03 18 2010 OMEGA AgendaPage
7 -16
39 -46
47 -48
49
Proud Heritage, Exciting Future
1. OPENING OF THE MEETING
2. ADOPTION OF AGENDA
a) Motion to adopt agenda.
TOWNSHIP OF ORO- MEDONTE
ORO- MEDONTE ENVIRONMENTAL GROUP ADVISORS
(OMEGA)
MEETING AGENDA
COUNCIL CHAMBERS
DATE: THURSDAY, MARCH 18, 2010
TIME: 7:00 PM
3. DISCLOSURE OF PECUNIARY INTEREST AND THE GENERAL NATURE
THEREOF: "IN ACCORDANCE WITH THE ACT"
4. MINUTES OF PREVIOUS MEETING:
3 -6 a) Motion to adopt the minutes of meeting held on Thursday, January 21, 2010.
5. PRESENTATIONS:
a) Phil Sellick and Jack Steenhof, Greenstone Energy Inc., re: Profits from the
Sun, Solar Energy Generation.
6. ITEMS FROM PREVIOUS MEETING:
17 -36 a) Food Procurement Policy.
7. WORKING GROUP UPDATES:
a) Oro Moraine
b) Growth Issues
c) Habitat
d) Water Quality Lake Management
e) Sustainable Agriculture
37 -38 f) Zero Waste Working Group Notes of meeting held on February 15, 2010.
8. COMMUNICATIONS:
a) Sandra Trainor, Chair, Simcoe County Farm Fresh Marketing Association, re:
Application for Grant/Subsidy.
b) Correspondence dated February 23, 2010, Bruce Keeling, Chair, Huronia
Woodland Owners Association, re: Maple Tree Replacement Program.
c) Correspondence dated January 25, 2010, Susan T. Sheridan, re: Membership
on OMEGA's Water Quality /Lake Management Working Group.
Page 1 of 49
Page
9. OTHER BUSINESS QUESTIONS
a) Issues opportunities from Council
10. NEXT MEETING DATE
Thursday, May 20, 2010 at 7:30 p.m.
11. ADJOURNMENT
a) Motion to Adjourn.
Page 2 of 49
a e X.Ll� o
Proud Heritage, Exciting Future
Present:
Regrets:
Staff Present:
Also Present:
1. OPENING OF THE MEETING
2. ADOPTION OF AGENDA
a) Motion to adopt agenda
None declared.
Motion to adopt the minutes of meeting held on Thursday, Jan...
THE TOWNSHIP OF ORO- MEDONTE
ORO- MEDONTE ENVIRONMENTAL
GROUP ADVISORS (OMEGA)
MEETING MINUTES
Council Chambers
A digital recording of the meeting is available
Thursday, January 21, 2010 7:03 p.m.
Councillor Mel Coutanche, Co -Chair
Councillor Sandy Agnew, Co -Chair
Robert Barlow, John Bosomworth, Allan Johnson,
David Kennedy, Josephine Martensson Hemsted,
Wilf McMechan, Gerry Murphy, Doug Shelswell,
Mike Vandergeest, Kimberly Wand
Mayor H.S. Hughes
Councillor Terry Allison, Co -Chair
Steve Cromwell, Meryl Drake, David Edwards,
Ruth Fountain, Andy McNiven
Marie Brissette, Committee Coordinator
John Crawford, Andrew Miller
Councillor Agnew assumed the Chair and called the meeting to order.
Motion No. OMEGA100121 01
Moved by Martensson Hemsted, Seconded by Kennedy
It is recommended that the agenda for the Oro Medonte Environmental Group
Advisors meeting of Thursday, January 21, 2010 be received and adopted.
Carried.
3. DISCLOSURE OF PECUNIARY INTEREST AND THE GENERAL
NATURE THEREOF: "IN ACCORDANCE WITH THE ACT"
Page 1 of 4
Page 3 of 49
a) Motion to adopt minutes
5. PRESENTATIONS:
Motion to adopt the minutes of meeting held on Thursday, Jan...
OMEGA Minutes Thursday, January 21, 2010
4. MINUTES OF PREVIOUS MEETING:
Motion No. OMEGA100121 -02
Moved by Bosomworth, Seconded by Johnson
It is recommended that the minutes of the OMEGA meeting held on November
19, 2009 be adopted as printed and circulated.
a) Andrew Miller, re: Community Gardens.
Mr. Miller reviewed the initiative "Back To Basics being a volunteer based
group that grows fresh produce to be donated to local charitable
organizations. An interview from Global Nation News at
htto: /www.alobalnational.com/ search /index.html ?c= andrew %20miller was
viewed.
Motion No. OMEGA100121 -03
Moved by Barlow, Seconded by Martensson Hemsted
It is recommended that the information presented by Andrew Miller, re:
Community Gardens be received.
6. ITEMS FROM PREVIOUS MEETING:
a) Update on correspondence dated May 4, 2009 from Holly Lillico, re: Rain
Barrels.
The item was deferred to the March 18, 2010 meeting.
7. WORKING GROUP UPDATES:
a) Oro Moraine Oro Moraine Report Card.
Discussions.
b) Water Quality Lake Management
Discussions.
c) Zero Waste Update
Discussions.
Carried.
Carried.
Page 2 of 4
Page 4 of 49
b) Update on 2010 Budget
Discussions.
c) Funding Ideas
Discussions.
Motion to adopt the minutes of meeting held on Thursday, Jan...
OMEGA Minutes Thursday, January 21, 2010
8. COMMUNICATIONS:
None.
9. OTHER BUSINESS QUESTIONS
a) Issues opportunities from Council
Discussions.
d) Issues and Opportunities List Updated
Discussions.
e) Education Opportunities
Discussions.
f) North Simcoe News Input Write Ups Issues
Discussions.
10. NEXT MEETING DATE
Thursday, March 18, 2010 at 7:00 p.m.
Page 3 of 4
Page 5 of 49
Motion to adopt the minutes of meeting held on Thursday, Jan...
OMEGA Minutes Thursday, January 21, 2010
11. ADJOURNMENT
a) Motion to adjourn.
Motion No. OMEGA100121 -04
Moved by Vandergeest, Seconded by Murphy
It is recommended that we do now adjourn at 8:07 p.m.
Carried.
Councillor Sandy Agnew, Co-Chair Councillor Mel Coutanche, Co-Chair
Absent
Councillor Terry Allison, Co-Chair Marie Brissette, Committee Coordinator
Page 4 of 4
Page 6 of 49
Phil Sellick and Jack Steenhof, Greenstone Energy Inc., re:...
G ENST ENE
ENERGY INC
Profits From The Sun
Solar Energy Generation
100 Hunter Valley Rd 740 Huronia Rd Unit 12
Ori llia, ON L3V 6112 Barrie, ON L4N 6C6
705- 325 -5400 705- 797 -8848
705- 325 -8400 fax 705- 792 -9963 fax
Who is Greenstone Enemy Inc.
We are an incorporated Canadian company specializing in the
renewable energy field.
We perform energy audits on industrial and commercial and
institutional buildings.
We obtain Government grants, incentives and OPA contracts for our
clients.
We partner with Steenhof Building Services Group of Orillia, Ontario
for design and engineering, project management and construction
services. We partner with Shorex Roofing Inc. of Barrie, Ontario for
installation of systems and roofing warrantees.
We partner with Canadian Solar Ltd to obtain the best quality solar
equipment
We will provide a turnkey photovoltaic electrical generation system for
our clients at a fair price.
C �fEENSTiNE
-i N�0.t4Y 4Nl`
Page 7 of 49
10/03/2010
1
PhD Se[lick and Jack Steenhof, Greenstone Energy Inc., re:...
What is Photovoltaic Energy?
Photovoltaic (P.V.) energy is the conversion of sunlight directly to
energy through a photovoltaic cell, a non mechanical device usually
made from silicon alloys.
As sunlight hits the PV cell, it creates an electron imbalance between
the front and back surface, releasing that electron in the form of
electricity.
Individual PV cells are electrically connected and packaged into
weather tight modules. The electricity produced is converted to AC
power of the appropriate voltage and amperage by an inverter.
The electricity is then sent to the Ontario electrical grid.
What is the Ontario Power Authority's Feed -In Tariff
Program?
Ontario's Government has passed the Green Energy Act which
includes the Feed -In Tariff program.
