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HomeMy WebLinkAbout2021-05-04 Committee of the Whole Agenda and Reports.pdfCity of Maple Ridge COMMITTEE OF THE WHOLE AGENDA May 4, 2021 1:30 p.m. Virtual Online Meeting including Council Chambers 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. The meeting is live streamed and recorded by the City of Maple Ridge. For virtual public participation during Public Question Period register by going to www.mapleridge.ca/640/Council-Meetings and clicking on the meeting date 1. CALL TO ORDER 2. ADOPTION AND RECEIPT OF MINUTES 2.1 Minutes of the Committee of the Whole Meeting of April 20, 2021 3. DELEGATIONS/ STAFF PRESENTATIONS (10 minutes each) 4. PLANNING AND DEVELOPMENT SERVICES Note: • Owners and/or Agents of development applications on this agenda may be permitted to speak to their item with a time limit of 10 minutes. • The following items have been numbered to correspond with the Council Agenda where further debate and voting will take place, upon Council decision to forward them to that venue. 1101 2016-195-CP, Employment Lands, Redesignation of Yennadon Lands to Industrial (Employment Park Category) Staff report dated May 4, 2021 recommending that Maple Ridge Official Community Plan Amending Bylaw No. 7734-2021 and Maple Ridge Official Community Plan Amending Bylaw No. 7735-2021 to allow redesignation of the Yennadon Lands for an employment future be given first reading. Committee of the Whole Agenda May 4, 2021 Page 2 of 5 1102 2019-337-RZ, 11822 Owen Street, RS-1 to RT-2 Staff report dated May 4, 2021 recommending that Maple Ridge Zone Amending Bylaw No. 7732-2021 to rezone from RS-1 (Single Detached Residential) to RT-2 (Ground-Oriented Residential Infill), to permit a future multi-family development into a Courtyard form with six units be given first reading and that the applicant provide further information as described on Schedules C, D and E of the Development Procedures Bylaw No. 5879-1999. 1103 2020-009-RZ, 13586 232 Street, RS-3 to RST, R-2 and RS-1 Staff report dated May 4, 2021 recommending that Maple Ridge Zone Amending Bylaw No. 7731-2021 to rezone from RS-3 (Single Detached Rural Residential) to RST (Street Townhouse Residential), R-2 (Single Detached [Medium Density] Urban Residential) and RS-1 (Single Detached Residential), for a future subdivision of approximately 10 lots to permit the creation of four single family lots and six lots with six townhouse units be given first reading and that the applicant provide further information as described on Schedules A, B, F, G and J of the Development Procedures Bylaw No. 5879-1999, along with the information required for a Subdivision application. 1104 2021-104-RZ, 22337 St. Anne Avenue, RS-1 to RM-2 Staff report dated May 4, 2021 recommending that Maple Ridge Zone Amending Bylaw No. 7720-2021 to rezone from RS-1 (Single Detached Residential) to RM-2 (Medium Density Apartment Residential) to permit the future construction of a market-oriented, apartment building consisting of approximately 20 units be given first reading and that the applicant provide further information as described on Schedules C, D and E of the Development Procedures Bylaw No. 5879-1999. 1105 2017-306-DVP, 2017-306-DP, 22229 Brown Avenue, 12087, 12097, 12117, 12127, 12131 and 12149 223 Street Staff report dated May 4, 2021 recommending that the Corporate Officer be authorized to sign and seal 2017-306-DVP to reduce lot line setbacks, increase maximum building height to allow a fifth floor for specified buildings and allow seven of the required residential parking spaces to be at grade, and that the Corporate Officer be authorized to sign and seal 2017-306-DP to permit three 5-storey condominium buildings to be built in three phases. 1106 2021-171-DP, 12040 240 Street, Amendment Staff report dated May 4, 2021 recommending that 2021-171-DP be amended to revise Clause 5 to allow two (2) years to commence construction and that the Corporate Officer be authorized to sign and seal 2021-171-DP as amended. Committee of the Whole Agenda May 4, 2021 Page 3 of 5 5. ENGINEERING SERVICES 1131 Contract Renewal: Hydrovac Services Staff report dated May 4, 2021 recommending that the contracts for Hydrovac Services on an as required basis with Badger Daylighting Limited Partnership and McRae's Environmental Services Ltd. be renewed for one year and that the Corporate Officer be authorized to execute the contract extension. 1132 Award of Contract: Pavement Rehabilitation Program Staff report dated May 4, 2021 recommending that the contract for the Pavement Rehabilitation Program be awarded to B.A. Blacktop Ltd., that additional work locations under extra work provisions in the contract up to 15% of the value of the contract be approved and that the Corporate Officer be authorized to execute the contract. 6. CORPORATE SERVICES 1151 Amended Procurement Policy No. 5.45 and Bylaw No. 7711-2021 Delegation of Procurement Authority. Staff report dated May 4, 2021 recommending that the Delegation of Procurement Authority Bylaw No. 7711-2021 to delegate procurement authority be given first, second and third reading and that Procurement Policy No. 5.45 as amended be adopted in conjunction with adoption of Bylaw No. 7711-2021. 1152 2020 Consolidated Financial Statements Staff report dated May 4, 2021 recommending that the 2020 Financial Statements be approved. 7. PARKS, RECREATION & CULTURE 8. ADMINISTRATION 1191 Designation of Officers Bylaw Staff report dated May 4, 2021 recommending that Maple Ridge Officers Designation Bylaw No. 7717-2017 to establish an officers' bylaw that reflects current legislative requirements as well as best practices be given first, second and third reading. Committee of the Whole Agenda May 4, 2021 Page 4 of 5 9. COMMUNITY FORUM 10. NOTICE OF CLOSED COUNCIL MEETING The meeting will be closed to the public pursuant to Sections 90 (1) and 90 (2) of the Community Charter as the subject matter being considered relates to the following: Section 90(1)(c) Labour relations or employee negotiations Any other matter that may be brought before the Council that meets the requirements for a meeting closed to the public pursuant to Sections 90 (1) and 90 (2) of the Community Charter or Freedom of Information and Protection of Privacy Act. 11. ADJOURNMENT Committee of the Whole Agenda May 4, 2021 Page 5 of 5 -:::,----~---COMMUNllY 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 bylaws that have not yet reached conclusion. There is a 2 minute time limit per speaker with a second opportunity provided if no one else is waiting to speak, and a total of 15 minutes is provided for the Community Forum. Respectful statements and/or questions must be directed through the Chair and not to individual members of Council. During the COVID-19 health emergency it is important to ensure that our democratic processes continue to function and that the work of the City remains transparent for all citizens. We are doing business a bit differently during this time as we balance the health and safety of citizens and staff with our democratic processes. While City Hall is now open to the public, Council meetings are being held virtually and only necessary staff are present. In-person attendance by the public at Council meetings is not available and we encourage the public to watch the video recording of the meeting via live stream or any time after the meeting via http://media.mapleridge.ca/Mediasite/Showcase. Using Zoom, input from the public during Community Forum is being facilitated via email to clerks@mapleridge.ca and/or via the raised hand function through the Zoom meeting. For virtual public participation during Community Forum please register in advance by at clicking on the date of the meeting at https://www.mapleridge.ca/640/Council-Meetings. When the meeting reaches the Community Forum portion, please raise your virtual hand to indicate you would like to speak. For detailed information on how to register for the meeting of interest, please refer to https://www.mapleridge.ca/DocumentCenter/View/24663/Launch-Virtual-Meeting If you have a question or comment that you would normally ask as part of Community Forum, you can email clerks@mapleridge.ca before 1:00 p.m. on the day of the meeting and your questions or comments will be shared with Council. If you miss this deadline staff will respond to you in writing as soon as possible. As noted, during the COVID-19 health emergency, we will be using new virtual tools to ensure that citizens' voices are being heard as part of our meetings. We thank citizens for their support as we try innovative approaches to keep us all connected even as we separate to stop the spread of COVID-19. For more information contact: Clerk's Department at 604-463-5221 or clerks@mapleridge.ca Mayor and Council at mayorcouncilandcaol@mapleridge.ca APPROVED BY: DATE: PREPARED BY: CHECKED BY: DATE: DATE: 1 I f:~-~= k-L-~ City of Maple Ridge COMMITTEE OF THE WHOLE MEETING MINUTES April 20, 2021 The Minutes of the Committee of the Whole Meeting held on April 20, 2021 at 1:30 p.m. virtually and in Council Chambers of the City Hall, 11995 Haney Place, Maple Ridge, British Columbia for the purpose of transacting regular City business. PRESENT Elected Officials Mayor M. Morden Councillor J. Dueck Councillor K. Duncan Councillor C. Meadus Councillor G. Robson Councillor R. Svendsen Councillor A. Yousef Appointed Staff A. Horsman, Chief Administrative Officer C. Carter, General Manager Planning & Development Services C. Crabtree, General Manager Corporate Services S. Hartman, General Manager Parks, Recreation & Culture S. Nichols, Corporate Officer D. Pollock, General Manager Engineering Services T. Thompson, Director of Finance Other Staff as Required L. Benson, Senior Policy and Sustainability Analyst W. Cooper, Planner1 C. Goddard, Director of Planning A. Kopystynski, Planner 2 M. McMullen, Manager of Development and Environmental Services Note: These Minutes are posted on the City website at mapleridge.ca/AgendaCenter/ Video of the meeting is posted at media.mapleridge.ca/Mediasite/Showcase Note: Due to the COVID-19 pandemic, Councillor Duncan, Councillor Robson, Councillor Svendsen, and Councillor Yousef choose to participate electronically. Note: Councillor Robson was absent at the start of the meeting. 1. CALL TO ORDER 2. ADOPTION AND RECEIPT OF MINUTES 2.1 Minutes of the Committee of the Whole Meeting of March 23, 2021 and April 6,2021 It was moved and seconded That the minutes of the March 23, 2021 and April 6, 2021 Committee of the Whole Meeting be adopted. CARRIED 2.1 Committee of the Whole Minutes April 20, 2021 Page 2 of 6 3. DELEGATIONS/STAFF PRESENTATIONS -Nil 4. PLANNING AND DEVELOPMENT SERVICES 1101 2018-041-RZ, 11621, 11607 and 11633 Burnett Street, RS-1 to RM-2 Staff report dated April 20, 2021 recommending that Maple Ridge Official Community Plan Amending Bylaw No. 7724-2021 to amend the conservation boundary be given first and second readings and be forwarded to Public Hearing and that Maple Ridge Zone Amending Bylaw No. 7 444-2018 to rezone from RS-1 (One Family Urban Residential) to RM-2 (Medium Density Apartment Residential) to permit an apartment building containing approximately 57 apartment units in a six storey building be given second reading and be forwarded to Public Hearing. A. Kopystynski, Planner, provided a summary presentation and staff answered Council questions. Note: Councillor Robson entered the meeting at 1:34 p.m. Kevin Key, KeyPlan provided additional details on the application. It was moved and seconded That the staff report dated April 20, 2021 titled "First and Second Reading, Official Community Plan Amending Bylaw No. 7724-2021; Second Reading Zone Amending Bylaw No. 7 444-2018; 11621, 11607 and 11633 Burnett Street" be forwarded to the Council Meeting of April 27, 2021. CARRIED Councillor Robson -OPPOSED 1102 2018-430-RZ, 23717 and 23689 Fern Crescent, RS-2 to RM-1 Staff report dated April 20, 2021 recommending that Maple Ridge Official Community Plan Amending Bylaw No. 7730-2021 to adjust land use designations to fit site conditions be given first and second reading and be forwarded to Public Hearing and that Maple Ridge Zone Amending Bylaw No. 7520-2018 to rezone from RS-2 (Single Detached Suburban Residential) to RM-1 (Low Density Townhouse Residential), to permit the future construction of a 35 unit townhouse development be given second reading as amended and be forwarded to Public Hearing. W. Cooper, Planner, provided a summary presentation and staff answered Council questions. Committee of the Whole Minutes April 20, 2021 Page 3 of 6 It was moved and seconded That the staff report dated April 20, 2021 titled "First and Second Reading, Official Community Plan Amending Bylaw No. 7730-2021; Second Reading, Zone Amending Bylaw No. 7520-2018; 23717 and 23689 Fern Crescent" be forwarded to the Council Meeting of April 27, 2021. CARRIED 1103 2020-228-RZ, 25629 Bosonworth Avenue, RS-2 to RS-3 Staff report dated April 20, 2021 recommending that Maple Ridge Official Community Plan Amending Bylaw No. 7733-2021 to re-designate a portion of the lot from Suburban Residential to Agricultural be given first and second reading and be forwarded to Public Hearing and that Maple Ridge Zone Amending Bylaw No. 7672-2020 to rezone from RS-2 (Single Detached Suburban Residential) to RS-3 (Single Detached Rural Residential) to permit a panhandle portion of the lot to be subdivided off and consolidated with adjacent land to the north be given second reading as amended and be forwarded to Public Hearing. A. Kopystynski, Planner provided a summary presentation and staff answered Council questions. It was moved and seconded That the staff report dated April 20, 2021 titled "First and Second Reading, Official Community Plan Amending Bylaw No. 7733-2021; Second Reading, Zone Amending Bylaw No. 7672-2020; 25629 Bosonworth Avenue" be forwarded to the Council Meeting of April 27, 2021. CARRIED Councillor Duncan -OPPOSED 5. ENGINEERING SERVICES 1131 Award of Contract RFP-OP21-6: Municipal Replacement Single Cab, Dual Wheel Mechanics Truck with Crane Staff report dated April 20, 2021 recommending that Contract RFP-OP21-6 for the supply and delivery of one single cab, dual wheel mechanics truck with crane be awarded to Metro Motors Ltd. and that the Corporate Officer be authorized to execute the contract. Committee of the Whole Minutes April 20, 2021 Page 4 of 6 It was moved and seconded That the staff report dated April 20, 2021 titled "Award of Contract RFP-OP21-6: Municipal Replacement Single Cab, Dual Wheel Mechanics Truck with Crane" be forwarded to the Council Meeting of April 27, 2021 CARRIED 6. CORPORATE SERVICES 1151 Maple Ridge Water Service Amending Bylaw Staff report dated April 20, 2021 recommending that Maple Ridge Water Service Amending Bylaw No. 7726-2021 to include water rates for the next five years be given first, second and third reading. T. Thompson, Director of Finance reviewed the staff report and staff answered Council questions. It was moved and seconded That the staff report dated April 20, 2021 titled "Water Service Amending Bylaw" be forwarded to the Council Meeting of April 27, 2021 CARRIED Note: The meeting recessed at 2:50 p.m. and reconvened at 4:32 p.m. Note: Mayor Morden, Councillor Duncan and Councillor Robson were absent when the meeting reconvened. 1152 Maple Ridge 2021-2015 Financial Plan Amending Bylaw Staff report dated April 20, 2021 recommending that Maple Ridge 2021-2025 Financial Plan Amending Bylaw No. 7727-2021 to update the financial plan to reflect information received since the plan's adoption in January 2021 be given first, second and third reading. T. Thompson, Director of Finance reviewed the staff report and staff answered Council questions. He advised that the 2022 Financial Plan guidelines will be provided in the near future. Note: The Mayor joined the meeting at 4:34 p.m. Councillor Yousef joined the meeting at 4:35 p.m. Councillor Robson joined the meeting at 4:37 p.m. Committee of the Whole Minutes April 20, 2021 Page 5 of 6 It was moved and seconded That the staff report dated April 20, 2021 titled "2021-2025.Financial Plan Amending Bylaw" be forwarded to the Council Meeting of April 27, 2021 CARRIED Councillor Yousef -OPPOSED 1153 Maple Ridge 2021 Property Tax Rates Bylaw Staff report dated April 20, 2021 recommending the Maple Ridge 2021 Property Tax Bylaw No. 7728-2021 to establish property tax rates for Municipal and Regional District purposes for the year 2021 be given first, second and third reading. T. Thompson, Director of Finance reviewed the staff report and staff answered Council questions. It was moved and seconded That the staff report dated April 20, 2021 titled "2021 Property Tax Rates Bylaw" be forwarded to the Council Meeting of April 27, 2021. CARRIED Councillor Yousef -OPPOSED 1154 Albion and Maple Ridge Road 13 Dyking Districts 2021 Tax Rate Bylaws Staff report dated April 20, 2021 recommending that Albion Dyking District Tax Rates Bylaw No. 7736-2021 and Maple Ridge Road 13 Dyking District Tax Rates Bylaw No. 7737-2021 to impose taxes upon lands in the aforementioned dyking districts be given first, second and third reading. T. Thompson, Director of Finance, reviewed the staff report and staff answered Council questions. It was moved and seconded That the staff report dated April 20, 2021 titled "Albion and Maple Ridge Road 13 Dyking Districts 2021 Tax Rate Bylaws" be forwarded to the Council Meeting of April 27, 2021. CARRIED Committee of the Whole Minutes April 20, 2021 Page 6 of 6 1155 Greenhouse Gas Reduction Targets, Official Community Plan Amending Bylaw No. 7688-2020 Staff report dated April 20, 2021 recommending that Maple Ridge Official Community Plan Amending Bylaw No. 7688-2020 to adjust the City's greenhouse gas emission targets to align with global climate change science endorsed by the Intergovernmental Panel on Climate Change be given second reading and be forwarded to Public Hearing. L. Benson, Senior Policy and Sustainability Analyst, provided a summary presentation and staff answered Council questions. It was moved and seconded That the staff report dated April 20, 2021 titled "Second Reading, Greenhouse Gas Reduction Targets, Official Community Plan Amending Bylaw No. 7688-2020" be forwarded to the Council Meeting of April 27, 2021. CARRIED 7. PARKS, RECREATION & CULTURE -Nil 8. COMMUNITY FORUM Steve Ranta Mr. Ranta inquired on the mechanism used to communicate Council's goals and principles in terms of reducing greenhouse gases to staff in order to ensure emissions are considered in every relevant report. He expressed concern that there is no formal means of transmission between Council's goals on greenhouse emissions reduction and what might be taking place in meetings and discussions among staff. The Acting Mayor responded to Mr. Ranta's questions. 8. ADMINISTRATION -Nil 9. ADJOURNMENT -5:20 J. Dueck, Chair Presiding Member of the Committee TO: FROM: City of Maple Ridge His Worship Mayor Michael Morden and Members of Council Chief Administrative Officer MEETING DATE: May 4, 2021 FILE NO: 2016-195-CP MEETING: C o W --w SUBJECT: Employment Lands: Re-designation of the Yennadon Lands to Industrial (Employment Park Category) Official Community Plan Amending Bylaw No. 7734-2021 (Policy); and Official Community Plan Amending Bylaw No. 7735-2021 (Land Use Designation) First Reading EXECUTIVE SUMMARY: At the December 8, 2020 Council Workshop meeting, Council endorsed "Concept 2 -Neighbourhood Innovations Village" for an employment future for the Yennadon Lands. At that meeting, Council directed staff to prepare an Official Community Plan Amending Bylaw in alignment with "Concept 2". This report presents Official Community Plan Amending Bylaw No. 7734-2021 (Appendix A) and Bylaw No. 7735-2021 (Appendix B), to allow re-designation of the Yennadon Lands for an employmentfuture. Should Council direct, Official Community Plan Amending Bylaw No. 7734~2021 (Policy) and Bylaw No. 7735-2021 (Land Use Designation) may be forwarded to an upcoming Council Meeting for consideration of first reading. RECOMMENDATION: 1. That in respect of Section 4 75 of the Local Government Act, requirement for consultation during the development or amendment of an Official Community Plan, Council must consider whether consultation is required with specifically: i. The Board of the Regional District in which the area covered by the plan is located, in the case of a Municipal Official Community Plan; ii. The Board of any Regional District that is adjacent to the area covered by the plan; iii. The Council of any municipality that is adjacent to the area covered by the plan; iv. First Nations; v. Boards of Education, Greater Boards and Improvement District Boards, and vi. The Provincial and Federal Governments and their agencies; In that regard it is recommended that no additional consultation be required in respect of this matter beyond the referral process, and early posting of the proposed Official Community Plan amendments on the City's website, together with an invitation to the public, Metro Vancouver and the Agricultural Land Commission to comment. 2. That Official Community Plan Policy Amending Bylaw No. 7734-2021 and Official Community Plan Amending Land Use Designation Bylaw No. 7735-2021 be given first reading. 1101 Doc#27 4 7979 Page 1 of 9 1.0 CONTEXT: 1.1 The Yennadon Lands (128th Avenue and 232nd Street) The Yennadon Lands are comprised of 13 properties. They range in size from 0.5 ha (1.5 acres) to 4 ha (10 acres). The total land area is 25.4 hectares (63 acres). The subject properties are located outside of and adjacent to the City's Urban Area Boundary, but are largely within the Region's Urban Containment Boundary (see Appendix C for a map of the area). The existing uses on the lands range from single-family use to vacant underutilized lands, according to BC Assessment data. The properties abut urban single-family development on the west and south boundaries; Agricultural Land Reserve to the east and north, and suburban single family lots on the north side of 128th Avenue. A historic commercial node, as well as Yennadon Elementary School, are located within 200-400 m of the subject properties. Currently, the subject properties are designated Agricultural in the OCP and are zoned RS-3 (One Family Rural Residential) and RS-2 (One Family Suburban Residential). All of the properties, except one property located near the northeast corner of the area, are located outside the Agricultural Land Reserve. The majority of these properties are designated General Urban in the Regional Growth Strategy. 1.2 Suitability of the Yennadon Lands for an Employment Future The Yennadon Lands were identified as a potential location for future employment uses in the City's Commercial & Industrial Strategy, with the Strategy recommending that planning for the additional supply of employment land should begin now in order to best satisfy future demand in an increasingly competitive region. This area aligns with the intent of the current Official Community Plan policies for inclusion as employment lands, as the lands are generally flat, have access to an arterial and collector roadway, and servicing runs adjacent to the properties. It is noted in the Commercial & Industrial Strategy that a mixed employment campus-style business park could be a suitable form of development in this area. The Strategy recommends development with a key focus on restricting heights, while also encouraging building forms and uses that are in keeping with the surrounding residential context. It was originally noted that the Yennadon Lands could eventually serve the needs of the technology sector, light manufacturing companies, and professional offices, all of which offer a high employment density. 1.3 Work To Date At the May 10, 2016 Council meeting, staff were directed to initiate a process to re-designate 13 subject properties, generally located at 128th Avenue and 232nd Street, towards an employment land use designation. The direction was in keeping with the City's Commercial & Industrial Strategy: 2012-2042, which could facilitate the creation of a unique opportunity for a campus-style business park in the future. On April 16, 2019 staff provided Council with a general update on an Employment Lands Process underway in the City of Maple Ridge, which included a focus on the suitability of the Yennadon Lands for future employment purposes. At that meeting, the Yennadon Lands were referred back to staff to meet with the landowners to assess their future interest in the lands. Doc#2747979 Page 2 of 9 l A Landowners Workshop was held at Yennadon Elementary School on June 6, 2019 from 6 -8pm. Twelve letters were sent out to the landowners, representing all 13 properties, inviting them to attend. At the Workshop, 18 people attended, representing 11 of the properties. On June 18, 2019, staff provided a verbal update to Council on the outcomes of the June 6, 2019 Workshop with Yennadon Landowners, namely that there were strong levels of support for an employment future -although some expressed interest only in the OCP amendment and not in redeveloping their properties in the short term. At the June 18, 2019 Council Workshop meeting, Council directed: 1) staff to undertake an employment land use re-designation process and consultation strategy for the Yennadon Lands; and 2) that any new applications, or those already in-stream that have not reached third reading, be deferred until any potential OCP amendments are presented at Public Hearing and given third reading, with the exception of applications that propose future employment land uses. At the March 31, 2020 Council Workshop meeting, staff provided an update on the Yennadon Lands Re-designation process, including the proposed community engagement process that was postponed due to the pandemic. At that meeting, Council directed that the previously endorsed Yennadon Lands process be revised and that staff work with the consultant to prepare some preliminary land use concepts for Council to review prior to proceeding with public consultation. At the July 14, 2020 Council Workshop meeting, staff in collaboration with a consultant, presented three preliminary land use concepts for Council to review. The three preliminary Concepts were informed by the outcomes of the site analysis, on transportation/access, site servicing, environmental features, stormwater management, and parks/trails/recreation requirements for future development within the area. At that meeting, Council directed staff to move forward with a public consultation process, taking into account the public health orders in effect at the time. Through October 2020, staff in collaboration with the consultant conducted a consultation process that consisted of a Landowners Workshop, a Virtual Public Open House, and a Community Survey. The December 8, 2020 Council Workshop report goes through what was heard from the various consultation activities and outlined possible next steps for Council to consider in the pursuit of additional employment land opportunities for Maple Ridge. The re-designation of the Yennadon Lands to an employment future will garner opposition and community comment. At the December 8, 2020 Council workshop meeting, Council endorsed "Concept #2 -Neighbourhood Innovations Village" and directed staff to move forward with an Official Community Plan Amending Bylaw. 1.4 Concept #2 -Neighbourhood Innovations Village Concept #2 illustrates an exclusive employment development concept with an eco-business emphasis that conserves green space and trees, reflective of the identified protected resources. With this concept, the new properties are aligned with existing property subdivisions where possible. This concept illustrates a green buffer from the existing residential homes on the west edge and shows a looped street with smaller business lots and a nature park that connects to the adjoining west community. For Concept #2, all of the developable land is for employment use. Doc#2747979 Page 3 of 9 1.5 Yennadon Lands Process in 2021 With increasing interest in the Yennadon Lands Re-designation process, staff have been fielding questions from interested community members, relevant professionals and landowners since the end of 2019. An e-mail distribution list has been established for interested community members to register for regular updates throughout the process. Additionally, regular updates are provided on the project website. Additionally, staff have provided regular updates to the Community Development and Enterprise Services (CDES) Committee on the Yennadon Lands Concept Plan and progress in preparing OCP policies and development permit guidelines for the Employment Park. Presentations occurred on January 11, 2021 and on March 22, 2021. 2.0 DISCUSSION: 2.1 Yennadon Lands Concept Plan Overview The concept endorsed by Council at the end of 2020 provided for a 100% employment future for the developable areas of the Yennadon Lands. Based on Council comments, as well as what was heard from the community during the public consultation process, the following elements have been integrated into the policy work, design guidelines, or the land use schedule map associated with the re-designation of the Yennadon Lands towards an employment future: • Suitable Mix of Employment Uses: The employment area will need to have an appropriate mix and size of employment uses to generate suitable levels of job creation, while still affording a sensitive transition to the surrounding residential uses. • Neighbourhood Business Scale and Character: The design of the employment area will be limited to business activities inside the building to eliminate nuisance noise, odour, and other negative impacts. The building form will be more of a residential height and massing in the western area with generous landscape retention and reduced parking if possible. The eastern area may have larger and more conventional light industrial buildings. • Innovative Mixed Uses: The development of this site may include a mix of employment uses (including consideration for work/live units and co-working space, particularly in the western area). Work/live uses will be limited to the west portion of the site. • Environmental Sensitivity: Coho Creek will be protected and enhanced with the appropriate setbacks and a progressive stormwater management system on site. • Trail Network: A comprehensive trail network will connect to the adjoining communities and provide a rich amenity for both the businesses and residents to enjoy, promoting a healthy walking/biking culture. • Resilience and Adaptability: This employment neighbourhood will be designed and planned so that there is diversity and choice of business parcels and units that may adapt and consolidate or expand over time. • Climate-Change Responsive: The infrastructure and servicing will be designed for increased storm flows and special events, so the neighbourhood has the ability to weather through extreme climatic conditions with additional precautionary measures, including floodways and dry pond areas for emergency stormwater storage. Doc#27 4 7979 Page 4 of 9 The intent is to create a complete neighbourhood, within the existing residential area, where residents and business owners can live, work and play within a five to ten-minute walk or bicycle ride of their residence. This employment area should be uniquely smaller scaled to fit with the surrounding neighbourhood, offering the potential for a variety of smaller scaled buildings with limited building heights and sizes. There may be the possibility for work/live units in the west sector (see Concept Image below; full size in Appendix D). The natural environmental area of the site will be conserved, as the Coho Creek Conservation Area, with the required 30 metre setback areas to buildings and trails along its edges. The employment area will be linked by trails and natural open spaces, which in turn will be connected to the adjoining communities. A natural interconnected pathway and trail system is recommended for the site that connects to the surrounding neighbourhoods. The trails should be slightly elevated to avoid flooding and may require elevated boardwalk sections in some of the riparian areas near the stream or in particularly low wet areas. A gravel horse trail runs along the south side of 128th Avenue adjoining the site. There are no formal trails through the site. There are plans for a comprehensive bike lane and walking path for both 128th Avenue and 232nd Street in the future that will incorporate bike lanes and a sidewalk/trail network. 2.2 Yennadon Lands Land Use Designation & OCP Policies In order to implement the Yennadon Lands Concept Plan, Official Community Plan Amending Bylaw No. 7734-2021 (Appendix A, Schedule 1) introduces a new category to the existing Industrial land use designation into the Official Community Plan. Some of the existing policies of Chapter 6 Employment have been updated, where appropriate, but the majority of Official Community Plan Policy Amending Bylaw No. 7734-2021 (Policy) is proposed to integrate the Industrial Land Use Employment Park Category policies into Chapter 6 of the Official Community Plan. Doc#2747979 Page 5 of 9 ' -' ' ' r.-:: ' ' ' !---' ,-' -' ' ' ' ' ' ' ' ' ' ,_ ' ' ' -r !--ri_ L ,---!;~ f f I The Industrial (Employment Park Category) is intended to help create a more "complete community" by providing a range of employment opportunities where local residents and future business owners can live, work and play within a five to ten minute walk or bicycle ride of their residence. In the past, industrial and commercial areas have not always been good neighbours as they have brought consequences such as noise, visual impacts, and undesirable traffic to local areas. Therefore, the design of the employment area will be limited to business activities inside the building to eliminate nuisance noise, odour, and other negative impacts. Development will be directed in a sensitive and scaled manner so that the Employment Park is compatible with the adjoining residential neighbourhood. The complete set of policies is included in Official Community Plan Amending Bylaw No. 7734-2021 (Policy), which is attached as Schedule 1 to Appendix A. 2.3 Yennadon Lands Employment Park Development Permit Guidelines In conjunction with the Industrial Land Use (Employment Park Category) policies, specific Development Permit Guidelines (Appendix A, Schedule 2) have been developed for the Yennadon Lands Employment Park, which is proposed for integration into Chapter 8, Development Permit Areas, of the Official Community Plan. The intent of these guidelines is to shape the form of development to reflect Council and community comments, while remaining flexible and open to a range of uses. The Development Permit Guidelines go through general design guidelines, such as site planning essentials, as well as specifics pertaining to site planning, landscaping, access and parking, as well as building design and massing. The complete set of Development Permit Guidelines is included in Official Community Plan Amending Bylaw No. 7734-2021 (Policy), which is attached as Schedule 2 to Appendix A. 2.4 Yennadon Lands Employment Park Official Community Plan Land Use Map It is intended, with Official Community Plan Amending Bylaw No. 7735-2021 (Appendix B), the Official Community Plan 'Schedule B' Land Use Map and 'Schedule C' Natural Features Map will be amended to reflect the change in land use and designation. The Yennadon Lands Employment Park designation is proposed to change from 'Agricultural' to 'Industrial' and 'Conservation' as identified in Schedule 2 of Appendix B. 2.5 Yennadon Lands Employment Park and the City of Maple Ridge Zoning Bylaw The implementation of the Yennadon Lands Concept Plan takes place in conjunction with the City's Zoning Bylaw. In this case, the proposed use of the Yennadon Lands will come with a new or modified zone -M-7 Employment Park Industrial. The proposed M-7 Zone generally follows the M-3 Business Park Industrial Zone, currently in effect (i.e. lot coverage of 60%, floor area ratio of approximately 75%, building setbacks, etc), but will tailor the permitted uses to be appropriate for the Employment Park. These proposed amendments to the City's Zoning Bylaw will accompany the Second Reading Report. Should a development application proceed in advance of the OCP amendment process, the zone amendments would come forward at that time. Official Community Plan Amending Bylaw No. 7734-2021 (Appendix A) includes amendments to the zoning matrix, which identifies which zones are permitted under each land use designation in Appendix C of the Official Community Plan. This form of matrix has been updated to reflect the new land use category proposed for this area. Doc#27 4 7979 Page 6 of 9 2.6 Next Steps Based on Council comments at the December 8, 2020 Council Workshop, staff prepared Official Community Plan Amending Bylaw No. 7734-2021 (Policy) (Appendix A) and Bylaw No. 7735-2021 (Land Use Designation) (Appendix B) to re-designate the Yennadon Lands for an employment future. These draft Bylaws are proposed for First Reading at an upcoming Council meeting. Figure 2 -OCP Amending Bylaw Process __ _.6.___....,1ntergovernmental Referrals We are here ALC & RGS Amendments At this time, development applications that propose employment land uses are able to come before Council. With an endorsed Yennadon Lands Concept Plan, development applications are able to proceed through the development application process, providing they align with the endorsed concept and Official Community Plan Amending Bylaw No. 7734-2021 (Policy) and Bylaw No. 7735-2021 (Land Use Designation). When that occurs, through these site-specific development applications, additional studies typically found through the municipal rezoning process may take place. Such studies may include geotechnical assessments, ground-water impact assessments, servicing and infrastructure studies, agricultural impact assessments, environmental impact assessments (where development may encroach into some Environmentally Sensitive Areas), as well as significant tree and habitat balance assessments. Development applicants will be required to rezone (to the proposed new M-7 Employment Park Industrial zone discussed in Section 2.5 above) and obtain a development permit to regulate the form and character of new buildings. In respect of Section 475 of the Local Government Act, should Official Community Plan Amending Bylaw No. 7334-2021 (Policy) and Bylaw No. 7735-2021 (Land Use Designation) receive first reading, staff will submit referrals to the following agencies regarding the proposed re-designation of the YennadorJ Lands: Metro Vancouver, School District No. 42, local First Nations, Ministry of Environment, and the Agricultural Land Commission. For details regarding the ALC and RGS Amendments, please refer to Sections 5.1 and 5.2 below. 3.0 STRATEGIC ALIGNMENT Implementing strategic plans related to local infrastructure and the economy, including the City's commercial and industrial land base, is a Council priority as established under its Growth pillar of the 2019-2022 City of Maple Ridge Strategic Plan. 4.0 POLICY IMPLICATIONS The proposed land use re-designation of the Yennadon Lands to an employment future is supported through the recommendations of the Commercial & Industrial Strategy and the existing industrial policies in the OCP. OCP policies 6-41 and 6-42 speak to identifying additional employment lands within the City and set out compatibility criteria used to determine feasibility of new employment land. Specifically, the subject properties align with the intent of the current OCP policies for inclusion as employment lands, as the lands are generally flat, have access to an arterial and collector roadways, and development servicing is located adjacent to the properties. Doc#2747979 Page 7 of 9 5.0 INTERGOVERNMENTAL IMPLICATIONS 5.1 Metro Vancouver The Regional Growth Strategy (RGS), titled "Metro Vancouver 2040: Shaping Our Future", manages growth by establishing growth boundaries throughout the region. The Yennadon Lands are largely located within the Region's Urban Containment Boundary, and are largely located outside of the Region's Fraser Sewerage Area, which delineates properties that are able to connect to the regional sanitary system (see Appendix C for the Region's Urban Containment Boundary). An application by the City, to the Greater Vancouver Sewerage & Drainage District Board, is required to achieve regional approval to include the Yennadon Lands within the Fraser Sewerage Area for more intensive employment activities to take place at this site. The intent is to support urban level servicing and an application to the Board will be considered through this process. Staff note that the potential for an adjustment to the City's Urban Area Boundary was contemplated during the previous Regional Growth Strategy review in 2006 and the lands were therefore, designated as General Urban by the Region (i.e. the majority of the Yennadon Lands are within the Region's Urban Containment Boundary). However, two properties in the northeast corner of the Yennadon Lands are outside of the Region's Urban Containment Boundary. These properties will require a land use designation change at the Metro Vancouver level, as well as an adjustment to the Urban Containment Boundary to permit employment uses. As Metro Vancouver is undertaking a review of the Regional Growth Strategy, Metro Vancouver staff have requested that minor amendments to the Regional Plan be held until the regional planning process has been complete. As such, the current development application at 12791 232nd Street (at first reading) is not encouraged to proceed with a minor amendment to the Regional Plan in advance of the Yennadon Lands Re-designation Process. Council-endorsement of a Yennadon Lands Concept Plan will be used as the spring-board for these future conversations, as Metro Vancouver has indicated support for the City's intent to provide additional employment lands in the region. 5.2 Agricultural Land Commission In 2004, the Agricultural Land Commission (ALC) permitted 12 of the 13 Yennadon Land properties to be removed from the Agricultural Land Reserve. This was a voluntary process, so only those property owners that chose to participate went through the exclusion process. As such, one property in the northeast corner (23154 128th Avenue) of the Yennadon Lands area will need to go through the ALC exclusion process to permit employment uses on that site. In accordance with the latest provincial changes in Bill 15, the current owner will have to request the City to make this exclusion application on their behalf. 6.0 INTERDEPARTMENTAL IMPLICATIONS Community Planning staff have been working collaboratively with our Development & Environment colleagues as well as with Engineering, Parks, Recreation & Culture, Building and Economic Development staff, on the pursuit of employment opportunities on the Yennadon Lands. It is anticipated that these departments will continue to be involved throughout the Yennadon Lands Employment Park Re-designation process. Additionally, staff from the Communications Department will continue to provide support with community outreach and communication initiatives. Doc#27 4 7979 Page 8 of 9 7 .0 FINANCIAL IMPLICATIONS The ongoing pursuit of employment lands, specifically with the Yennadon Lands Employment Park, is included in the Planning Department 2021 Work Program. CONCLUSION: The Yennadon Lands were identified as a potential location for future employment uses in the City's Commercial & Industrial Strategy. This area aligns with the intent of the current Official Community Plan policies for inclusion as employment lands, as the lands are generally flat, have access to an arterial and collector roadway, and servicing runs adjacent to the properties. As such, staff initiated a public consultation process to explore community comment on three preliminary land use concepts. The outcomes of the public consultation process were presented to Council at the December 8, 2020 Council Workshop. At that meeting, Council directed staff to prepare an Official Community Plan Amending Bylaw to re-designate the Yennadon Lands. This report includes Official Community Plan Amending Bylaw No. 7734-2021 (Policy) (Appendix A) and Bylaw No. 7735-2021 (Land Use Designation) (Appendix B), which proposes to re-designate the Yennadon Lands for an Employment Park. Should Council direct, Official Community Plan Amending Bylaw No. 7734-2021 and Bylaw No. 7735-2021 would be forwarded to an upcoming Council Meeting for consideration of first reading. "Original signed by Amanda Grochowich" Prepared by: Amanda Grochowich, MCIP, RPP Planner 2 "Original signed by Chuck Goddard" Reviewed by: Charles R. Goddard, BA, MA Director of Planning "Original signed by Christine Carter" Approved by: Christine Carter, M.PL, MCIP, RPP GM, Planning & Development Services "Original signed by Al Horsman" Concurrence: Al Horsman Appendix A: Appendix B: Chief Administrative Officer Official Community Plan -Schedule A -Amending Bylaw No. 7734-2021 Schedule 1 -Chapter 6, 6.4.2 Employment Parks Schedule 2 -Chapter 8, Yennadon Lands Employment Park Development Permit Area Guidelines Official Community Plan -Schedule B -Amending Bylaw No. 7735-2021 Schedule 1 & 2 -Urban Area Boundary and Land Use Maps Appendix C: Urban Area Boundary and Urban Containment Boundary Map Appendix D: Yennadon Lands Concept Image (Illustration Only) Doc#27 4 7979 Page 9 of 9 CITY OF MAPLE RIDGE BYLAW NO. 7734-2021 A Bylaw to amend the Official Community Plan Bylaw No. 7060-2014 APPENDIX A WHEREAS Section 4 77 of the Local Government Act provides that the Council may revise the Official Community Plan; AND WHEREAS it is deemed desirable to amend Schedule "A" to the Official Community Plan; NOW THEREFORE, the Municipal Council of the City of Maple Ridge, enacts as follows: 1. This Bylaw may be cited for all purposes as "Maple Ridge Official Community Plan Policy Amending Bylaw No.7734-2021." 2. That the Table of Contents is amended by inserting 6.4.2 Employment Park after 6.4.1 Industrial Lands and renumbering the following sections accordingly. 3. That Chapter 6 Employment, 6.4 Industrial Opportunities, 6.4.1 Industrial Lands, Policy 6-44 is amended by deleting the policy and replacing with the following: 6 -44 The Industrial land use designation is a key component of achieving a compact community. Within the Industrial designation, there are 3 industrial categories, the components of which are highlighted in this chapter: a) Business Park Industrial -lands that are located in the Maple Meadows Industrial Park and Albion Industrial Area. The Business Parks provide for a range of industrial uses and services, with an emphasis on landscaping and design. b) Employment Park Industrial -lands that are located in the Yennadon Lands Employment Park. Employment Park Industrial provides for a range of employment uses close to where people live while reducing possible negative impacts on existing surrounding neighbourhoods. c) General Industrial -lands that are located throughout the community and provide for a range of services and general industrial uses. 4. That Chapter 6 Employment is amended by inserting 6.4.2 Employment Park, a copy of which is attached hereto and forms a part of this bylaw as Schedule 1, following 6.4.1 Industrial Lands and renumbering the remaining sections, policies, and associated policy references accordingly. 5. That Chapter 8 Development Permit Area Guidelines be amended by inserting the following after "Ground-Oriented Residential Infill" on the Title Page: + Yennadon Lands Employment Park 6. That Chapter 8 Development Permit Area Guidelines, Section 8.2 Application and Intent be amended by inserting the following after 8.2 (9): 10. Yennadon Lands Employment Park pursuant to Section 488 of the Local Government Act to establish guidelines for the form and character of intensive light industrial use and for the protection of natural features and ecologically significant land. 7. That Chapter 8 Development Permit Area Guidelines is amended by inserting the Yennadon Lands Employment Park Development Permit Area Guidelines, a copy of which is attached hereto and forms a part of this bylaw as Schedule 2, following after Section 8.14 Ground Oriented Residential Infill Development Permit Guidelines. 8. That Appendix C Zoning Matrix, Industrial Designations* be amended by inserting the following between "General Industrial Category" and "Business Park Category": Employment Park Category (Subject to policies in Section 6.4.2) M-7 Employment Park Industrial 9. That Appendix C Zoning Matrix, Industrial Designations*, Business Park Category be amended by removing the reference to 'Section 6.4.2' and replacing it with 'Section 6.4.3' and that the following be added after "M-3 Business Park". M-7 Employment Park Industrial 10. Maple Ridge Official Community Plan Bylaw No. 7060-2014 as amended is hereby amended accordingly. READ a first time the day of 202X. READ a second time the day of 202X. PUBLIC HEARING held the day of , 202X. READ a third time the day of , 202X. ADOPTED, the day of , 202X. PRESIDING MEMBER CORPORATE OFFICER SCHEDULE 1 6.4.2 EMPLOYMENT PARK ISSUES • The City's Commercial & Industrial Strategy recommends planning for the additional supply of employment land in order to best satisfy future demand in an increasingly competitive region. • The Yennadon Lands are identified as a potential location for future employment use in the City's Commercial & Industrial Strategy. The impetus in identifying the Yennadon Lands for employment use was largely due to the lands being generally flat and underutilized, with the potential for urban level servicing, and located on arterial and collector roadways. OBJECTIVE • The aim of an Employment Park is to create a more "complete community" by providing a range of employment opportunities where local residents and future business owners can live, work and play within a five to ten minute walk or bicycle ride of their residence. • In the past, industrial and commercial areas have not always been good neighbours as they have brought consequences such as noise, visual impacts, and undesirable traffic to local areas. Therefore, the design of the employment area will be limited to business activities inside the building to eliminate nuisance noise, odour, and other negative impacts. • The Yennadon Lands Employment Park is 25.4 hectares (63 acres) in the north central part of the City of Maple Ridge. It is located on the south edge of 128 Avenue and the west edge of 232 Avenue. As it is bordered by residential land uses on the south and west edges, the Commercial & Industrial Strategy recommends development with a key focus on restricting heights, while also encouraging building forms and uses that are in keeping with the surrounding residential context. POLICIES 6 -51 Maple Ridge will designate Employment Parks in areas where there is an opportunity to increase job densities. The intent for high density Employment Parks is to encourage the right type and size of employment facilities that will help increase job opportunities close to home, as new and mature local businesses to locate closer to where their employees live. 6 -52 Maple Ridge will direct development in a sensitive and scaled manner so that the Employment Park is compatible with the adjoining residential neighbourhood. 6 -53 An Employment Park will have an appropriate mix and size of employment uses to generate suitable levels of job creation, while still affording a sensitive transition to the surrounding uses. --..;;:;;.~,.,,-...... 1.r• Maple Ridge Official Community Plan Bylaw No. 7060 2014 Chapter 6, Page 25 I. 6 -54 Maple Ridge will designate the Yennadon Lands, generally located south of 128th Ave and west of 232nd Street, for an Employment Park use. The Yennadon Lands serve growing industries, that include the technology sector, light manufacturing companies, and professional offices, all of which offer a high employment density, 6 -55 Maple Ridge will consider an Employment Park development for the Yennadon Lands noting that: a )The eastern portion of the Yennadon Lands Employment Park may have larger and more conventional light industrial buildings; b) The western portion of the Yennadon Lands Employment Park will have a building form that is similar to that of a single-detached residential dwelling height and massing with generous landscape retention and reduced parking, where possible; c) Development must align with the Yennadon Lands Employment Park Development Permit Area Guidelines found in Chapter 8 of the City's Official Community Plan. [ ~ IIJl.1. Maple Ridge Official Community Plan Bylaw No. 7060-2014 Chapter 6, Page 26 r I I I --l SCHEDULE 2 ! : i YENNADON LANDS Efv!PLOY/v!ENT PARK DESIGN GUIDELINES MAPLE RIDGE British Columbia Draft: v3 February 26, 2021 ·===--~-ACKNOWLEDGEMENTS The City of Maple Ridge would like to sincerely thank the following contributors who helped shape these design guidelines to help ensure that what is planned and developed for the Yennadon Lands Employment Park is sensitive to the adjoining residential neighbourhoods and the natural environment. Mayor and Council Mayor M. Morden and Councillors Judy Dueck, Kiersten Duncan, Chelsea Meadus, Gordy Robson, Ryan Svendsen, and Ahmed Yousef, for their leadership Planning and Development Services staff Christine Carter, General Manager Planning & Development Services Charles Goddard, Director of Planning Lisa Zosiak, Manager of Community Planning Amanda Grochowich, Planner and Project Manager Rod Stott, Environmental Planner Mike Pym, Environmental Planner Engineering Services staff David Pollock, General Manager Engineering Services Rachel Ollenberger, Manager of Infrastructure Development Mark Halpin, Manager of Transportation Parks and Recreation Services staff Chad Neufeld, Manager of Parks Planning and Development Economic Development staff Wendy Dupley, Director of Economic Development The thirteen property owners of the Yennadon Lands Employment Park lands and and the residents of the Yennadon area, and other Maple Ridge community residents who helped shape these design guidelines These design guidelines were completed by the City of Maple Ridge in association with Michael von Hausen, FCIP, CSLA, LEED AP MVH Urban Planning & Design Inc. YENNADON LANDS EMPLOYMENT PARK DESIGN GUIDELINES • !: I 1--!~- CONTENTS Design Guidelines Guide Overview ............................................................ , .................................... . Purpose .................................................................................................. . How to Use these Guidelines ....................................................................... . 1.0 Design Administration and Framework Policies 1.1 Intent and Use ......................................................................................... . 1.2 Administration and Interpretation .................................................................. . 1.3 Development Permit Area Requirements ....................................................... . 1.4 Site Location, Size and Characteristics ......................................................... . 1.5 Tree Bylaw, Natural Features, and Waterfront Protection Development Permit Applications ................................................................. . 1.6 Transportation and Access .......................................................................... . 1.7 Trails, Open Space, Parks and Recreation ..................................................... . 1.8 Stormwater Management. .......................................................................... . 2.0 Employment Area Development Concept and Principles 2.1 Employment Area Development Concept ....................................................... . 2.2 Guiding Principles .................................................................................... . 3.0 Design Guidelines 3.1 General Guidelines: Site Planning Essentials 4 4 4 5 5 5 6 6 8 8 9 10 11 3.1.1 Minimize site disturbance and enhance natural features.................... 12 3.1.2 Locate building and parking to minimize impact on natural areas......... 12 3.1.3 Locate buildings close to the streets with pedestrian access............... 12 3.1.4 Locate and orient buildings for passive solar gain............................. 12 3.1.5 Locate main employee parking to the side and rear of the site............ 12 3.1.6 Locate storage and loading to the side and year of the site................ 12 3.1.7 Managestormwateronsite .......................................................... 12 3.1.8 Create a landscaped strip at the front, rear and side of site................. 12 3.2 Specific Guidelines and Standards 3.2.1 Overall site planning ................................................................. . 3.2.2 Overall landscape plan .............................................................. . 3.2.3 Landscape strips and screens .................................................... .. 3.2.4 Tree retention and replacement .................................................. . 3.2.5 Fencing .................................................................................. . 3.2.6 Street design standards and pedestrian connections ....................... . 3.2.7 Entrance gateways .................................................................. . 3.2.8 Access and parking .................................................................. . 3.2.9 Loading, service, storage and refuse ............................................ . 3.2.10 Building size and massing .......................................................... . 3.2.11 Building design and articulation ................................................... . 3.2.12 Building materials and colour ...................................................... . 3.2.13 Crime prevention through environmental design ............................. . 3.2.14 Signage and wayfinding ............................................................. . 3.2.15 Site Lighting ............................................................................ . 3.2.16 Work/live ................................................................................. . 3.2.17 Plant selection ..... : ................................................................... . .. 13 13 14 15 15 16 18 19 20 21 22 24 25 25 26 26 27 4.0 Design Review Checklist.............................................................................. 29 YENNADON LANDS EMPLOYMENT PARK DESIGN GUIDELINES • ,. ,- Design Guidelines Guide Overview Purpose These guidelines are specific to the Yennadon Lands Employment Park. They are unique in that they direct development in a neighbourhood sensitive and scaled manner so that the Employment Park is compatible with the adjoining residential neighbourhood. In the past, industrial and commercial areas have not always been good neighbours as they have brought consequences such as noise, visual impacts, and undesirable traffic to local areas. The City of Maple Ridge wants to prevent those negative consequences as much as possible. In the case of the Yennadon Lands Employment Park, the intention is to bring the right type and size of employment facilities into the neighbourhood, so it increases job opportunities close to home and provides opportunities for new and mature businesses to locate closer to where their employees live. This approach will help residents drive less, walk and bike more, and reduce the overall greenhouse gas footprint that longer commutes create. At the same time, as reducing commuting and providing space for businesses to grow, the City wants to provide pathways and trails, as well as other natural areas and tree conservation with any contemplated development in this new Employment Park. The scale, character and size of the buildings will also be carefully reviewed to ensure they fit into the valued west coast character of the neighbourhood. Sensitive site planning, landscape buffers, and screening will help these businesses integrate better with the surrounding established residential communities. Finally, access and traffic will be limited to the arterial roads in the area so that local streets are not impacted by the development to the extent possible. Property owners, developers, and consultants including architects, landscape architects and engineers will use these guidelines and the associated design review checklist to shape their development permit applications. City of Maple Ridge staff will measure the development permit applications submissions against the guidelines and checklist to suggest potential improvements. In the end, the City of Maple Ridge wants to make the development review and approvals process as clear and self-evident as possible to help reduce unnecessary delays and assure quality design. Most importantly, the City wants to create an outstanding and sought-after Yennadon Lands Employment Park: a local neighbourhood-sensitive employment area that all residents and businesses can be proud of as a progressive alternative to longer commutes. · How to Use These Guidelines 1. A Development Permit Application will be completed that conforms to the City of Maple Ridge Zoning Bylaw requirements and other design standards, regulations, and bylaws including but not limited to the Tree Protection and Management Bylaw, Natural Features Development Permit Application and the Watercourse Protection Development Permit Application. 2. The three sections that follow include: a. Section 2.0 -Employment Park Design Concept and Principles describes the approved overall site development concept and the accompanying principles that guide development; b. Section 3 contains the specific Design Guidelines that apply to individual development parcels; and c. Section 4 is a summary Design Review Checklist to ensure that applicants have covered all the guidelines adequately. 3. Following staff review, amendments will be required to the Development Permit Application as conditions for approval with the intention of improving the quality of site planning and design. YENNADON LANDS EMPLOYMENT PARK DESIGN GUIDELINES • 1.0 Design Administration and Framework Policies 1.1 Intent and Use 1.1.1 These guidelines and associated guideline checklist will be used to guide design and development of the Yennadon Lands Employment Park. They will be used by the City of Maple Ridge to review and evaluate Development Permit Applications. 1.1.2 Applicants will respond to each guideline and checklist item that applies to their specific site in the context of the entire development area (see Appendix A: Design Review Checklist). 1.2 Administration and Interpretation 1.2.1 The use of the term "City" shall mean "The City of Maple Ridge." 1.2.2 Where there is conflict with other bylaws, policies, or Area Plans adopted by the City, those bylaws, policies, or Area Plans will have priority over these guidelines. 1.2.3 Where a descriptive section, illustration, or photograph accompanies a guideline, it is provided for information purposes only to enhance the understanding of the guideline. 1.2.4 Where "shall" is used in the guideline, the guideline is considered mandatory. 1.2.5 Where "should" is used in a guideline, the intent is that the guideline is strongly encouraged, but can be varied where unique or unforeseen circumstances provide for courses of action that would satisfy or generally be seen as equivalent to the intent of the guideline. 1.2.6 Where the guideline requires submission of studies, analysis, or other information, the City of Maple Ridge shall determine the exact requirements and timing of the studies, analysis, or information. 1.2.7 Bylaws, policies, and regulations will be cross-referenced where possible in these guidelines, but it is up to the applicant to ensure that they comply with all applicable bylaws, policies, and regulations in accord,rnce with the City of Maple Ridge's requirements whether or not they are mentioned in these guidelines. 1.3 Development Permit Area Application 1.3.1 In accordance with Section 488 of the Local Government Act RSBC 2015, the City of Maple Ridge is permitted to designate Development Permit Areas to create special requirements for certain forms of development, including the form and character of intensive residential, commercial, industrial or multi-family residential development, and for the protection of natural features and ecologically significant land. 1.3.2 A Development Permit Area is intended to address special development circumstances, and if a property is within a Development Permit Area, certain types of development activity cannot proceed without a Development Permit being issued by Council. 1.3.3 An Industrial Development Permit is required for all new development within the urban area on lands designated industrial on Schedule B of the Official Community Plan other than in those circumstances indicated in in Section 8.4 Development Permit Exemptions. The following form and character guidelines apply to industrial development on this unique neighbourhood site but are not necessarily appropriate for general industrial uses. YENNADON LANDS EMPLOYMENT PARK DESIGN GUIDELINES • 1.4 Site Location, Size and Characteristics 1.4.1 The Yennadon Lands Employment Park is 25.4 hectares (63 acres) in the north central part of the City of Maple Ridge. It is located on the south edge of 128 Avenue and the west edge of 232 Avenue. It is bordered by residential land uses on the south and west edges. Thirteen properties make up the Employment Area. The properties range in size from 0.5 hectares (1.50 acres) up to 4 hectares (10.0 acres). 