to: mayor and councillors from: administration · downtown camrose development ltd. business...

TO: Mayor and Councillors

FROM: Administration

NOTICE OF

COMMITTEE OF THE WHOLE COUNCIL MEETING C-4_

LOCATION: City Hall Council Chambers

DATE: Tuesday, February 18, 2020

TIME: 2:00 PM Page

A. ADOPTION OF AGENDA: 1. Adoption of Agenda (Addition: C-2).

B. AGENDA ITEMS: 1. Alberta Municipal Affairs - Intermunicipal Collaboration Frameworks

Presentation.

3

2. Project Update - Wastewater Treatment Plant Project Update (Project

#90).

4 - 28

3. Rose City Curling Club - Request for Feasibility Study.

29 - 30

4. Council Committee Updates from Council Members (Verbal).

C. CLOSED SESSION: 1. Downtown Camrose Development Ltd. Business Improvement Area -

FOIP Section 24(1).

of 30

Committee of the Whole - Tuesday February 18, 2020

2. Recreation Agreement - FOIP Section 24(1).

D. ADJOURNMENT: 1. Adjournment of Committee of the Whole Council C-4 held February 18,

2020.

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City of Camrose

Administrative Report

To: Committee of the Whole Council Date: February 18, 2020 From: Legislative Services Coordinator Re: Alberta Municipal Affairs - Intermunicipal Collaboration Frameworks Presentation RECOMMENDATION: That Council accept the report for information. BACKGROUND: Sara Ahlstrom, Senior Intermunicipal Relations Specialist, and Bright Asibey, Intermunicipal Relations Advisor, will be attending the Committee of the Whole Council Meeting to make a presentation to Council on Intermunicipal Collaboration Frameworks (ICFs). Administration has extended an invitation to Camrose County to attend the ICF Presentation. SUBMITTED BY: Jenny Wallace Legislative Services Coordinator

AGENDA ITEM B.1.

Alberta Municipal Affairs - Intermunicipal Collaboration Frameworks Pres... of 30

City of Camrose


To: Committee of the Whole Council Date: February 18, 2020 From: Director of Engineering – Infrastructure & Planning Re: Project Update – Wastewater Treatment Plant Project Update (Project #90) RECOMMENDATION: THAT this report be received for information. BACKGROUND: Administration last updated City Council on the Wastewater Treatment Plant (WWTP) upgrade project (Capital Project #90) at the November 19/2019 Committee of the Whole Council meeting. At a prior Regular Council meeting on June 10/2019, Council authorized Administration to submit an Expression of Interest under the Investing in Canada Infrastructure Plan (ICIP) for funding assistance related to this project. Copies of both administrative reports are attached for reference purposes. The purpose of this report is to provide Council with further information related to both of these reports. Updates to Project Funding On January 31/2020, the City received correspondence (attached) from Alberta Infrastructure outlining that the WWTP project was not selected to proceed to the federal application stage under the ICIP grant program. The letter from the Province only outlines that the program was significantly over-subscribed, and does not address why the Camrose WWTP project was not selected. While there may be a further intake of project submissions in the spring of 2020, Administration is unclear as to whether a new project submission would be considered. As noted in the June 10 Regular Council report, the WWTP project currently meets the eligibility criteria for funding assistance under the Alberta Municipal Water / Wastewater Partnership (AWMMP) grant program. However, the WWTP project remains unfunded in the provincial budgets at this time. Through recent discussions with Alberta Transportation staff, Administration understands that eligible water projects receive a higher priority rating for AMWWP funding than what eligible wastewater projects would receive. Administration is unsure as to the number of unfunded water or wastewater projects are currently “in the queue” ahead of the Camrose WWTP project. Regardless of the funding program(s) being considered, funding for the WWTP project is an area where Council may wish to focus lobbying efforts.

AGENDA ITEM B.2.

Project Update - Wastewater Treatment Plant Project Update (Project #90)... of 30

Updates to Project Status As noted in the November 19 COTW Council report, Administration was working with the City’s consultant (Associated Engineering) on a Design Basis Memorandum (DBM), which will finalize the major design assumptions related to the project scope, and will provide guidance to each of AE’s technical disciplines for the remainder of the detailed engineering phase of this project. Administration previously provided feedback to AE on the draft DBM. Administration expects that AE will issue the final DBM within the next few weeks. On January 16, the City issued a public Request for Proposals (RFP) for the design and supply of equipment related to the removal of phosphorus from the City’s wastewater. As of the writing of this report, the submission deadline for this RFP had not yet passed (February 13). In the coming weeks, Administration and AE will review all submitted proposals related to this work, and will award this work to a selected contractor who will then work alongside AE on the detailed engineering design phase of this project. Administration is still planning to issue a separate RFP for the supply of aeration equipment for the treatment upgrades. The timing of when this RFP will be issued is unknown at this time. Updates to Project Cost Estimate As AE has been finalizing the DBM, they have also been reviewing costs for the overall project. On February 10, AE provided Administration with an updated estimate for the “in scope” components of the WWTP project. “In scope” work includes all construction, major equipment supply, engineering and material testing for the three main categories of upgrades outlined in the November 19 report: pumping upgrades, treatment upgrades, storage / discharge upgrades. Costs that would be considered “out of scope” would include such items as:

Salaries of City staff working directly on the WWTP project

Miscellaneous equipment or materials supplied by the City

Land acquisition (if required)

Miscellaneous project costs (courier costs, legal fees, travel costs to attend out-of-town meetings, etc.)