The Ontario Power Authority (OPA) has been mandated to set up the
Feed -in Tariff (FIT to encourage companies, municipalities, and
individuals to produce renewable electricity and then sell it to the
electrical grid at attractive prices. In this way, the Ontario Government
hopes to close down all the coal burning power generation plants in
the near future.
(J RL LNST':
Page 8 of 49
10/03/2010
2
giantess*
Waterpower.
Communty Based
Landfill gas.
Technology
Solar PV
Solar PV microF1T Program
Solar PV Rooftop
Ground Mounted
Phil Sellick and Jack Steenhof, Greenstone Energy Inc., re:
An Excellent Opportunity for
A "Green" Investment Income
The Green Energy Act was passed into law in May of 2009.
This act provides incentives for people who participate in these
eco-friendly electrical generation projects.
The incentive is called the Feed-In Tariff.
It is an interesting investment opportunity because it offers the
following:
Fixed Price Payment (up to 80.2 cents per kW/hr)
Long Term Contract (20 year minimum)
Guaranteed Interconnection (OPA must buy all you can supply)
Based on Generation Cost (solar receives a higher rate to offset
higher set-up costs)
Proposed Feed-1n Tariff Prices
for Renewable Energy Projects In Ontarlo
Proposed size trenches
Any 0.
5 MW
5 MW
5 50 MW
5 2 MW
5 5MW
5 MW
5 10 kW rooftop or ground-based
10 250 kW
250 500 kW
500 kW
5 10 MW
Any s.
Any
5 10 MW
Proposed 5/kWh
12.2
14.7
10.4
12.9
13.4
10.3
80.2
713
63.5
53.9
44.3
13.5
15.0
14.4
Page 9 of 49
10/03/2010
Phil Sellick and Jack Steenhof, Greenstone Energy Inc., re:...
How Can We Benefit From The Feed -In Tariff?
Any company, municipality or individual with flat or low pitch
roofs have a great opportunity to create a revenue stream from
unused rooftop area.
Equity in buildings can be turned into cash flow by investing in
PV generation with 20 year guaranteed contracts
Municipalities can access government grants below market
loans to finance PV systems
First Nations communities and companies can take advantage of
loan guarantees from the Ontario Government and price adders.
GREENSTvNE
How Are The .Attached Roof or Ground?
Ballast Mounted
No penetration of roof membrane
Structure Mounted
Attached to roof structure of the
building
Minor roof penetrations will be
necessary
Ground Mount
Various designs have been used,
including ballast, concrete footings and
piles
GREENST"NE
INl RU, INC
Page 10 of 49
10/03/2010
4
Phil Se[lick and Jack Steenhof, Greenstone Energy Inc., re:...
What _is the Lifepan of the Svstern?
25 years guarantee 80% of rated efficiency
No moving parts
The only maintenance is periodic cleaning
20 year contract with OPA
Panels that were manufactured in the 1970's are still producing at
over 80% efficiency
Canadian Solar's panels have been designed to withstand the harsh
Canadian climate
C_►REENST NE
Who is_Supplying the PV Panels and Hardware?
Canadian Solar Inc
NASDAQ listed Canadian Company with offices all around the world
Reliable customer service and an impressive warranty with its head
office in Kitchener, Ontario
World class quality, R D and experience
Innovative custom solutions
Total revenue of $709 million in 2008
Have delivered systems to Spain, USA, Germany, Korea, Japan,
China, etc.
;IZLLNST'•`fNE
Page 11 of 49
10/03/2010
5
Phil Sellick and Jack Steenhof, Greenstone Energy Inc., re:...
Is Financing Available?
Greenstone Energy can assist you in finding capital for your solar
project We have partnered with TD Canada and Dundee Wealth to
assist our customers with financing.
We can provide construction loans if necessary.
Leasing the system is available at a rate of 7% for a 10 yr term.
Eco- energy Grants are available to all businesses, individuals and
municipalities which invest in PV generation. Northern Heritage
Grants are available to Northern Ontario communities.
The Federation of Canadian Municipalities offers loans at 1.5%
below Canada Bond rates up to $4,000,000.00 with a 10% grant of
up to 400,000.00 for municipal projects.
C;REENST` NE
1141 N<:V 1Na.
Are Grants and Incentives Available?
Grants and incentives are available from a number of funding
agencies.
The Federal Government offers grants through its Eco- energy
Program.
The Ontario Government provides grants and incentives through a
variety of ministries.
The Ontario Power Authority provides incentives through its Feed In
Tariff and ERIP Programs.
The Federation of Canadian Municipalities has both grants and
below market rate loans available to towns, cities and municipalities.
Utilities such as Enbridge and Union Gas offer incentives for energy
reduction measures in buildings.
GREENST*NE
1 "NI I/I.V IN•
Page 12 of 49
10/03/2010
6
Phil Sellick and Jack Steenhof, Greenstone Energy Inc., re:...
Can we lease our Raoftoos to Greenstone Enerav?
If you have a commercial, industrial or institutional rooftop in
Ontario, Greenstone Energy is interested in leasing it for a 20 year
Contract.
The rooftops should be either flat or low pitch
Roofs can be 4 ply, PVC, EPDM ,Modified Bitumen or Metal.
Lease rates start at $0.20 /sq.ft.
Greenstone Energy will guarantee that our equipment will not
damage your rooftop and will provide liability insurance on all the
solar arrays on the rooftop.
An unobstructed 80,000 sq ft roof will receive approximately
$20,000 in yearly income or $400,000 over the lifetime of the
contract.
Utilizing your unused rooftop will not only increase your building's
Return on Investment but will also increase the property's equity
value.
GRLL- NST`, :°NE
Pro forma "10 kW" Photovoltaic Svstem (MicroFlT)
Generation Capacity
A 9.41 kW ac (11.04 kW dc) system earning $0.802 per kWhr located in Southern
Ontario (Guelph Weather Station) will produce:
$12,083.00 per year in revenue from the OPA through Feed -In Tariff program
$1007.00 oer month on average according to NRCan government data
System Components can be ground or roof mounted
The system is composed of 48 x 230W panels, roof frames and connections,
all wiring, inverters and all required connections to the OPA Grid.
Cost of the system
11.40 kW dc system x $8.00 per watt installed
$88,320.00
Payback of 7.3 years or 13.7 rate of return
(AREE.NST: +NE
Page 13 of 49
10/03/2010
7
Phil Sellick and Jack Steenhof, Greenstone Energy Inc., re:...
Pro forma for a 50 kW Rooftt p Photovoltaic System
Generation Capacity
A 50 kW ac (63 kW dc) system earning 5.713 per kWhr located in Southern Ontario
(Guelph Weather Station) will produce:
$63,824.00 per year revenue from OPA through Feed -In Tariff program
55.319.00 ner month according to NRCan government data
System Components
The Photovoltaic System is composed of 273 x 230W panels, roof frames and
connections, all wiring, inverters and all required connections to the OPA Grid.
A roof area of 15,000 25,000 sq ft is required
Cost of System
63 kW dc (63,000 W) x $6.00 per watt installed*
$378,000.00 plus applicable taxes
*grants and incentives may be available
Payback of 6.0 years or 14% rate of return
GREENST N E
FN..UY INS
Pro forma for a 1O0kW Rooftop Photovoltaic System
Generation Capacity
A 100 kW ac (116.6 dc) system earning $.713 per kWhr located in Southern Ontario
(Guelph Weather Station) will produce:
$109,327.00 per year revenue from OPA through Feed -In Tariff program
59.110.58 ner month according to NRCan government data
System Components
The Photovoltaic System is composed of 507 x 230 W panels, roof frames
and connections, all wiring, inverters and all required connections to the OPA Grid.
A roof area of 40,000 60,000 sq ft is required
Cost of System
116.6 kW dc(116,600 W) x 56.00 per watt installe
$699,600.00 plus applicable taxes
*grants and incentives may be available
Payback of 6.4 years or 1 5.6 rate of return
G REENSI*i'wTTE
-i Nt N(:Y (Nit:
Page 14 of 49
10/03/2010
Phil Sellick and Jack Steenhof, Greenstone Energy Inc., re:...
Pro forma for a 250 kW Rooftop Photovoltaic iystem
Generation Capacity
A 250 kW ac (305 kW dc) earning 5.713 per kWhr located in Southern Ontario (Guelph
Weather Station) will produce:
3298.016.00 per year revenue from OPA through Feed -In Tariff program
324.835.00 Der month according to NRCan government data
System Components
1 326 x 230 W panels, roof mounts /frames, wiring, invertors, connection to OPA
Grid.