1.4.2 The west side of the site has newer urban residential homes on standard lots. On the southwest edge of the site, set back from Coho Creek, are clusters of townhomes. Along the south side of the site are older urban residential lots adjoining the south edge of Coho Creek. East of the site along 232 Street are large lot homes built on the Agricultural Land Reserve. North of the site on 128 Avenue are older estate lot homes. On the northeast corner of 232 Street and 128 Avenue is a Petro Canada Service Station and associated commercial uses. The Yennadon Elementary School is also located in behind the Service Station northeast of 128 Avenue and 232 Street. 1.4.3 The northern and western edges of the site have current large lot residential uses. One small farm is located in the northeast corner of the site. The balance of the site is vacant, treed, or open fields with Coho Creek and its tributaries running through the south and central part of the site. The open parts of the site have views north to the Golden Ears mountain peaks but much of the potential views are obscured by the existing forested area. The site is relatively flat but is punctuated by mounds and lower wet areas. 1.5 Tree Bylaw, Natural Features, and Watercourse Protection Development Permits 1.5.1 The majority of the site is covered with dense mixed forest of deciduous and coniferous trees. There are a few clusters of what appear to be significant Western Red Cedar and Hemlock tree stands near the west edge of the site. There could also be further specimens, but a detailed tree inventory and management plan would be required to confirm their value and condition. The Tree Protection and Management Bylaw will apply to the tee retention, removal, and replacement requirements on each development site. 1.5.2 Pursuant to Section 8.10 of the Official Community Plan, a Natural Features Development Permit application would be required for all development and subdivision to ensure the protection, restoration, and enhancement of this natural environment. Coho Creek and its tributaries run east to west and northeast to southwest through the site in the south and central part of the site. 1.5.3 Coho Creek is fish-bearing and therefore requires a 30-meter setback and a 15-meter setback along the one eastern tributary on the site. The Creek also acts as a wildlife corridor through the site and connects east and west and north to south as part of a larger watershed area. This conservation area is estimated to be 5 hectares (13 acres), reducing the gross development area to approximately 20 hectares (50 acres) or 80% of the gross land area. YENNADON LANDS EMPLOYMENT PARK DESIGN GUIDELINES • ':,::f -------l --:::-, -;, :, ::rWr:T:Jxs -Orthographic photo of site and adjoining uses 5/Te ANA/,,Ya/5 Summary site analysis and core Coho Creek Conservation Area YENNADON LANDS EMPLOYMENT PARK DESIGN GUIDELINES • ' --,. -' ' f 1.5.4 In accordance with Section 8.9 of the Official Community Plan, a Watercourse Protection Development Permit application is required for all development and building within 50 meters of the Creek's top of bank. Re-designation to a "Conservation" land use designation within the Official Community Plan is recommended. There is a remnant central "island" of land in the south-central area of the site that may be considered for the east tributary stream compensation and a reduced setback to 22.5 meters for the balance of Coho Creek. A further environmental study is required to confirm the merit and feasibility of the various creek management and compensation options. 1.6 Access and Transportation 1.6.1 128 Avenue connects to the Golden Ears bridge to the west and 232 Street connects south to Dewdney Trunk Road. Each of these roads will provide limited access to the site and no direct single-site access. Further road-widening dedication and improvements will be required as a condition of development and appropriate road standards for interior roads. 1.7 Trails, Open space, Parks and Recreation 1. 7 .1 A gravel horse trail runs along the south side of 128 Avenue adjoining the site. There are no formal trails through the site. However, there are some informal trails by some property owners on the west edge. There are plans for a comprehensive bike lane and walking path for both 128 Avenue and 232 Street in the future that will incorporate bike lanes and a sidewalk/trail network. A gravel horse trail is located along the south side of 128 Avenue YENNADON LANDS EMPLOYMENT PARK DESIGN GUIDELINES • ~.;1y---1.7.2 A natural interconnected pathway and trail system is shown on the concept plan for the site that connects to the surrounding neighbourhoods. The trails should be slightly elevated to avoid flooding and may require elevated boardwalk sections in some of the riparian areas near the stream or in particularly low wet areas. In addition, at least two to three pedestrian bridges will be required to span Coho Creek. These bridges should be designed and constructed so that they create minimum disturbance in the riparian areas. Informal trails exist on the west edge of the site adjoining the residential area 1.8 Stormwater Management 1.8.1 Coho Creek will be the major recipient of stormwater runoff on the site. As a fish-bearing water course, any stormwater flow should be filtered and scrubbed via biofiltration and detention pond system in the proposed development. 1.8.2 Since the business park will generally have larger lots than urban residential development, there is an opportunity for more significant lot biofiltration areas and bio-swales to convey the stormwater and clean it on site and in transit to Coho Creek. Similarly, if clustered residential development is considered on the west edge of the site, this form of development would permit potential larger areas for stormwater detention and biofiltration before entering Coho Creek. 1.8.3 Further study will be required on an overall and site by site basis to ensure that the stormwater system on the site will be properly designed to minimize impacts on Coho Creek's health and capacity. Any development would need to demonstrate compliance with the City's stormwater management requirements following the three tier on-site source controls using Provincial and Metro Vancouver design standards. Stormwater management strategies need to be coordinated with geotechnical recommendations, environmental protection areas, and tree retention plans. YENNADON LANDS EMPLOYMENT PARK DESIGN GUIDELINES • ____ L 2.0 Employment Area Development Concept and Principles 2.1 Employment Area Development Concept 2.1.1 Complete Yennadon Lands Vision: Live, Work, and Play with Nature The intent is to create a complete neighbourhood where residents and business owners can live, work and play within a five to ten-minute walk or bicycle ride of their residence. This employment area should be uniquely smaller scaled to fit with the surrounding neighbourhood, offering the potential for a variety of smaller scaled buildings with limited building heights and sizes. Residential uses will be limited to potential work/live units in the west sector (see Development Concept Plan below). 2.1.2 Nature and Eco-Industrial Network Potential: The natural environmental area of the site will be conserved as the Coho Creek Conservation Area with the required 30 metre setback areas to buildings and trails along its edges. The employment area will be linked by trails and natural open spaces, which in turn will be connected to the adjoining communities. Businesses are also encouraged to form an Eco-industrial Network to minimize waste and optimize the "circular economy" where waste becomes a potential raw material for another local business. (see Eco-Industrial Park Handbook: https://openknowledge.worldbank.org/handle/10986/31456 and article; https://link.springer.com/article/10.1007/s10098-016-1224-x ). ----+----.ulN?£f'(f.-'t>'°lfl.----Yennadon Lands Employment Park Development Concept =""""'-'"'-~ ~ ~ , __ ' YENNADON LANDS EMPLOYMENT PARK DESIGN GUIDELINES • -L 2.2 Guiding Principles 2.2.1 Suitable Mix of Employment Uses: The employment area will need to have an appropriate mix and size of employment uses to generate suitable levels of job creation while still affording a sensitive transition to the surrounding residential uses. 2.2.2 Neighbourhood Business Scale and Character: The design of the employment area will be limited to business activities inside the building to eliminate nuisance noise, odour, and other negative impacts. The building form will be more of a residential height and massing in the western area with generous landscape retention and reduced parking if possible. The eastern area may have larger and more conventional light industrial buildings. 2.2.3 Innovative Mixed Uses: The development of this site may include a mix of employment uses (including consideration for work/live units and co-working space, especially in the western area). Work/live uses will be limited to the west portion of the site. 2.2.4 Environmental Sensitivity: Coho Creek will be protected and enhanced with the appropriate setbacks and a progressive stormwater management system on site. 2.2.5 Trail Network: A comprehensive trail network will connect to the adjoining communities and provide a rich amenity for both the businesses and residents to enjoy, promoting a healthy and walking/biking culture. 2.2.6 Resilience and Adaptability: This employment neighbourhood will be designed and planned so that there is diversity and choice of business parcels and units so they can adopt and consolidate or expand over time. 2.2.7 Climate-Change Responsive: The infrastructure and servicing will be designed for increased storm flows and special events, so the neighbourhood has the ability to weather through extreme climatic conditions with additional precautionary measures, including floodways and dry pond areas for emergency stormwater storage. The intention is that each of the businesses will be part of a greater community that engenders environmental stewardship, economic prosperity, and social responsibility as core to their values. YENNADON LANDS EMPLOYMENT PARK DESIGN GUIDELINES • 3.0 Design Guidelines 3.1 General Guidelines: Site Planning Essentials The following are requirements for each Development Permit Application: Parking to the side and rear of the building; visitor parking may be in front. 3.1.1 Minimize site disturbance and enhance natural features The site is sensitive to any alterations of the landscape, especially those areas adjoining Coho Creek. There shall be no disturbance within the stream setback area. Other areas with significant trees will be retained where possible and enhanced with native planting. 3.1.2 Locate building and parking to minimize impact on natural areas Buildings and required parking shall be located outside the stream setback area. Additional parking or storage areas can be completed with pervious surfaces and surface storage to permit temporary retention, subsurface water recharge and reduce off-site erosion. Any trails or pathways should be located outside the stream setback area. 3.1.3 Locate buildings close to the streets with pedestrian access Since this area is intended to be pedestrian friendly and residential scale on the west portion of the site, buildings will be required to meet the minimum setback requirements unless visitor parking is proposed in the front yard setback. Direct pedestrian pathway access from the street and parking to the building will be required. 3.1.4 Create adequate building weather protection and passive solar gain Rain is a matter of fact in the Vancouver Region. Broad overhangs and other methods to protect the building and pedestrians shall be required as part of a genuine west coast approach to design of the buildings and landscape. 3.1.5 Locate main employee parking to the side and rear of the site Only visitor parking will be permitted in the front yard area. Other parking is required to be located in side yards or rear yards. 3.1.6 Locate storage, service and loading to the side and year of the site Storage, service and loading are required to be located to the sides or rear of the property to minimize potential conflicts with visitors and pedestrians as well as reduce undesirable visual impacts. 3.1.7 Manage stormwater on site Rainwater management will be important so that Coho Creek will receive unpolluted water and nurture the local fish population. No excess runoff will be permitted from any site and will be retained on site in the event of a storm or other rain event in accordance with City of Maple Ridge engineering and environmental standards. 3.1.8 Create a landscaped strip at the front, rear and side of site To buffer the visual intrusion of larger buildings, storage, and parking, a landscape strip will be required along the front yard, side yards and rear yard. The specifications for planting, width, and fencing are included in the Specific Guidelines that follow. YENNADON LANDS EMPLOYMENT PARK DESIGN GUIDELINES • 3.2 Specific Guidelines and Standards These guidelines generally follow Part 803, M3 Business Park Industrial Zone requirements within the City of Maple Ridge Zoning Bylaw 7600-2019 and may be more specific in some cases to attain the Yennadon Lands Employment Park Development Concept and Guiding Principles (Sections 2.1 and 2.2 of this document). 3.2.1 Overall Site Planning 3.2.1.1 3.2.1.2 3.2.1.3 3.2.1.4 The minimum development setback from Coho Creek is 30 metres. No buildings, improvements, or site disturbance are permitted in this setback area. The development setback area will be defined by the measurement from the top of bank of Coho Creek and require Natural Features and Watercourse Protection Development Permits. The undeveloped portion of the lot shall have all erosion and sediment control mitigation measures in place and be in compliance with the Maple Ridge Watercourse Protection Bylaw No. 6410-2006, or as amended. Developments are encouraged to incorporate Low Impact Development (LID) techniques into site planning. Applicants should consider employing techniques such as rain gardens, vegetated swales, separation of impervious surfaces, installing below surface infiltration beds and tree box filters, and redirecting water from drainpipes into vegetated areas. All landscaping areas shall meet or exceed the Metro Vancouver Regional District Stormwater Source Control Design Guidelines 2012, or as amended. 3.2.2 Overall Landscape Plan 3.2.2.1 3.2.2.2 3.2.2.3 3.2.2.4 3.2.2.5 A registered British Columbia Landscape Architect shall develop a Landscape Plan for each parcel. The landscape plan is to retain and enhance the natural settings as much as possible with no disturbance to the natural areas to be conserved outside the building sites. Landscape elements should follow an informal design and be understated. Landscaping on site shall provide definition to pedestrian corridors; adequate screening between sites; soften the transition between adjacent uses; and create interesting views and focal points in and to other parts of the overall employment area including the central natural area. Landscape design shall extend and complement the central natural area of the site and complement the adjoining residential development with natural plantings, accent planting, and specimen planting, where appropriate. The scale and location of plant material shall complement and be consistent with the scale and massing of the building(s) and the street trees. YENNADON LANDS EMPLOYMENT PARK DESIGN GUIDELINES • Landscape for energy efficiency and conservation 3.2.2.6 3.2.2.7 3.2.2.8 3.2.2.9 -&i5:S:r--The Landscape Plan shall include vegetation and trees to be retained and protected during construction by distinct fencing (Section 3.2.4). Site grading and excavat'ion should retain topsoil on site and create the least site disturbance where possible. All final site grading must match adjoining, undisturbed natural grades and should be integrated with the stormwater master plan. The Landscape Plan should consider energy efficiency and conservation in the selection and placement of plants including the following: 3.2.2.9.1 3.2.2.9.2 3.2.2.9.3 3.2.2.9.4 Providing shade in the summer and light in the winter to the buildings through deciduous tree planting; Allowing daylight to active building frontages; Permitting natural drainage and ground-water recharge through the placement of planting and planting beds; and Redirecting rainwater from rooftop runoff into vegetated areas or rain barrels for later irrigation use. 3.2.3 Landscape Strips and Screens 3.0 metre landscape screen in the side and rear yards 3.2.3.1 3.2.3.2 3.2.3.3 3.2.3.4 A landscape strip is required at the property line along the street front and exterior side lot. Visitor parking is permitted in the front yard only in addition to pedestrian access to the building. A recommended selection of native trees, shrubs and groundcovers are recommended to cover at least 75 percent of the ground in this landscape strip area. The balance is recommended to be natural grasses or no-pesticide lawn grasses. Low shrubs (planted at 1.0 metre minimum on centre and trees at a maximum 7 metres on centre) should be planted to screen parked cars but allow visual access to the building for safety purposes. All planting on the property shall be native, water-conserving, herbaceous and/or woody plant species suitable for the City of Maple Ridge. A metre landscape screen is required in the side and rear yards and along any lot line edge where a trail is required. These buffer/screen strips shall be planted with native evergreen species and are to be continuous and solid adjoining residential uses. These plants shall be planted at a maximum of 5.0 metres on centre and be a minimum 2.0 metres height at planting. 3.2.4 Tree retention and replacement 3.2.4.1 3.2.4.2 A tree survey is required by a certified arborist to determine recommendations for tree retention, removal and management. A tree management plan should be developed as part of the required Landscape Plan to minimize disturbance on the site and reduce associated development costs. If the tree plan is coordinated with storm water management, site grading, road layout, and building layout, site development costs should be reduced. YENNADON LANDS EMPLOYMENT PARK DESIGN GUIDELINES • Chain-link fencing integrated with evergreen hedge 3.2.4.3 3.2.4.4 3.2.4.5 3.2.5 Fencing 3.2.5.1 3.2.5.2 3.2.5.3 3.2.5.4 Groups of trees should be retained to protect against potential isolated tree hazard situations. Associated vegetation at the base of trees should be retained to minimize disturbance of existing soil conditions. Trees on adjacent property must not be cut, pruned or have roots severed or disturbed during construction. Large tree roots encroaching on construction areas shall be left intact up to the foundation. Fill or any other material shall be kept well clear of existing trees. Foreign materials and substances should be prevented from entering or leaching into soils and definitely not be stored or placed in the tree protection areas. At the same time, root systems of retained trees shall be protected from compaction and grade changes. All trees identified for preservation shall be protected during construction unless other demonstrated that they are a safety hazard or require removal to accommodate an approved building or structure in accordance with the Tree Protection and Management Bylaw No. 7133-2015. No fencing is permitted in the front yard and external side yard areas, except treatments like low decorative wood rail fencing as part of a coordinated landscape plan to a maximum of 1.2 metres. Fencing is limited the internal side yards and rear yard areas and shall not exceed 3.6 metres. Fencing adjoining residential areas shall either be constructed with materials consistent with fenced generally used in the residential neighbourhood or can be chain-link fencing if complemented by a solid evergreen hedge on the outside of the fence. Any fencing will meet the requirements of Section 403 -Visual Clearances at Intersections of the Zoning Bylaw. YENNADON LANDS EMPLOYMENT PARK DESIGN GUIDELINES • ' r-..:-, -,-' -' ·= f-l-I I I ----1 3.2.6 Street design standards and pedestrian connections 3.2.6.1 A 20-metre street right-of-way will provide to a pavement width for larger vehicles and their required wider turning radii, as well as street "pocket" parking on both sides of the street. In addition, a 1.5-metre-wide curbside sidewalk will be provided on both sides of the street with a tree planting strip (see Figure 1 below). 10.00 4.20 GL 2.55 SL 1.65 MAX. -< 3: 1(TYP) G> 1' I I 0.60 I I o.90 2.40 PARKING CL I 20.0m R.O. W. 10.00 11.60 GL 4.20 5.80 5.80 1.65 SL 2.55 3.40 3.40 2.40 LANE LANE PARKING 2.5 % 2.5 % ? <i? cb I I (I) {101, 3.00 0 t (.') , z :;; :;; <l'. I-"-(/) (/) ~ MINIMUM 40(50) mm ASPHALTIC CONCRETE SURFACE COUr,;RS.:E~====~~~~~~ MINIMUM 40(50) mm ASPHALTIC CONCRETE BASE COURSE-MINIMUM 100 mm of 20mm MINUS CRUSH GRAVEL BASE TO 95% MODIFIED PROCTOR DENSITY -----------~5£~5£~' MINIMUM 300 mm of PIT-RUN SUB-BASE -TO 95% MODIFIED PROCTOR DENSITY SUB-GRADE TO 95% MODIFIED PROCTOR DENSITY Figure 1: COLLECTOR STREET Cross-Section 0.60 City of Maple Ridge standard street cross-section permitting space for parking "pockets" on both sides of the street. This street right-of-way provides a curbside sidewalk and an area for street tree planting and lighting. YENNADON LANDS EMPLOYMENT PARK DESIGN GUIDELINES • Street lighting with special neighbourhood scale Trail with 2.5 metre with and 250 mm shoulder 3.2.6.2 3.2.6.3 3.2.6.4 3.2.6.5 3.2.6.6 2500mmwide \Vidlh reduces In ESA Street lighting could include the following as special neighbourhood scale lighting: 7.6 metre height, gun metal grey or dark blue KIM Large ERA and provide additional 6.0-metre-high lighting (150-250W MH) along the sidewalk with spacing at 20.0 metres or in accordance with City of Maple Ridge lighting standards. There shall be a separate pedestrian sidewalk connection between the street and the front door of the building or buildings. It is required that a trail network as shown on the concept plan be provided along the Coho Creek setback area and through the development to connect up to the residential areas south and west of the site and with the proposed multi-use trail along 1281h Street and 232 Avenue. A 5.0m dedicated public-rights-of-way shall be required along the Coho Creek setback areas and between properties to permit an interconnected trail system and as an amenity to businesses and residents. Standard trail/pathways include a 2. 5 metre pathway with a 250 mm shoulder on both sides (see Figure 2 below). ~--10mm gravel screenings 75mm(min) depth 250mm(min) 75mm roadbase 150mm(min) depth Finished grade adjacent to trail shall be 50mm below trail w/ all ·· ,wu·t111 -PARKSIDE TRAIL STANDARD DETAIL 0 -shoulderTYP. 250 I r-adjacent native or existing -/ planting restored to approval by 1250 ' -! .~-:;;,.,,_;;1l CMR Parks &.~"-~~ 7. Nilex 4545 non-woven ' ~~~-':,,'::=-=':'::::':=-===~~~:+:-·":":---.... ·· .. ::::a,.·,~v-~--"';;.o'~ geotextile to extend 150mm NOTES: -Each lift of roadbase shall be compacted to refusal with vibratory roller (min. 120 type) -Longitudal slope shall be max.12%. Slopes up to max 15% may be accepted with prior City approval. -Provide culverts every 20m or as required. -Culverts and swales to direct water to natural drainages. • Trail layout to avoid significant trees and root zones. -Trail layout to be approved by City representative . • Confirm trail width in ESA areas with City representative prior to construction Figure 2: PARKSIDE TRAIL Standard Detail 1 past edge of trail Drainage swale and 0150mm culverts as required along uphill side of sloping site conditions undisturbed native subgrade w/ compaction of 95% SPD or -75mm pitrun to ensure firm load bearing subgrade compacted to 95% SPD City of Maple Ridge standard cross-section for trails ~---....... _ . ... ,;_....,. ___ ,.. __ ~, -C-.M-""-'"'-.... ___ ,...."_.,..._ .=-----4 .......... -YENNADON LANDS EMPLOYMENT PARK DESIGN GUIDELINES • 3.2.7 3.2.6.7 3.2.6.8 3.2.6.9 --l Street trees shall be spaced 8.0-10.0 metres apart, planted at a minimum 8-centimetre caliper, and be located a minimum 4.0 metres away from light poles. Parking will be permitted on both sides of the street unless otherwise determined. The 3.0 metre landscape strip on the inside of the sidewalk, and in the front yard of each parcel specified in section 3.1.3.1, is intended to create a pleasant pedestrian pathway on both sides of the street. New paving should match existing--higher quality materials, patterns, colours to emphasize areas of prominence. Paving shall conform to City's standards, however, where decorative elements are required to highlight certain area and slow down vehicular traffic, the following materials shall be used: Sandblasted or broom finished concrete with saw cut or tooled joints and no trowel edges; and concrete unit paver -305mm Manor Square -Sierra Slate finish, Autumn colour supplied by Westcon / Mutual Material. Entrance Gateways 3.2.7.1 3.2.7.2 3.2.7.3 Entrance gateways shall be located at the entrance to the west section and east section of the Employment Area at 128 Avenue and at the entrance to the east section on 232 Street. The gateways shall set and reflect the character of the employment areas and create a distinct recognition of entrance into an employment area through entrance signage and a potential special paving treatment. Materials used in their natural state are encouraged such as stone and wood. The entrance gateways are to be neighbourhood scale and using natural materials combined with native landscaping. YENNADON LANDS EMPLOYMENT PARK DESIGN GUIDELINES • --~= 3.2.8 Access and parking Visitor parking only in the front yard setback area Pedestrian access from street to front entrance of building 3.2.8.1 3.2.8.2 3.2.8.3 3.2.8.4 3.2.8.5 3.2.8.6 3.2.8.7 Access may be shared with adjoining uses to minimize driveway along the street, but additional access widths are to be provided. Only visitor parking is permitted in the front yard or external side yard areas. All other parking is required to be on the interior side yards or the rear yard areas. Locate disabled parking spaces near the front door of the building, providing ramp or other universal design access. All non-vehicular routes shall be fully accessible. Sidewalks and paved pathways shall be wide enough for wheelchairs or scooters and should include a tactile strip for the visually impaired. Curb cuts and curb let-downs shall be provided in appropriate locations to facilitate safe, convenient, and direct access from parking spaces to buildings for people with disabilities. Parking areas shall be divided into smaller sections by planting trees every 6 parking stalls with shrubs and groundcover to break up and green the parking areas. A distinct pedestrian pathway connection shall be provided between the parking area and the main building where there are multiple layers of parking. YENNADON LANDS EMPLOYMENT PARK DESIGN GUIDELINES • 3.2.9 Loading and service bays to the side and rear of the building Screening of service and loading areas ___ [ ·;~-1 :_ ---Loading, service, storage and refuse 3.2.9.1 3.2.9.2 3.2.9.3 3.2.9.4 3.2.9.5 3.2.9.6 3.2.9.7 Loading and service bays shall be located to the side and rear of the building with access to the side of the building. Loading and service bays shall be screened from adjoining properties in accordance with section 3.1.2.3. Service and loading areas should have differentiated access to minimize visual impacts and potential conflicts with pedestrians and smaller visitor vehicles. No storage materials shall exceed the height of the fencing and screening. Ensure construction waste is recycled where feasible. A comprehensive waste reduction program is encouraged among landowners that can provide recycling and reuse in close proximity of industrial and commercial owners and/or tenants. Refuse receptacles shall be located indoors or within service areas out of view from pedestrian access. Garbage and waste material should be stored in containers that are weather-proof and animal resistant. YENNADON LANDS EMPLOYMENT PARK DESIGN GUIDELINES • -~ I ! ' ' ' C ,_-' ·= ==~----__ , 3.2.10 Building size and massing Buildings shall be scaled appropriately and front the street 3.2.10.1 The front of the building will face the street. 3.2.10.2 It is recommended that the front of the building be articulated with wall divisions, building setbacks/protrusions or punched windows to break up long wall surfaces and create interest and scale along the street front. 3.2.10.3 The front reception and offices could be lower than the back of house warehouse and storage areas to create pedestrian scale and interest along the street. 3.2.10.4 Ancillary or accessory buildings, including structures used for storing materials or refuse containers should be visually screened from public streets with dense evergreen planting or should be designed and finished in a manner consistent and harmonious with the principal building. The overall concept is to create a green campus of buildings that scale with the neighbourhood. YENNADON LANDS EMPLOYMENT PARK DESIGN GUIDELINES • 3.2.11 Building design and articulation Eclectic west coast architecture with wood, glass, and steel No blank walls; walls with texture, glazing, and colours Each building shall have an employee amenity area 3.2.11.1 Eclectic architecture is encouraged - a range of styles, scale, massing, articulation, and glazing suitable for light industrial buildings with a west coast flair by using wood and steel accents where appropriate. 3.2.11.2 Broad overhangs for weather protection of both building and pedestrians shall be considered. 3.2.11.3 Offices, reception, sales, and other public use areas shall be located at the front of the buildings and face the adjoining street. 3.2.11.4 Main entry areas should be highly articulated with at least 50 percent glazing and a distinct front door design and broad overhangs in roof structure and details. 3.2.11.5 Building shall have no blank walls. Where there are major extents of wall surfaces, glazing, texture, graphics, and colours provide visual interest and break up the massive surface. 3.2.11.6 Mechanical elements on building roofs shall be screened with appropriate materials that blend in with the building design. 3.2.11. 7 Natural lighting and ventilation should be maximized where possible by creating windows oriented to sunlight and operable windows for natural ventilation. 3.2.11.8 Energy efficient fixtures, programmable thermostats and lighting are recommended to reduce energy demand and minimize operating costs. 3.2.11.9 Each site shall have an employee amenity are for the common use of employees and visitors that could include a simple sitting area with shelter. 3.2.11.1 O Main building entries should be clearly identifiable from the street or entry driveway. 3.2.11.11 Renewable energy features should be considered such as solar and geothermal energy where feasible. 3.2.11.12 Locate building ventilation systems to minimize noise and exhaust on pedestrian areas, adjacent residential development, and outdoor spaces. 3.2.11.13 Bicycle racks and bicycle storage for employees is required to advance bicycling to work. Bicycle parking should be visible, in well-lit areas and the bicycle racks should be of theft-resistant materials, securely anchored to the ground. In addition, showers and lockers are encouraged. 3.2.11.14 Main building entries should provide generous weather protection that is designed to be an integral feature of the building's architectural character. 3.2.11.15 Larger sites that are developed with more than one building should provide a weather protected walkway system to connect building entries within the site, and coordinated with adjacent sites if possible. YENNADON LANDS EMPLOYMENT PARK DESIGN GUIDELINES • 3.2.11.16 Canopy and/or awning systems detailing should consider integrated signage, lighting, and display systems. 3.2.11.17 Canopy and awning systems depth should be maximized to provide greater weather protection, as well as reduce the scale impact of larger buildings. 3.2.11.18 Weather protection elements on overhangs may be considered in required yards and landscaped setbacks. 3.2.11.19 Ground-oriented pedestrian "streets" through large footprint buildings are encouraged to create connections to on-site circulation routes and amenities, consistent with a campus-like high-tech environment. Such circulation through buildings should be clearly identified and designed for use by the public. •G~/i/)(/~ b!lltfJ/ bM~ ~/,Mir'H/ 9 8/?EAI< l/P rne /30X -~/,1,/"ldf!!i Arltt;v/ah~n · • f;u,j/(,11}Jq . s,..mJ-1 ;o;e1 • weal/;erpr~-/iP!V' • a'ef'rJHr~ cJ/-u,1,-~ , -/rd1'Js~g ':f!MIJ~WS II ~ W/:ATHl=R ~77~).} I~~ Xt9U:E-YENNADON LANDS EMPLOYMENT PARK DESIGN GUIDELINES • 3.2.12 Building materials and colour 3.2.12.1 Wood, stone, steel, and glass should be elemental to the buildings and building clusters to emphasize the west coast locale and contemporary design. 3.2.12.2 Materials like vinyl, aluminum siding and brick facing are not preferred or should be only a portion of the building materials. Accents in wood and stone are recommended. 3.2.12.3 Exposed concrete shall be sandblasted or clad in split faced granite or similar material. Coloured concrete, if used, should be muted earth/rock tones. Wood, stone, steel, and glass 3.2.12.4 Construction materials should consider recycled content where possible. should be elemental to design 3.2.12.5 Clear or muted colours, used with stains, or earth tone-coloured materials are recommended; accent colours shall be permitted on special building elements such as trim and around the entrance ways. The building materials should help reduce the volume and scale of the buildings to help them fit better into the Yennadon neighbourhood. YENNADON LANDS EMPLOYMENT PARK DESIGN GUIDELINES • Signage should complement building design and placement 3.2.13 Crime Prevention Through Environmental Design 3.2.13.1 Crime Prevention Through Environmental Design (CPTED) principles shall be incorporated into site planning and building design by ensuring convenient, safe and identifiable access routes to building entrances, and other principal areas of the site and buildings. 3.2.13.2 Design the site and building so that there is natural surveillance, allowing people to easily view what is happening around them from the parking lots, entrance areas, storage areas and loading bays. Entries and walkways should be highly visible and well-lit with minimum hidden or blind corners. 3.2.14 Signage and wayfinding 3.2.14.1 All signage shall conform to the City of Maple Ridge Sign Bylaw. 3.2.14.2 Signage design, materials and message should be integrated and complement the scale, colours and materials of the building. 3.2.14.3 In multi-tenant buildings, signs shall be designed to present a unified appearance using a single sign at the entrance and separate signs in a consistent sign strip along the mid-part of the building/buildings. 3.2.14.4 Entrance signs to the site should be ground-mounted and simple in character to display the street number and name of the complex. 3.2.14.5 Entrance signage shall be monument based and shall be combined with landscape design to integrate the sign into the site planning and design. 3.2.14.6 Only one individual tenant sign is permitted in a coordinated sign strip area. Smaller monumental entrance signage using building materials and west coast look complements a local neighbourhood landscape. YENNADON LANDS EMPLOYMENT PARK DESIGN GUIDELINES • =1 I i I ----[ 3.2.15 Site Lighting 3.2.15.1 Lighting shall be designed following a 'dark sky policy' with direct lighting only (full-cut-off) so lighting is directed and there is minimum off-site impacts especially on adjacent residential neighbourhoods. 3.2.15.2 Even within the development discreet front entrance lighting and other visitor parking lighting is lower pedestrian scale (LED energy efficient lighting and directed and complements the adjoining street lighting. 3.2.15.3 Security lighting is directed and does not flood-off site. 3.2.15.4 Other accent lighting including up-lighting for the entrance signage, pedestrian pathway lighting, and specimen trees is acceptable and encouraged as part of a unified landscape and building lighting plan. 3.2.15.5 Sidewalk lighting will be coordinated with the street design. 3.2.16 Work/Live 3.2.16.1 Work/live units may be approved in the west area of the site. 3.2.16.2 These work/live units will be required to meet the parking standards of the City of Maple Ridge for both residential and industrial uses. 3.2.16.3 Parking for the residential units will be conveniently located adjoining the unit. 3.2.16.4 Workspace will be provided on the first floor and residential space will be provided above the unit and front doors can face an internal access lane. 3.2.16.5 No residential units will be permitted on the first floor. 3.2.16.6 Caretaker units can be provided in other industrial buildings. 3.2.16.7 The Work/Live units shall comply with the other Employment Park guidelines, unless otherwise specified, to ensure that they integrate with the development patterns within the Park. Work/Live space development opportunities in the west sector of the Employment Park will provide suitable opportunities for incubator small businesses and a suitable transitional use to the existing adjoining residential uses. YENNADON LANDS EMPLOYMENT PARK DESIGN GUIDELINES • 3.2.17 Landscape Requirements 3.2.17.1 All landscape methods and materials should meet current BCSLA/BCNTA Landscape Standards. 3.2.17.2 Native British Columbia species should be maximized. Any supplemental planting should be compatible in variety and size. 3.2.17.3 Minimize cultivated, decorative, and non-indigenous plants and lawns. Naturalized landscapes should be the general approach to reduce maintenance, enhance wildlife, and water use. 3.2.17.4 Tall tree species should be located to minimize impact on views from neighbouring properties. 3.2.17 .5 All trees shall be provided with a sufficient depth of soil volume to meet or exceed a total of 10m3 of soil volume per new tree planted. 3.2.17.6 Potential native landscape plant list: The following are potential native plants options for individual, cluster site, and overall site development enhancement. This is a general list of plants. Sometimes the best solution with native planting is to mimic the tree types and patterns on the existing site to maximize compatibility and survival. All plant material will meet BCNTA standards. Deciduous Trees Red Alder, alnus rubra Vine Maple, acer circinatum Red Maple, acer rubrum Paper Birch, betula papyrifera Pacific Dogwood, cornus nutallii (and smaller varieties) Douglas Maple, acer glabrum Black Hawthorn, crategus douglasii Pacific Crab Apple, malus fusca Bitter Cherry, prunus emarginata Coniferous Trees Douglas Fir, pseudotsuga menziesii Western Red Cedar, thuja plicata Western Hemlock, tsuga heterophylla Western Yew, taxus brevifolia Red Cedar, thuja plicata 'Excelsa' Western White Pine, pinus monticola Shore Pine, prunus contorta Mugho Pine, pinus mugo mughus Shrubs Maidenhair Fern, adiantum pedatum Deer Fern, blechnum spicant Western Sword Fern, polystichum munitum Oregon Grape, mahonia aquifolium Huckleberry, vaccinium parviflorium & ovatum YENNADON LANDS EMPLOYMENT PARK DESIGN GUIDELINES • Redtwig Dogwood, cornus stolonifera Wild Mock Orange, philadelphus lewissii Viburnum, viburnum davidii Pacific Rhododendrons, rhododendron macrophyllum Azaleas, (local evergreen varieties) Sarcococca, sarcococca ruscufolia Ground Covers, Vines Kinnickinnick, arctostaphlos uva-ursi Salal, gualtheria shallon Clamatis, clematis armandii Diversity of native plant materials that grow well in local site conditions is important to the health and growth of the site landscaping . YENNADON LANDS EMPLOYMENT PARK DESIGN GUIDELINES • i ! Yennadon Lands Employment Park Design Checklist Design Section 3.1 Site Planning Essentials 3.1.1 Minimize site disturbance and enhance natural features 3.1.2 Locate building and parking to minimize impact on natural area 3.1.3 Locate buildings close to the streets with pedestrian access Compliance Comments or Equivalencies YES/NO 3.1.4 Locate and orient buildings for passive solar gain 3.1.5 Locate main employee parking to the side and rear of the site 3.1.6 Locate storage and loading to the side and year of the site 3.1. 7 Manage stormwater on site 3.1.8 Create a landscaped strip at the front, rear and side of site 3.2 Specific Guidelines and Standards 3.2.1 Overall site planning 3.2.2 Overall landscape plan 3.2.3 Landscape strips and screens YENNADON LANDS EMPLOYMENT PARK DESIGN GUIDELINES • Design Section Compliance Comments or Equivalencies ' YES/NO ,.· ' 3.2.4 Tree retention and replacement 3.2.5 Fencing 3.2.6 Street design standards and pedestrian connections 3.2.7 Entrance gateways 3.2.8 Access and parking 3.2.9 Access and parking 3.2.10 Building size and massing 3.2.11 Building size and massing 3.2.12 Building materials and colour 3.2.13 Crime prevention through environmental design 3.2.14 Signage and wayfinding 3.2.15 Site Lighting 3.2.16 Work/live 3.2.17 Plant selection YENNADON LANDS EMPLOYMENT PARK DESIGN GUIDELINES • SUMMARY EVALUATION: Yennadon Lands Employment Park Strengths Weaknesses Required Improvements Other Recommendations and Comments YENNADON LANDS EMPLOYMENT PARK DESIGN GUIDELINES • = -__ [ Notes on Development Permit Application YENNADON LANDS EMPLOYMENT PARK DESIGN GUIDELINES • = = I = t:s' I~ CITY OF MAPLE RIDGE BYLAW NO. 7735-2021 A Bylaw to amend the Official Community Plan Bylaw No. 7060-2014 APPENDIX B WHEREAS Section 4 77 of the Local Government Act provides that the Council may revise the Official Community Plan; AND WHEREAS it is deemed desirable to amend Schedule "B" and Schedule "C" to the Official Community Plan; NOW THEREFORE, the Municipal Council of the City of Maple Ridge, enacts as follows: 1. This Bylaw may be cited for all purposes as "Maple Ridge Official Community Plan Amending Bylaw No.7735-2021." 2. To amend the Urban Area Boundary, as shown in Schedule 1, to include the Yennadon Lands in their entirety. 3. Those parcels or tracts of land and premises known and described as: Lot 43, Plan NWP30199, Section 20, Township 12, Group 1, New Westminster Land District Parcel A, Lot 8, Plan NWP5467, Section 20, Township 12, New Westminster Land District, REF PL 8148 Lot 7, Plan NWP5467, Section 20, Township 12, Group 1, New Westminster Land District Lot 6, Plan NWP5467, Section 20, Township 12, Group 1, New Westminster Land District Lot 5, Plan NWP5467, Section 20, Township 12, Group 1, New Westminster Land .District Lot 3, Plan NWP5430, Sublot 1, Part NE1/4, Section 20, Township 12, Group 1, New Westminster Land District, Except Plan PARCEL "A" RP22408, P23424 Lot 4, Plan NWP5430, Section 20, Township 12, Group 1, New Westminster Land District, Except Plan 23424, LMP12700 Lot 2, Plan NWP22339, Part NE1/4, Section 20, Township 12, Group 1, New Westminster Land District Lot 46, Plan NWP31436, Part NE1/4, Section 20, Township 12, Group 1, New Westminster Land District Lot 55, Plan NWP40879, Part NE1/4, Section 20, Township 12, Group 1, New Westminster Land District Lot 56, Plan NWP40879, Part NE1/4, Section 20, Township 12, Group 1, New Westminster Land District Parcel B, Lot 8, Plan NWP5467, Section 20, Township 12, New Westminster Land District, (REF PL 13094) Lot 43, Plan NWP30199, Section 20, Township 12, Group 1, New Westminster Land District And outlined in heavy black line on Map No. 1038 and 1039, a copy of which is attached hereto as Schedule 2 and forms part of this Bylaw, are hereby re-designated to Industrial (Employment Park Category) and Conservation. 4. Maple Ridge Official Community Plan Bylaw No. 7060-2014 as amended is hereby amended accordingly. READ a first time the day of 202X. READ a second time the day of 202X. PUBLIC HEARING held the day of , 202X. READ a third time the day of , 202X. ADOPTED, the day of , 202X. PRESIDING MEMBER CORPORATE OFFICER SCHEDULE 1 ' E 1/2~ :: i-------------.f---~roposed ' I Urban.Area "'" '!----,-~~-~-~~-----! r:-::----.-.-,--.--~ =-._,,_--1' Boun~.ar¥..." "'"" ; ' ! ! ---------------~ I 'i P51 1 W I ""' I I ..... i--------------------"=--i I Urban Area Boundary , ... To Be Removed ' I ~::;;;:;;:;:;:::::f---------,,-:,,/,--::i ______________ -----"."'-.JI F:::-------------< / / 11 P:67 I / / \ \ / / I _/ / I MAPLE RIDGE OFFICIAL COMMUNITY PLAN AMENDING Bylaw No. Map No. Purpose: MAPLE RIDGE British Columbia 7735-2021 1037 To Amend the Urban Area Boundary as shown --Remove Existing Boundary . ---Add Proposed Boundary ~ N SCALE 1 :6,500 SCHEDULE 2 " ' Eii L B P51 1 w ~~­~--, __ r-·---~---, 1.:.---.: c--1--·-MAPLE RIDGE OFFICIAL COMMUNITY PLAN AMENDING Bylaw No. Map No. From: 7735-2021 1038 Agricultural To: IW'al Industrial c::J Conservation MAPLE RIDGE Urban Area Boundary British Columbia ~ N SCALE 1:6,500 ""':; ' -P75541 ' ! -128AV---El/2.ol R ~ r------.::-, ---.--::::'.;.__j Ii« ~ ~ P51 1 W .,, .. , , ..... ' ' t='-----------1 ,,.,. I ,,, .. -' MAPLE RIDGE OFFICIAL COMMUNITY PLAN AMENDING Bylaw No. Map No. Purpose: From: To: MAPLE RIDGE Bnttsh Columbia 7735-2021 1039 To Amend Schedule C as shown c::J To Add To Conservation Urban Area Boundary ~ N SCALE 1 :6,500 ' ' ' I i !-r ~=~-APPENDIXC ~~ r----_ ' '-,--~ ,____:_ \-; ~ -~ fJ -I--~ ) ~..J f--~ I--I--~ f-~ !Tr -'"'' '~ .'2!Hl.\>'J=-1£8-J-\\ '----J_ r---~~: --() ~~ --~ (N -~ l • t 'A'vL -1--~ ~ ~ ~ I ,-_j__ . ~ Q~l111 I-~ ,::,,~-;:_ 1 \ I 14\ Ip ~ Legend \ I \ I Ll i ~ I 8 Yennadon Lands I I I Urban Containment Boundary (MetroVancouver) The City of Maple Ridge makes no guarantee ~ regarding the accuracy or present status of -~ Proposed Addition to Urban Containment Boundary I/~ the information shown on this map. J ,, 1---, "lz<>H-'AIJci J I I I L / . , .... 1. J_ ·-.. N Scale: 1 :4,000 Proposed Addition to Urban Containment Boundary FILE: Yennadonlands,mxd DATE: Jun 22, 2020 BY:DT I r-~ !t~ I-,, ----,.-----{ / ' .......... _ I ', ......... , \ ~ I I '(, __ I ... '----" I I I I I I I -I / -,m-·1s 31V0SNHV8 / r, I ' I ', I I I ,.., I \ I I I I __ ,.,, I \ ---'\ // I / I I 1 / I / \ -----.APPENDIX D ~ I ~ I II ~ ~ ~ !!e i:); ~ I , I ~ g a I 1 I 1 ~·-mapleridge.ca City of Maple Ridge TO: His Worship Mayor Michael Morden and Members of Council MEETING DATE: May 4, 2021 FILE NO: 2019-337-RZ FROM: SUBJECT: Chief Administrative Officer First Reading Zone Amending Bylaw No. 7732-2021; 11822 Owen Street EXECUTIVE SUMMARY: MEETING: Co W An application has been received to rezone the subject property, located at 11822 Owen Street, from RS-1 (Single Detached Residential) to RT-2 (Ground-Oriented Residential Infill), to permit a future multi-family development into a Courtyard form with six units. To proceed further with this application additional information is required as outlined below. Pursuant to Council policy, this application is subject to the Community Amenity Contribution Program, and the applicant will be requested to pay $4,100.00 per townhouse or other attached ground-oriented dwelling unit, for an estimated total contribution of $24,600.00. RECOMMENDATIONS: 1. That Zone Amending Bylaw No. 7732-2021 be given first reading; and 2. That the applicant provide further information as described on Schedules C, D and E of the Development Procedures Bylaw No. 5879-1999, taking into consideration the applicable Ground Oriented Residential Infill Design Guidelines, and the Hammond Area Development Guidelines. DISCUSSION: a) Background Context: Applicant: Legal Description: OCP: Existing: Proposed: Within Urban Area Boundary: Area Plan: OCP Major Corridor: Zoning: Existing: Proposed: 2019-337-RZ Billard Architecture Inc., Robert Billard Lot 13 District Lot 250 Group 1 NWD Plan 8735 LDMF (Low Density Multi-Family) LDMF (Low Density Multi-Family) Yes Hammond Area Plan, adjacent to Transit Corridor Study Area No RS-1 (Single Detached Residential) RT-2 (Ground-Oriented Residential Infill) 1102 Page 1 of 4 Surrounding Uses: North: Use: Zone: Designation: South: Use: Zone: Designation: East: Use: Zone: Designation: West: Use: Zone: Designation: Existing Use of Property: Proposed Use of Property: Site Area: Access: Servicing requirement: b) Site Characteristics: Commercial C-2 (Community Commercial) Commercial Residential RS-1 (Single Detached Residential) Low Density Multi-Family Service Commercial, and Residential CS-1 (Service Commercial), and RS-1 (Single Detached Residential) Commercial, Urban Residential and Low Density Multi-Family Residential RS-1 (Single Detached Residential) Medium Density Multi-Family Single Family Residential Multi-Family Residential. Courtyard Form 0.14 ha (0.36 acres) Owen Street Urban Standard The subject property, located at 11822 Owen Street, is approximately 1490 m2 in area, is fairly flat with some shrubs on the property lines to the north, east and west. The subject property is currently used for a single family home, with adjacent properties to the north and northeast being commercial zoned properties (currently occupied by Marks Warehouse and Canada Post). Adjacent properties to the south and southeast are residential in nature, as are the properties to the west, across from Owen Street. c) Project Description: An application has been received proposing to rezone the subject property located at 11822 Owen Street, from RS-1 (Single Detached Residential) to RT-2 (Ground-Oriented Residential Infill), to a Courtyard housing form of six stratified units around a common courtyard (See Appendices A and B). The proposal contains six (6) units in two buildings of three units, a common area courtyard in the middle including a community long-table, playground classroom and community kitchen, private gardens along the northern property line and twelve semi-enclosed parking stalls along the east property line. A variance is required to reduce the front setback, in order to increase the common courtyard area to act as a shared community green. At this time the current application has been assessed to determine its compliance with the Official Community Plan (OCP) and provide a land use assessment only. Detailed review and comments will need to be made once full application packages have been received. A more detailed analysis and further reports will be required prior to second reading. Such assessment may impact proposed lot boundaries and yields, OCP designations and Bylaw particulars, and may require application for further development permits. 2019-337-RZ Page 2 of 4 d) Planning Analysis: Official Community Plan: The development site is located within the Hammond Area Plan and is currently designated Low Density Multi-Family. For the proposed development, no OCP amendment will be required to allow the proposed RT-2 zoning. The outline of the study area for the Lougheed Transit Corridor is adjacent to the subject property, but does not include it. Therefore, the Lougheed Transit Corridor Study does not directly influence the subject property's potential. Zoning Bylaw: The current application proposes to rezone the property located at 11822 Owen Street from RS-1 (Single Detached Residential) to RT-2 (Ground-Oriented Residential Infill) (see Appendix C) to permit a development into a courtyard with six units (see Appendix D). The minimum lot size for the proposed zone is 950m2, and the subject property is approximately 1,490m2 in area. The proposed variation from the proposed zone involve reducing the front setback in order to increase the common courtyard area. This will require a Development Variance Permit application, which will be subject to a future report. The application is proposing twelve parking stalls, semi-enclosed via trellis and landscaping, eleven of which are detached from the units, against the eastern property line. Development Permits: Pursuant to Section 8.14 of the OCP, a Ground Oriented Residential Infill Development Permit application is required to ensure the current proposal enhances existing neighbourhoods with compatible housing styles that meet diverse needs, and minimize potential conflicts with neighbouring land uses. Pursuant to Section 8.13 of the OCP, a Hammond Development Permit Area application is required for all Low Density Multi-family in the Hammond Area. Advisory Design Panel: The above referenced Development Permits must be reviewed by the Advisory Design Panel prior to second reading. Development Information Meeting: A Development Information Meeting is required for this application. Prior to second reading the applicant is required to host a Development Information Meeting in accordance with Council Policy 6.20. e) Interdepartmental Implications: In order to advance the current application, after first reading, comments and input, will be sought from the various internal departments and external agencies listed below: a) Engineering Department; b) Operations Department; c) Fire Department; d) Building Department; 2019-337-RZ Page 3 of 4 e) Ministry of Transportation and Infrastructure; and f) Canada Post. The above list is intended to be indicative only and it may become necessary, as the application progresses, to liaise with agencies and/or departments not listed above. This application has not been forwarded to the Engineering Department for comments at this time; therefore, an evaluation of servicing and site access requirements have not been undertaken. We anticipate that this evaluation will take place between first and second reading. f) Development Applications: In order for this application to proceed the following information must be provided, as required by Development Procedures Bylaw No. 5879-1999 as amended: 1. A complete Rezoning Application ( Schedule C); 2. A Multi-Family Residential Development Permit Application (Schedule D); 3. A Hammond Area Development Permit Application (Schedule D); 4. A Development Variance Permit (Schedule E); The above list is intended to be indicative only, other applications may be necessary as the assessment of the proposal progresses. CONCLUSION: The development proposal is in compliance with the OCP, therefore, it is recommended that Council grant first reading subject to additional information being provided and assessed prior to second reading. "Original signed by Mark McMullen" for Prepared by: Therese Melser Planning Technician "Original signed by Chuck Goddard" Reviewed by: Charles R. Goddard, BA, MA Director of Planning "Original signed by Christine Carter" Approved by: Christine Carter, M.PL, MCIP, RPP GM Planning & Development Services "Original signed by Al Horsman" Concurrence: Al Horsman Chief Administrative Officer The following appendices are attached hereto: Appendix A -Subject Map Appendix B -Ortho Map Appendix C -Zone Amending Bylaw No. 7732-2021 Appendix D -Proposed Site Plan 2019-337-RZ Page 4 of 4 11819 11795 11757 11741 h 11725 I 11719 I , -. N Scale: 1 :2,000 ,-: en ,._ 0 "' 11842 11836 11828 11820 11810 APPENDIX A 119AVE. LOUGHEEO HIGHWAY ~ ~ ---,i-~-LsusJECT PROPERTY l ~1~N I ~ 11822 11819 -11007: I O> I ~ g ' ,__....__ .... I I I ,...., ___ .. I I <") 0 ~I 0 i CAMWOODAV c:o ~ 11792 0 "' 11782 11789 11778 11779 11771 11765 11759 11750 ,-: 11751 en en w ~ 11745 0:: C) ,-: en I /\ I ,._ 0 "' Legend -Stream ---Ditch Centreline Indefinite Creek / 0 <o 0 <o <o <o c:o c:o 0 0 .... .... "' <") I!) <o <Xl <Xl :g :g <Xl :g c:o ~ 0 0 0 g "' "' "' "' "' "' 11798 11776 .... "-.... "-"-"-.... O> 0 .... "' <") •o 0 <Xl .... <Xl c:o <X) ~ ~ <X) 0 <Xl 0 0 0 0 0 0 "' "' "' "' "' "' "' McFARLAN EAVE. / <o c:o <Xl .... ~ 0 "' <") :g <Xl <X) 0 0 0 "' "' "' "' 11754 11753 11756 1--' The City of Maple Ridge makes no guarantee 11748 regarding the accuracy or present status of the information shown on this map. I 11822 Owen Street PIO: 011-349-158 RCMP IM.11 mapleridge.ca FILE: 2019-337-RZ DATE: Sep 25, 2019 BY:AC "' .... :g "' -I J· I l l,., 1c: --IC:' I~---! f ~ ,~ Scale: 1 :2,000 APPENDIX 8 The City of Maple Ridge makes no guarantee regarding the accuracy or present status of the information shown on this map. 11822 Owen Street PIO: 011-349-158 RCMP mapleridge.ca FILE: 2019-337-RZ DATE: Sep 25, 2019 BY:AC ' ,-! ( ,_ 1---,--' ' - CITY OF MAPLE RIDGE BYLAW NO. 7732-2021 A Bylaw to amend Schedule "A" Zoning Bylaw Map forming part of Zoning Bylaw No. 7600-2019 as amended APPENDIXC WHEREAS, it is deemed expedient to amend Maple Ridge Zoning Bylaw No. 7600-2019 as amended; NOW THEREFORE, the Municipal Council of the City of Maple Ridge enacts as follows: 1. This Bylaw may be cited as "Maple Ridge Zone Amending Bylaw No. 7732-2021." 2. That parcel or tract of land and premises known and described as: Lot 13 District Lot 250 New Westminster District Plan NWP8735 and outlined in heavy black line on Map No. 1878 a copy of which is attached hereto and forms part of this Bylaw, is hereby rezoned to RT-2 (Ground-Oriented Residential Infill). 3. Maple Ridge Zoning Bylaw No. 7600-2019 as amended and Map "A" attached thereto are hereby amended accordingly. READ a first time the day of READ a second time the day of PUBLIC HEARING held the day of READ a third time the day of ,20 , 20 ,20 ,20 APPROVED by the Ministry of Transportation and Infrastructure this day of ,20 ADOPTED, the day of , 20 PRESIDING MEMBER CORPORATE OFFICER LMP 6890 4217 s:t (0 . a, (') IIAII RP 9591 11819 00 t----------1 "CII 0.. w RP 15968 11795 RW 63828 75415 Pel. "I" RP 15896 ws 3167 83957 11757 ,,,-----/ / 11741 I-' (/) ,.._ 0 N I-' (/) ,.._ 0 N \ RW 56524 P 56403 48 RW 43436 / ~ -"' ""' 0" "'~ 6 11842 5 11836 l!) 4 (") I'--11828 0.. 3 11820 2 P8 18 O') R 0 "' <o ~ 0 "' <o R 0 "' 35 36 P 3 898 (") m 24 IB 11819 N 0.. 35 Rem L t-' (/) z 17 119AVE. P8 35 16 15 Rem A (P 8735) 11822 l!) 13 (") B EP 54361 P 10414 LOUGHEED HIGHWAY Rem 1 P 17371 I I "'12,' ./:l;>_'-(P 70935) '~9 Rem.1 EP 74390 LMP 157 --I "' 't 0 0 O') It) "' "' 0 0 "' "' 5 P 12034 5 NWS 2589 p p 17371 f--~-~-~----, I I(') 120 4 I'----1!11111-· P 6 695 3 1~4 11810 Rem 1 \ RW 78108 1 11792 <D (') I 25a, 26 R ~ CAMWOOD AVE. l!l '° I 2 0) ~ f-------' 11782 l!l o.. I EP 5 635 3 11778 P 54899 369 11750 4 5 P 59 96 0..14 -<o " 0 "' "' 197 <o " 0 "' 199 11779 200 11771 201 11765 202 11759 203 (!) l!) 0 0.. 0.. • t-' 97 ~ ~ 211 11798 11776 218 <o ~241 "' 11754 242 0 0 "' ~ s:t O') l[b ~ I "' *PP056 0 <o ~ ~ 0 0 "' "' 212 213 214 215 P4 797 219 220 221 222 -" -" 0 ~ 0 "' -"' 0 "' 0 0 "' 0 "' "' "' "' 0 240 "' 0 "' 11753 239 I-' (/) <o ~ 0 N 223 " "' "' 0 "' 0.. CAMWOOD <o gi 0 "' "' "' It) <o "' "' ~333 ~ 'Sj-0.. 224 332 " -0) O') 'I' It) "' "' 0 "' 0 "' 0 "' "' McFARLANE AVE. "' 'I' "' gi "' 229 0 0 "' "' 11756 230 MAPLE RIDGE ZONE AMENDING Bylaw No. Map No. From: To: MAPLE RIDGE British Columbia 7732-2021 1878 RS-1 (Single Detached Residential) RT-2 (Ground-Oriented Residential Infill) 6 N SCALE 1 :2,000 1·_ i I I I I I 53.31 M ~)1~~-0.tse.\Q:~ ·-·· ·-· . -·-·,J I LOT 1 (22.3Sf')(22.3Sf}(22..lSf1 (22.3Sf}(22.3SF)(22.3SF) PARKING COMMON PROPERTY - LOT4 C =J l PRNAll -·1[ J S1'1,C[ !!'ACE 58.32 SM (627.85 Sf) 15.BO SM TOT,IJ,.: 123.95 SM (1334.22 SF} PRt,Al[ LOT 1 15.80 SM (170.16Sf) SPACE 58.32 SM (627.84 SF} 170.14$f) PRIVATE SPACE: 30.65 SU TOTAi.: 123.93 SM (1334.09 SF) PQfiCH 27.18 St.I (292.58 Sf) (330.01 SF) PORCH SHARED TOTAL USOBLE OPEN SPACE: TOTAL PRWATE SPACE: USE'ABLE 5J.06St.l(57 l.1 6SF} 53.31 SM {573.84 SF) OPEN I-SPACE LOT 5 w PRNAl[ 56.99SM(613.52SF} w LOT 2 SPACE 77.50 $1,1 PRNA1E TOTAL: 121.04 SM (1302.95 SF} SPACE 0:: ::s 56.99 SM (613.53 SF) 5.2B SM (83417 SF) I-'""'"' TOTAL: 121.03 SM (1302.B6 SF} ['::") 15.28 SM TOTAL PRIVATE SPACE: F ~ SPACE ~ (=SF)] 26.05 SM {2B0.41 SF) Cl) 0 28.98 SM TOTAL USEABI.£ OPEN SPACE: gj TOTAL PRNATE SPACE: (Jll.98 SF) 51.12 SM (550.26 Sf) 51.87 SM (556.41 SF) z w LOT 6 s LOT 3 PRt,Al[ PORCII 5B.65SM(631.3BSF) SPl,C[ TQT,1J,.:124.45St.4(1339.60SF) 0 '""'"' 5B.65SIA(631.41SF) ..... n: SPACE TOTAL: 12-UB SM (1339.93 SF) 15.S.Sl.4 SPACE TOTAL PRIVATE SPACE: 32.05 SM r(,=SF) 34.66SM(J73.07SF) F (344.99Sf"} ::i TOTAL PRl\l'ATE SPACE: 1S.,4SM l (170.52 Sf'} TOT>J.. USEABL! OPEN SPACE: 54.9BSM(59 l.B1Sf} 60.46 SM {650.7B SF) DRIVEWAY COMMO N PROPERTY 53.23 M /1'\ STRATA PLAN -MAIN FLOOR ~118":t'-0" LOT 1 PARKING LOT 2 4.52 SM PARKING (4B.74SF) LOT 2 PARKING LOT 3 PARKING DRIVEWAY COMMON LOT 3 PROPERTY PARKING ::s ~ 0 gj 3.92 SU LOT 4 (42.24 SF) PARKING LOT 4 PARKING LOT 5 ~.52 SM PARKING (~8.74 SF) LOT 5 PARKI NG LOT 6 PARK IN G LOT 6 PARKING Gil ~ u~•,i:::=:,::,;:.·....,..,,io ,m,C11tr- n•cc,,.1,...,c,0,0~,..w,w,,..oocw.-.,,a _ _ ... ,~c:oou .. ~ ............ ..., ..... , ,...,...., .. ,K!.,,._...., ... 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J PROATE r;l SPACE LOT 1 U9Sl,I 2; 65.61 St.I (706.25 SF) (51.56SF) ~ -~ 4.7~P~~E a( ii (51.56SF) LOT 2 64.04 SM (689.JJ SF) " ~~ 5.02SM LOT 3 (54.05SF) 65.61SM {706.25SF) 53.31 M 53.23 M j em,TE ~ I SPACE 4.79 SM ~ (Sl.6.3SF)J I LOT 4 65.59 SM (706.0.3 SF) PRIVATE SPACE 4.78 SM (51.49SF) ~ !a PRIVATE 18 SPACE i -·- 12.23SM (1J1 .71Sf] :J LOT 5 64.0SS!.!(689.45SF) LOT 6 65.91SM {709.55SF) 1 STRATA PLAN -SECOND FLOOR S2.00 1/8"•1'.0" " ~ 0 ~ I G'J ~ AJ.LI.C,ll11NU,..,,c,,P,l<WHIVDl't,.._,,.,,..,~C1l, <r.>DII .. -.CHCO,....,..Oll•D"'ll,ClUI....,• 1!,0CClNl1•Ut:fll"....U"''°''"''IIOCW<M11-__ .._,..,, ................ ""3 ..... , _, .... ..,..,..,, . .,..,.., ....,CClt<S.......,,....._Otl!Qt.NC-M4 ci-,,o,.-...:,11c-T,...,~,.,;(ICWG-,TD TH:CO.STMICTDtl..C __ .....,,,.. .... _ '"""'"" ... 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Canada, V3M1X4 (604)619-0529 lnfo@bil!afdarchiledu1e.ca www.hUlardarchi1ee1ure.ca I ~ NORTH HAMMOND TOWNHOMES 11822 OWEN STREET MA PLE RIDGE, BC TMSAOOIIESSISI..OCAlEOON TllEtfWllflONAI.TEAAITOF!YOFTtlE IU.T2EANOIIWANTLENFIRSTNATI0NS -- STRATA PLAN - SECOND FLOOR 188A11 ·····~~:n:~irr~~~~~~~~~~~~~:um:m1mH~ITn~nnunrrnmmnnnnr.nrinnnnnnnn~nnRn~nuum~ramnn1IDnnttnntt0nn«nnnttniifimmnunnn~nnnmmuuuu11mtmmmnurrnnnnmmmm~:1:rnm:~11nnn~i.rnnnnnrn:!r~r.rih~GF.:;:;;:0i:nr:;p;i;i1:p:;Er:;;n:;:;:im1:1Tf1~rninm!~nnnnnr:m1rnnn~~r:r.nn~11:'.r:1:~11nrrr:;'.:i:1:;::::i;:ii:. m' ,! ~( ' f :i 'I ', '1 .:! --· 1 [~·-· mapleridge.ca City of Maple Ridge TO: His Worship Mayor Michael Morden and Members of Council MEETING DATE: May 4, 2021 FILE NO: 2020-009-RZ FROM: SUBJECT: Chief Administrative Officer First Reading Zone Amending Bylaw No. 7731-2021 13586 232 Street EXECUTIVE SUMMARY: MEETING: C o W An application has been received to rezone the subject property, located at 13586 232 Street, from RS-3 (Single Detached Rural Residential) to RST (Street Townhouse Residential), R-2 Single Detached (Medium Density) Urban Residential and RS-1 (Single Detached Residential), to permit a future subdivision of approximately 10 lots. This will permit the creation of four single family lots and six lots with six street townhouse units. The proposal will require an Official Community Plan amendment to expand the Eco-Clusters land use designation, which will result in a reduction of the Open Space land use designation. The OCP amendment must be supported by ground truthing of developable and non-developable land on the subject property. Pursuant to Council Policy 6.31, this application is subject to the City-wide Community Amenity Contribution policy at a rate of $5,100 per single family lot and $4,100 per townhouse dwelling unit for an approximate contribution of $39,900.00. To proceed further with this application additional information is required as outlined below. RECOMMENDATIONS: ·· 1. In respect of Section 475 of the Local Government Act, requirement for consultation during the development or amendment of an Official Community Plan, Council must consider whether consultation is required with specifically: i. The Board of the Regional District in which the area covered by the plan is located, in the case of a Municipal Official Community Plan; ii. The Board of any Regional District that is adjacent to the area covered by the plan; iii. The Council of any municipality that is adjacent to the area covered by the plan; iv. First Nations; v. Boards of Education, Greater Boards and Improvements District Boards; and vi. The Provincial and Federal Governments and their agencies. and in that regard it is recommended that no additional consultation be required in respect of this matter beyond the early posting of the proposed Official Community Plan amendments on the City's website, together with an invitation to the public to comment; 2. That Zone Amending Bylaw No. 7731-2021 be given first reading; and 1103 2020-009-RZ Page 1 of 6 3. That the applicant provide further information as described on Schedules A, B, F, G and J of the Development Procedures Bylaw No. 5879-1999, along with the information required for a Subdivision application. DISCUSSION: a) Background Context: Applicant: Legal Description: OCP: Existing: Proposed: Within Urban Area Boundary: Area Plan: OCP Major Corridor: Zoning: Existing: Proposed: Surrounding Uses: North: Use: Zone: Designation: South: Use: Zone: Designation: East: Use: Zone: Designation: West: Use: Zone: Designation: Existing Use of Property: Proposed Use of Property: Site Area: Access: Servicing requirement: 2020-009-RZ Elizabeth Campbell Lot 40, Section 28, Township 12, Plan NWP40424 Eco Clusters, Conservation, Open Space Eco Clusters, Conservation, Open Space (boundary adjustment) Yes Silver Valley Area Plan Yes RS-3 (Single Detached Rural Residential) RST (Street Townhouse Residential), R-2 Single Detached (Medium Density) Urban Residential and RS-1 (Single Detached Residential) Unopened road right-of-way, Municipal sanitary pump station, and a new Single Family Residential Development. RST-SV (Street Townhouse-Silver Valley), R-1 (Single Detached (Low Density) Urban Residential), Single Detached (Medium Density) Urban Residential, RS-1 (Single Detached Residential), RS-1b (Single Detached (Medium Density) Residential) Open Space, Eco Cluster, Conservation Single Family Residential RS-3 (Single Detached Rural Residential) Open Space, Eco Cluster, Conservation North Alouette River RS-3 (Single Detached Rural Residential) Conservation Single Family Residential RS-3 (Single Detached Rural Residential) Low/Medium Density Residential, Eco Cluster, Conservation Single Family Residential Single Family Residential 1.085 ha (2.68 acres) 136 Avenue Urban Standard Page 2 of 6 b) Site Characteristics: The subject property fronts onto 232 Street and to the north of the subject property is an unopened road right-of-way, 136 Avenue, in which an equestrian trail, municipal pump station, and the driveway access to the subject property are located (See Appendices A and B). To the north of 136 Avenue is a newly approved residential development with a mixture of unit types ranging from RST-SV (Street Townhouse-Silver Valley) to RS-3 (Single Detached Rural Residential) zoned lots. On the eastern side of the subject property that lead down to the North Alouette River, there are slopes in excess of 30 percent that are treed. The western side of the property contains a ravine with steep slopes that are treed. The central portion of the subject property in which the existing single family home is located, contains a bench between the two steep slopes. The existing single family home obtains its access from a driveway constructed in the non constructed road right-of-way of 136 Avenue. The property directly to the south at 12546 232 Street has access obtained via an easement through the subject property. The alignment of the easement runs from the unopened road right-of-way 136 Avenue through the subject property north-west to the south-east. This easement provides access to 13546 232 Street due to the steep topography which does not facilitate direct access onto 232 Street. This property has recently submitted a rezoning application 2021-173-RZ, which will require the subject property under application to provide access. A condition of rezoning of 13546 232 Street will be the elimination of this easement. c) Project Description: The application is to rezone the subject property from RS-3 (Single Detached Rural Residential) to RST (Street Townhouse Residential), R-2 Single Detached (Medium Density) Urban Residential and RS-1 (Single Detached Residential) lots. The current proposal has Street Townhouses fronting onto 232 Street being zoned RST (Street Townhouse Residential) with their access being achieved from a newly created rear lane. East of the lane will be land dedicated as park that is steep and designated as Open Space. The application also proposes three (3) R-2 Single Detached (Medium Density) Urban Resident zoned lots on the east side of the park area and the existing house will be zoned RS-1 (Single Detached Residential). To gain access to these lots and the existing house, a new road will be required. This new road will be an extension of the newly created Blaney Road from the north (see Appendix D). The extension of Blaney Road through the subject property will provide access to 13546 232 Street that applied to rezone under application 2021-173-RZ. The applicant is seeking to reduce the amount of Open Space designated land on the subject property, and is requesting an amendment to enlarge the Eco Cluster land use designation along the western portion of the property based on ground truthing. The reduced Open Space area in the middle portion of the property is proposed to be dedicated to the City. At this time the current application has been assessed to determine its compliance with the Official Community Plan (OCP) and provide a land use assessment only. Detailed review and comments will need to be made once full application packages have been received. A more detailed analysis and further reports will be required prior to second reading. Such assessment may impact proposed lot boundaries and yields, OCP designations and Bylaw particulars, and may require application for further development permits. 