20 - October 27, 2020 County Council Agenda Package 000*
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Table of Contents
I. Orders — October 27, 2020... ... ... ... ... ......... ... ... ... ... ... ... ....... ... ... ... ... ..... 3
II. Elgin County Council Minutes — October 13, 2020... ... ... ... ... ... ....... ........ ... 4
III. Reports Index— October 27, 2020... ... ... ... ... ....... ... ......... ... ... ... ....... ... .... 24
IV. Report — EMS Cardiac Monitor Defibrillator Replacement — Contract Award.. 25
V. Report — COVID Safe Restart Funding (SRF) Plan ... ... ... ... ... ... ... ... ... ... .... 67
VI. Report —Wonderland Road Reconstruction Debenture... ... ... ... ... ... ... ........ 71
VI I. Report — Lawn Sign Road Safety Campaign... ... ... ... ... ... ... ... ... ... ... ... ... .... 74
Vill. Report — Miller Road — Pedestrian Crossing Warrant Evaluation... ... ... ... ..... 79
IX. Correspondence — Consideration Index... ... ... ... ... ... ... ... ... ... ... ... ... ....... ... 85
X. Letter from the Municipality of Bayham... ... ... ... ... ... ... ... ... ... ... ... ... ... ... ..... 86
XI. Letter from the Municipality of Central Elgin... ... ... ... ... ... ... ... ... ... ... ... ... ..... 88
XI I. Correspondence — Information Index... ... ... ... ... ... ... ... ... ... ... ... ... ... ... ... ..... 89
XIII. Letter from the Township of Southwold... ... ... ... ... ... ... ... ... ... ... ... ... ... ... ..... 90
XIV. SWIFT Monthly Project Update... ... ... ... ... ... ... ... ... ... ... ... ... ... ... ... ... ... ... ... 91
XV. Connectivity Committee Minutes — September 9, 2020... ... ... ... ... ... ... ... ...... 96
XVI. Connectivity Committee Minutes — September 24, 2020... ... ... ... ... ... ... ... .... 98
XVII. Connectivity Committee Draft Minutes — October 8, 2020... ........ ... ... ... ... ... 102
XVIII. Terrace Lodge Fundraising Committee Draft Minutes — September 28, 2020. 105
XIX. Environmental Committee Draft Minutes — October 7, 2020... ....... ... ... ... .... 109
XX. Letter from The Honourable Maryam Monsef....... ... ... ... ... ........ ... ... ... ... ... 111
XXI. In-Camera Agenda — October 27, 2020... ... ... ... ... ... ... ... ... ... ... ... ... ... ... .... 114
XXII. By-Law 20-53... ... ... ... ... ... ... ... ... ... ... ... ... ... ... ... ... ... ... ... ........ ... ... ... ... ... 115
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ORDERS OF THE DAY
FOR TUESDAY, October 27, 2020 - 9:00 A.M.
ORDER
1 st Meeting Called to Order
2nd Adoption of Minutes
3rd Disclosure of Pecuniary Interest and the General Nature Thereof
4th Presenting Petitions, Presentations and Delegations
5th Motion to Move Into "Committee Of The Whole Council'
6th Reports of Council, Outside Boards and Staff
7th Council Correspondence
1) Items for Consideration
2) Items for Information (Consent Agenda)
8th OTHER BUSINESS
1) Statements/Inquiries by Members
2) Notice of Motion
3) Matters of Urgency
9th Closed Meeting Items
10th Recess
11 th Motion to Rise and Report
12th Motion to Adopt Recommendations from the Committee Of The Whole
13th Consideration of By-laws
14th ADJOURNMENT
Video Conference Meeting — IN-PERSON PARTICIPATION RESTRICTED
NOTE FOR MEMBERS OF THE PUBLIC:
Please click the link below to watch the Council Meeting:
htts://www.facebook.com/E IinCountyAdm in/
Accessible formats available upon request.
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October 13, 2020
Pragres fve by Nature
ELGIN COUNTY COUNCIL
MINUTES
October 13, 2020
Council Present: Warden Dave Mennill (in-person)
Deputy Warden Duncan McPhail (in-person)
Councillor Bob Purcell (electronic)
Councillor Sally Martyn (in-person)
Councillor Tom Marks(in-person)
Councillor Grant Jones(in-person)
Councillor Mary French (electronic)
Councillor Dominique Giguere (in-person)
Councillor Ed Ketchabaw(in-person)
Staff Present: Julie Gonyou, Chief Administrative Officer(in-person)
Jim Bundschuh, Director of Financial Services (electronic)
Stephen Gibson, County Solicitor(electronic)
Brian Lima, Director of Engineering Services (electronic)
Michele Harris, Director of Homes and Senior Services (electronic)
Brian Masschaele, Director of Community and Cultural Services (electronic)
Amy Thomson, Director of Human Resources(electronic)
Nancy Pasato, Manager of Planning (electronic)
Jennifer Ford, Senior Financial Analyst(electronic)
Natalie Marlowe, Library Coordinator(electronic)
Jeff Lawrence, Tree Commissioner/Weed Inspector(electronic)
Katherine Thompson, Supervisor of Legislative Services(in-person)
Carolyn Krahn, Legislative Services Coordinator(in-person)
1. CALL TO ORDER
Elgin County Council met this 13th day of October, 2020 in the Administrative Boardroom,
at the County Administration Building, St. Thomas at 9:00 a.m. with Warden Mennill in the
chair. Some Councillors and staff participated electronically by video conference.
2. ADOPTION OF MINUTES
Moved by: Councillor Ketchabaw
Seconded by: Councillor Marks
RESOLVED THAT the minutes of the meeting held on September 22, 2020 be
adopted.
Recorded Vote
Yes No Abstain
West Elgin Duncan McPhail Yes
Dutton Dunwich Bob Purcell Yes
Central Elgin Sally Mart n Yes
Central Elgin Tom Marks Yes
Southwold Grant Jones Yes
Aylmer Mary French Yes
Malahide Dominique Gi uere Yes
Ba ham Ed Ketchabaw Yes
Malahide Warden Dave Mennill Yes
9 0 0
- Motion Carried.
3. DISCLOSURE OF PECUNIARY INTEREST AND THE GENERAL NATURE THEREOF
None.
4. PRESENTING PETITIONS, PRESENTATIONS AND DELEGATIONS
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October 13, 2020
4.1 Elgin County 2020-2022 Strategic Plan Videos—Warden Mennill
The Warden introduced a video designed to promote the goals and priorities of the
Strategic Plan to members of the public and County stakeholders.
5. COMMITTEE OF THE WHOLE
Moved by: Councillor Martyn
Seconded by: Councillor Jones
RESOLVED THAT we do now move into Committee of the Whole Council.
Recorded Vote
Yes No Abstain
West Elgin Duncan McPhail Yes
Dutton Dunwich Bob Purcell Yes
Central Elgin Sally Mart n Yes
Central Elgin Tom Marks Yes
Southwold Grant Jones Yes
Aylmer Mary French Yes
Malahide Dominique Gi uere Yes
Ba ham Ed Ketchabaw Yes
Malahide Warden Dave Mennill Yes
9 0 0
- Motion Carried.
6. REPORTS OF COUNCIL, OUTSIDE BOARDS AND STAFF
6.1 Warden's Activity Report(September)and COVID-19 Update—Warden Mennill
The Warden provided a brief update on his activities and the County's response to
the pandemic during the month of September.
Moved by: Councillor McPhail
Seconded by: Councillor Ketchabaw
RESOLVED THAT the October 6th, 2020 report titled,Warden's Activity Report and
COVID-19 Update, submitted by the Warden, be received and filed for information.
Recorded Vote
Yes No Abstain
West Elgin Duncan McPhail Yes
Dutton Dunwich Bob Purcell Yes
Central Elgin Sally Mart n Yes
Central Elgin Tom Marks Yes
Southwold Grant Jones Yes
Aylmer Mary French Yes
Malahide Dominique Gi uere Yes
Ba ham Ed Ketchabaw Yes
Malahide Warden Dave Mennill Yes
9 0 0
- Motion Carried.
6.2 Registered Dietitian Services at Elgin County Homes—Director of Homes and
Seniors Services
The Director of Homes and Seniors Services provided details on the Request for
Proposal (RFP)for Registered Dietitian Services at the County's three (3) Long-
Term Care Homes (LTCH's).
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October 13, 2020
Moved by: Councillor Jones
Seconded by: Councillor Martyn
RESOLVED THAT the contract for Registered Dietitian Services at Elgin County
Homes be awarded to Urbshott Faulds Dietetics Professional Corporation for a
three-year term; and,
THAT staff be authorized to extend the contract for an additional two-year term in
accordance with section 7.6 of the Procurement Policy, subject to satisfactory
performance during the initial three-year contract term; and,
THAT the Warden and Chief Administrative Officer be authorized to sign the
contract.
Recorded Vote
Yes No Abstain
West Elgin Duncan McPhail Yes
Dutton Dunwich Bob Purcell Yes
Central Elgin Sally Mart n Yes
Central Elgin Tom Marks Yes
Southwold Grant Jones Yes
Aylmer Mary French Yes
Malahide Dominique Gi uere Yes
Ba ham Ed Ketchabaw Yes
Malahide Warden Dave Mennill Yes
9 0 0
- Motion Carried.
6.3 Draft Plan of Subdivision — Brokenshire Farms Subdivision — Manager of
Planning
The Manager of Planning provided County Council with information required in
order to consider granting draft plan approval to the Brokenshire Farms
Subdivision.
Moved by: Councillor Purcell
Seconded by: Councillor Marks
RESOLVED THAT the Council of the Corporation of the County of Elgin grants draft
plan approval to Draft Plan of Subdivision for Marisa Brokenshire & Shane Van den
Dries in the Municipality of Dutton Dunwich (Dutton) File No. 34T-DD2001; and,
THAT staff be directed to provide notice of this decision subject to the conditions of
final approval in accordance with the Planning Act.
Recorded Vote
Yes No Abstain
West Elgin Duncan McPhail Yes
Dutton Dunwich Bob Purcell Yes
Central Elgin Sally Mart n Yes
Central Elgin Tom Marks Yes
Southwold Grant Jones Yes
Aylmer Mary French Yes
Malahide Domini ue Gi uere Yes
Ba ham Ed Ketchabaw Yes
Malahide Warden Dave Mennill Yes
9 0 0
- Motion Carried.
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October 13, 2020
6.4 Approval for Official Plan Amendment No. 25, Municipality of Barham —
Manager of Planning
The Manager of Planning presented Official Plan Amendment No. 25, Municipality
of Bayham, for reconsideration and confirmation. Recirculation of the notice for
OPA 25 was not completed within the required timeframe following the termination
of the COVID-19 emergency. Reconsideration and confirmation of OPA 25 will
allow staff to reissue the notice of decision with a revised decision date and ensure
provisions of the Planning Act have been met.
Moved by: Councillor Ketchabaw
Seconded by: Councillor Jones
RESOLVED THAT the Council of the Corporation of the County of Elgin
reconsiders and confirms approval of Official Plan Amendment No.25 to the
Municipality of Bayham Official Plan, File No. BA-OPA25-20, as originally approved
on March 10, 2020; and
THAT staff be directed to provide a new notice of this decision in accordance with
the Planning Act.
Recorded Vote
Yes No Abstain
West Elgin Duncan McPhail Yes
Dutton Dunwich Bob Purcell Yes
Central Elgin Sally Mart n Yes
Central Elgin Tom Marks Yes
Southwold Grant Jones Yes
Aylmer Mary French Yes
Malahide Dominique Gi uere Yes
Bayham Ed Ketchabaw Yes
Malahide Warden Dave Mennill Yes
9 0 0
- Motion Carried.
6.5 Elgin County Library Service Update—Curbside Plus—Director of Community
and Cultural Services
The Director of Community and Cultural Services presented a report outlining the
next proposed phase of service for Elgin County Library branches and
recommending that interior spaces be open to the public for limited service as of
October 19th, 2020.
Moved by: Councillor Giguere
Seconded by: Councillor Jones
RESOLVED THAT Elgin County Library branches open for restricted services as
described in the report"Elgin County Library Service Update—Curbside Plus"
effective October 19th, 2020 until further notice as part of the phased re-opening of
library branches in response to COVID-19, and;
THAT the October 1st, 2020 report titled Elgin County Library Service Update—
Curbside Plus, submitted by the Director of Community and Cultural Services, be
received and filed for information.
Recorded Vote
Yes No Abstain
West Elgin Duncan McPhail Yes
Dutton Dunwich Bob Purcell Yes
Central Elgin Sally Mart n Yes
Central Elgin Tom Marks Yes
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Page 5
October 13, 2020
Southwold Grant Jones Yes
Aylmer Mary French Yes
Malahide Dominique Gi uere Yes
Ba ham Ed Ketchabaw Yes
Malahide Warden Dave Mennill Yes
9 0 0
- Motion Carried.
6.6 2020 Amortization Variance—Senior Financial Analyst
The Senior Financial Analyst provided a review of amortization and its effects on
the current year budget.
Moved by: Councillor McPhail
Seconded by: Councillor Jones
RESOLVED THAT the report dated October 6th, 2020 titled, 2020 Amortization
Variance submitted by the Senior Financial Analyst, be received and filed; and
THAT the 2020 budget for the line items relating to amortization be updated to
match actual amortization bookings.
Recorded Vote
Yes No Abstain
West Elgin Duncan McPhail Yes
Dutton Dunwich Bob Purcell Yes
Central Elgin Sally Mart n Yes
Central Elgin Tom Marks Yes
Southwold Grant Jones Yes
Aylmer Mary French Yes
Malahide Dominique Gi uere Yes
Ba ham Ed Ketchabaw Yes
Malahide Warden Dave Mennill Yes
9 0 0
- Motion Carried.
6.7 August 2020 Financial Update—Director of Financial Services
The Director of Financial Services presented a financial update for August 2020.
The budget comparison for the County shows unfavourable performance of
$22,000 for the month of August, primarily the result of COVID-19 costs, bringing
year-to-date (YTD)favourable performance to$281,000.
Moved by: Councillor Martyn
Seconded by: Councillor Jones
RESOLVED THAT the October 13, 2020, report titled, August 2020 Financial
Update, submitted by the Director of Financial Services, be received and filed for
information; and,
THAT Safe Restart Funding (SRF) Phase I spending plan be presented to County
Council on October 27, 2020; and,
THAT the Warden and Treasurer be authorized to sign the interest rate
confirmation letter from Ontario Infrastructure And Lands Corporation (OILC); and,
THAT a$6 million debenture by-law be passed on October 27, 2020.
Recorded Vote
Yes I No I Abstain
Page 6
October 13, 2020
West Elgin Duncan McPhail Yes
Dutton Dunwich Bob Purcell Yes
Central Elgin Sally Mart n Yes
Central Elgin Tom Marks Yes
Southwold Grant Jones Yes
Aylmer Mary French Yes
Malahide Dominique Gi uere Yes
Ba ham Ed Ketchabaw Yes
Malahide Warden Dave Mennill Yes
9 0 0
- Motion Carried.
6.8 Meeks Bridge Replacement Municipal Class Environmental Assessment —
Prolect File—Director of Engineering Services
The Director of Engineering Services provided details of a scheduled online Public
Information Centre that will present study background information, the evaluation of
alternatives, and the Preferred Alternative for the Meeks Bridge replacement.
Moved by: Councillor Jones
Seconded by: Councillor McPhail
RESOLVED THAT Council endorse the Meeks Bridge Replacement Municipal
Class Environmental Assessment Project File.
Recorded Vote
Yes No Abstain
West Elgin Duncan McPhail Yes
Dutton Dunwich Bob Purcell Yes
Central Elgin Sally Mart n Yes
Central Elgin Tom Marks Yes
Southwold Grant Jones Yes
Aylmer Mary French Yes
Malahide Dominique Gi uere Yes
Ba ham Ed Ketchabaw Yes
Malahide Warden Dave Mennill Yes
9 0 0
- Motion Carried.
6.9 Meeks Bridge Replacement — Pre-Ordering of Required Bridge Parts from
Acrow Corporation of America—Director of Engineering Services
The Director of Engineering Services presented a report summarizing the key
choices which support the required Acrow bridge design modifications and outlining
the costs for additional bridge parts that are recommended by both CIMA Canada
Inc. (CIMA) and County staff to be pre-ordered from Acrow so as to ensure
availability regardless of which general contractor is awarded the Meeks bridge
replacement construction project tender.
Moved by: Councillor Giguere
Seconded by: Councillor Jones
RESOLVED THAT staff be directed to issue a purchase order to Acrow Corporation
of America in the amount of$204,180.00 (excluding HST)to manufacture the
additional bridge parts needed to repurpose the Port Bruce temporary bridge for
Meeks bridge, and therefore exclude these items from the overall bridge
replacement construction project tender planned for release in December;
THAT the Warden and Chief Administrative Officer be directed and authorized to
sign the applicable Acrow material purchase agreement; and,
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October 13, 2020
THAT the October 5th, report titled Meeks Bridge Replacement—Pre-Ordering of
Required Bridge Parts from Acrow Corporation of America submitted by the
Director of Engineering Services, be received and filed for information.
Recorded Vote
Yes No Abstain
West Elgin Duncan McPhail Yes
Dutton Dunwich Bob Purcell Yes
Central Elgin Sally Mart n Yes
Central Elgin Tom Marks Yes
Southwold Grant Jones Yes
Aylmer Mary French Yes
Malahide Dominique Gi uere Yes
Ba ham Ed Ketchabaw Yes
Malahide Warden Dave Mennill Yes
9 0 0
- Motion Carried.
6.10 Parking By-Law Amendment—Sparta Line—Director of Engineering Services
The Director of Engineering Services provided information about a request
received from a resident concerned about inadequate sight lines entering Sparta
Line from Drake Street in the Community of Union. Upon review, staff recommends
to prohibit parking for a distance of 80 metres east of Drake Street to afford drivers
entering Sparta Line adequate sight distance in order to make a safe turning
movement.
Moved by: Councillor Martyn
Seconded by: Councillor Jones
RESOLVED THAT By-Law 20-05 being a By-Law for the Regulation of Traffic(also
known as the"No-parking By-Law") be amended to include Sparta Line (County
Road#27), from the east property line of Drake Street for a distance of 80 metres
easterly on the north side of Sparta Line, and;
THAT the Municipality of Central Elgin be requested to install the signage.
Recorded Vote
Yes No Abstain
West Elgin Duncan McPhail Yes
Dutton Dunwich Bob Purcell Yes
Central Elgin Sally Mart n Yes
Central Elgin Tom Marks Yes
Southwold Grant Jones Yes
Aylmer Mary French Yes
Malahide Dominique Gi uere Yes
Ba ham Ed Ketchabaw Yes
Malahide Warden Dave Mennill Yes
9 0 0
- Motion Carried.
6.11 Reduced Speed Limit By-Law Amendment — Iona Road — Director of
Engineering Services
The Director of Engineering Services presented a report regarding a request
received from the Township of Southwold to reduce the speed limits on Iona Road
(County Road#14), through the hamlets of Iona and Iona Station from 60km/h to
50km/h.
Moved by: Councillor Purcell
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October 13, 2020
Seconded by: Councillor Marks
RESOLVED THAT By-Law 17-11 being a By-Law to Authorize Speed Limits, be
amended as follows:
Remove from Schedule `C'(Maximum Rate of Speed 60 Kilometres per
hour), Road 14 (Iona Road), Section A— "From 675 metres north of the
north property line of Sixth Line to 32 metres south of the north property line
of Sixth Line".
Addition to Schedule `B'(Maximum Rate of Speed 50 Kilometres per hour),
Road 14 (Iona Road), Section A— "From 725 metres north of the north
property line of Sixth Line to 32 metres south of the north property line of
Sixth Line".
Remove from Schedule `C'(Maximum Rate of Speed 60 Kilometres per
hour), Road 14 (Iona Road), Section B— "From the south west property line
of County Road 3 north 440 metres to 805 metres south of the south west
property line of County Road 3".
Addition to Schedule `B'(Maximum Rate of Speed 50 Kilometres per hour),
Road 14 (Iona Road), Section B— "From 150m north of the south west
property line of County Road 3 to 800 metres south of the south west
property line of County Road X., and;
THAT the Township of Southwold be responsible for changing the speed zone
signage.
Recorded Vote
Yes No Abstain
West Elgin Duncan McPhail Yes
Dutton Dunwich Bob Purcell Yes
Central Elgin Sally Mart n Yes
Central Elgin Tom Marks Yes
Southwold Grant Jones Yes
Aylmer Mary French Yes
Malahide Dominique Gi uere Yes
Ba ham Ed Ketchabaw Yes
Malahide Warden Dave Mennill Yes
9 0 0
- Motion Carried.
6.12 Road Salt Management Plan Update—Director of Engineering Services
The Director of Engineering Services presented Elgin County's updated Salt
Management Plan, which serves as a resource and guide for road authorities
across the County to determine and work towards the most effective methods to
maintain safety for road users while managing the effects of road salt on the
environment.
Moved by: Councillor Jones
Seconded by: Councillor Marks
RESOLVED THAT the updated Salt Management Plan (2020) be endorsed by
Elgin County Council, and;
THAT the Salt Management Plan (2020) be circulated to Elgin's local municipal
partners for their adoption.
Recorded Vote
Yes No Abstain
West Elgin Duncan McPhail Yes
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October 13, 2020
Dutton Dunwich Bob Purcell Yes
Central Elgin Sally Mart n Yes
Central Elgin Tom Marks Yes
Southwold Grant Jones Yes
Aylmer Mary French Yes
Malahide Dominique Gi uere Yes
Ba ham Ed Ketchabaw Yes
Malahide Warden Dave Mennill Yes
9 0 0
- Motion Carried.
6.13 Follow UP: Woodlands Conservation By-Law 05-03 — Chief Administrative
Officer
The Chief Administrative Officer presented the feedback gathered from Council at
its meeting on September 22, 2020 regarding the Woodlands Conservation By-Law
05-03.
Moved by: Councillor McPhail
Seconded by: Councillor Giguere
RESOLVED THAT the October 10th, 2020, report titled, Follow Up: Woodlands
Conservation By-Law 05-03, submitted by the Chief Administrative Officer, be
received and filed for information; and
THAT the staff be directed to present recommended provision-specific
amendments to By-Law 05-03 for Council's review and approval at a future
meeting; and
THAT Council conduct a more fulsome review in the future in conjunction with the
review of other relevant policies.
Recorded Vote
Yes No Abstain
West Elgin Duncan McPhail Yes
Dutton Dunwich Bob Purcell Yes
Central Elgin Sally Mart n Yes
Central Elgin Tom Marks Yes
Southwold Grant Jones Yes
Aylmer Mary French Yes
Malahide Dominique Gi uere Yes
Ba ham Ed Ketchabaw Yes
Malahide Warden Dave Mennill Yes
9 0 0
- Motion Carried.
6.14 Enhancing Internal Communications—Chief Administrative Officer
The Chief Administrative Officer presented a report recommending that Elgin
County issue a Request for Proposal and seek a full-service web development firm
to plan and build a secure portal for staff and County Councillors.
Moved by: Councillor Marks
Seconded by: Councillor Giguere
RESOLVED THAT staff be directed to draft and issue a Request for Proposal for
an Elgin County Employee/Council Intranet.
Recorded Vote
Yes I No I Abstain
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October 13, 2020
West Elgin Duncan McPhail Yes
Dutton Dunwich Bob Purcell Yes
Central Elgin Sally Mart n Yes
Central Elgin Tom Marks Yes
Southwold Grant Jones Yes
Aylmer Mary French Yes
Malahide Dominique Gi uere Yes
Ba ham Ed Ketchabaw Yes
Malahide Warden Dave Mennill Yes
9 0 0
- Motion Carried.
6.15 Increase in Billing Rate—County Solicitor—Chief Administrative Officer
The Chief Administrative Officer presented a report recommending that the County
Solicitor's billing rate be increased from $175.00 per hour to$195.00 per hour,
beginning January 1, 2021.
Moved by: Councillor Martyn
Seconded by: Councillor Jones
RESOLVED THAT Elgin County Council authorize an increase in the Billing Rate
for the County Solicitor to$195.00 per hour, effective January 1, 2021; and
THAT the Chief Administrative Officer be directed to send notification of this
increase to the City of St. Thomas and Elgin's Local Municipal Partners.
Recorded Vote
Yes No Abstain
West Elgin Duncan McPhail Yes
Dutton Dunwich Bob Purcell Yes
Central Elgin Sally Mart n Yes
Central Elgin Tom Marks Yes
Southwold Grant Jones Yes
Aylmer Mary French Yes
Malahide Dominique Gi uere Yes
Ba ham Ed Ketchabaw Yes
Malahide Warden Dave Mennill Yes
9 0 0
- Motion Carried.
6.16 Elgin County Council Strategic Plan 2020-2022—Chief Administrative Officer
The Chief Administrative Officer presented a report seeking Council's approval for
the Strategic Plan 2020-2022 Performance Measures Reporting Template.
Moved by: Councillor Ketchabaw
Seconded by: Councillor Giguere
RESOLVED THAT Elgin County Council approve the Strategic Plan 2020-2022
Performance Measures and Performance Measures Reporting Template as
presented, and
THAT staff report to Council quarterly on both the Council and staff action plans
using the Performance Measures Reporting Template.