The area needed would be @50,000- 100,000 sq ft of rooftop. On flat roofs, a
ballast system can be employed to avoid roof membrane penetration.
Cost of System
305 kW dc (305,000 W) x $6.00 per watt installed
31,830,000.00 plus applicable taxes
Payback of 6.2 years or 16 rate of return
Pro forma for a 1 .001 Megawatt Ground-Based
Photovoltaic System
Generation Capacity
A 1 001 kW dc @1 mW) system earning $.443 per kWhr located in Southern Ontario
(Guelph Weather Station) will produce:
$608,553.00 revenue paid by OPA per annum according to NRCan government
data
350.712.00 revenue Der month
System Components
4348 x 230 W panels, mounts /frames, wiring, invertors, connection to OPA Grid.
The area required is 7 acres
Cost of System
1,000,001 W dc x 5.00 per watt for materials
and labour
$5,000,005.00 before incentives grants
from various levels of government
Payback is 8.2 years or 12.2 and is guaranteed by
a 20 year contract with OPA.
REE NST` N E
,NI 1,4? tIvc
GREENST+NE
Y tdt RWY 4NC
Page 15 of 49
10/03/2010
Phil Sellick and Jack Steenhof, Greenstone Energy Inc., re:...
Pro forma fora 10.0 Megawatt Ground -Based
Photovoltaic System
Generation Capacity
A 10 mW dc system earning $.443 per kWhr located in Southern Ontario (Guelph
Weather Station) will produce:
$6,085,530.00 revenue paid by OPA per annum according to NRCan
government data
$507.127.00 revenue ner month according to NRCan government data
System Components
43478 x 230 W panels, mounts /frames, wiring, invertors, connection to OPA Grid.
The area required is 70 -100 acres
Cost of System
10 mW x $4.50 per watt for materials
and labour
$45,000,000.00 before incentives grants
from various levels of government
Therefore the simple payback is 7.4 years or
13.5 and is guaranteed by a 20 year contract with OPA.
REENST`NE
-INIia GY FfVa'
Opportunities for Ontario Businesses
Participating in Equipment Supply
50% of materials and labour must be of domestic content. Therefore all racking
systems, wiring, inverters, engineering and labour must be locally supplied.
Participating in FIT on your own Rooftops
Rooftop solar facilities on your own roofs offer a >15% simple return and
significant depreciation advantages with a 20 year contract.
Leasing your rooftop will yield 20 -35 cents a sq ft per year.
Participation in FIT for Ground -based Facilities
Ground -based solar farms greater than 5MW. Pooling resources in the
construction and real estate field will significantly reduce costs. With a 70 debt
ratio at 4 a 20 Internal Rate of Return on equity is anticipated.
Creating equity pools to lease rooftops or build ground based facilities
Developing a corporation that owns PV facilities on leased rooftops. With a 70
debt ratio at 4 a >30% Internal Rate of Return on equity is anticipated.
61' LLNST.. :NE
Page 16 of 49
10/03/2010
10
Food Procurem...
Committee of the Whole Meeting Minutes July 15, 2009
Motion No. CW090715 -27
Moved by Allison, Seconded by Agnew
It is recommended that
1. The correspondence dated June 17, 2009 re: Local Food Policy OMEGA
AG Committee; the correspondence dated April 22, 2009 re: Canadian
Planners Call for Local and Sustainable Food Systems; and the
eatrealeatlocal.ca clip be received.
2. And Whereas OMEGA, at its meeting of June 18, 2009, endorsed the
following recommendation, through agenda item 7e), Sustainable
Agricultural Working Group Update and Motion No. OMEGA 090618 -09:
"That Oro Medonte Township commits to using local produce from local farmers
at Township functions where food is served. In the first year, Oro Medonte
Township commits to using a minimum of 10 per cent (by price), and increasing
this by 5 per cent each subsequent year. This policy will apply to all events which
the Township of Oro Medonte controls, and will be encouraged in other areas
through education.
And that the Township of Oro Medonte introduce a Zero Waste program which
will implement features such as:
1. Reusable, recyclable or bio- degradable kitchenware,
2. Minimum 10% recycled paper products,
3. Elimination of plastic water bottles for water jugs and glasses, and
4. Elimination of polystyrene food ware.
5. Use of the green bin /composting and other programs designed to reduce
waste into landfills.
And that the Township of Oro Medonte forward this resolution to other
municipalities within Simcoe County, including the County, and the cities of
Barrie and Orillia, and to other municipalities in Ontario encouraging them to
implement their own local food policies."
Now Therefore, Council endorses OMEGA's recommendation, in principle, to
adopt the above -noted local food policy and zero waste program.
Carried.
Page 14 of 26
Page 17 of 49
Committee of the Whole meeting minutes September 2, 2009.
f) Councillor Agnew, re: Food Procurement Policy.
Motion No. CW090902 -16
8. ADMINIST ATION, FINANCE AND CORPORATE SERVICES:
a) Robi
C
Moved by Crawford, Seconded by Evans
It is recommended that:
1. The verbal information presented by Councillor Agnew, re: Food
Procurement Policy be received.
2. And That OMEGA provide recommendations on implementation of
the principles of a Local Food Policy and Zero Waste Program.
unn, Chief Administrativ
ncil Meeting Ward 3.
Motion No. CW090902-
Moved by Coutanch: Seconded by Allison
It is recommend
Administrativ
3 be recei d.
b) port No. Fl 2009 -15, Paul
AO, re: Statement of Ac
Motion No. CW090 ;2-18
Moved by Evans
It is recomm
1. R
fficer, re: Open House a
Food Procurem...
Travelling
Carried.
that the verbal informatio presented by Robin Dunn hief
fficer, re: Open House a Travelling Council Meeti Ward
Carried.
ravelle, Director of Financ reasurer /Deputy
unts, July 31, 2009.
econded by Crawford
ded that:
ort No. Fl 2009 -15, Paul G velle, Director of Finance r reasurer/
De. ty CAO, re: Statement of ccounts, July 31, 2009 be ceived.
And That the accounts fo e month of July, 2009 to ing
$1,933,547.20 be receiv
Carried.
Page 8 of 17
Page 18 of 49
THE CORPORATION OF THE TOWNSHIP OF ORO- MEDONTE
BY -LAW NO. 2004-112
Being a By -law to establish Purchasing
and Tendering Procedures for
The Corporation of the Township of Oro Medonte
Food Procurem...
WHEREAS Section 271(1) of the Municipal Act, 2001, S.O. 2001, C.25, as amended, stipulates
that a municipality shall adopt policies with respect to its procurement of goods and services;
AND WHEREAS By -law No. 2001 -118 establishing Purchasing and Tendering Procedures for
The Corporation of Oro Medonte was passed on the 21'` day of November 2001;
AND WHEREAS it is deemed necessary to revise the existing by -law in order to conform to the
requirements of Section 271 of the Municipal Act, 2001;
NOW THEREFORE the Council for The Corporation of the Township of Oro Medonte enacts
as follows:
1. Definitions and Interpretations
For the purpose of this By -law the following terms have the following meanings:
a) "Bidder" is the person who responds to requests for Proposals, Quotations or
Tenders.
b) "Contract" means any formal legal agreement for supplies, goods, services,
equipment or construction.
c) "Committee" means any Committee appointed by the Council of The
Corporation of the Township of Oro Medonte.
d) "Co- operative Purchasing" means co- ordination of Township purchases with
purchases from other not for profit organizations such as municipalities, school
boards, hospitals, etc.
e) "Council" means the Municipal Council of The Corporation of the Township of
Oro Medonte.
f) "Electronic Advertising" means the use of a computer based system directly
accessible by suppliers irrespective of their location that provides suppliers with
information related to Request for Proposals, Quotations and Tenders.
g) "Emergency" means an event which occurs which requires immediate repair or
replacement of equipment, services, or facilities in order to maintain a required
public service or to prevent danger to life, limb or property.
h) "In House Bidding" is a process whereby Township staff compete with external
entities for the opportunity to provide goods and services.
i) "Professional or Consulting Services" includes architects, engineers, surveyors,
planners, auditors, management consultants, legal representation and any other
consulting and professional services provided to The Corporation of the Township
of Oro Medonte.
j) "Proposal" means an offer to provide goods or services for which the
requirements have not been definitely specified.
k) "Quotation" means an offer to provide stipulated goods or services.