2020-009-RZ Page 3 of 6 d) Planning Analysis: Official Community Plan: The development site is located within the Silver Valley Area Plan and is currently designated Open Space (36%), Eco Cluster (32%), and Conservation (32%). For the proposed development an OCP amendment will be required to re-designate portions of the Open Space designation to Eco Cluster based on ground truthing to allow the proposed RST (Street Townhouse Residential), R-2 Single Detached (Medium Density) Urban Residential and RS-1 (Single Detached Residential) zoning. The Silver Valley Area Plan provides some flexibility to the land use boundaries to achieve a site design that is in keeping with the Eco Cluster concept. The Eco Cluster concept is a group of housing units, located within clearly defined limits surrounded by Open Space. An Eco Cluster supports sensitive integration into a forest setting. The proposed adjustment to the Open Space boundary will need to be supported through ground truthing. Ground truthing will identify land as "unbuildable" (i.e. steep slopes, watercourses, and other environmentally sensitive areas) which may be dedicated to the City as open space. While lands that are determined to be "developable" may remain in private ownership with possible covenant restrictions. Zoning Bylaw: The current application proposes to rezone the property located at 13586 232 Street from RS-3 (One Family Rural Residential) to RST (Street Townhouse Residential), R-2 Single Detached (Medium Density) Urban Residential and RS-1 (Single Detached Residential (see Appendix C) to permit a 10 lot subdivision to permit four single family lots and six lots with street townhouses (see Appendix D). Any variations from the requirements of the proposed zone will require a Development Variance Permit application. Development Permits: Pursuant to Section 8.7 of the OCP, a Multi-Family Development Permit application is required to ensure the current proposal enhances existing neighbourhoods with compatible housing styles that meet diverse needs, and minimize potential conflicts with neighbouring land uses. Pursuant to Section 8.10 of the OCP, a Natural Features Development Permit application is required for all development and subdivision activity or building permits for: • All areas designated Conservation on Schedule "B" or all areas within 50 metres of an area designated Conservation on Schedule "B", or on Figures 2, 3 and 4 in the Silver Valley Area Plan; • All lands with an average natural slope of greater than 15 %; • All floodplain areas and forest lands identified on Natural Features Schedule "C" to ensure the preservation, protection, restoration and enhancement of the natural environment and for development that is protected from hazardous conditions. Pursuant to Section 8.12 of the OCP, a Wildfire Development Permit application is required for all development and subdivision activity identified in wildfire risk areas. The purpose of the Wildfire Development Permit is for the protection of life and property in designated areas that could be at risk for wildland fire; and where this risk may be reasonably abated through implementation of appropriate precautionary measures. 2020-009-RZ Page 4 of 6 The subject property is located within the Wildfire Development Permit Area, identified on Map 1 in Section 8.12 of the Official Community Plan. Prior to second reading a Registered Professional Forester's Report will be required to determine wildfire mitigation requirements. Advisory Design Panel: A Multi-Family Development Permit is required and must be reviewed by the Advisory Design Panel prior to Second Reading. Development Information Meeting: A Development Information Meeting is required for this application. Prior to second reading the applicant is required to host a Development Information Meeting in accordance with Council Policy 6.20. e) Interdepartmental Implications: In order to advance the current application, after first reading, comments and input will be sought from the various internal departments and external agencies listed below: a) Engineering Department; b) Operations Department; c) Fire Department; d) Building Department; e) Parks, Recreation and Culture Department; f) School District; g) Utility companies; h) Fisheries & Oceans Canada; i) Ministry of Environment; and j) Canada Post. The above list is intended to be indicative only and it may become necessary, as the application progresses, to liaise with agencies and/or departments not listed above. This application has not been forwarded to the Engineering Department for comments at this time; therefore, an evaluation of servicing and site access requirements have not been undertaken. We anticipate that this evaluation will take place between first and second reading. f) Early and Ongoing Consultation: In respect of Section 475 of the Local Government Act for consultation during an OCP amendment, it is recommended that no additional consultation is required beyond the early posting of the proposed OCP amendments on the City's website, together with an invitation to the public to comment. g) Development Applications: In order for this application to proceed, the following information must be provided, as required by Development Procedures Bylaw No. 5879-1999 as amended: 1. An OCP Application (Schedule A); 2. A complete Rezoning Application (Schedule C); 2020-009-RZ Page 5 of 6 3. A Multi-Family Residential Development Permit Application (Schedule D); 4. A Development Variance Permit (Schedule E); 5. A Watercourse Protection Development Permit Application (Schedule F); 6. A Natural Features Development Permit Application (Schedule G); 7. A Wildfire Development Permit Application (Schedule J); and 8. A Subdivision Application. The above list is intended to be indicative only, other applications may be necessary as the assessment of the proposal progresses. CONCLUSION: The development proposal is in compliance with the OCP except for a possible minor amendment for ground truthing of the open space boundary. Therefore, it is recommended that Council grant first reading subject to additional information being provided and assessed prior to second reading. It is expected that once complete information is received, Zone Amending Bylaw No. 7731-2021 will be amended and an OCP Amendment to adjust the Open Space boundary may be required. It is recommended that Council not require any further additional OCP consultation. The proposed layout has not been reviewed in relation to the relevant bylaws and regulations governing subdivision applications. Any subdivision layout provided is strictly preliminary and must be approved by the Approving Officer. "Original signed by Mark McMullen" for Prepared by: Wendy Cooper, M.Sc., MCIP, RPP Planner "Original signed by Chuck Goddard" Reviewed by: Charles R. Goddard, BA, MA Director of Planning "Original signed by Christine Carter" Approved by: Christine Carter, M.PL, MCIP, RPP GM Planning & Development Services "Original signed by Al Horsman" Concurrence: Al Horsman Chief Administrative Officer The following appendices are attached hereto: Appendix A -Subject Map Appendix B -Ortho Map Appendix C -Zone Amending Bylaw No. 7731-2021 Appendix D -Proposed Site Plan 2020-009-RZ Page 6 of 6 N Scale: 1 :2,000 ~--~--APPENDIX A 13684 i-= ' (j) <{ 13678 N <'l I N I 13676 I 13672 I 13668 13662 SUBJECT PROPERTY 13602 (PUMP STATION) ' I I I I 13586 I \ I \ I 13547 I I l I I I 13546 I .13527 I I ' I I 13516 13517 I I 1 13490 \ I I 13493 Legend -Stream ---Ditch Centreline -Edge of River - -Indefinite Creek 1111 River ' ' ' \ ' \ J I I \ \ \ ' 'I I I DEWDNEY TRUNK ROAD 13586 232 STREET PIO: 005-256-356 PLANNING DEPARTMENT --~~""'··~· •••·• mapleridge.ca I FILE: 2020-009-RZ DATE: Jan 22, 2020 BY:AC N Scale: 1 :2,000 APPENDIX B 13586 232 STREET PIO: 005-256-356 FILE: 2020-009-RZ DA TE: Jan 22, 2020 PLANNING DEPARTMENT BY:AC I i. I I: ~ r::_· ~·· ! !-I r CITY OF MAPLE RIDGE BYLAW NO. 7731-2021 A Bylaw to amend Schedule "A" Zoning Bylaw Map forming part of Zoning Bylaw No. 7600-2019 as amended APPENDIXC WHEREAS, it is deemed expedient to amend Maple Ridge Zoning Bylaw No. 7600-2019 as amended; NOW THEREFORE, the Municipal Council of the City of Maple Ridge enacts as follows: 1. This Bylaw may be cited as "Maple Ridge Zone Amending Bylaw No. 7731-2021." 2. That parcel of land and premises known and described as: Lot 40 Section 28 Township 12 New Westminster District Plan 40424 and outlined in heavy black line on Map No. 1877 a copy of which is attached hereto and forms part of this Bylaw, is hereby rezoned to RST (Street Townhouse Residential), R-2 Single Detached (Medium Density) Urban Residential and RS-1 (Single Detached Residential). 3. Maple Ridge Zoning Bylaw No. 7600-2019 as amended and Map "A" attached thereto are hereby amended accordingly. READ a first time the day of READ a second time the day of PUBLIC HEARING held the day of READ a third time the day of ADOPTED, the day of PRESIDING MEMBER ,20 ,20 , 20 ,20 , 20 CORPORATE OFFICER 137 AVE. AR EP 9 936 PARK EPP44846 P 17267 AR A <.O "' CJ) ~ CJ) n. EPP 49148 L" :-_ c.. EPP 96758 EPP 96758 C. ,1 A EPP 94937 ,__:; ~ .=i -. EPP 96758 0 "' "' ..,. $e a.. a.. UJ Rem 1 EPP 104549 13616 PARK EPP 104550 n. A <') Lll ~ v I - -EP79495 -~ ~ <') EPP 81753 N 136AVE. EPP 81760 '-'-C '-' ~ \ <') Rem 7 N P 11173 13589 13586 7 ~ 6 N ~ 13547 Rem B 19 5 13546 13527 A 4 13516 13517 13490 P 11173 EP 26705 3 A 9 13495 *PP155 13493 013487 MAPLE RIDGE ZONE AMENDING 7731-2021 1877 Bylaw No. Map No. From: RS-3 (Single Detached Rural Residential) c::J RST (Street Townhouse Residential) To: PARK EPP 60071 ~ R-2 (Single Detached (Medium Density) Urban Residential) ~ RS-1 (Single Detached Residential) MAPLE RIDGE British Columbia BCP 47647 PARK EP I I 1 PARK 111 I 6 N SCALE 1 :2,495 I i ' I <D <D I') "!le s 0 O'.'. w => z w ~ (D n z (l_ g 21;;: :::) f-(l_ (f) r~/ l : : : : : : L---------_______ J r-------L------------------------------' ' ' 2 3 : 306 2 222m2 222m1 ! m 1 ----------------------------------, ! ! _______ J ---------------------------! 4 5 6 : 222m2 222m1 309m2 j ---------------------------~ 51.78 232 ST APPENDIX.D l f r·-[-t' l~--TO: FROM: SUBJECT: mapleridge.ca City of Maple Ridge His Worship Mayor Michael Morden and Members of Council Chief Administrative Officer First Reading Zone Amending Bylaw No. 7720-2021; 22337 St. Anne Avenue MEETING DATE: May 4, 2021 FILE NO: 2021-104-RZ MEETING: C o W EXECUTIVE SUMMARY: An application has been received to rezone the subject property, located at 22337 St. Anne Avenue, from RS-1 (Single Detached Residential) to RM-2 (Medium Density Apartment Residential) zone, to permit the future construction of a market-oriented, apartment building consisting of approximately 20 units. The applicant is proposing a five (5) storey, 22 metre high structure, which exceeds the height policy of the Port Haney Mu/ti-Family, Commercial and Mixed-Used land use designation within the Town Centre Area Plan which forms part of the Official Community Plan. In light of this, the applicant is requesting a text amendment to the OCP to permit the increased height to the proposed structure. The proposed RM-2 (Medium Density Apartment Residential) zone allows a maximum Floor Space Ratio (FSR) of 1.8, plus an additional density of up to an additional 0.60 FSR through a Density Bonus Contribution, for a total of 2.5 FSR, which equates to 566.16m2 (6,094.09ft2) of added FSR, by providing all parking spaces in an underground structure that provides a 0.10 FSR Density Bonus and through the payment of the cash contribution of $161.46 per square metres which would require a Density Bonus Contribution payment of about $78,353.31 that provides that further 0.60 FSR Density Bonus. Pursuant to Council Policy 6.31, this application is subject to the Community Amenity Contribution Program at a rate of $3,100.00 per apartment dwelling unit, for an estimated amount of $62,000.00. To proceed further with this application additional information is required as outlined below. RECOMMENDATIONS: 1. In respect of Section 4 75 of the Local Government Act, requirement for consultation during the development or amendment of an Official Community Plan, Council must consider whether consultation is required with specifically: i. ii. iii. iv. v. The Board of the Regional District in which the area covered by the plan is located, in the case of a Municipal Official Community Plan; The Board of any Regional District that is adjacent to the area covered by the plan; The Council of any municipality that is adjacent to the area covered by the plan; First Nations; Boards of Education, Greater Boards and Improvements District Boards; and 11 04 2021-104-RZ Page 1 of 6 vi. The Provincial and Federal Governments and their agencies. and in that regard it is recommended that no additional consultation be required in respect of this matter beyond the early posting of the proposed Official Community Plan amendments on the City's website, together with an invitation to the public to comment, and; 2. That Zone Amending Bylaw No. 7720-2021 be given first reading; and 3. That the applicant provide further information as described on Schedules C, D and E of the Development Procedures Bylaw No. 5879-1999, along with the additional requirements discussed in this report. DISCUSSION: a) Background Context: Applicant: Legal Description: OCP: Existing: Proposed: Within Urban Area Boundary: Area Plan: OCP Major Corridor: Zoning: Existing: Proposed: Surrounding Uses: North: Use: Zone: Designation: South: Use: Zone: Designation: East: Use: Zone: Designation: West: Use: Zone: Designation: Existing Use of Property: Proposed Use of Property: Site Area: Access: Servicing Requirement: 2021-104-RZ Focus West Developments 2020 Ltd. (Colin Lacey) Lot: 12, D.L. 398, Block 5, Plan NWP155 Port Haney Multi-Family, Commercial and Mixed-Use Port Haney Multi-Family, Commercial and Mixed-Use Yes Town Centre No RS-1 (Single Detached Residential) RM-2 (Medium Density Apartment Residential) Commercial on first floor with Apartments above C-3 (Town Centre Commercial) Port Haney Multi-Family, Commercial and Mixed-Use Single Family Residential RS-1 (Single Detached Residential) Port Haney Multi-Family, Commercial and Mixed-Use Commercial on first floor with Apartments above C-3 (Town Centre Commercial) Port Haney Multi°Family, Commercial and Mixed-Use Apartment Residential RS-1 (Single Detached Residential) -Heritage Revitalization Agreement Port Haney Multi-Family, Commercial and Mixed-Use Single Family Residential Multi-Family Apartment Residential 806m2 (8,675.71 square feet) Vehicle access from the lane. Pedestrian access from St. Anne Avenue Urban Standard Page 2 of 6 b) Site Characteristics: The subject property is located on the north side of St. Anne Avenue, east of the Haney Bypass and west of 224th Street. The subject property is relatively flat and has some trees located on the perimeter of the property. There is a single family dwelling and accessory building located on the subject property (Appendix B). c) Project Description: The application is to rezone the subject property (22337 St. Anne Street) from RS-1 (Single Detached Residential) to RM-2 (Medium Density Apartment Residential) zone to permit the future construction of a five-storey apartment building, with approximately 20 residential units. The current concept for the project includes a mixture of one, one plus a den and two bedroom units. The parking concept is a one and half levels of parking (See Appendices A and B). The concept design includes a roof garden located on top of this five (5) storey, wood frame building that is situated over a concrete podium. At this time the current application has been assessed to determine its compliance with the Official Community Plan (OCP) and provide a land use assessment only. Detailed review and comments will need to be made once full application packages have been received. A more detailed analysis and further reports will be required prior to second reading. Such assessment may impact proposed lot boundaries and yields, OCP designations and Bylaw particulars, and may require application for further development permits. d) Planning Analysis: Official Community Plan: The development site is located within the Port Haney and Fraser River Waterfront Area of the Town Centre Area Plan. The site is designated Port Haney Multi-Family, Commercial and Mixed-Use and the proposed use and density is complying with this designation. The proposed development is in general compliance with Land Use Designations Policy 3-38 of the Port Haney Multi-Family, Commercial and Mixed-Use designation. Policy 3-38 states the following: "3-38 Low-rise Mu/ti-Family Apartment, Commercial, and Mixed-Use in Port Haney should be a minimum of three (3) storeys and a maximum of four (4) storeys in height, with at least 90% of required parking provided underground." In order to permit the proposed taller building an amendment to Land Use Designations Policy 3-38 of the Port Haney Multi-Family, Commercial and Mixed-Use designation is required to permit the proposed five-storey buildings. The necessary OCP text amending bylaw will be brought forward for first and second reading at the time a full submission has been made as part of a second reading report for this rezoning application. 2021-104-RZ Page 3 of 6 There are two other rezoning applications in the Port Haney Multi-Family, Commercial and Mixed-Use designation applications 2019-268-RZ (22340 and 22328 St. Anne Avenue, and 11654 and 11664 223 Street) and 2020-065-RZ (22323, 22335 and 22345 Callaghan Avenue) that are proposing a text amendment to the OCP to allow an increase in height to six storeys. Both of these rezoning applications have received first reading of their respective zone amending bylaws. If Council supports the OCP amendment to either of these applications, the OCP amendment will be implemented with whichever application receives final reading first. Council Policy 6.31-Citywide Community Amenity Program: The Council Policy 6.31, Citywide Community Amenity (CAC) Program applies to this project over and above any proposed density bonus. On this basis, a voluntary contribution of $3,100 per apartment unit, totaling $62,000.00, is required for this project as a condition of final reading. Zoning Bylaw: The current application proposes to rezone the property located at 22337 St. Anne Avenue from RS-1 (Single Detached Residential) to RM-2 (Medium Density Apartment Residential) zone (see Appendix C) to facilitate a five (5) storey, 20-unit apartment building with one and a half levels of parking (see Appendix D). The proposed development has been reviewed at a preliminary level against the Zoning Bylaw for compliance. The height proposed is five (5) storeys, which is one (1) floor higher than the permitted maximum of four (4) storeys. The proposed height of the structure is also 22 metres, while the maximum height is 15 metres in the RM-2 (Medium Density Apartment Residential) zone. The increase in height can be contributed to the additional density being sought through the Additional Density provision of the RM-2 (Medium Density Apartment Residential) zone from a base density of 1.8 (FSR) to 2.5 (FSR). In order to facilitate the increase in height a variance or a text amendment to the RM-2 (Medium Density Apartment Residential) zone will be required which will be provided to Council in a future second reading report. In addition to the height variance, several variances will be required to side, front and rear setbacks. The proposed development could also require a variance for parking and usable open space. The application as presented will be utilizing the Density Bonus provisions of the RM-2 (Medium Density Apartment Residential) zone for a density from a Floor Space Ratio (FSR) of 1.8 to 2.5. The additional FSR would equate to approximatley 566.16m2 (6,094.09ft2). The Density Bonus would be $78,353.31 based on $161.46 per square metre. Any variations from the requirements of the proposed zone will require a Development Variance Permit application. Development Permits: Pursuant to Section 8.11 of the OCP, a Town Centre Development Permit -Port Haney application is required for all multi-family residential, flexible mixed use and commercial development located in the Town Centre. 2021-104-RZ Page 4 of 6 Advisory Design Panel: A Town Centre Development Permit -Port Haney Development Permit is required and must be reviewed by the Advisory Design Panel prior to Second Reading. Development Information Meeting: A Development Information Meeting is required for this application. Prior to second reading the applicant is required to host a Development Information Meeting in accordance with Council Policy 6.20. e) Interdepartmental Implications: In order to advance the current application, after first reading, comments and input, will be sought from the various internal departments and external agencies listed below: a) Engineering Department; b) Operations Department; c) Fire Department; d) Building Department; e) Parks, Recreation and Culture Department; f) School District; g) Utility companies; h) Ministry of Transportation and Infrastructure; and i) Canada Post. The above list is intended to be indicative only and it may become necessary, as the application progresses, to liaise with agencies and/or departments not listed above. This application has not been forwarded to the Engineering Department for comments at this time; therefore, an evaluation of servicing and site access requirements have not been undertaken. We anticipate that this evaluation will take place between first and second reading. f) Early and Ongoing Consultation: In respect of Section 4 75 of the Local Government Act for consultation during an OCP amendment, it is recommended that no additional consultation is required beyond the early posting of the proposed OCP amendments on the City's website, together with an invitation to the public to comment. g) Development Applications: In order for this application to proceed, the following information must be provided, as required by Development Procedures Bylaw No. 5879-1999 as amended: 1. An OCP Application (Schedule A); 2. A complete Rezoning Application (Schedule C); 3. A Town Centre Development Permit Application (Schedule D); and 4. A Development Variance Permit (Schedule E). The above list is intended to be indicative only, other applications may be necessary as the assessment of the proposal progresses. 2021-104-RZ Page 5 of 6 CONCLUSION: The development proposal is in compliance with the OCP, in association with a concurrent OCP text amending bylaw to amend the Port Haney Multi-Family, Commercial and Mixed-Use designation to allow for a five (5) storey structure. Therefore, it is recommended that Council grant first reading subject to additional information being provided and assessed prior to second reading. It is recommended that Council not require any further additional OCP consultation. "Original signed by Mark McMullen" for Prepared by: Wendy Cooper, M.Sc., MCIP, RPP Planner "Original signed by Chuck Goddard" Reviewed by: Charles R. Goddard, BA, MA Director of Planning "Original signed by Christine Carter" Approved by: Christine Carter, M.PL, MCIP, RPP GM Planning & Development Services "Original signed by Al Horsman" Concurrence: Al Horsman Chief Administrative Officer The following appendices are attached hereto: Appendix A -Subject Map Appendix B -Ortho Map Appendix C -Zone Amending Bylaw No. 7720-2021 Appendix D -Proposed Site Plan and Elevations 2021-104-RZ Page 6 of 6 ~ i I I \_ _____ ...,_ _ _._ ___ -----:• ----~ 11665111667 "' "' ~ 11739 CALLAGHAN AVE. Legend Stream ---Ditch Centreline Indefinite Creek 11768 '-"'"' C ! "' 0~ "' <o lll ~~ gi ~ ~ "' ~ "' '"'" 22346148 :353] 22357 "' ..,. ~ "' " ~ "' gi "' ST.ANNE AVE. "' <o gi "' CALLAGHAN AVE. ' \: ' " ' ' .. ,, ' ' ' "' I .... " ~ , i;/2362164 412356158 r "' <o gi "' "' " ~ -~--$.-:. APPENDIX A ~X?SX 0 , .. "' '£ gi 0 "' 11777 11765 \ NORTH AVENUE 22337 ST. ANNE AVE PIO: 003-009-025 PLANNING DEPARTMENT N ~ Active Applications (RZ/SD/DPNP) mapleridge.ca Scale: 1 :2,500 FILE: 2021-104-RZ DA TE: Feb 24, 2021 BY:AY --. .. --i5': Scale: 1 :2,500 ~:;..~---FILE: 2021-104-RZ DATE: Feb 24, 2021 '~-:-_--APPENDIX B ;.-.--:::...-~-~ mapleridge.ca BY:AY CllY OF MAPLE RIDGE BYLAW NO. 7720-2021 A Bylaw to amend Schedule "A" Zoning Bylaw Map forming part of Zoning Bylaw No. 7600-2019 as amended APPENDIXC WHEREAS, it is deemed expedient to amend Maple Ridge Zoning Bylaw No. 7600-2019 as amended; NOW THEREFORE, the Municipal Council of the City of Maple Ridge enacts as follows: 1. This Bylaw may be cited as "Maple Ridge Zone Amending Bylaw No. 7720-2021." 2. That parcel or tract of land and premises known and described as: Lot 12 Block 5 District Lot 398 Group 1 New Westminster District Plan 155 and outlined in heavy black line on Map No. 1875 a copy of which is attached hereto and forms part of this Bylaw, is hereby rezoned to RM-2 (Medium Density Apartment Residential). 3. Maple Ridge Zoning Bylaw No. 7600-2019 as amended and Map "A" attached thereto are hereby amended accordingly. READ a first time the day of READ a second time the day of PUBLIC HEARING held the day of READ a third time the day of ,20 ,20 ,20 ,20 APPROVED by the Ministry of Transportation and Infrastructure this day of , 20 ADOPTED, the day of ,20 PRESIDING MEMBER CORPORATE OFFICER a ~ g: A MP 39631 MS 3814 Re ,.. LO "' 32 g:JRe 31 ~ '1,~)... <~ ,() ~ <S>)... ~ ,() 0 .,,IS' 15' / P 155 4 5 f-' (/) {') N N BCS 3442 RP 83100 ' co ;:::_ co "' "' "' "' Rem "' "' 30 29 28 P 155 11739 ;Rem 5 Rem Rem 6 7 8 P 155 A P 76188 ; 11683 P11527 <~~Rem ,() 2 'O ,?6' 7 CALLAGHAN AVE. EP 5976 Pel.A I P 59 18 I 4 31 2 3 fG Ol *LMP 29154 co 98 22353 Rerri'I 22357 : 57 a.. LO p 50610 '11768 ,.. "' "' "' BCP 14056 NORTH AVE. N BCP 14057 44 <O I'-a:, C\J I'-co 11746 ~Re Reni[ .,...Re Rem ~Re S ! 45 "'46 47 a.. ~ 48 49 50 44 1~ • ,.. P 155 "' 11740 gJ _ "' C\J 117 AVE. a:, a:, ,.. s:t co co ..... C\J "' .-LO co "' "' "' N "' "' g: C\J C\J "' C\J Ol "' "' 27 26 25 1 C') 22 21 a.. p 55 ~ P 155 11710 ...J P 155 EPP 52747 .-A LO 12 ~EPP 52 C\J ' C\J EPP 52746 ST. ANNE AVE. LMP 14886 Rem a:, a C\J "' "'*PP C C\J ;;!; lO co "' (0 "' "' "' "' 11664 (0 C\J "' C\J "' "' C\J "' C\J C\J "' 11654 (0 22 21 20 19 18 .-B a.. P1 5 ,.. "' "' C\J C\J 53 11765 52 P 2899 BCP 17933 P 51411 11743 J Rem 105 19 11715 20 116971 18 I _J 11695 16 17 / I 76 Rem 17 11671 • A11657 RP 6192J P 82887 p 55 I 11641 ~ 1~12 P 16464 Rem A 11 13 14 2 1 ,-0 co d'.s: I"-"' lO I'-lO lO lO ..... ~ C\J"' a. ,.. co "'a:, "'"' "' ~ p RK ~I~ 6' C\J C\J w "' C\J C\J "' CALLAGHAN AVE. Rem 1 MAPLE RIDGE ZONE AMENDING Bylaw No. Map No. From: To: MAPLE RIDGE British Columbia 7720-2021 1875 RS-1 (Single Detached Residential) RM-2 (Medium Density Apartment Residential) \P 44960 62 p E LM LMS RP 5637 6 N SCALE 1 :2,000 !1 ~i t I ~ ~ -,, I'-"" , 1.6 b!LJ~~~ LU z :5 }I~ t----3*-ll.lOffl C I I .i I I I , ' g I I --, I ''.! i!,,-rr,·r11 i\UllLLi i ! i I D I 4!l.llY.im I I I I I I I ~~,,' ''" ,, ''' 2'. "ADJACENT BUILDING ''"''''''''' I I ...... ,, ',,,,,,,,,,,,~ ~ SITE PLAN A1.1 / SCALE: 1/ll";a.1 '-CT .4, DON T. ANDERSON BLDG 22337 ST. ANNE AVE, MAPLE RIDGE BC Ankenman Associates Architects Inc. 1232 1 Beecher St., Cresce nt Beach, BC V4A 3A7 604.536.1600 Devel o pment For FOCUS WEST a:> copyright Ankenman Associates Architects I nc. All righ ts rese rved. -------------·----·--· -----· ---- LU :) z ~ LU z z <( t;; SYNOPSIS ZONING : EXISTING, RS-1 PROPOSED, LE GAL ADDRESS: LOT 12 BLOCK 5 DISTRICT LOT 398 GROUP 1 NEW WESTMINSTER DISTRICT PLAN 155 CIVIC ADDRESS : 22337 ST. ANNE AVENUE, MAPLE RIDGE, BC SITE AREA: GROSS SITE AREA: 808.80 SM (8,705.89 SF) SITE COVE RAGE: 748.19 SM / 808.80 SM= 92.51% PROVID ED SETBACKS PL TO L 1 WALL FACE Pl TO L2 WALL FACE 6.18M FRONT (EASn 0.20 M REAR (WESl] S.30 M SIDE 1 (SOUTH) 0.00 M SIDE 2 (NORTH) 0.00 M GROSS FLOOR A REA LEVEL 1 LEVEL 2 LEVEL 3 LEVEL 4 LEVEL 5 ROOF TOTAL BUI LDI N G H EI GHT 22M PARK ING 93.63 SM 484.40 SM 484.40 SM 464.40 SM 464.40 SM 25.46SM 2,056.89 SM 5.30M O.OOM O.OOM (1,010 SF) (5,215 SF) (5,215 SF) IS,21S SF) (5,215 SF) /274 SF) (22,144 SF) PROVIDED: 1 .0x20 U NITS = 20 STALL5 BICYCLE STORAGE PROVIDED, 27 STALLS O UTDOOR AMENllY PROVIDED 600 SF FLOOR AR EA RATIO 2,056.B9 SM I BOB.BO SM = ~ UN IT COUNT 16ED 1BED +DE N 2BED TOTAL LEVEL 2 1 2 2 s LEVEL 3 3 2 5 LEVEL 4 3 2 5 LEVEL 5 3 2 5 TOTA L 1 11 8 20 PL TO DECK 3.75 M 5.30M N/A N/A (9 SITE PLAN 2008 I R~ I f(~ ~:,~OJl I l™JE ~~~~r\"f;W I~~ I SCALE: As indicated FEBRUARY 23, 2021 A1. )> -0 -0 rn z 0 >< 0 . 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I t ·!:~ I -~:..L+ ---+-_J I LI --~·· j _~_ I !Ir ii~ .. -··-···-·· ··-······-··· ·······-·--··-· •·········-·······-··- I ~ "~~~ _T. AN o E R~O N BL DC 22337 sT. ANNE AVE, MAPLE R1ocE sc sEcT10N i;;;;:"::::L::""-1,1 A4 2 Ankenman Associates Architects Inc. Development For FOCUS WEST 2008 FEBR U~Rv ,3.20,, • 1232 1 Beecher St , Cresce nt Beach, BC V4A 3A7 604.5 36.1 600 \'Q cop y right Anke nma n Associates A r c h itects Inc. A ll r igh ts r eserved . It ! ,: -----JJ ~ ~ ~ 0~ ~ ~ ~ ~ \:;,I ~ CL , ..... ,,.. 0.... I ,;~. ':;:: ';::: !"~.~;; :~: ::. ~:::::: I ~ -T -------:-r---------: ~ 1 : : II 1-----r-:-r-1----~, ..... :; · I ____ J_ ___ _ I ------+-------- ' ____ J_ ________ , __ --+------ - I ---,-- !11 I I ----ii'1'i'l~J.'OII I I I I I I -J_ _ - -~ -- -- -- -- ---,,,c,,,..,,..,., II-~--------,-~~ I I ~ I I i ! """ _ -i--___ --t ______ ----..;;:-.i;rcu ... .,. ~JL-----1-~w-I I I I ~ 0 I D! i-~ ----···· I ----r----~, ..... .,..~----------....a I ----+----Ju .... ...,. .... ------~1-1 -I ---+---- ' LJ.J I I ::J I ~ I ___ <( I 'z -T~ z , r~~---11.J-i-------.,---u ; ! -- I ---I W6 I ,.,. t * -¥ I :. ill tli ill 'd:nl I ..---. _j_,lL -¥-9 -f:----------.,.-,,,,,e'l\~.\<> I ..< , I I LJ.J z :5 Iii I __ i__-j -l!-£ -~1 C rr:; I IC:: ... : < ! • 1 1---------~.~"-·' I I I I I ~;.1 ~Ii EtliJ SECTIO N 3 4-~~~· T. ANDERSON BLDG SECTION I' I""'"~' I ..,m,o,m,"'" l"I RlV DAU Dl:.'iOU'TION IIY 22337 ST. ANNE AVE, MAPLE RIDGE BC 2008 ;~~~~.t;:_-;;,;;-0· A4.3 Ankenman Associates Architects Inc. 12321 Be ec her St., Cresce nt Beac h, BC V4A 3A7 60 4.536.1600 Development For FOCUS WEST (t:) copyright A n kenma n Associates A r chit ects I n c. A ll righ ts r eserved. ----' .· -----,-----,-----.-------l,i/~,l:Jhji·:::li.lil:/i,11, 1'1 ,,_;,,,u,_J_.,,j __ .'i ,P "' j !~! f;H ~j I " '.,._1_•., :-11, /!{I r ~~ _,, ____ I 1~•-TO: mapleridge.ca City of Maple Ridge His Worship Mayor Michael Morden and Members of Council MEETING DATE: FILE NO: FROM: Chief Administrative Officer MEETING: May 4, 2021 2017-306-DVP 2017-306-DP cow SUBJECT: Development Variance Permit Development Permit; 22229 Brown Avenue, 12087, 12097, 12117, 12127, 12131 & 12149 223 Street EXECUTIVE SUMMARY: Council considered rezoning application 2017-306-RZ and granted first reading for Zone Amending Bylaw No. 7366-2017 on October 10, 2017 and second reading on October 1, 2019. This application was presented at Public Hearing on October 22, 2019, and Council granted third reading on October 29, 2019. Council will be considering final reading for rezoning application 2017-306-RZ on May 11, 2021. The requested variances are: 1. To reduce the setback from the front lot line (Brown Avenue) and the exterior side lot line (223 Street) for Building 1 and interior lot line setbacks for Building 2 and 3; 2. To increase the maximum height and allow a fifth floor for each of Buildings 1, 2 and 3; and 3. To allow seven (7) of the required residential parking spaces to be at grade, provided they are screened by landscaping. RECOMMENDATION: 1. That the Corporate Officer be authorized to sign and seal 2017-306-DVP respecting properties located at 22229 Brown Avenue, 12087, 12097, 12117, 12127, 12131 & 12149 223 Street, and further; 2. That the Corporate Officer be authorized to sign and seal 2017-306-DP respecting properties located at 22229 Brown Avenue, 12087, 12097, 12117, 12127, 12131 & 12149 223 Street. DISCUSSION: a) Background Context: Applicant: Platinum Enterprises Ltd. (Avtar Johl) Legal Description: Lot 14 Block 3 District Lot 399 Group 1 New Westminster District Plan 13752; Lot 15 Block 3 District Lot 399 Group 1 New Westminster District Plan 13752; Lot 16 Block 3 District Lot 399 Group 1 New Westminster District Plan 13752; Lot 17 District Lot 399 Group 1 New Westminster District Plan 1375; Lot 18 Block 3 District Lot 399 Group 1 New Westminster District Plan 13752; 1105 2017-306-DP Page 1 of 7 Lot 19 Block 3 District Lot 399 Group 1 New Westminster District Plan 13752; and Lot G, Except Portions in Plans 19681, 59663, 63321 and LMP 27701, District Lot 399, Group 1, New Westminster District Plan 10689. OCP: Zoning: Existing: Low-Rise Apartment and Single Family Residential Proposed: Medium and High-Rise Apartment Existing: CD-1-00 (Seniors Apartment and Private Hospital) and RS-1 (Single Detached Residential) Proposed: RM-2 (Medium Density Apartment Residential) Surrounding Uses: North: South: East: West: Use: New Rental Apartments Zone: Land Use Contract and RM-2 (Medium Density Apartment Residential) Designation: Low-Rise Apartment Use: Maple Ridge and Pitt Meadows School District 42 Office Zone: P-6 (Civic Institutional) and RM-3 (High Density Apartment Residential) Designation: Institutional Use: Single Family Residential Zone: RS-1 (One Family Urban Residential) Designation: Ground-Oriented Multi-Family Residential Use: Apartments Zone: Land Use Contracts Designation: Low Rise Apartment Existing Use of Property: Vacant and existing single residential dwellings Apartments Proposed Use of Property: Site Area: Access: Servicing requirement: b) Project Description: 1.6 ha. (3.9 acres) 223 Street Urban Standard The development proposal, located on seven (7) lots located at the northwest corner of Brown Avenue and 223 Street (Appendices A and B), is for three 5-storey condominium buildings to be built in three phases with approximately 26,433 m2 (284,514 ft2) of gross floor area. It includes a total of 330 market condominium units comprising: 12 studio units; 127 one-bedroom and one-bedroom with den units; 171 two-bedroom and two-bedroom plus "flex room" units; and 20 three bedroom units. The first building, to be located on the southern end of the site, will include 139 apartment units, building 2 will include 83 units and building 3 will contain 108 units. It is anticipated that the three buildings will be completed one after the other. A total of 561 off-street parking spaces (488 underground and seven (7) surface residential parking spaces and 66 visitor surface parking spaces) are provided on site. A total of 44 of these spaces will be small car spaces. This meets the requirements of Off-Street Parking and Loading Bylaw 4350 -1990. There will be 100 short term and 84 long term bicycle parking spaces, as well as six (6) 2017-306-DP Page 2 of 7 handicapped parking spaces. Small car parking space will make up 8.7% of the total spaces or 49 parking spaces. All parking space counts are in compliance with the bylaw. All of the underground resident parking spaces (488 spaces) will have electric vehicle level 2 infrastructure roughed in as required by the bylaw. There is sufficient ground and roof level open space, both passive and active, including a child play area. Given the prominent location of this project in the Town Centre Area, the northeast corner of 223 Street and Brown Avenue will have a small corner plaza with seating and surfacing with a public art-related design (See Appendix C). c) Planning Analysis: The development site is located within the North View Precinct of the Town Centre Area Plan. The development will offer a mix of housing types, densities, and housing choices that cater to people of all ages, family types and income levels. Furthermore, it should provide residents with easy access to transportation choices, shops and services in the Central Business District, which in turn supports the vibrancy and viability of those shops and businesses. Higher density developments, such as apartment buildings, are pedestrian-oriented with main entrances fronting public sidewalks, shallow setbacks, street-friendly facades and semi-public outdoor spaces. Adequate private and semi-private green spaces, to the front, on the back of the site, and courtyards should also be included. The subject properties are currently designated Low-Rise Apartment and Single Family Residential. An OCP amendment is at third reading for the Low-Rise Apartment designation to be extended to the six (6) lots along 223 Street. This designation allows for the proposed RM-2 (Medium Density Apartment Residential) zoning and development. The following policies apply to this proposal: Official Community Plan Policies The following OCP policy applies to this project: 3-33 Maple Ridge will encourage housing that incorporates "age-in-place" concepts and seniors housing designed to accommodate special needs. There will be 17 residential units constructed in accordance with the adaptable dwelling unit provisions of the BC Building Code (BC Reg. 216/2006, Division B. Section 3.8.5) to support "age-in-place" senior housing. This is generally consistent with other projects in the Town Centre Area. Town Centre Area Plan Policies The following Town Centre Area Plan policies applies to this project: 3-1 An increase in residential and commercial density is encouraged in the Town Centre, particularly within the Central Business District... Land-use should include a mix of housing types catering to various demographics, including affordable and special needs housing, within walking distance to a broad mixture of uses, including shops, services, cultural facilities, and recreation. This project will increase the number of condominium units within walking distance to a range of shops, services, and transit in and around the Central Business District. The applicant has broadened the housing mix for the project to accommodate as many different residents as possible. 2017-306-DP Page 3 of 7 3-10 Land assembly or lot consolidation proposed in conjunction with development, redevelopment, conversion, or infilling should meet the following conditions: a. That any residual lots or remaining land parcels are left in a configuration and lot area which are suitable for a future development proposal, or can be consolidated with other abutting residual lots or land parcels and complies with the applicable Land Use Designations and Policies of Section 3.3 of this Plan. b. The use of any residual abutting lots or land parcels can continue to function in accordance with the applicable Land Use Designations and Policies of 3.3 of this Plan; c. Residual abutting lots or land parcels are not isolated or left in a condition which is unsuitable for redevelopment... The applicant has optioned adjacent lots along 223 Street, including two (2) lots owned by the City. Thus, this policy has been satisfied to create a more suitable development site and preserve development potential of nearby lands. 3-12 High density development that is four or more storeys in height may be required to include a shadow study in consideration of adjacent sites to address potential impacts on available daylight. Consideration should a/so be given to the privacy of residents in existing buildings. This project will be five storeys in height, but situated among three and four storey low rise apartments and buildings to its north and west, as well as a row of single family homes to its east. The shadow study supplied by the applicant demonstrates that the impact is minimal on adjacent lots. 3-15 Concealed parking structures are encouraged in all commercial, mixed-use, multi-family uses ... in the Town Centre. Below grade parking structures are particularly encouraged for Low-Rise, Medium, and High-Rise Apartment...buildings. This project includes an underground parking garage in compliance with this policy and some convenience surface parking for use by visitors and residents (see variance section). 3-22 All Low-Rise Apartment developments should be a minimum of three (3) storeys and a maximum of five (5) storeys in height. This project complies with the height range envisioned by the policy. 2-5 Incorporating Rainwater Management practices into on-site and off-site development will be encouraged[ ... ]. Some examples of Rainwater Management practices include: • bioretention areas; • rainwater gardens; • bioswales; • landscaped curb bulges on street right-of-ways; • rainwater harvest for irrigation; and • green roofs. 2-20 Energy efficient design and Best Management Practices are encouraged in all developments in the Town Centre. 2-22 Maple Ridge supports the green technologies that are embedded in the Town Centre Development Permit Guidelines and encourages the incorporation of these into development. 2017-306-DP Page 4 of 7 The project will meet Step 2 of the new Provincial Energy Step Code. There has been: • Provision of electrical charging rough-in for all underground resident parking stalls, as described earlier, to allow for EV vehicles and reduce greenhouse gas emissions; • Provision of reflective white roof technology to provide a reduction of heat absorption and provide a more pleasing environment for the roof top decks for each of the buildings; • Infiltration and bio-filtration elements are incorporated in the landscaping plans along the edges of surface parking areas; and • Provision of increased depth of on-site soils for infiltration and storage of rainwater. These project aspects will help to achieve the intent of the OCP sustainability policies. In summary, this project increases the residential density within the North View Precinct, and provides a healthy unit mix as well as 17 adaptive dwelling units in close proximity to the central business district and its shops and services. The project's three 5-storey buildings conform to the intent of the OCP designation. The form and character is sensitive to the surrounding neighbourhood and will add urban fabric and generate more vitality the Town Centre Area. d) Variance Analysis: As the associated Zone Amending Bylaw No. 7366-2017 received third reading before adoption of Zoning Bylaw 7600-2019, the former Zoning Bylaw 3510-1985 applies. The Zoning Bylaw estab_lishes general minimum and maximum regulations for residential development. A Development Variance Permit allows Council some flexibility in the approval process. The requested variances and rationale for support are described below (see Appendices D): 1. Maple Ridge Zoning Bylaw No. 3510-1985, 604 RM-2 (Medium Density Apartment Residential) District Section 6. Siting is varied by reducing the 7.5 metres from all lot lines as follows: Building 1: Building 2: Building 3: 5.61 metres for the building, 4.24 metres from the decks, and 3.49 metres from the projecting roofline to the front lot line (Brown Avenue); and 6.11 metres to the decks, and 5.29 metres from the projecting roofline to the exterior side lot line (223 Street). 6.43 metres from the decks, and the projecting roofline from the interior side lot line (south lot line). 6.08 metres from the decks, and 5.24 metres from the projecting roofline from the rear lot line (north lot line). The variances are related to two matters. The first variance is for the integral building design projecting roof element for Building 1. The design is endorsed by the ADP, thus the proposed variance is supported. The second is siting Buildings 1 and 2 closer to the fronting streets. This is for the purpose of setting aside as much of the interior of the site as possible for open space. In exchange for this, ground level units along Brown Avenue and 223 Street have individual yards and entrances from the adjoining public street frontages. These variances are supported for the improved streetscapes suitable for the Town Centre Area and open areas for recreation and a child play being provided. 2017-306-DP Page 5 of 7 2. Maple Ridge Zoning Bylaw No 3510-1985, 604 RM-2 Medium Density Apartment Residential District Section 7. Size of Buildings and Structures subsection a) is varied by increasing the maximum building height from 15 metres and 4 storeys to 18.5 metres and 5 storeys for all three residential buildings. This variance is similar to those granted for other recent RM-1 projects in the Town Centre Area. The additional height has allowed a reduced lot coverage to support setting aside as much of the site as possible for the provision of open space. This variance is supported given the resulting livability enhancements. 3. Maple Ridge Zoning Bylaw No 3510-1985, 604 RM-2 Medium Density Apartment Residential District Section 8 Other Regulations: a. Subsection a) is varied to allow seven (7) of the required accessory off street parking spaces for residential use, to be located at grade and not to be located within a structure. Each building will be a separate phase in a phased strata plan. Therefore, the applicant advised that more stringent Code requirments apply respecting electrical, mechanical and plumbing service rooms. The additional space for utility service rooms has resulted in the seven (7) of the required 561 parking spaces being displaced. Therefore, seven (7) parking spaces are being provided at ground level, with attractive landscaping and hardscaping, · without impacting the open space for future residents. The portion of the site used for surface parking that could have been used as open space has been mitigated by the following: • The subject Development Permit will contain the condition that the same screening / landscaping requirements as for the surface Visitor parking spaces will apply to the surface residential accessory off street parking spaces. Surface treatment differentiating them from the visitor parking spaces will also be included in the development permit. These conditions would reduce the visual impact of the seven (7) surface residential parking spaces in support of the requested variance; • The design of each of the three residential buildings will incorporate rooftop amenity areas; and • This rooftop area will exceed the amount of the ground level area lost to the parking. This is deemed to be effective mitigation for the variance being sought. This variance is supported because it is necessary due to BC Building Code-related requirements and the rooftop amenity areas being provided are satisfactory mitigation measures. e) Advisory Design Panel: The Advisory Design Panel (ADP) reviewed the development plans for form and character of the proposed development and the landscaping plans at a meeting held on September 18, 2019. The ADP supported the project. Staff are of the opinion that the ADP comments and suggestions have been well addressed by project landscape architect and architect as summarized in Appendix E. 2017-306-DP Page 6 of 7 f} Financial Implications: In accordance with Council's Landscape Security Policy, a refundable security equivalent to 100% of the estimated landscape cost will be provided to ensure satisfactory provision of landscaping in accordance with the terms and conditions of the Development Permit. Based on an estimated landscape cost, the security will be $524,262.21 for hard and soft landscaping and $21,465.84 the public art-inspired corner plaza, for a total of $545,728.05. The required number of trees will be added to the municipal street tree inventory on completion of this project as part of the Rezoning Servicing Agreement. The costs associated with maintaining these trees will need to be included in a subsequent operating budget. CONCLUSION: This development will be an attractive urban precinct giving vitality to the Town Centre Area. Residents will have shopping, transit, and other services within a convenient walking distance to support local merchants. The design incorporates a significant amount of open space for future residents encouraging active outdoor and indoor recreation, child play areas and social interaction. The project's form and character complies with the OCP Guidelines for Multi-Residential development in the Town Centre. There will be an attractively landscaped corner public plaza incorporating public art-like elements celebrating the corner of Brown Avenue and 223 Street. Approximately, half a dozen units will be constructed to allow aging in place. Variances are incorporated to accommodate matters related to the BC Building Code and Fire Code, and to create a stronger street fronting presence and enhanced pedestrian environment. The variances also allow for the feature roof projecting elements that are an integral part of each building's form and character. For these reasons, the variances are supported. "Original signed by Adrian Kopystynski" Prepared by: Adrian Kopystynski, MSc, MCIP, RPP, MCAHP Planner "Original signed by Chuck Goddard" Reviewed by: Charles R. Goddard, BA, MA Director of Planning "Original signed by Christine Carter" Approved by: Christine Carter, M.PL, MCIP, RPP GM Planning & Development Services "Original signed by Al Horsman" Concurrence: Al Horsman Chief Administrative Officer The following appendices are attached hereto: Appendix A -Subject Map Appendix B -Ortho map Appendix C -Architectural and Landscaping Plans Appendix D -Variances Appendix E -ADP Comments 2017-306-DP Page 7 of 7 ~ ...,__ -- -APPENDIX A ,---12251 123AVE. .. I 12240 >-' Cf) ,---Iii 12241 12238 \ 12228 w 0:: u ,---rn 12231 0 I . 1-------1 Iii I 12230 12241 12220 12219 i ~ I t------i I-'-=~--_, I _) 12210 ~---~ 122AVE. 12151fl3 ~ 12147 k )-1--~1~21=39e-< I 12129 ~ ~---,......____, V1 I 't= 0, tii ~ ::: ~ ~ 12111 N ~ 121 AVE_ "' C, ~ <o <o .; ;. iii "' "' 12075 12061 CHURCH AVE. 12035 N Scale: 1 :2,500 12170 I r-------122AVE ~BJECT PROPERTY I \ I 2161 ... ~ ~ >---12127 ...._ _____ _ 12128 12096 lG/ /i I ,~ .~ I ct t----r--.....---', 12040 ~ ~ 12087 BROWN AVE. 12061 ~2002112 0, ~ "' O> O> "' ij re ~ ~ -DEWDNEY TRUNK RD 12170 12154 12142 12130 12124 12118 tii 12096 (') ~ 12084 C, "' ~ 12052 12038 12032 "' ~ ~ O> ~ ~ I I I • ~ ' I 121211 12107 12104 12093 >-' 12092 U) z w 0 12083 0:: 12082 <( Cl 12072 ----12052 12043 12042 12027 12034 12021 -12026 ~ "-O> <o ~ I ~ ij ~ ~ 12207 12191 12175 12157 12151 12127 12101 12011 22229 BROWN AVENUE 12087/97, 12117/27/31/49 223 STREET Legend Stream Ditch Centreline Indefinite Creek FILE: 2017-306-RZ DATE: Jun 28, 2019 PLANNING DEPARTMENT BY:PC :-1 I i 1,-i-!;_ r= 1,-f~-I 1- Scale: 1 :2,500 APPENDIX 8 22229 BROWN AVENUE 12087/97, 12117/27/31/49 223 STREET FILE: 2017-306-RZ DATE: Jun 28, 2019 PLANNING DEPARTMENT BY:PC V~A[l)UR[ll; C-SETIIACClO"OEW"{80lM,IC-lf"Al-V.Sr.!l)(l)INC-ffAOIO'IIH" .IIUUIIIGflATSWIH)•i.011. 2.IIUUDICHDCl1Tfll0U4TDSST0111£'T 1SET8AO:TOIUI»IC(9UlDIH,11ATSOU1l!}•IU111. t.SEl8AOCTOD€CltS(ll/l.CIICf1ATSOUIH)•4..24II. 5.SEJ8.\0( TOIIOCf"UIUCTION (81.UJNOI\ ATSOUll!}•l.4911. 6. SEJMO( TO D!:W(M.Dll!C fl AT Wl)•6.II II. 1.SEJMO(lOIIOCf"Ptl).(Cl'ICNS{!l.lU)Ol(lflAlWl)•S.2911. 11.SEIBAO: TODCCIS(Ml)NCl1ATS00.UH)•6.43II. i.SEIBACXTOROCf"PtMCIDIS(ll!I.J)afCllATSOOlli)•6.4lll. HI. SEJMO( 10 O(tlS (EUJ)INC fl AT NOllll!}•6.0B II. K -. -. APPENDIXC •0eo>J ~ ,0.>04 ~~ l" RW u.i 3.15(':1'-0' A2.1 !~ L l ; . .-~ .. ~~~~, ...... 114 fi£iF-M w ~ ~ l::l ~ w ~ ui tJJ ~~ I ""' ~ n ~ w"' " i ~~ ~ ! f !l, ~ ,_.. ..... _. ... IC. 00.,,0 ~ I.IIOERGROUllO PARKll'-i lAYOUf: TOTAL UtlOERGROUHOPARKIHG: 4&8 SPACES (1t/Q.t.[Jltl; .« SC PARKING & 5HA::SPACESJ tOTALSURfACEPARKIHG: 8lSPACESfl:'C.UOING66\'1S1TQR l7RfS10fNTPARIONG) TOTAL PARKIIIG: 561 SPACES ,..,,,, z "' ~ 11.IAX. TR,WEUllSTANCE ALLOWED 49.I ... ~ .... w R\Y ~ 0 U_(G ,PARKING PLAN EB 3.64'•1'.0" A2.2 )> ! c:.,.,. N I ~ ~ ffl i '-I ~ ~! ~11 ~,I ~11 r !"' • l ~~ ~ · ! STREETSCAPE I II •·:--+-------i-+-II r ...... _fl;llllll\'l~PllUI ...... ~ ..... JI ~ -· .. 1 .. ~ ~ ~ ::! ~ PROJECTJNFO, APARTMENT BUILDINGS 22229 BROWN AVENUE, MAPLE RIDGE, BC CLIENT ; PLATINUM ENTERPRISES LTD lijl " !l If l!j E~AJ:rn I ::.....-:::".:::!:-"":"..!= ......... -........... -...... DI C: F C z G) :z ~ ~ "' .... < ;;; :i; ..,, "' 0 3: g .... C 0 0 "' )> 3: m :z ~ )> "' ~ ' j ···'·,-f, 1( ' ~ t• I ..:.:.:--..::.~-, :,r=<. w ~J~ $ ·~! ~7 ~ .... - ~~ j! I:. 1 • )> ! r ~111a !1 ;i1r II PROJECTl'-fO: 'ti" Eb!J:rn ~· I' APARTMENT BUILDINGS I ;j :..... 22229 BROWN AVENUE, MAPLE RIDGE, BC ·-r-1 /-y ' l 30 RENDERING :-1------------ '"""· ' ''O-O!Dlca-fMf-" U »11<11 j! ~ ... -_:,~~~ ....... ~,..-..... -.. -BUILOING#1 ··-""' . .. PLATINUM ENTERPRISES LTD P,r1· :ij ,..:__ EXTERIOR COLOUR BOARD SCHEME "A1" Brown Ave., Maple Ridge MIDNITE STACK (T6004) • LEDGESTONE HARDIE RICH ESPRESSO WOODGRAIN FINISH HARDIE COBBLE STONE STUCCO FINISH • HARDIE PANEL SIDING SHADOW BLACK "< -,._,.,.a_'> ....... -..-•·-------_,__ __ •.a,._.__~~-~ -• ~---... ·.I ---· ' 'Y--~------,,. .. _ --~-------~ -~-----~~ -----HARDIE OLD CHERRY WOODGRAIN FINISH DCHERRY IN FINISH • HORIZONTAL SIDING 6" PROFILE KAYCAN (68) MOCHA TEXAS HONEY BROWN • WOOD POST, KNEE BRACES • DOWNPIPES TO MATCH SIDING KAYCAN (20) PRESTIGE BEIGE • DOWNPIPES TO MATCH SIDING L f;J • :lN ' :cc~ h t; ii ..J~·l -1, I.Loji Q'. 1l ~ .. ...... _ ... __ " -,1&,nalil' ~ :,i ~ ~ i § "' ~ ~w !j Ile a!< ~ 0 !z ~ ~ ~ ffi .. ~ Ii ffi I ~ _, _ _..I£. I ! r! 1 : ,l 1 !.I I I ! 11 1 ... > •! .... ,, I ~ ,,.,.. I ---"' I ~ RW -· -· N.T.S. ~·-A5.1 r.-_-,. ,. ' ,. ' ' ~ ' r~--,-' ,-,-: EAST ELEVATION -22:lrd Street NORTH ELEVATION SCHEDULE OF FINISHES @EASYtRIH @HOll:I.IGfflA1..~5lOOIS-1'P!WFU @~ALHAAil!~IS-6'~ @LEV65TOE @f'li&'~I-ET>l,.AW-ti)E(>.$6~ G) l,:lff' eAACE5 @l't)OtlPO$r @'l'l."T\. FRN1Dl'«l()t6 @ PRNICI' SUiml @ ~ ~mL1" IWO, FH:»,, cm6t 'OOH @5G'ff'IT5>aovEK,\!HEHTRYl5TRff1'SIDE @)5Cff!TS~Of'~ ®= @)DGttAF5-TOK.I.TGll51D\l.:. @!U.P.:P«F @A..,tt.TRa;:lf @~amrrff.AME 'i COLOUR SCHEME Al ! -IW!OIRIGHE5F'RES50~F"5ff -HAADla.Dett:flX1'~~ I -~~T""'1CT6004 ! • !I 118'=-1'-0" A6.1A --3':9:::: -----SCHEDULE OF FINISHES COLOUR 5CHEME Al @l1N<DIP"-'ti.51DN5o -~GOE&.f5TCtE5TI.UOFH511 @E>6fTIUH -TOH"'-TGltPJ.IEI..LR; @~ALliAAI.IIS.'J?CtS,-1'~ -lwitl!RIGHESFM:!t:Ol'tJCIClrE,RA'Nf'H5K @~AL~SID!H6-6'PRCfl.E • KAAOIO'..DaERRl'~FNSl @I..B)6E,TCt£ -~ STJ,C,$:;. T6004 @ l'R(f>a METAL fRN-EO 6lA$ IWLHS 6},:t,J:EeAACei -ro<AS!O£Yf!ROl'fl @H:IOO~T -TEXASIOEYfSlOHI @wtn.f!Wti)Nt(){;W:i @PJWN"XSCREBI ® 11!~ mNS. Ee.l.Y 8"'10. f.-.CV,. or.et TRIM @5Gff115>ac./f.,_..AIHBllR'l"t5f'Rf:El"SWE -TEXASlt.l!ET'llRDl'fl @SOffTI'jRft'.Al!aR.~~ ®""""' @)DOrltff!:5-TOW.TGlts.1:llliS • ~«.AA20FfifSn6EE85EOR6btt:lQV\ SOUTH ELEVATION -13rown Avenue @!:t.CflEROGF @RATPC<X--ttnEROCF ®r,IOflt.tm{ffU,n.Rf -~~GtTRlteN"-$10 r7\ LLEV.J\TIO/,S: GLilLDll'-iG j/L__t.2_0LOUH SCHEME '1\ 1 ') 1/8":1'-0" ·~·-...... ,,... A6.1B CD C: j= C z C) z 9 !'=' z 0 ~ < iii :E 'Tl ;:c 0 3: z -I m ;:c z )> r- ;:c ~ C :: I ~q,1 ;;;11 ~11 i 1 ii ~ • ·1 ;i , ~ II rs, 1-;---·----·--1-- ' ! 30 RENDERING !' l<Jlf.iu.a)fOll~l"ll\l'I ~'II. 11>11 • ~ BU IL DING #'2 ~~---::.-~. PROJECT INFO. :w: APARTMENT BUILDINGS EbAJ:rn ' ~; 22229 BROWN AVENUE , MAPLE RIDGE, BC i ,l '-1· CLIENT : r PLATI NUM ENTERPRISES L m ,, __ .. ,.._.,-~ou,_ .... ..,.,,..,.,._,,,,.,_ . .,,.. I [J r., ~;: I II ' II ' I ;, :, EXTERIOR COLOUR BOARD SCHEME 'A2' Brown Ave., Maple Ridge TEXAS HONEY BROWN -WOOD POST, KNEE BRACES HARDIE COBBLE STONE STUCCO FINISH • HARDIE PANEL SIDING -. ~-,-,-.·-..-----........ _,...--..-........, ........ -vc-~·--.--:::_,:_:::.: I{._. j --~--HARDIE OLD CHERRY WOODGRAIN FINISH DCHERRY N FINISH • HORIZONTAL SIDING 6" PROFILE KAYCAN (68) MOCHA • DOWNPIPES TO MATCH SIDING KAYCAN (20) PRESTIGE BEIGE • DOWNPIPES TO MATCH SIDING ! i I ! I ..,,.,. ! \1 ~2M I MS :;la RW I N.T.S. A5.2 ~==== SGHEDULE OF FINISHES COLOUR SGHEME A2 {l)MAAD!PA'6.filtllll6 -twtD!ClJll!D.1!5TOl:5N:WfN!:fl @uetllt&( • TOHo\TGIIPH8.1.H.S-@~li.Ko\llDl!:41t6-1'f'llOFI..I:: -KAAOIRIGt!E5F'Nf!:60~FNSH @1~Al..!WWl!4)fts,•6"f'RGft.E • K,l,Rtll(l.DQURY~FHSH @ Wl6eSTOIE -a.m::, $ND T6CO'I @f'RB"N1,l'ETAl..l'R>,t,mtiul6SAAUIG (DIQl:Eell>aS -rex,t,SHQEY5lD,t( ®;,QXIPO!,f -TD.1610t'1'~ @V1NTt.m,t,1,e:1NM)Qo6 -e86E' ® PfWN:,"( SGR&N @rcwctint.e.!&.LYIWO,Fk.U\.an-etTD1 -~el.>CJC. @50fflt'S/>a:Nfw.D(amtrt '5-TREEl"SiDf -roc.,.$IOET~ @)!,GlfflfSmwictROFM.DK. @~ -et>,a: @Daff'll'!!S-TOKI.TGMSIDIM5, • .:...'fG>H20""5116Eea5EORUI~ @9.D'EROOF • et.>a:: @R.ATRl:la" @RlONTEWIR1~1\R -~H:l(Jlil:.l'Uill(ll:-7'!, ':;..~-_:;.:.. "C;.t~:~.k"?Y.1 ii=".:-l"lEST ELEVATION 1/B'a:1'.Q" A6.2 I l I )> ! ;!~111s 11;~r ~· w "' -• l I ~ ::s: '--;-"-----' ' l 30 RENDERING "11'1"-~-·"-BUILDING #3 ··-.. ,;,:ijr,•,9:,11:1;11,r,~, !-:,;,:,.·l,\1:t.··1i',;:1,1i1;!IH1i·JJill1 IL, llil:i:im II PROJfCTff'O: APARTMENT BUILDINGS --J.--II 22229 BROWN AVENUE, MAPLE RIDGE, BC r Cl<NT i II.II. ..... ~ . "' PLATINUM ENTERPRISES L TO ,, ili!illID11i@llilllu1!Hif,IIB1iullt ltr ! ~j EbAl :rn 'g r :::....-::.:".::"'.'""::.!,~-..... -.. _ ..... _ • .., ... !l ,, I:' [' ~ r 'l,..,.-!l EXTERIOR COLOUR BOARD SCHEME "B" Brown Ave., Maple Ridge ISLAND SAND (T6009) • LEDGESTONE TEXAS HONEY BROWN • WOOD POST, KNEE BRACES --;:;::~ HARDIE RICH ESPRESSO STUCCO FINISH • HARDIE PANEL SIDING KAYCAN (68) MOCHA • DOWNPIPES TO MATCH SIDING KAYCAN (20) PRESTIGE BEIGE • DOWNPIPES TO MATCH SIDING _I -HORIZONTAL SIDING 6" PROFILE N.T.S. A5.3 ! ., : ·-1 '. I i I ! • '! • TOW.TGHPNe.ut;; fl/;= ·E·""""-@~N..H,t,RD15IDR',-1"F'RG"I..E • IW'!DIGO!lBLf3rotE~IFH91 @HCfUZGllf>l.~SIVN6-6"f'RGf'U -~CU>O£!<R'f~MSH @I..B:l6E!>TGt£ • ISLN<l!>o'WT600'! @ PREF,A,6 ~AL flW5l 6l.455 R.AJLlt6 1[;: 1~[~= I-=• :~ ir= ..... :...;u...._---..--..:. __ G)IGfteRlll!'> • W<AS~~I @tVODf'05f • TEJ/J6ftJt£l'BROl'-N G)Volffl.FAA'£Dt'tl0Ctt5 @)PfWICtSGRE:H @$0R'ITS~MNHe«R'ft5meET5WI: -11:XMtOEYBRGWI @scmTS~OFM..DIHG ®"'"""' @)Dl::WF'ftS•TOW.TGHSttAAs. -~TGAll.2:)f'RESTl6EBEJ6EGRff>t400l,O, @Sl.OPEP.£l0f' @FLATRO(.f' NORTH ELEVATION ..... a:1 ... ~-.. ~liC.\'lJIG< --· ~ I ! I !I I I ',I ! i 11 , .... ,1 -·20 ,0.204 MS RW 118"=1'-0" I· t ~ I t-! ~-~ f~ r · I '-"'"'·"'" ="'·''"·-"~'"'-•" ="'·"'" ~----suuc100 -•111&1a«~o.t ... 9....,,1ry,1nw>Cw¥ili.l,\ISC6Gi ,:~li<-0011:1.&a<m.&JJl APARTMENT BUILDINGS 22229 BROWN AVE. MAPlERIDGE,B.C. LANDSCAPE PLAN Ll alln-·~~~~i~f5 S,hCHl,l-'1QSSt.tCto<Jc/kl, .. s .... ,t,,,.!rn<hC<l.,mt,t,,V-,coG!l pOOl»..001!,f~O•~ll APARTMENT BUILDINGS 22229 DROWN AVE. MAPLERJDGE,B.C. PH.1-BUILDING 1 LANDSCAPE PLAN L2 17:J "<·U,<·;..•,,c:e:,1'<=.i•.T\\SU:>.--:l ,a.J.vl.<, '"'"'·"'-RC.,., ~,cc~•rs=·cssa= G~;~~-,s HT. ALUMINIUM FENCE ·-·=-"~'·''-.... '"" S,.G>1•Ua'.es,,i_,•os,_,a q<?FC0'1. E•!'<.'{"8"e',,cs.,•,.~so SEI.O'>'•"-"''·"-"H'•"' 0 ~OPSCOTCH PATIERN IN CONCRETE PATH 0 ~~~-~S PATIERN IN CONCRETE PAVING oeo,,--,,.oo,w.,,..,.,.....,;..,a .. ~,,.,..,, f"<'P"fyolF1,llll,o,\<l>"f•hthu011tnd""fr,otO, , .... -... """" ... ""'"""''"'"""""""' s....c100.,n.;s.,.c, ... o,+,. e..m,b';.emo1,c<4,moea,vscoo. p6~29..0011;1ro<-22 APARTMENT BUILDINGS 221.29 BROWN AV£. MAPlER!OGE,B.C. LANDSCAPE DETAILS LS STEPPING I SITTING LOGS ~\ '!!''; 1!fP.W, ~ • • j 1 I ' ~)f~-STANDING POST SOLUS DECOR FIRE PIT -48" HEMI IN NORI RATANA DECK BOX \!\IITH IA/HEELS AND HANDLE BELGARD RIVER ROCK GRANA-VICTORIAN ABBOTSFORD CONCRETE PAVER LIGHTING oc."'""'" ....... ""''"·'"""-.. .-"'"f>• p,"'°"'ofNCl"'"""F'-'"""_,._. ... ,__. ................. -it, .. , .. -...... ~ s.n,c,oo ... us,.o-,uo.w. .....,_....,,B,,i' .. C~V$CtGa 1cl1M2t..ollt1:I.IIG<1al'-ll022 , ........ -" APARTMENT BUILDINGS 22229 BROWN AVE. MAPLER!DGE,B.C. LANDSCAPE DETAILS LG BROWN AVE. CORNER PLAZA-SHRUB PLANTING BROWN AVE. CORNER PLAZA -TREE PLANTING CORNER PLAZA -EXTENT OF SRW CC"'l',..,.,,.-n..~, ......... ,,."07'~.,, P_..,.,.,.,c._.,-,....,..,.,, ......... , .... , ''P""'""'"'" .... 1"'"'""'P<1i""•-.. ,;, ~-~UCIOO • •t1ISUC1<t~D<i.-. B""'1oy,..-Cw..tu.VIC6Gt p:60<1U.00!1;1.I-J•:rn.-001l APARTMENT BUILDINGS 2ll29Bll0WNAVE. MAPLEIIIDGE,D,C. CORNER PLAZA LANDSCAPE PLAN LB I UEll<:/JlFcA1>£11G/l'5S " ,. SErOJJ.llll<VIJ\.l,lCl<Wl>f.A< COIUI.C,,.,...,. COfW.CAAl'E"TSTO>,ECl<Oi' BUILDING 1 APARTMENT BUILDINGS 22229BROWNAVE. MAPtERIDGE,B.C, ROOFTOP LANDSCAPE PLAN L9 i L S HEOULE ~:·~ :~"'""""·~~-... ~ .&2,,..._ Cl<.l\l.....,ffll":lffl'\UU•J-,.OCO,OTD! .i:'": -u•"·"'"-~'"'-1101£1 .. ,m, .. 101(1"'.; .. LQ:<P..,.,..,. ""EIC<'!JUITU'• ..... "6PT0.1C'f>'8)T~ C) ~ .. onlNG TABLEJ BENCH __......,.., . ..._...,,.~,,,.,.. OIA'<C"'-=============~ BUILDING 3 BUILDING 2 .......... --··-······~ .. -.. ,..=~-·-·-_,.::.. I ,_ ............. -...... -... .... -APARTMENT BUILDINGS 22229BROWNAVE, MAPlERI06E,B.C. ROOFTOP LANDSCAPE PLAN LlO ":J ~~~1--~~--------iiiiiiiiiii-iit ~·-.·-m -----~----! PROPOSED VARIANCES -Al.ONG SOUTH P.L. ! BLOG. 2 PARTIAL SITE PLAN Pl'RTIAL SITE PLANS APPENDIX D -----~-~==--==I!_--== ;i::::i: ====------K K UIL IN I BUILOING 3 AT SOUTH = 6.0 f,t r ., 5.29 m. i 3. SETBACK TO BUILDING (BUILOINGfl AT S0UTH)=5.61 IJ. -4. SETBACK TO DECKS {BUILDING 11 AT SOUTH)=4.24 IJ. / 5. SETBACK TO ROOF PROJECTION (BUILDING Al AT SOUTH)=J.49 IJ. 6. SETBACK TO DECKS (BUILDING 11 AT EAST)=6.11 1..1. 7. SETBACK TO ROOF PROJECTIONS (BUILOING fl AT EAST}=5.29 IA. 8. SETBACK TO DECKS (BUILDING 12 AT SOUTH)=6.·B !.I. 9. SETBACK TO ROOF PROJECTIONS {BUILDING 12 AT SOUTH)=6.•43 IJ. 10. SETBACK TO DECKS (BUILDING 13 AT NORTH)=6.08 I.I. 11. SETBACK TO ROOF PROJECTIONS (BUILDING fJ AT NORTH)=5.-42 I.I. lN1'1-lll11Ctt~~,d ~ql,C,V1l1GI ~t~.~ .. 20·204 MS RIV 1116'=1'-0 -ASK 1 APPENDIX E ADP design comments Landscape Comments: 1. Consider providing adaptable units on ground floor; ensure access is available to greater circulation system from adaptable units; Landscape Architectural Response: Adaptable unit is provided in Building 2. Where adaptable unit the only change in grading necessary is a slight sloping to eliminate the step at the building access point. No change in layout required. 2. Consider programming for older children in amenity areas; Landscape Architectural Response: There is a strong focus on play structures for house-bound mothers with small children as older children have wider access to play opportunities at school and parks but by including natural play components tucked into landscape there is no real age focus and offers play opportunities for older children 3. Ensure tree selection on slab is appropriate for soil depth; Landscape Architectural Response: Large growing tree species were shown in some of the interior planting beds. These large growing species were either moved to perimeter area and smaller species moved to replace or tree varieties in the interior beds were changed to small or medium scale tree species. The perimeter landscape beds have substantial soil volume for large trees. Where less soil volume in interior planting areas, smaller species are now shown. Plant quantities were updated to show specified trees. 