.2 City of Cambridge - Resolution from Cambridge City Council to IncreaseLocal Library Funding

102

14. Public Notice

15. Notice of Closed Meetings

16. Notice of Motion

17. Adjournment

All decisions made at a Committee of the Whole Meeting are subject toratification at the following Council Meeting.

If you have any questions about the content or outcome of this meeting, pleasecontact Sarah Goldrup at 519-669-6004 or [email protected].

Cultural Heritage Landscape = “The Covered Bridge Experience”

This is a special place…

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Cultural Heritage Landscape = “The Covered Bridge Experience”

This is a special place…

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The “Heart” Of The Covered Bridge Experience

Destination for over 60,000 Visitors / Year

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This is a Special Place! (With Special Challenges & Requirements.)

Stewardship of the “Heart” Three-Way Partnership

1. BridgeKeepers 2. Township (parks, roads & signage maintenance,

repairs & upgrades; traffic calming; river access) 3. Region (covered bridge maintenance, repairs &

upgrades)

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Visitors / Traffic:

• Motorists • Vintage car clubs* • Bicycles* • Motorcyclists* • Tour buses • Hikers* • Pedestrians

* Often in large numbers

Conflicting and potentially dangerous interactions

• Kayakers / canoeists* • Photographers • Limousines • Horses & buggies • Farm equipment • 60’ milk trucks • School buses

This is a Special Place! (With Special Challenges & Requirements.)

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Pedestrians vs. Vehicles

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Tourists Oblivious to Traffic “Toddlers in Trouble”

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Kayakers Unloading; Trucks / Trailers Backing Into Traffic

Buggies & Vehicles

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Runners, Cars, Buggies & Bikes

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Limousines &

Motorcycles

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Current Infrastructure

Gole Park(ing lot) (acquired in 1988 for “green space”)

Letson Park

Seasonal tables Seasonal toilet

Inadequate for 60,000+ Visitors per Year

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60,000+ Visitors per Year

Infrastructure Needed:

• Safer roadways • Park Improvements:

• Toilet facilities • Picnic tables / benches • (Live?) fencing

• Signage re private property • River access and egress • Better tourist / traffic

“accommodation” @ store area

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Safety Infrastructure Needed: Second Stop Sign @

Covered Bridge & Hill

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Safety Infrastructure Needed: Three-way stops at Letson, Tallwood, Hill

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Safety Infrastructure Needed: 40 km/hr in the “Heart”

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Resident / Tourist Infrastructure Needed: River Access

(Private property vs. Public Property)

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Resident / Tourist Infrastructure Needed: Better Tourist / Parking “Accommodation”

@ Gole Park / General Store

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Tourist Infrastructure Needed: Directional / Informational Signage

(Private property vs. Public Property)

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Tourist Infrastructure Needed: Upgraded Toilets @ Letson Park

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Tourist Infrastructure Needed: “Live” Fencing @ Letson Park

(Resident Privacy & Aesthetics)

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Beyond the Township

Region: Maintenance & upgrades to the covered bridge Waterloo North Hydro: Bury hydro lines in the “Heart”

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PRIORITIES - TOWNSHIP (Short Term: 2018)

• Traffic Calming / Safety: • Three-way stop @ Letson & Covered

Bridge • 3-way stop @ Covered Bridge & Tallwood • Second stop sign at Covered Bridge & Hill • 40 km/hr speed limits in the “Heart” • Electronic speed indicators (occasionally)

• Replace posts @ Letson to keep cars off grass • Improve grading of Letson Park to eliminate

puddles • Toilet(s) upgrade @ Letson Park • “Live” fence @ Letson Park • Directional signage for tourists (private vs.

public property)

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PRIORITIES - TOWNSHIP (2019-2022)

• Electronic speed indicators (occasionally) • Three-way stop @ Covered Bridge / Hill • Property for river access / green space • Pave Letson Dr. 150m south from Rivers Edge • Road & parking markings @ general store

• Reconfiguration & upgrade of Gole Park (requires input from neighbours): • Move mail boxes • Grading & “live” fencing • Benches / table

The Covered Bridge Experience - This is a Special Place

BridgeKeepers – We’re here to help!

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R TOWNSHIP OF WOOLWICH

RECREATION & FACILITIES SERVICES

DATE: March 8, 2018

MEMO TO: SMT FROM: Jennifer Horndl, Facilities Supervisor, Recreation & Facilities Services SUBJECT: Waiving of rental fee – Woolwich Memorial Centre, McLeod pad (off-ice)

The “Shine a Little Light” event organizing committee has registered as a delegation for the March 20th, 2018 Council meeting to request Council consider waiving the facility rental fees for their 1st annual Grand River Craft beer, Wine and Shine Show taking place at the Woolwich Memorial Centre on Saturday June 2, 2018. This event is intended as a fundraiser for the “Shine a Little Light” campaign which is raising funds to provide parents and children using Grand River Hospital for emergency and long-term care with little luxury items such as coffee cards, warm meals and comfort items. The event is being run in partnership with Murphy’s Law Distillery, Elmira Home Hardware, and Elmira Harvey’s Swiss Chalet and will showcase craft beer, wine and moonshine along with food provided by a variety of vendors and food trucks. This will truly be an original, one of a kind event for Woolwich and the WMC. RFS staff are currently meeting with the committee to assist with due diligence, AGCO and facility requirements as well as assisting the group where possible to help make the event a success with the opportunity to showcase our amazing facility and our capacity to host large events. The event is currently scheduled for the afternoon of Saturday, June 2nd with set up and tear down occurring on Friday evening and Sunday morning. Staff have offered the organizer’s the regular rental rates and with the group approaching Council as staff do not have the authority to waive rental fees. The total permit cost for the event is $1511.

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Finance Staff Report

Report Title: Treasurers Statement – Development Charges 2017

Report Number: F08-2018

Author: Richard Petherick

Meeting Type: Committee of the Whole Meeting

Meeting Date: March 20, 2018

File: F20

Consent Item: Yes

Final Version: Yes

Reviewed By: SMT

Final Review: Senior Management Team

Recommendation:

That considering Report F08-2018 respecting the Treasurers Statement - Development

Charges 2017, the Council of the Township of Woolwich receives this report for

information purposes.

Background:

The purpose of this report is to provide Council with a status report of the Township’s

Development Charges (DC) reserve fund as at December 31, 2017. Development

charges are assessed against land development projects to help fund the cost of capital

infrastructure needed to service growth. Development charges are calculated based on

a background study that is required to be undertaken every five years, which the last full

study was completed in 2014. From the results of the background study the

development charges by-law is crafted and adopted by Council. The development

charge by-law is the framework that Township staff use when applying charges against

any particular development.

Comments:

The Development Charges Act, 1997, as amended, requires that development charges

and associated interest be placed in separate reserve funds. Development charges in

reserve funds must be spent only for the “costs” so determined in the development

charge study and related by-law, examples of such expenditures can be found in

Appendix “A”. Monies may be borrowed from the funds but must be paid back with

interest, and development charges reserve funds are not to be consolidated with the

other municipal reserve funds for investment purposes. Annually, the Treasurer of the

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municipality is required to provide Council with a financial statement related to the DC

by-law and reserve funds. Also, the statement must be made publicly available after

being filed with Council.

The Township maintains a consolidated development charges reserve fund. The

continuity statement attached as Appendix “A” provides a summary of financial activity in

the reserve fund for the year ending December 31, 2017. Inflows consist of

contributions from developers collected at building permit issuance plus interest earned

in the period. Outflows are in accordance with the Township’s development charges by-

law and approved expenditures (through budget or other Council motion). A summary

of capital financing for the year 2017, for projects funded in whole or in part from the

development charges reserve fund, is also included in Appendix “A”. It is important to

note that the Parks & Recreation Development Charge Reserve Funds is in a negative

balance. The Parks & Recreation section is in a negative position due to the Township’s

undertaking of the Capital Facilities Program and more specifically the construction of

the Woolwich Memorial Centre. Under the Development Charges Act, 1997, as

amended, this is allowed as long as the overall development charges balance is

positive. Also each scenario was captured in the Township’s last full Development

Charges Study and the recovery for these funds have been accounted for.

Interdepartmental Implications:

None.

Financial Implications:

None.

Strategic Plan Focus Area:

Not Applicable.

Conclusion:

Ontario Regulation 82/98, and as further amended by Bill 73, prescribes the information that must be included in this Treasurer’s Statement. This report is provided for Council’s information.

Attachments:

Appendix “A” – Summary of Development Charges Reserve Fund

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Appendix "A"

RESERVE

FUND PUBLIC PARKS & SANITARY

TOTAL CORPORATE FIRE WORKS RECREATION WATER SEWERAGE

BALANCE - JAN. 1, 2017 3,383,158 424,305 1,625,663 1,626,252 (567,170) 145,854 128,255

Inflows

Developer Contributions 812,744 38,032 68,984 336,956 205,627 92,268 70,877

Interest Earnings 49,782 7,356 21,250 25,430 (8,533) 2,163 2,115

862,526 45,388 90,234 362,387 197,094 94,431 72,992

SUBTOTAL 4,245,683 469,692 1,715,897 1,988,639 (370,076) 240,285 201,247

Outflows

Transfers to Revenue FundPublic Works Building Lease 1 32,405 16,203 8,101 8,101

Breslau I & I Monitoring/Investigation 2 17,552 17,552

Elmira/St. Jacobs I & I Monitoring/Investigation 3 25,736 25,736

General I & I Monitoring/Investigation 4 6,598 6,598

Development Charge Amendment Study 5 15,267 15,267

Facilities Debt Financiang 6 30,430 30,430

Stockyard Secondary Plan 7 44,573 44,573

OSIM Bridge Study 8 4,669 4,669

Transfers to Capital Fund:Joint Breslau Fire/EMS Station 9 931,758 931,758

Bauman/College Reconstruction 10 2,714 950 1,357 407

Bridge Street West EA Study 11 4,714 4,714

Homestead/Zingervilla Construction 12 41,614 41,614

Old Scout Place Construction 13 420,172 420,172

Barnswallow Drive Reconstruction 14 23,493 23,493

Capital Bridge 15 42,370 42,370

Woolwich St S/Dolman Reconstruction 16 65,106 33,855 31,251

William Street Reconstruction 17 16,067 4,178 11,890

Snyder Ave N Reconstruction 18 234,260 114,788 119,473

Weigel Drain 19 24,038 24,038

1,983,537 59,840 931,758 731,043 30,430 128,931 101,534

BALANCE - DEC. 31, 2017 2,262,146 409,852 784,139 1,257,596 (400,506) 111,354 99,713

-----------------------TOWNSHIP WIDE----------------------- -----AREA SPECIFIC-----

Township of Woolwich

Summary of Development Charges Reserve Fund

Statement of Continuity

(by stream of expenditures)

as at December 31, 2017

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Note 1 Public Works Building Lease funding: Funded 100% from Devlopment Charges

Note 2 Breslau I & I Monitoring/Investigation funding: $17,552 Development Charges; $9,698 Wastewater

Reserve Fund

Note 3 Elmira/St. Jacobs I & I Monitoring/Investigation funding: $25,736 Development Charges; $10,115 Wastewater

Reserve Fund

Note 4 General I & I Monitoring/Investigation funding: $6,598 Development Charges; $6,598 Wastewater

