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Home My WebLink About2009-01-05 Committee of the Whole Meeting Agenda and Reports.pdfDistrict of Maple Ridge COMMITTEE OF THE WHOLE AGENDA January 5, 2009 1:00 p.m. Council Chamber Committee of the Whole is the initial venue for review of issues. No voting takes place on bylaws or resolutions. A decision is made to send an item to Council for debate and vote or to send an item back to staff for more information or clarification before proceeding to Council. Note: If required, there will be a 15 -minute break at 3:00 p.m. Chair: Acting Mayor 1. DELEGAT/ONS/STAFFPRESENTAT/ONS- (10 minutes each) 1:00 p.m. 1.1 Mr. Chris Nieman, EPIC Homes 2. PUBL/C WORKS AND DEVELOPMENT SERV/CES Note: Owners and/or Agents of Development Applications may be permitted to speak to their applications with a time limit of 10 minutes. Note: The following items have been numbered to correspond with the Council Agenda: 1101 RZ/090/08, 22846 128 Avenue, RS -2 to RS -1 Staff report dated December 30, 2008 recommending that Maple Ridge Zone Amending Bylaw No. 6640-2008 to permit a subdivision with five single family lots be given first reading and forwarded to Public Hearing. Committee of the Whole Agenda January 5, 2009 Page 2 of 3 1102 RZ/037/08, 24369 126 Avenue, RS -3 to RS -2 Staff report dated December 30, 2008 recommending that Maple Ridge Zone Amending Bylaw No. 6641-2008 to permit subdivision into 2 single family lots be given first reading and forwarded to Public Hearing. 3. FINANCIAL AND CORPORATE SERV/CES (including Fire and Police) 1131 Adjustments to the 2008 Collector's Roll Staff report dated December 16, 2008 submitting information on changes to the 2008 Collector's Roll through the issuance of Supplementary Roll 09/2008. 4. COMMUNITY DEVELOPMENT AND RECREATION SERV/CES 1151 Janitorial Services Request for Proposals Staff report dated December 29, 2008 recommending that the contract for janitorial services be awarded the Rain City and that the Corporate Officer be authorized to execute the contract. 5. CORRESPONDENCE 1171 6. OTHER ISSUES 1181 7. ADJOURNMENT Committee of the Whole Agenda January 5, 2009 Page 3 of 3 8. COMMUNITY FORUM COMMUNITY FORUM The Community Forum provides the public with an opportunity to speak with Council on items that are of concern to them, with the exception of Public Hearing by-laws that have not yet reached conclusion. Each person will be permitted 2 minutes to speak or ask questions (a second opportunity is permitted if no one else is sitting in the chairs in front of the podium). The total time for this Forum is limited to 15 minutes. If a question cannot be answered, the speaker will be advised when and how a response will be given. Council will not tolerate any derogatory remarks directed at Council or staff members. If a member of the public has a concern related to a Municipal staff member, it should be brought to the attention of the Mayor and/or Chief Administrative Officer in a private meeting. Other opportunities to address Council may be available through the office of the Manager of Legislative Services who can be contacted at 463-5221 or by e-mail at cmarlo@mapleridge.ca. Checked by: Date: MAPLE RIDGE Deep Roofs Greater Heights DISTRICT OF MAPLE RIDGE TO: His Worship Mayor Ernie Daykin DATE: December 30, 2008 and Members of Council FILE NO: RZ/090/08 FROM: Chief Administrative Officer ATTN: C of W SUBJECT: First Reading Maple Ridge Zone Amending Bylaw No.6640-2008 22846 128 Avenue EXECUTIVE SUMMARY: An application has been received to rezone the subject property from RS -2 (One Family Suburban Residential) to RS -1 (One Family Urban Residential), to permit the subdivision to create five single family Tots. This application is in compliance with the Official Community Plan. RECOMMENDATIONS: 1. That Zone Amending