Agenda

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Declarations of Interest under the Municipal Conflict of Interest Act

Confirmation of Minutes - November 25, 2019

Speakers/Presentations - A complete list will be distributed at the meeting

Communications/Reports

The following individuals will give a presentation on Real Estate Overview:

-  The Deputy City Manager, Corporate Services, City of Toronto; and

-  The Vice President, Parking Strategy, Policy, Planning and Technology, Toronto Parking Authority, and the Director, Parking Strategy, Policy and Planning, Toronto Parking Authority.

The Vice President, Parking Strategy, Policy, Planning and Technology, Toronto Parking Authority, and the Director, Parking Strategy, Policy and Planning, Toronto Parking Authority, will give a presentation on Parking Rate Policy Overview.

The Acting President, Toronto Parking Authority, will give a presentation on Toronto Parking Authority Strategic Focus and Transformation Update for the Nine Months Ended September 30, 2019.

The Acting President, Toronto Parking Authority recommends that:

1.  The Board of Directors of Toronto Parking Authority authorize the President, Toronto Parking Authority, to enter into a parking management renewal agreement with International Estonian Centre Inc. to continue to operate a 38-space surface parking facility located at 9 Madison Avenue (Car Park 238), under the terms and conditions in Attachment 1 and on any such other or amended terms and conditions as may be acceptable to the President, Toronto Parking Authority, and in a form satisfactory to the City Solicitor.

This report seeks Toronto Parking Authority (TPA) Board of Directors' approval to enter into a parking management renewal agreement (Renewal Agreement) with International Estonian Centre Inc. (Owner) to continue TPA's operation of an existing 38-space surface parking facility, referred to as Car Park 238, located at 9 Madison Avenue (Property), in accordance with the terms and conditions outlined in Attachment 1, 9 Madison Avenue Renewal Agreement Principles.

TPA projects the Property to generate gross revenues (net of HST) of approximately $3,968 per stall per annum for a total of $150,790. The management fee for the one (1) year term of the Agreement is estimated to be $27,882, representing 25 percent of net revenue proceeds for the facility. Should the option to extend the Agreement by an additional six (6) months be exercised, it is estimated that TPA will generate an additional $14,289 in management fees.

Net revenue proceeds is calculated by taking gross revenue less operating expenses, which includes maintenance costs, snow clearing, and other ongoing operating expenses. Operating expenses for the one-year term of the Agreement are estimated at $39,265. Costs associated with utilities and property taxes will remain the responsibility of the Owner.

The current and estimated financial performance of Car Park 238 in 2019 and 2020 is shown in Table 1 below.

The Acting President, Toronto Parking Authority recommends that:  

1.  The Board of Directors of Toronto Parking Authority approve the parking rate adjustments in the amounts and at the parking facilities identified in Attachment 1 and direct the President, Toronto Parking Authority, to implement these rate changes as follows:

a.  Uncontrolled Facilities - Anticipated to commence in February 2020;

b.  Associated Monthly Rate Changes - Anticipated to commence on March 1, 2020; and

c.  New Uncontrolled Facility located at 229 Richmond Street West - Anticipated to commence in early January 2020.

As part of its mandate to provide short-term parking (those parking for less than three hours), Toronto Parking Authority (TPA) carries out a comprehensive annual review of the parking rates at all of its off-street parking facilities. Providing short-term parking supports Toronto's neighbourhood retail and commercial sector as well as the City's transportation network by discouraging commuter behaviour. Establishing the appropriate parking rate structure is key in allowing TPA to effectively manage use, serve the target market, and fairly allocate and encourage turnover of public parking spaces. 

This report details the 2019 parking rate review of TPA's uncontrolled off-street municipal parking facilities (Uncontrolled Facilities), also referred to as non-gated facilities, and seeks TPA Board approval for rate adjustments at these facilities as recommended in Attachment 1, Proposed Rate Changes and Justifications - Uncontrolled Facilities.

A new uncontrolled facility located at 229 Richmond Street West has also been included as it is expected that TPA will commence operations of this surface parking lot in early January 2020.  In total, there are 207 Uncontrolled Facilities under review, 139 of which have been identified by TPA for proposed rate adjustments ranging from half hour, daily/evening maximums, event, and/or monthly rate changes. 

A report containing proposed rates at the controlled (gated) TPA facilities was brought to the November 25, 2019 TPA Board meeting for approval.

