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2013-04-15_Agenda Packet--Dossier de l'ordre du jour � � � ��i,.' City of Saint John Common Council Meeting AGENDA Monday, April 15, 2013 6:00 pm Council Chamber Please use Chipman Hill entrance S'il vous plai� utiliser I'entree Chipman Hill Si vous avez besoin des services en francais pour une reunion de Conseil Communal, veuillez contacter le bureau de la greffiere communale au 658-2862. Pages 1. Call to Order- Prayer 2. Approval of Minutes 3. Approval of Agenda 4. Disclosures of Conflict of Interest 5. Consent Agenda 5.1 Engineering Services- Prince William Street Reconstruction (Recommendation 1 - 4 in Report) 5.2 Great West Life Online Access Service Agreement (Recommendation in Report) 5 - 7 5.3 Adding Topsoil and Grass Seed to Vacant Lots (Recommendation in Report) 8 - 10 5.4 Nick Nicolle Community Centre Revitalization - Project Update 11 - 13 (Recommendation: Receive for Information) 5.5 Mispec Park- Demolition of Canteen Building and Shed (Recommendation in 14 - 15 Report) 5.6 Amendment to Conditions for Offers of Purchase and Sale Portions of Civic#40 16 - 32 and #42 Loch Lomond Road (Recommendation in Report) Powered 6y: ��,[]'^,[,[f�pF� .;77�T� i] 1 6. Members Comments 7. Proclamation 7.1 Immunization Awareness Week-April 20-27, 2013 33 - 34 8. Delegations/ Presentations 8.1 The Procurement Process for Public Tender Calls and Requests for Proposals 35 - 123 9. Public Hearings 10. Consideration of By-laws 10.1 Third Reading Proposed Zoning By-Law Amendment 4207-4211 Loch Lomond 124 - 125 Road 10.1.1 Section 39 Conditions 126 - 127 10.2 Public Presentation - Proposed Municipal Plan Amendment 220 Glen Rd 128 - 143 11. Submissions by Council Members 12. Business Matters - Municipal Officers 12.1 City Manager: Asbestos Management Program for City-Owned Buildings 144 - 242 13. Committee Reports 14. Consideration of Issues Separated from Consent Agenda 15. General Correspondence 15.1 Harbour View Chorale Ensemble - Request for Funds 243 - 243 16. Supplemental Agenda 17. Committee of the Whole 18. Adjournment 2 f/.' „�,� ;' l _ u�„__, -_ �� :�: � ;:, ,: � �� _=�s , ; . City of Saint John Common Council Meeting Monday Apri115,2013 Committee of the Whole 1. Call to Order Si vous avez besoin des services en fran�ais pour une reunion de Conseil Communal, veuillez contacter le bureau du greffier communal au 658-2862. Each of the following items, either in whole or in part, is able to be discussed in private pursuant to the provisions of section 10 of the Municipalities Act and Council/Committee will make a decision(s) in that respect in Open Session: 4:30 p.m. 8th Floor Boardroom City Hall 1.1 Approval of Minutes 102(4) 1.2 Land Matter 10.2(4)(d) 1.3 Land Matter 10.2(4)(d) 1.4 Land Matter 10.2(4)(d) 3 REPaR�' fi � CDM �. � I� CC� � N �C � � � ;�-�>y� �� '� f �� :�, �. M & C2013 - 67 �,; i /� � e.ati� 1 �:;_ '"qr„r 'r! v April 9, 2013 ThP ciry of Saint}ohn His Worship Mayor Mel Norton and Members of Common Council Your Worship and Members of Council: SUBJECT: Engineering Services: Prince William Street (Princess Street to Duke Street) — Street Reconstruction BACKGROUND The approved 2013 General Fund Capital Program includes a design project for the reconstruction of Prince William Street from Princess Street to Duke Street. The design work involves renewal of the existing watennain and sanitary sewer, installation of a new storm sewer and street reconstruction including new granular materials, curb and sidewalk, underground utilities, asphalt base and surface courses and landscaping. A Request for Proposal (RFP) was advertised from March 1 to March 21, 2013 to engage an Engineering firm to carry out the following services for the above noted project: ♦ Part A— Site Sur��eys, Preliminary Investigation and Data Collection ♦ Part B —Preliminary Design, Cost Estimates and Design Report ♦ Part C—Conduct Public Consultation Process ♦ Part D —Detailed Design ♦ Part E — Tender Period Services, Materials Testing & Inspection, Red Books and Record Drawings ♦ Part F— Construction Management PURPOSE The purpose of this report is to make a recommendation for consulting engineering services far this project. 1 �� M & C2013 -67 April 9, 2013 Page 2 ANALYSIS With a comprehensive teims of reference document developed by staff, a public call for proposals was made for consulting engineering services. The Request for Proposal (RFP) closed on March 21, 2013 with responses received from the following seven consulting engineering companies: • Brunswick Engineering & Consulting Inc., Saint John, NB � CBCL Limited, Saint John, NB • Crandall Engineering Ltd., Saint John, NB • Dillon Consulting Limited, Saint John, NB • GENIVAR Inc., Saint John, NB • Hatch Mott MacDonald, Rothesay, NB • Stantec Consulting Ltd., Saint John, NB A Review Committee consisting of staff from Materials Management and Transportation & Environment Services was formed to evaluate submissions. Each member completed an independent review of the submissions and a joint discussion was held to develop the final ranking of submissions. The Review Committee came to a conclusion on their recommendation, which follows later in the report. The evaluation process uses the expertise of a variety of staff from Purchasing, Engineering, and Operations to ensure a thorough review of the various submissions. The work contemplated is very significant and supports the City's investment in the urban core as part of the implementation of P1anSJ. Care must be taken to ensure that the necessary level of effort and expertise is being directed to the various tasks involved in the work, while still ensuring that costs to be incurred are appropriate and controllable. It is for these reasons that cost, although very important, cannot be the sole nor most critical deciding factor in making the selection of a consulting engineering firm. The Committee was tasked with the role of reviewing each submission against the proposal evaluation criteria as defined in the proposal call document. These criteria consisted of the following: 1. Quality and Conzpleteness — Does the proposal address all of the needs raised? Is the proposal presented in an organized and professional manner? 2. Consultant's Experience— Has the consultant demonstrated a level of expertise with the requirernents of this project? 3. Expei�ience of Employees/Sub-consultants—Has the consultant demonstrated a level of expertise for the employees of the company and sub consultants listed? 2 M & C2013 -67 April 9, 2013 Page 3 4. Methodology — Does the approach to the project outlined in the proposal address, in a realistic sense, attainable goals and is it in keeping with the City's expectations for the project? 5. Value Added — What additional information, technology, process or options has the consultant included in his proposal? Is there value added to the consultant's response for this additional information? 6. Cost — Cost will be a factor, however not the only factor to be considered. Is the price quoted in line with the City's estimate for the work and has it allowed for each aspect of the project to be adequately addressed? After careful, independent consideration of presentation, company experience, personnel and technical proposal, the Review Committee met to analyze the findings of each member. After completion of the "technical" evaluation, the financial proposals were opened and addressed. These had been submitted in separate, sealed envelopes. After due consideration, the Review Committee selected the submission of CBCL Limited as the best proposal based on an overall rating of the evaluation criteria - presentation, company experience, personnel, technical proposal and cost. The submission from CBCL Limited met all of the requirements of the proposal call, in a manner acceptable to the committee, with a cost-effective bid for the project. Their financial proposal represents the lowest cost solution to the City of Saint John. FINANCIAL IMPLICATIONS The proposed cost of work from CBCL Limited to provide engineering design and construction management services for this project is $143,820.75 including HST. An amount of$200,000 is included in the 2013 General Fund Capital Program for engineering design and construction management services. The cost above includes $93,422.75 for the provision of construction management services for the reconstruction of Prince William Street between Princess Street and Duke Street. It is anticipated that funding for the reconstruction will be included in the 2014 General Fund and Water and Sewerage Utility Fund Capital Program submissions for Council's consideration. Staff will only authorize the Consultant to proceed with the design work approved under the 2013 Capital Program ($50,398) for now, with the remainder of the engineering services work ($93,422.75) to be camed out after Council approval of the 2014 Capital Programs. 3 M & C2013 -67 April 9, 2013 Page 4 INPUT FROM OTHER SOURCES: Materials Management facilitated the RFP process to solicit proposals from Engineering Consultants for the Prince William Street (Princess Street to Duke Street) — Street Reconstruction project. The committee was tasked with the role of reviewing each submission against the proposal evaluation criteria as defined in the proposal call document. In accordance with the City's policies and procedures, separate assessments of the technical and financial aspects of the submissions were undertaken by the evaluation committee members. The above process is in accordance with the City's Procurement Policy and Materials Manageinent support the recommendation being put forth. POLICY—ENGAGEMENT OF ENGINEERING CONSULTANTS The costs incurred by the consultant will be paid in accordance with the terms of the Request For Proposal at the rates submitted and accepted in the consultants proposal not to exceed the Recommended Minimum Hourly Rates as contained in The Association of Consulting Engineering Companies — New Brunswick fee guideline. The Construction Management component of this project fee is based on an estimated 16 week construction period. The final fee will be calculated based on the actual construction management period. RECOMMENDATION It is recommended that the proposal from CBCL Limited for engineering design and construction management services for the Prince William Street (Princess Street to Duke Street) — Street Reconstruction project in the amount of $143,820.75 including HST be accepted and that the Mayor and Common Clerk be authorized to execute the appropriate documentation in that regard. Respectfully submitted, �� ' �� V�� Kevin O'Brien, P.Eng. Brian Keenan, P.Eng. Municipal Engineer Engineering Manager ,��;�� ---_ Wm. Edwards,�3.Eng. J. Patrick Woods, CGA Commissioner City Manager Transportation & Environment 4 REPORT TCJ COMMON C4UNCXL � s_ f �. ;o April 15, 2013 �;� ��_ ��- �� o�,.,. �. His Worship Mayor Mel Norton The Cit}�of Sai►it Jol�n And Members of Common Council Your Worship and Members of Council, SUBJECT: Great West Life Online Access Service Agreement PURPOSE The purpose of this report is to request Common Council to authorize the Mayor and Common Clerk to sign a client access agreement with Great West Life (attached). This agreement will allow representatives of the City of Saint John's Human Resources area to manage the administrative process on line for the long term disability benefit that was implemented for unionized employees January 1, 2013. BACKGROUND On January 1, 2013 the City of Saint John entered into a bridging contract with Great West Life for Long Term Disability Benefits for Unionized employee groups for a period of up to sixteen (16) months. Great West Life is requesting the City of Saint John as policy holder to sign a client access agreement for plan administration. This agreement is granting the Plan Administrator, representatives froin Human Resources, access to and use of Great-West Life's website for administration purposes i.e. adding new hires for coverage and terminating coverage for employees who no longer work for the City of Saint John and the Saint John Police Commission. FINANCIAL IMPLICATIONS There are no direct costs associated with this contract or access. However, online access will ensure efficiency in the processes. 5 Page 2 RECOMMENDATION It is recommended Common Council authorize the Mayor and Common Clerk to sign the client access agreement between the City and Great West Life. Respectfully Submitted, U r'! '�f . "�`� � . .:� �".__/ �� . -�� .� � � Katherine Lockhart, CHRP, PCP Step anie alsh, MBA, CHRP Human Resources Officer Senior Manager, Human Resources � Jac ueline Hamilton, MCIP RPP J. Patrick Woods, CGA Co missioner, Strategic Services City Manager 6 GREAT-11VEST LIF� GroupNet for Plan Administration Access Agreement �ROUPF�ET In consideration of The Great-West Life Assurance Company("Great-WesY')granting Group Polrcyholder access to and use of Great-WesYs GroupNetT"website("GroupNeY') The Group Policyholder hereby agrees as follows: 1. This Agreement applies to all group policies in effect as at the date of acceptance of this Agreement by Great-West and to any group policy issued to the Group Policyholder by Great-West while this Agreement remains in effect." 2 The Group Policyholder will provide Great-West with a list of its employees and agents which may include without limitation advisors and third party administrators,if applicable who require access to GroupNet for the purposes of plan administration and whom the Group Policyholder has authorized in writing to access GroupNet(the"User"). The Group Policyholder will keep such list current and indicate for each User whether any access restrictions are to apply in respect to GroupNeYs Enrollment, Billing or ExperiencelClaims functions. The Group Policyholder agrees that its authorization shall be deemed to have been given to Great-West to provide the Group Policyholder's advisor with access to GroupNeYs Experience/Claims functions as a User. The Group Policyholder further agrees to notify Great-West immediately by sending written notice to its local Great-West office in the event that a User's access to GroupNet is to be terminated or restricted. Great-West reserves the right to refuse a User access to GroupNet. 3. The Group Policyholder and Users are granted access to GroupNet only for the purpose of administering the Group Policy and will not use information obtained through GroupNet for any other purpose. The Group Policyholder is responsible for keeping and causing the Users to keep the information obtained through GroupNet confidential and is responsible for any misuse or unauthorized disclosure by the Group Policyholder or its Users. 4. The Group Policyholder authorizes Great-West to act upon any instructions and enter any information that may be provided by Users relating to the Group Policy. 5. The Group Policyholder accepts responsibility and agrees that Great-West will have no liability for any and all access to and use of GroupNet by the Users,including without limitation any unauthorized access and use after the User's access has been terminated and any access to and use of GroupNet by any other person using a User's name and/or password. 6. The Group Policyholder will indemnify a�d hold Great-West harmless for and from any claims, losses,costs(including without limitation all legal fees and disbursements)and damages(including without limitation punitive,exemplary,and aggravated damages)arising out of or resulting from any access or use by the Group Policyholder, Users or by any other person using a User's name and/or password. 7. The Group Policyholder agrees to be bound by the terms and conditions set out in the GroupNet Legal,Privacy Policy and Internet Security pages contained on the GroupNet website(www.groupnet-pa.greatwestlife.com),as amended from time to time,and agrees that such terms and conditions shall apply to all use of GroupNet by Users. The Group Policyholder shall be responsible for any breach of such terms and conditions by it or any User or any other person using a User's name and/or password. 8. The Group Policyholder may not assign this Agreement.Great-West reserves the right to terminate the Group Policyholder's or any User's right to access and use GroupNet at any time. This Agreement shall survive the termination of the Group Policyholder's and the User's right to access and use GroupNet and shall survive the expiry or termination of the Group Policy. 9. The Group Policyholder agrees that it will and will cause Users to comply with all applicable laws,including any laws governing the use of personal information. 10. The terms"Group Policy"and"Group Policyholder"in this Agreement may be interpreted as"group contract(s)","Group ContracY'and"Group Contractholder"respectively where this Agreement is used in connection with an Administrative Services Only(ASO)plan. 11. This Agreement may be executed by one or more of the parties by facsimile transmitted signature and the parties agree that the reproduction of the signatures by way of facsimile device will be treated as though such reproductions were executed originals. Accepted and Agreed to by: Accepted and Agreed to by (Name of Group Policyholder) The Great-West Life Assurance Company: Per: Per: Name(prrnted) Name(printed) Date Date Creat-weet ur@ ,,,...., a,,, __ . ; 7 .�,., � � : , :,,., . - - . . .• . ,: REPORT TO COMMON COUNCIL � � a�a � � p FORT4 gUHG(iN N4T mOEN�P ��OPI1M JqM OPEN SESSION City of Saint 1ohn M & C2013 -069 Apri19, 2013 His Worship Mel Norton and Members of Common Council Your Worship and Councillors: SUBJECT Adding Topsoil and Grass Seed to Vacant lots after a Dangerous Building has been Demolished by the City BACKGROUND At the meeting of July 3, 2012, Common Council passed a resolution directing the City Manager to provide a report and recommendation for adding topsoil and grass seed to vacant lots. Staff focused on those properties where buildings had been demolished as a result of City actions pursuant to enforcement under section 190 of the Municipalities Act. At the August 13, 2012 meeting of Council, staff provided a report outlining certain issues that must be considered before instituting such a program. These points included: • The cost to place topsoil and grass seed cannot be recuperated from the Province should the property owner not reimburse the City for the demolition and all associated fees. The additional measure is not considered a qualifying remedial cost by the Province. Therefore, the cost of such work will be paid entirely by the City should the owner not pay for the remedial work. • The City has no authority to enter upon private property for maintenance purposes. Any area that has been covered with topsoil and grass seed will not be maintained by staff and the lot may become overgrown as a result. • An overgrown lot may be subject to grass fires and illegal dumping; dumping may be likely given the debris may be hidden from view by an overgrown lot. • Grass seed can only take root in the growing season and any buildings that are demolished during the off-season will not be subject to topsoil and grass seed 8 M&C 2013-069 -2 - April 9,2013 application. Staff does not have the authority to enter onto the property to add topsoil and grass seed to the vacant lot several months after demolition activities have taken place. • Property owners who demolish their buildings, whether it is to comply with a Notice or because they simply wish to demolish their building, are not required to place topsoil and grass seed on the site of the demolished building. It may be that some property owners will rebuild with a new structure, some may choose to landscape, while others may choose to leave the site with only clean fill in place. There is no requirement for a property owner to keep their vacant lot at a prescribed level of landscaping which may result in an inconsistent look in a neighbourhood. While staff still has these concerns, at council's request during the August 13, 2012 meeting, staff was directed to examine additional possible methods to supply topsoil to vacant lots. In response, staff is proposing a pilot program whereby after a dangerous building has been demolished by the City, the area where the building once stood will be covered with topsoil and grass seed. If approved, the pilot program will run from May to October 2013 and will be capped at $10,000 fully funded by the Vacant and Dangerous Buildings Program. The funds will come from budget savings from the additional staff inember for the Vacant and Dangerous Buildings Program not yet hired. The program will focus on properties in the City's urban core. The demolished building's footprint will have the area backfilled with acceptable material and the top-most layer (about 10 cm) will be topsoil and/or organic matter. The area will then be seeded with a grass mix also used by the Department of Transportation, which does not require as much maintenance and attention and is used along roads and highways in the province. The work will be conducted by the contractor engaged for demolition of the building (as part of the demolition requirements) and will happen immediately following the building's removal. As the Government of New Brunswicic has advised staff that the cost of topsoil and grass seed will not be reimbursed, the cost of the treatment will be separated from the demolition costs for the purposes of invoicing. However, the total bill will be sent to the owner, and should the owner refuse to pay, only the cost of demolition will be sent to the Province for reimbursement. The cost of topsoil and grass seed will be borne by the City. It is estimated that a typical lot of 780 sq yds will cost $2,000-$3,000 should the entire lot require the topsoil and seeding treatment. Costs will be kept lower by only treating the demolished building's area with topsoil and grass seed. After a lot has been treated, staff will monitor the property for a period of 6-9 months, depending on when the property was treated (early or late in the growing season). Staff will be looking for: • Grass growing in at least 70 % of the treated area. This will be monitored during the growing season, 9 M&C 2013-069 -3 - April 9,2013 • That the lot is not used for illegal dumping, including garbage, derelict vehicles and other items that would be considered unsightly, • If the lot is being maintained by the neighbourhood and not being used for parking vehicles, equipment, machinery or other such items, and • The actual costs of the program as well as any challenges or opportunities encountered. These observations will be presented in a report to Council so that future budget decisions on a possible permanent program can be made. RECOMMENDATION Your City Manager recommends that Common Council direct staff to proceed with a pilot program where a demolition site has topsoil and grass seed added after a City demolition under the Saint .Tohn Unsightly P�emises and Dangerous Buildings and Structures By-law as detailed in this report—M & C 2013-069. Respectfully submitted, Pamela Bentley, P.Eng. Technical Services Engineer Growth and Development Services Amy Poffenroth, P.Eng., MBA Acting Commissioner and Building Inspectar Growth and Development Services Patrick Woods, CGA City Manager 10 REPORT TO COMMON COUNCIL M&C 2013-65 ;�- � s'� ° �, r s. April 9, 2013 ;� ��,� ��,_� <�� _ -�. 4 ,,,,�� His Worship Mel Norton And Members of Common Council The Cit�•of Saint (oltn Your Worship and Councillors: SUBJECT Nick Nicolle Community Centre Revitalization— Project Update BACKGROUND Construction of Phase 1 of the Nick Nicolle Community Centre Revitalization commenced in October of 2012. The first phase of this four (4) phase project includes: an addition on the east side of the building, which will become the new lobby area; the installation of a new elevator; the construction of a new stairwell at the south end of the building; and the installation of a new ramp, which will provide barrier-free access to the entire second floor area. The Contractor completing this work on behalf of the City of Saint John is John Flood &Sons (1961) Ltd. Concurrent to the construction of Phase 1, the design of Phase 2 is well into development. This second phase of the project will include upgrades to the life safety, mechanical, electrical, and interior finish systems, including some modifications to the existing space plan. The Consultant completing the design on behalf of the City of Saint John is EXP Architects Inc. ANALYSIS Progress of Construction In general, progress of construction as of the date of this report includes: ■ Installation of hoarding and site protection; ■ Demolition of the interior stairs; ■ Removal of interior flooring; ■ Demolition of the exterior walls in the area of the new addition; ■ Installation of a new stormwater drainage system; ■ Excavation, construction, and backfilling of new footings and foundation walls for the addition, stairwell, and elevator; ■ Construction of a new elevator shaft; ■ Partial fabrication and finishing of inetal cladding; ■ Fabrication of new roof curbs; and ■ Partial erection of new glulam structural columns and beams. 11 Report to Common Council Page 2 of 3 Nick Nicolle Community Centre Revitalization - Project Update Unforeseen ComplicationsArising During Construction Two (2) relevant unforeseen complications have unveiled themselves during the progress of construction as follows: ■ Upon demolition of the exterior walls it was determined that most of the existing concealed glulam columns that were to be reused were rotted from exposure to moisture over time. These columns were not suitable for reuse,thus, new columns had to be designed and fabricated to replace them; and ■ Excavation for the foundation systems uncovered environmental contamination onsite (hydrocarbons), from a fire that occurred at some point in the past, as well as a minor amount of furnace oil. The proper removal and disposal of the contaminated soil was completed and three monitoring wells must be installed at the request of the New Brunswick Department of Environment to achieve closure of the site. Other minor complications and inconveniences during construction have included: frequent security alarm activations after hours; pipes freezing at the street resulting in no water to the building; encountering rock at a more shallow level than anticipated; and issues with the existing heating system in the building resulting in the need for the supply of temporary heat. Construction Schedule The original schedule provided for substantial completion of construction at the end of March 2013. Complications described have contributed to approximately two (2) months in delays due to lab testing and removal/disposal of contaminated soils; consultation with the New Brunswick Department of Environment with respect to the requirements for site closure; and additional design and fabrication for glulam columns. Both the foundation systems and glulam structure are on the critical path of the construction schedule. Given the delays described above, substantial completion of construction is now expected at the end of June 2013. At this time, no further delays are expected. All significant equipment and building components have been ordered and/or fabricated. FINANCIAL CONSIDERATIONS The construction budget for Phase 1 of the Nick Nicolle Community Centre Revitalization approved by Common Council is $912,355.00 plus HST. In addition to this base budget, a contingency allowance in the amount of $140,000 was approved. To date, $170,404.98 (excluding HST) has been approved for payment to John Flood &Sons (1961) Ltd. Authorized change orders to date include: ■ Additional glulam columns= $3,452.00 ■ Concrete and compaction testing services $6,485.89 ■ Removal and disposal of contaminated soil = $20,000 (estimate—awaiting final costs) ■ Installation of three (3) monitoring wells, record of site condition, and site closure report= $12,500 ■ Modification of sprinkler room and lighting=$5,000 (estimate—awaiting final costs) 12 Report to Common Council Page 3 of 3 Nick Nicolle Community Centre Revitalization - Project Update Total Authorized Change Orders.............................................................................................................................$47,437.89 Proposed or anticipated change orders that have not yet been authorized include: ■ Concrete and compaction testing services=$2,000 ■ Temporary heating= $1,500 TotalProposed Change Orders.................................................................................................................................$3,500.00 The total authorized and proposed change orders amounts to $50,937.89 (excluding HST), which accounts for approximately 40% of the approved contingency allowance (accounting for the HST). Although there may be additional minor change orders that are not listed above, no changes with significant financial implications are foreseen at this time. As such, it is not expected that the full amount of the contingency allowance will be expended. RECOMMENDATION Your City Manager recommends that Common Council: 1) Receive and file this report (M&C 2013-65). Trevor Gamblin, M.Sc.E, P.Eng. Manager, Facility Management Cathy Graham, CGA Acting Commissioner, Finance and Administrative Services Patrick Woods, CGA City Manager 13 REPORT TO COMMON C � UNCIL M&C 2013-70 .� � �� , r�; April 9, 2013 ; r ��. � � � s, � .