Bylaw No. 6640-2008 be given first reading and be forwarded to Public Hearing; and 2. That the following term(s) and condition(s) be met prior to final reading. Registration of a Rezoning Servicing Agreement as a Restrictive Covenant and receipt of the deposit of security as outlined in the Agreement; ii. Registration of a geotechnical report as a Restrictive Covenant which addresses the suitability of the site for the proposed development; iii. A Statutory right of way plan and agreement must be registered at the Land Title Office: iv. Road and park dedication as required, including. construction of walkways and equestrian trail. v. A disclosure statement must be submitted by a Professional Engineer advising whether there is any evidence of underground fuel storage tanks. If there is evidence, a site profile pursuant to the Waste Management Act must be provided in accordance with the regulations. 1101 DISCUSSION: a) Background Context: Applicant: • Owner: Legal Description: OCP: Existing: Proposed: Zoning: Existing: Proposed: Surrounding Uses North: Use: Zone: Designation South: East: West: Use: Zone: Designation: Use: Zone: Designation: Use: Zone: Designation: Existing Use of Property: Proposed Use of Property: Site Area: Access: Servicing: Companion Applications: b) Project Description: Gary Fraipont Robert Garton Lot 51, Section 20, Township 12, Plan 40879, NWD Urban Residential Urban Residential RS -2 (One Family Suburban Residential) RS -1 (One Family Urban Residential) Residential RS -3 (One Family Rural Residential) Estate Suburban Residential and Urban Residential Residential RS -1 (One Family Urban Residential) Urban Residential Residential RS -2 (One Family Suburban Residential) Urban Residential Residential RT -1 (Two Family Urban Residential) and RS -1 (One Family Urban Residential) Urban Residential Residential Residential 4,040 m2 (0.404 HA) 128th Avenue and 228A Street Full Urban SD/090/08 and VP/090/08 An application has been submitted to rezone the property located at 22846 128th Avenue from RS -2 (One Family Suburban Residential) to RS -1 (One Family Urban Residential) to permit the subdivision into five single family lots. Two lots will front onto 128th Avenue and three lots will front onto 228A Street. There is an existing house located on the northwest portion of the lot which the applicant is proposing to retain. -2- c) Planning Analysis: Official Community Plan: The property is designated as Urban Residential in the Official Community Plan and the proposal complies with this designation. Zoning Bylaw: A preliminary review of the plans in relation to the Zoning Bylaw requirements has revealed that the proposal generally complies with the bylaw, although a variance would be required in order to retain the existing house. The exterior side yard setback of proposed Lot 1 would not meet the required setback distance after the required 3 m road dedication to achieve the 18 m right-of-way and corner truncation. As such, a Development Variance Permit application has been received to vary the following: 1. To vary the exterior side setback from 4.5 m.to 1.5 m to accommodate the existing house, Development Permits: A Development Permit is not required for this RS -1 Single Detached Residential development. d) Interdepartmental Implications: Engineering Department: The Engineering Department reviewed the servicing for the rezoning and subdivision and provided their comments to the applicant. The development will be serviced to a full urban standard in accordance with the provisions of the Subdivision & Development Servicing Bylaw No. 4800-1993 as amended. Parks & Leisure Services Department: The Parks & Leisure Services Department have identified that after the subdivision is completed they will be responsible for maintaining the street trees. In the case of this project it is