The City’s 2020-2029 Capital Plan includes an approved financing plan for the WWTP project based on a total budget of $42,500,000. Based on the recent update from AE, Administration now believes that the total project cost is likely to be around $43,300,000, if the City proceeded with tendering the main construction contract in 2020 (as is the current plan). This estimate includes a pre-tender estimate from AE of $43,100,000 for the “in scope” work, plus an allowance of $200,000 for “out of scope” items. The pre-tender estimate from AE continues to include a 10% construction contingency, and is considered to be generally accurate to “plus or minus” 15% (i.e. depending on tender results, the pre-construction costs could vary by as much as 15% on either side of the $43,100,000 estimate). As AE continues its work on detailed engineering design, they will be able to provide more confidence in this pre-tender estimate. In late 2017, AE estimated the cost for the “in scope” items as being $39,621,000. The current estimate of $43,100,000 is approximately 8.8% higher than the estimate developed in 2017. The following is a brief summary of the reasons for this “net” increase to the pre-tender project estimate:

Between 2017 and 2019, Statistics Canada reported a 6% increase (an average of 3% per year) in the non-residential “Construction Cost Index” for the Edmonton region

AGENDA ITEM B.2.


An increase to the size of the proposed “Process Building”, which will house many of the mechanical processes related to the wastewater treatment

A better understanding of the required electrical upgrades

A reduction in the overall engineering and material testing allowance (from 15% at the preliminary design report stage to 12.5% in the DBM)

Eliminating the need for purchasing additional lands for the storage upgrades, which is offset in part by increasing the storage capacity on site by deepening the existing treated wastewater storage cells

Reduced allowance for the City’s “out of scope” costs from $350,000 to $200,000 for the project

The updated estimate from AE includes some costs related to over-excavation of material from the deepened storage cells. This material would be stockpiled for future use at the Camrose Regional Landfill, as the landfill has typically needed to import good clay material (and/or “mine” clay from other areas within the landfill property) when constructing their newer disposal cells. Given the proximity of the lagoons to the landfill and the timing of the WWTP project, Administration is recommending that the City continue to include this as part of the current WWTP project, as this will significantly reduce costs for future landfill cell construction projects. The updated estimate from AE does not include an allowance related to the installation of a new outfall pipe from the WWTP directly to the Battle River. Administration identified this as a possible option in the November 19 COTW Council report. AE and Administration continue to investigate the feasibility of this option, with the goal of submitting a final report to the Province by the end of May. If the Province agrees to consider this option, Administration will prepare a more detailed summary of the benefits and downfalls of pursuing this option further, as well as the associated cost implications to the WWTP project. In general terms, this option would add cost to the WWTP project. However, there may still be long-term value to the City in constructing a new outfall to the Battle River, as it may allow the City to reclaim one or more of the existing wastewater lagoon storage cells. Updates to Project Schedule and Tendering Timelines Based on the current project status, Administration believes that AE will likely finalize the detailed design phase of this project by mid- to late-summer 2020. Normally, the City would proceed immediately with tendering the remaining components of this work under a single construction contract. However, AE and Administration believe that there may be a strategic advantage in delaying the tendering process until late 2020 / early 2021. This is typically when the larger General Contractors have wrapped up their existing projects, and are looking to secure work for the next few years, leading to a greater chance of competitive tender pricing. Should the City decide to delay tendering the main construction contract, Administration does not anticipate that this will significantly delay the overall construction timelines. Based on the current 2020-2029 capital plan, the City plans to complete the WWTP upgrades by the spring of 2023. By delaying the tendering process, Administration still believes that this project would be complete before the end of 2023. There is risk that construction costs will escalate further if the City decided to delay the tendering and/or start of construction. However, even if the project sees another 3% increase to the “in scope” costs (similar to the average annual increases to Stats Canada’s Construction Cost Index since 2017), the City continues to put away at least $2M per year into the wastewater capital reserve, which would offset some or all of this cost escalation. A delay to

AGENDA ITEM B.2.


this project would also give the City additional time to secure additional grant funding for this project. As noted in the November 19 COTW Council report, AE and the City met with representatives from Alberta Environment & Parks (AEP) in September 2019. At that time, Administration identified that it was unlikely that the City would complete the WWTP upgrades prior to the expiry of the existing wastewater approval (August 1/2022). AEP confirmed that they would consider granting an approval extension, and that the City would need to make this extension application prior to the start of construction. Another potential downside of delaying the tendering process is the added risk of the City not being able to meet the federal and/or provincial wastewater discharge requirements for another season (i.e. all of 2023). While this is still a risk, Administration has made a number of changes over the past few years as to how it manages the City’s wastewater. Through these changes, the City has been able to remain in full compliance with the provincial and federal discharge requirements, including those outlined in the federal Wastewater Systems Effluent Regulation (WSER). Administration believes that this risk is relatively low at this time. Administration is planning to bring a follow-up report to the March 2/2020 Regular Council meeting. At that time, Administration plans to present Council with financing options related to the WWTP project, based on current cost estimates. Administration also plans to present a borrowing bylaw related to the WWTP project at that time (for first reading only). MUNICIPAL DIRECTIVES:

2012 Wastewater Approval from the Province

The City’s 10-year capital plan, which outlines the current budget and schedule for this upgrade

IMPLICATIONS OF RECOMMENDATION:

None at this time. As noted, Administration will bring a follow-up report to the March 2 Regular Council meeting.

ATTACHMENTS:

Letter from Alberta Infrastructure Deputy Minister Shannon Flint, re: ICIP funding application update

Copy of administrative report from the November 19/2019 Committee of the Whole Council meeting, re: Project Update – Wastewater Treatment Plant project

Copy of administrative report from the June 10/2019 Regular Council meeting, re: Grant Funding Opportunity – Investing in Canada Infrastructure Plan (ICIP)

SUBMITTED BY: Jeremy Enarson, P.Eng. Director of Engineering

AGENDA ITEM B.2.