�... � His Worship Mel Norton And Members of Common Council The Cit��of Saint �ohn Your Worship and Councillors: SUBJECT Mispec Park—Demolition of Canteen Building and Shed ANALYSIS In a report submitted to Common Council at the meeting held on December 17`h, 2012 (M&C 2012-295), staff provided a description of the physical assets currently in place at Mispec Park, which include a canteen building and shed. As mentioned in the report, these assets have -, ' ��_�� exceeded their expected useful life (EUL) and are in poor � condition. In fact, reports prepared as far back as 1997 - '� indicate a similar observation. � Since 2005, approximately $50,000 has been spent on - _ repairs to the canteen, which has mostly been on a reactive basis. The buildings were not utilized in 2012. Based on a recent site assessment completed by staff of the Facility Management Division, it is estimated that approximately $12,000 in repairs are currently necessary just to make the building safe and suitable for use on a short term basis (i.e. likely one season). In their current state, the canteen building and shed are a liability to the City of Saint John, and spending further money on repairs would not be an effective use of valuable maintenance dollars. Alternative options for providing washroom facilities and possibly food/snack service for the 2013 and future seasons are currently being pursued by members of Common Council and staff. In the interim, it is recommended that the canteen building and shed be demolished. FINANCIAL CONSIDERATIONS With the shoreline remediation and protection project set to begin on April 22nd, 2013, it would be cost effective to have the contractor complete the demolition of the canteen building and shed while they are on-site. As such, staff of the Facility Management Division requested a quotation from Galbraith Construction Ltd. to demolish and properly dispose of both the canteen building and shed. 14 Report to Common Council Page 2 of 2 Mispec Park- Demolition of Canteen Building and Shed On April 9t", 2013, Galbraith Construction Ltd. provided a lump sum quotation to demolish and dispose of both structures for a total cost of $4,915.50 (including HST). This quotation is conditional upon work being authorized prior to the start of the shoreline remediation and protection project. It is important to note that this was not part of the original tender, nor eligible for reimbursement under the Disaster Financial Assistance Program (DFAP) of the New Brunswick Department of Public Safety(NBDPS). For the information of Common Council, similar buildings demolished in recent years by the City of Saint John have cost upwards of$10,000 to $15,000. If Common Council approves the recommendation, the City of Saint John could benefit a cost savings of$5,000 to $10,000 as compared to procuring this work at a future date. The Facility Management Division has included $5,000 for Mispec Park in the 2013 Operating Budget, which will cover the cost to have the canteen building and shed demolished. INPUT FROM OTHER SOURCES Representatives from Materials Management, Finance, and Parks & City Landscape reviewed this report and are satisfied with the recommendation as they pertain to their respective areas of service. RECOMMENDATION Your City Manager recommends that Common Council: 1) Authorize the demolition of the canteen building and shed at Mispec Park; and 2) Award the work associated with the demolition and disposal of the canteen building and shed at Mispec Park to Galbraith Construction Ltd. for the quoted price of $4,915.50 (including HST) to be completed in conjunction with the shoreline remediation and protection project. Trevor Gamblin, M.Sc.E, P.Eng. Manager, Facility Management Cathy Graham, CGA Acting Commissioner, Finance and Administrative Services Patrick Woods, CGA City Manager 15 �� '� REPOI�'�' TO COIVIIVION COUNCIL M & C—2013-68 '-��" � ;o:� � April 12, 2013 o,a,r` � � �,� h City of saint John His Worship Mayor Mel Norton and Members of Common Council Your Worship and Members of Council: SUBJECT: Amendment to Conditions for Offers of Purchase and Sale Portions of Civic #40 and #42 Loch Lomond Road SACKGROUND: Common Council at its meeting dated February 25, 2013 (M&C 2013-27) adopted a resolution to acquire two narrow parcels of land; one from civic #40 and the other from civic #42 Loch Lomond Road. In addition, two narrow temporary construction easeinents on the same two properties are required. The reason for these acquisitions is to support the street reconstruction of this portion of Loch Lomond Road. This street work is to be done in conjunction with the Provincial street work at the intersection of Loch Lomond Road and Bayside Drive involving the connection with the One Mile Interchange. ANALYSIS: Subsequent to the above, title to the property at civic#40 Loch Lomond Road was transfen•ed to 640108 N.B. Ltd. Both numbered coinpanies have the same principle. This will require an amendment to the Offer of Purchase and Sale as per attached. In addition, the Closing date set out in the original document was to be on or before May 30, 2013. Due to scheduling with tl�e Planning Advisory Cominittee for its consideration of the recommendation to Council regarding the street vesting, it is necessary to postpone the Closing date to the end of June 2013. If Council is in agreement, the following recommendation will facilitate amendments to the Offers of Purchase and Sale for both civic #40 and #42 Loch Lomond Road. 16 M&C-2013-68 -2 - April 12,2013 RECOMMENDATION: 1. That Common Council resolution of February 25, 2013 be amended by deleting reference to 516111 N.B. Ltd. at paragraphs 1 a) and 1 b) in the Offers of Purchase and Sale and replacing it with "640108 N.B. Ltd." And further that both Offers of Purchase and Sale referred to in the February 25, 2013 resolution of Common Council be amended to reflect a closing date of June 30, 2013. 2. That the Mayor and Common Clerk be authorized to execute the necessary documents. Respectfully submitted, ��! _ ��. �� .�!�� _ , � --�--- ' eg Yeoman' Commissioner of Finance and Administrative Services i!��i��N�� J. Patrick Woods, C.G.A. City Manager Attachments CL/c 17 Civic No . 40 and 42 Loch Lomond Road Property Acquisitions 21 24 15 Bi '15 �79 ' g 20 4,1 73 �� ` � 73 ��'a11;��' 18 � 6 7�9 ��• 1� a U �� e� gp 82 c � 53 37 • T8 ' iP 33 76 � � � �� 51 7d � m 47 d9 � � 8� 6B � '�Q, $d � 37 39 � 60 2 2 d'gd' �,tir`-°� a� 15 `�. � � � -- _-��. _;� � ' , _ ; - _ .� � _+- - �a�� r A�, a�" � �� 2 "O rAy ^�� 11 �� 10 � �pv- '�11�� '�'�' 13 �y � �a� 20 � dy �Z � z2 19 � 2 -0' a'� 230 �SO m ��j 26 �. 14 '� " d°r� �/� � � . � . , ! � 23 � Copyright 2011 The City of Saint John.All rights reserved.Tue Apr 9 2013 09:32:44 AM. Offer of Purchase and Sale Portion of 40 Loch Lomond Road, Saint John, New Brunswick Re: Acquisition by the City from the Owner of a portion of property identified by PID #316125 (the "Land"). City: The City of Saint John 15 Market Square PO Box 1971 Saint John, NB E2L 4L1 Owner: 640108 N.B. Ltd. 40 Loch Lomond Road Saint John, NB E2J 1X5 In consideration of the sum of$1.224.00, plus HST, if applicable, the City shall purchase from the Owner and the Owner shall sell to the City the 18.83 m2 ± portion of the Lands designated "ROW Acquisition" on the sketch (Project No. 0094-378.1 Dwg. No. 1-1) attached hereto as Schedule "A" and in consideration of the sum of $883.00, plus HST, if applicable, the Owner shall enter into a "Temporary Working Room Contract" over 13.59 m2 ± portion of the Lands designated "Temporary Construction Easement" on Schedule "A" in substantially the same form and content as set out in Schedule "B". As part of this transaction,the City shall: 1) at its cost, obtain and record a subdivision plan for conveyance purposes; and 2) pay all Registry/Land Titles Office and administration fees; 3) make application on behalf of the Owner to the Planning Advisory Committee (PAC) for any variances which may or may not be required in order to sever the subject parcel from the parent lot; and 4) pay a contribution of$500.00 plus HST(if applicable) to the legal fees incurred by the Owner to complete this transaction; and the Owner shall: a) sign all documentation required to efFect the transfer of title in the Lands to the City; and b) pay all real property taxes levied against the Lands to be acquired by the City; c} provide a Partial Discharge frorn the mortgage held by Business Development Bank of Canada for the portion of the Lands to be acquired by the City; and 19 d) and further the Owner hereby appoints the City as its representative to make any and all necessary applications to PAC. The Closing shall take place on or before June 30, 2013. There is no agreement between the City and the Owner until such time as the Common Council of The City of Saint John adopts a resolution to acquire the Lands. � � �/��1��.�� , a duly authorized representative of 640108 N.B. Ltd., hereby make the offer containe ein. , �� .� ignatur Date 20 o eyd.� � SC��E�U�� " » � � � � � ROW ACaUISITION=18.83 m2 � LOCH LOMOND ROAD TEMPORARY CONSTRUCTION EASEMENT=13.59 m2 z TOTAI=32.42 m2 0 °m EXISTING PROPERTY LINE BACK OF EXISTING SIDEWALK r. d b _ _ 0.406m I 0.3m • 0.425m � PROPOSED PROPERTY LINE TEMPORARY CONSTRUCTION EASEMENT I 3 � I � I � � PCIOV C ##40 � O � U � Z �EXISTING PROPERTY IINE � � Q I W L1J J FOR INFOF�MATION ONLY �,,.� en Servioea 1�. P�o�ea r�ie rna: e�- Rv�ea no. t:+�.aoe.e�e.emm�t*�.�we.eae.eozs LOCH LOMOND ROAD OSE 0094-378.1 B02RothesryAvenue, ;:� (RUSSELL STREET TO ��n,NBE2H2H1 f• eXp WESTMORLAND ROAD) PROPERTY o�'o.stenderds owp.No. �� WATER, SANITARYAND STORM CIVIC#40 �a'� �-� SEWER MAIN RENEWA� oedpneeey: vwp.ossip� Re..No. AND ROAD CONSTRUCTION ACM cke.a�- a sulnn�m-G�ml�oMnwMexr�w[nw�iMeuernNl�Rlr*w+nW�Tt�n[�Jl,srIJNMiIm oMeMS�naOo Ai1 SCHEDULE ��,..._" PID#316125 File#3004(A) TEMPORARY WORKING ROOM CONTRACT THIS AGREEMENT made this�day of ��'�,L , 201� BETWEEN: 640108 N.B. LTD. 40 Loch Lomond Road Saint John, New Brunswick E2J 1X5 (the "Owner") of the first part - and— THE CITY OF SAINT JOHN � P.O. Box 1971 Saint John, New Brunswick E2L 4L1 (the "City") of the second part WHEREAS: (A) The Owner is the registered owner of lands situate in the Province of New Brunswick being PID #316125 known by civic address 40 Loch Lomond Road, in the City of Saint John, in the County of Saint 1ohn, hereinafter known as the "Lands". (B) The City requires rights over and across that portion of the Lands designated "Temporary Construction Easement" on the sketch (Project No. 0094-378.1) Dwg. No. 1-1 attached hereto as Schedule "A" for the purposes of ingress, egress antl regress with rnen, materials and equipment during the proposed widening of Loch Lomond Road. (C) The Owner has agreed to give the City such further rights in the manner as hereinafter set forth. IN CONSIDERATION OF THE MUTUAL PROMISES CONTAINED IN THIS AGREEMENT, THE PARTIES AGREE AS FOLLOWS: 1. The Owner, representing and warranting that it is the sole and absolute owner of the Lands, in consideration of the sum of Eight Hundred Eighty-Three Dollars ($883.00} of lawful money of Canada, now paid by the City to the Owner, by cash, cheque or bank draft, the receipt and 22 Page � 2 sufficiency of which is hereby acknowledged by the Owner, hereby authorizes the City, by its servants, agents, employees, contractors and subcontractors to have the privileges as set out herein. 2. The City shall have the privilege at any time and from time to time during the term of this Agreement to enter upon, use and occupy that portion of the Lands shown as Temporary Construction Easement on Schedule "A" (the "Working Area") which is imrnediately adjacent and abutting the Lands shown on Schedule "A" as ROW Acquisition for ingress, egress and regress with men, machinery and equipment for any purpose incidental to or in conjunction with the widening of Loch Lomond Road. 3. Without limiting the generality of the foregoing, the City shall have the privilege to remove any object in or on the Working Area interfering with the City's free and full enjoyment of the privileges hereby authorized and further including the movement of vehicles, machinery and equipment of all kinds on or over the Working Area. 4. The term of this Agreement shall be for a period commencing on the date of this Agreement and ending at 11:59 p.m. local time, December 31, 2013. 5. As soon as reasonably practical after completion of the widening of Loch Lomond Road, the City at its own expense will remove construction debris from the Working Area and shall re-instate the Lands. The timing of the re-instatement shail be at the discretion of the City. It is understood that the street widening will take place in the latter part of 2013; the parties agree that, notwithstanding the termination of the Agreement on December 31, 2013, the City may, at its election, delay any re-instatement until spring, 2014, in any event prior to June 30, 2014. 6. All notices to be given pursuant to this Agreement shall be by registered letter or couriered letter to the following addresses, or such other addresses as the parties may respectively from time to time designate in writing, and any such notice shall be deemed to have been given to and received by the addressee five (5) days after the mailing thereof, postage prepaid and registered: Owner: 640108 N.B. Ltd. Address: 40 Loch Lomond Road, Saint John, NB, E2J 1X5 City: The City of Saint John Attention: The Common Clerk Address: P.O. Box 1971, Saint John, NB, E2L 4L1 7. The Owner agrees to notify any potential purchasers of the Lands of the existence of this Agreement and agrees to notify the City in writing forthwith upon any conveyance, sale or other transfer of any interest in all or part of the Lands and provide the name(s) and address{es) of the new owner(s). 8, The Owner agrees to notify any tenant(s) and/or licensee(s) of the Working Area of this Agreement and will ensure that any such tenant(s) and/or licensee(s) shall not interfere with the privileges herein. 23 Page � 3 IN WITNESS WHEREOF the party of the first part has hereunto affixed its corporate seal attested to by the hand of its proper officer in that behalf and the party of the second part has hereunto affixed its common seal attested to by the hands of its proper officers in that behalf. SIGNED, SEALED ND DELIVERED } 640108 N.B. LTD. in the pre ce of� ) ) , l / ;� ) � ) Per: _ .. Witne . � ) ) � THE CITY OF SAINT JOHN ) ) Per: ) Mayor ) ) Per: ) Common Clerk ) ) Common Council Resolution: � , 201_ 24 a � � " Y.f �� k7 � �C�I��7�.�:, ,e..,�„a..�...._ � � g ROW ACaUISITION=18.83 m2 � LOCH LOMOND ROAD TEMPORARYCONSTRUCTIONEASEMENT=13.59m2 _ TOTAL=32.42 m2 0 m EXISTING PROPERTY LINE BACK OF EXISTING SIDEWALK r d S — — 0.406m I 0.3m • 0.425m � PROPOSED PROPERTY LINE TEMPORARY CONSTRUCTION EASEMENT I � � I � ' PROPERTY � ? CIVIC #40 O � ~ U � Z �EXlSTING PROPERTY LINE � � Q � W W J FOR INFOF�MATION ONLY lltQ SafVIOE!If1C. PrvJect Tltle .Tltla: E1•. Pro►ea roo. e,i.soe.ete.eo�o�r.++.soe.ess.eozs �OCH LOMOND ROAD aSE 0094-378.1 B02Ro1heseyAvenue, ��* (RUSSELL STREET TO 3elr�t Jahn,NB E2H 2H1 �1• eX p Dwo.3tenderd� Dwp.Ho. ��o� � WESTMORLAND ROAD) PROPERTY �� WATER, SANITARYAND STORM CIVIC#40 �-t SEWER MAIN RENEWAI. o,.�o„eeey: p..y.�.Np� Re...no. AND ROAD CONSTRUCTION ACM 01`d�� o eutc�roe•t,utm�aHnan�r[xr viEnm�nmim+c�-m�w�ucnl��usrurwiim ...s..��pp ao�: Offer of Purchase and Sale Portion of 42 Loch Lomond Road, Saint John, New Brunswick Re: Acquisition by the City from the Owner of a portion of property identified by PID #55163422 (the "Land"). City: The City of Saint John 15 Market Square PO Box 1971 Saint John, NB E2L 4L1 Owner: 516111 N.B. Ltd. 40 Loch Lomond Road Saint John, NB E2J 1X5 In consideration of the sum of $869.00, plus HST, if applicable, the City shall purchase from the Owner and the Owner shall sell to the City the 13.37 mz ± portion of the Lands designated "ROW Acquisition" on the sketch (Project No. 0094-378.1) Dwg. No. 1-2 attached hereto as Schedule "A" and in consideration of the sum of $455.00, plus HST, if applicable, the Owner shall enter into a "Temporary Working Room Contract" over 7.0 m2 ± portion of the Lands designated Temporary Construction „ Easement" on Schedule "A" in substantially the same form and content as set out in Schedule "B". As part of this transaction,the City shall: 1) at its cost, obtain and record a subdivision plan for conveyance purposes; and 2) pay all Registry/Land Titles Office and administration fees; 3) make application on behalf of the Owner to the Planning Advisory Committee (PAC) for any variances which may or may not be required in order to sever the subject parcel from the parent lot; and 4) pay a contribution of $500.00 plus HST (if applicable) to the legal fees incurred by the Owner to complete this transaction; and the Owner shall: a) sign all documentation required to effect the transfer of title in the Lands to the City; and b) pay all real property taxes levied against the Lands to be acquired by the City; c) provide a Partial Discharge from the mortgage held by Bayview Credit Union Limited for the portion of the Lands to be acquired by the City; and 26 d) and further the Owner hereby appoints the City as its representative to make any and all necessary applications to PAC. The Closing shall take place on or before lune 30, 2013. There is no agreement between the City and the Owner until such time as the Common Council of The City of Saint John adopts a resolution to acquire the Lands. � ��2i ��1y,,��,a duly authorized representative of 516111 N.B. Ltd., hereby make the offer cont � erein. ��'G ��`.�� Sign Date / t�' 27 0 � LOCH LOMOND ROAD 5�� « -� » � � � PROPOSED PROPERTY LINE EXISTING PROPERTY LINE � 0.425m� � — — — — 3 - . -- PROPOSED TRAFFIC SIGNAL POLE BASE � g' 0.3m � � � I o BACK OF EXISTING SIDEWALK �� o ROW ACQUSITION=18.2 m2 0 1 � TEMPORARY CONSTRUCTION � � EASEMENT=5.8 m2 A N � TOTAL=24.0 m2 1 I 1 I o PROPERTY � oNO� CIVIC#42 � � � RI � � � � � > O � � � � ' �EXISTING PROPERTY LINE Z � � p i � � � � 7a , m m , � INF 6NLY-- — — — — — — -� m�a u�� BX�1 S8NIC03 II'IC. PmJed TiUe .TTtle: wn By: PIOJB�t Np. `:+�.5°e.g°e.e°Z°�t+i.s�s.e.�.e°'� .� LOCH LOMOND ROAD 0094-378.1 so2ROmeeaynveoue, �..• OSE SaintJahn,NBE2H2H1 '�� (RUSSELLSTREETTO CANADA e X � WESTMORLAND ROAD) PROPERTY °"'9.sm�ae"°e °"9."°. ,�,...,�.�„ WATER, SANITARYAND STORM CIVIC#42 �`d�BY 1-2 SEWER MAIN RENEWAL Deslpned8y: Dwg.DeNgn R�,.rb. AND ROAD CONSTRUCTION ACM Ckd.By a eutnMOe�ewmH�e�na�vc�xr�v�Errw�iHOUStn��mr�usrnucrur��susruw�eartv �9svloe�lncOc 2012 SC�IEDUI.E �6 .�„ PID#55163422 File#3004(A) TEMPORARY WORKING ROOM CONTRACT THIS AGREEMENT made this�day of_ �� L 201� BETWEEN: 516111 N.B. LTD. 40 Loch Lomond Road Saint John, New Brunswick E2J 1X5 (the "Owner") of the first part - and — THE CITY OF SAINT JOHN P.O. Box 1971 Saint John, New Brunswick E2L 4L1 • (the "City") of the second part WHEREAS: (A) The Owner is the registered owner of lands situate in the Province of New Brunswick being PID #55163422 known by civic address 42 Loch Lomond Road, in the City of Saint John, in the County of Saint John, hereinafter known as the "Lands". (B} The City requires rights over and across that portion of the Lands designated "Temporary Construction Easement" on the sketch (Project No. 0094-378.1) Dwg. No. 1-2 attached hereto as Schedule "A" for the purposes of ingress, egress and regress with men, materials and equipment during the proposed widening of Loch Lomond Road. (C) The Owner has agreed to give the City such further rights in the manner as hereinafter set forth. IN CONSIDERATION OF THE MUTUAL PROMiSES CONTAINED IN THIS AGREEMENT, THE PARTIES AGREE AS FOLLOWS: 1. The Owner, representing and warranting that it is the sole and absolute owner of the Lands, in consideration of the sum of Three Hundred Seventy-Seven Dollars($377.00) of lawful money of Canada, now paid by the City to the Owner, by cash, cheque or bank draft, the receipt and sufficiency of which is hereby acknowledged by the Owner, hereby authorizes the City, by its servants, agents, employees, contractors and subcontractors to have the privileges as set out herein. 29 Page � 2 2. The City shall have the privilege at any time and from time to time during the term of this Agreement to enter upon, use and occupy that portion of the Lands shown as Temporary Construction Easement on Schedule "A" (the "Working Area") which is immediately adjacent and abutting the Lands shown on Schedule "A" as ROW Acquisition for ingress, egress and regress with men, machinery and equipment for any purpose incidental to or in conjunction with the widening of Loch Lomond Road. 3. Without limiting the generality of the foregoing, the City shall have the privilege to remove any object in or on the Working Area interfering with the City's free and full enjoyment of the privi�eges hereby authorized and further including the movement of vehicles, machinery and equipment of all kinds on or over the Working Area. 4. The term of this Agreement shall be for a period commencing on the date of this Agreement and ending at 11:59 p.m. local time, December 31, 2013. 5. As soon as reasonably practical after completion of the widening of Loch Lomond Road, the City at its own expense will remove construction debris from the Working Area and shall re-instate the Lands. The timing of the re-instatement shall be at the discretion of the City. It is understood that the street widening will take place in the latter part of 2013; the parties agree that, notwithstanding the termination of the Agreement on December 31, 2013, the City may, at its election, delay any re-instatement until spring, 2014, in any event prior to June 30, 2014. 6. All notices to be given pursuant to this Agreement shall be by registered letter or couriered letter to the following addresses, or such other addresses as the parties may respectively from time to time designate in writing, and any such notice shall be deemed to have been given to and received by the addressee five (5) days after the mailing thereof, postage prepaid and registered: Owner: 516111 N.B. Ltd. Address: 40 Loch Lomond Road,Saint John, NB, E2J 1X5 City: The City of Saint John Attention: The Common Clerk Address: P.O. Box 1971, Saint John, NB, E2L 4L1 7. The Owner agrees to notify any potential purchasers of the Lands of the existence of this Agreement and agrees to notify the City in writing forthwith upon any conveyance, sale or other transfer of any interest in all or part of the Lands and provide the name(s)and address(es) of the new owner(s). 8. The Owner agrees to notify any tenant(s) and/or licensee(s) of the Working Area of this Agreement and will ensure that any such tenant(s) and/or licensee(s) shall not interfere with the privileges herein. 30 Page � 3 IN WITNESS WHEREOF the party of the first part has hereunto affixed its corporate seal attested to by the hand of its proper officer in that behalf and the party of the second part has hereunto affixed its common seal attested to by the hands of its proper officers in that behalf. SIGNED, SEALED AND DELIVERED ) 516111 N.B. LTD in the prese e of: ) �� ) ) ) Per: Witn . } ) ) � ) THE CITY OF SAINT JOHN ) ) Per: ) Mayor ) ) Per: ) Common Clerk ) ) Common Council Resolution: ) , 201 31 O � LOCH LOMOND ROAD � �� « ��rr � � PROPOSED PROPERTY LINE EXISTING PROPERTY LINE � 0.425m F �g - - — - PROPOSED TRAFFIC SIGNAL POLE BASE � 'g 0.3m � � `�z I I o �BACK OF EXISTING SIDEWALK � o ROW ACQUSITION=18.2 m2 � EASEMENRY 5 8 mZTRUCTION �� TOTAL=24.0 m2 1 I 1 1 �,,o PROPERTY � N� CIVIC#42 � < i � � � � � � � > O � � � � � � EXISTING PROPERTY LINE Z � � � � .N. I (n 1 � � � , m � � INF Qf�7LY- - - - - - - � Thls diawi is nat to be scaled BEp S9NiC65 If1C. projeclTitle .TNe: wn By: Project No. t:+1.508.846.8020�t�1.506.846.8025 � LOCH LOMOND ROAD 0094-378.1 602 RothesayAvenue, �� (RUSSELL STREET TO osE Saint John,NB E2H 2H1 1• Dwg.S1erWerds Dvg.No. CANADA WESTMORLAND ROAD) PROPERTY 1_2 ,„,,,,..N,.�,,,, � WATER,SANITARYAND STORM CIVIC�$42 �a.sy: SEWER MAIN RENEWAL o�ooeo eY o�.ro.oaai9� a�,.r�. AND ROAD CONSTRUCTION ACM G1cd BY o BUlDN0.9�FMfM 6 ETMRONMEHT�ENE0.UY�INDU3Ri W.�INFWl9TfiUCNRE�9UHfAIM�81lJTY .+w sernms in�.C sotz �1 � X,__ .e. , � The City of Saint)ohn Mayor Mel Norton Mayor's Office Bureau du maire PROCLAMATION WHEREAS: The Canadian Coalition for Immunization Awareness & Promotion, composed of: Association of Medical Microbiology and Infectious Disease Canada Canadian Association of Chain Drug Stores Canadian Center for Vaccinology Canadian Diabetes Association Canadian Gerontological Nursing Association Canadian Institute of Child Health Canadian Lung Association Canadian Medical Association Canadian Nurses Association Canadian Nursing Coalition for Immunization Canadian Paediatric Society Canadian Pharmacists Association Canadian Public Health Association College of Family Physicians of Canada Community and Hospital Infection Control Association Council of Chief Medical Officers of Canada Heart and Stroke Foundation of Canada Meningitis Research Foundation of Canada Polio Canada Society of Obstetricians and Gynaecologists of Canada Victorian Order of Nurses Public Health Agency of Canada First Nations and Inuit Health Branch - Health Canada has identified immunization in Canada as an important public health measure for all Canadians; and WHEREAS: Parents and health care providers in every community have a responsibility to ensure that children are immunized on time and receive the full schedule of vaccinations required to protect them from serious diseases; and WHEREAS: A week profiling the importance of immunization in Canada would increase public aw•areness that many diseases are effectively and safely controlled by /!' �_., -- _ --- -- ----- - --_ — - SAINT JOHN P.O.Box 1971 Saint John, NB Canada E2L��I ww�vsaintjohn.ca I C.P. 1971 Saint John,N.-B. Canada E2L 4L1 �—� immunization, thereby reducing the burden of illness in our communities; and WHEREAS: Immunization is considered to be the most cost- beneficial health intervention and one of the few that systematically demonstrates far more benefits than costs; and WHEREAS: Canada is joining other countries in North, Central and South America to encourage childhood immunization around World Immunization Week, sponsored by the Pan American Health Organization, NOW THEREFORE: I, Mayor Mel Norton,��' ��of Saint John do hereby proclaim the week of April 20-27, 2013 as Immunization Awareness Week in the City of Saint John. In witness whereof I have set my hand and af�xed the official seal of the Mayor of the City of Saint John. 34 T e Procu rement Process or Pu ic Ten er a s an Re uest or Pro osa s q p . . . . . . . . . . . - • . . . . . . . /,r-_.� IN � R � � I IV 36 _ PR�CIJ REM ENT LAV11� TRA� E � A� REEM ENT� AN D P� LI � I ES ► Procurement in New Brunswick is subject to a hierarchy of: ➢ TRADE AGREEMENTS ➢ Agreement on Internal Trade (Goods &Services > $100K & Construction > $250K) ➢ Quebec-NB Trade Agreement (Goods, Services and Construction > $100K) ➢ Atlantic Procurement Agreement (Goods > $25K, Services>$50K, Construction > $100K) ➢ LEGISLATION ➢ Public Purchasing Act & Regulation 94-157 of the Province of New Brunswick ➢ Crown Construction Act ➢ POLICY ➢ City of Saint John's Policy for the Procurement of Goods, Services and Construction The City of Saint John is subject to the above legal obligations. 37 _ PlJ � LI � PlJ RCHA� I N � A�T � RE� U LATI � N � 4 - 1 � 7 This Act and Regulation covers the procurement of Goods and Services by the Province and public funded bodies including Municipalities. It defines: ➢ the tendering process; ➢ responsibilities of those responsible for procurement; ➢ defines circumstances and services which are exempted from the application of the act and regulations. Exemptions include: f Engineers �-� Land Surveyors � Medical Practitioners �= Architects � Barristers and solicitors 38 _ � ITY OF �AINT JOHN PROCIJRMENT P� LICY ► The City' s Policy expands on the requirements of the Trade Agreements and Province of NB Purchasing Act by detailing : ➢ Spending Authorities for Staff ➢ Bidding Processes ➢ Contract Administration 39 _ ■ ■ � er� i � a u ic � n er u � e . ► When the expenditure is in excess of: • $ 25 , 000 for Goods • $ 50 , 000 for Services • $ 100 , 000 for Construction ► When requirements can be adequately defined to allow fior evaluation against clearly stated specifications . ► When the award is made on the basis of lowest compliant bid . 40 _ ■ u ic en er roce � � ► Tender documents are prepared and include detailed specifications, drawings and contract terms. ► Tenders are publicly advertised on NBON. ► Tenders are opened publicly and reviewed by the "Tender Opening Committee" for completeness and compliance with the tender requirements. ► Bid prices of compliant tenders are read aloud and then referred to staff for additional review. ► Incomplete tenders are rejected and returned to the submitting bidders immediately following the meeting. ► Recommendation for award is prepared. 41 _ . � W ni nRFP . e s a use ➢ When the City has defined an objective, need or problem and requests respondents to propose the best method for accomplishing it; ➢ When specifications of the project cannot be clearly defined . ➢ When the skills, expertise, or technical capability of the respondents will be evaluated ; ➢ When price is not the primary consideration ; or ➢ When staff require the opportunity to ask respondents to clarify their proposals by issuing questions or through an interview process ; If the project fits any of these situations, then an RFP is the procurement tool to utilize. 42 _ e ro � � � � ► RFP's are publicly advertised on NBON. ► After closing, copies of proposal submissions are distributed to an established evaluation committee consisting of staff with procurement knowledge and staff who understand the project. ► The proposal submissions are independently scored by each committee member against established criteria. ► The committee meet, discuss each proposal and come to a consensus of total scoring. ► Financial Proposals are opened and once a score is assigned, it is added to the technical score to obtain an overall total score. ► If additional information is required to obtain a final consensus, the committee may choose to: � provide written questions to respondents for clarification of their proposals � interview all respondents or a shortlist of respondents. ► Recommendation for award. 43 _ R r Pr RFP e ue � t � � o � � � ► Standard Criteria consists of: � (i) Quality and Completeness � (ii) Company Experience � (iii) Experience of Employees / Sub-Contractors � (iv) Methodology / Approach � (v) Val ue Added � (vi) Cost 44 _ Wh it i � n �t � n �� ted ra�ti �e v p � to di � cl � � � � id ric� � �f ar� RFP p ► Proposals received may vary greatly with respect to: � levels of expertise or qualifications � levels of effort (man hours) � Approach to completing the work ► Standard practice in the procurement industry is to disclose only the total price of the successful proponent. ► Unsuccessful proponents may request a proposal debreifing where information is given in the form of general statements as to their strengths and weaknesses for each criteria and in relation to the successful proponent. 