toronto.ca/council honoured as finalist for City Manager’s Award

 

The staff team from the City Clerk’s Office that has developed toronto.ca/council was recognized Thursday night as one of two finalists for the City Manager’s Award, the highest internal award offered within the Toronto Public Service.

The City Manager's Award for Toronto Public Service Excellence is a recognition initiative introduced in 2008 by former City Manager Shirley Hoy, who donated a beautiful bronze sculpture to the City at that time. The three rings of the Triad sculpture symbolize the Toronto Public Service values of service, stewardship and commitment. The award is presented annually to a City division or program that has achieved a high and measurable standard of excellence.

The legislative information portal is the public window on a larger system called the Toronto Meeting Management Information System (TMMIS).  The system is the principal tool used by the City Clerk’s Office Secretariat to manage agendas, decisions and minutes of City Council, its committees and selected boards.

We are proud of the dedicated staff who have worked on this project and continue to plan further improvements and enhancements.

Our goal continues to be to make the legislative information available to the public in the same form and same timelines as the decision makers themselves.

Motions and Votes on Item PW3.1

The motions and votes for item 3.1 headed "Solid Waste Management Services Garbage Collection Request for Quotations (RFQs) have been posted:

• Motions and votes

Motion by Councillor Cho

Councillor Raymond Cho has made the following motion on item PW3.1:

That Recommendations 1a and 1b be amended so that they now read as follows:

1a. For the daytime residential curbside collection west of Yonge Street to the Etobicoke border for a term of three (3) years, with an option to extend the resulting contract for an additional two (2) separate (2) two year extensions to be approved by City Council.

1b. For the collection of litter and recycling in City parks for a term of three (3) years; with an option to extend the resulting contract for an additional two (2) separate (2) two year extensions to be approved by City Council.

Motion by Councillor Wong-Tam

Councillor Kristyn Wong-Tam has moved the following motion on item PW3.1:

"City Council direct staff to include the following requirements in the Request for Quotations:

a. details of guaranteed service standards

b. allocation of liability, health and safety requirements; and

c. adherence to the City's fair wage and human rights and equity policies."

Motion by Councillor Bailão

Councillor Ana Bailão has moved the following motion on item PW3.1:

That City Council request the City Manager to conduct an independent review of both the bid/contract numbers and the cost for identical services provided by the City and for those comparisons to be brought forward with the successful bid when the item is considered by Council.

Motions by Councillor Davis

Councillor Janet Davis has moved the following motions on item PW3.1:

7a - Motion to Amend Item (Additional) moved by Councillor Janet Davis (Final)

That:

1. City Council request the Director, Purchasing and Materials Management to include the following conditions in the RFQs:

i. the successful contractor be prohibited from using untrained, temporary workers;

ii. rigorous customer service standards, enforcement and reporting mechanisms; and

iii. preference be given to Canadian companies.

7c - Motion to Amend Item (Additional) moved by Councillor Janet Davis (Final)

That City Council request the General Manager, Solid Waste Management Services to report quarterly to the Public Works and Infrastructure Committee on contract compliance issues including:

i. a summary of enforcement activity,

ii. a summary of daily reports,

iii. a summary of customer service complaints, and

iv. incidents of contract non-compliance, including actions taken, liquidated damages (penalties) etc.

7b - Motion to Amend Item (Additional) moved by Councillor Janet Davis (Final)

That City Council request the Director, Purchasing and Materials Management Services to ensure that the RFQs provide for liquidated damages (penalties) to be levied for contract compliance deficiencies that are identified by audits, reports or documented resident complaints received through 3-1-1 as follows:

A. Customer Service:

- missed collection
- incomplete collection (e.g. materials left behind)
- improperly replaced bins
- smoking in truck cab
- other customer service complaints as determined at the discretion of the General Manager, Solid Waste Management Services such as rude behaviour, etc.

B. Health and Safety:

- driving infractions (driving on sidewalk, speeding, wrong side of road, etc.)
- climbing in hopper
- inappropriate use of riding step
- collecting from both sides
- use of temporary or untrained/unqualified workers
- not wearing personal protective equipment
- other safety violations
- lost time injuries
- Ministry of labour orders

C. Environmental:

- materials collected not in accordance with the Waste Collection Bylaw
- contamination of streams
- collection from improper waste containers

Motion by Councillor Colle

Councillor Josh Colle has moved the following motion on item PW3.1:

That:

1. City Council request the City Manager to ensure that the Fairness Monitor, as part of their report, identify any issues or concerns relating to the participation by City of Toronto employees (current or former) in the preparation of the Request for Quotations.

2. City Council request the Director, Purchasing and Materials Management to ensure that the RFQ's include a requirement that bidders identify how they would utilize any current City staff who may be displaced by the contracted services.

