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09 - April 6, 2021 County Council Agenda Package
E0ilk u .y gill �r a": m Ill "%' y Table of Contents I. Orders — April 6, 2021.............................................................................. 2 II. Elgin County Council Minutes — March 22, 2021........................................... 3 III. Elgin County Council Minutes — March 23, 2021.......................................... 6 IV. Delegation — Development Charges Study — Hemson.................................. 21 V. Reports Index —April 6, 2021................................................................... 51 VI. Report — Warden's Activity Report (March) and COVID-19 Update .................. 52 VII. Report — Review of Environmental Impact Studies ....................................... 56 Vill. Report — Hot Mix Asphalt Paving and Surface Treatment Tender Awards......... 62 IX. Report — 2020 County Road Maintenance Expenditures ................................ 68 X. Report — Elgin / Riddell — Approval of Commercial Lease — Elgin County Administration Building........................................................................... 73 XI. Report — Corporate Intranet Development RFP — Project Award ..................... 76 XII. Report — COVID-19 Emergency Team Planning — March Update .................... 111 XIII. Correspondence: Items for Consideration Index .......................................... 129 XIV. A letter from the Municipality of Central Elgin .............................................. 130 XV. A letter from the Township of Malahide...................................................... 131 XVI. Correspondence: Items for Information Index .............................................. 132 XVII. A memorandum from the South West LHIN............................................... 133 XVIII. A letter from the Ontario Recreation Facilities Association Inc ........................ 134 XIX. Notice of Online Public Information Centre ................................................. 137 XX. A letter from Elgin Unifor Local 302........................................................... 138 XXI. Closed Meeting Agenda — April 6, 2021..................................................... 143 XXI I. By -Law 21-16 — Fees and Charges By -Law ............................................... 144 1 Al�lllllllll 0 lgln " c ORDERS OF THE DAY FOR TUESDAY, APRIL 6, 2021- 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 9:00 a.m. — Development Charges Background Study and By-law — Hemson 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: l-ittics //www.tacell,:)ooll<.coil-r'n/[::::::Iloliii,iCouii°itvAdii'r'nliii°l/ Accessible formats available upon request. `a of A�rriro,�l�l/((lliil��j�l(/� Elgiri Pmgm s. ve Pay fd afaaae ELGIN COUNTY COUNCIL LTA ll►Loa I*? March 22, 2021 Council Present: Warden Tom Marks (in -person) Deputy Warden Dave Mennill (electronic) Councillor Duncan McPhail (electronic) Councillor Bob Purcell (electronic) Councillor Sally Martyn (in -person) Councillor Grant Jones (electronic) Councillor Mary French (electronic) Councillor Dominique Giguere (electronic) Councillor Ed Ketchabaw (electronic) Staff Present: Julie Gonyou, Chief Administrative Officer (in -person) Katherine Thompson, Supervisor of Legislative Services (electronic) Carolyn Krahn, Legislative Services Coordinator (in -person) Members of the St. Thomas City Council, the City Manager, and the St. Thomas Economic Development Corporation were present for the presentation from StrategyCorp Inc. CALL TO ORDER Elgin County Council met this 22"d day of March, 2021 in the Council Chambers, at the County Administration Building, St. Thomas at 4:00 p.m. with Warden Marks in the chair. Some Councillors and staff participated electronically by video conference. DISCLOSURE OF PECUNIARY INTEREST AND THE GENERAL NATURE THEREOF PRESENTING PETITIONS, PRESENTATIONS AND DELEGATIONS 3.1 Regional Economic Development Services Feasibility Study Final Report — StrategyCorp Inc. StrategyCorp Inc. presented a summary of their Regional Economic Development Services Feasibility Study Final Report. The report outlined StrategyCorp's recommendations following their assessment of the viability of creating a regional economic development service with the City of St. Thomas and the St. Thomas Economic Development Corporation. Councillor McPhail left the meeting at 4:55 p.m. due to technical difficulties. Moved by: Councillor Mennill Seconded by: Councillor Martyn RESOLVED THAT the Final Report of the Regional Economic Development Services Feasibility Study submitted by StrategyCorp Inc. be received and filed for information. Recorded Vote Yes No Abstain Malahide Dave Mennill Yes Dutton Dunwich Bob Purcell Yes Central Elgin Sally Mart n Yes Southwold Grant Jones Yes Aylmer Mary French Yes Malahide Dominique Gi uere Yes Ba ham Ed Ketchabaw Yes Central Elgin Warden Marks Yes 8 0 0 - Motion Carried. 4. REPORTS OF COUNCIL, OUTSIDE BOARDS AND STAFF None. 5. COUNCIL CORRESPONDENCE 5.1 Items for Consideration None. 5.2 Items for Information (Consent Agenda) None. 6. OTHER BUSINESS 6.1 Statements/Inquiries by Members None. 6.2 Notice of Motion None. 6.3 Matters of Urgency None. 7. CLOSED MEETING ITEMS None. 8. MOTION TO RISE AND REPORT None. 9. CONSIDERATION OF BY-LAWS 9.1 By -Law 21-12 — 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 March 22, 2021 Meeting. Moved by: Councillor French Seconded by: Councillor Purcell RESOLVED THAT By -Law No. 21-12 be now read a first, second and third time and finally passed. Recorded Vote Yes No Abstain Malahide Dave Mennill Yes Dutton Dunwich Bob Purcell Yes Central Elgin Sally Mart n Yes Southwold Grant Jones Yes Aylmer Mary French Yes Malahide Dominique Gi uere Yes Ba ham Ed Ketchabaw Yes Central Elgin Warden Marks Yes 8 1 0 1 0 Motion Carried. 10. ADJOURNMENT Moved by: Councillor Martyn Seconded by: Councillor Jones RESOLVED THAT we do now adjourn at 4:59 p.m. to meet again on March 23, 2021 at 9:00 a.m. Recorded Vote Yes No Abstain Malahide Dave Mennill Yes Dutton Dunwich Bob Purcell Yes Central Elgin Sally Mart n Yes Southwold Grant Jones Yes Aylmer Mary French Yes Malahide Dominique Gi uere Yes Ba ham Ed Ketchabaw Yes Central Elgin Warden Marks Yes 8 0 0 Motion Carried. Julie Gonyou, Tom Marks, Chief Administrative Officer. Warden. of A�rriro,�l�l/((lliil��j�l(/� Elgiri Pmgmv. Pwe Pay fd afaaae ELGIN COUNTY COUNCIL I►TAIIR1jd*? March 23, 2021 Council Present: Warden Tom Marks (in -person) Deputy Warden Dave Mennill (in -person) Councillor Duncan McPhail (in -person) Councillor Bob Purcell (electronic) Councillor Sally Martyn (in -person) Councillor Grant Jones (electronic) Councillor Mary French (electronic) Councillor Dominique Giguere (in -person) Councillor Ed Ketchabaw (in -person) Staff Present: Julie Gonyou, Chief Administrative Officer (in -person) Brian Lima, Director of Engineering Services (electronic) Stephen Gibson, County Solicitor (electronic) Jim Bundschuh, Director of Financial Services (electronic) Michele Harris, Director of Homes and Seniors Services (in -person) Brian Masschaele, Director of Community and Cultural Services (electronic) Amy Thomson, Director of Human Resources (electronic) Nancy Pasato, Manager of Planning (electronic) Lisa Czupryna, Senior Financial Analyst (electronic) Jeff Lawrence, Tree Commissioner/Weed Inspector (electronic) (report only) Jeff VanRybroeck, CEMC/Fire Training Officer (in -person) Katherine Thompson, Supervisor of Legislative Services (in -person) Carolyn Krahn, Legislative Services Coordinator (in -person) CALL TO ORDER Elgin County Council met this 23rd day of March, 2021 in the Council Chambers, at the County Administration Building, St. Thomas at 9:00 a.m. with Warden Marks in the chair. Some Councillors and staff participated electronically by video conference. ADOPTION OF MINUTES Moved by: Councillor Mennill Seconded by: Councillor Ketchabaw RESOLVED THAT the minutes of the meeting held on March 9, 2021 be adopted. Recorded Vote Yes No Abstain Malahide Dave Mennill Yes West Elgin Duncan McPhail Yes Dutton Dunwich Bob Purcell Yes Central Elgin Sally Mart n Yes Southwold Grant Jones Yes Aylmer Mary French Yes Malahide Dominique Gi uere Yes Ba ham Ed Ketchabaw Yes Central Elgin Warden Marks Yes 9 0 0 Motion Carried. DISCLOSURE OF PECUNIARY INTEREST AND THE GENERAL NATURE THEREOF Councillor Martyn identified a conflict of interest regarding In -Camera Item #8 - Whites Station Operations Centre Property Divestment. 4. PRESENTING PETITIONS, PRESENTATIONS AND DELEGATIONS 4.1 St. Thomas -Elgin Public Arts Centre 2020 Annual Report — Laura Woermke, Executive Director. STEPAC The Executive Director of the St. Thomas Public Arts Centre (STEPAC) presented highlights from the exhibitions, partnerships, special events, school programs, classes, workshops, and other public programs in 2020. Moved by: Councillor Giguere Seconded by: Councillor Martyn RESOLVED THAT the presentation from the Executive Director of the St. Thomas - Elgin Public Arts Centre be received. Recorded Vote Yes No Abstain Malahide Dave Mennill Yes West Elgin Duncan McPhail Yes Dutton Dunwich Bob Purcell Yes Central Elgin Sally Mart n Yes Southwold Grant Jones Yes Aylmer Mary French Yes Malahide Dominique Gi uere Yes Ba ham Ed Ketchabaw Yes Central Elgin Warden Marks Yes 9 0 0 Motion Carried. 5. COMMITTEE OF THE WHOLE Moved by: Councillor Mennill Seconded by: Councillor Ketchabaw RESOLVED THAT we do now move into Committee of the Whole Council. Recorded Vote Yes No Abstain Malahide Dave Mennill Yes West Elgin Duncan McPhail Yes Dutton Dunwich Bob Purcell Yes Central Elgin Sally Mart n Yes Southwold Grant Jones Yes Aylmer Mary French Yes Malahide Dominique Gi uere Yes Ba ham Ed Ketchabaw Yes Central Elgin Warden Marks Yes 9 0 0 Motion Carried. REPORTS OF COUNCIL, OUTSIDE BOARDS AND STAFF 6.1 Homes — Notice and Extension of Service Accountability Agreement(s) SAA Extending Letters — Director of Homes and Seniors Services The Director of Homes and Seniors Services presented the Notice and Extension of Service Accountability Agreement(s) SAA Extending Letters for Bobier Villa, Elgin Manor, and Terrace Lodge for Council's approval. It is a requirement under the Local Health System Integration Act, 2006 (LHSIA) that the South West Local Health Integration Network (SWLHIN) enters into a service accountability agreement (SAA) with each health service provider (HSP) which it funds. Moved by: Councillor Purcell Seconded by: Councillor McPhail RESOLVED THAT the report titled: "Homes —Notice and Extension of Service Accountability Agreement(s) SAA Extending Letters" dated March 5, 2021 be received and filed; and, THAT Council authorize the Warden and Chief Administrative Officer to sign the Notice and Extension of Service Accountability Agreement(s) SAA Extending Letters. Recorded Vote Yes No Abstain Malahide Dave Mennill Yes West Elgin Duncan McPhail Yes Dutton Dunwich Bob Purcell Yes Central Elgin Sally Mart n Yes Southwold Grant Jones Yes Aylmer Mary French Yes Malahide Dominique Gi uere Yes Ba ham Ed Ketchabaw Yes Central Elgin Warden Marks Yes 9 0 0 Motion Carried. 6.2 Homes — Housekeeping & Laundry Policy Manual Review and Revisions — Director of Homes and Seniors Services The Director of Homes and Seniors Services provided an overview of the updated Homes Policy Manual for Housekeeping & Laundry. The Manual was reviewed and revised by the Managers of Support Services for the three (3) County of Elgin Homes, in consultation with public health. Moved by: Councillor Mennill Seconded by: Councillor Jones RESOLVED THAT the report titled: "Homes — Housekeeping & Laundry Policy Manual Review and Revisions" dated March 15, 2021 be received and filed; and, THAT Council approve the "County of Elgin Homes and Seniors Services Housekeeping & Laundry Policy Manual Review and Revisions" for 2021. Recorded Vote Yes No Abstain Malahide Dave Mennill Yes West Elgin Duncan McPhail Yes Dutton Dunwich Bob Purcell Yes Central Elgin Sally Mart n Yes Southwold Grant Jones Yes Aylmer Mary French Yes Malahide Dominique Gi uere Yes Ba ham Ed Ketchabaw Yes Central Elgin Warden Marks Yes 9 0 0 Motion Carried. 6.3 Council and Outside Boards Remuneration and Expenses — Senior Financial Analyst The Senior Financial Analyst presented information on the remuneration, mileage, and expenses for Council and Outside Boards as well as convention expenses for 2020. Moved by: Councillor Ketchabaw Seconded by: Councillor Giguere RESOLVED THAT the February 24, 2021, report titled, Council and Outside Boards Remuneration and Expenses submitted by the Senior Financial Analyst, be deferred until the next meeting of Council. Recorded Vote Yes No Abstain Malahide Dave Mennill Yes West Elgin Duncan McPhail Yes Dutton Dunwich Bob Purcell Yes Central Elgin Sally Mart n Yes Southwold Grant Jones Yes Aylmer Mary French Yes Malahide Dominique Gi uere Yes Ba ham Ed Ketchabaw Yes Central Elgin Warden Marks Yes 9 0 0 Motion Carried. 6.4 Audio / Video Surveillance Policy Adoption — Director of Community and Cultural Services The Director of Community and Cultural Services presented revisions to the Video Surveillance Policy. Moved by: Councillor Martyn Seconded by: Councillor Mennill RESOLVED THAT the report titled "Audio / Video Surveillance Policy Adoption" from the Director of Community and Cultural Services dated March 15, 2021 be received and filed; and, THAT the Audio / Video Surveillance Policy attached to this report as "Appendix A" be hereby adopted. Recorded Vote Yes No Abstain Malahide Dave Mennill Yes West Elgin Duncan McPhail Yes Dutton Dunwich Bob Purcell Yes Central Elgin Sally Mart n Yes Southwold Grant Jones Yes Aylmer Mary French Yes Malahide Dominique Gi uere Yes Ba ham Ed Ketchabaw Yes Central Elgin Warden Marks Yes 9 0 0 Motion Carried. 6.5 Transportation Master Plan — Study Award — Director of Engineering Services The Director of Engineering Services presented the results of the Request for Proposal for a Transportation Master Plan (TMP) Study. The TMP will provide direction for the planning, coordination and implementation of a multi -municipal road and potential transit network, active transportation amenities, and commuter facilities for the next thirty (30) years and beyond. Moved by: Councillor McPhail Seconded by: Councillor Jones RESOLVED THAT the provision of engineering services associated with the Transportation Master Plan, Request for Proposal 2021-PO4 submission received from IBI Group in the amount of $234,826.00 (excluding HST) be awarded; and, THAT the Warden and Chief Administrative Officer be authorized to sign the supporting engineering service agreement. Recorded Vote Yes No Abstain Malahide Dave Mennill Yes West Elgin Duncan McPhail Yes Dutton Dunwich Bob Purcell Yes Central Elgin Sally Mart n Yes Southwold Grant Jones Yes Aylmer Mary French Yes Malahide Dominique Gi uere Yes Ba ham Ed Ketchabaw Yes Central Elgin Warden Marks Yes 9 0 0 Motion Carried. 6.6 Administration Building and Elgin Manor Roof Replacement Protect — Tender No. 2021-T07 Tender Award — Director of Engineering Services The Director of Engineering Services presented the results of the tender for the Administration Building and Elgin Manor Roof Replacement Project. Seven (7) contractors submitted bids with E-D Roofing Ltd submitting the lowest compliant bid for the project at a total price of $328,265.41 exclusive of HST. Moved by: Councillor Mennill Seconded by: Councillor French RESOLVED THAT E-D Roofing Ltd. be selected for the Administration Building and Elgin Manor Roof Replacement Project, Tender No. 2021-T07 at a total price of $328,265.41 inclusive of a $19,000 contingency allowance and exclusive of HST; and, THAT the Warden and Chief Administrative Officer be authorized to sign the contract. Recorded Vote Yes No Abstain Malahide Dave Mennill Yes West Elgin Duncan McPhail Yes Dutton Dunwich Bob Purcell Yes Central Elgin Sally Mart n Yes Southwold Grant Jones Yes Aylmer Mary French Yes Malahide Dominique Gi uere Yes Ba ham Ed Ketchabaw Yes 10 Central Elgin Warden Marks Yes 9 1 0 1 0 Motion Carried. 6.7 Cold In -Place Asphalt Recycling (Tender No. 2021-T09) and Culvert Rehabilitations (Tender No. 2021 T10) Tender Awards — Director of Engineering Services The Director of Engineering Services presented the results of the tender for completing asphalt road recycling and culvert rehabilitations on various roads. Three (3) bids were received with Roto-Mill Inc. submitting the lowest compliant bid for the project at a total price of $2,790,687.98 exclusive of HST. Moved by: Councillor Martyn Seconded by: Councillor Mennill RESOLVED THAT Roto-Mill Inc. be selected to complete Cold In -Place Asphalt Recycling on various roads, Tender No. 2021-T09 at a total price of $2,790,687.98 exclusive of HST; and, THAT Gary D. Robinson Contracting Ltd. be selected to complete Culvert Rehabilitations on various roads, Tender No. 2021-T10 at a total price of $464,030.00 inclusive of a $25,000 contingency allowance and exclusive of HST; and, THAT the Warden and Chief Administrative Officer be authorized to sign the respective contracts. Recorded Vote Yes No Abstain Malahide Dave Mennill Yes West Elgin Duncan McPhail Yes Dutton Dunwich Bob Purcell Yes Central Elgin Sally Mart n Yes Southwold Grant Jones Yes Aylmer Mary French Yes Malahide Dominique Gi uere Yes Ba ham Ed Ketchabaw Yes Central Elgin Warden Marks Yes 9 0 0 Motion Carried. 6.8 Telecommunication Equipment Consent and Road User Agreement — County Solicitor The County Solicitor presented a report seeking Council's approval for preparation and use of a Road User Agreement specific to application for installation of telecommunications equipment within County Road Allowances. Moved by: Councillor Giguere Seconded by: Councillor Purcell RESOLVED THAT the within Report to Council, dated March 15, 2021, and entitled "Telecommunication Equipment Consent and Road User Agreement", be received and filed; THAT County Council approve preparation and use of a specialized Telecommunication Equipment Consent and Road User Agreement for installation of telecommunication equipment in County Road Allowances; THAT without limiting the generality of Recommendation 2 above, County Council approve Permit Fees to include the following: 11 (a) a fee of $1000.00 for preparation of a Telecommunication Equipment Consent and Road User Agreement; (b) a contract administration fee of $100.00 for each year of the Term of the Telecommunication Equipment Consent and Road User Agreement; (c) A permit fee of $200.00 for each telecommunication equipment installation location approved and authorized pursuant to each Permit Application submitted pursuant to a Telecommunication Equipment Consent and Road User Agreement; and (d) An installation fee of $250.00 per kilometer for each installation or installations for which a permit is issued and authorization granted pursuant to a Telecommunication Equipment Consent and Road User Agreement; and THAT such fees and charges be incorporated within the Elgin County Fees and Charges By -Law. Recorded Vote Yes No Abstain Malahide Dave Mennill Yes West Elgin Duncan McPhail Yes Dutton Dunwich Bob Purcell Yes Central Elgin Sally Mart n Yes Southwold Grant Jones Yes Aylmer Mary French Yes Malahide Dominique Gi uere Yes Ba ham Ed Ketchabaw Yes Central Elgin Warden Marks Yes 9 0 0 Motion Carried. 