45 _ �rofe � � ional �� rvi �e � / � ire�t En a er� ent g g Notwithstanding the noted exemptions in the New Brunswick Pu,blic Purchasinq Act, the engagement of Professional Services , including but not limited to architects , engineers , surveyors , designers, planners , and solicitors , will be undertaken in a fair, open , and equitable fashion utilizing the method outlined in section 5 . 8 (Professional Services) of the City's Procurement Po I i cy. ► Service providers are selected on the basis of their ability to provide the specific professional service required . 46 _ P r i r� r� i o e � � o a e � e � The following standard is in accordance with the estimated cost of Professional Services: Estimated Cost Process Approval Level Up to $15,000 Based on ability and experience Division Manager $15,000-25,000 Based on ability and experience Department Head Written Submissions by Invited Bids $25,000-50,000 City Manager (Minimum of 3 where possible) $50,000-$75,000 Advertised Public Call for Proposals City Manager $75,000 and up Advertised Public Call for Proposals Council 47 _ 2011, c.212 Public Purchasing Act 94-157 � >�� NEW BRUNSWICK REGLEMENT DU REGULATION 94-157 NOUVEAU-BRUNSWICK 94-157 under the pris en vertu de la PUBLIC PURCHASING ACT LOI SUR LES ACHATS PUBLICS (O.C. 94-936) (D.C. 94-936) Filed December 23, 1994 Depose le 23 decembre 1994 Under section 7 of the Public Purchasing Act, the En vertu de 1'article 7 de la Loi sur les achats publics, Lieutenant-Governor in Council makes the following Reg- le lieutenant-gouverneur en conseil etablit le reglement ulation: suivant : 1 This Regulation may be cited as the General Regula- 1 Le present reglement peut etre cite sous le titre : Re- tion -Public Purchasing Act. glement general-Loi sur les achats publics. 2 In this Regulation 2 Dans le present reglement "Act"means the Public Purchasing Act; « cout estime » designe, relativement a 1'achat d'ap- provisionnements ou de services,leur cout estime et com- "estimated cost"ineans,with respect to the purchase of prend le cout du transport, les droits de douane, les droits, supplies or services, the estimated cost of the supplies or les taxes, les couts d'installation, les primes, les hono- services and includes transportation costs, tariffs, duties, raires, les commissions, les interets et autres couts inci- taxes,installation costs,premiums,fees,commissions,in- dents a 1'achat des approvisionnements ou des services, a terest and any other costs incidental to the purchase of the 1'exception des renouvellements optionnels si la partie supplies or services,but does not include optional renew- obligatoire du contrat relativement a 1'achat des services als if the compulsory part of the contract in relation to the ou des approvisionnements est d'une duree minimale d'un purchase of the services or supplies is of at least one year's an; duration. «Loi » designe la Loi sur les achats publics. GENERAL DISPOSITIONS GENERALES Departments and Government Funded Bodies Ministeres et organismes finances par le gouvernement 3(1) The departments to which the Act applies are those 3(1) Les ministeres auxquels la Loi s'applique sont ceux prescribed in Schedule A. qui sont prescrits a 1'annexe A. 3(2) The government funded bodies to which the Act 3(2) Les organismes finances par le gouvernement aux- applies are those prescribed in Schedule B. quels la Loi s'applique sont ceux qui sont prescrits a Pan- nexe B. 481 94-157 Loi sur les achats publics 2011, ch. 212 Agreements with Vendors Ententes avec les vendeurs 4 The Minister or a government funded body,following 4 Le Ministre ou un organisme finance par le gouver- requests for tenders in accordance with the Act and regu- nement, a la suite d'appels d'offres faits en conformite lations,may establish agreements with vendors for the de- avec la Loi et les reglements,peut passer avec les vendeurs livery of supplies and services on an "as and when re- des ententes portant livraison d'approvisionnements et de quired"basis. services « au fur et a mesure des besoins ». Request by Department to Minister Demande du Ministere au Ministre 5(1) A department shall request the Minister to purchase 5(1) Un ministere doit demander au Ministre d'acheter supplies and services by completing a supply requisition des approvisionnements et des services,en remplissant un which shall contain all information required by the Min- bon de commande contenant tous les renseignements exi- ister. ges par le Ministre. 5(2) The supply requisition shall be approved by an au- 5(2) Le bon de commande doit etre approuve par un thorized departmental signing of�cer. fonde de signature autorise du ministere en question. 5(3) Where the Minister has established an agreement 5(3) Lorsqu'il a passe une entente avec un vendeur en with a vendor under section 4, the Minister may permit a veriu de 1'article 4,le Ministre peut permettre a un minis- department to obtain supplies and services directly from tere d'obtenir des approvisionnement et des services di- the vendor under the terms of the agreement. rectement du vendeur selon les tennes de 1'entente. Request by Government Funded Body to Minister Demande des organismes finances par le gouvernement au Ministre 6(1) Where a government funded body requests the 6(1) Lorsqu'un organisme finance par le gouvemement Minister to purchase supplies or services on its behalf, it demande au Ministre d'acheter des approvisionnements shall complete an approved supply requisition which shall ou des services en son nom,il doit remplir un bon de com- contain all information required by the Minister. mande approuve contenant tous les renseignements exiges par le Ministre. 6(2) The supply requisition shall be approved by an au- 6(2) Le bon de commande doit etre approuve par un thorized signing officer of the government funded body. fonde de signature autorise de 1'organisme finance par le gouvernement. 6(3) A government funded body shall provide the Min- 6(3) Les organismes fmances par le gouvernement ister with the names and titles of its authorized signing doivent fournir au Ministre les noms et les titres de leurs officers. fondes de signature. 6(4) Where the Minister has established an agreement 6(4) Lorsqu'il a passe une entente avec un vendeur en with a vendor under section 4, the Minister may permit a vertu de 1'article 4, le Ministre peut permettre a un arga- government funded body to obtain supplies or services di- nisme finance par le gouvernement d'obtenir des appro- rectly from the vendor under the terms of the agreement. visionnements ou des services directement du vendeur se- lon les termes de 1'entente. Official Purchasing Documents Documents officiels d'achat 7(1) The official purchasing documents for a depart- 7(1) Les documents officiels d'achat d'un ministere sont ment shall be those documents specified by the Minister ceux que le Ministre designe et ceux d'un organisme fi- and for a government funded body shall be those docu- nance par le gouvernement sont ceux que cet organisme ments specified by the government funded body. designe. 7(2) The documents referredto in subsection(1)may be 7(2) Les documents vises au paragraphe (1) peuvent in electronic format. avoir un format electronique. 2 49 2011, c.212 Public Purchasing Act 94-157 7(3) The standard terms and conditions established by 7(3) Sauf dispositions contraires, les modalites et con- the Minister or the government funded body, except as ditions etablies par le Ministre ou 1'organisme finance par otherwise specified, apply in respect of all purchases and le gouvernement, s'appliquent a tous les achats et font form part of the official purchasing documents referred to partie des documents officiels d'achat vises au paragra- in subsection(1). phe (1). 7(4) The terms and conditions referred to in subsec- 7(4) Les modalites et conditions visees au paragra- tion(3)may be in a written or electronic format and sball phe (3) peuvent avoir un format ecrit ou electronique et be made readily available to a vendor upon request. doivent etre rapidement mises a la disposition de tout 96-21 acheteur qui demande a les examiner. 96-21 VENDORS LISTS LISTES DE VENDEURS Placement on Vendors List Inscription sur la liste de vendeurs 8(1) The Minister and each government funded body 8(1) Le Ministre et chaque organisme finance par le shall maintain a vendors list by commodity and services gouvernement doivent tenir une liste de vendeurs par pro- for all vendors who register with the Minister and the gov- duit et service pour tous les vendeurs qui s'inscrivent au- ernment funded body and who comply with the require- pres du Ministre et de 1'organisme finance par le gouver- ments set out in the Act and this Regulation. nement et qui satisfont aux conditions prescrites par la Loi et le present reglement. 8(2) The Minister and each government funded body 8(2) Le Ministre et chaque organisme finance par le shall place a vendor's name on the vendors list within gouvernement doivent inscrire le nom d'un vendeur sur la thirty days after the vendor meets the conditions set out in liste de vendeurs dans les trente jours qui suivent la date the Act and this Regulation. ou le vendeur satisfait aux prescriptions de la Loi et du present reglement. 8(3) A vendor shall provide the Minister and any gov- 8(3) Tout vendeur doit fournir au Ministre et a tout or- ernment funded body with whom the vendor wishes to ganisme finance par le gouvernement aupres duquel il de- register, proof of the vendor's competence to provide the sire s'inscrire, la preuve de sa competence a fournir les supplies or services. approvisionnements ou les services en question. 8(4) Proof of competence shall be measured by such 8(4) La preuve de competence,y compris la preuve que predetermined standards and specifications as are estab- le vendeur peut fournir les quantites demandees d'appro- lished by the Minister or government funded body from visionneinents ou les services demandes dans un delai rai- time to time,including evidence that the vendor can supply sonnable ou a la date prescrite, est evaluee selon des the required volume of supplies or required services within normes et des specifications predeterminees a 1'occasion a reasonable or required time. par le Ministre ou 1'organisme finance par le gouverne- ment. 8(5) The Minister or a government funded body shall 8(5) Le Ministre ou un organisme finance par le gou- not disclose to the public any information on a vendor's vernement ne doit pas divulguer au public des renseigne- capability or other data about the vendor considered con- ments sur la competence d'un vendeur ou toutes autres fidential by the Minister or the government funded body. donnees a son sujet que le Ministre ou 1'organisme estime confidentielles. 8(6) The Minister or a government funded body shall 8(6) Le Ministre ou tout organisme finance par le gou- inform a vendor, at the vendor's request, as to how the vernement doit informer tout vendeur qui le demande, sur vendor's supplies or services are described on the vendors la maniere dont ses approvisionnements ou ses services list, or as to how the vendor's capabilities are described sont decrits sur la liste de vendeurs,ou sur la maniere dont with respect to the supplies or services. sa competence y est decrite relativement a ces approvi- sionnements ou ces services. 503 94-157 Loi sur les achats publics 2011, ch. 212 8(7) A vendor carrying on business through an agent 8(7) Un vendeur qui fait des affaires par 1'intermediaire shall register the name of any such agent with the Minister d'un representant doit faire enregistrer le nom de celui-ci or government funded body and shall inform the Minister aupres du Ministre ou de 1'organisme finance par le gou- or government funded body of any change of agent within vernement et doit informer le Ministre ou 1'organisme fi- thirty days of such change. nance par le gouvernement de tout changement de repre- sentant dans les trente jours de ce changement. 8(8) This section does not apply to a government funded 8(8) Le present article ne s'applique pas a un organisme body that is a municipality,rural community,regional ser- finance par le gouvernement qui est une municipalite,une vice commission,regional health authority,university,Fa- communaute rurale, une commission de services regio- cilicorpNB Ltd.,Ambulance New Brunswick Inc.or to the naux, une regie regionale de la sante, une universite, Fa- College communautaire du Nouveau-Brunswick(CCNB), cilicorpNB Ltee. ou Ambulance Nouveau-Brunswick the New Brunswick Community College (NBCC), the Inc. ou au College communautaire du Nouveau- New Brunswick Investment Management Corporation, Brunswick(CCNB),au New Brunswick Community Col- the New Brunswick Securities Commission or the New lege (NBCC), a la Societe de gestion des placements du Brunswick Health Council. Nouveau-Brunswick, a la Commission des valeurs mobi- 96-12; 96-114; 2002-35; 2004-63; 2005-84; 2007-43; lieres du Nouveau-Brunswick ou au Conseil du Nouveau- 2008-101; 2008-103; 2010-86; 2012, c.44, s.17 Brunswick en matiere de sante. 96-12; 96-114; 2002-35; 2004-63; 2005-84; 2007-43; 2008-101; 2008-103; 2010-86; 2012, c.44, art.17 Removal from Vendors List Radiation de la liste de vendeurs 9(1) The Minister ar a government funded body shall 9(1) Le Ministre ou un organisme finance par le gou- remove the name of any vendor from a vendors list where vernement doit radier d'une liste de vendeurs le nom de tout vendeur qui (a) the vendor requests removal, a) en fait la deinande, (b) the vendor is declared bankrupt or suffers a sub- b) est declare en faillite ou subit une perte financiere stantial business failure, substantielle, (c) the vendor ceases to supply the commodity or ser- c) interrompt la fourniture du produit ou du service vice for which the vendor was placed on a vendors list, pour lequel son nom figurait sur la liste de vendeurs,ou or (d) the vendor suffers fire or other disaster which ren- d) est victime d'un incendie ou de toute autre catas- ders the enterprise of the vendor inoperable for an ex- trophe qui met son entreprise hors d'etat de fonctionner tended period. durant une assez longue periode de teinps. 9(2) The Minister or a government funded body may 9(2) Le Ministre ou un organisme finance par le gou- remove the name of any vendor from a vendors list for any vernement peut radier le nom de tout vendeur d'une liste appropriate cause, including, without restricting the gen- de vendeurs pour tout motif suffisant, notamment, sans erality of the foregoing: restreindre la portee generale de ce qui precede : (a) non-performance on a current contract; a) defaut d'execution d'un contrat en cours de vali- dite; (b) supplying false information in regard to a tender b) fourniture de faux renseignements relativement a or a vendor registration procedure; une soumission ou a la procedure d'inscription d'un vendeur; 4 51 2011, c.212 Public Purchasing Act 94-157 (b.l) a conviction of fraud or bribery or conspiracy to b1) une declaration de culpabilite pour fraude, cor- commit an offence involving fraud or bribery under ruption ou un complot visant a commettre une infraction the Crirrcinal Code (Canada) in relation to the sale of entrainant une fraude ou une corruption prevues supplies or services to the Minister, a department or a au Code criminel(Canada)relativement a la vente d'ap- government funded body; provisionnements ou de services au Ministre, un mi- nistere ou un organisme finance par le gouvernement; (c) a history of failure to respond to invitations to c) defaut repete de repondre aux appels d'offres; tender; (d) failure to meet quality standards and specifica- d) defaut de se conformer aux normes de qualite et tions established by the Minister or government funded aux specifications fixees par le Ministre ou 1'arganisme body; finance par le gouvernement; (e) failure to follow the conditions set down in this e) defaut de se conformer aux conditions enoncees Regulation respecting the registration of agents; dans le present reglement concernant 1'enregistrement des representants; (� failure to meet delivery commitments; � defaut de respecter les delais de livraison; (g) a history of failure to submit competitive prices; g) defaut repete de soumettre des prix competitifs;ou or (h) failure to comply with the Act or this Regulation. h) defaut de se conformer a la Loi ou au present re- glement. 9(3) For the purposes of paragraphs (2)(c) and (g), a 9(3) Pour 1'application des alineas (2)c) et g), « defaut history of failure shall mean failure in not less than three repete » signifie le defaut de repondre a au moins trois consecutive tenders for commodities in the same com- appels d'offres consecutifs pour des produits ou des ser- modiry class or services in the same services class. vices de meme categorie. 9(4) A vendor whose name has been removed from a 9(4) Larsque le nom d'un vendeur est radie d'une liste vendors list shall be notified in writing by the Minister or de vendeurs, le Ministre ou 1'organisme finance par le government funded body of the removal and the reason for gouvernement doit lui en donner notification par ecrit et the removal. en indiquer les motifs. 9(4.1) A vendor whose name has been removed from 9(4.1) Lorsque le nom d'un vendeur est radie d'une liste any vendors list for commodities or services shall also quelconque de vendeurs de biens ou services,son nom doit have the vendor's name removed from the master vendors egalement etre radie de la liste mai�resse de vendeurs tenue list kept by the Minister or government funded body. par le Ministre ou 1'organisme finance par le gouverne- ment. 9(4.2) Tenders shall not be accepted from a vendor 9(4.2) Les soumissions d'un vendeur dont le nom a ete whose name has been removed from the master vendors radie de la liste mai�resse de vendeurs ne doivent pas etre list during the period of time the vendor is suspended from acceptees durant la periode de suspension de ce vendeur the list. de la liste. 9(5) This section does not apply to a government funded 9(5) Le present article ne s'applique pas a un organisme body that is a municipality,rural community,regional ser- finance par le gouvernement qui est une municipalite,une vice commission,regional health authority,university,Fa- communaute rurale, une commission de services regio- cilicorpNB Ltd.,Ambulance New Brunswick Inc.or to the naux, une regie regionale de la sante, une universite, Fa- College communautaire du Nouveau-Brunswick(CCNB), cilicorpNB Ltee. ou Ambulance Nouveau-Brunswick the New Brunswick Community College (NBCC), the Inc. ou au College communautaire du Nouveau- 525 94-157 Loi sur les achats publics 2011, ch. 212 New Brunswick Investment Management Corporation, Brunswick(CCNB),au New Brunswick Community Col- the New Brunswick Securities Commission or the New lege (NBCC), a la Societe de gestion des placements du Brunswick Health Council. Nouveau-Brunswick, a la Commission des valeurs mobi- 95-73; 96-12; 96-114; 97-84; 97-120; 2002-35; 2004-63; lieres du Nouveau-Brunswick ou au Conseil du Nouveau- 2005-84; 2007-43; 2008-101; 2008-103; 2010-86; 2012, Brunswick en matiere de sante. c.44, s.17 95-73; 96-12; 96-114; 97-84; 97-120; 2002-35; 2004-63; 2005-84; 2007-43; 2008-101; 2008-103; 2010-86; 2012, c.44, art.17 Reinstatement on Vendors List Reintegration a la liste de vendeurs 10(1) A vendor whose name has been once removed 10(1) Le vendeur dont le nom a ete radie une fois d'une from a vendors list is entitled to have the removal reviewed liste de vendeurs a droit a une revision de sa radiation dans six months after the date of the removal and shall be rein- les six mois de la date de la radiation et son nom doit etre stated if the vendor satisfies the Minister or governinent reintegre a la liste s'il convainc le Ministre ou 1'organisme funded body that the circwnstances leading to the removal finance par le gouvernement qu'il a ete remedie a la si- have been recti�ed or will not occur again. tuation a 1'origine de sa radiation ou qu'elle ne se repre- sentera plus. 10(2) A vendor who is not reinstated under subsec- 10(2) Le vendeur dont le nom n'est pas reintegre a la tion(1)may have a review by the Minister or government liste en vertu du paragraphe(1)peut demander la revision funded body every six months if the vendor makes a writ- de son cas par le Ministre ou 1'organisme finance par le ten request at the end of each six month period after the gouvernement tous les six mois,s'il en fait la demande par date of the removal and shall be reinstated if the vendor ecrit a la fin de chaque periode de six mois qui suit la date can satisfy the Minister or government funded body that de sa radiation et son nom doit etre reintegre a la liste, s'il the circumstances leading to the removal have been recti- convainc le Ministre ou 1'organisme finance par le gou- fied or will not occur again. vernement qu'il a ete remedie a la situation a 1'origine de sa radiation ou qu'elle ne se representera plus. 10(3) Reinstatement of a vendor who has been twice re- 10(3) La reintegration sur la liste du nom d'un vendeur moved from a vendors list shall be at the discretion of the qui en a ete radie a deux reprises est laissee a la discretion Minister or government funded body following a twelve du Ministre ou de 1'organisme finance par le gouverne- month waiting period. ment apres une periode d'attente de douze mois. 10(4) This section does not apply to a government 10(4) Le present article ne s'applique pas a un or�a- funded body that is a municipality, rural community, re- nisme finance par le gouvernement qui est une municipa- gional service commission,regional health authority,uni- lite, une communaute rurale,une commission de services versiry, FacilicorpNB Ltd., Ambulance New Brunswick regionaux,une regie regionale de la sante, une universite, Inc. or to the College communautaire du Nouveau- FacilicorpNB Ltee. ou Ambulance Nouveau-Brunswick Brunswick(CCNB),the New Brunswick Community Col- Inc. ou au College communautaire du Nouveau- lege (NBCC), the New Brunswick Investment Manage- Brunswick(CCNB),au New Brunswick Community Col- ment Corporation, the New Brunswick Securities lege (NBCC), a la Societe de gestion des placements du Commission or the New Brunswicic Health Council. Nouveau-Brunswick, a la Commission des valeurs mobi- 95-73; 96-12; 96-114; 2002-35; 2004-63; 2005-84; lieres du Nouveau-Brunswick ou au Conseil du Nouveau- 2007-43; 2008-101; 2008-103; 2010-86; 2012, c.44, s.17 B�nswick en matiere de sante. 95-73; 96-12; 96-114; 2002-35; 2004-63; 2005-84; 2007-43;2008-101;2008-103;2010-86;2012,c.44,art.17 6 53 2011, c.212 Public Purchasing Act 94-157 TENDERING RULES AND PROCESS REGLES ET PROCEDURES RELATIVES AUX SOUMISSIONS Estimated Cost Amounts Montants des couts estimes 11 The following amounts are prescribed for the pur- 11 Les montants suivants sont prescrits aux fins des ali- poses of those paragraphs of the Act listed below: neas de la Loi dont la liste figure plus bas : (a) 4(1)(a) -fifty thousand dollars; a) 4(1)a) - cinquante mille dollars; (b) 4(1)(b) -twenty-five thousand dollars; b) 4(1)b) -vingt-cinq mille dollars; (c) 4(1)(c) -ten thousand dollars; and c) 4(1)c) - dix mille dollars; et (d) 4(1)(d) -five thousand dollars. d) 4(1)d) - cinq mille dollars. 98-86 98-86 Preparation of Request for Tender Preparation des appels d'offres 12 No person shall prepare or design a request for tender, 12 Il est interdit a quiconque de preparer ou de concevoir select a valuation method or divide purchase requirements un appel d'offres,de choisir une methode d'evaluation ou for services or supplies so as to avoid the effect of the de diviser les besoins d'achat des services ou des appro- monetary limits set out in various provisions of this Reg- visionnements, de maniere a eviter les effets des limites ulation. monetaires etablies dans diverses dispositions du present reglement. Requesting Tenders from Vendors on Vendors List Appels d'offres aupres des vendeurs figurant sur une liste de vendeurs 13 Where the estimated cost of services exceeds ten 13 Lorsque le cout estime des services est superieur a thousand dollars but does not exceed fifty thousand dol- dix mille dollars mais inferieur a cinquante mille dollars, lars, or the estimated cost of supplies exceeds five thou- ou que le cout estime des approvisionnements est supe- sand dollars but does not exceed twenty-five thousand rieur a cinq mille dollars mais inferieur a vingt-cinq mille dollars, the Minister or government funded body shall, if dollars, le Ministre ou 1'organisme finance par le gouver- tenders are requested from vendors on a vendors list, nement doit, si un appel d'offres est effectue aupres des vendeurs figurant sur une liste de vendeurs, (a) invite at least six vendors to tender, a) inviter au moins six vendeurs a soumissionner, (b) if there are fewer than six vendors on the list, in- b) s'il y a moins de six vendeurs sur la liste, inviter vite tenders from all vendors on the list, and les soumissions de tous les vendeurs sur la liste, (c) endeavour to ensure that,where practical,all ven- c) essayer d'assurer que, ]orsque c'est faisable, tous dors on the vendors list for a commodity or service have les vendeurs figurant sur la liste de vendeurs relative- an equal opportunity to tender for the commodity or ment a un produit ou a un service,ont une chance egale service over a reasonable period of time. de soumissionner pour ce produit ou ce service dans un 98-86 delai raisonnable. 98-86 Tender Closing Date Date limite de reception des soumissions 14 For tenders requested by public advertisement under 14 Pour les appels d'offres effectues par voie d'an- paragraphs 4(1)(a) and(b) of the Act,the tender shall not nonces publiques en vertu des alineas 4(1)a)et b)de la Loi, specify a closing date sooner than fifteen days after the 1'appel d'offres ne doit pas stipuler de date limite de re- ception des soumissions plus avancee que quinze jours 54� 94-157 Loi sur les achats publics 2011, ch. 212 date the tender is first advertised,exclusive of the date the apres la date ou 1'appel d'offres est annonce en premier,a tender is first advertised and the closing date. 1'exclusion de la date ou 1'appel d'offre a ete annonce en premier et de la date limite de reception des soumissions. Electronic Bulletin Board Babillard electronique 15 The following electronic bulletin boards are pre- 15 Les babillards electroniques suivants sont prescrits scribed for the purposes of paragraph 7(c) of the Act: aux fins de 1'alinea 7c) de la Loi : (a) New Brunswick Opportunities Network; a) le reseau des possibilites du Nouveau- Brunswick; (b) CEBRA Inc.'s MERX System; b) MERX Systems de CEBRA Inc.; (c) BIDS. c) BIDS. 97-84 97-84 Public Inspection of Tenders Inspection des soumissions par le public 16 The Minister and each government funded body shall 16 Le Ministre et chaque organisme finance par le gou- maintain and make available for public inspection a list of vernement doit tenir et mettre a la disposition du public all tenders for which the estimated cost exceeds five thou- une liste de toutes les soumissions dont le cout estime de- sand dollars and in respect of which there is no eXemption. passe cinq mille dollars et qui ne font 1'objet d'aucune 98-86 exemption. 98-86 Tender Information and Openings Renseignements sur les soumissions et depouillement 17(1) The Minister and each govern��nent funded body ]7(1) Le Ministre et chaque organisme finance par le shall ensure that all vendors invited to tender are provided gouvernement doivent s'assurer que tous les vendeurs in- with the same information for submission of tenders and vites a soumissionner obtiennent des renseignements iden- that the information provided is adequate far the submis- tiques et suffisants sur lesquels fonder leurs soumissions. sion of tenders. 17(2) Subject to subsection (3), upon receipt of a com- 17(2) Sous reserve du paragraphe (3), le Ministre ou pleted tender from a vendor, the Minister or government 1'organisme finance par le gouvernement, selon le cas, funded body,as the case may be, shall ensure that the ten- doivent s'assurer que ]es enveloppes de soumissions des der package is time and date stamped and shall ensure the vendeurs sont, des leur reception, revetues d'une estam- confidentiality of the information in the tender package by pille marquant la date et 1'heure de reception et que leur storing it unopened in a locked receptacle until the day for confidentialite est preservee en les gardant cachetees dans the opening of tenders. une urne fermee a cle jusqu'au jour du depouillement. 17(3) Upon receipt of a completed tender from a vendor 17(3) Le Ministre ou 1'organisme finance par le gou- by facsimile transmission, the Minister or government vernement, selon le cas, doivent s'assurer que les enve- funded body,as the case may be, shall ensure that the ten- loppes de soumissions des vendeurs sont, des leur recep- der package is time and date stamped and stored in a locked tion par telecopieur, revetues d'une estampille marquant receptacle until the day for the opening of tenders. la date et l'heure de reception et gardees cachetees dans une urne fermee a cle jusqu'au jour du depouillement. 17(4) The Minister or government funded body, as the 17(4) Le Ministre ou 1'organisme finance par le gou- case may be, is not liable to ensure the confidentiality of vernement, selon le cas, ne sont pas tenus d'assurer la the information of a tender submitted by facsimile trans- confidentialite des renseignements d'une soumission mission. transmise par telecopieur. g 55 2011, c.212 Public Purchasing Act 94-157 17(5) All tenders shall close at the local time and date 17(5) Toutes les soumissions doivent etre re�ues a la indicated in the tender documents and, where possible, date et a 1'heure fixees pour la reception des soumissions tenders shall be opened publicly on the same day. mentionnees aux documents de soumission et,si possible, ces soumissions doivent etre ouvertes en public la meme j ournee. 