General Committee Meeting

That the minutes of the October 8, 2024 General Committee meeting meeting be confirmed.

That the deputation from Ali Akbar Mihankhah in relation to item 8.7 be received.

That the report entitled “2025 Interim Spending Authority Pending Adoption of the 2025 Budget”, be received; and, That Council provide the Treasurer authority to make payments necessary to support the City’s ongoing operations, up to a total of 50% of the City’s 2024 Primary Operating, Waterworks, Planning & Design, Building Standards, and Engineering budgets ($234,716,497); and further, That Staff be authorized and directed to do all things necessary to give effect to this resolution.

That the report entitled “2025 Interim Tax Levy By-law” be received; and, That Council authorize an interim tax levy for 2025; and, That the attached by-law be passed to authorize the 2025 interim tax levy; and further, That staff be authorized and directed to do all things necessary to give effect to this resolution.

That the report entitled “2025 Interim Spending Authority Pending Adoption of the 2025 Unionville and Markham Village Business Improvement Areas Budgets” be received; and, That Council authorize spending for the Unionville BIA (UBIA) and the Markham Village BIA (MBIA) to support their ongoing operations, up to a total of 50% of the UBIA and MBIA 2024 Operating Budgets ($218,250 and $167,350, respectively); and further, That staff be authorized and directed to do all things necessary to give effect to this resolution.

That the report entitled “2025 Temporary Borrowing By-law” be received; and, That a by-law be brought forward for Council approval to authorize temporary borrowing, if required, of amounts not to exceed $234,716,497 from January 1, 2025 to September 30, 2025 and $117,358,249 from October 1, 2025 to December 31, 2025 to meet the expenditures of the municipality until taxes are collected and other revenues are received; and, That the Treasurer report to Council in advance of borrowing, if temporary borrowing is required; and further. That Staff be authorized and directed to do all things necessary to give effect to this resolution.

That the report entitled “Award of Proposal 142-R-24 - Consulting Services for Pre-Design and Detailed Design for Elgin Mills Road Widening - Woodbine Avenue to Warden Avenue” be received; and, That the contract for consulting engineering services for pre-design and detailed design for Elgin Mills Road widening from Woodbine Avenue to Warden Avenue be awarded to the highest ranked, lowest priced proponent, WSP Canada Inc. in the amount of $1,972,952.11 inclusive of HST; and, That allowances in the amount of $825,649.71 inclusive of HST, be established for subsurface utility engineering investigations during the design, permit to take water, environmental monitoring, CCTV inspection, additional engineering survey, utility relocation, overall benefit plan for permitting for Redside Dace, technical memorandums, Yorknet fiber optic conduit design, additional public consultation, tree clearing, Stage 3 archaeological investigation, foundation investigation and soil quality sampling which may be required and approved by the Director of Engineering; and, That a 10% contingency in the amount of $279,860.18 inclusive of HST, be established to cover any additional consulting services to deliver the project and that authorization to approve expenditures of this contingency amount up to the specified limit be in accordance with the Expenditure Control Policy; and, That the Engineering Department Capital Administration fee in the amount of $277,061.58 be transferred to revenue account 640

That the report entitled “Award of Proposal 120-R-24 - Contract Administration, Site Inspection & Post Construction Services for Victoria Square Boulevard (Phase 1) Road Improvement ” be received; and, That the contract for contract administration, site inspection and post construction services for V ictoria Square Boulevard (Phase 1) Road i mprovement be awarded to the highest ranked / 3 rd lowest priced bidder, EXP Services Inc. (EXP) in the amount of $695,941.52 inclusive of HST; and, That an allowance in the amount of $230,995.20, inclusive of HST, be established for geotechnical investigations, material testing during construction, excess soil management, coordination with the Design Consultant during construction, coordination with utility companies and for an external financial audit of the consulting fees, which may be required; and, That a 10% contingency in the amount of $92,693.67, inclusive of HST, be established to cover any additional services to deliver the project and that authorization to approve expenditures of this contingency amount up to the specified limit be in accordance with the Expenditure Control Policy; and, That the Engineering Department Capital Administration fee in the amount of $91,766.74 be transferred to revenue account 640-998-8871 (Capital Administration Fee); and, That the cost in the amount of $1,111,397.13 ($695,941.52 + $230,995.20 + $92,693.67 + $91,766.74) be funded from capital account 23113 with available budget of $1,349,868.00; a