Recorded Vote
Yes No Abstain
West Elgin Duncan McPhail Yes
Dutton Dunwich Bob Purcell Yes
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October 13, 2020
Central Elgin Sally Mart n Yes
Central Elgin Tom Marks Yes
Southwold Grant Jones No
Aylmer Mary French Yes
Malahide Dominique Gi uere Yes
Ba ham Ed Ketchabaw Yes
Malahide Warden Dave Mennill Yes
8 1 0
- Motion Carried.
6.17 COVID-19 Emergency Team Planning — September Update — Chief
Administrative Officer
The Chief Administrative Officer provided Council with an update on the County's
COVID-19 response. All staff who were off on Declared Emergency Leave have
returned to work, and County facilities are gradually re-opening, subject to strict
public health and safety protocols. Following the Premier's announcement that the
Province has entered the second wave of the pandemic, the County will continue to
prioritize and support the health and safety of staff, residents, and the community.
Moved by: Councillor Jones
Seconded by: Councillor Martyn
RESOLVED THAT the October 6th, 2020, report titled, COVID-19 Emergency
Team Planning—September Update, submitted by the Chief Administrative Officer,
be received and filed for information.
Recorded Vote
Yes No Abstain
West Elgin Duncan McPhail Yes
Dutton Dunwich Bob Purcell Yes
Central Elgin Sally Mart n Yes
Central Elgin Tom Marks Yes
Southwold Grant Jones Yes
Aylmer Mary French Yes
Malahide Dominique Gi uere Yes
Ba ham Ed Ketchabaw Yes
Malahide Warden Dave Mennill Yes
9 0 0
- Motion Carried.
7. COUNCIL CORRESPONDENCE
7.1 Items for Consideration
7.1.1 The Municipality of Dutton Dunwich with a letter regarding Miller Road and
Iona Road.
7.1.2 Debbie France with a letter regarding illicit Cannabis grow operations.
Item#1
Moved by: Councillor Purcell
Seconded by: Councillor McPhail
RESOLVED THAT Engineering Services be directed to explore the possibility of
installing a crosswalk on Miller Road (County Road#15) in the vicinity of The Sons
of Scotland Park/Dunwich Dutton Public School.
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October 13, 2020
Recorded Vote
Yes No Abstain
West Elgin Duncan McPhail Yes
Dutton Dunwich Bob Purcell Yes
Central Elgin Sally Mart n Yes
Central Elgin Tom Marks Yes
Southwold Grant Jones Yes
Aylmer Mary French Yes
Malahide Dominique Gi uere Yes
Ba ham Ed Ketchabaw Yes
Malahide Warden Dave Mennill Yes
9 0 0
- Motion Carried.
Item#2
Moved by: Councillor Jones
Seconded by: Councillor Marks
RESOLVED THAT Council endorse and forward the correspondence from the
Norfolk County Police Services Board to the Federal and Provincial governments
and the Elgin Group Police Services Board; and
THAT Council request that the Federal and Provincial governments re-evaluate
minimum distance set backs associated with licensed Cannabis operations.
Recorded Vote
Yes No Abstain
West Elgin Duncan McPhail Yes
Dutton Dunwich Bob Purcell Yes
Central Elgin Sally Mart n Yes
Central Elgin Tom Marks Yes
Southwold Grant Jones Yes
Aylmer Mary French Yes
Malahide Dominique Gi uere Yes
Ba ham Ed Ketchabaw Yes
Malahide Warden Dave Mennill Yes
9 0 0
- Motion Carried.
7.2 Items for Information (Consent Agenda)
7.2.1 The Ministry of Municipal Affairs and Housing with a letter regarding
Parkland Dedication, Development Charges and the Community Benefits
Charges Authority.
7.2.2 The Rural Education Task Force with information regarding the Rural and
Northern Education Fund (RNEF).
7.2.3 The Ministry of Municipal Affairs and Housing with a letter regarding
additional funding under Phase 2 of the Municipal Operating Funding stream
of the Safe Restart Agreement.
7.2.4 Karen Vecchio, MP, and Jeff Yurek, MPP, with a letter regarding modified
holiday parade in Elgin-Middlesex-London.
7.2.5 The Solicitor General with a letter regarding anti-racism initiatives and the
Anti-Racism Directorate (ARD), the Community Safety and Policing Act
(2019), new police oversight measures, police training as it relates to de-
escalation, mental health and diverse communities, mental health and
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October 13, 2020
addictions initiatives and investments, Community Safety and Well-Being
(CSWB) Planning and police-hospital transition protocol.
7.2.6 The Western Ontario Wardens Caucus with a letter to the Minister of
Infrastructure regarding funding to support broadband infrastructure in
Southwestern Ontario.
7.2.7 County of Elgin Homes with their October 2020 Newsletter.
Item#2
Moved by: Councillor Jones
Seconded by: Councillor Marks
Resolved that Council endorse the resolution of the Rural Education Task Force
and forward the resolution to the County's Local Municipal Partners for their
support.
Recorded Vote
Yes No Abstain
West Elgin Duncan McPhail Yes
Dutton Dunwich Bob Purcell Yes
Central Elgin Sally Mart n Yes
Central Elgin Tom Marks Yes
Southwold Grant Jones Yes
Aylmer Mary French Yes
Malahide Dominique Gi uere Yes
Ba ham Ed Ketchabaw Yes
Malahide Warden Dave Mennill Yes
9 0 0
- Motion Carried.
Items#1, 3-7
Moved by: Councillor Jones
Seconded by: Councillor Ketchabaw
Resolved that Correspondence Items#1, 3-7 be received and filed.
Recorded Vote
Yes No Abstain
West Elgin Duncan McPhail Yes
Dutton Dunwich Bob Purcell Yes
Central Elgin Sally Mart n Yes
Central Elgin Tom Marks Yes
Southwold Grant Jones Yes
Aylmer Mary French Yes
Malahide Dominique Gi uere Yes
Ba ham Ed Ketchabaw Yes
Malahide Warden Dave Mennill Yes
9 0 0
- Motion Carried.
8. OTHER BUSINESS
8.1 Statements/Inquiries by Members
Councillor Marks noted that there are continuing concerns about speeding on
County roads, East Road in particular, and suggested that lawn signs encouraging
drivers to slow down be made available to concerned residents.
15
Page 14
October 13, 2020
8.2 Notice of Motion
None.
8.3 Matters of Urgency
None.
9. CLOSED MEETING ITEMS
Moved by: Councillor Jones
Seconded by: Councillor Ketchabaw
Resolved that we do now proceed into closed meeting session in accordance with the
Municipal Act to discuss the following matters under Municipal Act Section 239(2):
In-Camera Item#1
(d)labourrelations oremployee negotiations—Seeking Mandate for Collective Bargaining
with Ontario Nurses' Association (ONA).
In-Camera Item#2
(c) a proposed or pending acquisition or disposition of land by the municipality or local
board; (e)litigation or potential litigation, including matters before administrative tribunals,
affecting the municipality or local board;(0 advice that is subject to solicitor-client
privilege, including communications necessary for that purpose— Improvements at
Centennial and Elm (verbal report).
In-Camera Item#3
(e)litigation or potential litigation, including matters before administrative tribunals,
affecting the municipality or local board;(0 advice that is subject to solicitor-client
privilege, including communications necessary for that purpose—Proceedings Before
Ontario Energy Board (verbal report).
In-Camera Item#4
(c) a proposed or pending acquisition or disposition of land by the municipality or local
board; (0 advice that is subject to solicitor-client privilege, including communications
necessary for that purpose—Easement for Land Ambulance Service (verbal report).
In-Camera Item#5
(e)litigation or potential litigation, including matters before administrative tribunals,
affecting the municipality or local board;(0 advice that is subject to solicitor-client
privilege, including communications necessary for that purpose—Reforestation Orders.
In-Camera Item#6
(b)personal matters about an identifiable individual, including municipal or local board
employees, (d)labour relations or employee negotiations —Surveillance Testing—Long
Term Care Homes.
In-Camera Item#7
(k) a position,plan, procedure, criteria or instruction to be applied to any negotiations
carried on or to be carried on by or on behalf of the municipality or local board— Medavie
EMS Elgin Ontario (MEMSEO) Contract Renewal and Contract Administration and
Oversight Adjustments.
In-Camera Item#8
16
Page 15
October 13, 2020
(d)labour relations or employee negotiations—Shared Services.
In-Camera Item#9
(b)personal matters about an identifiable individual, including municipal or local board
employees, (d)labour relations or employee negotiations—Corporate Communications.
In-Camera Item#10
(b)personal matters about an identifiable individual, including municipal or local board
employees, (d)labour relations or employee negotiations—Service Delivery Review.
Recorded Vote
Yes No Abstain
West Elgin Duncan McPhail Yes
Dutton Dunwich Bob Purcell Yes
Central Elgin Sally Mart n Yes
Central Elgin Tom Marks Yes
Southwold Grant Jones Yes
Aylmer Mary French Yes
Malahide Dominique Gi uere Yes
Ba ham Ed Ketchabaw Yes
Malahide Warden Dave Mennill Yes
9 0 0
- Motion Carried.
10. RECESS
Council recessed at 10:30 a.m. and reconvened at 10:36 a.m.
11. MOTION TO RISE AND REPORT
Moved by: Councillor Ketchabaw
Seconded by: Councillor Jones
RESOLVED THAT we do now rise and report.
Recorded Vote
Yes No Abstain
West Elgin Duncan McPhail Yes
Dutton Dunwich Bob Purcell Yes
Central Elgin Sally Mart n Yes
Central Elgin Tom Marks Yes
Southwold Grant Jones Yes
Aylmer Mary French Yes
Malahide Dominique Gi uere Yes
Ba ham Ed Ketchabaw Yes
Malahide Warden Dave Mennill Yes
9 0 0
- Motion Carried.
In-Camera Item#1 —Seeking Mandate for Collective Bargaining with Ontario Nurses'
Association (ONA).
Moved by: Councillor Marks
Seconded by: Councillor Jones
RESOLVED THAT staff proceed as directed.
17
Page 16
October 13, 2020
Recorded Vote
Yes No Abstain
West Elgin Duncan McPhail Yes
Dutton Dunwich Bob Purcell Yes
Central Elgin Sally Mart n Yes
Central Elgin Tom Marks Yes
Southwold Grant Jones Yes
Aylmer Mary French Yes
Malahide Dominique Gi uere Yes
Ba ham Ed Ketchabaw Yes
Malahide Warden Dave Mennill Yes
9 0 0
- Motion Carried.
In-Camera Item#2—Improvements at Centennial and Elm
Moved by: Councillor Martyn
Seconded by: Councillor McPhail
RESOLVED THAT the verbal report from the County Solicitor be received and that staff
proceed as directed.
Recorded Vote
Yes No Abstain
West Elgin Duncan McPhail Yes
Dutton Dunwich Bob Purcell Yes
Central Elgin Sally Mart n Yes
Central Elgin Tom Marks Yes
Southwold Grant Jones Yes
Aylmer Mary French Yes
Malahide Dominique Gi uere Yes
Ba ham Ed Ketchabaw Yes
Malahide Warden Dave Mennill Yes
9 0 0
- Motion Carried.
In-Camera Item#3—Proceedings Before Ontario Energy Board
Moved by: Councillor Ketchabaw
Seconded by: Councillor Giguere
RESOLVED THAT the verbal report from the County Solicitor be received and that staff
proceed as directed.
Recorded Vote
Yes No Abstain
West Elgin Duncan McPhail Yes
Dutton Dunwich Bob Purcell Yes
Central Elgin Sally Mart n Yes
Central Elgin Tom Marks Yes
Southwold Grant Jones Yes
Aylmer Mary French Yes
Malahide Dominique Gi uere Yes
Ba ham Ed Ketchabaw Yes
Malahide Warden Dave Mennill Yes
9 0 0
- Motion Carried.
18
Page 17
October 13, 2020
In-Camera Item#4—Easement for Land Ambulance Service (verbal report)
Moved by: Councillor Martyn
Seconded by: Councillor Jones
RESOLVED THAT the verbal report from the County Solicitor be received and that staff
proceed as directed.
Recorded Vote
Yes No Abstain
West Elgin Duncan McPhail Yes
Dutton Dunwich Bob Purcell Yes
Central Elgin Sally Martyn Yes
Central Elgin Tom Marks Yes
Southwold Grant Jones Yes
Aylmer Mary French Yes
Malahide Dominique Gi uere Yes
Ba ham Ed Ketchabaw Yes
Malahide Warden Dave Mennill Yes
9 0 0
- Motion Carried.
In-Camera Item#5—Reforestation Orders.
Moved by: Councillor Jones
Seconded by: Councillor Ketchabaw
RESOLVED THAT the report from the County Solicitor be received and that staff proceed
as directed.
Recorded Vote
Yes No Abstain
West Elgin Duncan McPhail Yes
Dutton Dunwich Bob Purcell Yes
Central Elgin Sally Martyn Yes
Central Elgin Tom Marks Yes
Southwold Grant Jones Yes
Aylmer Mary French Yes
Malahide Dominique Gi uere Yes
Ba ham Ed Ketchabaw Yes
Malahide Warden Dave Mennill Yes
9 0 0
- Motion Carried.
In-Camera Item#6—Surveillance Testing—Long Term Care Homes
Moved by: Councillor Martyn
Seconded by: Councillor Marks
RESOLVED THAT staff proceed as directed.
Recorded Vote
Yes No Abstain
West Elgin Duncan McPhail Yes
Dutton Dunwich Bob Purcell Yes
Central Elgin Sally Mart n Yes
Central Elgin Tom Marks Yes
19
Page 18
October 13, 2020
Southwold Grant Jones Yes
Aylmer Mary French Yes
Malahide Dominique Gi uere Yes
Ba ham Ed Ketchabaw Yes
Malahide Warden Dave Mennill Yes
9 0 0
- Motion Carried.
In-Camera Item#7—Medavie EMS Elgin Ontario (MEMSEO) Contract Renewal and
Contract Administration and Oversight Adjustments
Moved by: Councillor McPhail
Seconded by: Councillor Jones
RESOLVED THAT the report from the Chief Administrative Officer be received and that
staff proceed as directed.
Recorded Vote
Yes No Abstain
West Elgin Duncan McPhail Yes
Dutton Dunwich Bob Purcell Yes
Central Elgin Sally Mart n Yes
Central Elgin Tom Marks Yes
Southwold Grant Jones Yes
Aylmer Mary French Yes
Malahide Dominique Gi uere Yes
Ba ham Ed Ketchabaw Yes
Malahide Warden Dave Mennill Yes
9 0 0
- Motion Carried.
In-Camera Item#8—Shared Services
Moved by: Councillor Jones
Seconded by: Councillor Ketchabaw
RESOLVED THAT staff proceed as directed.
Recorded Vote
Yes No Abstain
West Elgin Duncan McPhail Yes
Dutton Dunwich Bob Purcell Yes
Central Elgin Sally Mart n Yes
Central Elgin Tom Marks Yes
Southwold Grant Jones Yes
Aylmer Mary French Yes
Malahide Dominique Gi uere Yes
Ba ham Ed Ketchabaw Yes
Malahide Warden Dave Mennill Yes
9 0 0
- Motion Carried.
In-Camera Item#9—Corporate Communications
Moved by: Councillor Giguere
Seconded by: Councillor Marks
RESOLVED THAT the verbal report from the Chief Administrative Officer be received.
20
Page 19
October 13, 2020
Recorded Vote
Yes No Abstain
West Elgin Duncan McPhail Yes
Dutton Dunwich Bob Purcell Yes
Central Elgin Sally Mart n Yes
Central Elgin Tom Marks Yes
Southwold Grant Jones Yes
Aylmer Mary French Yes
Malahide Dominique Gi uere Yes
Ba ham Ed Ketchabaw Yes
Malahide Warden Dave Mennill Yes
9 0 0
- Motion Carried.
In-Camera Item#10—Service Delivery Review
Moved by: Councillor Giguere
Seconded by: Councillor Jones
RESOLVED THAT staff proceed as directed.
Recorded Vote
Yes No Abstain
West Elgin Duncan McPhail Yes
Dutton Dunwich Bob Purcell Yes
Central Elgin Sally Mart n Yes
Central Elgin Tom Marks Yes
Southwold Grant Jones Yes
Aylmer Mary French Yes
Malahide Dominique Gi uere Yes
Ba ham Ed Ketchabaw Yes
Malahide Warden Dave Mennill Yes
9 0 0
- Motion Carried.
12. MOTION TO ADOPT RECOMMENDATIONS FROM THE COMMITTEE OF THE WHOLE
Moved by: Councillor Martyn
Seconded by: Councillor Ketchabaw
RESOLVED THAT we do now adopt recommendations of the Committee Of The Whole.
Recorded Vote
Yes No Abstain
West Elgin Duncan McPhail Yes
Dutton Dunwich Bob Purcell Yes
Central Elgin Sally Mart n Yes
Central Elgin Tom Marks Yes
Southwold Grant Jones Yes
Aylmer Mary French Yes
Malahide Dominique Gi uere Yes
Ba ham Ed Ketchabaw Yes
Malahide Warden Dave Mennill Yes
9 0 0
- Motion Carried.
13. CONSIDERATION OF BY-LAWS
21
Page 20
October 13, 2020
13.1 By-law 20-50—AMENDING THE SCHEDULE TO BY-LAW NO. 20-05
BEING a By-Law to Amend the Schedule to By-Law No. 20-05, Being a
Consolidated By-Law for the Regulation of Traffic, Including Parking on County
Roads.
Moved by: Councillor Jones
Seconded by: Councillor Martyn
RESOLVED THAT By-Law No. 20-50 be now read a first, second and third time
and finally passed.
Recorded Vote
Yes No Abstain
West Elgin Duncan McPhail Yes
Dutton Dunwich Bob Purcell Yes
Central Elgin Sally Martyn Yes
Central Elgin Tom Marks Yes
Southwold Grant Jones Yes
Aylmer Mary French Yes
Malahide Dominique Gi uere Yes
Ba ham Ed Ketchabaw Yes
Malahide Warden Dave Mennill Yes
9 0 0
- Motion Carried.
13.2 By-law 20-51 —AMENDING THE SCHEDULE TO BY-LAW NO. 17-11
BEING a By-Law to Amend the Schedule to By-Law No. 17-11 Being a By-Law to
Authorize Speed Limits.
Moved by: Councillor Marks
Seconded by: Councillor Jones
RESOLVED THAT By-Law No. 20-51 be now read a first, second and third time
and finally passed.
Recorded Vote
Yes No Abstain
West Elgin Duncan McPhail Yes
Dutton Dunwich Bob Purcell Yes
Central Elgin Sally Martyn Yes
Central Elgin Tom Marks Yes
Southwold Grant Jones Yes
Aylmer Mary French Yes
Malahide Dominique Gi uere Yes
Ba ham Ed Ketchabaw Yes
Malahide Warden Dave Mennill Yes
9 0 0
- Motion Carried.
13.3 By-Law 20-52—Confirming all Actions and Proceedings
BEING a By-law to Confirm Proceedings of the Municipal Council of the
Corporation of the County of Elgin at the October 13, 2020 Meeting.
Moved by: Councillor Jones
Seconded by: Councillor Martyn
RESOLVED THAT By-Law No. 20-52 be now read a first, second and third time
and finally passed.
22
Page 21
October 13, 2020
Recorded Vote
Yes No Abstain
West Elgin Duncan McPhail Yes
Dutton Dunwich Bob Purcell Yes
Central Elgin Sally Mart n Yes
Central Elgin Tom Marks Yes
Southwold Grant Jones Yes
Aylmer Mary French Yes
Malahide Dominique Gi uere Yes
Ba ham Ed Ketchabaw Yes
Malahide Warden Dave Mennill Yes
9 0 0
- Motion Carried.
14. ADJOURNMENT
Moved by: Councillor Marks
Seconded by: Councillor Purcell
RESOLVED THAT we do now adjourn at 1:38 p.m. to meet again on October 27, 2020 at
9:00 a.m.
Recorded Vote
Yes No Abstain
West Elgin Duncan McPhail Yes
Dutton Dunwich Bob Purcell Yes
Central Elgin Sally Mart n Yes
Central Elgin Tom Marks Yes
Southwold Grant Jones Yes
Aylmer Mary French Yes
Malahide Dominique Gi uere Yes
Ba ham Ed Ketchabaw Yes
Malahide Warden Dave Mennill Yes
9 0 0
- Motion Carried.
Julie Gonyou, Dave Mennill,
Chief Administrative Officer. Warden.
23
REPORTS OF COUNCIL AND STAFF
October 27, 2020
Staff Reports —ATTACHED
Purchasing Coordinator— EMS Cardiac Monitor Defibrillator Replacement — Contract Award
Director of Financial Services — COVID Safe Restart Funding (SRF) Plan
Director of Financial Services —Wonderland Road Reconstruction Debenture
Director of Engineering Services — Lawn Sign Road Safety Campaign
Director of Engineering Services — Miller Road — Pedestrian Crossing Warrant Evaluation
24
IIII,���I�1011l�alulur«uf,,. 1
REPORT TO COUNTY COUNCIL
�Yrt
FROM: Mike Hoogstra Purchasing Coordinator
1011111111
Julie Gonyou, Chief Administrative Officer
E1p.n' ' ,� 1 11,
DATE: October 19, 2020
�, e.r ,,
Progressive by Nature
SUBJECT: EMS Cardiac Monitor Defibrillator
Replacement — Contract Award
RECOMMENDATIONS:
THAT the contract for the purchase of sixteen (16) Lifepak 15 v4 Cardiac Monitor
Defibrillators for Elgin St. Thomas EMS be awarded to Stryker Canada ULC; and,
THAT the existing Lifepak 15 v2 Cardiac Monitor Defibrillators be traded-in to Stryker
Canada ULC; and,
THAT the Purchasing Coordinator be authorized to issue a purchase order for this
contract award.
INTRODUCTION:
This report provides details on the Request for Proposal (RFP) for the Supply, Delivery
and Maintenance of sixteen (16) Cardiac Monitor Defibrillators for Elgin St. Thomas
EMS and seeks Council's approval to award the contract.
DISCUSSION:
The current Cardiac Monitor Defibrillators in use by Elgin St. Thomas EMS are reaching
their useful life span and are scheduled for replacement this year. The existing
defibrillators were purchased by the County in September 2014 and placed into service
in December 2014.
An RFP was issued by the County at the end of June, the RFP document is attached to
this report as Attachment 1.
25
IIII,���I�1011l�alulur«uf,,. 2
Information that was advertised and posted on the County's Bid Portal page
'I X) uD lidsaindt.eun�,�eirs (;1a including RFP dates proposals submitted and a
complete plan takers list is attached to this report as Attachment 2.
The Evaluation Committee (refer to Attachment 3) scored each proposal based on the
following criteria:
i) Experience and Qualifications;
ii) Requirements and Specifications Compliance;
iii) Training;
iv) Maintenance, Warranty and On-site Maintenance;
v) Pricing, Overall Cost, Trade-in Values.
The evaluation committee met on August 10 to review the three (3) proposals. Two of
the three Proponents who met the minimum technical score as described in the evaluation
criteria of the RFP were invited to meet with the evaluation committee on September 29
to demonstrate their proposed defibrillator and provide further insight regarding their
proposal response. The evaluation committee met again on October 6 to review the final
scores and confirm the decision.
The evaluation committee selected Stryker Canada as the successful Proponent to
supply the Lifepak 15 v4 Defibrillator. The proposal submitted by Stryker Canada was the
highest scoring qualified proposal and thus represented the best complete quality
submission.
All Proponents that submitted a proposal to the County will be advised of the contract
award and will be offered a debriefing of their individual proposal submission.
FINANCIAL IMPLICATIONS:
The 2020 approved capital budget included $408,000 for the replacement of
defibrillators.
The total cost of purchasing sixteen (16) Lifepak 15 v4 Defibrillators is $376,562. This
amount includes the County's portion of the HST and a trade-in value of $91,000 for the
existing Lifepak 15 v2 Defibrillators.
Ongoing preventative maintenance costs of$16,483 will be required after the first year
of service to ensure the defibrillators are maintained and serviced according to the
manufacturer's specifications.
26
IIII,���I�1011l�alulur«uf,,. 3
ALIGNMENT WITH STRATEGIC PRIORITIES
Serving Elgin Growing Elgin Investing in Elgin
® Ensuring alignment of ❑ Planning for and ® Ensuring we have the
current programs and facilitating commercial, necessary tools,
services with community industrial, residential, resources, and
need. and agricultural growth. infrastructure to deliver
programs and services
❑ Exploring different ® Fostering a healthy now and in the future.
ways of addressing environment.
community need. ® Delivering mandated
® Enhancing quality of programs and services
❑ Engaging with our place. efficiently and
community and other effectively.
stakeholders.
LOCAL MUNICIPAL PARTNER IMPACT:
None
COMMUNICATION REQUIREMENTS:
None
CONCLUSION:
As detailed above, the Evaluation Committee completed an evaluation, demonstration
and selection process in accordance with Request for Proposal No. 2020-P30 and
subsequently the proposal submission from Stryker Canada was deemed the
successful qualified proponent and is recommended for award.
Delivery, training, setup and deployment of the new defibrillators will take place over the
next 2 months with the goal of having all new defibrillators in service by mid-January
2021.