Reserve Fund

Note 5 Development Charge Amendment Study funding:Funded 100% Development Charges

Note 6 Facilities Debt Financing funding: $30,430 Devlopment Charges, $230,348 General Levy

Note 7 Stockyard Secondary Plan funding: $44,573 Development Charges, $17,334 General Levy

Note 8 OSIM Bridge Study funding: $4,669 Development Charges; $42,025 General Levy

Note 9 Breslau Joint Fire/EMS Station funding: $931,758 Development Charges, $474,652 Accounts Receivable;

$175,764 General Levy

Note 10 Bauman/College Reconstruction funding: $2,714 Development Charges; $2,280 Water Reserve Fund;

$3,691 Wastewatewr Reserve Fund; $2,171 Federal Gas Tax Reserve Fund

Note 11 Bridge St W EA Funding: $4,714Development Charges; $4,714 Infrastructure Reserve Fund

Note 12 Homestead/Zingervilla Construction funding: $41,614 Development Charges; $41,598 Accounts Receivable

Note 13 Old Scout Place Constructionfunding: $420,172 Development Charges; $407,865 Accounts Receivable

Note 14 Barnswallow Drive Reconstruction funding: $23,493 Development Charges; $12,650 Infrastructure Reserve

Fund

Note 15 Capital Bridge funding: $42,370 Development Charges; $47,030 General Levy; $334,298 Infrastructure

Reserve Fund

Note 16 Woolwich St S/Dolman Reconstruction funding: $65,106 Development Charges; $68,020 Federal Gas Tax

Reserve Fund; $21,888 Infrastructure Reserve Fund

Note 17 William St Reconstruction funding: $16,067 Development Charges; $15,277 Capital Contingency Reserve;

$10,141 Water Reserve Fund; $24,364 Wastewater Reserve Fund

Note 18 Snyder Ave N Reconstruction funding: $234,260 Development Charges; $574,181 Grant (CWWF);

$234,260 Water Reserve Fund; $695,134 Wastewater Reserve Fund

Note 19 Weigel Drain funding: $24,038 Development Charges; $962 General Levy; $9,340 Infrastructure Reserve

Fund

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A

TOWNSHIP OF WOOLWICH

CHIEF ADMINISTRATIVE OFFICE

DATE: March 15, 2018TO: Council FROM: David Brenneman, Chief Administrative Officer SUBJECT: Draft Request for Proposal (RFP) – Organizational Review FILE ID: MEETING DATE: March 20, 2018

Attached you will find the draft Request for Proposal (RFP) for the Organizational Review. As per Council's request, it is before you this evening for your endorsement before it is advertised. If Council is supportive of the content (subject to any potential amendments Council may like to see), I would ask for your support in issuing the document prior to the next Council meeting so the process can move forward. A draft recommendation has been included on the agenda of the March 20 Special Council meeting. As Council is aware, a staff report will eventually come forward with a recommendation regarding the firm to complete the organizational review.

Draft recommendation: That the Council of the Township of Woolwich permits staff to circulate Requests for Proposals 2018-14 for an organizational review.

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Request for Proposal 2018-14

REQUEST FOR PROPOSAL FOR AN ORGANIZATIONAL REVIEW

FOR THE

Township of Woolwich

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Table of Contents

1.0 Proposal Submission Instructions ..................................................................................... 3 1.1 Proposal Submissions ..................................................................................................... 3 1.2 Right to Withdraw........................................................................................................... 3 1.3 Inquiries and Addendum ................................................................................................. 3 1.4 Clarification .................................................................................................................... 4

1.5 Conflict of Interest .......................................................................................................... 5

1.6 Bribery and Collusion ..................................................................................................... 5

2.0 Scope ................................................................................................................................... 6 2.1 Background and Objective .............................................................................................. 6 2.2 Scope of Work ................................................................................................................ 6

3.0 Proposal Instructions ........................................................................................................... 9

3.1 General Instructions ........................................................................................................ 9 3.2 Proposal Structure and Format Instructions .................................................................... 9

4.0 Written Proposal Submission Requirement ...................................................................... 12 4.1 Section 1 - Company Profile ......................................................................................... 12 4.2 Section 2 - Approach and Methodology ....................................................................... 12

4.3 Section 3 - Experiences and References ....................................................................... 13 4.4 Section 4 - Team Structure / Staff Qualifications ......................................................... 13 4.5 Section 5 – Cost Proposal ............................................................................................. 13

5.0 Proposal Evaluation Procedure ......................................................................................... 15

5.1 Introduction ................................................................................................................... 15 5.2 Evaluation Criteria ........................................................................................................ 15 5.3 Selection of Proponents ................................................................................................ 15

5.4 Acceptance, Award and Rejection ................................................................................ 15 6.0 Resulting Contract Clauses ............................................................................................... 17

6.1 Indemnification ............................................................................................................. 17 6.2 Insurance ....................................................................................................................... 17 6.3 Workers’ Rights ............................................................................................................ 18 6.4 Assignment of Contract ................................................................................................ 18 6.5 Replacement of Personnel............................................................................................. 18

6.6 Bankruptcy or Insolvency ............................................................................................. 19

6.7 Performance Warranty .................................................................................................. 19

6.8 Termination ................................................................................................................... 19 6.9 Disputes......................................................................................................................... 19 6.10 Confidentiality / Non-Disclosure of Information ......................................................... 20 6.11 Invoicing ....................................................................................................................... 20 6.12 Force Majeure ............................................................................................................... 21

6.13 Governing Law ............................................................................................................. 21 6.14 Ethical Conduct ............................................................................................................. 21 6.15 Accessibility for Ontarians with Disabilities Act ......................................................... 21

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1.0 Proposal Submission Instructions

1.1 Proposal Submissions 1.1.1 Sealed Proposals, in accordance with Part 3 of this document, are to be

addressed to: Township of Woolwich 24 Church Street West P.O. Box 158 Elmira, ON N3B 2Z6 Attn: Richard Petherick Director of Finance & Treasurer

Proposal Submissions are to be marked Request for Proposal 2018-14 – Organizational Review and MUST be received, time and date stamped, no later than the closing date and time, which will be Monday, April 30th at 2:00 PM, Eastern Standard Time, at the above noted location. Please allow sufficient time to register at the reception desk in the main lobby.

1.1.2 Proposals submitted by facsimile or e-mail shall not be considered. 1.1.3 Late submissions shall be disqualified and returned unopened. 1.1.4 The Township of Woolwich (“the Township”) will not be responsible for any

costs incurred in the preparation of the Proponent’s submission and once received the submission becomes the property of the Township.

1.2 Right to Withdraw 1.2.1 The Proponent may withdraw their Proposal submission before the closing

date and time by providing the Township with written notice prior to the closing time.

1.3 Inquiries and Addendum 1.3.1 All Proposal inquiries must be submitted through the Township’s Bids &

Tenders website using the “Submit a Question: button. 1.3.2 Inquiries must be received no less than 5 working days prior to the Proposal

closing date to allow sufficient time to provide a response. Inquiries received

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after this time are not guaranteed a response prior to the Proposal closing date.

1.3.3 To ensure consistency and quality of information provided to the Proponent,

any information with respect to significant inquiries received and the replies to such inquiries will be provided simultaneously to all Proponents to which this Request for Proposal (“RFP”) has been sent without revealing the sources of the inquiries. The responses to questions will be provided to all Proponents in writing.

1.3.4 Under no circumstances will meetings related to this RFP be held with

individual Proponents prior to the closing date and time of this Request for Proposal.

1.3.5 Non-compliance with condition 1.3.4 above may (for that reason alone) result

in disqualification of the Proponent’s submission. 1.3.6 Should it become necessary to provide additional information, or make

changes to the proposal document, written addenda will be issued to all Proponents at least forty-eight (48) hours prior to the closing date and time.

1.3.7 The Township may provide additional information, clarification or modification

by written addenda. All addenda shall be incorporated into and become part of this Request for Proposal. The Township shall not be bound by oral or other informal explanations or clarifications not contained in written addenda.

1.3.8 Each Proponent shall be responsible for verifying before depositing its

proposal submission that it has received all addenda that have been issued.

1.4 Clarification 1.4.1 It is the responsibility of each Proponent to inquire about and clarify any

requirements of this Request for Proposal which are not understood. 1.4.2 Proponents must obtain their own information on all matters and things that

may in any way influence them in developing their proposals. 1.4.3 The Proponent must satisfy themselves in all respects as to the risks and

obligations to be undertaken by them.

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1.5 Conflict of Interest 1.5.1 Each Proponent shall declare to the Township as part of their proposal any

situation that may be either a conflict of interest or a potential or perceived conflict of interest with the contractual obligations of their proposal.

1.5.2 No member of the Township and no officer or staff member of the Township

are, will be, or shall become interested, directly or indirectly, as a contracting party, partner, stockholder, surety or otherwise in the performance of any contract resulting from this solicitation or in the supplies, work or business in connection with any such contract or in any portion thereof, or in any monies to be derived there from.

1.6 Bribery and Collusion 1.6.1 Should a Proponent or any of their agents give or offer any gratuity to or

attempt to bribe any member of the Township, or attempt to commit fraud, the Township shall be at liberty to reject the Proponent’s submission or cancel the contract.

1.6.2 The Proponent further acknowledges that their proposal is made without any

connections, knowledge, and comparison of figures or arrangements with any other company, firm or person making a proposal for the same work and is in all respects fair and without collusion or fraud.

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2.0 Scope

2.1 Background and Objective

Overview The Township of Woolwich is seeking a proponent to undertake an organizational review which will thoroughly review the whole Organization, as well as each Department, and identify structures that best support optimal levels of efficient and effective service delivery, service improvement opportunities and best position the organization for innovation. To complete the organizational review, the Township is seeking a proponent that can effectively review the Township’s core business areas, including service delivery structure and capacity, staffing levels and reporting relationships.

The Township requests assessments and recommendations in the following areas:

- Confirm the Township’s key business areas; - Operational activities are efficient, effective and make appropriate use of

resources; - Staffing levels are appropriate for the current and future level of service demand; - Organizational structure provides efficient and effective service delivery; - Opportunities for service improvement through partnerships or contracted

services; and - Positioning the organization for innovation.

The Township requests that the proponent provide clear, concise and detailed information pertaining to the features, specifications, and implementation of an organizational review that meets the requirements listed in this Request for Proposal (RFP).

2.2 Scope of Work

The successful proponent will undertake an examination of Township Services to:

a. Identify organization structures to better support an effective and efficient delivery of services

b. Identify service improvement opportunities, including shared services, contracted services and sustainability;

c. Link corporate strategic plan priorities; and d. Position the organization for future innovation

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As part of the examination, the proponent will examine the Township’s staffing levels in comparison to other similar municipalities. The report should consider staff/management ratios, workload, staff multi-tasking, staff size versus population etc. Recommendations or options on necessary organizational structure and/or reporting changes should also be included. The proponent will provide a final report to the Township outlining findings that support current structures and practices and make recommendations towards structural and staffing improvements, measurable cost savings opportunities, and efficiencies over the next ten (10) years. The successful proponent will report to the CAO.