That the report entitled “ Award of Contract 174-S-24 Automated Zoning Compliance Software Solution” be received; and, That the contract 174-S-24 Automated Zoning Compliance Software Solution (One time - implementation and training costs) (Recurring - software licenses, ongoing support and maintenance cost for Year-1 pro-rated six months and Year 2) be awarded to Archistar in the amount of 821,285.63 inclusive of HST; and, That a contingency in the amount of $ 65,702.85 inclusive of HST be established to cover any additional project costs be approved, and that authorization be granted to approve expenditures of this contingency amount up to the specified limit in accordance with the Expenditure Control Policy; and, That the capital costs in the amount of $ 886,988. 48 (821,285.63 + $65,702 .85) inclusive of HST be funded from capital project account 600-101-5399-24318 , with an available budget of $889,000.00 inclusive of HST; and, That the remaining budget in the amount of $ 2,011.52 be returned to the original funding source; and, That the contract for software and license, ongoing support and maintenance costs for 8 years be awarded to Archistar in the amount of $2,674,659.82 inclusive of HST ($1,298,380.26 fee for 4 years + $1,376,279.56 fees for the 4 renewal options) to be funded from 400-400-5361 with a net new operating annual budget of $324,595.07 and subject to the adoption of the 2025 and future operating budgets in the negotiated annual amounts of: Year 3 - $ 324,

That the report entitled “Award of Contract #024-R-24 Citywide Security Guard Services” be received; and, That the contract be awarded to the highest ranked / lowest priced bidder, Paladin Security Group Ltd, for a term of two years in the total amount of $869,901.17 inclusive of HST as per the following; November 1, 2024 - October 31, 2025 - $434,950.85 November 1, 2025 - October 31, 2026 - $434,950.85 Total: $869,901.17 ; and, That the contract includes an option for the City (in its sole discretion) to extend the contract for up to four additional one-year terms. Pricing will be firm for the initial term of the contract (2024-2026), and options to extend in years 3-4 (2026-2028) and years 5-6 (2028-2030) will be subject to Consumer Price Index (CPI) increase to a maximum of 4%; and, That the Director of Sustainability & Asset Management and Senior Manager of Procurement & Accounts Payable be authorized to extend the contract for an additional four, one-year periods subject to adoption of the annual operating budget, vendor performance, and an increase based on the CPI to a maximum of 4% in years three and five; and, That the award in the amount of $434,950.85 (inclusive of HST) be funded from account 750-751-5312 (Security Guard Services); and, That staff be authorized to award a one-year pilot program in the amount of $170,503.77 inclusive of HST for the mobile security guard services; and, That the Commissioner, Corporate Services and Treasurer be authorized to extend th

That the report entitled “211-S-24 Supply and Delivery of Various Rotary Mowers” be received; and, That the contract for the supply and delivery of various rotary mowers be awarded to Turf Care Products Canada Limited, in the amount of $1,316,979.96 inclusive of HST; and, That the total award amount of $1,316,979.96 inclusive of HST be funded from in-year addition capital project #24418 (057-6150-24418-005 Corporate Fleet Replacement – Non-Fire) with available budget of $1,731,227.62; and, That the budget remaining in the amount of $414,247.66 ($1,731,227.62 - $1,316,979.96) be returned to the original funding source; and, That the tendering process be waived in accordance with Purchasing By-Law 2017-18, Part II, Section 11.1: (b) where there is only one source of supply for the goods to be purchased; and, (e) where the City is acquiring specialized vehicles or equipment…in which case the sources of supply may be identified based on technical specifications prepared by the User Department; and further, That Staff be authorized and directed to do all things necessary to give effect to this resolution.