17(6) The signature on and the proposed delivery and 17(6) Le fonctionnaire designe verifie la signature ap- pricing contained in each tender shall be verified by the posee sur chaque soumission et la livraison et les prix pro- appointed official and all pricing information contained in poses dans chaque soumission et tous renseignements con- the tender shall be made available as soon as reasonably cernant les prix compris dans la soumission doivent etre possible. accessibles aussitot qu'il est raisonnablement possible a toutes personnes qui assistent au depouillement des sou- missions. 17(7) No award shall be made at the time of opening 17(7) Aucune adjudication ne doit etre faite au moment tenders. du depouillement des soumissions. Rejection and Refusal of Tenders Rejet et refus des soumissions 18(1) At the opening of tenders,the Minister or govern- 18(1) Lors du depouillement des soumissions,le Minis- ment funded body shall ensure that a duly appointed em- tre ou 1'organisme finance par le gouvernement doit s'as- ployee opens the tender packages, evaluates the tenders surer qu'un employe regulierement nomme a cet effet ou- for proper completion, rejects tenders that are improperly vre les enveloppes, verifie si les soumissions ont ete completed,reads the vendors' names and remplies convenablement, refuse celles qui n'ont pas ete remplies convenablement, lit le nom des vendeurs et (a) where total prices are required,read the total pri- a) lorsque les prix globaux sont exiges, lit les prix ces quoted, or globaux cites, ou (b) where total prices are not required, identifies and b) lorsque les prix globaux cites ne sont pas exiges, reads, where practicable, the specified individual pri- identifie et lit,lorsque c'est faisable,les prix individuels ces, specifies, as set out in the tenders that have been properly completed. de la fa�on decrite dans les soumissions qui ont ete con- venablement remplies. 18(1.1) Notwithstanding subsection(1),where a tender 18(1.1) Nonobstant le paragraphe (1), lorsqu'un appel is in the farm of a request for proposal,the duly appointed d'offres prend la forme d'une demande de projet, 1'em- employee referred to in subsection (1) shall only read the ploye regulierement nomme vise au paragraphe(1)ne doit vendors names as set out in the tenders that have been lire que le nom des vendeurs indiques dans les soumissions properly completed. qui ont ete remplies convenablement. 18(2) A tender is improperly completed if 18(2) Une soumission est remplie incorrectement si (a) it is not accompanied by a required bid security a) elle n'est pas accompagnee du depot de garantie deposit,certified cheque or bid bond in an amount equal requis,d'un cheque certifie ou d'une caution d'un mon- to or exceeding the amount stipulated in the tender tant egal a la somme stipulee dans les documents de documents, soumission ou qui excede cette somme, (b) it is not signed or, if required, does not contain a b) elle n'estpas signee ou,lorsqu'on 1'exige,ne com- promised delivery or a total prices F.O.B. destination, prend pas une promesse de livraison ou un prix global payable avant destination, 569 94-157 Loi sur les achats publics 2011, ch. 212 (c) it is illegible or its pricing terms and conditions c) elle est illisible ou que les modalites et conditions cannot be understood by the duly appointed employee, des prix ne peuvent etre comprises par 1'employe desi- gne, (d) it contains a change in price not initialed by the d) elle contient un changement du prix non initiale person signing the tender, par le signataire de la soumission, (e) it does not contain or is not accompanied by any e) elle ne comprend aucun document mentionne dans documents specified in the tender, la soumission ni n'en est accompagnee, (� it contains a form of qualification contrary to the � elle contient une farme de qualification qui va a tender documents, 1'encontre des documents de soumission, (g) where it is a mailed,hand delivered or courier de- g) lorsqu'elle est mise a la poste,remise en main pro- livery tender, it is not in a sealed package bearing the pre ou par messagerie,elle n'est pas dans une enveloppe correct tender number and closing date on its face, scellee portant le numero correct ni la date limite de la soumission au recto, (h) where it is a tender for more than one item,it does h) lorsqu'il y a soumission pour plus d'un article,elle not contain a unit price or extended total for each item ne comprend pas de prix unitaire ou de somme globale bid, ar pour chaque article pour lequel il y a soumission, ou (i) it is not on a form specified by the Minister or i) elle ne figure pas, le cas echeant, sur la formule government funded body,if one has been specified. stipulee par le Ministre ou 1'organisme finance par le gouvernement. 18(3) If a vendor submits more than one tender and the 18(3) Lorsqu'un vendeur depose plus d'une soumission tenders are not alternative quotes, all the tenders that are et que les soumissions ne sont pas proposees a titre d'al- not alternative quotes shall be rejected by the Minister or ternative,toutes les soumissions qui ne sont pas proposees government funded body except the last tender received. a titre d'alternative sont rejetees par le Ministre ou 1'or- ganisme finance par le gouvernement, sauf la derniere of- fre re�ue. 18(4) A decision by the Minister or government funded 18(4) Une decision par le Ministre ou 1'organisme fi- body to reject a tender at the tender opening under this nance par le gouvernement de rejeter une soumission lars section is final. du depouillement des soumissions en vertu du present ar- ticle est sans appel. 18(5) Where the Minister or a government funded body 18(5) Lorsque le Ministre ou 1'organisme finance par le finds,after subsequent analysis,that a vendor has failed to gouvernement constate apres un examen subsequent qu'un comply with the conditions outlined in the invitation to vendeur ne s'est pas conforme aux conditions enoncees tender dans 1'appel d'offres (a) the tender shall be rejected forthwith, and a) la soumission doit etre rejetee sur le champ, et (b) any such vendor shall be advised of the reason for b) le vendeur doit etre avise par ecrit des motifs du rejection of the tender on request. rejet de la soumission. 18(6) Where the Minister or government funded body 18(6) Lorsque le Ministre ou 1'organisme finance par le receives a tender after the local time and date indicated in gouvernement re�oit une soumission apres la date et the tender document, the Minister or government funded 1'heure locale indiquees dans le document de soumission, body shall date and time stamp the tender and, upon re- il doit 1'estampiller du jour et de 1'heure du refus et la re- quest,return it to the sender. tourner a 1'expediteur, s'il le demande. 10 57 2011, c.212 Public Purchasing Act 94-157 18(7) The Minister ar government funded body shall re- 18(7) Le Ministre ou 1'organisme finance par le gou- fuse a tender received by facsimile transmission if vernement doit refuser une soumission re�ue par teleco- pieur (a) it is not fully transmitted at the local time and date a) si elle n'a pas ete completement transmise a la date indicated in the tender document, or et a 1'heure locales indiquees dans le document de sou- mission, ou (b) it is to be accompanied by a bid deposit, samples b) si elle n'est pas accompagnee du depot de garantie or plans. requis, des echantillons ou des plans qui doivent 1'ac- compagner. 18(8) A vendor shall provide all the information re- 18(8) Chaque vendeur doit fournir tous les renseigne- quired in the invitation to tender and any tender that does ments requis dans 1'appel d'offres,a defaut de quoi la sou- not contain the information shall be rejected by the Min- mission sera rejetee par la Ministre ou 1'organisme finance ister or government funded body. par le gouvernement. 95-73 95-73 Vendor's Responsibility Responsabilite du vendeur 19(1) A vendor submitting a tender is responsible for 19(1) Un vendeur qui depose une soumission doit s'as- ensuring surer (a) that the tender is legible and properly completed, a) que la soumission est lisible et correctement rein- and plie, et (b) that the Minister or government funded body re- b) que le Ministre ou 1'organisme finance par le gou- ceives the tender and that it is deposited in the tender vernement re�oit la soumission et qu'elle est deposee box in the proper location before the closing date and dans la boi"�e aux soumissions au bon endroit avant la time, date et 1'heure limites, regardless of whether the tender is delivered by telephone que la soumission soit transmise par telephone, teleco- call, facsimile transmission, mail, personal delivery or pieur,courrier,remise en personne ou de toute autre fagon. otherwise. 19(2) Where vendors have been advised of a change in 19(2) Lorsque des vendeurs ont ete avises d'un change- the tender closing date or time, the vendor submitting the ment de la date ou de 1'heure limites de reception des sou- tender shall ensure that the revised date or time is recorded missions,le vendeur qui fait une soumission doit s'assurer on the tender and the tender package. que la date ou 1'heure revisees est inscrite sur la soumission et sur 1'enveloppe de la soumission. Extending or Shortening of Tender Closing Date Prorogation ou avancement de la date limite de reception des soumissions 20(1) If a shortage of time develops for the preparation 20(1) Si le temps semble manquerpourpreparer etfaire and submission of tenders, the Minister or government des soumissions,le Ministre ou 1'organisme finance par le funded body,at the reasonable request of some of the ven- gouvernement peut, soit sur demande raisonnable de cer- dors concerned,or in their discretion,may extend a tender tains vendeurs concernes,soit de son propre chef,proroger closing date and shall advise all vendors who have re- la date limite de reception des soumissions et doit notifier ceived or requested copies of the tender document of the a tous les vendeurs qui ont re�u ou demande des copies du new tender closing date. document de soumission, la nouvelle date limite. 20(2) Subject to section 14,the Minister or government 20(2) Sous reserve de 1'article 14, le Ministre ou 1'or- funded body may shorten a tender closing date for services ganisme finance par le gouvernement peut avancer la date 58�� 94-157 Loi sur les achats publics 2011, ch. 212 or supplies for which the Minister or government funded limite de reception des soumissions pour les services ou body does not have an exemption and the vendors who les approvisionnements pour lesquels il ne beneficie pas have received or requested copies of the tender documents de dispense et les vendeurs qui ont re�u ou demande des shall be advised of the new time far the opening of tenders copies des documents de soumission doivent etre avises and the change of location, if any. des nouvelles heure et date du depouillement des soumis- sions et du changement de lieu,le cas echeant. Amendment of Tender Modification des soumissions 21(1) A vendor submitting a tender may amend the ten- 21(1) Un vendeur qui fait une soumission peut la modi- der, after its deposit in the tender box and before the time fier, apres 1'avoir deposee dans la boi�e aux soumissions for the opening of tenders, by mais avant 1'heure du depouillement des soumissions, en (a) delivering to the Minister or government funded a) remettant au Ministre ou a 1'organisme finance par body an amending letter or facsimile transmission le gouvernement une lettre ou une telecopie modifiant signed by the same person who signed the original ten- la soumission signee par la meme personne qui a signe der, la soumission originale, (b) identifying clearly on the face of the amending b) identifiant clairement au recto de la lettre ou de la letter or facsimile transmission the tender number and telecopie modifiant la soumission le numero de la sou- closing date of the tender being amended, and mission et la date limite de reception des soumissions de la soumission modifiee, et (c) ensuring that the amending letter or facsimile c) s'assurant que la lettre ou la telecopie modifiant la transmission is deposited in the tender box before the soumission est deposee dans la boi"�e aux soumissions tiine for the closing of tenders. avant 1'heure limite de reception des soumissions. 21(2) An amendment of tender shall not disclose the 21(2) La modification d'une soumission ne doit pas amended total tender price but shall faire mention du montant global modifie de la soumission, mais indiquer (a) show the revision to the tender price to be a) le montant de la revision a apporter a 1'offre, dans amended, in the case of a unit price contract, le cas d'un marche a prix unitaire, (b) state the amount to be added to or subtracted from b) la somme a ajouter au montant de 1'offre ou a sous- the tender price, in the case of a lump sum tender, or traire de celui-ci, dans le cas d'un marche a forfait, ou (c) supply the information that is missing from the c) les renseignements manquant dans la soumission tender on deposit. originale. 21.1 If, in the opinion of the Minister or a government 21.1 Le Ministre ou un organisme �nance par le gou- funded body, the release to vendors of information other vernement peut, s'il estime que la divulgation aux ven- than that referred to in subsection 18(1) or (1.1) would deurs de renseignements autres que ceux vises aux para- jeopardize negotiations leading to a contract or agreement, graphes 18(1) ou (1.1) peut mettre en danger les the Minister or government funded body may refuse to negociations preparatoires a un contrat ou a une entente, release the information until an award has been made. refuser de divulguer ces renseignements jusqu'a ce qu'une 95-73 adjudication ait ete faite. 95-73 21.2 The Minister or government funded body may, on 21.2 Le Ministre ou 1'organisme finance par le gouver- request from the vendor submitting a tender,refuse to re- nement peut, a la demande du vendeur qui fait la soumis- lease to other vendors or parties information contained in sion, refuser de divulguer aux autres vendeurs ou parties, the tender which could reasonably be considered to be les renseignements contenus dans la soumission qui pour- 12 59 2011, c.212 Public Purchasing Act 94-157 proprietary or otherwise adversely affect the commercial raient raisonnablement etre reputes lui appartenir en tant interests of the vendor, but shall not withhold pricing in- que proprietaire ou qui pourraient nuire a ses interets com- formation. merciaux de toute autre maniere,mais il doit divulguer les 95-73 renseignements relatifs au prix. 95-73 Disclosure of Information on Tenders Divulgation des renseignements sur les soumissions 22(1) Within a reasonable period of time after the 22(1) Dans un delai raisonnable de 1'adjudication du awarding of the contract, the Minister or the government contrat, le Ministre ou 1'organisme finance par le gouver- funded body shall, on request from any vendor who has nement doit, a la demande de tout vendeur qui a fait une submitted a tender, disclose information pertaining to the soumission, divulguer des renseignements sur la soumis- successful tender and the tender submitted by the vendor sion qui a ete acceptee et sur 1'offre faite par le vendeur making the request such that the vendor may determine the qui fait la demande de maniere a ce que le vendeur puisse results of the evaluation of his tender relative to that of the determiner les resultats de I'evaluation de sa soumission successful tender. relativement a celle qui a ete acceptee. 22(2) The information referred to in subsection(1)shall 22(2) Les renseignements vises au paragraphe (1) contain the price as well as the results of the evaluation on doivent indiquer le prix aussi bien que les resultats de all criteria other than price used to coinpare the tenders, 1'evaluation d'apres tous les criteres a 1'exception du prix for both the successful vendor and the vendor making the utilises pour comparer les soumissions, pour le vendeur request. qui a ete choisi et le vendeur qui fait la demande. 95-73 95-73 Evaluation of Tenders Evaluation des soumissions 95-73 95-73 221(1) In the evaluation of tenders where price is the 221(1) Lors de 1'evaluation des soumissions ou le priX main criterion, the Minister or government funded body est le critere principal, le Ministre ou 1'organisme finance may, in addition to the price, consider quality, quantity, par le gouvernement peut,en plus du prix,prendre en con- delivery and servicing capabilities of the vendor and other sideration la qualite,la quantite,la livraison et les capacites criteria relevant to the supplies or services being pur- d'entretien du vendeur et tout autre critere approprie aux chased. approvisionneinents ou aux services achetes. 221(2) In the evaluation of tenders where criteria other 221(2) Lors de 1'evaluation des soumissions ou d'autres than price is used,the Minister or government funded body criteres que le prix sont utilises,le Ministre ou 1'organisme shall clearly indicate in the tender documents the criteria finance par le gouvernement doit clairement indiquer dans to be used and the method by which the tenders will be les documents de soumission les criteres a utiliser et la evaluated, including the relative weight to be assigned to methode d'evaluation des soumissions, y compris la pon- each criterion. deration relative a accorder a chaque critere. 95-73 95-73 Approval of Tenders Approbation des soumissions 23(1) Subject to subsections (2) and (3), a person des- 23(1) Sous reserve des paragraphes (2) et (3), une per- ignated by the Minister or the government funded body sonne designee par le Ministre ou 1'organisme finance par shall approve the successful tender following review of the le gouvernement doit approuver un adjudicataire apres tenders,but where the tender price is stated to be five hun- avoir examine les soumissions, mais lorsque le prix de la dredthousanddollars ormore,the approval ofthe Minister soumission s'eleve a cinq cent mille dollars ou plus, l'ap- or the head of the government funded body is required. probation du Ministre ou de 1'organisme finance par le gouvernement est requise. 60�3 94-157 Loi sur les achats publics 2011, ch. 212 23(2) Where, in the evaluation of tenders, price is the 23(2) Lorsqu'a 1'evaluation des soumissions,le prix est main criterion and a tender other than the lowest priced le critere principal et que 1'adjudication d'une soumission acceptable tender is to be approved, no approval shall be qui n'est pas la plus basse doit etre approuvee,la personne given by the person referred to in subsection (1) unless visee au paragraphe (1) ne peut donner son approbation approval is first obtained from qu'une fois que 1'adjudication a ete approuvee (a) another person designated by the Minister ar the a) par une autre personne designee par le Ministre ou government funded body, if the difference between the 1'organisme finance par le gouvernement, lorsque successful tender and the lowest priced acceptable ten- 1'ecart entre la soumission de 1'adjudicataire et la sou- der is the lesser of one thousand dollars or five per cent mission au prix acceptable le plus bas est egale a mille of the total value of the lowest priced acceptable tender, dollars ou a cinq pour cent de la valeur totale de la sou- mission au prix acceptable la plus basse en prenant le montant le moins eleve, (b) the deputy head of the Department of Government b) par 1'administrateur general du ministere des Ser- Services or a person holding a position equivalent to vices gouvernementaux ou une personne ayant une po- deputy head status and designated by the government sition equivalente a administrateur general et designee funded body, if the difference between the successful par 1'organisme finance par le gouvernement, si 1'ecart tender and the lowest priced acceptable tender exceeds entre la soumission de 1'adjudicataire et la soumission the lesser limit established under in paragraph (a) but au prix acceptable le plus bas excede le montant le does not exceed ten thousand dollars or ten per cent of moins eleve vise a 1'alinea a), sans toutefois depasser the total value of the lowest priced acceptable tender, dix mille dollars ou dix pour cent de la valeur totale de whichever is the lesser, and la soumission acceptable la plus basse, en prenant le montant le moins eleve, et (c) the Minister or the head of the government funded c) par le Ministre ou le directeur de 1'organisme fi- body, if the difference between the successful tender nance par le gouvernement, si 1'ecart entre la soumis- and the lowest priced acceptable tender exceeds ten sion de 1'adjudicataire et la soumission au prix accep- thousand dollars or ten per cent of the lowest priced table le plus bas depasse dix mille dollars ou dix pour acceptable tender,whichever is the lesser. cent de la soumission acceptable la plus basse, en pre- nant le montant le moins eleve. 23(3) Where in the evaluation of tenders criteria other 23(3) Lorsqu'a 1'evaluation des soumissions, des cri- than price are used and a tender other than the tender re- teres autres que le prix sont utilises et qu'une soumission ceiving the highest score is to be approved, no approval autre que la soumission recevant la plus haute note va etre shall be given by a person designated under subsec- approuvee, la personne visee au paragraphe (1) ne peut tion(1)unless approval is first obtained from donner son approbation qu'une fois que la soumission a ete approuvee (a) another person designated by the Minister ar the a) par une autre personne designee par le Ministre ou government funded body, if the difference is five per 1'organisme finance par le gouvernement, lorsque cent or less of the total evaluation points of the higbest 1'ecart est egal a cinq pour cent au plus du total des scoring tender, points de 1'evaluation de la soumission ayant la meil- leure note, (b) the deputy head of the Department of Government b) par 1'administrateur general du ministere des Ser- Services or a person holding a position equivalent to vices gouvernementaux ou une personne ayant une po- deputy head status and designated by the government sition equivalente a administrateur general et designee funded body, if the difference exceeds the value re- par 1'organisme finance par le gouvernement, si 1'ecart ferred to in paragraph (a) but does not exceed ten per excede la valeur visee a 1'alinea a) sans toutefois de- cent of the total evaluation points of the highest scoring passer dix pour cent du total des points d'evahiation de tender, and la soumission ayant la meilleure note, et 14 61 2011, c.212 Public Purchasing Act 94-157 (c) the Minister or the head of the government funded c) par le Ministre ou le directeur de 1'organisme fi- body, if the difference exceeds the value referred to in nance par le gouvernement,lorsque 1'ecart est superieur paragraph(b). au montant indique a 1'alinea b). 23(4) Following appropriate approval, 23(4) Apres 1'approbation voulue, (a) a purchase order shall be prepared, showing all a) il est etabli un ordre d'achat indiquant tous les ren- information pertinent to the contract, seignements pertinents lies au contrat; (b) the purchase order shall be signedby the Minister b) 1'ordre d'achat doit etre signe par le Ministre ou or government funded body upon approval by the 1'organisme finance par le gouvernement apres appro- proper signing authority as set forth in subsections (1) bation par le fonde de signature approprie conforme- to (3) and shall be forwarded to the successful vendor, ment aux paragraphes (1) a (3) et doit etre envoye a and 1'adjudicataire, et (c) the original purchase order, as approved, shall be c) 1'ordre d'achat original, approuve, doit etre expe- forwarded to the successful vendor. die a 1'adjudicataire. 23(5) Amendments and changes to purchase orders shall 23(5) Les modifications et changements apportes aux be effected only by the Minister or government funded ordres d'achat ne doivent etre effectues que par le Ministre body and such amendments and changes shall be made ou 1'organisme finance par le gouvernement et unique- only for additions or deletions to the purchase order not ment pour ajouter ou supprimer des elements de 1'ordre covered in the original tender through error or oversight. d'achat qui,par erreur ou oubli,n'ont pas ete couverts dans 95-73; 2012, c.39, s.123 la soumission ariginale. 95-73; 2012, c.39, art.123 PURCHASE OF SUPPLIES UNDER CERTAIN ACHAT D'APPROVISIONNEMENTS EN AMOUNTS DESSOUS DE CERTAINS MONTANTS Purchase by Minister or Government Funded Body Achats par le Ministre ou 1'organisme finance par le gouvernement 24 Where the estimated cost of supplies does not exceed 24 Lorsque le cout estime des approvisionnements ne five thousand dollars the Minister or a government funded depasse pas cinq mille dollars,le Ministre ou 1'organisme body, unless otherwise exempt, finance par le gouvernement, a moins d'en etre exempte de toute autre fa�on, (a) shall solicit price quotations from at least three a) doit demander des devis d'au moins trois vendeurs, vendors, (b) if fewer than three vendors are registered for that b) si moins de trois vendeurs sont inscrits pour une commodity, shall solicit price quotations from all ven- marchandise donnee, doit demander des devis de tous dors or from vendors not on the vendors list, les vendeurs ou de vendeurs qui ne figurent pas sur la liste de vendeurs, (c) may solicit price quotations from vendors by writ- c) peut demander des devis des vendeurs par ecrit, ing, facsimile, telephone or other electronic means, telecopieur, telephone ou autre moyen electronique, (d) may award a contract based upon the price quo- d) peut adjuger un contrat sur la base des devis regus, tations received, and et 6215 94-157 Loi sur les achats publics 2011, ch. 212 (e) shall endeavour to ensure that all vendors on the e) doit essayer de s'assurer que tous les vendeurs de vendors list have an equal opportunity to tender over a la liste de vendeurs ont une chance egale de soumis- reasonable period of time. sionner pendant une periode raisonnable. 98-86 98-86 Purchase by Department Achats par ministere 25(1) A department that is exempt under section 30 may 25(1) Tout ministere qui beneficie d'une dispense en purchase the supplies in respect of which it has an exemp- vertu de 1'article 30 peut acheter les approvisionnements tion under section 30 by means of a local purchase order couverts par la dispense au moyen d'un ordre d'achat lo- or a credit card or some other means approved by the Min- cal,d'une carte de credit ou de tout autre moyen approuve ister. par le Ministre. 25(2) A depart�nent, when purchasing supplies for 25(2) Tout ministere qui achete des approvisionnements which it has an exemption under section 30 by a means set couverts par une exemption prevue a 1'article 30 par un out in subsection (1), shall follow the procedure estab- des moyens indiques auparagraphe(1) doit suivre lapro- lished by the Minister for the purchase of the supplies by cedure etablie par le Ministre pour 1'achat de ces approvi- those means. sionnements par ces moyens. 96-21 96-21 26 Repealed: 96-21 26 Abroge : 96-21 96-21 96-21 EXEMPTIONS DISPENSES Services Exempted from the Application of the Act Services dispenses de 1'application de la Loi 27 Services that may, by legislation, be provided only 27 Les services qui peuvent, comme prevu par la legis- by any of the following professionals are exempt from the lation,etre fournis par un membre quelconque des profes- application of the Act: sions suivantes sont dispenses de 1'application de la Loi : (a) engineers; a) les ingenieurs; (b) land surveyors; b) les arpenteurs-geometres; (c) chartered accountants; c) les comptables agrees; (d) barristers and solicitors; d) les avocats; (e) medical practitioners; e) les medecins; (fl dentists; � les dentistes; (g) nurses; g) les infirmieres; (h) pharmacists; h) les pharmaciens; (i) veterinarians; and i) les veterinaires; et (j) architects. j) les architectes. 