4. Consider articulating or activating narrow fenced walkways associated with rooftop amenity either with landscape or hard surfacing or additional seating. Landscape Architectural Response: Roof deck plans have been amended to address the concern for narrow corridors. The plans have been amended to show walks that jog move and are placed in wider landscape areas. Widened areas have rock cobble beds, additional planters and some benches added. Plantings in roof deck planters amended to show layers of landscape and more interest to the spaces. Architecture Comments: 1. Consider articulating or providing windows on blank walls of Building 1; Architectural Response: Windows added and existing windows made larger. 2. Consider deleting storage room and adding partition doors to create a more flexible amenity space; Architectural Response: Some storage rooms deleted and created a larger area for the feasibility of the amenity area 3. Consider providing access to the washroom from the elevator corridor; Architectural Response: This cannot be done according to the Building Code 4. Consider adding accent colours to the facades and incorporating colour palette to landscape; Architectural Response: Building entrances enhanced and accent colours added art entrys. 5. Consider adding variety to material to create individual building identities. Architectural Response: Ledgestone colour added to Building 1 to create individual building identities. City of Maple Ridge TO: His Worship Mayor Michael Morden and Members of Council MEETING DATE: May 4, 2021 FILE NO: 2021-171-DP FROM: SUBJECT: Chief Administrative Officer Development Permit (Amendment) 12040 240 Street EXECUTIVE SUMMARY: MEETING: C o W An application has been received for the property located at 12040 240 Street, to amend the commencement date of Development Permit No. 2014-039-DP, issued on September 10, 2019, from March 24, 2021 to September 24, 2021. At the time, the City practice granted 18 months to start construction. The practice has changed since then, allowing for a two (2) year period. A Council resolution is required to give effect to this extended time period for 2014-039-DP. RECOMMENDATION: 1. That 2021-171-DP respecting property located at 12040 240 Street be amended to revise Clause 5 to allow two (2) years to commence construction; and further 2. That the Corporate Officer be authorized to sign and seal 2021-171-DP as amended. DISCUSSION: a) Background Context: Applicant: Legal bescription: OCP: Existing: Proposed: Zoning: Existing: Proposed: Surrounding Uses North: South: East: 2021-171-DP Geoff Lawlor Architect, AIBC Lot: 20, Section: 22, Township: 12, Plan: NWP25968 Commercial Commercial C-2 (Community Commercial) C-2 (Community Commercial) Use: Residential Zone: RS-3 (One Family Rural Residential) Designation: Estate Suburban Residential Use: Service Station Zone: CS-1 (Service Commercial) Designation: Commercial Use: Residential Zone RS-3 (One Family Rural Residential) Designation: Agricultural (in the ALR) 1106 Page 1 of 3 West: Use: Shopping Centre Zone: C-2 (Community Commercial) Designation: Commercial Existing Use of Property: Proposed Use of Property: Site Area: Access: Servicing: Previous Applications: b) Project Description: Vacant Commercial with two (2) apartments 0. 589 HA 240 Street Urban 2014-039-DP (being amended) This application is to extend the date for commencing the construction of the proposed mixed use commercial building with two (2) apartment units under the previously issued development permit 2014-039-DP from March 24, 2021 to September 24, 2021. No changes are being proposed to the form and character of the project. Council has already approved the two (2) storey mixed-use building with about 1,278 sq. m. (13,756.3 sq. ft.) of ground floor retail space plus 152 sq. m. (1636.1 sq. ft.), a partial second storey with about 551 sq. m. (5,930.91 sq. ft.) of office space and two 2-bedroom residential dwellings. The total floor area will be about 2,205 sq. m. (23,734.4 sq. ft.) (see Appendix C). c) Planning Analysis: Section 504 (1) of the Local Government Act (LGA) states if a holder does not substantially start construction within two (2) years after the permit is issued, it lapses. The two-year time limit can be modified by the terms of the permit. Since the beginning of this year, the 18 month expiry was changed to a two (2) year expiry period as permitted under the LGA. Council has the ability to amend permits being incidental to the power to issue them with conditions and pursuant to Section 114 of the Community Charter Act, may amend permits. Consequently, this application to amend development permit 2014-039-DP by extending the dates in clause 5 from March 24, 2021 to September 24, 2021, has been forwarded for Council approval. CONCLUSION: The City has changed the expiry period to two (2) years for development to commence after a development permit issuance by Council. The subject application (2021-171-DP) is to allow for this two (2) year time limit to be applied to development permit 2014-039-DP that was issued on September 10, 2019. 2021-171-DP Page 2 of 3 It is therefore recommended that this application be favourably considered and the Corporate Officer be authorized to sign and seal 2021-171-DP amending 2014-039-DP with respect to clause 5 and allowing two (2) year to commence construction. "Original signed by Adrian Kopystynski" Prepared by: Adrian Kopystynski MSc, MCIP, RPP, MCAHP Planner "Original signed by Chuck Goddard" Reviewed by: Charles R. Goddard, BA, MA Director of Planning "Original signed by Christine Carter" Approved by: Christine Carter, M.PL, MCIP, RPP GM Planning & Development Services "Original signed by Al Horsman" Concurrence: Al Horsman Chief Administrative Officer The following appendices are attached hereto: Appendix A -Subject Map Appendix B -Ortho Map Appendix C -Previous Permit and Site Plan 2021-171-DP Page 3 of 3 V V "' 0, "' "' 0, 0, ~ ~ ~ <o "' O> O> ~ ~ J "' gi ill ~ ~ ... <o ill ill ~ ~ "' O> Rl Rl ~ ~ 12125 ,-: "' 12139 a> 12130 O> 12113 ~ 12120 12127 -.... 12105 12110 '°'fl, "' 0, "'..-"' "' 121AVE. "' .., ~ "' <o a, <o a, <o "' <o .... a, g: 0, 0, ~ 0, "' "' "' "' "' "' "' "' "' ~! .... .... a, 0, 0, 0, "' "' "' "' 1206 AVE. l~A)(..V,;c~ 2~2xo!4o~z5)< ~ 202~3~5~~ 12067 "' .; "' 0, 0, ~ .., "' a, \ a, 0, ~ ~ gi r~ "' "' ... ~ ~ ~ ~ ~ ~ :\ "'"'~~ ... :"!>°'°' 119BAVE. Cl 23998 23996 ~, Iii en ~ 11966 i .,. 11960 11951 11954 11948 \ 11942 ' 11936 Legend -Stream Ditch Centreline Indefinite Creek 12152 12142 12126 12112 ,-: "' 0 ~ 12084 12074 12040 / "' "' C ... "' ,-: U) 0 ~ 11968 I N ~ Active Applications (RZ/SD/DPNP) Scale: 1 :2,500 I I I I I . I)< ) .... 0, C C ~ <o 8 ... "' i APPENDIX A ~: )( )( ~xx XYY-YYYYYYXY)o ~ ~0~MXJ\A.~~'Vv~xxxxxx 2013 105. DP x x x .,, x x x x x x x y - -·,;v'xx XXYXXX A-~AXA x)()()(XXXXXXX )< xxxxxxxxxX'x'xxxxxxxx -__ _, --· --~ SUBJECT PROPERTY I ~ ... "' "' .... C c:, ~ ~ I I I I t I I t I ~ C ... ~ .... C ... "' DEWDNEY TRUNK RD. ;: ~ I I I I Ii ,, I I 12040 240 Street PIO: 008-833-290 PLANNING DEPARTMENT ... "' I~ p; I "' I I I I I I FILE: 2020-171-DP DATE: Apr 20, 2021 BY:DT -.., ____ --Legend -Stream N ---Ditch Centreline - -Indefinite Creek Scale: 1 :2,500 APPENDIX B 12040 240 Street PIO: 008-833-290 PLANNING DEPARTMENT --:=""' .... ··...___ •••• FILE: 2020-171-DP DATE: Apr 20, 2021 mapleridge.ca BY:DT I MAPLE RIDGE ------British Columbia CllY OF MAPLE RIDGE DEVELOPMENT PERMIT NO. 2014-039-DP COMMERCIAL & MULTI-FAMILY TO: 0793619 B.C. LTD., INC.NO. BC0793619 1229 DOMINION AVENUE PORT COQUITLAM, BC V3B 8G7 (the "Permittee") APPENDIXC 1. This Development Permit (the "Permit") is issued subject to compliance with all the Bylaws of the City of Maple Ridge (the "Municipality") applicable thereto, except as specifically varied or supplemented by this Permit. 2. This Permit applies to, and only to, those lands within the Municipality described below and any and all buildings, structures, and other development thereon: LOT 20 SECTION 22 TOWNSHIP 12 NEW WESTMINSTER DISTRICT PLAN 25968 EXCEPT PLAN EPP84654 (the "Lands") 3. As a condition of the issuance of this Permit, Council will be holding the security set out below to ensure that development, including landscape works is carried out in accordance with the terms and conditions of this Permit. The condition of the posting of the security is that should the Permittee fail to carry out the development hereby authorized, according to the terms and conditions of the Permit within the time provided, the Municipality may use the security to carry out the work by its servants, agents or contractors. Any surplus shall be paid over to the Permittee upon verification by the Director of Planning of the Municipality, or their designate, that the development has been completed in accordance with the terms and conditions of this Permit. There will be filed accordingly: a) A Certified Cheque in the amount of $55,076.00. 4. The Lands described herein shall be developed strictly in accordance with the terms and conditions and provisions of this Permit and any plans and specifications attached to this Permit which shall form a part hereof. 5. If the Permittee does not substantially commence the development permitted by this Permit within 18 months of the date of Council Authorization of this Permit, (September 24, 2019), this Permit shall lapse. 6. In the event that this Permit lapses, the Permittee may request refund of the security described in Paragraph 3, and the Municipality shall make such refund, provided that Council approves such refund by resolution. 7. This Permit is not a Building Permit. r -E-~ AUTHORIZING RESOLUTION passed by the Council the 10 day of September, 2019 ISSUED on the day of , 2020. Corporate Officer t·;!:,1'..:.= ~-;:~~ ...... ,.,...~ .,,,__,,._,, ~.:=.."-. @ ~~:age enclosure -rear (I) (L; ' ASK-Jr ... 1.1 ASK~r ... G ASK.5,,..C .SU 11,p(il L;,11, -... ~ rs •view locationm, &1,.....0y sh:adciwstl.d"'1 rr,A,.>ij,11\5 ~~-·-"' .... .,.1u;i,w,s ::':,:..";:--... ,..,_ .,..,""-F'•1"4s .. ,O tr,(S.,.IMS ""'---~"4-.......... ,1115 __ ........... ... u,.,,in1 ;:';'!,"';;;:'""•';,.t:11,-..... ._._. ,.,IC.Ju;i\l<OI ... -. ............ -~Do.SIii :OZ .... "!::~::".!:."..,. ... ic. ... ,,111, wnl&-{ ............... -o..D<tS/17 .,,.....,._,,;,,,. .... -_..,.,..,,s,11 =~=: ... , ....... Yi. ----··"'"""' ... ,0.0.,1111 .. _.. .. !lo< .. -•·-·-· .. ,._....,,;11111 .............. -.. .... a.,._,,.,. ~~:=.,~ DP presentation March 16/16 A,cl/il/f/JJIA,Jnc. ;;;-.. -:-;.~~ -· Commetcbllro,!donrl>I re-zoningp-op:,,al Lo1.,0<2Z.}12. D ..... :OHI '· ................... -·"" 5ileplanandsedioos ....... , .. , ......... -.-.. --ASK-1 revQ -~~!.-: -r.::. r '------~-City of Maple Ridge map I er id g e. ca TO: His Worship Mayor Michael Morden MEETING DATE: May 4, 2021 and Members of Council FILE NO: 11-5600-01-2021 FROM: Chief Administrative Officer MEETING: cow SUBJECT: Contract Renewal: Hydrovac Services EXECUTIVE SUMMARY: In 2018, the City of Maple Ridge invited proposals from qualified proponents with experience in providing Hydrovac Services on an as required basis at various locations in the City of Maple Ridge. The City entered into contracts with Badger Daylighting Limited Partnership and McRae's Environmental Services Ltd. for one year with the option to extend for four additional years on a year by year basis. Hydrovac, or hydro excavation is where high-pressure water is used to loosen the soil and dig a hole before the material is then suctioned into a tank. The technology allows for quick and precise excavations over conventional excavation methods especially when locating buried utilities. Hydrovac contractors are utilized by the Engineering Operations Department in the operation, maintenance and construction of the City's various underground utilities. This purpose of this report is to. seek Council approval to renew hydrovac service contracts with two separate contractors, the third of a possible four one-year extension options. RECOMMENDATION: That the contracts for Hydrovac Services on an as required basis with Badger Daylighting Limited Partnership and McRae's Environmental Services Ltd. be renewed for one year and That the Corporate Officer be authorized to execute the contract extension. DISCUSSION: a) Background Context: In 2018 the City publicly advertised a Request for Proposal, inviting submissions from qualified proponents with experience in providing Hydrovac Excavation Services on an as, if and when required basis at various locations in the City of Maple Ridge with the intent to establish a shortlist of preferred service providers. 1131 Doc# 2755004 Page 1 of 2 'L. ~ Nine (9) proposals were received and evaluated in accordance with established evaluation criteria, with Badger Daylighting Limited Partnership and McRae's Environmental Services Ltd. selected as the successful shortlisted proponents. The selected Hydrovac companies are required to be available on an ongoing basis, both during regular business hours as well as after hours, weekends and holidays to support the Engineering Operations Department as required. The current intent is to renew the contracts with Badger Daylighting Limited Partnership and McRae's Environmental Services Ltd. for an one year period with the option for an additional further two one year periods. Hydrovac Services will be utilized by the various sections within the Engineering Operations Department including Roads, Water, Sewer and Electrical/Mechanical. b) Financial Implications: This service is to support the Engineering Operations Department in bulk excavation works including scheduled works and emergency call outs. Services will be provided utilizing established hourly rates. The approximate value spent in 2019 and 2020 was $290,000 and $361,000 respectively. The total annual value of the contract is anticipated to be similar to previous years and estimated to be approximately $350,000. Funding sources will include development servicing charges, annual maintenance funding and utility capital funding. CONCLUSIONS: The City of Maple Ridge is seeking to extend agreements with Badger Daylighting Limited Partnership and McRae's Environmental Services Ltd. for a third year for Hydrovac Services for a one year period with the future option to renew for two additional one year periods. / Prepared by: Davin Wilson, P.L. Eng, AScT Superintendent of Wat ~.r.ks----Approved by: David Pollock, P. En IM Concurrence: Al orsman Chief Administrative Officer Doc# 2755004 Page 2 of 2 City of Maple Ridge TO: His Worship Mayor Michael Morden and Members of Council MEETING DATE: May 4, 2021 FILE NO: 11-5400-01 FROM: Chief Administrative Officer MEETING: Committee of the Whole SUBJECT: Award of Contract: Pavement Rehabilitation Program EXECUTIVE SUMMARY: As part of Council's commitment to infrastructure renewal and replacement, the City developed a pavement rehabilitation program to maintain the condition of road network in a cost-effective and sustainable manner. In 2020, the City completed field data collection of pavement inventory and a surface condition survey of arterial, collector and local roads, resulting in a comprehensive report that details the surface and sub-surface condition of Maple Ridge's road network. This data was utilized to develop an overall management system report that culminated in a multi year program that prioritizes repaving locations to maximize pavement service life while lowering annual maintenance costs. The last data collection was undertaken in 2014 and comparison of the measured degree of cracking and pavement roughness indicates a small increase in overall network performance. This year's program consists of a total investment of $3.64 million in rehabilitation works on 16.9 km of roads. In March 2021 an Invitation to Prequalify was issued for contractors to bid on the Road Rehabilitation Program tender. This is a new one year contract, with up to four (4) possible one year extensions. RECOMMENDATION: That the contract for the Pavement Rehabilitation Program be awarded to B.A. Blacktop Ltd. in the amount of $3,166,965.46 excluding GST; and That additional work locations under 'extra work provisions' in the contract up to 15% of the value of the contract ($475,044.81 excluding Gsn, be approved; and further That the Corporate Officer be authorized to execute the contract. DISCUSSION: a) Background Context: A public invitation to prequalify (RFQ-OP21-26) was conducted in March 2021. Following an assessment of six submissions, five contractors met the prequalification criteria and were issued an Invitation to Tender (ITI-OP21-30). All five contractors submitted bids on the Pavement Rehabilitation work. An evaluation was completed and it was determined that B.A. Blacktop Ltd. provided the best value. 1132 Doc # 2764439 Page 1of 3 f I b) Financial Implications: The funding for this work is approved within the Financial Plan and is within budget. This is a unit price contract and, as such, a 15% extra work provision has been added for potential additional works within the approved budget envelopes. The City's Purchasing Policy requires that the potential to add additional works to be identified to Council at time of award. The tender results are as follows: B.A. Blacktop Ltd Mainland Construction Materials ULC dba Winvan Paving All Roads Construction Ltd. Jack Cewe Construction Ltd. Lafarge Canada Inc. $3,166,965.46 $3,177,215.29 $3,656,413.43 $3,687,429.60 $3,878,976.70 This year's program combines 2021 allocated funds from the approved capital plan Including TransLink funding, for a total investment of approximately $3.8 million in road resurfacing and associated works this year. c) Planned Locations: Applying the funding allocation to specific road surfacing projects will enable 24 roads in Maple Ridge to be resurfaced this year. Additional locations may be added as budget allows. West Street (Hammond Road to 203 Street) Stewart Crescent (113B to 115A Street) 113 Avenue (206 Street to Maple Crescent) 118 Avenue (203 to 207 Street) 123 Avenue (203 to 214 Street) Wicklund Avenue (Skillen to 210 Street) Cook Avenue (Laity to 210 Street) 214 Street (Dewdney Trunk Road to the Cemetery) 216 Street (Dewdney Trunk to Road to 123 Avenue) 216 Street (124 Avenue to Abernethy Way) Grace Street (126 Avenue to Blackstock Street) Dewdney Trunk Road (216 to 222 Street) 227 Street (Lougheed Highway to Dewdney Trunk Road) 227 Street (Brown to 122 Avenue) 235 Street (128 Avenue to end of the road) Fern Crescent (128 Street to Golden Ears Park) River Road (Laity to 207 Street) 2388 Street (118 Avenue to Dewdney Trunk Road) 104 Avenue (26956 104 Avenue to 276 Street) 284 Street (Dewdney Trunk Road to 116 Avenue) McNutt Road (Dewdney Trunk Road to 12250 McNutt Avenue) 130 Avenue (130A Avenue to 256 Street) 98th Avenue (264 to 268 Street) McClure Drive (241 to 245 Street) Page 2 of3 d) Future Works: This is a unit price contract and as such may be extended by up to 15% to rehabilitate additional road surfaces depending on weather, time commitment, preparation and budget. e) Conclusions: The recommended contract award continues Council's commitment to infrastructure renewal and replacement. Award of the contract would see this work completed through the Summer of 2021. Prepared by: Walter 0/eschak PMP S~perintendent Roads &EJe.e ./~--====--~ ~,i(w~ASCT / o~v~zneering Operations Approved by: W.David F. Pollock P.Eng General Manager Engineering Services Ol~ Concurrence: Al Horsman Chief Administrative Officer Page 3 of 3 1~ :~ I !: r 1--I: i-i 1-., 1~ ! - TO: City of Maple Ridge His Worship Mayor Michael Morden and Members of Council MEETING DATE: May 4, 2021 FILE NO: 01-0340-50 FROM: Chief Administrative Officer MEETING: CoW SUBJECT: Amended Procurement Policy No. 5.45 and Bylaw No. 7711-2021 Delegation of Procurement Authority EXECUTIVE SUMMARY: According to the direction received by Council on May 7, 2019, a complete review and update of the 2004 Purchasing Policy No. 5.45 has been conducted by staff, and during subsequent meetings Council's feedback was captured. During the research phase of the policy update, the requirement for a bylaw to delegate authority for procurement was identified. Building on the foundation of the current policy, the amended policy (Appendix E), and a new bylaw to delegate procurement authority (Appendix D) will align with today's legislative requirements, applicable trade agreements and evolving procurement best practices. Staff are bringing forward a modernized procurement policy and a new bylaw that delegates procurement authority for Council adoption. A new operational procurement procedure manual has been provided for reference and context only. RECOMMENDATION: That Procurement Policy No. 5.45 be adopted as amended upon adoption of Procurement Authority Bylaw No. 7711-2021. a) Background and Discussion: At the Council Workshop held on May 7, 2019, Council approved the recommendation "That the Purchasing Policy 5.45 be revised as discussed in the staff report dated May 7, 2019 and brought back for Council consideration". A complete review of the Purchasing Policy was conducted and during subsequent meetings Council's feedback was captured. During the research phase of the policy update, the requirement for a bylaw to delegate authority for procurement was identified and is attached to this report as Appendix D. 1151 2729324 Page 1 of6 The City's current Purchasing Policy No. 5.45 (Appendix C) was approved in 2004 and has effectively served the City. However, changes in procurement law, trade agreements, and current legislated bylaw requirements necessitated the development of a new bylaw that delegates procurement authority (Appendix D), modernization of the current policy including a name change (Appendix E), and the development of a new operational procurement procedure manual (Appendix F) for City staff. The modernized procurement policy and bylaw address necessary changes for compliance with the provincial regulatory landscape and evolving procurement best practices. The operational procurement procedure manual will provide staff with a comprehensive resource to support them through the procurement process. Combined, these documents are intended to accomplish the following: • Aligns the Policy with applicable trade agreements; • Aligns the Policy with a number of recommendations put forward by the former Auditor General for Local Government; • Confirms the objective of conducting fair and transparent procurement and provide a guide that establishes appropriate procedures and rules; • Advances Councils commitment to sustainability; • Clarifies the City's requirement for conducting procurement with fairness and probity; • Facilitates the delegation of procurement authority pursuant to section 154(1) of the Community Charter, S.B.C. 2003, c. 26; and • Streamlines the procurement approval process. Due to the extensive changes to the Policy it is not practical to provide a copy of the original policy to compare side by side. The following is intended to provide a summary of key areas that have changed: Revised Policy: • Changes the name of the Policy from "Purchasing" to "Procurement"; • Aligns procurement values with applicable trade agreement thresholds; • Aligns procur,ement methods with current best practises (Appendix A); • Defines roles and responsibilities; • Additional section on sustainability; • Additional section on contract management; • Additional section on vendor performance management; and • Updates definitions. New Operational Procurement Procedures Manual includes • Expanded methods of procurement and procedures; • Contracting for goods, services and construction; • Risk Management; • Contract Management, Supplier Performance and Contract Dispute; • Contracts and Agreements Registry; • Minimum requirements for competitive bids; • Discriminatory Practices; and • Exemptions -Circumstances for single source and sole source. 2729324 Page 2 of 6 New Bylaw: • Addresses legislated requirements for delegation of procurement authority; • Revises delegated procurement authority thresholds (Appendix B); • Provides for changes to positions; and • Clarifies the scope and conditions on use of delegated authority. Building on the foundation of the current policy, alignment with legislated requirements, applicable trade agreements and evolving procurement best practices, staff are bringing forward a new bylaw that delegates procurement authority and a modernized procurement policy for Council adoption. The Operational Procurement Procedures manual is attached as Appendix F for reference and context only. b) Strategic Alignment: Our objective is to ensure that the Bylaw, Procurement Policy and Operational Procurement Procedures manual aligns with the City's objectives and to make sure that the delivery model continues to function effectively. c) Citizen/Customer Implications: A modernized Policy that integrates procurement best practices will provide an easily understood tool for staff and the vendor community. The Operational Procurement Procedures Manual will support staff in effectively navigating through the procurement process. d) Interdepartmental Implications: Following a consultative process that included input from various stakeholder departments, the new Bylaw, modernized Policy and Operational Procurement Procedures manual will provide staff with tools and will enhance the procurement best practices the City has already adopted. e) Business Plan/Financial Implications: A new Bylaw provides for the delegation of procurement authority and authority to sign agreements in accordance with current legislated bylaw requirements, and clarification that, other than in emergencies, procurement transactions must be allocated and approved by Council in accordance with the Financial Plan before procurement begins. f) Policy Implications: This Bylaw delegates procurement authority and will bring the Procurement Policy in alignment with current legislated requirements, and the adoption of a modernized Policy will provide staff with a comprehensive policy that will ensure City procurement is conducted efficiently and effectively, utilizing a Policy that is within regulatory landscape, compliant with trade agreements, public sector standards and competitive bidding laws. 2729324 Page3 of6 CONCLUSION: Staff have brought forward a modernized procurement policy, and a new Bylaw that delegates procurement authority for Council adoption. A new Operational Procurement Procedure manual has been provided for reference and context only. Prepared by: Daniela Mikes, SCMP, CRM Manager of Procurement &£. Reviewed by: Catherine Nolan, CPA, CGA Corporate Controller Reviewed by: Trefor The>thi:>son Director of Finance ~ Approved by: Christina Crabtr e Concurrence: Attachments: Appendix A -Procurement Method Appendix B -Delegated Procurement Authority Limits Appendix C -Purchasing Policy No. 5.45 (Current) Appendix D -Draft Delegation of Procurement Authority Bylaw No. 7711-2021 (New) Appendix E -Draft Procurement Policy No. 5.45 (Revised) Appendix F -Draft Operational Procurement Procedures (New -provided for reference) 2729324 Page 4 of 6 ~ ! - APPENDIXA PROCUREMENT METHOD The following table has been provided for ease of comparison between current and proposed policy levels. ESTIMATED TRANSACTION COST ESTIMATED TRANSACTION COST GOODS SERVICES & CONSTRUCTION GOODS & SERVICES Less than $1,000 $1,000 -$20,000 $20,000 -$100,000 Greater than $100,000 Direct Award Less than $5,000 Some Degree of Competition Greater than $5,000 -less than $20,000 Minimum of three bids Greater than $20,000 -less than $75,000 Formal Competitive Process Greater than $75,000 CONSTRUCTION Direct Award Some Degree of Competition Written Quotation Process (minimum of three) Formal Competitive Process Less than $200,000 Written Quotation Process or Formal Competitive Process Greater than $200,000 Formal Competitive Process CONSULTING AND PROFESSIONAL SERVICES CONSULTING AND PROFESSIONAL SERVICES Less than $20,000 Direct Award Less than $50,000 Direct Award 2729324 Page 5 of6 APPENDIX B DELEGATION OF PROCUREMENT AUTHORITY LIMITS The following table has been provided for ease of comparison between current policy levels and proposed levels in the bylaw. CURRENT PROPOSED Position Delegated Approval Authority Position Delegated Approval Authority Limit Limit City Council Greater than $150,000 City Council Greater than $750,000 Chief Administrative GreAfer~an$100POOb~ Chief Administrative Up to $750,000 Officer less than $150,000 Officer General Manager Greater than 20,000 but less General Manager Up to $500,000 than $100,000 Director Up to $20,000 Director Up to $200,000 Deputy Up to $150,000 Manager Up to $75,000 ** Other than in emergencies, procurement transactions must be allocated and approved by Council in accordance with the Financial Plan before procurement begins. 2729324 Page 6 of6 Title: Purchasing POLICY STATEMENT District of Maple Rid~e APPENDIXC Policy No : 5.45 Supersedes: Amended Authority: Council Approval: November 9, 2004 Effective Date: November 10, 2004 Policy Statement: This policy applies to all employees or elected representatives of the District of Maple Ridge who may be required to use corporate funds for goods or services. Purpose: 1. PRIMARY OBJECTIVE As part of the duties assigned to it in the Local Government Act, the Corporation of the District of Maple Ridge must engage in the procurement of goods and services. The primary objective of the Purchasing Division is to assist all internal customers to achieve best value for dollars expended by the District. Lowest price can be best value, but lowest price is not always best value. We look at the total cost of ownership, which may include but not be limited to: 1. acquisition cost 2. quality required 3. residual value 4. disposal cost 5. training cost 6. maintenance cost 7. delivery and shipping terms 8. warranties 9. payment terms 10. performance 11. environmental impact The Purchasing Section is committed to conducting business with fairness, probity, and respect for all paiiies involved. - 1 - 2. SERVICES PROVIDED BY THE PURCHASING TEAM Purchased products and services account for a significant pmiion of total operating cost. This provides a continuous oppmiunity for cost reduction and control. The Purchasing Team provides support to ensure an uninterrupted supply of goods and services of acceptable quality and best value. This support includes the following: 1. Procurement: various degrees of involvement based on complexity, risk and dollar value. Consultation with the Purchasing team is required if the purchase is beyond the specific dollar limits of the user's purchasing card. 2. Management of surplus and scrap: reuse or disposal for best value 3. Sourcing: new products, services or vendors or technology. 4. Research 5. Contract management: various degrees of involvement based on complexity, risk and dollar value. All supply transactions have contractual implications. 6. Resolution of Supply disputes. 7. Standardization: products and services 8. Sponsorship: process development and contract management 9. Inventory management 10. Central Stores 11. Vendor relations and development 12. Record keeping 13. Training, coaching and monitoring on procurement and other supply issues. PURPOSE: To summarize the responsibilities of the Purchasing Team. 3. AUTHORITY & RESPONSIBILITY 3.1 CHIEF ADMINISTRATIVE OFFICER The Chief Administrative Officer as directed by Council delegates Purchasing authority throughout the organization, as outlined in Schedule "A". 3.2 GENERAL MANAGERS The General Managers are responsible for ensuring Purchasing Policy is followed within their areas of control. PURPOSE: • To ensure that expenditures comply with the District business plans. • To ensure that sufficient analysis and discussion has taken place. • To ensure the risk of fraud, embezzlement and error is minimized. 4. SERVICE CONTRACTS Services procurement is subject to the same policy as materials, equipment or supplies procurement. The annual value of a service contract determines the authorization required. - 2 - EXAMPLES OF SERVICE CONTRACTS: 1. Professional or Consulting Services • Legal • Banking • Engineering • Architectural • Planning 2. Facilities and Equipment • Janitorial • Equipment Maintenance • Security 3. Labour and Construction • Plumbing • Clean Up • Inspection 5. PROCESS OR TOOLS PRINCIPAL PROCUREMENT TOOLS (subject to dollar thresholds in Schedule A) 1. Invitation to Tender: A formal request for sealed bids for the supply of specific goods or services in response to an adve1tised invitation. It may be opened in public. The Tendering process itselffonns complex legal obligations. PURCHASING MUST BE INVOLVED AND NOTIFIED WHEN THE TENDER IS FIRST BEING DEVELOPED. 2. Request for Proposals: A formal request for sealed submissions. It is not as specific as an Invitation to Tender. It describes an opportunity or problem and asks for solutions and costs for those specific oppo1tunities or problems. The RFP process itself forms complex legal obligations. PURCHASING MUST BE INVOLVED AND NOTIFIED WHEN THE RFP IS FIRST IS FIRST BEING DEVELOPED. 3. Prequalification: An attempt to identify in advance of an actual Tender or RFP suppliers that are capable of successfully accomplishing what is required in that Tender or RFP. Usually, this is used in complex procurements only. The Prequalification process itself may form legal obligations. PURCHASING MUST BE INVOLVED AND NOTIFIED WHEN THE PREQUALIFICA TION IS FIRST BEING DEVELOPED. 4. Request for Information: A request for written information. It may or may not develop into a supply contract. This does not have the legal obligations of an Invitation to Tender, Request for Proposals or a Prequalification. PURCHASING MAY BE INVOLVED IN A CONSULTATIVE ROLE AT THE DISCRETION OF THE END USER. - 3 - 5. Purchasing Card: The Purchasing Card is a corporate credit card issued to specific employees for purchases within clearly defined parameters. Purchasing will determine who shall participate in the card program and the spending limits of each card user. Every card user will have a designated supervisor or manager for authorization. PURCHASING MAY BE INVOLVED IN A CONSULTATIVE ROLE AT THE DISCRETION OF THE END USER. 6. CHOOSING THE BEST PROCESS OR TOOL The Purchasing Team, after consultation with their customer will select the most suitable procurement tool or process. 1) Time: When are the goods and/or services required? 2) Complexity: Are there specifications, alternate solutions, sub-contractors to be considered? 3) Risk: Is there low, moderate or high risk regarding public liability, danger to our property, failure to perform? 4) Cost: Generally, the higher the cost, the more complex the appropriate process. 7. PROHIBITIONS The following activities are prohibited: 1) The division of contracts to avoid using the tools and practices as described in the Purchasing Policy. 2) Purchase by the District from any member of Council, appointed officers, employees of the District or their immediate families or from any other source that would result in a conflict of interest. 3) Purchase by the District of any goods or services for personal use by or on behalf of any member of Council appointed officers, employees of the District or their immediate families. 4) The use of a purchasing card by anyone other than the person to whom the card was issued. 5) The release of a Suppliers written or oral information. This practice is unethical and may be illegal as well as damaging to the District's competitive position. Requests of this nature are to be managed through Purchasing. 8. CO-OPERATIVE VENTURES The District may participate with other government agencies, public authorities or private organizations in co-operative acquisition ventures where it is in the best interest of the taxpayer to do so and may follow the procedures set out by the group responsible for the venture. -4- 9. PREFERENCE TO LOCAL SUPPLIERS We support local merchants by encouraging the use oflocal suppliers and by purchasing locally, where all things are equal. The following priorities will be given where all things are equal, (i.e. after giving due consideration to determining overall Best Value) • Firstly -Locally • Secondly -Within the Province • Thirdly -Within Canada • Fourthly -Outside Canada No percentage differences or dollar preferences will be given to purchasing locally as that would represent a direct grant to local suppliers, however, full consideration will be given to potential future costs or savings that may be experienced by using a local. 10. ITEMS NOT REQUIRING THE INVOLVEMENT OF PURCHASING Although subject to all other District Policies and Procedures the involvement of Purchasing Staff is not required for the following items: • Petty Cash Professional and Training Activities • Training and Education • Conference Fees • Convention Fees • Courses • Magazines • Meeting Expense • Memberships • Periodicals • Seminars • Staff Development • Staff Training • Staff Workshops • Subscription -5 - Refundable Employee Benefits • Cash Advances • Ente1iainment • Hotel Accommodation • Meal Allowances • Mileage Allowance -Vehicle • Miscellaneous Travel Expense (e.g. Airp01i Fees) Employer's General Expenses • Debt Payments • Grants to Agencies • Licenses (vehicle, elevators, radios, etc.) • Medical and Dental Expenses • Payment of Damages • Payroll Deduction Remittances • Petty Cash Replenishments 11. PURCHASING CARDS Although subject to all other District Policies and Procedures, including Purchasing Policy -Tools and Processes, the involvement of Purchasing Staff is not required. Purchasing may be utilized in a consultative capacity on any Purchasing Card transaction, e.g. recommend vendors. 12. CONTINGENCY AND SCOPE CHANGES Contingency allowances provide Project Manager's with discretion to meet a requirement, which is not perfectly defined. Unit price contracts are valued according to a process established in the contract documents. Quantities may vary. As a result, the bid is not a fixed sum or ceiling, but, rather, a common basis for comparison among bidders. These contracts may require a contingency as the final quantities may be more or less than the original estimate. Contingency options must be outlined in Reports to Council when an award is recommended. -6- 12. CONTINGENCY AND SCOPE CHANGES (Cont'd) During the course of a project, additional works may arise that could not be anticipated during the project planning process. A contractor already engaged in works for the District may be able to better respond to this related work as they have already very recently met District requirements. For example, other potential bidders may not be able to obtain requisite insurance and bonding in a timely and/or cost effective manner. As a result, the contractor engaged in the principal works may be asked for a quotation for additional works. This offer may be accepted, provided it is reasonable, and good value in the opinion of the Project Manager and the Manager of Procurement. Funds must be available for Scope changes as for any other activity of this nature. 13. SOLE SOURCE PROCUREMENT There are occasions when products/services must be purchased from one specific source or manufacturer. Personal preference for ce1tain brands or products does not justify limiting competition. Whenever possible competition should be encouraged and developed. Products or services purchased on a sole source basis must meet at least one of the criteria shown below. Compatibility with existing equipment The products or services are being purchased to directly interface with or attach to equipment of the same manufacture, and no other manufacturers products will correctly and effectively interface with existing equipment. Compatibility for instructional purposes The products are being purchased to supplement existing equipment for use and operation. The product must exactly match the existing equipment and is being purchased to provide uniformity for instructional purposes. Uniformity should provide a significant instructional benefit. Compatibility for Research If the main purpose for acquiring equipment, supplies or services is to replicate specific outcomes, using the exact products that produced the original results may be necessary. Only one supplier can be identified to supply a productor service In rare cases, only one supplier may exist to provide a particular product or service. Specifying patented products or processes, when not necessary to meet functional requirements, is not acceptable as a sole source justification -7- Emergency Purchasing When quick or immediate acquisition of goods or services is determined to be necessary to restore or maintain minimum acceptable levels of community service, or prevent serious delays or injury. In an emergency the preparation, documentation and analysis aspects of the usual purchasing procedures as described in the Procedure section of Schedule "A" Acquisition Dollar Amount Approval Thresholds may not be possible. Oral authorization will be acceptable as described in the Approval Required section of Schedule "A' Acquisition Dollar Amount Approval Thresholds. All normal purchasing documentation and reporting, complete with signed authorizations as required is to be completed as soon as possible after the emergency. Sole Source Justification Report A written explanation, commonly referred to as a Sole Source Justification, must be provided to the Manager of Procurement to support sole source purchases over $20,000. The Chief Administrative Officer will give final authorization. Your Sole Source Justification Report will be filed as pmi of the official procurement documents and may be subject to review or audit by interested pmiies. e.g. Freedom Oflnformation and Privacy Requests. 14. CONSULTING AND PROFESSIONAL SERVICES CONTRACTS Consulting and professional services contracts will be awarded on the basis of demonstrated competence and qualifications for the type of professional services to be rendered. Any professional services or consulting contract less than $20,000 may be awarded directly at the discretion of the appropriate General Manager or his/her designate. Any professional services contract expected to be worth more than $20,000. annually shall be bid competitively as described in Schedule "A" Acquisition Dollar Amount Approval Thresholds or Sole Source Justification shall be required. The appropriate General Manager will conduct reviews of significant contracted consulting or professional services with the Manager of Procurement on a rotational basis so that there will be at least one review each year. All significant consulting or professional services contracts will be subject to review at least once every three years. - 8 - SCHEDULE "A" This schedule refers to the approvals required for the various dollar values of procurement. Other than in emergencies, budget approval is required before Procurement begins. ACQUISITION DOLLAR AMOUNT APPROVAL THRESHOLDS Once Municipal Council through the Business Plan and Budget process has approved funds for your purchase, the following thresholds apply: Estimated Value of Purchase/ Contract* Greater than $150,000. Greater than $100,000. but less than $150,000. Procedure Have the Procurement division work with end users to obtain sealed Tenders, Proposals or Prequalifications. A combination of local, regional and national newspaper adve1iising will be used to locate interested patiies. Oppotiunities will also be posted on the Municipal website and at electronic procurement sites such as BC Bid andMERX. Have the Procurement division work with end users to obtain sealed Tenders, Proposals or Prequalifications. A combination of local, regional and national newspaper advertising may be used to locate interested paiiies. Oppmiunities will also be posted on the Municipal website and at electronic procurement sites such as BC Bid andMERX. -9 -Approval Required* Recommendation to award to be approved by Council. Chief Administrative Officer Have the Procurement division work with end Greater than users to ensure fair competition. Telephone, General Manager or $20,000. facsimile, e-mail or written quotes or proposals his/her designate. But less than will be acceptable unless stated otherwise. $100,000 Formal tendering or Request for Proposal processes will not be used but competitiveness will still be encouraged and all participants will be treated fairly and equitably. A minimum of three bids or offers will be sought whenever possible. $1000 -$20,000 Use some degree of competition whenever Director or his/her possible. Offers should be obtained from more designate. than one supplier when that is sensible and prudent. Process cost and cost of time needs to be balanced against due diligence to obtain best value. An optimum number of offers for low dollar simple procurements is three. Purchasing may be contacted to advise 1) who may wish to supply 2) who are reputable, experienced vendors 3) whether a contract is in place for what is required 4) whether a needed supply is in inventory at Stores or should be in inventory at Stores. less than $1000 Use your discretion; consult the Procurement Director or his/her division if you would like assistance. designate will authorize users. * Although the value of most contracts can be defined as the cost to the District to acquire specific goods or services, occasionally a more nuanced definition of value is appropriate. When rights or privileges are embedded in a contract the net dollar cost to the District may not reflect it's true significance. e.g. bus bench advertising; towing services. In situations of this type the total value of the contract to the successful supplier shall determine what process is used and what approval is required. Invitations for sealed tenders or proposals will be reviewed by the Purchasing Division for consistency and legal compliance. The Purchasing Division will be the lead agency in issuing invitations for sealed tenders or proposals at the request of the user department. -10 - Definitions: Acquisition Method -the process by which goods or services are procured. Best Value -obtained by determining the total cost of performing the intended function over the lifetime of that function. Bid -an offer or submission from a vendor, contractor, or consultant in response to a tender or request. It may be subject to acceptance or rejection. Bid Request -a formal request for bids or solicitation, which may be in the form of a request for quotation, request for tender, request for information or request for proposal. Cheque Request -a written request to pay for goods or services on an approved form, not covered by a purchase order, contract or other direct methods. Contract -an agreement that may be written or verbal comprising the following components: (1) must be legal, (2) parties involved must have the intellectual capacity to understand, (3) there is an offer, (4) there is acceptance, (5) something of value changes hands (also known as consideration). Electronic Requisition -an internal request in electronic format (to Purchasing) for information, research or to procure goods and services. Emergency -a situation where the immediate acquisition of goods or services is essential to provide community service, prevent serious delays, injury, further damage or to restore or maintain minimum service. End User -the person or persons ultimately using or managing/supervising the use of required goods, materials or services. Prequalification -the procuring organization evaluates interested suppliers/vendors prior to a Tender or RFP process. This identifies who may be capable of performing the work. Typical criteria for this determination would be specialized necessary expe1tise, resources, relevant experience and references. Probity-adherence to the highest principles and ideals. Procure -to acquire by purchase, rental, lease or trade. Proprietary Specifications -Exclusivity that restricts the acceptable products or services to one manufacturer or vendor. Some Proprietary items may be available from several distributors affording a limited degree of competitiveness. Proprietary specification should be avoided if possible as it limits or eliminates competition. Purchasing Card -is a corporate credit card issued to specific employees for purchases within clearly defined parameters. Quotations -a formal request for bids for the supply of goods or services, from selected sources of supply, not opened in public. -11 - Request - a formal request or solicitation, which may be in the form of a request for quotation, request for tender, request for information, request for proposal or request for offers. Request for Offer - a request by the District for formal offers to purchase surplus, used or obsolete materials, equipment or prope1iy. Request for Proposal - a formal request for details on the supply of goods or the provision of services which cannot be fully defined of specified. Request for Tender - a formal request for sealed bids for the supply of goods or services in response to an advertised invitation opened in public. Services -useful labours that do not produce a tangible commodity. Sole Source -When a product or service is practicably available from only one source competitive procurement cannot be conducted. Obtaining best value can be challenging in these circumstances -12 - WHEREAS: CITY OF MAPLE RIDGE BYLAW NO. 7711-2021 A Bylaw to Delegate Procurement Powers, Duties and Functions to Officers and Employees of the City APPENDIX D A. Pursuant to section 154(1) of the Community Charter, S.B.C. 2003, c. 26, Council for the City of Maple Ridge may, by bylaw, delegate its powers, duties and functions, including those specifically established by an enactment, to officers and employees of tqe City; and B. Council wishes to delegate to its officers and employee~:ctJ~i~ powers, duties and functions, including the authority to execute certain documents ofibeh~lf of the City. <<~?{;-:.:"· ',~:\}~\>, NOW THEREFORE, the Council of the City of Maple, Hjdg~, in ~~eil)meeting lawfully assembled, ENACTS AS FOLLOWS: . . . . L'.~. Part 1: 1~1lr~retation . :{~~'>\ .. 1. Name of Bylaw \),, .. ·· >·~. This Bylaw may be cited for all 7711-2021." 2. Definitions /··· .••...• >tt, In this Bylaw, the.following worc:ls have CHIEF ADMINISTRATIVE OFFICER means Administrative Officer; Gl1Y:riii~As\be'.8ity of Ma~le Ridge; /; (fci~NCIL mean2u,lelect;d2aggcil for t~ltity; DEPUTimeans an et11pl6yee or·~w,c.er of the City holding the position of deputy fire chief, corporate'controller, or deputy corp~rate officer; ·--"-~ -,·, .·--\ DIRECTOR ~l1ns an en:1G1Btee or officer of the City holding one of the following positions: a) director bf aCJtyd~partment; b) executive dirtictor; c) municipal engineer; d) chief building officer; e) chief financial officer; f) chief information officer; or g) fire chief; GENERAL MANAGER means an employee of the City holding a position as a general manager of a City division; Page 2 MANAGER means an employee of the City holding a position as a manager, superintendent, or assistant chief of a City section; MANAGER OF PROCUREMENT means the person holding the position of manager of the procurement section within the Finance Department; Part 2: Delegations of Authority 3. Procurement Transactions Authority Delegation 3.1 Council hereby delegates to the officers and employees set out in Schedule "A" to this Bylaw, the powers, duties and functions of Council to authorize the acquisition of goods, services or construction on behalf and for the benefit of the City (collectively "Goods or Services") to the maximum amounts specified in Schedule "A". 3.2 Council hereby delegates to the officers and employees set out in Schedule "A" to this Bylaw, the powers, duties and functions of Council regarding the execution of agreements that have been authorized under section 3.1 of this Bylaw. 4. Surplus Good Disposal Delegation 4.1 Council hereby delegates the authority to dispose of surplus City assets, other than real property, which have been identified by a Manager as not being useful to any City division but retaining some value, as follows: a) to the Manager of Procurement, through auction or for value through trade or other formal or informal process; b) to the Chief Administrative Officer, through donation without compensation, to any non-profit corporation, association, or entity; and c) to Managers, through municipal recycling or disposal as garbage. 4.2 Council hereby delegates to the Manager of Procurement the authority to dispose of any unclaimed property: a) that has come into the possession of the City through the RCMP, in accordance with section 67 of the Community Charter; and b) that has otherwise come into the possession of the City, in accordance with Policy No. 10.01 "Disposal of Found Goods". 5. Delegation a) A delegation of a power, duty, or function under this Bylaw includes a delegation to a person who has, from time to time, been appointed to act on behalf of the delegate or is appointed by Council to act in the capacity of the delegate in the delegate's absence including, in the event of a state of local emergency, the appointed Emergency Operations Centre Director. b) In the absence of the delegate, the powers delegated under this Bylaw may be exercised by a person who has been appointed to act in the capacity of the delegate, or the General Manager or Director of the person's department. In the absence of a General Manager or Director, the powers delegated under this Bylaw may be exercised by the Chief Administrative Officer or the person designated as the acting Chief Administrative Officer. Page 3 6. Position Changes a) Where this Bylaw delegates a power, duty or function to an elected official, an officer or an employee, the assignment or delegation of that power, duty or function is to the person who, from time to time, holds that position or any successor position in title. b) If a position referenced in this Bylaw is modified or eliminated, each authority, power, duty or function delegated to that position will be deemed to have transferred to the position that has assumed responsibility for the subject matter of the delegated authority, power, duty or function or that is most closely connected to the modified or eliminated position. Part 3: Scope of Bylaw 7. Conditions on Use of Delegated Authority a) Any delegation of authority pursuant to this Bylaw is subject to the condition that any requirements under the Community Charter, the Local Government Act, other applicable statutes and regulations, City bylaws and City policies, including the Procurement Policy, and applicable trade agreements, have been met and that the value of the contract or other document is within budget. b) Despite the authority granted under Part 2, an officer or employee of the City must not enter into an agreement under which the City would incur a liability payable after the end of the then current year for a term that is for more than five years, including all rights of renewal and extension. c) An expenditure made by a person to whom the City has delegated authority under this Bylaw must be authorized under the City's approved financial plan. d) This Bylaw does not authorize the execution of any agreement that requires elector approval under the Local Government Act, whether as a result of the stated term of the agreement or any provision for extension or renewal. e) Subjectto the Local Government Act, unless a power, duty or function of the City has been expressly delegated by this Bylaw or another City bylaw, all of the powers, duties and functions of the City remain with the City. 8. Required Notices All delegations of powers, duties and functions pursuant to this Bylaw are inclusive of a grant of authority to provide any notice required under a statute or other law in relation to an action, decision or other matter. 9. Severability If any section, subsection, clause or phrase of this Bylaw is, for any reason, held to be invalid by a court of competent jurisdiction, it will be deemed to be severed and the remainder of the Bylaw will remain valid and enforceable in accordance with its terms. READ A FIRST TIME this _day of __ , 2021. READ A SECOND TIME this _day of_, 2021. READ A THIRD TIME this _day of_, 2021. GIVEN FOURTH AND FINAL READING and the Seal of __ , 2021. PRESIDING MEMBER CORPORATE OFFICER Page 4 Page 5 Schedule "A" In accordance with section 3 of the Bylaw, the delegated authority for various procurement levels and agreement execution is as follows: Position Delegated Approval Authority Limit Chief Administrative Officer Up to $750,000 General Manager Up to $500,000 Director Up to $200,000 Deputy Up to $150,000 Manager Up to $ 75,000 Services Procurement is subject to the same policy as materials, equipment or supplies Procurement. The annual value of a service Contract determines the authorization required. ~~ ---l APPENDIX E POLICY MANUAL Title: Procurement Policy Policy No.: 5.45 Supersedes: 5.45 (Nov 2004) Authority: D Legislative D Operational Effective Date: Approval: ~ Council Review Date: D CMT D General Manager POLICY STATEMENT: This policy will ensure that all Goods, Services and Construction will be procured in a competitive, fair and open manner that: a) is efficient, accountable and maximizes Best Value; b) advances the City's commitment to economic, environmental, and social responsibility by supporting the Purchase of Sustainable Goods and Services; and c) meets the requirements of the Community Charter, the Local Government Act, the Applicable Trade Agreements, public sector best practices and competitive bidding laws. 2729324 Policy No. 5.45 Page 1 of 20 I-I Table of Contents POLICY STATEMENT ....................................................................................................................................... 1 1. PURPOSE .............................................................................................................................................. 3 2. OBJECTIVE ............................................................................................................................................ 3 3. SCOPE .................................................................................................................................................. 3 4. INTERPRETATION .......................................................................... , ...................................................... 4 5. PROCUREMENT PRINCIPLES ................................................... (\}/ .................................................. .4 //··~:·· :_,,~_,.-6. DELEGATED AUTHORITY FOR PROCUREMENTTRANS~.cfipNf ........................................................ 5 7. CONTINGENCY ························································:·x\ .•.......... ?( ... ;, ................................................ 5 8. PROCUREMENT METHOD ................................. ;:)./? .................... '.:::):: ........................................... 5 9. ROLES AND RESPONSIBILITES ...................... :.::Ht ..................................... L:.L .................................. 6 10. SUSTAINABILITY ............................................... '.::J.:~;•; ............. :i;), .............. : .. \ .. t .............................. 7 ·.·>~ .·.--."-:·.·-· .. -.---,' ·.·,·., 11. SUPPLIER CONDUCT AND CONFLICT:OF INTEREST.: .. i.:\:;;;~;}:'.:-........................... \ ... L ...................... 8 12. 13. LOBBYING ................................... ~\/ .. ;:.:'.):{.\ ............... ~'.: ...... ;;., .......................................................... 9 ,-,-,, -,.,,,. ---, ·--··--PROPONENT DISPUTE RESOLUTION itqc:1:s'.s.t.::~;; .............. '.:}};,, ................................................... 9 14. SUPPLIER PERFORMANGEEVALUATIONft ............ \.::;I:,; .......... ?i.\, ............................................ 10 15. SUPPLIER DEBRIEi,~K::.: .. :~? .. ;t, .............. \.i;.;t .. rt::.::~ .. r.tt:J .... : .............................................. 10 16. 17. 18. ETHICAL CONDuct\\,; •........... \f ................ St.{ ............................................................................ 10 ·-----. -,•-,--·-, SCHrnuL~"A" ............... : .. ? . .lnt ......... :: .. r:., .............. : .. '.: ............................................................................. 13 "-\~{}\:~ ·.:-./:\:\ --::}~}\. SCHEDULE uB~~:j·;~ ....................... .':".·;;:); ........... ::}:Ci.'.; .•......................................................................................... 17 SCHEDULE uC" .'.\l;:, .................... \/1 ............. :.: ......................................................................................... 18 2680266 Page 2 of 20 Policy No. 5.45 --3'5' -bl -~ ~-1. PURPOSE The purpose of this Policy is to deliver best overall value to the City for the Procurement of Goods, Services and Construction. This will be in accordance with the values of our community and Council as articulated in documents such as the Strategic Plan. In accordance with Delegation of Procurement Authority Bylaw No. 7711-2021, this Policy provides for the delegation of certain Procurement authority, and outlines duties and responsibilities of the various parties involved. It makes reference to related policies, bylaws and procedures to provide guidance when involved in the Procurement of Goods, Services and Construction, and related Procurement activities. 3. SCOPE 2680266 h. health services and social services; i. services provided by lawyers and notaries; j. purchase from a public body or non-profit organization, or k. employment Contracts; I. Emergency Purchases, and Page 3 of 20 Policy No. 5.45 r: m. all other exemptions as stated in the Applicable Trade Agreement. 4. INTERPRETATION 4.1 Schedule "A" contains definitions of terms used in this policy, which are to apply unless the context otherwise requires. 4.2 Schedule "B" contains Authority for Procurement Transactions. 4.3 Schedule "C" contains Procurement Method. 4.4 A reference to any statue, regulation or Bylaw refers to th~:N~nactment as it may be amended I d f t. t t' AfJ/..:-:,::::•> or rep ace rom 1me o 1me. A:~:z;:::·· ?N.<?,,'' 4.5 A reference to the Operational Procurement Proce.giit~eans separate written processes .«~~"!·.;::. -~~:-::::; and procedures governing the procurement of <¥~~~as, ·s~·£!f.es and Construction that have been approved by the Chief Administrative Off.ia~r~=1nd incrtf~~$~.amendments thereto. ,..;~=·~'#} ·W.:::·· .. :<::·::;::::·>' ·»~ 4.6 This Policy does not apply to Purchas~tf,~~Yher emergency re~,~~gse activities of the City conducted under a "declaration of a staWf?J local emergency" as~ttg;d. in the Emergency Program Act, R.S.B.C. 1996, c. 111, as amenEled or repJaoed from t1me;..:o;,t1me. ··~;-:::~::;. .;&:::i~=i ·~:::-::i"i::-. {~~.-...:~~ ,,;•':._<·:!=::·:=:--" ·-: •• <.::ti'. .. ~ 4.7 lfthere is a conflict between i:t~.,&.1.!~Y and Map·l~ffitgfEmergency Progran'.l}J3ylaw No. ~487-2007, then Emergency Progra~}~;Y.{~:~(~O. 6487-~~!];1fu: .. as amended or replaced from time to time, shall prevail. ·~t-:::=-, -..:~:~:::::l:~:?.:;;:. Z:~~P:::: ·~111. '!:.:tft~}~::~. ' ·:..iii(fk. :::.t~==~~~~ (z-===~-==· -<1fJ~?:=:~A. ~~tl~;~ . xf.v.,. . .,.~ ,.< .,., .,:....::,::(,:;:::· .•...-;:-;,;, ". ~· 5. PROCUREMENT P.Rirf' Pf Esq~· ":;']~:.):,_, .-:::::-/.-:::-··~·:::..:.:;::;:f-::::..:,. ~-=· ~,,tr ::-%:': (<{~ i=~==~-ll" V, =~w~==Z:· ·:§::>,;~:... ·%:::# .. ,,., ~-;>~:-.;*:~:.. ....~=~ 5.1 No Purchase sli~J!J Jt authoil(td or incurri~1~·n1ess Council has approved a funding source for the Purchase in tf.l~f pplicagJ~ . .J;inancial ri:1!tti. of the City, or approval is obtained through a ,:;,.. ~ 1;$::.'1,~·~«::v, \t» budgef~~':eodment p1:0ces§$.«:~%t.:::.i.:~, '-:~::.?.-. &~'ffi«'-«· .. ·,:$;:·:.::::::-.. . . ··:~%.-::?.·· "<:.:!:;:;:;;:::···~ -:'::::;:':':,;. ~.z:w::,;.·~~;;;!·.~.~ .. ,.•:::·?~· . -~ ~~"';:;,;.,, ·~=9· 5.2.;J))~gtPurchas;t~c;l:U}:b.£ autfio~iied or in-~1:M;~;:;.o~ behalf of the City except as provided in this S:·.··::::f. '>;;;•::;::,}:,, ""*.;:::.:... ~:-::,;.· '{R.oficy or as otherwis~'?approve,Ei~b.y Council. · ·<:;:;::«'.'!',· '•::;:;'='fu "::;.'?:», .. 5.3 No )i=~;~ilment for -~~.9.ase;·~iJJ be subdivided in a manner designed to avoid the applicati·e"ffi";Qf any provis1Gi'Kof this Policy or the Operational Procurement Procedures. '·<··'"'" R<i:··· ::::-;f:';;,;. ;$::;::-: 5.4 Savings are @$~/o be J~.f:(~ved through the Procurement of Goods and Services jointly with other organizatio"r;jj]~-2:~i} ~e opportunities should be pursued. Buying Groups may involve a variety of entities, if:(cn~tJing public sector, private sector and not-for-profit organizations. This -.::: .. policy provides the authority to the Manager of Procurement or authorized delegate, to participate in Buying Groups when it is in the best interest of the City to do so. In such cases, the procedures set out by the agency responsible for the venture will be followed and not the procedures set out in this Policy, provided that the procedures comply with all Applicable Trade Agreements and the City's legislative requirements. 5.6 The City is subject to the British Columbia Freedom of Information and Protection of Privacy Act and the Canadian Free Trade Agreement and considers the information it receives from Suppliers or other external parties, including responses to requests for supply, to be 2680266 Page 4 of 20 Policy No. 5.45 ,. confidential information. The City will exercise reasonable care to protect the confidentiality of that information. 