estimated that there will be an additional five trees which is based on one tree per lot; final subdivision design will provide exact numbers. The Manager of Parks & Open Space has advised that the maintenance requirement of $25.00 per new tree will increase their budget requirements by $125.00. CONCLUSION: It is recommended that first reading be given to Maple Ridge Zone amending Bylaw No. 6640-2008 and that application RZ/090/08 be forwarded to Public Hearing. -3- Prepared by: Michelle Bast, AScT Planning Technician Approved by: e Pickering, MCP, MCIP Director of Planning Approved : Frank Quinn, MBA, P.Eng GM: Public Works & Development Services Cone/ rrence: J. L. (Jim) Rule Chief Administrative Officer MB/ The following appendices are attached hereto: Appendix A - Subject Map Appendix B - Zone Amending Bylaw 6640-2008 Appendix C - Site Plan -4- P 14143 1286 -------I 1 co P 10072 0 N / P 13054 16 co 12861 // ' 2711 25 co n LOT ALL) ao 26 0) � 12851 12850 17 d W 112 11 rn ,- 12841 12844 24 27 w 12831 F 12832 o 12832 18 N 13 *LMP20286 28 z 23 12815 1 a 12821 .4 12835 Op 12822 a 2P 22580 P 19054 I P 19 19054 12 •zr cQ `° P 141431 ° SUBJECT PROPERTY 22 21 N 20 — rn °11 N N N 0 0 ; N N 128 AVE 227 B ST. LMP 1.909 12798 52 12799 12796 1 12791/9351 A v w (0 22866 N m co 03N N 12790 12789 12786 LMS 4188 0 49 50 2 12778 48 1277912776 47 0 B 12783 a 51 53 54 55 3 mr. 1n N 12770 45 12769 46 12766 •m 4 cv C N 12771 d 12760 44 12759a_ 43 12756 5 _1 n, D 12757 P 408' 12750 41 12749 42 12746 1 LMP 49370 4 12745 5 LM F 6 49373P 7 8 9 10 31436 46 I 12740 40 12733 39 2 12736 3 12735 cm \ co co — co N Z 0 CV N c'jN0 CO N/ 0) N , 12730 12729 127 AVE. 37 38 ` N N 0 0 NV 00 00 n N 2 CO 12720 36 12717 35 oN 53 - 12710 2 54 N 55 LMP N 56 14909 0 57 NCV 58 59 CV Ol 60 cv 0 P 22339 12710 12709 33 LMP 1909 34 LMP 12700 1 LMP 13973 I 2 12704 3 cv 1 OT N 2 m 3 N0 N u,4 07 0 r 5 W Rent 4 VE. co 127 PLACE N N P 5430 / 1 1 1 I L\ F'J SCALE 1:2,000 District of Pitt Meadows .___. , __ S11YerYalleg !0 .i 22846 128 AVENUE mingtrd;'� _ ill AO CORPORATION OF THE DISTRICT OF ,AM �• ��q+��y' - ~: ne - Wig ! T Albion District of VOA r� I MAPLE RIDGE MAPLE RIDGE British Columbia PLANNING DEPARTMENT Langley\ > ff y I rA DATE: Oct 3, 2008 FILE: AZ/090/08 BY: PC Wig CORPORATION OF THE DISTRICT OF MAPLE RIDGE BYLAW NO. 6640-2008 A Bylaw to amend Map "A" forming part of Zoning Bylaw No. 3510 -1985 as amended. WHEREAS, it is deemed expedient to amend Maple Ridge Zoning Bylaw No. 3510 - 1985 as amended; NOW THEREFORE, the Municipal Council of the Corporation of the District of Maple Ridge, in open meeting assembled, ENACTS AS FOLLOWS: 1. This Bylaw may be cited as "Maple Ridge Zone Amending Bylaw No. 6640-2008" 2. That parcel or tract of land and premises known and described as: Lot 51 Section 20 Township 12 Plan 40879 New Westminster District and outlined in heavy black line on Map No. 1447 a copy of which is attached hereto and forms part of this Bylaw, is hereby rezoned to RS -1 (One Family Urban Residential) 3. Maple Ridge Zoning Bylaw No. 3510 -1985 as amended and Map "A" attached thereto are hereby amended accordingly. READ a first time the day of , A.D. 200 . PUBLIC HEARING held the day of , A.D. 200 . READ a second time the day of , A.D. 200 . READ a third time the day of , A.D. 200 . RECONSIDERED AND FINALLY ADOPTED, the day of , A.D. 200 . PRESIDING MEMBER CORPORATE OFFICER 98 ho. P 2711 W 1/2 11 0.870 ho. 12853 P 14143 0.607 ho. 72815 2 P 14143 490921 12797 22 12793 23 12787 12779 24 72771 25 12763 26 12753 27 r m r. Csi 727471 14908 71737 29 0 72727 cb 30 312719 1 L- 12771 32 12703 127 AVE / LMP 14909 12798 52799 12790 72789 49 50 12778 72779 48 47 12770 12769 45 46 12760 12759 44 43 12750 41 72749 42 12740 40 12733 39 12730 37 72729 38 12720 36 12717 35 12710 33 LMP 12709 .34 14909 LMP 1 973 2 3 1,12704 CO N 12878 2 0.604 ha. w