AR49110 Malcolm Boyd City Manager City of Camrose 5204 - 50 Avenue Camrose, AB T4V 0S8 Dear Malcolm Boyd: I am writing to provide you with an update on your Investing in Canada Infrastructure Program (ICIP) application for the Wastewater Treatment Plant Upgrades project. I regret to inform you that your project has not been selected to proceed to the federal application stage. With over 700 Expressions of Interest received, the program was significantly over-subscribed. I encourage you to visit the ICIP website: www.alberta.ca/icip in spring 2020 for updates on a potential future program intake. Should another intake occur, you are welcome to re-apply for ICIP funding for this project. New project submissions will be accepted. Additionally, you may want to review the Canada Infrastructure Bank’s mandate at https://cib-bic.ca/en/ to see if your project might be an appropriate fit for investment. I recognize the challenges this decision may present to your project and wish you the best of luck going forward. Should you have further questions, please contact Alberta Infrastructure’s ICIP program staff at [email protected]. Sincerely,

Shannon Flint Deputy Minister

Deputy Minister 3rd Floor, Infrastructure Building 6950 – 113 Street Edmonton, Alberta T6H 5V7 Telephone: 780-427-3835 Fax: 780-422-6565 www.infrastructure.alberta.ca

AGENDA ITEM B.2.


https://cib-bic.ca/en/

http://www.infrastructure.alberta.ca/

City of Camrose


To: Committee of the Whole Council Date: November 19, 2019 From: Director of Engineering – Infrastructure & Planning Re: Project Update – Wastewater Treatment Plant Project Update (Project #90) RECOMMENDATION: THAT this report be received for information. BACKGROUND: Administration last updated City Council on the Wastewater Treatment Plant (WWTP) upgrade project (Capital Project #90) at the June 10/2019 Regular Council meeting. At that time, Administration reported that the Province had recently accepted the City’s preliminary design for the WWTP upgrades, and that Administration was about to host a kick-off meeting with the City’s design consultants (Associated Engineering – AE) for the detailed engineering design stage of this project. A copy of the June 10 report is attached for reference purposes. The purpose of this report is to provide an update on the activities that have occurred since the June 10 Council meeting, as well as outline the next steps for this project. Overview of Recent Project Activities

Administration met with AE on June 27 to initiate the work related to detailed engineering design for this project. Administration continues to meet with AE, typically every two to three weeks through a telephone conference call.

AE coordinated various on-site activities related to this project, including topographic survey of the pumping, treatment and storage facilities, additional data gathering of wastewater pumping flow rates, concentrations of existing wastewater, septage hauling volumes, etc., and geotechnical investigations. AE completed these activities during the months of July through September.

In early September, AE and the City met with representatives from Alberta Environment & Parks (AEP) to review the project and to discuss options related to the storage / discharge upgrades (see below). At that time, Administration also identified that it was unlikely that the City would complete the WWTP Upgrade project prior to the expiry of the existing wastewater approval (August 1/2022). AEP confirmed that they would consider granting an approval extension, and that the City would need to make this application prior to the start of construction.

In early November, Administration participated in a two-day workshop at AE’s Calgary office. The Calgary location allowed AE to bring in technical leads and resources from the various disciplines for only the relevant portions of the workshop. This was a very productive discussion, as the City was able to provide direction on a number of components of the design. As part of this workshop, AE and Administration also

AGENDA ITEM B.2.


compiled a list of potential risks associated with the design, tendering, construction and commissioning phases of this project, so that the project team can manage these risks throughout the duration of this project.

AE has documented the decisions made at the November workshop, and will be issuing a Design Basis Report shortly. This report will provide guidance to each of AE’s technical disciplines for the remainder of the detailed engineering phase of this project.

As noted in the June 2019 Council report, there are three major components to the WWTP upgrade project (pumping, treatment, storage / discharge). The following sections will provide a brief summary of what the City currently owns, as well as the proposed upgrades for each of these components. Overview of Pumping Upgrades

The City’s existing South Lift Station (SLS) consists of a number of high-volume, high-pressure pumps and associated infrastructure located within a main pumping facility. Given the existing pumping constraints of the station, the City also has an emergency overflow storage pond located just south of the SLS. The City uses this pond infrequently, as it temporarily stores excess wastewater during major rainfall events (when sanitary flows can increase significantly), thereby preventing the discharge of untreated wastewater into Camrose Creek. After the rainfall event has ended, pumps transfer the stored wastewater back into the SLS, and subsequently to the wastewater lagoons.

During the conceptual and preliminary design stages of this project, AE identified the need to expand the amount of emergency storage that the City provides at the SLS. The current plan is to construct a new emergency overflow pond to the south of the existing pond. (See attached air photo, showing the location of the proposed storage pond.) This will effectively double the amount of emergency overflow storage provided, which will further reduce the risk of environmental contamination. The construction of this new facility will see a significant volume of suitable clay material being brought on-site, and will require the closure and/or rerouting of existing recreational trails in the area during construction.

In addition to providing additional emergency storage, Administration and AE are planning to upgrade various components of the actual SLS building and site. This would include:

o Various operational and safety improvements within the building o Upgraded electrical and building HVAC o Replacement of the existing back-up generator o Various upgrades to increase the pumping capacity of the SLS o Site improvements to enhance security and access to the facility for City staff

Overview of Treatment Upgrades

The City’s existing treatment plant consists of three constructed lagoon cells, as well as a blower building and associated infrastructure to supply and distribute air within the treatment cells. This process helps to break down the solids component of the wastewater. The City’s lagoon-based treatment process, however, is largely ineffective at treating additional parameters of concern, including ammonia (which can be toxic to fish) and nutrients such as nitrogen and phosphorus (which can lead to eutrophication of downstream waterbodies).

AGENDA ITEM B.2.


As the existing treatment cells are designed for an equivalent population of 20,000 people, part of this project will include providing additional solids treatment. The current design will add this treatment capacity through the conversion of an existing storage cell into a treatment cell. The resulting loss of storage capacity will be addressed through the storage / discharge upgrades proposed in the following section.

In order to meet the new requirements outlined by the provincial and federal regulators, the WWTP project will see the addition of new mechanical treatment processes immediately following the existing treatment lagoon cells. The current plan is consistent with what the City proposed through the preliminary design report, and continues to include provisions for further upgrades in the future to meet more stringent treatment requirements as the regulators impose these on the City.