6.9 Official Plan 5-Year Review Engagement Strategy — Chief Administrative Officer The Chief Administrative Officer presented for Council's approval the Official Plan 5- year Review Engagement Strategy. The Strategy is focused on ensuring public engagement is transparent, focused, accessible and will serve as a guiding document detailing the County's approach to external public engagement. Moved by: Councillor Martyn Seconded by: Councillor Giguere RESOLVED THAT Elgin County Council approve the Official Plan 5-year Review Engagement Strategy. Recorded Vote Yes No Abstain Malahide Dave Mennill Yes West Elgin Duncan McPhail Yes Dutton Dunwich Bob Purcell Yes Central Elgin Sally Mart n Yes Southwold Grant Jones Yes Aylmer Mary French Yes Malahide Dominique Gi uere Yes Ba ham Ed Ketchabaw Yes Central Elgin Warden Marks Yes 9 0 0 Motion Carried. 12 7. COUNCIL CORRESPONDENCE 7.1 Items for Consideration None. 7.2 Items for Information (Consent Agenda) 7.2.1 SWIFT with their monthly project update for January 2021. 7.2.2 SWIFT with their monthly project update for February 2021. 7.2.3 Natural Resources Canada with a letter regarding the launch of a Request for Proposal under the Zero Emission Vehicle Infrastructure Program on March 24, 2021. Moved by: Councillor Mennill Seconded by: Councillor Ketchabaw RESOLVED THAT Correspondence Item #1-3 be received and filed. Recorded Vote Yes No Abstain Malahide Dave Mennill Yes West Elgin Duncan McPhail Yes Dutton Dunwich Bob Purcell Yes Central Elgin Sally Mart n Yes Southwold Grant Jones Yes Aylmer Mary French Yes Malahide Dominique Gi uere Yes Ba ham Ed Ketchabaw Yes Central Elgin Warden Marks Yes 9 0 0 - Motion Carried. 8. OTHER BUSINESS 8.1 Statements/Inquiries by Members None. 8.2 Notice of Motion None. 8.3 Matters of Urgency 8.3.1 The Chief Administrative Officer requested Council's consent for the addition of the following matter of urgency to the Closed Meeting Agenda in accordance with the Municipal Act under Municipal Act Section 239 (2): (b) personal matters about an identifiable individual, including municipal or local board employees; (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; (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 — Property Acquisition. Moved by: Councillor Jones Seconded by: Councillor Giguere 13 RESOLVED THAT this matter of urgency be added to the March 23rd, 2020 Closed Meeting Agenda. Recorded Vote Yes No Abstain Malahide Dave Mennill Yes West Elgin Duncan McPhail Yes Dutton Dunwich Bob Purcell Yes Central Elgin Sally Mart n Yes Southwold Grant Jones Yes Aylmer Mary French Yes Malahide Dominique Gi uere Yes Ba ham Ed Ketchabaw Yes Central Elgin Warden Marks Yes 9 0 0 Motion Carried. CLOSED MEETING ITEMS Moved by: Councillor Mennill Seconded by: Councillor Martyn 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 (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 — Community Emergency Management Support for the Municipality of Dutton Dunwich. In -Camera Item #2 (b) personal matters about an identifiable individual, including municipal or local board employees — Fire Training Officer Organizational Update. In -Camera Item #3 (e) litigation or potential litigation, including matters before administrative tribunals, affecting the municipality or local board — Investigation Update. In -Camera Item #4 (b) personal matters about an identifiable individual, including municipal or local board employees, (d) labour relations or employee negotiations — Human Resources Department —structure review and recommendations. In -Camera Item #5 (b) personal matters about an identifiable individual, including municipal or local board employees, (d) labour relations or employee negotiations — Service Delivery Review — In - House Engineering Design Business Case. In -Camera Item #6 (b) personal matters about an identifiable individual, including municipal or local board employees; (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, (k) a position, plan, procedure, criteria or 14 instruction to be applied to any negotiations carried on or to be carried on by or on behalf of the municipality or local board — Property Acquisition. In -Camera Item #7 (b) personal matters about an identifiable individual, including municipal or local board employees, (d) labour relations or employee negotiations (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 — Economic Development Review. In -Camera Item #8 (c) a proposed or pending acquisition or disposition of land by the municipality or local board; (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— Whites Station Operations Centre Property Divestment. Recorded Vote Yes No Abstain Malahide Dave Mennill Yes West Elgin Duncan McPhail Yes Dutton Dunwich Bob Purcell Yes Central Elgin Sally Martyn Yes Southwold Grant Jones Yes Aylmer Mary French Yes Malahide Dominique Gi uere Yes Ba ham Ed Ketchabaw Yes Central Elgin Warden Marks Yes 9 0 0 Motion Carried. Councillor Martyn declared a conflict of interest regarding In -Camera Item #8. Before the discussion of this item, Councillor Martyn left the meeting with notice. fi►Vi10119101kitr011NR FeU10N:11li]:49 Moved by: Councillor Mennill Seconded by: Councillor Ketchabaw RESOLVED THAT we do now rise and report. Recorded Vote Yes No Abstain Malahide Dave Mennill Yes West Elgin Duncan McPhail Yes Dutton Dunwich Bob Purcell Yes Southwold Grant Jones Yes Aylmer Mary French Yes Malahide Dominique Gi uere Yes Ba ham Ed Ketchabaw Yes Central Elgin Warden Marks Yes 8 0 0 Motion Carried. In -Camera Item #1 — Community Emergency Management Support for the Municipality of Dutton Dunwich Moved by: Councillor Ketchabaw Seconded by: Councillor McPhail 15 RESOLVED THAT the report from the CEMC/Fire Training Officer be received, and THAT staff proceed as directed. Recorded Vote Yes No Abstain Malahide Dave Mennill Yes West Elgin Duncan McPhail Yes Dutton Dunwich Bob Purcell Yes Southwold Grant Jones Yes Aylmer Mary French Yes Malahide Dominique Gi uere Yes Ba ham Ed Ketchabaw Yes Central Elgin Warden Marks Yes 8 0 0 Motion Carried. In -Camera Item #2 — Fire Traininq Officer Organizational Update Moved by: Councillor Jones Seconded by: Councillor Mennill RESOLVED THAT staff proceed as directed. Recorded Vote Yes No Abstain Malahide Dave Mennill Yes West Elgin Duncan McPhail Yes Dutton Dunwich Bob Purcell Yes Southwold Grant Jones Yes Aylmer Mary French Yes Malahide Dominique Gi uere Yes Ba ham Ed Ketchabaw Yes Central EI in Warden Marks Yes 8 0 0 Motion Carried. In -Camera Item #3 — Investigation Update Moved by: Councillor Ketchabaw Seconded by: Councillor French RESOLVED THAT the report from the Tree Commissioner be received. Recorded Vote Yes No Abstain Malahide Dave Mennill Yes West Elgin Duncan McPhail Yes Dutton Dunwich Bob Purcell Yes Southwold Grant Jones Yes Aylmer Mary French Yes Malahide Dominique Gi uere Yes Ba ham Ed Ketchabaw Yes Central Elgin Warden Marks Yes 8 0 0 Motion Carried. 16 In -Camera Item #4 — Human Resources Department — Structure Review and Recommendations Moved by: Councillor Giguere Seconded by: Councillor Purcell RESOLVED THAT staff proceed as directed. Recorded Vote Yes No Abstain Malahide Dave Mennill Yes West Elgin Duncan McPhail Yes Dutton Dunwich Bob Purcell Yes Southwold Grant Jones Yes Aylmer Mary French Yes Malahide Dominique Gi uere Yes Ba ham Ed Ketchabaw Yes Central Elgin Warden Marks Yes 8 0 0 Motion Carried. In -Camera Item #5 — Service Delivery Review— In -House Engineering Design Business Case Moved by: Councillor McPhail Seconded by: Councillor Jones RESOLVED THAT staff proceed as directed. Recorded Vote Yes No Abstain Malahide Dave Mennill Yes West Elgin Duncan McPhail Yes Dutton Dunwich Bob Purcell Yes Southwold Grant Jones Yes Aylmer Mary French Yes Malahide Dominique Gi uere Yes Ba ham Ed Ketchabaw Yes Central Elgin Warden Marks Yes 8 0 0 Motion Carried. In -Camera Item #6 — Property Acquisition Moved by: Councillor Mennill Seconded by: Councillor Giguere RESOLVED THAT staff proceed as directed. Recorded Vote Yes No Abstain Malahide Dave Mennill Yes West Elgin Duncan McPhail Yes Dutton Dunwich Bob Purcell Yes Southwold Grant Jones Yes Aylmer Mary French Yes Malahide Dominique Gi uere Yes Ba ham Ed Ketchabaw Yes 17 Central Elgin Warden Marks Yes 8 1 0 1 0 Motion Carried. In -Camera Item #7 — Economic Development Review Moved by: Councillor Giguere Seconded by: Councillor Purcell RESOLVED THAT staff proceed as directed. Recorded Vote Yes No Abstain Malahide Dave Mennill Yes West Elgin Duncan McPhail Yes Dutton Dunwich Bob Purcell Yes Southwold Grant Jones Yes Aylmer Mary French Yes Malahide Dominique Gi uere Yes Ba ham Ed Ketchabaw Yes Central Elgin Warden Marks Yes 8 0 0 Motion Carried. In -Camera Item #8 —Whites Station Operations Centre Property Divestment Moved by: Councillor Mennill Seconded by: Councillor Jones RESOLVED THAT staff proceed as directed. Recorded Vote Yes No Abstain Malahide Dave Mennill Yes West Elgin Duncan McPhail Yes Dutton Dunwich Bob Purcell Yes Southwold Grant Jones Yes Aylmer Mary French Yes Malahide Dominique Gi uere Yes Ba ham Ed Ketchabaw Yes Central Elgin Warden Marks Yes 8 0 0 Motion Carried. if t!►VA10119 [0] LII 11iL1 BZe] i r N xKe]►VAILVA1 :11 LII17A 9 Eel "a Y0]►Via 9:I :90101LVAI►VAI II a 9 :4 :901 a 9:I4TITI01 Eel4 :11 Moved by: Councillor Mennill Seconded by: Councillor McPhail RESOLVED THAT we do now adopt recommendations of the Committee Of The Whole. Recorded Vote Yes No Abstain Malahide Dave Mennill Yes West Elgin Duncan McPhail Yes Dutton Dunwich Bob Purcell Yes Southwold Grant Jones Yes Aylmer Mary French Yes 18 Malahide Dominique Gi uere Yes Ba ham Ed Ketchabaw Yes Central Elgin Warden Marks Yes 8 0 0 Motion Carried. 12. CONSIDERATION OF BY-LAWS 12.1 By -Law 21-13 — Establishing Remuneration Rates for Employees BEING a By -Law to Establish Remuneration Rates for Employees Covered by the Job Evaluation Scale. Moved by: Councillor French Seconded by: Councillor Jones RESOLVED THAT By -Law No. 21-13 be now read a first, second and third time and finally passed. Recorded Vote Yes No Abstain Malahide Dave Mennill Yes West Elgin Duncan McPhail Yes Dutton Dunwich Bob Purcell Yes Southwold Grant Jones Yes Aylmer Mary French Yes Malahide Dominique Gi uere Yes Ba ham Ed Ketchabaw Yes Central Elgin Warden Marks Yes 8 0 0 Motion Carried. 12.2 By -Law 21-14 —Amending By -Law No. 20-63 Being a By -Law to Amend By -Law No. 20-63, as a By -Law to Prohibit and/or Otherwise Regulate Off -Road Vehicles (ORVs) On County Roads. Moved by: Councillor Mennill Seconded by: Councillor Jones RESOLVED THAT By -Law No. 21-14 be now read a first, second and third time and finally passed. Recorded Vote Yes No Abstain Malahide Dave Mennill Yes West Elgin Duncan McPhail Yes Dutton Dunwich Bob Purcell No Southwold Grant Jones Yes Aylmer Mary French Yes Malahide Dominique Gi uere Yes Ba ham Ed Ketchabaw Yes Central Elgin Warden Marks Yes 7 1 0 Motion Carried. 12.3 By -Law 21-15 —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 March 23, 2021 Meeting. 19 Moved by: Councillor Ketchabaw Seconded by: Councillor French RESOLVED THAT By -Law No. 21-15 be now read a first, second and third time and finally passed. Recorded Vote Yes No Abstain Malahide Dave Mennill Yes West Elgin Duncan McPhail Yes Dutton Dunwich Bob Purcell Yes Southwold Grant Jones Yes Aylmer Mary French Yes Malahide Dominique Gi uere Yes Ba ham Ed Ketchabaw Yes Central Elgin Warden Marks Yes 8 0 0 Motion Carried. 13. ADJOURNMENT Moved by: Councillor Mennill Seconded by: Councillor Ketchabaw RESOLVED THAT we do now adjourn at 11:44 a.m. to meet again on April 6, 2021 at 9:00 a.m. Recorded Vote Yes No Abstain Malahide Dave Mennill Yes West Elgin Duncan McPhail Yes Dutton Dunwich Bob Purcell Yes Southwold Grant Jones Yes Aylmer Mary French Yes Malahide Dominique Gi uere Yes Ba ham Ed Ketchabaw Yes Central Elgin Warden Marks Yes 8 0 0 Motion Carried. Julie Gonyou, Tom Marks, Chief Administrative Officer. 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( ..h N b w w t L t E cu Uw coQ L+-- O aD E O N �(D N \ O T Q U � Q • C-n o�� �.O•� —i—' O U) • — 4— �U) O Q4—j i U � � D o 0 u Cn 0 Ile M m lj T L 0 0 c� L 0 U I N 00 ,==N OV3:N �NO� .N O bA ENO= J-O_ +�+ ti O O O NcoZ Em Ct ss�O ova 0 ;~C)sa' 0000LZ L ago T 0 - C-- cn 0 a� L Cl) o o o � � � Ile _ )-0 -1 4- o N N U) N O p CD N N N N cr- N rr, CL W Q ■ ■ ■ ■ 0 REPORTS OF COUNCIL AND STAFF April 6, 2021 Council Reports — ATTACHED Warden Marks —Warden's Activity Report (March) and COVID-19 Update Staff Reports —ATTACHED Manager of Planning — Review of Environmental Impact Studies Director of Engineering Services — Hot Mix Asphalt Paving (Tender No. 2021-T11) and Surface Treatment (Tender No. 2021 T12) Tender Awards Director of Engineering Services — 2020 County Road Maintenance Expenditures County Solicitor — Elgin / Riddell — Approval of Commercial Lease — Elgin County Administration Building (Suites 223, 225, and 227) Supervisor of Legislative Services — Corporate Intranet Development RFP — Project Award Chief Administrative Officer — COVID-19 Emergency Team Planning — March Update 61 lg Prug1ressive by Nature RECOMMENDATION: REPORT TO COUNTY COUNCIL FROM: Tom Marks, Warden DATE: March 31, 2021 SUBJECT: Warden's Activity Report (March) and COVI D-19 Update THAT the March 31, 2021, report titled, Warden's Activity Report (March) and COVID-19 Update submitted by the Warden, be received and filed for information. INTRODUCTION: This report provides a high-level summary of the County's response to the pandemic as well as a list of events and meetings I attended and organized on behalf of County Council. DISCUSSION: Elgin County entered into the Orange Zone of the COVID-19 Response Framework on March 1, 2021 and remained in this zone over the course of the month. After several months of declining COVID-19 numbers, we are now seeing more than 2,000 new COVID-19 cases a day across the province. These are increases that we have not seen since January 2021 and the Ontario Chief Medical Officer of Health has indicated that we are at the base of a third wave. At the time of this report, 2,336 new daily cases were reported in Ontario with a seven (7) day average of 2,316. In the SWPH region there were 92 active cases with 18 new cases reported today. As of Wednesday March 31, over 60% of the cases reported in the province were identified as variants of concern. Our Neighbours in the Middlesex London Health Unit moved back into the Red Zone as of Tuesday March 30 at 12.01 a.m. as a result of rising cases in the region. We are monitoring the situation in our area carefully and will take direction from SWPH accordingly. Vaccinations in SWPH Region Southwestern Public Health opened its mass vaccination clinics in St. Thomas and Woodstock on March 15, 2021. Before the St. Thomas clinic opened, I had the pleasure of 6% touring the facility and was extremely impressed with the well -organized process. It is very exciting to finally have these vaccines available in our area. Vaccinations were opened at first to those who are 80+ and have since moved on to those between the ages of 75 and 79, and most recently have opened up to those who are 70 years of age or older Data released this week by the Government of Ontario shows that more than 75% of Ontarians over the age of 80 have received at least one dose of the COVID-19 vaccine. Those attending a COVID-19 vaccination appointment are required to fill out a consent form before the appointment. Staff at all ten Elgin County Library branches are available to assist in filling out these forms for those who may require it. Copies of the forms are also available at library branches. County Operations: The Elgin County Administration Building is serving the public by telephone, email or by appointment only between the hours of 8.30 a.m. and 4.30 p.m. Visitors are limited and anyone entering the building is screened for COVID-19. The Museum and Archives reopened to the public on March 8 with strict safety protocols in place. All ten Elgin County Library branches are providing Curbside Plus services offering very limited public entry into library facilities. All Administration staff who are able, are working from home as much as possible to reduce contact with coworkers. Ticket payment is to be done virtually or by appointment only. Only essential caregivers are permitted at Long -Term Care Homes and they must receive a negative COVID-19 test, at minimum, every 7 days. No general visitors are permitted in the Homes at this time and absences are not permitted during this time. IPM Scholarship Elgin County is now accepting applications for the International Plowing Match Legacy Scholarship. The scholarship was approved in 2011 by a Committee formed by County Council, staff and members of the 2010 Elgin International Plowing Match to award a County female and male student a $2,500 grant each to assist them in their agriculturally - related studies in college or university. The scholarship is provided as a result of the generous support of legacy funds from the 2010 International Plowing Match hosted in Elgin County. The first scholarships were granted in 2012 and the ten-year term of the scholarship will be complete after 2021. More information about scholarship eligibility and an application form can be found at r/vvrryr�/ s klgl l(( � Il 'I , a/` i l2ni � Official Plan Review Process Engagement At its meeting held on March 23, 2021 County Council approved an engagement strategy for the Official Plan Review Process as recommended by the Rural Initiatives and Planning Advisory Committee. Public feedback during this process is critical. Part of this engagement process is a survey which is currently open to the public until April 15 which seeks to 53 identify the public's priorities for this important process. More information about the review la ni ii ai,r�. and a link tot the survey can be found at Events/Meetings Attended by Warden: Southwestern Public Health Municipal Partner Calls (March 4, 11, 18, and 25) Elgin County Council (March 9 and 23) Special Meeting of Elgin County Council — Economic Development Review (March 22) Connectivity Committee Meetings (March 11) Environmental Committee Meeting (March 31) Rural Initiatives and Planning Advisory Committee Meeting (March 9) Human Resources Committee Meeting (March 23) Western Ontario Wardens' Caucus Meeting (March 26) Southwestern Public Health — Board of Health Meetings (March 11) FINANCIAL IMPLICATIONS: The financial impact of COVID-19 and the County's response efforts are reported to Council on a regular basis. There are no other financial implications to report at this time. ALIGNMENT WITH STRATEGIC PRIORITIES: Serving Elgin ® Ensuring alignment of current programs and services with community need. ® Exploring different ways of addressing community need. ® Engaging with our community and other stakeholders. Growing Elgin ® Planning for and facilitating commercial, industrial, residential, and agricultural growth. ® Fostering a healthy environment. ® Enhancing quality of place. Investing in Elgin ® Ensuring we have the necessary tools, resources, and infrastructure to deliver programs and services now and in the future. ® Delivering mandated programs and services efficiently and effectively. Additional Comments: Elgin County Council's response efforts and the continuity of essential projects and services align with Elgin County Council's Strategic Plan 2020-2022. 