r) M r. Rem B P 10072 0.996 ho. P 22580 to 1 2P1 N N 31 0 O 0.655 ha LMP 22099\ m 12861 v 26 Ln 12851 12847 27 28 u) 12835 m P 15054 hs 300, 29h to to co cNV ti h 112796 1 m cer 12786 2 • 12791/93 A LMS 4188 12775 12766 4 u; 8 1278.] N C 12771 12756 C.L 5 f5 D 72757 72746 LMP 4 12745 49370 2 12736 3 12735, 25 72850 P 5471 i 1 1 I 7 7 • •� / 7 1286&\ P 19054 16 12844 24 17 12832 23 72831 18 1\22 h21 12821 19 19054 20 ni 128 AVE. 01 01 LOT; EL 4 3 12832 13 'LMP20286 12822 12 u� 2 0 m 0_ up i b oa °'m N N - N N 51 0.405 ha 0_ 52 0.405 ho P 479 53 0.405 ha 54 0.405 ha 55 0.809 ho 9) A P 4C87 U) CO N LMP 49370 910 5 6 7 8,• ro ti eo m go pa ao N N N N N N N 127 AVE. P 31436 46 0.979 ha /Nr-h h I0-- h 53 N54 72710 3 55 LMP co h 56 ese N ki 0:1 N N 57 58 4909 aa h 59 60 1.091 ho 2 P 22339 LMP 1 2 3 12700 t5 127 PLACE Rem 4 P 5430 MAPLE 'IDLE ZONE Av1ENDI\G Bylaw No. 6640-2008 Map No. 1447 From: RS-2(One Family Suburban Residential) To: RS -1 (One Family Urban Residential) MAPLE RIDGE British Columbia 1:2500 SKETCH OF PROPOSED SUMMON OF LOT 51 SEC.20 TP.12 N.W.D. PLAN 40879 WADE c 11uoe1ArE1 BC LAND SURVEYORS 604-463-4753 Scale 1:500 Dote: July 10, 2008 File: H2857 c rvi •1 1001000 $1 ,-y 15.460 wiI' 1. 1.50 1.50+ --1 r- 128TH AVENUE 6.64 (NI tall? 1.15 "sting Houle 7 4.3 m2 4.50 10.55 18.480 1 4, 1 1 i 1 i r s , i i L 1 , 1e� t L. J 1.75— 17.75 r. 75J *, r� A- ti' 18.480 "ti' PROPOSED 3\1 1 1-�i:56=-(3'; 1--7.50--- 1 N.765.7 m1 1 yp�. `:3" i.._eDNaaY(O_.'_t�AEM�ELOPE.- -•_• 0'43 :-61 1 0414111147 '61% i r -7 -L7.36= -1r 1r 1---7.50 g r 1 �,4 i 1 1 765.7 m1 1 r t. ANL pgt0i O til CL 765.7-m1, F 1 f 1 I r I 1 1 �.._._ _,lc.«.. _.) j e J 5 Pion 6 LMP49370 52 7 MAPLE RIDGE British Columbia Deep Roots Greater Heights DISTRICT OF MAPLE RIDGE TO: His Worship Mayor Ernie Daykin DATE: December 30, 2008 and Members of Council FILE NO: RZ/037/08 FROM: Chief Administrative Officer ATTN: C of W SUBJECT: First Reading Maple Ridge Zone Amending Bylaw No. 6641-2008 24369 126 Avenue EXECUTIVE SUMMARY: An application has been received to rezone the subject property from RS -3 (One Family Rural Residential) to RS -2 (One Family Suburban Residential) to permit the subdivision into two single family lots. This application is in compliance with the Official Community Plan. RECOMMENDATIONS: 1. That Zone Amending Bylaw No. 6641-2008 be given first reading and be forwarded to Public Hearing; and 2. That the following term(s) and condition(s) be met prior to final reading. i. Registration of a Rezoning Servicing Agreement as a Restrictive Covenant and receipt of the deposit of security as outlined in the Agreement; ii. Registration of a geotechnical report as a Restrictive Covenant which addresses the suitability of the site for the proposed development; iii. A Restrictive Covenant protecting the natural slopes of the site must be registered at the Land Title Office. iv. Inclusion of the site into Sewer Area "A°; v. A disclosure statement must be submitted by a Professional Engineer advising whether there is any evidence of underground fuel storage tanks. If there is evidence, a site profile pursuant to the Waste Management Act must be provided in accordance with the regulations. 1102 DISCUSSION: a) Background Context: Applicant: Owner: Legal Description: OCP: Existing: Proposed: Zoning: Existing: Proposed: Surrounding Uses North: South: East: West: Use: Zone: Designation Use: Zone: Designation: Use: Zone: Designation: Use: Zone: Designation: Existing Use of Property: Proposed Use of Property: Site Area: Access: Servicing: Companion Applications: b) Project Description: Gordon Barthels Gordon and Diana Barthels Lot 69, Section 22, Township 12, NWD Plan 43885 Estate Suburban Residential Estate Suburban Residential RS -3 (One Family Rural Residential) RS -2 (One Family Suburban Residential) Residential RS -3 (One Family Rural