The plan is to construct some large outdoor concrete tanks and a new process building to house the ammonia and phosphorus removal processes. These upgrades will located within an open area just north of the existing blower building. Most of the processes and equipment will be housed within a new 10,000+ square foot, pre-engineered building, which will include chemical storage and dosing areas, a laboratory, washrooms, as well as areas for the electrical and building mechanical equipment. (See attached air photo for further information.) All components of the treatment upgrades will be designed for an equivalent population of approximately 30,000 people, in addition to providing capacity to continue treating wastewater from the Cargill canola crushing facility.

As was the case with the pumping upgrades, the treatment upgrades will also include some site improvements to address the City’s security and access needs, as well as a new back-up generator to ensure that the treatment processes remain in operation during power outages.

Overview of Storage / Discharge Upgrades

Currently, the City is permitted to discharge the treated wastewater to Camrose Creek during two separate discharge periods (typically in May/June and in October/November), with each discharge lasting a maximum of six weeks. Because of this discharge requirement, the City has six large lagoon cells that store treated wastewater for up to seven months at a time.

The current storage cells have capacity for an equivalent population of approximately 20,000 people, meaning that additional storage will be required to accommodate growth, unless the Province would allow the City to release its treated wastewater in a different manner. Whereas the treatment upgrades are designed for an equivalent population of 30,000 people (plus Cargill), it is possible to stage the storage upgrades to a smaller population to reduce initial capital costs. The plan for the current project is to provide sufficient storage capacity for an equivalent population of 25,000 people (plus Cargill). The City can expand its treated storage capacity with a future upgrade.

Through the preliminary design stage of this project, AE suggested two main options to provide this additional storage (property acquisition and the construction of a new treated storage cell, or the reconstruction and deepening of one or more of the existing storage cells). With both of these options, the current plan was to store treated wastewater over the winter months, and then to release that stored wastewater on a continuous basis to Camrose Creek over the summer months along with the newly treated wastewater from the treated lagoon cells. That is, the City would be changing its discharge from “intermittent” to “continuous” for a portion of the year.

During the September 2019 meeting with AEP staff, the City and AE reviewed both of these current storage / discharge options with the Province. However, the City and AE also inquired about the feasibility of a third option involving the construction of a new

AGENDA ITEM B.2.


pipeline and outfall, which would release treated wastewater directly to the Battle River on a continuous basis throughout the year (including winter). This would significantly reduce the City’s need for treated storage on site. It is likely that this option may be more expensive in the short-term. However, Administration and AE expect that this option may lead to long-term operational savings, as well as the ability to repurpose / reclaim some of the existing storage cells located at the WWTP.

At this September meeting, AEP staff noted that no municipal wastewater facilities currently release to the Battle River on a continuous basis (i.e. all municipalities have intermittent discharges, similar to what currently happens in Camrose). However, AEP confirmed that they would consider this option, on the condition that the City could show that this would not result in a significant adverse impact on the environment.

Administration recently authorized AE to start this review, which will involve additional sampling within the Battle River over the winter months and the preparation of a technical memorandum summarizing their findings and recommendations. This report should be complete by late spring 2020, and the City would then submit this report to the Province for their consideration.

In the meantime, Administration has instructed AE to continue their detailed design based on reconstructing / deepening two of the older storage cells on the WWTP site. This will allow the remaining components of this project to continue in a timely manner. Pending the outcome of the Battle River discharge study and the subsequent review by AEP staff, the City will be able to review the merits of redesigning the storage / discharge component of the project to incorporate the Battle River discharge option vs. the merits of providing additional storage on-site.

Next Steps / Schedule / Budget update

One of the next components of this project will include stakeholder engagement. The June 2019 Council report included an initial list of internal and external stakeholders that the City will need to consult. Over the next few weeks, Administration and AE will prepare a Stakeholder Management Plan, which will outline the specifics of who the City should engage, when that engagement should happen, and the method of engagement that AE and the City should use for each stakeholder. As part of their scope of work, AE will create various visual tools (including static displays and 3D models) to assist with this engagement process. The City can use these tools during the initial stakeholder engagement sessions, as well as after the project is complete during public site tours. AE’s involvement in stakeholder engagement will continue until the start of construction, at which point the City will likely assume ongoing public engagement activities.

As noted above, AE is currently finalizing the Design Basis Report and will submit this to Administration for the City’s review and approval. Once approved, AE will spend the next four to five months finalizing the design for the pumping, treatment and storage / discharge upgrades. Administration will have opportunity to review the AE design at the 30%, 60% and 90% stages, as well as the final design drawings and specifications prior to proceeding to tender.

The City has previously awarded a contract for the design and supply of ammonia removal equipment, which is a significant component of the planned treatment upgrades. Administration and AE will continue working with the ammonia equipment supplier (Veolia Water Technologies Ltd.) to ensure that the two designs work together. Veolia will likely not start fabrication of the ammonia removal equipment until after the main construction contract is well underway.

Administration and AE have identified at least two other major components that the City will likely want to procure separately from the general construction contract. These

AGENDA ITEM B.2.


components include the phosphorus removal equipment (chemical dosing pumps, mixing pumps and disc filters) and the aeration equipment (blowers and diffusers). There is a significant advantage in separating these from the main construction contract, as it gives the City greater control over the final design and the product provided. It also allows the remaining design components (including the size and layout of the process building) to be designed around the size and configuration of the pre-purchased equipment, allowing for an optimized building design. Administration expects to proceed with procurement of the phosphorus removal equipment within the next few weeks, with the procurement of the aeration equipment to follow.

At this time, Administration expects that AE will complete the detailed design by May 2020, allowing the City to proceed with tendering this project over the summer months. This is not the ideal time to tender this project, as it gives the contractor only a few months of on-site work before the onset of winter. However, as the project also involves modifications within the SLS, the contractor should be able to continue with components of the project over the winter months.

The June 2019 Council update identified that the project would likely be complete by early 2023. Given the updates noted above, Administration now believes that construction should be complete by mid-2023, and that the upgrades will be operational before the end of 2023. Administration and AE believe that a construction period of under three years is adequate for the proposed scope of the upgrades.

As noted above, the Province has already indicated that they would consider extending the current approval beyond the current August 2022 deadline. As the detailed design stage nearby completion, Administration will have a better idea regarding likely construction / commissioning timeframes, and will apply for an approval amendment to match these timelines.

