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T:\CCA\LEG SVS\COUNCIL PKG\2010\Agenda Reg\05 18.docx

CITY OF KAMLOOPS

REGULAR COUNCIL MEETING AGENDA

2010 MAY 18 - 1:30 PM

IN COUNCIL CHAMBERS

ACTION PAGES

1. READING:

2. APPROVAL OF AGENDA:

3. MINUTES:

2010 May 4 Regular Council Meeting Move that the minutes of the 2010 May 4 Regular Council Meeting be adopted.

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4. PUBLIC INQUIRIES:

5. PROCLAMATIONS: 1:30 PM

a) Brain Injury Awareness Month Presenter: Ms. Terry-Lynn Stone, Executive Director, Kamloops Brain Injury Association

Move that the month of 2010 June be proclaimed as "Brain Injury Awareness Month" in the City of Kamloops.

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b) Disability Awareness Week Presenter: Mr. Doug Sage, Executive Director, Canadian Mental Health Association

Move that 2010 May 30 - June 5 be proclaimed as "Disability Awareness Week" in the City of Kamloops.

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c) Vision Health Month and Shades of Fun Day Presenter: Mr. Vern Short, Volunteer, Canadian National Institute for the Blind

Move that the month of 2010 May be proclaimed as "Vision Health Month" and that 2010 May 27 be proclaimed as "Shades of Fun Day" in the City of Kamloops.

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To view the attached documents, please click on the green headings in the

agenda.

REGULAR MEETING AGENDA 2010 May 18


ACTION PAGES

6. DELEGATIONS:

a) Mr. Russ Chambers, President, and Mr. Paddy Harrington, Director, Kamloops Foundation Re: Presentation of Annual Cheques

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b) Ms. Sue Lissel, Project Manager, Make Children First, Interior Community Services Re: Requesting a Council Representative to Sit on the Advisory Committee for a Children's Charter of Rights

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7. RESPONSE TO DELEGATIONS:

8. REPORTS:

a) Chief Administrative Officer - In-Camera

b) Chief Administrative Officer - Regular

i) Amendment to City Centre Revitalization Tax Exemption By-law No. 22-4-5, North Shore Revitalization Tax Exemption By-law No. 22-4-2, and the North Shore Neighbourhood Plan

Recommendation to authorize: a) City Centre Revitalization

Tax Exemption By-law No. 22-4-5 Amendment By-law No. 22-4-7, 2010 be introduced and taken to third reading;

b) North Shore Revitalization

Tax Exemption By-law No. 22-4-2 Amendment By-law No. 22-4-6, 2010 be introduced and taken to third reading; and

c) A Public Hearing; as outlined in the report.

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ACTION PAGES

ii) Road Improvements Construction Agreement with A&T Project Developments Inc. for Tranquille Road, Southill Street, and Mayfair Street

Recommendation to authorize Administration to enter into an agreement with A&T Project Developments Inc. for the construction of road improvements at the Tranquille Road, Southill Street, and Mayfair Street intersection for the sum of $550,000 excluding GST.

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iii) Citizen Committee Appointment Recommendation to authorize the appointment of Dr. Valerie Peachey to the Arts Commission for a two-year term (2010/2011).

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iv) Westsyde Riverbank Protection Project - Local Area Service Program

Recommendation to authorize the preparation of a by-law to establish a local area service for ten properties on the North Thompson River in Westsyde, as outlined in the report.

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v) Rayleigh Slo-Pitch Park Phase One - Award of Contracts

Recommendation that Council authorize the award of contracts as follows: a) Contract 1 (Grading and

Servicing) - Demidoff Equipment Ltd., for the sum of $2,138,251.88;

b) Contract 3 (Landscaping

and Irrigation) - Acres Enterprises Ltd., for the sum of $1,561,200; and

c) Contract 4 (Fencing and

Backstops) - Acres Enterprises Ltd., for the sum of $845,045.