5.7 All City departments will co-operate in the Purchase of supplies by simplifying and standardizing like requirements, wherever possible. Every effort will be made to reduce the types and kinds of products used to the smallest number in order to minimize investment and maximize value to the City. Any standard or standards-related measure that the City adopts or maintains will not be more trade restrictive than necessary to achieve its legitimate objectives. 8. PROCUREMENT METHOD 8.1 The method of the City's Procurement is based on the dollar value, risk level, and the nature of the specific Procurement transaction, ensuring that the cost and time associated with using a Competitive Process is proportionate to the benefit received. 8.2 Procurement methods must be selected in accordance with the following table and the process set out in Schedule B -Procurement Method: 2680266 Page 5 of 20 Policy No. 5.45 I I. i i ESTIMATED TRANSACTION COST METHOD GOODS AND SERVICES Less than $5,000 Direct Award Less than $75,000 Written Quotation Process Greater than $75,000 Formal Competitive Process CONSTRUCTION Less than $200,000 Written Quotation Process or Formal Competitive Process Greater than $200,000 Formal Competitive Process .,w. ~ • .... :::::t;::~ ,,_···ij.);···v Note: Multi-year agreements, including options to J~{Qj~{~re dollar value accumulative for determining the estimated transaction cost and ag'rlHfabl;e;:.;thresholds listed above. ~ .... ;~;:"-::-",/' -..,:~« ... ~~.·t:,.v>" -~::=:~!~}. 8.3 Subject to this Procurement Policy and wit9Wtisf.§blishedf~:~~ority, Employees should use Corporate Purchasing Cards for small do~~flf~fghtforward Pli°r.~9:~&,~s of Goods and Services, as directed by the '.ro~urement Sectio~Jf%~'in accordance with''tQf:.f~rchase Card Program Procedures and Guidelines. ··~~~*.,;. . ~:::;f?,;<-.. .;==~J;;;~~.,-~ ~-i~~=~~ ~:wJ:::~~. 8.4 Petty cash may be utilized for cmproved expen'tf(Y,.t:~~»{i?jJcS1$50. -.:~=\,t, itJa.,. ,~mwirr ·~·:· 9. ROLESANDRESPONS::~S ~'t,~4\~~ .:;_&•'}""'._,.•.•.~•.•':if?",,• ,/'),"!.?~ * .. ',l',,"f!,,~'°(.f.l'"'Y.-"i.:,, .. ~ •. , • .. •N,7 9.1 Council ~-;.?,i;;">,:.~0X~-. ,:;.,}-::, At·}·::;-n.•~.:,.;., ~-:-~:-·,:, -:~;:·.:9· ;,<-'•'{'.~~;:·.~:::· . ~~~ ,,:::w '~::}:$;:~;-;, S'· It is t~e rol~ oftfgfncil tct~t}f lish poli'cf]\~:~t~}iprovE?t~~Jrinancial Plan and amendments to the F1nanc1al Plan::::.. k~* \t::lf?' ~t.~. i~. 't:~;::;, Throug . .,_P,elegatioriJ'i;Jfrocrirf··'t. t:Author~~~hylaw No. 7711-2021, Council delegates to City t'.·« ' ~,.;~=·h-~-~:-.... :-{•:•::$=*~•'< ... ~:-J:ff:~~' ~:®~~ ~$ !§j(~;lc!:!:!~k§.~ploye·e~§]:~rnoriWlL~Ri~f e~g;~nditures in accordance with the approved ,:::f::Jifaticial Plcin\.f'.9'co.rdan~!)vJth the 'r'at~~:~:9ntl processes set out in this Policy and the ,,.,.?~·N~t:,J:-0:·.~·-:';0:•. ,.... ..t:(.,,,r;?,.:-. ~~~<=•~.-9. '<Q~~f.~tional Proc1Yr:e7*}~:~t Pr~(t,~~~.,res. Courfcil_ ~ill not generally be involved in the day-to-~ay prc':l~¥!,[~ .. ment operat1o:.@:;:.er 1na1%9uRI compet1t1ve Procurement processes, but may provide strate{@~:f irection anottwdance~~ major projects prior to the commencement of the competitl~.~;;i:~rocurement{~r;.~cess. ~{mi}. rm 9.2 Officers and EW,R.!.9yees_/JW -:-::::.-=::>:•. ,;f:::~'¢.::~· Specific respon~i'BWl\wJJfkrtaining to all stages of a Procurement process, from the initial identification of reqiJirtments through to the management of Contracts with Suppliers, are detailed in this Policy and the Operational Prbcurement Procedures. In addition, the general roles and responsibilities delegated to City Officers and Employees are set out below. 9.3 Chief Administrative Officer (CAO) 2680266 The CAO, appointed by Council pursuant to the Community Charter Section 147, is responsible for ensuring that staff adhere to policies and bylaws of Council. Page 6 of 20 Policy No. 5.45 l I~ ==-:..::...._ -----I 9.4 General Managers (GM) General Managers are responsible to ensure that their requirements for deliverables are met in accordance with the principles and objectives of this Policy. They will also ensure that their departments comply with this Policy and the Operational Procurement Procedures and will encourage sound procurement practices. Appropriate education and training will be provided to Employees involved in Procurement activities. 9.5 Director of Finance The Director of Finance, appointed by Council pursuant to;;the Community Charter at Section 149, is responsible for developing and maintainingf(~icies and procedures for City 9.s :::~:~:;::::::::::t A~~~h, It is th_e role of the ~~-n_ag~r of Procur~mttYto lead and ov:~r:~~-e the City's Procurement operations. Respons1b1l1t1es include: ~::~:==\? ·~:::::::=~:-. ~~;;J~m;::.. --~:tiJ~~=:::-. a. Developing Procurement strategies ariaJ,9:.Rtinually_.~H~lyzing busnt~1~ requirements and spending patterns to identify opportunitie·s~for,.strattfi1i'sourcing; ··::?@:;::. b. Researching, developing{):1:mdating a~'Jf.jpqf:r{tffGnicating Proc~}tW?ent protocols, ·~~;-:.•}:;;:< "~· ' '-~-:..;::.·.·.{" procedures, templates anaf9)~!:lttfQ1.&Jogies; ··:{%},. c. Addressing any issues or ccfq\tffi'sit,~~\.~,rise in l~f~{~?t of a Procurement process and seeking guidance, support antf~.$.d,visetif;j:!~ga) counsel:;;:.a.9. required; d. Providing apr:1m·prJ~t.e.orientatiol(\ttaining'l~Wt~Q!S to Erfftkiyees involved in procurement .,:-:-:.:•.•:•; .. ;;.:.; .. :,;-~:·:~. ~=~... ..(.-!•:•:·-=~-:-:-:-:-::-: ... , •,:,.;.:,.:-· activities. a rrcr~::::•:•:····~·:::~-=:r-~:-~:-~::-, .,:-::~::{~·· -~>,::,:::-:-. . .... >!·;~:~~:-~f:·-' ··-=::~:t:::~. ~==~-=~ .~:=::=::[:.:~::--. ·<*!:~::::~:-... e. Dispositioff:blSurplus 7\ssets. \:~}::it~~-·,·:::;t~::' ··;=~n::~.,_ iii ~wrr .. , 9. 7 Procurement Secfioft.Employees -;:W::, ~.:;::::=::~~. A~.;:~:~:::;~~..... ·:;;:::::::: .. s.~~·:=*:o;:-~J' .. ~_.... ··;;;=======~~ ... .<."-*~~~===~:?;~~tr~_ =,,.~"~ ;~~J$!= ~2.8~1JJ~ ... t;m{!h~ Procfl:(~f!JJ~nt Sec. t~~~iU.~ re~.f~nsible for complying with this Policy and the tR!ffational · Pfo.Q~{;~~en'f::~b~;~.~dures :aft~JtLJ 'ensure protocols and procedures are applied ==~c0.Rsistently. Prdct1tement &eJ;tion Employees must clearly understand their obligations and ~*~~~:..-.. _ ~;,,:::::,.t .. ~ ~ •• ;:::;::..;;, ... re-s.P,:Ro.sibilities with"'r.~~Rect to·.t)JJ~,.Policy and the Operational Procurement Procedures and v.·~~:.;::>', "<:'.'~-·~· .......... •v•!-.•4•, its a~pplication. They sf.fol.Jld con"iffflhwith the Manager of Procurement in respect of any •,..:::(•,v;.. '-,::;{-;? "(•:•~•' questiolt'r;·egarding their-~'pplicatiorr or interpretation . .. ===~=r:~~;:r.. rii~ ··::::::::\, .it~ 9.8 Employees '{:::::\, /···:fi --=~~~~f~~~:~~. , ,;;f;.i~i;~~f All City Employees·z1:Mnf.&sponsible for complying with this Policy. Employees involved in procurement activitieg::ffiust clearly understand their obligations and responsibilities under this Policy and the Operational Procurement Procedures and should consult with the Procurement Section in respect of any questions regarding the application or interpretation of this Policy, the Operational Procurement Procedures or any relevant procedures. 10. SUSTAINABILITY The City recognizes its responsibility to minimize negative impacts on human health and the environment while supporting a diverse, equitable, and vibrant community and economy. The City also recognizes that the types of Goods, Services or Construction that it Purchases have inherent 2680266 Page 7 of 20 Policy No. 5.45 social, human health, environmental, and economic impacts and that it should make purchasing decisions that embody its commitment to sustainability. In accordance with this commitment, Employees making Procurement decisions should take into account where appropriate the following sustainability factors: • Environmental factors to be considered include, but are not limited to, the lifecycle assessment of: pollutant releases; toxicity, especially the use of toxic chemicals; waste generation; greenhouse gas emissions; energy consumption as described in the City's Policy No. 30.04 Energy Policy; depletion of natural resources; and impacts on biodiversity. • Social factors to be considered include, but are not limit\3cltq1 human health impacts; support of community social programs; and ethical sourcing 5,{~t1d~rds (e.g. the International Labour Organization's prohibition on child labour). ./ ,/·:< • Financial factors to be considered include, bl!t ~}e hotlih1ited to: product performance and quality; life cycle cost assessment; leveragingJ~portunities; ,fupact on health and safety costs; increasing operational and economic effi~iEitJQi~;. · .. · ... ·.·.· . . :.:::\, 11. SUPPLIER CONDUCT AND CONFLl9J.9F INTEREsi<\> ...... .... . .. The City requires its Suppliers to ~6tWitfigt~grity andcc:>~;c!Ltct business in an ethi~al manner. City Employees should refuse to enter info cdntr~cts with any$upplier when the Employee is aware that the Supplier has engaged in illeg~Lpr ~nethi¢al bidding ~H:'.wtices, has an actual or potential conflict of interest or pll1Jnfc;1i~ advantag~pr fails'tb.~dhere to etti'iGaJ business practices. Illegal or Unethicaj'ijjdding Pr~ct.)ces Illegal or unethical ~id'ctirig practit~s include:·.·. a. bidfdgging,price-fi;jritf}:)rrbJryqrconu~iQrior other behaviors or practices prohibited by . federal bY.pfovinciai st~ti;tes; . ... . . . b. gffering gift~·dr)~v?rs rnQity Officers, Employees, appointed or elected officials or any ··• 9th.er representative'pf the City;. c. eril~gi11g in any pr~Wl~ited corr1Munications during a Procurement process; d. submittt~gjnaccurate or misleading information in a Procurement process; and e. engaging iii ariyothef~ctivity that compromises the City's ability to run a fair procurement process. The City will report any suspected cases of collusion, bid-rigging or other offences under the Competition Act to the Competition Bureau or to other relevant authorities. Conflict of Interest All Suppliers participating in a Procurement process must declare any perceived, possible or actual conflicts of interest. The term "Conflict of Interest", when applied to Suppliers, includes any situation or circumstances where: 2680266 Page 8 of 20 Policy No. 5.45 a. in the context of a procurement process, the Supplier has an unfair advantage or engages in conduct, directly, or indirectly, that may give it an unfair advantage, including but not limited to (i) having, or having access to, confidential information of the City that is not available to other Suppliers, (ii) communicating with any person with a view to influencing preferred treatment in the procurement process (including but not limited to lobbying of decision makers involved in the procurement process), or (iii) engaging in conduct that compromises, or can be seen to compromise, the integrity of an open and competitive procurement process or render that process non-competitive or unfair; or b. in the context of performance under a potential Contract, the Supplier's other commitments, relationships or financial interests (i) CQQ[<;I, or could be seen to, exercise an improper influence over the objective, unbiased atJi=~Jt!}itrtial exercise of its independent judgement, or (ii) could, or could be seen to, c9.r.i;f~t'&_*'ise, impair or be incompatible with . . ~···?·W:•.{t~-~~1)'• .. •.;:; •.. the effective performance of its contractual 90J.1gat1dl)~;·~~nd ~·=~l:•:-;,,;7 ··=~-=~-c. where a Supplier is retained to participat~fin)ife deve'i!~ffient of a solicitation document or the specifications for inclusion in aiJjj'g/f~tion docum;lff/hhat the Supplier will not be allowed to respond, directly or indir~tWft~ that solicitation. -::%It." . . . . ''*'~. A'& ~{'"··· Ethical Business Practices ~fftt:::,,. '{%fij@ff· ·-=:~J.::=-ln providing deliverables to the Citl~~f~p@;r.~-~:e expectl@Ji?dhere to ethical business practices, including: \~====-~ ·-,::®.:{=:-::'>. ·=::t:~=~ ... -~::;:~=-~~t::::~;;:~;-... ·=== .. ~=-:·:::;. .. '-,·,::;:':, 1?:;:•:•'.•}:.;.., '{«,:.:,· a. performing alJJt~n~a.5:ts in a pro{~1sional if~~Q!Q.9.mpetentefh9nner and in accordance with the terms c;i.6~)f&1tc1it{~J1~ of the c~Wt.r.act~4°~$t"ff(m1t.v. .. of titftiest performance; @J~~:~~~=·· ~-~;f~~;?-~ ~=~=;~~~=-4=;~r~, ·~::,~:~~~ b. ~omplyi~g::_~l~::::~11 applitfl~Je. laws, in~JH~ing safety aYicf labour codes (both domestic and 1nternat1ona1·<a'$Jnay be 9ppllcable); arid/\ . ~. ~. -'\t=~~~::-, .-~i~~:~:~~=:::::;:::::.;-,.., ,:~~~t~:.") c ... J?:($>}?!2.i.Q:ij .. )Y?rkpla ·tJ:;~.!:t~fare:,ft~~Jr?m n~f~9.-?sment or discrimination . . :::;:~iiww:::.~m:,:::::~ttft:.. ··::::q$>.. ···-~:~#ft:::, .. ~:f:-~~~t{:,· . '•:%it~ \il--··~==@:>' 12. Losllf~G. .. ~~lt 'f@t~. -~'.tj:::.. ~;~:r:=:t~ ~~:;:._ No biddef,7.i~f:~:Ronent;vendo;tf~f anyone·::involved in preparing Bids or proposals shall lobby any elected officfa:l{0_r.,.City staff in~at1:.effort to secure a Contract. During a Formal Competitive Process, ·-:~:·«=-=·. ) !•?:•:•: all communicatio.g&J.g!'e to beJ.~f~de through the City Procurement Section unless the procurement document expliciti}is{qtes .. qft:(€frwise. Vendors found to be lobbying for a Contract award will be disqualified from cg#~l~ipt$n for the procurement and may be disqualified from future procurement opportunities. 13. PROPONENT DISPUTE RESOLUTION PROCESS Unsuccessful Proponents that wish to dispute the selection and award of a competitive bid should submit their concerns in writing or by email. City staff will review the information and provide written acknowledgement of receipt of the dispute within 10 days, and follow-up with a more detailed response within 30 days. 2680266 Page 9 of 20 Policy No. 5.45 I '. r I =_-\ ( i f· f t I I 14. SUPPLIER PERFORMANCE EVALUATION Companies providing strategic services may have their performance evaluated to document either particularly good performance of a real value, or problematic performance in some form. Evaluations should also provide a means for companies to provide their feedback to the City to consider for future improvements. Supplier performance evaluation records may be used to supplement a subsequent prequalification process or to justify an award where it can be demonstrated that such records are part of the evaluation process and criteria. /~\ ,,£:;::,.::: .• :(tJJ.:·' 15. SUPPLIER DEBRIEFING A::=h~:-· A:~&-~1=:~=: .... When a Procurement transaction is awarded using(ji:{t~ffu~W~"<:lmpetitive process, unsuccessful -~ ... u ·,:,;,;;.~~·. Suppliers are entitled to a debriefing upon requ'esrto obtain\fe,~dback on the strengths and .. ::-:-~:-x::; ·,!~:!:"(:·. weaknesses of their Proposal. .. ::::~:::::::::~~ ·~·@fo .. • ,:.":=:::::~=:v ·,::;:@t The unsuccessful Proponent is expected((&f submit their reque~tJt~r. a debriefing to the Procurement Section representative, within tW~'.Vv:e.eks of the;~City annou:{@mg,.the Contract award. The format for conducting a debriefing will be atl'ffl;~).ty·~~iW.!~?discretion. '":\\jl:: ... . ~:it:=-.~ ··,tm:::~WJt·· ··::@: ~==~=~·=~======~* '•';~·==:~:.,.,.~!; .. -~6~:.!".;, ............ ..: .. "..-..,, -~.'\-\!,.._,~ ~==;;.~ ·::::?::~:,.h~ -~i::-:~> .... ·~~~::?.:' ?~;~~z:=.:-..... ··~:;-::::;:?~ 16. ETHICAL CONDUCT '1~, :::,.:{b:=::::.. ··\fJ:::· . .... -;~6:. ~ .. ",,~:>.::;g~=-~~ ~:::~~~ .• ",<;~;:~. -*,::;:::::::=-=··=--··~?":-«:~. 16.1 Personal lnt~g(cy and Professionalisr'n':·~:x<~::::'::: ·::;;~~;:::: .. .. :&:::~f:'~•@:;:: '\$:;:::\ • •. -~::::;:~:::::::::, '·'l:::~;:;:> . . . ··:;~·: .. --.1~~~tit.~ . -~r::~... ~·"-:'<;• .. ",/{:""'•;".!~;~:-:~·~,. ~~" . lnd1v1g(s!../1nvolVti%~1th Procarg_ i~t§~c 1v1tle~JW£ authority must act, and be seen to act;-::w.ith integrity-:at:ld profess1ama Ism. Hone·sty, care and due diligence must be . .,.~-~--.. 1::::~=s . .~"« . . . integral tq}:aj! suppJyJchain act1v1t_(e~ between organ1zat1ons, Suppliers and other k h Id -.:::::r%;;R .(.~if!..t • .,,., •. ~ b d ·~ .,, d f h h d f h . .,,,::;:;:::.§W ~ o ers~ ·.$.:?,.P.ttt,I!Yf\l~.h,,. e em.):))trate or eac ot er an or t e environment. :::ti.=,1:tcoffij~eniial in 0:r&f'atfori~n~lfst):>~_-,saf;gg"Uarded. Individuals involved in Procurement O:<,..,.-,..z..~,,,. .... --.~."~".or..-.-~·X%,?:; "'~""·~ '".J<..~ •• ~:-.·..r.,,*---..,., ~,;;.",· 6,'_.1::::::_x· l:--· activrt'i~s;fl?<~st notibga_ge in an'~a'i3fvity'that may create, or appear to create, a conflict ~:;; ~" :-· ""''{>:::Z~t .... ~f-if).. •..-y<:.;. •:?' ~:~-,{?:?:\ of in.terest~fl£-;~ as·~lttpting gift~·:--or favours, providing preferential treatment, or ··::{t,, publicly endo'r~;rig Suppli,~£.~.or products. 16.2 "~;!:~:~~-~i*~\ -..;:t; .. ~;.~. ·?-:::=j:::~~-. ~:-:~;*'·· JI~~-;.;:') •.,.•.•,:,:.;._ . 1::::»';.. ,y Camphance ·~t:=:, ~.;;~§!~~-. ~,~~ EmpH!@f:3 of th~i~!Y of Maple Ridge Procurement Section and those Employees who have be'(rj\del,~1/;~~ed authority to commit City funds or participate in Procurement ·~:-:-:-*..-.,,-::,r.a.:;:..:?"/ activities a'r\'.~~tW>se Employees who are responsible for corporate Assets must abide by this Code of Ethics as it applies to their duties performed for the City. 16.3 Precepts 2680266 Employees will not use their authority or office for personal gain and will seek to uphold and enhance the standing and image of the City of Maple Ridge by: a. maintaining a standard of integrity beyond reproach in all their business relationships both inside and outside the City; Page 10 of 20 Policy No. 5.45 r--;-c ' I. 16.4 2680266 b. fostering the highest standards of professional competence amongst Employees of the City; c. optimizing the use of resources for which they are responsible so as to provide the maximum benefit to the City; d. complying with the principles, standards and policies as they apply to the City of Maple Ridge and Council; e. supporting and complying with policies and direction provided by Council; and f. rejecting and denouncing any business practice that is improper. ,/."' Guidance ,-:~:-:, :..> In applying these precepts, Procuremepf"$iction Employees and those delegated Procurement authority or activities wiUf()llov/the gu1~9nce as follows: Declaration of Interests Any personal interests which may/impinge or might reasonably be deemed by others to impinge on a member's impartialityJrJ a m~lttebrelevant to their.duties should be declared to their MancJg~r. Where a deCiar~diriterest exists, the M~nager will in all cases reassign the dutlestcranother staff·rJlJfuber. .·.·· .·.-_. -.. ·,·.:-:.·,:.;.:, ' ·,,_·_~_-_. -·-Confidentiality and Acc~r~py. ~hhtdtm1:1tion lnformati9nt~c;eived in the ()()µrse of duty rµ4st be respected and may not be used for perso,naj:giri{ lhfqtmation giJJpjn th~ g8Lltilpt:quty hiust be true and not designed to m·1s'·.:1··e·.:.··a:•a·:··. ··<: •• , ·· ' · ···· ·· ...... .. . . -. --,· >, :.:.:,;.;,:-·. > -'.~:/~/ ',--------Competiti8n: ,·.<<·>>"/<-.:-:,: :->.·.. '-:,:-:-:">:--<<<-: :._-_.-,-,,..~-:<-. ·-·.<<·>-, '< >>: ;" : <wHi1~}6n~ide?ihgfoe advarffag~~Jo thiCity of maintaining a continuing relationship with a SUpplier, anYatrangements which might, in the long term, prevent the effective operation .. bf f~ir con1p·@tion, must be avoided. ·::• hl9spitality Modest hospitalitf\s an unavoidable and acceptable courtesy of a business relatiOY1$hJp. Howiver, the recipients must not allow themselves to reach a position whereb}/theyrrtigBt be or might be deemed by others to have been influenced in making a HuiiKe~s decision as a result of accepting such hospitality. The frequency and scale of hospitality accepted should not be greater than the recipient's ability to reciprocate to a similar degree. Solicitation, Acceptance or Offering of Gifts or Donations In accordance with the City's Code of Conduct Policy No. 30.18, Employees shall not solicit, or accept unsolicited donations of gifts, prizes or money from any person, firm or corporation which is interested directly or indirectly in any manner in business dealings with the City of Maple Ridge. This applies to all charitable, social or other events. Page 11 of 20 Policy No. 5.45 Nominal gifts received (eg: chocolates or small gift baskets) may be shared by the individual with their section or department, or donated to a local charity. Clarity As it relates to Procurement activities, when in doubt as to what is acceptable, the offer should be declined or advice sought from the appropriate department head or the Manager of Procurement. 17. DISPOSITION OF SURPLUS ASSETS (Except Lands) ·.-.--.,--·. ·--> For reference purposes only, and subject to the Delegc1tiori}f Procurement Authority, Bylaw No. 7711-2021, if a Manager has identified surplus City,l\~~et~Lwhich are not useful to any City Division, and which retain some value, then: /' / · · · · · i. ii. iii. /_--the Manager of Procurement is Eliti8ri~ed to dispos;\ffsurplus City Assets, through auction or for value through tracfJ:M~r another formal or ihformal process; or -.·.<·--·-->----.·. the Chief Administrative Officer is;:!J~borized<to/approve tha;\h~ surplus Assets be disposed of by donatitig Jh,em, without fa)llJP~Qi~tion, to any nor1c~rofit corporation, association, or entity; Or()": · · · ·.-· ''. .. ··.· .. ·.·.·. -·.· the Manager is authoriz;d)o ~iftJ~~(>f sue~ A.sie~s through municipal recycling or garbage dispq?Ell, as appropti9~e. · ·· · · · · · · , , -.. -. •/.'.. . -'• .<'>-~> /(·;. The Manager of Pf~Cl;lrement f§\(wthorizedtbdet~rmine whJther surplus City Assets retain any value. ·«:: <-·-In accoro~h86withPoli;),l'J6}1..0foib1~Ho?alof ~bi.ind Goods, and the Delegation of Procurement Aut~pr;ity/Byl;"" No:7711-20~'.L;. the M~n~ger()t~ibcurement is authorized to dispose of property tha(h~s come into the 9u?tod}c:1t,q possessio'riof the RCMP or the City on behalf of the City. ,}::~) 18. RELATED POLlCll~S. BYLAWSPtND GUIDES • • • • • • 2680266 Bylaw No. if :1J2921 D~r~1ation of Procurement Authority Bylaw No. 6487~20QZE.mlrgency Program Policy No. 30.18 C6Cl~6fconduct Policy No. 10.01 Dispo;al of Found Goods Purchasing Card Program Procedures and Guidelines Operational Procurement Procedures Page 12 of 20 Policy No. 5.45 SCHEDULE "A" DEFINITIONS "Applicable Trade Agreements" means NWPTA, CFTA, CETA and any similar domestic and international trade agreements that come into force from time to time to the extent applicable by their own terms to municipalities in British Columbia, and includes amendments to those agreements. "Assets" includes without limitation supplies, equipment, furniture, fixtures, machinery, IT Assets and vehicles, but does not include real property. "Authorized Staff" means the person responsible and authorJ2:f~ to Purchase Goods and Services within the authorized limits as set in this policy. / "Best Value" means the optimal combination of, Total co:if JJf@rmance, qualifications, and factors related to sustainability, as determined in accordanc:E3_.vvith specifiqqiteria and weighting for each criterion established by the City for the applicable Rt:frchase. . s -,--·---~--·-·-;/ "Bid" includes a written formal submission in resp6ri?; to a Competitive Prb:ce$s inviting the supply of Goods, Services and Construction. ·· · ·· ·· · · ·· · · <:'.\~~~r\_ .{:~};:>. '·\)r. :.. "Buying Group" A buying group consi$tS of two or mqr~ m.ern:~ers that combines.the purchasing requirements and activities of the gfotipJnto a joint Pfocu&ment process. Buyihg'groups include cooperative arrangements in which ·111dlvic:lual members'ad[ninister the Procurement function for specific Contracts for the group, and moreJdrm~iqgrporate arrcii'lgements in which a corporate entity administers the Procurement for group members:.Buying group$ may involve a variety of entities, including public sector, pfiyattlsector and hqt}~r-profitmganizatioris.: "CETA" means the Cornpr;h{n~fv~g~onomic 1ridJrad~AgreJm&:nt ~nt~red into by the Government of Canada and the Eurbpe~r1 Union (EU) to the eXt?nfa!)plicable by its own terms to municipalities in British Columbia, and incl\J9~s ame~'.cl!Jlents to th@Agreement. "CFTA" mec3pstheC9nadiai/'p/eE3Jr'Bil:\greE)meniJrhered into by the governments of Canada, the Province.sofCahaO(:\,thE) Northwi$fTerritories/antjYLlkbn to the extent applicable by its own terms to municjp'alitles in Britisn¢qlymbiai~nd includes amendments to that Agreement. CFTA establishes genernl ru)e§> regarding operh:1nd ribn-di~criminatory access to Procurements, exemptions to those general rulGs, and other Procurement pfoc.edures that apply to the City . . -·., \.,·.' ·----,"-·-· "City" meanstfi~m1.micipality o?the City ofMaple Ridge. "Change Order" m~~r,s9 Contradiiinendment changing the Construction or Services provided under the Original Contract, illq.tuding bt(riot limited to specifications, scope, schedule or price. "Chief Administrative oti1ttt"M11ns the person holding the position of the City Chief Administrative Officer, or their designate. "Contingency" Contingency allowances provide project managers with discretion to meet a requirement that is not perfectly defined. "Competitive Process" means a fair and open competition based on functional and generic specifications. "Construction" means a construction, reconstruction, demolition, repair or renovation of a building, structural or other civil engineering or architectural work and includes site preparation, excavation, drilling, seismic investigation, the supply of products and materials, the supply of equipment and machinery if they are included in and incidental to the construction, and the installation and repair of 2680266 Page 13 of20 Policy No. 5.45 fixtures of a building, structure or other civil engineering or architectural work, but does not include professional consulting Services related to the construction Contract unless they are included in the Procurement. "Contract" means an agreement in writing or verbal commitment between the City and one or more parties which create obligations that are enforceable or otherwise recognizable at law. "Council" means the elected Council of the City. "Deputy" means an Employee of the City holding a position as a Deputy Fire Chief, Corporate Controller, Deputy Corporate Officer, or their designate. "Direct Award" means a Supplier is invited by the City to negotia,t¢}Hd/or sign a Contract for Goods or Services, without going through a Competitive Process. A DirectAyi;ard can be a Low Value Purchase, Sole Source or Single Source, but a competition is not requifetl.\: </'.:}···<· .. ; •• "Director" means an Employee of the City holding a J)Osition as a Oirector of a City Department, Municipal Engineer, Chief Building Officer, Chief Finanoi~I Officer, Chieflnformation Officer, Fire Chief, or their designate. </'.)· ·. · · .· '.)r .:-·;/ "Dispose" or "Disposition" means to transfer by ariy niethod including assign/give, sell, grant, charge, convey, Lease, divest, dedicate, release, exchange, a}ienate or c1grne to do ariYof those things; "Employee" means an Employee of th(tfity of Maple~idg¢(: }: "Emergency Purchase" A Purchase m~~ej:fo~tC> an unexp.ibtgd and urgent request which may affect the health, safety, environment, life and ofprop~rty,orthe welfatiof the public. Immediate acquisition of Goods or Services is essential to providedqmmGhiJYi:;ervice, pr$)l~t1t serious delays, injury, further damage or to restore orp1all1t~jr:i..minimum ~~:rvice. /::::~;;;~:-.:.:~:. ..-:: /--······ ,.,. ":>:-. -,,{:'.:<~:~::::::.·-· . ,.·.;~/:{'.;:-~ -,:/:.::\. ,(.>:::~:~::;,>" ·--~\'.;'.;·::::'.:(,\. "Executive Director" m@ns an Emplqyee of the QityJi9lding a<po$ition as an Executive Director of a City department or theirJeRignate. > · ; "Financial Plan".rneans thifim1nciJ1·~1~11Bylaw alldo,pted by Council. _(<··:._·:~_::-·.::~.... ····, >·~-~--~>,:,:·_ ·-·---.·~--~~---. :::." "Formal CQnjpetltiveJ:>tocess'' !l)eans a pLlbliq Procurement process that is competitive, open, transparent, non-discdniinatory <a(id •compliant With the requirements of the Applicable Trade Agreem~11t§: · · · · · · · · · "General M~ri~ger" means an ~@ploye~:o{tne City holding a position as a General Manager of a City division or theird~$ignate. · · ·.·.-_·_-_-f_ .-, ' -"Goods and Sen11c;~;,•:.Jncludes:·w:i'thout limitation, Construction, supplies, equipment, furniture, fixtures, machinery, ITAssets, ~oftware, vehicles, insurance, Employee benefits, labour and materials, maintenance, services, bu(tlo~s:nbt include real property. "IT Assets" means personal ~'di~uters, computer servers, fax machines, cellular telephones and other handheld devices, printers, scanners, copiers and other multi-functional information technology equipment, together with any power supplies, storage media, user manuals, operating systems, software, firmware, peripherals and documentation relating to or incorporated within any of the foregoing items. "Joint Procurement Venture" means a group of two or more public entities which combines the purchasing requirements and activities into one joint Purchase process. "Lease" means a Contract by which the City is granted the use and possession of personal property for a specified period of time in exchange for payment of a stipulated price (including a price of $0). 2680266 Page 14 of 20 Policy No. 5.45 "Manager" means an Employee of the City holding a position as a Manager, or Assistant Chief of a City section or their designate. "Manager of Procurement" means the person holding the position of Manager of Procurement, or their designate. NWPTA" means the New West Partnership Trade Agreement entered into by the governments of British Columbia, Alberta and Saskatchewan to the extent applicable by its own terms to municipalities in British Columbia, and includes amendments to that Agreement. In some respects, NWPTA establishes more stringent general rules than CFTA regarding open and non-discriminatory access to Procurements, and narrows or eliminates certain exemptions otherwise available under CFTA to the general rules. "Officer" means a person appointed the position of Officer byway:d{a City Bylaw. "Procurement" means the acquisition by any means/.in¢(Udfhg by Purchase, rental, Lease or conditional sale, of Goods, Services and ConstructiotJc · ./ .· .. ·. / _,.. --··, /? /:'. 'i;,,< "Proponent" means a Supplier that submits a resROi1$6 to a competitive bicj. /' .... '.. . ' -. -"Purchase" means the acquisition by any me~n&(including by purchase,\6ontract rental, Lease or otherwise of Goods, Services and Construction bythiGity, but.cj9es not include:/{a) any form of City assistance such as grants or loans; or (b) provision by't6e City. qf~6ods and ServicesJo other persons or entities. ------------··· -, "Purchasing Card" means the corpo:it~J}~dit,,cc:1rd issu;a}o an Employee for the purposes of purchasing and paying for small dollar tra8sactiofls<within thelr}sJablished authority in accordance with the Purchasing Card Program Procedeire's and Gui~~H1;1es. / ·.· . . . . ·. ---. . ,>;-· ... ' "Operational Procurem~nf Proceic:IOr,es" meahsth,e/yv/it(~r?proc~s~es<~nd procedures governing the Purchase by the Cityj)f(;oods ar(d $ervices that/have been 'approved by the Chief Administrative Officer, and includes ah\erie:lments tfie[eto. . . . .· . . -"Quotation" oc"Quote" ;i1fis:a .v~f8afor. writt~~faubmission from a Supplier in response to an Invitation t9QJ6t~.</ ·, .. ··.· .. ·.··.··.·.· .. · · ......... ·.. ···· -_-,,-..-> -.·.-,·-, _.·.--,-_--_ .<'. ', /.·.·>.·. . '.-_-_-,.-',--·.--"Service;"ITleans usefilabours.th~tdo not pr~dllcla tangible commodity. "ServiceJroVJ~~r" means th~cornpa~y/J(~rson that is hired under an Agreement or Contract to provide Services. '.·,:.··.·,·.-_. '·>-·.-:", ,,· "Single Source"Is J c:ontract dirJctly awarded to a supplier, without a Competitive Process, where other potentials suppliers may be/available. However, due to defensible conditions, a Competitive Process was waived. · ··· ·· ··· "Sole Source" is a ContrJct):·fr(~ctly awarded to or negotiated with a sole supplier, without a Competitive Process. With a sole source, it has been demonstrated through a Notice of Intent to Contract or other means, there is only one capable and available supplier. "Supplier" means a company which supplies Goods and Services to another company. "Supplier Performance" refers to measurable indicators that can be tracked to assess predetermined Contract performance goals. Supplier performance can include subjective evaluations of the supplier by CITY staff during the performance of a Contract. "Term" means: 2680266 Page 15 of 20 Policy No. 5.45 i. in the case of a Contract for a Purchase, the initial term of the Contract, not including any optional renewal term; and ii. in the case of an optional renewal or unforeseen extension of a Contract for a Purchase, the renewal term or extension period of the Contract, not including the preceding periods. "Total Cost" means the sum of all costs, including all contingencies and applicable taxes (except credits against such costs, such as trade-in values on existing Assets, and amounts subject to City recovery, refund or rebate under applicable sales tax legislation) that are to be paid by the City during the Term for a Purchase of Goods and Services. For greater certainty, the Total Cost for a particular Purchase made by a Buying Group in which the City only that portion of the cost attributable to the City (not the entire cost to the joint 2680266 Page 16 of 20 Policy No. 5.45 SCHEDULE "B" DELEGATED PROCUREMENT AUTHORITY LIMITS In accordance with Article 6. Delegated Authority for Procurement Transaction of this Procurement Policy, the delegated authority for Procurement transaction spending limits are stated in Delegation of Procurement Authority, Bylaw No. 7711-2021. The delegated levels are listed for reference purposes in the following table: Position Delegated Approval Authority Limit City Council ./$750,000 and above /<< ---~ Chief Administrative Officer /(/{ ... :1.1 to $750,000 General Manager /;'. / <<Qpto $500,000 Director /{/ ,, U { $200 000 ,. p ();· .; ' Deputy up to$tpp1000 Manager Up to$ 75;000 .'./·'.· -::::::. ':-. ·.,.·· . . •~ >r 1. Services Procurement is subjeciiQ)he same poli6y ~s materials, equipment or supplies Procurement. The annual value of a$'ervi2~ Cpntract deterrniries the authorization required . . . "'\ . ·.· '·'<:::<-, . '---2. Delegated approval autbqrity also authqrizes iHl~o$ition to~~ec1.1te Contracts in regard to such Procurement transact(qnsfora Procu;~ment tra.ri§~ction thath~s been approved by another /·.-~',·.-.·,-.·.·. / ·.·.-.· .. J. ', -~·,,··S\ /,·---,·.·.·_.··'/'-----·,·.· ·.". ' Employee in accord~riCe witlithe.Bylaw. ,._, :,///// . :/_ 3. Written Contracts·<~@ to be used when th/h~;urement ·;:;wmplex, despite the dollar value including but not lim}teifto: q<>nJract~ecurity,performance monitoring, project schedules, long term agreeffi~nt$;,a,nd ar,yf?r6cJtemerit},swed tlirbµgh a Competitive Process. "/· .. ~,,-.. _··.·.·.·,,,.··_,._,/.·. '<~::>···-·.·,{ ,.·_.·~;,;.-·-·_--, '.'.' ."., 4. Chang/Orders maV&e iss~'JH PY Authoriz~d$ttlff within the scope of the Contract where the re~itecfContract valuedoe9 not.e)(ceed Authori;ed Staff's delegated approval authority and where the cohiract will not ex~eeci the e~pengiture budget for the project or works as approved in the Financial Plan. . . ·:~t 2680266 Page 17 of 20 Policy No. 5.45 SCHEDULE "C" PROCUREMENT METHOD In accordance with Article 8. Procurement Method of the Procurement Policy, the following Procurement methods govern the Procurement of Goods, Services and Construction for the City and are supplemented by the Operational Procurement Procedures. PARTI 1. LOW VALUE PURCHASES (Less than $5,000) a. Application .· ·.·.·.·.·.·. This method will be used for Goods and $~fvic:es having a value for a one-time (non-repetitive) Procureniefrt. b. Process $5,000 and required I. Before initiating the tr9.nl3action Empf6y~~~'.mkiFbe, or ensurnth_~y have received approval from the appropr1$te Authorized Stijff( .. II. multiple Quotes are not>requff-Jo'l;lnd a Purch~$ein this category can either be paid for by Purchasing Card or thtgity bEil1~f) igvoiceddirictly. 2. MEDIUM VALUE GQP[)§Aijl:l§;RVICES'f>QRCHA~ifoi~~t~rth~h:$5,000 and less than $20,000) .f ) .· . : {\. " < .. )/ . >: /;. a. Application This method will btt1~ed fq{G999sand S~tVic:~s having a value greater than $5,000 and less than$ifr),QOO.r~quir~dfofao6e~tt~~{11on-repetJtive) Procurement. _-;.::~<~~=:/:~<:, , b. • ~[()C;SS <>r. ·. Before initiating.the W~hs?Ction Employees must be, or ensure they have received { approval from:\ff~Auth;fii~t:LStaff; 2680266 II. < (Use some degr~f(oJ comp.~tltion whenever possible. Process cost and cost of time needs..to be bala@ed against due diligence to obtain Best Value. Optimal number of writtJWQuotes (i.Mefhlail, fax, letter) is three; 111. All supp@rsi,yillr~9~ive the same Quotation information; and IV. All Quote ddc:~rY)ehtation will be submitted with the Approval to Purchase. V. Authorized Sfaff are responsible for selecting the Supplier on the basis of Best Value to the City. VI. An approval to purchase form must be created by the department requesting the Goods and Services PRIOR to the work starting or the Goods being ordered and appropriate documentation must be collected (i.e. certificates of insurance, WorkSafeBC etc.). Once a Contract or Purchase Order has been completed the work can begin and the Goods can be ordered. Page 18 of 20 Policy No. 5.45 3. MEDIUM VALUE GOODS AND SERVICES PURCHASES (greater than $20,000 and less than $75,000) and CONSULTING SERVICES (between $50,000 and $75,000) a. Application This method will be used for Goods or Services having a value greater than $20,000 and less than $75,000, and Consulting Services greater than $50,000 and less than $75,000, required for a one-time (non-repetitive) Procurement. b. Process I. Before initiating the transaction Employees must be, or ensure they have received approval from, the Authorized Staff. II. Three written Quotes (i.e. email, fax, letter) wi[l/tie61Jtained from a minimum of three different suppliers (if possible). /:f f: Ill. All suppliers will receive the same Quotati~Q/ihfbfll1ation; and IV. All Quote documentation will be submittec:iitith theJ~proval to purchase form. V. Authorized Staff are responsible fo@~licting the Supplier on the basis of Best Value to the City. / :7 --· VI. An approval to purchase form rhµ~t be created by the depar;tment requesting the Goods and Services PRIOR to thl:Work startil)g"or the Gooct{being ordered and appropriate document.c1tion must t>l colle¢t¢d '(i.e. certificaH&ns of insurance, WorkSafeBC, etc.). Oric~:a Contract or PGrbhas~ Order has been C()Jiipleted the work can begin and the Go()dfca1Jb,e ordered. < \J< VII. Authorized Staff may detefq,/n~JnqtJt is appr\>priate to use a Formal Competitive Process instead of the Written Quofation process}even though the value of the transactiqffi:l~!:;~.than $75,()Q(). In sJ2ffi9aJ;e, Alithqrized Staff will, in accordance with th~_pr6visiC>ns_9fthis scheHuJe, c;ghfafc(tlie.:t=>ro~urement Section. VIII. Refertd{he Operatioril:ll ProcurJin'ebtP~ocedures for additional instructions. 4. coNsuLt1N&i€Rv1cEsciisitH~hi~a:.rioo> • -/,'.: · -:-: :-· ----_-_-::-::--:---_--: /-__ --::-:_ ----/. ,---."'.-::):::,,_ a. <Application ' :::\ _ ::··:< : Thisniethod will beused for pr6curing consulting Services valued at less than $50,000 for a one0ti_me (non-repetitiVe),Procurement. Multiple Quotes are not required for consulting ServiceSunder this va1u·e.< ------b. Process 2680266 I. Beforlfr,ltiating:thl' transaction Employees must be, or ensure they have received approva1 ·irommpe Authorized Staff. II. Ill. IV. V. A scope of workand a pricing proposal must be obtained from the Service Provider. An approval to purchase form must be created and include any documentation required such as certificates of insurance, business license and WorkSafeBC certification and the Service Providers proposal. Written Contracts will be required for Consulting Services greater than $20,000. Refer to the Operational Procurement Procedures for additional instructions. Page 19 of 20 Policy No. 5.45 5. COMPLEX/ HIGH VALUE PURCHASES -GOODS AND SERVICES (greater than $75,000) AND CONSTRUCTION (greater than $200,000) a. Application This method will be used for procuring complex Goods and Services (including consulting Services) exceeding $75,000, and $200,000 for Construction. b. Process I. Before initiating the transaction Employees must be, or ensure they have received approval from, the Authorized Staff. II. Contact the Procurement Section as early as in the planning stage. A Formal Competitive Process will be required. Ill. Refer to the Operational Procurement PARTII. ... · ,, .. , ' -.. 1. SINGLE AND SOLE SOURCE PURCHASES a. Application .· .. · .. . < </:/ In the case where there is Singf~SourQeJo supply '3(¥bo~ or Service or the decision has been made to award to a Sole Source/ b. Process 1. A writteA~xJlaKJtiqn, comm6r;jly reJ~frJ~%asa ~01lsource Justification, must be provid~clt() the Manager of Procur~fu~r\t to suppoda Sole Source or Single Source to suppot-i<Rµrc~ases o\/~r $20,000\Jfue CAO will give final authorization. II. \f\/ritten appt9vala.~8.e$cri9.eg in Schi.9Y:.le "B" Delegated Procurement Authority Limits / rny?f?erecefves:Jpr;ior 1:0:prp.p~~qing V{.1tb the Purchase. 11):\ . Refer to toe OperatioJ}al ProcureMentProcedures for additional instructions. 2. EMERGENGYPURCHASE. a. Applicati611 When quick·cfrJmmediat~ ?dquisition of Goods or Services is essential to restore or maintain minimum acce"8taole Jevtif of community service, or prevent serious delays, injury, further damage or to rest6rJsfr}riaintain minimum service. b. Process I. In an emergency the preparation, documentation and analysis aspects of the usual Procurement process as described in this policy and in the Operational Procurement Procedures may not be possible. Oral authorization will be acceptable as described in Schedule "B" Delegated Procurement Authority Limits. 2680266 II. II I. All normal purchasing documentation and reporting, complete with signed authorizations as required to be completed as soon as possible after the emergency. Refer to the Operational Procurement Procedures for additional instructions. Page 20 of 20 Policy No. 5.45 APPENDIX F OPERATIONAL PROCUREMENT PROCEDURES I: 1-Approved on __ , 2021 I I ! OPERATIONAL PROCUREMENT PROCEDURES 1 I I 1-I I ; 3 --I = INTRODUCTION 3 1-I 3 PRINCIPALS AND OBJECTIVES ADVANCE PLANNING DELEGATED AUTHORITY 4 4 ,=~:}W,/ ·-~~=~=~;:,.~ METHODS FOR GATHERING MARKET INFORMATION~~~~~i:=::,. ·"·' ·-~;,{ttl::>.. METHODS OF PROCUREMENT 5 5 5 6 7 8 9 15 15 15 16 16 17 19 -~~~-~--.::~~:::>-. '>:~J:h. '<•' "••••""-"· vi_"'>). .. , "J!.;· • ..-• ..,. -~~~[::\ ,1tfa, {f::0.j,, 1. CONTRACTINijf8_R GOODS, SE~JWES AND!~~NSTRUCTION 2. REQUIREMENTS[&"g~ BID OR PER~;9,MANCE"SECURITY 3. LENGTH OF CONTR~t,.RENEWA~S:,~ND EXTENSIONS {OR OTHER AMENDMENTS) V.-->::::::;,_ ;:*.::;:i 4. RISK MANAGEMENT~(~@h.. Ai\~? 5. CONTRACT MANAGEMEN~itMfl~IER PERFORMANCE AND CONTRACT DISPUTE 6. CONTINGENCY AND CHANGB;~RDERS CITY ASSETS 20 1. CITY FACILITIES AND REVENUE-RELATED AGREEMENTS 20 Operational Procurement Procedures ljPage OTHER INFORMATION 1. STANDARD FORMATS AND TEMPLATES 2. SUPPLIER PERFORMANCE EVALUATION 3. CONTRACT AND AGREEMENTS REGISTRY 4. COMPLIANCE MONITORING AND REPORTING 5. UNSOLICITED PROPOSALS 6. GUIDANCE ON THE USE OF SUB-CONTRACTORS 7. COMPLIANCE WITH COMPETITIVE BID LAWS, TRADE AGREEMENTS, AND OTHER OBLIGATIONS 8. DOCUMENT CREATION AND RETENTION 9. NON-DISCLOSURE AGREEMENTS 10. VARIANCE FROM THE OPERATIONAL PROCUREMENT PROCEDurNs APPENDIX A -MINIMUM REQUIREMENTS FOR A FORMAL COMPETITIVE Pri62eis ... APPENDIX B -DISCRIMINATORY PRACTICES APPENDIX C-EXEMPTIONS: CIRCUMSTANCES FOR DIRECT APPENDIX D -ADDITIONAL EXEMPTIONS: CIRCUMSTANCES rvn.-_-_...,, APPENDIX E -DEFINITIONS Operational Procurement Procedures , . ~" '/ 21 21 21 21 21 22 22 22 22 23 23 25 26 27 28 29 21Page ~--=~---=-===---==~~-r INTRODUCTION The Procurement of Goods, Services and Construction enables the City to carry out its many functions, involves virtually every part of the organization and is of considerable interest to the business community and the general public. The community needs to be assured that the City's Purchasing decisions are made without favour or bias, that there is ample opportunity for qualified Suppliers to bid for City business, and that there is a high standard of financial stewardship. These Operational Procurement Procedures apply to all City departments and support the City of Maple Ridge, Procurement Policy No. 5.45, and Bylaw No. 7711-2021 Delegation of Procurement Authority. The Procedures include provisions that are consistent with Applicable Trade Agreements in relation to the Competitive Process, exemptions to competitive processes and minimum standards for t~-~l~)1rocesses. The Procurement Section facilitates the procure~ent of Goods and Servic~s through a F~~W:Jff'h1petitive Process and the disposal of surplus assets according to the Procurement Polley and establ1sf:fe"<:frJ;1Jocedures . ..-:~::¢Nt~:::· ~s::~:=:-·~~.~~ ..... •.:.:~" ~i:~:;=-::,. • .:;,-; -.::~=-· '1~$:::::~~ .. ;:~::·:~. ·'.:~~;::-::.. ~-:;.:-:.•,•X:•;,:; -~·X·.·,: • .. ::~;~~(;? -~~;z~~~===~-,,";,~ .. -.~·.~~··;r ............ :-:,.... PRINCIPALS AND OBJECTIVES ~irnr '•'.;i{l~t .. Procurement activities are to be carried out so that ·;1{crtt:~.d Good~t:~~rvices a'~%,;~9:Q.Struction are obtained in a timely manner, in the desired quantity ,of the desireJ1f4~i3)J.t~ ::[@:~kt a reasonabte(m/fe. In short, the City -~ .11.";-. :,.:::::, •.-.-~·--..'St..~>··· :,.: •••••••. seeks "value for money". To accomplish tb'isn~r.ocurement ac-iV.ifies: -:::_,y '·;<"=a:f>:~m,·c::,. ··::~:=**· • Will be conducted in a manner' i.r~itgJ;g:9.1~s op;m=(g:9~.-discriminatory, fair and transparent opportunities for qualified Suppliers;\~\ -~<'.::tt\,~. -~~:fj::;:, • Encourage the deve_ l~JtW~:} --~! local sob{~:p.~ of sif~f~}:%}.he ext~gkpermitted under Applicable Trade Agreements, where;JO,:;:~t&,is\~R:'.JU bsta ntia!~··iRre_~{~ill;9>oq~!l~:Jhe ''Gity; • Should demonstr.~l:~hat dec1s~gl}.P are bas't1i~JifchnicaF.;tm~Joperational considerations, price and other relevant critefia;~~: ·tt; '"{~1::f· • »-~»=<~~-!~~-::~ ~=~~"':; ·• • Are based on the Life ·@y_gl_g cosjj:9"f~t_R-~ acquisiti~tjjwhere practical); and, •,:.-::.•.;,·. .«s·'P::«···~·N,g,, ~~w.·. • SupporJ::.S.O:@Jii.@.bi1ity ooJ~~-ti.\l~!;lJ1i:Csm:UtHJ:J~.d in tM~21?,.rocurement Policy. ~:-:,;::;:::::·::::}:::;;:::~:;:;~~ ··::=::::::~:~:::'' -.:..::::~-.:::=::;::, ~=~~ ~:~:~}.:-6·----·~ .... r::;~~::::~rz.--, ·~~~~:·... ~®-??:::~~.. -~~-?~:::~ . .,~~-=·==~ "•,-!t~~ .. ~-. ... ... ~:-·~-~f;,.. &}%::,{,".. '~! ;; -.-,;::::;:~,,--~-~::. -:~:, ~-;:*§:·., ·?i'-::::~;., -~;~~r.=::~--·"{". ·>.iij%~,, -,:~{N1::.. ·-::::i:Jt~. ADVANCE P·::-ml\"''NING '==t:}" -::\:~~~ •. ·I:~ ~·<"~ ··•-: •,,·~ ··-;. ... ~ ·;:;:;~~~-. i=i~~~ ·~=~~=-·· All City staff are reqfl:l@~ .. to advise tM;\procurement Section of their purchasing plans and requirements for Goods, Services and df~<_struction i~f~dvance of program needs. Aggregating similar requirements can substantially reduce pri~flt'fa,r;id coitJ?for maintenance, delivery, ordering and payment processing. All departments will work witWt{e~~JmJ!turement Section to review and identify opportunities for demand aggregation that provide overai(tJv'ings to the City. Operational Procurement Procedures 3IPage i i DELEGATED AUTHORITY Any person delegated Approval Authority is authorized to execute Contracts in regard to that Procurement, and shall: i. Assume responsibility for all key decisions, and approve all required documentation, or ii. Assign one employee (directly or indirectly), in the department with the responsibility to make key decisions, and approve required documentation (other than the Contract). If the person with delegated Approval Authority assigns responsibility to an employee under paragraph (ii), then the extent of the assignment should be communicated to the employee in writing (e.g. by email); otherwise paragraph (i) will apply. d§~h This Procedure is subject to any other authorizations and limiiftfgt~ set out in Bylaw No. 7711-2021 or Procurement Policy No. 5.45 (e.g. authorization for an emplq{!¥f#ti1s:icting position to execute a Contract; ;,,·.~ ... _,;;,.. ,,.,, .... ~.···. limitation on an employee in an acting position to sub-de!.~gale::auties''fQ;~,1;1,other person) . . •::;•:•:·=~~. '<~:-;•:":;:,. Refer to the Bylaw No. 7711-2021 for detailed infor.mifMWregarding del~1tilit_authority to make purchases within specified dollar limits. ft{( '·\lh .. -"~\4hi ''!", ,:·:·.·~·.z.·, ·-:,"?.:::·>ili='··:::,. '-:,:,7 ,•:•:?.•:~: .. :-:::..:.-. ...'{~=~:;:;:·::=· METHODS FOR GATHERING MJ\RfilIJNFORMA?'mt:QN .... -.~-: • ..,, '"<••:•:•!-•'·~ '•"J," ........... .. There are two main methods the City uses t;::!§th~fM~rket informlti~k1.: ~.;~;::,.}, ·...:~;."-'~:;:;:~.. -~~:=:::::~:• Request for Information: .. {~:~{@]~:~.:, · ~\1t ·f,:~~tlt==~·.,.. --~{{~b -~!;:;~:~::::·a·: .. ;::Z,;;;:::::;.. '-:::::~:~. .,::::f.,..-;-;:~:-... ~::=:::~<:.-:,. _ .-.~.;..,. A Request for lnformatio~;{t!rRFI" 'i'tt~\ar:pcess u?~~}!iff@:ct'Utt~~~tion about the capabilities of various suppliers and may include \/~~~est forlgyice or alt~fli:ijJive solutions regarding a particular need or problem. . ·\~gt< Aft%=:::::::.;,.~ ~tl\ Request for !BJtmJJJJti/~tere~~nfRV~:~:~::~w~@~t:::,'?, s;{~\ A RequestJot?.@I5ressioif6faf.1terest"6'){RFEI" is ~tpMte.ss'tl~ed to survey the market for Suppliers interested in sup.plyirita;~J.~ula_r Goodt(~~t.?e~l'\9.:2:~-~tructi~-~:;:j~d/or responding to a Formal Competitive Process or an 1nforma1·111;1wtat1on to Quote;;::::~::, v.::t:::$, ~-·=:;[~~*~~' '.::;;~~;:~ ~~~~)1i?.$; An RFI or RFEI caiKl:fe::-helpful as a lr:~liminary"step when considering a purchase with a high dollar value, a high degree of uncertJ(0ty,_and/or coitJ.exity. However, an RFI or RFEI, on its own, is not considered a Formal Competitive Process or'ii:jfo~f?rmal iWJfation to Quote. After issuing an RFI or RFEI, the City may or may not take further steps in relati6ri{?-l~-~:1Wfcurement. ~:'~t}Jfy ··;,,,:,,:' Operational Procurement Procedures 41Page ~~-------METHODS OF PROCUREMENT The method selected for a competitive process is dependent on a number of factors including the nature of the goods or services, complexity, risk or time available. The Procurement representative will select the most suitable procurement tool or process after consultation with the project manager. The following provides an overview of commonly used methods: 1. NOTICE OF INTENT •.. -==~~t .. A Notice of Intent or "NOi" is the method by which the City notifJe:s::BJlppliers of its intent to direct award a contract for Goods and Services (i.e. an award without competiJin§f~nd is posted on BC Bid. If a challenge to an intended direct award is substantiated, a competit#~:n be undertaken . .. f}-;., '6., ·-;==ft~< .§::}~ffe.t' +~:::~;-2. FORMAL COMPETETIVE PROCESS ,,,:::~~~,=::· ·::%ft· . . . . 1tf ~t;, ... -:~4~Iifo;; ~=:;~~~\,. (?:«".t:, ,, ··=·=·:~,,;.;~ D1stmgu1shmg between ITT's and RFP's: ···~)t·-. ·.(.if:;,:(~::. ··:::Mh:. .;;::,:,, ·:;f.{:::;;:-,4~{},.->;,:~ ~::f':i::-, Invitations to Tender: An Invitation t~tff~~~t.:, or "ITI" t5[wffcompetitive Bids by'setting out detailed perf~rman~e specifica:i.ons and clearly&ifal(~i~m~ndatort{f{~ta. The Bids and prices are typ_ically provided without cond1t1ons and the awa.J&l.;_w1tnqgt!:!tgot1at1onmtqe award normally goes to the bidder whose Bid meets the performance specifitfilions aH~M:handator{&fft~ia in the tender documents and is the lowest cost a®~.:.$:?:l%~::... \th.· .).mt~\::~.. ··=:@i, . ~-:=:,;.,~~9';-;-·;;..,.;: .... f·, ~-:~;-:,:... _,:.-:; .. ..-·:~:·i:~-~,....;·.;-. ..-.w ,4.·X·»"?:~-. . ~ '~:Ji::::; ',;,;,:°* /~;::~;-~7/ .•::,::z::::-,,:::•c• • • $,r.;;.:Xf{-·· . __..;,....t'.,-:::~. ·;t:".~:,. -6•::tt':l;;,::~!f-"Y ~..-.~._;::~-:~>. Requests for Proposa!{{. Request~@{ Proposa!f(~Jffef'allows th~JCity to carefully weigh many factors, including quality and ~icflfn RFP]/}Jypically u!f:i?.when there are alternative ways to meet a specific need, or when it is diffic~t~0.Mhe .0ity:;tqJully defin'eJ~.erformance specifications. Suppliers are invited to propose w. aj~;;abnsider iliIBtJf}Ettf{?&)~of meitt!g the City's need, including filling gaps in the City's specificat'ft~"'!ii('J;ft1:;=al~g: .. on Jftij\s requ·;~f(!Jin.Jh,W.:RFP itself. An RFP is also used when detailed specifif~{)!~s are def~"@~}}et th;:~ty. wishes t~l@=a1uate qualitative criteria on a points system (e.g. experie~~c'(:~~~}imilar proj~~l~rnpl~?\'.t~.::'umes; financial stability; sustainability), in addition to price. -:~1:::::,, -..:Jh ··::::.:::&: Suppliers will ~r[sl:?,Pnd to the R~ :}by desc 'ij;;ijhg how its Goods, Services or Construction, and/or related ·-~~:::~:~~:="'-. . l' -::;.?' . . methods can meeNthe City's spee:if.1t: need and at what cost. The City normally selects the Supplier whose '•~:;:::>)."e l•::;~:=-~ Proposal is the high'e~\i,ranked, a!;U1e most advantageous based on the evaluation criteria set out in the -i~:=t~~=~~ }}.;f=J R F P. '.-:::;:::::.:,,. .!..;::>,?~~~ Adding a Request f::1tfwt~kations to the Process A Request for Qualifications or "RFQ" may be used to establish a short-list of pre-qualified Suppliers as a preliminary step in advance of an ITI or RFP. An RFQ may also be used to establish a permanent or time-limited source list that the City uses to make subsequent purchases, provided that the RFQ describes how Contracts will ultimately be awarded to Suppliers on the source list (e.g. rotational or other process). Opportunities to be registered on a source list should either be provided continuously or at regular intervals, and an RFQ should describe those intentions and specify the period the source list is valid. Operational Procurement Procedures SI Page -------,..-! Other Formal Competitive Process The Procurement Manager may establish other formal or innovative competitive methods of purchasing provided that: (i) the methods promote "value for money" and (ii) are consistent with the City's obligations · under the Purchasing Policy and Applicable Trade Agreements. Competitive Procurement through a Buying Group A Buying Group consists of two or more members that combines the purchasing requirements and activities of the group into a joint Procurement process. Buying Groups include cooperative arrangements in which individual members administer the Procurement function::f.S:?r,specific Contracts for the group, and //<,·~ •• ,,.., more formal corporate arrangements in which a corporate en:tjt5Miti!Hninisters the Procurement for group members. Buying Groups may involve a variety of entities, · ,1'fuiit~·g public sector, private sector and not--.<-;..v. for-profit organizations. ,(::?; ::::~:?~/®-:::-, ·<t~-:-··~:\:§$:;:>, ,,•'.'i\. ··~-· '>$:.::-;,:,:,. a. If the City is part of a Buying Group, the City st.?i!J.:.ensure that'ci(1jS;'.:;!?,rocurement undertaken through "!·.· ~-:-x:..-;.r -~{._x}.•i, the Buying Group is carried out in a ma'}:1JJ~l>nsistent with its'o~tlft;_ions under Applicable Trade Agreements. ~*,:~1:/f: ~l:::::·: -~;;;:~\:::.. ~%~~:: .. For greater certainty, the City should consitli[(tJ:Je enti(et8r:ocuremenN,jh.1e, not only the portion . . ~~-::::;;:;> .,;;•:P:,,:.-~::fi ·,~~=:--t-:::~-. attributable to the City. /.-:·:·., --~:i=:§::::~-:,:·$}:i:f.:·· ··<:;::::!::::. ~::::=:;:::~~..... ··::;:::,:i~!~"•":::-J' -~1j.-:;,· b. Despite paragraph (~) but su8J\!l~ililf{~.graph (~)~f'3J.(.cable Trad: Agreements d? _not _apply to purchases by the City undertalZ~f:); tlirgl;(gp,, .. a Buyrng::~r:.oup that includes a part1c1pat1ng non-government entity if the Buying G}ttlp i~,'7i~f~outrolled t=~ir.!=)cted by the City or by one or more government entitie~i~:=.::::>\~, '{]fa. ~--:~%lit, "*f%:, _.::~::::;:;::?-:~~®:::~t::> ~:z~~-. .-::~~~$::-~*.~~~~-b -~~~~;;-· _.>(;:;:~;:•::;;'/ -~·,:::::.~-:::;. '<·::::'& .,,,::::::;,;:;::,· ~,.:z.::z·1::., C. If the City is piijf§t a BuiMt~:~oup as ctifNfi~~ff in paralt®h (b) then: "-:.:;·:-:k ~~·;:;-l '((~,::::::-;;:;:::;;;~... :::=-:.:;; ~ .. f!*q. I. .!he City "M'W-{t,sti!l{fff~Y.!:~ that ci~~\~pecific Procurement in which it participates is ,;$flF;ffei:aef.1;9ken 15y}i1critW~Uy['A1hRrnup r~:% manner that gives to potential Suppliers and _d.•,N•"•{}•.tl'_.t.~"/.Q/,i',/:,;.:-;.•,;.,/'• .. 'i/-i,",y•.-.v.g,• . -'.!,'(-.,•.•,1.-•?· "'-;•n•,,0:, ,1jj,¥>:.··· Ser\iie{?}}i?.f1ther:::~:t~~s of Canzi:g!lJ~~atment no less favourable than the best treatment ~tt:{ the City'giyff~l)n lil<:~fqtcumstan2·~s)b the City's own potential Suppliers (or those of any ··"$,:x·.,,..·. -~.v=-~".,.~ ..... ~>-=$ ... , ···=Mt.,.. other jurisdiofor:J); anatt.k ·~:;:~rm.. '·~=;:;~-.. ~?-=~=f~.----=H~:;;; ~$:~, -=::f~==-~ II. ~~~t(\fit~ has no ::-i~l!%~ti_ons ltlating to any specific Procurement of that Buying Group in wtireh;Jt does not::Rlfrt1c1pate. ··'!:;:;~;:; }.~;~§3 ~~:~;:t .ihtl 3. INFORMAL COMPETiflt(\®fETHODS OF PROCUREMENT -=:-t-::}· Informal Invitation to Quote An informal Invitation to Quote may be used for low value purchases and is made verbally or in writing to at least three Suppliers. Verbal requests and responses should be summarized in writing and placed in the applicable purchasing file. Where three or more Suppliers can supply the Goods and Services, it is not necessary to invite Quotations from all of them, however, staff are expected to periodically rotate the opportunity to quote amongst additional qualified Suppliers rather than always contacting the same three Suppliers. Operational Procurement Procedures 6IPage ·-1 Each Suppliers contacted should be given the same information so that they will be quoting on the same Goods and Services. Quotations should remain confidential, even after the purchasing decision is made. The decision need not be based on lowest cost, and may take quality, sustainability, and other considerations into account to obtain "value for money". Other Informal Processes and Programs The Procurement Manager may establish other informal or innovative competitive purchasing methods provided that: (i) the methods promote "value for money" and (ii) are consistent with the City's obligations under the Procurement Policy and Applicable Trade Agreements. /}::-. h!::=~~=~:r::• 4. NON-COMPETITIVE METHODS OF PROCUREME~l~~~jC;.-:.~trnr··'{~~@.t .. A. Direct Award, Single or Sole Source Purchases .-:::~=?-:-. ··:::: .. · ~~{t\ .. ~--~·-·.• . ..-, -~»·x.·· ::::::::~:::w ·{~:=:-:~~~ •. A Direct Award is only permitted in accordanc~i}tJtK"the Procuremenl~~q!J~Y and these Procedures, and includes Procurement at the lowest dollar v~I.Ci.~9, or when an Exempti6h)i~:available under Applicable Trade Agreements. All Exemptions are outlin~M&i:ider Schec;t.ute C & D v,;trtaaditional Exemptions set '";•;«.;.:.. .;..,I'..:·~·>-',:..· .... _.x-:•. out in each Applicable Trade Agre~~ent. A Suppli~tm.~t~;t}elected from "tl\f!:&:?al marketplace (or elsewhere), and the Procuremen\Jifl;!;!:~-~nd conditioi:-\~;i:~tfUsually completed through negotiation. ~t@<-t:;::~::.;~. ·:!;(~~=r~=;~.~ The following procedures apply to~.§i;ngl¢t~R~~-~ce or Sol~:i])f?urce purchases (including Consulting services) if the Procurement value m~s or exciE19s $20,00@}:~-. /•"•}X•:,, lit ~~,~~:dfat:;•,. '\$h> . . a. The Employee mJ;1,$.t:::f1.r.st:s.consult w1tl;l'.;Jhe Prc;>$.U.t:<;i:Q:J,~nt Maf,J~ger who will advise whether the . . . f' ;:.· .. ;.;X~. ~; ! ~ ... ,,.,-•·· , . .. .~;._. .. ~ . · · ..:-: .. ~ · .:: .. 'l, ~ ,. s1tuat1on warrants?a· D1rectAward. ''$;:::>,. -::%:~=:~:~ ·~:::}@:::: .. ·~: ;;·.:-:-~:-· ~;-:.·z<.-~ {;:.:=::~ .• : ...... :.::;,:/., , ·::..:•:•:·:·~<-:· b. For a Direct AW,$fi:), the Emp]~S(ee must pf.E;fp}ffe' a Sole Source justification form with the following ····:•: .... ,:·~ ~-:.-~: !;:•:•: ... ;::" information: '··::\]}::,, Jit::::-;. "::~;)i}~, ~t.f~tff(~:)~,m.at Exenj_g]!.:~J~jfb~I_f~;ggposeq}h, /{:f::{;::::•:,::.::;:tH'e::alternatives.that are·:a·vailable·~;::(~ "'~-:;_:;:,.::;,~ ~~!° ... ~•:•~;:;~":* ",.;;:~~.,;. l\::~.{·E~t.,,~.. ' \(J,',., t{fff? • how".vfl.YJ~ for fttiPJY will be acmjtyed; ·~~z:::~~:-. • the ov€i'raibcost lifnffations; .. '0,•;:x.; '-;::•"•'•'•::,.. •, 'c».-·· ~:>.::/\~:: .. • any other~cir.e.umsta'hc~s, rationale and supporting documentation; '·',:%11~-:=:-. (ndication 6fjtether'tfi~if purchase is a one-time or ongoing time-limited basis; and •,~::::::include the a9.v.1.ce from the Procurement Manager. ·!t?:-~:::.. :::r::~. c. The Employeij}~:~mits t?.itf port to their Manager, and if approved, the Manager will forward the report to the Pr<t@.Wll;;~nfrytanager for review. d. If approved by thtWi9,Wrement Manager, the report is forwarded to the Chief Administrative Officer for review/a~'jS'i:Jval. e. A copy of the approved report will be retained in the Purchasing file and initiating department. Note: The intent of the Direct Award process is solely to establish approval to forego competitive bidding, and not to provide authority to proceed with a Procurement. Refer to Bylaw No. 7711-2021 for Delegated Approval Authority Limits based on the total cost of the Procurement. B. Specific Manufactured Product Brand There are instances when it is desirable or necessary to purchase a specific manufactured product brand for compatibility with existing equipment, facilities, or services. If the Total Cost is $20,000 or greater for a Direct Award on the basis of the 'Only One Supplier' or any other Exemption, the procedure Operational Procurement Procedures 71Page I .. ==--4.A (above), is to be followed, and the rationale for the specific manufactured product brand purchase should be detailed in the report. For a Formal Competitive Process on a voluntary basis, the following procedures apply: a. For a specific manufactured product brand purchase without explicitly allowing for an equivalent product an employee must first consult with the Procurement Manager to determine whether the situation warrants a specific manufactured product brand purchase. b. The Employee will prepare a report similar to the report for a Direct Award under section 4.A (above), detailing the rationale for a specific manufactured product brand purchase. The employee will include the words "or equivalent" on the solicitation document that indicates the specific manufactured product brand. .~.:ft::::. c. The Employee submits the report to the Procureme%J{K6Yger. From there, the same approval, escala~ion and retention process applicabl~ to Dirff:f}ffW is_followed. . .. d. Following approval, the Procurement Section .~et.~ub .J1~!ons from Suppliers of the spec1f1c manufactured product brand. ,.;,::ifh .. ,.. ·:::;:)\~, /f~:::~~~:::·· ··~===~?(~~. Note: Refer to the Bylaw No. 7711-2021 for;:!De egated Approval AUtfiority Limits based on the total ::.:;.;:::::::: -.~;::::f;~. cost of the Procurement. '::(@},. ··:::({\, .,rx.. ''B~.~ 'A~t 5. PERFORMANCE SPECIFICATIONS:}A°N;{)>:EVALUATi'E[°te°RITERIA .,... ~~tJ~:<~==*t~~~=:•:Y.. ·-:--:11~. ~ '\iO:•.·» ~~.:,. ..... ~·-:,.;·-~.... -:;.•$!/ ... A. Preparing Performance Specifications~and Evalffijtion Criteriat.,\ .:::::i~.. ,~.~~,::=:=:=:-..... ··-=~r~J~==~~-staff are responsibl,eJolfR°fef:?.aring th~~=tirtorma9."~if~~ElQificaffJ~tfor the Goods and Services in a manner that can b(illi1}1Wttftr~ted by g:~lr:?-liers{fifftf~ffl~·oce sp~cifications should be prepared so .... ;.:,:,.;•x~:-· ·-:~-;-: ....... i ·~·: .... {•:-:-:·=·, n "-~;,,:,.<·=·~$\ that they can be tO!fW~~=~ by mo'f{Jtan one pr,§.lW,t; manufactu'rer or Supplier (except for purchases at the Lowest Dollar \lalJ;!§s; whe~:~~ Direct Aw~tg.; under an Exemption is approved, and/or when a specific m.~t:1;WJ?cture~99,t,1ck_lJijW~t:P.W.chase(i§).PProved). ~:::;f:{::::.:t;~t~:~-... ~,f*~!JW&·--===~=?:{:::f:::;:. iM=:, Wh~J.:~}ij'.ffc=Efiiff?o!R9t only~1~-~ideraticfr(t1::.~:-f8fmal Competitive Process, staff must describe in ad~~;~tf the evalu~ti\f:t~I.'.teri_af:.fJJ~hts assi'gfrfeffl to those criteria, and evaluation method that will deterl'.f:U@.fthe merits of:~~:~J;11SSIC9 ~if .. -~~~-:-;~~ -.;~-:-X, :f:!ww:•. When drarfi'['.igSolicitation cfg,.g\lments;··qwndatory requirements that may prompt disqualification of a ~·-· . .,. . .t... l'•.~·.· •' Submission···s!)Q,.l:JJ.d be kept {~:A minimum (as opposed to performance specifications, which can be extensive). Th~~$}~t)nds of 'B~;Q.datory requirements have proven to be a steady source of lawsuits against public se'ct_gf.:;:.~nti}i.&,fJk Before adding a mandatory requirement to a Formal Competitive Process or to any Soliq'.ifa#§h~:~;gtaff should be sure that they will be willing to reject an otherwise first-rate Submission for antl~Yerial shortcoming in relation to that one mandatory requirement. B. Review of Performance Specifications and Evaluation Criteria The Procurement Manager shall review all performance specifications and evaluation criteria set out in a Formal Competitive Process, prior to its issue. The Procurement Manager will consider whether: • alternative goods and services that are available that offer cost or other advantages; • the specifications and evaluation criteria adequately protect the City's interests; • the specifications and evaluation criteria contain ambiguities that may confuse Suppliers; • the specifications or criteria are contrary to industry practices or violate the intent of these Procedures (including the factors related to Sustainability), or any City policy; and Operational Procurement Procedures Bl Page • the methodology for evaluating Submissions is clear and consistent with the City's practices. Before making changes to performance specifications and/or evaluation criteria, the Procurement Manager will consult with the project lead. 6. COMPETITIVE PROCUREMENT PROCESS This section sets out the steps and identifies the roles and responsibilities for conducting a Formal competitive procurement process and should be read in conjunction with the Procurement Policy. A. ISSUANCE OF SOLICITATION DOCUMENT ;:i~t@) ,,f:I:-:-:-:::::-· Staff are responsible for issuing the solicitation docuQjf.itl~ invited Suppliers for a medium to low value competitive procurement process and the Proc(f:ifli'~n'f:t:i'R.~~sentative is responsible for posting the solicitation document on BC Bid. ,..::~t-·.:.· ·-,{~t~ .. . ..::~.ff:::> ·~:t$:;, . . {~:wf7 "~~~:-. B. TIME PERIOD FOR BID SUBMISSION {fl' ··::~wt::: .. ·~~~;~:=?