Report to: General Committee Report
Date:
SUBJECT: Award of York Region Co-op bids CT-09-09 & CT-09-08 and Memorandum of Understanding between York Region and the Town of Markham re York Region Inflow & Infiltration Reduction Program
PREPARED BY: Karen Dennison, Manager
of System Engineering,
RECOMMENDATION:
1) THAT the report entitled” Award of York Region Co-op bids CT-09-09 & CT-09-08 and Memorandum of Understanding between York Region and the Town of Markham re York Region Inflow & Infiltration Reduction Program” be received;
2) And That
the Mayor be authorized to execute the attached Memorandum of Understanding
(MOU) (Attachment A) with the Regional Municipality of York in a form
satisfactory to the Town’s Solicitor;
3)
And That the York
4)
And That the York
5) And That staff be authorized to issue a Purchase order to Sewer Technologies Inc., in the amount of $10,934.50, exclusive of GST and Promark Telecon, in the amount of $169,263.50, exclusive of GST;
6) And That both awards be funded by the Regional Municipality of York as per the MOU agreement;
7) AND that the cost of the awards be charged to account 025-2100029 and recoveries from the Regional Municipality of York be credited to this same account;
8) AND that on a monthly basis, staff shall meet with the Regional Municipality of York to review any invoices received during the immediately preceding month, and deliver any copies of invoices and such other documentation as the Region may reasonably require, to recover the costs;
And That Staff be authorized and directed to do all things necessary to give effect to this resolution.
PURPOSE:
The purpose of this report is to seek approval to execute a MOU (Attachment A) with the Region of York for funding, and obtain Council approval to issue a Purchase order for contracts CT-09-08 and CT-09-09.
BACKGROUND:
York Region in a coordinated effort with the local municipalities is
undertaking a multi-year Inflow and Infiltration Reduction Program. This program is a priority of York Region. The
York Region Transportation and Works Committee
Reduction of wet weather flows into the sanitary sewer system will help reduce operational costs and extend the life of the existing infrastructure and reduce loading on the trunk sanitary sewers.
York Region and municipal staff have met regularly in order to make this program a coordinated successful effort. This cooperative Regional I/I reduction effort fits into Markham’s Town wide inflow / infiltration reduction strategy.
OPTIONS/ DISCUSSION:
York Region I/I Reduction
Program
The York Region I/I
Reduction Program consists of the following components.
1. Flow monitoring (Region wide)
2. Selection of Sanitary Sewer Evaluation Study Areas (SSES) throughout the Region for further I/I assessment. Five (5) SSES areas were selected within Markham (Attachment B)
3. Data collection and assessment of SSES areas to aid in the determination of a few pilot areas (potentially dispersed throughout the Region) for further I/I reduction remediation work and impact analysis.
4. I/I reduction remediation work within the selected pilot sites
5. Post monitoring, impact analysis and recommendations arising form the pilot projects
6. Best practice development for I/I reduction throughout the Region.
Currently components 1 & 2 (above) have been completed. Component #3 above will be performed under this MOU. Items # 4 through 6 will be addressed in the next phase of this project.
Sanitary Sewer
Evaluation Areas (SSES)
Within the Region’s program, five (5) of Markham’s most critical (older) areas were selected as SSES sites for further investigation (Attachment B). This investigation and data collection will be fully funded by the Region as per the MOU. The activities which will be undertaken within the 5 Markham SSES areas include:
· Manhole inspections, Smoke testing and CCTV work
· Analysis and further assessment of the SSES areas for I/I reduction potential
Pilot Areas for I/I
Remediation Work
After completion of the SSES data collection, further evaluation and then recommendations and selection of pilot sites under the Region’s I/I investigation and reduction assessment will be accomplished.
The selected pilot sites within the Region will be earmarked for further specific I/I reduction work (infrastructure rehabilitation work).
Should a pilot site be selected within Markham, benefits will include:
· Further Regional funding for specific sanitary system rehabilitation work in an effort to reduce I/I.
- Post rehabilitation work flow monitoring to establish impact of such remedial work
- Markham’s participation in the generation of Region wide Best Practices.
Town of Markham Participation
In order for the Town of Markham to participate in this I/I reduction effort and to receive full funding from the Region of York, the following will need to be in place:
1. Signing authority will need to be established for the MOU (Mayor).
2. A signed MOU.
3. Director of Operations will need approval to enter into and execute contracts for smoke testing, CCTV and manhole inspection work using prices and contracts established through the competitive tender bidding process conducted on behalf of all municipal participants.
Competitive Bid Process
(CT-09-08 and CT-09-09)
A competitive bid process was undertaken cooperatively with the
participating municipalities undertaking SSES work including the Region and is
fully supported by the Region of York. This is an approved process under the
Town of Markham’s
Tendering of the CCTV and manhole inspection work was lead by the Corporation of the Town of Newmarket. Tendering of the smoke testing work was lead by the Town of East Gwillimbury. All municipalities took part in the tendering process (specifications, tender document review and contractor selection) in order to get the best pricing and similar work accomplished within regional SSES areas.
The selected contractor (Lowest priced bidder) from the individual competitive bid process will be used by all of the participating municipalities however each municipality must enter into a separate contracts and issue separate purchase orders, with the selected contractor for the work performed within the respective municipality. Funding will be 100% by the region as per the MOU.
FINANCIAL CONSIDERATIONS AND TEMPLATE: (external link)
The funding will be from the Regional Municipality of York as per the MOU.
HUMAN RESOURCES CONSIDERATIONS:
Not Applicable
ALIGNMENT WITH STRATEGIC PRIORITIES:
The following strategic priorities are assisted by this cooperative effort to reduce inflow and infiltration into the sanitary sewer system:
· Managed Growth – reducing I/I frees up sewer capacity for potential accommodation of future growth; reduction in the risk and frequency of basement flooding
· Environmental Focus– fewer overflows, less energy use and less treatment costs
· Infrastructure Management – some I/I reduction techniques and remediation work enhances the structural integrity of the sewer system thereby extending its life span.
BUSINESS UNITS CONSULTED AND
AFFECTED:
Legal has reviewed the MOU between the Regional Municipality of York and The Corporation of the Town of Markham.
Legal had no comments.
RECOMMENDED
BY: ________________________ ________________________
Jerry Klaus Peter Loukes, P. Eng.
General Manager,
________________________
Brenda Librecz
Commissioner, Community and Fire Services
ATTACHMENTS:
Attachment “A” – Memorandum of Understanding with the Region of York
Attachment “B” – Map of SSES Locations within the Town of Markham
Attachment “C” – York Region Transportation and Works Committee
Report of the Commissioner of Environmental Services entitled “A Region-Wide Commitment to Address Inflow and Infiltration and Consultant Award”.