27
IIII,���I�1011l�alulur«uf,,. 4
All of which is Respectfully Submitted Approved for Submission
Mike Hoogstra Julie Gonyou
Purchasing Coordinator Chief Administrative Officer
28
Attachment 1
Progfressive. by Nature
SUPPLY, DELIVERY AND MAINTENANCE
OF DEFIBRILLATORS
REQUEST FOR PROPOSAL
No. 2020-P30
ID[JECTIROMIC III M III III N MI[Y
Proposals shall be received by the Bidding System no later than:
July 22, 2020 @ 3:00 p.m. (local time)
Issue Date: June 26, 2020
11
w Attachment 1
REQUEST FOR PROPOSAL NO. 2020-P30
SUPPLY, DELIVERY AND MAINTENANCE OF DEFIBRILLATORS
INDEX
DEFINITIONS AND INTERPRETATIONS.................................................................................................... 3
SECTION 1.0 - INFORMATION TO PROPONENTS ................................................................................... 4
1.1 Introduction and Background........................................................................................ 4
1.2 Proposal Submission ...................................................................................................... 4
1.3 Designated Official ......................................................................................................... 5
1.4 Questions/ Inquiries...................................................................................................... 5
1.5 Addenda.......................................................................................................................... 6
1.6 RFP Schedule .................................................................................................................. 6
1.7 Proponent Communications.......................................................................................... 7
1.8 Proponent Investigations............................................................................................... 7
1.9 Notice of No Response................................................................................................... 7
SECTION 2.0-TERMS OF REFERENCE..................................................................................................... 8
2.1 Introduction.................................................................................................................... 8
2.2 Requirements................................................................................................................. 8
2.3 Minimum Standards for Defibrillators........................................................................ 10
SECTION 3.0 - PROPOSAL REQUIREMENTS.......................................................................................... 16
3.1 Proposal Submissions................................................................................................... 16
3.2 Proposal Submission Requirements-Technical Proposal (Part 1)........................... 16
3.3 Financial Submission Requirements-Financial Proposal (Part 2)............................ 17
3.4 Evaluation Methodology.............................................................................................. 17
3.5 Evaluation Criteria........................................................................................................ 19
3.6 Ratings........................................................................................................................... 20
3.7 Demonstration ............................................................................................................. 21
4.1 Rights of the County..................................................................................................... 22
4.2 Conflict of Interest........................................................................................................ 23
4.3 Modified Proposals ...................................................................................................... 23
4.4 Disqualification of Proponents.................................................................................... 23
4.5 Confidentiality.............................................................................................................. 23
4.6 Proposal Assignments.................................................................................................. 24
4.7 Procurement Policy...................................................................................................... 24
4.8 Failure to Perform ........................................................................................................ 24
4.9 Award and Agreement................................................................................................. 24
4.10 Insurance Requirements.............................................................................................. 24
4.11 Indemnification ............................................................................................................ 25
4.12 Compliance with the Accessibility for Ontario with Disabilities Act 2005 ................ 25
4.13 Disqualification............................................................................................................. 25
4.14 Record and Reputation................................................................................................ 26
4.15 Proponent's Costs ........................................................................................................ 26
4.16 Legal Matters and Rights of the County...................................................................... 27
1
30
w Attachment 1
REQUEST FOR PROPOSAL NO. 2020-P30
SUPPLY, DELIVERY AND MAINTENANCE OF DEFIBRILLATORS
4.17 Human Rights, Harassment and Occupational Health and Safety............................ 28
4.18 Clarification................................................................................................................... 28
4.19 Supplementary Information........................................................................................ 28
4.20 Default/Non-Performance......................................................................................... 28
APPENDIX A—SAMPLE AGREEMENT.................................................................................................... 29
2
31
w Attachment 1
REQUEST FOR PROPOSAL NO. 2020-P30
SUPPLY, DELIVERY AND MAINTENANCE OF DEFIBRILLATORS
DEFINITIONS AND INTERPRETATIONS
The following definitions apply to the interpretation of the Request for Proposal Documents;
1. Addenda or Addendum means such further additions, deletions, modifications or other changes to
any Request for Proposal Documents.
2. Authorized Person means;
i. For a Proponent who is an individual or sole proprietor that person.
ii. For a Proponent which is a partnership, any authorized partner of the Proponent.
iii. For a Proponent which is a corporation:
a) any officer of director of the corporation; and
b) any person whose name and signature has been entered on the document
submitted with the Request for Proposal, as having been authorized to participate
in the completion, correction, revision, execution, or withdrawal of the submission,
whether that person is or is not an officer or director.
iv. For a Proponent that is a joint venture, the submission shall be signed by a person for and
on behalf of each joint venture or, if they warrant that they have the authority vested in
them to do so, one person so authorized may sign on behalf of all joint ventures.
3. Bidding System means the County's bid portal website operated by bids&tenders'" and posted as
https://elgincounty.bidsandtenders.ca/Module/Tenders/en
4. County refers to the Corporation of the County of Elgin.
5. Designated Official refers to the Purchasing Coordinator for the County of Elgin.
6. Proposal means the Response in the form prescribed by this Request for Proposal Document and
completed and submitted by a Proponent in response to and in compliance with the Request for
Proposal.
7. Proponent means the legal entity submitting a proposal.
8. Request for Proposal (RFP) means the document issued by the County in response to which
Proponents are invited to submit a proposal that will result in the satisfaction of the County's
objectives in a cost-effective manner.
9. Successful Proponent means the Proponent whose proposal has been approved by the County.
3
32
w Attachment 1
REQUEST FOR PROPOSAL NO. 2020-P30
SUPPLY, DELIVERY AND MAINTENANCE OF DEFIBRILLATORS
SECTION 1.0 - INFORMATION TO PROPONENTS
1.1 Introduction and Background
The County of Elgin is situated in the heart of southwestern Ontario along the north shore of Lake Erie
and due south of Highway 401 in what can be best described as a rich agricultural zone complemented
by industry.The County is an upper-tier municipality comprised of seven local municipalities covering an
area of 460,000 acres, with a population of approximately 50,000 people. Information about the County,
including the County's Procurement Policy, can be found by visiting our web page at www.elgincounty.ca
The City of St.Thomas is located geographically within Elgin County although the City is not politically part of
Elgin County. The total population of the County and City is 90,000.
Elgin St.Thomas EMS paramedics are employed by Medavie EMS Elgin Ontario (MEMSEO) who are
contracted by the County to deliver ground ambulance Emergency Medical Services in Elgin County
including the City of St.Thomas.
Elgin St.Thomas EMS delivers sophisticated medical treatment to residents and visitors of all ages in Elgin
County and St.Thomas for life threatening medical emergencies including heart attacks, cardiac
emergencies, strokes, respiratory emergencies, medical emergencies and traumatic injuries. Paramedics
currently utilize fourteen (14) LifePak 15 series Defibrillators purchased by the County in late 2014.
This Request for Proposal (the "RFP") is an invitation by the County of Elgin (the "County") to prospective
proponents to submit proposals for the Supply, Delivery and Maintenance of 16 Cardiac Monitor
Defibrillators as further described in Section 2.0 of this RFP.
1.2 Proposal Submission
ELECTRONIC PROPOSAL SUBMISSIONS ONLY, shall be received by the Bidding System. Hardcopy
submissions not permitted.
All Proponents shall have a Bidding System Vendor account with bids&tenders'" and be registered as a
Plan Taker forthis RFP opportunity,which will enable the Proponent to download the Request for Proposal
document, download Addendums, receive email notifications pertaining to this RFP and to submit their
proposal electronically through the Bidding System.
Proponents are cautioned that the timing of their Proposal Submission is based on when the proposal is
RECEIVED by the Bidding System, not when a proposal is submitted, as proposal transmission can be
delayed due to file transfer size, transmission speed, etc.
For the above reasons, it is recommended that sufficient time to complete your proposal submission and
attachment(s) (if applicable) and to resolve any issues that may arise. The closing time and date shall be
determined by the Bidding System's web clock.
4
33
w Attachment 1
REQUEST FOR PROPOSAL NO. 2020-P30
SUPPLY, DELIVERY AND MAINTENANCE OF DEFIBRILLATORS
Proponents should contact bids&tenders'" support listed below, at least twenty-four (24) hours prior to
the closing time and date, if they encounter any problems. The Bidding System will send a confirmation
email to the Proponent advising that their proposal was submitted successfully. If you do not receive a
confirmation email, contact bids&tenders'"support at support@ bidsandtenders.ca.
Late Proposals are not permitted by the Bidding System.
To ensure receipt of the latest information and updates via email regarding this RFP, or if a Proponent has
obtained this RFP document from a third party, the onus is on the Proponent to create a Bidding System
Vendor account and register as a Plan Taker for the RFP opportunity.
Proponents may edit or withdraw their proposal submission prior to the closing time and date. However,
the Proponent is solely responsible to ensure the re-submitted proposal is received by the Bidding System
no later than the stated closing time and date.
The onus unequivocally remains with the Proponent to ensure that the proposal is submitted electronically
prior to the deadline and in accordance with the submission instructions.
The County, its elected officials, employees and agents shall not be responsible for any liabilities, costs,
expenses, loss or damage incurred, sustained or suffered by any Proponent, prior or subsequent to, or by
reason of the acceptance, or non-acceptance by the County of any proposal, or by reason of any delay in
the acceptance of any proposal.
1.3 Designated Official
For the purpose of this contract Mike Hoogstra, Purchasing Coordinator for the County is the "Designated
Official' and shall perform the following functions: releasing and receiving electronic proposals, checking
of electronic submissions; answering questions from perspective proponents, considering extensions of
time, reviewing electronic proposals, ruling on those not complete or not meeting the requirements and
coordinating the evaluation of the electronic proposals.
1.4 Questions/Inquiries
All inquiries regarding this RFP shall be directed through the Bidding System online by clicking on the
"Submit a Question" button for this bid opportunity. Questions submitted through the bidding system
are directed to the Designated Official.
The deadline for submitting questions is July 15, 2020 at 4:00 p.m.
If during the period prior to submission of proposals, the County determines, in its sole and unfettered
discretion, that part of the RFP requires formal amendment or clarification, written addenda to this RFP
will be distributed to all registered Proponents.
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No clarification requests will be accepted by telephone. Responses to clarification requests will be
provided to all interested parties. Inquiries must not be directed to other County employees or elected
officials. Directing inquiries to other than the Designated Official may result in your submission being
rejected.
1.5 Addenda
The County, may at its discretion, amend or supplement the RFP documents by addendum at any time
prior to the closing date. Changes to the RFP documents shall be made by addendum only. Such
changes made by addendum shall be supplementary to and form an integral part of the RFP documents
and should be allowed for in arriving at the total cost.
Proponents shall acknowledge receipt of any addenda through the Bidding System by checking a box for
each addendum and any applicable attachment.
It is the responsibility of the Proponent to have received all Addenda that are issued. Proponents should
check online at https://elgincounty.bidsandtenders.ca/Module/Tenders/en prior to submitting their
proposal and up until the RFP closing time and date in the event additional addenda are issued.
If a Proponent submits their proposal prior to the RFP closing time and date and an addendum has been
issued, the Bidding System shall WITHDRAW the proposal submission and the bid status will change to an
INCOMPLETE STATUS and Withdraw the proposal. The Proponent can view this status change in the "MY
BIDS" section of the Bidding System.
The Proponent is solely responsible to:
• make any required adjustments to their proposal; and
• acknowledge the addenda; and
• Ensure the re-submitted proposal is RECEIVED by the Bidding System no later than the stated RFP
closing time and date.
1.6 RFP Schedule
The RFP process will be governed according to the following schedule. Although every attempt will be
made to meet all dates,the County reserves the right to modify or alter any or all dates at its sole
discretion by notifying all Proponents in writing at the address indicated in the completed RFP submitted
to the County.
Issue RFP: June 26, 2020
Last Date for Questions: July 15, 2020 @ 4:00 pm
RFP Close: July 22, 2020 @ 3:00:00 pm
Demonstrations: July 30 or August 5*
Award of Contract: September 8, 2020*
Deployment of Equipment: November 2020*
*Dates noted above are an approximation only and are subject to change.
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1.7 Proponent Communications
Each Proponent is solely responsible to ensure that all contact information for the Proponent is accurate
and updated at all times during the RFP process. Proponents may update or revise their contact
information in their Bidding System Vendor account. All correspondence from the County to a
Proponent will be issued through the Bidding System.
1.8 Proponent Investigations
Each Proponent is solely responsible, at its own cost and expense, to carry out its own independent
research, due diligence or to perform any other investigations, including seeking independent advice,
considered necessary by the Proponent to satisfy itself as to all existing conditions affecting the Proposal
for this RFP.The Proponents' obligations set out in this RFP apply irrespective of any background
information provided by the County or information contained in the RFP Documents or in responses to
questions.
The County does not represent or warrant the accuracy or completeness of any information set out in
the RFP Documents or made available to Proponents.The Proponents shall make such independent
assessments as they consider necessary to verify and confirm the accuracy and completeness of all such
information as any use of or reliance by Proponents an any and all such information shall be at the
Proponent's sole risk and without recourse against the County.
1.9 Notice of No Response
If you are unable, or do not wish to provide a proposal, please complete a notice of no response form in
the bidding system. It is important to the County to receive a reply from all Proponents.
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SECTION 2.0 - TERMS OF REFERENCE
2.1 Introduction
The purpose of this Request for Proposal (RFP) is to obtain proposals to supply and deliver 16 Cardiac
Monitor Defibrillators for the EMS fleet. The County will also be requesting provisional pricing for some
consumable supplies and maintenance services for a five (5)year term.
Only those Proponents who currently have certified Defibrillators approved by Health Canada may
respond to this RFP.
2.2 Requirements
The Supply, Delivery and Maintenance of Cardiac Monitor Defibrillators shall include the following:
a) 16 battery-powered portable monitor/defibrillators, featuring adult/pediatric multi-lead ECG
monitoring (including 12 lead capability), advisory Biphasic AED and manual defibrillation,
cardioversion, external pacing, real-time and recorded CPR feedback, capnometry and pulse
oximetry, elective event marking, continuous paper recorder and electronic data
collection/transfer/transmission capabilities both WIFI and digital cloud, and outline the
compatibility of various stretcher mounts with Stryker Power Pro Stretchers (12) and Ferno X
Stretchers (2). Please indicate the pricing for mounts as a separate item in the "Additional
Pricing" section;
b) At a minimum 4 Each, "smart"type, extended capacity Lithium-Ion, NiCcl, sealed Lead Acid or
better, batteries(with energy level indicators) per defibrillator plus 4 spares (total of 68). Explain
how the number of batteries you are including in this proposal will ensure a seamless operation
during a twelve (12) hour shift and continuous uninterrupted operations of a paramedic service
in which calls for service exceed 9,000 every year on a 24 hour, 7 days a week basis.
c) Sixteen (16) battery charging/conditioning units capable of processing two (2) batteries per
device simultaneously, located in 7 locations;
d) 6 each, defibrillation/cardioversion/pacing simulators capable of 4 lead, 12 lead and receiving
shocks;
e) 1 each, reusable 4-lead ECG monitoring cables per defibrillator, plus an additional 10 spare
cables(26 in total);
f) 1 each, reusable 12-lead ECG monitoring cables per defibrillator, plus an additional 6 spare
cables(22 in total);
NOTE: Items e) and f) may be combined in a single multi-function cable.
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g) 1 each, reusable pulse oximetry cables with reusable adult and pediatric sensors per
defibrillator, plus an additional 12 spare cables (6 adult and 6 pediatric) (28 in total), inclusive of
both trunk and sensor portions(if applicable);
h) 1 each, capnometry module. A detailed description of the capabilities of the capnometry
module including whether the module is capable to capturing ETCO2 levels in both intubated
and non-intubated patients. At a minimum the device must be able to measure ET tube
confirmation and monitoring in accordance to the ILCOR guidelines. Please detail any
information on the quantity of consumable supplies being provided;
i) 1 each, non-invasive blood pressure module for measurement for adult and pediatric patients.
Please describe the sizes of blood pressure cuff that are available for the device and how many
of each size will be included, the blood pressure cuff system should be compatible with our
existing manual sphygmomanometer or include such a compatible sphygmomanometer which
is compatible with the by cuffs outlined in this item (currently use Welch-Allyn Flexiport re-
usable).
j) Defibrillator Operator's Manual (10 in total);
k) 1 each, ruggedized defibrillator/monitor/accessory carrying case per defibrillator plus 4 spares
(20 in total);
1) 5-year comprehensive parts and labour warranty on the monitor/defibrillator must be included
(note,first year to be included with defibrillator cost,4 additional years to be priced separately);
m) 1-year warranty on simulators, battery charging/conditioning units, cables, probes and sensors
must be included;
n) a vendor supplied preventative maintenance service and repair program including
recommended schedules and itemized requirements;
o) Replacement or loaner units provided within 24 hours if return to factory is required for repairs
must be included. In the event of a replacement unit required, the same model, complete with
all accessories including Elgin software set-up and programming must be supplied within 24
hours of notification of malfunction/repairs required for the defibrillator;
p) Operations software upgrades at no charge throughout the ownership by the County;
q) Instructor device operator training on-site for initial training of all paramedic staff with
additional ("Train the Trainer") on-site in Elgin County must be included;
r) Trade-in value for 13 each, LifePak 15,V2 Monitor/Defibrillators, chargers, batteries and
associated accessories;
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s) Software that will interact with the monitor/defibrillators, download,view, and review data
including copies of the ECG or cardiac arrest event. Outline the capabilities of the software and
how many licenses that will be included and the cost of extra licenses for purchase at a later
date.
t) Describe any additional features/options/devices/value adds(if any) provided at no charge at
the contractor's option. For example, percentage savings for purchases during the contract
term or no charge extended warranty, etc.;
u) Provide pricing for 100 sets of defibrillator pads annually for the 5-year life of the contract in the
"Additional Pricing" section;
2.3 Minimum Standards for Defibrillators
2.3.1 Normative References and Definitions
Where applicable, all normative references and technical definitions used in this specification will be
considered to be reflected in the ANSI/AAMI DF80:2003 standard as developed by the Association for the
Advancement of Medical Instrumentation and as approved on the 29' day of April, 1996 by the
American National Standards Institute.
a) Scope
This specification applies only to external defibrillators which will have the physical and
performance characteristics set out below.
b) Device
For the purposes of this specification, a "device" will be defined as being a combination Advisory
SAED/manual external defibrillator/monitor.
c) Biomedical Engineering Department
Biomedical Engineering Services will be provided by the vendor and shall be defined as the
agency responsible for the preventative maintenance and servicing of the defibrillators for the
County.
2.3.2 Defibrillator Device Requirements
The device shall meet all of the following requirements:
a) Device
The device is a battery-powered, portable external defibrillator with integrated paper event
documentation and electronic medical event documentation.
The monitor/defibrillator shall provide paddle free defibrillation, cardioversion and pacing via a
multi-use cable.
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The device shall have the appropriate Canadian Standards Association (CSA-C22.2) or IEC 601.2.4-
M90 approval.
The device shall have the appropriate United States Food and Drug Administration and Health
Canada's Medical Device License for use in a clinical application, and be registered/approved for
sale in Canada, including WiFi and digital cloud data transfer capabilities, prior to product delivery
and acceptance by The County.
The monitor/defibrillator shall meet all current guidelines and standards as outlined by the Heart
&Stroke Foundation. Please outline if the device is upgradable to reflect future changes in the
guidelines.
Any issues known to the vendor through the use of the device that have or may have had an
impact on patient care should be listed in the proposal. Explain how the issues have or are being
addressed and how such issues are being mitigated.
b) Labelling
Each device, battery charger and defibrillation electrode will have all labelling as set out in
Subsection 3.1 of the ANSI/AAMI DF80:2003 standard noted above.
c) Operating Instructions
The County will be supplied with 10 copies of the full operating instructions for the device. The
operating instructions will comply with the ANSI/AAMI DF80:2003 standard noted above.
d) Operating Conditions
In addition to meeting all of the conditions set out in the ANSI/AAMI DF80:2003 standard,the
vendor must warrant the device for use in the operating temperature range of minus five (-5)
degrees Celsius and plus forty(+40) degrees Celsius.
e) Energy Range
In addition to meeting all of the conditions set out in the ANSI/AAMI DF80:2003 standard, a
maximum of 360 joules of energy will be delivered with each discharge by the device.
Energy settings will be user programmable across the full range of pediatric and adult energy
levels. The device will be capable of complying with the recommended energy setting standards
of the American Heart Association.
f) Energy Accuracy
The device will meet all of the conditions set out in the ANSI/AAMI DF80:2003 standard.
g) Pulse Shape and Duration
In addition to meeting all of the conditions set out in the ANSI/AAMI DF80:2003 standard, the
unit will utilize a biphasic waveform technology.
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h) Charge Time
The device will meet all of the conditions set out in the ANSI/AAMI DF80:2003 standard.
i) Batteries
Batteries shall be "smart" type, extended capacity Lithium-Ion, NiCcl, sealed Lead Acid or better,
and feature energy level indicators("fuel gauge"). In addition to all of the conditions set out in the
ANSI/AAMI DF80 (2003) specifications: After fully charging the battery, the EQUIPMENT is stored
while switched off for 168 h (7 days) at a temperature of 20 °C±5 °C and at a relative humidity of
65%± 10%.The EQUIPMENT is then charged and discharged with the maximum DELIVERED
ENERGY of the EQUIPMENT, 14 times into a 50 Q load at the rate of one charge-discharge per
minute.The charging time for the 15th charge shall not exceedl5s.
The manufacturer must specify the "acceptable%capacity" for a new battery as well as the
recommended "discard %capacity" for a weak battery, referenced with a CADEX Battery
Analyzer. A statement of"normal' operating capacity for a new full charged battery, i.e.,
number of shocks, duration of continuous monitoring, oximetry and capnometry per charge,
must also be provided. The vendor must further accept defective batteries for appropriate
recycling at their cost.
Each monitor/defibrillator will be supplied with a minimum of three (3) "smart type" lithium ion
(or approved substitute) batteries. Describe if the device is able to run on AC power, and if so
outline if the batteries can be simultaneously charged. If the device does not have an AC power
or the batteries are not able to be charged while the device is plugged into an AC power source,
as a part of the RFP offer please outline a solution of how the County can meet operational
demand of having enough battery power to ensure the device does not fail while deployed in the
field.
j) Energy Loss Rate
The device will meet all of the conditions set out in the ANSI/AAMI DF80:2003 standard.
k) Automatic Disarming
The device will meet all of the conditions set out in the ANSI/AAMI DF80:2003 standard.
1) Controls and Indicators
The device will meet all of the conditions set out in the ANSI/AAMI DF80:2003 standard.
The device will further be equipped with a real time clock which is capable of being adjusted by
the operator.
m) Energy Level Indicator
The device will meet all of the conditions set out in the ANSI/AAMI DF2-1996 standard.
n) Charge Indicator
The device will meet all of the conditions set out in the ANSI/AAMI DF80:2003 standard.
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o) Low Battery Charge Indicator
The device will meet all of the conditions set out in the ANSI/AAMI DF80:2003 standard.
p) Disarm
The device will meet all of the conditions set out in the ANSI/AAMI DF80:200 standard.
cl) Defibrillator Protection, Recovery, Energy Shunting and Operator Safety
The device will meet all of the conditions set out in the ANSI/AAMI DF80:200 standard.
r) Event Documentation
The device will meet all of the conditions set out in Subsection 3.3.20 of the ANSI/AAMI DF80:200
standard. In addition, an elective event marker for user referencing of events shall be provided
by the device.
In the event of equipment-related failure,an error message or code must appear on the unit's
display and any real time recordings or event documentation,to ensure the operator or
reviewer is aware that equipment failure has occurred.
s) Electromagnetic Compatibility
The device will meet all of the conditions set out in the ANSI/AAMI DF80:200 standard.
t) Self-adhesive Electrodes for Monitoring and Defibrillation
The self-adhesive monitoring and defibrillation electrodes intended for use with the device will
meet all of the conditions set out in the ANSI/AAMI DF80:2003 standard.
The self-adhesive electrodes intended for monitoring only will meet all of the conditions set out
in Subsection 3.3.19 of the ANSI/AAMI DF80:2003 standard.
Each self-adhesive monitor/defibrillation electrode intended for use with the device will provide a
minimum of 80 cmZ of active patient/gel contact area.
The self-adhesive monitor/defibrillation electrodes intended for use with the device will exhibit
zero (0)gel migration within or on the electrode.
u) Cables
In addition to meeting all of the conditions set out in ANSI/AAMI DF80:2003 standard, the cables
will be fully shielded. Cables of single unit(one piece) construction are preferred.
v) Monitoring Characteristics
The monitor/defibrillator will have a high-resolution visual display that will enable the user see a
clear representation of the ECG in all lighting conditions.The monitor/defibrillator should be
capable of switching display colours/resolution to allow viewing in all lighting conditions. In
addition, the visual display will permit easy visualization for printed warnings, prompts and
messages being displayed, and be resistant to impact damage. The monitor/defibrillator shall be
capable of displaying 12 lead ECG. Please describe how the monitor will display and how many
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different waveforms may be displayed on the screen.The device must show heart rate on screen,
with a range of 0-300 BPM.
