AGENDA PUBLIC WORKS COMMITTEECouncil+$!26..."THAT, Report #PW-28-2014 Winter Operations Review be...

AGENDA

PUBLIC WORKS

COMMITTEE

Wednesday, August 27, 2014

Immediately Following Economic Development

Committee Meeting

Lanark County Administration Building

Council Chambers

Councillor, Peter McLaren, Chair

Page

1. CALL TO ORDER (Reminder please silence all electronic devices)

2. DISCLOSURE OF PECUNIARY INTEREST

3. APPROVAL OF MINUTES Suggested Motion:

"THAT, the minutes of the Public Works Committee meeting

held on June 25, 2014 be approved as amended."

4. ADDITIONS AND APPROVAL OF AGENDA Suggested Motion:

"THAT, the agenda be approved as presented."

5. DELEGATIONS (10 MINUTES) None

6. PRESENTATIONS None

7. COMMUNICATIONS None

8. CONSENT REPORTS None

of 21

DISCUSSION REPORTS

5 - 13 i) REPORT #PW-25-2014 PROPOSED ENCROACHMENT AGREEMENT: BETWEEN LANARK COUNTY AND

HANNELORE BOCK, 5196 MCDONALDS CORNERS ROAD

Director of Public Works, Terry McCann

Suggested Motion:

"THAT, a By-Law be presented at the August Meeting

of County Council to deal with an encroachment, on County Road 12 (McDonalds Corners Road), more

particularly described as Part of the West Half of Lot 5, Concession 7, Geographic Township of Dalhousie, now

Township of Lanark Highlands, County of Lanark, designated as Part 9 on Plan 26R1484. The abutting

lands are owned by Hannelore Bock, who is also the owner of the shed, which is mostly situated on said Part

9, Plan 26R1484;

AND THAT, the Clerk sends Report #PW-25-2014 to the Township of Lanark Highlands for information."

14 - 16 ii) REPORT #PW-26-2014 TENDER RESULTS:

COMBINATION TANDEM PLOW TRUCK AND OPERATOR FOR WINTER MAINTENANCE (2014 - 2017)


Suggested Motion:

"THAT, Contract #PW-M-57-2014-17-E2, Combination Tandem Plow Truck and Operator for Winter

Maintenance (2014 – 2017), be awarded to the lowest compliant Bidder, Thomas Cavanagh Construction

Limited, in the amount of $176,160.00, plus HST."

of 21

20 iii) REPORT #PW-27-2014 TENDER RESULTS: SUPPLY AND

DELIVERY OF ONE (1) CAB AND CHASSIS WITH TANDEM SNOW PLOW AND HARNESS FULLY

DETACHABLE, TANDEM 30 TON IBS SYSTEM AND IBS TANDEM V HOPPER DUMP SPREADER BODY


Suggested Motion:

"THAT, Contract #PW-E-59-2014-14-E0, Supply and Delivery of One (1) Cab and Chassis with Tandem Snow

Plow and Harness Fully Detachable, Tandem 30 Ton IBS System and IBS Tandem V Hopper Dump Spreader

Body be awarded to the lowest compliant Bidder, ELP Inc., in the amount of $224,837.12, plus HST."

10. VERBAL REPORTS

i) REPORT #PW-28-2014 WINTER OPERATIONS REVIEW


Suggested Motion:

"THAT, Report #PW-28-2014 Winter Operations Review

be received as information."

ii) REPORT #PW-29-2014 NEW FACILITIES UPDATE


Suggested Motion:

"THAT, Report #PW-29-2014 New Facilities Update be received as information."

iii) REPORT #PW-30-2014 LANARK COUNTY TRUCK

ROADEO - SEPTEMBER 9, 2014 AND AORS PROVINCIAL TRUCK ROADEO - SEPTEMBER 10, 2014


Suggested Motion:

"THAT, Report #PW-30-2014 Lanark County Truck Roadeo - September 9, 2014 and AORS Provincial Truck

Roadeo - September 10, 2014 be received as

information."

11. DEFERRED REPORTS None

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CONFIDENTIAL REPORTS

None

13. NEW/OTHER BUSINESS

21 i) Meeting Schedule

Deputy Clerk, Leslie Drynan

14. ADJOURNMENT

of 21

THE COUNTY OF LANARK

PUBLIC WORKS COMMITTEE

August 27, 2014

Report # PW-25-2014 of the

Director of Public Works

PROPOSED ENCROACHMENT AGREEMENT: BETWEEN LANARK COUNTY AND HANNELORE BOCK, 5196 MCDONALDS CORNERS ROAD

1. STAFF RECOMMENDATIONS

“THAT, a By-Law be presented at the August Meeting of County Council to deal with an encroachment, on County Road 12

(McDonalds Corners Road), more particularly described as Part of the West Half of Lot 5, Concession 7, Geographic Township of Dalhousie,

now Township of Lanark Highlands, County of Lanark, designated as

Part 9 on Plan 26R1484. The abutting lands are owned by Hannelore Bock, who is also the owner of the shed, which is mostly situated on

said Part 9, Plan 26R1484.

