Building Investment, Finance and Audit Committee (BIFAC) Meeting - December 20 , 2019

Agenda

1:00 - Chair’s Remarks

Action: Information

Pre-read: Verbal Report

Presenter: Chair

1:05 - Consent agenda

a. Approval of Public Meeting Agenda

Action: BIFAC Approval

Pre-read: Agenda

Presenter: Chair

b. Chair’s Poll re: Conflict of Interest

Action: Declaration

Pre-read: Agenda and Conflict of Interest Policy

Presenter: Chair

1:10 - Information Technology Services Report

Direct Award: Mobile Devices Voice and Data Services

Action: BIFAC Approval

Pre-read: BIFAC:2019-106

Presenter: Vice President,  Information Technology Services

Facilities Management Reports

1:20 - a. Direct Award: Sprinkler Head Replacement at 150 Dan Leckie Way (VAC 19638)

Action: BIFAC Approval

Pre-read: BIFAC:2019-107

Presenter: Vice President, Facilities Management (Acting)

1:30 - b. Change Order: Replacement of Radiators at R.J. Smith Apartments (101 and 121 Kendleton Drive) and Albion Lodge (111 Kendleton Drive) (VAC 19591 & 19661)

Action: BIFAC Approval

Pre-read: BIFAC:2019-105

Presenter: Vice President, Facilities Management (Acting)

TERMINATION

 

Minutes

The Building Investment, Finance and Audit Committee (“BIFAC”) of Toronto Community Housing Corporation (“TCHC”) held a public meeting on December 20, 2019, in Conference Room 7A, 931 Yonge Street, Toronto, and via teleconference, commencing at 1:07 a.m.

BIFAC Directors Present:    

Adele Imrie, Chair
Brian Smith (by teleconference)
Nick Macrae (by teleconference)

BIFAC Directors Absent:    

Amanda Coombs 
Councillor Ana Bailão

Management Present:  

Luisa Andrews, Vice President, Information Technologies Services
Albert Koke, Senior Director, Strategic Procurement
Kevin Marshman, President and Chief Executive Officer
Darragh Meagher, General Counsel and Corporate Secretary 
Allen Murray, Vice President, Facilities Management (Acting)
Sheila Penny, Chief Operating Officer
Vincent Tong, Chief Development Officer
Ceilidh Wilson, Assistant Corporate Secretary (Acting)

A quorum being present, the Chair called the meeting to order and Ms. Sonia Fung served as recording secretary.

ITEM 1 CHAIR’S REMARKS 

The Chair welcomed everyone to the BIFAC meeting and wished all a happy holiday season. 

ITEM 2 APPROVAL OF CONSENT AGENDA ITEMS

The following items were not held for discussion:

• Item 2A – Approval of Confidential Meeting Agenda
• Item 2B – Chair’s Poll re: Conflict of Interest

ITEM 2A  APPROVAL OF PUBLIC MEETING AGENDA 
Cheryl Duggan deputed on the item. 

Motion carried ON MOTION DULY MADE by Mr. Smith, seconded by Mr. Macrae and carried, BIFAC approved the public meeting agenda.

ITEM 2B DECLARATION OF CONFLICT OF INTEREST

The Chair requested members of BIFAC to indicate any agenda item in which they had a conflict of interest, together with the nature of the conflict. None was declared.

ITEM 3 DIRECT AWARD: MOBILE DEVICES VOICE AND DATA SERVICES BIFAC:2019-106
Cheryl Duggan deputed on the item.

The above-captioned report was circulated to BIFAC members prior to the meeting. The Vice President, Information Technology Services presented the report and was available to answer questions from BIFAC members.

Highlights of discussion:

• It was noted that the devices for most employees will be retained with SIM cards swapped with that supplied by Rogers Communications Canada Inc. (“Rogers”).
• Concern was raised that tenants who are not in the system do not have access to the lobby cameras at tenant buildings.
• It was noted that Rogers does not have control over the access to the lobby camera at tenant buildings, and the other service provider does not offer that service. 
• It was suggested that staff contact Rogers to enquire if reduced rates would be offered to TCHC tenants.
• It was noted that the new contract meets our needs and offers substantial savings.