Excellent quality CPR can improve patient outcome. Describe all features that the device has to
aid the paramedics in improving CPR during an event or/and through post-event performance
review.
w) Paper Recording
Each device must be capable of providing continuous paper recordings of a patient's ECG and
other medical event documentation as required by this specification. The recorder must be
capable of producing real time recordings (no data compression) in a diagnostic bandwidth and
display 12 lead ECG readout in standard 3-line format.
x) Feature Selection/Lockout
The device shall allow the lockout of manual defibrillation, pacing and cardioversion when the
Advisory SAED mode is selected.
y) Carrying Care
Each device will be provided with a protective carrying case capable of carrying the device,
separate storage sections for a multi-function or 3 and 12 lead ECG cables, Sp02 cable, CO2 cable,
an adult and pediatric NIBP cuff and hose, two sets of defibrillator electrodes,three sets of
monitoring electrodes, one spare battery, one washcloth and razor, and one spare roll of
recording paper.
The carrying case shall be of such a design that the contents of the carrying case will not spill from
the case during normal use. The case shall be of a design and constructed of a material that will
permit machine washing of the carrying case. The carrying case shall be capable of meeting the
U.S. O.H.S.A. standard for the cleaning of blood and body fluids.
z) Weight
Weight of the device is a significant ergonomic factor for users. Please list the weight of each
device including carrying case, main and spare battery, and other accessories as described in
Section 2.25.
aa) Rhythm Simulators
The vendor will supply 5 rhythm simulators capable of testing defibrillation, cardioversion,
transcutaneous pacing, 12 lead and 4 lead monitoring using various standard cardiac arrhythmias
including simulated STEMI rhythms.
bb) Integration
Proponents are asked to demonstrate that their proposed hardware is fully integrated with the
iMedic Tablet PCR software suite, by providing information to substantiate the existence of the
following features. If applicable, Proponents are also asked to provide details regarding areas
where their hardware may NOT be fully compatible with the iMedic Tablet PCR software suite,
and illustrate how such full integration could be achieved.
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i. Easy configuration such that the software recognizes the existence of the hardware.
ii. Connectivity between the potential vendor's hardware and Panasonic Toughbook Model CF-
29, CF-30, CF-31,Toughpad FZ-G1 Laptop computers by ALL of the following methods:
a. Bluetooth 4.0; and,
b. Hardwire from the hardware to USB port on laptop; and;
C. 802.11 ac Wireless network connection.
d. Secure digital cloud capacity for uploading and retrieval of digital eper data
iii. Seamless transfer of all vital signs data to the appropriate location in the software.
iv. Vital signs to be recorded for each critical event (see below for definition of critical event).
v. Seamless transfer of all critical events data relating to the operation of the hardware. Critical
events are defined as:
a. Power turned on.
b. Any electrical therapy including:
i. Pacing
ii. Synchronized cardioversion
iii. Un-synchronized cardioversion
C. Acquisition of 12-lead ECG.
d. Printing of any ECG data.
e. Any alarm based on patient parameters.
f. Any use of manual code markers.
g. Power turned off.
h. Any acquisition of vital signs whether manual or automatic.
i. Any other event not included in this list that the manufacturer of the hardware
defines as critical to the operation of the hardware.
vi. Ability to embed and display this data into the report that is generated in digital or paper
form and transmitted by facsimile or other digital solution to pre-determined destinations.
vii. Ability of the hardware to transmit critical event data to the iMedic Tablet PCR software such
that the data is recorded and displayed as a procedure in the iMedic Report with the date and
time stamp of the procedure.
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SECTION 3.0 - PROPOSAL REQUIREMENTS
3.1 Proposal Submissions
ELECTRONIC PROPOSAL SUBMISSIONS ONLY, shall be received by the Bidding System. The Proposal
Submission shall comprise of two (2) separate proposal submission files as detailed in section 3.2
Hardcopy submissions not permitted.
This RFP is a two-stage submission and requires that pricing be included separately as Part 2. Any
submissions which contain pricing information in the Technical Proposal (Part 1) will be rendered
informal and will be disqualified. All information related to pricing must be submitted in Part 2 only.
Failure to include the submission requirements may result in your proposal being disqualified.
3.2 Proposal Submission Requirements—Technical Proposal (Part 1)
Proponents shall upload a PDF Proposal Submission to the Bidding System.
The submission should include all of the information listed in this Technical Proposal Requirements
section.
Each response to a request should clearly identify the section of this RFP to which it is responding(by
number and heading).The Proponent should provide information of sufficient scope and depth to
demonstrate the ability of the Proponent to deliver the equipment and services described in this RFP.
Information submitted is subject to verification,and further pertinent information may be obtained
from references.
3.2.1 Experience and Qualifications
Each Proponent should provide the following in its proposal:
a) a company profile and must identify the individual who will be the primary contact for all
communications including name,title, company name, mailing address, email address and office
telephone number;
b) its knowledge, skills and expertise in the providing agencies Defibrillators;
c) a description of how the proponent will provide the Deliverables, which should include a work
plan and incorporate an organizational chart indicating how the proponent intends to structure
its working relationship with the County.
3.2.2 Requirements/Specifications Compliance
Each Proponent shall provide information and data to describe how their proposed defibrillator best meets
the requirements listed in section 2 of this RFP document.
Provide Proof of certification from Health Canada.
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3.2.3 Maintenance/Warranty
The Proponent shall provide details on customer service including regular on-site annual preventative
maintenance and warranty repairs/replacements.
3.2.4 Training Certification
The Proponent shall provide all required training and certification. Include the training and certification
details in your proposal submission.
3.2.5 References
The Proponent shall include a list of Ontario municipalities, including number of units, that they have
provided their defibrillator to in the last two years.
3.3 Financial Submission Requirements—Financial Proposal (Part 2)
Proponents are required to complete the electronic Pricing Forms in the Bidding System.
Prices must be provided in Canadian funds, inclusive of all applicable duties and taxes except for HST.
Prices quoted by the proponent must be all-inclusive and must include all labour and material costs, all
travel and transportation costs, all insurance costs, all costs of delivery, all costs of installation, set-up,
and training, including any pre-delivery inspection charges, and all other overhead, including any fees or
other charges required bylaw.
Trade-in value for the current defibrillators MUST be shown as a negative number in the online bidding
system in order for the mathematical calculation to show correctly.
The proposal must clearly state which services are not included in your financial pricing submission.
Part 2 will only be unsealed if Technical Proposal (Part 1) scores a minimum of 37.5 points out of a
possible 50 points by the evaluation team.
3.4 Evaluation Methodology
This is a multi-stage evaluation process that considers both the qualifications of the Proponent and price.
The phases of this evaluation are as follows:
Phase I: Technical Proposal
Phase I of this RFP requires that vendors respond to the Technical Proposal Requirements
listed in section 3.2.
During this phase of the evaluation process, submissions will be reviewed and evaluated
by an evaluation committee through a consensus method based on the evaluation criteria
set out in section 3.5.
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The disclosure of the allocated weightings for each category/criteria is provided to assist
Proponents in preparing a submission that best meets the requirements of the County.
Only submissions which score a minimum of 37.5 points out of a possible 50 points (75%)
in Phase I will have met the established threshold and pass to Phase II and will be given
further consideration for award.
Phase II: Financial Proposal
Only those Proponents who have met the established threshold will enter into Phase 11. If
the Proponent does not meet the minimum criteria,they will not be considered for
Phase II or any subsequent award. Pricing will be unsealed and will be calculated
according to the example in section 3.6.
Phase III: Demonstration
Invited Proponents will be required to demonstrate the functionality of their monitor-
defibrillator hardware.
The demonstration will be scored by representatives of Elgin-St.Thomas EMS with
assistance from the purchasing department. Evaluators will provide feedback on but not
limited to the overall ease of use, ergonomics/design features, weight, size, ease of
transferring data, speed of transferring data, design features that are favored by the
paramedic, design features that contribute to patient safety/outcome, design features
that may adversely affect patient safety/outcome, longevity of battery, quality of the
screen display while on-scene in different lighting conditions, information available on-
screen, clarity of the ECG print out/tracing, use of cables and the function &quality of the
case/shell &straps provided with the device.
Each proposal will be evaluated on its clarity and the demonstrated understanding of the requirements,
the training proposed and timeframes, as well as the proponent's experience and the anticipated benefit
to Elgin-St.Thomas EMS. A short list of firms may be created for purposes of a demonstration, should
this be required. Proponents may be contacted to explain or clarify their proposals; however, they will
not be permitted to alter information as submitted.
An Evaluation Committee will be established from members of Elgin-St.Thomas EMS, the County
Purchasing Coordinator and any others as deemed necessary.
Proposals will be evaluated on the basis of all information provided by the Proponent. Each proposal will
be reviewed to determine if the proposal is responsive to the submission requirements outlined in the
RFP. Failure to comply with these requirements may deem the proposal non-responsive.
Selection of a proposal will be based on (but not solely limited to)the following criteria and any other
relevant information provided by the Proponent at the time of submission as well as any additional
information provided during subsequent meetings with the Proponent.
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In recognition of the importance of the procedure by which a Proponent may be selected,the following
criterion outlines the primary considerations to be used in the evaluation and consequent awarding of
this project(not in any order). The County reserves the right to evaluate and rank each submission using
criterion noted. Actual scores will be confidential.
The County reserves the right to request confidential references for any of the proponent's projects
listed, as well as any of the proponent's other projects, and factor the ratings from all references,
whether completed or in progress.
3.5 Evaluation Criteria
Submissions will be evaluated by an evaluation committee based on the following categories.The
disclosure of the allocated weightings for each category is provided to assist in preparing a proposal that
best meets the requirements of the County.
By responding to this RFP, Proponents agree to accept the decision of the evaluation committee as
final.
Categories and Weightings:
Maximum
Evaluation Criteria Weight
Points
RIHASE 3 "f"Iw,ClHNICAL PROPOSAL 50 POINTS
1. Experience and Qualifications 7.5 Points
2. Requirements and Specifications Compliance 25 Points
3.Training 7.5 Points
4. Maintenance,Warranty and on-site service 10 Points
Must score 37.5 out of 50 points(75%) to move to Phase 2
RIHASE 2--FINANCIAL CIIIAL PROPOSAL 25 POINTS
4. Pricing/Total Overall Cost/Trade-In Values 25 points
PlFIASE ,3°--I Iw,IIi IO ST A'f"IIIO S 25 POINTS
5. Defibrillator Demonstrations 25 points
TOTAL CLIMULA'TII E POINTS 3.00 POINTS
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SUPPLY, DELIVERY AND MAINTENANCE OF DEFIBRILLATORS
3.6 Ratings
For consistency,the following table describes the characteristics attributable to particular scores between
0-10.
0 Unacceptable Did not submit information
1-2 Very Very poor to unsatisfactory
Unsatisfactory
3 Unsatisfactory Minimally addresses some, but not all of the requirement of the criteria.
Lacking in critical areas
4 Somewhat Addresses most of the requirements of the criteria to the minimum
Unsatisfactory acceptable level. Lacking in critical areas.
Somewhat Addresses most, but not all, of the requirements of the criteria to the
5 Satisfactory minimum acceptable level. May be lacking in some areas that are not
critical.
6 Satisfactory
Adequately meets most of the requirements of the criteria. May be
lacking in some areas that are not critical.
7 Good Meets all requirements of the criteria.
8 Very Good Somewhat exceeds the requirements of the criteria.
9 Excellent Exceeds the requirements of the criteria in ways that are beneficial.
10 Outstanding Proposal exceeds the requirements of the criteria in superlative ways/
very desirable.
The firms achieving the minimum score identified will be shortlisted and Phase 2 of the evaluation will be
unsealed for consideration.
The lowest cost proposed shall be awarded the full amount of points available for the fee portion of the
evaluation. All higher proposals shall be awarded points, rounded to the closest full point for the cost
portion of the evaluation by the following:
Lowest Cost_Proposed Cost x Maximum Points=Total Cost Points.
It should be emphasized that pricing/cost is only one of the factors being considered in determining the
successful Proponent.
In submitting a proposal,the Proponent acknowledges the County's right to accept other than the lowest
priced proposal and expressly waives all rights for damages or redress as may exist in common law
stemming from the County's decision to accept a proposal which is not the lowest price proposal, if it is
deemed to be in the County's best interest to do so.
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All qualified proposal submissions will be reviewed and evaluated. Additional information may be
requested if necessary.
Only the proposal response and Curricula Vitae requested will be evaluated. Proponents must include all
relevant information in the required page limit restriction identified in section 3.2.
3.7 Demonstration
The County will have the three highest scoring Proponents attend a demonstration to present the
evaluation team with additional insight into the Proponent's ability to meet the requirements as
requested in the RFP.The County reserves the right to request demonstrations for more or fewer than
three Proponents based on the scoring results.
The demonstrations would be conducted by the Proponent to the representatives of the Evaluation
Committee at the County Administration Building,Training Room, 450 Sunset Drive, St.Thomas, Ontario.
Due to Covid-19,the demonstrations may be conducted via video conference. Additional information
will be made available when the demonstrations are scheduled.
Demonstrations shall follow this general format:
➢ Introduction of Proponents Project Team (5 minutes)
➢ Proponent Demonstration of the Defibrillator(40 minutes)
➢ Questions from Evaluation Committee (10 minutes)
➢ Questions from Proponents(5 minutes)
The Proponents will be notified of the final format and exact date and time for demonstrations in
advance.
For the demonstration portion of the evaluation,the County will be using the rating criteria shown below
and will evaluate each short-listed Proponent only.
Interview Criteria and Weighting(Third Phase if required):
Criteria Category Weighted Points
Demonstration 25
The score from the proposal evaluations, pricing and the demonstration will be combined to determine
an overall total score as noted in section 3.5.
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SECTION 4.0 - GENERAL CONDITIONS
4.1 Rights of the County
The County is not liable for any costs incurred by the Proponent in the preparation of their response to
the RFP or selection interviews, if required. Furthermore,the County shall not be responsible for any
liabilities, costs, expenses, loss or damage incurred, sustained or suffered by any Proponent, prior or
subsequent to, or by reason of the acceptance, or non-acceptance by the County of any proposal or by
reason of any delay in the award of the contract.
The County reserves the right to accept any proposal, in whole or in part, that it feels most fully meets
the selection criteria.Therefore,the lowest cost proposal, or any proposal may not necessarily be
accepted. County staff shall evaluate all compliant proposals received by the closing time and make
evaluations and recommendations for acceptance.
The County reserves the right to request specific requirements not adequately covered in their initial
submission and clarify information contained in the Request for Proposal.
The County reserves the right to modify any and all requirements stated in the Request for Proposal at
any time prior to the possible awarding of the contract.
The County reserves the right to cancel this Request for Proposal at any time, without penalty or cost to
the County. This Request for Proposal should not be considered a commitment by the County to enter
into any contract.
The County reserves the right to enter into negotiations with the selected Proponent. If these
negotiations are not successfully concluded, the County reserves the right to begin negotiations with the
next selected Proponent.
Proposals shall remain open and subject to acceptance for a period of ninety(90) days from closing date.
In the event of any disagreement between the County and the Proponent regarding the interpretation of
the provisions of the Request for Proposal, the Director of Financial Services or an individual acting in
that capacity of the County, shall make the final determination as to interpretation.
No proposal shall be accepted from any person or Proponent who, has a claim or has instituted a legal
proceeding against the County or against whom the County has a claim or has instituted a legal
proceeding, without the prior approval of County Council.This applies whether the legal proceeding is
related or unrelated to the subject matter of this RFP.
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4.2 Conflict of Interest
The Proponent declares that no person,firm or corporation with whom or which the Proponent has an
interest, has any interest in this RFP or in the proposed contract for which this proposal is made.
The Proponent further declares that no member of the Council of the County and no officer or employee
of the County will become interested directly or indirectly as a contracting party, partner, shareholder,
surety, or otherwise in or in the performance of the Contract or in the supplies, work or business to
which it relates, or in any portion of the profits thereof, or in any of the money to be derived there from.
Should the Proponent feel that a conflict of interest or potential conflict of interest exists; the Proponent
must disclose this information to the County prior to the submission of a proposal. The County may, at
its discretion, delay any evaluation or award until the matter is resolved to the County's satisfaction.The
County may allow a conflict of interest or potential conflict of interest to exist if it is satisfied that there
are adequate safeguards in place and if the County determines that it is in its best interests to do so.
The County reserves the right to disqualify a proposal where the County believes a conflict of interest or
potential conflict of interest exists.
4.3 Modified Proposals
In the event that a preferred proposal does not entirely meet the requirements of the County, the
County reserves the right to enter into negotiations with the selected Proponent, to arrive at a mutually
satisfactory arrangement and to make any modifications to the proposal as are in the best interests of
the County.
4.4 Disqualification of Proponents
More than one Proposal from an individual firm, partnership, corporation or association under the same
or different names will not be considered. A Proponent shall not discuss or communicate, directly or
indirectly with any other Proponent, any information whatsoever regarding the preparation of its own
Proposal or the Proposal of the other Proponent. Proponents shall prepare and submit Proposals
independently and without any connection, knowledge, comparison of information or arrangement,
direct or indirect with any other Proponent. Collusion between Proponents will be sufficient for rejection
of any Proposals so affected.
4.5 Confidentiality
The proposal must not be restricted by any statement, covering letter or alteration by the Proponent in
respect of confidential or proprietary information.The County will treat all proposals as confidential. The
County will comply with the Municipal Freedom of Information and Protection of Privacy Act, and its
retention by-law pursuant to the Municipal Act, in respect of all proposals. All Public Reports approved
by the Council of the County will become public information.
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4.6 Proposal Assignments
The successful Proponent will not be permitted to assign or transfer any portion of the proposal as
submitted or the subsequent agreement without prior written approval from the County.
4.7 Procurement Policy
Submissions will be solicited, received, evaluated, accepted and processed in accordance with the
County's Procurement Policy as amended from time to time. In submitting a proposal in response to this
RFP,the Proponent agrees and acknowledges that it has read and will be bound by the terms and
conditions of the County's Procurement Policy. The Policy can be viewed on the County's website,
www.elgincounty.ca
4.8 Failure to Perform
Failure to comply with all terms and conditions of this proposal, and failure to supply all documentation,
as required herein, shall be just cause for cancellation of the award. The County shall then have the right
to award this contract to any other Proponent or to re-issue this RFP.
4.9 Award and Agreement
The Proponent that fully meets the requirements and scores the highest based on the evaluation criteria,
will be recommended for award. Once the award is made and approved by the County or County
Council, the report recommending such award including the total cost of the awarded project shall be a
matter of public record, unless otherwise determined by Council.
A written agreement, prepared by the County shall be executed by the County and the successful
Proponent.The complete proposal package submitted by the successful proponent,together with the
entire Request for Proposal documents prepared by the County of Elgin, shall form part of the
Agreement (see attached sample of agreement in Appendix A).
4.10 Insurance Requirements
The agreement resulting from this RFP will contain at a minimum the following insurance requirements:
a) Comprehensive general liability insurance including bodily injury,facility damage liability,
personal injury liability, completed operations liability, blanket contractual liability, non-owned
automobile and shall contain a severability of interest and cross liability clause to a limit of no less
than five million ($5,000,000) dollars in respect to any one occurrence. The above-mentioned
policy shall be endorsed to include the County of Elgin as an Additional Insured.
b) Standard OAP 1 Automobile liability policy.
c) The aforementioned policies of insurance shall contain or shall be subject to the following terms
and conditions:
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➢ be written with an insurer licensed to do business in Ontario;
➢ be non-contributing with, and will apply only as primary and not excess to any other
insurance or self-insurance available to Elgin County;
➢ contain an undertaking by the insurer to notify the County in writing not less than sixty(60)
days before any material change in risk or cancellation of coverage.
➢ any deductible amounts shall be borne by the Proponent.
➢ Prior to the execution of the Agreement and within fifteen (15) business days of the
placement, renewal, amendment, or extension of all or any part of the insurance,the
Proponent shall promptly provide Elgin County with confirmation of coverage insurance and,
if required, a certified true copy(s) of the policy(s) certified by an authorized representative
of the insurer together with copies of any amending endorsements applicable to the
Agreement.
4.11 Indemnification
The successful Proponent shall indemnify and hold harmless the County of Elgin, its officers, County
Council, Employees and volunteers from and against any liabilities, claims, expenses, demands, loss, cost,
damages, suits or proceedings by whomsoever made, directly or indirectly arising directly or indirectly by
reason of a requirements of this agreement save and except for damage caused by the negligence of the
County or their employees.
4.12 Compliance with the Accessibility for Ontario with Disabilities Act 2005
The Proponent shall ensure that all its employees and agents receive training regarding the requirements
as outlined in the Integrated Accessibility Standards Regulation (Ontario Regulation 191/11) as well as
the Ontario Human Rights Code. The Proponent is responsible to ensure that all of its employees,
volunteers and others for which the Proponent is responsible are adequately trained.
In accordance with the Accessibility for Ontarians with Disabilities Act, 20051ntegrated Accessibility
Standards Regulation (Ontario Regulation 191111),the County requires content created for the
municipality that is to be posted on our website to be provided in a format which is compliant with
WCAG 2.0 Level AA requirements. As required under Section 14 of the regulation, any content published
on our website after January 1, 2012 needs to be compliant with the WCAG requirements by the
timelines set out in the Regulation. It is the successful Proponent's responsibility to produce the required
documents in an accessible format
4.13 Disqualification
The County may, in its sole discretion, disqualify a proposal or cancel its decision to make an award under
this RFP, at any time prior to the execution of the Agreement by the county, if,
➢ the Proponent fails to cooperate in any attempt by the County to verify any information provided
by the Proponent in its proposal;
➢ the Proponent contravenes one proposal per Person or Entity;
➢ the Proponent fails to comply with the laws of Ontario or of Canada, as applicable;
➢ the Proposal contains false or misleading information;
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➢ the Proposal, in the opinion of the County, reveals a material conflict of interest;
➢ the Proponent misrepresents any information contained in its proposal.
4.14 Record and Reputation
Without limiting or restricting any other right or privilege of the County and regardless of whether or not
a proposal or a Proponent otherwise satisfies the requirements of this RFP, the County may disqualify
any proposal from any Proponent, where;
➢ In the opinion of the County Solicitor or the Purchasing Coordinator for the County,the
commercial relationship between the Corporation of the County of Elgin and the Proponent has
been impaired by the prior and/or current act(s) or omission(s) of each Proponent, including but
not limited to:
a) Litigation with the County;
b) The failure of the Proponent to pay, in full, all outstanding accounts due to the County by the
Proponent after the County has made demand for payment;
c) The refusal to follow reasonable directions of the County or to cure a default under a
contract with the County as and when required by the County or it's representatives;
d) The Proponent has previously refused to enter into an Agreement with the County after the
Proponent's proposal was accepted by the County;
e) The Proponent has previously refused to perform or to complete performance of contracted
work with the County after the Proponent was awarded the contract;
f) Act(s) or omission(s) of the Proponent has resulted in a claim by the County under a bid
bond, a performance bond, a warranty bond or any other security required to be submitted
by the Proponent on an RFP within the previous five years.
➢ In the opinion of County Council or the Chief Administrative Officer, or their designate,there are
reasonable grounds to believe that it would not be in the best interests of the County to enter
into an Agreement with the Proponent,for reasons including but not limited to the conviction or
finding of liability of or against the Proponent or its officers or directors and any associated
entities under any taxation legislation in Canada, any criminal or civil law relating to fraud,theft,
extortion,threatening, influence peddling and fraudulent misrepresentation,the Environmental
Protection Act or corresponding legislation in other jurisdictions, any law regarding occupational
health or safety or the Securities Act or related legislation.
4.15 Proponent's Costs
The Proponent shall bear all costs and expenses incurred by the Proponent relating to any aspect of its
participation in this RFP process, including all costs and expenses related to the Proponent's involvement
in;
➢ the preparation, presentation and submission of its proposal;
➢ the Proponent's attendance at the Proponent's meeting;
➢ due diligence and information gathering processes;
➢ demonstrations;
➢ preparation of responses to questions or requests for clarification from the County;
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➢ preparation of the Proponent's own questions during the clarification process; and,
➢ agreement discussions.
The County is not liable to pay such costs and expenses or to reimburse or compensate a Proponent
under any circumstances, regardless of the conduct or outcome of the RFP Process, including the
rejection of all proposals or the cancellation of the RFP, and including any negligence of the County in the
conduct of the RFP process.
4.16 Legal Matters and Rights of the County
This RFP is not an offer to enter into either a bidding contract(often referred to as"Contract A") or a
contract to carry out the project (often referred to as"Contract B"). Neither this RFP nor the submission
of a proposal by a Proponent shall create any contractual rights or obligations whatsoever on either the
Proponent or the County.
The County may at its sole discretion change or discontinue this RFP process at any time whatsoever.
The County may in its sole discretion enter into negotiations with any person, whether or not that person
is a Proponent or a Short-Listed Proponent with respect to the work that is the subject of this RFP.
The County may at its sole discretion decline to evaluate any proposal that in the County's opinion is
incomplete, obscure or does not contain sufficient information to carry out a reasonable evaluation.
Without limiting the generality of the RFP, the County may at its sole discretion and at any time during
the RFP process;
➢ reject any or all of the Proposals;
➢ accept any Proposal;
➢ if only one Proposal is received, elect to accept or reject it;
➢ elect not to proceed with the RFP;
➢ alter the timetable,the RFP process or any other aspect of this RFP; and
➢ cancel this RFP and subsequently advertise or call for new Proposals for the subject matter of this
RFP.
