The URL can be used to link to this page

Home My Public Portal About2018-12-06_COW_Public Agenda Package (Updated - 8.1 and 8.2 added)Page 1 of 1 of Agenda Cover Page(s) Committee of the W hole AGENDA Thursday,December 6, 2018 Chester Municipal Council Chambers 151 King Street, Chester, NS 1.MEETING CALLED TO ORDER. 2.APPROVAL OF AGENDA/ORDER OF BUSINESS. 3.PUBLIC INPUT SESSION (8:45 A.M.–9:00 A.M.). 4.MINUTES OF PREVIOUS MEETING: 4.1.Committee of the Whole –November 22, 2018 5.MATTERS ARISING. 6.POLICY DEVELOPMENT/REVIEW. 7.CORRESPONDENCE: 7.1 Letter from Nova Scotia Department of Municipal Affairs dated October 31,2018 regarding Proposed Amendments to the Nova Scotia Building Code Regulations. 7.2 For Information –Nova Scotia Federation of Municipalities (NSFM) Final Resolutions and Board Report, November 6, 2018. 8.NEW BUSINESS: 8.1 Request for Decision prepared by Administration and Engineering and Public Works Department regarding Funding application –Investing Canada Infrastructure Program. 8.2 Scotiabank Borrowing Resolution –Director of Finance. 9.IN CAMERA. 10.ADJOURNMENT. REQUEST FOR DECISION Prepared By:Jonathan Meakin, Strategic Initiatives Coordinator; Matthew Davidson, Director, Engineering & Public Works Date December 3,2018 Reviewed By:Malcolm Pitman, Acting CAO Date December 4, 2018 Authorized By:Malcolm Pitman,Acting CAO Date December 4,2018 CURRENT SITUATION The Department of Municipal Affairs recently released a first call for applications for the Investing in Canada Infrastructure Program (ICIP).The ICIP is the bilateral agreement between Canada and Nova Scotia determining the federal government’s infrastructure investment program in our province.The focus of this call for applications is on the Green –Environmental Quality Stream, with a specific focus on infrastructure projects relating to wastewater, drinking water, and solid waste. Application details were released to Nova Scotian municipalities on December 3, 2018, and the deadline for complete applications is January 18, 2019.Of note, eligible infrastructure projects for ICIP must include construction costs, and the program overall is designed to support larger infrastructure projects. Given these grant program parameters,the Municipality needs to determine an appropriately capital-intensive project that can be design-ready by the ICIP application deadline. A follow up report in January will seek a Council Resolution as an ICIP application requirement, which will provide some detail of the project application once completed. RECOMMENDAT ION That the Committee of the Whole recommend a Motion to Council to authorize improvements to the Village of Chester Wastewater Treatment Plant as the Municipality of the District of Chester’s project to the current (January 18, 2019 deadline)Investing in Canada Infrastructure Program (ICIP)call for applications. BACKGROUND On May 31, 2018, following direction from the Department of Municipal Affairs,Council reviewed and prioritized several potential infrastructure projects for the 2019-20 fiscal year. At REPORT TO:Committee of the Whole SUBMITTED BY:Office of the CAO / Engineering & Public Works Department DATE:December 6, 2018 SUBJECT:Capital Project Priority for the Investing in Canada Infrastructure Program ORIGIN:Strategic Priorities 2 Request for Decision that time, DMA sought that input from municipalities in order to structure the focus of the ICIP. The resulting call for applications is focused on water, wastewater, and solid waste projects only. The window for submitting ICIP applications is tight. Application details were released on December 3, 2018, and the scope and budget details for any proposed project (which must include some construction costs and not only design work) must be provided in full by the January 18, 2019 deadline. DISCUSSION The Municipality’s challenge is that although we have several potential projects —wastewater treatment plant projects for the Village of Chester, Otter Point, and Chester Basin; central water system for the Village of Chester; and a leachate tr eatment system at Kaizer Meadow Environmental Management Centre—none are currently eligible since the design for these projects has not yet been done. Although staff will continue with all of these projects as part of our capital planning process, the ICIP is an important infrastructure funding opportunity, and the Municipality must strategically assess and coordinate projects in order to capitalize on this opportunity. A number of factors help determine the strategic priority for the ICIP application: 1.Neither the Kaizer Meadow project nor the Chester Central Water System project will be design-ready for the ICIP deadline. 2.The Municipality has been able to award the contract for design work for Otter Point and Chester Basin WWTP improvements to one contractor, and the contract for design work for the Village of Chester WWTP to another contractor. As a result, the contractor for the Village of Chester WWTP will be able to expedite the design for the ICIP deadline. 3.The Village of Chester WWTP improvements project is the most capital intensive of three WWTP projects. All of these reasons contribute to the recommendation that the Municipality submits the Village of Chester Wastewater Treatment Plant improvements project to the ICIP call for applications. Design work for the Village of Chester Wastewater Treatment Plant improvements is about to begin. The Request for Proposal was issued on October 12, 2018 and closed on November 2, 2018, with submissions from CBCL and Stantec.Both initial submissions were over our design project budget of $50,000 net HST,with CBCL’s significantly so. The Municipality reissued a 3 Request for Decision scope of work to target the critical aspects project and to provide clarity. Resubmission was due on November 30,2018. Proposals were resubmitted from both firms,and a review of the proposals is summarized as follows: CBCL Ltd.already completed the system assessment report on the Chester WWTP,and has good reference projects, including topographical and geotechnical investigation,and a good project team. CBCL proposed that for Phase 1 (from kick-off meeting to completed design) would amount to $72,700 plus HST,adjusted for an error in their budget spreadsheet. Assessment of CBCL’s proposal resulted in the following score = 40/40 points (experience) and 13/60 points (price, relative to the lowest price submitted). Stantec has no previous experience with our wastewater treatment plants. However,the project manager was part of the team who completed the Chester WWTP performance evaluation, which was the foundation to the System Assessment Report completed by CBCL. Reference projects showed experience in wastewater but not with the type of plant that is in Chester. Stantec’s proposal included survey and geotechnical investigation (but not equipment time), outlined a good schedule,and identified a project team experienced but relatively unknown to Municipal staff. Phase 1 (from kick off meeting to completed design) $40,700 plus HST. Assessment of Stantec’s proposal resulted in the following score = 20/40 points (experience) and 60/60 points (price, relative to the lowest price submitted). Although awarding the contract to the less experienced firm may generate caution,Stantec does have the capacity to complete project. In addition, by awarding the Village of Chester Wastewater Treatment Plant contract to Stantec,the Municipality is able to focus on the Chester WWTP for the ICIP application as well as continue to focus on the Chester Basin WWTP and Otter Point WWTP design work underway by CBCL, thus increasing our ability to prepare good funding applications for PCAP and subsequent ICIP deadlines. Awarding the Chester WWTP contract to Stantec will also allow staff to evaluate their abilities for future RFP s. Stantec has confirmed that their bid is lump sum and they confirmed they understand the project scope includes UV treatment and aeration and that they can expedite schedule to enable the Municipality to meet the ICIP deadline. The design work for all three WWTP is funded in part by the Municipality’s 2018-19 PCAP application. 4 Request for Decision IMPLICATIONS Policy N/A Financial/Budgetary Costs for design work is for the Chester WWTP is accounted for in the 2018 -19 capital budget. Project costs for the ICIP application will be include in the draft Council Resolution. Strategic Plan Continually improve public satisfaction with municipal services. Ensure sufficient infrastructure is available to best serve our residents and businesses. Work Program Implications Design work for all three WWTPs will continue, with the Chester WWTP design and costing expedited to meet the ICIP application deadline. Staff will prepare the ICIP application to meet the January 18, 2019 deadline. OPTIONS The Committee of the Whole may: 1.Recommend that Council approve that the Municipality’s application to the Investing in Canada Infrastructure Program (ICIP) focuses on the Chester Wastewater Treatment Plant. 2.Not recommend that Council approve that the Municipality’s application to the Investing in Canada Infrastructure Program (ICIP) focuses on the Chester Wastewater Treatment Plant. ATTACHMENTS NONE COMMUNICATIONS (INTE RNAL/EXTERNAL) N/A 2312913 (10/04) N.S. AND P.E.I. DATE RECEIVED .............................. RECORDED........... APPROVED........... E.O. AUDITOR............... ( INSERT TITLES RATHER THAN NAMES) ( NOT APPLICABLE) **DELETE IF BORROWING RESOLUTION MUNICIPALITIES AND SCHOOL BOARDS COPY OF RESOLUTION PASSED AT A MEETING OF THE (COUNCIL OR SCHOOL BOARD, ETC.) of (NAME OF MUNICIPALITY, SCHOOL DISTRICT, ETC.) RESOLVED: 1. That the * is/are hereby authorized to borrow on behalf of (the “Corporation”) from THE BANK OF NOVA SCOTIA (the “Bank”) from time to time by way of promissory note a sum or sums not exceeding at any one time dollars ($ ) to meet, until the taxes are collected, current expenditures of the Corporation for the year . 2. That the * is/are hereby authorized to sign on behalf of the Corporation and to furnish to the Bank from time to time a promissory note or notes sealed with the corporate seal for the sum or sums so borrowed with interest at such rate as the Bank may from time to time determine. * *3. The * is/are hereby authorized to sign on behalf of the Corporation and to furnish to the Bank an Agreement or Agreements under the seal of the Corporation providing for payment to the Bank of all amounts required to be paid by the Bank pursuant to each promissory note of the Corporation guaranteed by the Bank with interest at such rate as the Bank may from time to time determine and of a guarantee fee in respect of each such promissory note at such rate as the Bank may from time to time determine. 4. That the * is/are hereby authorized and directed to furnish to the Bank at the time of each borrowing and at such other times as the Bank may from time to time request, a statement showing the nature and amount of the estimated revenues of the current year not yet collected or where the estimates for the year have not been adopted, a statement showing the nature and amount of the estimated revenues of the Corporation as set forth in the estimates adopted for the next preceding year and also showing the total of any amounts borrowed in the current year and in any preceding year that have not been repaid. 5. That the * is/are hereby authorized and directed to apply in payment of all sums borrowed from the Bank, with interest thereon, all of the moneys hereafter collected or received on account or realized in respect of the taxes levied for the current year and for any preceding years and all of the moneys collected or received from any other source. CERTIFICATE I hereby certify that the foregoing is a true copy of a Resolution of the Corporation of the of in the duly passed at a meeting of the Council of the said Corporation duly held on the at day of , , signed by its proper officers as required by law and that the said Resolution is in full force and effect. DATED at this day of , . (CORPORATE SEAL) By: Sign Title * Council Municipality of the District of Chester C.A.O./Municipal Clerk/Director of Finance with Warden/Deputy Warden the Municipality of the District of Chester Six Hundred Thousand---------------------------------------------------------------------------------------xx/100 600,000.00 2018-2019 C.A.O./Municipal Clerk/Director of Finance with Warden/Deputy Warden C.A.O./Municipal Clerk/Director of Finance with Warden/Deputy Warden C.A.O./Municipal Clerk/Director of Finance with Warden/Deputy Warden C.A.O./Municipal Clerk/Director of Finance with Warden/Deputy Warden Council the Municipality of the District of Chester County of Lunenburg Chester, Nova Scotia