~*6<--~,~\::·~ Suppliers should be given a minimum of 15 ca1Eifyglr;:,9ays tr{~pond to tht~I;5J.!,.QJ.tation document with electronic submissions, or 20 caumiar days for §t~1Jf:tg4,Bfjitenders. A long~~;~t$ponse time will be provided for solicitations of high &:o:bi~eisity, risk, andr~t$ollar value or as required under Applicable Trade Agreement. A shorter resp~e*trqii.::-rnay be ap~fd.y.~d by the Procurement Manager where "~~ ~-:::-:·,··'-·,, -:0:(.x~ necessary and appropriate. ti!t ~,-=~*(::):~:-.• >. ·--~~~{f=t::. --. . ·~;::::~• -,~;Xf:;:•.s.... ~~·:::=?~!; ... ,'. ·»~·::.'*··. -::::t .... , ... ·=--~···. . ~'.~':;:; c. coMMuN1cAT10N ,u.fijf P-oti~J:,AL BIDDt61l ANQ;i,§'.jtWP?.1~rRcldEss /}'.'I'{&"<-~ '"::&~*: 't:<·:~ ,4=,:::::?;::·~ ~:!:·:·:::·, Once a solicitati6\ffio.cument~%Js been iJ~bfil!fit is very\ffibortant that all communication with potential bidders is ··AAt9~. in wrifl~ through tR1filciesignated Procurement representative identified in • • • •,,";J;.'$, .. /-,1.. ,/.e~.t;~«.i;~;•. -• • ~~~~=~•,,_ • the sol1c1t t10 .document·i;:::T.he.:·ijel. w,g1J1.delinesiw.ust be strictly followed: .,·X.:-i&'v..::: ···®~·· ··~:~:;.~f;.?,_~~-·=~·---·-.'l}f.'$:-.~ =-~:::::> &..;:::::~«~-=~:::::;:f:Z>:,;,. ~::''fJ:·.::;~, ·•,q,:«~:t> . %;:::) a . .1.A ~yJ;Jri"aividual:[W.f.ic;uecelv~sjnquiries"<-f'r.on'.i;:p.o(~i'itial bidders must direct them to the designated :;;,I'~ .~.v· t,.$:$:;~*'-•,.?"5:;~==~:,.. , ·~""~·~?~~~ (~ijt~;eurement repr~~~~~ative,~.!;!Amust nofi:Hscuss the Solicitation with them. b. Effi~Joyees must ref.i:aio from'taiscussing all upcoming or active Procurement projects with ~~;:"":·!}-_ -':~.-..v-:: .. ;.. .. .. ~~~·. Suppt\.~f§ with whom thl]~Gjty has"'c(mgngoing business relationship. c. All biddeJ{~~estions mum;~~~ submitted in writing to the designated Procurement representative who will ~1t~·§ult with the1Mtject lead or department if these are technical in nature. All bidders' . ·-:::::-::~~:~-.. ~-~::::::~ . . . . questions an&i11 «~-respgg\es will be consolidated in a Question and Answer "Q&A" document which will be is§oj.~~-::;~f~ijg}addendum. The Q&A document must not identify which bidder asked which question. 6\ R.[~ ed questions may be consolidated, so long as all legitimate bidder questions and conce(~s are addressed. d. If staff need to make changes to a solicitation document after it has been issued or posted, all such changes (including changes to the scope, evaluation criteria or schedule) must be provided to Procurement staff who will prepare an addendum. Once approved by the department, Procurement staff will issue the written addendum notifying all bidders of the change(s). If an addendum containing significant new information is released close to the submission deadline, Procurement staff will consider extending the deadline to allow bidders a reasonable period of time to review and respond to the addendum. Operational Procurement Procedures 9IPage D. RECEIPT OF BIDS Procurement staff are responsible for opening the bids in accordance with the process established in the solicitation document. Bids must be received in the manner set out in the solicitation document. Physically submitted bids must be time and date stamped and initialed upon receipt, even if received after the submission deadline. Bids and any amendments received must be kept confidential until the submission deadline has passed. E. REVIEW OF MANDATORY SUBMISSION REQUIREMENTS a. Procurement Staff will review all bids to ensure complianpe with the mandatory submission requirements. Where no rectification period has been s;1lf6'wed for, bids not meeting the mandatory requirements are disqualified and will not be evalu,aJ~_dfµrther. /·" b. If the solicitation document provides for a rectffic~iion pirtod, Procurement staff will send any bidder that did not meet a mandatory requireri'rent a rectititJtfon notification informing them of the opportunity to meet the requirement$.t\ft~r the rectificatiorfp~riod expires, any bidders that failed to meet all mandatory requirement{are disqualified and wilf n6tbe evaluated further. Bids that have satisfied the requirements will blprqvided toJtl~, project leadfor,evaluation. ,-_. -,'->/.. ·--., . Note: A "rectification period" is on!yal)plicable if providedtbhn the solicitatioi8ocument and must never be included in a legally bindiog,/i6C>r,Jract A" soiiciit~ti.on document. F. EVALUATION OF BIDS The evaluation prQC?i{niust pe fair, dJf~~sibl~ ~rid>trapspar~Htand comply with the evaluation methodology disclqsed in the<Sp)icitation dqcurn~ht. The projEict lead is responsible for establishing the evaluation tearrl~nd condJJHng the eva1\ia1:ion. A Proc~r~ment representative will serve as an observer and adviso/t{tll~ evafd~tio11 team t6~nsure that the process and resulting documentation demom,tn:ite$Jhe proce~{w(ls6'or1c1ucifactfc:1irly ~lld is defensible . . ,, .. ·,, If Cl sDbfoct mattere~p~rt i~ ()fl Cl selectidn{~arn, ~embers of the team may defer to the expert's judgm~nt for the evalu~tion crifadafalling within their area of expertise. For example, the selection team may 9ecide in adJabqe thatobJYthe subject matter expert will score certain criteria, or during the consehsu$ meeting, they rnay dete(to the expert's judgment for certain criteria. Note: If thes61Ydit(ltion docu~1nt sets out an evaluation methodology that differs from the foregoing, in whole or in paff,Jhe inco,nsistency will be resolved in favour of the solicitation document. In any event, the outcomes and +elated justifications for each step in the evaluation process will be documented for eachCnfop~titive Process in its purchasing file. ',',:'.,/ Assessment of Mandatory Technical Requirements The project lead is responsible for assessing whether the bids satisfy the mandatory technical requirements set out in the solicitation document. Bids not meeting the requirements will be disqualified and must not be evaluated further. Where there is any uncertainty with respect to whether a bid satisfies a mandatory technical requirement, staff must consult with the Procurement representative to determine the appropriate course of action. Where it is clear that a bid fails to satisfy any mandatory technical requirement, the project lead must notify the Procurement Section representative. Operational Procurement Procedures 10IPage The Procurement Section representative is responsible for notifying a bidder that their bid was disqualified. Under no circumstances are staff to communicate directly with bidders regarding the evaluation. Low Bid Evaluation In a low bid evaluation process, the contract is awarded to the bidder who submitted the compliant bid with the lowest price. Bids must be reviewed by at least one department representative and at least one Procurement Section representative. They will review the compliant bids together and confirm the lowest submitted price. Evaluated Criteria (High Score) Evaluation Where the Solicitation involves evaluation of price aqcf offler.criteria, the contract is awarded to the highest scoring bidder. / ·.·. / · · · ,..... ,-.. , ,,<:)):>> ',\~/:\ __ The evaluation team must be selected and/i::ipproved by the Procurement Section before the bid submission deadline. / · · · The evaluation team will be comprised of)h{lei::;s than $)ndividualtfor projects greater than $150,000 and not less than 2 individuals for projects}ElSS;than $150,006} Depending on the availability of human resourcesiiHetype of Form~fCqmpetitive Process, the complexity of the performance specifications and ~J11Jatr6n yriteria, and<other factors, the Procurement Manager makes decisions regarding changesfo\hestrl1¢tµre or whettieran evaluation team is warranted. ·>:-y·>, An evaluation team !3houltj pe composec:lpf: • at least 1:dJ~artmeriirepresentativewho tikts ohihe project lead role (preferably the represent~thlewho wasin,rolved in draftirig the performance specifications and/or evaluation c·rit$ria), : { \ • '.l9rrrlQJ8 SUbjebtl'nattere)(t)$CT.$ (pS apprbpriate). •. JJ>roclir:ei:p~l}t Se6tt<5Wrepresel1fativewilf6e included in certain situations (the Procurement >> < Manager 0iffaecide ififis necessary) . The >~rodurement Secti6n repreJi&tative will oversee the evaluation process and generally not participc'itE{as an evaluator': : ..... Prior to co~~@qtng the evafu~tion, te~~ members must sign a conflict of interest and confidentiality declaration. Once the mandator9JiqutrJr6f~ts are reviewed, the evaluation team should follow these guidelines in evaluating the compli~r%bids: a. Each evaluator should review each bid separately and not compare bids during the preliminary evaluation. Each bid should be evaluated on its own merits and according to the pre-established evaluation criteria and weightings per the solicitation document and staff must only evaluate the materials included in the bidder's bid. Evaluators must support their scores by written comments that demonstrates effectively the strength and weakness of the Proposal. All evaluation notes are potentially subject to public release under access to information legislation and therefore must be fair, defensible and transparent. Operational Procurement Procedures 111Page b. If an evaluator believes clarification is needed in respect of information in a bid, they should make a note of it for discussion with the evaluation team. Under no circumstances should an evaluator attempt to communicate directly with a bidder. c. Once all evaluators have conducted their individual evaluations, the entire evaluation team should meet to finalize their scores. On a project by project basis, and if deemed necessary by the Manager of Procurement, the Procurement representative may attend the evaluation team meetings to provide support and advise to the team. d. The evaluation team must consult with a Procurement representative if they wish to seek clarification from a bidder and prepare a draft pf clarification questions for review. If appropriate, the Procurement representative will ,s@d the clarification request to the bidder who will provide a response directly to the Pu,r¢@sfog representative. The response will be reviewed and provide to the team, if appropriaiet <,> e. During the meeting for the finalization ofs2ores, any discrepancies in scoring between the individual evaluators are to be discus~fd.ivaluators should fxplain how they arrived at the particular score and support it with the}('}levant information in th~J1id. Evaluators may adjust their scores based on these discussion{ tiut shoulcl)lot feel com6JHecito do so. If there is no consensus among the evaluc1tors, the biddet'"s ~ce>re}or each of the cHteYi9 will be determined by averaging all the scores//'> ··.<< '' . << ->>:. ~?~:}>~: f. Once the evaluation of nogfor1~?fc1cton3 is cori1pleted and the scores are totaled, the evaluation team should factorihJhe evalli?tic:m of priceinaccordance with the method set out in the solicitatibfrdoowment. \ · · · · , , "<<<<:;."·":":·. ,.·.·.,.· >·-, g. The Procur&rnent reprek,~Otative wifl ~¢:r\fias an ob;~%er and advisor to the evaluation team to ensure th~(the proc¢is and resulting documentation demonstrates that the evaluation process was condqqt.e~ f~irly cind is defensible and the written summary recommendation c-.'•r a••·.'"• '.·,·,·,ca,••,•,.,-...... ,.-•.. ,._.'-,·a·=··, /'; h)EltoQ Wifl.p.e signei:Jbyb6th the,eyaJu.ati6D}:~am lead and the Purchasing representative. All .// final evaiuation documents will be retained in the specific Procurement project file . . . '" ·.·.·. ·.· :.·,,., ·.·,-.·. ·-. / ·>>/"·.:.. <:-: :~/.\ .-_'\\ If a proc:Gr~rnent value riqµires cciunCiJauthorization to award, the Procurement Manager will be included as a signatory to the R:eport to Council. Interviews and Pre~eAtationf} ......... ·' Where expressly set out\n\he solicitation document, interviews and presentations may be utilized during an evaluation process. These should be scheduled in advance to allow bidders the opportunity to prepare, all bidders should be allotted the same amount of time and be provided with the same level of review. The evaluation of interviews and presentations must be consistent with the process set out in the solicitation document. Operational Procurement Procedures 12 I Page G. SELECTION OF PREFERRED BIDDER(S) a. The evaluation team lead will select the preferred bidder(s) based on the results of the evaluation process in accordance with the solicitation document. The project lead will then tabulate the results in the form of an evaluation summary memo, attach all evaluation worksheets and submit it to the Procurement representative. b. The Procurement representative verifies the information and ensures it's in compliance with the solicitation document, the Procurement Policy and the Operational Procurement Procedures. c. After the Procurement representative's approval, the projectlead obtains the appropriate approval authorization by way of an Approval of Purchase or Co.JJ68it resolution. /.-.·-·.·. -.,.· Where the competition is intended to result in the pr{tj.JaffficaUon of bidders that will be eligible to participate in a second stage Competitive Process/the pro]ectJead is responsible for submitting a recommendation to prequalify the preferred bidderSto the Procdrement representative for approval, and must obtain such approval prior to the Pr()cµr~ment representative notifying the bidders of the outcome of the pre-qualification process aridJ),roceeding with the seC¢(ltj stage of the Competitive Process. Where the competition is intendeg to result in aqu1Hfied§tiblier roster, th! PrdBurement Section is responsible for establishing the r6s1:~Y. .· · .· · · · ·· H. IDENTICAL BIDS I. -<<<<·,, ·,:.·.:-~-:.;.: ... , ·->-<·:·.·. If identical lowest !;3ictf§@(ec~ived (wh~r~ pric~Wasthe.Jriairf()tonly evaluation criteria), each of which are less t6~ri the approved budget a6d all other}criteria are equal (delivery, services, performance, seCU(ityof suppl/and price), tlie~~ccessful Bfd must be chosen by the drawing of lots. The Procurement Matiag~r will colic:luct the dravv.>Approval of an award must comply with the provision of the Pro9uren,ent Poiiit~ad Op~ratipn~I Procu}&n,,ent Procedures. N EG6t1A~ION OF dbNTRACT}R()CESS . ' '·-· , . '< ·-···" ·.·.·.·.· ,". .·. ·-s.. ',.,· .. · .. Where the solicitation d69~ment<~rovides for contract negotiations with the preferred bidder, the Project Leac!Js responsiblef:or con'd0:c1ing the negotiations in accordance with the established protocols of tftEi.solicitation tlgc:.ument and in consultation with the Procurement representative and, where appropffatt ~egal Coury$~!. (=:::=-> J. CONTRACT PREPARATION< V .,. ··.·-···</' Following receipt of an authorized Approval to Purchase form or Council Resolution, the Procurement representative will: a. Notify the successful bidder by way of a Notice of Award; b. Prepare the Contract document and coordinate the execution; and c. Notify the unsuccessful bidders once the contract is fully executed. Operational Procurement Procedures 13IPage K. CANCELLATION OF COMPETITIVE PROCESS Where the deadline for submission of bids has passed and bids have been received, a Competitive Process must not be cancelled without the approval of the Procurement Manager, in consultation with Legal Counsel where necessary. L. DEBRIEFING OF UNSUCCESSFUL PROPONENTS The Procurement Section will ensure that its notices of Contract awards are accessible by posting the Contract award summary on BC Bid. An unsuccessful propon~J'.lt is required to submit a request for a debriefing to the Procurement Section within two weeks 9JthE{City announcing the Contract award. The Procurement representative will attempt to conduct ?#~bhefing within two weeks of a proponent's request or the signing of the Contract. Depending uponthiintormation the proponent requests, the •.· .. cc./ •.·.: ·c evaluation team lead may or may not be required .to partfcipate ihthe debriefing process. ,/.·.· ·. , •"/.".·.·.·, Debriefings may be conducted by telephone o(th~riting, in the City'$ sole discretion. /.". -.. ·.·.·.· .·. ··, So that debriefings are conducted fairly anl68n;istently, the followin~proc~ss will be followed: . . . ..... a. Staff will explain the solicitation pro~es~'/e;xplanafitjns will include specifications, criteria, evaluation team structure; and approval process/ )/ / b. Only the total Contract valtie qfthe successful bidcl¥~ and the number of bidders will be shared, unit pricing (if submitted) will.69fbe cli~qlosed. / c. The verbal or written discussiod Yl'ith a p@:>9nent will b~ 9ased only on their Proposal. d. Comparisonswill:notbe made betyv.een the{rflrQposal an~the successful Supplier's Proposal. e. Staff will ind(cattit:@]axeas in wh]oh the i)(opO@nt's Prbbbsal was strong and the areas in which it w~~hot strong.f/, · .. : >< .} ... ? f. Staff will pfo:yic:le adviceBBncerning how\he proponent could improve their future Proposals. · .. · .. ,·.·. .·.-, ... ·, · .. ·.· .. The foll9i,ying infe>rmatfot\foysJ~ofhe cli~cussedifr,a debriefing: <>. ·; _<: ::. ·:>:~_:_··->-.: <_/ ... ,., . ·<~--·<::·::.<::~.:~=-- . ·.::: .. _· :---~--.•. '<· .·.::::, a.<. lnfbrmatiof(&oncer~iqg other bic'icJ~rs ancfbids as it may relate to confidential, third-party < proprietary information that is subject 1:o general common law confidentiality duties and < protection unde{@_cess t6 tnformation legislation. b. Challenges to the pro.curemen(process. If a bidder is dissatisfied with the outcome of a COITl8§1i1ive processJ::tlie ProcufE§ment Section should inform them that the next step is to formaily ollallenge tliEi]>rocurement process in accordance with the steps outlined in the supplierC8fup1aint pr:99~ss. Operational Procurement Procedures 14 I Page CONTRACTING FOR GOODS, SERVICES AND CONSTRUCTION 1. CONTRACTING FOR GOODS, SERVICES AND CONSTRUCTION Staff must not do or say anything to create a verbal Contract on behalf of the City. Even in situations where a purchase is completed without a written, signed Contract, the purchase must be documented to the extent practicable, in the purchasing file. For example, verbal Quotations must be accepted in writing (e.g. by email) and a written record retained; Supplier invoices (with any terms and conditions attached) must. be retained. In no circumstances should an unauthorized employee or agent legally bind the City with only ,:.},,. apparent authority. ,::~\Wl'-<-~~-.,..,.,,.r..;.· gpft}•" ,#'\~ .,7>.':{::», '•'.~•'•}'•}. .. 9'.6~.~~~:, -~~::=:-·::;. . ,.•!~:~?:•:-:•:9' ·-~~-:-:::". • approved by the appropriate authority _.4 .. =ff(Jf'' -~1:::::~t: .. <x>-. .... x~-,;v v:,,-,.•.v,;<, Contracts must be: • in writing made out in the Supplier's legal name • • signed by a11 parties ~~#K ·-::;zfh,. • delivered by all parties prior to the shipmeii]t~.t_the Good,~ir commen~~f;U~nt of services /construction. lli::::-:, ·-:~1l~~t:~afl1i~J:, ·,,~;{tb . Exceptions may include: purchases cqfiiR[~1~J:l by Purch,isfifg:~ard, or purchases completed by accepting ·,;,,",/';•--;, ~V.*J,\,:f*~ ··.•X{~•?, a verbal Quotation. ·~tr·-<:tJt.::::'.: '·'.::tl:::; .. \f\ '-·~~it\~:{, ',{::@\:~ 1!~t~~-;,"<~=\::;~::~;,,. . --~:;:~:!::?· 2. REQUIREMENTS FQitfilif5))BERFOR,NCE.·:$J!J@~~-liY ··:·~{;j}i f(Jt~· '·<~[1\ ~:~Jit~-· ',::~ltb Invitations to Tender 1:>rg'.QIJremen(~ih a Tota 'i;.tslit of at least $100,000 may require that Bids be accompanied by a bid bomiti:;.;secL!f1iY.:.~9"1hat if thl/~9,ntract is awarded to the Supplier, that Supplier will enter into the:'Gt5't:Hr:act. The Hicfib~<l.:t=;;F~f &i}:is.not 1?i~\than 10% of the price on offer. .df}{fff{::;S~?:::~~:::~:::.~*· ·-::::;::m.~~f· ·~~::;'i::*:1". . ·-::,;:*~:, In lieu@iJibl?-~ond·;-=tfl=~lYf{ m~t\eJ~:rmitt~'t1f#J9~Tcje a certified cheque, bank draft or an irrevocable letter of0QJ3Q!t 1n the face VqJl:J.€trequ1r~~t:_t>y the bona. -~~~=·· ... ~~-· .. z:xz. ~~~:-:=-:.~. -~t.:=:-:...... ~-.·x·~. ·~~=~,.;-->.· Invitations tcf{~;g~er for Constr·tj.iW>n proje%f~ with a Total Cost of at least $100,000 may require that the selected contra\ Y).r:,.provide as p~f.~rmance·.:security a Labour and Materials Payment Bond at 50% of the .. :,.-~~x.-.,. ~ ............ Contract value ancl,(~l~ Perform~jt~f Bond at a value of 50% of the Contract value (or a certified cheque, bank draft or irrevoca6!,tl.itter ~MtJait on terms determined by the City to be the equivalent to the bonding requirements otherwise-.:~P.J?l[i;~.Q:!:~:). ~,~;:~~~~::::~:~· Apart from these scenarios:~-::Tli~ City's formal Competitive Process and informal Invitation for Quotations typically do not include bid bonds, or other forms of bid security or performance security, except on a case-by-case basis in the discretion of the Procurement Manager. If a question arises regarding advisability of or drafting of bonding requirements, the Procurement Section may consult with the Risk Management Department and Legal Counsel. Operational Procurement Procedures 15 I Page -~I 3. LENGTH OF CONTRACT, RENEWALS AND EXTENSIONS (OR OTHER AMENDMENTS) Multi-year Contracts are permitted when the stability of the longer timeframe supports better value to the City. It is acceptable to structure the Term of the original Contract to include an initial term and one or more optional renewal periods, particularly when the time period required for contractual performance is uncertain or relevant factors suggest a multi-phased approach. However, multi-year Contracts should not be established through ongoing amendments to extend shorter term Contracts, unless planned and included as renewal options at the outset. Annual or multi-year Contract renewals are only allowed when renewals were explicitly included in the original Solicitation document and the contract, and include a limit on the number of,H~Jiewals. . . ,itWF~ Refer to Section 175 of the Community Charter for regulatory:m:igu1rements that apply to Contracts for a ,1:•.•.w,•.<• 4. RISK MANAGEMENT term of more than 5 years. <={cl$%Jh~ ~--===-~~-=-· ·,~!:;::;:~:;~ 41,• ,~Ji¥ ~*-=~~;:7"~ ·-~~~::::~~--$ ,:::~w '.(:::::~:: .. .. -:::~::=:$:::~ ',,~·,, :;~~t=:; .. Insurance ·.:?:~(ft. 4}h .,,~tt~-. For Contracts where labour or service a~e carried out ol1~;(:;ityJil.t~.gefty, the Suppliefrffi,!~t indemnify the City ..... ;;:.~~~-. ·-=-=·~*'? .. -;~::-!~·!· ~/ ~..,.~ and provide and maintain their own itift,!r}:Qx:~ coverage t~~!;:itacceptable to the City. This includes, but is not limited to, commercial general 1iJHff1t}::(WrtMhe City a&Jelas additional insured), automobile liability -:a-.-;.~?~ , . .-n·_•}'•>!,:>.. -...~~·=*lo·. for owned and non-owned automobiles, propert§JJ{ll~r:isk and professional liability. v,iA, . ~~:::~;tlt~~~ ··::~i@it. Staff must consult the Prqq!:ff;.~m.e.nt Manage'r::if:s~ Suppli:~r:ty~g.~ests a':;:Q:n9nge from the standard insurance ,.-::r,t}~;~}711•••.-: .. ~,,>::•..;,.. \.b:!"o /.-"'11V!>,•:-:-:~~-=•~;.; *•*•:~;:;, requirements who ma.Y;J!J°f,itl:Yff:-:f:E{~J!?-w it with tnf]:Ris~;.M~)~:i'gl;\tt:~;., · ... t.:::~:._::;:?,-·* ... ~~:!} \f-:=:~!',,_/.?::=~:=::i· "'*·..:;:;::~::::~::::i ~ ...... ;,,.,._. ~~l·,~. ,(_ .... ~~·-~·--····-.··-··y ........ #.,, ...... Suppliers must provi ··~=}h~ City witijJ~-,certifica~{$.t{f~surance th~t demonstrates the required coverage ~............ •!-•} ~19-···· for all Contracts for servit1t~~);~ertific·::·i~ will be reY~fo~d in the applicable purchasing file. ~Y,k•. -~~ ::::~:{"'..> ",:•!-.,";:•~ «·~. ---::;¥~,~.... ~-.:;. •• ~ ··"<··<· .. ~-.. ~ v •• ~··~ ,,,..-;-::::,.~-:@;:·.-.... '{:::::·:-.-;::,&:;:::;i::&~,:::::::-::::-~::,,~ ·,::::>~:,:; WorkSa{es.,;.;~i:::fM:~:-, ~tr· '-'~fl?:::;:::-,. 'l~~~. Suppliefift;f;equi~;attfj"toyide l~:~·imaintai~W~l~$aft"sc coverage or approved equivalent for Contracts ),· .. ,_..r.? •,· ,: •.• :,.-... ~ ~,:.... .... ...._,. ~v(>' where 'ii:fffo:ur or service i~fMlv.ided <Y~~!tY property.'~ Prior to start of work, Suppliers will submit proof of compl_ia~al~'.~ttt. a clearan~1(,}M~r fr~~g[.kSafeBC that indicates the Supplier is 'active and in good stand Ing'. ·-:;r~=*~-. 't::::=::,~ '<?::;;? ··w·:.'.•, "'"~>~' ~ •'.:!$•::,,. -~it' If a Supplier has r'i'~t\)W.kSafeBCfj}pproved equivalent coverage: 1. The Sup~if!'%}iJ! beiza!t1ucted to contact WorkSafeBC to determine their eligibility for -~,::-~:·{-~. ,1.:,>.,. l;!•:;,' coverage. The\~f~~two types of coverage -mandatory and voluntary; ,i::,;/ 2. If eligible for mandatory coverage, the Supplier must obtain this coverage and provide proof. 3. If eligible for voluntary coverage, the coverage will be obtained and proof provided. 4. If eligible for voluntary coverage, but there are extenuating circumstances, the department requesting the service will discuss the risk level related to hiring the Supplier with the Human Resources Manager who will determine if the City will pay the WorkSafeBC premiums. Operational Procurement Procedures 16 I Page 5. CONTRACT MANAGEMENT, SUPPLIER PERFORMANCE AND CONTRACT DISPUTE A. CONTRACT AND SCOPE MANAGEMENT Contract management is the responsibility of the department that is receiving the deliverables under the Contract. The Procurement Section is not responsible for and should not be involved in the day-to-day management of a department's Contracts. The scope of each Contract must be managed by the Contract Administrator to ensure that all deliverables are properly received, payments are appropriately made, all timelines are met and any extension options are appropriately exercised. .~ti· B. CONTRACT AMENDMENTS AND SCOPE CHANGES .-:liJfi{~\:,, ~;~;;fp ·~==:::;;:t)e .. , If a Contract change results in a net increase t~t~tJ3tal CosdfttgJ&~sly approved, the change must be approved in accordance with the Procurer:r:i:~iJt{~uthorization seFcf(itJn Bylaw No. 7711-2021. {tne· ~\ltt. <:-:-:,v,,. ,:=,,;\:.. ·-=~==-~;.. .:• ... -=::::=:.<~~--.;=:::::;;:-.. -1?-:•. ·,;,:l;,;:-,,_ ..-... 0 ,f·}·•;:> ·~';:-w C. CONTRACT DISPUTES ,{~:::.,. ··::~,i~:c4}f@f ···,w1i~ All Contract disputes must be AA'.~ijij)e.g_.,in accord'mfc:tfwith the dispute re~~lution mechanisms outlined in the Contract. Where a o~)g~i@t:~JJ.ent on d\s$.9.:_~ resolution, the project manager must ensure that disputes are proactivel~{~?n~e-~j:l?.~.!?~ apprc3J:i{Jf.J~ly escalated. Written copies of all co~m~nications an1t:i~Hf~PO~~enc~~J~h sffp(Li~W:--~oncer:tg~ a Contract dispute must be maintained by the G.6tatr:act,~clrnin1stratof1t .. <}. f'"l:.¥:· =ftf.:<::·. <f~:9 ·~~r~~Js~.. ·~~~~i~@== ~~~=~ -~~t~: -----~~:=tw:i~ \:~[&f. "'::::t.. {t;::~~:::t· ~:{:f/ ':l;, -;.:,.:?;. -~:->'?.•l-'•' :;·ij·-t<::;~ -;-:::=:« •. . ..~., '<:;"··::: EARLY TERMINATION {./l-. lit .. , %;;»\ D. . .... --'<:~:;;~~~ .i:::;~<»>>:-:::~}:,,, ,~::. .. :-.,.»»-•,•.•,,. '<;_°)::_;:-$·,,;·,:,,· ••• ~-::;-;;:::;:»···;.,:, -~~ ... z.. ..-/x::-· •X).:•:-:•:· ·::; _ ,~r:::·.v'.•.,::=>:0:0 ·····v.;,,~,·:$· '-::;=::\ The J!J:Qfy·t~:fii!'i:~]jti.l>!ion s~(@· be adVis(l(~8tse{9bs performance issues or Contract disputes that mai~r::trult in eari}J:'t~f.Jl(:~atio~~[~i Contratt~~p,P must be _provided _with c~pies o'. all perfor_mance evald'.c:t,!:21:1 documentat qQ.J;::. A CQ¥:tf£.?t can only be terminated pnor to its expiry date with the invol~~ri\1;Ql.?f_ the :rocu(trf.Mtt Ml~;~J.J and Legal Counsel and in accordance with the terms and cond1t1ons,,orJtl1ned in the C0ntract. ~,:::;,· . .., .... ~~-~~ .... :::~ '-. -~»}.$~._ ~~~~$ -,{;z.,;::;. ,:.:: (;; ~~;;::$~.. ~::~=~?~ -~~~(~· ~ };:::~?i ·-~:z~t:,. .«'!:::;1 E. RISK OF LEGAL ACTl©~t~:::1&W' ·-~~:x::::w Legal Counsel must be 'promptly advised if a Supplier initiates or threatens legal action against the City at any time throughout the life of the Contract or if there are signs that a Supplier is experiencing financial difficulty (for example, the supplier fails to pay its employees, suppliers or subcontractors) F. ROLES AND RESPONSIBILITIES 1. Department Head It is the responsibility of the department head or designate to: Operational Procurement Procedures 17 I P a g e I , __ ,_ ,_ C-' ,_ r---r ,_ ' • assign a Contract Administrator to each Contract for deliverables procured; • provide support and advice to the Contract Administrator as required; • ensure all Contract Administrators in the department are trained and have knowledge and understanding of applicable policies and protocols and are able to fulfill the role of Contract Administrators as set out in this procedure; and • monitor and ensure compliance with this procedure. 2. Contract Administrator It is the responsibility of the Contract Administrator to: • be familiar with and understand all the terms and conditions of the Contract; /:-·.·:::-::~:>:, • create a file for the retention of all documentation.related to the Contract (see Section G); • facilitate and maintain a professional working re[~t10,6ship with the Supplier; • ensure all Contracts are complete, accurate c1n#Jie8yted prior to the commencement of any work or deliveries; • ensure all invoices are complete and accqt~te prior to apdroving payment; • promptly review invoices and ensure.ar>,prb~ed payments are 111ac;le according to the payment terms in the Contract; . . . . . . --. . . . • track renewal or extension dates and eiiiirci9e discretion regardingqp\ions to renew or extend ... ... .. ,.. . .... Contracts; .. ····• • < >, ,6. .f · > < • anticipate and respond toptfar:iges in circum~hinq:es that may impact cdhtract performance, such as: unseasonable weMHer:,abour disrupti()Hs: unforeseen site conditions; indications of changes in the supplier's fin.irfoiafMapiJity, etc.; ; } • meet with the supplier at apprOphc1te i~ter~~!$ to diSCLl~§i.:!JlY performance issues or concerns; • evaluate the ~:uppli~(JperformaQOe and d@tJl'll~ritall rEfi~t(:ld communications; • consult wi.ttlJhe Pr&utement Section and if a·ppliqab,le Legal Counsel, as necessary, with respect tOint~wretati;rr.e>fthe termi~nd conditions ofthe Contract; and • seek advice from Legal qounsel, as nep~ssary, with respect to compliance issues and C9ntri:1pt disputes) 3. //Role Bfth~ Pro}ure,meritse9tion . ,_._·::·_·-·;·>. . ...... -,. '-· ·-;~·><::: ·::-::::~'.:>"' --·:::::<>-. . -.-/ ltJ9Jhe responsibilityQf Procur~rnent Section to: • p;bvic:le assistanc?tq)he department and Legal Counsel regarding early termination of a Contr@t; '.'. • advise 611options and~trategies for maintaining stability and supply of the deliverables in the event of ec1rlytermination of a Contract; and • maintain detii)~sJ#C?Qbfoentation of all communications related to supplier performance. G. DOCUMENT RETENTION AND PROCUREMENT PROJECT FILE Documentation should be up-to-date and organized in a way that clearly allows for tracking of the receipt of the expected quantity and quality of the deliverables under the Contract, timelines for delivery dates, performance milestones and performance evaluation dates. Contract Administrators must retain originals or copies of the following documents and records: • Authorization of the award of the Contract to the supplier; Operational Procurement Procedures 18 I Page • Contracts and all related documentation, including, but not limited to, solicitation documents, the supplier's bid customized agreements (if not retained by the Procurement Section), related drawings, plans, purchase orders, schedules, specifications, etc.; • Warranties and/or documented certifications, such as ISO ratings, fitness certificates, compliance with electrical safety standards, etc.; • Insurance certificates, as required by the Contract; • Surety bonds/other forms of performance guarantees (originals are retained by the Procurement Section); • Documentation related to the City's Contractor Safety Coordination Program; • Relevant dates, such as delivery dates (may be as simple as a checkmark beside an expected receipt of goods date, and should be initialed and dat~':cl); • Details of any extenuating circumstances that hact!MHfupact on Contract compliance (e.g. i~-;;··~w.· extreme weather, labour disputes, power outages}~cc"idents, etc.); ,,~.~-~--;,, ... :,-~-: .. ):_-::-.-, • The date, nature, and outcome (positive or otJ®[ffe@i)J[MJnformal performance reviews; • Bills of lading, work orders, service records;,.invoices, che'c;fue requisitions, etc.; • Change orders detailing new terms that{(f§.g been negotitti1!:Jnto the Contract; • Notes of all verbal discussions regar;~~icontract compliani?t~l~~ ' "'·~=-·--«;.» ..... Q~A.•.•~•' • Written communications, performan1f$l~~aluations and notices·tq~lU-d from the supplier; • Notes or minutes of any face-to-face an1:i%c:'i'rsite mee1:jr.igs; "=::%:~h-• Records of any dispute resQlution perforrrl~Mc~ is.s~J.Wnd actions t~\~llli},and ~!*::·~·~;:., . ·,·=~~=~?.*==:~!;--;r -.:;,?~:::~ • Any other relevant commq!;)"J~}!1!.9J.lS or docunie.9.~~1telated to the Contract. ~.::~~::~::~~~!~::~., ·-=~~==~-\;ql/1·~Jti~=-h .. ~=wt~t\ <.;~:::···, •.:,;-:::-:=:-:-·'\,, •.~.:-~-;.., '\W~ '·-~~~;~~=~::::Y. ~-~~~~l:~~. 6. CONTINGENCY AND ,.GlnA~G£ ORDER~?::;;. ;lmf~t==-·· ~t/l; <41:t.rrr~::~~{@b.. '.~flt Aflp~i:t{;%:,~. ··=w A Contingency in a R(~9.~_rement ·t9.:9.):~xt refersj~!'.9f~nas set a~i~~ beyond the set contract amount to provide for costs that c~rffu}t .. ?e pre~I2,i;ed at the ifi1~:~J outset of a project. Contingency allowances provide project man.a~~re .. '!!ith disei:~e~JW t.8::.r,~~t~l~quire'ff.t~b;!• which is not perfectly defined . . ,·.;.:=!-·Y·,;.:,.· ••••. • :::.~'!:-·»Z..:.,•.•,•u.vn::;::~~,.. ~ .. , ..... • ~$=::-t:@-::~-.:;::;:~'}1'.).,. ·~-;--~~:::~?::}·~¥ .. ··-~!~::~<~::~:;.~ ~;:;::=;~ The Cont.iJjg;E~pcy-vafO~e;,{.2,rr,ounN>"r;t;~·n Approv·al}t.~:_8.yrct:i.~se or in a Council Report (such as when an award is recqQlW~nded), sh6if'6\~i. inii"t;j(j~; .. _when ofa'~LQ~g approval and is subject to Authorized Approval Lim its ·,,;;;;:~::;.. ~m:-.. ":~:::::;::~. . '~~~~=i=~--~~:~~. ~=:::~~::::., Additional ~!f:~§,may arise duilf~~the coj!\}of a project that could not be anticipated during the planning ',~~:!~;::;;::,.. \,;.:~:=::~ ""%.::.' process. The SCf~P..IJ§f already eng~~ed in the works may be able to better respond to this related work as they have alread/tff>M~cently rrl:lf\city requirements. Other potential bidders may not be able to obtain requisite insurance ci"r(?J~959.inglli1flmely and/or cost effective manner. As a result, the Supplier engaged in the principal works m~'yJIJ.'El;i:~·~R~~ for a Quotation. This offer may be accepted, provided it is reasonable .,.~;>.:.-:•'.«•}> and good value by the Projeqtfp:,,anager and the Procurement Manager and it complies with all Applicable Trade Agreements. Approved budget funds must be available for scope changes as for any other activity of this nature and may require additional spending authorization prior to proceeding with the works. A Unit Price Contract is a contract in which the contractor provides a specific price for one or more tasks or a partial "segment" or a "block" of the overall work that's required on the project. The owner then agrees to pay the contractor for the units that the contractor uses to complete the project. Unit Price Contracts are valued according to the process established in the Contract documents. As quantities may vary, the Bid is not a fixed sum or ceiling, but, rather, a common basis for comparison among bidders. These Contracts may require a Contingency as the final quantities may be more or less than the original estimate. Operational Procurement Procedures 19 I Page I. -L :T ==-:::::,-CITY ASSETS 1. CllY FACILITIES AND REVENUE-RELATED AGREEMENTS A. To operate or maintain real property (i.e. land, buildings) and/or Assets owned or controlled by the City (collectively, "City Facilities"), the City may procure the Services of a Supplier. Alternatively, the City may decide to enter an agreement to lease-out, license-out or~.9tgerwise assign City Facilities to a third party and allow the third party to operate and/or maintain .~hl9]ty Facilities on a profit-loss (or break-even) basis, without any significant payment obligations/Gr1]1ffffuncial commitments by the City to the third party; rather, payments are typically made by meififrci~6tthe public or other entities directly to . . ~*:~:;::!~?7 ··=::=::=~=~·.... . the third party, and revenue or profit may be shqJ.ea.wv1th tHe%§.l1Y under the applicable agreement ffi,N~ .",'•~{~, ("Revenue-Related Agreement"). /.::::::?:~~} ··:::~ft, AiJt:=· .. tWt~=··· B. Whether or not payments to the City by the~lm:tr:9 _party are required, a 'R~i;(~_tiue-Related Agreement is not considered a "Procurement" as defined u~[ffatbe ProcUJ.x.Q1ent Polic?qt~.l)der these Procedures. ~-::~:;{::~~~. ~:-~X:~:~) ~':Zf.}:!;:;; .. C. The Procurement Section receivelitf§.)r.mation co~6®=t;i{~\f{Jepartment's intt~Z=to enter a Revenue-"1·:::::·:b •• :,:-:,., . ·~ • V Related Agreement and may reconimE)'f(cl;specific Operatib"hal Procurement Procedures that should be followed (e.g. A formal Competitive -:~~~;Jillr.m~rmal ln~iilftbn to Quote) as an option, but not as an -.:•:·:~;;. '-!-*-=·!:;·!::~~,, . ....: .. ::::::>~-. obligation in relation to that Revenue-Rel,i;ited Ag(eernent. .. ·=::=:::::\ .. . ;~;~-$~~:;::::~--~ ~~,~\, . ~~~**>!·· ·~==ttt~:~~ D. For each potential,iRtWJWWJ~·1ated Agri~=ment ,;{j]"ttt~rnent ~P~pares a project plan that reflects (..-.:-;,;:r-:::>· -.... <-:;·· ;~:., \;::~~~ .-~:;x-,;::p · ~:';:;:;::;~~. or refers to any ~r;§:Jiqmmendiit1611s of the '.:l;}r,.~Q..Q.:¥):tement Section. The department must not begin ~~·.v,~-!! ~ ~.,... ·«..:~··"·W implementing the pr6Ie:Ctplan un_;i!:Jt has been:~j-;iproved by the applicable General Manager. Likewise, the terms,.2tshe finaN~ffi-·:o~::f.l~~.fWf;:Relate~Ag:eement are subject to the prior approval of the applicat5,1:e:~Geb'e@l,Manage.bll(:t~~--·,,~.~~~~:J,c-. \t» ~<~;;;:::~~~~:;::-:~-~-:~~!~::r,~~:~::~~")_ v~:~::i::::~ ~--~:~::;~::=;;§:;~~~ ..:.;:~;~:· ~_..._.,.,.}.-,, .,,,,0b»~, s:::::::::.-. ,,,•.•,. N,'" ~·=·:::•;•:-:;;:.;,' ,~;::-:-:,..:.... ~ ... ;:;:;~ -~~;;:-..)--;::::-. E. Eaff:f8\~venue-Relate'.&:;}i'greeme'flfmust be apptcfoed and signed by the applicable General Manager. '•'.:::~(@~::;.. ~{h ~h:. ',:~~:::;}~>. -:;;::~t:, ,~~~~:~. ··::%t\~. 'tt~.. ~t~v -~'*·w.-\::::;:.~ ' ':;:_;;:::.§:::,. ti~ 'V ··::tMJr Operational Procurement Procedures 20 I Page ----~ OTHER INFORMATION 1. STANDARD FORMATS AND TEMPLATES Wherever possible, it is important to use the standard City formats and templates for competitive solicitations documents which are available from the Procurement Section. Changes to the standard formats require approval of the Procurement Section (who may seek advice from Legal Counsel). A. COMPLIANCE MONITORING Department heads are required to monitor and address non-compliance Bylaw No. 7711-2021, Procurement Policy No. 5.45 and these Operational Procurement Procedures in their departments. Where instances of non-compliance are identified, the department head is expected to notify the Procurement Manager to obtain advice with respect to mitigating potential risks to the City arising from the non-compliance. The Procurement Manager is responsible for monitoring compliance across the organization. Based on the results of compliance monitoring, reports outlining instances of non-compliance may be issued by the Procurement Manager to the relevant department head. The department head must address Operational Procurement Procedures 21 I Page the identified compliance concerns and submit a written confirmation of actions taken to the Procurement Manager. Ongoing concerns with respect to compliance will be subject to internal audit. 8. AUDIT All Procurement activities will be subject to audit by the Finance Department and external audit. 5. UNSOLICITED PROPOSALS Unsolicited proposals received by the City will be reviewed by City staff in the applicable department. Any purchasing activity resulting from an unsolicited proposal m.\J§k.comply with the provisions of the ....... :,:,.~;) Procurement Policy and these Operational Procurement Proc~gi:i"r.~t>and Applicable Trade Agreements . . -~~c~tr /.~::=:!:!t.:7-::~"?~~-•• :~~:::::~::.7 ··;:.~::!;~~ 6. GUIDANCE ON THE USE OF SUB-CONTRACT9~?JV ~:::(!b,. ,,;,:::,:-:$:,:) '-:;:::::::;,,. The extent to which sub-contractors and sub-cor:iJtl~f; may be used -~}lappliers, and related terms and conditions (e.g. regarding evaluations; substittW~f-:"; insurance), shou1d't~&;.;:~et out in the applicable Solicitation documents and/or Contract documents~%:., .-:~=··. '<(ti:;;; ··:::;::~:::=---·~·.. . .. ::::::::;:~=~~ ··=:~:=~~=:~~ 7. COMPLIANCE WITH COMPETITl~Q;J.AWS, ~!C'REEMENTS, ~ OTHER \ ~~~~=~. --~.;~?}::::=;:.-.:-' ~-=t::fa~~ •. OBLIGATIONS ~:::·=:~ ··:::·.:-~:::-..,. ··:-,,~::·~·,. ';;:::~\ '·<~:=:::-<:::~,. "«=::f· .. V_h:,•,, -~~-:~:::::,:~.. •-:;~§~. Employees are accoun;,J&;);~IttiJJ:~ure that=f~1.[:9hasi{lf:iJ8f::g£er.ifi;~~dgeted and authorized for in the fina~ci~I plan, and Cf::WP:JS':'w!rn:~~~B!J?able ~Y!}t~.i.@:!J6ies~i;tUJJwocedures, as well as any applicable prov1nc1al and federal:j~g1,$lat1on aiii;f},r;~gulat1on$}::{:~r .-,:~:-·· ~qi}:~===·· .J~r~ . .::: .. :~-, ,~~~;#j} .. _ 8. DOCUMlzNtfaf~EA;J;ION XrlifitPre'~lfff@N.. '\J\ .. -:J[ti=:,:N-·-"'·'·:.::=i?H~:::. _ ~~fa:-.. ···=,::~tmt\=~-. '-:::'":;:= .. All steB\ki .. the Procure:AA(1!:zproc:i{{);P,ould b~·~Mtbrded in writing to the extent practicable, and the documerila~i\:in retained for s~\i:~.n years:;feltowing expiry of the Contract, and in accordance with the City's -~~•}!)»·· ··*•:•: =~, ~;-;;:,.:,, policies and''P,~§~~~-?ures on docym:(nt refe~\~~n. -~:;::.:=~:;:.. ~;::~::¢ . Proper documenfaJ);~9. should b~Jmiintained for all stages of the Procurement process. It is critical that staff be able to dem$]~1;rate cor1JR@nce with Bylaw No. 7711-2021, Procurement Policy No. 5.45, these '""?"··· ,~ ........ , Operational Procuremer:i}:f?.r.s>c.~5;!.Q~es, and other obligations. A. ACCESS TO INFORM~ii;~~:~~V The maintenance, release and management of all Procurement records must be in accordance with the City's Records Management Manual & Classification and Retention Schedule. The City is subject to BC's Freedom of Information and Protection of Privacy Act, therefore Procurement decisions may be subject to public scrutiny from time to time. All departments must cooperate with the Legal & Legislative Services Department in connection with any requests for access to purchasing related documents. B. CONFIDENTIALITY Operational Procurement Procedures 22 I Page l --The City must ensure that Proponent and Supplier information submitted in confidence as part of a Procurement is adequately protected. All departments must ensure that all Bids and Contracts are kept in a secure location and only accessible by individuals directly involved with the Procurement project. The maintenance, release and management of all Procurement records must be in accordance with City internal policies and procedures on document management. C. PURCHASING RECORD KEEPING The Procurement Section is responsible for ensuring that all documentation relating to the Procurement project is properly filed. The following are the m!r.J.!:llum requirements of what should be kept in each Purchasing project file: .. -::fy:t.:1:): ,..::,.;.,.,.-:-:,.· .":;:;;::=~=~~ • Original copies of all final competition documer:1tsbfa::: ~·:::-:-:.x~·:::,·-:·!·:·:=:.-,. • Correspondence related to the project plan, ~~)g$tlier=.~:it.h. evidence of all necessary ~··-:•·/ ·~········,(~·. conditional approvals; ,,:{f:;,, wY -~~a;:::::.,, .,..;.;.· .. -:~;!:·~· ... ~:::}".,,!·· • If using an Invitational process, evide_gf{Jt:f1uotations obta!_Qt1_from Suppliers (e.g. copies of emails, written submissions, evaldatiofis); ··:::-~:;:*"· ":;!-:*:--.::.. •:: ... ~::;::~~-• Records of any communications with'E@{t~rs or potential BidderS:;fi\: .. • ··:-:-:•:•:·~·. ,.;.?... "•<;•:•:::::;.. • Copies of all addenda; ·~:::::;;::-,., ..:::::::::;:,. ~:::::,:::;:, • Copies of all original Bids .r.~~~ived from B0i~,tr~ll.f&P' ··?.::()\ ' .~:•:?.•:•:•:•:!•~', ' • • .... f:=:}•:~;-i:=:•<Y' I ~~·· ' • All records of evaluation p~<:[~~~~~!3, including e:yg1JJlator notes, comments and final scores; .. ;,,;,:,;::,::•,.;;'}:::*~"'~ ··=-=~..,".~~ .. • Copy of the final evaluation~surnm,i:it& . .rnemo togetti'~r,with all required approvals; ·;,;-~-==~".,,. . -~~~--:~!-~)'~ ~.;.:-:.;~:;_.; • Legal reviews and opinions (if~:ej'~plic'aQl®.t~,. "'{:til. ~ ••• :.,,..< , .,,1 • ., ... V~v,:-.. ..__., • ,•,,•,,:. • Original signed Contract (exceptra·s requlrecbby:,.Clerks)":~m~::,, • Origi_n_al B<:J.Jj~~{f}:t~ti1>by Fina~~~iJ.i. .4f]jpl~lf:t«,. "'\JJ • Cert1f1catt;9J;lhsurand~Jf:j.orkSafeBrJ;9"Jt~J[~9nce [ett~qt<;tnd • Copies of atof:iefing or Rfol:ionent dislfdl@=fequests a~ outcomes. ~;t(> ,;:::-i ®:;:... If the deJ?Ai:xr:nent co·iM)i~ .it~~ijW.Q$.i.Qformal1::\~Q1Petition, or approved Exemption the Purchasing project::rfff\!tit~s.i.de a;mm~rAf~tiimriref~J}oy~the \:dlpartment. 6:::,.;::::;;:;:: •• • ].,,.--~.·-~-~=~==:=f===~:-. ~====::;:;;. · ·~?;;:.:~ .. x-~ 'l::f· ~f.;::··· ··::~tJJ:~t -:':(t\. '·'.•!:;:(@} .• ·~*::-:->.,, '~::~} ··?,:;.:;::;;. 9. NON-DlitLOSURE AG:~~~ErJfi~~:lt. '•'.• ~-=--z..;,.. ~~-::: •.~ .. ~.;:-: •. If it is antici;~f&it.hat the City .n{J9;:disclo~:~?ionfidential information to the other party in the course of a Procurement, thJW)0:·[)Jon-Disc10!tt~ Agreement must be signed and delivered by all parties prior to the disclosure of confict~*®..;;11_infor~!~}f6n by the City to a Supplier. If the City and a Supplier will not be exchanging confidentia'l?:Jpfqro;f~tfWn until after a Contract is signed, including confidentiality provisions ,::;::..._,;;.;;,:-::::<p within the Contract may suf.(t~if ··!·!•" Certain kinds of City confidential information may not be disclosed by employees to third parties, even with proper documentation in place. Refer to the Purchasing Manager for details. 10. VARIANCE FROM THE OPERATIONAL PROCUREMENT PROCEDURES An approved statement of variance is required when City staff wishes to deviate from the Operational Procurement Procedures. For greater certainty, making use of an Exemption to a required method of Procurement does not represent a deviation, as long as supporting circumstances are documented. It is Operational Procurement Procedures 23 I Page an example of a deviation to proceed with a Procurement as if an Exemption applies when circumstances supporting the use of an Exemption are absent. The statement of variance will be completed by the employee proposing the deviation, and is subject to the approval of the Purchasing Manager, the appropriate General Manager and the Chief Administrative Officer prior to deviating from the Procurement Policy and these Operational Procurement Procedures. The approved statement of variance should be retained in the Purchasing file. Operational Procurement Procedures 24 I Page Appendix A-Minimum Requirements for a Formal Competitive Process This information outlines the minimum requirements for a Formal Competitive Process (and Related Notices) under Applicable Trade Agreements. Minimum Requirements for a Formal Competitive Process documents issued under Complex/High Value Purchase: • In the solicitation document, the City shall clearly identify_,::tti.e requirements of the purchase (e.g. performance specifications), the criteria to be usedJ!JJth~,)evaluation of submissions and the methods of weighting and evaluating the criteria. /{:(ff • The City shall, where appropriate and to the exte2ti~t,tWl~te, specify performance specifications and evaluation criteria in terms of results, perfpr'm§'nce ar(e:1%¢.r. competence. • The City may, in evaluating submissions, tp~f}hto accounf%:tprice, quality, quantity, delivery, A~:, ..... ;,:, ····:·:·~:·,·. . . servicing, capacity of the Supplier to me~t:t!i:~frequirements of tnE~J?,J.Jrchase and any other criteria ~ .. •§>'-·.ti',·.~ •••• ~.•.•k",,'. that are Non-Discriminatory. ~=:::ff ··~::~~:\::,, .;v.:,.';,:-.· "-~···~.,_,...._ • The City shall ensure that its needs are meh£~:rnugh a fair::acquisition "pt'Cl'cess that is based on the highest degree of competition, efficiency anJ~tlective6Jti~ ·~tkt .. ,·,:-.. ·-~~<.;:. •. $_·;-:*::9" ~~::m:; In relation to Request for Qualifications "~f,'.\i1tv.ed: \~Vtt· ·-~~:·· .':;:::::::~ ·.:-:.:.;;::;~.-·-=;.??:,.'\,..,, • If a RFQ is used to establish a ;[&}t:i@l\fS4ppliers a°1r$'.t8reliminary step in advance of an ITI or RFP, then the RFQ af!d ITI/RFP, r~~~}:1togeffi}~f~.h.~II me~i~~~:::rninimum requirements above. • If the RFQ is ~f;:1~l{~M:~M_blish a 'l[!anenJffe{)ij!i~.~imitlr~}source list ~o. make su~sequent purchases with'cDt)tia'n ITiiorsRFP, therNfle r,f(~1r.eaa·al~r::l'e .• shall meet the minimum requirements r,,"..-'•"•':J.':K.•"•• ','):··~«..", ....:«ij· •' Y',." '-"~•'•"•;.:-···· ~.~"•"•x,s," '')'y",(..ti.. ~-:: •., ~. '•"*'•·~···i above ·(::·=·=·=···· ~-.-; ••• .,, ~..:~:::-=-:::· ·-,·~~:.· :_,,,_ ' A1.~-' <&~~~«-~· • ..Zv•··. . ~;:; •• )•":,.-."',,,.« .. ··v··X?.~::~.-;;:X:>~:-.,. ,~:,."..: Minimum lnfo(rrt~t1omt6rJaJ~oticel,~~f61ni{ifF8rr.qal Com$.\titive Process Document: ...... :,.;;.:,.;v.!; -• ............. ::v.. ··~· -=~·. · •Z..2t•":,.· ·>;,., .::~·::::::;,;;;,·-· ..•• ,,::::~:;:~::::,. ',.;:::-;:--..•,:::;.•:)::'=:::. •.;::~ t':,::>,.'i,~<,;/5 '-,Y..<•:O:•};'., -~·:•·v. ... ... ,;:~~..,,:-:•!•., If a notice f§X~fFormal Comp'.et[tJM.y solioJt~t.[?,n documefff'is posted to BC Bid (as opposed to the Formal Competitive·§~)J&t\~tion docum1=f:tt11JJ.elf),l:~'§t~J~~ice shall include the following information: ~~~;;~: .. ·.;•. • ... :-·· .:... ~===:~~-::=·· ',:,-.,:•,•,•,. ·-:r-·::::,, ~,;, ••• ~;: i. a brief dese}'.iJ;)Jion of the pur~ct1pse contemplated; ·-:,;;H~:::.. itf ii. where the infoY.f'.b]~.pn and di.t~\nents can be obtained; -~z-::v; ,:,,;;<q--;i.; ,;;::.:~:=:::. ,:.;::,~:::::: iii. the conditions (if ar@~for 9.tft@3't:i'ing the documents; ·-:~~~~r~~;~i~~r~ iv. where the submissions··c:ri(~fo be sent; v. the date and time limit for submitting submissions; vi. the time and place of opening the submissions in the event of a public opening; and vii. a statement that the purchase is subject to the New West Partnership Trade Agreement, the Canadian Free Trade Agreement, or the Comprehensive Economic Trade Agreement (as applicable). Operational Procurement Procedures 25 I Page Ii I 1- Appendix B -Discriminatory Practices The following discriminatory procurement practices are not allowed. These include, but are not limited to: a. Qualification procedures that discriminate between Suppliers by province of origin, i.e. registration requirements and restrictions in a Formal Competitive Process based upon the location of a Supplier and its subcontractors, or the place where the Goods or Services are produced; b. Biasing of specifications in favour of, or against, a particular good or service for the purpose of circumventing the Operational Procurement Procedures; Operational Procurement Procedures 26 I Page C f: p __ ~ L t-_-: t:.:.-_ Appendix C-Exemptions: Circumstances for Direct Awards The following Exemptions are set out under Applicable Trade Agreements to justify the Direct Award of a Contract, regardless of procurement value, provided these procurement procedures are not used by the City to avoid competition, discriminate between Suppliers, or protect its Suppliers: 1. Only One Supplier. A Procurement where it can be demonstrated that only one Supplier is able to meet the requirements of the Procurement, provided that circumstances listed in Appendix Dare applicable. Commentary: A notice of intent to award to a Supplier need not be posted on BC Bid in order to demonstrate that no other Suppliers are able to meet the City;sfr.e.quirements. It may be sufficient to complete an appropriate level of market research, and docur:r.f~M¥lft1e results of that market research in s···~w;;,· the purchasing project file. The initiator and approver ofth).ff.'.>J:octirement must both be satisfied that there are no other Suppliers able to meet the requirements. :~:/l@t::::~{ft:::: ~:::::>.~ ·~~,=~· --~~;;~!=:=~·t 2. Unforeseeable Urgency. A Procurement where an L!f:l{O.[Efaeeable situ1i\iQ8 of urgency or emergency arises and the Goods, Services or Construction could i$;.tbtained in time,'t'ti{~~~:tt a Competitive Process. ·-tv·-•;; ·.~ ... ,t •X-. Commentary: This is a situation where there is a'f(@gent or emergent need'fg"r,hbe Procurement, without which there would be significant operational issues·;\i&urity of;it~t~.City's inter~§t~~~0r potential injury, loss of life and/or loss of or damage to Rr.emerty or the ~~~)fen{tsr The preparatTaWtdocumentation and •$:::;•'·$:::>. iv;::··" ,•d,r ,.,, analysis aspect of the Operational Proi~Jf@W.Q~ Procedu'reff&fbd Authority for Procurement transactions may not be possible. Oral authorizaticift:::\.ilf~.p);i@?Peptable··~1.!~~cribed in the Procurement Policy. All norma~ d~cume~tation and reporting, irf~#1intfi1Jl{Jg! Contr~@W:-~ard report, complete with signed authonzat1ons, 1s to b~~f~{~J.~ted as s~tD as po~~-B.t\ Em~~;~~~ncy purchases that cannot be accommodated withinhthE:JEirf~:1p'6ial Plan wil :~b"e aut1:!'"l'o:tizl·i:J1b~ the·. epartment Head and reported to Council at a regular C@~niti me;ti~l~$ soon al{fil}p¢tilffo1~Wii})he expenditure. Council must amend -.>:v~·•}., ·6:"<·*~ <····~,t..,.{;"-=._....,.,.. -..,,.!"7 the Financial Plan to in~clJ::i@e the expg_'. diture ana:~a~ntify a funding source. Unforeseeable Urgency does not include situations wtiifi~iQ.sufficl}:th.~tme was ll1~,v,yed for the normal process to occur, or where there •-:;~,;:;•X· £::•'h~" <,..-M was a lack}).f::ftl;l!:Yijl8.g_for the·::~fg_9tj,rfi:neitt=~%1<, ~%~\ ,,:lMt·J::::~:f:~<ft:~i'»-· .;;:WJt ~-\ff*=··,:,. \§J 3. ConfidfJit.f,El\cquisit1o'n~$;,§.(OCu'f"eil~.Qt of a con'ff~~1)Jial or privileged nature are to be purchased and the disclos'tfi:}f!.Q:ough an opEi~~J9ncitafi6'.g)?.,2_uld reasoM1bly be expected to compromise City confidentiality, result in tt1e;;waiver of privilege?cause e13'6l10mic disruption or otherwise be contrary to the public interest. "~·{>:-=~' ~$f:: ···~. ·-~.-:!: /~-Commentary: ··=m1~wations whelitwaintaintH~ information as confidential is a concern, consider whether requiring Supplie'f's)Q, sign Non-l:Ji~losure Agreements (NDA) early in the process can offer sufficient ~-===-=·=~ ;;1.:::-:·~ protection. If the Pre:~_f~ment_Jf*;~Jf must remain secret for the reasons set out above, or if particular information is confide'"Pii(ihi. ~(fll NDA offers insufficient protection, consider making use of this Exemption ·fJ~~::::-. -··=ij?}"~ 4. Contrary Laws. A Procurement where competition is precluded due to the application of any federal or provincial legislation or regulations. Operational Procurement Procedures 27 I Page I I I i 1-r-=~ r· I:· r.-t [ I I I Appendix D-Additional Exemptions: Circumstances for "Only One Supplier" Purchase The following are the circumstances for the purposes of the "Only One Supplier" Exemption: Operational Procurement Procedures 28 I Page Appendix E -Definitions "Applicable Trade Agreements" means NWPTA, CFTA, CETA and any similar domestic and international trade agreements that come into force from time to time to the extent applicable by their own terms to municipalities in British Columbia, and includes amendments to those agreements; "Assets" includes without limitation supplies, equipment, furniture, fixtures, machinery, IT Assets and vehicles, but does not include real property; "Authorized Staff" means the person responsible and authorized to Purchase Goods and Services within the authorized limits as set in this policy; ~4%:, "Best Value" means the optimal combination of, Total Cost, pert&:ffiifce, qualifications, and factors related to sustainability, as determined in accordance with speg.i!,!JyM[!~Y~ a. nd weighting for each criterion established by the City for the applicable Purchase; /.f:·. ~(p ·:::{fa.; .. A::~f ::::::\ ·;=:=-:~;:$" .. "Bid" includes a written formal submission in response:'.fW~::C~ompetitive P?ocess inviting the supply of Goods, . . &;~::::::::::::·· -;:;,:::;:;,-. Services and Construction; ~it(~~);~,, ··::tjjfJt:. "CETA" means the Comprehensive Economic and TradtfAgreement entered into b/the .Government of Canada ·-..:. .. •.•. , ........ ,,. ~. . ... ~.-.... ,... and the European Union (EU) to the extent applicable bl:Jfto.wn~t:if?ii.i~ to municipaiitf~~,.in British Columbia, and includes amendments to that Agreen'ff~t.'\: ···=:::@(Jff.. ···=:f:::' ··~tJJJJtt~~~=;<.~·-··=:=~~~m===~~ "CFTA" means the Canadian Free Trade Agree erWebtered into l::>"y~tl:ie governments of Canada, the Provinces /' "~>.. ' <:{:~":•:•:···. •::,:=-....... ::.~-. of Canada, the Northwest Territories and Yul<oriJo tn~(extent applicaJSte,.by its own terms to municipalities in ·~·=• .... .., ,•,.:,:,:<-:,:~.... ·-,:.~ ..... ..<--:··( British Columbia, and includ5:~;:,~JJ\Jt!1dments t~A~at Agi'ef~m~ni CFT;L(~!?..tablishes general rules regarding ~·· .... :-:•,,(•,•:•,<•,•,...;-;.~ •}X•,f• ,".•,·,•~•,;,w•,•.-,•,) -•,•,-.,,;{, open and non-discriminatorY::~accYE:1SS>.,.to Proclir'\:imentsJf..ej(eYri'pJiQns to::,:those general rules, and other 11}:b!·~x.,. "' :, {:•Y>,. '< ... : .... ,, ••• :.;.:: .·:•.·:-~ '._: "'V vb Procurement procedures:th'afapply to··tne. City; :~=:=:::>.l:::::::::::==·· ···=~::{:{;:' ·-;{ll]f:f ~!\. ·r~t~t:. ~~~ra~tf~·· ~~=·· "City" means the municipalify~o,fJ,he City)it Maple Ridg~;}, ~--¥·YU ··y~ ·~:;;l~t~~~ .... Aff.t~?-~3;:~~~.. ~~~~f==~~ . "Change Ord~f{J'}).$~.))~t~t:-9ontraqt:~Uj}tritfriie.Q.f9,.~.?ngiri~)J~e Construction or Services provided under the .L,··~··"'··-.;.•.•.,:. ·:-!("'~~. ·~·~·~> ... •w.•,' «·· ,/' ....... ·I'."" Original Co_gff.~:§Jfincluaifi'g;:.~:Y1 .. not li'n:)jt~p to spefriitL9Jj);i_9,ns}scope, schedule or price; ;::;:::;,,:::"..;:.~ · ... :~:::;:!;:::~ -~:;;::=:~. «;;:::~:::::, "Chief AdmifiJ~tr~tive Officer·;·:;Ml~.IJS th"J\ter.~on holdi~g"the position of the City Chief Administrative Officer, . . ··:-x~~-~. ··~=~<-!; »':v:~:!:·:.-... or their des1gnatt}., \j\ ":;;:{J;;;:, ··;:::::::=::... v:;:=::~ ·· .. :=x~~1 "Contingency" Corifir.yg~ricy allowanc~~}provide project managers with discretion to meet a requirement that ·-~~·=·=:: ... ·. i..;.:-:-.-:, is not perfectly defineclr:::;::\-: :t{.-f: ··:::=;:::::~..,.... -~~::~;;:: "Competitive Process" m;}~l:-~,fa.,tr;fij:;J open competition based on functional and generic specifications; ·:?:;:~*~~:::::::~-:=:~=·· "Construction" means a constr'tf~1:itK reconstruction, demolition, repair or renovation of a building, structural or other civil engineering or architectural work and includes site preparation, excavation, drilling, seismic investigation, the supply of products, materials, equipment and machinery if included in and incidental to the construction, but does not include professional consulting Services related to the construction Contract unless they are included in the Procurement; "Contract" means an agreement in writing or verbal commitment between the City and one or more parties which create obligations that are enforceable or otherwise recognizable at law; "Council" means the elected Council of the City; Operational Procurement Procedures 29 I Page !. "Deputy" means means an Employee of the City holding a position as a Deputy Fire Chief, Corporate Controller, or Deputy Corporate Officer or their designate; "Direct Award" means a Supplier is invited by the City to negotiate and/or sign a Contract for Goods or Services, without going through a Competitive Process. A Direct Award can be a Low Value Purchase, Sole Source or Single Source, but a competition is not required; "Director" means an Employee of the City holding a position as a Director of a City department, Municipal Engineer, Chief Building Officer, Chief Financial Officer, Chief Information Officer, or Fire Chief, or their designate; "Dispose" or "Disposition" means to transfer by any method includinga55ign, give, sell, grant, charge, convey, Lease, divest, dedicate, release, exchange, alienate or agree to do c:it1ybf those things; "Employee" means an Employee of the City of Maple Ridge; / / < ,.-.--·-·------·,·. --"Emergency Purchase" is a Purchase made due to an uqexr:Mc:ied and urgent request which may affect the health, safety, environment, life and or property, or the we@rn of the public;> . . · ,,·.·.<--<-/ ',·---" . "Executive Director" means an Employee of the City rr61ding a position as>i~}:~ecutive Director of a City department or their designate; ·.·.·.·.--.·, -.·.· ... , "Financial Plan" means the Financial Plan Bylaw as adopttd ~y<Q9Uribri; "Formal Competitive Process" means a plll>li{proc.~rement pidpess that is competitive, open, transparent, non-discriminatory and compliant with the regµiremehts>of the Appligable Trade Agreements; .·.·:\ .,.,,.,_ ···,-··· "General Manager" means an. Employee of the City holci(hga}position~ia General Manager of a City division -... ·.·.•.,,. -.,. -.-.,.-.. ,-,,,, ,.-·.·_,_ ·.··,·.---or their designate; ' "Goods and Services" in'clt;es withoGf 'limitatioX) 99~sf;~ction, iJJplies, equipment, furniture, fixtures, machinery, IT Assets, vehicles, insuran9e,Employee b¢'r)e,fits, labour and materials, maintenance, services, but does not inclu.dereal property( "IT Assets"/.rnii~s Je;kiAatco~puters, co~pnter se,r)iJk; fax machines, cellular telephones and other hand held ciiviBes, printers, sc~hr:iers, cgpie,rs and othermu1ti-functiona1 information technology equipment, together wifffany power supplies, storage< media, user manuals, operating systems, software, firmware, peripherals and d9c1Jmentation relating to ofi11corporated within any of the foregoing items; -/->>~<-·-:.. ·:.. . -:.:-; ' "Joint ProcurementVJhttJre" mean~}group of two or more public entities which combines the purchasing requirements and activiti~},)nto one jQif:lt Purchase process; . ··, "Lease" means a Contrac1b}whi6hthe City is granted the use and possession of personal property for a specified period of time in exchah~efor payment of a stipulated price (including a price of $0); "Life cycle" costs include operation, repair, staff, and disposition costs rather than just the initial invoice price; "Manager" means an Employee of the City holding a position as a Manager, Superintendent, or Assistant Chief of a City section or their designate; "Manager of Procurement" means the person holding the position of Manager of Procurement, or their designate; "NWPTA" means the New West Partnership Trade Agreement entered into by the governments of British Columbia, Alberta and Saskatchewan to the extent applicable by its own terms to municipalities in British Columbia, and includes amendments to that Agreement. In some respects, NWPTA establishes more stringent Operational Procurement Procedures 30 I Page general rules than CFTA regarding open and non-discriminatory access to Procurements, and narrows or eliminates certain exemptions otherwise available under CFTA to the general rules; "Officer" means a person appointed the position of Officer by way of a City Bylaw; "Procurement" means the acquisition by any means, including by Purchase, rental, Lease or conditional sale, of Goods, Services and Construction; "Proponent" means a Supplier that submits a response to a competitive bid; "Purchase" means the acquisition by any means, including by purchase, Contract rental, Lease or otherwise of Goods, Services and Construction by the City, but does not include: (a) any form of City assistance such as grants or loans; or (b) provision by the City of Goods and Services to other persons or entities; ,'>:.·-:~-~~~}, "Purchasing Card" means the corporate credit card issued to an EAfplbyee for the purposes of purchasing and paying for small dollar transactions within their established aui:hqrity;< "Operational Procurement Procedures" are the procedyr&~ g~;:rning theB~rchase by the City of Goods and Services approved by the Chief Administrative Officer{c1r1d includes amendments thereto; "Quotation" or "Quote" means a verbal or written sJ:brnission from a Supplier'rA}e~ponse to an Invitation to Quote; · · · . < "Services" useful labours that do not produce c3 tangible coMaj9dity;;> .. '. ,' ------/ "Service Provider" means the company/pet~~kt8~tis hired'underan Agreement or Contract to provide Services; ,-.. ·.,.·. --·-·.-·/·, --_.·.·.