In addition to and notwithstanding any other term of this RFP, the County shall not be liable for any
damages resulting from any claim or cause of action, whether based upon an action or claim in contract,
warranty, equity negligence, intended conduct or otherwise, including any action or claim arising from
the acts or omissions, negligent or otherwise of the County and including any claim for direct, indirect or
consequential damages, including but not limited to damages for loss of profit, loss of reputation, injury
to facility and bodily injury that results from the Proponents' participation in the RFP process, including
but not limited to;
➢ the disclosure of a Proponent's confidential information;
➢ the costs of preparation of a Proponents Proposal, whether it is accepted, disqualified or
rejected;
➢ any delays, or any costs associated with such delays, in the RFP process;
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➢ any errors in any information supplied by the County to the Proponents;
➢ the cancellation of the RFP; and
➢ the award of the contract to a Proponent other than the Proponent recommended by the
Proposal Review Committee.
4.17 Human Rights, Harassment and Occupational Health and Safety
The Proponent shall be required to comply with the County's policies regarding Human Rights,
Harassment in the Workplace and Occupational Health and Safety as well as all Provincial and Federal
laws, regulations and guidelines regarding Human Rights, Harassment in the Workplace and
Occupational Health and Safety.
4.18 Clarification
The County may require the Proponent to clarify the contents of its proposal, including by the submission
of supplementary documentation, or seek a Proponent's acknowledgement of the County's
interpretation of the Proponent's proposal. The County is not obliged to seek clarification of any aspect
of a proposal.
4.19 Supplementary Information
The County may, in its sole discretion, request any supplementary information whatsoever from a
Proponent after the submission deadline including information that the Proponent could or should have
submitted in its proposal prior to the submission deadline.The County is not obliged to request
supplementary information from a Proponent.
4.20 Default/Non-Performance
The County will reserve the right to determine "non-performance" or"poor quality" of service and
further reserves the right to cancel any or all of this contract at any time should the Proponent's
performance not meet the terms and conditions of the RFP upon 30 days written notification to the
Proponent.
"Non-performance" shall mean the failure to meet the complete terms and conditions of this Contract
including, but not limited to, the response time. In the event of such cancellation,the County retains the
right to claim damages as a result of such default.
If the County terminates the Contract, it is entitled to:
a) withhold any further payment to the Proponent until the completion of the work and the expiry of
all obligations under the Contract; and
b) recover from the Proponent any loss, damage and expense incurred by the County by reason of the
default (which may be deducted from any monies due or becoming due to the Proponent).
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SUPPLY, DELIVERY AND MAINTENANCE OF DEFIBRILLATORS
APPENDIX A—SAMPLE AGREEMENT
THIS AGREEMENT made in duplicate this day of 2020.
-BETWEEN -
THE CORPORATION OF THE COUNTY OF ELGIN
450 Sunset Drive, St.Thomas, Ontario N5R 5V1
Hereinafter called the "County" (of the first part)
-AND—
<SUPPLIER NAME>
Address
Hereinafter called the "Supplier"(of the second part)
WHEREAS on (date), the County issued Request for Proposal # (insert number) (if applicable and
Addendum#(insert number) dated (date) for(enter the description of work) (the "RFP");
AND WHEREAS on (enter date of Supplier's proposal) the Supplier submitted a proposal in response to
the RFP (the "proposal");
AND WHEREAS the County wishes to enter into an agreement with the Supplier for the services, as more
particularly described in the RFP and the proposal, attached hereto as Schedule "A" and forming part of
this Agreement (the "Services");
NOW THEREFORE THIS AGREEMENT WITNESSETH that in consideration of the premises and other good
and valuable consideration, the sufficiency whereof is acknowledged hereby by the parties, the parties
hereto agree with each other as follows:
1. The Supplier shall provide the Services pursuant to all the terms and specifications set out in
Schedule "A". If there should be any conflict between the provisions of this Agreement and the
provisions of Schedule "A",the provisions of this Agreement shall prevail.
2. The term of this Agreement shall commence
3. If either party, acting reasonably, determines that the other party has failed to perform its
obligations pursuant to this Agreement, then such party may terminate this Agreement upon giving at
least thirty(30) days' written notice to the other party.
4. The Supplier shall indemnify and save harmless the Owner, its elected officials, officers, employees
and agents from and against any and all claims of any nature, actions, causes of action, losses, expenses,
fines, costs(including legal costs), interest, or damages of every nature and kind whatsoever arising out of
the negligence,errors,omissions,fraud or willful misconduct of the Supplier its officers,employees,agents
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SUPPLY, DELIVERY AND MAINTENANCE OF DEFIBRILLATORS
and sub-contractors,or any of them,attributable to or connected with the performance, non-performance
or purported performance of the Supplier obligations pursuant to this Agreement, except to the extent
that same is attributable or caused by the negligence of the Owner, its officers, employees and agents, or
any of them. Further, this indemnity shall survive the expiration or early termination of this Agreement
and continue in full force and effect.
5. This Agreement together with its schedule constitutesthe entire understanding between the parties.
Any change, addition to, or waiver of the terms hereof must be specifically agreed upon, in writing, and
signed by both parties. Failure on the part of either party to insist upon the strict observance of any of the
terms and/or conditions herein shall not operate as a waiver of such party's right to require the future
observance of any such terms or conditions.
6. This Agreement shall not be assigned, in whole or in part, by either party hereto without the prior
written consent of the other party. This Agreement,all its covenants, promises and conditions shall ensure
to the benefit of and be binding upon the parties hereto and their respective permitted successors and
assigns.
7. Either party may terminate this Agreement at any time, without notice, for just cause which shall
include, without limitation, dishonesty, fraud, willful deceit or failure to properly fulfill the obligations
hereunder where such failure is not remedied within ten (10) days after notice of same is given.
8. This Agreement shall be construed and interpreted in accordance with the laws of the Province of
Ontario, Canada.
IN WITNESS WHEREOF the parties hereto have duly executed this Agreement.
Supplier's name
Per:
DATE Name:
Position:
I have the authority to bind the corporation
Corporation of the County of Elgin
Per:
DATE Name:Julie Gonyou
Position: Chief Administrative Officer
Per:
Name: Dave Mennill
Position: Warden
We have the authority to bind the corporation
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Attachment 1
Addendum N0. 1
� V E I gi n C )ful firl
ors r ship by Nor ture
Request for Proposal No. 2020-1330
SUPPLY, DELIVERY AND MAINTENANCE OF DEFIBRILLATORS
This addendum forms part of the RFP documents and is to be read, interpreted and coordinated with
all other parts of the Request for Proposal.
The following questions have been received by the County; the County's response follows each
question.
Question 1:
While the incumbent defibrillators require two batteries for operation, other technology only requires
one battery for operation per defibrillator. In Section 2.2 Requirements, point b, the RFP is asking for
68 batteries to accompany the 16 defibrillators that are intended for purchase. With our technology,
this would be an excessive amount of batteries. We would recommend a three battery per device
rotation with our equipment, therefore a total of 48 batteries. Can you kindly consider modifying this
point by adding "or equivalent"?
Answer 1:
Acknowledged. Proponents are advised that "or equivalent" is allowable for 2.2b.
Question 2:
To add to question #1, in the pricing section that needs to be submitted online it is asking for pricing
for 68 batteries. Since no service in Ontario using our equipment uses that many batteries per device,
we would like to request that we submit equivalent pricing per device for our equipment based on
what other services use. Therefore, we would use our total cost of batteries and divide that by 68 so
that we don't artificially inflate our price. Would this be acceptable?
Answer 2:
The Battery line item (item b) has been removed from Pricing Form 2a. The Battery line item is now in
Pricing Form 2d. Proponents can now indicate the quantity of batteries being provided and the unit
cost.
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Attachment 1
Addendum No. 1
RFP No. 2020-P30
Question 3:
Due to COVID and group guidelines, will we be able to demonstrate our items proposed via video
conference call?
Answer 3:
Yes, we will look at alternative technology solutions for the demonstrations.
End of Addendum No. 1
Addendum Issued: July 9, 2020
Total # of Pages: Two (2)
Regards,
Mike Hoogstra, CPPB I Purchasing Coordinator
P: 519-631-1460, extension 129 1 E: mhoogstra(a)elgin.ca
61
Attachment 1
Addendum No. 2
� V E I gi n C )ful firl
ors r ship by Nor ture
Request for Proposal No. 2020-1330
SUPPLY, DELIVERY AND MAINTENANCE OF DEFIBRILLATORS
This addendum forms part of the RFP documents and is to be read, interpreted and coordinated with
all other parts of the Request for Proposal.
The following questions have been received by the County; the County's response follows each
question.
Question 1:
All customers in Ontario who use our defibrillators do not have a charger/conditioning unit in their
vehicles, as our defibrillator has built in charging capabilities. This would mean that the required
number of chargers would be based on the number of stations. Can you kindly confirm how many
stations the County would need to have chargers?
Answer 1:
Elgin-St. Thomas EMS has six (6) ambulance bases.
Question 2:
Can you please advise what model the County has for the Ferno stretcher please?
Answer 2:
Ferno PROFlexx
Question 3:
To avoid confusion in the pricing sections, is it possible to include a clarification notes/comments area
in the pricing sections to provide direction and/or valuable information please?
Answer 3:
1 have added a 'Pricing Clarification' section in the document upload area. Proponents may upload a
separate document, should they wish to clarify any pricing. The pricing forms do not allow for
comments at this time. Do not include any pricing details in the Technical Proposal Submission.
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Attachment 1
Addendum No. 2
RFP No. 2020-P30
Question 4:
We would like to have more details on the following points:
a. What type of CPR feedback would you be looking for?
i. Free CPR or CPR Feedback. Advise on the frequency of chest compressions, feedback based
signal acquired from defibrillation pads (impedance).
ii. Complete CPR feedback system, advise on frequency, depth and recoil of chest compressions
using a pod.
b. Would you prefer mainstream or side stream capno?
c. We do not offer the trade service. Can we put 0$?
d. We do not offer these two below products; can we submit an offer without these two products?
Answer 4:
a) Proponents shall indicate the type of CPR feedback their device produces based on the
specifications included in the RFP.
b) No preference
c) Yes, however your proposal will be evaluated accordingly.
d) We are looking for Proponents to price all items listed in the RFP. Items not priced will be
evaluated accordingly.
End of Addendum No. 2
Addendum Issued: July 16, 2020
Total # of Pages: Two (2)
Regards,
Mike Hoogstra, CPPB I Purchasing Coordinator
P: 519-631-1460, extension 129 1 E: mhoogstra(o)elgin.ca
63
Attachment 2
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i &d ef...nden,-,
View Details
Bid Details
Bid Goods
Classification:
Bid Type: Request For Proposal
Bid Number: 2020-P30
Bid Name: Supply, Delivery and Maintenance of Defibrillators
Bid Status: Closed
Bid Closing Wed Jul 22, 2020 3:00:59 PM (EDT)
Date:
Question Wed Jul 15, 2020 4:00:00 PM (EDT)
Deadline:
Time-frame for
delivery or the Refer to project document
duration of the
contract:
Negotiation Refer to project document
Type:
Condition for Refer to project document
Participation:
Electronic Not Applicable
Auctions:
Language for
Bid English unless specified in the bid document
Submissions:
Submission Online Submissions Only
Type:
Submission Online Submissions Only
Address:
Public Opening: No
Description: This Request for Proposal is an invitation by the County of Elgin to prospective Proponents to submit a proposal
for the Supply, Delivery and Maintenance of sixteen (16) Cardiac Monitor Defibrillators as further described in
the RFP.
Bid Document Bid document preview, bid opportunity, and award notices are available on the site free of charge. Proponents
Access: are not required to register for a bid opportunity prior to previewing the bid documents. To obtain an unsecured
version of the bid document and/or to participate in this opportunity, an annual or a per bid fee must be paid
(annual fee - $175.05, per bid fee - $52.38).
Trade CFTA
Agreements:
Categories: Show Categories [+]
Register for this Bid Download Bid Documents
Documents
64
File Name
2020-P30 Supply, Delivery and Maintenance of Defibrillators.pdf
Friday June 26, 2020 11:49 AM
Attachment 2
Addenda
File Name
Addendum No. 1
Thursday July 9, 2020 09:18 AM
Addendum No. 2
Thursday July 16, 2020 10:12 AM
Purchasing Representatives
Employee
Hoogstra, Mike
Bids Submitted
The following are the unofficial bid results
Company Contact Results
Ottaway, Julie-Ann
Physio-Control/ Stryker Canada 2 Medicorum Place, Waterdown
Ontario, Canada
L8B 1W2
Payeur, Ginette
ZOLL Medical Canada Inc 405 Britannia Road East, Units 17-19, Mississauga
Ontario, Canada
L4Y 3E6
Sghyar, Jihane
Minogue Medical Inc. 180 Rue Peel, Suite 300, Montreal
Quebec, Canada
H3C 2G7
Plan Takers
The following are the plan takers for the bid:
Company Contact
Vericherla , Tamara
Cardinal Health Canada Inc 1000 Tesma Way, Vaughan
Ontario, Canada
L4K 5 R8
Sghyar, Jihane
Minogue Medical Inc. 180 Rue Peel, Suite 300, Montreal
Quebec, Canada
H3C 2G7
Ottaway, Julie-Ann
Physio-Control/ Stryker Canada 2 Medicorum Place, Waterdown
Ontario, Canada
L8B 1W2
CONTRACTS DEPARTMENT, CONTRACTS DEPARTMENT
The Stevens Company Limited 425 Railside Drive, Brampton
Ontario, Canada
L7A ON8
Payeur, Ginette
ZOLL Medical Canada Inc 405 Britannia Road E%t, Units 17-19, Mississauga
Ontario, Canada
L4Y 3E6
Supply, Delivery and Maintenance of Defibrillators Attachment 3
Proposal Evaluation Team
RFP No. 2020-P30
Name Position Evaluation Conflict of
Complete Interest
Allison Crossett Deputy Chief of Operations - EMS Yes No
Brent Robbins Deputy Chief of Operations - EMS Yes No
Mac Gilpin Managing Director/GM - EMS Yes No
Mike Hoogstra Purchasing Coordinator Yes No
66
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REPORT TO COUNTY COUNCIL
�0 , �y FROM: Jim Bundschuh, Director of Financial
Services
:.'d nC011 11 ' DATE: October 27, 2020
Progressive by Nature SUBJECT: Covid Safe Restart Funding (SRF) Plan
RECOMMENDATION:
THAT the October 27, 2020, report titled, COVID Safe Restart Funding (SRF) Plan,
submitted by the Director of Financial Services, be received and filed for information.
INTRODUCTION:
The province has provided strong financial assistance to help municipalities with the
incremental costs incurred as a result of Covid-19. In addition to funding specifically for
the Homes, the County has just received $1,276,000 million in unconditional Safe
Restart Funding.
DISCUSSION:
The pandemic has resulted in many unplanned expenditures; however, the province
has provided excellent support to the municipalities to help them weather the impact.
Although the province mandated that non-management staff working in LTC receive an
incremental $4 per hour plus a lump sum, the province has fully funded the $900,000 of
incremental cost. In addition, the province has provided on average $90,000 a month in
incremental Homes funding to cover the costs of added staffing and supplies. Despite
this additional Homes Covid funding, the incremental cost is estimated to exceed the
Homes specific funding for the full-year by approximately $600,000. By redeploying
staff from non-Homes functions, and achieving savings from shortage of work and in
operating costs, the County has been able to maintain favourable performance to
budget of $280,000 through August.
In October, the province provided $1,276,000 in SRF Phase I funding. This funding can
be used to cover any Covid related costs that Elgin may incur for both this year as well
67
IIII,���I�1011l�alulur«uf,,. 2
as next year. If Phase I funding was insufficient to cover the incremental costs in 2020,
the province will consider additional funding through their Phase II program. County
Council has undertaken many actions since the beginning of the pandemic to control
costs. As a result, the Phase I funding should be sufficient to carry Elgin through the
end of the pandemic. Since the funding received by Elgin for Phase I is more than
sufficient to cover our 2020 costs, Phase II funding is not required. Although a report on
spending will be due to the province in March, the province will not be clawing back
funds for any unused portions of Phase I funding.
FINANCIAL IMPLICATIONS:
A preliminary forecast of spending, assuming the pandemic continues to strain
operations through June 2021, shows that approximately $250,000 of funding will
remain available and can be used in case Covid demands increase further.
2020 2021
SRF Phase I Funding/Carry-Forward IP276PODO 952FOOO
In,crenm,ntal ODsts/Revrenue Losses
Homes, 6,35,000 3 70,01010
Ambulance 150,000 1 0,01010
Library 44,000
IT related 154,,000 106,01010
PPE 103,
Facility modifications, 25,GOO
Staffing 17,M000 591,0100
Revenue Mosses 40,000
Total Negative Inipacts, 1,169, 700,E
Savings Forecast
Homnes nu.arsiing steffiing sfnortoges 220,000
Homes,operating costs, 50,E
Steffiing redepdIoyments/reductiions 534,000
RNon-Homnes operating costs, 40,000
Savings 844POOO
Net Incremental costs 324,0060
Remaining SRF Funding 952FOOO 252,'
68
IIII,���I�1011l�alulur«uf,,. 3
Notes: Library spending will provide equipment such as touchscreens and scanners
that will allow for safer check-outs. IT spending includes equipment and software that
enhances the organizations ability to work remotely (laptops, electronic meeting
software, intranet). PPE includes shields, disinfectants, masks. Facilities modifications
and staffing provide reception in the front lobby. Revenue losses are from reduced
planning/land division fees.
ALIGNMENT WITH STRATEGIC PRIORITIES:
Serving Elgin Growing Elgin Investing in Elgin
❑ Ensuring alignment of ❑ Planning for and ® Ensuring we have the
current programs and facilitating commercial, necessary tools,
services with community industrial, residential, resources, and
need. and agricultural growth. infrastructure to deliver
programs and services
® Exploring different ❑ Fostering a healthy now and in the future.
ways of addressing environment.
community need. ❑ Delivering mandated
❑ Enhancing quality of programs and services
❑ Engaging with our place. efficiently and
community and other effectively.
stakeholders.
Additional Comments:
LOCAL MUNICIPAL PARTNER IMPACT:
None.
COMMUNICATION REQUIREMENTS:
None.
69
IIII,���I�1011l�alulur«uf,,. 4
CONCLUSION:
The support from the province through their Homes pandemic pay and Covid funding,
together with actions taken by County Council to reduce spending combined with the
recently received SRF Phase I funding is expected to cover all of Elgin's net incremental
costs, including estimated costs for 2021. Updates on this forecast will be provided to
Council on a monthly basis.
All of which is Respectfully Submitted Approved for Submission
Julie Gonyou
Jim Bundschuh Chief Administrative Officer
Director of Financial Services
70
IIII,���I�1011l�alulur«uf,,. 1
REPORT TO COUNTY COUNCIL
�Yrt
a, FROM: Jim Bundschuh Director of Financial
1011111111
Services
�� DATE: October 27, 2020
�u ,z
Progressive by Nature SUBJECT: Wonderland Road Reconstruction
Debenture
RECOMMENDATION:
THAT the October 27, 2020, report titled, Wonderland Road Reconstruction Debenture,
submitted by the Director of Financial Services, be received and filed for information;
and,
THAT By-Law 20-53 to authorize $6 million of ten year borrowing from Ontario
Infrastructure and Lands Corporation ("OILC") at a rate of 1.43% be passed; and,
THAT the second debenture draw of $6 million be delayed until February 2021.
INTRODUCTION:
As part of the 2020 ten-year plan, Council approved $35 million of debt to be acquired
by 2023. Council approved that the first $12 million would be drawn through two
debenture installments in 2020. The debenture offer for the first $6 million installment is
now available for Council consideration.
DISCUSSION:
Council has previously agreed to beginning debt in 2020 with two $6 million debenture
draws as OILC debt rates are currently quite favourable. This was to allow cashable GICs
of $6 million earning 1.9% to be retained until 2022, together with $4 million of GICs
maturing January 2021 for a total year-end investment in GICs of approximately $10
million.
The rate offer letter for the first debenture draw was received on October 20t" and signed
by the Warden and Treasurer for a rate of 1.43%. By-law 20-53, if passed by Council,
71
IIII,���I�1011l�alulur«uf,,. 2
will approve the County to finalize this first $6 million ten-year 1.43% debenture for
Wonderland Road Reconstruction.
The subsequent timeline for the first debenture is as follows:
Oct 27, 2020 Debenture By-Law passed at Council meeting
November 11, All original signed and sealed debenture documents to be
2020 received by Infrastructure Ontario - to be held in escrow by
Hennessey & Hogan LLP until the close date
Nov 16, 2020 Hennessey & Hogan LLP and 10 Director of Legal Services to
close the debenture transaction
FINANCIAL IMPLICATIONS:
Previously, the forecast was to have capital spending in the third quarter of $16 million.
This would have necessitated a debenture draw in September. However, actual spend
was behind schedule resulting in less than $12 million in outflows. As a result, the delay
of the first debenture draw to November 16 did not result in a need to draw on the Bank
of Montreal line-of-credit. The second draw can now be planned for February 2021 . If
necessary, the Bank of Montreal line-of-credit can be used to address short term needs
in December or January if capital outflows accelerate.
ALIGNMENT WITH STRATEGIC PRIORITIES:
Serving Elgin Growing Elgin Investing in Elgin
❑ Ensuring alignment of ❑ Planning for and ® Ensuring we have the
current programs and facilitating commercial, necessary tools,
services with community industrial, residential, resources, and
need. and agricultural growth. infrastructure to deliver
programs and services
® Exploring different ❑ Fostering a healthy now and in the future.
ways of addressing environment.
community need. ❑ Delivering mandated
❑ Enhancing quality of programs and services
❑ Engaging with our place. efficiently and
community and other effectively.
stakeholders.
Additional Comments:
72
IIII,���I�1011l�alulur«uf,,. 3
LOCAL MUNICIPAL PARTNER IMPACT:
None.
COMMUNICATION REQUIREMENTS:
None.
CONCLUSION:
The economic slowdown has provided Elgin an opportunity to take advantage of a very
low 10-year debenture rate of 1.43%.
All of which is Respectfully Submitted Approved for Submission
Julie Gonyou
Jim Bundschuh Chief Administrative Officer
Director of Financial Services
73
IIII,���I�1011l�alulur«uf,,. 1
REPORT TO COUNTY COUNCIL
�Yrt
FROM: Brian Lima Director of Engineering
1011111111
Services
�u ,z
DATE: October 16, 2020
Progressive by Nature SUBJECT: Lawn Sign Road Safety Campaign
RECOMMENDATION:
THAT the report titled "Lawn Sign Road Safety Campaign" from the Director of
Engineering Services, dated October 16, 2020, be received and filed.
INTRODUCTION:
A Lawn Sign Road Safety Campaign provides another tool for municipalities to confront
the issue of speeding predominantly and most effectively on local roads within built-up
settlement areas. The intent is to raise awareness to the issue of speeding and to
remind drivers of the importance to drive safely and obey the speed limit. Staff have
investigated lawn sign programs in other municipalities and if directed by Council, a pilot
Lawn Sign Road Safety Campaign, in partnership with local municipal partners could be
implemented in 2021 .
As requested by Council at its October 13, 2020 meeting, this report is in response to
continuing concerns about speeding on County roads, and the suggestion that lawn
signs encouraging drivers to slow down could be made available to concerned
residents.
DISCUSSION:
Historically, requests have been received from residents for additional road safety
measures to address concerns of speeding and aggressive driving. Lawn signs are a
cost-effective method to bring awareness and to educate motorists of their driving
behaviours.
The effective use of lawn signs predominantly on local roads within build-up settlement
areas, is increasingly more common as many municipalities across the province have
implemented campaigns in recent years, including but not limited to City of London, City
of Toronto, City of Mississauga, City of Burlington, etc.
74
IIII,���I�1011l�alulur«uf,,. 2
County staff receive numerous concerns annually from residents regarding excessive
speeding. To address these concerns, staff undertake technical evaluations to
determine if posted speed reductions are warranted. In addition, the Elgin detachment
of the OPP assists County staff with enforcement and monitoring activities aimed at
reducing the speed of vehicles. It should also be noted that in the absence of a County
wide traffic calming policy, County staff also periodically relies upon the latest edition of
the Transportation Association of Canada's Canadian Guide to Traffic Calming, being a
guide aimed to provide up-to-date information and guidance related to the planning,
design, installation, operation, and maintenance of traffic calming measures on local,
collector and arterial roads in Canada.
A Lawn Sign Road Safety Campaign provides another tool for municipalities to confront
the issue of speeding predominantly and most effectively on local roads within built-up
settlement areas. The intent is to raise awareness to the issue of speeding and to
remind drivers of the importance to drive safely and obey the speed limit. Staff have
investigated lawn sign programs in other municipalities and if desired by Council, a pilot
Lawn Sign Road Safety Campaign, in partnership with local municipal partners could be
implemented in 2021 if so directed.