Based on the current design, Administration still believes that this project will cost approximately $42.5M, including costs for engineering / testing and construction contingency. As design progresses, Administration will be able to refine this estimate. As AE further investigates the Battle River discharge option, Administration will update Council of the opportunities and costs associated with this option.

Administration has updated the 2020-2029 Capital Plan with the following projection of expenses for this project:

Year Anticipated Spending Anticipated Project Activities

2019 (projected to year end)

$350,000 Detailed design

2020 $9,300,000 Finalize detailed design, tendering, start of construction, land acquisition (if needed)

2021 $14,343,000 Ongoing construction

2022 $16,780,000 Ongoing construction

2023 $1,727,000 Carry-forward construction, including project cleanup, commissioning of upgrades

Total $42,500,000

Administration will continue providing updates on this project on a quarterly basis, or on an as-needed basis at the request of Council.

AGENDA ITEM B.2.


MUNICIPAL DIRECTIVES:

2012 Wastewater Approval from the Province

The City’s 10-year capital plan, which outlines the proposed budget and schedule for this upgrade

IMPLICATIONS OF RECOMMENDATION:

None at this time. ATTACHMENTS:

Various high-level concept layout drawings related to the WWTP upgrade project. Administration can provide additional detail, including preliminary engineering drawings, upon request.

Copy of administrative report for the June 10/2019 Regular Council meeting, minus the original attachments

SUBMITTED BY: Jeremy Enarson, P.Eng. Director of Engineering

AGENDA ITEM B.2.


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City of Camrose


To: Mayor and Council Date: June 10, 2019 From: Director of Engineering – Infrastructure & Planning Re: Grant Funding Opportunity – Investing in Canada Infrastructure Plan (ICIP) RECOMMENDATION: THAT City Council authorizes Administration to submit an Expression of Interest and follow-up application to Alberta Infrastructure for funding assistance under the Investing in Canada Infrastructure Plan (ICIP) grant program, for safety improvements related to the Wastewater Treatment Plant project (project #90). BACKGROUND: Over the past few years, Administration has been researching possible funding options for the wastewater treatment plant (WWTP) project. The City has previously applied for funding assistance for this project in late 2017 under the Alberta Municipal Water / Wastewater Partnership (AMWWP) grant program, which Alberta Transportation administers on behalf of the Province. Administration applied for the AMWWP grant following the direction provided by City Council at the December 5/2016 Regular Council meeting (Council motion #557/16). In early 2018, Alberta Transportation informed the City that the WWTP project met the eligibility criteria for funding under the AMWWP program, but that the project was currently unfunded. The Province advised that they would notify the City once the project has been approved for funding, with the approval of a future provincial budget. Based on the recorded 2016 City population of 18,044 people, the project would receive approximately 26.49% funding on eligible costs. Based on the 2017 estimated total project cost of $41.1M and an estimated “eligible” project cost of ~$39M, this would correspond to a grant amount of approximately $10.3M. Actual grant funding will ultimately be based on the actual City population as well as the updated project budget at the time of funding approval. In the meantime, Administration continued its search for other funding opportunities. Through Administration’s research, Administration learned about the Investing in Canada Infrastructure Plan (ICIP) program. The ICIP grant is a federal funding program, but it includes a minimum provincial contribution towards approved projects. The Provincial department of Alberta Infrastructure is responsible for administration of the ICIP grant. Based on Administration’s review of the ICIP program guidelines (attached), the WWTP project appears to be aligned with the “Green Infrastructure” stream of this program. Within that Green

AGENDA ITEM B.2.


Infrastructure funding stream, the WWTP project would support at least two of the desired outcomes including:

Adaptation, Resilience and Disaster Mitigation – part of the larger WWTP project will include upgrades to the City’s main pumping station (the South Lift Station) to increase the structural capacity of this facility to adapt to extreme weather events

Environmental Quality Outcomes – the main purpose of the WWTP project is to improve the City’s capacity to treat wastewater, resulting in a higher quality of treated wastewater being released to the environment

As the City moves into the detailed design phase of this project, there may be opportunities to incorporate components into the design that would also support the outcome of Climate Change Mitigation.

If approved, the Camrose WWTP upgrade project could receive up to 73.33% funding on eligible project costs (40% from the federal government, 33.33% from the provincial government). Based on the current project cost estimate of $42.457M (as outlined in the 2019-2028 Capital Plan) and an estimate of “eligible” project costs of ~$42M, this could mean grant funding of approximately $30.8M. Based on the program guidelines, any projects with eligible costs over $10M will be required to submit two separate climate-related assessments: a Greenhouse Gas Mitigation Assessment, and a Climate Change Resilience Assessment. Administration is still researching what is required for these assessments. However, as they appear to be largely academic in nature (as opposed to requiring significant laboratory testing or computer modeling), Administration does not believe that the effort involved in developing these assessments will add significant costs to the overall project budget. Additionally, the program guidelines outline that the ICIP grant can fund the cost of developing these assessments. There is a two-stage application process for the ICIP grant. First, an applicant would need to submit an Expression of Interest, which provides a high-level overview of the project scope, costs and schedule, and which explains how the project would meet the eligibility criteria of the ICIP grant. The Province will review and prioritize these Expressions of Interest based on a set of identified criteria. The Province will then submit the list of shortlisted projects to the federal government for their review and consideration. At the same time, the Province would work with shortlisted applicants to complete the formal ICIP application process. Infrastructure Canada will make the final decision on which projects receive ICIP funding approval. Project approval timelines are dependent on the size and scope of the project. Once the formal federal ICIP application has been submitted, it will typically take a number of months for review and federal approval. Applicants will be notified if a project receives federal approval. Based on this information, Administration anticipates that it may not be until late 2019 or early 2020 before the City would receive confirmation that the WWTP project received ICIP funding. If the Province does not support the project, Administration expects that the City would be notified much earlier in the process, as there would be no need to proceed to the formal federal ICIP application process. Administration has prepared a draft Expression of Interest for the Camrose WWTP Upgrades project. Pending Council’s support of the above recommendation, Administration will finalize and submit the Expression of Interest, and continue to work with the provincial and/or federal administrations throughout the rest of the ICIP application process.