The proposed rate changes as outlined in Attachment 1, Proposed Rate Changes and Justifications - Uncontrolled Facilities, of this report, when fully implemented, are forecast to generate approximately $1,194,000 in additional total annual parking revenue. This increase in revenue is forecast to represent a 3 percent increase in the total revenue for TPA's Off-Street Uncontrolled Facilities. Costs to implement these changes, including various programming, software and firmware adjustments, and signage are estimated to be in the order of $17,250 and are available in TPA's Approved 2019 Operating Budget.

The Acting President, Toronto Parking Authority recommends that:

1.  The Board of Directors of Toronto Parking Authority grant authority to award the contract for the provision of security guard services (responding to complaints and staff safety concerns, providing routine and as-required patrols, making arrests when required, etc.) for Toronto Parking Authority off-street parking facilities to Garda Canada Security Corporation, providing the highest ranking proponent score, for a term of two years, plus three optional one-year extensions, at the sole option of the President, Toronto Parking Authority, in the estimated amount (two years) of $3,790,008.98 (based on hours invoiced in 2018) plus $284,250.67 (approximately 7.5 percent of the contract value over the two-year period) as a contingency allowance, being the sum total amount of $4,074,259.65, subject to annual inflation adjustments as applicable based on the Consumer Price Index in accordance with the contract provisions and net of all taxes and charges.

2.  The Board of Directors of Toronto Parking Authority authorize the President, Toronto Parking Authority, to recover from the Toronto Transit Commission (TTC) the estimated total amount of $423,485.53 over the term of the contract (2019-2021) referenced in Recommendation 1 or such other actual costs incurred which may include contingency and repair allowances (approximately 7.5 percent of the contract value over the two-year period), subject to annual inflation adjustments as applicable based on the Consumer Price Index in accordance with the contract provisions and net of all taxes and charges, for security guard services carried out under the contract on the TTC's commuter parking lots.

Call Number: Request for Proposal Number 9101 17 7040 - Security Guard Services at Toronto Parking Authority

Call Issued: October 15, 2019

Call Closed: November 15, 2019, Noon, Toronto time

Number of Addenda Issued: One (1)

Number of Bids: Seven (7)

Description:

The non-exclusive provision of security guard services for TPA off-street parking facilities from the date of award for a term of two (2) years, plus three (3) optional one (1) year extensions at the sole option of TPA. Should the option(s) be exercised, the Director of Parking Services will request the Vice President of Operations to process the renewals under the same terms and conditions.

Corporate Security and TPA developed the business requirements and prepared the procurement documents. This RFP was then publicly posted on MERX on October 15, 2019 and the process was open to all interested proponents. One subsequent Addendum was issued and the call closed on November 15, 2019. In total, seven (7) proposal submissions were received from the following firms:

Active Security Enterprises

Paladin Security Group Ltd.

Cannon Security and Patrol Services Ltd.

ValGuard Security Inc.

Garda Canada Security Corporation

A.S.P. Incorporated

Cancom Security Inc.

The evaluation of submissions followed a 3-stage process (see attached evaluation guidelines):

Stage 1 - The Evaluation Committee assessed if the submission met all the mandatory requirements. If the submission failed any of the mandatory requirements, the submission did not proceed to Stage 2.

Stage 2 - The Evaluation Committee assessed the submissions for the technical eligibility requirements and rated each submission. Each criteria was rated on a scale of 0 to 5, with 0 being the lowest and 5 being the highest. Each criteria carried different weights.

Stage 3 - The Evaluation Committee assessed the submissions for the cost of services. The Proponents carried a maximum of 35 points. Each Proponent's price was evaluated based on the following formula:

Lowest Price              x 20 = Proponent's score for price

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Proponent's Price

Total points from Stage 2 and Stage 3 were added to determine the final ranking. The highest scoring proposal was then selected for award as was outlined in the tender document.

Upon detailed evaluation, only 4 were deemed to be compliant with all parameters of the call. The 4 compliant firms were Garda Canada Security Corporation, Paladin Security Group Ltd., Cancom Security Inc., and A.S.P. Incorporated. The other 3 firms failed to provide all of the mandatory requirements and therefore full scoring was not completed.

Some key items to note from the scoring process:

1)  The winning vendor scored 2.5 points higher on the Stage 2 technical score than the next closest vendor. This shows the winning vendor had provided a better response on how they will manage the contract. They specifically showed that they have experience in providing similar services in the GTA in large public facilities in the past 12 months, experience providing highly trained and qualified Security Guards in large public facilities and knowledge and experience in establishing a protective and authoritative Security Guard presence in large facilities. They also demonstrated they had a clear understanding of TPA's goals and objectives and therefore proposed a relevant and appropriate solution that met our timelines for implementation.

