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HomeMy WebLinkAboutEGD-001-11~I~~~ton REPORT a r ENGINEERING SERVICES DEPARTMENT Meeting: GENERAL PURPOSE AND ADMINISTRATION COMMITTEE Date: Monday January 10, 2011 Resolution #: 6' /~irf-QU4-ll Report #: EGD-001-11 File #: CRC.ConcRd6.1 By-law #: Subject: INFRASTRUCTURE STIMULUS FUND, ISF 2036 CONCESSION ROAD 6 REHABILITATION Recommendations: It is respectfully recommended that the General Purpose and Administration Committee recommend to Council the following: 1. THAT Report EGD-001-11 be received; 2. THAT the Municipality is committed to the completion of the Concession Road 6 Rehabilitation as funded by Building Canada Fund, Infrastructure Stimulus Fund; 3. THAT the Municipality will continue to contribute the municipal share for all eligible costs for this project incurred after March 31, 2011; 4. THAT the Municipality will be solely responsible for any costs incurred for this project after October 31, 2011; and 5. THAT the Mayor and Clerk be authorized, upon approval of the extension request, to execute the amended contribution agreement. Respectfully by, Submitted by: A.S. Cannella, C.E.T. Director of Engineering Services Reviewed by: U ~~`^"~'~~" " ~' "~-- Franklin Wu Chief Administrative Officer ASC/RA/jo January 4, 2010 REPORT NO.: EGD-001-11 1.0 BACKGROUND PAGE 2 1.1 On October 22, 2009 the Municipality of Clarington entered into the Infrastructure Stimulus Fund Contribution Agreement with Ministry of Energy and Infrastructure and the Minister of Agriculture, Food and Rural Affairs for the rehabilitation of Concession Road 6 from Old Scugog Road easterly which was to be completed by March 31, 2011. The approved project budget was $2,480,001 with the costs to be split evenly between the governments of Clarington, Ontario and Canada. 2.0 PROGRAM EXTENSION 2.1 In December 2010, the federal government announced an extension of various economic stimulus programs under the Economic Action Plan, including the BCF- ISF program. The program was to be extended to October 31, 2011. 2.2 On December 21, 2010 the Canada Ontario Infrastructure Secretariat issued a letter outlining the details of the BCF-ISF Program extension (Attachment 1). This correspondence outlined the details for applying for an extension. The requirements include a council resolution confirming the Municipality is committed to complete the project; will. continue to provide the Municipal share of all eligible project costs incurred after March 31, 2011 and will be solely responsible for all costs incurred afte7 October 31, 2011. The deadline date for the extension application is January 17, 2011. 2.3 The majority of the work related to the rehabilitation of Concession Road 6 was completed in 2010 but during construction there were issues related to the rehabilitation and the extension of structures crossing existing watercourses that arose which required in-water works. As these issues arose after the September 15, 2010 dead line for such works to be undertaken as mandated by the Department of Fisheries and Oceans the work could not be completed and was deferred until the regulated time of July 1 and September 15, 2011. REPORT NO.: EGD-001-11 PAGE 3 2.4 The design of the rehabilitation and extension are underway and will be completed shortly and submitted to the local Conservation Authority for approval with anticipated in-water works scheduled to start July 2, 2011 with an estimated completion of August 31, 2011. All works related to this project are estimated to be completed by September 30, 2011: 2.5 Due to weather conditions the permanent line painting for the project was not completed and will be completed in the spring of 2011 at such time that the conditions permit. 3.0 COMMENTS 3.1 The Municipality of Clarington is committed to completing this project and appreciates the governments of Canada and Ontario extending the completion deadline to October 31, 2011, allowing the Municipality to be able to take advantage of the remaining committed funding for this project to complete the outstanding works. 3.2 Staff are preparing the project extension application and will, be submitting it prior to the January 17, 2011, deadline. We will indicate in the application that the required resolution will be forwarded following the January 17, 2011 council meeting. Attachments: Attachment 1 -Canada Ontario Infrastructure Secretariat letter (December 21, 2010) ATTACHMENT N0.:1 REPORT NO.: EGD-007.11 ..: Cartade Ontario Infrastructure Secretariat Emell: bcf ccQontario.ca 1 Stone Road West, 4NW Telephone: 1 866 306-7827 Guelph ON N1G4Y2 Facsimile: 519826-4336 Frank Wu Municipality of Clarington CAO 40 Temperance Street Bowmanville, ON, L1 C 3A6 December 21, 2010 Dear Frank Wu: Ontario 1, chemin Stone Ouesl, 4N: O. Courrlel: bd.cc@ontario.ca Guelph ON Nt G 4Y2 TBIBphone: 1 866 306-7827 TBIBcopieur. 