General Committee Meeting

That Council congratulate all parade winners and to extend thanks to all those who participated in the Santa Claus Parade.

That the minutes of the December 5, 2023 General Committee meeting be confirmed.

That the following communications dated November 30, 2023 from York Region be received for information purposes: Homelessness in York Region and Development of a Homelessness Service System Plan Waterloo Court Decision and Homeless Encampments 2023 Servicing Capacity Assignment Update on Implementation of the Community Safety and Well-Being Plan for York Region York Region's 2023 to 2027 Multi-Year Accessibility Plan Vacant Home Tax Update

That the minutes of the September 11, 2023 Race Relations Committee meeting be received for information purposes.

That the minutes of the November 2, 2023 Markham Santa Claus Parade Committee meeting be received for information purposes.

That the report entitled “Award of RFP 268-R-23 Consulting Engineering Services for Short Term Flow Monitoring, Data Collection and Delivery (2024 – 2028) ” be received; and, That Contract 268-R-23 Consulting Engineering Services for Short Term Flow Monitoring, Data Collection and Delivery (2024 – 2028) be awarded to the highest ranked/ lowest priced bidder “AECOM Canada Ltd.” in the 2024 amount of $123,445.36, inclusive of HST; and, That a 10% contingency in the amount of $12,344.54 inclusive of HST, be established to cover any additional costs in 2024 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 total cost for 2024, in the amount of $135,789.90 ($123,445.36 + $12,344.54), be funded from Capital Project 23266 “Wastewater Flow Monitoring” with an available budget of $261,800.00; and, That the remaining budget in the amount of $126,010.10 ($261,800.00 - $135,789.90) be returned to the original funding source; and, That Staff be authorized to exercise the option to renew the contract for four (4) additional years (2025 - 2028), subject to performance and adoption of the 2025 - 2028 capital budgets as follows: 2025: $96,421.69 (Inclusive of Contingency and HST) 2026: $99,437.14 (Inclusive of Contingency and HST) 2027: $102,554.08 (Inclusive of Contingency and HST) 2028: $105,775.18 (Inclusive of Contingency and HST), and further, That Staff be authorized and

That the report entitled “RFP 255-R-23 Markham Public Library Material and Processing Services” be received; and, That the contract # 255-R-23 for Markham Public Library Material and Processing Services be awarded to the two (2) highest ranked/lowest priced bidders: Library Bound Inc. - $1,535,016.02 (All print, talking books, nonfiction DVDs, multilingual CDs and video games) CVS Midwest Tape - $156,128.33 (Fiction DVDs & CDs); and, The term of the Contract is for three (3) years commencing on January 1, 2024 and ending on December 31, 2026 with the option to renew for two (2) additional one year periods in the annual amount of $1,691.144.35 (inclusive of HST); 2024 - $ 1,691,144.35 * 2025 - $ 1,691,144.35 * 2026 - $ 1,691,144.35 * 2027 - $ 1,691,144.35 ** 2028 - $ 1,691,144.35 ** Total: $8 ,455,721.75 ; *For the three (3) year contract term (January 1, 2024 – December 31, 2026), costs will be at the same itemized pricing. **The two (2) optional renewal years (January 1, 2027 – December 31, 2028), costs will be adjusted based on the Consumer Price Index for All Items Ontario for the twelve (12) month period ending December in the applicable year; and, That the contract in 2024 will be funded from project #23462 - Library Collections approved as part of the 2023 in-year capital additions. Funding for 2025 – 2028 collections are subject to adoption of the 2025 - 2028 budgets; and, That the Director of Library Administration & Operational Support, and Senior Manager of Procurem

That the Committee add this matter to the agenda for consideration.

That this matter be deferred to an upcoming meeting to allow time to provide notice to the public and follow existing proclamation procedures.