AGENDA ITEM B.2.


MUNICIPAL DIRECTIVES:

The approved 2019-2028 Capital Plan IMPLICATIONS OF RECOMMENDATION:

Pending Council’s direction on this matter, Administration will submit an Expression of Interest for this grant program, as well as any follow-up information and applications.

ATTACHMENTS:

Program guidelines for the Investing in Canada Infrastructure Plan grant program SUBMITTED BY: Jeremy Enarson, P.Eng. Director of Engineering – Infrastructure & Planning

AGENDA ITEM B.2.


Investing in Canada Infrastructure Program Alberta Program Guidelines

AGENDA ITEM B.2.


2

Contents

Introduction ..................................................................................................................................................................... 3

What is the Investing in Canada Infrastructure Program?.............................................................................. 3

Program Overview ......................................................................................................................................................... 3

Eligible Recipients ........................................................................................................................................................ 3

Funding Streams .......................................................................................................................................................... 4

Eligible Project Costs ................................................................................................................................................... 6

Climate Lens Assessments ........................................................................................................................................ 6

Application Overview .................................................................................................................................................... 6

How to Apply ................................................................................................................................................................. 6

Application Process ..................................................................................................................................................... 6

Federal Project Approval............................................................................................................................................. 7

Approved Projects Overview ...................................................................................................................................... 7

Grant Agreements ........................................................................................................................................................ 7

Claims and Payments .................................................................................................................................................. 8

Records Retention ....................................................................................................................................................... 8

Reporting Requirements ............................................................................................................................................. 8

Community Employment Benefits Reporting ........................................................................................................... 8

Getting in Touch ............................................................................................................................................................. 8

Appendix A: ICIP Application Process.................................................................................................................... 9

AGENDA ITEM B.2.


3

Introduction

This guide provides an overview of the Investing in Canada Infrastructure Program (ICIP) as it is being

implemented in Alberta. Applicants can use this guide to learn about program details, project eligibility and

project submission requirements. Please check Alberta’s ICIP webpage: http://www.alberta.ca/ICIP for

updates as this guide will be refined as the ICIP evolves.

What is the Investing in Canada Infrastructure Program?

ICIP is a federal government initiative that provides infrastructure funding to provinces and territories to

achieve the following outcomes:

increase the rate of economic growth in an inclusive and sustainable way;

improve environmental quality, reduce greenhouse gas emissions, and increase resiliency of

communities;

improve mobility in Canadian communities;

make Canadian communities more inclusive and accessible; and

manage infrastructure in a more sustainable way.

Through the federal government’s ICIP, Alberta will receive $3.65 billion over the next 10 years.

Program Overview

Eligible Recipients The following organizations are eligible to apply for ICIP funding:

Government of Alberta;

Municipal governments established by or under provincial statute;

Public sector bodies established by or under provincial statute or by regulation or wholly-owned by

Alberta, or a municipal government;

When working in collaboration with a municipality, a public or not-for-profit institution that is directly

or indirectly authorized, under the terms of provincial or federal statute, or royal charter, to deliver

post-secondary courses or programs that lead to recognized and transferable post-secondary

credentials;

Not-for-profit organizations that are incorporated, established, or registered and in good standing

in the province of Alberta;

For-profit organizations, in collaboration with one or more of the entities referred to above or an

Indigenous government listed below (for-profit organizations are not eligible to apply under the

Community, Culture, and Recreation stream); and

The following Indigenous Ultimate Recipients:

o A band council within the meaning of section 2 of the Indian Act;

o A First Nation, Inuit, or Métis government or authority established pursuant to a

self-government agreement or a comprehensive land claim agreement between Her

Majesty the Queen in Right of Canada and an Indigenous people of Canada, that has been

approved, given effect, and declared valid by federal legislation;

o A First Nation, Inuit, or Métis government that is established by or under legislation

whether federal or provincial that incorporates a governance structure; and

o A not-for-profit organization whose central mandate is to improve Indigenous outcomes,

working in collaboration with one or more of the Indigenous entities referred to above, a

municipality, or the Government of Alberta.

AGENDA ITEM B.2.


http://www.alberta.ca/ICIP

http://laws-lois.justice.gc.ca/eng/acts/I-5/FullText.html

4

Funding Streams Alberta’s ICIP allocation will flow through four funding streams: Public Transit; Green Infrastructure;

Community, Culture, and Recreation; and Rural and Northern Communities.

Public Transit

Alberta’s Allocation Up to $2.1 billion

Objectives Public Transit funding will support Alberta’s communities to improve and expand public transit systems.

The primary objective will be new construction. Rehabilitation projects will be capped nationally at 15% total of public transit funding. This national cap will allow for regional variation.

Note: Alberta Transportation is responsible for managing projects funded through this stream. Funding is allocated to municipalities with Regional Transit Authorities. Allocations were determined in reference to the 2015 Canadian Urban Transit Association Fact Book.

Eligible Projects Eligible projects will meet at least one of the following outcomes:

Improved capacity of public transit infrastructure (e.g. new buses, light rail transit, etc.);

Improved quality and/or safety of existing or future transit systems (e.g. incorporating bike lanes and walking paths); or

Improved access to a public transit system (e.g. low floor buses, barrier free stations, etc.).

Ineligible Projects Projects for municipalities without existing transit authorities.

Inter-city bus, rail, port and ferry infrastructure which are not part of a public transit system.

Green Infrastructure

Alberta’s Allocation Up to $1.25 billion

Objectives Green Infrastructure is intended to be the source of funding for projects identified under the Pan-Canadian Framework on Clean Growth and Climate Change.

A minimum of 45% of Alberta’s Green Infrastructure allocation needs to be invested in greenhouse gas emission mitigation projects.