95-73 95-73 16 63 2011, c.212 Public Purchasing Act 94-157 Exemptions for Minister and Government Funded Dispenses accordees au Ministre et aux organismes Bodies finances par le gouvernement 95-73 95-73 27.1(1) Subsection 4(1)ofthe Act does not apply to the 27.1(1) Le paragraphe 4(1) de la Loi ne s'applique pas Minister or government funded bodies for the following au Ministre ou aux organismes finances par le gouverne- supplies or services or in the following circumstances: ment en ce qui concerne les approvisionnements ou les services ou dans les circonstances suivantes : (a) purchase of supplies that are the subject of a lease a) 1'achat d'approvisionnements qui font 1'objet d'un contract where payments are partially or totally credited contrat de pret-bail, lorsque les paiements sont totale- to the purchase; ment ou partiellement credites pour 1'achat; (b) purchase of services with a total value of less than b) 1'achat de services d'une valeur totale inferieure a one hundred thousand dollars where it can be shown cent mille dollars, lorsqu'il est demontre que pour des that for reasons of specific skills, knowledge or expe- raisons d'habilites, de connaissances ou d'experience, rience, the choice of vendor is limited to one or a very le choix du vendeur est limite a une seule personne ou limited number of individuals,provided that the exemp- a tres peu de personnes, a condition que la dispense ne tion is not used to unduly restrict competition; soit pas invoquee pour limiter irregulierement la con- currence; (c) purchase of supplies or services for representa- c) 1'achat d'approvisionnements ou de services a des tional purposes outside the Province; fins de representation a 1'exterieur de la province; (d) where the supplies or services are required in the d) lorsque les approvisionnements ou les services event of an emergency or urgent situation; sont necessaires en cas d'urgence; (e) where the use of a public tendering process would e) lorsque 1'utilisation du processus d'appel d'offres interfere with the ability to maintain security or order, public pourrait nuire au maintien de la securite et de or to protect human, animal or plant life or health; 1'ordre ou a la protection de la vie humaine,animale ou vegetale ou de la sante; (� where there is an absence of competition for tech- � lorsque,pour des raisons techniques,il n'existe au- nical reasons and the supplies or services can be sup- cune concurrence et que des approvisionnements ou des plied only by a particular vendor and no alternative or services ne peuvent etre fournis que par un vendeur substitute exists; particulier sans possibilites d'alternatives ou de rem- placement; (g) supplies or services provided by a vendor that is g) des approvisionnements ou des services fournis a statutory monopoly; par un vendeur qui a un monopole statutaire; (h) where it is necessary to ensure compatibility with h) lorsqu'il est necessaire d'assurer la compatibilite existing products,to recognize exclusive rights,such as avec des produits existants, de reconna��re des droits exclusive licences, copyright and patent rights, or to exclusifs, comme des licences exclusives, des droits maintain specialized products that must be maintained d'auteurs et des droits de brevet, ou d'entretenir des by the manufacturer or its representative; produits specialises qui ne peuvent etre entretenus que par leur fabricant ou son representant; (i) for services or supplies providedby avendorunder i) pour les services ou les approvisionnements fournis the provisions of a warranty or guarantee; par un vendeur en vertu des dispositions d'une garantie ou d'un cautionnement; 64�� 94-157 Loi sur les achats publics 2011, ch. 212 (j) in the event of an absence of bids in response to a j) lorsqu'aucune soumission n'a ete re�ue en reponse tender made in accordance with the tendering proce- a un appel d'offre effectue conformement aux proce- dures specified in the Act and this Regulation; dures normales d'appel d'offre prevues par la Loi et le present reglement; (k) where supplies may be purchased under excep- k) lorsque les approvisionnements peuvent etre ache- tionally advantageous circumstances such as bank- tes dans des circonstances exceptionnellement avanta- ruptcy or receivership; geuses comme une faillite ou une mise en liquidation; (l) where the carrying out of work by a vendor other l) lorsque le travail effectue par un vendeur different than the vendor who did the original wark would nullify de celui qui a effectue le travail original annulerait les the guarantees held; garanties accordees; (m) services related to matters of a confidential nature m) les services lies a des questions d'une nature con- where disclosure of the matter through a public tender- fidentielle lorsque la divulgation de la question par le ing process would compromise the confidentiality of processus d'appel d'offres public pourrait compromet- the matter; tre le caractere confidentiel de la question; (n) purchase of supplies ar services from philan- n) 1'achat des approvisionnements ou des services des thropic organizations or handicapped persons; organisations philanthropiques ou des personnes han- dicapees; (o) purchase of goods intended for resale to the gen- o) les marchandises destinees a la revente au public; eral public; (p) where Board of Management has determined that p) lorsque le Conseil de gestion a determine qu'il y there would be a significant economic benefit to the avait un avantage economique important pour la pro- province if the purchase is made from a specific vendor vince a ce que 1'achat soit effectue aupres d'un vendeur and recommends the purchase to the Minister or the particulier et recommande cet achat au Ministre ou a government funded body; 1'arganisme finance par le gouvernement; (q) supplies or services directly related to research q) les approvisionnements ou les services directe- and development or production of a protorype or orig- ment relies a la recherche et au developpement ou a la inal concept, provided that subsequent purchases are production d'un prototype ou d'un concept original, a carried out in accordance with the Act and this regula- la condition que les achats subsequents soient effectues tion; conformement a la Loi et au present reglement; (r) supplies or services purchased from a department, r) les approvisionnements ou les services achetes au- government funded body or non-profit organization; pres d'un ministere,d'un organisme finance par le gou- vernement ou d'une organisation a but non lucratif; (s) purchase of supplies and services made under the s) 1'achat des approvisionnements et des services pre- provisions of a cooperation agreement financed in vus par une entente de cooperation financee integrale- whole or in part by an international cooperation orga- ment ou partiellement par une organisation de coope- nization, if the agreement specifies different rules for ration internationale, si 1'entente prevoit des regles such purchases; differentes pour ces achats; (t) purchases of supplies or services made jointly with t) les achats d'approvisionnements ou de services ef- another government or a department, agency or body fectues conjointement avec un autre gouvernement ou under the jurisdiction of that government through an un des ses ministeres,agences ou organismes au moyen agreement or through an agency established to oversee d'une entente ou d'une agence etablie pour controler such purchases provided that the purchases are made ces achats, a la condition que ces achats se fassent par through an open tendering process; un processus d'appel d'offre public; 1 g 65 2011, c.212 Public Purchasing Act 94-157 (u) purchases of supplies or services from standing u) les achats d'approvisionnements ou de services ef- offer or supply contracts established by the federal gov- fectues sur la base d'offres ouvertes ou de contrats ernment; d'approvisionnement passes par le gouvernement fede- ral; (v) purchases of sand, stone, gravel, asphalt com- v) les achats de sable, de roches, de gravier, de me- pound or pre-mixed concrete for use in the construction lange bitumineux ou de beton pre-melange a utiliser or repair of roads where transportation costs or technical dans la construction ou la reparations des routes, lors- considerations restrict the available supply base to local que les couts de transports ou des considerations tech- sources of supply; niques limitent la base de fourniture disponible aux sources locales d'approvisionnements; (v.l) transportation services provided by locally- v.l) les services de transports fournis par des camions owned trucks for hauling aggregate on highway con- appartenant a des proprietaires locaux pour transporter struction projects; de 1'agregat destine a des projets de travaux routiers; (v.2) services for sporting events if the sporting v.2) les services destines a des evenements sportifs events have been procured by an organization whose qui ont ete obtenus par une organisation dont 1'objectif main purpose is to organize such events; principal est d'organiser des evenements semblables; (v.3) services of financial analysts; v.3) les services rendus par les analystes financiers; (v.4) services provided by an organization for the v.4) les services fournis par une organisation en ma- management of investments if the management of in- tiere de gestion d'investissements, si la gestion d'in- vestments is the primary purpose of the organization; vestissements constitue 1'objectifprincipal de 1'organi- sation; (v.S) financial services respecting the management of v.5) les services financiers en matiere de gestion financial assets and liabilities, including ancillary ad- d'elements d'actifs et de passifs financiers, y compris visory and investment services and information ser- les services connexes de consultation,d'investissement vices, whether or not delivered by a financial institu- et d'information, qu'ils soient ou non rendus par une tion; institution financiere; (v.6) advertising and public relations services; v.6) les services de publicite et de relations publiques; (w) purchase of products under supply management w) 1'achat des produits places sous gestion d'appro- or regulated by provincial marketing boards; visionnement ou reglementes par les commissions de mise en marche provinciales; (x) purchase of supplies and services related to cul- x) 1'achat des approvisionnements et des services lies tural or artistic fields; aux domaines artistiques ou culturels; (y) purchase of subscriptions to newspapers, maga- y) 1'achat d'abonnements a des journaux, des maga- zines or other periodicals; and zines ou autres periodiques; et (z) purchase of supplies or services on behalf of a z) 1'achat des approvisionnements ou des services au third party not covered by the Act or this Regulation. profit d'un tiers qui n'est pas couvert par la Loi ou le 95-73; 96-21 present reglement. 95-73; 96-21 27.2 The Minister is exempt from subsection 4(1)of the 27.2 Le Ministre est dispense du paragraphe 4(1) de la Act with respect to the following: Loi en ce qui concerne ce qui suit : 66�9 94-157 Loi sur les achats publics 2011, ch. 212 (a) gifts and mementos for visiting dignitaries; a) les cadeaux et les souvenirs pour les visites des di- gnitaires; (b) supplies required in conjunction with visitations b) les approvisionnements necessaires lors des visites by the Royal Family and heads of state; and de la famille royale et des chefs d'etat; et (c) supplies and services listed in sections 31 to 44 c) les approvisionnements et les services dont la liste inclusive if the department elects to have the Minister figure aux articles 31 a 44 inclusivement si le ministere purchase the supplies and services in question. decide de faire acheter les approvisionnements ou les 95-73 services en question par le Ministre. 95-73 Exemptions for Government Dispenses accordees aux organismes finances par le Funded Bodies gouvernement 95-73; 96-21 95-73; 96-21 28 The New Brunswick Investment Management Cor- 28 La Societe de gestion des placements du Nouveau- poration,Ambulance New Brunswick Inc., FacilicorpNB Brunswick, Ambulance Nouveau-Brunswicic Inc., la Ltd.,the New Brunswick Securities Commission,the Col- Commission des valeurs mobilieres du Nouveau- lege communautaire du Nouveau-Brunswick(CCNB),the Brunswick, le College communautaire du Nouveau- New Brunswick Community College (NBCC), the New Brunswick(CCNB),le New Brunswick Community Col- Brunswick Health Council and municipalities,rural com- lege (NBCC), le Conseil du Nouveau-Brunswick en munities, regional service commissions, universities and matiere de sante ainsi que les municipalites, les commu- regional health authorities listed in Schedule B are exempt nautes rurales et les commissions de services regionaux, from subsection 4(1) of the Act for purchases of supplies universites, FacilicorpNB Ltee. et regies regionales de la with an estimated cost of twenty-five thousand dollars or sante dont la liste figure a 1'Annexe B sont dispensees du less and services with an estimated cost of fifty thousand paragraphe 4(1) de la Loi pour les achats d'approvision- dollars or less. nements d'un cout estime de vingt-cinq mille dollars au 96-12; 96-114; 2002-35; 2004-63; 2005-84; 2007-43; Plus et les achats de services d'un cout estime de cinquante 2008-101; 2008-103; 2010-86; 2012, c.44, s.17 mille dollars au plus. 96-12; 96-114; 2002-35; 2004-63; 2005-84; 2007-43; 2008-101; 2008-103; 2010-86; 2012, c.44, art.17 28.1 Government funded bodies are exempt from sec- 28.1 Les organismes finances par le gouvernement sont tion 24 if the supplies have a cost of one thousand five dispenses de 1'article 24,si les approvisionnements ont un hundred dollars or less,not including shipping, taxes, du- cout de mille cinq cents dollars au plus, a 1'exclusion des ties or other incidental costs. frais d'envoi, des taxes, des droits de douanes ou autres 96-21; 98-86 frais accessoires. 96-21; 98-86 28.2 The New Brunswick Power Holding Corporation, 28.2 La Corporation de portefeuille Energie Nouveau- the New Brunswick Power Generation Corporation, the Brunswick, la Corporation de production Energie New Brunswick Power Coleson Cove Corporation and the Nouveau-Brunswick, la Corporation de Coleson Cove New Brunswick Power Nuclear Corporation listed in Energie Nouveau-Brunswick et la Corporation d'energie Schedule B are exempt from subsections 4(1), (3),(4)and nucleaire du Nouveau-Brunswick inscrites a 1'annexe B (5)of the Act for purchases of fuel for use in a generating sont dispensees des paragraphes 4(1), (3), (4) et(5) de la station owned by one of the corporations. Loi pour les 1'achats de carburant utilise dans une centrale 2009-28 electrique appartenant a 1'une d'elles. 2009-28 20 67 2011, c.212 Public Purchasing Act 94-157 Exemptions for Departments Dispenses accordees aux ministeres 95-73 95-73 29 Departments are exempt from purchasing through 29 Les ministeres sont dispenses de passer par le Mi- the Minister services that have an estimated cost of ten nistre pour 1'achat de services d'un cout estime de dix mille thousand dollars or less. dollars au plus. 30 Departments are exempted from purchasing through 30 Les ministeres sont dispenses de passer par le Mi- the Minister supplies that have a cost of one thousand five nistre pour acheter des approvisionnements qui ont un cout hundred dollars or less,not including shipping, taxes, du- estime de mille cinq cents dollars au plus,a 1'exclusion des ties or other incidental costs. frais d'envoi,des taxes,des droits de douane ou autres frais 98-86 accessoires. 98-86 30.1 Exemptions listed in sections 31 to 44 inclusive, 30.1 Les dispenses dont la liste figure aux articles 31 a apply only where the supplies have an estimated cost of 44 inclusivement, ne s'appliquent que lorsque les appro- twenty-five thousand dollars or less or the services have visionnements ont un cout estime maximal de vingt-cinq an estimated cost of fifty thousand dollars or less, unless mille dollars ou que les services ont un cout estime maxi- other amounts are prescribed. mal de cinquante mille dollars,a moins que d'autres mon- 95-73 tants ne soient prescrits. 95-73 31(1) Departments are exempted from purchasing the 31(1) Les ministeres sont dispenses de passerpar le Mi- following supplies through the Minister and government nistre pour acheter les approvisionnements suivants et les funded bodies are not required to tender for the following organismes finances par le gouvernement ne sontpas tenus supplies: de faire des appels d'offres pour les approvisionnements suivants : (a) boolcs, where the department or government a) les livres, lorsqu'un ministere ou un organisme fi- funded body has its own librarian or where specialized nance par le gouvernement a son propre bibliothecaire books are bought with special discounts; ou lorsque des livres specialises sont achetes avec des escomptes speciaux; (b) magazines, periodicals, newspapers, compact b) les magazines, revues, journaux, disques com- discs,CD-ROMS and other similar pre-recorded inedia, pacts,CD-ROMS et autres medias pre-enregistres sem- recordings, pre-recorded tapes, films, film strips and blables, enregistrements, bandes magnetiques pre- printed test materials; enregistrees,films,bouts de film et tests imprimes; (c) gasoline,oil,running repairs and maintenance re- c) 1'essence,l'huile,les reparations et 1'entretien cou- quired during normal operation of government-owned rants requis par 1'utilisation normale des vehicules gou- vehicles that have a credit card supplied by either the vernementaux pour lesquels des cartes de credit sont department concerned or the Department of Transpor- fournies soit par le ministere concerne, soit par le mi- tation; nistere des Transports; (d) repair transactions for government vehicles, d) les transactions de reparations des vehicules gou- where both labour and repairs are included; vernementaux lorsque main-d'oeuvre et reparation sont incluses; (e) gasoline, diesel fuel and heating oil, where the e) 1'essence, le carburant diesel et le mazout lorsque quantity purchased is too small to take advantage of la quantite achetee est trop minime pour justifier une delivery under contracts or standing purchase orders,up livraison en vertu de contrats ou d'ordres d'achats per- to a limit of five hundred litres weekly; 6&�� 94-157 Loi sur les achats publics 2011, ch. 212 manents,jusqu'a une limite de cinq cent litres par se- maine; (� Repealed: 98-86 � Abroge : 98-86 (g) supplies for projects financed on a cost-shared g) les approvisionnements necessaires aux projets fi- basis between the federal and provincial governments nances conjointement par le gouvernement federal et le and purchased according to federal government regu- gouvernement provincial,et achetes conformement aux lations; reglements du gouvernement federal; (h) groceries and meals for fire-fighting crews and h) 1'epicerie et les repas des equipes de lutte contre highway work crews; 1'incendie et des equipes de travaux routiers; 31(2) Government automobiles provided through Cen- 31(2) Les ministres et les administrateurs generaux tral Vehicle Management of the Department of Transpor- peuvent eux-memes choisir 1'automobile qui leur est four- tation to Ministers and deputy heads may be selected by nie par 1'intermediaire de la direction centrale de gestion them but no agreement to purchase shall be made until the des vehicules du ministere des Transports mais nulle en- deputy head of the Department of Supply and Services tente d'achat ne peut etre passee avant que le sous-ministre determines the price is fair and just. de 1'Approvisionnement et des Services n'ait determine si 96-21; 97-84; 98-86; 2010, c.31, s.113 le prix est juste et equitable. 96-21; 97-84; 98-86; 2010, c.31, art.113 32 The following special exemptions from purchasing 32 Le ministere de 1'Agriculture,de 1'Aquaculture et des supplies through the Minister are made for the Department Peches est exceptionnellement dispense de passer par le of Agriculture,Aquaculture and Fisheries: Ministre pour acheter les approvisionnements suivants : (a) gasoline and diesel fuel for the Bonaccord Seed a) 1'essence et le carburant diesel pour la ferme de Potato Farm, the certified strawberry nursery at Hoyt pommes de terre de semence Bonaccord, la pepiniere and the Agricultural Engineering Branch; de fraises certifiees de Hoyt et la Direction du genie agricole; (b) drugs purchased for use by the Veterinary Branch; b) les medicaments achetes pour la Direction de la medecine veterinaire; (c) feed and bedding from the New Brunswick Cen- c) le fourrage et la litiere de la Cooperative centrale tral Artificial Breeding Co-op Ltd; d'insemination artificielle du Nouveau-Brunswick Li- mitee; (d) certified plant stock offered for resale; d) des plants certifies destines a etre vendus de nou- veau; (e) experimental aquaculture equipment to be used in e) le materiel experimental utilise pour 1'aquaculture applied research programs and any part thereof; et les pieces de ce materiel devant etre utilises dans les programmes de recherches appliquees; (� consumable goods to be used in applied research � les biens de consommation a utiliser dans les pro- programs; grammes de recherche; (g) fish and crustaceans used for applied research, g) les poissons et crustaces utilises pour la recherche promotional programs, fish food and broodstock; and appliquee,les programmes promotionnels,la nourriture des poissons et les stocks de geniteurs; 22 69 2011, c.212 Public Purchasing Act 94-157 (h) experimental fishing equipment, experimental h) le materiel experimental utilise pour la peche, les aquatic resource equipment and experimental vessel ressources aquatiques et les navires et les pieces de ce equipment to be used in applied research programs,and materiel devant etre utilises dans les programmes de any part thereof. recherches appliquees. 95-73; 2000, c.26, s.253; 2007, c.10, s.81; 2010, c.31, 95-73; 2000, c.26, art.253; 2007, c.10, art.81; 2010, c.31, s.113 art.113 321 Repealed: 2010, c.31, s.113 32.1 Abroge : 2010, c.31, art.113 2007, c.10, s.81; 2010, c.31, s.113 2007, c.10, art.81;2010, c.31, art.113 33 The following special exemptions from purchasing 33 Le directeur general des elections est exceptionnel- supplies through the Minister are made for the Chief Elec- lement dispense de passer par le Ministre pour acheter les toral Officer: approvisionnements suivants : (a) specialized stationery used by the various constit- a) la papeterie speciale utilisee par les diverses cir- uencies during elections and purchased under the di- conscriptions electorales durant les elections et ache- rection of the Chief Electoral Officer; and tees sous la direction du directeur general des elections; et (b) off ce supplies used by the various constituencies b) les fournitures de bureau utilisees par les diverses during elections and purchased under the direction of circonscriptions electorales durant les elections et ache- the Chief Electoral Officer. tees sous la direction du directeur general des elections. 34 The following special exemptions from purchasing 34 Le ministere de 1'Education postsecondaire, de la supplies through the Minister are made for the Department Formation et du Travail est exceptionnellement dispense of Post-Secondary Education, Training and Labour: de passer par le Ministre pour acheter les approvisionne- ments suivants : (a) school textboolcs and textbook materials; a) les manuels scolaires et les documents textuels; (b) parts and supplies to be used in the repair and b) les pieces et approvisionnements utilisees dans la overhauling of equipment which is charged back to the reparation et la revision du materiel et debites en retour owner of the equipment but not including tools or items au proprietaire dudit materiel, a 1'exception toutefois to be placed in stock; des outils ou articles devant etre mis en stocic; (c) goods and materials required by students attend- c) les biens et materiaux dont les etudiants ont besoin ing courses for use during training and far resale to the pour suivre les cours,qui sont utilises pendant leur for- individual student; and mation et qui peuvent etre revendus aux etudiants sur une base individuelle; et (d) microcomputer software designed for educational d) le logiciel de micro-ordinateur destine uniquement purposes only. a des fins educatives. 97-84; 1998, c.41, s.97; 2000, c.26, s.253; 2006, c.16, 97-84; 1998, c.41, art.97; 2000, c.26, art.253; 2006, c.16, s.149; 2007, c.10, s.81 art.149; 2007, c.10, art.81 34.1 Repealed: 2001-79 34.1 Abroge : 2001-79 97-84; 1998, c.41, s.97; 2000, c.26, s.253; 2001-79 97-84; 1998, c.41, art.97; 2000, c.26, art.253; 2001-79 35 The following special exemptions from purchasing 35 Le ministere de 1'Education et du Developpement de supplies and services through the Minister are made for la petite enfance est exceptionnellement dispense de pas- 7()'-3 94-157 Loi sur les achats publics 2011, ch. 212 the Department of Education and Early Childhood Devel- ser par le Ministre pour acheter les approvisionnements et opment: les services suivants : (a) school textbooks and textbook materials; a) les manuels scolaires ainsi que les fournitures; (b) instructional films for the Audio-Visual Branch; b) les films educatifs pour le Service de 1'audio- visuel; (c) microcomputer software designed for educational c) le logiciel de micro-ordinateur a n'utiliser qu'a des purposes only; fins educatives; (d) supplies for schools and school district offices, d) les fournitures pour les ecoles et les secretariats de where the estimated cost, excluding shipping, taxes, districts scolaires,lorsque le cout estime, a 1'exclusion duties or other incidental costs, does not exceed one du cout du transport,des taxes ou autres couts incidents, thousand five hundred dollars per transaction; ne depasse pas mille cinq cent dollars par transaction; (d.l) supplies and services purchased for early child- d.l) les services et les approvisionnements pour les hood development programs; programmes du developpement de la petite enfance; (e) student conveyance services,where the estimated e) les services de transport des etudiants, lorsque le cost exceeds ten thousand dollars and where purchased cout estime depasse dix mille dollars et qu'ils sont in accordance with the requirements of sections 8 to 10 achetes conformement aux prescriptions des articles 8 of New Brunswick Regulation 89-104 under the a 10 du Reglement du Nouveau-Brunswick 89-104 eta- Schools Act; and bli en vertu de la Loi scolaire; et (� parts and supplies to be used in the repair and � les pieces et approvisionnements utilises dans la overhauling of equipment which is charged back to the reparation et la revision du materiel et debites en retour owner of the equipment but not including tools or items au proprietaire dudit materiel, a 1'exception toutefois to be placed in stock. des outils ou articles devant etre mis en stock. (g) Repealed: 2000, c.26, s253 g) Abroge : 2000, c.26, art.253 97-84; 97-120; 1998, c.41, s.97; 2000, c.26, s.253;2010, 97-84; 97-120; 1998, c.41, art.97; 2000, c.26, art.253; c.31, s.113; 2011-47 2010, c.31, art.113; 2011-47 36 The following special exemption from purchasing 36 Le ministere de 1'Environnement et des Gouverne- supplies through the Minister is made for the Department ments locaux est exceptionnellement dispense de passer of Environment and Local Government: par le Ministre pour acheter les approvisionnements sui- vants : (a) services and supplies for any of the purposes set a) les services et les approvisionnements pour toutes out in paragraph 3(a) of the Environmental Trust Fund fins decrites a 1'alinea 3a) de la Loi sur le Fonds en Act. fiducie pour l'Environnement. 97-84; 2000, c.26, s.253; 2006, c.16, s.149; 2012, c.39, 97-84;2000,c.26,art.253;2006,c.16,art.149;2012,c.39, s.123 art.123 36.1 The following special exemption from purchasing 36.1 Le ministere de 1'Environnement et des Gouverne- supplies through the Minister is made for the Department ments locaux est exceptionnellement dispense de passer of Environment and Local Government: par le Ministre pour acheter les approvisionnements sui- vants : 24 71 2011, c.212 Public Purchasing Act 94-157 (a) solid waste collection services on behalf of local a) les services de ramassage des ordures au nom des service districts. districts de services locaux. 2006, c.16, s.149; 2012, c.39, s.123 2006, c.16, art.149; 2012, c.39, art.123 37 Repealed: 2000, c.26, s.253 37 Abroge : 2000, c.26, art.253 97-84; 2000, c.26, s.253 97-84; 2000, c.26, art.253 38 The following special exemptions from purchasing 38 Le ministere de la Sante est exceptionnellement dis- supplies through the Minister are made for the Department pense de passer par le Ministre pour acheter les approvi- of Health: sionnements suivants : (a) drugs and related supplies prescribed for patients a) les medicaments et fournitures connexes prescrits who have been accepted as the responsibility of the De- aux malades pris en charge par le ministere de la Sante partment of Health and have been discharged from a et qui ont re�u leur conge d'un etablissement hospitalier hospital facility or institution to their home or are new ou d'un etablissement pour retourner chez eux ou qui patients underthe home-care program,butprescriptions sont de nouveaux malades au titre du programme de for these drugs shall be filled locally and this exemption soins a domicile, sous reserve que ces ordonnances shall not be used for stock or stock replacement; soient remplies sur place, ladite dispense ne s'appli- quant pas a la constitution ou au remplacement de stock; (b) limbs, braces, components and prescribed drugs b) les membres et appareils orthopediques et leurs for use in the fitting and medication ofpersons requiring composantes, ainsi que les medicaments sur ordon- prosthetic services; nance necessaires pendant la periode d'essayage et les medicaments necessaires pour les personnes qui re- quierent des services prothetiques; (c) equipment and supplies used in the home dialysis c) le materiel et les fournitures utilises pour 1'auto- program; dialyse; (d) drugs and all other items required for recipients d) les medicaments et tous autres articles necessaires of social assistance or child welfare benefits and per- pour les beneficiaires de 1'assistance sociale ou des ser- sons receiving blind or disability allowances from the vices a 1'enfance, ainsi que pour les personnes qui re- Province; �oivent une allocation d'invalidite ou une allocation d'aveugle, versee par la province; (e) purchases of food products from the National e) les produits alimentaires achetes aupres du Centre Food Distribution Centre for children with inborn de- national de distribution d'aliments, pour les enfants fects; souffrant de malformations congenitales; (fl clothing,school items,items ofpersonal care,fur- f) les vetements, les fournitures scolaires, les articles nishings, heating fuel, drugs and food purchased by personnels, 1'ameublement, le mazout, les medica- qualified social workers for clients, on behalf of the ments et les produits alimentaires achetes pour les be- child welfare or the social assistance plans; neficiaires par les travailleurs sociaux dans le cadre des programmes d'assistance sociale ou de services a 1'en- fance; (g) clothing, prescribed drugs, glasses, optical re- g) les vetements, les medicaments sur ordonnance, pairs, dental services and dentures purchased for pa- les lunettes, les reparations d'appareils optiques, les tients maintained under psychiatric services, as well as soins dentaires ainsi que les dentiers achetes pour les special emergency requirements for individual patients malades gardes pour services psychiatriques, ainsi que in psychiatric institutions; les objets particuliers d'urgente necessite pour les ma- lades des etablissements psychiatriques; 72�5 94-157 Loi sur les achats publics 2011, ch. 212 (h) Repealed: 97-84 h) Abroge : 97-84 (i) Repealed: 97-84 i) Abroge : 97-84 (j) expendable supplies used in the Work Activity j) le materiel non reutilisable utilise pour les projets Projects by clients on work training designed to increase d'adaptation au travail par les personnes suivant des their employability. cours destines a accroi'�re leur aptitude a 1'emploi. 97-84; 2000, c.26, s.253; 2006, c.16, s.149 97-84; 2000, c.26, art.253; 2006, c.16, art.149 38.1 The following special exemption from purchasing 38.1 Le ministere de la Justice et du Procureur general supplies through the Minister is made for the Department est exceptionnellement dispense de passer par le Ministre of Justice and Attorney General: pour acheter les approvisionnements suivants : (a) paralegal services. a) les services parajuridiques. 