54 LOCAL MUNICIPAL PARTNER IMPACT: Elgin County continues to work with and find ways to collaborate with Elgin's municipal partners. COMMUNICATION REQUIREMENTS: A brief synopsis will be included in the Council Highlights document that is posted to the website and distributed to local Councils. CONCLUSION: As cases across the province increase, Elgin County will work closely with its Municipal Partners to ensure that all protocols are in place to maintain the safety of our staff, Long - Term Care Residents and the community. I urge everyone to continue to follow public health guidelines of physical distancing, masking, hand hygiene and limiting contact with those outside of your household. All of which is Respectfully Submitted UJFTi'Cai111111111r0"I, LTANTUT 61i REPORT TO COUNTY COUNCIL FROM: Nancy Pasato Manager of Planning Iluumouuu°° DATE: April 6 2021 El gin, ° SUBJECT: Review of Environmental Impact Studies Prug1ressivebyNature (EIS) RECOMMENDATION: THAT Elgin County Council authorize and direct staff to research further the development of a Memorandum of Understanding for provision of EIS study reviews with the Conservation Authorities and associated fees, and report back to Council. INTRODUCTION: All official plans across Ontario include policies that protect the environment. Where development proposals may impose adverse effects on natural heritage features such as woodlands, wetlands and wildlife habitat, an Environmental Impact Study (EIS) is required. The province through its Provincial Policy Statement (PPS) and Natural Heritage Reference Manual places the onus for such environmental protection on upper and lower tier municipalities and requires that new development shall have "no negative impacts on the natural features or their ecological functions". This has resulted in the need for municipalities to require Environmental Impact Studies ("Scoped Environmental Impact Studies/ Issues Scoping Report") that will ensure that such development is consistent with the PPS and is in conformity with local and/or upper tier official plans. The requirement for an EIS on a development application has become a general practice for many types of applications; however, the difficulty comes in the review of the EIS. In July 2014 the Manager of Planning brought forward a report to County Council concerning the need for Environmental Impact Study reviews. The recommendation was to: direct staff to prepare a request for proposal for the provision of Environmental Impact Study (EIS) reviews; and, with a view to the longer term, County staff convene a meeting of Elgin's four conservation authorities to determine interest in developing a Memorandum of Understanding for the provision of EIS study reviews involving Elgin County 67 and its municipal partners and report back to Council. This report will provide County Council with information about the options that are listed above and the current status of Council's direction to staff. DISCUSSION: This report will provide County Council with information about the need to carry out Environmental Impact Studies (EIS) when new development is being proposed within or adjacent to significant natural heritage features. Development means the creation of a new lot, a change in land use, or the construction of buildings and structures, requiring approval under the Planning Act. The County Official Plan requires an EIS where development is proposed within or adjacent to specific natural heritage features such as woodlands, wetlands and wildlife habitat. There is generally no staff person that is experienced in environmental matters, such as a biologist, that could review an EIS on behalf the County or a local municipality. This has therefore resulted in the need to carry out a third -party review (peer review) by an independent private environmental consultant, at additional cost to the applicant. In 2016, County Council recommended an RFP process which resulted in the selection of three environmental consultants (North -South Environmental, Aboud and Associates, Dougan and Associates) to provide peer review services for a three-year term with possible extensions for two additional years. This service ended on March 16, 2021. Conservation Authorities Local Conservation Authorities only provide comments on matters that are related to their core mandate which includes natural hazards, storm water management and screening and mitigation review of fish habitat through an agreement with the Department of Fisheries and Oceans (DFO). The Conservation Authorities' regulatory authority comes from the Conservation Authorities Act and includes flooding, erosion, dynamic beach, pollution and conservation of land. In order for the local Conservation Authorities to provide services beyond their core mandate a service agreement would be required on a fee for services basis. The Natural Heritage Reference Manual (MNR, 2010) recognizes that natural heritage planning should be a community -based activity, involving Conservation Authorities, to work collaboratively on identifying and protecting natural heritage 57 systems, features and areas. Further, Section 2.2.1 a) of the Provincial Policy Statement (PPS), encourages the use of "the watershed as the ecologically meaningful scale for planning" because it is considered to be the most effective and comprehensive systems -based approach for ecosystem planning. Recent changes to the Conservation Authorities Act (2020) specify that any review outside of the CA's core mandate must be encompassed in a Memorandum of Understanding (MOU) or a service delivery agreement. There are several advantages to having the CA's provide this review function. CA's are watershed -based resource management agencies, and would provide the overarching perspective from a systems wide perspective; they typically have local knowledge and local staff; they would be locally available to attend site visits or meetings; they can be involved early in the process (at the scoping meeting) all the way through to final approval, to ensure the appropriate information is being requested and provided; and they can be more responsive based on staff resources and availability. However, the CA's all differ with respect to staff expertise and availability of staff resources to provide these additional functions. An agreement would need to be implemented which clearly defines purpose, roles and responsibilities, terms of implementation, provisions for any conflict of interest, costs for the applicant, and a third -party peer review and conflict resolution mechanism. Initial discussions with all four CA's indicated they would be open to providing this type of service, and wish to explore this option further with the County should County Council wish to pursue this option. These review functions by the CA would only be provided for applications with County involvement - Official Plan amendments, plans of subdivision, or plans of condominium. Local municipalities would need to approach their individual CA's and develop their own MoU's for site plan and zoning by-law amendments. Other municipalities An informal survey was conducted with other Planning Departments in other counties and municipalities. The following are some of those findings: Northumberland County - local municipalities have service agreements with the local CA's - charges/fees to review an EIS report are paid by applicant directly to the CA as part of development review process 58 United Counties of Prescott and Russell - local municipalities have service agreements with the local CA's - charges/fees to review an EIS report are paid by applicant directly to the CA as part of development review process County of Peterborough - developed a Memorandum of Understanding with CA's for the review of an EIS - the applicant deals directly with the CA and pays them directly - areas within the County that are not under the jurisdiction of a CA - agreement with a consulting firm (selected by an RFP process) to review the EIS - receive a deposit from the applicant before sending the EIS to the consultant - any fees remaining after paying for the consultant's review are reimbursed to the applicant Grey County - local municipalities have service agreements with the local CA's - charges/fees to review an EIS report are paid by applicant directly to the CA as part of development review process - County is in the process of working with the local CA's on a consistent MoU template for natural heritage/EIS review - where there is a disagreement between the consultant who prepared the EIS and the local CA, a third -party peer reviewer is then typically engaged to review the EIS Huron County - south end of the County, an MoU with the CA to provide Natural Heritage comments and to review EIS's - the applicants pay the CA directly for those services - north end of the County, a County Biologist/Stewardship Co-Ordinator (Huron staff) that provides the comments - collect a set fee from the applicant at the same time as planning application fee - where there is a disagreement between the consultant who prepared the EIS and the local CA, a third party peer reviewer is then typically engaged to review the EIS (billed back to the Applicant) 6T Oxford County - an MoU with certain CA's to provide Natural Heritage comments and to review EIS's - charges/fees to review an EIS report are paid by applicant directly to the CA as part of development review process - areas within the County no agreement with CA - study reviewed by a third party, selected by the County and paid for by the applicant FINANCIAL IMPLICATIONS: None at this time. ALIGNMENT WITH STRATEGIC PRIORITIES: Serving Elgin ® Ensuring alignment of current programs and services with community need. ® Exploring different ways of addressing community need. ® Engaging with our community and other stakeholders. Growing Elgin ® Planning for and facilitating commercial, industrial, residential, and agricultural growth. ® Fostering a healthy environment. ® Enhancing quality of place. LOCAL MUNICIPAL PARTNER IMPACT: All local municipalities, depending on application type. Investing in Elgin ® Ensuring we have the necessary tools, resources, and infrastructure to deliver programs and services now and in the future. ® Delivering mandated programs and services efficiently and effectively. COMMUNICATION REQUIREMENTS: None. CONCLUSION: At this time, the County does not have a mechanism in place to review EIS reports, nor does staff have the knowledge and expertise to scope these studies. As per the previous reports to Council on this topic, Staff are looking to explore the potential to have the four CA's provide a review function for EISs. Further information on a Memorandum of Understanding, and defining purpose, roles and responsibilities, terms of implementation, provisions for any conflict of interest, costs for the applicant, and a third -party peer review and conflict resolution mechanism will be needed and brought back for review with County Council. All of which is Respectfully Submitted Nancy Pasato Manager of Planning Approved for Submission Julie Gonyou Chief Administrative Officer REPORT TO COUNTY COUNCIL FROM: Brian Lima Director of Engineering Services Peter Dutchak, Deputy Director of Engineering Services Prug1ressive by Nature Mike Hoogstra, Purchasing Coordinator DATE: March 25, 2021 SUBJECT: Hot Mix Asphalt Paving (Tender No. 2021-T11) and Surface Treatment (Tender No. 2021 T12) Tender Awards RECOMMENDATIONS: THAT Coco Paving Inc. be awarded Hot Mix Asphalt Paving on various roads, Tender No. 2021-T11 at a total price of $4,623,000.00 inclusive of a $50,000 contingency allowance and exclusive of HST; and, THAT Duncor Enterprises Inc. be awarded Surface Treatment on Avon Drive, Tender No. 2021-T12 at a total price of $49,896.00 exclusive of HST; and, THAT the Warden and Chief Administrative Officer be authorized to sign the respective contracts. INTRODUCTION: As part of the approved 2021 Capital Budget, tenders were advertised and issued as per the County's Procurement Policy to complete asphalt road paving and surface treatment on various roads. DISCUSSION: Hot Mix Asphalt Paving As part of the approved 2021 Capital Budget, eight (8) roads will receive hot mix asphalt resurfacing and new granular shoulders as part of rehabilitation projects or as stand- alone resurfacing projects, as showcased in the appended map. The following roads are scheduled to be paved with asphalt this construction season: 1. John Wise Line (CR 45) between Talbot Line and Fingal Line Ira 2. Ferguson Line (CR 48) between Wellington Road and Highbury Avenue 3. Third Line (CR 18) between Iona Road and Union Road 4. Wellington Road (CR 25) between Sunset Road and Reagan Bourne 5. Sparta Line (CR 27) between Drake Street and the Village of Sparta 6. Dalewood Road (CR 31) between Ron McNeil Line and Watertower Line 7. Union Road (CR 20) between Talbot Line and Courtney Street (Shedden) 8. Eden Line (CR 44) between Talbot Line and Murray Road A total of eight (8) contractors downloaded tender documents for this project. Three (3) contractors submitted electronic bids for this tender which closed on March 16, 2021. Bids were received as follows: Company Bid Price (inclusive of a $50,000 contingency, exclusive of HST) Coco Paving Inc. $4,623,000.00 J-AAR Excavating Limited. $4,798,786.25 Dufferin Construction Company $5,586,035.50 Coco Paving Inc. submitted the lowest compliant bid for the project at a total price of $4,623,000 exclusive of HST. Surface Treatment As part of the approved 2021 Capital Budget, Avon Drive between the east limits of the hamlet of Avon to Pigram Road will receive surface treatment. The Municipality of Bayham, Township of Malahide and Town of Aylmer (provisional) also participated in the tender, bringing the tender's lowest submitted bid total value to $1,094,984.58. Each respective agency will award and enter into separate agreements with the lowest bidder as they determine independently. A total of four (4) contractors downloaded tender documents for this project. Two (2) contractors submitted electronic bids for this tender which closed on March 11, 2021. Bids were received as follows: Company County's Portion of Bid Price exclusive of HST Duncor Enterprises Inc. $49,896.00 MSO Construction $63,840.00 Duncor Enterprises Inc. submitted the lowest compliant bid for the project at a total price of $49,896.00, exclusive of HST. 63 FINANCIAL IMPLICATIONS: The following summary of projected estimated costs associated with the Hot Mix Asphalt Paving Program is provided for review and will be confirmed throughout the project: Hot Mix Asphalt Paving Tender Value $ 4,623,000.00 Net HST (1.76%) $ 81,364.80 Total Projected Costs' $ 4,704,364,80 Combined 2021 Capital Budget Allocations2 $ 5,094,763.00 Forecast Budget Surplus/(Deficit) $ 390,398.00 Inclusive of a $50, 000 contingency allowance. Z Cumulative estimated project costs of Hot Mix Asphalt Paving activities within the eight identified projects. The following summary of projected estimated costs associated with surface treatment and granular shouldering is provided for review and will be confirmed throughout the project: Surface Treatment Tender Value $ 49,896.00 Granular Shouldering Tender Value $ 22,323.00 Road Line Painting Estimated Value $ 10,000.00 Net HST (1.76%) $ 1,447.05 Total Projected Costs $ 83,666.05 2021 Capital Budget Allocation $ 100,000.00 Forecast Budget Surplus/(Deficit) $ (16,333.95) 64 ALIGNMENT WITH STRATEGIC PRIORITIES: Serving Elgin Growing Elgin ® Ensuring alignment of ❑ Planning for and current programs and services with community need. ❑ Exploring different ways of addressing community need. ® Engaging with our community and other stakeholders. facilitating commercial, industrial, residential, and agricultural growth. ❑ Fostering a healthy environment. ❑ Enhancing quality of place. LOCAL MUNICIPAL PARTNER IMPACT: Investing in Elgin ® Ensuring we have the necessary tools, resources, and infrastructure to deliver programs and services now and in the future. ® Delivering mandated programs and services efficiently and effectively. Elgin's local municipal partners were invited to participate with County road project tenders. Three municipalities have participated in the surface treatment tender. Tender contract language also allows for the extension of tender pricing to local public agencies. COMMUNICATION REQUIREMENTS: Elgin County local municipal partner staff have been provided the details regarding the County's 2021 road projects. Project sign boards will be installed at each project location in advance of all roadworks. A weekly capital project update will be circulated to Elgin's local municipal partners and elected officials to advise them of the following weeks anticipated works. CONCLUSION: Tenders for approved capital projects on County roads were issued and received for Hot Mix Asphalt Paving and Surface Treatment. This work forms part of nine (9) separate road projects being completed in 2021. As per the County of Elgin's Purchasing Policy, if change orders are required and the cost increases above the tender amount approved by Council by less than 10%, and the amount is within the overall budgeted project amount, work will proceed upon authorization by the Director. However, if the cost increases above the tender amount approved by Council by more than 10%, the Director will prepare a further report to Council outlining the expenditures. All of which is Respectfully Submitted Brian Lima Director of Engineering Services Peter Dutchak Deputy Director of Engineering Services Mike Hoogstra Purchasing Coordinator Approved for Submission Julie Gonyou Chief Administrative Officer , r� � ,/ 10 hi/ ✓j / a, r ///��//�+ I ///0 r /� N > cu / of / r� r rriii% /i�l �� �l�P f l� CL t c a o In 04 co r gg J i r h r / ri if / .,; / '�% " � / / �% ¢ /fir //�r r/ � �/! r /i /. ✓ N I% l , ,/�%%//�% , „/r, % r ' ;i///� / i %� „',, �/,,, ✓�/� '% /�> /// � �<, � 1, %I%/ , // „r , cr, r %,'���oirrr/lf //i //r f OF UJ All co r 1/ I ��i r%/% %,. G/ / r • / %a✓ OII /�� / i ✓/ ( '// rr/i/%�" /illy �arirllrl /�/rr//�% / r/ �i?l�f r/�'' � o „ ll/F f REPORT TO COUNTY COUNCIL FROM: Brian Lima Director of Engineering Services Peter Dutchak, Deputy Director of Engineering Services Prug1ressive by Nature DATE: March 29, 2021 SUBJECT: 2020 County Road Maintenance Expenditures RECOMMENDATIONS: THAT the report titled "2020 County Road Maintenance Expenditures" report be received and filed. INTRODUCTION: This report summarizes County Road maintenance expenditures as reported by Elgin's member municipalities for the 2020 calendar year. DISCUSSION: The County of Elgin has outsourced road maintenance activities to its member municipalities since 1997. Municipalities are required to report their maintenance expenditures from the prior year before February 15t" as detailed in the Road Maintenance Agreement. The Road Maintenance Agreement compensation model allows each municipality the flexibility to determine how to complete a defined scope of maintenance activities and provides a lump sum annual allocation (paid monthly) calculated from the number of kilometres and type (Highway Classification) of County roads maintained. Allocations are increased annually by the Ontario CPI (for the month of October). 