Paget of 16
Page 19 of 49
I) "Sole source" means there is only one known source of supply of particular
goods and services.
m) "Tender" means a formal offer to provide specified goods or services, in
response to an advertised request therefore.
n) "Township" means The Corporation of the Township of Oro Medonte.
o) "Verbal Quotation" means receiving pricing via telephone, fax, electronic mail
or in person.
p)
2. Purposes. Goals and Obiectives
Food Procurem...
In this By -law, unless the context requires otherwise, words in the singular shall
include the plural and words in the masculine gender, shall include the feminine.
The purposes, goals and objectives of this By -law and of each of the methods of
procurement authorized are:
a) To encourage the most open, competitive bidding process practicable for the
acquisition and disposal of goods and/or services, and the objective and equitable
treatment of all vendors.
b) To procure by purchase, rental or lease the required quality and quantity of goods
and/or services in an efficient, timely and cost effective manner.
c) To maximize savings for taxpayers.
d) To ensure openness, accountability and transparency while protecting the
financial best interests of the Township.
e) To procure goods and/or services with due regard to the preservation of the
natural environment.
3. General Policies
a) No employee, elected official or Committee member of the Township shall
purchase goods and /or services, request quotes, proposals or tenders, or enter into
contracts and agreements on behalf of the Township except in accordance with
the provisions of this By -law unless authorized to proceed otherwise by Council
resolution.
b) The inclusion of any item in a Department's operating budget or capital budget
shall confer to the Department Head the authority to incur such expenditures.
c) Notwithstanding the inclusion of any item in a Committee's operating budget or
capital budget, authorization from the C.A.O. is required prior to the incurrence of
such expenditure.
d) No employee, elected official or Committee member of the Township is
authorized to purchase any goods and/or services or award contracts for capital
projects not included in the capital budget without prior approval of Council.
e) Where a Department Head wishes to incur an expenditure not originally included
in the capital budget, a report shall be submitted to Council in order to obtain
approval for such expenditure. The report shall contain sufficient information to
enable Council to judge the propriety of the proposed expenditure and identify the
source of the financing thereof.
Page 2 of 16
Page 20 of 49
g)
j)
4. Emergency Purchasing
5. Co- Operative Purchasing
Page 3 of 16
Food Procurem...
f) Prior to Council adopting the operating budget and capital budget, no employee,
elected official or Committee member of the Township is authorized to purchase
any goods and/or services other than those goods and/or services required on a
recurring basis for the day to day operations of the Township, without the prior
approval of Council.
No expenditure shall be authorized or permitted whereby a debt is incurred
requiring authorization by By -law until the said By -law is passed by Council and
all statutory authorization is received.
h) No contract or purchase shall be divided to avoid the provisions of this By -law.
i) Any employee who intentionally and knowingly acquires or disposes of any
goods and/or services for the Township in contravention of any section of this By-
law shall be subject to disciplinary actions in accordance with Township policy.
Any employee involved with the procurement of goods and/or services that has
any pecuniary interest, direct or indirect, shall immediately disclose the interest to
their Department Head or Chief Administration Officer and shall not take part in
the determination of the successful bidder or attempt in any way to influence the
said determination.
k) The Province of Ontario's Discriminatory Business Practices Act, R.S.O. 1990, as
amended has been established to prevent discrimination in Ontario on the ground
of race, creed, colour, nationality, ancestry, place of origin, sex, or geographical
location of persons employed or engaging in business. Therefore, granting
preference to local suppliers to supply goods and/or services to the Township
cannot be undertaken.
Notwithstanding the provision of this By -law, the said provisions shall be disregarded for
goods and/or services that may be required in the event of an emergency situation.
Goods and/or services shall be acquired by the most expedient and economical means.
The Department Head shall obtain the approval of the C.A.O. when occurring
expenditures in an emergency situation. Any purchase of goods and/or services incurred
in the event of an emergency shall be reported to Council at its next meeting.
The Township of Oro Medonte may participate with other not for profit organizations
such as municipalities, school boards, hospitals, etc. in co- operative purchasing where it
is in the best interests of the Township of Oro Medonte to do so and where the purposes,
goals and objectives of this By -law are complied with by such organizations.
Page 21 of 49
6. In -House Bidding
7. Exceptions
Food Procurem...
It is the Township's policy to evaluate staff's ability to deliver services in an efficient and
effective manner prior to considering a public procurement process. Thus, during a
public procurement process, in -house bids will not be considered.
Notwithstanding the provisions of this By -law, where a Department Head deems it
necessary or in the best interests of the Township to acquire goods or services from a
particular source, the Department Head shall submit a report for approval of Council to
acquire the goods or services from that particular source. Situations where such action
may be required are but not limited to the following:
i. the good or service is available from a sole source
ii extension of an existing contract would prove more cost efficient or beneficial
iii. when the required item is in short supply due to market conditions
iv. when it is necessary to ensure compatibility with existing products or to avoid
violating warranty /guarantee requirements when service is provided
v. the sources of supply are restricted to the extent that there is not effective price
competition.
8. Expenditures no to 15.000
For expenditures up to $5,000, Department Heads may acquire the goods and/or services
(excluding professional or consulting services) without quotations being requested.
Verbal or written quotations may be requested at the discretion of the Department Head.
9. Expenditures of 15.000 to 115.000
Verbal quotations shall be requested for goods and/or services (excluding professional or
consulting services) estimated to be in an amount of $5,000 to $15,000. If deemed
expedient, the Department Head may request written quotations. If the requirements of
the goods and/or service cannot be definitely specified, proposals should be requested.
10. Expenditures of $15.000 to $35.000
Written quotations or tenders shall be requested for goods and/or services (excluding
professional or consulting services) estimated to be in an amount of $15,000 to $35,000.
Ministry regulations should be adhered to when determining whether to request written
quotations or tenders. If the requirements of the goods and/or services cannot be
definitely specified, proposals should be requested.
11. Expenditures Over $35.000
Tenders shall be requested for goods and/or services (excluding professional or
consulting services) estimated to be in an amount in excess of $35,000. If the
requirements of the goods and/or services cannot be definitely specified, proposals should
be requested.
Page 4 of 16
Page 22 of 49
12. Professional and Consulting Services
Food Procurem...
a) For professional or consulting services being provided to the Township on a
continuing basis, proposals shall be requested from time to time at the discretion
of Council.
b) For a specific project for which professional or consulting services are required
and are not provided in accordance with a contract or agreement in effect at the
time, proposals shall be requested.
13. Procedures for Reauesting Verbal Ouotations
a) The goal of this procurement process is to obtain competitive pricing in an
expeditious and cost effective manner through phone, fax, e-mail, other similar
communication methods, vendor advertisements or vendor catalogues.
b) Department Heads shall document and retain on file details of the quotes received
including the name of the supplier and the quoted amount.
14. Procedures for Reauesting Written Ouotations
a) The goal of this procurement process is the same as for Requesting Tenders,
except that bid solicitation is done primarily on an invitational basis from a pre-
determined bidders list.
b) Reauesting Ouotations
i. Written quotations shall be requested from a minimum of three suppliers,
whenever possible.
ii. The supplier shall be provided with all the information required in order to submit
a quotation.
iii. The document requesting quotations shall include the following statement, "The
lowest or any quotation not necessarily accepted
iv. If as a result of queries from prospective bidders, the document requesting the
quotation needs to be revised, each prospective bidder shall be notified of the
revisions by telephone and subsequently facsimile or mail. If a quotation has
already been submitted, the bidder may in writing request that the quotation be
withdrawn. The quotation will then be returned unopened to the bidder by hand
or registered mail.
c) Ouotation Closing Time
i. All requests for quotations shall include a day and time by which the quotations
must be submitted to the Department Head.
ii. All firms requested to submit a quotation shall be allowed at least five working
days before the deadline for submitting their quotation.
d) Receipt of Quotations
i. Quotations received must be submitted in a sealed envelope.
Page 5 of16
Page 23 of 49
ii. The following information shall appear on the outside of the envelope:
the name of the applicable Department Head
that the envelope contains "Quotation For" and identify the goods or
services to which the quotation relates to.
iii. When the quotation is received, the envelope shall be initialed and the date and
time detailed thereon. The quotation shall then be forwarded to the appropriate
Department Head.
v. Any quotation may be withdrawn prior to the opening thereof upon receipt of a
written request from the bidder. The quotation shall then be returned unopened to
the bidder.
e) Opening of Ouotations
ii. Quotations shall be opened in the presence of the Department Head and the
C.A.O. or their designate.
iii. The Department Head shall review the quotations and submit a report and
recommendation to Council for approval. The report shall outline the reasons in
full explanation if the quotation recommended for acceptance is not the lowed
quotation submitted. Reference should be made in the report to budget
implications.
fl
Acceptance of Ouotations
Any quotation received after the deadline shall not be accepted or opened, and the
time and date shall be detailed thereon and the quotation returned to the bidder
with a covering letter stating the reason the quotation could not be accepted.