97-84; 2006, c.16, s.149; 2012, c.39, s.123 97-84; 2006, c.16, art.149; 2012, c39, art.123 39 The following special exemptions from purchasing 39 Le ministere de la Securite publique est exception- supplies through the Minister are made for the Department nelleinent dispense de passer par le Ministre pour acheter of the Public Safery: les approvisionnements suivants : (a) eyeglasses and dentures for inmates in Provincial a) les lunettes et dentiers destines aux detenus des penal institutions; and etablissements provinciaux de detention; et (b) prescribed drugs for inmates in Provincial penal b) les medicaments sur ordonnance destines aux de- institutions. tenus des etablissements provinciaux de detention. 2001-36 2001-36 40 The following special exemptions from purchasing 40 Le ministere des Ressources naturelles est excep- services and supplies through the Minister are made for tionnellement dispense de passer par le Ministre pour the Department of Natural Resources: acheter les services et les approvisionnements suivants : (a) gravel,sand,sandstone,rock and borrow material a) le gravier, le sable, le gres, la roche et le ballast required for provincial tree nurseries and provincial dont ont besoin les pepinieres et pares provinciaux; parks; (b) gravel,sand,sandstone,rock and borrow material b) le gravier, le sable, le gres, la roche et le ballast required for district forestry offices; dont ont besoin les bureaux forestiers regionaux; (c) fuel wood required for provincial camp grounds; c) le bois de chauffage dont ont besoin les terrains de and camping provinciaux; (d) services and supplies purchased in the course of a d) les services et les approvisionnements achetes dans special investigation undertaken for the purposes of the le cadre d'une enquete speciale menee pour assurer la protection of land and water and their mineral, vegeta- protection des terres et de 1'eau ainsi que de leurs com- ble and other components,including the flora,fauna and posants mineraux,vegetaux et autres,y compris la flore, fish on the land or in the water. la faune et les poissons s'y trouvant. 2004, c.20, s.52; 2009-29 2004, c.20, art.52; 2009-29 41 The following special exemptions from purchasing 41 Le ministere du Developpement social est excep- services and supplies through the Minister are made for tionnellement dispense de passer par le Ministre pour the Department of Social Development: acheter les services et approvisionnements suivants : 26 73 2011, c.212 Public Purchasing Act 94-157 (a) services and supplies purchased on an individual a) les services et approvisionnements achetes sur une basis for clients of the department; and base individuelle pour les clients du ministere; et (b) supplies and repair services for the Housing b) les approvisionnements et les services de repara- Emergency Repair Program, with such supplies and tion pour le Programme de reparations d'urgence,avec services restricted to those that are required to render les approvisionnements et les services limites a ceux qui dwelling units fit for human habitation. sont requis pour rendre les logements habitables. 97-84; 2000, c.26, s.253; 2008, c.6, s.36 97-84; 2000, c.26, art.253; 2008, c.6, art.36 41.1 The following special exemptions from purchasing 411 Le ministere du Tourisme, du Patrimoine et de la supplies through the Minister are made for the Department Culture est exceptionnellement dispense de passer par le of Tourism,Heritage and Culture: Ministre pour acheter les approvisionnements suivants : (a) handicraft items to be used for display purposes; a) les objets d'artisanat utilises a des fins d'exposi- tion; (b) artifacts and reproductions for historical projects; b) les objets ouvres et les reproductions necessaires aux projets historiques; (c) books and related ite�ns for historical projects; c) les livres et articles connexes necessaires aux pro- jets historiques; (d) plaques for use in marking historical sites; d) les plaques servant a marquer les sites historiques; (e) arts for the New Brunswick Collection; e) les oeuvres d'art pour la Collection du Nouveau- Brunswick; (� crafts for the New Brunswick Collection; � les objets d'artisanat pour la Collection du Nouveau-Brunswick; (g) topsoil, sand, sandstone, rock, lime and borrow g) la terre vegetale,le sable,le gres,la roche,la chaux material required for provincial parks; et le ballast necessaires pour les pares provinciaux; (h) fuel wood required for provincial campgrounds; h) le bois de chauffage necessaire pour les terrains de camping provinciaux; (i) items purchased for resale at gift shops; i) les articles achetes pour la revente aux boutiques de cadeaux; (j) livestock purchased or rented for historic sites;and j) le betail achete ou loue pour les sites historiques; (k) costumes and costume material for Acadian Vil- k) les costumes et le materiel connexe pour les lage site interpreters. guides-interpretes du Village acadien. 2000, c.26, s.253; 2007, c.10, s.81; 2012, c.39, s.123; 2000,c.26,art.253;2007,c.10,art.81;2012,c39,art.123; 2012, c.52, s.43 2012, c.52, art.43 41.2 Repealed: 2012, c.39, s.123 41.2 Abroge : 2012, c.39, art.123 2001-79;2001, c.41, s15; 2012, c.39, s.123 2001-79; 2001, c.41, art.15; 2012, c.39, art.123 42 Repealed: 2000, c.26, s.253 42 Abroge : 2000, c.26, art.253 97-84; 1998, c.41, s.97; 2000, c.26, s.253 97-84; 1998, c.41, art.97; 2000, c.26, art.253 7427 94-157 Loi sur les achats publics 2011, ch. 212 43 The following special exemptions from purchasing 43 Le ministere des Services gouvernementaux est ex- supplies through the Minister are made far the Department ceptionnellement dispense de passer par le Ministre pour of Government Services: acheter les approvisionnements suivants : (a) warks of art to be used for decorative purposes; a) les oeuvres d'art destinees a des fins decoratives; (b) Repealed: 95-73 b) Abroge : 95-73 (c) Repealed: 95-73 c) Abroge : 95-73 (d) Repealed: 95-73 d) Abroge : 95-73 95-73; 2012, c.39, s.123 95-73; 2012, c.39, art.123 44(1) The following special exemptions from purchas- 44(1) Le ministere des Transports et de 1'Infrastructure ing supplies and services through the Minister are made est exceptionnellement dispense de passer par le Ministre for the Department of Transportation and Infrastructure: pour acheter les approvisionnements et services suivants : (a) plaques for bridges and other highway structures; a) les plaques destinees aux ponts et autres consiruc- tions routieres; (b) subject to subsection(2),gravel,sand, sandstone, b) sous reserve du paragraphe(2),le gravier,le sable, rock and borrow material required for the maintenance le gres,la roche et le ballast requis pour 1'entretien et la and construction of highways and bridges regardless of construction des routes et des ponts,quelque soit le cout estimated cost; estime; (c) hay and straw for highway seeding purposes; c) le foin et la paille necessaires pour 1'ensemence- ment le long des routes; (d) subject to subsection(2),asphalt mix for highway d) sous reserve du paragraphe(2), les melanges bitu- maintenance regardless of estimated cost; mineux destines a 1'entretien des routes,quelque soit le cout estime; (e) lumber and related materials required in the main- e) le bois d'oeuvre et autres materiaux connexes re- tenanceandconstructionofbridges,buildingsandhigh- quis pour 1'entretien et la construction des ponts, des ways,up to a value of twenty-five hundred dollars; batiments et des routes, jusqu'a concurrence de deux mille cinq cents dollars; (� subject to subsection (2), concrete mix for high- � sous reserve du paragraphe (2), le beton pre- way and bridge maintenance and construction regard- melange destine a 1'entretien et a la construction des less of estimated cost; routes et des ponts, quelque soit le cout estime; (g) Repealed: 98-86 g) Abroge : 98-86 (h) Repealed: 2003, c.E-4.6, s.171 h) Abroge : 2003, c.E-4.6, art.171 (h.1) short-term (less than one year) rental of equip- h.l) la location a court terme(moins d'un an)d'equi- ment where rates are already established under the pement lorsque les tarifs sont deja etablis en vertu de la Crown Construction Conti^acts Act and regulations un- Loi sur les contrats de consti^uction de la Couronne et der that Act; les reglements pris sous son regime; 28 75 2011, c.212 Public Pu�chasing Act 94-157 (h.2) repairs to heavy equipment where the cost of h.2) les reparations du materiel lourd lorsque le cout such repairs cannot be estimated prior to the start of the des reparations ne peut pas etre estime avant le com- job; mencement du travail; (h.3) surveying for road and bridge alignment and h.3) 1'arpentage pour la construction et 1'alignement construction; des routes et des ponts; (h.4) traffic line marking for highways; h.4) la signalisation des voies de circulation pour les routes; (h.5) environmental studies relating to road or bridge h.5) les etudes environnementales relatives a la cons- construction or repair; truction ou la reparation des routes; (i) fuel, operating expenses, maintenance and parts i) le carburant,les depenses de fonctionnement,l'en- for government-operated aircraft; tretien et les pieces de 1'aeronef exploite par le gouver- nement; (j) repairs to government-operated aircraft; and j) les reparations requises pour 1'aeronef exploite par le gouvernement; (k) the operation and management of vehicle and pas- k) 1'exploitation et la gestion de services de traver- senger ferry service between Blacks Harbour on the siers pour passagers et vehicules entre Blacks Harbour mainland and North Head on Grand Manan Island,be- sur le continent et North Head sur 1'i1e Grand Manan, tween Ingalls Head on Grand Manan Island and White entre Ingalls Head sur 1'i1e Grand Manan et 1'i1e White Head Island and between Letete on the mainland and Head et, entre Letete sur le continent et 1'i1e Deer. Deer Island. 44(2) The supplies and services specified in para- 44(2) Le Ministere ne peut acheter les approvisionne- graph(1)(b),(d)or(�may be purchased by the department ments et les services indiques a 1'alineas(1)b),d)ou�que only where the department can show that transportation s'il peut demontrer que les couts de transports ou des con- costs or technical considerations restrict the available sup- siderations techniques limitent la base de fourniture dis- ply base to local sources of supply. ponible aux sources locales d'approvisionnements. 95-73; 97-120; 98-86; 2003, c.E-4.6, s.171; 2010-21; 95-73; 97-120; 98-86; 2003, c.E-4.6, art.171; 2010-21; 2012, c.39, s.123 2012, c.39, art.123 44.1 Where supplies or services are purchased under an 44.1 Lorsque les approvisionnements ou les services exemption listed in section 27.1, a government funded sont achetes en vertu d'une dispense qui figure sur la liste body shall, with respect to all such purchases, maintain prevue a 1'article 27.1, un organisme finance par le gou- records of such purchases which shall contain the date,the vernement doit, relativement a tous ces achats, tenir des name and address of the vendor from which the supplies registres de ces achats ou doivent figurer la date, le no�n or services were purchased, the price paid, the reason for et 1'adresse du vendeur aupres duquel les approvisionne- the exemption and documentation sufficient to justify the ments ou les services ont ete achetes,le prix paye,la raison use of the exemption. de la dispense et une documentation suffisante pour justi- 95-73 fier 1'utilisation de la dispense. 95-73 Records and Reports Registres et rapports 45 Where the Minister or a government funded body 45 Lorsque le Ministre ou un organisme finance par le purchases supplies or services under an exemption listed gouverneinent achete des approvisionnements ou des ser- under section 27.1, the Minister or government funded vices en vertu d'une dispense qui figure sur la liste prevue body shall a 1'article 27.1,il doit 7�9 94-157 Loi sur les achats publics 2011, ch. 212 (a) ensure documentation is in the file respecting the a) s'assurer que la documentation est dans le dossier applicability of section 27.1 to the purchase made, and en ce qui concerne 1'applicabilite de 1'article 27.1 a 1'achat effectue, et (b) ensure that there is documentation from the Min- b) s'assurer qu'il y a de la documentation provenant ister or head of the government funded body that,in the du Ministre ou du directeur de 1'organisme finance par opinion ofthe Minister or government fundedbody,the le gouvernement indiquant, de 1'avis du Ministre ou de situation exists that would justify action under seo- 1'organisme finance par le gouvernement, qu'il existe tion 27.1. une situation justifiant une action en vertu de 1'arti- 95-73 cle 27.1. 95-73 46(1) A department that purchases services with an es- 46(1) Le ministere qui achete des services d'un cout es- timated cost of ten thousand dollars or less shall report the time d'au plus dix mille dollars doit faire un rapport sur la total value of all such purchases made during the fiscal valeur totale de ces achats effectues au cours de 1'annee year to the Minister in a fonnat specified by the Minister financiere au Ministre sous un fonnat stipule par le Mi- and within ninety calendar days following the end of the nistre dans les quatre-vingt-dix jours de la fin de 1'annee fiscal year. financiere. 46(2) For purchases made under an exemption listed in 46(2) Pour les achats effectues conformement a une dis- sections 31 to 44, a department making the purchase shall pense figurant sur la liste des articles 31 a 44,le ministere report the total value of all such purchases made during qui effectue 1'achat doit faire un rapport sur la valeur totale the fiscal year to the Minister within ninety calendar days de ces achats effectues au cours de 1'annee financiere au after the end of the fiscal year. Ministre dans les quatre-vingt-dix jours de la fin de 1'annee financiere. 46(3) The purchases shall be reported separately for 46(3) Les achats doivent faire 1'objet d'un rapport se- supplies and for services and in a format specified by the pare pour les approvisionnements et pour les services et Minister. dans un format stipule par le Ministre. 95-73 95-73 PREFERENCES PREFERENCES 47(1) The Minister or a government funded body may 47(1) Le Ministre ou un organisme finance par le gou- give preferential treatment to a vendor where vernement peut accorder un traitement preferentiel a un vendeurlorsque (a) the estimated cost of supplies is twenty-five thou- a) le cout estime des approvisionnements est de sand dollars or less, or vingt-cinq mille dollars au plus, ou (b) the estimated cost of services is fifty thousand b) le cout estime des services est de cinquante mille dollars or less. dollars au plus. 47(2) Where preferential treatment is permitted under 47(2) Lorsqu'un traitement preferentiel est autorise en subsection (1), the Minister or government funded body vertu du paragraphe(1),le Ministre ou 1'organisine finan- may give preferential treatment to a vendor in the follow- ce par le gouvernement peut accorder un traitement pre- ing order: ferentiel a un vendeur dans 1'ordre suivant : (a) New Brunswick manufacturers or service provid- a) les fabricants ou fournisseurs de services du ers or vendors supplying New Brunswick manufactured Nouveau-Brunswick ou les vendeurs fournissant des goods; produits fabriques au Nouveau-Brunswick; 30 77 2011, c.212 Public Purchasing Act 94-157 (b) New Brunswick warehousers or distributors; b) les entreposeurs ou les distributeurs du Nouveau- Brunswick; (c) other Atlantic province manufacturers or service c) les fabricants ou fournisseurs de services des autres providers or vendors supplying goods manufactured in province de 1'Atlantique ou les vendeurs fournissant another Atlantic province; des produits fabriques dans les autres provinces de 1'At- lantique; (d) other Atlantic province warehousers or distribu- d) les entreposeurs ou les distributeurs des autres pro- tors; vinces de 1'Atlantique; (e) other Canadian manufacturers or service provid- e) les autres fabricants ou fournisseurs de services ers ar vendors supplying goods manufactured in Can- canadiens ou les autres vendeurs canadiens fournissant ada; and des produits fabriques au Canada, et (� all others. � tous les autres. 47(3) Where the Minister or government funded body is 47(3) Lorsque le Ministre ou un organisme finance par of the opinion that there is a sufficient number of sources le gouvernement estime qu'il y a suffisamment de source of supply to establish a competition,the request for tenders d'approvisionnement pour etablir un concours, 1'appel may be restricted to those vendors referred to in para- d'offres peut etre limite aux vendeurs vises aux alineas graph (2)(a), (2)(a) and (b), ar (2)(a), (b) and (c), as the (2)a), (2)a) et b), ou(2)a),b) et c), selon le cas. case may be. 47.1 The Minister or a government funded body may 471 Le Ministre ou un organisme finance par le gou- give preferential treatment to vendors from the Atlantic vernement peut accarder un traitement preferentiel aux provinces where the estimated cost of the services is vendeurs des provinces de 1'Atlantique lorsque le cout es- greater than fifty thousand dollars but less than one hun- time des services est superieur a cinquante mille dollars dred thousand dollars, but no preferential treatment shall mais inferieur a cent mille dollars, mais aucun traitement be permitted among competing vendars from the Atlantic de faveur ne peut etre autorise entre les vendeurs des pro- provinces. vinces de 1'Atlantique concurrents. 95-73 95-73 47.2(1) Where the estimated cost of supplies exceeds 47.2(1) Lorsque le cout estime des approvisionnements twenty-five thousand dollars or the estimated cost of ser- depasse vingt-cinq mille dollars ou que le cout estime des vices exceeds fifry thousand dollars,the Minister or a gov- services depasse cinquante mille dollars,le Ministre ou un ernment funded body may give preferential treatment to organisme finance par le gouvernement peut accorder un Canadian manufacturers or service providers based on a traitement preferentiel aux fabricants canadiens ou aux value-added in Canada component if fournisseurs de services sur la base de la valeur ajoutee au Canada si (a) the tender documents clearly identify the prefer- a) les documents de soumission identifient claire- ential treatment, ment le traitement preferentiel, (b) the method to be used for determining the value- b) la methode a utiliser pour determiner la valeur added Canada component are provided to vendors,and ajoutee au Canada est fournie aux vendeurs, et (c) the preference does not exceed ten per cent of the c) la preference ne depasse pas dix pour cent du cout estimated cost of the lowest priced acceptable tender. estime de la soumission au prix acceptable le plus bas. 783� 94-157 Loi sur les achats publics 2011, ch. 212 47.2(2) At the discretion of the Minister or government 47.2(2) A la discretion du Ministre ou d'un organisme funded body,tenders may be restricted to goods produced finance par le gouvernement,les soumissions peuvent etre in Canada or to vendors with aplace ofbusiness in Canada. limitees aux biens produits au Canada ou aux vendeurs 95-73 dans un lieu d'affaires au Canada. 95-73 REPEAL AND COMMENCEMENT ABROGATION ET ENTREE EN VIGUEUR 48 New Br�unswick Regulation 85-56 under the Public 48 Le Reglement du Nouveau-Br�unswick 85-56 etabli Purchasing Act is repealed. en vertu de la Loi sur les achats publics est abroge. 49 This Regulation comes into force on January 1, 49 Le present reglement entre en vigueur le lei"janvier 1995. 1995. 32 79 2011, c.212 Public Purchasing Act 94-157 SCHEDULE A ANNEXE A Chief Electoral Officer Agence des services internes du Nouveau-Brunswick Clerk of the Legislative Assembly Bureau de 1'Ombudsman Department of Agriculture,Aquaculture and Fisheries Bureau du Conseil executif Department of Economic Development Bureau du Controleur Department of Education and Early Childhood Bureau du Verificateur general Development Cabinet du Chef de 1'opposition Department of Energy and Mines Cabinet du Lieutenant-gouverneur Department of Environment and Local Government Cabinet du Premier ministre Department of Finance Centre de formation linguistique Department of Government Services Commission de police du Nouveau-Brunswick Department of Health Commission du travail et de 1'emploi Department of Healthy and Inclusive Communities Directeur general des elections Department of Human Resources Greffier de 1'Assemblee legislative Department of Justice and Attorney General Ministere de 1'Agriculture,de 1'Aquaculture et des Peches Department of Natural Resources Ministere de 1'Education et du Developpement de la petite Department of Post-Secondary Education, Training and enfance Labour Ministere de 1'Education postsecondaire, de la Formation Department of Public Safety et du Travail Department of Social Development Ministere de 1'Energie et des Mines Department of Tourism, Heritage and Culture Ministere de 1'Environnement et des Gouvernements Department of Transportation and Infrastructure locaux Executive Council Office Ministere de la Justice et du Procureur general Labour and Employment Board Ministere de la Sante Language Training Centre Ministere de la Securite publique New Brunswick Internal Services Agency Ministere des Communautes saines et inclusives New Brunswick Police Commission Ministere des Finances Office of the Auditor General Ministere des Ressources humaines Office of the Comptroller Ministere des Ressources naturelles Office of the Leader of the Opposition Ministere des Services gouvernementaux Office of the Lieutenant-Governor Ministere des Transports et de 1'Infrastructure Office of the Ombudsman Ministere du Developpement economique Office of the Premier Ministere du Developpement social 95-73; 1998, c.41, s.97; 2000, c.26, s.253; 2001-75; Ministere du Tourisme, du Patrimoine et de la Culture 2001-79;2001,c.41,s.15;2003,c.23, s.4;2003-35;2004, 95-73; 1998, c.41, art.97; 2000, c.26, art.253; 2001-75; c.20, s.52; 2005-118; 2006-14; 2006, c.16, s.149; 2007, 2001-79; 2001, c.41, art.15; 2003, c.23, art.4; 2003-35; c.10, s.81; 2007-15; 2008-44; 2008, c.6, s.36; 2010-70; 2004,c.20,art.52;2005-118;2006-14;2006,c.16,art149; 2010, c.31, s.113; 2012, c.39, s.123; 2012, c.52, s.43 2007, c.10, art.81; 2007-15; 2008-44; 2008, c.6, art.36; 2010-70; 2010, c.31, art113; 2012, c.39, art.123; 2012, c.52, art.43 g�33 94-157 Loi sur les achats publics 2011, ch. 212 SCHEDULE B ANNEXE B Ambulance New Brunswick Inc. Ambulance Nouveau-Brunswick Inc. College communautaire du Nouveau-Brunswick(CCNB) College communautaire du Nouveau-Brunswick(CCNB) FacilicorpNB Ltd. Commission de la sante, de la securite et de Invest New Brunswick 1'indemnisation des accidents au travail Kings Landing Corporation Commissions de services regionaux constituees en vertu Mount Allison University de la Loi sur la prestation de services regionaux Municipalities as defined in the Municipalities Act Commission des valeurs mobilieres du New Brunswick Community College (NBCC) Nouveau-Brunswick New Brunswick Economic and Social Inclusion Communautes rurales,telles que definies dans la Corporation Loi sur les rr2unicipalites New Brunswick Health Council Conseil du Nouveau-Brunswick en matiere de sante New Brunswick Housing Corporation Corporation d'energie nucleaire du Nouveau-Brunswick New Brunswick Investment Management Corporation Corporation de Coleson Cove Energie New Brunswick Power Coleson Cove Corporation Nouveau-Brunswick New Brunswick Power Distribution and Customer Service Corporation de distribution et service a la clientele Energie Corporation Nouveau-Brunswick New Brunswick Power Generation Corporation Corporation de portefeuille Energie Nouveau-Brunswick New Brunswick Power Holding Corporation Corporation de production Energie Nouveau-Brunswick New Brunswick Power Nuclear Corporation Corporation de transport Energie Nouveau-Brunswick New Brunswick Power Transmission Corporation FacilicorpNB Ltee. New Brunswick Securities Commission Investir Nouveau-Brunswick Regional Development Corporation Mount Allison University Regional health authorities as defined in the Municipalites, telles que definies dans la Regional Health Authorities Act Loi sur les municipalites Regional service commissions established under the New Brunswick Community College (NBCC) Regional Service Delivery Act Regies regionales de la sante, telles que definies dans la Rural communities as defined in the Municipalities Act Loi sur les regies regionales de la sante St. Thomas University Societe d'habitation du Nouveau-Brunswick The Universiry of New Brunswicic-Fredericton and Societe de developpement regional Saint John Societe de gestion des placements du Universite de Moncton Nouveau-Brunswick Workplace Health,Safety and Compensation Cominission Societe de Kings Landing 95-73; 96-12; 96-114; 2000, c.51, s.8; 2002-35; 2003, Societe de 1'inclusion economique et sociale duNouveau- c.E-4.6, s.171; 2004-63; 2004-112; 2005-84; 2007-43; B�nswick 2008-101;2008-103;2010-86; 2010-123;2011-44;2012, St. Thomas University c.44. s.17 Universite de Moncton Universite du Nouveau-Brunswick-Fredericton et Saint John 95-73; 96-12; 96-ll4; 2000, c.51, art.8; 2002-35; 2003, c.E-4.6, art.171; 2004-63; 2004-ll2; 2005-84; 2007-43; 2008-101;2008-103;2010-86;2010-123;2011-44; 2012, c.44, art.17 N.B. This Regulation is consolidated to January 1, 2013. N.B. Le present reglement est refondu au ler janvier 2013. QOEEN'S PRINTBR FOR NEW BRONSWICK�IMPRIMEOR DE LA REINE POOR LE NOWEAU-BRONSWICK All righCs reserved/Tous droits reserves 34 g� � s�f� CHAPTER 212 CHAPITRE 212 Public Purchasing Act Loi sur les achats publics Deposited May 13, 2011 Deposee le 13 mai 2011 Table of Contents Table des inatieres 1 Definitions 1 Definitions Branch Direction annonce publique public advertisement department—ministere approvisionnements—supplies electronic bulletin board—babillard electronique babillard electronique—electronic bulletin board government funded body organisme finance par le Direction Branch gouvernement ministere—department Minister—ministre ministre—Minister public advertisement annonce publique organisme finance par le gouvernement government services—services funded body supplies—approvisionnements services—services vendor vendeur vendeur vendor 2 Administration 2 Application 3 Establishment of Central Purchasing Branch 3 Constitution de la Direction centrale des achats 4 Purchase of services and supplies by department 4 Achat de services eY d'approvisionnements par le ministere 5 Purchase of services and supplies on behalf of government 5 Achat de services et d'approvisionnements au nom d'un funded body organisme finance par le gouvernement 6 Agreements by Minister 6 Ententes conclues par le ministre 7 Rules respecting purchases by Minister and�overnment 7 Re�les rclatives aux achats par le ministre et les organismes funded bodies finances par le gouvernement 8 Application for exemption by government funded body 8 Demande d'exemption presentee par un arganisme finance par le gouvernement 9 Payments out of Consolidated Fund 9 Prelevement sur le Fonds Consolide g21 2011, ch. 212 Loi sur les achats publics 10 Purchase of services or supplies in contravention of Act or 10 Achat de services ou d'approvisionnements en violation de la regulations presente loi ou de ses reglements 11 Advisory committee 11 Comite consultatif 12 Regulations 12 Reglements 2 83 Public Purchasing Act 2011, c.212 Definitions Definitions 1 The following definitions apply in this Act. 1 Les definitions qui suivent s'appliquent a la presente loi. `Branch" means the Central Purchasing Branch estab- « annonce publique » Annonce dans un journal ou sur lished under section 3. (Direction) un ou plusieurs babillards electroniques. (public adverti- sement) "department"means any ofthe following prescribedby regulation: « approvisionnements » Objets, articles et marchan- dises dont un ministere ou un arganisme finance par le (a) a department of the government of the Province; gouvernement a besoin pour la conduite de son activite commerciale et de ses affaires internes, y compris tout (b) any other portion of the public service,other than 1'ameublement, qu'il s'agisse d'accessoires fixes ou au- a government funded body; or tres, tout le materiel et tous les articles de papeterie, et s'entend egalement des services afferents a 1'approvision- (c) any other body or office,other than a government nement de ces objets, de ces articles et de ces marchan- funded body, whose operation is effected through dises. (supplies) money appropriated for the purpose and paid out of the Consolidated Fund. (ministere) «babillard electronique»Babillard electronique regle- mentaire. (electronic bulletin boara� "electronic bulletin board"means an electronic bulletin board prescribed by regulation. (babillard electronique) « Direction » La Direction centrale des achats consti- tuee en vertu de 1'article 3. (Branch) "government funded body" means a body corporate, corparation, municipality, rural community, university, « ministere » Selon le cas, 1'un des organismes regle- board, commission and body prescribed by regulation. mentaires suivants : (organisme finance par le gouvernement) a) tout ministere du gouvernement de la province; "Minister"means the Minister of Government Services and includes any person designated by the Minister to act b) tout autre element des services publics,autre qu'un on the Minister's behal£ (ministre) organisme finance par le gouvernement; "public advertisement" means an advertisement in a c) tout autre organisme ou bureau, autre qu'un orga- newspaper or on one or mare electronic bulletin boards. nisme finance par le gouverneinent, dont le fonction- (annonce publique) nement est assure par des credits votes a cet effet et imputes au Fonds Consolide. (department) "services" means services required by a department or a government funded body for the transaction of its busi- «ministre »S'entend du ministre des Services gouver- ness and affairs. (services) nementaux et s'entend egalement de toute personne qu'il designe pour le representer. (Minister) "supplies" means goods, wares and merchandise re- quired by a department or a government funded body for « organisme finance par le gouvernement » Personne the transaction of its business and affairs, and includes all morale,municipalite,communaute rurale,universite,con- furnishings, whether fixtures or otherwise, all equipment seil, commission ou organisme reglementaire. (govern- and all stationery and includes services that are furnished ment funded body) incidental to the supply of those goods, wares and mer- chandise. (approvisionnements) «services»Servicesdontunministereouunorganisme finance par le gouvernement a besoin pour la conduite de son activite commerciale et de ses affaires. (services) « vendeur » Personne qui exerce 1'activite de fournir des services ou de vendre des approvisionnements a un 843 2011, ch. 212 Loi sur les achats publics "vendor" means a person carrying on the business of ministere ou a un organisme finance par le gouverne- providing services or selling supplies to a department or ment. (vendor) government funded body. (vendeur) L.R. 1973, ch. P-23.1, art. l; 1975, ch. 48, art. 1; 1984, R.S.1973, c.P-23.1, s.l; 1975, c.48, s.l; 1984, c.57, s.l; ch.57,art. 1; 1994,ch.37,art. 1; 1995,ch.44,art. 1;2005, 1994,c.37,s.l; 1995,c.44,s.l;2005,c.7,s.67;2010,c.31, ch. 7, art. 67; 2010, ch. 31, art. 112; 2012, ch. 39, s.112; 2012, c.39, s.122. art. 122. Administration Application 2 The Minister is responsible for the administration of 2 Le ministre est charge de 1'application de la presente this Act and may designate one or more persons to act on loi et peut designer des personnes pour agir en son nom. the Minister's behalf. 