That the report entitled “Tender 185-T-24 Mount Joy Artificial Turf and Grade Beam Replacement” be received; and, That the contract for Mount Joy Artificial Turf and Grade Beam Replacement be awarded to the lowest priced bidder, Ritchfield Inc., in the amount of $2,187,966.18 inclusive of HST; and, That a 10% contingency in the amount of $218,796.62 inclusive of HST, be established to cover any additional construction costs and that authorization to approve expending of the contingency amount up to the specified limit be in accordance with the Expenditure Control Policy; and, That the estimated costs of $2,406,762.80 ($2,187,966.18 + $218,796.62) be funded from accounts as listed in the Financial Considerations section with budget available of $2,077,436.00; and, That the budget shortfall in the amount of $329,326.80 ($2,077,436.00 - $2,406,762.80) be funded as follows: $284,301.85 (estimated) to be reimbursed from Mount Joy Sports Dome Inc. for their share of the total cost of the project; and, $45,024.95 ($329,326.80 - $284,301.85) being the net shortfall for the City’s share of the total project cost be funded from the Life Cycle Replacement and Capital Reserve Fund; and, That Mount Joy Sports Dome Inc. (the owner/operator of the dome) reimburse the City for costs related to the extension of the dome and associated amenities as per their lease agreement in the estimated amount of $284,301.85; and, That the award of the contract and issuance of the purchase orders be contin

That the report entitled “237-S-24 Supply and Delivery of Vehicle/Industrial Extrication Equipment for Fire & Emergency Services” be received; and, That the contract for 237-S-24 Supply and Delivery of Vehicle/Industrial Extrication Equipment for Fire & Emergency Services be awarded to Darch Fire Inc. in the amount of $364,860.48 inclusive of HST; and, That the tendering process be waived in accordance with Purchasing By-Law 2017-8, Part II, Section 11.1 (e), Non-Competitive Procurement, whereby “the City is acquiring specialized… equipment, such as firefighting equipment…, in which case the sources of supply may be identified based on technical specifications prepared by the User Department,”; and, That the award be funded from project #24067 Vehicle/Industrial Extrication Modernization (account 067-6150-24067-005) with available budget of $366,300; and, That the remaining budget of $1,439.52 ($366,300.00 - $364,860.48) be returned to original funding source; and further, That Staff be authorized and directed to do all things necessary to give effect to this resolution.

That the minutes of the May 15, June 12, July 17 & August 21, 2024 Unionville Business Improvement Area Committee meeting be received for information purposes.

That item 9.1, 2024 Asset Management Plan, be moved up in the agenda.

That the report and presentation titled “2024 Asset Management Plan” be received; and, That Council endorse the findings from the update of the City’s Asset Management Plan, for all city owned and/or managed assets assessed at current levels of service; and, That Council direct staff to submit the 2024 Asset Management Plan (the document) to the Ministry of Infrastructure, informed by the findings noted under Recommendation two and as outlined in this report; and make the document publicly available on the City’s website upon its completion; and further, That Staff be authorized and directed to do all things necessary to give effect to this resolution.

That, in accordance with Section 239 (2) of the Municipal Act , General Committee resolve into a confidential session to discuss the following matters:

That General Committee adjourn at 12:25 PM.

4 1. That the report entitled “2025 Interim Spending Authority Pending Adoption of the 2025 Budget”, be received; and, 2. That Council provide the Treasurer authority to make payments necessary to support the City’s ongoing operations, up to a total of 50% of the City’s 2024 Primary Operating, Waterworks, Planning & Design, Building Standards, and Engineering budgets ($234,716,497); and further, 3. That Staff be authorized and directed to do all things necessary to give effect to this resolution.

1. That the report entitled “2025 Interim Spending Authority Pending Adoption of the 2025 Unionville and Markham Village Business Improvement Areas Budgets” be received; and, 2. That Council authorize spending for the Unionville BIA (UBIA) and the Markham Village BIA (MBIA) to support their ongoing operations, up to a total of 50% of the UBIA and MBIA 2024 Operating Budgets ($218,250 and $167,350, respectively); and further, 5 3. That staff be authorized and directed to do all things necessary to give effect to this resolution.