519 826-4336 r~~ DEC 2 Z 2010 MUNICIPAE.ITY OF CLARINGTON ADMINISTRATOR'S OFFICE Over the past two years, the governments of Canada and Ontario have worked with you to implement a range of economic stimulus programs. These programs have helped to boost our economy and create jobs, while also investing in the critical infrastructure that our communities need. The purpose of this letter is to advise you that Canada and Ontario have agreed to extend the deadline for the completion of stimulus projects funded under the Infrastructure Stimulus Fund from March 31, 2011 to October 31, 2011, In order to receive an extension, it is mandatory that you submit a written request for an extension by January 17, 2011. The extension recognizes the benefits of allowing for the completion of projects that are underway but which, for various reasons, are at risk of not being completed by March 31, 2011. At the same time, we expect that the vast majority of stimulus projects wilt still be completed by the original March 31, 2011 deadline. There are important conditions governing the extension for the completion of infrastructure projects funded under the iSF. In order to be eligible for an extension, your approved project must have started before March 31, 2011. Starting a project is defined as having incurred eligible costs for the project. The federal government requires that for projects receiving an extension, a claim for all costs incurred up to March 31, 2011 must be submitted to the federal government by April 30, 2011. All final claims for all projects being extended under the program, covering eligible costs incurred up to October 31, 2011, must be submitted to the Province no later than January 31, 2012. In addition, we wilt be requesting a bi-monthly update on the progress of those projects being extended. The federal government has mandated that specific documentation be submitted for all projects seeking an extension. In order to receive an extension, you must submit in writing: • A list of all of the projects that require an extension, including the relevant funding program, the project title, and the project identification number; • A revised financial forecast for the project with estimated costs to be incurred up to March 31, 2011; • A forecast of project expenses and federal and provincial funding required from April 1 to October 31, 2011; • A detailed construction schedule for the completion of the project, signed by an engineer or architect; and • A council resolution committing to finish the project and accepting responsibility for any costs incurred beyond the October 31, 2011 date. Aboard resolution is required for not-for- profit organizations. These documents are required for each individual project for which you are requesting an extension. Templates for your list of projects requiring an extension, a draft council resolution and a solemn declaration concerning the construction schedule have been developed to assist you in meeting these requirements. Templates have been sent by email with the electronic version of this letter and will be available on the web site: www.ontario.ca/in#rastructure The deadline for you to submit your extension request is Monday, January 17, 2011. If you need additional time to submit your construction schedule or resolution, please clearly state this in the extension request that you submit on January 17~'. The extension request must be submitted by email to bcf.ccclaimsCa.ontario.ca or by fax to 519- 826-4336. Please also copy your provincial program analyst on your extension request. If you do not apply for an extension, or if you do not submit the required documentation, you will not receive an extension and the original March 31, 2011 deadline will continue to apply to your projects}. The extension being granted now is an exceptional, one-time measure, and further extensions will not be considered. Any costs incurred after October 31, 2011 will not be reimbursed by Canada or Ontario. If you choose to submit a request for an extension, provincial staff will follow up with you to confirm that all of the required documentation has been submitted, and will advise you if an extension has been granted. In the event that you receive an extension, provincial staff will also work with you to amend your existing contribution agreement. All contribution agreements must be amended by all parties no later than February 28, 2011. Thank you for your continued cooperation in the implementation of our infrastructure stimulus programs. If you have any questions about the deadline extension, please contact your program analyst. Sincerely, Federal Co-Chair Provincial Co-Chair ~~ Sonja Adcock Director, Ontario Infrastructure Canada Ontario Directorate -Program Operations Branch Martin Bohl Director Rural Community Development Branch Economic Development Division Ministry of Agriculture, Food and Rural Affairs