As soon as possible after the deadline for submitting quotations, all quotations
shall be opened.
Quotations may be rejected for the following reasons:
the quotation doesn't meet specifications
the bidder has appended his own terms and conditions
the quotation is not signed by an officer of the quoting firm.
Food Procurem...
ii. The quotation to be accepted will be at the discretion of Council.
iii. Upon Council approval, the successful quoter shall be notified of acceptance of
his quotation by telephone and subsequently in writing.
15. Procedures for Reauestine Tenders
a) The goal of this procurement process is to implement an effective, objective, fair,
open, transparent and efficient process for obtaining competitive bids based on
precisely defined requirements for which a clear or single solution exists.
b) Advertising
i. All tenders may be publicly advertised in local newspapers having general
circulation in the municipality in accordance with Township advertising policy.
Electronic advertising must be used for all goods and/or services over $100,000
and any estimated construction over $250,000 to provide equal access to potential
vendors across the country.
ii. At the Department Head's discretion, tenders may also be advertised in trade or
special newspapers.
Page 6 of 16
Page 24 of 49
iii. Sufficient time between advertising and the tender closing time shall be allowed
to permit a bidder to examine the specifications, obtain tender documents and
complete and submit his tender.
iv. The advertisement shall contain the following information:
the name of the municipality
the type of service, equipment or project
the official designated to receive the tender
the tender closing date and local time thereof
the location where plans and specifications and tender forms may be
obtained
the charge, if any, for contract documents
the official to whom queries may be directed
a statement that the Township reserves the right to accept any tender or
reject any or all tenders and that the lowest or any tender is not necessarily
accepted
the date, local time and place of the opening of the tenders
the type of security that must accompany the tender
the bonding requirements, if any.
c) Provision of Information to Tenderers
Food Procurem...
Upon the request of a prospective tenderer, the Department Head shall supply the
following materials for each contract:
two copies of the official tender form
tender materials such as specifications, plans, etc.
a summary of the tender requirements detailed below
a statement that failure to satisfy all of the tender requirements will result
in the tender being rejected.
ii. When a fee for tendering material is being charged, the fee shall be payable to
The Corporation of the Township of Oro Medonte.
iii. A list of prospective bidders shall be maintained by the applicable Department
Head. It is essential that names, addresses, telephone and fax numbers of
prospective bidders are recorded when tender documents are released to facilitate
distribution of addenda and when necessary to extend or cancel a competition.
d) Return of Tender Documents by Hand
When, pursuant to the provisions of this By -law, tender documents and/or deposit
cheques are retumed to the contractor /supplier by hand, a letter acknowledging
receipt must be signed by the bidder.
e) Tender Reauirements
i. The correct tender form, as supplied by the Township, must be used.
ii. Tenders must be received on or before the closing time and date.
iii. All tenders shall either be mailed or delivered to The Corporation of the
Township of Oro Medonte.
iv. Tenders shall be submitted in a sealed envelope.
v. Tenders shall be addressed to the appropriate Department Head.
vi. The outside envelope must be marked "Tender For" and identify the project to
which the tender relates.
Page 7 of 16
Page 25 of 49
Food Procurem...
vii. The tender must be legible, written in ink or be typewritten and all items must be
bid unless the tender specifically permits otherwise, with the unit price for every
item, applicable taxes and other entries clearly shown.
viii. An authorized signing officer of the bidder shall sign the tender form in the space
provided. The Corporate Seal of a corporate bidder should be affixed to the
tender documents, or the signing officer must state in writing on the tender
documents "I have the authority to bind the Corporation
ix. Erasures, overwriting or strike outs must be initialed by the authorized signing
officer.
x. The tender deposit, if required, may be a certified cheque, bank draft, money
order, (10% of the total tendered amount) or any combination thereof made
payable to The Corporation of the Township of Oro Medonte, and must be
submitted with the tender and must be enclosed in the same envelope as the
tender.
xi. The tender shall be accompanied by an Agreement to Bond Form, when bonding
is a requirement.
xii. Alternate proposals to the tender specifications will not be considered unless
requested by the Township.
xiii. The tender must not be qualified by a statement added to the tender form, by a
covering letter or by alterations to the tender form, unless requested by the
Township.
xiv. If any of the above tender requirements have not been met, the tender may be
considered an "Improper Bid at the discretion of the Township.
f) Bonding Reouirements
The Department Head shall determine bonding requirements, if any, taking into
consideration Ministry stipulations.
ii. When stipulated within the specifications of a tender, the specified amount issued
by a Bonding Company satisfactory to the Township, must be furnished by the
contractor before the contract is signed.
g)
Chanties to Contract Under Call
Interpretation should be made in reply to queries from bidders only in the form of
a written addendum. When it is necessary to revise, delete, substitute or add to
the tendering material for a contract under call, the C.A.O. shall approve the
issuance of an addendum, an extension of the closing date, or cancellation of the
competition.
When an addendum is to be issued, a copy of each addendum shall be forwarded
by facsimile, if possible, and subsequently by registered mail to each
contractor /supplier who obtained tender forms for the contract at his last known
place of business. The contractor /supplier shall be advised that a tender already
submitted will be returned upon written request.
A copy of the addendum shall also be stapled to each tender form not yet
distributed.
iii. When a competition is cancelled, each contractor /supplier who received tender
documents shall be notified by facsimile and subsequently by registered mail of
the cancellation of the competition. All tenders received shall be returned
Page 8 of 16
Page 26 of 49
h) Receint of Tenders
Food Procurem...
unopened to the contractor /supplier by hand or registered mail with a covering
letter.
iv. When it becomes necessary to extend the closing date for receiving tenders for the
competition, each contractor /supplier who received tender documents shall be
notified by facsimile, if possible, and subsequently by registered mail. When
tenders have already been received, the contractor /supplier shall be advised that
the tender will be retumed upon written request. An advertisement setting out the
new closing date shall be inserted in the publication(s) originally used, when
practical.
When a tender is received, the envelope will be initialed and the date and time
detailed thereon. The tender shall be kept in the custody of the Department Head
until the stated time of opening. The Department Head will maintain a listing of
tenders received in the Form appended as Schedule "A" to this By -law.
ii. Adjustments by telephone, facsimile or letter to a tender already submitted will
not be considered. A bidder desiring to make adjustments to a tender must
withdraw the tender and submit a revised tender. The bidder shall be advised of
the withdrawal procedures.
iii. When a tender envelope is received after the closing time of the competition, the
time and date of receipt shall be recorded on the tender envelope.
Late tenders shall be returned, unopened, to the bidder. A covering letter stating
the reason why the tender could not be accepted shall accompany the return.
A late tender without a return address on the envelope shall be opened, the
address obtained and then returned. The covering letter should state why the
envelope could not be retumed unopened.
i) Withdrawal of Tenders
A prospective bidder who has submitted a tender may make a written request that
his tender be withdrawn. The withdrawal shall be allowed if the request is made
before the closing time for the competition to which it applies. Withdrawal
requests must be directed to the Township by hand delivery, facsimile or mail and
signed by an authorized signing officer of the bidder. Telephone requests shall
not be acted upon.
The withdrawal of a tender does not disqualify a bidder from submitting another
tender on the same competition.
iii. Tenders which have been withdrawn will be dealt with at the opening by
announcing that the tenders are withdrawn and are to be returned unopened by
registered mail or by hand to the bidder. The tender shall subsequently be
returned unopened by registered mail or by hand to the bidder.
iv. Withdrawal requests received after the competition closing time will not be
accepted. The bidder concerned shall be informed that the withdrawal request
arrived too late for consideration.
v. If more than one tender is read out under the same name for the same competition
and no withdrawal notice has been received, the tender contained in the envelope
bearing the time closest to the competition closing time shall be considered the
intended bid. The other tender(s) received for that bidder shall be considered
withdrawn and returned to him in the usual manner.