AND THAT, the Clerk sends Report #PW-25-2014 to the Township

of Lanark Highlands for information."

2. PURPOSE

The purpose of this Report is to seek Council's approval to enter into

an Encroachment Agreement with Hannelore Bock to permit an encroachment on McDonalds Corners Road (County Road 12).

3. BACKGROUND

Lanark County acquired Part 9, Plan 26R1484, from Wilf Hall Limited,

for road purposes, by registered Instrument Number 58443 (Deed), on March 29, 1982. The transfer of the lands contained a “subject to

the right of” in favor of Wilf Hall Limited to retain the shed until Lanark County required the lands for road improvements.

The “subject to right of” clause was not written in a transferrable

manner when the Instrument was completed in 1982. Therefore, the right to retain the shed on the lands was not transferred to Ms. Bock.

AGENDA ITEM # 9i)

REPORT #PW-25-2014 PROPOSED ENCROACHMENT AGREEMENT: BETWEEN ... of 21

Ms. Bock wishes to retain the shed in its current location. To protect

Lanark County from any liability or claim and to ensure that the encroachment is properly documented and known to any future

owners of the property, an Encroachment Agreement is recommended.

4. DISCUSSION

In accordance with Section 5(3) of the Municipal Act, a municipal

power, including a municipality’s capacity, rights, powers and privileges under Section 9, shall be exercised by By-Law unless the

municipality is specifically authorized to do otherwise.

5. ANALYSIS AND OPTIONS

Two options are open:

Option 1: Deny the formalizing of the encroachment.

Option 2: Approve the formalizing of the encroachment.

The Director recommends Option 2 as the Encroachment Agreement

will provide protection and clear guidelines for the owner and Lanark County. Lanark County’s lands are protected by the Encroachment

Agreement, inclusive of the right that if Lanark County requires the lands, 60 days’ notice to the owner(s) can be provided and they

would be required to remove the encroachment at their expense.

6. FINANCIAL IMPLICATIONS

Sufficient funds are available within the 2014 Property Legal Fees

Budget for this transaction.

7. LOCAL MUNICIPAL IMPACT

The Township of Lanark Highlands is aware of this encroachment as they were originally approached by Ms. Hannelore Bock.

8. CONCLUSIONS

The Director recommends that a By-Law is presented, at the August

Meeting of County Council, to authorize an encroachment on County

Road 12 (McDonalds Corners Road).

AGENDA ITEM # 9i)


9. ATTACHMENTS

1. Appendix "A" - Proposed Encroachment Agreement.

2. Appendix "B" - Portion of Plan 26R1484 showing encroachment.

Recommended By:

Janet Tysick

Office Manager

Approved for

Submission By:

Terry McCann


Manager Approval

By:

Kurt Greaves

Chief Administrative Officer

AGENDA ITEM # 9i)


APPENDIX “A”

PROPOSED ENCROACHMENT AGREEMENT

AGENDA ITEM # 9i)


AGENDA ITEM # 9i)


APPENDIX “B”

PORTION OF PLAN 26R1484 SHOWING ENCROACHMENT

AGENDA ITEM # 9i)




August 27, 2014



TENDER RESULTS: COMBINATION TANDEM PLOW TRUCK AND OPERATOR FOR WINTER MAINTENANCE (2014 - 2017)


"THAT, Contract #PW-M-57-2014-17-E2, Combination Tandem Plow Truck and Operator for Winter Maintenance (2014 – 2017), be

awarded to the lowest compliant Bidder, Thomas Cavanagh Construction Limited, in the amount of $176,160.00, plus HST."

2. PURPOSE

The purpose of this Report is to seek Council's approval to award

Contract #PW-M-57-2014-17-E2, Combination Tandem Plow Truck

and Operator for Winter Maintenance (2014 – 2017).

3. BACKGROUND

On August 18, 2014, Terry McCann, Director Public Works and Janet Tysick, Business Manager, opened four (4) Tenders at the Public

Works Building Carleton Place Boardroom. Tenders were circulated, via e-mail transmission, and an advertisement was placed on the

County's website. Nine (9) interested companies obtained documents. Representatives from three (3) bidders were present at

the Tender Opening.