1984, ch. 57, art. 2. 1984, c.57, s.2. Establishment of Central Purchasing Branch Constitution de la Direction centrale des achats 3(1) There shall be a branch of the public service of the 3(1) Il est constitue au sein des services publics de la Province to be province une direction : (a) known as the Central Purchasing Branch, and a) appelee la Direction centrale des achats; (b) attached to and to form part of the Department of b) qui est rattachee au ministere des Services gouver- Government Services. nementaux et en fait partie. 3(2) The Branch shall assist the Minister in carrying out 3(2) La Direction aide le ministre dans 1'execution de the Minister's duties under this Act. ses attributions prevues par la presente loi. R.S.1973, c.P-23.1, s.2; 1994, c.37, s.2; 2012, c.39, L.R. 1973, ch. P-231, art. 2; 1994, ch. 37, art. 2; 2012, s122. ch. 39, art. 122. Purchase of services and supplies by department Achat de services et d'approvisionnements par le ministere 4(1) Except as otherwise provided in this Act or in the 4(1) Sauf disposition contraire de la presente loi ou de regulations, each department shall purchase its services ses reglements, chaque ministere est tenu d'acheter ses and supplies through the Minister. services et ses approvisionnements par 1'intermediaire du ministre. 4(2) Except as otherwise provided in this Act and the 4(2) Sauf disposition contraire de la presente loi et de regulations,the Minister shall acquire by purchase or oth- ses reglements, le ministre se procure par voie d'achat ou erwise all services and supplies that are required by a de- de toute autre fa�on tous les services et les approvision- partment. neinents dont un ministere a besoin. R.S.1973, c.P-231, s3; 1994, c.37, s.3. L.R 1973, ch. P-23.1, art. 3; 1994, ch. 37, art. 3. Purchase of services and supplies on behalf of Achat de services et d'approvisionnements au nom government funded body d'un organisme finance par le gouvernement 5 On the request of a government funded body,the Min- 5 Le ministre peut,a la demande d'un organisme finance ister may purchase services and supplies on behalf of the par le gouvernement, acheter des services et des approvi- government funded body in accordance with section 7 and sionnements au nom de cet organisme conformement a the regulations. 1'article 7 et aux reglements pris en vertu de la presente 1984, c.57, s.3; 1994, c.37, s.4. loi. 1984, ch. 57, art. 3; 1994, ch. 37, art. 4. 4 85 Public Purchasing Act 2011, c.212 Agreements by Minister Ententes conclues par le ministre 6(1) The Minister may enter into and amend an agree- 6(1) Le ministre peut conclure et modifier une entente ment,as may be necessary or desirable for carrying out the necessaire ou souhaitable pour atteindre les objectifs de la purposes of this Act,with presente loi avec : (a) the Government of Canada or a department, a) le gouvernement du Canada ou un ministere ou un agency or body under the jurisdiction of that govern- organisme place sous 1'autorite de ce gouvernement; ment, (b) the government of a province ar a territory or a b) le gouvernement d'une province ou d'un territoire department, agency or body under the jurisdiction of ou un ministere ou un organisme place sous 1'autarite that province or territory, de cette province ou de ce territoire; (c) an agency or a body under the jurisdiction of this c) un organisme place sous 1'autorite de la province; province, or (a� any other body or person. c� tout autre organisme ou personne. 6(2) The Minister may do those things and may autho- 6(2) Le ministre peut faire ce qui est necessaire ou sou- rize persons to do those things that are necessary or desir- haitable pour donner effet a une entente conclue ou modi- able to give effect to an agreement entered into or amended fiee en vertu du paragraphe(1),ainsi qu'autoriser des per- under subsection(1). sonnes a le faire. 1994, c.37, s.5; 1995, c.44, s.2. 1994, ch. 37, art. 5; 1995, ch. 44, art. 2. Rules respecting purchases by Minister and Regles relatives aux achats par le ministre et les government funded bodies organismes finances par le gouvernement 7(1) Subject to subsections (3) and (4) and the regula- 7(1) Sous reserve des paragraphes (3) et (4) et des re- tions,when services or supplies are to be purchased by the glements pris en vertu de la presente loi,lorsque le ministre Minister on behalf of a department or by a government au nom d'un ministere ou un organisme finance par le funded body, whether alone or on a joint purchase basis, gouvernement achete des services ou des approvisionne- the Minister or the government funded body shall ensure ments, que ce soit individuellement ou a titre d'achat en that tenders are issued for the purchase of the services or commun, le ministre ou cet organisme veille a ce qu'un supplies in accordance with the following rules: appel d'offres se fasse pour 1'achat des services ou des approvisionnements conformement aux regles suivantes : (a) when the total estimated cost of all services to be a) lorsque le cout total estimatif de tous les services purchased, whether purchased alone or on a joint pur- a acheter, soit individuellement soit a titre d'achat en chase basis, exceeds an amount prescribed by regula- commun, depasse un montant reglementaire, 1'appel tion,tenders shall be requestedbypublic advertisement; d'offres se fait par voie d'annonce publique; (b) when the total estimated cost of all supplies to be b) lorsque le cout total estimatif de tous les approvi- purchased, whether purchased alone or on a joint pur- sionnements a acheter, soit individuellement soit a titre chase basis, exceeds an amount prescribed by regula- d'achat en commun,depasse un�nontant reglementaire, tion,tenders shall be requestedbypublic advertisement; 1'appel d'offres se fait par voie d'annonce publique; (c) when the total estimated cost of all services to be c) lorsque le cout total estimatif de tous les services purchased, whether purchased alone or on a joint pur- a acheter, soit individuellement soit a titre d'achat en chase basis, does not exceed the amount referred to in commun, ne depasse pas le montant vise a 1'alinea a) paragraph (a) but exceeds another amount prescribed mais depasse un autre montant reglementaire, 1'appel by regulation, tenders shall be requested by public ad- d'offres se fait par voie d'annonce publique ou aupres vertisement or from vendors on a vendors list; de vendeurs qui figurent sur une liste de vendeurs; 865 2011, ch. 212 Loi sur les achats publics (a� when the total estimated cost of all supplies to be c� lorsque le cout total estimatif de tous les approvi- purchased, whether purchased alone or on a joint pur- sionnements a acheter,soit individuellement soit a titre chase basis, does not exceed the amount referred to in d'achat en commun, ne depasse pas le montant vise a paragraph (b) but exceeds another amount prescribed 1'alinea b) mais depasse un autre montant reglemen- by regulation, tenders shall be requested by public ad- taire, 1'appel d'offres se fait par voie d'annonce publi- vertisement ar from vendors on a vendors list; que ou aupres de vendeurs qui figurent sur une liste de vendeurs; (e) nothing in this subsection prevents the Minister or e) aucune disposition du present paragraphe n'empe- a government funded body from requesting or accept- che le ministre ou un organisme finance par le gouver- ing a tender from a vendor not on a vendors list nement de solliciter ou d'accepter une soumission d'un vendeur qui ne figure pas sur une liste de vendeurs; (f) tenders that are requested by public advertisement �f} un appel d'offres effectue par voie d'annonce pu- under paragraph (a) or (b) shall not specify a closing blique en application de 1'alinea a) ou b)n'indique pas date for acceptance of tenders befare the period of time une date de cloture de Pacceptation des soumissions prescribed by regulation has elapsed; avant que la periode reglementaire ne se soit ecoulee; (g) all vendors to whom tenders are issued shall be g) tous les vendeurs qui sont invites a soumissionner notified of the date and time for the opening of tenders doivent etre avises de la date et de 1'heure de 1'ouverture and may attend the opening of tenders; des soumissions et peuvent y assister; (h) the Minister and each government funded body h) le ministre et chaque organisme finance par le gou- shall maintain a vendors list on which shall be placed vernement tiennent une liste de vendeurs sur laquelle the names of all vendors who comply with the standards figure le nom de tous les vendeurs qui se conforment as to pricing, delivery and service and other criteria as aux normes en matiere de fixation de prix, de livraison determined by the Minister or the government funded et de service et a d'autres criteres fixes par le ministre body and who request in writing to be placed on the list; ou par 1'organisme finance par le gouvernement et qui and demandent par ecrit a etre places sur la liste; (i) the Minister and each government funded body i) le ministre et chaque organisme finance par le gou- shall make their respective vendors lists available for vernement mettent a la disposition du public leurs listes public inspection during business hours. respectives de vendeurs qui peuvent etre consultees pendant les heures de bureau. 7(2) Except when permitted by regulation,the Minister 7(2) Sauf lorsque les reglements pris en vertu de la pre- or a government funded body shall not give preferential sente loi le permettent,le ministre ou un organisme finance treatment to a vendor on the basis of the province of origin par le gouvernement ne peut pas accorder de traitement de of supplies or on the basis of the province of origin or place faveur a un vendeur en fonction de la province d'origine of business of the vendor. des approvisionnements ou en fonction de la province d'origine ou du lieu d'affaires du vendeur. 7(3) If the Minister is satisfied that it is practicable and 7(3) Lorsque le ministre est convaincu qu'il s'avere rea- in the best interests of the Province, the Minister may lisable de proceder ainsi et que 1'interet de la province le commande, il peut : (a) request at least three proposals from vendors in a) inviter au moins trois propositions de vendeurs respect of the services or supplies sought, and concernant les services ou les approvisionnements re- cherches; (b) enter into negotiations with a vendor for the pur- b) engager des negociations avec un vendeur pour chase of the services or supplies and purchase the ser- 1'achat des services ou des approvisionnements et ache- vices or supplies. ter ces services ou ces approvisionnements. 6 87 Public Purchasing Act 2011, c.212 7(4) On the recommendation of the committee estab- 7(4) Sur la recommandation du comite constitue en ver- lished under section 11,the Minister may tu de 1'article 11, le ministre peut : (a) waive the provisions of subsection(1), and a) renoncer a 1'application des dispositions du para- graphe (1); (b) enter into negotiations with a vendor for the pur- b) engager des negociations avec un vendeur pour chase of services or supplies and purchase the services 1'achat de services ou d'approvisionnements et acheter or supplies. ces services ou ces approvisionnements. 7(5) A government funded body shall submit a report to 7(5) Un organisme finance par le gouvernement soumet the Minister with respect to its acquisition of services and un rapport au ministre sur ses acquisitions de services et supplies in the time and manner required by the Minister d'approvisionnements a la date et de la maniere qu'exige with the information that the Minister may require. le ministre, avec les renseignements qu'il peut exiger. R.S.1973, c.P-23.1, s.4; 1975, c.48, s.2; 1984, c.57, s.4; L.R. 1973, ch. P-23.1, art. 4; 1975, ch. 48, art. 2; 1984, 1994, c.37, s.6; 1995, c.44, s.3. ch. 57, art. 4; 1994, ch. 37, art. 6; 1995, ch. 44, art. 3. Application for exemption by government funded body Demande d'exemption presentee par un organisme finance par le gouvernement 8(1) If it is not practicable to follow the require�r�ents of 8(1) Lorsqu'il s'avere peu pratique de se conformer aux section 7, the regulations or any provision of section 7 or exigences de 1'article 7 ou des reglements pris en vertu de tbe regulations, a government funded body may apply to la presente loi ou de toute disposition de 1'article 7 ou des the Minister for a temporary exemption from compliance reglements pris en vertu de la presente loi, un organisme with section 7,the regulations or any provision of section 7 finance par le gouvernement peut demander au ministre or the regulations. d'etre exempte temporairement de 1'application de 1'arti- cle 7 ou des reglements pris en vertu de la presente loi ou de toute disposition de 1'article 7 ou des reglements pris en vertu de la presente loi. 8(2) If the Minister is satisfied that a temporary exemp- 8(2) Si le ministre est convaincu qu'une exemption pro- tion from compliance is warranted,the Minister may grant visoire est justifiee,i]peut en accorder une a un organisme a temporary exemption to a government funded body. finance par le gouvernement. 8(3) An exemption under subsection(2): 8(3) Une exemption accordee par le ministre en vertu du paragraphe(2) : (a) shall be in writing and specify the following: a) est accordee par ecrit et indique : (i) the services or supplies in respect of which the (i) les services ou les approvisionnements al'egard exemption is granted; desquels elle est accordee, (ii) the provisions of section 7 or the regulations in (ii) les dispositions de 1'article 7 ou des reglements respect of which the exemption is granted; and pris en vertu de la presente loi a 1'egard desquelles elle est accordee, (iii) the period of time for which the exemption is (iii) la periode pour laquelle elle est accordee; granted; (b) shall be subject to the terms and conditions that b) est assujettie aux conditions etablies par le minis- are specified by the Minister; and tre; 88� 2011, ch. 212 Loi sur les achats publics (c) shall be for a period not greater than 12 months c) est accordee pour une periode maximale de douze from the time it is granted and shall not be renewed. mois a compter de la date ou elle est accordee et ne peut 1994, c.37, s.7. pas etre renouvelee. 1994, ch. 37, art. 7. Payments out of Consolidated Fund Prel'evement sur le Fonds Consolide 9(1) Subject to subsection (2),the Comptroller shall re- 9(1) Sous reserve du paragraphe (2), le controleur doit fuse the payment of money out of the Consolidated Fund refuser de prelever sur le Fonds Consolide les sommes to satisfy a commitment by a department to purchase ser- destinees a executer un engagement d'acheter des services vices or supplies unless the Comptroller is satisfied ou des approvisionnements pris par un ministere, a moins qu'il ne soit convaincu : (a) that the services or supplies were purchased by the a) soit que les services ou les approvisionnements ont Minister on behalf of the department, or ete acbetes par le ministre au nom du ministere; (b) that the department was authorized by this Act or b) soit que la presente loi ou ses reglements autori- the regulations to purchase the services or supplies oth- saient le ministere a acheter les services ou les appro- erwise than through the Minister. visionnements autrement que par 1'intermediaire du mi- nistre. 9(2) If the Minister is satisfied that the contravention of 9(2) Lorsqu'il est convaincu qu'une inadvertance est la this Act or the regulations with regard to the purchase of cause de la violation de la presente loi et de ses reglements services or supplies is due to inadvertence, the Minister en ce qui concerne I'achat de services ou d'approvision- may certify this to the Comptroller in writing and authorize nements,le ministre peut le certifier par ecrit au controleur the Comptroller to approve payment for the services or et 1'autoriser a approuver le paiement des services ou des supplies in respect of which the contravention took place approvisionnements a 1'egard desquels il y a eu violation and, subject to the Financial Administr°ation Act, the et le controleur doit alors approuver le paiement sous re- Comptroller shall approve payment. serve des dispositions de la Loi sur l'administration fi- R.S.1973, c.P-23.1, s.5; 1994, c.37, s.8. nanciere. L.R. 1973, ch.P-23.1, art. 5; 1994, ch. 37, art. 8. Purchase of services or supplies in contravention of Act Achat de services ou d'approvisionnements en or regulations violation de la presente loi ou de ses reglements 10 A person employed to serve a department or govern- 10 Une personne au service d'un ministere ou d'un or- inent funded body who wilfully purchases or authorizes ganisme finance par le gouvernement qui, deliberement, the purchase of services or supplies in contravention ofthis fait ou autorise 1'achat de services ou d'approvisionne- Act or the regulations shall be deemed to have committed ments en violation de la presente loi ou de ses reglements, an act of malfeasance and is liable to suspension or dis- est reputee avoir commis un acte de malfaisance et est missal. passible d'une mesure de suspension ou de revocation. R.S.1973, c.P-231, s.6; 1994, c.37, s.9. L.R. 1973, ch. P-23.1, art. 6; 1994, ch. 37, art. 9. Advisory committee Comite consultatif 11 The Minister may establish a committee to advise the 11 Le ministre peut constituer un comite pour le con- Minister and government funded bodies on matters arising seiller et conseiller les organismes finances par le gouver- under this Act and the regulations. nement sur des questions relevant de la presente loi et de 1984, c.57, s.5; 1994, c.37, s.10. ses reglements. 1984, ch. 57, art. 5; 1994, ch. 37, art. 10. g 89 Public Purchasing Act 2011, c.212 Regulations Reglements 12 The Lieutenant-Governor in Council may make reg- 12 Le lieutenant-gouverneur en conseil peut,par regle- ulations ment : (a) prescribing departments of the government, por- a) prescrire les ministeres du gouvernement, les ele- tions of the public service and other bodies and offices ments des services publics et autres organismes et bu- for the purposes of the definition"department"; reaux pour 1'application de la definition de « minis- tere »; (b) prescribing bodies corporate, corporations, mu- b) designer les personnes morales,les municipalites, nicipalities, rural communities, universities, boards, les communautes rurales, les universites, les conseils, commissions and bodies for the purposes of the defini- les commissions et les organismes pour 1'application de tion"government funded body"; la definition de « organisme finance par le gouverne- ment»; (c) prescribing electronic bulletin boards; c) prescrire les babillards electroniques; (a� exempting services from the application of this c� exempter des services de 1'application de la pre- Act; sente loi; (e) specifying the services and supplies that a depart- e) preciser les services et les approvisionnements ment is not required to purchase through the Minister; qu'un ministere n'est pas tenu d'acheter par 1'interme- diaire du ministre; (f} respecting the purchase of services and supplies .f} prevoir 1'achat de services et d'approvisionne- by a department that is not required to purchase those ments par un ministere qui n'est pas tenu de les acheter services and supplies through the Minister; par 1'intermediaire du ministre; (g) respecting the terms and conditions on which the g) etablir les conditions auxquelles le ministre peut Minister may purchase services or supplies on behalf of acheter des services ou des approvisionnements au nom a government funded body; d'un organisme finance par le gouvernement; (h) respecting the purchase of services and supplies h) prevoir 1'achat de services et d'approvisionne- by the Minister and by a government funded body; ments par le ministre et par un organisme finance par le gouvernement; (i) prescribing amounts for the purposes of para- i) fixer des montants aux fins d'application des ali- graphs 7(1)(a), (b), (c) and(c�; neas 7(1)a), b), c) et c�; (j) respecting the purchase of services or supplies on j) prevoir 1'achat de services ou d'approvisionne- a joint purchase basis; ments a titre d'achat en commun; (k) respecting the public advertisement of tenders and k) prevoir 1'annonce publique des soumissions et des requests for tenders for the purposes of subsec- appels d'offres aux fins d'application du paragra- tion 7(1); phe 7(1); (� prescribing the period of time for the purposes of � determiner la periode aux fins d'application de paragraph 7(1)(f); 1'alinea 7(1)f}; (m) respecting the circumstances under which the m) prevoir les circonstances dans lesquelles le minis- Minister or a government funded body may give pref- tre ou un organisme finance par le gouvernement peut erential treatment to a vendar; accorder un traitement de faveur a un vendeur; 909 2011, ch. 212 Loi sur les achats publics (n) exempting any government funded body from the n) exempter tout organisme finance par le gouverne- application of section 7,the regulations or any provision ment de 1'application de 1'article 7 ou des reglements of section 7 or the regulations; pris en vertu de la presente loi ou de toute disposition de 1'article 7 ou des reglements pris en vertu de la pre- sente loi; (o) specifying the circumstances in which and the o) preciser les circonstances dans lesquelles et les services and supplies for which the Minister or a gov- services et les approvisionnements pour lesquels le mi- ernment funded body is exempt from the application of nistre ou un organisme finance par le gouvernement est section 7, the regulations or any provision of section 7 exempte de 1'application de 1'article 7 ou des regle- or the regulations; ments pris en vertu de la presente loi ou de toute dis- position de 1'article 7 ou des reglements pris en vertu de la presente loi; (p) respecting the manner in which a department is to p) prevoir la fa�on dont un ministere doit demander request the Minister to purchase services and supplies au ministre d'acheter des services et des approvision- and the information to be provided by the department nements et les renseignements que doit fournir le mi- in connection with the request; nistere relativement a la demande; (q) respecting vendors lists and the registration of q) prevoir les listes de vendeurs et 1'inscription des vendors' agents; representants de vendeurs; (r) respecting forms; r) prevoir les formules; (s) defining any word or expression used in but not s) definir les termes et les expressions utilises mais defined in this Act; non definis dans la presente loi; (t) respecting any other matter or thing that is con- t) prevoir toute autre question ou chose jugee neces- sidered necessary for carrying out the purposes of this saire a la realisation de 1'objet de la presente loi. Act. L.R. 1973, ch. P-23.1, art. 7; 1975, ch. 48, art. 3; 1984, R.S.1973, c.P-23.1, s.7; 1975, c.48, s.3; 1984, c.57, s.6; ch. 57, art. 6; ]994, ch. 37, art. ]1; 1995, ch. 44, art. 4; 1994, c.37, s.l l; 1995, c.44, s.4; 2005, c.7, s.67. 2005, ch. 7, art. 67. N.B. This Act was proclaimed and came into force Sep- N.B. La presente loi a ete proclamee et est entree en vi- tember 1, 2011. gueur le 1e1�septembre 2011. N.B. This Act is consolidated to June 13,2012. N.B. La presente loi est refondue au 13 juin 2012. QUEEN'S PRINTER POR NFW BRUNSWICK�'TMPRIMLUR DE LA R�INR POUR LE NOUVL'AU-BRUNSWICK All rights reserved/Tous droits reserves 10 g� � ---- � � :�` o�o- � a � � `c11� � � Polic Y for the Procurement of Goods Services and � Construction As Approved by Common Council December 5, 20ll 92 TABLE OF CONTENTS PAG E 1.0 PROCUREMENT POLICY STATEMENT 1 2.0 INTRODUCTION 2 3.0 DEFINITIONS 3 4.0 AUTHORITIES 6 4.1 Spending Limits 6 4.2 Responsibilities and Authority 6 4.3 Requirement for Approved Funds 7 4.4 Restrictions 7 4.5 Total Project Cost 8 4.6 Prescribed Council Approval 8 5.0 BID SOLICITATION METHODS 9 5.1 General 9 5.2 Petty Cash / Purchases Under $75 10 5.3 Purchases Under $2,500 10 5.4 Corporate Card 11 5.5 Request for Quotation 13 5.6 Public Tender 15 5.7 Request for Proposal — RFP 18 5.8 Professional Services 22 5.9 Legal Services 24 5.10 Standing Offer Purchases - (Supply Agreements) 25 5.11 Non-Competitive Purchases - Sole Source 26 5.12 Special Circumstance (Emergency) Purchases 27 5.13 Follow-On Non-Competitive Contracts for Professional Services 27 5.14 Unsolicited Proposals 28 5.15 Contract Without Budgetary Appropriation 28 6.0 CO-OPERATIVE PURCHASING 29 7.0 SURPLUS DISPOSAL 29 8.0 CONFLICT OF INTEREST 30 93 Pag ` � 1 1.0 PROCUREMENT POLICY STATEMENT The City of Saint John recognizes that the taxpayers of this City expect and have the right to receive a high level of service at the lowest possible cost. The City of Saint John recognizes that increased competition results in lower costs. Therefore the following policy applies to the procurement of all Goods, Services and/or Construction for The City of Saint John; Goods, Services or Construction with a total cost of$2,500 ar less, shall be obtained by way of the Corporate Purchasing Card or a Purchase Orde�. All Goods, Services ar Construction with a total cost in excess of$2,500 are to be obtained by way of a competitive bidding process as described in this policy and by the following methods; • if Goods are valued at less than $25,000, Services are valued at less than $50,000, or Construction is valued at less than $100,000,bids may be invited, • if Goods are valued at $25,000 or more, Services are valued at $50,000 or more, or Construction is valued at $100,000.00 or more,public tenders will be called. The City Manager has the authority to approve all expenditures up to a value of $75,000, in accordance with the application of this policy and upon the identification of funds in Council approved Budgets. Any expenditure which exceeds this limit or for which funds are not available in the budget, requires the approval of Common Council. Subject to legislated requirements related to thresholds and processes, the City Manager has the express authority to approve any and all amendments to related Procurement Procedures of this policy. All dollar amount approval thresholds stated in this policy are excluding taxes. This policy and the related procedures shall be administered by Materials Management under the direction of the City Manager. 94 i� o� � c �ar � r� er� t Polocy f� � g � � 2 2.0 INTRODUCTION Materials Management is responsible for the Purchase of Goods and Services and the procurement of Construction Contracts for all City Departments, except the procurement of infrastructure construction Contracts and Professional Services required by the Engineering Section of the Municipal Operations Department. Materials Management is the City's link to the vendor community on all matters relative to the procurement of Goods, Services and Construction. Materials Management shall prepare, or assist with the preparation of, all Bid documents, related reports and recommendations for consideration, approval and Award by The City Manager and/or Common Council on all procurement related matters. Any deviation from this policy will be referred to the City Manager for appropriate action. 