The following outlines the details of a proposed Lawn Sign Road Safety Campaign:
Lawn Sign Design
Lawn signs would be printed double sided and constructed with a durable material
(coroplast) with a metal stake provided. The size of the signs would be approximately
48 centimeters (19 inches) wide by 40 centimeters (16 inches) tall. The design of the
sign itself would be prepared by staff in partnership with local municipal partners,
ensuring professionalism and branding. Below are examples of similar signs offered by
other municipalities and other agencies:
p
� tr���urrarr f
75
IIII,���I�1011l�alulur«uf,,. 3
W
SLOW�
DOWNMw w m
h
...:.
As directed by Council in 2019, similar targeted traffic calming speed reduction
education temporary signage was installed along Bank Street and Dexter Line as part of
the ongoing Port Bruce —Temporary Bridge Traffic Control Plan.
---------------------------
II
III i
Guidelines for Lawn Sign Placement
To ensure the success of a Lawn Sign Road Safety Campaign and to ensure the
placement of signs does not create a sightline obstruction or a hazard for any
roadway users, staff propose the following program guidelines:
The signs must:
■ be set-back a minimum of 0.6 meters (2 feet) from curb or edge of the roadway
shoulder;
■ not obstruct the travelled portion of the roadway, median, traffic island, sidewalk,
bicycle path, or multi-use trail;
■ be inserted into the ground using the wire frame only;
■ be placed where it will not obstruct sight lines for pedestrians, cyclists or drivers;
and,
■ be placed as supplied and without further illumination or the use of reflective
tape.
Any lawn signs determined to be unsafe or require relocation for any reason may
be removed or relocated by either County and/or local municipal partner staff.
76
IIII,���I�1011l�alulur«uf,,. 4
Sign Distribution
The County and its local municipal partners would offer one sign per household, on a
first come first serve basis, free of charge to residents. County staff would work
collaboratively with all stakeholders to establish a distribution method to be in place and
communicated to the public in the spring of 2021 .
Following the manufacturing and distribution of lawn signs, County staff in consultation
with local municipal partners would evaluate the uptake and public response to the
program and report back to Council before the end of 2021 to coincide with 2022 budget
deliberations.
FINANCIAL IMPLICATIONS:
The cost of lawn signs is approximately $6.94 (excluding HST) per sign. Based on the
production of 500 sign units, which could be supplied to Elgin County's local municipal
partners and stakeholder agencies for distribution to the public, the anticipated total cost
to produce signage in support of a Lawn Sign Road Safety Campaign would cost
approximately $3,500 (excluding HST). Such material signage cost would need to be
accounted for within the 2021 operating budget. Furthermore, and following an
evaluation of the pilot campaign's success in the fall of 2021, Council may wish to
allocate additional funding for the purchase of additional signs to be included in the
2022 budget deliberations.
ALIGNMENT WITH STRATEGIC PRIORITIES:
Serving Elgin Growing Elgin Investing in Elgin
® Ensuring alignment of ❑ Planning for and ❑ Ensuring we have the
current programs and facilitating commercial, necessary tools,
services with community industrial, residential, resources, and
need. and agricultural growth. infrastructure to deliver
programs and services
® Exploring different ® Fostering a healthy now and in the future.
ways of addressing environment.
community need. ❑ Delivering mandated
® Enhancing quality of programs and services
® Engaging with our place. efficiently and
community and other effectively.
stakeholders.
77
IIII,���I�1011l�alulur«uf,,. 5
LOCAL MUNICIPAL PARTNER IMPACT:
County staff would work collaboratively with all stakeholders to establish a distribution
method.
COMMUNICATION REQUIREMENTS:
County staff would work collaboratively with all stakeholders to establish a public
communication campaign strategy for release in the spring of 2021, which could include
but may not be limited to campaign information made available on the County's and
each participating local municipal partner's websites, and social media accounts.
CONCLUSION:
A targeted traffic calming speed reduction education Lawn Sign Road Safety Campaign
provides municipalities a tool to confront the issue of speeding predominantly and most
effectively on local roads within build-up settlement areas. The intent is to raise
awareness to the issue of speeding and to remind drivers of the importance to drive
safely, obey speed limits, and to be cautious of all active transportation road provisions.
Staff have investigated lawn sign programs in other municipalities and if directed by
Council, a pilot Lawn Sign Road Safety Campaign, in partnership with local municipal
partners could be implemented in the spring 2021 at a cost of approximately $3,500
(excluding HST).
All of which is Respectfully Submitted Approved for Submission
Brian Lima Julie Gonyou
Director of Engineering Services Chief Administrative Officer
78
IIII,���I�1011l�alulur«uf,,. 1
REPORT TO COUNTY COUNCIL
�Yrt
FROM: Brian Lima Director of Engineering
1011111111
Services
.y. Peter Dutchak, Deputy Director of Engineering
Progressive by Natur
Services
DATE: October 27, 2020
SUBJECT: Miller Road - Pedestrian Crossing
Warrant Evaluation
RECOMMENDATION:
THAT the report titled, "Pedestrian Crossing Study — Miller Road" from the Director of
Engineering Services, dated October 16, 2020, be received and filed.
INTRODUCTION:
At the request of County Council, staff completed a technical pedestrian crossing
warrant evaluation on Miller Road (CR15) within the Village of Dutton in front of the
Thames Valley District School Board's Dunwich-Dutton Public School. The study's
findings are detailed below and have concluded that a pedestrian crossing facility is not
warranted based on the guidelines of the Ontario Traffic Manual.
DISCUSSION:
A technical pedestrian crossing warrant evaluation was completed by staff on October
14t", 2020 on Miller Road (CR15) in front of the Thames Valley District School Board's
Dunwich-Dutton Public School, following the guidance of the Ontario Traffic Manual
(OTM), Book 15 — Pedestrian Crossing Treatments. This manual contains practical
guidance and application information on the planning, design and operation of
pedestrian crossing treatments and is consistent with the intent of the Highway Traffic
Act with respect to pedestrian crossing applications.
The pedestrian crossover assessment methodology is detailed in Section 5 of the OTM
— Book 15 and provides justification warrant criteria for communities with less than
10,000 population. In this regard, the four highest hourly vehicle and pedestrian
79
IIII,���I�1011l�alulur«uf,,. 2
volumes are used to assess the justification for a pedestrian crossover treatment. To
obtain this data, staff deployed radar traffic counters and conducted visual pedestrian
counts between 8.00 a.m. and 5.00 p.m. on Wednesday, October 14t"
STUDY FINDINGS
Pedestrian counts were recorded between 8.00 a.m. and 5.00 p.m. and during this time
a total of 279 pedestrians crossed Miller Road at the Dunwich-Dutton Public School.
The 4-hour period with the highest pedestrian volumes crossing Miller Road were
recorded between 8:00 a.m. to 10.00 a.m. and between 3:00 p.m. to 5:00 p.m. During
this timeframe a total of 272 pedestrians (97% of the total pedestrians counted) crossed
Miller Road. Of these 272 pedestrians, 106 (39%) were assumed to be less than 12
years of age and unassisted, and an additional 104 (38%) were assisted by adults
(adults were also counted). No pedestrians were observed having to wait more than 10
seconds before they had a sufficient gap in vehicular traffic in order to cross Miller
Road.
During this same 4-hour period a total of 454 vehicles travelled along Miller Road within
the study area at an average speed of 47km/h (posted at 40km/h).
As a result, the collected pedestrian and vehicular volume data does not satisfy the
justification warrants contained within Section 5 of the Ontario Traffic Manual —
Pedestrian Crossover Treatments. Furthermore, the distance between the school and
the existing four-way stop condition at John Street is less than 200m, and therefore a
pedestrian crossing is also not recommended at this location to avoid proliferation of
traffic control devices in close proximity of each other, as also recommended by the
OTM.
It should be noted that 77% of the pedestrians that crossed Miller Road at Dunwich-
Dutton Public School were either assumed to be younger than 12 years of age and/or
assisted by adult caretakers. Pedestrian crossover treatments typically require
judgement and non-verbal communication between pedestrians and drivers. An
effective way to improve crossing safety for younger students is to assign a school
crossing guard and implement the necessary signage and pavement markings.
PEDESTRIAN CROSSOVER POLICY
On February 11 t" 2002, County Council adopted the following pedestrian crossover
policy..
The installation of pedestrian crossovers will be considered on county roads upon
the request of the local municipal council in which the crossing is to be located.
80
IIII,���I�1011l�alulur«uf,,. 3
If, in accordance with Ontario Traffic Manual guidelines, the proposed crossover
meets justification criteria, 100% of the capital costs will be borne by the County
and 100% of the operational costs borne by the municipality.
If the proposed crossover does not meet the justification criteria and the
municipality recommends its installation, then 100% of the capital cost and 100%
of the operational costs will be borne by the Municipality.
When this policy was adopted by County Council only one type of pedestrian crossing
was identified in the OTM. That type of crossing treatment included push button actuated
flashing amber beacons housed in rectangular overhead illuminated signage. An
example of this type of pedestrian crossover treatment is located within close proximity
to the school on Currie Road (CR8) in Dutton, as shown below.
i
Y 11 MAR
1
I
In 2014 the Ontario Traffic Manual published Book 15— Pedestrian Crossing Treatments
and now identifies four distinctly different pedestrian crossover treatments for varying
conditions ranging from signage and pavement markings only (Level 2 Type D) to
pedestrian actuated double-sided, internally illuminated overhead "X" signs with
associated signage and pavement markings (Level 1 Type A).
The intention of the pedestrian crossing policy previously adopted by County Council did
not contemplate different types of pedestrian crossing treatments now recognized and
should be interpreted to only include treatments with pedestrian actuated flashing
beacons and not Level 2 Type D treatments that only use signs and pavement markings
only. This interpretation is consistent with the policy's use within the past few years,
where local municipalities within Elgin County have installed "Level 2 Type B" pedestrian
81
IIII,���I�1011l�alulur«uf,,. 4
crossover treatments at locations where they were desired by the local municipality, but
not technically warranted as per the OTM. These installations were fully funded by the
requesting municipalities and examples include John Street in the Town of Aylmer and
Ron McNeil Line in Springfield. A photo of a Level 2 Type D installation is shown in the
following photo (Fairview Road — St.Thomas).
�f! J
Therefore, in the spirit of County Council's 2002 crossover policy and consistent with
recent installations, an option exists for the Municipality of Dutton/Dunwich to install a
Level 2 Type B crossing treatment at their cost and approved by the County.
OPPORTUNITY TO ASSUME JURISDICTION OVER MILLER ROAD
During a County Road Network Study completed in 2002, County staff proposed a
number of road transfers to and from local municipalities across Elgin and sought
comments from each respective Council.
After their July 13t", 2002 meeting of Council, the Municipality of Dutton/Dunwich stated
in a letter to the County of Elgin that they "would have no objection to County Road #15
being transferred to the lower tier providing that this road was brought up to our
standards". In 2016, Miller Road (CR15) was completely reconstructed in partnership
with the Municipality of Dutton/Dunwich and brought up to current standards.
Miller Road within the Village of Dutton could be transferred to the Municipality of
Dutton/Dunwich since this road is more appropriately defined as a local road as
determined by previous studies. Under local jurisdiction, any contemplated
enhancements can be completed without the County's oversight.
82
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FINANCIAL IMPLICATIONS:
None.
ALIGNMENT WITH STRATEGIC PRIORITIES:
Serving Elgin Growing Elgin Investing in Elgin
® Ensuring alignment of ❑ Planning for and ❑ Ensuring we have the
current programs and facilitating commercial, necessary tools,
services with community industrial, residential, resources, and
need. and agricultural growth. infrastructure to deliver
programs and services
® Exploring different ❑ Fostering a healthy now and in the future.
ways of addressing environment.
community need. ❑ Delivering mandated
❑ Enhancing quality of programs and services
❑ Engaging with our place. efficiently and
community and other effectively.
stakeholders.
LOCAL MUNICIPAL PARTNER IMPACT:
None.
COMMUNICATION REQUIREMENTS:
None.
CONCLUSION:
As directed by County Council, staff has completed technical pedestrian crossing
warrant evaluation on Miller Road (CR15) at the Dunwich-Dutton Public School. As a
result of the study's findings, a pedestrian crossing treatment is not justified as per the
guidance of the Ontario Traffic Manual — Book 15, Pedestrian Crossing Treatments.
Other solutions to improve crossing safety such as assigning a school crossing guard
83
IIII,���I�1011l�alulur«uf,,. 6
may be the most suitable means of improving pedestrian safety based upon the
pedestrian demographics.
All of which is Respectfully Submitted Approved for Submission
Brian Lima Julie Gonyou
Director of Engineering Services Chief Administrative Officer
Peter Dutchak
Deputy Director of Engineering Services
84
CORRESPONDENCE — October 27, 2020
Items for Consideration — (Attached)
1. The Municipality of Bayham with a letter requesting the establishment of a
Community Safety Zone
2. The Municipality of Central Elgin with a letter requesting that the speed limit on all of
East Road be changed to 50 km/hr
85
Municipality of
BAYHAM
A: P.O. Box 160, 56169 Heritage Line
StrafFordville, ON NOJ 1YO
T: 519-866-5521
F: 519-866-3884 0� � � "
E: bayham@bayham.on.ca -rtunity Is
W: www.bayham.on.ca
October 15, 2020
Mr. Brian Lima
Director of Engineering Services
450 Sunset Drive
St. Thomas, ON
N5R 5V1
Sent via Email: blima(a-)-elgin.ca
RE: COMMUNITY SAFETY ZONE
On October 15, 2020, the Council of the Corporation of the Municipality of Bayham passed the following
resolution:
THAT correspondence item 11.1.2-A be received for information;
AND THAT Council request the County establish a Community Safety Zone at 59 Victoria St. adjacent to
Victoria St, a County Road.
AND THAT Council requests the speed limit be dropped to 40 km/hour in the Community Safety Zone.
A copy of Correspondence Item No. 11.1.2-A is attached hereto.
Please let staff know if you require any additional information.
Regards,
Paul Shipway
CAOICIerk
pshipway(cD-bayham.on.ca
cc Steve Adams, Manager of Public Works
86
Bonnie Taylor
72 Victoria St., P.O. Box 222
Pt. Burwell,ON NOJ ITO
October 2, 2020
Attention: Mayor Edward Ketchabaw& Members of Council
M u nici pa lity of Ba yha rn
56169 Heritage Line, P.O. Box 160
Straffordville ON NOJ 1YO
Re: Request for lower speed limits in and posting of school zone
Dear Mayor&Council
As you may or may not be aware, a private school is operating at the Light House Gospel Church located
at 59 Victoria St. in Port Burwell.The posted speed limit on Victoria St. is currently 50 kilometers per
hour.Vehicles traveling south on Plank Road onto Victoria Street rarely obey the 50 kilometer speed
change as they enter the village and pass the school location. Hopefully with change to the speed limit,
posting of a school zone and active enforcement the area would be a safe location for the school to
operate.
I formally request that the Municipality of Bayham engage the County of Elgin as this is their road to
change the speed limit in this area to 40 kilometers per hour consistent with the local public and private
schools in the Municipality and further that signs be erected to notify drivers of the school zone.
Respectfully submitted,
Bonnie Taylor
87
The Corporation of the Municipality of
CentralElgl'Y1 450 Sunset Drive 1 st Floor,St.Thomas,Ontario N5R 5V1 P:519.631.4860 F:519.631.4036
October 191h, 2020
Brian Lima
County Engineer
County of Elgin
450 Sunset Drive
St. Thomas, ON N5R 5V1
Dear Mr. Lima:
Re: East Road Speed Limit
Please be advised that Central Elgin Council discussed concerns with speeding on East Road
in Port Stanley at their Regular Meeting of Council dated Tuesday, October 131h, 2020.
It was noted that East Road has three (3) distinct speed limits between Joseph Street and
Sunset Road. These speed zones are as follows:
• 50 km/hr between Joseph Street and Compass Trail;
• 60 km/hr between Compass Trail and Dexter Line and;
• 80 km/hr between Dexter Line and Sunset Road
Due to the existing and future development of adjacent lands on East Road, Council is
respectfully requesting the County of Elgin to consider posting all of East Road as 50 km/hr.
The following resolution was passed by Central Elgin Council
THAT: Council direct staff to send correspondence to the County of Elgin requesting that the
speed limit on all of East Road be changed to 50 km/hr.
Please feel free to contact me at the municipal office should you have any questions regarding
this information.
Kind Regards,
Dianne Wilson
Deputy Clerk/Records Management Coordinator
e�
CORRESPONDENCE — October 27, 2020
Items for Information — (Attached)
1. The Township of Southwold with a letter recommending that County Council
consider extending the Elgincentives program.
2. SWIFT with their Monthly Project Update for the month of September 2020.
3. The Connectivity Committee with minutes from their meetings on September 9 and
24, 2020 and draft minutes from October 8, 2020.
4. The Terrace Lodge Fundraising Committee with draft minutes from their meeting on
September 28, 2020.
5. The Environmental Committee with draft minutes from their meeting on October 7,
2020.
6. The Honourable Maryam Monsef with a letter regarding high-speed Internet access
in southwestern Ontario.
89
TOWNSHIP OF SOI.1TIIWOLD
35663 Fingal Une
Fingal,ON NOL I KO
l �' 5
t)FZ'�C:'Z� �I[ TZZ1: (:.Z,I.ft.ZG
Enaaaif. Ca 'w'sonoth14,01d.ell
October 14, 2020
Elgin County Via email: smith el in.c
450 Sunset Drive
St. Thomas, ON
N5R 5V1
Attention: Alan Smith, general Manager, Ecoinomiic Development
Dear Mir. Smith:
RE: Elgincentives
Please be advised that Council at its Regular Council meeting on Tuesday
October 13, 2020 passed the following resolution:
20 Q-28'9 Elcgincentiives
THAT Council of the Township of aouthwold makes a
recommendation to County Council to consider extending the
program as part of their current review.
CARRIED
If you have any questions or require another further, do not hesitate to contact
me.
Thank you..
Fours truly,,
Ken Loveland
Cc: Julie Gionyou, CAO 'pia email: ciao el iu�,
90
Friday, October 16, 2020 at 15:19:05 Eastern Daylight Time
Subject: SWIFT Monthly Project Update -September 2020
Date: Friday, October 16, 2020 at 3:18:36 PM Eastern Daylight Time
From: Barry Field
Attachments: image001.png, image002.png, image003.png, image004.png, image005.png
SWIFT Board Members and CAOs,
Please see the attached monthly project update for September 2020. Any firrforirr"Iaiioin in Hhr s: irr::.lpoii..i fs: ino<
deeirr"Ied coirnffdeir Haf� l and can be r:lhare.d vvfHh your ire.-.spec.Hve irr7uirnfcigpallflues as you see fR.
----------------
INS
WIFF
r4rr „��y0
Sorth esle sv , hVegriote t * Fibre P lit,rc ora41og,
Monthly �Plroij�ect Update
• Procurement
o All contracts executed; implementation is underway.
• Implementation
a Implementation underway and progressing well with one major delay to report
■ NOR_EXE_06 (Long Point) is expected to be delayed by 11 months due to
environmental permitting issues. SWIFT and Norfolk County are working with Execulink
to help expedite the permitting process where possible. The ISP has redirected
resources to other SWIFT projects in order to bring them in ahead of scheduled and
compensate for the delay in Long Point.
a Construction started/underway in 7 projects including the start of construction on project
CHA TEK 03 in the Delaware Nation Moravian of Thames First Nation.
a 113 kilometres of fibre construction has been completed to date
a 1,342 premises passed to date
91 Page 1 of 4
o See attached Monthly Dashboard for details for each project.
• Procurement
MENOR
em EMEN
Dufferin
Caledon
Oxford
Grey 30-Oct-20 TBD
Essex TBD
Windsor 30-Nov-
30-Nov-20 19-Nov-20 20 TBD
Bruce 30-Oct-20 TBD
Simcoe 26-Nov-
05-Nov-20 20 TBD
Waterloo 24-Dec-
06-Nov-20 03-Dec-20 20 TBD
Niagara 30- 24-Dec-
Oct-20 20-Nov-20 03-Dec-20 20 TBD
Brant 13-
Nov-20 04-Dec-20 17-Dec-20 14-Jan-21 TBD
Middlesex 27-
Nov-20 18-Dec-20 14-Jan-21 04-Feb-21 TBD
London 27-
Nov-20 18-Dec-20 14-Jan-21 04-Feb-21 TBD
Chatham- 1 1-
Kent Dec-
20 15-Jan-21 04-Feb-21 25-Feb-21 TBD
Perth 08- 1 1-Mar-
Jan-21 29-Jan-21 18-Feb-21 21 T B D
Elgin 15- 1 1-Mar-
Jan-21 05-Feb-21 18-Feb-21 21 T B D
Huron 22- 25-Mar-
J a n-21 12-Feb-21 04-Mar-21 21 T B D
• Implementation
o Project planning and engineering underway in Dufferin, Caledon and Oxford (see attached
dashboard for details)
• Private Sector contributions have increased by $22.1 from budgeted amount (based on first 9
complete procurements).
• SWIFT+ contributions of$3.9M received (Lambton County and Dufferin County) in order to facilitate
the award of an additional projects in those counties.
• Total project funding increased from $209M to $235M as a result.
• Note: Federal and Provincial contribution are 'up to' amounts and will depend on the results of the
Phase 3 procurements.
92 Page 2 of 4
SWIFT+
$3.8
PROVINCIAL$2".3 5 M
• CA3 was executed with the province on 07-Aug-20 and is now effective.
s s u es clrr d IIRIIss
• Municipal Loan Guarantee
o $27.5M short-term bridge financing required in order to fund gap between SWIFT's
requirement to pay ISPs per the Construction Act and anticipated reimbursement of claims.
o SWIFT's current Phase 2 financing agreement with TD Bank is being extended to cover Phase
3.
o Municipal guarantees are required to guarantee the overall loan and 100%participation is
required or else there will be a shortfall the overall loan available.
o TD Bank and SWIFT have executed the Demand Operating Facility Agreement.
o Municipal guarantee letters have been provided by TD Bank and are being sent to each
municipality.
• COVID-19
o COVID-19 remains a risk for the SWIFT project
o Need to keep an eye on potential supply chain issues.
:oIn.�nIr�urnlla:;;clIIII�.r� s U~ .)�cl�c Ise
• Key messages:
o Delivering on commitment: Now in the third phase of its broadband expansion plan, SWIFT
has released approximately $197 million in Requests for Proposals (RFP) to expand
broadband access in each of its member municipalities, including:
• $182M worth of SCF eligible RFPs.
• $14.8M worth of Non-SCF eligible RFPs.
o Quickly advancing broadband expansion: SWIFT began awarding Phase 3 contracts in
August 2020 and anticipates that approximately 80%of all project contracts will be awarded
by the end of year with 100%awarded by early-2021.
93 Page 3 of 4
o Timely implementation: SWIFT anticipates that most of the proposed projects will target
construction in 2021 and 2022.
• Recent Announcements:
• SWIFT to Bring High—Speed Internet to More Locations in Oxford County—
• SWIFT Announces
• SWIFT Announces $10.4 Million DuffeCin County Broadband Expansion Plan
• Website Update:
• SWIFT's full tendering schedule is now available on the website for public consumption,
including target project values, closing dates and project status.
• The Approved Project page has been updated to provide a high-level overview of each
awarded project that has been announced to date.
• Interactive 50/LO service map now illustrates both eligible and ineligible funding areas, as
well as SWIFT funded project areas. The map will be updated on an ongoing basis as
awarded projects are announced.
• Receive SWIFT News Alerts:
o Subscribe to SWIFT's Newsroom to receive project updates directly to your inbox and stay
up to date with @?SWIFT-Broadband on Twitter or on Facebook at @?SWIFTRural Broadband.
Please let me know if you have any questions or concerns.
Regards,
Barry f1eld
Executive Director
Southwestern Integrated Fibre Technology
C: 519.319.1112
789 Broadway Street, Wyoming, ON NON 1 TO
www.swff P rural broad band.ca
„gin,,10 11
94 Page 4 of 4
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CONNECTIVITY COMMITTEE
ORIENTATION SESSION
Meeting: Connectivity Committee Orientation Session
Date: September 9, 2020
Time: 1.00 P.M.
Location: Webex
Attendees: Dave Mennill, Warden
Tom Marks, Councillor
Dominique Giguere, Councillor
Shawn Southern, Community Member
Justin Pennings, Community Member
Joshua Kiirya, Community Member
Mike Andrews, Community Member
Staff: Julie Gonyou, Chief Administrative Officer
Jim Bundschuh, Director of Financial Services
Alan Smith, General Manager of Economic Development
Al Reitsma, Manager of Information Technology
Cecil Coxen, IT Manager— Township of Malahide
Katherine Thompson, Supervisor of Legislative Services and
Community Relations
Carolyn Krahn, Legislative Services Coordinator
MINUTES
1. Call to Order
The Connectivity Committee Orientation Session met this 9t" day of September,
2020. The meeting was called to order at 1.08 p.m.
2. Introductions
The newly appointed members of the Committee introduced themselves to
County Council members and staff supports.
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3. Review of Terms and Conditions and Code of Conduct
The Supervisor of Legislative Services and Community Relations presented an
overview of the Committee's Terms of Reference and Mandate and the Elgin
County Code of Conduct.
4. Connectivity Challenges in Elgin County
The Manager of Information Technology presented an overview of the
connectivity challenges in Elgin County followed by a presentation from the
General Manager of Economic Development on the current state of connectivity
in the County.
5. Internet Forum
The General Manager of Economic Development proposed that the Committee
host a Rural Internet Forum to assist the Committee in its planning of next steps.