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c) Mayor

d) Council



ACTION PAGES

e) Calendar of Committee Meetings:

• Mayor's Advisory Committee for Persons with Disabilities - 2010 May 21, 9:30 am, Corporate Boardroom, City Hall

• Sustainable Kamloops Committee - 2010 June 7, 9:00 am, Kenna Cartwright Room, Public Works Centre

9. CORRESPONDENCE:

For Action:

a) Ms. Anne Grube, 917 Douglas Street Requesting an update on the construction of the new bike path at the Valleyview Interchange, an update on the cost of fence repairs to the Overlanders Bridge bike path, and that Council reconsider her suggestion that every second Council Meeting be held in the evening.

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For Information:

b) Union of British Columbia Municipalities (UBCM) Executive Release

Providing a copy of highlights of the UBCM Executive Meeting held 2010 April 22 - 23.

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10. CONSIDERATION OF BY-LAWS:

Adoption

5-1-2387 Zoning Amendment By-law, 2008 (5150 Dallas Drive) Purpose to: Rezone 2008 April 1 to permit a shopping centre development with 77 dwelling units above the main floor. • Ministry of Transportation and

Infrastructure approval received 2008 September 22.

• Agreement for off-site works completed 2010 May 12.

Move that By-law No. 5-1-2387 be adopted.



ACTION PAGES

11. UNFINISHED BUSINESS:

12. NEW BUSINESS:

13. PUBLIC INQUIRIES:

14. NOTICE OF MOTION:

15. ADJOURNMENT: Move to adjourn.

2010 May 18

REPORT TO THE CHIEF ADMINISTRATIVE OFFICERFROM THE PARKS, RECREATION, AND CULTURAL SERVICES DEPARTMENT

ON

RAYLEIGH SLO-PITCH PARK PHASE ONE UPDATEAWARD OF CONTRACT 1 (GRADING AND SERVICING), CONTRACT 3 (LANDSCAPING

AND IRRIGATION), AND CONTRACT 4 (FENCING AND BACKSTOPS)

PURPOSE

To seek Council's approval to award three contracts for Phase One of the Rayleigh Slo-pitchPark project: Contract 1 (Grading and Servicing), Contract 3 (Landscaping and Irrigation), andContract 4 (Fencing and Backstops). The closing date for Contract 2 (Electrical) has beenextended due to a significant addendum to the tender package.

SUMMARY

Three separate tenders for Phase One of the Rayleigh Slo-pitch Park closed on 2010 May 12,as outlined in the discussion section below. The lowest qualified bid for Contract 1 (Gradingand Servicing) was from Demidoff Equipment Ltd.

UPDATE as of 2010 May 17 - Upon further review and legal consultation, it was found thatAcres Enterprises Ltd.'s bids for Contract 3 and Contract 4 were non-compliant. Therefore,Administration is recommending the award of Contract 3 (Landscaping and Irrigation) to WilcoLandscape Westcoast Inc. for $1,614,000.00, and Contract 4 (Fencing and Backstops) to WilcoLandscape Westcoast Inc. for $915,000.00.

RECOMMENDATION:

That Council authorize that contracts for Phase One of the RayleighSlo-pitch Park be awarded as follows:

a) Contract 1 (Grading and Servicing) to Demidoff Equipment Ltd.for the sum of $2,138,251.88;

b) Contract 3 (Landscaping and Irrigation) to Wilco LandscapeWestcoast Inc. for the sum of $1,614,000.00; and

c) Contract 4 (Fencing and Backstops) to Wilco LandscapeWestcoast Inc. for the sum of $915,000.00.

OUR CORPORATE MISSION IS ... to provide the best possible services to our citizens thatreflect the will of Council and provide a balance of benefits to the community.

T:\PRCS\PKS & FAC\REP\2010\Rayleigh Slo-pitch Phase One-Update.docx

RAYLEIGH SLO-PITCH PARK PHASE ONE UPDATE

2010 May 18Page 2

COUNCIL POLICY

In accordance with Corporate Policy No. FIN-4-6.