Residential) Estate Suburban Residential and Suburban Residential Residential RS -2 (One Family Suburban Residential) and RS -3 (One Family Rural Residential) Estate Suburban Residential and Suburban Residential Residential RS -2 (One Family Suburban Residential) Suburban Residential Residential RS -3 (One Family Rural Residential) Estate Suburban Residential Residential Residential 8,130 m2 (0.813 HA) 126 Avenue Suburban residential standard with sanitary sewer via local improvement project SD/037/08 and VP/037/08 An application has been received to rezone the subject property from RS -3 (One Family Rural Residential) to RS -2 (One Family Suburban Residential) to allow for subdivision into two single family lots. There is an existing home on the eastern portion of the property which the applicant is proposing to retain. There are significant slopes (>25%) on the northern portion -2- of the property, which are proposed to be protected by a restrictive covenant. A slight jog in the interior lot line is proposed in order to meet the minimum lot area of 4,000 m2 (0.4 HA) for both lots. c) Planning Analysis: Official Community Plan: The property is designated as Estate Suburban Residential in the Official Community Plan and the proposal complies with this designation. Zoning Bylaw: A preliminary review of the plans in relation to the Zoning Bylaw requirements has revealed that the proposal generally complies with the bylaw, although a variance would be required in order to subdivide into two lots, as the minimum lot width is 36 m and the proposed lot widths would be 35.5 m. As such, a Development Variance Permit application has been received to vary the following: 1. To vary the minimum lot width from 36 m to 35.5 m. The Approving Officer has reviewed this request and is in support of the relaxation. Development Permits: A Development Permit is not required for this RS -2 Single Detached Residential development. d) Interdepartmental Implications: Engineering Department: The Engineering Department reviewed the servicing for the rezoning and subdivision and provided their comments to the applicant. The development will be serviced to a suburban standard in accordance with the provisions of the Subdivision & Development Servicing Bylaw No. 4800-1993 as amended. Building Department: The Building Department reviewed the rezoning application and provided their comments as follows: • A comprehensive lot grading plan, including existing and finished grades and any retaining wails, along with an engineered wall design for any proposed retaining walls, will be required at the building permit stage. Environmental Implications: The existing natural slopes on the property will be protected by a restrictive covenant and fence barrier. -3- CONCLUSION: The proposal conforms to the Official Community Plan designation for the site and it is therefore recommended that this application be given first reading and forwarded to Public Nearing, Prepared by. Michelle Bast Planning Technician Approved by: Jan4'ickering, MCP, MCF' Director of Planning Approved by: prank Quinn, MBA, P.Eng GM: Public Works & Development Services Concur ence: J. L. (Jim) Rule Chief Administrative Officer MB/ The following appendices are attached hereto: Appendix A Subject Map Appendix B - Zone Amending Bylaw 6641-2008 Appendix C- Site Plan -4- PART LYING EAST OF ALOUETTE RIVER AND NORTH OF RIGHT-OF-WAY 24205 ALOUETTE AD. P 438 66 65 12561 67 SUBJECT PROPERTY 68 P 43885 69 12665 2 P 72087 12621 00 12561 L Rem 64 12525 126 AVE. 126 AVE. 12580 82 in m co 1 R 3,p P 72 85 o e 12552 83 c 5- 0 00 80 12555 1 P70 98 3 2 TJ V 0 79 " 125 AVE, 71 P 43885 N / L.7', 12640 72 P 43885 73 12610 1 12570 2 12550 n 5- P 43885 75 12530 P 43885 City of Pitt Meadows__ 24369 126 AVENUE • 0 SCALE 1:2,500 District of Langley --- British Columbia CORPORATION OF THE DISTRICT OF MAPLE RIDGE PLANNING DEPARTMENT DATE: Oct 31, 2008 FILE: RZ/037/08 BY: PC CORPORATION OF THE DISTRICT OF MAPLE RIDGE BYLAW NO. 6641-2008 A Bylaw to amend Map "A" forming part of Zoning Bylaw No. 3510 -1985 as amended. WHEREAS, it is deemed expedient to amend Maple Ridge Zoning Bylaw No. 3510 - 1985 as amended; NOW THEREFORE, the Municipal Council of the Corporation of the District of Maple Ridge, in open meeting assembled, ENACTS AS FOLLOWS: 1. This Bylaw may be cited as "Maple Ridge Zone Amending Bylaw No. 6641-2008." 