Delegated Authority Report on Contracts Awarded Under

MEMO / NOTE DE SERVICE
Information previously distributed / Information distribué auparavant
TO: Finance and Economic Development Committee
DESTINATAIRE : Comité des finances et du développement économique
FROM: Larry O’Keefe
General Manager, Public Works
Department
Contact :
Laila Gibbons – Manager
Parks, Buildings and Grounds Services,
Public Works Department
613-580-2400 extension 23988
[email protected]
EXPÉDITEUR : Larry O’Keefe
Directeur générale, Service des Travaux
publics
Personne ressource :
Laila Gibbons – gestionnaire, Service
des parcs, des bâtiments et des terrains,
Service des Travaux publics
613-580-2400 poste 23988
[email protected]
DATE: May 28, 2014
28 mai 2014
FILE NUMBER: ACS2014-COS-PWS-0008
SUBJECT: REPORT ON THE USE OF DELEGATED AUTHORITY DURING 2013 BY
THE PUBLIC WORKS DEPARTMENT AS SET OUT IN SCHEDULE ‘B’ CITY
OPERATIONS PORTFOLIO OF BY-LAW 2013-71
OBJET : RAPPORT SUR L’UTILISATION DE LA DÉLÉGATION DE POUVOIRS EN
2013 PAR LE SERVICE DES TRAVAUX PUBLICS, COMME IL EST INDIQUÉ À
L’ANNEXE B DU PORTEFEUILLE DES OPÉRATIONS MUNICIPALES, DU
RÈGLEMENT 2013-71
By-law 2013-71, “a by-law of the City of Ottawa respecting the delegation of authority to
various officers of the City” was enacted by Council at its meeting of March 27, 2013.
This By-Law provides delegated authority to officers within the Public Works
Department and requires that use of delegated authority be reported to the appropriate
standing committee at least once per year.
PURPOSE
The purpose is to report to the Finance and Economic Development Committee on the
use of delegated authority for 2013 by the Parks, Buildings and Grounds Services
Branch of the Public Works Department specific to Section B 33(1) – Utility Contracts of
Schedule ‘B’ – City Operations Portfolio of By-Law 2013-71.
BACKGROUND
The Parks, Buildings and Grounds Services Branch provides centralized management
of the City’s parks, buildings, and grounds, including 52,000 acres of land, 9.5 million
square feet in 892 buildings, and 3,172 hectares of parkland in more than 965 sites.
Parks, Buildings and Grounds Services functions as a one-stop shop for proactive
operations and maintenance of the City’s parks, buildings and grounds on a 24/7 basis
and includes the following three divisions:



Special Operations
Building and Technical Support
Parks, Buildings and Grounds Area Operations (East, West, Core, South)
The Building and Technical Support Division is responsible for energy management,
including the procurement of electricity and natural gas, building engineering,
accommodations and trades.
With regard to the procurement of electricity and natural gas, Section B 33(1) – Utility
Contracts of Schedule ‘B’ – City Operations Portfolio of By-Law 2013-71 individually
authorizes the Deputy City Manager, City Operations, the General Manager, Public
Works Department, and the Manager, Parks, Buildings and Grounds Services Branch to
purchase electricity and natural gas and execute utility contracts provided that:
a) The purchases comply with the Council-approved Corporate Utility Procurement
Policy.
b) The form and content of the contract has received approval from the City Clerk
and Solicitor.
c) The purchase is within approved budget projections for the term of the contract.
Section B 33(1) identifies that use of delegated authority under these sections be
reported to the Finance and Economic Development Committee at least once per year.
DISCUSSION
The following summary of the use of delegated authority under Section B 33(1) as
described above is provided with specific details for each attached as Document 1.
Section B 33(1) – Utility Contracts
As described in Document 1 attached, the delegated authority under Section B 33(1)
was used once in 2013 to execute a utility contract associated with the purchase of
natural gas for the 2017 gas year beginning 1 November 2016 and ending 31 October
2017 totalling $410,000.
These payments are not made as a lump sum but are made monthly at the
consumption rate established by the City’s Energy Management Unit.
CONCLUSION
The Public Works Department will continue to report the Finance and Economic
Development Committee once per year on Section B 33(1) – Utility Contracts of
Schedule ‘B’ – City Operations Portfolio of By-Law 2013-71.
Original signed by
Larry O’Keefe
CC: Executive Committee
Chief, Corporate Communications
Program Manager, Media Relations and Public Information
Manager, Parks, Buildings and Grounds Services Branch
Coordinator, Finance and Economic Development Committee
SUPPORTING DOCUMENTATION
Document 1 – Section B 33 (1) - 2013 Utility Contracts
MEMO / NOTE DE SERVICE
Information previously distributed / Information distribué auparavant
DOCUMENT 1
Section B 33 (1) of Schedule ‘B’ – City Operations Portfolio of
Delegated Authority By-Law 2013-71
2013 Utility Contracts
Utility Type
Natural Gas
Purchase
Year
2013
Contract Start
Date
November 1,
2016
Contract
Period
1 Year
Supplier
British
Petroleum
Total
Amount
$410,000