That the City proclaim February 2024 as Chinese Heritage Month; and, That this proclamation request be added to the City of Markham's five year proclamation list; and further, That staff be directed and authorized 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 from confidential session at 12:36 PM and not return to open session or report out on any matter.

1. That the following communications dated November 30, 2023 from York Region be received for information purposes: 1. Homelessness in York Region and Development of a Homelessness Service System Plan 2. Waterloo Court Decision and Homeless Encampments 3. 2023 Servicing Capacity Assignment 4. Update on Implementation of the Community Safety and Well-Being Plan for York Region 5. York Region's 2023 to 2027 Multi-Year Accessibility Plan 6. Vacant Home Tax Update

7 1. That the minutes of the November 2, 2023 Markham Santa Claus Parade Committee meeting be received for information purposes.

1. That the report entitled “Award of RFP 268-R-23 Consulting Engineering Services for Short Term Flow Monitoring, Data Collection and Delivery (2024 – 2028)” be received; and, 2. That Contract 268-R-23 Consulting Engineering Services for Short Term Flow Monitoring, Data Collection and Delivery (2024 – 2028) be awarded to the highest ranked/ lowest priced bidder “AECOM Canada Ltd.” in the 2024 amount of $123,445.36, inclusive of HST; and, 3. That a 10% contingency in the amount of $12,344.54 inclusive of HST, be established to cover any additional costs in 2024 and that authorization to approve expenditures of this contingency amount up to the specified limit be in accordance with the Expenditure Control Policy; and, 4. That the total cost for 2024, in the amount of $135,789.90 ($123,445.36 + $12,344.54), be funded from Capital Project 23266 “Wastewater Flow Monitoring” with an available budget of $261,800.00; and, 5. That the remaining budget in the amount of $126,010.10 ($261,800.00 - $135,789.90) be returned to the original funding source; and, 6. That Staff be authorized to exercise the option to renew the contract for four (4) additional years (2025 - 2028), subject to performance and adoption of the 2025 - 2028 capital budgets as follows: 2025: $96,421.69 (Inclusive of Contingency and HST) 2026: $99,437.14 (Inclusive of Contingency and HST) 2027: $102,554.08 (Inclusive of Contingency and HST) 2028: $105,775.18 (Inclusive of Contingency and HST), and further, 7. That Sta

1. That the report entitled “RFP 255-R-23 Markham Public Library Material and Processing Services” be received; and, 2. That the contract # 255-R-23 for Markham Public Library Material and Processing Services be awarded to the two (2) highest ranked/lowest priced bidders: Library Bound Inc. - $1,535,016.02 (All print, talking books, nonfiction DVDs, multilingual CDs and video games) CVS Midwest Tape - $156,128.33 (Fiction DVDs & CDs); and, 3. The term of the Contract is for three (3) years commencing on January 1, 2024 and ending on December 31, 2026 with the option to renew for two (2) additional one year periods in the annual amount of $1,691.144.35 (inclusive of HST); 2024 - $1,691,144.35* 2025 - $1,691,144.35* 2026 - $1,691,144.35* 2027 - $1,691,144.35** 2028 - $1,691,144.35** Total: $8,455,721.75 ; *For the three (3) year contract term (January 1, 2024 – December 31, 2026), costs will be at the same itemized pricing.**The two (2) optional renewal years (January 1, 2027 – December 31, 2028), costs will be adjusted based on the Consumer Price Index for All Items Ontario for the twelve (12) month period ending December in the applicable year; and, 4. That the contract in 2024 will be funded from project #23462 - Library Collections approved as part of the 2023 in-year capital additions. Funding for 2025 – 2028 collections are subject to adoption of the 2025 - 2028 budgets; and, 5. That the Director of Library Administration & Operational Support, and Senior Manager of Procu

1. That the City proclaim February 2024 as Chinese Heritage Month; and, 10 2. That this proclamation request be added to the City of Markham's five year proclamation list; and further, 3. That staff be directed and authorized to do all things necessary to give effect to this resolution.