2. That parcel or tract of land and premises known and described as: Lot 69 Section 22 Township 12 Plan 43885 New Westminster District and outlined in heavy black line on Map No. 1448 a copy of which is attached hereto and forms part of this Bylaw, is hereby rezoned to RS -2 (One Family Suburban Residential) 3. ' Maple Ridge Zoning Bylaw No. 3510 -1985 as amended and Map "A" attached thereto are hereby amended accordingly. READ a first time the day of , A.D. 200 . PUBLIC HEARING held the day of , A.D. 200 . READ a second time the day of , A.D. 200 . READ a third time the day of , A.D. 200 . RECONSIDERED AND FINALLY ADOPTED, the day of , A.D. 200 . PRESIDING MEMBER CORPORATE OFFICER PART LYING EAST OF ALOUETTE RIVER AND NORTH OF RIGHT—OF—WAY 5.261 ha. k Ona h P �q4' 4.047 ha. P 43885 71 N O o to 72 _ N 1 n. 0.466 ho. F, u, 12665 W 12640 67,-.. .� P 43 N L.) 68 0 h P 43885 e 2 P 72087 69 0.405 ha. 12621 A h an Z P 43885 73 126 AVE. _ 126 AVE. 0.812 ha. 243 ST. p 0 SELL ST. 72610 66 72587 _ 82 1h 2 N 0.405 ha. 0.406 ha. 1 0.405 ha. n 72570 -0 0.812 ha. u' co 03 72580 tn2 P 7 685 n 65 d 72.555 0.405 tia. 72550 co m "-) 72561 83 0.812 ha. 80 ha. o. 12552 u-)6.812 co a0 P 43885 75 7 n VAPLE RIDGE ZO\E AMENDING . Bylaw No. 6641-2008 Map No. 1448 From: RS-3(One Family Rural Residential) To: RS-2(One Family Suburban Residential) 1:2500 4 MAPLE RIDGE British Columbia 3.85 Dl�l55w�ot� �El� DECK SEE DETAIL 7.01 HOUSE Plan 72087 L.. 1 2 ‘400000,yrt 8e AVENUE wieforistAA-rx 35. SiA MAPLE RIDGE British Columbia Deep Roots Greater Heights TO: FROM: District of Maple Ridge His Worship Mayor Ernie Daykin DATE: Dec. 16, 2008 and Members of Council FILE NO: T21-212-003 Chief Administrative Officer ATTN: SUBJECT: Adjustments to 2008 Collector's Roil EXECUTIVE SUMMARY: BC Assessment has revised the assessed value for the 2008 Collector's Roll through the issuance of Supplementary Roll 09/2008. The Collector is required to make all the necessary changes to the municipal tax roll records and report these adjustments to Council. RECOMMENDATION(S): The report dated Dec. 16, 2008 issubmitted for information. DISCUSSION: a) Background Context: Two folios are affected: BC Assessment has reviewed the MRTC Tower Assessments and has reduced the exempted portion with the addition of two new leases for 2008. (Municipal tax increase of $10,687.70 in business class.) b) Business Plan/Financial Implications: There is a total increase of $19,174.36 in tax revenue of which the municipal share is $10,687.70. CONCLUSIONS: The District advised BC Assessment that two leases were missed from the MRTC Tower assessment and as result a correction was made which resulted in an increase to the commercial assessment base of$960,900. This report dated Dec. 16, 2008 is submitted for information and is available to the public. 