68 The following table summarizes total allocations and unaudited expenditures as reported by each municipality. Municipality 2020 Allocation Total Expenditures as Reported Difference $ Expenditure / Allocation Town ofAylmer $21,863.77 $16,213.82 $5,649.95 74% Municipality of Ba ham $441,503.65 $378,014.83 $63,488.82 86% Municipality of Central Elgin $708,389.29 $749,351.00 -$40,961.71 106% Municipality of Dutton/Dunwich $462,362.30 $476,155.49 -$13,793.19 103% Townshhip of Malahide $722,592.57 $728,981.00 -$6,388.43 101% Township of Southwold $504,225.07 $558,498.89 -$54,273.82 111 % Municipality of West Elgin $479,678.18 $450,520.96 $29,157.22 94% Total $3,340,614.83 $3,357,735.99 $ 17,121.16 100.5% Road maintenance expenditures are managed by each municipality in a manner they deem to be most effective. With this full autonomy, municipalities are able to retain any surpluses they create and must also manage deficits. After many years of experience, allocation amounts have been tested and found to be adequate to fund maintenance activities over a longer term. However, in any given year, expenditures will fluctuate mainly due to winter weather conditions. Municipalities are encouraged to reserve surpluses to offset years with higher expenditures. It is also important for municipalities to seek and implement efficiencies to reduce costs for their benefit. M&I As a comparison for Council's information, the table below showcases the last 5 years of available reported surplus or deficit financial expenditures as provided by municipalities. Municipality 2015 2016 2018 2019 2020 Town of Aylmer $ (631) $ 1,798 $ 17,138 $ 3,675 $ 5,650 Municipality of Bayham $ 45,178 $ 70,997 $ 54,347 $ (13,317) $ 63,489 Municipality of Central Elgin $ 12,401 $ (12,254) $ 146,464 $ 18,131 $ 40,962 Municipality of Dutton/Dunwich $ 5,737 $ (892) $ 21,176 $ 19,462 $ 13,793 Townshhip of Malahide $ (22,101) $ (2,336) $ 69,519 $ 15,514 $ 6,388 Township of Southwold $ 22,513 $ 33,713 $ 20,379 $ (97,070) $ (54,274) Municipality of West Elgin $ 44,170 $ 29,213 $ 37,399 $ 7,511 $ 29,157 Total Reported Surplus or (Deficit) $ 107,267 $ 120,239 $ (142,171) $ (100,040) $ (17,121) Total Annual Allocation $3,103,990 $3,131,926 $3,204,657 $3,284,774 $3,340,615 Surplus or Deficit / Allocation 3.5% 3.8% -4.4% -3.0% -0.5% Reported expenditures over the past 5 years have been within approximately +/- 4% of the annual allocation. Winter control activities account for the greatest annual expenditure and can fluctuate drastically from year to year. Winter control costs can typically consume up to 60% of the total maintenance allocation. The following table summarizes winter control costs as reported for the 2020 calendar year. Municipality Total Winter Control Costs Percentage of Total Funding Town of Aylmer $ 14,609 67% Municipality of Bayham $ 194,661 44% Municipality of Central Elgin $ 343,816 49% Municipality of Dutton/Dunwich $ 257,925 56% Township of Malahide $ 284,521 39% Township of Southwold $ 320,641 64% Municipality of West Elgin $ 138,397 29% Total $1,543,932 47% rif FINANCIAL IMPLICATIONS: None. ALIGNMENT WITH STRATEGIC PRIORITIES: Serving Elgin ® Ensuring alignment of current programs and services with community need. ❑ Exploring different ways of addressing community need. ® Engaging with our community and other stakeholders. Growing Elgin ❑ Planning for and facilitating commercial, industrial, residential, and agricultural growth. ❑ Fostering a healthy environment. ❑ Enhancing quality of place. LOCAL MUNICIPAL PARTNER IMPACT: None. COMMUNICATION REQUIREMENTS: CONCLUSION: Investing in Elgin ® Ensuring we have the necessary tools, resources, and infrastructure to deliver programs and services now and in the future. ® Delivering mandated programs and services efficiently and effectively. Municipalities report their total maintenance expenditures to the County annually as per the Road Maintenance Agreement. In 2020, the municipalities had collectively overspent their allocations by $17,121. This surplus is within approximately 0.5% of the total allocations provided to municipalities. r`i The Road Maintenance Agreement funding model provides municipalities the flexibility to manage their own activities and costs. After many years of experience, allocation amounts have been tested and found to be adequate to fund maintenance activities over a longer term. Over the past five years of available reported financials, expenditures have been within +/- 4% of the allocations provided. All of which is Respectfully Submitted Brian Lima Director of Engineering Services Approved for Submission Julie Gonyou Chief Administrative Officer Peter Dutchak Deputy Director of Engineering Services rya 00 ^"�1tititi1111����IIIIIlOUuuou� Elgin' Prug'resshn�,� by Nature RECOMMENDATIONS: It is recommended that: REPORT TO COUNTY COUNCIL FROM: Stephen Gibson, County Solicitor Brian Lima, County Engineer DATE: March 30, 2021 SUBJECT: Elgin / Riddell —Approval of Commercial Lease — Elgin County Administration Building (Suites 223, 225, and 227) 1. The within Report to Council be received and filed. 2. Elgin County Council approve a new commercial Lease Agreement between Mervin L. Riddell and Elgin County in relation to Suites 223, 225, and 227 in the County Administration Building at 450 Sunset Drive, St. Thomas, Ontario, such Lease Agreement to provide for, amongst other terms, a two-year Term commencing May 1, 2021, and annual rents of $13,640.29 and $13,912.94, respectively, for the included lease years. 3. Elgin County Council authorize the Warden and Chief Administrative Officer to execute the said Lease Agreement under the guidance of the County Solicitor. INTRODUCTION: The purpose of this Report is to inform Council that consensus has been reached with Mervin L. Riddell as to the terms of a new two-year commercial lease for those Premises currently occupied by Mr. Riddell, as Tenant, save and except for storage space no longer available due to the consequences of the pending elevator improvement project within the County Administration Building, and, furthermore, to seek authorization for execution of the required Lease Agreement. BACKGROUND AND DISCUSSION: Background Mervin L. Riddell is a long-time commercial tenant of Elgin County within the County Administration Building at 450 Sunset Drive, St. Thomas, Ontario. 73 Mr. Riddell currently occupies Suites 223, 225, and 227 within the County Administration Building, from which premises he operates a law firm. Mr. Riddell also currently occupies and utilizes Room 35 in the Lower Level of the County Administration Building for storage. The current commercial Lease Agreement expires on April 30, 2021. Consensus has now been reached for a new two-year lease, commencing May 1, 2021 and ending April 30, 2023. The leased Premises will now include Suites 223, 225, and 227, still to be used for office purposes, but will not include Room 35, which area will soon be incorporated within pending elevator improvements. The core elements of the proposed new commercial Lease Agreement include the following: (i) Term — Two years, commencing May 1, 2021 and expiring April 30, 2023. (ii) Rent — Year 1 — $17.51 psf / $13,640.29 pa / $1136.69 pm. Year 2 — $17.86 psf / $13,912.94 pa / $1159.42 pm (Note: All Rents expressed exclusive of taxes.] (iii) Termination —Tenant granted 60-day termination rights. (iv) Quiet Enjoyment — Subject to acknowledgement of potential interference through noise, vibration, and other consequences of elevator improvement project. (Note: The bulk of the terms and conditions of the proposed Lease Agreement are otherwise unchanged from prior Lease Agreement.) Discussion A consensus has been reached as to the terms and conditions of a Lease Agreement which will allow a long-time commercial Tenant to continue to occupy his current premises within the County Administration Building. The terms of the proposed Lease Agreement, including rent calculation, is consistent with existing practices and format — slight alterations to be made to address issues arising or which will necessarily result from the pending elevator improvement project. FINANCIAL IMPLICATIONS: Elgin shall receive increased rents from the continued rental of Suites 223, 225, and 227 within the County Administration Building for the Term of the proposed Lease Agreement, subject to early termination. 74 ALIGNMENT WITH STRATEGIC PRIORITIES: Serving Elgin ® Ensuring alignment of current programs and services with community need. ® Exploring different ways of addressing community need. ® Engaging with our community and other stakeholders. Growing Elgin ❑ Planning for and facilitating commercial, industrial, residential, and agricultural growth. ❑ Fostering a healthy environment. ® Enhancing quality of place. LOCAL MUNICIPAL PARTNER IMPACT: None COMMUNICATION REQUIREMENTS: None CONCLUSION: Investing in Elgin ® Ensuring we have the necessary tools, resources, and infrastructure to deliver programs and services now and in the future. ❑ Delivering mandated programs and services efficiently and effectively. Staff is pleased to report that consensus has been reached with Mervin L. Riddell which will allow continuation of his tenancy in Suites 223, 225, and 227 within the County Administration building. The terms of the proposed Lease Agreement are consistent with existing formats and practices, including as to rent increases. Staff recommends approval of the proposed lease arrangements and authorization of the Warden and Chief Administrative Officer to execute the draft Lease Agreement as prepared by the County Solicitor. All of which is Respectfully Submitted Stephen Gibson County Solicitor Brian Lima County Engineer Approved for Submission Julie Gonyou Chief Administrative Officer NO Prugressive by Nature RECOMMENDATIONS: REPORT TO COUNTY COUNCIL FROM: Katherine Thompson, Supervisor of Legislative Services/Deputy Clerk Mike Hoogstra, Purchasing Coordinator DATE: March 30, 2021 SUBJECT: Corporate Intranet Development RFP — Project Award THAT the provision of services associated with the Corporate Intranet Development, Request for Proposal 2021-P03 submission received from Sandbox Software Solutions in the amount of $57,156.19 (one-time cost) and $17,495.00 (annual cost) be awarded; and, THAT the Warden and Chief Administrative Officer be authorized to sign the supporting agreement. INTRODUCTION: The County of Elgin recently invited proposals from Software/Web Development Firms who possessed the requisite technical skills to build a new password protected portal and intranet site for employees and County Councillors. This report provides background information along with the details regarding the procurement process undertaken regarding the Request for Proposal and seeks Council's approval to award the contract. DISCUSSION: In October of 2020 County Council authorized staff to draft and issue a Request for Proposal for an Elgin County Employee/Council Intranet. The onset of the COVID-19 pandemic highlighted the importance of frequent, timely communication with employees across the Corporation. The purpose of an intranet is to provide a central and secure location to store relevant and frequently accessed corporate documents, policies and rc procedures ensuring staff and Councillors are able to quickly and efficiently access this information from anywhere. The intranet will act as a primary internal communications tool ensuring that staff feel supported and have timely and accurate access to emergency updates, corporate updates, wellness resources etc. An intranet will connect employees across Elgin's various locations (Admin Building, Telework, Libraries, Long - Term Care Homes) and will be accessible from any location using a variety of devices (desktop, tablet, mobile phone). Additionally, an intranet should provide enhanced opportunities for meaningful two-way communication with employees who will provide valuable insights to administration. A secure portal for County Council would include Council agendas. This would resolve challenges that are currently experienced by Councillors who are unable to open their agendas when the file size exceeds the server limit. To -date, email communication has remained the primary method of communication. Important files, policies and announcements clutter inboxes and are often difficult to find at a later date. Mass email updates do not provide the level of two-way engagement that is required to achieve excellence as an organization moving forward. Request for Proposal 2021-P03 (refer to Attachment 1) was published on February 3, 2021, seeking an experienced Software/Web Development Firm to build a new Intranet site for the County. Information that was advertised and posted on the County's Bid Portal page t I I k us a including RFP dates, proposals submitted and list n�II I� G�4�. II kV��� �n�I I �" � �" of registered firms is attached to this report as Attachment 2. The Evaluation Committee (refer to Attachment 3), utilized a "two-part submission method" procurement process in which proposals were received as two separate submissions. The first submission consisting of technical and qualitative information was opened and evaluated based on the following criteria: i) Proponent Experience, Profile and Portfolio; ii) Approach, Process and Workplan; iii) Proponent's Service Level Agreement Materials iv) References v) Innovation / Concepts / Options The second submission consisting of the corresponding price information was opened only for those firms that achieved the minimum score, and evaluated only after the technical submission had been evaluated in accordance with the requirements of the RFP document. 77 In addition, software demonstrations were conducted for the two (2) highest scoring firms. The software demonstration was again scored by the evaluation committee in accordance with the demonstration requirements of the RFP document. The software development firm selected by the Evaluation Committee is Sandbox Software Solutions. The proposal submitted by Sandbox Software Solutions was the highest scoring qualified proposal and thus represented the best complete quality submission. This firm has successfully completed recent Intranet sites for the City of Kitchener, Halton Region and St. Joseph's Healthcare Hamilton. 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 total cost to create a new Intranet site for the County is summarized below: Amount Description $57,156.19 Project Management, Design, Implementation and Training Costs One -Time Cost $17,495.00 Software as a Service Fee Annual Cost The total approved development budget for this project is $70,000 - $90,000. ALIGNMENT WITH STRATEGIC PRIORITIES: Serving Elgin Growing Elgin ® Ensuring alignment of ® Planning for and current programs and facilitating commercial, services with community industrial, residential, need. and agricultural growth. ® Exploring different ways of addressing community need. ® Engaging with our community and other stakeholders. ® Fostering a healthy environment. ® Enhancing quality of place. Investing in Elgin ® Ensuring we have the necessary tools, resources, and infrastructure to deliver programs and services now and in the future. ® Delivering mandated programs and services efficiently and effectively. 78 LOCAL MUNICIPAL PARTNER IMPACT: None COMMUNICATION REQUIREMENTS: None CONCLUSION: As detailed above, the Evaluation Committee completed the evaluation and selection process in accordance with the Request for Proposal and subsequently the proposal submission from Sandbox Software Solutions was deemed the successful qualified proponent and is recommended for award. All of which is Respectfully Submitted Katherine Thompson Supervisor of Legislative Services / Deputy Clerk Mike Hoogstra Purchasing Coordinator Approved for Submission Julie Gonyou Chief Administrative Officer r*; Attachment 1 �rrrOd 0 Y CORPORATE INTRANET DEVELOPMENT REQUEST FOR PROPOSAL No. 2021-P03 Proposals shall be received by the Bidding System no later than: February 25, 2021 @ 3:00 p.m. (local time) Issue Date: February 3, 2021 80 -; Attachment 1 REQUEST FOR PROPOSAL NO. 2021-P03 CORPORATE INTRANET DEVELOPMENT INDEX DEFINITIONS AND INTERPRETATIONS.................................................................................................... 3 SECTION 1.0 - INFORMATION TO PROPONENTS................................................................................... 4 1.1 Introduction and Background........................................................................................ 4 1.2 Proposal Format and Delivery ....................................................................................... 4 1.3 Designated Official......................................................................................................... 5 1.4 Questions/Inquiries......................................................................................................6 1.5 Addenda..........................................................................................................................6 1.6 RFP Schedule.................................................................................................................. 7 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 Mandatory Technical Requirements............................................................................. 8 2.3 Services / Requirements................................................................................................ 8 2.4 Training & Support Requirements............................................................................... 12 2.5 Preliminary Project Schedule....................................................................................... 12 SECTION 3.0 - PROPOSAL REQUIREMENTS.......................................................................................... 13 3.1 Proposal Submissions................................................................................................... 13 3.2 Proposal Submission Requirements -Technical Proposal (Part 1)........................... 13 3.3 Proposal Submission Requirements - Financial Proposal (Part 2) ............................ 14 3.4 Evaluation Process........................................................................................................ 15 3.5 Evaluation Criteria........................................................................................................ 16 3.6 Ratings...........................................................................................................................17 3.7 Demonstrations............................................................................................................18 SECTION 4.0 - GENERAL CONDITIONS.................................................................................................. 19 4.1 Rights of the County..................................................................................................... 19 4.2 Conflict of Interest........................................................................................................ 20 4.3 Modified Proposals...................................................................................................... 20 4.4 Disqualification of Proponents.................................................................................... 20 4.5 Confidentiality.............................................................................................................. 20 4.6 Proposal Assignments.................................................................................................. 21 4.7 Purchasing Policy.......................................................................................................... 21 4.8 Failure to Perform........................................................................................................ 21 4.9 Award and Agreement................................................................................................. 21 4.10 Insurance Requirements.............................................................................................. 21 4.11 Indemnification............................................................................................................ 22 4.12 WSIB Requirements..................................................................................................... 22 1 81 -; Attachment 1 REQUEST FOR PROPOSAL NO. 2021-P03 CORPORATE INTRANET DEVELOPMENT 4.13 Compliance with the Accessibility for Ontario with Disabilities Act 2005 ................ 22 4.14 Disqualification.............................................................................................................23 4.15 Record and Reputation................................................................................................ 23 4.16 Proponent's Costs........................................................................................................ 24 4.17 Legal Matters and Rights of the County...................................................................... 