··. "Single Source" -A Contrac(rjirectly awardedfo_ a supplier>Vilithouta Competitive Process, where other potentials suppliers may b,f~yailabi~;) <>s> ' ' -.", "Sole Source" -A Contra.dt°directly aw$(ded to or <ri~'.gotiated with a sole supplier, without a Competitive Process; "Supplier" meaHlJ h0Mkaoywhich;~Jp1i;;>&ood$'and strvices to another company; "Supplier Performance" M~isLJrable<<i@rcators that gn be tracked to assess predetermined Contract performancegdat~ and can inclui:lesubje6tivErnvaluations of the supplier by staff during the term of a Contract; "Term" means: ·'~''/;'. :;: , , ·· .. / i. in the case of~ Qontract fora f:>urchase, the initial term of the Contract, not including any optional renewal term; ahief ; re ii. in the case of an dptfqnal r,(:lfreWal or unforeseen extension of a Contract for a Purchase, the renewal term or extension period<of<trfQohtract, not including the preceding periods; and ·:::\}/ "Total Cost" means the sum of all costs, including all contingencies and applicable taxes (except credits against such costs, such as trade-in values on existing Assets, and amounts subject to City recovery, refund or rebate under applicable sales tax legislation) that are to be paid by the City during the Term for a Purchase of Goods and Services. Operational Procurement Procedures 31 I Page l --~ CITY OF MAPLE RIDGE TO: FROM: His Worship Mayor Morden and Members of Council Chief Administrative Officer MEETING DATE: FILE NO: MEETING: SUBJECT: 2020 Consolidated Financial Statements EXECUTIVE SUMMARY: May 4, 2021 05-1830-20 cow The purpose of this report is to communicate the financial results for the City of Maple Ridge's 2020 fiscal year. Each year, staff undertake a number of processes to review and refine the data that feeds into the City's Financial Statements; and, from time to time corrections are needed to previously reported results. In 2020, these processes identified that some data corrections were required which has resulted in a restatement of 2019 results. Financial reporting in local government serves to communicate the fiscal health and well-being of a community. In 2020, the City's operations were impacted by the ongoing pandemic but overall results for the year remain positive. Our Net Financial Position increased by $11.1 million to $124.2 million and our Accumulated Surplus increased by $54.2 million to $1.263 billion. The 2020 Financial Statements have been prepared using the accounting standards and reporting model mandated by the Public Sector Accounting Board (PSAB). BDO Canada LLP has conducted an audit of the Financial Statements and they will form an integral part of the 2020 Annual Report. In order to satisfy current audit rules, Council must approve the Financial Statements before BDO can issue their final audit opinion. The audit report will be "unqualified". This is the highest form of assurance an auditor can provide and indicates the Statements are free of material misstatements and that readers can rely on them for decision making purposes. RECOMMENDATION: That the 2020 Consolidated Financial Statements be approved. DISCUSSION: Financial reporting in local government serves to communicate the fiscal health and well-being of a community and there are two main documents that accomplish this: the Financial Plan and the Financial Statements, each with very different objectives. The Financial Plan is a forward-looking document that sets out the City's planned expenditures and transfers to Reserves for the next five years, and also identifies how those expenditures and transfers will be funded. The Community Charter requires that municipalities prepare a "balanced budget". This means that the total of any proposed expenditures or transfers to Reserves must not exceed the total of proposed revenues or transfers from Reserves. In simple terms, the Financial Plan answers the question: "What are we going to do and how are we going to pay for it?" 1152 2728414 1 of 8 i In contrast, the Financial Statements are a retrospective document that looks at the year that has just ended, comparing our actual financial petiormance in the year to the activities identified in the Financial Plan. The Community Charter requires municipalities to prepare the Financial Statements in accordance with generally accepted accounting principles for local governments. In Canada, those principles are set by the Public Sector Accounting Board (PSAB). The objective of a municipality's Financial Statements is to report on its financial condition at a point in time and its financial petiormance for the year. The differing objectives of the Financial Plan and the Financial Statements, combined with the different rules guiding their preparation, can easily result in confusion when trying to compare the two documents. For example, the Financial Plan treats transfers to and from Reserves as transactions, while the Financial Statements, at the consolidated level, ignore transfers as they take place within the corporate entity. It is important to keep the different rules and objectives in mind as we look at financial results for 2020. The 2020 Consolidated Financial Statements present the City's results of operations during the year and the financial position as at December 31, 2020. Financial petiormance is compared to the Financial Plan adopted in May of 2020 as this was the plan used to set property taxation rates, and to prior year results, as restated. The transactions included in the Financial Statements are those that took place between the City and outside parties. Internal transactions, such as transfers between Reserves, which are important for financial planning purposes, have been eliminated. The City's auditors, BDO Canada LLP, have conducted an audit of the Statements and, pending Council's acceptance of the statements, will finalize their audit report. The audit report will be "unqualified". This is the highest form of assurance an auditor can provide and indicates the Statements are free of material misstatements and that readers can rely on them for decision making purposes. There are a number of key terms in the Financial Statements that are important to be familiar with before drawing any conclusions about the 2020 results: • Net Financial Position: provides a snapshot of where the City stood financially in terms of the resources it held and the amounts it owed at December 31, 2020. It is the difference between our financial assets and our liabilities and is considered an indicator of financial flexibility. If Net Financial Position is negative, it is referred to as Net Debt and indicates that revenues that will be collected in the future are needed to pay for liabilities that already exist. If it is positive, it is referred to as Net Financial Assets and may indicate a greater degree of flexibility. • Accumulated Surplus: is the total of all the City's assets, both financial and non-financial, less our liabilities. It represents the net economic resources available for service provision. The largest element of this number is the value of our tangible capital assets, the physical assets used in day-to-day service provision, meaning the Accumulated Surplus balance does not represent a source of cash available to finance our day-to-day operations. • Annual Surplus: is the difference between annual revenues and expenses, as reported on the Statement of Operations. It is important to keep in mind that items included in revenue do not necessarily represent cash received during the year. For example, the value of contributed tangible capital assets is reported as a revenue, but does not represent cash the City received. On the expense side, only the annual cost of using those assets is recognized through amortization. The amounts expended for capital investment or renewal is not included, nor is the value of infrastructure contributed to the City through development. This accounting requirement results in a large reported Annual Surplus, but does not represent a cash surplus. 2728414 2 of 8 The City's Financial Statements are comprised of the following: • Statement of Financial Position • Statement of Operations • Statement of Change in Net Financial Assets • Statement of Cash Flow • Significant Accounting Policies • Notes to the Financial Statements • Segment Report • Supporting Schedules 1-7 The Notes to the Financial Statements provide additional information for the items found on the Statement of Financial Position and the Statement of Operations and are referenced on each of these statements. Of note, Schedule 7 is a new addition to the financial statements and meets the Provincial requirement to provide information regarding the use of the BC Safe Restart funding received by the City. Once that funding is fully utilized, it will no longer form a part of the City's Financial Statements. A discussion of the Financial Statements follows: Statement of Financial Position The Statement of Financial Position provides information about the City's assets, both financial and non-financial, and its liabilities. One of the key indicators on this statement is the Net Financial Position. As noted above, it is calculated by subtracting our liabilities from our financial assets and is one piece of information available to assess the City's financial flexibility. At the end of 2020, the City had Net Financial Assets of $124.2 million, an increase of $11.1 million from 2019. The other key indicator that appears on this Statement is Accumulated Surplus. As noted above, this is the total of all of our assets, both financial and non-financial, less our liabilities. This number represents the net economic resources available for service provision. The bulk of this number comes from the value of our tangible capital assets, meaning it does not represent cash that can be spent to support our operations. At the end of 2020, the City's Accumulated Surplus was $1.263 billion compared to $1.209 billion, as restated, for 2019. Of this amount, $1.122 billion is the book value of the City's tangible capital assets, compared to $1.079 billion in 2019. Key items to note on the Statement of Financial Position: • 2019 results were restated for two separate items. 1). To recognize certain benefit payments held by the service provider and available to use against future claims. This resulted in an increase to accounts receivable of approximately $775 thousand and an equivalent increase in net financial assets. 2). To reflect new information about the City's inventory of tangible capital assets, resulting in a reduction of $14.6 million dollars, an amount equal to approximately 1% of the total value. These two items resulted in a reduction of previously reported Accumulated Surplus of $13.8 million. • Combined cash and cash equivalents, and portfolio investments decreased by $7 million. This is linked to a reduction in liabilities such as accounts payable and accrued liabilities, refundable deposits and debt. • Accounts receivable and recoverable local improvements decreased by $3.1 million. • Debt decreased by $2.6 million due to the scheduled repayment of debt, most of which relates to our Town Centre facilities. • Accounts payable and accrued liabilities decreased by $7.5 million 2728414 3 of 8 Statement of Operations The Statement of Operations reports the City's revenues and expenses for the year. The difference between revenues and expenses is referred to as the Annual Surplus if positive, or the Annual Deficit if negative. It is important to note that accounting rules require us to include, in revenues items, such items as the value of infrastructure contributed to the City through development, but on the expense side we include only the cost of using those assets through amortization, not the value of the assets received. As such, this results in a reported Annual Surplus that does not represent a cash surplus. In 2020, the City recorded contributed infrastructure with a value of $21 million. This amount was recognized as revenue. On the expense side, the amortization recorded for these assets was approximately $170 thousand. The City's Annual Surplus was $54.2 million and approximately 40% of that amount comes from the transactions associated with contributed assets received during the year and, as noted previously, there is no cash received by the City related to these assets. As noted earlier in this Report, when the Financial Plan is prepared, we ensure that all planned sources of funding are equal to all planned uses of funding. This is referred to as a "Balanced Budget". Not all of the elements that result in a Balanced Budget are included in the Statement of Operations. Some Financial Plan transactions, such as transfers to and from Reserves, are eliminated from the summary Financial Statements as they are internal transactions; other items are not included as they do not meet the definition of an expense. For example, our planned investment in tangible capital assets will result in an expenditure of resources, but not an expense. The annual cost of using our tangible capital assets, recorded as amortization, is an expense and is included on this Statement. A reconciliation between the Financial Plan and the Financial Statements is shown in Note 19 to the Financial Statements. The restatement of previously reported results for 2019 led to a reduction of $8.8 million in revenues an increase in expenses of $4 thousandthousand and a corresponding reduction to previously reported Annual Surplus. As discussed above, the revenue associated with contributed tangible capital assets is a revenue for accounting purposes only and does not represent cash. The following discusses the Statement of Operations: Consolidated Revenues: Actual $188.7 million; Budget $222.8 million Not all monies the City receives are recorded as revenues at the time of receipt. Monies, such as Development Cost Charges, that are collected for specific capital works are recorded as a liability when received. When we budget for the capital expenditures that are funded from these sources we also budget to record the revenue, which results in a draw down of the liability. If capital expenditures do not occur, no revenue is recognized and the funds remain on hand, recorded as a liability. In 2020, consolidated revenues were below budget by $34.1 million. This is comprised of variances in a number of categories, particularly those related to capital. The following highlights some of the key variances: • User fees and other revenues missed budget estimates by $1.7 million. As discussed in the preliminary update provided to Council on March 9, 2021, this comes from a combination of building permit revenues exceeding financial plan targets by approximately $400K and recreation revenues missing targets by approximately $2.1 million, due to the operational impacts of the ongoing pandemic. • Government Transfers (grants) revenues were below budget estimates by $1.96 million. Reported results include a BC Safe Restart grant of $6.4 million without which results would have missed financial plan targets by approximately $8.4 million, mainly due to timing 2728414 4of 8 differences between budget and actual expenditures, as well as, project start times being deferred pending outcomes of grant applications. • Development revenues below budget estimates by $30.3 million, due in large part to factors such as DCC liabilities not being drawn down to fund the related work. • Interest income greater than budget estimates by $2.9 million. • Gaming revenues below budget estimates by $1.4 million due to the extended closure of the local gaming facility. • Asset disposals before the end of their estimated useful life resulted in a reported loss of $3 million. This is an accounting entry associated with the disposal or replacement of the City's tangible capital assets before the end of their estimated useful service life and does not represent a cash loss. • Developer contributed assets greater than budget estimates by $1 million. As noted above, revenues below budget estimates for development revenues do not represent a cash shortfall as the related expenditures did not occur. Similarly, the revenue amount recorded for contributed assets does not represent a cash windfall as this number represents the value of assets received, not a payment received by the City. Consolidated Expenses -Actual $134.5 million; Budget $154.7 million Expenses are comprised of general operating expenses for goods and services, labour, interest on debt and amortization of our tangible capital assets. The actual cash expended to invest in the replacement or acquisition of assets is not reflected on this Statement. In 2020, consolidated expenses were below budget by $20.1 million. Some key items contributing to this result include: • Approximately $1 million in interest costs related to authorized borrowing that had not been entered into as at December 31. • $2.8 million from the RCMP contract. • Approximately $7.4 million in projects scheduled for 2020 that will proceed in 2021 • Savings of approximately $5.2 million on labour costs, due in part to extended facility closures related to the pandemic, a higher than normal number of vacancies throughout the organization and ongoing recruitment challenges. • Approximately $3 million in additional savings from Parks Recreation & Culture. • Costs for water purchases approximately $0.5 million less than Financial Plan estimates Statement of Change in Net Financial Assets The change in Net Financial Position in a year is explained by the difference between revenues and expenditures. If we recognize more revenue that we expend, then the net financial position will increase; if less, then it will decrease. In 2020, the City's financial position increased by $11.1 million to $124.2 million. It is important to keep in mind that as part of the City's long-term financial planning processes, we may collect revenues over time to build capacity for future expenditures. This practice will increase the City's financial assets, and the net financial position, until the related expenditures occur. Statement of Cash Flow The Statement of Cash Flow explains the change in the balance of cash and cash equivalents for the year, showing the impact of various types of transactions on the balance. For example, the statement shows that $36.28 million was generated from operating activities and that $48.42 million was used for capital activities. 2728414 5 of 8 Segment Report The Segment Report enhances the information found on the Consolidated Statement of Operations. The information is laid out in the same manner, but provides a greater level of detail. City services have been segmented by grouping activities by function, as directed by PSAB. For example, protection of the public is achieved by activities such as bylaw enforcement and inspection services, in addition to police and fire fighting services, so all of these activities are reported as part of the Protective Services segment. Revenues that are directly related to the costs of a function have been reported in each segment, including revenues related to capital investment. Expenses are broken down into the categories of goods and services, labour, debt servicing, and amortization. The Segment Report allows us to see how much each segment contributes to the Annual Surplus before considering allocations of taxes and other municipal resources. As described earlier, Annual Surplus is the difference between annual revenues and expenses. The following table shows the departments included in each segment: R s . . Par~s Planning· Public . General Gov't Protective Svc Re~~:~~~~ & Health & Other Transportation Water Sewer Administration Legal & Legislative Economic Dev Communications Finance Human Resources Information Svc Purchasing Police Parks Fire Leisure Svc Bylaws Youth Svc Inspection Svc Arts Emergency Svc Library Planning Recycling Cemetery Social Planning Engineering Operations Drainage Roads Water Sewer The above discussion focuses on the Consolidated Financial Statements, and, as noted, consists of transactions only with outside parties; internal transactions, such as transfers, are not included. The following section of the report looks at some areas of our organization in isolation, particularly the General Revenue Fund and the Sewer and Water Utilities. While the Financial Statements do not show each of these elements in isolation, aggregated information is shown on Schedules 1 to the Consolidated Financial Statements. In 2020, Council began receiving quarterly reports, providing financial updates on the City's operating funds, with preliminary results for the year presented on March 9, 2021. As indicated at the time of the presentation, final results for the year differed from those presented. The following provides a summary update of the information provided in March, further separated into our General Revenue Fund and the Sewer and Water Utilities. General Revenue The majority of the City's diverse day-to-day operations fall within the General Revenue fund and includes activities ranging from the development of plans to guide the community's future, to maintaining infrastructure such as roads to all the activities integral to the delivery of Council's Strategic Plan. The majority of the impact of COVID-19 was experienced within this fund, both on the development of operational adaptations as well as financial impact. In November, the City received $6.4 million in BC Safe Restart Funding to help address the financial impact of the ongoing pandemic. This funding was applied to help offset revenue losses and to address some of the costs the has City 2728414 6 of 8 incurred for operational adaptations, such as remote work. Approximately $2.3 million has been set aside to address ongoing impacts in 2021. The Financial Plan projected that the General Revenue Accumulated Surplus balance would be drawn down by $0.97 million in 2020. Actual results saw the balance increase by approximately $2.7 million to $11 million. One of the primary factors in this increase was the receipt of the BC Safe Restart funding. Sewer and Water Utilities The Sewer and Water Utilities are self-funded business units that manage the collection and distribution of water and liquid waste and the related infrastructure. A large portion of the costs in the utilities are driven by the Regional District and Council has used a Rate Stabilization Policy for a number of years to manage fluctuations in these costs. Under this Policy, we will see cycles where Accumulated Surplus amounts are deliberately built up, in a systematic manner over a period of time, and then subsequently drawn down, in order to provide for our commitment towards larger regional projects as well as variations in our own annual infrastructure investment. This practice allows Council to smooth the impact of variations in annual spending levels on our rate payers. The Financial Plan projected that both the Sewer and Water Utility Accumulated Surplus balances would be drawn down in 2020. As projected, the Accumulated Surplus balance in the Sewer Utility was drawn down, but the balance in the Water Utility increased. The following shows the Accumulated Surplus amounts in each of the General Revenue fund and the Sewer and Water Utilities, and can also be found in Note 14 to the Financial Statements: Reserves General Revenue Sewer Utility Water Utility 2020 $ 11,096,393 6,270,330 16,656,631 $ 34,023.354 2019 $ 8,398,038 7,216,552 15.518.140 $31,132,730 The City's Reserves are an important financial planning tool, providing a mechanism to build capacity over time to undertake strategic projects or address long-term infrastructure sustainability requirements. They are reviewed on a regular basis to assess their adequacy, with adjustments made when capacity permits. The City's Reserves consist of two distinct categories, Reserve Funds and Reserve Accounts. Reserve funds are statutory, meaning they are established by bylaw for specific purposes. Once monies are transferred to a reserve fund, they can only be used for the purpose outlined in the establishing . Reserve accounts are appropriations of surplus, established to meet specific business needs. They can be established or dissolved as directed by Council, as long as identified business needs are met and risks are managed appropriately. Schedule 6 to the Financial Statements provides a listing of all the City's Reserves showing an opening balance of $105.8 million and a closing balance of $129.4 million. Contributors to the increase of $23.5 million include the following: Residual BC Restart Funding Restart funding to RCP Capital (Gaming offset) Rate stabilization provision 2728414 $2.3 million $1.2 million $1.0 million 7 of 8 Capital Projects in progress Studies and projects in progress RCMP Contract savings to PSR CONCLUSION: $7.3 million $7.4 million $2.8 million The 2020 Financial Statements have been prepared using the accounting standards and reporting model mandated by the Public Sector Accounting Board (PSAB). BDO Canada LLP has conducted an audit of the Financial Statements. In order to satisfy current audit rules, Council must formally approve the Financial Statements before BDO can issue their final audit opinion. The audit report will be "unqualified". This is the highest form of assurance an auditor can provide and indicates the Statements are free of material misstatements and that readers can rely on them for decision making purposes. Overall results for 2020 are positive. We ended the year with an Annual Surplus amount of $54.2 million, and an Accumulated Surplus balance of $1.26 billion. The City's Reserves and long-term financial plans reflect the ability of the City to meet its future obligations. Prepared by: Catherine Nolan, CPA, CGA Corporate Controller Reviewed by: Treva Tho Director of Approved by~e GM,Corpora~ Concurrence: ~ Chief Administrative Officer Attachments: 2020 Financial Statements BDO Audit Results Letter 2728414 8 of 8 t_ ' ' ' ' r ' ' . ' ' r -' ' [--'. ' r-.-__ , .. ' -' -~~: ~-.::. ~~ r~--~--= r~ r 1::-~ -~' City of Maple Ridge Financial Statements and Auditor's Report For the Year Ended December 31, 2020 MAPLE RIDGE British Columbia Management's Responsibility for Financial Reporting The information in this report is the responsibility of management. The consolidated financial statements have been prepared in accordance with Canadian Public Sector accounting guidelines as outlined under "Significant Accounting Policies". These include some amounts based on management's best estimates and careful judgment. Management maintains a system of internal accounting controls to provide reasonable assurance that assets are safeguarded and that transactions are authorized, recorded, and reported properly. Management also administers a program of proper business compliance. BOO Canada LLP, the Municipality's independent auditors have audited the accompanying financial statements. Their report accompanies this statement. Council carries out its responsibility for the consolidated financial statements jointly with its Audit and Finance Committee. The Committee meets with management on a scheduled basis and at least semi-annually with BOO Canada LLP to review their activities and to discuss auditing, internal control, accounting policy, and financial reporting matters. BOO Canada LLP has unrestricted access to the Municipality and Council. Council approves the consolidated financial statements and reviews the recommendations of the independent auditors for improvements to controls as well as the actions of management to implement such recommendations. Al Horsman Chief Administrative Officer Trevor Thompson, BBA, CPA, CGA Director of Finance City of Maple Ridge -Financial Statement Page 1 of 32 To the Mayor and Council of the City of Maple Ridge Opinion Independent Auditor's Report We have audited the consolidated financial statements of the City of Maple Ridge (the "City"), which comprise the consolidated Statement of Financial Position as at December 31, 2020, the consolidated Statements of Operations, Change in Net Financial Assets and Cash Flows for the year then ended, and notes and schedules, comprising a summary of significant accounting policies and other explanatory information. In our opinion, the accompanying consolidated financial statements present fairly, in all material respects, the financial position of the City as at December 31, 2020 and its results of operations, changes in net financial assets, and cash flows or the year then ended in accordance with Canadian public sector accounting standards. Basis for Opinion We conducted our audit in accordance with Canadian generally accepted auditing standards. Our responsibilities under those standards are further described in the Auditor's Responsibilities for the Audit of the Consolidated Financial Statements section of our report. We are independent of the City in accordance with the ethical requirements that are relevant to our audit of the consolidated financial statements in Canada, and we have fulfilled our other ethical responsibilities in accordance with these requirements. We believe that the audit evidence we have obtained is sufficient and appropriate to provide a basis for our opinion. Responsibilities of Management and Those Charged with Governance for the Consolidated Financial Statements Management is responsible for the preparation and fair presentation of the consolidated financial statements in accordance with Canadian public sector accounting standards, and for such internal control as management determines is necessary to enable the preparation of consolidated financial statements that are free from material misstatement, whether due to fraud or error. In preparing the consolidated financial statements, management is responsible for assessing the City's ability to continue as a going concern, disclosing, as applicable, matters related to going concern and using the going concern basis of accounting unless management either intends to liquidate the City or to cease operations, or has no realistic alternative but to do so. Those charged with governance are responsible for overseeing the City's financial reporting process. Auditor's Responsibilities for the Audit of the Consolidated Financial Statements Our objectives are to obtain reasonable assurance about whether the consolidated financial statements as a whole are free from material misstatement, whether due to fraud or error, and to issue an auditor's report that includes our opinion. Reasonable assurance is a high level of assurance, but is not a guarantee that an audit conducted in accordance with Canadian generally accepted auditing standards will always detect a material misstatement when it exists. Misstatements can arise from fraud or error and are considered material if, individually or in the aggregate, they could reasonably be expected to influence the economic decisions of users taken on the basis of these consolidated financial statements. City of Maple Ridge -Financial Statement Page 2 of 32 As part of an audit in accordance with Canadian generally accepted auditing standards, we exercise professional judgment and maintain professional skepticism throughout the audit. We also: • Identify and assess the risks of material misstatement of the consolidated financial statements, whether due to fraud or error, design and perform audit procedures responsive to those risks, and obtain audit evidence that is sufficient and appropriate to provide a basis for our opinion. The risk of not detecting a material misstatement resulting from fraud is higher than for one resulting from error, as fraud may involve collusion, forgery, intentional omissions, misrepresentations, or the override of internal control. • Obtain an understanding of internal control relevant to the audit in order to design audit procedures that are appropriate in the circumstances, but not for the purpose of expressing an opinion on the effectiveness of the City's internal control. • Evaluate the appropriateness of accounting policies used and the reasonableness of accounting estimates and related disclosures made by management. • Conclude on the appropriateness of management's use of the going concern basis of accounting and, based on the audit evidence obtained, whether a material uncertainty exists related to events or conditions that may cast significant doubt on the City's ability to continue as a going concern. If we conclude that a material uncertainty exists, we are required to draw attention in our auditor's report to the related disclosures in the consolidated financial statements or, if such disclosures are inadequate, to modify our opinion. Our conclusions are based on the audit evidence obtained up to the date of our auditor's report. However, future events or conditions may cause the City to cease to continue as a going concern. • Evaluate the overall presentation, structure and content of the consolidated financial statements, including the disclosures, and whether the consolidated financial statements represent the underlying transactions and events in a manner that achieves fair presentation. • Obtain sufficient appropriate audit evidence regarding the financial information of the entities or business activities within the Group to express an opinion on the consolidated financial statements. We are responsible for the direction, supervision and performance of the group audit. We remain solely responsible for our audit opinion. We communicate with those charged with governance regarding, among other matters, the planned scope and timing of the audit and significant audit findings, including any significant deficiencies in internal control that we identify during our audit. Chartered Professional Accountants Vancouver, British Columbia May 2021 City of Maple Ridge -Financial Statement Page 3 of 32 Consolidated Statement of Financial Position as at December 31, 2020 2020 2019 Restated -Note 24 Financial Assets Cash and cash equivalents (Note 1) $ 130,961,876 $ 63,790,576 Portfolio investments (Note 2) 90,320,234 164,538,143 Accounts receivable (Note 3) 15,032,584 17,657,538 Recoverable local improvements (Note 4) 1,175,712 1,693,971 Other assets (Note 5) 814,397 797,977 Inventory available for resale 56,169 56169 238,360,972 248,534,374 Liabilities Accounts payable and accrued liabilities (Note 6) 23,613,524 31,126,120 Deferred revenue (Note 8) 15,286,398 16,801,812 Restricted revenue (Note 9) 30,738,864 36,581,674 Refundable performance deposits and other 20,473,999 23,625,735 Employee future benefits (Note 10) 3,348,200 3,999,000 Debt (Note 11, Schedule 4) 20,676,495 23,291,350 114,137,480 135,425,691 Net Financial Assets 124,223,492 113,108,683 Non Financial Assets Tangible capital assets (Note 12, Schedule 5) 1,122,447,588 1,079,740,901 Undeveloped land bank properties (Note 13) 15,526,529 15,526,529 Supplies inventory 461,953 317,502 Prepaid expenses 853,216 665 550 1,139,289,286 1,096,250,482 Accumulated Surplus (Note 14) $ 1,263,512,778 $ 1,209,359,166 Al Horsman Chief Administrative Officer Trevor Thompson, BBA, CPA, CGA Chief Financial Officer The accompanying summary of significant accounting policies and notes to the Consolidated Financial Statements are an integral part of this statement. City of Maple Ridge -Financial Statement Page 4 of 32 Consolidated Statement of Operations For the year ended December 31, 2020 Actual Budget Actual 2020 2020 2019 (Note 19) Restated -Note 24 Revenue (Segment Report, Note 22) Taxes for municipal purposes (Note 15) $ 94,914,905 $ 94,680,030 $ 90,205,710 User fees and other revenue 45,433,301 47,142,875 45,678,005 Government transfers (Note 16) 11,004,973 12,968,552 5,427,368 Development revenue 13,801,911 44,089,991 15,026,277 Interest and investment income 5,286,485 2,413,004 5,636,251 Gaming revenues 323,738 1,500,000 1,703,170 Refinancing and asset disposal gains (losses) (3,099,311) 226,258 Contributed tangible capital assets (Note 12) 21,023,012 20,000,000 24,889,361 188,689,014 222,794,452 188,792,400 Expenses (Segment Report, Note 22) Protective services 40,353,746 44,922,846 39,271,854 Transportation services 22,354,372 25,615,526 20,755,224 Recreation and cultural 19,197,925 24,375,065 19,176,835 Water utility 15,351,570 17,450,962 13,952,992 Sewer utility 12,899,985 15,050,873 12,427,643 General government 17,633,091 19,755,448 16,433,566 Planning, public health and other 6,744,713 7,535,741 11142947 134,535,402 154,706,461 133,161,061 Annual Surplus 54,153,612 68,087,991 55,631,339 Accumulated Surplus -beginning of year 1,209,359,166 1,209,359,166 1,153,727,825 Accumulated Surplus -end of year (Note 14) $ 1,263,512,778 $1,277,447,157 $ 1,209,359,166 The accompanying summary of significant accounting policies and notes to the Consolidated Financial Statements are an integral part of this statement. City of Maple Ridge -Financial Statement Page 5 of 32 Consolidated Statement of Change in Net Financial Assets For the year ended December 31, 2020 Actual Budget Actual 2020 2020 2019 (Note 19) Restated -Note 24 Annual Surplus $ 54,153,612 $ 68,087,991 $ 55,631,339 Add (Less): Change in Tangible Capital Assets Acquisition of tangible capital assets (69,544,005) (197,634,460) (82,864,958) Amortization 23,641,391 22,622,738 21,268,133 Proceeds from disposal of tangible capital assets 96,614 928,432 (Gain) loss on disposal of tangible capital assets 3,099,312 2,583,364 (42,706,688) (175,011,722) (58,085,029) Change in Other Non Financial Assets Decrease (increase) in supplies inventory (144,450) 8,861 Decrease (Increase) in prepaid expenses (187,666) 575 353 (332,116) 584,214 Increase (decrease) in Net Financial Assets 11,114,808 (106,923,731) (1,869,476) Net Financial Assets beginning of the year 113,108,683 113,108,683 114,978.159 Net Financial Assets end of the year $ 124,223,492 $ 6,184,952 $ 113,108,683 The accompanying summary of significant accounting policies and notes to the Consolidated Financial Statements are an integral part of this statement City of Maple Ridge -Financial Statement Page 6 of 32 Consolidated Statement of Cash Flow For the year ended December 31, 2020 Actual 2020 Actual 2019 Operating transactions Annual surplus Items not utilizing cash Amortization Loss on disposal of assets Contributed tangible capital assets Actuarial adjustment on debt Restricted revenues recognized Change in non-cash operating items Increase in prepaid expenses Decrease (increase) in supplies inventory Decrease (increase) in accounts receivable Decrease (increase) in recoverable local improvements Decrease (increase) in other assets Increase (decrease) in accounts payable and accrued liabilities Increase (decrease) in deferred revenue Increase (decrease) in refundable performance deposits Increase (decrease) in employee future benefits Cash provided by operating transactions Capital transactions Proceeds on disposal of tangible capital assets Cash used to acquire tangible capital assets Investing transactions Proceeds on disposal of land available for sale Decrease (increase) in portfolio investments Financing transactions Debt repayment Collection of restricted revenues Increase (decrease) in cash and cash equivalents Cash and cash equivalents -beginning of year Cash and cash equivalents -end of year $ $ 54,153,612 $ 23,641,391 3,099,311 (21,023,012) (399,333) (13,155,174) (7,836,817) (187,666) (144,451) 2,624,954 518,259 (16,420) (7,512,596) (1,515,409) (3,151,736) (650,799) (10,035,864) 36,280,931 96,614 (48,520,994) (48,424,380) 74,217,909 74,217,909 Restated -Note 24 55,631,339 21,268,133 (226,258) (24,889,361) (359,245) (13,852,584) (18,059,315) 575,353 8,861 (2,142,120) (314,899) (18,164) 6,267,828 1,041,308 1,716,869 (663,100) 6,471,936 44,043,960 928,432 (57,975,597) (57,047,165) 5,213,038 37 127 939 42,340,977 (2,215,522) (2,172,036) 7,312,362 14 438 100 5,096,840 12,266,064 67,171,300 41,603,836 63,790,576 22 186 7 41 130,961,876 $====6=3=7=90==5=7=7 The accompanying summary of significant accounting policies and notes to the Consolidated Financial Statements are an integral part of this statement City of Maple Ridge -Financial Statement Page 7 of 32 Summary of Significant Accounting Policies For the year ended December 31, 2020 The City of Maple Ridge (the "City") is a municipality in the province of British Columbia and operates under the provisions of the Community Charter. The City provides municipal services such as fire, public works, planning, parks, recreation and other general government services. (a) Reporting Entity and Basis of Consolidation These financial statements have been prepared in accordance with Canadian Public Sector Accounting Standards (PSAS) using guidelines developed by the Public Sector Accounting Board of the Chartered Professional Accountants of Canada. They consolidate the activities of all of the funds of the City and the City's wholly owned subsidiaries C.D.M.R. Developments Ltd. and Maple Ridge Municipal Holdings Ltd. Transactions between the City's funds and wholly owned subsidiaries have been eliminated and only transactions with outside entities are reported. (b) Basis of Accounting The basis of accounting followed in these financial statements is the accrual method and includes revenues in the period in which the transactions or events occurred that gave rise to the revenues and expenses in the period the goods and services were acquired and a liability was incurred. (c) Non-financial Assets Non-financial assets are not available to discharge existing liabilities and are held for use in the provision of services. They have useful lives extending beyond the current year and are not intended for sale in the ordinary course of business. (d) Tangible Capital Assets Tangible capital assets are a special class of non-financial assets and are recorded at cost less accumulated amortization. Cost includes all costs directly attributable to acquisition or construction of the tangible capital asset including transportation and installation costs, design and engineering fees, legal fees and site preparation costs. Interest costs are not capitalized during construction. Amortization is recorded on a straight line basis over the estimated life of the tangible capital asset commencing once the asset is put into use. Assets under construction are not amortized. Contributed tangible capital assets are recorded at estimatd fair value at the time of the contribution and are also recorded as revenue. Estimated useful lives of tangible capital assets are as follows: Buildings (including building components) Transportation network Storm sewer system Fleet and equipment Technology Water system Sanitary sewer system Furniture and fixtures Structures City of Maple Ridge -Financial Statement Page 8 of 32 7 to 50 years 10 to 75 years 1 O to 75 years 8 to 20 years 3 to 25 years 1 O to 85 years 30 to 75 years 3 to 20 years 15 to 75 years Natural resources, works of art and historic assets are not recorded as assets in these consolidated financial statements. (e) Liability for Contaminated Sites Contaminated sites are a result of contamination being introduced into air, soil, water or sediment of a chemical, organic or radioactive material or live organism that exceeds an environmental standard. A liability for remediation of a contaminated site is recognized when a site is not in productive use or an unexected event occurs and the following criteria are met: i. an environmental standard exists; ii. contamination exceeds the environmental standards; iii. the City is directly responsible or accepts responsibility; iv. it is expected that future economic benefits will be given up; and v. a reasonable estimate of the amount can be made. The liability is recognized as management's best estimate of the cost of remediation and post-remediation, including operation, maintenance and monitoring, that are an integral part of the remediation strategy for a contaminated site. Management has assessed its potential liabilities for contamination, including sites that are no longer in productive use and sites for which the City accepts responsibility. There were no such sites that had contamination in excess of an environmental standard requiring remediation at this time, therefore no liability was recognized at December 31, 2020 or December 31, 2019. (f) Landfill Closure and Post Closure Costs The Ministry of Environment establishes certain requirements for the closure and post closure monitoring of landfill sites. The obligation for closure and post closure costs associated with the City's former landfill is based on the present value of estimated future expenses. (g) Expense Recognition Expenses are recorded using the accrual basis of accounting whereby expenses are recognized as they are incurred and measurable based upon receipt of goods and services and/or the legal obligation to pay. (h) Revenue Recognition Taxation Taxes are recorded at estimated amounts when they meet the definition of an asset, have been authorized and the taxable event occurs. Annual levies for non-optional municipal services and general administrative services are recorded as taxation for municipal purposes in the year they are levied. Taxes receivable are recognized net of an allowance for anticipated uncollectable amounts. Levies imposed by other taxing authorities are not included as taxes for municipal purposes. Through the British Columbia Assessments' appeal process, taxes may be adjusted by way of supplementary roll adjustments. The effects of these adjustments on taxes are recognized at the time they are awarded. City of Maple Ridge -Financial Statement Page 9 of 32 User fees and other revenue Charges for sewer and water usage are recorded as user fees and other revenue when the services are provided. Government transfers Government transfers are recognized as revenue in the financial statements when the transfer is authorized and any eligibility criteria are met, except to the extent that transfer stipulations give rise to an obligation that meets the definition of a liability. Government transfers are recorded as deferred revenue when transfer stipulations give rise to a liability and are recognized in the statement of operations as the stipulated liabilities are settled. Development revenues Receipts that are restricted by the legislation of senior governments or by agreement with external parties are a liability of the municipality and are reported as Restricted Revenues at the time they are received. When qualifying expenditures are incurred Restricted Revenues are brought into revenue as development revenue. Investment income Investment income is recorded on the accrual basis and recognized when earned. Investment income is allocated to various reserves and operating funds on a proportionate basis. To the extent that financial instruments have no stated rate of return, investment income is recognized as it is received. Contributed tangible capital assets Subdivision developers are required to provide subdivision infrastructure such as streets, lighting, sidewalks, and drainage etc. Upon completion, these assets are turned over to the City. Tangible capital assets received as contributions are recorded at their estimated fair value at the date of receipt and are also recorded as revenue. (i) Use of estimates/measurement uncertainty The preparation of financial statements requires management to make estimates and assumptions that affect the reported amounts of assets and liabilities and disclosure of contingent assets and liabilities at the date of the financial statements and the reported amounts of revenues and expenses during the reporting period. Significant areas requiring use of management estimates relate to the useful lives of tangible capital assets, determination of employee future benefits, landfill closure and post closure obligations, the outcome of litigation and claims, and the percentage of completion of buildings and subdivision inspections. Actual results could differ from those estimates. (j) Budget figures The budget figures reported in the Consolidated Financial Statements represent the 2020 component of the Financial Plan Bylaw adopted by Council on May 12, 2020. City of Maple Ridge -Financial Statement Page 10 of 32 (k) Financial instruments The City's financial instruments consist of cash and cash equivalents, portfolio investments, accounts receivable, recoverable local improvements, other assets, accounts payable and accrued liabilities, refundable performance deposits and debt. Unless otherwise indicated, it is management's opinion that the City is not exposed to any significant interest, credit or currency risks arising from these financial instruments. (I) Cash and cash equivalents Cash and cash equivalents are comprised of the amounts held in the City's bank accounts and investments with an original maturity date of three months or less. (m) Portfolio Investments Investments with an original maturity date of more than three months from the date of acquisition are reported as portfolio investments. Investments and pooled investments are reported using the cost method. Provisions for declines in the market value of investments are recorded when they are considered to be other than temporary. Declines in the market values of investments are considered to be other than temporary when the carrying value exceeds market value for more than three years. (n) Basis of segmentation Municipal services have been segmented by grouping services that have similar service objectives (by function). Revenues that are directly related to the costs of the function have been attributed to each segment. Interest expense is allocated to functions based on the purpose of specific borrowings. (o) Employee future benefits The City and its employees make contributions to the Municipal Pension Plan, and the employees accrue benefits under this plan based on service. The City's contributions are expensed as incurred. As this is a multi-employer plan, no liability is attributed to the City and no liabiilty is recorded in the financial statements. Sick leave benefits and retirement severance benefits are also available to the City's employees. The costs of these benefits are actuarially determined based on service and best estimates of retirement ages and expected future salary and wage increases. The liabilities under these benefit plans are accrued based on projected benefits prorated as the employees render services necessary to earn the future benefits. City of Maple Ridge -Financial Statement Page 11 of 32 Notes to the Consolidated Financial Statements For the year ended December 31, 2020 1. Cash and cash equivalents Cash and cash equivalents as at December 31, 2020 were comprised as follows: Cash Cash equivalents $ $ Dec 31, 2020 40,786,407 $ 90,175,469 130,961,876 $ Dec31,2019 14,879,814 48,910,762 63,790,576 Cash equivalents were comprised of high-interest savings accounts or term deposits held at Canadian banking institutions with effective interest rates of 0.82 -1.90% (2.46% -2.56% for 2019). 2. Portfolio Investments 3. Portfolio investments include Canadian bank notes and BC Credit Union term deposits with effective interest rates of 0.9% -4.0%. A portion of the bank notes held have interest payments linked to the performance of a set of equities or a financial index without stated or certain interest rates. In 2020 gains were $319,170 ($Nil for 2019). The carrying value of Portfolio Investments at December 31, 2020 was $90,320,234 ($164,538,143 for 2019). The market value at December 31, 2020 was $90,540,977 ($165,918,543 for 2019). Accounts Receivable 2020 2019 Property Taxes $ 6,824,750 $ 5,377,517 Other Governments 1,394,155 2,375,904 General and Accrued Interest 4,320,952 4,591,556 Development Cost Charges 2,660,826 5,564,102 15,200,683 17,909,079 Less: Allowance for Doubtful Accounts {168,099) (251,541) $ 15,032,584 $ 17,657,538 4. Recoverable Local Improvements The City provides interim financing for certain geographically localized capital projects. It recovers these amounts from benefiting property owners. Interest rates are established at the outset of the process and are a function of borrowing rates at the time. Repayment is typically made over fifteen years. 5. Other Assets Debt Reserve Fund: The Municipal Finance Authority of British Columbia (MFA) provides capital financing for regional districts and their member municipalities. The MFA is required to establish a Debt Reserve Fund. Each regional district, through its member municipalities who share in the proceeds of a debt issue, is required to pay into the Debt Reserve Fund certain amounts set out in the debt agreements. The MFA pays into the Debt Reserve Fund these monies from which interest earned thereon less administrative expenses becomes an obligation to the regional districts. It must then use this fund, if at any time there are insufficient funds, to meet payments on its obligations. If this occurs, the regional districts may be called upon to restore the fund. Upon the maturity of a debt issue the unused portion of the Debt Reserve Fund established for that issue will be discharged to the City. The City has estimated that there is only a remote possibility that these funds will not be recovered and therefore these funds have been included in Other Assets of $814,397 ($797,977 for 2019). City of Maple Ridge -Financial Statement Page 12 of 32 6. Accounts Payable and Accrued Liabilities 2020 2019 Accounts Payable: General $ 8,237,574 $ 11,368,913 Other Governments 8,516,981 12,029,889 Salaries and Wages 960,069 2 071 496 17,714,624 25,470,298 Accrued Liabilities: Landfill Liability 4,078,820 4,078,820 Vacation Pay 686,557 547,507 Other Employment Benefits 1,133,523 1,029,495 5,898,900 5,655,822 $ 23,613,524 $ 31,126,120 The City's Landfill closed in 1989 and legislation requires closure and post closure care of solid waste landfill sites. Closure is estimated to be completed in 2030 and includes final covering, landscaping, erosion control, leachate and gas management. Post closure requirements extend for 30 years beyond completion of the closure plan and includes inspection and maintenance of the final covering, ground water monitoring, gas management systems operations, inspections and annual reports. The liability recognized in the consolidated financial statements is the present value of the expected future cash flows for the closure and post closure care activities and is subject to measurement uncertainty. The inflation rate used was 2% (2% for 2019) and the discount rate was 2.43%. (2.43% for 2019) As at the Financial Statement date a revised closure plan is being drafted for submission to the Province. It is expected that the updated plan will increase the liability. The unfunded liability for the landfill will be paid for per the annual approved Financial Plan. 7. Contingencies, Commitments and Unrecognized Liabilities: (a) Third Party Claims Where losses related to litigation are likely and can be reasonably estimated management accrues its best estimate of loss. These amounts are included in accounts payable and accrued liabilities. There are various other claims by and against the City, the outcome of which cannot reasonably be estimated. Any ultimate settlements will be recorded in the year the settlements occur and are not expected to be material. (b) Contractual Obligations In 1998 the City entered into an agreement to purchase ice sheet time for five years commencing in 1999, with five five-year renewal options. In 2018, the agreement was renewed for an additional five-year period. The minimum annual payment due for the provision of ice time is $706,000. Additional ice time is purchased separately. These payments are recorded as expenses when the ice time is provided. (c) Contingent Liability The City holds shares in an organization that provides protective services to its members. Should the organization dissolve or the City choose to withdraw from the organization the City would be liable for its proportionate share of any debt the organization held at that time. The liability is expected to be discharged over time through payments by the City and others for the provision of these services by the organization. Due to the ongoing operations of the organization the liability could only be quantified if the City chose to withdraw. Consequently no liability has been recognized in these financial statements. City of Maple Ridge -Financial Statement Page 13 of 32 8. Deferred Revenues Deferred revenues held by the City were comprised as follows: December 31, 2019 Additions Revenue earned December 31, 2020 Property taxes $ 7,602,103 $ 15,332,406 $ 15,302,554 $ 7,631,955 Connection Revenues 1,464,311 699,401 682,422 1,481,290 Other 7,735,398 4,016,837 5,579,082 6,173,153 $ 16,801,812 $ 20,048,644 $ 21,564,058 $ 15,286,398 9. Restricted Revenues Restricted revenues held by the City were comprised as follows: December 31, 2019 Collections/Interest Disbursements December 31, 2020 Development cost charges Parkland acquisition charges $ 25,663,429 $ 4,169,891 $ (14,802,468) $ 15,030,852 1,742,236 325,524 4,213 2,071,973 Other 10. Employee Future Benefits 9,176,009 $ 36,581,674 $ 2,816,949 7,312,364 1,643,081 $ (13,155,174) 13,636,039 $ 30,738,864 The City provides employee future benefits in the form of severance benefits and vested and non-vested sick leave to qualifying employees. These benefits are not separately funded. Severance benefits are cash settlements paid to employees who cease their employment with the City after a specified period of time. Employees hired before February 11, 1999 qualify for five days pay per year of employment, provided they either work a minimum of 20 years with the City or retire as defined by the Public Sector Pension Plan Act. Full time employees hired after February 11, 1999 qualify for 20 days pay provided they work a minimum of 10 years with the City and retire as defined by the Public Sector Pension Plan Act. The City permits regular employees to accumulate up to 18 days per year of service for future illnesses up to a maximum of 250 days. For certain qualifying employees a portion of this benefit vests; for the balance, this benefit does not vest and cannot be converted to any other type of benefit. An actuarial valuation of these benefits was performed to determine the City's liability and accrued benefit obligation as at December 31, 2018 and updated for December 31, 2020. The valuation resulted in a cumulative unamortized actuarial gain of $30,300 at December 31, 2020, (cumulative unamortized gain of $669,600 for 2019). Actuarial gains or losses are amortized over the expected average remaining service life of employees. The benefit liability at December 31, 2020 was $3,184,300, ($3,999,000 for 2019) comprised as follows: 2020 Accrued benefit obligation, beginning of year $ 3,329,400 Add: Current service costs 172,200 Interest on accrued benefit obligation 96,800 Actuarial (gain)/loss 574,800 Less: Benefits paid during the year {855,300) Accrued benefit obligation, end of year 3,317,900 Add: Unamortized actuarial gain 30,300 Accrued Benefit liability 3,348,200 City of Maple Ridge -Financial Statement Page 14 of 32 2019 $ 3,800,900 169,000 107,800 116,500 (864,800) 3,329,400 669 600 3,999,000 10. Employee Future Benefits (cont'd) Actuarial assumptions used to determine the City's accrued benefit obligation are as follows: Discount rate (long-term borrowing rate) Expected future inflation rate Merit and inflationary wage and salary increases averaging Estimated average remaining service life of employees (years) 11. Debt (Schedule 4) 2020 1.50 % 2.00% 2.59% 11.0 2019 3.00% 2.00% 2.63% 11.0 The City obtains debt instruments through the Municipal Finance Authority (MFA), pursuant to security issuing bylaws under authority of the Community Charter, to finance certain capital expenditures. Debt is reported net of Sinking Fund balances and interest expense is reported net of Sinking Fund earnings. The City carries no debt for others. The following debenture debt amounts plus projected Sinking Fund earnings are payable over the next five years and thereafter are as follows: 2021 2022 2023 2024 2025 Thereafter Debt Payments $ 2,215,521 Sinking Fund earnings 2,260,235 2,306,211 2,353,485 2,402,094 7A97,538 4,256,266 $ 23,291,350 The City has the following authorized but un-issued financing available as at December 31, 2020: LIA Bylaw #6558 #6679 #7371 #7373 #7375 #7377 12. Tangible Capital Assets Land $ Buildings Transportation network Storm sewer system Fleet and equipment Technology Water system Sanitary sewer system Other $ LIA Amount LIA Bylaw $ 6,000,000 #6560 1,100,000 #7370 7,000,000 #7372 1,000,000 #7374 1,000,000 #7376 23,500,000 Total Net book value LIA Amount $ 275,000 3,500,000 8,500,000 2,500,000 2,500,000 56,875,000 2020 2019 271,742,707 $ 247,666,235 77,357,035 68,972,369 216,737,333 220,113,788 222,065,866 219,574,010 17,771,496 16,931,359 6,516,919 5,418,866 134,784,335 131,621,386 138,719,265 136,838,710 36,752,632 32 604 180 1,122,447,588 $===1=0=7=9=7 4=0=9=0=1 For additional information, see the Schedule of Tangible Capital Assets (Schedule 5) City of Maple Ridge -Financial Statement Page 15 of 32 12. Tangible Capital Assets (cont'd) During the year there were no write-downs of assets (2019 -$Nil). In addition, the fair value of roads and related infrastructure, underground networks and land contributed to the City totaled $21,023,012 ($24,889,361 for 2019) and was capitalized and recorded as revenue at the time of recognition. Natural assets, works of art, artifacts, cultural and historic assets are not recorded as assets in these financial statements. The City controls various works of art and historical treasures including artifacts, paintings, sculptures and mosaics located at City sites and public display areas. 13. Undeveloped Land Bank The City owns property in various areas identified for future growth in the Official Community Plan. These properties are not currently used in the provision of service to the citizens of Maple Ridge. The properties represent a strategic, non-renewable resource available for the advancement of Council's strategic plan. 14. Accumulated Surplus 15. Accumulated Surplus is comprised of operating surpluses and equity in tangible capital assets held in the general, sewer and water funds as well as reserves. Accumulated surplus for 2020 is $1,265,644,971 ($1,208,921,629 for 2019) and is distributed as follows: 2020 2019 (Restated) Operating surplus (Schedule 1) General $ 11,096,393 $ 8,398,038 Sewer 6,270,330 7,216,552 Water 16,656,631 15 518 140 34,023,354 31,132,730 Equity in the capital funds (Schedule 2) General 822,245,719 799,336,713 Sewer 139,718,499 137,959,466 Water 138, 119,026 135,053,573 1,100,083,244 1,072,349,752 Reserves (Schedule 3) Funds 37,237,663 33,375,907 Accounts 92,168,517 72,500,777 129.406, 180 105,876,684 Accumulated Surplus $ 1,263,512,778 $ 1,209,359,166 Property Tax Levies In addition to its own tax levies, the City is required to collect taxes on behalf of various other taxing authorities. These include the provincial government for local school taxes, incorporated dyking districts located within the City and organizations providing regional services in which the City has become a member. Taxes levied for other agencies are not included in City revenues. Total tax levies were comprised as follows: 2020 Municipal Tax Levies $ 94,914,905 Levies for other authorities School taxes 35,174,508 Translink 7,617,871 British Columbia Assessment 1,210,627 Metro Vancouver Regional District 1,476,913 Dyking Districts Municipal Finance Authority Total Collections for Others Total Tax Levies 730,556 5644 46,216,119 $ 141,131,024 City of Maple Ridge -Financial Statement Page 16 of 32 2020 Budget 2019 $ 94,680,030 $ 90,205,710 32,593,472 38,718,718 7,625,131 6,929,231 1,211,600 1,142,457 1,477,952 1,232,350 719,400 700,801 5 647 5 671 43,633,202 48,729,228 $ 138,313,232 $ 138,934,938 16. Government Transfers Government transfers recognized as revenues during the year were comprised of the following: 2020 2019 Capital Operating Capital Operating Federal Gov't $ 543,562 $ 375,434 $ 269,954 $ 653,340 Provincial Gov't 98,226 8,105,925 1,438,038 1,307,077 Translink 68,588 1,769,914 714,413 994,798 Other 42574 750 49 747 Total $ 752,950 $ 10,252,023 $ 2 472 152 $ 2,955,215 17. Trust Funds Certain assets have been conveyed or assigned to the City to be administered as directed by an agreement or statute. The City holds the assets for the benefit of, and stands in a fiduciary relationship, to the beneficiary. The following trusts are excluded from the City's consolidated financial statements: Balance Interest Dec 31, 2019 Earned Receipts Latecomer Fees $ 417,999 $ $ 68,298 Cemetery Perpetual Care 1,272,913 31,189 62,908 Election Surplus 8,451 191 Metro Vancouver Sewer & Drainage 1,940,609 1,480,887 District Translink 285,738 Albion Dyking District 1,837,259 579 290,021 $ 5,477,231 $ 31,959 $ 2,187,852 18. Expenses and Expenditures by Object Goods and services $ Wages and salaries Interest Total Amortization expenses Contributed tangible capital assets Total Expenses and Expenditures $ Capital Operations Acguisitions 2020 Total 65,170,324 $ 47,728,742 $ 112,899,066 44,406,123 792,249 45,198,372 1,317,565 1 317 565 110,894,012 48,520,991 159,415,003 23,672,049 23,672,049 23,623,400 23,623,400 134,566,061 $ 72 144 391 $ 206,710,452 City of Maple Ridge -Financial Statement Page 17 of 32 $ $ Disbursements $ 471,063 31,189 2,687,764 65,663 18 106 $ 3,273,785 2020 Budget 257,669,358 $ 49,657,483 2,391,342 309,718,183 22,622,738 20,000,000 352,340,921 $ $ $ Balance Dec 31, 2020 15,234 1,335,821 8,642 733,732 220,075 2,109,753 4,423,257 (Restated) 2019 Total 124,038,806 44,367,422 1,462,295 169,868,523 21,257,458 24,889,361 216,015,342 19. Budget Budget amounts represent the Financial Plan Bylaw adopted by Council on May 12, 2020. The Financial Plan anticipated use of surpluses accumulated in previous years to balance against current year expenditures in excess of current year revenues. The following shows how these amounts were combined: Financial Plan Financial Statement Bylaw Budget Revenue Taxation $ 94,680,030 $ 94,680,030 User fees and other revenue 47,142,875 47,142,875 other 60,971,547 60,971,547 Contributed subdivision infrastructure 20,000,000 20,000,000 Total Revenue 222,794,452 222,794,452 Expenses Protective services 44,922,846 44,922,846 Transportation services 25,615,526 25,615,526 Recreation and cultural 24,375,065 24,375,065 Water utility 17,450,962 17,450,962 Sewer utility 15,050,873 15,050,873 General Government 19,755,448 19,755,448 Planning, public health and other 7,535,741 7 535 741 Total expenses 154,706,461 154,706,461 Annual Surplus $ 68,087,991 $ 68,087,991 Less: Capital expenditures 197,634,460 Debt repayment 3,868,773 Add: lnterfund transfers 59,298,959 Amortization 22,622,738 Borrowing proceeds 51,493,545 $ 20. Contractual Rights Contributed Tangible Capital Assets There are a number of development projects in progress throughout the City where there is a requirement for the developer to provide infrastructure to the City, such as roads, sewers, sidewalks and street lighting. The estimated fair value of the infrastructure is recognized as "contributed tangible capital assets" revenue in these consolidated financial statements when the City accepts responsibility for the infrastructure. Estimated fair value is determined at the time the assets are recognized. City of Maple Ridge -Financial Statement Page 18 of 32 21. Municipal Pension Plan The City of Maple Ridge and its employees contribute to the Municipal Pension Plan (a jointly trusteed pension plan). The board of trustees, representing plan members and employers, is responsible for administering the plan, including investment of assets and administration of benefits. The plan is a multi-employer defined benefit pension plan. Basic pension benefits are based on a formula. As at December 31 2019, the plan has about 213,000 active members and approximately 106,000 retired members. Active members include approximately 41,000 contributors from local governments. Every three years, an actuarial valuation is performed to assess the financial position of the plan and adequacy of plan funding. The actuary determines an appropriate combined employer and member contribution rate to fund the plan. The actuary's calculated contribution rate is based on the entry-age normal cost method, which produces the long-term rate of member and employer contributions sufficient to provide benefits for average future entrants to the plan. This rate may be adjusted for the amortization of any actuarial funding surplus and will be adjusted for the amortization of any unfunded actuarial liability. The most recent valuation for the Municipal Pension Plan as of December 31, 2018, indicated a $2,866 million funding surplus for basic pension benefits on a going concern basis. The City of Maple Ridge paid $3,672,047 (2019 $3,438,370) for employer contributions while employees contributed $3,087,136 (2019 $2,876,127) to the plan in fiscal 2020. The next valuation will be as at December 31, 2021, with results available in 2022. Employers participating in the plan record their pension expense as the amount of employer contributions made during the fiscal year (defined contribution plan accounting). This is because the plan records accrued liabilities and accrued assets for the plan in aggregate, resulting in no consistent and reliable basis for allocating the obligation, assets and cost to individual employers participating in the plan. 22. Segmented Information The City is a diversified municipal government entity in the province of British Columbia that provides a wide range of services to its citizens. Municipal services have been segmented by grouping activities that have similar service objectives (by function) and separately disclosed in the segment report. Where certain activities cannot be attributed to a specific segment they have been reported as unallocated. The segments and the services they provide are as follows: Protective Services Protective Services is comprised of the Ridge Meadows RCMP detachment, the Maple Ridge Fire Department, bylaw enforcement, inspection services and emergency services. Services provided by the segment are focused on protecting the citizens of Maple Ridge. Transportation Services Transportation Services is comprised of Engineering, Operations, Drainage and Roads. Services provided by the segment include the construction and maintenance of transportation related infrastructure. Recreation and Cultural Recreation and cultural services provides library services, access to recreation facilities and maintains and operates City parks. Water Utility The Water Utility, in conjunction with Metro Vancouver, provides safe, clean, reliable water to the residents and businesses of the City of Maple Ridge. Sewer Utility The Sewer Utility collects waste water and transports it to treatment plants operated by Metro Vancouver in addition to maintaining the sanitary sewer infrastructure. General Government General Government provides administrative, legislative and support services for the City. Functions include financial planning and reporting, information technology, economic development and communications. City of Maple Ridge -Financial Statement Page 19 of 32 22. Segmented Information (cont'd) Planning, Public Health and Other This segment is comprised of Planning, Recycling, Cemetery and Social Planning. Activities include land use guidelines, development of the City's official community plan, management of the recycling contract and improving the social well-being of the community. Unallocated Unallocated includes revenues that cannot be directly attributed to the activities of an identified functional segment. 