Page 9 of 16
Page 27 of 49
Food Procurem...
vi. In some instances, several tenders are opened at the same tender opening. At such
an opening, at the conclusion of the reading out of the bids on a competition, the
low bidder on the competition may withdraw any of his remaining tenders on
other competitions. The contractor /supplier shall attest in writing to his identity
and state the contract(s) on which he desires to withdraw. The Notice of
Withdrawal of Tender must be signed by the contractor /supplier and handed to the
C.A.O. before the reading out of the first tender on the contract(s) to which it
applies.
The C.A.O., presented with the withdrawal notice, shall read out the bidder's
name and announce that the tender has been withdrawn in accordance with
established procedures. The bid amount of the withdrawn tender shall not be
disclosed.
Tenders withdrawn under this procedure cannot be reinstated.
A contractor /supplier who withdraws a bid on the strength of being read out as
low bidder on a previous contract does not have the right to reinstate a withdrawn
tender if subsequent checking proves that his tender on the previous contract was
not in fact low or was not accepted.
j) Onenine of Tenders
i. Any persons desiring to be present at the opening may attend.
ii. Tenders shall be opened in the presence of the C.A.O. Department Head or
their designate.
iii. When tenders have been sorted, a check of the Listing of Tenders received shall
be made to ensure that all tenders received are accounted for. If a discrepancy
occurs, the tender opening proceedings shall be delayed until all tenders have
been accounted for.
iv. When all tenders have been accounted for, and withdrawal forms have been dealt
with, the remaining tenders shall be opened.
v. For each contract, the Department Head shall announce the number of bids
received and for each tender, the name of the bidder, the total bid amount, and the
amount of the deposit.
vi. If two tenders for the same contract are received in the same tender envelope, the
signed copy, or if both are properly executed and prices differ, the lower price
shall be considered the intended bid, which shall be processed in the normal
manner.
Page 10 of 16
Page 28 of 49
vii. After reading out the bid amount, the Department Head shall detail on the Record
of Tenders Opened, being Schedule "B" appended to this By -law, the name of
each bidder, the amount of the tender and the deposit amount. The bidder's name
for each withdrawn bid shall be recorded immediately following the name of the
bidders whose tenders will be considered, noting the method and date of
withdrawal. When all the information has been recorded, the Record of Tenders
Opened shall be closed off by drawing a diagonal line in the unused space under
the information listed.
viii. The signatures of all Township officials present must appear on the Record of
Tenders Opened.
ix. Council will be provided forthwith with a copy of the Record of Tenders opened.
k) Review of Tenders
i. Tenders shall be reviewed as soon as possible after their opening by the
Department Head.
ii. Tenders may be rejected if the tendering requirements have not been met.
iii. When a tender is rejected, the reason therefore must be noted on the Record of
Tenders Opened.
iv. The bidder shall be advised in writing as to the reason for rejection of his tender.
v. The report to Council shall include the rejected bidder(s) and state the reason for
the rejection of the tender.
1) Acceptance of Tender
The tender to be accepted will be at the discretion of Council.
Food Procurem...
Following the review of tenders, the Department Head shall submit a report and
recommendation to Council for approval. When the lowest tenders are identical,
preference shall be given to the bid submitted at the earliest date and time. The
report shall outline the reasons in full explanation if the tender recommended for
acceptance is not the lowest tender submitted. Reference should be made in the
report to budget implications.
iii. Council shall determine the acceptance of a tender. The Township reserves the
right to accept any tender, or to reject any or all tenders.
iv. Upon Council approval, the Department Head shall immediately advise the
successful bidder that his tender has been accepted.
m) Disposition Of Withdrawn Tenders
Following the tender opening, withdrawn tenders shall be returned together with
the deposit cheques to the bidders by registered mail or by hand.
Page 11 of 16
Page 29 of 49
n) Disposition Of Deposit Cheques
i. For contracts where a performance bond is required, the deposit cheque for the
successful bidder will be retained until such time as the said performance bond
has been supplied in a form satisfactory to the Township.
ii. For contracts that do not require a performance bond, the deposit cheque of the
successful bidder shall be retained by the Township until such time as the goods
and/or services have been received.
iii. The deposit cheques of the other bidders will be returned to the bidder as soon as
is practical after the acceptance of the tenders and the return of these cheques
shall be by registered mail or by hand.
iv. The Township does not pay interest on any tender deposit.
Food Procurem...
o) Obligation of Successful Bidder
The successful bidder shall be bound to execute the contract agreement and to file
satisfactory bonds, insurance policies and WSIB clearance certificates with the
municipality within three weeks of the contract being awarded.
p) Action When Successful Bidder Does Not Enter Contract
i. If the successful bidder fails to enter into a contract and/or file the required
documentation or indicates that he will not perform the contract, the Department
Head and the C.A.O. may recommend one of the following to Council:
that the tender shall be awarded to another bidder
that the competition be cancelled.
In either case, the deposit of the successful bidder shall be forfeited.
ii. In the event the tender is awarded to another bidder, the said bidder will be
required to provide the required tender deposit or performance bond and all other
provisions of this By -law will apply.
16. Procedures for Reauestine Proposals
a) The goal of this procurement process is to implement an effective, objective, fair,
open, transparent, accountable and efficient process for obtaining unique
proposals designed to meet broad outcomes to a complex problem or need for
which there is no clear or single solution.
b) Reauestine Proposals
i. Requests for proposals should be called when the requirements or services cannot
be definitely specified.
ii. Requests for proposals shall be by invitation and at the discretion of the
Department Head, by public advertising in a local newspaper.
iii. At the Department Head's discretion, requests for proposals may also be
advertised in trade or special newspapers.
Page 12 of 16
Page 30 of 49
Food Procurem...
iv. If as a result of queries from prospective bidders, the document requesting the
proposal needs to be revised, each prospective bidder shall be notified of the
revision by telephone and subsequently facsimile or mail. If a proposal has
already been submitted, the bidder may in writing request that the proposal be
withdrawn. The proposal will then be returned unopened to the bidder by hand or
registered mail.
c) Closing Time For Proposals
i. All requests for proposals shall include a day and time by which the proposals
must be submitted to the Department Head.
ii. All firms requested to submit a proposal shall be allowed at least five working
days before the deadline for submitting their proposal.
d) Receipt of Proposals
i. Proposals received must be submitted in a sealed envelope.
ii. The following information shall appear on the outside of the envelope:
the name of the applicable Department Head
that the envelope contains a "Proposal For" and identifies the goods or
services to which the proposal relates to.
iii. When the proposal is received, the envelope shall be initialed and the date and
time detailed thereon. The proposal shall then be forwarded to the appropriate
Department Head.
iv. Any proposal received after the deadline shall not be accepted or opened, and the
time and date shall be detailed thereon and the proposal returned to the bidder
with a covering letter stating the reason why the proposal could not be accepted.
v. Any proposal may be withdrawn prior to the opening thereof upon receipt of a
written request from the bidder. The proposal shall then be returned unopened to
the bidder.
e) Opening of Pronosals
As soon as possible after the deadline for submitting proposals, all proposals shall
be opened in the presence of the Department Head and C.A.O. or their designate.
ii. Proposals shall be reviewed and analyzed by the Department Head who shall
submit a report and recommendation to Council for approval. Reference should
be made in the report to budget implications.
f) Accentance of Proposal
i. The proposal to be accepted will be at the discretion of Council.
ii. Upon Council approval, the successful bidder shall be notified of acceptance of
his proposal by telephone and subsequently in writing.
Page 13 of 16
Page 31 of 49
17. Disposal of Township Equipment
Food Procurem...
a) General Policies
i. When equipment is no longer required by a department, the Department Head
shall assess its functionality and determine if the equipment has a net realizable
value.
ii. If the equipment is functional, the equipment shall first be offered to the other
Township Departments.
iii. If the equipment has a net realizable value, the equipment shall be sold by tender
in the manner described in the following subsections.