1. That the report entitled “Award of Proposal 142-R-24 - Consulting Services for Pre-Design and Detailed Design for Elgin Mills Road Widening - Woodbine Avenue to Warden Avenue” be received; and, 2. That the contract for consulting engineering services for pre-design and detailed design for Elgin Mills Road widening from Woodbine Avenue to Warden Avenue be awarded to the highest ranked, lowest priced proponent, WSP Canada Inc. in the amount of $1,972,952.11 inclusive of HST; and, 3. That allowances in the amount of $825,649.71 inclusive of HST, be established for subsurface utility engineering investigations during the design, permit to take water, environmental monitoring, CCTV inspection, additional engineering survey, utility relocation, overall benefit plan for permitting for Redside Dace, technical memorandums, Yorknet fiber optic conduit design, additional public consultation, tree clearing, Stage 3 archaeological investigation, foundation investigation and soil quality sampling which may be required and approved by the Director of Engineering; and, 4. That a 10% contingency in the amount of $279,860.18 inclusive of HST, be established to cover any additional consulting services to deliver the project and that authorization to approve expenditures of this contingency amount up to the specified limit be in accordance with the Expenditure Control Policy; and, 5. That the Engineering Department Capital Administration fee in the amount of $277,061.58 be transferred to reve

1. That the report entitled “Award of Proposal 120-R-24 - Contract Administration, Site Inspection & Post Construction Services for Victoria Square Boulevard (Phase 1) Road Improvement” be received; and, 2. That the contract for contract administration, site inspection and post construction services for Victoria Square Boulevard (Phase 1) Road improvement be awarded to the highest ranked / 3rd lowest priced bidder, 8 EXP Services Inc. (EXP) in the amount of $695,941.52 inclusive of HST; and, 3. That an allowance in the amount of $230,995.20, inclusive of HST, be established for geotechnical investigations, material testing during construction, excess soil management, coordination with the Design Consultant during construction, coordination with utility companies and for an external financial audit of the consulting fees, which may be required; and, 4. That a 10% contingency in the amount of $92,693.67, inclusive of HST, be established to cover any additional services to deliver the project and that authorization to approve expenditures of this contingency amount up to the specified limit be in accordance with the Expenditure Control Policy; and, 5. That the Engineering Department Capital Administration fee in the amount of $91,766.74 be transferred to revenue account 640-998-8871 (Capital Administration Fee); and, 6. That the cost in the amount of $1,111,397.13 ($695,941.52 + $230,995.20 + $92,693.67 + $91,766.74) be funded from capital account 23113 with available budget of

1. That the report entitled “Award of Contract 174-S-24 Automated Zoning Compliance Software Solution” be received; and, 2. That the contract 174-S-24 Automated Zoning Compliance Software Solution (One time - implementation and training costs) (Recurring - software licenses, ongoing support and maintenance cost for Year-1 pro- rated six months and Year 2) be awarded to Archistar in the amount of 821,285.63 inclusive of HST; and, 3. That a contingency in the amount of $65,702.85 inclusive of HST be established to cover any additional project costs be approved, and that authorization be granted to approve expenditures of this contingency amount up to the specified limit in accordance with the Expenditure Control Policy; and, 4. That the capital costs in the amount of $886,988.48 (821,285.63 + $65,702.85) inclusive of HST be funded from capital project account 600- 101-5399-24318, with an available budget of $889,000.00 inclusive of HST; and, 5. That the remaining budget in the amount of $2,011.52 be returned to the original funding source; and, 6. That the contract for software and license, ongoing support and maintenance costs for 8 years be awarded to Archistar in the amount of $2,674,659.82 inclusive of HST ($1,298,380.26 fee for 4 years + $1,376,279.56 fees for the 4 renewal options) to be funded from 400-400- 5361 with a net new operating annual budget of $324,595.07 and subject to the adoption of the 2025 and future operating budgets in the negotiated annual amounts of: o