DISCUSSION

Phase One of the Rayleigh SIo-pitch Park consists of constructing eight slo-pitch diamonds, tworugby fields, a new access road, parking lots, a washroom building, a plaza, and a new railcrossing. There will be a total of five tenders and one Request for Proposal (RFP). The firstthree tenders closed on Wednesday, 2010 May 12. The following bids were received:

Contract 1 - Grading and Servicing

1. Demidoff Equipment Ltd. $2,138,251.88

2. Dawson Construction Ltd. $3,109,167.86

3. Wilco Landscape Westcoast Inc. $3,180,000.00

4. Acres Enterprises Ltd. $3,241,853.98

5. JJM Construction Ltd. $3,567,785.00

6. Brentwood Enterprises Ltd. $4,229,538.00

Contract 3 - Landscaping and Irrigation

$1,561,200.001. Acres Enterprises Ltd.

2. Wilco Landscape Westcoast Inc. $1,614,000.00

3. Pronto Enterprises Ltd. $1,653,683.44

Contract 4 - Fencing and Backstops

$454,900.001. L.A. Fence N' Gate

2. Acres Enterprises Ltd. $845,045.00

3. Wilco Landscape Westcoast Inc. $915,000.00

The low bid of $454,900.00 from L.A. Fence N' Gate for Contract 4 was disqualified due to theabsence of a bid bond. The low bid of $845,045.00 from Acres Enterprises Ltd. for Contract 3was non-compliant. The next qualified bid is from Wilco Landscape Westcoast Inc.

OUR CORPORATE MISSION IS . . to provide the best possible services to our citizens thatreflect the will of Council and provide a balance of benefits to the community.

T:\PRCS\PKS & FAC\REP\2010\Rayleigh SIo-pitch Phase One-Update.docx

RAYLEIGH SLO-PITCH PARK PHASE ONE UPDATE

2010 May 18Page 3

FINANCIAL IMPLICATIONS

Funding for the total project is provided from 2009 Capital Budget 943120 - $9.79 million. Theabove low bids fit within the City budget estimates for these components of the project.Remaining project work includes Contract 2 (Electrical), which is currently out for tender;Contract 5 (Washroom Building RFP), which will be posted soon; and Contract 6(Pumphouses), which will be released next week. The total cost for the project is estimated tofit within the total project budget of $9.79 million.

CONCLUSION

While Demidoff Equipment Ltd.'s bid was significantly lower than the others, a review of its bidpackage found no significant errors or omissions. The company has been in business since1987 and has completed higher value contracts, including various Olympic venues for VANOC.Therefore, staff can find no reason to not recommend the award of Contract 1 (Grading andServicing) to Demidoff Equipment Ltd. for the amount of $2,138,251.88.

The award of Contract 3 (Landscaping and Irrigation) is recommended to Wilco LandscapeWestcoast Inc. for $1,614,000.00 since Acres Enterprises Ltd.'s bid package was deemed asnon-compliant.

Three bids were received for Contract 4 (Fencing and Backstops), but the low bid from L.A.Fence N' Gate did not include a bid bond and was disqualified. Acres Enterprises Ltd.'s bid wasdeemed non-compliant. The next qualified bid was from Wilco Landscape Westcoast Inc. andAdministration is recommending the award of Contract 4 (Fencing and Backstops) to WilcoLandscape Westcoast Inc. in the amount of $915,000.00.

Administration -

ates all three recommended contract values will fall within their budgetedamounts • - of

total capital budget of $9.79 million.

:-IVIcCorkellarks, Recreation, and Cultural Services

Approved for Council Consideration:

Author:

M. Doll, Parks Planning Supervisor

Reviewed by: J. Putnam, Sport Development and Business Operations ManagerS. Bourrie, Purchasing Manager

MD/kjm

OUR CORPORATE MISSION IS ... to provide the best possible services to our citizens thatreflect the will of Council and provide a balance of benefits to the community.

T:\PRCS\PKS & FAC\REP\2010\Rayleigh SIo-pitch Phase one-Update.docx

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