Green Infrastructure will be composed of three sub-streams: 1. Climate Change Mitigation; 2. Adaptation, Resilience and Disaster Mitigation; and 3. Environmental Quality

Eligible Projects Eligible projects will meet at least one of the following outcomes: 1. Climate Change Mitigation:

o Increased capacity to manage more renewable energy; o Increased access to clean energy transportation; o Increased energy efficiency of buildings; or o Increased generation of clean energy.

2. Adaptation, Resilience and Disaster Mitigation:

o Increased structural capacity and/or increased natural capacity to adapt to climate change impacts, natural disasters, and/or extreme weather events.

3. Environmental Quality Outcomes: o Increased capacity to treat and/or manage wastewater and stormwater; o Increased access to potable water; or o Increased capacity to reduce and/or remediate soil and/or air pollutants

Ineligible projects Inter-city bus, rail, port and ferry infrastructure that are not part of a public transit system;

Energy retrofit projects unless the asset would be considered eligible for funding under this program (e.g. recreation centres); and

Emergency services infrastructure.

Community, Culture, and Recreation

AGENDA ITEM B.2.


https://www.canada.ca/en/services/environment/weather/climatechange/pan-canadian-framework.html

5

Alberta’s Allocation Up to $140.6 million

Objectives This stream will provide improved access to and/or increased quality of cultural, recreational and/or community infrastructure for Canadians, including Indigenous peoples and vulnerable populations.

Priority will be placed on facilities primarily aimed at supporting vulnerable populations.

A minimum of $21.5 million must be used to address infrastructure investment needs of Alberta’s Indigenous population living off-reserve.

Eligible Projects Eligible projects must provide:

Improved public access to and/or increased quality of cultural, recreational and/or community infrastructure for Albertans, including Indigenous peoples and vulnerable populations.

Ineligible Projects Projects with private sector, for-profit recipients including professional or semi-professional sports facilities that are primarily commercial operations;

Projects for: healthcare, tourism purposes, provincial or municipal services, and for-profit uses;

Daycare facilities (some exceptions); or

Religious sites that serve as places of religious assembly.

Rural and Northern Communities

Alberta’s Allocation Up to $159.7 million

Objectives This stream will support projects that improve the quality of life in rural and northern communities by responding to specific needs.

Eligible Projects Eligible projects must be in communities with a population of 100,000 or less and must meet at least one of the following outcomes:

Improved food security;

Improved and more reliable road, air, and marine infrastructure;

Improved broadband connectivity;

More efficient and reliable energy; or

Improved education and health facilities (specific to Truth and Reconciliation Commission’s Calls to Action).

Ineligible Projects Projects in communities with a population over 100,000;

Housing;

Early learning, child care, health or education facilities (unless advancing the Truth and Reconciliation Commission’s Calls to Action)

Highways and trade corridors, except for portions that connect communities that do not already have year round road access; or

Resource development infrastructure, notably industrial resource development access roads, except for portions that connect communities that do not already have year round road access in the territories.

Project Cost Sharing Requirements

The federal government will cost share approved projects up to the following:

Municipal and not-for profit partners: 40%

Provincial partners: 50%

Indigenous partners: 75%

Private sector, for-profit partners (not eligible under the Community, Culture, and Recreation

stream): 25%

In the Rural and Northern Communities stream:

o Canada will invest up to 60% for municipalities with a population less than 5,000.

o Up to 50% will be invested for provincial, municipal (population over 5,000+), and

not-for-profit projects.

AGENDA ITEM B.2.


http://www.trc.ca/websites/trcinstitution/File/2015/Findings/Calls_to_Action_English2.pdf

http://www.trc.ca/websites/trcinstitution/File/2015/Findings/Calls_to_Action_English2.pdf

6

Please note that all municipal projects require a 33.33% minimum provincial cost share for consideration

under ICIP. Related grant programs can be found at alberta.ca/icip.

Indigenous groups, not-for-profit, and for-profit projects do not require a provincial cost share.

Eligible Project Costs Federal approval is required before eligible project costs may be incurred. If contracts are signed and/or

work is completed prior to receiving federal project approval, these costs will be ineligible for ICIP funding.

The only exception to this is for Climate Lens assessments which must be completed prior to the project

submission to Infrastructure Canada, if required. For more information, please see the Climate Lens

Assessments section below.

Climate Lens Assessments Climate Lens Assessments are a federal requirement applicable to specified federal programs. There are

two assessments:

the Greenhouse Gas Mitigation Assessment, which will measure the anticipated GHG emissions

impact of an infrastructure project; and

the Climate Change Resilience Assessment, which will employ a risk management approach to

anticipate, prevent, withstand, respond to, and recover from a climate change related disruption or

impact.

Applicants could be required to undertake one or both types of assessment, depending on the ICIP funding stream accessed and the estimated total cost of the project. Following the Expression of Interest (EOI) review, and once projects are shortlisted provincially, the Government of Alberta will contact shortlisted applicants to complete one or both assessments. Please note that costs incurred for the Climate Lens Assessment can be considered as eligible costs if the project is federally approved for ICIP funding. For more information please view Infrastructure Canada’s Climate Lens General Guidance. The chart below identifies the various streams, sub-streams, and project costs to which the Climate Lens Assessments apply.

Programs and Streams GHG Mitigation Assessment

Climate Change Resilience Assessment

Investing in Canada Infrastructure Program

Green Infrastructure: Climate Change Mitigation

All projects

If total project costs are $10M or greater

Green Infrastructure: Adaptation, Resilience, and Disaster Mitigation


All projects

Other streams and sub-streams Green Infrastructure: Environmental Quality, Public Transit, Community, Culture, and Recreation, Rural and Northern Communities



Application Overview

How to Apply Interested applicants can find the EOI form here: http://www.alberta.ca/ICIP. The EOI form will download

as a fillable PDF. Applicants will need to complete the form and then submit it to [email protected].

Application Process Alberta has established a two-stage process to identify eligible projects for ICIP funding. For an overview

of the two phases of the application process, please see Appendix A.