23. Significant Events The global pandemic known as COVID-19 continues to bring a level of uncertainty into the global economy and continues to impact City operations. While disruption from the pandemic is expected to be temporary the full potential impact to the City cannot be estimated with certainty due to the dynamic nature of the event. The City continues to focus on service provision within the guidelines issued by public health officials, as amended from time to time, and within the financial resources available to the City. 24. Prior Period Adjustment In 2020, the City retroactively adjusted its financial statements to reflect new information about the City's inventory of tangible capital assets and to recognize certain employee excess future benefits payments that had accumulated with the service provider and are available to use against future benefits claims. The impact of these changes was to: -decrease closing accumulated surplus by $13,798,685 as follows: Opening accumulated surplus Accounts receivable Net financial assets Tangible capital assets Revenues Expenses Accumulated surplus 2019 Previously Reported $1,158,703,214 16,882,073 112,333,218 1,094,315,052 197,611,071 133,156,434 $1,223,157,851 2019 Increase (Decrease) $(4,975,389) 775,465 775,465 (14,574,151) {8,818,671) 4,627 $(13,798,685) City of Maple Ridge -Financial Statement Page 20 of 32 2019 Restated $1,153,727,825 17,657,538 113,108,683 1,079,740,901 188,792,400 133,161,061 $1,209,359,166 Segment Report Consolidated Report of Segmented Revenue and Expenses Revenue Tax revenue Other revenues Government transfers Development revenue Interest and investment income Gaming Revenues Asset disposal gain(loss) Contributed infrastructure Total Revenue Expenses Operating: Goods and services Labour Debt Servicing Sub total Amortization Total Expenses Excess (deficiency) of revenue over expenses For the year ended December 31, 2020 Protective Transportation Recreation Services Services and Cultural $ $ $ 5,859,426 682,932 1,063,458 137,521 2,289,150 614,318 71 530,119 12,102,816 3,273 (2,561,593) (6,735) 12,691,324 4,526,400 6,000,291 13,631,932 18,300,257 21,300,036 4,862,635 9,039,208 17,259,262 5,823,466 6,824,859 7 861 636,026 38,567,159 10,686,101 16,500,093 1,786,587 11,668,271 2,697,832 40,353,746 22,354,372 19,197,925 $ (34,353,455) $ (8,722,440) $ (897,668) City of Maple Ridge -Financial Statement Page 21 of 32 Water Utility Sewer Utility $ 166,483 $ 971,285 18,705,492 12,713,153 264,826 107,998 734,489 (245,101) (288,674) 1415596 2,389,692 20,150,468 16,784,771 11,115,734 9,694,391 1,551,479 468,230 12,667,213 10,162,621 2,684,357 2,737,364 15,351,570 12,899,985 $ 4,798,898 $ 3,884,786 General Commercial Government Tower $ $ $ 1,765,812 1,815,714 7,655,408 315,281 (481) 9,736,020 1,815,714 4,652,346 667,934 9,843,562 184 997 441 830 14,680,905 1,109,764 1,842,422 16,523,327 1 109 764 $ (6,787,307) $ 705 950 $ Planning Public Health Total & Other Unallocated 2020 Actual 2,282,223 $ 91,494,914 $ 94,914,905 2,827,314 45,433,301 43,750 11,004,973 11,137 13,801,911 5,286,485 5,286,485 323,738 323,738 (3,099,311) 21,023,012 5,164,424 97,105,137 188,689,014 3,838,039 65,170,323 2,635,265 44,406,123 46 851 1,317,565 6,520,155 110,894,011 224 558 23,641,391 6 744 713 134,535,402 (1,580.289) $ 97 105 137 $ 54,153,612 City of Maple Ridge -Financial Statement Page 22 of 32 (Restated) Total Total Budget 2019 Actual $ 94,680,030 $ 90,205,710 47,142,875 45,678,005 12,968,552 5,427,368 44,089,991 15,026,277 2,413,004 5,636,251 1,500,000 1,703,170 226,258 20,000,000 24,889,361 222,794,452 188,792,400 80,034,898 67,039,401 49,657,483 43,391,232 2,391,342 1,462,295 132,083,723 111,892,928 22,622.738 21,268,133 154,706,461 133,161,061 $ 68,087,991 $ 55,631,339 Schedule of Change in Operating Accumulated Surplus For the year ended December 31, 2020 Actual 2020 Revenue Taxes for municipal purposes $ 94,914,905 User fees and other revenues 45,433,301 Government transfers 10,252,023 Development Revenue 814,316 Interest and investment income 3,727,268 Gaming revenues 323,738 Refinancing and other gains 96,614 155,562,165 Expenses Protective services 38,567,159 Transportation services 10,686,101 Recreation and cultural 16,500,093 Water utilities 12,667,213 Sewer utilities 10,162,621 General government 15,790,669 Public and environmental health 6,520,155 110,894,011 Annual Surplus 44,668,154 Internal transfers Transfers to capital funds (5,738,345) Transfers to reserves (36,039,185) Increase (decrease) in operating accumulated surplus 2,890,624 Operating accumulated surplus-beginning of year 31,132,730 Operating accumulated surplus-end of year (Note 14) $ 34,023,354 City of Maple Ridge -Financial Statement Page 23 of 32 Budget 2020 $ 94,680,030 47,142,875 3,446,265 1,356,621 1,867,988 1,500,000 149,993,779 43,510,973 13,980,777 22,071,087 14,740,619 12,329,795 18,146,198 7,304,274 132,083,723 17,910,056 (17,370,800) (5,313,949) (4,774,693) 31,132,730 $ 26,358,037 Schedule 1 (Restated) Actual 2019 $ 90,205,710 45,678,005 2,955,216 1,081,524 4,018,149 1,703,170 6 141 470 151,783,244 37,886,970 9,988,084 16,926,935 11,552,263 9,777,038 14,842,068 10,919,570 111,892,928 39,890,316 (8,727,102) (34,223,273) (3,060,059) 34,192,789 $ 31,132,730 Schedule of Change in Capital Funds For the year ended December 31, 2020 Actual 2020 Revenue Subdivision infrastructure contributions $ 21,023,012 Government transfers 752,950 Development fees 12,665,853 Other capital contributions 321,742 Disposal of land available for sale Disposal of tangible capital assets {3,195,925) Total Revenue 31,567,632 Expenses Amortization 23,641,391 Total Expenses 23,641,391 Annual Surplus 7,926,241 Internal Transfers Transfers from revenue funds 5,738,345 Transfers from reserves 14,068,906 Increase in capital funds 27,733,492 Capital funds -beginning of the year 1,072,349,752 Capital funds -end of the year (Note 14) $ 1,100,083,244 City of Maple Ridge -Financial Statement Page 24 of 32 $ $ Budget 2020 20,000,000 9,522,287 40,997,027 1,736,344 72,255,658 22,622,738 22,622,738 49,632,920 17,370,800 59,733,203 126,736,923 1,072,349,752 1,199,086,675 Schedule 2 Actual 2019 $ 24,889,361 2,472,152 13,374,516 570,237 (2,403,416) (3,511,796) 35,391,054 21,268,133 21,268,133 14,122,921 8,727,102 34 198 741 57,048,764 1,015,300,988 $ 1,072,349,752 Revenue and Transfers Revenue Schedule of Change in Reserves For the year ended December 31, 2020 Actual 2020 Interest and investment income Add (less) $ 1,559,217 $ Internal transfers Transfers from revenue funds Transfers to capital funds Increase (decrease) in Reserved Accumulated Surplus Reserved Accumulated Surplus -Beginning of the Year Reserved Accumulated Surplus -End of Year (Note 14) 36,039,185 (14,068,906) 23,529,496 105,876,684 $ 129,406,180 City of Maple Ridge -Financial Statement Page 25 of 32 $ Budget 2020 545,016 $ 5,313,949 (59,733,203) (53,874,238) 105,876,684 52,002,446 $ Schedule 3 Actual 2019 1,618,102 34,223,273 (34,198,741) 1,642,634 104,234,050 105,876,684 Long Term Debts LESS: Sinking Funds Net Amount Continuity Schedule of Debenture Debt For the year ended December 31, 2020 Date of lssue/Maturitl Apr 2005/2027 Apr 2005/2027 Dec 2006/2026 Oct 2012/2027 Oct 2012/2037 Oct 2012/2037 Dec 2006/2026 Oct 2012/2027 Oct 2012/2037 Oct 2012/2037 Bllaw/MFA Function/Pureose 6246/93 Recreation/Downtown Civic Properties 6246/93 General Government/Downtown Office Complex 6246/99 General Government/Downtown Office Complex 6560/121 Protective Services/Animal Shelter 6559/121 Public Health/Cemetery Expansion 6679/121 Public Health/Cemetery Expansion Subtotal 6246/99 General Government/Downtown Office Complex 6560/121 Protective Services/Animal Shelter 6559/121 Public Health/Cemetery Expansion 6679/121 Public Health/Cemetery Expansion Subtotal City of Maple Ridge -Financial Statement Page 26 of 32 Schedule 4 Interest Rate 5.7 % 5.7 % 5.0 % 2.9 % 2.9 % 2.9 % 5.0% 2.9 % 2.9 % 2.9 % Dec 31, 2019 New Debt Issued Balance During the year Outstanding $ 12,289,807 $ 1,704,378 16,300,000 625,000 1,520,000 700 000 33,139,185 9,173,854 248,902 291,045 134 034 9,847,835 $ 23,291,350 $ Principal/ Sinking Fund Sinking Fund Earnings Payments $ 1,390,764 $ 192,855 1,583,619 547,384 371,540 31,213 10,264 36,498 12,002 16 808 5 527 631,903 399,333 $ 2,215,522 $ 399 333 City of Maple Ridge -Financial Statement Page 27 of 32 2020 Interest Paid/ Balance Earned Outstanding For The Year $ 10,899,043 $ 636,026 1,511,523 88,197 16,300,000 813,370 625,000 18,125 1,520,000 44,080 700 000 20 300 31,555,566 1,620,098 10,092,778 371,540 290,379 10,264 339,545 12,002 156 369 5 527 10,879,071 399,333 $ 20 676 495 $ 1220765 Schedule 5 Schedule of Tangible Capital Assets For the year ended December 31, 2020 Land2 Building Transportation Storm System Network Historical Cost 1 Opening cost $ 247,666,235 $ 121,734,249 $ 350,117,328 $ 289,324,461 Additions 24,076,472 11,617,557 5,859,284 6,842,099 Disposals (126,128) (4,092,439) (571,530) 271,742,707 133,225,678 351,884,173 295,595,030 Accumulated Amortization Opening balance 52,761,879 130,003,544 69,750,451 Amortization expense 3,232,700 7,018,962 3,989,558 Effect of disposals (125,936) (1,875,666) (210,845) 55 868 643 135 146 840 73 529 164 Net Book Value as $ 271 742 707 $ 77 357 035 $ 216 737 333 $ 222,065,866 at December 31, 2020 Net Book Value as at $ 247,666,235 $ 68,972,369 $ 220,113,788 $ 219,574,010 December 31, 2019 1 Historical cost includes work in progress at December 31, 2020 of $20,064,975 ($36,971,312 for 2019) comprised of: Land $631,732 ($613,121 for2019); Buildings $10,259,878 ($29,849,671 for 2019); Transportation network $806,550 ($777,851 for 2019); Storm system $180,344 ($163,785for 2019); Fleet and equipment $169,640 ($527,388 for 2019); Technology $416,509 ($116,834 for 2019); Water system $2,383,718 ($1,587,256 for 2019); Sanitary system $5,039,278 ($3,021,387 for 2019); and Other $177,325 ($314,019 for2019). Work in progress is not amortized. 2 Additions to land are net of $-Nil ($-Nil for 2019) of land reclassified to inventory available for sale. 3 "Other" at net book value includes Furniture and Fixtures at $1,091,973 ($745,594 for 2019) and Structures at $35,660,657 ($31,858,580 for 2019) City of Maple Ridge -Financial Statement Page 28 of 32 Fleet and Equipment $ 31,423,963 $ 2,654,911 (356,764) 33,722,110 14,492,604 1,772,695 (314,685) 15 950 614 $ 17 771 496 $ $ 16,931,359 $ Technology Water System Sanitary S stem 13,118,304 $ 170,535,047 $ 188,019,151 2,240,592 5,917,395 4,880,430 (131,871) (441,933) (533,389) 15,227,025 176,010,509 192,366,192 7,699,438 38,913,661 51,180,439 1,141,630 2,509,346 2,678,568 (130,962) (196,833) (212,080) 8 710 106 41 226174 53,646,927 6 516 919 $ 134,784,335 $ 138,719,265 5,418,866 $ 131,621,386 $ 136,838,710 City of Maple Ridge - Financial Statement Page 29 of 32 Other3 Total $ 49,505,594 $ 1,461,444,334 5,455,266 69,544,006 (41,307) (6,295,361) 54,919,553 1,524,692,979 16,901,416 381,703,432 1,297,932 23,641,391 (32,427) (3,099,434) 18,166,921 402,245,389 $ 36,752,632 $ 1,122,447,588 $ 32,604,180 $ 1,079,740,901 Continuity Schedule of Reserves For the year ended December 31, 2020 Reserve Funds Local Improvements Equipment Replacement Capital Works Fire Department Capital Acquisition Sanitary Sewer Land Total Reserve Funds Reserve Accounts Specific Projects -Capital Specific Projects -Operating Self Insurance Police Services Core Development Recycling Community Safety Initiatives Building Inspections Gravel Extraction Community Works (Gas Tax) Facility Maintenance Snow Removal Park & Recreation Improvements Cemetery Maintenance Infrastructure Sustainability (Town Centre Buildings) Infrastructure Sustainability (Road Network) Infrastructure Sustainability (Drainage) Drainage Improvements Gaming Revenues Self Insurance (sewer utility) Self Insurance (water utility) Specific Projects (sewer utility) Specific Projects (water utility) $ Balance Dec,31,2019 2,634,001 $ 17,947,672 7,825,553 2,902,739 1,314,082 751 860 33,375,907 13,055,935 7,441,715 797,435 10,118,279 2,284,873 3,505,911 1,457,181 3,470,853 839,625 918,291 960,805 850,061 158,904 118,658 4,216,204 2,281,112 2,759,211 2,733,709 160,889 139,244 7,405,603 6,826,279 Interest Allocated 27,125 397,644 181,592 104,603 29,036 17 060 757,060 18,064 226,391 59,182 87,911 78,754 19,461 15,292 68,258 103,475 55,733 69,636 Total Reserve Accounts Total Reserves 72 500 777 802 157 $ 105,876,684 $===1 =·5,...59=,2=1==7 City of Maple Ridge -Financial Statement Page 30 of 32 Schedule 6 Transfers Revenue Funds $ 3,310,070 3,385,199 1,574,919 8,270,188 5,732,516 3,816,556 (81,238) 2,505,673 468,148 375,359 (503,563) 32,297 301,264 44,269 1,835,307 45,859 6,280 3,578,834 890,344 1,603,164 (698,997) 4,547 6,504 4,358,219 3 447 655 27,768,997 $ 36,039,185 Transfers Balance Capital Funds Dec 31, 2020 $ $ 2,661,126 (3,158,719) 18,496,667 (826,638) 10,565,706 (1,035,590) 3,546,671 (144,545) 1,198,573 768 920 (5,165,492) 37,237,663 (2,818,751) 15,969,700 11,258,271 734,261 (20,221) 12,830,122 2,812,203 (42,417) 3,926,764 (46,761) 906,857 3,549,607 891,383 (517,034) 717,813 (952,745) 120,587 850,061 2,744,391 4,738,602 164,517 6,280 (2,464,789) 5,433,724 (505,611) 2,721,578 (217,422) 4,214,589 (4,030) 2,030,682 165,436 145,748 (1,647,434) 10,116,388 (2,410,590) 7 863 344 (8,903,414) 92,168,517 $ {14,068,906) $ 129,406,180 City of Maple Ridge -Financial Statement Page 31 of 32 Grant Received BC Safe Restart Grant Application of Grant Lost revenue* Operational adaptations** Total Application Balance Remaining Schedule for BC Safe Restart Grant For the year ended December 31, 2020 (unaudited) Schedule 7 $ 6,417,000 3,292,600 838,000 $ 4,130,600 i 2,286,400 * Lost revenues are comprised of revenue shortfalls associated with the closure of City Recreation facilities and the City's share of revenues from the local gaming facility. **Operational adaptations are comprised of expenditures incurred to faciliate remote work and meeting attendance for staff and Council, the installation of physical barriers in the workplace, increased cleaning and various other incremental costs. City of Maple Ridge -Financial Statement Page 32 of 32 CITY OF MAPLE RIDGE FINAL REPORT TO MAYOR AND COUNCIL For the year ended December 31, 2020 Dated April 27, 2021 for presentation on May 3, 2021 BOO Canada LLP , a Canadian limited liability partnership , is a memb e r of BOO International Limited , a UK company limited by guarantee, and forms part of the international BOO network of independent member firms. I BDO !! :I !' I BDO TABLE OF CONTENTS Te l : 604 688 5421 Fax: 604 68 8 5132 www.bdo.ca BOO Can ada LLP 1100 -Ro yal Centre 1055 We st Georgi a Street Vancouver , V6E 3P3 SUMMARY ............................................................................................................................................................... 2 AUDIT FINDINGS ....................................................................................................................................................... 5 INTERNAL CONTROL MATTERS ..................................................................................................................................... 8 OTHER REQUIRED COMMUNICATIONS ............................................................................................................................. 9 APPENDICES ......................................................................................................................................................... 10 ' 11' I 1· '1 I Audit Final Report for City of Maple Ridge SUMMARY rei l§:1 Status of the Audit As of the date of this report, we have substantially completed our audit of the 2020 consolidated financial statements, subject to completion of the following items: ~ Approval of consolidated financial statements by Council ~ Subsequent events review through to financial statement approval date ~ Receipt of signed management representation letter We conducted our audit in accordance with Canadian generally accepted auditing standards. The objective of our audit was to obtain reasonable, not absolute, assurance about whether the consolidated financial statements are free from material misstatement. Except as described in this report, the scope of the work performed was substantially the same as that described in our Planning Report to Council dated January 20, 2021. 2 For the year ended December 31, 2020 a00i Materiality As communicated to you in our Planning Report to Council , preliminary materiality for the statement of operations related balances on the statement of financial position was $3 ,000,000, which was approximately 2% of the City's budgeted expenses. Materiality for tangible capital assets was set at $20.5 million , which is approximately 2% of the City's tangible capital assets. Based on final results, final materiality for tangible capital assets was increased to $22.45 million, while materiality for all other items was decreased to $2,800 ,000. Q Audit Findings Our audit focused on the risks specific to your operations and key accounts. Our discussion points below focus on key areas of aud it focus: ~ Recognition of grant revenue ~ Management override of internal controls ~ Employee future benefits ~ Prior year adjustments ~ COVID-19 disclosures jl ! "ll,r:·rl~,J ;;mlili~!ilti.tl'rlt Audit Final Report for City of Maple Ridge 0 Internal Control Matters We are required to report to you in writing any significant deficiencies in internal control that we have identified. There were no control deficiencies were noted that, in our opinion, are of significant importance to discuss with those charged with governance. However, please refer to Appendix D for the management letter which outlines recommendations over areas of operational improvement. ~ Independence Our annual letter confirming our independence is included in Appendix A. We confirm that we are still independent as of the date of this letter. 3 For the year ended December 31, 2020 B Adjusted and Unadjusted Differences For purposes of our discussion, a summary of adjusted and unadjusted differences and disclosure omissions has been presented in Appendix B. ~;:;,:;;:::mITRRn~n~~~~~~4~nnmmrnmmnn~tt~Httnri;r1r~~~rx~~I:i~~~~~~~;~.,'."--~~7;,~f.,'.1~'.";+r~r·:n?~ri!~n~r,J1Fnf~~]Pn~n~m:::~~rqmmrm:~rrrnrr~r~~?~~~~~~r?-~~l~::~---~iir1BCT:~;~~~~~r~~~~nr~~rl'Jr~~T·:'.Tn·,:·,·:::::·::~r:'.~-~:.,'."~:;~·.;1;~;)1·r:·~~ "Ti,~~r ~~1··~ifJ0RT -,c,·,-- Audit Final Report for City of Maple Ridge ~ Management Representations During the course of our audit, management made certain representations to us. These representations were verbal or written and therefore explicit, or they we r e implied through the consolidated financial statements. Management provided representations in response to specific queries from us, as well as unsolicited representations. Such representations were part of the evidence gathered by us to be able to draw reasonable conclusions on which to base our audit opinion. These representations were documented by including them in the audit working papers, memoranda of discussions with management and written representations r eceived from management. A summary of the written representations we have r equested from management is set out in the representation letter included in Appendix C to the report. 4 For the year ended December 31, 2020 0 Fraud Discussion Through our planning process, and current and prior years' audits, we have developed an understanding of your oversight processes. We are not currently aware of any fraud affecting the entity. If you are aware of changes to processes or are aware of any instances of actual, suspected or alleged fraud affecti ng the City since our discussions held at planning , we request that you provide us with this information. Please refer to the Aud i tor's Responsi bilities for Detecti ng Fraud i n the Planning Report to Council. ... ,-.... ~ - I 1'1' ,1 ,.,1 1 I: I ________ !1 Audit Final Report for City of Maple Ridge For the year ended December 31, 2020 AUDIT FINDINGS As part of our ongoing communications with you, we are required to have a discussion on our views about significant qualitative aspects of the City's accounting practices, including accounting policies, accounting estimates and financial statement disclosures. In order to have a frank and open discussion, these matters can also be discussed verbally with you. A summ~ry of the key discussion points are as follows: KEY AUDIT AREAS As described in our Planning Report to Council, the following key audit areas were identified based on our knowledge of the City of Maple Ridge's operations, our past experience, and knowledge gained from management and Council. Key Audit Area Fraudulent Revenue Recognition (rebuttable risk) Recognition of Grant Revenue Risks Noted Although auditing standards require us to consider the risk of fraudulent revenue recognition, due to the nature of the City's revenue, we have rebutted this presumption. Accounting standards are complex and subject to potential misinterpretation. There is a risk that these charges and grants are not appropriately calculated and recorded in accordance with the relevant accounting standard. 5 Audit Findings Grant funding received was confirmed through a review of agreements. We also ensured the revenue is recorded accurately in accordance with the settlement of any stipulations. We reviewed the deferred revenue balances by examining supporting documentation and validate the accounting treatment. Other revenues streams also contain revenue recognition issues which we reviewed in with the context of the relevant revenue recognition standards. All audit testing was performed in this area as planned with no issues to report. ~. lli " Audit Final Report for City of Maple Ridge Key Audit Area Management Override of Internal Controls (Mandatory audit consideration) Employee Future Benefits Risks Noted Management is generally in a unique position to perpetrate fraud because of its ability to directly or indirectly manipulate accounting records, and prepare fraudulent financial statements by overriding controls that otherwise appear to be operating effectively. It should be noted that this risk is not specific to the City of Maple Ridge. A complex area that requires much estimation and reliance on actuarial experts. 6 For the year ended December 31, 2020 Audit Findings We reviewed transactions recorded in the various ledgers for unusual or non-recurring adjustments not addressed by other audit procedures. We reviewed the controls relating to processing of journal entries and examined a sample of journal entries subject to risk. All audit testing was performed in this area as planned with no issues to report where controls were overridden. We performed a review of the assumptions used and calculations leading to the estimates in the actuarial report on post-employment benefits and compare the inputs to the employment agreements. We tested the data provided to the actuary and used in performing the calculations. We agreed the accounting records to the amounts provided by the independent actuary. All aud it testing was performed in this area as planned with no issues to report. m ,I ~! •I! I/ Audit Final Report for City of Maple Ridge Key Audit Area Prior Year Adjustments -Tangible Capital Assets and Benefits Overpayments Impacts of COVID 19 on the operations of the City Risks Noted In the current year, management determined that prior years' amounts for developer contributions relating to land under roads and tangible capital assets were overstated. As a result, the comparative figures have been restated to decrease the balance of tangible capital assets by $14.6M, opening surplus by $5.SM and revenue by $8.8M, and to increase expenses by $10.SK. It should be noted that none of these adjustments impacts the City's tax revenue calculation or cash. In addition, management determined that overpayments made in prior years to the healthcare benefits service provider were not recorded as an asset. As a result, the comparative figures have been restated to increase accounts receivable by $775K, to decrease expenses by $6K and to increase the opening accumulated surplus by $769k. COVID-19 continues to impact economies and organizations worldwide. Specific risks that may impact the City include: IT security risks to due increased use of technology for work-from-home; risks relating to increased EFT use; electronic approvals through e-mail, and other electronic controls; risk to health of employees working on- site. 7 For the year ended December 31, 2020 Audit Findings We examined documentation to support the adjustments to prior years' amounts and we agree with the adjustments made by management. We discussed the impact of COVID-19 with management. We reviewed additional funding agreements received and assessed the revenue r ecognition. We considered financial results in the context of COVID-19, and reviewed its i mpact on the processes and controls relating to financial reporting. We reviewed the financial statement disclosures to ensure that the impact of COVID-19 was appropriately disclosed. -------i_-,-,.Qf'----,-,,- /j 'i j/ II ' :I Iii: I 11 Audit Final Report for City of Maple Ridge INTERNAL CONTROL MATTERS During the course of our audit, we performed the following procedures with respect to the City's internal control environment: ,... Documented operating systems to assess the design and implementation of control activities that were determined to be relevant to the audit. ,... Discussed and considered potential audit risks with management. The results of these procedures were considered in determining the extent and nature of substantive audit testing required. 8 For the year ended December 31, 2020 We are required to report to you in writing significant deficiencies in internal control that we have identified during the audit. A significant deficiency is defined as a deficiency or combination of deficiencies in internal control that, in the auditor's professional judgment, is of sufficient importance to merit the attention of those charged with governance. As the purpose of the audit is for us to express an opinion on the City's consolidated financial statements, our audit cannot be expected to disclose all matters that may be of interest to you. As part of our work, we considered internal controls relevant to the preparation of the consolidated financial statements such that we were able to design appropriate audit procedures. This work was not for the purpose of expressing an opinion on the effectiveness of internal control. Audit Final Report for City of Maple Ridge OTHER REQUIRED COMMUNICATIONS Potential effect on the financial statements of any material risks and exposures, such as pending litigation, that are required to be disclosed _in the fin~ncial s~atements. •BDO Response: Disclosed as required Material uncertainties related to events and conditions that may cast significant doubt on the entity's ability to continue as a going concern. • BDO Response: None noted Disagreements with management about matters that, individuatly or in the aggregate, could be significant to the entity's financial statements or our audit report. • BDO Response: None noted Matters involving non-compliance with laws and regulations. • BDO Response: None noted Significant related party transactions that are not in the normal course of operations and which involve significant judgments made by management concerning measurement or disclosure. • BDO Response: None noted Management consultation with other accountants about significant auditing and accounting matters. • BDO Response: None noted Other Matters • BDO Response: No other matters to discuss 9 ·11 For the year ended December 31 , 2020 Professional standards require independent auditors to communicate with those charged with governance certain matters in relation to an audit. In addition to the points communicated within this letter, the attached table summarizes these additional required communications. -r~t~ iJ.tl1 l1i1!i!1•.,UU, Audit Final Report for City of Maple Ridge APPENDICES Appendix A: Confirmation of Independence Appendix B: Adjusted and Unadjusted Differences Appendix C: Representation Letter Appendix D: Management Letter Appendix E: BDO Resources For the year ended December 31, 2020 10 ~ . '. ~ ! I I '.I, H ·~----Audit Final Report for City of Maple Ridge APPENDIX A: INDEPENDENCE CONFIRMATION April 27, 2021 To the Mayor and Council City of Maple Ridge Dear Mayor and Council: For the year ended December 31, 2020 We have been engaged to audit the consolidated financial statements of City of Maple Ridge (the "City") for the year ended December 31, 2020. Canadian generally accepted auditing standards (GAAS) require that we communicate at least annually with you regarding all relationships between the City and our Firm that, in our professional judgment, may reasonably be thought to bear on our independence. In determining which relationships to report, these standards require us to consider relevant rules and related interpretations prescribed by the appropriate provincial institute/order and applicable legislation, covering such matters as: • Holding a financial interest, either directly or indirectly in a client; • Holding a position, either directly or indirectly, that gives the right or responsibility to exert significant influence over the financial or accounting policies of a client; • Personal or business relationships of immediate family, close relatives, partners or retired partners, either directly or indirectly, with a client; • Economic dependence on a client; and • Provision of services in addition to the audit engagement. We have prepared the following comments to facilitate our discussion with you regarding independence matters arising since June 1, 2020 the date of our last letter. We are not aware of any relationships between the City and our Firm that, in our professional judgment may reasonably be thought to bear on independence that have occurred from June 1, 2020 to the date of this letter. We hereby confirm that we are independent with respect to the City within the meaning of the Code of Professional Conduct of the Chartered Professional Accountants of British Columbia as of the date of this letter. This letter is intended solely for the use of Council, management and others within the City and should not be used for any other purposes. Yours truly, 8DO~LLP Chartered Professional Accountants 11 Audit Final Report for City of Maple Ridge For the year ended December 31, 2020 APPENDIX B: ADJUSTED AND UNADJUSTED DIFFERENCES SUMMARY OF UNADJUSTED DIFFERENCES There are no misstatements noted during our audit that have not been corrected. 12 Audit Final Report for City of Maple Ridge For the year ended December 31, 2020 SUMMARY OF ADJUSTED DIFFERENCES The following is a summary of differences that were corrected by management during the course of our audit engagement: Current year correction for sidewalks removed from the records in error in 2019 and subsequently re-instated in 2020 due to documentation error DR Amortization Exp -Transportation DR Trans-Cont to SID Infrastructure DR Accum. Amortization -Road Network CR Accum. Amortization -Road Network CR Sidewalks CR Amortization expense -Road Network Total Adjusted Differences SUMMARY OF DISCLOSURE ITEMS $2,600,387 52,007 (21,350) {2,600,387) $ 30,657 .. Accumulated Surplus $21,350 (52,007) $ (30,657) The following is a summary of disclosure adjustments that have been made within the consolidated financial statements: Disclosure Adjustments Management's Response None noted 13 -cc--=--c::-~ F~ ~ l_ r r-j !-. Audit Final Report for City of Maple Ridge APPENDIX C: REPRESENTATION LETTER BDO Canada LLP Chartered Professional Accountants 1100 Royal Centre 1055 West Georgia Street Vancouver BC V6E 3P3 For the year ended December 31, 2020 This representation letter is provided in connection with your audit of the financial statements of the City of Maple Ridge for the year ended December 31, 2020, for the purpose of expressing an opinion as to whether the financial statements are presented fairly, in all material respects, in accordance with Canadian public sector accounting standards. We confirm that to the best of our knowledge and belief, having made such inquiries as we considered necessary for the purpose of appropriately informing ourselves: Financial Statements We have fulfilled our responsibilities, as set out in the terms of the audit engagement dated November 14, 2019, for the preparation of the financial statements in accordance with Canadian public sector accounting standards; in particular, the financial statements are fairly presented in accordance therewith. • The methods, significant assumptions, and data used in making accounting estimates and their related disclosures are appropriate to achieve recognition, measurement and/or disclosure that are reasonable in accordance with Canadian public sector accounting standards. • Related party relationships and transactions have been appropriately accounted for and disclosed in accordance with the requirements of Canadian public sector accounting standards. • All events subsequent to the date of the financial statements and for which Canadian public sector accounting standards require adjustment or disclosure have been adjusted or disclosed. • The financial statements of the entity use appropriate accounting policies that have been properly disclosed and consistently applied. • There are no misstatements noted as a result of your audit that have not been corrected. • We have reviewed and approved all journal entries recommended by you during the audit. A list of the misstatement corrected is attached to the representation letter. Information Provided • We have provided you with: • access to all information of which we are aware that is relevant to the preparation of the financial statements, such as records, documentation and other matters; • additional information that you have requested from us for the purpose of the audit; and • unrestricted access to persons within the entity from whom you determined it necessary to obtain audit evidence. • We are responsible for the design, implementation and maintenance of internal controls to prevent, detect and correct fraud and error, and have communicated to you all deficiencies in internal control of which we are aware. 14 Audit Final Report for City of Maple Ridge For the year ended December 31, 2020 • All transactions have been recorded in the accounting records and are reflected in the financial statements. • We have disclosed to you all known instances of non-compliance or suspected non-compliance with laws and regulations whose effects should be considered when preparing the financial statements. • We have disclosed to you the identity of the entity's related parties and all the related party relationships and transactions of which we are aware. Fraud and Error • We have disclosed to you the results of our assessment of the risk that the financial statements may be materially misstated as a result of fraud. • We have disclosed to you all information in relation to fraud or suspected fraud that we are aware of and that affects the entity and involves: • management; • employees who have significant roles in internal control; or • others where the fraud could have a material effect on the financial statements. • We have disclosed to you all information in relation to allegations of fraud, or suspected fraud, affecting the entity's financial statements communicated by employees, former employees, analysts, regulators, or others. General Representations • Where the value of any asset has been impaired, an appropriate provision has been made in the financial statements or has otherwise been disclosed to you. • We have provided you with significant assumptions that in our opinion are reasonable and appropriately reflect our intent and ability to carry out specific courses of action on behalf of the entity when relevant to the use of fair value measurements or disclosures in the financial statements. • We confirm that there are no derivatives or off-balance sheet financial instruments held at year end that have not been properly recorded or disclosed in the financial statements. • Except as disclosed in the financial statements, there have been no changes to title, control over assets, liens or assets pledged as security for liabilities or collateral. • The entity has complied with all provisions in its agreements related to debt and there were no defaults in principal or interest, or in the covenants and conditions contained in such agreements. • There have been no plans or intentions that may materially affect the recognition, measurement, presentation or disclosure of assets and liabilities (actual and contingent). • The nature of all material uncertainties have been appropriately measured and disclosed in the financial statements, including all estimates where it is reasonably possible that the estimate will change in the near term and the effect of the change could be material to the financial statements. 15 Audit Final Report for City of Maple Ridge For the year ended December 31, 2020 Other Representations Where the Situation Exists • We have informed you of all known actual or possible litigation and claims, whether or not they have been discussed with legal counsel. Since there are no actual, outstanding or possible litigation and claims, no disclosure is required in the financial statements. • We have provided you all the relevant information in order to appropriately record and disclose the restatement made to correct a material misstatement in the prior period financial statements that affect the comparative information. This restatement was to: • reflect new information about the inventory of tangible capital assets and recognize excess future benefit payments that had accumulated with the service provided and are available to use against future benefit payments • To the extent that our normal procedures and controls related to our financial statement close process were adversely impacted by the COVID-19 outbreak, we took appropriate actions and safeguards to reasonably ensure the fair presentation of the financial statements • Disclosure included in the financial statements regarding the relevant significant business, financial, and reporting impacts of the COVID-19 outbreak accurately reflects management's full consideration of such impact Yours truly, Al Horsman, Chief Administrative Officer Trevor Thompson, Chief Financial Officer Catherine Nolan, Corporate Controller 16 Audit Final Report for City of Maple Ridge APPENDIX D: MANAGEMENT LETTER Mr. Al Horsman Chief Administrative Officer City of Maple Ridge 11995 Haney Place Maple Ridge, BC V2X 6A9 Dear Mr. Horsman: For the year ended December 31, 2020 As your external auditors, we are engaged to provide an audit opinion on your year-end consolidated financial statements. An external audit requires testing of transactions and balances and review of those internal control systems upon which we may place reliance. An opinion on the consolidated financial statements does not necessarily mean that your internal control systems are all operating effectively. This is because we review only those internal control systems where we feel that failure could result in a material error on the consolidated financial statements. With those systems that we do review, our focus is on the assertions necessary to meet our consolidated financial statement audit objectives. Our review of systems, transactions and balances as well as discussions with staff at various levels gives us a unique insight into your operations. While conducting this work we make note of items that come to our attention where we feel that improvement could be made or alternatives could be considered. We are fortunate in that we work with a great number of clients and observe a wide variety of processes. We see firsthand any procedures that are emerging as best practices. As matters come to our attention, we make note of these for subsequent follow-up. For minor matters we discuss directly with the staff involved. More important matters are brought forward in this letter. We have outlined our observations and recommendations resulting from this year's audit, along with management's comments thereon, in the Appendix to this letter. Our recommendations and discussions with Management have been outlined in the attached Appendix. This communication is prepared solely for the information of management and those charged with governance and is not intended for any other purposes. We accept no responsibility to a third party who uses this communication. We would like to express our appreciation for the co-operation and assistance received staff and management of the City during the course of the audit. Our experience is that the Finance Department is well-prepared for the annual audit, which is a significant contributor to keeping audit costs down. We shall be pleased to discuss with you further any matters mentioned in this letter at your convenience. Yours truly, Brian Szabo, CPA, CA Partner through a corporation BDO Canada LLP Chartered Professional Accountants BJS/ cc: Audit and Finance Committee and Council 17 Audit Final Report for City of Maple Ridge For the year ended December 31, 2020 Appendix 1 Current Year Observations Tangible Capital Asset Accounting and Management During our work over tangible capital asset additions, we noted the following items: • An addition for sidewalks recorded in the current year that was selected for testing was in fact an asset that was inadvertently removed from the records in fiscal 2019 due to miscommunication and/or misinterpretation of information transferring between the Engineering Department and the Finance Department. The current year addition was to reinstate the asset. This resulted in an understatement of assets and surplus in 2019 and an over statement of additions in 2020. Although the item tested was not material on its own, and our additional testing did not result in any material errors being detected, the circumstance may be indicative of a systemic issue that could result in material errors not being prevented or detected. • We noted that the City's practice in recording revenue from assets received from developers as Contributed tangible capital assets is to use a rolling twelve month period ending October 31 to determine the assets received and recorded as revenue in the fiscal year. This practice is the result of system limitations that do not allow for real time information to be recorded. While on a year-to-year basis there is low risk of material error in contributed tangible capital asset revenue, there is a risk that assets received in the last two months of the year but not recorded in the financial statements until the subsequent fiscal year could be material, and therefore result in a material understatement of tangible capital assets and accumulated surplus. The average annual receipts of such assets for the past three years is approximately $25M. Therefore, a material understatement is not likely; however, the limitations of the systems in place result in there being no certainty or even estimate possible of the amounts received in the last two months of the year. In discussion with management, and review of process documentation, both of the above issues are the result of a lack of a dedicated system for the City's tangible capital assets. Much of the work that is done relating to tangible capital assets is based on spreadsheets, which have substantial limitations and are prone to error if not carefully controlled. We recommend the City investigate software products specifically designed to manage the accounting requirements for local governments' tangible capital assets. Several such products exist and implementing such a system would enhance the quality and accuracy of the City's information regarding it's tangible capital assets. Management Response The Finance Department's workplan has identified the need for a system to replace the current reliance on spreadsheets for tangible capital assets and will be doing preliminary work towards this in 2021 and working with IT to implement a system in the near future. Records Management and Retention / Virtual Private Network Our fiscal 2020 audit was the second audit cycle conducted in a remote manner. Our staff were not on site and a number of the City's staff were generally working from home. We have evolved our audit to accommodate secure file transfer through our cloud-based client-dedicated portal. While this portal is easy to use for information already in an electronic format any paper records must first be scanned before they can be transferred to the portal. We note that the City's financial system is reliant on paper-based processes which meant that City staff needed to dedicate significant time to accommodate the transfer of records required for a remote audit. We recommend that evaluation of any future financial systems include consideration of electronic processes. 18 Audit Final Report for City of Maple Ridge For the year ended December 31, 2020 Management Response The City's long-term capital program includes a provision to replace the City's financial system in the future. Any needs assessment conducted as part of that project will include the ability of a new system to streamline processes by moving away from paper-based processes. 19 Audit Final Report for City of Maple Ridge For the year ended December 31, 2020 APPENDIX E: BOO RESOURCES Fraud Risk Awareness: There has been a noticeable increase over the past few years in fraudulent activities in all organizations, including public sector. In particular, factors arising from COVID-19, including increased remote work and electronic workflow have provided increased opportunities for fraudulent activities. BDO Canada has recently unveiled the Fraud and Cybersecurity Resource Hub. This site is an invaluable resource to management in identifying and managing fraud risk within your organization. Our Fraud Risk specialists have assembled a number of articles and videos in one place for ease of reference. FRAUD AND CYBERSECURITY RESOURCE HUB Resources and strategies to help you protect your organization from fraud and cyber attacks. ARTICLE TOP 5 FRAUD RISKS YOUR BUSINESS SHOULD WATCH FOR IN 2021 BDO highltgl1ls U1e five fraud risks that businesses shouw watc11 for In 2021 and beyond Raad Article > INFOGRAPHIC RESUME OF A FRAUDSTER: HOW TO DETECT FRAUD IN THE WORKPLACE RGad Article > NATIONAL LEADER VIVEK GUPTA AND PARTNER CHHAN SEHGAL ON Watch Video > Visit the BDO Fraud and Cybersecurity Resource Hub at: https:/ /insights.bdo.ca/fraud-cybersecurity-awareness-hub 20 TO: ---=-----"'.:---~-==~ City of Maple Ridge His Worship Mayor Michael Morden and Members of Council MEETING DATE: FILE NO: May 4, 2021 09-3900-02 FROM: Chief Administrative Officer MEETING: cow SUBJECT: Designation of Officers Bylaw EXECUTIVE SUM MARY: Section 154 of the Community Charter provides for Council, by bylaw, delegate its powers, duties and functions, including those specifically established by an enactment, to the extent provided, to a council member or council committee, an officer or employee of the municipality, or another body established by the council except to a corporation. As exceptions, a Council may not delegate the following: a) the making of a bylaw; b) a power or duty exercisable only by bylaw; c) a power or duty established by this or any other Act that the council give its approval or consent to, recommendations on, or acceptance of an action, decision or other matter; d) a power or duty established by an enactment that the council hear an appeal or reconsider an action, decision or other matter; e) a power or duty to terminate the appointment of an officer; f) the power to impose a remedial action requirement under Division 12 [Remedial Action Requirements] of Part 3. Despite (e) above, a Council may only delegate a power or duty to appoint or suspend an officer to its Chief Administrative Officer. In exercising its powers under Section 154(1) of the Community Charter, a Council may establish any terms and conditions it considers appropriate. RECOMMENDATION: That Officers Designation Bylaw No. 7717-2021 be given first, second and third reading. DISCUSSION: a) Background Context: The current Maple Ridge Establishment of Officers Bylaw No. 6465-2007 is outdated and does not include details in relation to the duties and functions of statutory officers. 1191 Doc#2758173 Page 1 of2 b) Desired Outcome: To establish an officers bylaw that reflects current legislative requirements as well as best practices. CONCLUSION: The attached bylaw has been reviewed by the City Solicitor and is being presented to Council for consideration. Prepared ~ie Nichols Concurrence: Al Horsma Chief Administrative Officer Attachments: (A) Draft Maple Ridge Designation of Officers Bylaw No. 7717-2021 (B) Maple Ridge Establishment of Officers Bylaw No. 6465-2007 Doc#2758173 Page 2 of 2 [ ' ' --=--= ~-= ,.,_-' -' ,_ ,- APPENDIX A CITY OF MAPLE RIDGE OFFICERS DESIGNATION BYLAW NO. 7717-2021 A Bylaw to provide for the appointment of Officers and to prescribe the powers, duties and responsibilities of such Officers including the Delegation of Authority WHEREAS: The City of Maple Ridge must by bylaw, under Section 146 of the Community Charter, establish officers' positions having responsibility under Sections 148 and 149 of the Community Charter; AND WHEREAS the City of Maple Ridge may, by bylaw, confer on an officer position the chief administrative responsibility for the City under Section 147, of the Community Charter; Pursuant to section 154 of the Community Charter, S.B.C. 2003, c. 26, Council may, by bylaw, delegate its powers, duties and functions, including those specifically established by an enactment, to officers and employees of the City; and, Council wishes to delegate to its officers and employees certain powers, duties and functions, including the authority to execute certain documents on behalf of the City. NOW THEREFORE, the Council of the City of Maple Ridge, in open meeting lawfully assembled, ENACTS AS FOLLOWS: Part 1: Interpretation Name of Bylaw 1. This Bylaw may be cited for all purposes as the "Maple Ridge Officers Designation Bylaw No. 7717-2021." Repeal 2. Maple Ridge Establishment of Officers Bylaw No. 6465-2007 is hereby repealed in its entirety including all amendments thereto. Definitions 3. In this Bylaw, the following words have the following meanings: "Authorized Designate" means a statutory officer or employee who has temporarily assumed responsibilities of another position in an acting capacity or who has been appointed in writing to act on another person's behalf during that person's absence for the purposes of exercising authority under this Bylaw; "Chief Administrative Officer" means the person designated by Council as the City's Chief Administrative Officer; "City" means the City of Maple Ridge; "Council" means the elected council for the City; "Statutory Officers" means the statutory officers established pursuant to Part 2, Section 1 of this Bylaw; 4. Except as otherwise defined in this bylaw, words or phrases herein shall be construed in accordance with their meanings under the Community Charter, Local Government Act, and Interpretation Act, and other legislation as the context and circumstances may require. A reference to a statute refers to a statute of the Province of British Columbia, and a reference to any statute, regulation or bylaw refers to that enactment, as amended or replaced from time to time. 5. Words in the singular include the plural. 6. Headings in this bylaw are for convenience only and must not be construed as defining, or in any way limiting the scope or intent of this bylaw. Part 2: Establishment of Statutory Officer Positions 7. The persons holding the following positions with the City are established as Statutory Officers of the City under Section 146 and the following provisions of the Community Charter: a. Chief Administrative Officer, pursuant to Section 147; b. Corporate Officer, pursuant to Section 148; and c. Financial Officer, pursuant to Section 149. 8. The selection of the Chief Administrative Officer shall be made by Council. 9. The selection of the Financial Officer and Corporate Officer shall be made by the Chief Administrative Officer and appointed by resolution of Council. 10. The selection of the Acting Chief Administrative Officer shall be made by the Chief Administrative Officer. In the event of incapacitation of the Chief Administrative Officer or vacancy in that position, the selection of the Acting Chief Administrative Officer shall be made by Council. 11. The delegation under this Bylaw will apply to staff who assume or are appointed the responsibility of the Statutory Officers noted in this bylaw while those individuals are absent. Powers and Duties of the Chief Administrative Officer 12. The Chief Administrative Officer for the City has the following duties, powers and functions: a) carrying out the powers, duties and functions specified in Section 147 of the Community Charter and other provisions applicable to the Chief Administrative Officer in other enactments; b) appointing and/or suspending Statutory Officers per Section 154(3) of the Community Charter; Maple Ridge Officers and Delegation of Authority, Bylaw No. 7717-2021 Doc#2749599 Page 2 of 5 c) appointing, promoting, disciplining, suspending or terminating any other Employee of the City, subject to any contract of employment or collective agreement in force; d) coordinating, motivating, directing and supervising department heads and establishing their duties and responsibilities; e) administering exempt staff compensation in accordance with the corporate policies and budgets established by Council; f) subject to Council approval, negotiating all collective agreements; g) developing and recommending for Council approval, policies dealing with non-administrative matters as directed by Council, and may initiate such policies for consideration by Council; h) implementing all Council approved policies and directives; i) developing, approving, and implementing policies, procedures and practices dealing with administrative matters; j) preparing and submitting such reports and recommendations as may be required by Council; k) hiring and retaining legal counsel on behalf of the City; I) taking whatever legal actions or measures deemed necessary in response to an emergency; m) the authority to assign additional responsibilities to an officer, including acting on behalf of another officer in their absence; n) the authority to assign to other appointed officers and employees of the City any powers, duties or functions assigned to the Chief Administrative Officer under this bylaw to achieve more efficient and effective administration of the City's affairs. This does not apply to the powers, duties and functions specified in subsections (a), (b), (k), and (I), or the authority to appoint, suspend or terminate employees specified in subsection (c). Powers and Duties of the Corporate Officer 13. The Corporate Officer is assigned responsibility for the corporate administration of the City, including carrying out the powers, duties and functions of the corporate officer as set out in Section 148 of the Community Charter and other provisions applicable to the corporate officer in other enactments. 14. Council hereby delegates to the Corporate Officer all duties, powers and functions of Council to consolidate any of the City's bylaws by adding all amendments made to it, omitting a provision that has been repealed or has expired, and placing on the consolidated bylaw a statement that the bylaw is consolidated for convenience only. 15. Administering a records management program for the City; 16. Providing any notice required by statute or other law in relation to a bylaw or to an action, decision or other matter. Maple Ridge Officers and Delegation of Authority, Bylaw No. 7717-2021 Doc#2749599 Page 3 of 5 Powers and Duties of the Financial Officer 17. The Financial Officer is assigned the responsibility of financial administration for the City, and carrying out the powers, duties, and functions specified in Section 149 of the Community Charter and other provisions applicable to the financial officer in other enactments. No delegation by Persons Holding Statutory Officer Position 18. A person to whom a power, duty or function has been delegated under this bylaw has no authority to further delegate to another person any power, duty or function that has been delegated in this bylaw unless that person is in an acting position while that person is away. Suspension of Statutory Officers 19. Suspension of a Statutory Officer will be in accordance with Sections 151 and 154(3) of the Community Charter and Section 11(b) of this bylaw. Termination of Statutory Officers 20. Termination of the appointment of any Statutory Officer will be made in accordance with Section 152 of the Community Charter. Appointment to Two or More Positions 21. Nothing in this Bylaw shall prevent the appointment of the same person to two or more offices or positions. Power to Enter on and Use Property 22. The Chief Administrative Officer, the General Manager Engineering Services and the General Manager Parks, Recreation and Culture are each delegated authority, in accordance with Section 32(3) of the Community Charter, to cause on behalf of the city entry onto real property and undertake works of construction, maintenance and repair or mitigation of injury done or anticipated, or in reduction of compensation, if they consider that real property may be injuriously affected by the exercise of a Council Power. Delegation 23. A delegation of a power, duty, or function under this Bylaw includes a delegation to a person who has, from time to time, been appointed to act on behalf of the delegate or is appointed by Council to act in the capacity of the delegate in the delegate's absence including, in the event of a state of local emergency, the appointed Emergency Operations Centre Director. 24. In the absence of the delegate, the powers delegated under this Bylaw may be exercised by a person who has been appointed to act in the capacity of the delegate, or the General Manager or Director of the person's department. In the absence of a General Manager or Director, the powers delegated under this Bylaw may be exercised by the Chief Administrative Officer or the person designated as the acting Chief Administrative Officer. Amendments to Titles 25. For the purposes of this Bylaw, where a staff position or committee is identified by title within this Bylaw or the Associated Bylaws, and should the name of that position/committee or details of the duties of that position/committee change, the rights, duties and obligations of the former position/committee under the Bylaw will transfer to the new position/committee title if the role of that staff position/committee is similar in authority and responsibility. Maple Ridge Officers and Delegation of Authority, Bylaw No. 7717-2021 Doc#27 49599 Page 4 of 5 Required Notices 26. All delegations of powers, duties and functions pursuant to this Bylaw are inclusive of a grant of authority to provide any notice required under a statute or other law in relation to an action, decision or other matter. Severability 27. If any section, subsection, clause or phrase of this Bylaw is, for any reason, held to be invalid by a court of competent jurisdiction, it will be deemed to be severed and the remainder of the Bylaw will remain valid and enforceable in accordance with its terms. READ a first time the day of , 2021. READ a second time the day of , 2021. READ a third time the day of , 2021. ADOPTED, the day of , 2021. PRESIDING MEMBER CORPORATE OFFICER Maple Ridge Officers and Delegation of Authority, Bylaw No. 7717-2021 Doc#27 49599 Page 5 of 5 CORPORATION OF THE DISTRICT OF MAPLE RIDGE BYLAW NO. 6465-2007 APPENDIX 8 A Bylaw to establish Officer positions and to assign the powers, duties and functions of those positions WHEREAS pursuant to Section 146 of the Community Charter Council must, by bylaw, establish officer positions in relation to the duties prescribed under Sections 147, 148 and 149; NOW THEREFORE the Municipal Council of the Corporation of the District of Maple Ridge in open meeting assembled, ENACTS AS FOLLOWS: Title 1. This Bylaw shall be cited for all purposes as "Maple Ridge Establishment of Officers Bylaw No. 6465-2007". Definitions 2. In this Bylaw "Council" means the Council of the District of Maple Ridge "District" means the District of Maple Ridge "Officer" means a person holding an office established under Section 3 of this Bylaw. Officers' Positions 3. The following positions are hereby established as officer positions of the District of Maple Ridge: (a) Chief Administrative Officer (b) General Manager of Corporate and Financial Services ( c) Manager of Legislative Services Powers, Duties and Responsibilities 4. In addition to any other powers, duties and functions assigned by Council, the Chief Administrative Officer shall be responsible for the chief administrative powers, duties and responsibilities specified in Section 147 of the Community Charter. 5. The General Manager of Corporate and Financial Services shall be responsible for the powers, duties and responsibilities for financial administration specified in Section 149 of the Community Charter. Bylaw No. 6465-2007 Page 2 of2 6. The Manager of Legislative Services shall be responsible for the powers, duties and responsibilities for corporate administration specified in Section 148 of the Community Charter. Severability 7. If any section, sub-section, paragraph, clause or phrase of this bylaw is for any reason held to be invalid by the decision of a comt of competent jurisdiction, the decision shall not affect the validity of the remaining portions of this bylaw. Repeal 8. "District of Maple Ridge Bylaw No. 2123-1973 is hereby repealed. READ a first time the 2ih day of February, 2007. READ a second time the 27th day of February, 2007. READ a third time the 2ih day of February, 2007. RECONSIDERED AND ADOPTED this 13th day of March, 2007. ~ / ,(L MAYOR CORPORATE OFFICER