Services provided by the consultant will include:

- Assisting in defining and controlling project scope and project work plan;

- Accepting and validating key project deliverables in conjunction with the CAO;

- Preparing required project status reports and leading/facilitating functional teams meetings and workshops;

- Ensuring project deliverables meet agreed upon quality standards;

- A high level work plan for the successful implementation of the report and recommendations; and,

- Development of easily measured metrics to track progress of recommended actions. This shall include but not be limited to annualized bottom line savings over 10 years and measurable service performance improvements.

The report shall specifically address the potential impacts of various recommendations on staffing and the organizational structure.

The successful proponent will be required to follow applicable Township policies and directives throughout the project.

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Deliverables:

1. The consultant shall recommend a proposed organizational structure

based on findings Township wide and, in particular for the Departments,

and present clear recommendations on changes that will improve the

effectiveness and efficiency of operations.

2. The consultant shall prepare a draft final report and review project findings

and proposed recommendations (including detailed implementation and/or

phasing plans) with the CAO and the rest of the Project Team, prior to

finalizing the report.

3. The consultant shall present a written final report summarizing the results

of the organizational and operational review incorporating findings,

conclusions, and recommendations and deliver 12 copies to the Township

by September 30, 2018. In addition, the consultant shall provide all

presentations, materials and final report in an electronic form acceptable

to the Township (for example pdf).

4. If required, the consultant shall appear before Council to present the final report.

5. The consultant shall provide assistance to the CAO and the Project Team in:

a) planning and communicating the project to Township staff

throughout the duration of project, and

b) presenting and communicating the final report and implementation

plan to Township staff.

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3.0 Proposal Instructions

3.1 General Instructions 3.1.1 Proposal Policy

Specific instructions for the preparation of each of the proposal sections required by this RFP are contained in this section. Proposals will be evaluated up to the page limits listed in the format instructions. Material exceeding the specified page limits will not be evaluated. Excess material will be removed from the section to which the page limit applies.

3.1.2 Proponent Definition

For the purposes of this RFP, a “Proponent” is defined as the entity submitting a proposal in response to this RFP. A Proponent is therefore one of the following entities: Prime Contractor, where a single vendor proposes to assume full

contractual liability; and Prime Contractor with various sub-contractors, where the Prime

Contractor proposes to assume full contractual liability.

3.2 Proposal Structure and Format Instructions

This section provides general guidance for preparing proposals as well as specific instruction on the format and content of the proposal. The Proponent’s proposal must include all data and information requested and must be submitted in accordance with these instructions. The proposal shall be clear, concise, and shall include sufficient detail for effective evaluation and for substantiating the validity of stated claims. The proposal should not simply rephrase or restate the Township’s requirements, but rather shall explain how the Proponent intends to meet these requirements. Proponents shall assume that the Township has no prior knowledge of their experience, and the proposal evaluation will be based solely on the information presented in the proposal.

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All Proponents shall conform to the following proposal formatting instructions:

The proposal shall be divided into five (5) sections. Page limits for each section are summarized in the following table:

Section Title Page Limit

1 Company profile 2

2 Approach, methodology and schedule 5

3 Experience and references 4

4 Team structure / Staff qualification 2 + 2 + CV’s as Appendicies*

5 Cost proposal 1

* Appendices are not to be counted in page counts

The content of each section shall address the subjects in the order and format detailed in Part 4, Written Proposal Submission Requirements.

3.2.1 Page Format

Pages shall be single-spaced using at minimum 10-point Arial font. Page size shall be 8.5 x 11 inches. All margins shall be no less than 1 inch. The glossary of abbreviations, title pages, table of contents, and tabbed dividers are not included in page limitations, and therefore should not include proposal material. All copies of the proposal shall be printed single sided.

3.2.2 Binding and Labelling Sections 1-4 of the proposal submission shall be bound together in one

binder or package. Each binder/package shall have the RFP number, the Proponent’s identity, and copy number printed on the cover. Pages shall be numbered sequentially by section, identifying the RFP number, section number, page number, and date of submission in the upper right hand corner of the page. Tabbed dividers shall separate each section.

3.2.3 Number of Copies The Proponent shall submit five (5) copies of their proposal in the English

language.

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3.2.4 Proprietary Content Information, which the Proponent considers being of a proprietary or

confidential nature must be, clearly marked “PROPRIETARY”. 3.2.5 Covering Letter The Proponent shall provide a covering letter with their submission (not

included in the page count) signed by a duly authorized officer of the firm indicating:

i) Compliance to clause 1.5 “Conflict of Interest”; ii) Compliance with all other terms and conditions of the proposal document.

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4.0 Written Proposal Submission Requirement

4.1 Section 1 - Company Profile

Proponents are to provide information on their company such as, but not limited to, the following:

Size of company, number of employees both locally and other (i.e. status full time/part time);

Number of years in business both locally and other;

Confirmation of any required licensing in the Province of Ontario;

Memberships in any professional associations;

Extent of company resources (i.e. CAD stations, plotters, printers) and available outside resources if required;

Ability to respond to an on-site meeting within two (2) hours;

The correct legal name of the proposing entity;

The Principal business and corporate directors of the proposing entity, including any major subcontractors; and

The name, title, mailing address, e-mail, telephone (land line and cell) and fax number of the person who will be the Township’s point of contact.

4.2 Section 2 – Approach, Methodology and Project Schedule

The consultant shall submit their proposed methodology to achieve the project scope and overall objectives set out earlier in the RFP, and shall be sure to address:

1. Individual interviews with key stakeholders, generally including:

• CAO and members of the Senior Management Team;

• Managers and Supervisors;

• Members of Council wishing to have input;

• A cross-section of staff in each Department;

• Union stewards; and

• Key community stakeholders and customers, as appropriate

to obtain comments and observations about current operations, and to provide suggestions for improvements. Estimated number of interviews: 40-50.

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2. The Project Schedule shall include key milestones, touch points and communications.

4.3 Section 3 - Experiences and References

This section must include, but is not limited to, the following:

Examples of related projects with similar functional requirements, size and complexity;

A brief description of each project highlighting similar elements;

Lessons learned that could be applied to this Project; and

References for each project including the client representative, telephone number and position and the Owner’s representative, telephone number and position if the Owner is different from the client.

4.4 Section 4 - Team Structure / Staff Qualifications

This section must include, but is not limited to, the following:

Identification of the principal with overall responsibility for the project and his/her qualifications and related experience;

Identification of the Proponent’s team indicating the names of the individuals who will work on the project, their roles and responsibilities, disciplines and related experience;

Identification of the total number of hours of each team member’s anticipated involvement in this project;

Related experience should include experience with municipal or public sector projects, experience with lump sum and construction management contracts;

The current workload of the proposed personnel.

4.5 Section 5 – Cost Proposal The Township uses a two-envelope system for the evaluation of proposals. As such, cost information must be provided in a separate envelope for that purpose or risk being disqualified. This section must include, but is not limited to, the following:

Submit an upset limit for all professional services required for the project in a table format outlining the items listed below:

o Provide a breakdown of the hourly fee for each project team member along with the total number hours for each team member;

o Identify your disbursements and an estimate of these costs with a per unit breakdown. These will not form part of the evaluation;

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An acknowledgement of the proponents understanding and agreement that any increase in the fees as specified in their submission will require the written approval of the Township.

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5.0 Proposal Evaluation Procedure

5.1 Introduction

The proposal evaluation team will be chaired by the Finance Department, and will consist of representatives of the Senior Management Team (SMT). It must be understood and accepted by any Proponent submitting a proposal that all decisions as to the degree to which a proposal meets the requirements of this RFP are solely within the judgment of the proposal evaluation team. The Proponent must comply with all requirements specified in the RFP. Statements that include the words “shall”, “must”, or “will” are considered to be mandatory. In the case of a mandatory item that is not complied with, the Proposal will not receive further consideration.

5.2 Evaluation Criteria In order to be considered for evaluation, proposals shall contain and will be evaluated

on the following:

Evaluation Criteria Weighing Factor Approach, methodology and schedule ................................................................. 30 points

Experience and references .................................................................................. 20 points Team structure / Staff qualifications ..................................................................... 30 points Cost proposal ....................................................................................................... 20 points Sub-total: 100 points

5.3 Selection of Proponents

5.3.1 Proponents may be required to orally present their submission to the Selection Committee.

5.4 Acceptance, Award and Rejection 5.4.1 The lowest or any proposal will not necessarily be accepted, in particular, if

only one proposal is received. 5.4.2 The Township reserves the right to accept or reject any part of each proposal

submission.

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5.4.3 All proposals officially received are irrevocable for a period of up to one hundred and twenty (120) days from the Proposal opening.

5.4.4 The Township interpretation of the contents of the official Request for

Proposal documents shall prevail. 5.4.5 The goods & services identified in this request for proposal are subject to

Council approval of the Staff report recommending award.

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6.0 Resulting Contract Clauses The following clauses are non-negotiable and will be incorporated into any resulting contract. Other additional clauses will be negotiated with the successful Proponent.

6.1 Indemnification

6.1.1 The successful Proponent, both during and after the term of this Agreement, shall at all times, and at its own expense and risk, indemnify and hold harmless the Township of Woolwich, its elected officials, officers, employees, volunteers, agents, contractors, and all respective heirs, administrators, executors, successors and assigns from any and all losses, damages (including, but not limited to, incidental, special, and consequential damages, or any loss of use, revenue or profit by any person, organization or entity), fines, penalties and surcharges, liabilities (including, but not limited to, any and all liability for damage to property and injury to person, including death), judgments, claims, demands, causes of action, contracts, suits, actions or other proceedings of any kind (including , but not limited to, proceedings of a criminal, administrative or quasi criminal nature) and expenses (including, but not limited to, legal fees on a substantial indemnity basis), which the indemnified person or persons may suffer or incur, howsoever caused, arising out of or in consequence of or directly or indirectly attributable to the Services required to be performed by the successful Proponent, its agents, employees and sub-consultants on behalf of the Township of Woolwich, provided such losses, damages, fines, penalties and surcharges, liabilities, judgments, claims, demands, causes of action, contracts, suits, actions or other proceedings of any kind and expenses as defined above are due or claimed to be due to the negligence, breach of contract, and/or breach of law of the successful Proponent, its agents, employees or sub-consultants.

6.1.2 This indemnification shall survive the termination or expiry of the contract.

6.2 Insurance

6.2.1 The successful Proponent shall provide and maintain during the term of the Contract Commercial General Liability insurance which shall include coverage of Professional Liability/Errors and Omissions Insurance in a form acceptable to the Township and subject to limits of not less than $2,000,000 inclusive per occurrence for bodily injury, death and damage to property including loss of use thereof.

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6.2.2 The Commercial General Liability insurance policies shall be in the name of the successful Proponent and shall name the Township of Woolwich as an additional insured.

6.2.3 The successful Proponent shall provide and maintain during the term of the

Contract liability insurance in respect to owned and leased licensed Motor Vehicles subject to a limit not less than $1,000,000 inclusive per occurrence for bodily injury, death and damage to property including loss of use thereof. Liability insurance coverage shall not be subject to a deductible.

6.2.4 It is understood and agreed that the coverage provided by the policy will not

be changed or amended in any way nor cancelled until thirty (30) days after written notice of such change or cancellation shall have been given to all Named Insured.

6.2.5 At the time of entering into the contract, the successful Proponent shall

provide evidence of the aforementioned insurance coverage to the Township in respect to this Contract.