2)  The next closest scoring vendor closed the gap in the score only by providing better yearly pricing. From past experience, best or lowest pricing does not always equal quality service.

3)  Reference checks were completed for Garda Canada Security Corporation and they were favourable. An internal reference check was completed for the company with the second highest score, as they are a vendor of the City of Toronto, and it was unfavourable.

Table 2 - Summary of Bids Received for RFP Number 9101 17 7040 Including Bid Price and Score

While Garda priced highest when it came to mobile and static Security Guard hourly rates, they priced lowest on unmarked vehicle services. Paladin priced highest on Supervisor hourly rates and A.S.P.'s unmarked vehicles services were priced the highest.

Following the comprehensive evaluation, it is recommended that Garda Canada Security Corporation be awarded a contract for the TPA security guard services as stipulated in the RFP.

The estimated potential total amount to award the contract for security guard services over the two (2) year term from 2019 to 2021 is $3,790,008.98, plus $284,250.67 for contingency, being the sum total amount of $4,074,259.65, subject to annual inflation adjustments as applicable based on the CPI in accordance with the contract provisions and net of taxes and charges.

Table 1 - Financial Impact Summary of Recommended Two-Year Contract Plus Three Optional One-Year Contracts

Table 1 shows the annual contract value for the two-year contract with three optional one-year extensions. 

TPA currently retains these services through a third-party provider, G4S. In 2017, TPA spent $1.658 million and, in 2018, TPA spent $1.611 million for security services. In 2019 YTD October, TPA has spent $1.138 million on security services. TPA's 2020 security budget is $1.273 million for this contract, resulting in an estimated 2020 budget shortfall of $0.507 million, as the previous contracted rates were significantly lower. Garda's base Security Guard and Supervisor hourly rates, on average, are 36 percent and 12 percent higher, respectively, over current contracted rates.

The Acting President, Toronto Parking Authority recommends that:

1.  The Board of Directors of Toronto Parking Authority grant authority to award the contract for the supply and delivery of uniforms and work apparel as, and when required, for Toronto Parking Authority staff, to Outdoor Outfits Limited, providing the highest ranking proponent score and the lowest bid price, for a term of three years, plus three optional one-year extensions, at the sole option of the President, Toronto Parking Authority, in the estimated amount (three years) of $305,217.90 (based on purchases made in previous years) plus $30,521.79 (10 percent of the contract value over the three-year period) as a contingency allowance, being the sum total amount of $335,739.69, subject to annual inflation adjustments as applicable based on the Consumer Price Index in accordance with the contract provisions and net of all taxes and charges. 

Call Number: Request for Proposal RFPTPAU-2019 Supply and Delivery of Uniforms and Work Apparel for Toronto Parking Authority

Call Issued: August 6, 2019

Call Closed: September 25, 2019, 3 p.m., Toronto time

Number of Addenda Issued: Two (2)

Number of Bids: Two (2)

Description:

The non-exclusive supply and delivery of uniforms and work apparel as, and when required, for Toronto Parking Authority staff, term of three (3) years, plus three (3) optional one (1) year extensions at the sole option of Toronto Parking Authority. Should the option(s) be exercised, the Director of Attended Parking and Customer Service will request the Vice President of Operations to process the renewals under the same terms and conditions.    

The current contract for TPA staff uniforms expires on December 20, 2019. As a result, TPA developed the business requirements and prepared the procurement documents to go to market. This RFP was publicly posted on MERX on August 6, 2019 and the process was open to all interested proponents. One subsequent Addendum was issued and the call closed on September 25, 2019. Although twenty-one (21) companies viewed the RFP, only two (2) proposal submissions were received from the following firms:

Martin & Levesque Inc.

Outdoor Outfits Ltd. 

The evaluation of submissions followed a 3-stage process (please see Attachment 2 - Evaluation Criteria Table for details):

Stage 1 - The Evaluation Committee assessed if the submission met all the mandatory requirements. If the submission failed any of the mandatory requirements, the submission did not proceed to Stage 2.

Stage 2 - The Evaluation Committee assessed the submissions for the technical eligibility requirements and rated each submission. Each criteria was rated on a scale of 0 to 10, with 0 being the lowest and 10 being the highest.   

Stage 3 - The Evaluation Committee assessed the submissions for the cost of services. The Proponents fee will carry a maximum of 30 points. Each Proponent's price was evaluated based on the following formula:

Lowest Price              x 30 = Proponent's score for price

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Proponent's Price

Award is based on the most qualified Bidder providing the greatest overall benefit to Toronto Parking Authority while meeting the requirements of the Proposal Document. 