3. City Council request the Auditor General to consider conducting a post-implementation audit of the awarded contracts that focuses on, but is not limited to, diversion targets achieved, customer service levels and cost savings.

Motion by Councillor Fragedakis

Councillor Mary Fragedakis has moved the following motion on item PW3.1:

That City Council direct the City Manager to report to Council all financial information relating to the City's current solid waste costs and revenues for District 2 and the bid costs received from the four RFQs (including labour costs, capital costs and service level guarantees) for consideration when Council considers the results of the RFQs.

Motions by Councillor DeBaeremaeker

Update: councillor De Baeremaeker has revised his motion #4A as indicated.

Councillor Glenn DeBaeremaker has moved the following motions on item PW3.1:

4a - Motion to Amend Item moved by Councillor Glenn De Baeremaeker (Final)

That City Council direct, as part of the RFQ process, the General Manager, Solid Waste Management Services work with Local 416 to create savings and efficiencies and submit a public bid for the four RFQs within the time frame set out by the City of Toronto bid process.



4b - Motion to Amend Item moved by Councillor Glenn De Baeremaeker (Final)

That the RFQs require all proponents to include a defined benefit pension plan that is equal to, or greater than the OMERS plan.

Motions by Councillor Matlow

Councillor Josh Matlow has made the following motions on item PW3.1

2a - Motion to Amend Item (Additional) moved by Councillor Josh Matlow (Final)
City Council direct staff to include the following requirements in the Requests for Quotations process:

1. in the interests of ensuring public confidence in the transparency and fairness of the bidding process, direct staff not to consider any bid received from Progressive Waste Solutions Ltd. or any other bidder affiliated with or otherwise controlled by Progressive Waste Solutions Ltd. (including, without limitation, BFI Canada Inc.), in response to any of the four RFQs issued under recommendation 1.

2. a minimum cost savings threshold be written into the RFQ that requires bidders to demonstrate that they will be able to provide the cost savings that the City claims. If a bidder fails to demonstrate that they can meet this target they be deemed disqualified.

3. diversion targets must meet or exceed current City standards and may not be reduced from the present targets. If the City increases diversion rates east of Yonge Street then a private firm will be required to also meet the increased diversion rates west of Yonge Street.

2b - Motion to Amend Item (Additional) moved by Councillor Josh Matlow (Final)
City Council request the City Manager to provide annual progress reports to the Public Works and Infrastructure Committee on diversion, customer service and cost savings.

Motion by Deputy Mayor Holyday

Deputy Mayor Doug Holyday has moved the following motion on item PW3.1, Solid Waste Management Services Garbage Collection Request for Quotations (RFQs)

3 - Motion to Amend Item moved by Deputy Mayor Doug Holyday (Final)

That Recommendation 2 from the Public Works and Infrastructure Committee be deleted:

Recommendation to be deleted

2. City Council delegate authority to the Bid Committee to award the RFQs described in Recommendation 1a and 1b, subject to the following conditions being met, failing which the award will be made by Council:

a. That the price quoted by the recommended bidder be within the Approved 2011 Solid Waste Management Services Operating Budget;

b. That there are no material written objections by a bidder, as defined in Chapter 195, Purchasing, of the Toronto Municipal Code, to the award;

c. That the award is to the lowest price bidder meeting specifications; and

d. All requirements of the Purchasing By-Law, Chapter 195 are met.

and City Council adopt the following new Recommendation 2:

2. City Council direct that the award of the RFQs described in Recommendation 1a and 1b be submitted directly to City Council for approval.

Motion by Councillor Carroll

Councillor Shelley Carroll has moved the following motion on item PW3.1, Solid Waste Management Services Garbage Collection Request for Quotations (RFQs)


1 - Motion to Amend Item moved by Councillor Shelley Carroll (Final)

That City Council delete Recommendation 2 of the report (April 14, 2011) from the General Manager, Solid Waste Management Services and the Director, Purchasing and Materials Management as follows:

Recommendation to be deleted:

2. City Council delegate authority to the Bid Committee to award the RFQs described in Recommendation 1a and 1b, subject to the following conditions being met, failing which the award will be made by Council:

a. That the price quoted by the recommended bidder be within the Approved 2011 Solid Waste Management Services Operating Budget;

b. That there are no material written objections by a bidder, as defined in Chapter 195, Purchasing, of the Toronto Municipal Code, to the award;

c. That the award is to the lowest price bidder meeting specifications; and

d. All requirements of the Purchasing By-Law, Chapter 195 are met.

and replace it with the following:

"2. City Council not waive Chapter 195, (the Purchasing By-Law) and retain the authority to review and award the RFQs as required, with the recommended bids reported directly to Council."