6.2.6 In the event that the contract period extends beyond the term of the insurance

policy, the successful Proponent shall provide to the Township a renewed insurance certificate thirty (30) days prior to the policy’s expiry date.

6.2.7 The Contractor shall provide a certificate of coverage from the Worker’s Compensation Board prior to commencement of the work.

6.3 Workers’ Rights

6.3.1 The successful Proponent shall abide by all relevant provisions of the Canada Labour Code and the Employment Standards Act of Ontario, as amended and any other applicable legislation, including the Occupational Health & Safety Act and applicable Township policies.

6.4 Assignment of Contract

6.4.1 The successful Proponent shall not assign the whole or any part of the resulting contract without the prior written consent of the Township.

6.5 Replacement of Personnel

6.5.1 Should it become necessary to replace any personnel specifically identified in the proposal, the successful Proponent must give seven (7) calendar days written notice to the Township. The replacement of personnel must be of

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similar ability and attainment and must be acceptable to the Township. Any replacement will be at the successful Proponent’s sole expense.

6.6 Bankruptcy or Insolvency

6.6.1 If the successful Proponent becomes bankrupt, either by way of assignment or by way of a receiving order, or if the successful Proponent becomes insolvent, the Township may, at its option, immediately employ another Proponent to complete the Contract and the Township shall have a claim against the successful Proponent or its estate for any additional cost over and above the original contract price, necessary to complete the Contract and to remedy any defects.

6.7 Performance Warranty

6.7.1 The successful Proponent hereby represents and warrants that the services shall be provided for fully and diligently in a professional and competent manner by persons qualified and skilled in their occupations.

6.8 Termination

6.8.1 Where the successful Proponent is in default in carrying out any of its obligations under the Contract, the Township may, upon giving written notice to the successful Proponent, terminate for default the whole or any part of the Contract, either immediately, or at the expiration of a cure period specified in the notice if the successful Proponent has not cured the default to the satisfaction of the Township within that cure period.

6.8.2 The Township reserves the right to terminate the contract without cause, in

whole or in part, whenever the Township determines that such termination is the best interest of the Township, upon giving sixty (60) days written notice to the successful Proponent. The Township shall pay all reasonable costs incurred by the successful Proponent up to the date of termination. In no event shall the successful Proponent be paid an amount in excess of the price quoted for the service provided. The successful Proponent shall not be compensated for any profits which may have been anticipated but which have not been earned up to the date of the termination.

6.9 Disputes

6.9.1 The Proponents agree that, in the event of a dispute or an allegation of a material breach, they will work together in good faith first, to resolve the matter internally by escalating it to higher levels of management and then if

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necessary, to use a mutually agreed alternative dispute resolution method prior to resorting to litigation.

6.9.2 In the event of any dispute or claim arising between the Township and the

successful Proponent as to their respective rights and obligations under the Contract, either party may give the other written notice of such dispute or claim. The notifications of dispute or claim shall be made within thirty-one (31) days of the dispute or cause of action arising. If the dispute or claim cannot be resolved through negotiation to the satisfaction of both parties, the parties may between themselves agree to submit the particular matter to arbitration in accordance with the Arbitration Act of Ontario, R.S.O. 1990, c. A-24, as amended. If no agreement is made before arbitration, then either party may submit the dispute to such judicial tribunal as the circumstances may require.

6.10 Confidentiality / Non-Disclosure of Information

6.10.1 It is understood and agreed that all information provided to the Proponent by the Township as part of both the Request for Proposal process and the actual performance of the Contract is personal and confidential information which is protected by the provisions of the Municipal Freedom of Information and Protection of Privacy Act, R.S.O. 1990, c. M.56. The successful Proponent agrees that during and after the effective period of the Contract, all information provided to the successful Proponent by the Township shall be treated as privileged and confidential and shall not be used by the successful Proponent for any other purpose nor divulged to any third party for any reason whatsoever without the written permission of the Township.

6.11 Invoicing

6.11.1 The successful Proponent shall submit invoices in duplicate to: Township of Woolwich 24 Church Street West P.O. Box 158 Elmira, ON N3B 2Z6 Invoices shall state detailed descriptions of services rendered, dates, time and locations. An updated budget summary with the “Invoicing to Date” compared to the “Upset Limit” must be included with each invoice.

6.11.2 The Township’s standard terms of payment are net thirty (30) days from receipt of invoice and satisfactory completion of each transaction.

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6.12 Force Majeure

6.12.1 The failure of either party to meet any of the terms and conditions of this Agreement will not give rise to a claim by one party against the other, nor will it be viewed as a breach of the Contract, where such failure flows from Force Majeure.

6.13 Governing Law

6.13.1 The Contract shall be governed by the laws of the Province of Ontario, Canada.

6.14 Ethical Conduct

6.14.1 Each of the parties agrees to abide by the terms and conditions of the Township’s Purchasing Policy. This document may be viewed in the Finance Office at 24 Church Street West, P.O. Box 158, Elmira, Ontario, N3B 2Z6 or on our website www.woolwich.ca.

6.15 Accessibility for Ontarians with Disabilities Act

6.15.1 Every contractor must obtain a training pamphlet from the Township and must sign a form acknowledging receipt of the pamphlet. Every provider of goods or services shall ensure that every person who deals with members of the public or other third parties on behalf of the provider, whether the person does so as an employee, agent, volunteer or otherwise, receives training about the provision of its goods or services to persons with disabilities.

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http://www.woolwich.ca/

of 5

Engineering and Planning Services Staff Report

Report Title: Drinking Water Systems 2017 Annual Summary Report Report Number: E04-2018 Author: Linzey Davis Meeting Type: Special Council Meeting Meeting Date: March 20, 2018 File: E05 M15 Consent Item: No Final Version: Yes Reviewed By: Dan Kennaley, Jared Puppe Final Review: Senior Management Team

Recommendation: THAT the Council of the Township of Woolwich receive for information Report E04-2018 regarding the Drinking Water Systems Annual Summary Report, as required by O.Reg. 170/03 Schedule 22 of the Safe Drinking Water Act.

AND FURTHER THAT the Township of Woolwich, provide a copy of the Drinking Water Systems Annual Summary Report to the City of Kitchener, City of Waterloo and Township of Wellesley as required by Schedule 22 of O.Reg. 170/03.

Background:

The Ontario government enacted a new set of drinking water regulations under the Safe Drinking Water Act, 2002. In accordance with these regulations, each Municipality must prepare an Annual Summary Report regarding its drinking water systems and provide a copy to Members of Council. The following information is required to be included in this report:

a) List the requirements of the Act, the regulations, the system’s approval and any order that the system failed to meet at any time during the period covered by the report and specify the duration of the failure: and

b) For each failure referred to in clause (a), describe the measures that were taken to correct the failure.

The report must also include a summary of the quantities and flow rates of the water supplied during the period covered by the report.

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Comments:

Report: There are eight separate water distribution systems in the Township of Woolwich and these systems are categorized as either large or small, based on population.

Large Systems • Elmira/St. Jacobs (considered as one system because they are fed from the

same source) • Heidelberg • Breslau • Conestogo Plains • Conestogo Golf

Small Systems • West Montrose • Maryhill Distribution • Maryhill Heights

The following matters are reported to Council in accordance with the requirements of the Safe Drinking Water Act, for the period from January 1 to December 31, 2017.

• There were 12 Adverse Water Quality Incidents (AWQI’s) reported in this time period (see attached Table 1)

o AQWI means that specific water samples are not within the prescribed drinking water quality standards. The action taken to correct the AWQI sample under the Safe Drinking Water Act is noted in the Annual Report (e.g. flushing the system). AWQI’s should not be construed as indicating that the water is unsafe to drink. The Township typically resolves the AWQI’s quickly by flushing the system, which elevates the chlorine levels to within the prescribed parameters. In addition, the number of occurrences of AWQI’s is very small compared to the number of samples taken.

o There was one precautionary Boil Water Advisory in 2017, which was due to a contractor attempting to do final connection on a reconstruction project, potentially contaminating it. The area was cleaned, capped, flushed and sampled. Samples came back showing no contamination.

o There was one AWQI action taken by the Region of Waterloo and the Township in response to an event at the water tower. Township was notified and requested to perform downstream flushing and sampling. Samples came back within required parameters.

• In accordance with the Provincial requirements, Table 2 provides a summary of the quantities of water supplied to the distribution systems from the Region of Waterloo, and billed out by the Township of Woolwich

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• Under MOECC guidelines all distribution (public) systems, save Elmira / St Jacobs, have been granted reduced sampling. This means sampling is not required for residential and non-residential locations but is only required for distribution (public) locations, such as hydrants and sampling stations. In Elmira / St Jacobs, lead testing/sampling programs were completed, yielding no exceedances in the distribution system or in residential plumbing. These rounds of testing/sampling are completed twice annually, once between June and October and once between December and April.

• The Region of Waterloo is currently contracted by the Township of Woolwich to take and analyze bacteriological samples required by regulation throughout all the distribution systems. Bacteriological testing and analysis is contracted to the Region of Waterloo Laboratory (EELS).

• All sampling (chlorine, bacteriological, lead, etc.) is done at predetermined locations throughout each of the distribution systems in accordance with guidelines from the MOECC to ensure that staff are sampling in locations that are considered representative of the systems. Having sampling locations spread out across each system provides a better indication of how the systems are performing.

NOTICE PROVISIONS

The 2017 Annual Reports for each distribution system have been prepared in accordance with Ministry of Environment and Climate Change (MOECC) Drinking Water regulations. Copies of the reports have been provided to each designated facility and interested authority served by the individual system. A copy of each report is also available at the Township office or by viewing them on the Township webpage.


None.


None.


The reporting with regard to drinking water contributes to the Township of Woolwich Strategic Plan, in particular to the Strategic Direction which says: “Maintain quality water supply systems, sewage collection systems, roads, bridges and sidewalks so as to provide for community safety.”

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Conclusion:

Staff recommend that Council receive the Drinking Water Systems 2017 Annual Summary Report and the Annual Reports per Distribution System for the Township of Woolwich.