24 4.18 Human Rights, Harassment and Occupational Health and Safety ............................ 25 4.19 Clarification...................................................................................................................25 4.20 Supplementary Information........................................................................................ 25 4.21 Default / Non-Performance......................................................................................... 25 APPENDIX A — COUNTY OF ELGIN VISUAL IDENTITY GUIDELINES ........................................ Attached K 82 -; Attachment 1 REQUEST FOR PROPOSAL NO. 2021-P03 CORPORATE INTRANET DEVELOPMENT 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 venture's. 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 83 -; Attachment 1 REQUEST FOR PROPOSAL NO. 2021-P03 CORPORATE INTRANET DEVELOPMENT 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. The County of Elgin seeks to build a new password protected portal for Elgin County Council and a new employee intranet to serve the information needs of our employees. Both need to be built at a minimum of WCAG 2.0 AA compliant, responsive for use on mobile devices, beautifully intuitive, aligned with our brand and brand standards, and built on a Content Management System that makes updates simple for staff with a variety of technical skills. The County of Elgin will have internal resources dedicated to working closely with the proponent on this project throughout its lifecycle. Our Legislative Services team will lead this project side and be involved in every stage of planning and development. Other staff will lead in the participation of different checkpoints, testing and planning stages as recommended by the project plan that will be outlined and approved with the proponent following the kickoff meeting. The County of Elgin is inviting proposals from an experienced, full -service web development firm to build an employee intranet and Elgin County Council password protected portal that will meet the requirements of the County as outlined in this Request for Proposal. The successful proponent will possess the requisite technical skills to deal with the matters to be addressed in the following tasks and will be required to work directly with County staff, the public and other agencies in a professional manner. The firm, in addition to technical qualifications, must exhibit skills such as timeliness, diplomacy, tact, strong communication ability and an understanding of the County. Further information regarding the scope of work is included in Section 2.0. 1.2 Proposal Format and Delivery ELE TI10INflIC III''11°10PO°'!�a, lllP'! i1BIV'iIIIP'!�,SIONS Oi IL'1�ii'", 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 for this 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. 4 84 -; Attachment 1 REQUEST FOR PROPOSAL NO. 2021-P03 CORPORATE INTRANET DEVELOPMENT 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. 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 i san ten ers.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. The County shall not be liable for any cost of preparation or presentation of proposals, and all proposals and accompanying documents submitted by the Proponent become the property of the County and will not be returned. There will be no payment to Proponents for work related to, and materials supplied in the preparation, presentation and evaluation of any proposal, nor for the Contract negotiations whether they are successful or unsuccessful. 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, recording, and receiving proposals, recording and checking of submissions; answering queries from perspective proponents, considering extensions of time, reviewing proposals received, ruling on those not completing meeting requirements and coordinating the evaluation of the responses. 85 -; Attachment 1 REQUEST FOR PROPOSAL NO. 2021-P03 CORPORATE INTRANET DEVELOPMENT 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 February 18, 2021 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. No clarification requests will be accepted by telephone, fax or in -person meeting. 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. The County will make every effort to issue all addenda no later than three (3) days prior to the closing date. 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 sole responsibility of the Proponent to have received all Addenda that are issued. Proponents should check online at https://el incounty. i san ten ers.ca/ o ule/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. The Proponent shall not rely on any information or instructions from the County or a County Representative except the RFP Documents and any addenda issued pursuant to this section. E:i -; Attachment 1 REQUEST FOR PROPOSAL NO. 2021-P03 CORPORATE INTRANET DEVELOPMENT 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: February 3, 2021 Last Date for Questions: February 18, 2021 RFP Close: February 25, 2021 Interviews/Presentations: TBA Award of Contract: March 2021 *Dates noted above are an approximation only and are subject to change. 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. 87 -; Attachment 1 REQUEST FOR PROPOSAL NO. 2021-P03 CORPORATE INTRANET DEVELOPMENT SECTION 2.0 - TERMS OF REFERENCE 2.1 Introduction The County is seeking the services of an experienced, full -service web development firm to plan and build an employee intranet and password protected portal for Elgin County Councillors. The successful firm must have extensive Content Management System (CMS) experience, ideally with WorclPress and Drupal or other, in order to recommend the best framework for the County. The Proponent should also have a full roster of web professionals to see this development through every stage of the product life -cycle with specific expertise dedicated to each step. We expect the proponent's staff roster that would be assigned to this project to include a user experience designer, an information architect, a web designer, a content strategist, programmers and a strong project manager. The project scope, content of proposal, and proponent selection process are summarized in this RFP. 2.2 Mandatory Technical Requirements Proponents must ensure that the mandatory requirements described below and otherwise contained in this Request for Proposal have been satisfied in their proposal. Failure to comply with these requirements may result in rejection of your proposal. Mandatory Technical Requirements include: • Laserfiche Integrated • CMS that allows internal Elgin County staff access to manage or edit content at its discretion • Data stored in a County -based SQL Server • Locally hosted by Elgin County, Win based • Full specifications of what our web server will require for configuration • WCAG 2.0 level AA compliant 2.3 Services / Requirements The work shall consist of the provision of all expertise required for the provision of services requested. The Intranet portal shall include the following: o Azure Integrated for Identity and Account Synchronization (for employee intranet). o CMS that allows internal Elgin County staff access to manage or edit content and structure at our discretion. o Ability to edit code by select administrators preferable. o Data stored on a County -based SQL Server. o Locally hosted by Elgin County, either Win or xNix based. 8 88 -; Attachment 1 REQUEST FOR PROPOSAL NO. 2021-P03 CORPORATE INTRANET DEVELOPMENT o Follows Microsoft best practices and supports future packs and updates. o Full specifications of what our web server will require for configuration. o WCAG 2.0 level AA. o Municipal Freedom of Information and Protection of Privacy Act (MFIPPA) compliant. o Consistent, optimized browsing experience across all contemporary standard desktop and mobile devices, screen sizes and operating systems. o A password protected portal for the members of Elgin County Council. o Creation of different permissions levels with different functions and publishing/author rights and workflows: admin, contributor, etc. o Compliance with Elgin County brand guidelines. o Style sheets and changes to themes structured in keeping with best practices to ensure no issues with updates and maintenance and to optimize the overall integrity and cleanliness of the code. o Print ready style sheets for an anticipated government information library (external site). o Ability to download content from site in a variety of formats (excel spreadsheet, pdf). o Training materials for Administrators. o Customizable 'out of box' solution preferable. In addition to the items noted above, the software must also include the following features: M1:11111AW o Ability to display scheduled Pop-up or banner alerts. o Ability to colour code alerts to indicate severity (urgent, warning, information). o Ability to indicate where alerts will appear (Corporate site, department specific site). DASHBOARDS/PORTALS/DEPARTMENT SPECIFIC SITES o Ability to create (in addition to the corporate site) departmental, team and project specific sites and portals. o Page layout templates and components developed for all sites and portals (corporate, departmental, etc.). 9 89 -; Attachment 1 REQUEST FOR PROPOSAL NO. 2021-P03 CORPORATE INTRANET DEVELOPMENT o Private password protected portals for different types of users that easily accommodates changes within these groups (Council, departmental, management etc.). o Document management capability to store, manage and share files and provide key metadata fields. (word, excel, pdf, PowerPoint, video) o Ability for users to customize dashboards/landing pages. o Ability to designate specific dashboard features as mandatory for all users. (ie Alerts, Newsfeed) o Ability for users to subscribe to emails notifying them of updates. INFORMATION DISSEMINATION/ NEWS o Dynamic newsfeed including images/ platform to convey and disseminate corporate messaging. o Ability to include title, description, author, content type, file type (if applicable), category, tags and publication date for news item. o Ability for users to comment on newsfeed articles. o Ability of Administrator to approve/deny comments. o Ability to notify moderators of feedback automatically. o Ability to report abuse that occurs on the intranet. SOCIAL/TWO-WAY COMMUNICATION FEATURES o Polling / Survey feature or similar method of two-way communication to increase employee engagement. o Ability to display corporate social media feeds. o Ability for staff to post topic specific items and pictures to board as designated and approved by administrators. o Ability for users to create department or team specific discussion forums. o Ability to enable and disable social functions at an admin level. o Ability to remove social content on a content by content basis. 10 O -; Attachment 1 REQUEST FOR PROPOSAL NO. 2021-P03 CORPORATE INTRANET DEVELOPMENT CALENDAR FEATURE o The ability to create and share multiple calendars (e.g. corporate calendar, training calendar, department calendar, etc). o Ability to see event start and end time and the ability to filter events by date/location/type. o Ability to display a listing of events on homepage — minimized showing (Name, Location, Start and End Date/Time). o Ability for user to download an event to their Microsoft Outlook Calendar. o Potential future opportunity for managing event attendees using approval workflows. CORPORATE DIRECTORY o Ability to search for all staff in multiple ways (i.e. name, skills, or any other attribute of the user's profile). o Ability to see quick contact details (e.g. phone extension, location, department, email). o Ability to import and display pictures of staff. Ability to display an organization chart based on positional data not the member "reports to" data (i.e. hierarchical reporting structure — below and above the position as applicable) with the ability to search for an individual, a position or a department. o Check -in feature where staff can indicate their work location (working in the office, working but off -site, working from home, on vacation, out for lunch). ADVANCED SEARCH o Provision of predictive search: when a user starts typing in the search field, relevant terms are automatically suggested based on the indexed content and popular searches. o Multiple filters can be applied simultaneously, i.e. when filtering by author, the user can filter by more than one at the same time. o Search results should be displayed showing title, description, author, content type, file type (if applicable), category, tags and publication date for each hit. 61:1401101VA o Securely access inside and outside of corporate network (i.e. Cloud). 11 BSI -; Attachment 1 REQUEST FOR PROPOSAL NO. 2021-P03 CORPORATE INTRANET DEVELOPMENT o Ensure any connections to the internet, other external networks, or information systems occur through controlled and secured interfaces. o Accommodate various security audiences. 2.4 Training & Support Requirements The proposed employee intranet and password protected portal shall include a training and support p rogra m. At a minimum, Proponents shall provide a minimum of four (4) hours of on-line training for the Administrator prior to going live. Proponents shall also provide access to technical support during the term of the contract. 2.5 Preliminary Project Schedule The anticipated project schedule will be as follows: Contract Start: March 2021 Substantial Completion: May 1, 2021 Proponents shall provide a detailed process and timeline as part of their proposal submission. 12 oil -; Attachment 1 REQUEST FOR PROPOSAL NO. 2021-P03 CORPORATE INTRANET DEVELOPMENT SECTION 3.0 - PROPOSAL REQUIREMENTS 3.1 Proposal Submissions ELECTROINflC III'')II POSIII.. ;"! i.IVBIV'illl;"! 5101NIS 01NIL"11'", 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. TII inrk)urrrrtk)n r,II:tetl N) oirking un,u.st IIoole s.bn,ui;tetl in :) a I �)nIhy, , Failure to include the proposal submission requirements may result in your proposal being disqualified. 3.2 Proposal Submission Requirements —Technical Proposal (Part 1) Proponents shall upload a PDF Technical Proposal to the Bidding System. The submission shall be no longer than fifteen (15) single sided pages (Arial 12 font or equivalent), excluding Curricula Vitae and the Service Level Agreement. 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 services described in this RFP. Information submitted is subject to verification, and further pertinent information may be obtained from references. a) Section 1: Proponent Experience, Profile and Portfolio Each proponent should provide the following in its proposal: • A brief description of the proponent; • A description of the employee intranets and password protected portals the proponent has previously delivered and/or is currently delivering, with an emphasis on experience relevant to government services, or public sector organizations; • The roles and responsibilities of the proponent and any of its agents, employees and sub- contractors who will be involved in providing the Deliverables, together with the identify of those who will be performing those roles and their relevant respective expertise. • Its knowledge, skills and expertise in the following areas: employee intranets and password protected portals and content strategy. 13 OW -; Attachment 1 REQUEST FOR PROPOSAL NO. 2021-P03 CORPORATE INTRANET DEVELOPMENT b) Section 2: Mandatory Technical Requirements Proponents shall confirm in their proposal that the software proposed complies with the Mandatory Technical Requirements noted in section 2.2 of this RFP. c) Section 3: Proposed Process and Timeline Provide a detailed process and timeline for the different stages of development, design and user testing, compliant with the project kickoff and delivery dates. Please indicate timing of essential client -side support and deliverables in this plan. With full acknowledgement by Elgin County that the timelines for these projects is exceptionally tight, please indicate what can be substantially completed by May 1, 2021 and what may be outstanding at that date. Please note that user research directly involving our staff and Council users will be required. User testing must be integrated at the project onset and periodically at key points in the intranet development and prototyping phases. d) Section 4: Proponent Service Level Agreement Provide information on your service philosophy, model and the various service level agreements you have in place for your clients post launch. e) Section 5: Client References Each proponent is requested to provide three (3) references from clients who have worked with you on the development of an employee intranet or intranet sites like those requested in this Request for Proposal in the last three (3) years. References should be from sources of similar project experience relevant to the requirements of this project and include projects where various timelines and schedules were managed simultaneously and the timeline and budget were met to deliver a successful project. Where the budget and timeline were not met, include details regarding the challenges faced and the workarounds utilized in order to complete the project. f) Section 6: Innovation / Concepts / Options Provide a description, details around any innovative ideas, alternatives or enhancements to achieve the end result for this project, which would benefit the County of Elgin. 3.3 Proposal Submission Requirements — Financial Proposal (Part 2) Proponents shall upload a separate PDF Financial Proposal to the Bidding System. Provide a comprehensive budget breakdown of all costs in Canadian dollars that covers: • Software costs including implementation and training. • Any foreseen licensing fees for plugins or other paid elements of the site. • How fees would be allocated for different elements of the project including, but not limited to: client service, copywriting services, design and development/programming. • License fee structure and cost guarantee for a potential five-year term. 14 O:i! -; Attachment 1 REQUEST FOR PROPOSAL NO. 2021-P03 CORPORATE INTRANET DEVELOPMENT Your proposal must clearly state which services are not included in your financial proposal. Proponents will keep prices firm for the duration of the contract period. Failure to comply with this requirement will be cause for rejection of a Proposal. 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, and all other overhead, including any fees or other charges required by law. Part 2 will only be unsealed if Technical Proposal (Part 1) scores a minimum of 52.5 points out of a possible 75 points (70%) by the evaluation team. 3.4 Evaluation Process 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 Proponents 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. 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 52.5 points out of a possible 75 points (70%) 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 software system to the evaluation committee. The demonstration will consist of an overview of the software functionality and the requirements included in the RFP criteria. The demonstration will be scored by representatives of County with assistance from the purchasing department. 15 OR -; Attachment 1 REQUEST FOR PROPOSAL NO. 2021-P03 CORPORATE INTRANET DEVELOPMENT Each proposal will be evaluated on the criteria noted in section 3.5 including proposal clarity and a demonstrated understanding of the requirements. 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 various user departments, the 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. 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. Proposals will be evaluated based on the following weighted evaluation factors: Evaluation Criteria Maximum Weight Mandatory Technical Requirements (Section 2.2) Pass/Fail Completeness of Submission Pass/Fail sal°°IA 5E a. ............ .... i..I Ci...IIIIN1III C ..A ...„ lll III1110POSCIII.. 'P �'', III: OIIINJ""I""S 1. Proponent Experience, Profile and Portfolio 25 2. Approach, Process and Workplan 25 3. Proponent's Service Level Agreement Materials 15 16 011 -; Attachment 1 REQUEST FOR PROPOSAL NO. 2021-P03 CORPORATE INTRANET DEVELOPMENT Evaluation Criteria Maximum Weight 4. References 5 5. Innovation / Concepts / Options 5 Must score 52.5 out of 75 points (70%) to move to Phase 2 25. ) . 6. Pricing / Total Overall Cost 25 points VFF/'ii'. iNIS 25 III)OilllNJ..i..S 7. Software Demonstrations 25 points i"°OTAlll..TplIIIII11iII,IIiILAI""IIIVFIll)OilllNJ..i"S :12" Ill)OilllN,ii°°,��! 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 Unsatisfactory Very poor to 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. 17 OYA -; Attachment 1 REQUEST FOR PROPOSAL NO. 2021-P03 CORPORATE INTRANET DEVELOPMENT 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. 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 Demonstrations The County may have the three highest scoring Proponents attend a demonstration to present to the evaluation team the proposed software system and to provide 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 will be held at the County Administration Building, Training Room, 450 Sunset Drive, St. Thomas, Ontario. Due to changing Covid-19 restrictions, demonstrations may be conducted via video conference. Demonstrations shall follow this general format: ➢ Introduction of Proponents Project Team and County Evaluation Committee (10 minutes) ➢ Proponent Demonstration of the Software (1 hour) ➢ Question/Answer Session (30 minutes) The Proponents will be notified of the final format and exact date and time for demonstrations in advance. The County may decide to schedule a second demonstration if it is deemed necessary. 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. 18 or-] -; Attachment 1 REQUEST FOR PROPOSAL NO. 2021-P03 CORPORATE INTRANET DEVELOPMENT 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, 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. 19 -; Attachment 1 REQUEST FOR PROPOSAL NO. 2021-P03 CORPORATE INTRANET DEVELOPMENT 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. 20 Will -; Attachment 1 REQUEST FOR PROPOSAL NO. 2021-P03 CORPORATE INTRANET DEVELOPMENT 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 Purchasing Policy Submissions will be solicited, received, evaluated, accepted and processed in accordance with the County's Purchasing 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 Purchasing Policy. The Purchasing Policy can be viewed on the County's website, www®elincounty®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 Consultant. 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 Reauirements Any agreement resulting from this RFP will contain the following insurance requirements: a) Comprehensive general liability insurance including bodily injury, property 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 in the amount of two million ($2,000,000) dollars. c) The aforementioned policies of insurance shall contain or shall be subject to the following terms and conditions: 1191 21 -; Attachment 1 REQUEST FOR PROPOSAL NO. 2021-P03 CORPORATE INTRANET DEVELOPMENT ➢ 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 WSIB Requirements The successful proponent shall furnish a WSIB Clearance Certificate rp for to commencement of work and agrees to maintain their WSIB account in good standing throughout the contract period. If the successful Proponent is a self-employed individual, partner or executive officer who does not pay WSIB premium and is recognized by WSIB as an "independent operator" a letter from WSIB acknowledging independent contractor status and confirming that WSIB coverage is not required must be provided to the County of Elgin prior to commencement of work. 4.13 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 22 IN➢: -; Attachment 1 REQUEST FOR PROPOSAL NO. 2021-P03 CORPORATE INTRANET DEVELOPMENT 4.14 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; ➢ the Proposal, in the opinion of the County, reveals a material conflict of interest; ➢ the Proponent misrepresents any information contained in its proposal. 4.15 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. 23 119191 -; Attachment 1 REQUEST FOR PROPOSAL NO. 2021-P03 CORPORATE INTRANET DEVELOPMENT 4.16 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; ➢ site visits and interviews; ➢ preparation of responses to questions or requests for clarification from the County; ➢ 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. 4.17 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, 24 119111 -; Attachment 1 REQUEST FOR PROPOSAL NO. 2021-P03 CORPORATE INTRANET DEVELOPMENT 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 property 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; ➢ 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. 4.18 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. 4.19 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. 4.20 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. 4.21 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. 1191..1 25 -; Attachment 1 REQUEST FOR PROPOSAL NO. 2021-P03 CORPORATE INTRANET DEVELOPMENT "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). 26 1101 Attachment 2 / uu�so � I�'o�wr,�r i, � wdNrm,. Ns� �4ss>rasr irs View Details Bid Details Bid Services Classification: Bid Type: Request For Proposal Bid Number: 2021-P03 Bid Name: Corporate Intranet Development Bid Status: Closed Bid Closing Thu Feb 25, 2021 3:00:59 PM (EST) Date: Question Thu Feb 18, 2021 4:00:00 PM (EST) Deadline: Time -frame for delivery or the duration Refer to project document 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 No Opening: Description: The County of Elgin is inviting proposals from experienced, full -service web development firms to build an employee intranet and Elgin County Council password protected portal that will meet the requirements of the County as outlined in this Request for Proposal. Bid Document Bid document preview, bid opportunity, and award notices are available on the site free of charge. Suppliers Access: are not required to register for a bid opportunity prior to previewing unsecured bid documents. Please note, some documents may be secured and you will be required to register for the bid to download and view the 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 - $180.25, per bid fee - $53.95). Categories: Show Categories [+] egliisBeii kn this Idiid Download Bid Documents 107 Documents File Name RFP Document Wednesday February 3, 2021 11:09 AM Appendix A - Visual Identity Standards Wednesday February 3, 2021 11:08 AM Addenda File Name Addendum No. 1 Friday February 19, 2021 12:20 PM Purchasing Representatives Employee Hoogstra, Mike Bids Submitted The following are the unofficial bid results Company Creospark Consulting Services Inc eSolutionsGroup Ltd Green PI Inc Sandbox Software Solutions Inc Plan Takers The following are the plan takers for the bid Attachment 2 Contact Chaudhry, Simran 31 Silver Sterling Cres, Vaughan Ontario, Canada L4H4C5 Mayfield, Karen 455 Phillip Street, Waterloo Ontario, Canada N2L 3X2 Barbosa, Romeo 7050A Bramalea Rd, Mississauga ON ON, Canada L5S 1T1 Gauthier, Devin 806 Gordon Street , Guelph Ontario, Canada ONTARIO Company Contact Kopas, Edward 2Gen.Net 21 King Street West, Suite 1501, Hamilton Ontario, Canada L8P 4W7 Khipple, Kanwal 2tol-ead 51 Redfinch cres, woodbridge Ontario, Canada L4H2C5 HIM Edwards, Matt CDW Canada Corp. 185 The West Mall, Suite 1700, Toronto Ontario, Canada M9C 5L5 Chaudhry, Simran Creospark Consulting Services Inc 31 Silver Sterling Cres, Vaughan Ontario, Canada L4H4C5 Buchanan, Chris DevFacto Technologies 10060 Jasper Ave, Edmonton AB, Canada T5J 3R8 Grendus, Amy Elantis Solutions Inc. 10123 - 99 Street, Edmonton Alberta, Canada T53 3H1 Mayfield, Karen eSolutionsGroup Ltd 455 Phillip Street, Waterloo Ontario, Canada N2L 3X2 Manchanda, Arnav Evolving Web 304 Rue Notre -Dame Est, Montreal Quebec, Canada H2Y 1C7 Barbosa, Romeo Green PI Inc 7050A Bramalea Rd, Mississauga ON ON, Canada L5S 1T1 Khatchadourian, Ashod Les Solutions Alcero Inc. 1430, boul. Saint -Martin Ouest, Laval Quebec, Canada H7S 1M9 Gauthier, Devin Sandbox Software Solutions Inc. 806 Gordon Street , Guelph Ontario, Canada ONTARIO Terai , Makoto TeraMach Technologies Inc 1130 Morrison Dive Suite 105 , Ottawa Ontario , Canada K2H 9N6 Estrin, Paul TriSpects Inc 400 Applewood Crescent, Concord Ontario, Canada L4K OC3 Attachment 2 HIM Corporate Intranet Development RFP No. 2021-1303 Attachment 3 Evaluation Team Member Position Evaluation Complete Conflict of Interest Katherine Thompson Supervisor of Legislative Services / Deputy Clerk Yes No Brian Masschaele Director of Community and Cultural Services Yes No Jeremy Sharkey Information Technology Coordinator Yes No Al Reitsma Manager of Information Technology N/A No Mike Hoogstra Purchasing Coordinator N/A No IsM 1 �Ill��uumouuu��^^� Elgin Prugressive by Nature RECOMMENDATION: REPORT TO COUNTY COUNCIL FROM: Julie Gonyou, Chief Administrative Officer DATE: March 31, 2021 SUBJECT: COVID-19 Emergency Team Planning — March Update THAT the March 31St, 2021, report titled, COVID-19 Emergency Team Planning — March Update, submitted by the Chief Administrative Officer, be received and filed for information. INTRODUCTION: The purpose of this report is to provide Council with an update on the County's COVID-19 response. DISCUSSION: With COVID-19 cases rising quickly across the province, the Emergency Management Team continues to monitor the situation and to make decisions with the safety of staff and residents as the top priority. The pandemic has had a significant impact on staff over the past year, and on March 25, 2021, the Chief Administrative Officer issued an Employee Pulse Survey to help determine how staff are faring and how we can better support them through these challenging times. The Emergency Management Team will review the responses and present staff with some actionable items in mid -April 2021. The Administration Building continues to be open by appointment only. The Provincial Offences office remains closed to the public, and ticket payments can be made online, by phone, or mail. On March 8, 2021, all ten (10) Elgin County Library branches re- established interior service (Curbside Plus), while the Museum and Archives also reopened to the public with strict health and safety protocols in place. INS FINANCIAL IMPLICATIONS: Ongoing — See the attached Financial Services summary. ALIGNMENT WITH STRATEGIC PRIORITIES: Serving Elgin ® Ensuring alignment of current programs and services with community need. ® Exploring different ways of addressing community need. ® Engaging with our community and other stakeholders. Growing Elgin ❑ Planning for and facilitating commercial, industrial, residential, and agricultural growth. ® Fostering a healthy environment. ❑ Enhancing quality of place. LOCAL MUNICIPAL PARTNER IMPACT: Investing in Elgin ® Ensuring we have the necessary tools, resources, and infrastructure to deliver programs and services now and in the future. ® Delivering mandated programs and services efficiently and effectively. The Management Team continues to work with the County's Local Municipal Partners to address community needs. For more information on coordination with the local municipalities, see the attached "Emergency Management Team Planning Chart." COMMUNICATION REQUIREMENTS: The Emergency Management Team will continue to provide monthly updates to County Council. "V: CONCLUSION: The Emergency Management Team continues to work together to ensure that essential County services and the COVID-19 response are properly resourced; to identify and manage resourcing and staffing issues; to support County Council, Municipal Partners, community and stakeholders; and to support staff to be well. The attached "COVID-19 Emergency Management Team Planning Chart" summarizes the County's COVID-19 response. 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E/ . . .. ............................................... ee«mom . . . . . . . . . . . . . . . . . . . . . . . . . . ............................................... m . . . . . § . . . . . § \ U) CL o %; G m / /\ < . . . . . . .. § . . .. §\ . . . . . . . . . \ * \ \ § 2 \ § § LD §§ m \ }_/ §\ 0-0 % 5 \k7 }j\k §] = �® /QQ _ G.° » »� »)\ o of »� 0«. !f= 2§ o o §.[ Eee -_ w mm%§ m= E# §�\t�= ' ®�' _ §ef o 0 f] § 3 2 2) f aƒ 2 Eoo \)a y§ \ U) a) n- . . . S'e Sooe ofE5§�= . . . . eeI =a- ............................................... ono E z& . . . . . Ste«§ of a) . . . . . § E k § E .E ® S \ =Eeo�� 0\ \S +E � [ U) 0m /m\§J CORRESPONDENCE —April 6, 2021 Items for Consideration — (Attached) The Municipality of Central Elgin with a letter regarding Temporary Signal Improvements at Carlow Road and Sunset Road Intersections. 2. The Township of Malahide with a letter regarding the Avon Drive and Putnam Road Intersection. `FIZI 450 Sunset Drivel st Floor, St. Thomas, Ontario N5R 5V1 P:519.631.4860 F:519.631.4036 March 23rd, 2021 Brian Lima Director of Engineering Services County of Elgin 450 Sunset Drive St. Thomas, ON N5R 5V1 Via email: blima@elgin.ca Dear Mr. Lima: Re: Temporary Signal Improvements — Carlow Road & Sunset Road Intersections Please be advised that Central Elgin Council discussed the above noted item at their meeting dated Monday, March 22, 2021 and the following resolution was passed: WHEREAS the County of Elgin installed temporary signal improvements at the Carlow Road and Sunset Road intersections of Warren Street during the King George VI Lift Bridge Capital Project; AND WHEREAS the public have become accustomed to and appreciate the signal improvements at the Carlow Road and Sunset Road intersections of Warren Street; AND WHEREAS the growth and traffic volume in Port Stanley may necessitate future intersection enhancements at the Carlow Road and Sunset Road intersections of Warren Street; NOW THEREFORE The Council of the Corporation of the Municipality of Central Elgin respectfully requests the County of Elgin to make the temporary signal improvements at the Carlow Road and Sunset Road intersections of Warren Street permanent; . AND THAT the permanent signal improvements at the Carlow Road and Sunset Road intersections of Warren Street be funded, installed and maintained at the expense of the County of Elgin. CARRIED. 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 C.C. P. Shipway, CAO/Clerk G. Broo s Director of Infrastructure & Community Services 87 John Street South Aylmer ON N5H 20 Phone: 519-773-5344 Fax: 519-773-5334 www. malahide.ca March 29, 2021 County of Elgin 450 Sunset Drive St. Thomas, ON N5R 5V1 Attention: Brian Lima, County Engineer 70 PAWa 1 Yi ffIE A proud tradition, a brightfuture. RE: Resolution — Avon Drive and Putnam Road Intersection At its regular meeting held on March 18, 2021, the Malahide Township Council passed the following Resolution: THAT Report PW-21-18 entitled "Avon Drive & Putnam Road Intersection Concerns" be received; AND THAT the Township Staff be directed to advise the Elgin County Council that the Malahide Township Council recommends the investigation of speed warrants and/or potential implementation of other traffic calming measures and intersection control devices at the intersection of Avon Drive (Elgin Road 37) and Putnam Road (Elgin Road 47); AND THAT the Township Staff be directed to advise the Middlesex County Council that the Malahide Township Council recommends the investigation of intersection control devices at the intersection of Avon Drive (Elgin Road 37) and Putnam Road (County Road 30). Attached is Malahide Public Works Report No. PW-21-18 for your reference as it contains additional background information. Also appended to the Report are a number of petitions received from Avon community residents. Please do not hesitate to contact this office if you require any further information or documentation. Yours very truly, TOWNSHIP OF MALAHIDE M. CASAVECCHIA-SOMERS, D.P.A., C.M.O., CMM III Chief Administrative Officer/Clerk `KI CORRESPONDENCE —April 6, 2021 Items for Information — (Attached) The South West LHIN with a Memorandum to Health Service Providers regarding the Transfer Order Notice issued by the Deputy Premier and Minister of Health. 2. The Ontario Recreation Facilities Association Inc. (ORFA) with an open letter to OFRA Members and Industry Employers. 3. The County of Elgin and the Ministry of Transportation with a Notice of Online Public Information Centre for the Wonderland Road / Ron McNeil Line / Ford Road / Highway 3 Environmental Assessment Study & Preliminary Design. 4. Elgin Unifor Local 302 with a letter regarding Community Paramedicine Programs. IBY: DATE: March 19, 2021 MEMORANDUM TO: Health Service Providers FROM: Mark Brintnell, Vice President, Quality, Performance and Accountability RE: Transfer Order Notice March 17, 2021, the Honourable Christine Elliott, Deputy Premier and Minister of Health, issued a series of orders transferring the Local Health Integration Networks' (LHINs') health system planning and funding functions to Ontario Health. These transfers will be effective as of April 1, 2021. The Connecting Care Act, 2019 (the "Act"), which was proclaimed into force on June 6, 2019, creates the framework for health system transformation in Ontario, including the integration of more than 20 health care agencies into Ontario Health. Several have already been transferred and on April 1, 2021, the LHINs' health system planning and funding functions will transfer into Ontario Health too — as part of the government's plan to integrate the health care system and build a better, more connected system centered around the needs of patients. None of the LHINs' direct patient care activities (i.e., delivery of home care and long-term care home placement services) are being transferred to Ontario Health. Ontario Health has been working closely with the Ministry of Health and LHIN leadership, myself included, to approach the transfer of LHIN health system planning and funding functions thoughtfully. All decisions have been made very carefully with continuity of patient care and provider services top of mind. There will be no impact to direct patient care during or following these transfers, with each of the LHINs continuing to provide and support the delivery of home care and long-term care home placements, and facilitate access to community services, under a new operating name, Home and Community Care Support Services. The Minister's transfer order specifies the employees, assets, liabilities, rights and obligations, including funding agreements and other contracts, that are being transferred to Ontario Health. The transferring elements are those that are linked to South West LHINs' health system planning and funding functions and do not include the delivery of home care and long-term care placement services and facilitation of access to community services. You will be able to find the transfer order, in both English and French, r✓r�vv.2!21t rir Iict f�Pi.esa). on our website later today as well as on the Ministry of Health's website and Ontario Health's website(,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,, As of April 1, 2021, Ontario Health will assume all rights and obligations in respect of ALL service accountability agreements that have been entered into by South West LHIN with health service providers. Aside from the assumption of these agreements by Ontario Health, all of their terms and conditions will remain the same. This transfer also impacts the Service Accountability Agreements (HSAA, MSAA & LSAA), which will move to Ontario Health and maintain their existing terms and funding arrangements. Please continue to perform and provide services as usual in accordance with the terms of the service accountability agreement(s). The performance review process will also remain the same post -transfer, and at the time of transfer, you can continue to work with the same individuals with whom you already work, unless otherwise notified, and submit inquiries through the same process. If you have any questions, please direct them to your current contact who can assist you. We will continue to keep you informed with updates as necessary throughout this transition period. We appreciate your support as we continue to support the delivery of high -quality patient care in Ontario. 