Upon detailed evaluation, both Bidders were deemed to be compliant with all parameters of the call.

Table 2 - Summary of Bids Received for RFPTPAU-2019 Including Bid Price and Score

Following the comprehensive evaluation, it is recommended that Outdoor Outfits Limited be awarded a contract for the supply and delivery of uniforms for TPA staff as stipulated in the RFP.

The estimated potential total amount to award the contract for the supply and delivery of uniforms and work apparel over the three (3) year term from 2020 to 2022 is $305,217.90, plus $30,521.90 for contingency, being the sum total amount of $335,739.69, subject to annual inflation adjustments as applicable based on the Consumer Price Index (CPI) in accordance with the contract provisions and net of taxes and charges.

Table 1 - Financial Impact Summary of Recommended Three-Year Contract Plus Three Optional One-Year Contracts

Table 1 shows the annual contract value for the three-year contract with three optional one-year extensions. 

Pricing for the first year is based on the estimate of quantities provided by TPA for the purposes of evaluating the proposals. Pricing for years 2 through 6 is based on spend for replenishment of items from previous years plus applicable price increases.  

The annual Operating Budget contains amounts required for the supply and delivery of uniforms and work apparel. The purchases will be on an as- and when-required basis, for the unit amounts per apparel item stipulated in the Vendor's proposal submission for the first year, subject to an annual adjustment each year thereafter not exceeding the CPI rate increase. The base per-garment unit rates submitted by the Vendor are itemized in Attachment 1, Unit Price Bid by Item - Recommended Vendor. Due to the addition of two new articles to the uniform line up (bomber jacket and fleece sweater), TPA has anticipated a higher spend in year 1 to fulfill orders for those items. Sufficient funds for these uniforms are included in the 2020-2022 TPA Proposed Operating Budget.

The Acting President, Toronto Parking Authority recommends that:

1.  The Board of Directors of Toronto Parking Authority authorize the President, Toronto Parking Authority, to negotiate and enter into an advertising agreement with Astral Media Outdoor L.P. and the City of Toronto pursuant to the terms and conditions in Confidential Attachment 1, in a form satisfactory to the City Solicitor, and subject to the approval of Toronto City Council.

2.  The Board of Directors of Toronto Parking Authority direct that its decision and this report be forwarded to City Council for consideration.

3.  The Board of Directors of Toronto Parking Authority direct that the confidential information contained in Confidential Attachment 1 remain confidential in its entirety, as it pertains to ongoing negotiations related to assets of Toronto Parking Authority and provides confidential information to the Board of Directors regarding the details of these negotiations.

Toronto Parking Authority (TPA), Astral Media Outdoor L.P. (Astral), and the City of Toronto are seeking to enter into an agreement to advertise on Bike Share Toronto's street-level static advertising panels at approximately 408 docking stations located within the public right-of-way. This arrangement will be seeking to further leverage the City of Toronto's existing Street Furniture Agreement with Astral which provides for new street furniture advertising opportunities and provides Bike Share Toronto with a potentially significant source of funds to support the financial sustainability of the program. Transportation Services is preparing a report to City Council to facilitate amendments to the City's existing Street Furniture Agreement with Astral.

Financial impacts based on the recommendations contained in this report are accommodated under Bike Share Toronto's recommended 2020 Operating Budget.

The Acting President, Toronto Parking Authority recommends that:

1.  The Board of Directors of Toronto Parking Authority approve the Toronto Parking Authority 2020 List of Annual Parking Pass Cardholders in Attachment 1, pursuant to Toronto Parking Authority Policy Resolution 3-4 - Issuing of Life Time and Annual Toronto Parking Authority Parking Passes.

Each year, pursuant to Toronto Parking Authority (TPA) Policy Resolution 3-4 - Issuing of Life Time and Annual Toronto Parking Authority Parking Passes, TPA Board is requested to review and approve the list of Annual Parking Pass holders. The annual passes are made available to TPA Board members, various management and staff who, because of their duties, require frequent access to TPA facilities, including TPA service providers, City Councillors, and certain City staff. In addition, the Policy sets out eligibility parameters (long service) for TPA retirees qualifying for a life time parking pass.

The estimated transactional values of pass usage based on past years' patterns are as follows: TPA staff/Board/Service providers - $270,000; City Councillors/Officials - $5,000; and TPA long serving retirees/Board - $21,000.

The Acting President, Toronto Parking Authority recommends that:

1.  The Board of Directors of Toronto Parking Authority receive this report for information.

This report presents the 2018 Toronto Parking Authority Annual Report.

There is no financial impact resulting from the adoption of the recommendation in this report.