AGENDA ITEM B.2.


https://extranet.infrastructure.alberta.ca/sites/ICIP/ProgramInformation/alberta.ca/icip

http://www.infrastructure.gc.ca/alt-format/pdf/guidelines-lignes-directrices/climate-lens-general-guidance-2018-05-28.pdf


mailto:[email protected]

7

1. The objective of the first stage is to identify which projects will be supported provincially.

Applicants must submit an EOI form to determine project eligibility. Applicants may be contacted

by program staff during or following the intake period to provide additional project information or to

be advised that projects are ineligible.

EOIs will be reviewed and prioritized by the Government of Alberta based on the following criteria:

alignment with ICIP outcomes;

anticipated social, economic, and environmental benefits;

impact on community and stakeholder identified needs;

project readiness, including the amount of funding secured and the level of planning

that has occurred;

the applicant’s capacity to manage the project; and

alignment with Government of Alberta priorities.

Projects which require Climate Lens Assessments will be assessed for their potential to reduce

GHG emissions and address climate change impacts. Applicants will be advised on project status

including whether projects are shortlisted provincially for federal submission.

2. Applicants whose projects are shortlisted will be invited to provide further information required to

meet federal application requirements, including completing the required Climate Lens

assessments, when applicable. Applicants will work with Government of Alberta staff to complete

the ICIP federal application requirements. When projects are ready for submission, Alberta will

submit applications to Infrastructure Canada, who will review and approve projects.

Please note: The submission of an EOI form is not a submission for provincial funding. Given that a

provincial cost share is required for all municipal projects, municipalities are encouraged to work with

partner ministries to identify existing provincial grants that can be used as a provincial cost share prior to

submitting an EOI.

A list of stream-related grant programs that may be available for provincial cost sharing can be found on

the website at the following locations:

Green Infrastructure

Community, Culture and Recreation

Rural and Northern Communities

Municipalities may use the Municipal Sustainability Initiative (MSI) grant as a municipal cost-share for

projects under any of the four ICIP funding streams, provided that the project is eligible under MSI

guidelines. Municipalities may also use MSI funding as a provincial cost-share for ICIP projects approved

under the Community, Culture, and Recreation funding stream.

Federal Project Approval Project approval timelines are dependent on the size and scope of the project. Once a federal application

has been submitted, it will typically take a number of months for review and federal approval. Applicants

will be notified if a project receives federal approval.

Approved Projects Overview

Grant Agreements Once a project receives federal approval, the appropriate provincial ministry will enter into a Grant

Agreement with the lead applicant, who then becomes the Ultimate Recipient.

AGENDA ITEM B.2.


https://www.alberta.ca/ICIP-green-infrastructure.aspx#toc-7

https://www.alberta.ca/ICIP-community-culture-recreation.aspx#toc-7

https://www.alberta.ca/ICIP-rural-northern-communities.aspx#toc-7

8

Claims and Payments ICIP is a claims based program. Once the Grant Agreement has been signed, applicants may incur costs

and submit claims to the Government of Alberta, who will review and submit claims to Infrastructure

Canada. Applicants will be reimbursed for claims once the Government of Alberta has received payment

from Infrastructure Canada.

Records Retention Applicants must retain all detailed designs, financial statements, and other related project documents for a

minimum of five years following program completion.

Reporting Requirements For municipal projects, where a municipality has a population of 5,000 or fewer, Ultimate Recipients will

be required to submit project progress and project outcome reporting annually. Reporting requirements

will be identified in the Grant Agreement.

All other Ultimate Recipients will be required to submit project progress and project outcome reporting

twice yearly. Reporting requirements will be identified in the Grant Agreement.

Community Employment Benefits Reporting All projects with total eligible costs of $25 million or more are expected to report on Community

Employment Benefits (CEB). The purpose of the CEB reporting is to increase employment opportunities

for the following targeted groups: apprentices, Indigenous peoples, women, persons with disabilities,

veterans, youth, new Canadians, or small-sized, medium-sized and social enterprises in the construction

industry and related sectors.

As part of the federal application process, applicants are expected to identify three target groups that will

benefit from this project. Additional details on CEB reporting requirements will be provided to Ultimate

Recipients when applicable.

Getting in Touch Should you have questions or comments regarding the ICIP, or if you need assistance submitting an EOI

form, please send an email to [email protected]. You will receive a response within 2-3 business

days. For additional information, you can also visit the ICIP website at: http://www.alberta.ca/ICIP.

AGENDA ITEM B.2.


mailto:[email protected]


9

Appendix A: ICIP Application Process

*Note: at this point in the process, unsuccessful applicants will be informed of the status of their EOI form.

Expression of Interest (EOI) form is submitted

Alberta reviews and prioritizes EOI forms*

Applicants complete federal submission forms for provincially

endorsed projects

Project applications are reviewed and approved by Infrastructure Canada

Alberta enters into a grant agreement for the approved project with the

applicant

AGENDA ITEM B.2.


City of Camrose


To: Committee of the Whole Council Date: February 18, 2020 From: Legislative Services Coordinator Re: Rose City Curling Club - Request for Feasibility Study

RECOMMENDATION: That Council provide direction to Administration on how they would like to respond to the request.

BACKGROUND: The Rose City Curling Club made a presentation to Council at the February 3, 2020 Committee of the Whole Council Meeting on their request to proceed with a feasibility study for renovations to the Rose City Curling Club and the Max McLean rotunda. Since the meeting, the Rose City Curling Club has sent the attached letter asking Council to consider determining the parameters of the feasibility study and to fund the process as the building is city owned. Administration is seeking direction from Council as to how they would like to respond to this request. ATTACHMENT:

Letter dated February 4, 2020 from the Rose City Curling Club

SUBMITTED BY: Jenny Wallace Legislative Services Coordinator Corporate and Protective Services

AGENDA ITEM B.3.

Rose City Curling Club - Request for Feasibility Study. of 30

AGENDA ITEM B.3.

Rose City Curling Club - Request for Feasibility Study. of 30

to: mayor and councillors from: administration · downtown camrose development ltd. business...

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