133 From: Ontario Recreation Facilities Association Inc. <orfa0Dorfa.com> Sent: March 19'2021 12:49 PM To: ]u|ieGonyou Subject: Open Letter to ORFA Members and Industry Employers r/1 Aft� 1i � i Dear Julie Gonyou, County of Elgin On behalf o[Cathy Seguin, President of the Ontario Recreation Facilities Association (ORFA), I would respectfully request consideration for the following "Open Letter' to be added as correspondence to the next Mayor and Council agenda for awareness. As we are all aware, the COVID-19 pandernic has created unprecedented challenges for all communities and has required a flexible and responsive approach. Over the past year, we have witnessed the vital role that recreation facility professionals, and recreation infrastructure (indoor and outdoor), play in our communities. While following public health guidance, providing even limited access to recreation has allowed our community residents to stay connected, support their physical and mental health, and hopefully encourages them to view a more positive, post-pandernic future. Thank you for your consideration of this request. Rns To�Uuor, Chief Administrative Officer U�ter ��to Menidbers anclUncluatry As we are aware, the pandemic has created unprecedented challenges for all communities and has required a flexible and responsive approach. Over the past year, we have witnessed the vital role that recreation facility professionals, and recreation infrastructure (indoor and outdoor), play in our communities. While following public health guidance, providing even limited access to recreation has allowed our community residents to stay connected, support their physical and mental health, and hopefully encourages them to view a more positive, post - pandemic future. You, and your team members, are the reason why great community recreation exists. 1 hope you will join me in recognizing the recreation facility professionals within your organization and thank them for their commitment and resilience to ensuring safe and enjoyable recreational activities and spaces. As a member of the Ontario Recreation Facilities Association (ORFA), we continue to support you in your operation and management of your community assets. Since last summer, ORFA has provided its members with timely, current and relevant pandemic -related information. In addition to ORFA's weekly e- news sent to all members, we encourage you to visit r�r it t:rl� r to access other membership benefits, including: o COVID-79 Updates and Toolbox including Recreation Facility COVID-79 Re-entering and Reopening Guiding Principles and Best Practices o Events: online self -study and virtual • Professional designations o Facility Forum magazine (print and digital) o Resource Centre (podcasts, webinars, best practice guidelines, discussion board) • Careers (job postings) Recreation facility professionals, through education, workplace -specific training, and professional certification, have the requisite skills, z 135 enhanced knowledge and empowered attitude to better operate and manage infrastructure in support of safe facilities. Your ORFA membership allows you to invest in yourself, your staff, and your profession. 1 wish to close by thanking our 7,000-plus members for providing critically important frontline and management services to our communities and for their support of corporate, municipal, provincial and federal directives that align in keeping your communities as safe as passible. The ORFA is here to help. Please reach out to us at anytime! Sincerely, Cathy Seguin, President Ontario Recreation Facilities Association Inc. Ontario Recreation Facilities Association Inc. 1 Concorde Gate, Suite 102, Toronto Ontario, Canada M3C 3N6 Te l.416-426-7062 3 136 NOTICE OF ONLINE PUBLIC INFORMATION CENTRE WONDERLAND ROAD / RON MCNEIL LINE / FORD ROAD / HIGHWAY 3 ENVIRONMENTAL ASSESSMENT STUDY & PRELIMINARY DESIGN THE STUDY The County of Elgin and the Ministry of Transportation (MTO) have initiated a Municipal Class Environmental Assessment Study (Class EA) to review and determine if road network improvements are required in the area of Wonderland Road, Ron McNeil Line, Ford Road and Highway 3 in the Township of Southwold. THE PROCESS The Study will complete the requirements of a `Schedule B' study under the Municipal Class Environmental Assessment (October 2000, as amended in 2007, 2011 and 2015) and will meet the requirements for Group `B' projects under MTO's Class Environmental Assessment for Provincial Transportation Facilities (2000). The Study will confirm the need and justification for improvements, identify and evaluation alternative solutions, and alternative design nonce is based on the effects on techn cal standards and k. N 0 m A rQ ,a � ��� MriNti�L1tLAMl LYPtl 41 �, f'QN AA^..YJLIf LM1NE 4 Study Area ttlwlte NU"¢ACd , F k;� Faun ♦- 7a st 7ha��s„ U _, Municip2,.., Road _MT0 Highway. Watercourse Mre NLINF p guidelines for road design and the natural, built, social, economic and cultural environments. CONSULTATION AND COMMENTS Consultation is an important part of the Class EA process and we want to hear from you. Due to the ongoing Public Health Emergency related to COVID-19, an Online Public Information Centre (PIC) will be available to the public to provide input on the Network Improvements. ONLINE Public Information Centre: When: April 16 to April 30, 2021 Where: https-//www.elqincountv.ca/wonderiand-hiqhwav3/ Please contact either one of the following project team members or visit the project website if you would like to provide comments, request additional information, and/or be added to the Study's mailing list to receive future Study notifications directly: httpse//wwweel incountyeca/wonderland- i way / Dan Green, P. Eng. Project Manager GHD Limited 455 Phillip St, Waterloo, Ontario N2L 3X2 Phone: 519 340 4374 Email: Daniel. Green2(a-)ghd,,com Brian Lima, P.Eng. Director of Engineering Services Elgin County 450 Sunset Drive London, Ontario N5R 5V1 Phone: 519 631 1460 Ext. 117 Email: lima elpineca We are committed to ensuring that government information and services are accessible for all Ontarians. For communication supports or to request project material in an alternate format, please contact one of the Project Team members listed above. Comments and information will be collected to assist the County and MTO in meeting the requirements of the Environmental Assessment Act. With the exception of personal information, all comments will become part of the public record in accordance with the Freedom of Information and Protection of Privacy Act. IrM March 8, 2021 Malcolm Gilpin General Manager Medavie EMS Elgin Ontario To Mr. Gilpin, As we all know, the current pandemic has presented our Paramedic profession with both challenges and opportunities; one of which is the opportunity for Community Paramedicine. As you well know, community paramedicine programs have been in existence in Ontario for a number of years. They seem to demonstrate differing models, but all have a common goal; strengthening community health care, supporting at -risk patient populations, aiding a stretched -thin emergency medicine system, increased public relation, and so much more. These programs have a multitude of benefits to not only the Paramedic Service, but also to the populations they serve; yet, Elgin County lacks such a program. As previously noted, not all Paramedic Services offer the same Community Paramedic Program, and as such, each Paramedic Service is able to tailor their community paramedicine programs to meet the needs of the clientele they serve. In doing so, the goals of each community paramedicine program is still the same; to "receive the right care, at the right time, in the right place." (Community Paramedicine, 2012, Middlesex -London EMS, para 1). If we focus on the right care, the right time and the right place, the COVID19 pandemic demonstrates an even more robust need in our local community. These needs include vaccination delivery as well as nasal swab testing; as seen by many surrounding community paramedicine programs. Additionally, Community Paramedicine Programs in Ontario have also demonstrated specialty services including, but not limited to: • Remote Patient Monitoring (Middlesex -London Paramedic Service) • Crisis Mobile Team (Middlesex -London Paramedic Service) • Injury Prevention (Region of Waterloo Paramedic Services) • Health Education (Region of Waterloo Paramedic Services) • Home Visits and Testing Procedures (Halton Region Paramedic Services) • Covid Vaccination Clinics (Guelph -Wellington Paramedic Service and Ottawa Paramedic Services) • Wellness Clinics (County of Frontenac Paramedic Services) • Paramedic home visits 24/7 (Greater Sudbury Paramedic Services, Hastings-Quinte Paramedic Service) Highlighted above are just a selection of some of the services and regions where specialized community paramedicine programs are offered. These programs have been ongoing for many years, the initial benefits were evident immediately, but the long-term benefits are really starting to demonstrate just how valuable these programs are to the community at large. For example, "in 2018, the [County of 138 Lambton EMS Community Paramedicine] program was credited with a 63 per cent reduction in 911 calls, a 58 per cent reduction in emergency department visits and a 55 per cent drop in hospital admissions" (The Observer, 2021, Kula), and is 100% ministry funded. These dedicated teams are reducing the pressure on not just the Paramedic Service, but also allied services like police and fire departments and most notably, hospitals. If we parallel the success in Lambton County to Elgin -St Thomas, a reduction in 911 calls would significantly benefit its residents by freeing up resources (Paramedics and other allied resources) to respond to emergencies more reliably; faster and locally. There would be far fewer delays with respect to response times and off-load times, and Paramedics would be able to remain in their designated response areas, thereby relying less on outside agencies. Currently, resources are sparse, requiring outside agencies to cover when local resource numbers drop below the minimum required coverage standard. With a dramatically growing population, and limited hospital resources, less emergency department visits and subsequent admissions would mean quicker service for the patients requiring hospitalization. The greatest benefit to the residents would be care that is timely, provided closer to home, and that improves their quality of life. Putting in effect a Community Paramedicine Program cannot be achieved without funding. As with other programs, funding has been made available from a number of sources; the Local Health Integration Network (LHIN), the Upper Tier Municipalities (Counties) and the provincial government. Within the last year, the Provincial government has shared significant funding directly with Paramedic Services in an attempt to either jump start a new Community Paramedicine Program or support/improve current programs. As seen below, the amount of funding shared is quite significant; millions of dollars to 29 Paramedic Services htt s: r7� ws.or7tario.ca r7 bacl<�rour7d� r 59383 ontario- (...................r...........//..................................................................................................../................/................................................................................/......................................./.................................................. :'...I .g..r�.jj.`�..:- 2" .I.:`�:t.I_n cc rrrrr LAni.:.y.....-.pa..L.17:�.�:'.�..I..�:.I..r!�'-iarc�„ rams �o-lor7 �-t� rm carp ). This represents over half of all municipal Paramedic Services receiving recent funding. Some highlights of the funding include: • Waterloo Region ($7.8 Million)-.?.::.p:..::..g..q.......r!.'.:..:.c...r!.'.....`]:.].✓.:.'..J.qq..:: ramedic-services-comMLAriity-Daramedicirie/?fbclid=IwAR0i mvLNoaXILJLbmVmLJ- zsC 6Nc8r A LJ.6B0ak�1..c..:pIQ2 . .. �.�.��2 • County of Frontenac ($6.5 Million) - htt s: www.th� star.com r7� ws car7ada 202 029 fror7t� r7ac- aram� dics.- ...................I...........1.1................................................................................................................1.................................1.............................................1...............................1................1................1................................................................... p..................................................................... !.:L.y....:..I.argi~rr.p.I?.!.c!..r!..... . L!2g.Lg..M-receiv��:`- :5im:htiTr12fbc..!id :IwARIE.asgc�lxNJoZdtKLI< � mliwiELJP 7.Xi XQxNnwN/1LJC A"oxoiLSWI m2wy • County of Lambton ($2.84 Million)-.h.::..r:.:../../vururu.:.:.h.:'...h...,.ry.'..r..:..c./.r!.:'.:../...�..c'...�...- r7� ws commur7it - aram��dicir7� - ro ram±x ar7din with- rovincial- ................................................................y......p...................................................................................p..............g.............................................p...................................g......................................p.......................................................... f11r7dir7g'fbclid=iwar3hhor7fiafd�& r7a r8 �ievs2r2LAct9t7zaf�h�enoi I<Idf�er7sti Iviu ........................................................................................................................................................`a�.................y.................q..y..............................................................................................................................................I......................................................y....................... • Halton Region ($5.3 Million) - htt....::. /.q...l<...v.l.....:'..r!.�'.I :s..:.q.rg q...l.<...v!....'..._.h.�.,.a..Ith..:.rl.�:'. .s. o.r�.:ta..r!.o- ir7vests-haltor7-laram� diciri" - ro ram 'fbclid= lwAR2rr5l(LAel<aQZ ll LLE?eSI<ho ll h- ....................................................................................... r.............. g.................................................................................................................................................................................................................................................................... p..................... f61*7 • Muskoka EMS ($3.25 Million)-.h::...::. /yruWruWru.musl<oI<ar� g% rg:c'c !7:��cc�!Tr!T LAni�y: .................................................................................. stor ll0330728-how-a-3-25m-boost-to-Muskoka-communit - aramedicine-will-hel - Y.1.................................................................................................................................................................................................................................................................................................................................................... Y...................................................................................................................................... p...... p.. .1.d r-adLA..:t:`�.::.hci7:�.�'...:.a.:f'./°'.:f .c:l.I.�?.::'.lwAR0i mvLNoaXILJLbmVmLJ-PzNsC_ 6Nc8ri�4 lJ6B0a. AJ...9 .Y....:5 .:.�.....IGc 1 1 • Essex -Windsor EMS ($3.2 Million) -.h.::..I :.:' vu ru ru.:..ih� _r r ..d.!.o....c'.....!7 .. .r!.:'. w r.idsor-ems-io-launc'h-communit - aram� dic s� rvic� s pilot pro ram- Y....... p...................................................................................................................................................................... g.............................. 1. 4601330?fbclid-=lwAR24aR4aAPax-3r�vFAWdGc 9�L Cd6i 92Cm9 mx�l<bzbafi78C3E a fAYY IVI • Parry Sound ) - EMS $2.9 ..rr.V..11.rg...:..c:.17/.r!.:'....::...r..Y.......:..7..:-. ( Million ................... parr -sound t.o- artici Ial -ir7- rovir7ciall-'LAnded-conmunit - aram� dicir7� - ...................Y...................................................................p...............................................................................p..........................................................Y......................................................................................................................Y............................................................................................ pro ram'fbclid==lwAf2Y"FsxJl<PIJVA"65NYlJ aFLGfL4FsmiiGcOBCLAEXSIJIicz7cC .............. g..........................................................................................................................1....................................................................[............................................ p................................................................................................................................................................................................................... Vcj..w..T27.9-0 : • Greater Sudbury Paramedic Services ($6.5 Million) - htt s, www.th� sudbur star.com n�, ws local cramp dicin��- P ro ram- g��...i.....s..................5 ..............m.................�....o........- p_seniors-at-home- ......................................................................................................................... �p.r7g L.?fbclid=l AR1Ea„E o�xNJoldtlGLl< Qr� mliwiElJPr�78Ci �COxNr7wlVflJQACoxoiLSWIm2 Y w .................. • Hamilton Paramedic Services ($6.4 Million) - http�,;//yuyuh„ia c,ccrrr/rg t..o r� pion 2021 02 � � hamilton-to-ex ar7d- aram� dic pro ram lor- ati� r7ts-waitir7 �-for- .................................................................. /................/.............................................................................................. p........ ..................... p........ ..... ................................................... �.................. g...................................................... p....................................................................................... �............................ �.2.!22..::te r!"9.. care.html ?fbclid=lwAROEIW 16d4c rleN/lcGX2HkdlV2VihZVI8ED.PG..p..V.......Av ...................................................................................................................................................................................................................................................................................................................TA................19..L�.E��T........�. Wal<hs ......................................... • Hastings-Quinte Paramedic Service ($6 Million) - htt s, www. uir7t��r7..�ws.com 202�. 02 ll .Yrovir.c�,_ir7v..gists-6-millior7-to-ex ar7d-local- p..................................................9............................................................................................................................... �................ �................ �..................................................................................................................................................................................................... p.............................................................. t.Y.