Attachments:

Table 1 – Adverse Water Quality Incident Summary – January 1 to December 31, 2017

Number Adverse Type Adverse Date AWQI # Site Name Site Location 1 Total Coliform

Present June 20 133451 Temp main Snyder Ave

Recon SP#3 2 Total Coliform

Present June 21 133499 WOD 1 28 Church St W

3 Low Chlorine July 4 133762 WOD 55 69 Notre Dame Ave

4 Total Coliforms Present

July 20 134342 WOD 63 2825 Lobsinger Line

5 Total Coliforms Present

August 29 136078 WOD 68 50 Dolman St

6 Low Chlorine September 18 136731 WOD 52 80 Covered Bridge Dr

9 Low Chlorine October 10 137149 WOD 49 106 Kennedy Rd 10 Low Chlorine October 10 137158 WOD 52 80 Granbridge Dr 11 Low Chlorine October 16 137329 WOD 52 80 Covered

Bridge Dr 12 Total Coliforms

Present December 22 138442 WOD 06 54 Eby St

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TABLE 2

2017 TOWNSHIP OF WOOLWICH WATER REPORT SUMMARY OF TOWNSHIP BILLING / CONSUMPTION

WATER Jan Feb March April May June July August Sept Oct Nov Dec TOTAL 2017 m3 m3 m3 m3 m3 m3 m3 m3 m3 m3 m3 m3 m3

Conestogo Golf 2,742 2,742 2,512 2,512 4,289 4,290 38 39 5,718 5,719 7,627 7,627 45,855 Conestogo Plains 3,057 3,058 1,768 1,768 2,215 2,215 9 9 2,495 2,496 3,555 3,555 26,200 Elmira Residential 47,052 47,052 41,454 41,455 47,579 47,580 46,700 46,700 50,025 50,026 49,521 49,522 564,666 Elmira Commercial 0 36,112 62,983 11 97,969 33,979 23,726 37,187 37,199 55,022 39,832 90,298 514,318 Heidelberg 2,647 2,648 2,602 2,602 3159 3,160 3 3 3,272 3,273 5,677 5,677 34,723 Maryhill* 1,219 1,220 1,127 1,127 1,662 1,662 0 0 4,803 4,803 2,596 2,596 22,815 St Jacobs Residential 9,260 9,259 8,712 8,712 9,107 9,108 85 85 10,094 10,095 17,070 17,071 108,658 St. Jacobs Commercial 7,845 7,845 7,291 7,291 9,474 9,475 1,589 1,589 9,151 9,152 14,534 14,534 99,770 Breslau 50,235 50,235 37,546 37,547 37,681 37,681 153 153 41,680 41,681 87,997 87,998 510,587 West Montrose 1,098 1,098 769 770 1,609 1,609 0 0 1,560 1,561 2,362 2,362 14,798

TOTAL 2017 125,155 161,269 166,764 103,795 214,744 150,759 72,303 85,765 165,997 183,828 230,771 281,240 1,942,390

* Includes both Maryhill Heights and Maryhill Distribution Systems NOTE: The Township of Woolwich reads water meters bi-monthly, therefore an average is calculated in two-month increments (except Elmira Commercial)

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Drinking-Water Systems Regulation O. Reg. 170/03

Drinking Water Systems Regulations (PIBS 4435e01)

Page 1 of 3

Drinking-Water System Number: 260022152 Drinking-Water System Name: Breslau Distribution System Drinking-Water System Owner: Township of Woolwich Drinking-Water System Category: Large Municipal Residential Period being reported: January 1, 2017 – December 31, 2017

For Large Municipal Residential Systems: Does your Drinking-Water System serve more than 10,000 people? [ ] Yes [X] No

Is your annual report available to the public at no charge on a website on the internet? [X] Yes [ ] No

Location where Summary Report required under O. Reg. 170/03 Schedule 22 will be available for inspection:

• Available by calling Engineering & Planning Services at 519-669-6041 • www.woolwich.ca

Are there any Designated Facilities serviced by your system, and is a copy of your annual report provided to all Facilities? Yes, there is one Designated Facility, which receives a copy of this report.

1. List all Drinking-Water Systems (if any), which receive all of their drinking water from your system:

Drinking Water System Name Drinking Water System Number

2. Did you provide a copy of your annual report to all Drinking-Water System owners that are connected to you and to whom you provide all of its drinking water? [ ] Yes [X] No

3. Indicate how you notified system users that your annual report is available, and is free of charge. [X] Public access/notice via the web [X] Public access/notice via Government Office [X] Public access/notice via a newspaper [X] Public access/notice via Public Request

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Page 2 of 3

4. Describe your Drinking-Water System The Township of Woolwich owns and operates the Breslau distribution system, including pipes, valves and residential meters. The drinking water system services approximately 1,081 service connections in three subdivisions, has a population of approximately 3,243, with roughly 120 hydrants. The Breslau Distribution System receives water from the Kitchener Well Supply, which is part of the Urban Integrated System. The Urban Integrated System is owned and operated by the Region of Waterloo. The Township of Woolwich’s distribution system does not provide treatment to the water; therefore, there is no chlorine boosting, ultraviolet (UV) irradiation, secondary disinfection, and pressure boosting or pressure control within the control of the water distribution system.

5. List all water treatment chemicals used over this reporting period Water treatment is the responsibility of the Region of Waterloo. The Region of Waterloo reports all the treatment chemicals used via their annual Water Quality Reports for the Integrated Urban System. The Township of Woolwich disinfects all parts, material and pipe during new installation and repair.

6. Were any significant expenses incurred to? [ ] Install required equipment [ ] Repair required equipment [ ] Replace required equipment

7. Please provide a brief description and a breakdown of monetary expenses incurred Not applicable. No significant expense incurred.

8. Provide details on the notices submitted in accordance with subsection 18(1) of the Safe Drinking-Water Act or section 16-4 of Schedule 16 of O.Reg.170/03 and reported to Spills Action Centre

Incident Date

Parameter Result Unit of Measure

Corrective Action Corrective Action Date

2017/08/29 Total Coliforms Present

P P – A Flushed the site and main. Re-sampled at the site, as well as, upstream and downstream

2017/08/29

2017/10/17 Total Chlorine Adverse

T – 0.25 F – 0.01 C – 0.24

mg/L Initiated flushing and re-sampled

2017/10/17

9. Microbiological testing done under the Schedule 10, 11 or 12 of Regulation 170/03, during this reporting period.

Sample Source

Number of

Samples

Range of E.Coli Or Fecal Results

(min) - (max)

Range of Total Coliform Results

(min) - (max)

Number of HPC

Samples

Range of HPC Results

(min) - (max)

57



Page 3 of 3

Distribution 157 A A-P 58 0 – 100 (CFU/mL)

10. Operational testing done under Schedule 7, 8 or 9 of Regulation 170/03 during the period covered by this Annual Report.

Number of Grab Samples

Range of Results (min) - (max)

Unit of Measure

Township Chlorine Combined 533 0.00 – 1.47 mg/L

11. Summary of additional testing and sampling carried out in accordance with the requirement of an approval, order or other legal instrument.

Date of legal instrument issued

Parameter Date Sampled Result Unit of Measure

N/A

12. Summary of Inorganic parameters tested during this reporting period or the most recent sample results

Parameter Number of Samples

Result Value Range (min-max)

Unit of Measure Number of Exceedances

Alkalinity 5 263 – 268 mg/L 0 pH 5 6.6 – 6.6 pH 0

13. Summary of lead testing under Schedule 15.1 during this reporting period: Location Type Number of

Samples Range of Lead

Results (min) – (max)


Plumbing Not Required ug/L 0 Distribution Not Required 0 0

14. Summary of Organic parameters sampled during this reporting period or the most recent sample results


Result Value Unit of Measure Number of Exceedances

Haloacetic Acids (HAA) (NOTE: annual average)

4 8.45 ug/L None

THM (NOTE: annual average)

4 26.7 ug/L None

15. List any Inorganic or Organic parameter(s) that exceeded half the standard prescribed in Schedule 2 of Ontario Drinking Water Quality Standards.

Parameter Result Value Unit of Measure Date of Sample

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Page 1 of 3

Drinking-Water System Number: 260002512 Drinking-Water System Name: Conestogo Golf Distribution System Drinking-Water System Owner: Township of Woolwich Drinking-Water System Category: Large Municipal Residential Period being reported: January 1, 2017 – December 31, 2017





Are there any Designated Facilities serviced by your system, and is a copy of your annual report provided to all Facilities? No.





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Page 2 of 3

4. Describe your Drinking-Water System The Township of Woolwich owns and operates the Conestogo Golf distribution system, which includes pipes, valves and residential meters. The distribution system has approximately 189 service connections with a population of approximately 567, and 24 hydrants. The Conestogo Golf Distribution System serves residential properties and the Wastewater Treatment Plant. The Conestogo Golf Distribution System receives water from the Conestogo Well Supply System. The Conestogo Golf Water Treatment Plant is owned and operated by the Region of Waterloo. The Township of Woolwich’s distribution system does not provide treatment to the water; therefore, there is no chlorine boosting, ultraviolet (UV) irradiation, secondary disinfection, and pressure boosting or pressure control within the control of the water distribution system.

5. List all water treatment chemicals used over this reporting period Water treatment is the responsibility of the Region of Waterloo. The Region of Waterloo reports all the treatment chemicals used via their annual Water Quality Reports. The Township of Woolwich disinfects all parts, material and pipe during new installation and repair.




Incident Date



No adverse results for the 2017 reporting period.


Sample Source

Number of

Samples


(min) - (max)


(min) - (max)

Number of HPC

Samples


(min) - (max)

Distribution 116 A A 50 0 – 14 (CFU/mL)


60



Page 3 of 3



Unit of Measure





N/A





Alkalinity 2 289 – 293 mg/L 0 pH 2 7.2 – 7.4 pH 0










4 3.4 ug/L None


4 10.65 ug/L None



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Page 1 of 3

Drinking-Water System Number: 260002499 Drinking-Water System Name: Conestogo Plains Distribution System Drinking-Water System Owner: Township of Woolwich Drinking-Water System Category: Large Municipal Residential Period being reported: January 1, 2017 – December 31, 2017





Are there any Designated Facilities serviced by your system, and is a copy of your annual report provided to all Facilities? Yes, there are two Designated Facilities, both of which receive a copy of this report.





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Page 2 of 3

4. Describe your Drinking-Water System The Township of Woolwich owns and operates the Conestogo Plains distribution system, including pipes, valves and residential meters. The distribution system has approximately 178 residential service connections with a population of approximately 534. The Conestogo Plains distribution system does not serve any industrial properties. There are 25 hydrants on the system. The Conestogo Plains distribution system receives water from the Conestogo Plains Well System, and is owned and operated by the Region of Waterloo. The Township of Woolwich’s distribution system does not provide treatment to the water; therefore, there is no chlorine boosting, ultraviolet (UV) irradiation, secondary disinfection, and pressure boosting or pressure control within the control of the water distribution system.



7. Please provide a brief description and a breakdown of monetary expenses incurred The Region of Waterloo undertook a project to extend water services from the end of the current system at the intersection of Northfield Dr E and Sawmill Rd. The extension was down Sawmill Rd from Northfield Dr E ending at the Grand River Bridge, 220 metres east of Harriet St. This included service laterals for all properties fronting Sawmill Rd, this added 63 services to this system, previous to this construction there were 115 services on this system. The construction also added 8 hydrants.


Incident Date





Sample Source

Number of

Samples


(min) - (max)


(min) - (max)

Number of HPC

Samples


(min) - (max)


63



Page 3 of 3




Unit of Measure





N/A





Alkalinity 1 240 mg/L 0 pH 1 7.1 pH 0










4 1.4 ug/L None


4 3.14 ug/L None



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Page 1 of 3

Drinking-Water System Number: 260002811 Drinking-Water System Name: Heidelberg Distribution System Drinking-Water System Owner: Township of Woolwich Drinking-Water System Category: Large Municipal Residential Period being reported: January 1, 2017 – December 31, 2017







Drinking Water System Name Drinking Water System Number Heidelberg (Township of Wellesley) Distribution System

220007310

2. Did you provide a copy of your annual report to all Drinking-Water System owners that are connected to you and to whom you provide all of its drinking water? [X] Yes [ ] No


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Page 2 of 3

4. Describe your Drinking-Water System The Township of Woolwich owns and operates the Heidelberg Distribution System, including pipes, valves, hydrants and residential meters. The distribution system serves approximately 225 connections (includes 14 residential connections in Wellesley Township) with a population of approximately 675. The Heidelberg Distribution System does not serve any industrial properties. There are 4 hydrants on the system that are used for swabbing purposes and are not capable of providing fire protection. The Heidelberg Distribution System receives water from the Heidelberg Well Supply System. The Heidelberg Well Supply System is owned and operated by the Region of Waterloo. The Heidelberg Distribution System also provides water to the Township of Wellesley. The Township of Woolwich’s distribution system does not provide treatment to the water; therefore, there is no chlorine boosting, ultraviolet (UV) irradiation, secondary disinfection, and pressure boosting or pressure control within the control of the water distribution system.