The Committee reviewed the Forum's draft agenda.
6. Review of Preliminary Resources
Councillor Giguere expressed her hopes that the Committee will work together to
come up with a number of solutions to the connectivity challenges in Elgin.
Warden Mennill agreed that addressing the County's connectivity challenges is a
necessity, and Councillor Marks added that the pandemic has heightened the
sense of urgency to address connectivity in the community.
7. Date of Next Meeting
The Warden suggested the next meeting be facilitated by Jennifer Kirkham to
help the Committee develop their plan of action. The Committee agreed to meet
again on Wednesday, September 16t" at 1.00 p.m. provided that Jennifer
Kirkham was available to meet.
8. Adjournment
The meeting adjourned at 1.52 p.m.
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Meeting: Connectivity Committee
Date: September 24, 2020
Time: 1.00 P.M.
Location: Webex
Attendees: Dave Mennill, Warden
Tom Marks, Councillor
Dominique Giguere, Councillor
Shawn Southern, Community Member
Justin Pennings, Community Member
Joshua Kiirya, Community Member
Mike Andrews, Community Member
Staff: Julie Gonyou, Chief Administrative Officer
Jim Bundschuh, Director of Financial Services
Alan Smith, General Manager of Economic Development
Al Reitsma, Manager of Information Technology
Cecil Coxen, IT Manager— Township of Malahide
Katherine Thompson, Supervisor of Legislative Services and
Community Relations
Carolyn Krahn, Legislative Services Coordinator
Facilitator: Jennifer Kirkham, Mischevious Cat Productions Inc.
MINUTES
1. Call to Order
The Connectivity Committee Orientation Session met this 24t" day of September,
2020. The meeting was called to order at 1.00 p.m.
2. Approval of Agenda
Moved by: Councillor Marks
Seconded by: Councillor Giguere
Resolved that the agenda be approved as presented.
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Recorded Vote
Yes No
Councillor Tom Marks Yes
Councillor Dominique Gi uere Yes
Shawn Southern Yes
Justin Pennin s Yes
Mike Andrews Yes
Warden Mennill Yes
6 0
Motion Carried.
3. Adoption of September 9, 2020 Minutes
Moved by: Councillor Giguere
Seconded by: Councillor Marks
Resolved that the minutes of the previous meeting be adopted.
Recorded Vote
Yes No
Councillor Tom Marks Yes
Councillor Dominique Gi uere Yes
Shawn Southern Yes
Justin Pennin s Yes
Mike Andrews Yes
Warden Mennill Yes
6 0
- Motion Carried.
4. Election of Chair
The Warden called for nominations for the position of Chair. Councillor Giguere
nominated Councillor Marks. Councillor Marks accepted the nomination. No
further nominations were received.
Moved by: Councillor Giguere
Seconded by: Shawn Southern
Resolved that nominations for the position of Chair be closed.
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Recorded Vote
Yes No
Councillor Tom Marks Yes
Councillor Dominique Giguere Yes
Shawn Southern Yes
Justin Pennin s Yes
Mike Andrews Yes
Warden Mennill Yes
6 0
- Motion Carried.
5. Election of Vice Chair
The Chair called for nominations for the position of Vice Chair. Warden Mennill
nominated Councillor Giguere. Councillor Giguere accepted the nomination. No
further nominations were received.
Moved by: Warden Dave Mennill
Seconded by: Justin Pennings
Resolved that nominations for the position of Chair be closed.
Recorded Vote
Yes No
Councillor Tom Marks Yes
Councillor Dominique Gi uere Yes
Shawn Southern Yes
Justin Pennin s Yes
Mike Andrews Yes
Warden Mennill Yes
6 0
- Motion Carried.
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6. Developing an Action Plan — Facilitated Discussion
Jennifer Kirkham facilitated the development of an action plan to develop a
program to help solve Elgin's connectivity challenges.
7. Date of Next Meeting
The Committee will meet again on Thursday, October 8 at 1.00 p.m.
8. Adjournment
Moved by: Warden Mennill
Seconded by: Shawn Southern
Resolved that the meeting adjourn at 2.52 p.m.
Recorded Vote
Yes No
Councillor Tom Marks Yes
Councillor Dominique Gi uere Yes
Shawn Southern Yes
Joshua Kiirya Yes
Mike Andrews Yes
Warden Mennill Yes
6 0
- Motion Carried.
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Meeting: Connectivity Committee
Date: October 8, 2020
Time: 1.00 P.M.
Location: Webex
Attendees: Tom Marks, Councillor and Committee Chair
Dominique Giguere, Councillor and Committee Vice Chair
Dave Mennill, Warden
Justin Pennings, Community Member
Mike Andrews, Community Member
Regrets: Joshua Kiirya, Community Member
Shawn Southern, Community Member
Staff: Julie Gonyou, Chief Administrative Officer
Jim Bundschuh, Director of Financial Services
Alan Smith, General Manager of Economic Development
Al Reitsma, Manager of Information Technology
Cecil Coxen, IT Manager— Township of Malahide
Katherine Thompson, Supervisor of Legislative Services
Carolyn Krahn, Legislative Services Coordinator
DRAFT MINUTES
1. Call to Order
The Connectivity Committee met this 8t" day of October, 2020. The meeting was
called to order at 1.00 p.m.
2. Disclosure of Pecuniary Interest and the General Nature Thereof
None.
3. Approval of Agenda
Moved by: Warden Mennill
Seconded by: Mike Andrews
Resolved that the agenda be approved as presented.
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Recorded Vote
Yes No
Councillor Tom Marks Yes
Councillor Dominique Gi uere Yes
Justin Pennings Yes
Mike Andrews Yes
Warden Mennill Yes
5 0
- Motion Carried.
4. Adoption of September 22, 2020 Minutes
Moved by: Justin Pennings
Seconded by: Councillor Giguere
Resolved that the minutes of the previous meeting be adopted.
Recorded Vote
Yes No
Councillor Tom Marks Yes
Councillor Dominique Giguere Yes
Justin Pennings Yes
Mike Andrews Yes
Warden Mennill Yes
5 0
- Motion Carried.
5. SWIFT Update — Barry Field
Barry Field provided an overview of the SWIFT Project, including SWIFT's
procurement approach, technology choices, the project status for Elgin County,
targeted outcomes, the current situation, what areas SWIFT will address, and
opportunities for additional broadband funding.
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6. Reviewing the Action Plan
The Chief Administrative Officer presented the Committee's Action Plan, which
was developed at the previous meeting, and the Committee provided feedback to
finalize the plan.
As a part of the Committee's Action Plan, the Manager of IT presented a draft
Elgin County Connectivity Committee Internet Survey, and the Committee
provided feedback.
The Chief Administrative Officer recommended that the Manager of IT consult
with the Director of Community and Cultural Services to discuss privacy concerns
regarding the collection of personal information, specifically residents' home
addresses.
Based on the Committee's feedback, the survey will be updated and posted. A
promotional plan will be developed and implemented. In consultation with the
Local Municipalities, paper copies of the survey will be made available at various
locations throughout Elgin County.
7. Date of Next Meeting
The Committee will meet again on Thursday, October 22 at 1.00 p.m.
8. Adjournment
Moved by: Justin Pennings
Seconded by: Councillor Giguere
Resolved that the meeting adjourn at 2.26 p.m.
Recorded Vote
Yes No
Councillor Tom Marks Yes
Councillor Dominique Gi uere Yes
Justin Pennings Yes
Mike Andrews Yes
4 0
- Motion Carried.
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Progressive 4y Nature
Meeting: Terrace Lodge Redevelopment Fundraising Committee
Date: September28, 2020
Time: 7.00 p.m.
Location: South Dorchester Community Hall
Attendees: Dominique Giguere, Deputy Mayor-Township of Malahide,Chair
Kay Haines, Terrace LodgeAu)aliary
Peter Barbour, Councillor—Town of Aylmer
Jim Jenkins, Community Member
Richard Kisuule, Community Member
Jamie Chapman, Community Member
Staff:
Tonya Noble, Manager of Program and Therapy Services
Katherine Thompson,Supervisor of Legislative Services and Community Relations
Re g rets:
Julie Gonyou, Chief Administrative Officer
Fiona Wynn, Municipality of Central Elgin
Muriel Carrel, Community Member
Ruth Anne Perrin, Community Member
Michele Harris, Director of Homes and Seniors Services
DRAFT MINUTES
1. Call to Orde r
The Terrace Lodge Redevelopment Fundraising Committee met this 28t"day of September, 2020
at the South Dorchester Community Hall. The meeting was called to order at 7.02 p.m.
2. ReviewofAgenda
Councillor Giguere asked to add two items under"Other Business"regarding the use of technology
and the possibility of a Treasurer position on the Committee.
Moved by: Richard Kisuule
Seconded by: Kay Haines
Resolved that the agenda be approved as revised.
3. Adoption of Minutes—August 24,2020
Moved by: Jim Jenkins
Seconded by: Pete Barbour
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Resolved that the minutes from the meeting held on August 24, 2020 be approved.
- Motion Carried.
4. Update on Design Process
County staff continue to work on the online catalogue. Staff are gathering photos and descriptions
and have created Laserfiche links. Staff are working on different ways that the items could be
categorized. Finance and IT are working on the system for collecting donations so that rece ipts can
be created automatically. The goal is to have IT and Finance staff present a demo to the Committee
at the October meeting.
Councillor Giguere met with the design team at the Aylmer Express and shared the design vision of
the campaign. The Aylmer Express provided the Committee with some logo design options to be
considered by the Committee.
5. Selection of Campaign Title
The Committee discussed a title, a logo and branding that the Committee can use during the
fundraising process. "The Comforts of Home"was suggested as a tagline for the campaign.
The Committee compared three logo designs from the Aylmer Express. The Committee had an
immediate positive reaction to the first logo option which included a house, path, and trees. The
group found the second option to be too corporate to give the feeling of the comforts of home. The
third logo could be made more inviting by changing up the logo colours. The group will compare
logo one against a more colourful version of the third logo at the next meeting.
The group was also open to a large billboard outside Terrace Lodge to announce the beginning of
the campaign. This billboard could take the form of a large heart that could be filled in as the
campaign progressed.
6. Case for Support
A brochure that explains the who, what, when, where, why of the campaign is being developed.
This will be used when corporations are approached if a presentation is given. Michele Harris and
Julie Gonyou are reviewing the technical aspects of this brochure.When it is ready it will be
circulated to the Committee members. It is a combination of facts and emotional appeal.
The Committee discussed potential drop off locations for cheques and cash if donors wanted to
donate directly instead of to a Committee Member. Terrace Lodge is not a good option given
COVID-19 restrictions. The County Building could be a possible drop off location. Local Municipal
Offices might be an option; however, they would need to agree to this and logistics ironed out.
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There were discussions about donor recognition and whether plaques would be appropriate. There
would need to be a threshold minimum donation for a plaque and donors would need to be made
aware that when the items need replacement there will not be a plaque placed on the replacement,
unless the donor wishes to fund the replacement. The Committee will consider using a section of
the website for donor recognition
7. Pre-Campaign Donors:Goals for December 1
The consultant suggested that each Committee member attempt to get at least one donor before
the campaign officially kicks off. Then the Committee would already have founding donors. Perhaps
these donors could be part of a photo op or media event. A diversity of donors would be good.
Clubs, businesses, families, individuals.
Councillor Giguere suggested that staff assist with a Communication Strategy to promote donors
and the campaign etc. This would be largely social media based as the consultants and Aylmer
Express are helping to develop other marketing materials.
The group will revisit the idea of founding donors in October to determine if this goal is feasible.
8. Update on Outreach to AndrewGunn
Councillor Giguere approached Mr. Gunn to seek his expertise on fundraising. Mr. Gunn's busy
schedule does not permit him to attend an upcoming meeting; however, he wished the campaign
well.
9. Other Business
Councillor Giguere polled Committee members about their comfort in filling out an online form on
behalf of donors who have provided them with cash or cheque donations. Forms can be filled out
on a smart phone on the spot or later at their desktop computer. The Committee would like both
paper and electronic options for filling out forms available.
The Committee discussed the possibility of creating a Treasurer position from amongst Committee
Members. This individual would be responsible for collecting cheques and cash donations from
Committee Members and delivering them to the County of Elgin Financial Services staff on a
regular basis among other duties. The Committee suggested that a job description for the Treasurer
position be reviewed at the next meeting.
10. Next Meeting Date
Monday October26, 6.30 p.m. South Dorchester Community Hall.
11. Adjournment
Moved by: Kay Haines
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Seconded by: Jamie Chapman
Resolved that the meeting adjourn at 8.18 p.m. to meet again on October 26, 2020 at 6.30 p.m.
- Motion Carried.
Julie Gonyou, Dominique Giguere,
Chief Administrative Officer. Chair.
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ENVIRONMENTAL ADVISORY COMMITTEE
ORIENTATION SESSION
Meeting: Environmental Advisory Committee Orientation Session
Date: October 7, 2020
Time: 10.00 a.m.
Location: Webex
Attendees: Dave Mennill, Warden
Grant Jones, Councillor
Sally Martyn, Councillor
Robert Braam, Community Member
Sarah Emons, Community Member
Primrose Kisuule, Community Member
Michaela Lenz, Community Member
Ray Price, Community Member
Kim Smale, Community Member
Staff: Julie Gonyou, Chief Administrative Officer
Brian Lima, Director of Engineering Services
Katherine Thompson, Supervisor of Legislative Services and
Community Relations
Carolyn Krahn, Legislative Services Coordinator
Megan Shannon, Legislative Services Coordinator
DRAFT MINUTES
1. Call to Order
The Environmental Advisory Committee Orientation Session met this 7t" day of
October, 2020. The meeting was called to order at 10.00 a.m.
2. Introductions
The newly appointed members of the Committee introduced themselves to
County Council members and staff supports.
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3. Review of Terms and Conditions and Code of Conduct
The Supervisor of Legislative Services and Community Relations presented an
overview of the Committee's Terms of Reference and Mandate and the Elgin
County Code of Conduct.
4. Overview of Current Elgin County Environmental Initiatives
The Supervisor of Legislative Services and Community Relations presented an
overview of the current Elgin County Environmental Initiatives followed by a
presentation from the Director of Engineering Services on energy conservation,
roads, and cycling infrastructure in the County.
5. Who Does What? —An Overview of Government Jurisdictions
The Supervisor of Legislative Services and Community Relations presented an
overview of Government Jurisdictions.
6. Date of Next Meeting
The Warden suggested the next meeting be facilitated by Jennifer Kirkham to
help the Committee develop their plan of action. The Committee agreed to meet
again on Wednesday, November 4t" at 10.00 a.m. provided that Jennifer Kirkham
was available to meet.
7. Adjournment
The meeting adjourned at 10.27 a.m.
110
s J,`"R UM
Ministre des Femmes et de InEgalitb des,gienres `"'�°'rxm Minister for Women and Gender Equality
et du Developpemeint economiquie rural v " and Rural 'Economic Development
.aiUR a
October 21, 2020
To: His Worship Dave Mennill
(dmennillmalahide,ca)
(ckrahnel�in,ca)
Dear Mayor Mennill,
I hope this email finds you and your loved ones well and safe. Thank you for taking the time to
write to me as well as for your engagement and feedback on this important matter. I am writing
to respond to your correspondence, which was also addressed to my colleagues, the
Honourable Navdeep Bains, Minister of Innovation, Science and Industry, and the Honourable
Catherine McKenna, Minister of Infrastructure and Communities, regarding high-speed Internet
access in southwestern Ontario, in particular in Elgin County. Minister Bains has asked me to
reply on his behalf.
As Minister of Rural Economic Development, rural prosperity and quality of life is a priority for
me, and my role includes building upon the enormous opportunity that exists in rural Canada.
I want to let you know that the gap in services and the fact that high-speed Internet is not yet
accessible in some communities in southwestern Ontario is something I am aware of,
concerned by, and am working hard to fix. I recognize that the lack of dependable, high-speed
Internet service is a hardship, and that hardship has been highlighted by COVID-19. Please know
this situation is on our government's radar, and we will continue working to get more
communities in southwestern Ontario connected. We will continue working with our provincial
and territorial partners, as well as with local providers, until it's done.
To date, our government has made investments in Ontario that have supported the connection
of households across the province. We know there is more work to be done, and this pandemic
has demonstrated even more the urgency to get it completed. I can assure you that we are on it
and we are committed to this work. I will soon have more to say to Canadians about the next
phase in our connectivity strategy and the Universal Broadband Fund (UBF).
Our government committed to ensuring that federal investments effectively grow local
economies, improve social inclusiveness, and safeguard the health and environment of rural
communities. To maximize our results, I have been mandated to implement the Government of
Canada's Rural Economic Develo2ment Stra� launched on June 27, 2019. Informed by
expert advice from our officials and consultations across the country, the strategy commits our
government to work in collaboration with provincial, territorial, and municipal governments;
Boll
Canadu
Indigenous groups; businesses; civil society groups; and other rural stakeholders to ensure that
our policies and programs reflect rural realities and are accessible to Canada's rural
communities.
High-speed broadband coverage is a crucial need in rural Canada, and the COVID-19 pandemic
has only reinforced the importance of access to high-speed Internet as Canadians are working,
learning, and communicating from home. Our government has put in place a national
broadband strategy, High-Seed Access for All: Canada's Connectivity Strategy, for the
connectivity of rural regions and communities across the country. I am committed to meeting
the goals laid out by our government in Budget 2019 and through this strategy. The strategy
aims to deliver Internet speeds of 50 Megabits per second (Mbps) download and 10 Mbps
upload to 90% of Canadians by 2021, 95% of Canadians by 2026, and the hardest-to-reach
Canadians by 2030. We know we need to find ways to accelerate this timeline.
The Government of Canada has a number of programs aimed at extending broadband in rural
and remote communities to meet these targets:
• Budget 2019 committed $1.7 billion in new broadband investments, including the UBF,
as well as a top-up for the Connect to Innovate program and support for low-latency low
Earth orbit satellite capacity—technology that can help connect Canada's most remote
communities.
• Broadband infrastructure projects are also eligible for funding under the $2-billion
Rural and Northern Communities Infrastructure stream of the Investing in Canada Plan.
• The Canadian Radio-television and Telecommunications Commission's$750-million
Broadband Fund will help to improve connectivity services across the country.
• The Canada Infrastructure Bank will seek to invest $1 billion to further leverage private
sector investment to increase broadband access for Canadians.
As you know, the governments of Canada and Ontario have been investing in high-speed
Internet access in Ontario for several years. In 2016, we created an $180-million combined
investment for the SouthWestern Integrated Fibre Technology (SWIFT) initiative.This
not-for-profit, collective broadband project is funding the construction of an affordable,
open-access, ultra-high-speed fibre optic regional broadband network for everyone in
southwestern Ontario, Caledon, and the Niagara region.To overcome Ontario's long-standing
broadband infrastructure gaps, SWIFT has developed a long-term plan to help more than
3.5 million Ontarians connect and keep pace in a changing digital world.
We recognize the commitment the Government of Ontario is making to expand high-speed
Internet and mobile wireless infrastructure under Ontario's Broadband and Cellular Action Plan,
and we look forward to collaborating closely with Ontario as we launch the UBF. I have asked
my officials to keep you updated on the development of the UBF process.
In addition, we are looking at all options to connect Canadians as quickly as possible and
accelerate our progress toward this goal. Providing Canadians with access to high-speed Internet
will help close gaps caused by geography and increase equality of access to health, education,
and employment in a digital economy. Our government is committed to connecting all
Canadians, and we have created the conditions to accomplish this objective.
Thank you again for taking the time to write about this important issue. Please accept my
best wishes.
Sincerely,
The Honourable Maryam Monsef, P.C., M.P.
c.c.: The Honourable Navdeep Bains, P.C., M.P.
(isi.minister-ministresisiC canadaeca)
The Honourable Catherine McKenna, P.C., M.P.
(infc.minister-ministre.infc�adaeca)
Ms. Karen Vecchio, M.P.
(karen.vecchi2@22 I.gc.ca)
CLOSED MEETING AGENDA
October 27, 2020
Staff Reports:
1) Chief Administrative Officer— Municipal Act Section 239 (2) (b) personal
matters about an identifiable individual, including municipal or local board
employees, (d) labour relations or employee negotiations— Organizational
Review (verbal report).
2) Chief Administrative Officer— Municipal Act Section 239 (2) (k) a position,
plan, procedure, criteria or instruction to be applied to any negotiations
carried on or to be carried on by or on behalf of the municipality or local
board— Elgin 9-1-1 Primary-Public Safety Answering Point.
3) Chief Administrative Officer— Municipal Act Section 239 (2) (b) personal
matters about an identifiable individual, including municipal or local board
employees, (d) labour relations or employee negotiations—AMO.
4) Chief Administrative Officer— Municipal Act Section 239 (2) (b) personal
matters about an identifiable individual, including municipal or local board
employees, (d) labour relations or employee negotiations— Service Delivery
Review Update.
111
CORPORATION OF THE COUNTY OF ELGIN
BY-LAW NUMBER 20-53
A BY-LAW OF CORPORATION OF THE COUNTY OF ELGIN TO AUTHORIZE THE
BORROWING UPON AMORTIZING DEBENTURES IN THE PRINCIPAL AMOUNT OF
$6,000,000.00 TOWARDS THE COST OF WONDERLAND ROAD RECONSTRUCTION
WHEREAS subsection 401 (1) of the Municipal Act, 2001, as amended (the
"Act") provides that a municipality may incur a debt for municipal purposes, whether by
borrowing money or in any other way, and may issue debentures and prescribed financial
instruments and enter prescribed financial agreements for or in relation to the debt;
WHEREAS subsection 408 (2.1) of the Act provides that a municipality may issue
a debenture or other financial instrument for long-term borrowing only to provide financing for
a capital work;
WHEREAS the Council of CORPORATION OF THE COUNTY OF ELGIN (the
"Municipality") has passed the By-law(s) enumerated in column (1) of Schedule "A" attached
hereto and forming part of this By-law to authorize the capital work(s) described in column (2)
of Schedule "A" (the "Capital Work(s)"), to authorize the long-term borrowing from Ontario
Infrastructure and Lands Corporation ("OILC") in respect of the Capital Work(s) and to confirm,
ratify and approve the execution by the Treasurer of the application to OILC for financing the
Capital Work (the "Application") and the submission by such authorized official of the
Application; and to execute and deliver to OILC the rate offer letter agreement in respect of
such long-term borrowing for the Capital Work(s);
WHEREAS before authorizing the Capital Work(s) and before authorizing any
additional cost amount and any additional debenture authority in respect thereof (if any) the
Council of the Municipality had its Treasurer calculate an updated limit in respect of its most
recent annual debt and financial obligation limit received from the Ministry of Municipal Affairs
and Housing in accordance with the applicable regulation and, prior to the Council of the
Municipality authorizing the Capital Work(s), each such additional cost amount and each such
additional debenture authority (if any) the Treasurer determined that the estimated annual
amount payable in respect of the Capital Work(s), each such additional cost amount and each
such additional debenture authority (if any) would not cause the Municipality to exceed the
updated limit and that the approval of the Capital Work(s), each such additional cost amount
and each such additional debenture authority (if any) by the Local Planning Appeal Tribunal
pursuant to such regulation was not required;
WHEREAS the Municipality has submitted the Application to OILC and the
Application has been approved;
AND WHEREAS to provide long-term financing for the Capital Work(s) it is now
deemed to be expedient to borrow money by the issue of amortizing debentures in the
112
aggregate principal amount of $6,000,000.00 dated November 16, 2020 and maturing on
November 16, 2030, and payable in semi-annual instalments of combined principal and
interest on the sixteenth day of May and on the sixteenth day of November in each of the years
2021 to 2030, both inclusive on the terms hereinafter set forth;
NOW THEREFORE THE COUNCIL OF CORPORATION OF THE COUNTY OF
ELGIN ENACTS AS FOLLOWS:
1. THAT for the Capital Work(s), the borrowing upon the credit of the Municipality at
large of the aggregate principal amount of $6,000,000.00 and the issue of amortizing
debentures therefor to be repaid in semi-annual instalments of combined principal
and interest as hereinafter set forth, are hereby authorized.
2. THAT the Warden and the Treasurer of the Municipality are hereby authorized to
cause any number of amortizing debentures to be issued for such amounts of money
as may be required for the Capital Work(s) in definitive form, not exceeding in total
the said aggregate principal amount of $6,000,000.00 (the "Debentures"). The
Debentures shall bear the Municipality's municipal seal and the signatures of Warden
and the Treasurer of the Municipality, all in accordance with the provisions of the Act.
The municipal seal of the Municipality and the signatures referred to in this section
may be printed, lithographed, engraved or otherwise mechanically reproduced. The
Debentures are sufficiently signed if they bear the required signatures and each
person signing has the authority to do so on the date he or she signs.
3. THAT the Debentures shall be in fully registered form as one or more certificates in
the aggregate principal amount of $6,000,000.00, in the name of OILC, or as OILC
may otherwise direct, substantially in the form attached as Schedule "B" hereto and
forming part of this By-law with provision for payment of principal and interest (other
than in respect of the final payment of principal and outstanding interest on maturity
upon presentation and surrender) by pre-authorized debit in respect of such principal
and interest to the credit of such registered holder on such terms as to which the
registered holder and the Municipality may agree.