4. DISCUSSION

A review of Winter routes has been undertaken to determine a more

effective and efficient service delivery. The changes include equalizing route lengths, reduced dead heading by aligning depot

locations to routes and aligning service delivery to road class and maintenance standards. The new Winter operations routes require

the addition of one Contractor route. This Contract will provide Winter maintenance operations for Route #5, which includes County

Roads 12 and 15. This is an additional Contractor route to previous years.

AGENDA ITEM # 9ii)

REPORT #PW-26-2014 TENDER RESULTS: COMBINATION TANDEM PLOW T... of 21


Option 1:

Award Contract #PW-M-57-2014-17-E2, Combination Tandem Plow Truck and Operator for Winter Maintenance (2014 - 2017) and alter

Winter maintenance operations. This additional Contractor route is expected to provide equivalent service at a reduced cost

(recommended).

Option 2:

Perform Winter maintenance operations as per past years.


The 2014 portion of this Contract, based on estimated quantities and unit price bid, is anticipated to be approximately $19,040.00. The

costs for this Contract are anticipated to be funded by reduced Municipal contract costs, increased Municipal contract revenue and

reduced County Staff overtime and part time on call Equipment Operator costs.


None.

8. CONCLUSIONS

Staff recommend awarding Contract #PW-M-57-2014-17-E2, Combination Tandem Plow Truck and Operator for Winter

Maintenance (2014 – 2017), to the lowest compliant Bidder, Thomas Cavanagh Construction Limited.

9. ATTACHMENTS

Appendix “A” - Bid Summary.

Recommended By:

Janet Tysick

Office Manager

Approved for

Submission By:

Terry McCann


Manager Approval

By:

Kurt Greaves

Chief Administrative Officer

AGENDA ITEM # 9ii)


CONTRACT #PW-M-57-2014-17-E2

COMBINATION TANDEM PLOW TRUCK AND OPERATOR FOR WINTER MAINTENANCE (2014 - 2017)

(Tender Opening - Monday, August 18, 2014, at 1:56 PM)

COMPANY PRICE BID

(with HST)

Thomas Cavanagh Construction Limited $199,060.80

Nedow Const. Inc. $213,344.00

Cruickshank Construction Ltd. $289,099.20

Crains' Construction Limited $357,984.00

NOTE: H.S.T. is included in the above tendered price on applicable expenses.

Part or whole of this Contract is contingent upon Lanark County

Council’s approval, which is not expected before Wednesday,

September 17, 2014.

AGENDA ITEM # 9ii)




August 27, 2014



TENDER RESULTS: SUPPLY AND DELIVERY OF ONE (1) CAB AND CHASSIS WITH TANDEM SNOW PLOW AND HARNESS FULLY

DETACHABLE, TANDEM 30 TON IBS SYSTEM AND IBS TANDEM V HOPPER DUMP SPREADER BODY


"THAT, Contract #PW-E-59-2014-14-E0, Supply and Delivery of One (1) Cab and Chassis with Tandem Snow Plow and Harness Fully

Detachable, Tandem 30 Ton IBS System and IBS Tandem V Hopper Dump Spreader Body be awarded to the lowest compliant Bidder,

ELP Inc., in the amount of $224,837.12, plus HST."

2. PURPOSE

The purpose of this Report is to seek Council's approval to award

Contract #PW-E-59-2014-14-E0, Supply and Delivery of One (1) Cab and Chassis with Tandem Snow Plow and Harness Fully Detachable,

Tandem 30 Ton IBS System and IBS Tandem V Hopper Dump Spreader Body.

3. BACKGROUND

On August 18, 2014, Terry McCann, Director Public Works, and Janet

Tysick, Business Manager, opened one (1) Tender at the Public Works Building Carleton Place Boardroom. Tenders were circulated,

via e-mail transmission, and an advertisement was placed on the County's website. Seventeen (17) companies obtained documents.

Representatives from one (1) bidder were present at the Tender

Opening.

4. DISCUSSION

The Cab and Chassis specification included an automatic transmission with PTO pump, heavier suspension, higher horsepower

and GVW together with the IBS System. These items will allow for

AGENDA ITEM # 9iii)

REPORT #PW-27-2014 TENDER RESULTS: SUPPLY AND DELIVERY OF ON... of 21

the tandem truck to be utilized in the winter as a plow truck unit and

in the summer as a water flusher truck.


Option 1:

Award Contract #PW-E-59-2014-14-E0, Supply and Delivery of One (1) Cab and Chassis with Tandem Snow Plow and Harness Fully

Detachable, Tandem 30 Ton IBS System and IBS Tandem V Hopper Dump Spreader Body to the lowest compliant Bidder, ELP Inc.

