MINUTES

1.

It was moved and seconded

That the minutes of the meeting of the Public Works & Transportation Committee held on Wednesday, August 20^th, 2003, be adopted as circulated.

CARRIED

DECISIONS / ACTIONS

URBAN DEVELOPMENT DIVISION

2.

AIRPORT STATION / NEWTON EXCHANGE EXPRESS BUS SERVICE (#301)
(Report:  Sept. 4/03, File No.:  6480-03-02) (REDMS No. 1060994)

The Director of Transportation, Gordon Chan, briefly reviewed his report with the Committee.

In response to questions, the following information was provided:

o           

passengers would save approximately one-half hour when taking the new direct express bus route

o           

all of the buses would be accessible to the handicapped and would be equipped with bicycle racks

o           

frequency of the buses would be every 30 minutes during peak hours and every 60 minutes during non-peak hours; the frequency would be increased to every 20 minutes during peak hours in 2004; and by 2005, service would be increased to 7 day service, from early morning to evening between 6:00 a.m. to approximately 9:00 p.m.
 

o           

improvements required to implement the new service in Richmond, included the construction of new bus stops; reconstruction of existing bus stops to accessible standards; widening of sidewalks and/or bus stops
 

o           

all of the costs for the required improvements would be cost-shareable with TransLink.

It was moved and seconded

That the use of Westminster Highway (at Highway 91 Interchange) and Alderbridge Way (Highway 91 to No. 4 Road) for new bus service by the #301 (Airport Station/Newton Exchange) express service as part of the TransLink 2003 Program Plan service changes commencing on December 15, 2003 be endorsed.

CARRIED

ENGINEERING & PUBLIC WORKS DIVISION

3.

VOLUNTEER RESIDENTIAL WATER METERING PROGRAM
(Report:  Oct. 16/03, File No.:  6650-02) (REDMS No. 1075220)

Lloyd Bie, Project Engineer Water & Sewer, and Steve McClurg, Manager, Water Services, indicated that they were available to respond to questions.

Discussion then ensued among Committee members and staff on the recommendation, during which, in response to questions, the following information was provided:

o           

three criteria were used to determine the successful tenderer methodology; capability and cost; in addition a number of independent people were used to review the proposals; price of the submitted tenders was also a consideration; because of the closeness of the two top bids, interviews were held with Neptune Technology Group (Canada) Ltd. and Terasen Utility Services

o           

the City was initiating a volunteer water metering program, therefore, the costs could be to the City and not the homeowner

o           

the volunteer homeowner would make arrangements with the successful contractor for installation of the water meter; the City would only become involved with billing services; information on billing would be given to the City by the successful company

o           

once a homeowner had voluntarily entered the program, that person would not be able to leave

o           

homeowners who entered the volunteer water metering program and who subsequently received a higher water bill than previously billed would be credited the difference for one year

o           

homeowners who presently qualified for the single user rate would be excellent candidates for the volunteer water metering program

o           

complaints would be logged and dealt with by the successful company; the City would receive a monthly report

o           

amendments could be made to the contract prior to signing to ensure that there were exit provisions included in the event that the City chose to operate the program

o           

the contract did contain provisions for (i) voiding the contract in the event that the contractor did not work within the scope of the contract, and (ii) dealing with extreme maintenance events which the City would prefer to deal with itself

o           

the City would not be recovering any of the installation cost of the meters; there would be a small charge to recover the cost of maintenance and future replacement of meters

o           

staff reviewed the references provided by both companies and based on the information received, were recommending that the contract be awarded to Neptune Technology

o           

the volunteer water metering program was for existing residential homes only

o           

billing would be done on a quarterly basis to take advantage of seasonal rates and to allow participants to find ways of reducing their water consumption based on the amount of their bill.
 

Mr. Brett Hodson, President of Terasen Utility Services, accompanied by Ron Bowman and Hamish Cumming, stated that they were in attendance because Terasen Utility Services had been the unsuccessful company, and that they wished to clarify certain issues.

Mr. Hodson advised that Terasen was presently running successful contracts in Surrey; Calgary, Alberta; and Kelowna.  He noted that the actual financial difference between the two bids was very small only 2%.  Mr. Hodson spoke further about the two proposals, advising that late information had been received from their supplier, as a result of which, Terasen would reduce its rates by 1%.  He noted however that City staff did not accept the change.

Mr. Hodson further advised that Terasen Utility Services had a branch office located in Richmond; that the company was growing in size; and that based on these facts, the Terasen proposal was the better proposal, given the local experience and the ability of the company to meet or beat pricing.

Discussion then ensued among the Committee, the delegation and staff on the Terasen proposal, and in particular, on (i) the ability and experience of the company in operating volunteer water metering programs, and (ii) the rationale of City staff in recommending that the contract be awarded to another company. 

During the discussion, in response to questions, advice was given that if the City chose to continue with the program beyond its three year limit, that another Request for Proposal Call would be issued, which would provide another opportunity for Terasen to submit a proposal.

Questions were raised about the information received by staff from the references provided by Neptune Technology and Terasen Utility Services, and as a result, the following motion was introduced:

It was moved and seconded

That a decision on the awarding of the contract for the City's Volunteer Water Metering Program be tabled, and that Committee resolve into closed session.

CARRIED

The delegation and members of the public then left the meeting, and the open meeting recessed (4:40 p.m.).

The open meeting reconvened at 4:44 p.m.

A brief discussion ensued, during which advice was given that Neptune Technology Group had committed to establishing an office in Richmond if they received a signed contract for the project.

It was moved and seconded

(1)

That the City enter into a three year agreement with Neptune Technology Group (Canada) Ltd. to conduct the City's Volunteer Residential Water Metering Program.
 

(2)

That the City waive municipal fees associated with water meter installation for meters installed as part of the Volunteer Water Metering Program.

CARRIED

INFORMATION / AWARENESS

4.

DRAINAGE AT 10591 BLUNDELL ROAD
(Report:  Oct. 10/03, File No.:  6045-02) (REDMS No. 1060450)

The Manager, Engineering Planning, Siu Tse, accompanied by John Irving, Project Engineer, indicated that they were present to answer questions.

A brief discussion ensued, during which in response to questions, advice was given that staff had not checked the drainage of the property in question during the recent severe rainfall.  However, it was noted that there had been no specific complaints of flooding in the area.  Further advice was given that one of the problems was that the property in question was quite low in relation to surrounding properties, and that under certain conditions, the property would continue to flood.

It was moved and seconded

That the report (dated October 10^th, 2003, from the Manager, Engineering Planning), regarding Drainage at 10591 Blundell Road, be received for information.

CARRIED

5.

MANAGERS REPORT

The General Manager, Engineering & Public Works, Jeff Day, referred to a memorandum sent to all members of Council regarding the impact of the recent severe rainfall on the City.  He spoke about the efforts of City works crews to deal with the situation, and asked that Committee members express their thanks to the men in these crews for their hard work.  During the brief discussion which ensued, the Mayor advised that he would announce the names of the crews at the October 27^th Council meeting.

ADJOURNMENT

It was moved and seconded

That the meeting adjourn (4:50 p.m.).

CARRIED

Certified a true and correct copy of the Minutes of the meeting of the Public Works & Transportation Committee of the Council of the City of Richmond held on Wednesday, October 22^nd, 2003.

_________________________________

_________________________________

Councillor Rob Howard
Chair

Fran J. Ashton
Executive Assistant, City Clerks Office