4. THAT in accordance with the provisions of section 25 of the Ontario Infrastructure
and Lands Corporation Act, 2011, as amended from time to time hereafter, the
Municipality is hereby authorized to agree in writing with OILC that the Minister of
Finance is entitled, without notice to the Municipality, to deduct from money
appropriated by the Legislative Assembly of Ontario for payment to the Municipality,
amounts not exceeding any amounts that the Municipality fails to pay OILC on
account of any unpaid indebtedness of the Municipality to OILC under the Debentures
and to pay such amounts to OILC from the Consolidated Revenue Fund.
5. THAT the Debentures shall all be dated November 16, 2020, and as to both principal
and interest shall be expressed and be payable in lawful money of Canada. The
Debentures shall bear interest at the rate of 1.43% per annum and mature during a
period of 10 year(s) years from the date thereof payable semi-annually in arrears as
described in this section. The Debentures shall be paid in full by November 16, 2030
and be payable in equal semi-annual instalments of combined principal and interest
on the sixteenth day of May and on the sixteenth of November in each of the years
113 2of28
2021 to 2030, both inclusive, save and except for the last instalment which may vary
slightly from the preceding equal instalments, as set forth in Schedule "C" attached
hereto and forming part of this By-law ("Schedule "C").
6. THAT payments in respect of principal of and interest on the Debentures shall be
made only on a day, other than Saturday or Sunday, on which banking institutions in
Toronto, Ontario, Canada and the Municipality are not authorized or obligated by law
or executive order to be closed (a "Business Day") and if any date for payment is not
a Business Day, payment shall be made on the next following Toronto Business Day.
7. THAT interest shall be payable to the date of maturity of the Debentures and on
default shall be payable on any overdue amounts both before and after default and
judgment at a rate per annum equal to the greater of the rate specified on the
Schedule as attached to and forming part of the Debentures for such amounts plus
200 basis points or Prime Rate (as defined below) plus 200 basis points, calculated
on a daily basis from the date such amounts become overdue for so long as such
amounts remain overdue and the Municipality shall pay to the registered holders any
and all costs incurred by the registered holders as a result of the overdue payment.
Any amounts payable by the Municipality as interest on overdue principal or interest
and all costs incurred by the registered holders as a result of the overdue payment in
respect of the Debentures shall be paid out of current revenue. Whenever it is
necessary to compute any amount of interest in respect of the Debentures for a period
of less than one full year, other than with respect to regular semi-annual interest
payments, such interest shall be calculated on the basis of the actual number of days
in the period and a year of 365 days or 366 days as appropriate.
"Prime Rate" means, on any day, the annual rate of interest which is the arithmetic
mean of the prime rates announced from time to time by the following five major
Canadian Schedule I banks, as of the issue date of the Debentures: Royal Bank of
Canada; Canadian Imperial Bank of Commerce; The Bank of Nova Scotia; Bank of
Montreal; and The Toronto-Dominion Bank (the "Reference Banks") as their
reference rates in effect on such day for Canadian dollar commercial loans made in
Canada. If fewer than five of the Reference Banks quote a prime rate on such days,
the "Prime Rate" shall be the arithmetic mean of the rates quoted by those Reference
Banks.
8. THAT in each year in which a payment of equal semi-annual instalments of combined
principal and interest becomes due in respect of the Capital Work(s) including the last
`non-equal' instalment, there shall be raised as part of the Municipality's general levy
the amounts of principal and interest payable by the Municipality in each year as set
out in Schedule "C" to the extent that the amounts have not been provided for by any
other available source including other taxes or fees or charges imposed on persons
or property by a by-law of any municipality.
9. THAT the Debentures may contain any provision for their registration thereof
authorized by any statute relating to municipal debentures in force at the time of the
issue thereof.
114 3of28
10. THAT the Municipality shall maintain a registry in respect of the Debentures in which
shall be recorded the names and the addresses of the registered holders and
particulars of the Debentures held by them respectively and in which particulars of
the cancellations, exchanges, substitutions and transfers of Debentures, may be
recorded and the Municipality is authorized to use electronic, magnetic or other media
for records of or related to the Debentures or for copies of them.
11. THAT the Municipality shall not be bound to see to the execution of any trust affecting
the ownership of any Debenture or be affected by notice of any equity that may be
subsisting in respect thereof. The Municipality shall deem and treat registered
holders of the Debentures as the absolute owners thereof for all purposes whatsoever
notwithstanding any notice to the contrary and all payments to or to the order of
registered holders shall be valid and effectual to discharge the liability of the
Municipality on the Debentures to the extent of the amount or amounts so paid. When
a Debenture is registered in more than one name, the principal of and interest from
time to time payable on such Debenture shall be paid to or to the order of all the joint
registered holders thereof, failing written instructions to the contrary from all such joint
registered holders, and such payment shall constitute a valid discharge to the
Municipality. In the case of the death of one or more joint registered holders, despite
the foregoing provisions of this section, the principal of and interest on any
Debentures registered in their names may be paid to the survivor or survivors of such
holders and such payment shall constitute a valid discharge to the Municipality.
12. THAT the Debentures will be transferable or exchangeable at the office of the
Treasurer of the Municipality upon presentation for such purpose accompanied by an
instrument of transfer or exchange in a form approved by the Municipality and which
form is in accordance with the prevailing Canadian transfer legislation and practices,
executed by the registered holder thereof or such holder's duly authorized attorney
or legal personal representative, whereupon and upon registration of such transfer or
exchange and cancellation of the Debenture or Debentures presented, the Warden
and the Treasurer shall issue and deliver a new Debenture or Debentures of an equal
aggregate principal amount in any authorized denomination or denominations as
directed by the transferor, in the case of a transfer or as directed by the registered
holder in the case of an exchange.
13. THAT the Warden and the Treasurer shall issue and deliver new Debentures in
exchange or substitution for Debentures outstanding on the registry with the same
maturity and of like form which have become mutilated, defaced, lost, subject to a
mysterious or unexplainable disappearance, stolen or destroyed, provided that the
applicant therefor shall have: (a) paid such costs as may have been incurred in
connection therewith; (b) (in the case when a Debenture is mutilated, defaced, lost,
mysteriously or unexplainably missing, stolen or destroyed)furnished the Municipality
with such evidence (including evidence as to the certificate number of the Debenture
in question) and an indemnity in respect thereof satisfactory to the Municipality in its
discretion; and (c) surrendered to the Municipality any mutilated or defaced
Debentures in respect of which new Debentures are to be issued in substitution.
14. THAT the Debentures issued upon any registration of transfer or exchange or in
substitution for any Debentures or part thereof shall carry all the rights to interest if
115 4of28
any, accrued and unpaid which were carried by such Debentures or part thereof and
shall be so dated and shall bear the same maturity date and, subject to the provisions
of this By-law, shall be subject to the same terms and conditions as the Debentures
in respect of which the transfer, exchange or substitution is effected.
15. THAT the cost of all transfers and exchanges, including the printing of authorized
denominations of the new Debentures, shall be borne by the Municipality. When any
of the Debentures are surrendered for transfer or exchange the Treasurer of the
Municipality shall: (a) in the case of an exchange, cancel and destroy the Debentures
surrendered for exchange; (b) in the case of an exchange, certify the cancellation and
destruction in the registry; (c) enter in the registry particulars of the new Debenture or
Debentures issued in exchange; and (d) in the case of a transfer, enter in the registry
particulars of the registered holder as directed by the transferor.
16. THAT reasonable fees in respect of the Debentures, in the normal course of business,
other than reasonable fees for the substitution of a new Debenture or new Debentures
for any of the Debentures that are mutilated, defaced, lost, mysteriously or
unexplainably missing, stolen or destroyed and for the replacement of any of the
principal and interest cheques (if any) that are mutilated, defaced, lost, mysteriously
or unexplainably missing, stolen or destroyed may be imposed by the Municipality.
When new Debentures are issued in substitution in these circumstances the
Municipality shall: (a) treat as cancelled and destroyed the Debentures in respect of
which new Debentures will be issued in substitution; (b) certify the deemed
cancellation and destruction in the registry; (c) enter in the registry particulars of the
new Debentures issued in substitution; and (d) make a notation of any indemnities
provided.
17. THAT except as otherwise expressly provided herein, any notice required to be given
to a registered holder of one or more of the Debentures will be sufficiently given if a
copy of such notice is mailed or otherwise delivered to the registered address of such
registered holder.
18. THAT the Warden and the Treasurer are hereby authorized to cause the Debentures
to be issued, one or more of the Clerk and Treasurer are hereby authorized to
generally do all things and to execute all other documents and other papers in the
name of the Municipality in order to carry out the issue of the Debentures and the
Treasurer is authorized to affix the Municipality's municipal seal to any of such
documents and papers.
19. THAT the money received by the Municipality from the sale of the Debentures to
OILC, including any premium, and any earnings derived from the investment of that
money, after providing for the expenses related to their issue, if any, shall be
apportioned and applied to the Capital Work(s) and to no other purpose except as
permitted by the Act.
20. THAT subject to the Municipality's statement of investment policies and goals, the
applicable legislation and the terms and conditions of the Debentures, the Municipality
may, if not in default under the Debentures, at any time purchase any of the
Debentures in the open market or by tender or by private contract at any price and on
116 5of28
such terms and conditions (including, without limitation, the manner by which any
tender offer may be communicated or accepted and the persons to whom it may be
addressed) as the Municipality may in its discretion determine.
21. AND THAT this By-law takes effect on the day of passing.
Read a first and second time this 27th day of October, 2020.
Read a third time and finally passed this 27th day of October, 2020.
Dave Mennill Julie Gonyou
Warden Clerk
117 6of28
CORPORATION OF THE COUNTY OF ELGIN
Schedule "A" to By-law Number 20-53
(1) (2) (3) (4) (5) (6)
Approved
Amount to be Amount of Amount of Term of
By-law Project Financed Debentures Debentures Years of
Description Through the Previously to be Issued Debentures
Issue of Issued
Debentures
Wonderland
20-48 Road Reconstructio $6,000,000.00 $0.00 $6,000,000.00 10 year(s)
n
118 7of28
Schedule "B" to By-law Number 20-53
No. 20-53 1 $6,000 000.00
CANADA
Province of Ontario
CORPORATION OF THE COUNTY OF ELGIN
FULLY REGISTERED 1.43% AMORTIZING DEBENTURE
CORPORATION OF THE COUNTY OF ELGIN (the "Municipality"), for value received,
hereby promises to pay to
ONTARIO INFRASTRUCTURE AND LANDS CORPORATION ("OILC")
or registered assigns, subject to the Conditions attached hereto which form part hereof (the
"Conditions"), upon presentation and surrender of this debenture (or as otherwise agreed to
by the Municipality and OILC) by the maturity date of this debenture (November 16, 2030), the
principal amount of
SIX MILLION DOLLARS
----------------------------------- ($6,000,000.00) ---------------------------------
by equal semi-annual instalments of combined principal and interest on the sixteenth day of
May and on the sixteenth day of November in each of the years 2021 to 2030, both inclusive,
save and except for the last instalment which may vary slightly from the preceding equal
instalments, in the amounts set forth in the attached Amortizing Debenture Schedule (the
"Amortization Schedule") and subject to late payment interest charges pursuant to the
Conditions, in lawful money of Canada. Subject to the Conditions: interest shall be paid until
the maturity date of this debenture, in like money in semi-annual payments from the closing
date (November 16, 2020), or from the last date on which interest has been paid on this
debenture, whichever is later, at the rate of 1.43% per annum, in arrears, on the specified
dates, as set forth in the Amortization Schedule; and interest shall be paid on default at the
applicable rate set out in the Amortization Schedule both before and after default and judgment.
The payments of principal and interest and the outstanding amount of principal in each year
are shown in the Amortization Schedule.
The Municipality, pursuant to section 25 of the Ontario Infrastructure and Lands Corporation
Act, 2011 (the "OILC Act, 2011") hereby irrevocably agrees that the Minister of Finance is
entitled, without notice to the Municipality, to deduct from money appropriated by the Legislative
Assembly of Ontario for payment to the Municipality, amounts not exceeding any amounts that
the Municipality fails to pay OILC on account of any unpaid indebtedness under this debenture,
and to pay such amounts to OILC from the Consolidated Revenue Fund.
This debenture is subject to the Conditions.
119 8of28
DATED at CORPORATION OF THE COUNTY OF ELGIN as at the 16th day of November,
2020.
IN TESTIMONY WHEREOF and under the authority of By-law Number 20-53 of the
Municipality duly passed on the 27th day of October, 2020 (the "By-law"), this debenture is
sealed with the municipal seal of the Municipality and signed by the Warden and by the
Treasurer thereof.
Date of Registration: November 16, 2020.
(Seal)
Dave Mennill, Warden Jim Bundschuh, Treasurer
OILC hereby agrees that the Minister of Finance is entitled to exercise certain rights of deduction pursuant to
section 25 of the OILC Act, 2011 as described in this debenture.
Ontario Infrastructure and Lands Corporation
by: by:
Authorized Signing Officer Authorized Signing Officer
120 9 of 28
LEGAL OPINION
We have examined the By-law of the Municipality authorizing the issue of amortizing
debentures in the aggregate principal amount of$6,000,000.00 dated November 16,
2020 and maturing on November 16, 2030 payable in equal semi-annual instalments
of combined principal and interest on the sixteenth day of May and on the sixteenth
day of November in each of the years 2021 to 2030, both inclusive, save and except
for the last instalment which may vary slightly from the preceding equal instalments
as set out in Schedule "C" to the By-law.
In our opinion, the By-law has been properly passed and is within the legal powers
of the Municipality. The debenture issued under the By-law in the within form (the
"Debenture") is the direct, general, unsecured and unsubordinated obligation of the
Municipality. The Debenture is enforceable against the Municipality subject to the
special jurisdiction and powers of the Local Planning Appeal Tribunal over defaulting
municipalities under the Municipal Affairs Act. This opinion is subject to and
incorporates all the assumptions, qualifications and limitations set out in our opinion
letter.
November 16, 2020
Hennessey & Hogan LLP [no signature required]
121 10 of 28
CONDITIONS OF THE DEBENTURE
Form, Denomination, and Ranking of the Debenture
1. The debentures issued pursuant to the By-law (collectively the "Debentures" and
individually a "Debenture") are issuable as fully registered Debentures without coupons.
2. The Debentures are direct, general, unsecured and unsubordinated obligations of the
Municipality. The Debentures rank concurrently and equally in respect of payment of
principal and interest with all other debentures of the Municipality except for the
availability of money in a sinking or retirement fund for a particular issue of debentures.
3. This Debenture is one fully registered Debenture registered in the name of OILC and
held by OILC.
Registration
4. The Municipality shall maintain at its designated office a registry in respect of the
Debentures in which shall be recorded the names and the addresses of the registered
holders and particulars of the Debentures held by them respectively and in which
particulars of cancellations, exchanges, substitutions and transfers of Debentures, may
be recorded and the Municipality is authorized to use electronic, magnetic or other media
for records of or related to the Debentures or for copies of them.
Title
5. The Municipality shall not be bound to see to the execution of any trust affecting the
ownership of any Debenture or be affected by notice of any equity that may be subsisting
in respect thereof. The Municipality shall deem and treat registered holders of
Debentures, including this Debenture, as the absolute owners thereof for all purposes
whatsoever notwithstanding any notice to the contrary and all payments to or to the
order of registered holders shall be valid and effectual to discharge the liability of the
Municipality on the Debentures to the extent of the amount or amounts so paid. Where
a Debenture is registered in more than one name, the principal of and interest from time
to time payable on such Debenture shall be paid to or to the order of all the joint
registered holders thereof, failing written instructions to the contrary from all such joint
registered holders, and such payment shall constitute a valid discharge to the
Municipality. In the case of the death of one or more joint registered holders, despite
the foregoing provisions of this section, the principal of and interest on any Debentures
registered in their names may be paid to the survivor or survivors of such holders and
such payment shall constitute a valid discharge to the Municipality.
122 11 of 28
Payments of Principal and Interest
6. The record date for purposes of payment of principal of and interest on the Debentures
is as of 5.00 p.m. on the sixteenth calendar day preceding any Payment Date including
the maturity date. Principal of and interest on the Debentures are payable by the
Municipality to the persons registered as holders in the registry on the relevant record
date. The Municipality shall not be required to register any transfer, exchange or
substitution of Debentures during the period from any record date to the corresponding
Payment Date.
7. The Municipality shall make all payments in respect of equal semi-annual instalments
of combined principal and interest including the last `non-equal' instalment on the
Debentures on the Payment Dates commencing on May 16, 2021 and ending on
November 16, 2030 as set out in Schedule "C" to the By-law, by pre-authorized debit in
respect of such interest and principal to the credit of the registered holder on such terms
as the Municipality and the registered holder may agree.
8. The Municipality shall pay to the registered holder interest on any overdue amount of
principal or interest in respect of any Debenture, both before and after default and
judgment, at a rate per annum equal to the greater of the rate specified on the
Amortization Schedule as attached to and forming part of the Debenture for such amount
plus 200 basis points or Prime Rate (as defined below) plus 200 basis points, calculated
on a daily basis from the date such amount becomes overdue for so long as such
amount remains overdue and the Municipality shall pay to the registered holder any and
all costs incurred by the registered holder as a result of the overdue payment.
9. Whenever it is necessary to compute any amount of interest in respect of the
Debentures for a period of less than one full year, other than with respect to regular
semi-annual interest payments, such interest shall be calculated on the basis of the
actual number of days in the period and a year of 365 days or 366 days as appropriate.
10. Payments in respect of principal of and interest on the Debentures shall be made only
on a day, other than Saturday or Sunday, on which banking institutions in Toronto,
Ontario, Canada and the Municipality are not authorized or obligated by law or executive
order to be closed (a "Business Day"), and if any date for payment is not a Business
Day, payment shall be made on the next following Business Day as noted on the
Amortization Schedule.
11. The Debentures are transferable or exchangeable at the office of the Treasurer of the
Municipality upon presentation for such purpose accompanied by an instrument of
transfer or exchange in a form approved by the Municipality and which form is in
accordance with the prevailing Canadian transfer legislation and practices, executed by
the registered holder thereof or such holder's duly authorized attorney or legal personal
representative, whereupon and upon registration of such transfer or exchange and
cancellation of the Debenture or Debentures presented, a new Debenture or Debentures
of an equal aggregate principal amount in any authorized denomination or
denominations will be delivered as directed by the transferor, in the case of a transfer or
as directed by the registered holder in the case of an exchange.
123 12 of 28
12. The Municipality shall issue and deliver Debentures in exchange for or in substitution
for Debentures outstanding on the registry with the same maturity and of like form in the
event of a mutilation, defacement, loss, mysterious or unexplainable disappearance,
theft or destruction, provided that the applicant therefor shall have: (a) paid such costs
as may have been incurred in connection therewith; (b) (in the case of a mutilated,
defaced, lost, mysteriously or unexplainably missing, stolen or destroyed Debenture)
furnished the Municipality with such evidence (including evidence as to the certificate
number of the Debenture in question) and an indemnity in respect thereof satisfactory
to the Municipality in its discretion; and (c) surrendered to the Municipality any mutilated
or defaced Debentures in respect of which new Debentures are to be issued in
substitution.
13. The Debentures issued upon any registration of transfer or exchange or in substitution
for any Debentures or part thereof shall carry all the rights to interest if any, accrued and
unpaid which were carried by such Debentures or part thereof and shall be so dated
and shall bear the same maturity date and, subject to the provisions of the By-law, shall
be subject to the same terms and conditions as the Debentures in respect of which the
transfer, exchange or substitution is effected.
14. The cost of all transfers and exchanges, including the printing of authorized
denominations of the new Debentures, shall be borne by the Municipality. When any of
the Debentures are surrendered for transfer or exchange the Treasurer of the
Municipality shall: (a) in the case of an exchange, cancel and destroy the Debentures
surrendered for exchange; (b) in the case of an exchange, certify the cancellation and
destruction in the registry; (c) enter in the registry particulars of the new Debenture or
Debentures issued in exchange; and (d) in the case of a transfer, enter in the registry
particulars of the registered holder as directed by the transferor.
15. Reasonable fees for the substitution of a new Debenture or new Debentures for any of
the Debentures that are mutilated, defaced, lost, mysteriously or unexplainably missing,
stolen or destroyed and for the replacement of mutilated, defaced, lost, mysteriously or
unexplainably missing, stolen or destroyed principal and interest cheques (if any) may
be imposed by the Municipality. When new Debentures are issued in substitution in
these circumstances the Municipality shall: (a) treat as cancelled and destroyed the
Debentures in respect of which new Debentures will be issued in substitution; (b) certify
the deemed cancellation and destruction in the registry; (c) enter in the registry
particulars of the new Debentures issued in substitution; and (d) make a notation of any
indemnities provided.
16. If OILC elects to terminate its obligations under the rate offer agreement entered into
between the Municipality and OILC, or if the Municipality fails to meet and pay any of its
debts or liabilities when due, or uses all or any portion of the proceeds of any Debenture
for any purpose other than for a Capital Work(s) as authorized in the By-Law, the
Municipality shall pay to OILC the Make-Whole Amount on account of the losses that it
will incur as a result of the early repayment or early termination.
124 13 of 28
Notices
17. Except as otherwise expressly provided herein, any notice required to be given to a
registered holder of one or more of the Debentures will be sufficiently given if a copy of
such notice is mailed or otherwise delivered to the registered address of such registered
holder. If the Municipality or any registered holder is required to give any notice in
connection with the Debentures on or before any day and that day is not a Business
Day (as defined in section 10 of these Conditions) then such notice may be given on the
next following Business Day.
Time
18. Unless otherwise expressly provided herein, any reference herein to a time shall be
considered to be a reference to Toronto time.
Governing Law
19. The Debentures are governed by and shall be construed in accordance with the laws of
the Province of Ontario and the federal laws of Canada applicable in Ontario.
Definitions:
(a) "Prime Rate" means, on any day, the annual rate of interest which is the arithmetic
mean of the prime rates announced from time to time by the following five major
Canadian Schedule I banks, as of the issue date of this Debenture: Royal Bank of
Canada; Canadian Imperial Bank of Commerce; The Bank of Nova Scotia; Bank of
Montreal; and The Toronto-Dominion Bank (the "Reference Banks") as their reference
rates in effect on such day for Canadian dollar commercial loans made in Canada. If
fewer than five of the Reference Banks quote a prime rate on such days, the "Prime
Rate" shall be the arithmetic mean of the rates quoted by those Reference Banks.
(b) "Make-Whole Amount" means the amount determined by OILC as of the date of
prepayment of the Debenture, by which (i) the present value of the remaining future
scheduled payments of principal and interest under the Debenture to be repaid from the
prepayment date until maturity of the Debenture discounted at the Ontario Yield exceeds
(ii) the principal amount under the Debenture being repaid provided that the Make-
Whole Amount shall never be less than zero.
(c) "Ontario Yield" means the yield to maturity on the date of prepayment of the Debenture,
assuming semi-annual compounding, which a non-prepayable Debenture made by the
Province of Ontario would have if advanced on the date of prepayment of the Debenture,
assuming the same principal amount as the Debenture and with a maturity date which
is the same as the remaining term to maturity of the Debenture to be repaid minus 100
basis points.
125 14 of 28
CORPORATION OF THE COUNTY OF ELGIN
Schedule "C" to By-law Number 20-53
Name.....: Elgin,The Corporation Of The County Of
Principal: 6,000,000.00
Rate.....: 01.4300
Matures..: 11/16/2030
Pay# Date Amount Due Principal Due Interest Due Rem. Principal
---------------------------------------------------------------------------
105/16/2021 323,030.46 280,130.46 42,900.00 5,719,869.54
211/16/2021 323,030.46 282,133.39 40,897.07 5,437,736.15
3 05/16/2022 323,030.46 284,150.65 38,879.81 5,153,585.50
411/16/2022 323,030.46 286,182.32 36,848.14 4,867,403.18
5 05/16/2023 323,030.46 288,228.53 34,801.93 4,579,174.65
611/16/2023 323,030.46 290,289.36 32,741.10 4,288,885.29
7 05/16/2024 323,030.46 292,364.93 30,665.53 3,996,520.36
811/16/2024 323,030.46 294,455.34 28,575.12 3,702,065.02
9 05/16/2025 323,030.46 296,560.70 26,469.76 3,405,504.32
1011/16/2025 323,030.46 298,681.10 24,349.36 3,106,823.22
1105/16/2026 323,030.46 300,816.67 22,213.79 2,806,006.55
1211/16/2026 323,030.46 302,967.51 20,062.95 2,503,039.04
13 05/16/2027 323,030.46 305,133.73 17,896.73 2,197,905.31
1411/16/2027 323,030.46 307,315.44 15,715.02 1,890,589.87
15 05/16/2028 323,030.46 309,512.74 13,517.72 1,581,077.13
1611/16/2028 323,030.46 311,725.76 11,304.70 1,269,351.37
17 05/16/2029 323,030.46 313,954.60 9,075.86 955,396.77
1811/16/2029 323,030.46 316,199.37 6,831.09 639,197.40
19 05/16/2030 323,030.46 318,460.20 4,570.26 320,737.20
2011/16/2030 323,030.47 320,737.20 2,293.27 0.00
-------------- -------------- --------------
6,460,609.21 6,000,000.00 460,609.21
126 15 of 28