Incident Date





Sample Source

Number of

Samples


(min) - (max)


(min) - (max)

Number of HPC

Samples


(min) - (max)


66



Page 3 of 3




Unit of Measure





N/A





Alkalinity 2 217-227 mg/L 0 pH 2 7.1 pH 0










4 10.33 ug/L None


4 25.45 ug/L None



67



Page 1 of 3

Drinking-Water System Number: 260007426 Drinking-Water System Name: Maryhill Heights Distribution System Drinking-Water System Owner: Township of Woolwich Drinking-Water System Category: Small Municipal Residential Period being reported: January 1, 2017 – December 31, 2017







Drinking Water System Name Drinking Water System Number None N/A



68




Page 2 of 3

4. Describe your Drinking-Water System The Township of Woolwich owns and operates the Maryhill Heights distribution system, including pipes, valves and residential meters. The distribution system serves approximately 93 residential service connections with a population of approximately 147 people. The Maryhill distribution system does not serve any industrial properties. There are three hydrants located on the system that are used for swabbing purposes and are not adequate for fire protection. The Maryhill distribution system receives water from the Maryhill Heights Water Treatment Plant, the Maryhill Water Treatment Plant is owned and operated by the Region of Waterloo. The Township of Woolwich’s distribution system does not provide treatment to the water; therefore, there is no chlorine boosting, ultraviolet (UV) irradiation, secondary disinfection, and pressure boosting or pressure control within the control of the water distribution system.



7. Please provide a brief description and a breakdown of monetary expenses incurred A new subdivision was constructed that included installation of watermain and laterals for 34 residentials lots. There are no homes yet completed in this subdivision, to impact population totals. This does however increase the number of laterals from 49 to 93. There have also been 2 fire hydrants installed that are not adequate for fire protection.


Incident Date





Sample Source

Number of

Samples


(min) - (max)


(min) - (max)

Number of HPC

Samples


(min) - (max)


69



Page 3 of 3




Unit of Measure





N/A





Alkalinity 2 302-302 mg/L 0 pH 2 7.2 pH 0










4 16.48 ug/L None


4 18.45 ug/L None



70



Page 1 of 3

Drinking-Water System Number: 260002824 Drinking-Water System Name: Maryhill Distribution System Drinking-Water System Owner: Township of Woolwich Drinking-Water System Category: Small Municipal Residential Period being reported: January 1, 2017 – December 31, 2017










71




Page 2 of 3

4. Describe your Drinking-Water System The Township of Woolwich owns and operates the Maryhill distribution system, including pipes, valves and residential meters. The distribution system serves approximately 60 residential service connections with a population of approximately 180 people. The Maryhill distribution system does not serve any industrial properties. There is one hydrant located on the system that is used for swabbing purposes and is not adequate for fire protection. The Maryhill distribution system receives water from the Maryhill Well Supply, the Maryhill Well is owned and operated by the Region of Waterloo. The Township of Woolwich’s distribution system does not provide treatment to the water; therefore, there is no chlorine boosting, ultraviolet (UV) irradiation, secondary disinfection, and pressure boosting or pressure control within the control of the water distribution system.



7. Please provide a brief description and a breakdown of monetary expenses incurred No monetary expenses incurred.


Incident Date



2017/07/04 Low Chlorine T – 0.21 F – 0.02 C – 0.19

Mg/L Initiated flushing and re-sampling of mains

2017/07/04


Sample Source

Number of

Samples


(min) - (max)


(min) - (max)

Number of HPC

Samples


(min) - (max)


72



Page 3 of 3




Unit of Measure





N/A













Result Value Unit of Measure

Number of Exceedances


4 11.10 ug/L None


4 23.85 ug/L None



73



Page 1 of 4

Drinking-Water System Number: 260002798 Drinking-Water System Name: St. Jacobs/Elmira Distribution System Drinking-Water System Owner: Township of Woolwich Drinking-Water System Category: Large Municipal Residential Period being reported: January 1, 2017 – December 31, 2017

For Large Municipal Residential Systems: Does your Drinking-Water System serve more than 10,000 people? [X] Yes [ ] No




Are there any Designated Facilities serviced by your system, and is a copy of your annual report provided to all Facilities? Yes, there are 16 Designated Facilities and they are all provided a copy of the annual report.





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Page 2 of 4

4. Describe your Drinking-Water System The Township of Woolwich owns and operates the St. Jacobs – Elmira distribution system, including pipes, valves and residential meters. The St. Jacobs distribution system services a population of approximately 1,728 people with about 576 residential service connections, with approximately 83 hydrants. The Elmira distribution system serves a population of approximately 10,152 people with about 3,384 residential service connections, there are approximately 396 hydrants. The Township of Woolwich does not own or operate the water storage facilities servicing these systems. The St. Jacobs and Elmira distribution systems receive water from the Waterloo Well Supply, which is part of the Urban Integrated System. The Urban Integrated System is owned and operated by the Regional Municipality of Waterloo. The Township of Woolwich’s distribution system does not provide treatment to the water; therefore, there is no chlorine boosting, ultraviolet (UV) irradiation, secondary disinfection, and pressure boosting or pressure control within the control of the water distribution system.

5. List all water treatment chemicals used over this reporting period Water treatment is the responsibility of the Region of Waterloo. The Region of Waterloo reports all the treatment chemicals used via their annual Water Quality Reports for the Integrated Urban System. The Township of Woolwich disinfects all parts, material and pipe during new installation and repair.


7. Please provide a brief description and a breakdown of monetary expenses incurred The watermains on Snyder Ave. N. and Green Warbler Cres, both in Elmira were replaced during road reconstruction projects to update aging infrastructure.

75



Page 3 of 4


Incident Date



2017/06/20 Total Coliform Present

T – 0.92 F – 0.12 C – 0.80


2017/06/20

2017/06/21 Total Coliform Present

T – 0.05 F – 0.57 C – 0.62


2017/06/22

2017/07/07 Boil Water – Self Directed in Construction Zone

Incident which resulted in Boil Water was corrected. Area was cleaned, capped, flushed and sampled. Sample came back within required specifications

2017/07/10

2017/07/20 Total Coliforms T – 0.90 F – 0.73 C – 0.17


2017/07/20

2017/08/24 Adverse Action – Region Derived

Region directed after event at Elmira Tower. Township notified and flushing and sampling was performed as a preventative measure. All samples came back within specifications

2017/08/24

2017/12/22 Total Coliforms T – 0.99 F – 0.04 C – 0.95


2017/12/22


Sample Source

Number of

Samples


(min) - (max)


(min) - (max)

Number of HPC

Samples


(min) - (max)





Unit of Measure

Township Chlorine Combined

735 0.33 – 1.38 mg/L

76



Page 4 of 4




N/A



Result Value Range

(min-max)

Unit of Measure

Exceedance

Alkalinity 5 <0.2 - 250 mg/L 0 pH 5 6.5 – 7.1 pH 0




Unit of Measure


Plumbing 6 0.509-3.56 ug/L 0 Distribution 0 0 0 0






4 24.76 ug/L None


4 11.47 ug/L None



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Page 1 of 3

Drinking-Water System Number: 260002837 Drinking-Water System Name: West Montrose Distribution System Drinking-Water System Owner: Township of Woolwich Drinking-Water System Category: Small Municipal Residential Period being reported: January 1, 2017 – December 31, 2017










78




Page 2 of 3

4. Describe your Drinking-Water System The Township of Woolwich owns and operates the West Montrose Distribution System including the pipes, valves and residential meters. The distribution system has approximately 61 service connections with a population of approximately 183 people. The distribution system does not serve any industrial properties. There is one hydrant located on the system that is used for swabbing and flushing purposes and is not adequate for fire protection. The West Montrose Distribution System receives water from the West Montrose Water Treatment Plant. The West Montrose Water Treatment Plant is owned and operated by the Region of Waterloo. The Township of Woolwich’s distribution system does not provide treatment to the water; therefore, there is no chlorine boosting, ultraviolet (UV) irradiation, secondary disinfection, and pressure boosting or pressure control within the control of the water distribution system.



7. Please provide a brief description and a breakdown of monetary expenses incurred The Region of Waterloo undertook the installation of a water transmission line from the Conestogo Well System to West Montrose Water Treatment Plant. This project was completed in 2018 and therefore does not reflect any changes to the Jan. 1 to Dec. 31, 2017 reporting period.


Incident Date



2017/09/18 Low Chlorine T – 0.16 F – 0.03 C – 0.3


2017/09/18

2017/10/10 Low Chlorine T – 0.24 F – 0.02 C – 0.22


2017/10/10

2017/10/16 Low Chlorine T – 0.22 F - <0.02 C – 0.22


2017/10/16

79



Page 3 of 3


Sample Source

Number of

Samples


(min) - (max)


(min) - (max)

Number of HPC

Samples


(min) - (max)





Unit of Measure





N/A
















4 14.6 ug/L None


4 21.57 ug/L None



80

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Engineering and Planning Services Staff Report

Report Title: Tender Award for Tallwood Dr and Granbridge Dr

Reconstruction Project, West Montrose

Report Number: E14-2018

Author: David Kramp

Meeting Type: Special Council Meeting


File: T04 TG

Consent Item: No

Final Version: Yes

Reviewed By: Dan Kennaley/Jared Puppe


Recommendation:

That in accordance with Report E14-2018, that Council of the Township of Woolwich:

1. Award the tender for the reconstruction of Tallwood Drive and Granbridge Drive

to Gedco Excavating Ltd. at a total cost of $448,654.82 after H.S.T. rebate; and

2. That the Mayor and Clerk of the Township of Woolwich be authorized to sign the

contract documents.

Background:

Tallwood Drive from Covered Bridge Drive to the cul-de-sac (315 m long) and

Granbridge Drive from Tallwood Drive to Stonefield Drive (140 m long) are local streets

in the settlement of West Montrose. These streets were constructed during the first

phase of development in 1980 and have storm sewers, watermains and water services,

but no sanitary sewers. The road surface is a 9.0 metre wide asphalt pavement with

asphalt curbs on each side and no sidewalks, all within a standard 20 metre road

allowance.

The asphalt road surface, which is the original pavement, is heavily cracked and

breaking up, and is noted as a “NOW” priority for structural adequacy in the 2015 Road

Needs Study.

The water distribution system is experiencing more frequent problems in recent years.

requiring the repair of leaking water services which are made of thin wall polyethylene

(PE) tubing, and the repair of leaking ductile iron fittings on the watermains due to

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corrosion. As well, the West Montrose distribution system undergoes constant flushing

to maintain adequate chlorine levels, due in part to buildup on the inside walls of the

ductile iron pipes.