1131 Manager, Revenue & Collections _ k - C �_ � Prepared by: Silvia Rutledg fi Approved by: Paul Gill, B.B.A.; C.G.A. General Mar: Corporate & Financial Services ConcurrenAe: J.L. (Jim) Rule Chief Administrative Officer 4 MAPLE RIDGE Deep Roots Greater Heights TO: FROM: SUBJECT: District of Maple Ridge His Worship Mayor Ernie Daykin DATE: December 29, 2008 and Members of Council FILE NO: Chief Administrative Officer ATTN: C.O.W. Janitorial Services Request for Proposals EXECUTIVE SUMMARY: Request for Proposals (RFP's) for Janitorial Services were received from West Cana, Rain City, Ultra Tech, A.M. Building, Eleven Stars, East-West Building, and Dee Pak Management on November 13, 2008. The Evaluation Team consisting of staff from Facilities Operations, Fire Department, and Police Services has reviewed and evaluated the submissions in accordance with the established evaluation criteria to determine the best value for a Janitorial Service Contract. RECOMMENDATION: That the contract for Janitorial Services be awarded to Rain City and that the Corporate Officer be authorized to execute the contract. DISCUSSION: a) Background Context: As outlined in Parks and Leisure Services, Facilities Operations 2008 Business Plan we committed to solicit proposals for Janitorial Services. This new Janitorial Service contract is a critical tool to manage the cleaning standards in all government properties throughout Maple Ridge. The Janitorial contract outlines service levels, cleaning standards, routines, emergency service calls response times, quality assurance, and environmental stewardship through the use of green products. The annual contract price is $212,792.00; this contract will be for a four (4) year term, with an annual rate increase of 0% in year two, 2% rate increase in year three, and a 3% rate increase for year four. All RFP submissions were evaluated from the criteria setout within the request for proposal instructions. These weighted criteria enabled the staff to determine the best value for the Janitorial Service contract. The weighted criteria were based on the following percentages and compliance to the RFP specifications: • Statement of Departures/Compliance • 25% Experience Qualifications and Training of Staff • 40% Technical Proposal • 35% Financial Proposal - (i.e. - 10% overall cost, 3.5% regular business labour rates, 6% after hours labour rates/emergency callouts, 2.5% parts and material markup, 6% annual rate increase, and 7% for carpet/window services cleaning service). b) Desired Outcome: Selection of the service provider that offers the best value for the supply of the Janitorial Services contract. 1151 c) Strategic Alignment: Protection of the District's buildings assets. d) Citizen/Customer implication: Provide municipal employees, the general public and user groups with safe, healthy and clean corporate buildings. e) Business Plan/Financial Implication: The contract price mill be funded from the existing Facilities Operations operational budget. Prepared by .cha Millward, PE 'Iities Operations Manager Approved Mike Murray, General Manage , ommunity Development - Parks and Recreation Concurrence: J.I. (Jim) Rule C ief Administrative Officer i MAPLE RIDGE British Cotumbia Deep Roots Greater Heights TO: FROM: District of Maple Ridge His Worship Mayor Ernie Daykin DATE: January 6, 2009 and Members of Council FILE NO: E02-010-078 Chief Administrative Officer ATTN: Council SUBJECT: Award of Contract E02-010-078, Lougheed Highway Safety Improvements - Haney Bypass to 105 Avenue EXECUTIVE SUMMARY: The District's approved Capital Program includes safety improvements to River Road and Lougheed Highway intersection and on Lougheed Highway from Haney Bypass to 105 Avenue. The design was completed in 2008 and Council also recently approved a Partnership Agreement with the Ministry of Transportation. An Invitation to Tender for the improvements was issued on November 27, 2008 and closed on December 18, 2008. Thirteen tenders were received and all were deemed compliant. The lowest tender was submitted by Mainland Civil Works Inc. at $441,879.44. The tender is within available funds and Council approval to award the work is required in order for the work to proceed. A final public Open House will be scheduled prior to the start of construction. RECOMMENDATION: THAT Contract E02-010-078, Lougheed