Motion carried ON MOTION DULY MADE by Mr.Smilth, seconded by Mr. Macrae, BIFAC considered the report and resolved to:

• Approve a direct award to Rogers Communications Canada Inc. for $1,781,300.00 (exclusive of taxes) for mobile device enrolment (voice and data plan, mobile device and accessories) for 49 months as follows:

1.  $1,531,000.00 for expected wireless/cellular airtime and data services;$250,300.00 for expected mobile device replacements and associated accessories; and

     2.    Authorize the appropriate staff to take the necessary actions to give effect to the above recommendation.

ITEM 4A DIRECT AWARD: SPRINKLER HEAD REPLACEMENT AT 150 DAN LECKIE WAY (VAC 19638) BIFAC:2019-107

The above-captioned report was circulated to BIFAC members prior to the meeting. The Vice President, Facilities Management (Acting) was available to answer questions from BIFAC members.

Highlights of discussion:

• It was noted that of debris was found in the sprinkler heads system during an inspection. Performance of certain of the sprinkler heads within the system may be compromised as a consequence. 
• Staff is reviewing the available warranty coverage. In any event, the sprinkler heads in the system will be replaced.
• It was agreed that discussion on the sprinkler heads issue will be continued in an in-camera session after the public session.

Motion carried ON MOTION DULY MADE by Mr. Macrae, seconded by Mr. Smith, BIFAC considered the above-mentioned report and resolved to:

1. Approve the direct award to Eurotech Safety Inc. for $780,000.00 (exclusive of taxes) for sprinkler head replacement at 150 Dan Leckie Way; and
2. Authorize the appropriate staff to take the necessary actions to give effect to the above recommendation.

ITEM 4B  CHANGE ORDER: REPLACEMENT OF RADIATORS AT R.J. SMITH APARTMENTS (101 AND 121 KENLETON DRIVE) AND ALBION LODGE (111 KENDLETON DRIVE) (VAC 19591 & 19661) BIFAC:2019-105

The above-captioned report was circulated to BIFAC members prior to the meeting. The Vice President, Facilities Management (Acting) was available to answer questions from BIFAC members.

Highlights of discussion:

• It was noted that staff asked for approval of this change order, subject to an upset limit. This is to include a small contingency allowance on the possibility that further change orders on this contract may become necessary in the future.
• The original contract (in the amount of $1.9M) was signed in June. Staff and the contractor worked towards having the work completed in the non-heating season.
• If the work is done during non-heating season, the heating in the entire building would be shut down. 
• The contractor was not able to start the work in the summer. In the winter, to ensure other parts of the building would still have heating, radiator replacement have to be done on a suite by suite basis. This is a labour intensive process, for two high-rises. A change order with increased contract price is necessary.
• It was suggested that if similar circumstances arise in future, staff should include a contingency allowance in the contract when asking for BIFAC approval. 

Motion carried ON MOTION DULY MADE by Mr. Smith, seconded by Mr.  Macrae and carried, BIFAC considered the above-mentioned report and resolved to:

1. Approve the change order of the work of up to $500,000.00 (exclusive of taxes) to Toronto Atmospheric Fund for radiator replacement at 101, 121 and 111 Kendleton Drive as follows: 

• $333,884.25 for heating season radiator replacement at 101 and 121 Kendleton Drive; 
• $23,724 for purchase and installation of gate valves at 101 and 121 Kendleton Drive; 
• $70,704.90 for heating season radiator replacement at 111 Kendleton Drive;
• $4,536 for purchase and installation of gate valves at 111 Kendleton Drive; and
• $67,150.85 for contingency for tenant engagement and key holder services; and 

      2.    Authorize the appropriate staff to take the necessary actions to give effect to the above recommendations.

OTHER BUSINESS.

Motion carried ON MOTION DULY MADE by Mrs. Imrie, seconded by Mr. Smith and carried, BIFAC resolved to adjourn the public session and convene an in-camera session.

TERMINATION
Public BIFAC meeting was adjourned at 1:30 p.m.

Secretary Chair, Building Investment, Finance and Audit Committee