If the equipment has no net realizable value, it shall be disposed of in a manner at
the discretion of the Department Head and C.A.O.
b) Advertisina
i. All tenders shall be publicly advertised in local newspapers having general
circulation in the municipality in accordance with Township advertising policy.
ii. At the Department Head's discretion, tenders may also be advertised in trade or
special newspapers.
iii. Sufficient time between advertising and the tender closing time shall be allowed
to permit a bidder to examine the equipment.
iv. The advertisement shall contain the following information:
the name of the municipality
a description of the equipment being sold
the location where the equipment may be viewed and the name and phone
number of the Township official to contact for information
the date and local time tenders shall be received to
a statement that the tender must be submitted in a sealed envelope and the
outside of the envelope must be marked "Tender For" and identify the
equipment to which the tender relates
that the tenders shall be addressed to the appropriate Department Head
a statement that the Township reserves the right to accept or reject any
tender
a statement that the tender must be accompanied by a tender deposit of
10% of the tendered amount and that the deposit may be by certified
cheque, bank draft or money order or any combination thereof.
c) Receipt of Tenders
i. When a tender is received, the envelope shall be initialed and the date and time
detailed thereon. The tender shall be kept in the custody of the Department Head
until the stated time of opening.
ii. Adjustments by telephone, facsimile or letter to a tender already submitted will
not be considered.
iii. Any tender may be withdrawn prior to the opening thereof upon receipt of a
written request from the bidder. The tender shall then be returned unopened to
the bidder.
iv. When a tender envelope is received after the closing time of the competition, the
time and date of receipt shall be recorded on the tender envelope. The tender
shall be returned unopened to the bidder with a covering letter stating the reason
Page 14 of 16
Page 32 of 49
18. By -Law Review
Food Procurem...
why the tender could not be accepted. A late tender without a return address on
the envelope shall be opened, the address obtained and then returned. The
covering letter should state why the envelope could not be returned unopened.
d) Opening of Tenders
i. At a time established as soon as possible after the deadline for submitting tenders,
all tenders shall be opened.
ii. Tenders shall be opened in the presence of the Department Head and C.A.O. or
their designate.
iii. The Department Head shall review the tenders and submit a report and
recommendation to Council for approval. The report shall outline the reasons in
full explanation if the tender recommended for acceptance is not the highest bid
submitted.
iv. The tender accepted will be at the discretion of Council.
e) Notification of Accentance of Tender
i. Upon Council approval, the successful bidder shall be notified of acceptance of
his tender by telephone and subsequently in writing.
ii. Information about the accepted tender shall be available to unsuccessful bidders
subsequent to the accepted tender being approved by Council.
Disposition of Deposit Cheaues
The deposit cheques of the unsuccessful bidders will be returned as soon as is
practical after the opening of the tenders by registered mail or by hand. When
returned to the bidder by hand, a letter acknowledging receipt must be signed by
the bidder.
a) A review of this By -law shall be conducted on a periodic basis but not longer than
five years following its adoption by Council.
b) The review shall determine how effective this By -law has been in achieving the
goals and objectives set out therein.
Page 15 of 16
Page 33 of 49
19. THAT By -Law 2001 -118 is hereby repealed.
20. THAT this By -law shall come into force and have effect immediately upon the final
passing thereof.
BY -LAW READ a first and second time this 3 day of November, 2004.
BY -LAW READ a third time and finally passed this 3` day of November, 2004.
THE CORPORATION OF THE TOWNSHIP OF ORO- MEDONTE
Mi�or J. Neil Craig (----.4L
Clerk, Marili Pennycook
Page 16 of 16
Food Procurem...
Page 34 of 49
Schedule "A" to By -Law 2004 -112
TOWNSHIP OF ORO- MEDONTE
LISTING OF TENDERS RECEIVED
RE:
Food Procurem...
1 Date Submitted Time Submitted Submitted By 1
Page 35 of 49
Schedule "B" to By -Law 2004 -112
C.A.O.
Submitted BY
Department Head
RE:
Total Bid
TOWNSHIP OF ORO- MEDONTE
RECORD OF TENDERS OPENED
Amount of Deposit
Comments
Zero Waste Working Group Notes of meeting held on February...
Zero Waste Working Group February 15, 2010
Draft Meeting Notes
Present: Ruth, Josephine, Mel, Sandy
5:30PM
Recommendations:
1) That waste audits be done on all Township buildings and that a small committee be
struck to complete these audits consisting of: ZW WG members, 2 -3 staff (one from Rec
Tech to do halls), possibly a student from GC.(Sandy)
2) That a check list be created for guidance to hall boards and for special events
3) That OMEGA recommend to Council that O -M request Simcoe County to provide green
bin and blue box pick to all municipal buildings
4) That Oro Fair board be approached to make the Fair a Zero Waste event with
participation from the schools (Mel)
5) That HV Resort be approached to become a Zero Waste facility (Mel)
Recommendations to be circulated to OMEGA for authorization to forward to Council.
Page 37 of 49
Zero Waste Working Group Notes of meeting held on February...
Council Meeting Minutes February 24, 2010.
b) Shawn Binns, Director of Recreation and •mmunity Services, re: Dr 2010 Pre
Budget Submission.
Motion No. C100224 5
Moved by Agnew, S onded by Crawford
Be it resoly= hat
1. The -ft correspondence dated •ruary 24, 2010 from S n Binns, Director
ecreation and Communi ervices and presented obin Dunn, Chief
Administrative Officer re:. aft "2010 Pre Budget S ission by the Township of
Oro- Medonte Build nada Fund be receive
2. And Further Th e draft corresponden •e approved, as amended,
forwarded, er the Mayor's signatur o Bruce Stanton, MP Sim North and
Garfield nlop, MPP Simcoe No
11. REPORTS OF MEMBERS OF COUNCIL:
a) Mayor H.S. Hughes, re: Waste Management in Simcoe County.
Motion No. C100224 6
Moved by Hough, Seconded by Allison
Carried.
Be it resolved that
1. The verbal information presented by Mayor H.S. Hughes re: Waste Management
in Simcoe County be received.
2. That the County of Simcoe be requested to include Municipal Facilities in their
Waste Management and Recycling/Composting Program.
3. And Further That the Simcoe County municipalities be forwarded the
resolution, under the Mayor's signature, for their consideration and support.
Carried.
Page 4 of 12
Page 38 of 49
Instructions: In order to process the application, Appendix "A" Financial Information must be
completed
Note: Grants /Subsidies are not automatically renewed annually
PART A ORGANIZATION NAME AND ADDRESS INFORMATION
Organization
Name
1 r•r. ct E 0003-11 -A.2 rVt �.D ESA -I a...r 6 A-s saw
22
Address J'
City 22 Prov. Postal Code
Contact tom. I QA1 A.in2 Telephone
E-mail j rh C 1 hn en?
PART B ORGANIZATION GENERAL INFORMATION
Fhe- r) et-S t v c6 S
Number of C) i ,..,-)�s r L f Town Membership Fe
l e
Members 1 S Residents If Applicable I 0 n. n Il
A&S1 01)2f+, irr s j C�
Geographi Area Date
Served I Ycv-\ 0 r r= (el Formed 1 LI ()P a Pt, o g
Outline the mission, purpose and objectives of your organization. c9 0 Z5
ASS I? OATS 02 6, t_! .-„266-S I i..l (flQ 3 1=3 1 LI 4noq- r Q
Ni-t« TFS N-LEP Q.or6CE2.S 9q.lf r'( Z _S -'S 4i .J S N �r�f (Tr e r
Lc)4 (i i v-n `t _I.:4K i i[# I d(4L 1 fir) P ,,n
R. o S l Si im-v o CdJ -g6N c,"W 4 if 6 (p (A( 41> Sg
r
6 1. L ID c I 14 Y.r irsti 77) Bch ^n rLS 1' v1)CS, o (i- s'DOT
Cal l .1 i= 15-41 N Ny(Fi4s= ,U( (piLL -L Obi}(L;� do AT 7).
O
h' 1 C Wo sA 1 1 1 8 uth B 100, o Ontario Lo 240 1"113) °TV
Sandra Trainor, Chair, Simcoe County Farm Fresh Marketing As...
Proud Heritage, Exciting Future
APPLICATION FOR GRANT /SUBSIDY
JAN 1 A 2010
TOW NSi-?�1'_
Page 39 of 49
Type of Organization (i.e. Registered Charity, Non Profit Organization, no status, etc.) and registration
number if applicable.
I) --1 (LoMT 024, i I 7
Indicate the products services benefits provided to the Township of Oro Medonte by your
organization:
arc) l c'? eaE.- COD }-c I
rr
Ca--11 U L3 "i 7) b c> ,cam Fp Pitt_ t
-ekes ee-ue
Pft)Pr I Lr) C 0( t riyt,0
of individuals served: `"y-t::-.1
PLEASE ATTACH DETAILED ANNUAL BUDGET INFORMATION INDICATING REVUNUES AND
EXPENDITURES (Appendix "A
PART C DETAILS OF REQUEST
Grant is a request for a financial contribution from Council
Subsidy is a request for a reduction or waiving of fees
Application is for a (please check) Grant Subsidy
Amount Requested: �O 0 C)
Purpose for which the grant/subsidy, if approved, would be used. Give complete details (Le. project or
event description, time frame, community benefits).