Highway Safety Improvements - Haney Bypass to 105 Avenue, be awarded to Mainland Civil Works Inc. in the amount of $441,879.44 plus GST; and THAT the Corporate Officer be authorized to execute the contract. DISCUSSION: a) Background Context: As noted in the previous report to Council, the project will convert the eastbound right turn drop lane to a through lane on Lougheed Highway and extend it approximately 200 metres east of River Road. Delta islands will be modified to suit the new through lane and to discourage illegal left turns from River Road. A median barrier will also be installed on Lougheed Highway between Tamarack Lane and 105 Avenue. As well, a bicycle lane will be installed on the south side of Lougheed Highway to support cycling and pedestrian traffic including westbound travel to the Haney Bypass. Finally, a pedestrian crossing at the southeast point of the Kanaka/Haney Bypass/Lougheed intersection will also be provided. 1201 Tender result and analysis Thirteen tenders were received and opened in public. All of the submissions were deemed compliant. The analysis of the tenders is as follows: Tender Price (excluding GSTI Mainland Civil Works Inc. Double M Excavating Ltd. TAG Construction Ltd. B&B Contracting Ltd. Chet Construction Ltd. Imperial Paving Ltd. Jack Cewe Ltd. Targa Contracting Ltd. Span Valley Construction Ltd. Sandpiper Contracting Mission Contractors Tybo Contracting Ltd. Winvan Paving Ltd. $ 441,879.44 $ 470,519.08 $ 474,795.00 $ 474,857.15 $ 530,908.40 $ 542,050.00 $ 543,320.00 $ 561,151.00 $ 571,380.96 $ 576,918.00 $ 580,891.32 $ 588,507.60 $ 604,520.05 Of the tenders received, the lowest tender was received from Mainland Civil Works Inc. with a tender price of $441,879 plus GST. b) Strategic Alignment: The Strategic Plan identifies key strategies under the transportation goals to achieve Vision 2025 which includes the maintenance and enhancement of a multi -modal transportation system within Maple Ridge. This project and its components are in alignment with that strategy. In addition, this project is a partnership between multiple agencies. c) Citizens/Customer Implications: The latest public Open House was held on August 7, 2008. No significant concerns were heard at the Open House. Based on this, a second Open House is planned prior to the start of construction to outline the construction schedule. Construction will commence as soon as the project is awarded and attempts will be made to minimize the impact to everyday traffic and residents in the area of construction. The corporate website and other communication channels will be used to update the public on the construction schedule. d) Interdepartmental Implications: The Engineering and Finance Departments collaborate in the administration of the Canada - British Columbia infrastructure Grant. e) Business Plan/Financial Implications: The tenders received are within the estimated budget, and as such, the approved Financial Plan provides sufficient funds for the improvements. CONCLUSIONS: The tender price of $441,879.44 plus GST, by Mainland Civil Works Ltd. for the project is the lowest tendered price. Council approval to award the contract to Mainland Civil Works Ltd. is recommended. Prepared by: od, PhD., PEng. u 'cip., Engineer pproved n,BA, PEng. eneral Manager: Public Works & Development Services Financial review by: Tre o rr r Thompson, CGA Manager, Financial Planning Concurrence: J.L. (Jim) Ru e Chief Administrative Officer ME/mi r - 113 1128 U AWE AWE J w 0 w w 0 (c111A AVE. w 0 Y w re 0 CO 21/M 113 AVE. ' 1 N KANAKA WAY NAKA CREE McCLURE cn rn A.: N 08 A (v PROJECT LOCATION J 0 0 Il J 104 N A SCALE: N.T.S. r 47117' MAPLE RIDGE British Calumbl. CORPORATION OF THE DISTRICT OF MAPLE RIDGE ENGINEERING DEPARTMENT LOUGHEED HIGHWAY RIVER ROAD SAFETY IMPROVEMENTS DATE: JAN 2009 FILE/DWG No SK 0298