1. That the report entitled “Award of Contract #024-R-24 Citywide Security Guard Services” be received; and, 11 2. That the contract be awarded to the highest ranked / lowest priced bidder, Paladin Security Group Ltd, for a term of two years in the total amount of $869,901.17 inclusive of HST as per the following; o November 1, 2024 - October 31, 2025 - $434,950.85 o November 1, 2025 - October 31, 2026 - $434,950.85 o Total: $869,901.17; and, 3. That the contract includes an option for the City (in its sole discretion) to extend the contract for up to four additional one-year terms. Pricing will be firm for the initial term of the contract (2024-2026), and options to extend in years 3-4 (2026-2028) and years 5-6 (2028-2030) will be subject to Consumer Price Index (CPI) increase to a maximum of 4%; and, 4. That the Director of Sustainability & Asset Management and Senior Manager of Procurement & Accounts Payable be authorized to extend the contract for an additional four, one-year periods subject to adoption of the annual operating budget, vendor performance, and an increase based on the CPI to a maximum of 4% in years three and five; and, 5. That the award in the amount of $434,950.85 (inclusive of HST) be funded from account 750-751-5312 (Security Guard Services); and, 6. That staff be authorized to award a one-year pilot program in the amount of $170,503.77 inclusive of HST for the mobile security guard services; and, 7. That the Commissioner, Corporate Services and Treasur

1. That the report entitled “211-S-24 Supply and Delivery of Various Rotary Mowers” be received; and, 2. That the contract for the supply and delivery of various rotary mowers be awarded to Turf Care Products Canada Limited, in the amount of $1,316,979.96 inclusive of HST; and, 3. That the total award amount of $1,316,979.96 inclusive of HST be funded from in-year addition capital project #24418 (057-6150-24418-005 Corporate Fleet Replacement – Non-Fire) with available budget of $1,731,227.62; and, 4. That the budget remaining in the amount of $414,247.66 ($1,731,227.62 - $1,316,979.96) be returned to the original funding source; and, 5. That the tendering process be waived in accordance with Purchasing By- Law 2017-18, Part II, Section 11.1: o (b) where there is only one source of supply for the goods to be purchased; and, o (e) where the City is acquiring specialized vehicles or equipment…in which case the sources of supply may be identified based on technical specifications prepared by the User Department; and further, 13 6. That Staff be authorized and directed to do all things necessary to give effect to this resolution.

1. That the report entitled “Tender 185-T-24 Mount Joy Artificial Turf and Grade Beam Replacement” be received; and, 2. That the contract for Mount Joy Artificial Turf and Grade Beam Replacement be awarded to the lowest priced bidder, Ritchfield Inc., in the amount of $2,187,966.18 inclusive of HST; and, 3. That a 10% contingency in the amount of $218,796.62 inclusive of HST, be established to cover any additional construction costs and that authorization to approve expending of the contingency amount up to the specified limit be in accordance with the Expenditure Control Policy; and, 4. That the estimated costs of $2,406,762.80 ($2,187,966.18 + $218,796.62) be funded from accounts as listed in the Financial Considerations section with budget available of $2,077,436.00; and, 5. That the budget shortfall in the amount of $329,326.80 ($2,077,436.00 - $2,406,762.80) be funded as follows: a. $284,301.85 (estimated) to be reimbursed from Mount Joy Sports Dome Inc. for their share of the total cost of the project; and, b. $45,024.95 ($329,326.80 - $284,301.85) being the net shortfall for the City’s share of the total project cost be funded from the Life Cycle Replacement and Capital Reserve Fund; and, 6. That Mount Joy Sports Dome Inc. (the owner/operator of the dome) reimburse the City for costs related to the extension of the dome and associated amenities as per their lease agreement in the estimated amount of $284,301.85; and, 7. That the award of the contract and issuance of th

1. That the report and presentation titled “2024 Asset Management Plan” be received; and, 2. That Council endorse the findings from the update of the City’s Asset Management Plan, for all city owned and/or managed assets assessed at current levels of service; and, 3. That Council direct staff to submit the 2024 Asset Management Plan (the document) to the Ministry of Infrastructure, informed by the findings noted under Recommendation two and as outlined in this report; and make the document publicly available on the City’s website upon its completion; and further, 4. That Staff be authorized and directed to do all things necessary to give effect to this resolution. 17