-..p...L..! rl.'.?.!.c'!..r!.'..- p.rp. ram 'fbclid==lwAf0uVrd97zbSd3OAr3I4 Parl<a"TmfS"oEYIID"fiidIGf� DAt� YNofx Q • Leeds -Grenville EMS ($3.25 Million) -.h:tt.....::. ....I« ..:.c'.. .... ....!I...... stev��..:.c:.�.a...r.s<.::. ar7r7oiur7c� s 3-25-millior7-to-ex ar7d-commur7it - aram� dicine-in-leeds- p......................................................................................................p........................................................................................................................................ �r� r7vill� 'fbclid==lwAf0uVrd97zbSd3OAr3I4 Parl<a"TmfS"oEYIID"fiidIGf� DAt� YNoRx Q • Middlesex -London Paramedic Service ($5.9 Million) - htt s, �lobalr7� ws.ca r7� ws 76735 or7tarios-ltc- aram� dicir7�-lor7dor7-or7t p..........././.g................................................................................/................................./......................................................./..............................................................................p........................................................................................................................................................ Millions of dollars shared with Paramedic Service peers, however not a penny shared with Elgin - St Thomas EMS. Oneida Nation Paramedic Service and Weeneebayko Area Health Authority Paramedic Services have just initiated local Community Paramedicine Programs; an opportunity for collaboration sadly missed. With such significant amounts of funding currently being shared, and the current state of the COVID19 pandemic, there has not been a better time to initiate Elgin -St. Thomas EMS's Community Paramedicine Program and provide the care that the residents of Elgin County deserve. A report authored in 2019 titled "Report on the Status of Community Paramedicine in Ontario" by the Ontario ICto] Community Paramedicine Secretariat stated that only 4 Paramedic Services in Ontario did not have a Community Paramedicine Program. Based on Appendix D in the same report htt s, static1.s uar� sacs .com static Sd30200243f000b2S7c� t S� 0b0dS70cab022000 ................... p.......................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................... �7780S00S02 /2019 OCPS f��., „ort� 2. „df) Elgin- St Thomas EMS is one of only 3 Paramedic Services in ............................................................................................................ Ontario that does not support it's community with such a program. Elgin -St. Thomas EMS is also the only Paramedic Service in Southwestern Ontario not supporting its community with community paramedicine. With the community stressors of an aging population, a mental health crisis, and a pandemic, there creates an increased strain on Paramedic Services and hospitals; a shift towards Community Paramedicine is a must. The dedicated, professional and knowledgeable Paramedics of Elgin -St. Thomas EMS are eager to step in and lead the future of healthcare. The benefits are known, the technology and programs already in place; the staff are ready; the only missing piece to this puzzle is the support from Medavie Elgin, Ontario. Medavie's Chatham -Kent EMS operates a very successful Community Paramedicine Program; a model so strong that it was sold to the Prince Edward Island government for implementation Ronald McLeod — Lawyer for Medavie). The residents of Elgin County deserve better. They should be receiving access to the health care provided to residents in neighboring communities. There is no time like the present; Community Paramedicine needs to happen in Elgin County. Respectfully, Elgin Unifor Local 302 Representing the dedicated Paramedics of Elgin- St Thomas EMS IEN References Kula, Tyler. "Community Paramedicine Program Expanding with Provincial Funding." The Observer, The Sarnia Observer, 19 Feb. 2021, www.theobserver.ca/news/local-news/community- paramedicine-program-expanding-with-provincial-funding. IC9: CLOSED MEETING AGENDA April 6, 2021 Staff Reports: 1) CEMC/Fire Training Officer— Municipal Act Section 239 (2) (b) personal matters about an identifiable individual, including municipal or local board employees — Fire Training Officer Organizational Update (verbal). 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 — Service Delivery Review — Road Maintenance Agreement Study. 3) Chief Administrative Officer —Municipal Act Section 239 (2) (h) information explicitly supplied in confidence to the municipality or local board by Canada, a province or territory or a Crown agency of any of them — Correspondence. 4) 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— Employment Lands Update (verbal). 143 COUNTY OF ELGIN By -Law No. 21 16 "A BY-LAW TO PROVIDE A SCHEDULE OF SERVICES AND ACTIVITIES SUBJECT TO FEES AND CHARGES BY THE COUNTY OF ELGIN AND TO REPEAL WeWATITM►[� IIIgfII�IIN�IIIgfIINI� WHEREAS, by virtue of s.9 of the Municipal Act, 2001, S.O. 2001, c.25, as amended, a municipality has the capacity, rights, powers, and privileges of a natural person for the purpose of exercising its authority under that or any other Act; AND WHEREAS, by virtue of s.11 of the said Municipal Act, 2001, S.O. 2001, c.25, as amended, an upper tier municipality may enact a by-law respecting, among other things, public assets of the municipality acquired for purpose of exercising its statutory authorities, economic well-being of the municipality, services and things that the municipality is otherwise authorized to provide, and protection of persons and property; AND WHEREAS Section 391 of the Municipal Act, 2001, S.O. 2001, c.25, as amended, states that a municipality and a local board may pass by-laws imposing fees or charges on persons for services or activities provided or done for persons; AND WHEREAS the Corporation of the County of Elgin did pass By -Law No. 20..0 a aryie ded imposing fees or charges on services or activities provided to persons by the County of Elgin's various departments; AND WHEREAS the Corporation of the County of Elgin has deemed it advisable to amend the fees and charges applicable to some of its services or activities, and to make provision for the addition of taxes where appropriate. NOW THEREFORE the Municipal Council of the Corporation of the County of Elgin enacts as follows: 1. THAT Schedule "A" attached hereto and forming part of this by-law setting out services and activities which are subject to fees and charges, and taxes where applicable, and the amount of such fees or charges be and is hereby adopted. 2. THAT By -Law No. 20 09 as aimended and any by-law that is contrary to this one be and is hereby repealed. 3. THAT this by-law shall come into force and take effect upon its passing. READ A FIRST, SECOND AND THIRD TIME AND FINALLY PASSED THIS 6111 DAY OF °1 11 2021. Julie Gonyou, Tom Marks, Chief Administrative Officer. Warden. 144 SCHEDULE"A" By -Law No. 21..16 The Corporation of the County of Elgin has deemed it advisable to provide activities and services that are subject to fees and charges. The following list details such activities and services and the fees and charges that will apply: Please note that the fees and charges below include taxes, where applicable. GENERAL (authority under the Municipal Act) Photocopies for the public throughout all County of Elgin Departments: Copy charge per printed page - per printed side (black & white) $0.25 - per printed side (colour) $1.00 FINANCIAL SERVICES (authority under the Municipal Act) Late payment of County Levy 15%/year (i.e. - installment due on the 15th and not received until the 16th, one day of interest would be charged) COMMUNITY & CULTURAL SERVICES — Archives (authority under the Municipal Act) Long -Distance Research $40.00 per hour Photocopying/Internet Printinq Letter/Legal 11 x 17 Microfilm Reader -Printer: Letter/Legal — per page 11 x 17 — per page Scans Photograph Prints: 4 x 6 4 x 6 — additional print 5 x 7 5 x 7 — additional print 8x10 8 x 10 —additional print 11 x 14 11 x 14 — additional print $0.25 $0.50 $0.50 $0.75 $0.25 $17.00 $10.00 $20.00 $12.00 $30.00 $17.00 $40.00 $30.00 Larger Sizes On a case by case basis Digital image files for personal use $10.00 )u#t ull image scanning $10.00 Digital image files for IpuuP,-llu aliion / eAN,-Jflon / cflq a / oimimeir aM use $20.00 Image scanning $10.00 Scanning: Document scanning Recordable CD $5.00 $2.50 Supplies: 145 Acid -free storage box $20.00 Newspaper storage box $50.00 Acid -free file folders $1.00 General archival supplies Market value Shipping Actual cost with a $5.00 minimum cost COMMUNITY & CULTURAL SERVICES - Libraries (authority under the Public Libraries Actl Library Fines: Adult & Juvenile Hardcover Books Daily Overdue $0.10 Maximum Overdue $7.00 Music CD's Daily Overdue $0.50 Maximum Overdue $7.00 Paperbacks Daily Overdue $0.10 Maximum Overdue $5.00 DVDs/Videos/Game Kits Daily Overdue $1.00 Maximum Overdue $10.00 Audio Books/Language Kits Daily Overdue $0.50 Maximum Overdue $7.00 l'Ii'ayaways/W ondeur°Ilbo6ks 4Overdue $0 r0 axuuttuu,.uim Overdue ` 7 00 Magazines Daily Overdue $0.10 Maximum Overdue $5.00 Interlibrary Loan Lending Daily Overdue $0.10 Maximum Overdue $7.00 Bag of Books Daily Overdue $1.00 Maximum Overdue $10.00 Computer Kits Daily Overdue $1.00 Maximum Overdue $10.00 IIaii k II''Ieur°iinmlts 4Overdue $1 00 axuuttuu,.uim Overdue $10 00 ° efeur°ence II':1o6ks 4Overdue $1 00 axur�ruu,.uryi Overdue $10 00 Fax Machine: Sending: First Page $1.50 - Each Additional Page $0.50 Receivinq Per Page $0.50 Interlibrary Loan — Borrowin Canadian Library or University — plus shipping (if they charge) $10.00 U.S. Library or University — plus shipping (if they charge) $15.00 Microfilm — plus shipping (where applicable) $4.00 Printing: Black & White/Colour — per printed side $0.25 Lost or Damaged Materials: 146 All Material Types Bag of Books Actual Cost plus $5.00 Processing $160.00 If actual cost is unknown, the following rates are charged: Other Materials — Lost or Damaaed: DVDs/Videos $20.00 Playaways $80.00 Wend 1 booIII $ 70.00 Microfilms $30.00 Music CDs $20.00 Game Kits $20.00 Program Kits $20.00 Computer Kits $80.00 Library Card Replacement $1.00 Books — Lost or Damaged: Hardcover $30.00 Magazines $5.00 Paperbacks $10.00 Audio Books $50.00 Room Rentals (no charge for non-profit group) $25.00 Library Fine Threshold $10.00 313 Printing Filament $0.10/gram Exam Proctoring Donation basis Book Discards $0.25 Magazine Discards $0.10 DVD/CD Discards $1.00 COMMUNITY & CULTURAL SERVICES — Museum (authority under the Municipal Ao Admission Membership: Annual Lifetime Donation basis $5.00 $100.00 Programs Delivered: Adult off -site programs $33.90 plus travel paid at the rate established by the County for use of personal vehicles School tours and children's group tours (designed for children under the age of 14) $1.75 - Chaperones are no charge School programs offered in -school (designed for children under the age of 14) — including rented teacher's kit $3.00 Note: Fees for programs delivered by the Museum may vary according to the program ENGINEERING SERVICES (authority under the Municipal Actl County Road Maps $5.00 Meeting Room Rental Rates: (authority under the Municipal Act) 147 For use of meeting rooms in the County Administration Building by outside groups: Lunchroom $56.50 Committee Rooms/Lounge $45.20 Oversize/Overweight Moving Permit: (authority under the Highway Traffic Act) Permit for moving heavy vehicles, loads, objects or structure in excess of dimensional & weight limits set out in the Highway Traffic Act: Single Move Fee (if action is requested with greater than 10 business days' notice) $200.00 Single Move Fee (if action is requested with less than 10 business days' notice) $400.00 Single Move Fee - Overweight, greater than 63,500 kg (approval requires a minimum of 10 business days' notice) $1,000.00 Annual Oversize Moving Permit Fee $500.00 uiep2[i!fiil.on of II oad Ufdeui Actui'pcu mcum„ $1 0(:)0 00 uipl gEgfiion of II6eooiinii mwwncafoou II q wulll a ment Consent -und Ilfo d Ufscui Actuiccufmcu3I $1 U)�U)0 U:)�0 ,,. Road User Agreements (authority under the Municipal Act) Annual fees shall be a minimum of $500 with no upset limit. Project type and the amount of road property affected shall dictate the annual fee and associated encumbrances. Taxes not applicable and fees may be added to the property tax roll for collection, on behalf of the County, by a local municipality. q„Ileroumufmwwumuoo„uoum II q wulllumeiiff Coudeumf guff Ilfoo Ufeeui giueeuin.pin: °eunm�t ee $200.00 (peur unstM1afiion Ilocafiion) (AppIliicM, lle to each aplpiroved telleeou rlu7uuuu iucatiiou ie equ,.uiip invent iunstM1afiion Ilocafiion) nstM1afiion ee $ 0 00 (peur Ilkii oimeture) (ApplliieMNe to each aplpiroved telleeou rlu7uuuu iucatiiou ie equ,.uiip invent iinstM1afiion Ilocafiion) Contract Adryiiinstirafiion I ee ` 1 00.U)0 (peur year for each year of teirim of Agureeiment) Road Occupancy Permit (authority under Public Highway & Transportation Improvement Act) To regulate the construction or alteration of any entranceway, private road or other facility that permits access to County Roads: Request greater than 5 days notice $200.00 (INuue urefu.undau,Nle delpoeut deteirimiined by Cou,.unt I :ungineeur our INosiheu' desugn ute) Request less than 5 days notice $400.00 (INuue urefu.undau,Nle delpoeut deteunumiined Ilby Cou,.unt I :ungineeur our INosiheu' designate) Tender Documents (Hard Copy) (authority under the Municipal Act) $50.00 Cost Recovery Damage to Public Property Caused During a Collision Actual Cost (authority under the Municipal Act) LONG-TERM CARE HOMES (authority under the Long -Term Care Act, 20071 Adult Day Programs Fees as set by the Province Barber/Hairdresser (Terrace Lodge): Shampoo and Set Shampoo, Cut & Set Ladies' Haircut only Men's Haircut only Shampoo, Perm & Set Shampoo, Perm, Cut & Set Shampoo, Colour & Set Shampoo, Colour, Cut & Set ei'fecflve June f. 2021 f .00 f.. (:Y ) $f r.00 `fi54 00 $dd.(:Y) f. f . 00 148 Men's Cut & Dry Ladies' Cut & Dry Bang Trim Shampoo Only Comb Out & Curling Iron Beard Trim Set Only (No Shampoo) Cut & Set (No haumpoo) Bobier Villa &gin I au oir Cable TV/Internet Foot Care through Contract Provider Dental Care Services through Contract Provider 1 7.):Y) $4.00 $3.50 $6.25 1 7.00 ` 30 00 As per Contracted Service Provider Market Rate Market Rate Market Rate Optometry Care Services through Contract Provider Market Rate Wheelchair Seating Assessment Fees Wheelchair and mobility equipment repair fees (Contract Provider) Market Rate Guest Room Accommodation — 1 Guest Maximum - per night including breakfast at Elgin Manor & Bobier Villa $ r .00 Meals on Wheels for Community Clients: - per meal $6.60 (cccf c{or,c roof renec[ fee charged loy d )1'� cinci I eel IC $6 65 (Guindl Juine 302019) $6 75 (July 1 2019 June 20, 2020) ireLalicec{ I,y I Ionie for cost irecovery, cc{cfidonal fee of$3 30 Ijer ineal for c{oulole Irordoic ) Medication not Covered by Health Card 65 & Non-prescription Drugs Newspaper Cost of drug plus $2.00 - ODB co -payment Market Rate Preferred Accommodation Rate Upon Admission: Resident fees are charged in accordance with the rates set by the Province of Ontario which may change from time to time. Purchases Services Resident requested sundry products, therapy services, supplies, etc. Market Rate Resident Basic Accommodation Rate: Resident Fees are charged in accordance with the rates set by the Province of Ontario which may change from time to time. Note: Residents may apply for a rate reduction based on annual income Resident — Replacement Ke Staff Replacement Name Taas Room Rental Determined by Homes' Director Loss of Fob $10.00 $8.00 $42.50 - minimum fee may apply $11.50 Transportation/Accompaniment of Staff Market transportation rate, plus, if accompanied by staff the employee's hourly rate of pay times the length of absence from the workplace, plus benefits if applicable. (Minimum of 4 hours may apply) Valet (mending or clothing) Visitor Meals: 149 $6.45 Full Course Meals (lunch) Full Course Meals (supper and breakfast) Under the age of 5 years Volunteers Special Event Meals Under the age of 5 years Volunteers Diner's Club for Community Seniors (including HST) Wander Guard System — Replacement Strap/Tag HUMAN RESOURCES (authority under the Municipal Act) $9.00 $6.00 $2.50 $4.50 $15.00 $6.00 $6.00 $7.00 Market Rate County Sponsored Training Programs: Participation by Public Partners Cost Recovery Basis Accessibility Training Services Cost Recovery Basis Identification Badge Photo Loss of Employee Identification Badge $5.00 Research Responding to Professional Service Requests $50.00/hour LAND DIVISION (authority under the Planning Act) Application for Consent $1,250.00 Application for Validation Title $1,250.00 Stamping of Deed $300.00 Validation Certification $300.00 If an Application for Consent/Validation is: (i) withdrawn at least fourteen (14) days prior to the hearing date $50.00 will be retained. If amended at least fourteen (14) days prior to the hearing date, an additional $50.00 will be charged. (i i) withdrawn after the time limit set in (i), the entire fee will be retained. If amended after the time limit set in (i), an additional $50.00 will be charged. (iii) requested to be reconsidered once consent has been granted, in order to alter the original decision in a minor way, it will be treated as if it were a new application, and a fee of $300.00 must accompany the letter explaining the reason for the change. (iv) requested to be deferred from having action taken on it, by the applicant, in writing, whether after or before a hearing date has been set, a fee of $300.00 must accompany the request for deferral. PLANNING APPLICATION FEES (authority under the Planning Act) Plans of Subdivision or Plans of Vacant Land Condominium: $4,000.00 g'ellgoeut f9r Appeal Q.;W(:) (reluurnaWe of no-appeall Extension to draft plan approval $500.00 °Mans of Condouxiunu.uuxu (M1 otheur types exclucflng vacant Ilau d)�9 $1 r00 00 xeumlpfiion furouxu dirafl gull: pirova[u $1 0(l0 00 xtens� on to diraft all:rlpirovMau $ r00 00 County Official Plan Amendment: $4,000.00 Local Official Plan Amendment: 150 $1,000.00 (municipally - initiated Official Plan Amendment exempt) Part lot control exemption: $500.00 TOURISM FEES (authority under the Municipal Act) Memberships FEE per year Tourism Membership: Elgin County Members (Elgin County businesses only) $100 (+HST) Affiliate Members (businesses located outside of Elgin County's tax base) $388 (+HST) Tourism Sianaae: Elgin County Tourism Members (Elgin County businesses and those $150 (+HST) businesses that pay the Affiliate Member fee to be part of the Elgin County Tourism Membership Program) Tourism Signage Re-entry Fee $350/sign Savour Elgin Membership: Elgin County Members (Elgin County businesses only) $500 (+HST) SERVICE FEE Affiliate Members (businesses located outside of Elgin County's tax base) $2,437 (+HST) Elain Arts Trail Membership: Elgin County Members (Elgin County businesses only — with the exception $500 (+HST) of STEPAC) Affiliate Members (businesses located outside of Elgin County's tax base) $3,017 (+HST) PROVINCIAL OFFENCES (authority under the Provincial Offences Act) Photocopies $1.00 Certified Copies - per certification $3.50 Transcripts - per page for first copy $4.30 - per page for additional copies $0.55 Note: The above items are not applicable to Judiciary and County Prosecutor. NSF Cheques $40.00 Cost of Collection A range of 10% to 45% for Collection Agents. All other costs of enforcement as incurred. Cost of Collecting Delinquent Fines to be charged back to the Defendant as a percentage of the Fine. Note: Fees for copies and transcripts are set by the Ministry. 25% of the fine amount 151