(recommended).

Option 2:

Award Item C-1 only of Contract #PW-E-59-2014-14-E0, Supply and

Delivery of One (1) Cab and Chassis with Tandem Snow Plow and Harness Fully Detachable, Tandem 30 Ton IBS System and IBS

Tandem V Hopper Dump Spreader Body to the lowest compliant Bidder, ELP Inc., and adjust and utilize an existing spreader body

(not recommended).


The 2014 Public Works Fleet Budget included a $200,000 line item

for a tandem cab and chassis with box and body. This Budget line item, together with savings realized on already completed fleet

capital purchases, is sufficient to cover the cost of the recommended award under this Contract.


None.

8. CONCLUSIONS

Staff recommend awarding Contract #PW-E-59-2014-14-E0, Supply

and Delivery of One (1) Cab and Chassis with Tandem Snow Plow

and Harness Fully Detachable, Tandem 30 Ton IBS System and IBS Tandem V Hopper Dump Spreader Body to the lowest compliant

Bidder, ELP Inc., as it will allow the truck to be utilized year round, contributing to departmental efficiencies.

9. ATTACHMENTS

Appendix “A” - Bid Summary.

AGENDA ITEM # 9iii)


Recommended By:

Janet Tysick

Business Manager

Approved for

Submission By:

Terry McCann

Director of Public

Works

Manager Approval

By:

Kurt Greaves

Chief Administrative

Officer

AGENDA ITEM # 9iii)


CONTRACT #PW-E-59-2014-14-E0

SUPPLY AND DELIVERY OF ONE (1) CAB AND CHASSIS WITH TANDEM

SNOW PLOW AND HARNESS FULLY DETACHABLE, TANDEM 30 TON IBS SYSTEM AND IBS TANDEM V HOPPER DUMP SPREADER BODY

(Tender Opening - Monday, August 18, 2014, at 1:50 PM)

COMPANY

PRICE BID

(without HST) C-1

PRICE BID

(without HST) C-2

ELP Inc. $189,514.81 $35,322.31

NOTE: H.S.T. will be paid in addition to the above tendered price on applicable expenses.

Part or whole of this Contract is contingent upon Lanark County

Council’s approval, which is not expected before Wednesday,

September 17, 2014.

AGENDA ITEM # 9iii)


MEETING SCHEDULE – As at August 22nd, 2014

Meeting Location Time Date

AMO Conference London Sun. Aug. 17th – Wed. Aug. 20th

LCMTC D/NE Boardroom 9:00 a.m. Mon. Aug. 18th Mon. Aug. 25th

LCHC Board Meeting LCHC Office 6:00 p.m. Tues. Aug. 26th

Economic Development Committee Public Works Committee Special County Council

Council Chambers 5:00 p.m. Wed. Aug. 27th

Dennis Staples Open Golf Tournament Smiths Falls Golf Course 11:00 a.m. Fri. Aug. 29th

Land Division Council Chambers 10:00 a.m. Mon. Sept. 8th

OEMC Conference Kingston Tue. Sept. 9th – Wed. Sept. 11th

Algonquin Land Claim Kingston 8:45 a.m. Thurs. Sept. 11th

LCMTC D/NE Boardroom 9:00 a.m. Mon. Sept. 15th

Community Forest Working Group Carleton Place Boardroom (Public Works Building) 3:00 p.m. Wed. Sept. 17th

County Council Community Services Committee Corporate Services Committee

Council Chambers 5:00 p.m. Wed. Sept. 17th

LCHC Board Meeting LCHC Office 6:00 p.m. Tues. Sept. 23rd

County Council Economic Development Committee Public Works Committee

Council Chambers 5:00 p.m. Wed. Sept. 24th

Community Forest Working Group Carleton Place Boardroom (Public Works Building) 3:00 p.m. Wed. Oct. 8th

County Council Community Services Committee Corporate Services Committee

Council Chambers 5:00 p.m. Wed. Oct. 8th

Agricultural Advisory Council Chambers 7:30 p.m. Thurs. Oct. 16th

LCMTC D/NE Boardroom 9:00 a.m. Mon. Oct. 20th

County Council Economic Development Committee Public Works Committee

Council Chambers 5:00 p.m. Wed. Oct.22nd

LCHC Board Meeting LCHC Office 6:00 p.m. Tues. Oct. 28th

AGENDA ITEM # 13i)

Meeting Schedule Deputy Clerk, Leslie Drynan of 21

AGENDA PUBLIC WORKS COMMITTEECouncil+$!26..."THAT, Report #PW-28-2014 Winter Operations Review be...

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