The storm sewer system is constructed of concrete pipe and is in good condition. No

repair or replacement work is considered necessary on this system.

Reconstruction of both Tallwood Drive and the southerly 90 metres of Granbridge Drive

eliminates the remainder of the 1980 ductile iron watermain in the distribution system

and brings the road surface up to current standard with concrete curb and gutter,

consistent with the rest of the subdivision.

Based on the recommendation in the 2015 Road Needs Study to replace the pavement,

work was planned for 2017 in conjunction with the Region of Waterloo project to build

the water transmission main from Conestogo to West Montrose. Under that project, the

transmission main was installed under the south lane of Tallwood Drive and restoration

was to include rebuilding the lane plus the cul-de-sac, inclusive of the asphalt curbs.

Subsequent to this, the township was prepared to rebuild the north lane of Tallwood

Drive, thus completing the entire street. Unfortunately, the progress of Region’s

transmission main construction pushed restoration of Tallwood Drive into mid December

when the quality of paving could not be guaranteed, so the road cut was simply patched

with asphalt. Since the Township was preparing to reconstruct the north side of the

street, the Region agreed to have their restoration work completed under the Township’s

contract in 2018 and contribute their share of the costs.

Based on the circumstances noted above, staff recommend replacement of the

watermains and water services (to property line) and reconstruction of the pavement

with new concrete curb and gutter, to the proposed limits on both Tallwood Drive and

Granbridge Drive.

A notice has been delivered to abutting residents, advising them of the proposed work

and schedule, encouraging them to view the construction plans on the Township’s

website, and providing a Township contact name for any questions or information.

Comments:

This reconstruction project has been tendered, having closed on February 27, 2018.

Tender documents and plans were picked up by twenty potential bidders, with eight bids

submitted. The firm of Gedco Excavating Ltd. was the low bid at $498,211.43 including

H.S.T.

The tenders were reviewed by Township staff who determined that the low bid price of

$498,211.43 including H.S.T. as submitted by Gedco Excavating Ltd. was correct with

no abnormalities. Please refer to the tender summary attached to this report as

Appendix B. Township staff were unfamiliar with Gedco Excavating Ltd. but have

reviewed their experience documentation and checked references, finding them to have

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suitable staff, equipment and experience in reconstruction projects of this size and

larger. Township staff are recommending that Gedco Excavating Ltd. be awarded the

contract for the Tallwood Drive and Granbridge Drive Reconstruction project.

A construction contingency in the amount of $50,000.00 was included in the tender

received from Gedco Excavating Ltd. Contingencies are included in each tender

submission to address any unforeseen construction issues and to negotiate any

additional items should changes to the scope of work occur.

Exemption from Noise By-law 19 – 2002

Staff note that in the Township’s Noise By-law 19-2002, clause (2) “General

Exemptions” part (1b) states “This By-law does not apply where the Township of

Woolwich, it’s employees, contractors or agents, including general public utilities, are

carrying out Township operations or operating, maintaining or installing municipally

owned infrastructure, facilities or the like, except for the detonation of explosives.”

Therefore, no further action with respect to the Noise By-law is required by Council.

However, in consideration of concerns for good neighbourhood relations and customer

service, Staff will take the following steps to deal with noise:

• No work on Sunday or Statutory holidays unless in emergency;

• Consultation with Contractor regarding excessive equipment and vehicle idling;

• Make noise issues a regular bi-weekly construction meeting agenda item for

review;

• Keep regular hours of work Monday through Friday from 7:00 AM to 7:00 PM and

Saturday from 8:00 AM to 5:00 PM.

Neighbourhood Relations

Communication with the public will continue to be an important focus throughout the

duration of the construction project and affected residents will be kept abreast of the

construction schedule. It is intended to ensure access to driveways and businesses on a

nightly basis throughout construction; however, there may be instances where this is not

possible and every effort will be made to ensure that these inconveniences are

minimized and if necessary, alternate parking arrangements made. Township staff and

Gedco Excavating will all emphasize the need for good neighbourhood relations, which

will be achieved through on-going attention to site safety, customer service, and good

communication through advanced notification of known or planned disruptions. The

Township will issue a newsletter notifying the public of progress, scheduling and general

information.

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Project Scheduling

An overview of the tentative schedule follows, however, changes may occur once a

formal schedule has been submitted by Gedco Excavating and approved by Township

staff:

• Reconstruction commencement as early as April 03, 2018;

• Duration 35 working days (7 weeks).

Weather and soil conditions may delay the construction start date, but there are no other

known factors that may affect the start or completion date of this project.

Detours and Staging

The project will be completed in one stage of work. The overall schedule will be

confirmed with Gedco Excavating at the pre-construction meeting and then

communicated in a newsletter to affected property owners.

Coordination of access and watermain shutdowns will be coordinated with the Region of

Waterloo as the water pumping station is located at the cul-de-sac end of Tallwood

Drive.


None.


This project was designed and tendered, and will be inspected and administered by

Township engineering staff, thereby saving consultant costs. However, a geotechnical

testing company will be hired to undertake materials and quality testing during the

progress of the work.

Budget $550,000.00

Tender

Gedco Excavating Ltd. $440,895.07

Plus H.S.T. $57,316.36

Sub total $498,211.43

Less H.S.T. rebate $49,556.61

Total $448,654.82

$448,654.82

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Other Known Costs

Geotechnical Testing $10,000.00

Township Staff – Design, Inspection,

Contract Administration and Post

Construction Services

$25,000.00

Township - Operations Staff $5,000.00

Total $40,000.00

$40,000.00

Grand Total $488,654.82

Surplus $61,345.18

No additional funding is required to complete this project, and as a standard inclusion in

the tender, a contingency allowance ($50,000) has been carried for unforeseen

problems encountered during construction.

The reconstruction of Tallwood Drive and Granbridge Drive was identified and approved

as part of the 2018 Capital Budget. This project is being funded through the Water

Reserve Fund $440,000 (80%) with the remaining $110,000 (20%) from the Region of

Waterloo as their compensation for uncompleted work in 2017.


The Tallwood Drive and Granbridge Drive Reconstruction project in West Montrose

supports the Township of Woolwich’s strategic direction to “Manage and maintain all

municipal infrastructures with an emphasis on continuous improvement and greater

efficiencies”, with a goal to “Optimize the Use of Municipal Infrastructure”.

Conclusion:

Staff recommends that Tender 2018-06 for the Tallwood Drive and Granbridge Drive

Reconstruction project be awarded to Gedco Excavating Ltd. at a total cost of

$448,654.82 after H.S.T. rebate.

Attachments:

Appendix A – Location Map

Appendix B –Tender Summary

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Figure 1 Location map showing extents of construction on Tallwood Drive and Granbridge Drive

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Appendix B - Tender Summary

Tallwood Drive and Granbridge Drive Reconstruction

West Montrose

Tender 2018-06

Tender Summary

Closing Date: 27 February 2018 at 2:00 p.m.

Contractor Submitted Price Corrected Price

1 GEDCO EXCAVATING $ 498,211.43 $ 498,211.43

2 SOUSA CONCRETE $ 560,151.79 $ 560,151.79

3 J G GOETZ CONSTRUCTION $ 560,300.90 $ 560,300.90

4 STEED & EVANS $ 562,740.00 $ 563,807.85

5 A FACH EXCAVATING $ 606,452.18 $ 606,452.19

6 CAPITAL PAVING $ 632,010.70 $ 632,010.70

7 J WEBER CONTRACTING $ 650,432.32 $ 650,432.33

8 NABOLSY CONTRACTING $ 776,381.19 $ 775,996.99

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Recreation & Facility Services Staff Report

Report Title: St. Jacobs Arena - Condenser Replacement

Report Number: R02-2018

Author: Andrew Poste

Meeting Type: Committee of the Whole Meeting


File:

Consent Item: No

Final Version: Yes

Reviewed By: Ann McArthur


Recommendation:

That considering Report R02-2018 respecting the Condenser replacement at the St.

Jacob’s Arena, the Council of the Township of Woolwich:

1. Approve SCS Refrigeration as the successful proponent respecting Tender 2018-

05 for the replacement of the condenser at the St. Jacob’s Arena at a cost of

$83,064.00 (net of the HST rebate)

Background:

In 2017, a physical inspection of the condenser’s ammonia tubes by a refrigeration

professional identified advanced pitting (eroding) of the steel tube. The service provider

recommended that funding and replacement should occur in 2018, in order to reduce

any potential and dangerous release of ammonia charge caused by such pitting on the

ammonia filled tubes.

Township staff publicly released Tender 2018-05 for the replacement of the existing

Baltimore Aircoil Company (BAC) evaporative condenser. Please note that this piece of

equipment was originally from the old Elmira Arena and relocated to St. Jacob’s in 2009

when the building was demolished.

In addition to ensuring public safety, this replacement will also improve the refrigeration

plant’s efficiency and assist in reducing energy costs which aligns with the Township’s

Energy Conservation and Demand Management Plan’s goal to reduce the carbon foot

print.

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Comments:

The Township of Woolwich invited qualified/licenced firms to provide submissions on the

scope of work identified in Tender 2018-05. The project includes the replacement of the

BAC Condenser and all related components. All workmanship and products used will

be to industry standards and best practices of the electrical trade. All products will be

installed as per the manufacturer’s recommendations.

Three (3) sealed bids were received and opened on February 28, 2018. SCS

Refrigeration was the lowest bidder. Staff are familiar with SCS Refrigeration, who are a

mid-sized company based out of Kitchener who, in the past have provided quality

customer service, products and equipment to an acceptable standard.


Staff has complied with the necessary requirements of the Townships Purchasing By-

law. Funding for this project was allocated from the Federal Gas Tax and with the

project coming in under budget, the surplus funds will remain in that reserve account.

Budget $150,000.00

Tender Price $83,064.00

HST $10,787.32

Total Tender Price 93,862.32

Less HST rebate 100% of the HST rebated $10,783.32

Tender Price (net) $ 83,064.00

Surplus $ 66,936.00


This project aligns with the following Focus Area’s and Strategic Directions:

1. Healthy Communities to develop Safe Communities & Active Lifestyles;

2. Infrastructure Maintenance and Transportation Planning to optimize the Use

of Municipal Infrastructure;

Conclusion:

Staff recommends that Council approve Tender 2018-05 for the Condenser

Replacement in St. Jacobs being awarded to SCS Refrigeration to be completed by to

August 17, 2018.

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Attachments:

Appendix A: 2018 - 05 Record of Tender Summary

90


RECORD OF TENDER SUMMARY

DUE: Wed February 28, 2018 2:00 PM

DATE AND TIME TENDER PRICE

NAME OF COMPANY RECEIVED CERTIFIED

CHEQUE

BID

BOND

AGREEMENT

TO BOND

COMMENTS

SCS Refrigeration Inc 2/28/18 1:53 PMATC 122A - $83,060.00

LSC100E - $67,160.00 N Y N

Superior Boiler Works & Welding Ltd 2/28/18 1:36 PMATC 122A - $219,900.00

LSC 100E - $193,716.00 N Y N

Tormont/CIMCO 2/27/18 4:40 PMATC 122A - $87,800.00

LSC 100E - $71,625.00 N Y N

GENERAL COMMENTS:

TREASURER (or Designate) DEPARTMENT HEAD (or Designate)

DATE RELEASED TO DEPARTMENT

*Includes Applicable Taxes

RECEIVED [ Y / N ]

TENDER: 2018-05 St. Jacobs Arena Condesner Replacement

91

C


COUNCIL AND INFORMATION SERVICES

DATE: March 20, 2018TO: Mayor Shantz and Members of Council FROM: Val Hummel, Clerk SUBJECT: 2018 Meeting Schedule – Gaps Between Meetings FILE ID: A00 MEETING DATE: March 20, 2018

RECOMMENDATION

For information. COMMENTS

Council approved its 2018 meeting schedule several months ago. From an operational

perspective, it’s now evident to staff that several of the meetings were scheduled too far apart.