F. 4 1. `h-) -ea LSE- F=1i �fl� +=SS C� i= C
t7�1 1S ?k1 1�1 R �R Q i� tt� C� (�fi= s� 1 f
a u l 7 (11J kfF (id di S
OST'1 -EIL S (s3 n4 A 1,0_6
Do you currently receive other grants or subsidies from the Township (facility subsidization,
photocopying, secretarial, etc).
Sandra Trainor, Chair, Simcoe County Farm Fresh Marketing As...
Previous grants/subsidies from the Township?
Page 40 of 49
Amount Requested: 1 O 1 co
Amount Approved:T�• (sac. o 0
Sandra Trainor, Chair, Simcoe County Farm Fresh Marketing As...
PART D SIGNATURE OF AUTHORIZED OFFICIAUSI
1 r oe v. L i v.IN 64.
Position
C:f e. F;
Position PrSJe
For office use only
Approved:
Denied:
Amount Date:
Year of Request: coo
Year of Approval: t'k CY
Date: r 10'3
Date: _1\4 r to,
NOTE:
Personal information contained on this form is collected pursuant to the Municipal Freedom of Information and
Protection of Privacy Act, and will be used for the purpose of determining eligibility for grants. Questions about
this collection should be directed to the Freedom of Information Co -ordinator, The Corporation of the Township
of Oro-Medonte, 148 Line 7 South, Box 100, Oro, Ontario. LOL 2X0
Please use additional sheet and attach more if required) to complete the information requested on the
Grant/Subsidy Application Form.
APPENDIX "A"
Page 41 of 49
FINANCIAL INFORMATION
ORGANIZATION NAME: E ShIC
LCi-1
CI
CURRENT FISCAL YEAR: Year. NEXT YEAR PROPOSED: Year:
REVENUE: REVENUE:
Source: Amount: Source: Amount:
EXPENDITURES: EXPENDITURES:
Item: Amount: Item: Amount:
SUMMARY: SUMMARY:
Surplus or deficit from
previo year:
Revenue
Signatrire;l.
a
TOTAL: TOTAL
TOTAL: TOTAL:
Sub Total
Sandra Trainor, Chair, Simcoe County Farm Fresh Marketing As...
Minus Expenditures Minus Exp. Expenditures
BALANCE: BALANCE:
Surplus or deficit from
previous year
Revenue
Sub Total
D.tnL__Lzif te)
Page 42 of 49
Sandra Trainor, Chair, Simcoe County Farm Fresh Marketing As...
SIMCOE COUNTY FARM FRESH
MARKETING ASSOCIATION
FINANCIAL STATEMENTS
(UNAUDITED)
FOR THE YEAR ENDED DECEMBER 31, 2008
Gary Edgecombe
Chartered Accountant
Page 43 of 49
Sandra Trainor, Chair, Simcoe County Farm Fresh Marketing As...
NOTICE TO READER
24 Kerr Street
Elmvale, ON LOL 1P0
Tel. (705) 322 -9975
Fax (705) 322 -9976
Toll Free 1- 888 868 -0317
On the basis of information provided by management, I have compiled the Balance Sheet of
SIMCOE COUNTY FARM FRESH MARKETING ASSOCIATION as at December 31,
2008 and the Statement of Revenues and Expenditures for the year then ended.
I have not performed an audit or a review engagement in respect of these financial statements
and, accordingly, I express no assurance thereon.
Readers are cautioned that these statements may not be appropriate for their purposes.
Elmvale, Ontario C1-7�
February 18, 2009 Chartered Accountant
Page 44 of 49
Sandra Trainor, Chair, Simcoe County Farm Fresh Marketing As...
SIMCOE COUNTY FARM FRESH
MARKETING ASSOCIATION
BALANCE SHEET
AS AT DECEMBER 31, 2008
ASSETS
CURRENT
Cash 11,649 3,916
Accounts receivable 9,927
GST receivable 1,490 786
Prepaid expenses 1,080
NET ASSETS
NET ASSETS, beginning of year 4,702
Net Surplus 19,444
NET ASSETS, end of year 24.146
Unaudited See Notice to Reader
Gary Edgecombe
Chartered Accountant
2008 2007
24.146 4.702
4,702
4.702
Page 45 of 49
REVENUES
EXPENSES
Sandra Trainor, Chair, Simcoe County Farm Fresh Marketing As...
SIMCOE COUNTY FARM FRESH
MARKETING ASSOCIATION
STATEMENT OF REVENUES AND EXPENDITURES
FOR THE YEAR ENDED DECEMBER 31, 2008
Unaudited See Notice to Reader
Gary Edgecombe
Chartered Accountant
2008 2007
Grants 65,350 32,656
Memberships 3,925 1,240
Farm Fresh Map Sales 9,975
Farm to Institution Sales 2,029
Good for Life 785
Savour Simcoe Sales 5,389
87,453 33,896
AGM expenses 242
Bank charges 90 177
Capital expenses 2,384
Community Outreach 500
Evaluation Project 500 750
Farm Fresh Map project 16,454
Farm to Institution project 2,029
Insurance 486
Marketing 2,497 10,444
Memberships 500
Office expenses 951 2,929
Professional fees 359 306
Savour Simcoe 4,340
Staff remuneration 34,937 9,345
Telephone 728 508
Travel 1,056 572
Website design and maintenance 381 3,663
Workshops conference fees 75
68,009 29,194
NET SURPLUS 19.444 4.702
Page 46 of 49
Correspondence dated February 23, 2010, Bruce Keeling, Chair...
HURONIA WOODLAND OWNERS ASSOCIATION
Huronia Woodland Owners Association
c/o 1176 Line 6 North, RR 1
Oro Station, Ontario LOL 2E0
February 23, 2010
Oro Medonte Township Municipal Office
P.O. Box 100
Oro, Ontario LOL 2X0
Attn: Mayor Harry Hughes
Members of Council
Gentlemen,
We wish to extend our sincerest thanks to Oro Medonte Township Council and the OMEGA
Committee for your generous support and confidence in our Maple Tree Replacement Program.
Our project has been ongoing since 2007 and each year the numbers increase.
Performance to date is as follows:
Year Results
2007 1 1500 trees distributed
2008 1 1500 trees distributed
2009 1 1700 trees distributed
I 2010 1 2200 trees to be distributed
To date the largest percentage of trees have been place in Oro Medonte Township and this year it
appears to be the same pattern. We are expanding our Program this year to include Maple Seed
Gathering which will ensure a local source for a continuing supply of trees.
Would the Council consider this year a special tree planting ceremony at the Township Offices?
We have Sugar Maples and Red Maples available. We can accommodate you also for trees in
parks or roadways throughout the Township.
We can make a difference and improve our forests for the future.
Page 47 of 49
Our project continues to gain notoriety and the trees will be in short supply very soon. Last year
we could have distributed 600 additional trees. These orders were carried over to 2010.
Again, sincerest thanks and we look forward to hearing from you shortly.
Kindest regards,
Bruce Keeling, Chair
Maple Tree Replacement Program
Correspondence dated February 23, 2010, Bruce Keeling, Chair...
Page 2
Cc: OMEGA Committee
Oro Medonte Township Municipal Office
P.O. Box 100
Oro, Ontario LOL 2X0
Neil Craig, Chair, Huronia Woodland Owners Association
Al Winters, Secretary, Huronia Woodland Owners Association
Page 48 of 49
148 Line 7
PO Box 100
Oro, ON LOL 2X0
To Whom It May Concern,
I am writing this short letter to express my interest in working on the Water Quality /Lake
Management Committee...the working group of OMEGA.
My family first moved to Lake Simcoe (Eight Mile Point) in 1945 and built a cottage
where we spent our summers. After the death of my father in 1983, I built a winterized
home on the same site.... I have always been connected to this area and formally
moved back to the location as a permanent resident in 2005.
I hope to become a helpful and successful part of the Oro community as it pertains to
environmental issues by working with your committee programs and projects to
preserve and promote awareness as it pertains to ecological endangerments.
Sincerely,
Susan T. Sheridan
Correspondence dated January 25, 2010, Susan T. Sheridan, re...
Susan T. Sheridan
203 Eight Mile Pt. Rd.
Orillia, ON L3V 6H1
January 25, 2010
RECEIVED
JAN 2 7 2010
ORO MEDONTE
TOWNSHIP
Page 49 of 49