For example, there is a 3-week gap between the March 20th Committee of the Whole meeting

and the subsequent Council meeting on April 10th. Recommendations of the Committee of the

Whole must be ratified by Council, therefore, the 3-week gap delays projects.

Staff dealt with the current 3-week gap by adding a Special Council meeting to tonight’s agenda

so that Council can ratify time-sensitive recommendations of Committee of the Whole. Anything

that is not time sensitive has been held back for the April 10th Council agenda.

Staff are comfortable using Special Council meetings when an extended gap between meetings

would delay a project. The purpose of this memo is to alert Council to the issue and ensure

Council is comfortable using Special Council meetings. If not, Council could direct staff to

amend the meeting schedule.

LIST OF ATTACHMENTS 2018 Council Meeting Schedule

92

S M T F S S M T F S S M T F S1 4 5 6 1 2 3 1 2 3

7 8 11 12 13 4 5 8 9 10 4 5 8 9 10

14 15 18 19 20 11 12 15 16 17 11 12 15 16 17

21 22 25 26 27 18 19 22 23 24 18 19 22 23 24

28 29 25 26 25 26 29 30 31

S M T F S S M T F S S M T F S1 2 5 6 7 3 4 5 1 2

8 9 12 13 14 6 7 9 10 11 12 3 4 7 8 9

15 16 19 20 21 13 14 15 16 17 18 19 10 11 14 15 16

22 23 26 27 28 20 21 22 23 24 25 26 17 18 21 22 23

29 30 27 28 31 24 25 28 29 30

S M T F S S M T F S S M T F S1 2 5 6 7 2 3 4 1

8 9 12 13 14 5 6 9 10 11 2 3 6 7 8

15 16 19 20 21 12 13 16 17 18 9 10 13 14 15

22 23 26 27 28 19 20 23 24 25 16 17 20 21 22

29 30 26 27 30 31 23 24 27 28 29

30

S M T F S S M T F S S M T F S1 4 5 6 1 2 3 1

7 8 11 12 13 4 5 8 9 10 2 3 4 6 7 8

14 15 18 19 20 11 12 15 16 17 9 10 13 14 15

21 22 25 26 27 18 19 22 23 24 16 17 20 21 22

28 29 25 26 29 30 23 24 27 28 29

30 31

Holiday AMO Conference AMCTO Conference OGRA Conference ROMA Conference

Committee of the Whole - 7 p.m. Televised Council - 7 p.m New Term of Council Starts

Council - 7 p.m. Special Council Meeting - Budget Inaugural Council Meeting

Election Day New Council Orientation Sessions - 6 p.m.

26

T W

27

6

19

T

20

13

26

18

25

12

5

19

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4

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T W

11

25 26

18 1921

16

W

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17

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25

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WW

JUNE

13

2727

20 21 20

MARCH

TWT W

7

FEBRUARY

7

W3

10

JANUARY

2

6

LEGEND:

14 15

22

T

30

31

3

8

17

2018 MEETING SCHEDULE

SEPTEMBER

OCTOBER NOVEMBER DECEMBER

AUGUSTJULY

T

11

6

23 24

1414

2

9

30

16 17

31

13

24

17

T

APRIL MAY

1

28

11

18

25

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T

31

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4

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9

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76

93

1

R TOWNSHIP OF WOOLWICH

RECREATION & FACILITIES SERVICES

DATE: March 20, 2018

MEMO TO: Council FROM: Ann McArthur, Director of Recreation & Facilities Services SUBJECT: Partnership – Riverside School playground project

In February, I was approached by the fundraising committee who for the past (5) years having been diligently fundraising for the installation of playground equipment at Riverside School. The committee is working with Earthscape Playground which is a contractor located in Wallenstein, Ontario. To date, the committee has raised $55,000 towards the $90,000 project and are hopeful the project will proceed in 2018 as the school has been open for a year. Council will recall that the Township and the School Board partnered on the soccer field project at Riverside. Both parties have executed a joint use agreement that allows for public access to school board properties. Partnering on playground equipment on school board property is a unique situation. However, I would point out that the joint use agreement also permits the Township to rent out school board properties (soccer fields and ball diamonds) in the evenings and during the summer months with the Township retaining those revenues. The Committee has approached the developer to solicit a donation towards the project which has been unsuccessful. I was contacted by a donor who wishes to remain anonymous who is willing to match any contribution the Township was willing to commit to. RFS does not have any infrastructure projects, such as new playgrounds installations, identified on the capital forecast as we are currently focused on infrastructure renewal. The partnership is interesting in that it is an opportunity for others to assist with providing amenities whereby the Township is not 100% solely responsible for installation, maintenance and/or replacement costs. Staff have identified $25,000 in the capital budget for replacement parts in various existing playgrounds. $18,000 of this could be directed towards this project unless another funding source was identified. Staff view this project as a tremendous benefit to the community at a minimal cost, especially in an area of Elmira witnessing significant growth and development with little open space and/or playgrounds within walking distance. Our Official Plan recommends a playground be located within 400 metres of a residential property and supporting this playground would align with a goal to promote and walkable communities. Additionally, data continues to show local youth scoring low on physical health and well-being and this provides another opportunity for families to access a unique play space. The Township may, in the future, need to consider a small playground structure to augment this playground for older youth.

94

Data taken from the Third Edition of “A Community Fit for Children: A Focus on Young Children in Waterloo Region” www.earlyyearsinfo.ca Data compiled from Early Development Instrument, Kindergarten Parent Survey, Statistics Canada and Better Outcomes Registry and Network Ontario

0

7.5

15

22.5

30

2004 2007 2010 2015

% of Children in Elmira Scoring Low on Physical Health and Well-Being% of Children in Waterloo Region Scoring Low of Physical Health and Well-Being% of Children in Ontario Scoring Low on Physical Health and Well-Being

95

http://www.earlyyearsinfo.ca

COUNCIL’S OUTSTANDING ACTIVITY LIST As of March 16, 2018

Discussion Date Title/Action Required Assigned To

Projected Date of Completion

Updates/Notes

O – Original Date CAO – Chief Administrative Officer EPS – Engineering and Planning Services R – Review CIS – Council and Information Services RFS – Recreation and Facilities Services Fin – Finance Fire – Fire Services #23005-v1-Council's_Outstanding_Activity_List

O – February 13, 2018 Coordination between road snow removal and sidewalk snow removal

EPS Pending Staff Review

Staff to report back to Council with regards to coordination between road snow removal and sidewalk snow removal.

O – February 13, 2018 Snyders Flats Road EPS Pending Staff Review

Staff will report back to Council with regards to drainage, packing and dust suppressant activities.

O – January 9, 2018 St. Jacobs All-Way Stop Signs Warrant Study

EPS Pending Staff Review

Council direct staff to complete the warrant study for the all-way stop signs located at the intersections of Princess Street, Hachborn Street, and Abners Lane in St. Jacobs with the signs in place to assess the need at those locations.

O – December 8, 2015 R – November 29, 2016 R – March 28, 2017 R – July 4, 2017 R – December 12, 2017

Settlement Boundary Rationalization Process

EPS Dependent on Regional Approval

The staff report for Breslau and remaining settlements will be in early 2018. On December 12th Council referred the Elmira/St. Jacobs report back to staff for further analysis.

O – October 20, 2015 R - May 29, 2017 R- August 22, 2017

GRT Working Group CAO 2018

The proposed area rating report has been deferred. Region transit staff will be drafting a schedule for

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Updates/Notes


our review with will outline critical discussions/deadlines for transit improvements and a possible new route. On December 19 Council directed:

That the Township of Woolwich support the implementation of Grand River Transit service improvements to Route 21 commencing September 2017 with no annual cost increase to the Regional tax levy of the Township of Woolwich.

That the Township of Woolwich request a review of the methodology related to the allocation of costs and revenue to the Township.

The Township of Woolwich continues to work with the Region on the development of a Breslau GRT Bus Route.

A Township internal working group met with GRT staff on Friday, January 13, 2017. A follow-up meeting to review GRT

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Updates/Notes


analysis will occur in April/May 2017. The Township’s internal transit working group has set a meeting in February to follow up with the region. The Township Treasurers will be meeting again at the end of April.

O - January 12, 2016 R – March 28, 2017

Investigations of Glasgow Street Traffic Options

EPS 2nd Quarter 2018 Traffic study will occur in 2nd quarter 2018. Public meeting and report will follow.

O – January 18, 2016 R – March 28, 2017 R – May 30, 2017 R – August 22, 2017

Benjamin Road Pedestrian Crossing

EPS Timing is dependent on

discussions with Regional Staff

Regional staff have advised Woolwich staff that they are willing to support a pedestrian crossing signal provided certain conditions are met.

O – June 28, 2016 Former Riverside School Site CAO Completion depends on Public Boards review of

alternative uses for site

The Public School Board has advised that they are presently exploring potential alternative uses.

O – March 28, 2017 Site Plan Guideline Revisions EPS Early 2018 (to coincide with the Elmira Greening

Report)

Staff will be revising site plan guidelines to address the issue of tree planting and water infiltration in large commercial parking lots. Staff will also be consulting with TWEEC with the context of the Greening Plan for Elmira.

O - January 26, 2017 Investigate Options for Library at RFS First Quarterly Ann has received correspondence

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Updates/Notes


R – July 4, 2017 Existing Breslau Community Centre report 2018 from the Region regarding space requirements. The Region is preparing draft designs. Township and Regional Library staff are working to identify a suitable space for a new library branch in the Breslau Community Centre and will report back to Council through the quarterly report. Library board representatives will be touring the basement space on January 9. A report will go to Regional Council on April 10th.

O – May 16, 2017 R – July 4, 2017 R – August 22, 2017 R – September 12, 2017

Taxation of Old Order Mennonite Churches

CAO Completion depends on policy

discussions with the Region

Woolwich staff met with Regional staff on Thursday January 4th, 2018. Regional staff would like to discuss the matter internally and have asked Township staff to provide more information about how many churches are involved.

O- June 27, 2017 R – August 1, 2017

West Montrose Flooding CAO Next update will coincide with first quarterly report in

2018

Township staff, Regional Police and the GRCA met on June 29th to discuss the recent flooding events which affected parts of West Montrose. Staff presented the report to Council on August 1st, 2017 at the Committee of the

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Updates/Notes


Whole Meeting.

Update will be provided on the October 30th Committee of the Whole Meeting

O – October 30th, 2017 Enforcement Issue/Animal Control By-law

CIS First Quarter 2018 Draft update will come forward to Council in April 2018.

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