95 I� rocur � r� er� t Polocv P � g � � 3 3.0 DEFINITIONS In this policy, the following capitalized words and expressions shall have the following meanings: "Amendment" means an increase or decrease to an existing Contract related to a change in scope that is unanticipated; "Award" means authorization to proceed with the Purchase of Goods, Services and Construction from a chosen Supplier; "Best Value" means the optimal balance of performance and cost determined in accordance with a pre-defined evaluation plan; "Bid" means an offer or submission from a Supplier in response to a Bid Solicitation; "Bid Solicitation" means a formal request for bids that may be in the form of a Request for Quotations, Request for Qualifications, Request for Tenders, Request for Proposals or Request for Standing Offer; `Budget(s)" means Council approved annual General Fund Operating and Capital Budgets and Saint John Water Operating and Capital Budgets, including authorized revisions; "City" means The City of Saint John; "Construction" means a Construction, re-Construction, demolition, repair or renovation of a building, structure, property, land or other non infrastructure related civil engineering or architectural work and includes site preparation, excavation, drilling, seismic investigation, the supply of products and materials and the supply of equipment and machinery if they are included in and incidental to the Construction, and the installation and repair of fixtures of a building, structure or other non infrastructure related civil engineering ar architectural work, but does not include Professional Services related to the Construction Contract unless they are included in the procurement; "Consulting Services" means assistance to management, including but not limited to the areas of strategic analysis, arganizational design, change management, policy development, feasibility studies, technical design, tendering assistance, construction/contract administration and other services intended to assist decision making within the organization; "Contract" means a binding agreement by way of a Purchase Order or Purchase Order incorporating a formal agreement or a formal agreement between two or more parties that creates an obligation to do ar not to do a particular thing; "Council" means the Mayor and Common Council of The City of Saint John; 96 � rocurE� r�� e- r� t Pc� lucy i� :� � <:, � 4 3.0 DEFINITIONS (Cont'd) "Department Head" means the person appointed by Council or the City Manager to be responsible for the operation of a City Department. This term can apply to, but is not limited to, the positions of; Commissioner, Fire Chief or Department Manager; "Disposal" means the removal of material from the City by sale, trade-in, alternative use or destruction; "Division" - means an organizational unit, within a Department headed by a Division Manager; "Division Manager" is the person appointed by Council, the City Manager or a Department Head to be responsible for the operation of a Division. This term can apply to, but is not limited to, the position of; Deputy Commissioner, Deputy Fire Chief, Director or Division Manager; "Electronic Tendering" means the use of a computer-based system directly accessible by Suppliers irrespective of their location that provides them with information related to Bid Solicitations; ie—NB Online Web Site and/or City of Saint John Home Page; "Fair Market Value" means the price that would be agreed to in an open and unrestricted marlcet between knowledgeable and willing parties dealing at arm's length who are fully informed and not under any compulsion to transact; "Follow-On Contract" means situations where the City, in the original Contract or Bid Solicitation document, has indicated the potential for the Award of subsequent phases of a project to the successful service provider; "Goods" means chattels including, a. the costs of installing, operating, maintaining or manufacturing such chattels, and b. raw materials, products, equipment and other physical objects of every kind and description whether in solid, liquid, gaseous ar electronic form, unless they are procured as part of a Construction Contract; "Lowest Compliant Bid" means the Bid that will provide the City with the desired Goods, Services and Construction at the lowest cost and which meets all the specifications; "Materials Management" means the Purchasing Agent and his/her designated staff responsible for performing the procurement functions of the City, in accordance with this Policy; "Purchase" means to acquire Goods, Services or Construction by outright purchase, rental, lease or trade; 97 � rocurE� r�� e- r� t Pc� lucy i� a � �� 5 3.0 DEFINITIONS (Cont'd) "Professional Services" means Services requiring the skills of Professionals for a defined service requirement or for a specific project related deliverable including but not limited to the areas of health and wellness, engineering, architecture, design, planning, information technology, financial auditing and fairness commissioners; "Purchase Order" means a written offer to a Supplier formally stating all terms and conditions to Purchase Goods, Services or Construction or a written acceptance of an offer received in accordance with this policy; "Quote" means a Bid submitted in response to a Request for Quotation; "Security Deposit" means a deposit of securities by a Supplier that the City may convert under defined conditions to fulfill the Suppliers' contractual obligations; "Services"means the provision of labour or labour and materials by tradesmen including but not limited to plumbers, electricians, cleaners, auto repair, etc.; "Special Circumstance" means a) an event that is exceptional or could not be foreseen and poses a threat to the health, safety or welfare of the public, or b) an event that could cause loss or damage to public or other property or c) an event that has disrupted essential services provided by the City that must be re-established without delay; "Standing Offer" means an offer from a Supplier that allows the City to Procure/Purchase frequently ordered Goods, Services or Construction from said Supplier at prearranged prices, under set terms and conditions; "Substantive Objection" means a written objection provided to Materials Management ar the Division Manager by an interested party giving specific reasons for the objection to a specific Bid Solicitation or anything pertain thereto and subject to the proviso that the obj ection is not precluded by legislation or applicable trade agreements; "Supplier"an individual or a corporation in the business of providing goods, services or construction materials and/or services for a fee; "Tender" means a written, formal offer from a Supplier, received in response to an advertised Request for Tenders. "Terms of Reference" includes any and all stated objectives, scope, deliverables, specifications, terms and conditions of a Bid Solicitation. To establish the definition of any other purchasing term not herein included,reference shall be made to the latest edition of the National Institute of Govern�nental Purchasing Guide. 98 Procurement Policy Pag � � 6 4.0 AUTHORITIES 4.1 Spendin�Limits Provided that all associated transactions are in accordance with the requirements of this Policy, spending authorities for the procurement of Goods, Services and Construction Contracts are delegated as follows: Spendin�A�proval Cate�ory a) Council.......................................................More than $75,000 b) City Manager.............................................$75,000 or less c) Department Heads......................................$25,000 or less d) Division Managers.....................................$15,000 or less e) Line Manager.............................................$7,500 or less 4.2 Responsibilities and Authoritv a) Department Heads are responsible for procurement activities within their departments and Divisions and are accountable for achieving the specific objectives of the procurement policy. b) Division Managers have the authority to Award Contracts in the circumstances specified in this policy provided that the delegated power is exercised within the limits prescribed in this policy, and the requirements of this policy are met. c) Division Managers shall, upon request, provide to Materials Management evidence that the Contract pricing represents Fair Market Value. d) Materials Management is responsible for, i. providing professional procurement advice and services, ii. monitoring compliance with this policy and any applicable legislation and Trade Agreements, iii. notifying Division Managers or Department Heads, in advance if possible, of non-compliance with this Policy and applicable legislation and Trade Agreements, and iv. notifying the City Manager and/ar Council of the non-compliance. e) For Awards of value equal to the spending limits established at section 4.1b) to e), Materials Management may Award a Contract on behalf of the City, provided that 99 i� � ocur � rnerl �� Poli � y �J � g � � 7 Materials Management is in receipt of an approved and funded requisition and the requirements of this policy are met. � The City Manager is authorized to instruct Department Heads not to Award Contracts but to submit recommendations to Council for approval and the City Manager may provide additional restrictions concerning procurement where in his opinion or in the opinion of Materials Management, such action is considered necessary and in the best interest of the City. 4.3 Requirement for Approved Funds a) The autharity to Award a Contract is subject to the identification and availability of sufficient funds in appropriate accounts within the Budget(s). b) Where Goods and Services are routinely purchased or leased on a multi-year basis, the authority to Award a Contract is subject to the following conditions: i. the identification and availability of sufficient funds in appropriate accounts for the current year within the Budget(s). ii. the requirement for the Goods or Services will continue to exist in subsequent years and, in the opinion of the Commissioner of Finance, the required funding can reasonably be expected to be made available, and iii. the Contract has a provision in it that the supply of Goods or Services in subsequent years is subject to the approval by Council of the Budget estimates to meet the proposed expenditures. c) The City Manager may reject all Purchase requests for Contracts for which sufficient funds are not available and identified unless, in the opinion of The City Manager, the funding shortfall is minimal and alternative funding has been identified. 4.4 Restrictions a) The spending limits stipulated at section 4.1 may not be divided into two or more parts to avoid the application of the provisions of this policy. b) No person shall Award a Contract where Materials Management has determined that the provisions of this policy have not been adhered to and has so advised the person responsible for the procurement. c) Materials Management shall reject all Purchase requisitions for Services where the Services could result in the creation of an Employee - Employer Relationship. 100 Procurement Policy Pag � � 8 4.5 Total Proiect Cost To determine whether a Contract falls within the prescribed spending limits set out at section 4.1, the Contract amount shall be the sum of all costs to be paid to the Supplier under the Contract, excluding all taxes. 4.6 Prescribed Council Approval a) Notwithstanding any other provision of this policy, the following Contracts are subject to Council approval: i. any Contract prescribed by Statute to be made by Council, ii. where the Bid price is higher than the Budget(s) and the necessary adjustments cannot be made, iii. where the revenue amount proposed for acceptance is lower than the Budget(s) and the necessary adjustments cannot be made, iv. where a Substantive Objection emanating from the Bid Solicitation has been filed with the Division Manager or with Materials Management, v. where a major irregularity precludes the Award of a Tender to the Supplier submitting the lowest bid, vi. where authority to approve has not been expressly delegated, and vii. where a Contract is a result of a public private partnership ("P3") opportunity. b) No provision of the policy precludes a Division Manager or Materials Management from submi�ting a recommendation far Award to Council where: in the opinion of a Division Manager or Materials Management, it is in the best interest of the City to do so. 101 Procurement Policy Pag � � 9 5.0 BID SOLICITATION METHODS 51 General The following methods for the procurement of Goods, Services and Construction are in accordance with the Public Pu�chasing Act of the Province of New Brunswick and the Agreement on Internal Trade: Procurement Methods Project Cost Petty Cash $75 or less, Corporate Purchasing Card or Other $2,500 or less, Means Approved by the Commissioner of Finance Request for Quotation or Goods Less Than $25,000, Proposal Services Less Than $50,000, (Invitation to Bid) Construction Less Than $100,000 Request for Tender Goods $25,000 and greater (Advertised Public Tender) Services $50,000 and greater Construction $100,000 and greater Request for Proposal Goods $25,000 and greater (Advertised Call far Proposals) Services $50,000 and greater Construction $100,000 and greater Request for Standing Offer Any cost Non-Competitive Purchase Any cost Each procurement method is more fully described in Sections 5.2 to 5.12 inclusive. Requests for Quotation and Public Requests for Tender shall be used where a requirement can be fully defined and Best Value for the City can be achieved by an Award made on the basis of the Lowest Compliant Bid. The Request for Proposal method shall be used, i. where to achieve Best Value, the Award will be made on an evaluated dollar per point or other method involving a combination of mandatory and desirable requirements, based on clearly defined criteria, ii. where the requirement is best described in a general performance specification, iii. where innovative solutions are sought, and iv. where cost is not the sole determining factor in making an Award. 102 Procurement Policy Pag � � 10 5.2 Pettv Cash / Purchases Under $75 a) A Division Manager is authorized to establish a Petty Cash fund in an amount necessary to meet the requirements of the Division for the acquisition of Goods, Services or Construction having a per transaction value of$75 or less. b) Expenditures not exceeding $75, including purchases of Goods, Services and Construction, may only be made from Petty Cash when it is not feasible to use a Corporate Purchasing Card. c) Purchases made pursuant to Section 5.2 and 5.3 shall be made from the competitive marketplace wherever possible. d) The dollar limit referred to at Section 5.2 a) does not apply to registration or search fees and land transfer tax payable in real estate transactions. e) All petty cash disbursements shall be evidenced by vouchers and shall be processed through the Commissioner of Finance. 5.3 Purchases Under $2,500 a) Payment for the Purchase of Goods, Services or Construction not exceeding $2,500 incurred in the general administration of a Division may be made using: i. a properly authorized corparate procurement card, ii. a properly authorized Purchase Order, or iii. a Payment Voucher, from a supplier's invoice, where i or ii cannot be used. b) The method used to Purchase the Goods, Services or Construction shall demonstrate that Fair Market Value was achieved. c) Subject to subsection 53d), whenever possible and practicable, the method used to make a Purchase not exceedin� $2,500 shall include evidence that a minimum of three verbal or written Quotes were obtained. d) The Division Manager may directly select a Supplier to provide Professional Services without obtaining Quotes where the total cost of the Professional Services does not exceed $2,500. e) For a Purchase not exceeding $2,500, the Division Manager may delegate his/her authority to a designate provided the person to whom he/she delegated his/her autharity complies with the requirements of this policy. 103 Procurement Policy Pag � � 11 5.4 Corporate Card a) General This section outlines the procedure for the use of the corporate purchasing card for the Purchase of items not exceeding $2,500.00, exclusive of tax. The total monthly limit per cardholder will be established by Materials Management. The purchasing card is designed for the Purchase of small dollar necessary items in an efficient manner and with minimal administrative work. The general criteria for using the corporate purchasing card are as follows: i. $2,500.00 (excluding taxes) or less per transaction; ii. larger purchases MUST NOT be broken down into smaller purchases in order to meet the transaction limit set out at paragraph i; iii. the cardholder shall obtain a receipt at the point of sale and verify it for accuracy. The cardholder shall retain receipts and charge slips and record on log for tax and audit purposes; iv. some vendors have been "blocked" from usage in the program. If the card is presented to any of these vendors, the transaction will be declined; v. the cardholder is required to account for all purchasing card transactions on a log form provided by the City for this purpose. Each month, the log and receipts are to be submitted to the cardholder's Supervisor for review; vi. although the card is issued in the cardholder's name, it is the property of the City and is for City purchases only. Under no circumstances may the purchasing card be used for personal purchases; vii. the purchasing card is user specific. No one shall attempt to purchase an item using a card issued to another person. Delegation of authority is not permitted in making transactions; viii. all maintenance far the purchasing card is handled by Materials Management. Any update or modification to a cardholder's name, address and transaction limits shall be made through Materials Management. b) Program Responsibility i. Materials Management is responsible for maintaining a file of individual daily transaction errors to assist in the resolution of potential problems; ii. Materials Management is responsible for administering the overall program. 104 Procurement Policy Pag � � 12 iii. Accounts Payable is responsible for approving the consolidated purchasing card statement for payment. iv. Materials Management is responsible for the reconciliation of monthly activity logs v. The cardholder: • must ensure the corporate purchasing card is signed upon receipt and must return the acknowledgment letter to Materials Management confirming receipt of card. • is responsible to notify the Bank and Materials Management IMMEDIATELY if the purchasing card is lost or stolen. • is responsible to contact the Bank when disputing a charge by contacting the Customer Service at the number noted on the purchasing card. • must retain all receipts and credit card slips to attach to the activity log which must be submitted monthly, within 2 weeks of receipt of the cardholder statement. Failure of the cardholder to adhere to these requirements may, at the sole discretion of Materials Management, result in loss of corporate card privileges c) Monthly Payment Procedure i. A summary statement is sent to Accounts Payable far payment processing, ii. an individual statement is sent to each cardholder, iii. it is the responsibility of the approving Supervisor of the cardholder to review the monthly individual statement and then forward to Materials Management far data entry, iv. the signature of the Supervisor indicates that all charges for the cardholder have been reviewed and are in compliance with the City policies and procedures. d) Protecting the Corporate Card The cardholder must: i. Sign the back of a new card as soon as he/she receives it, ii. Make a note of the card information and the number. 105 S� o� ocur � merot Poli � y i�' � g � � 13 iii. Never leave the card unattended at work, and never leave the card in a vehicle, iv. Always check the card when it is returned to him/her after a Purchase, to ensure that it is his/hers. v. When traveling, carry the card with him/her, and make sure it is in a secure location, vi. Report lost or stolen card immediately e) Summary This program is designed to be simple and easy to use, providing the cardholder with what is needed to perform his/her job more efficiently. However, there is a need to maintain appropriate controls to ensure the on-going success of the program. The Cardholder is expected to exercise good judgment and act responsibly when using the card. The card is issued in the Cardholder's name and all activity will be assumed to have been incurred by him/her. The Cardholder must maintain his/her Purchasing Card transaction log accurately and always retain his/her receipts with his/her log for audit and tax purposes. 5.5 Request for Quotation (RFQ) For the City to obtain maximum value for every tax dollar, the following procurement method shall be followed for all Purchases with a value as stated at s. 5.1 for Request for Quotations: a) The Request for Quotation is a Bid Solicitation where Quotes are obtained from Suppliers without formal advertising or receipt of sealed Bids. b) Requirements estimated at the thresholds identified at s. 5.1 far RFQ shall be handled by the RFQ procedure. However, there may be requirements estimated at less than the limits identified at s. 5.1 for RFQ, where Bids may be solicited using a Request for Tender or a Request for Proposal. c) The Division Manager shall provide to Materials Management a purchase requisition or written request containing the relevant specifications, terms and conditions for the Purchase of Goods, Services or Construction. d) Materials Management shall: i. review the specifications, terms and conditions relevant to the acquisition of Goods, Services or Construction, 106 Procuremerl � Poloc �+ T� a � �� 14 ii. when necessary, suggest changes or provide other information to the Division Manager to promote competitive bidding, iii. prepare Bid documents, iv. give notice of the Bid Solicitation: • by using the Electronic Tendering system, or • by requesting submissions from, when possible or practicable, a minimum of three bidders contained on a list of registered vendors maintained by Materials Management and who appear best qualified to meet the provisions of the quotation, or • by any combination thereof which will result in appropriate notice being given, v. at the time designated for receipt of bids, publicly open the Bids, and vi. review the bids with the Division Manager to ensure compliance with the Terms of Reference. e) The City Manager, Department Head, Division Managers, or Materials Management on behalf of a Division Manager, may Award Contracts emanating from a Bid Solicitation not exceeding the limits identified at section 4.1 provided that: i. sufficient funds are available and identified in appropriate accounts within Council approved budget estimates including authorized revisions, ii. the Award is to the Lowest Compliant Bid, iii. Materials Management is in receipt of a funded requisition, and iv. the provisions of this policy are followed. � Where the discretion referred to in paragraph e) is exercised, written documentation respecting the Award of the Contract is to be kept on the procurement file. g) The Purchase of Goods, Services or Construction referred in Subsection S.Sb) shall be made through the issue of a Purchase Order by Materials Management or a standing offer. 107 i� � ocurE� r�� er� t f� �78ucy i� � � � � 15 5.6 Public Tender a) General The City of Saint John, as a means of obtaining maximum competition for City business and to afford all interested parties an opportunity to compete for this business, has approved the following procurement method for all expenditures in excess of $25,000 for Goods, $50,000 for Services and $100,000 for Construction. The City may, at its sole discretion, divulge the names of those who have taken out Tender documents to any other bidder or organization. These procedures for the preparation of Tenders and for the public opening of Tenders apply to all public Requests for Tenders issued on behalf of the City for the Purchase of Goods or Services or Construction. They do not apply to invited bids or to Requests for Proposals. b) Procedures i. An advertised Public Tender shall be used for Purchases exceeding the limits specified at s. 5.1 for "Request for Tender" where all of the following criteria apply: • two or more sources are considered capable of supplying the requirement, • the requirement is adequately defined to permit the evaluation of Tenders against clearly stated specifications, • it is intended to accept the Lowest Compliant Bid. ii. The Division Manager shall provide to Materials Management a written request containing the relevant specifications, terms and conditions, and estimated total cost for the acquisition of Goods, Services or Construction. iii. Materials Management shall follow the procedure prescribed at Subsection S.Sd) with the following modifications: • Electronic Tendering shall be used for notification, complemented, if appropriate,by other means, • Sealed Tenders with a public opening shall be required, • The closing time for receipt of Tenders shall be that stated in the Tender advertisement. The Tender advertisement shall indicate the location of the box for receipt of Tenders. The advertisement shall also state the location of the public Tender opening. Immediately following closing time the box shall be sealed by Materials Management, and removed to the Tender opening room. 108 � � �7c �arE� r�� e- r� 1 f� �7licy i� a �, .� � 16 • It is the responsibility of each of the Tenderers to ensure that its Tender is placed in the Tender box. The City accepts no responsibility for Tenders that have been mailed, hand delivered or left outside the Tender box. c) Tender Opening Decisions, at the Tender opening, concerning the validity of a Tender, are final and not subject to appeal. Public Tenders will be opened in a room where the public as well as those submitting Tenders are welcome. Tenders will be opened, checked for content and the name and amount of the Tender announced. Tenders submitted by fax, electronically or by any other means will not be considered. Common Council has appointed a Tender opening committee which shall reject Tenders for the following reasons: i. Absence of, or an insufficient or incorrect, Bid bond or Security Deposit, ii. Unsigned Tender, iii. Failure to Bid any single item when specifications require all items to be Bid, iv. The submission of more than one Tender by the same tenderer - in which case all Tenders submitted by the said Tenderer shall be rejected, v. A change in the written or numeric bid price on a Tender form that has not been initialed by the bidder. The use of white out or correction film is considered a change and must be initialed by the bidder, vi. The absence of required documents or the failure to comply with the Tender documents, vii. Tenders received after the closing time for Tenders. Tenders which are rejected by the Tender opening committee will be returned to the bidder at the address contained in the Tender documents. Prices of rejected Tenders will not be announced at the Tender opening. Tenders will be considered even in the event they contain any of the following errors: i. Error in mathematics - whether this involves the extension of a unit price or an error in addition, the mistake will be corrected and the correct total will be used for evaluation purposes and will be binding on the Tenderer. 109 Procuremerl � Polocy P � gF� � 17 ii. Conflict between the written Bid and tbe numerical Bid. In all cases the total Bid is corrected to reflect the written Bid, whether lump sum or unit price, iii. Omission of "provisional sum" amounts that are established by the department and do not affect the competitive nature of the Tender. These amounts normally cover unspecified extra work. If omitted on the Tender, the amount is added and the total price corrected. Provisional sums in this instance are those which the bidder is requested to write in on the Tender form. Provisional sums which are specified in the specifications to be included in lump sum bids must be so included and each tenderer's price will be assumed to contain such prices. d) Correction or Withdrawal of Tenders before Tender Opening Correction or withdrawal of Tenders already placed in the Tender box will only be permitted where an amending letter signed by the person who signed the Tender in a sealed envelope is placed in the Tender box prior to Tender opening. The amending letter must clearly specify that the Tenderer intends to withdraw its Tender or, in the case of an Amendment, clearly indicate the part of the Tender that the amending letter is intended to replace. Amending letters received by Fax, electronically or by any other means will not be considered. e) Correction or Withdrawal of Tenders after Tender Opening No tenderer is permitted to amend or withdraw its Tender after Tender closing. If a tenderer finds an error has been made in his Tender, said Tenderer must leave the Tender as is, or request from Council permission to withdraw the Tender. Requests to Withdraw must be submitted in writing, in original format and signed by the same individual who signed the Tender, to the Mayor and Council, c/o The Common Clerk stating the reason(s) for the request. Council will decide whether or not to grant the request based on the information supplied by the bidder and a recommendation from staff. Council will not necessarily allow the withdrawal and may require the bidder to perform the Contract or forfeit the Bid deposit. � Materials Management shall forward to the appropriate Division Manager a summary of the procurement and recommend the Award of Contract to the Lowest Complaint Bid. g) Materials Management, on behalf of the Division Manager, shall prepare and submit a recommendation for Award to either Common Council, or the City Manager. 110 i� � ocur � r� er� t P � locv P � g � � 18 h) Tbe City Manager or his Designate may Award Tenders for Goods ar Services or Construction Contracts (up to $75,000) emanating from a Request for Tender provided that: i. the Award is to the Tenderer who submitted the Lowest Compliant Bid, ii. sufficient funds are available and identified in appropriate accounts within the Budget including authorized revisions, iii. Materials Management is in receipt of an approved requisition, and iv. the requirements of this policy have been met. i) Where the authority referred to in Subsection 5.6 h) is exercised, written notification respecting the Award of the Contract is to be kept in the procurement file. j) The Division Manager shall comply with the provisions of Section 3.5 "Contractual Agreement "of the procurement procedures regarding the Award of Contract. k) A Standing Offer, as defined in Section 5.10, may be used where appropriate, for purchases resulting from a Request for Tenders. 5.7 Request for Proposal - RFP a) A Request for Proposal may be used where one or more of the criteria for issuing a Request for Quotation or a Request for Tender cannot be met, such as in the following circumstances: i. owing to the nature of the requirement, Suppliers are invited to propose a solution to a problem, requirement or objective and the selection of the Supplier is based on the effectiveness of the proposed solution rather than on price alone, or ii. it is expected that negotiations with one or more bidders may be required with respect to any aspect of the requirement, or iii. it has been reasonably determined that the cost of Professional Services for a given project will be greater than $50,000. b) A Division Manager who wishes to proceed with an RFP shall provide Materials Management with a written request containing, as a minimum: the specifications of the goods or the scope of the services, the Terms of Reference and the evaluation criteria to be applied in assessing the proposals submitted. c) The City Manager or his designate may select a Supplier to provide Professional Services without competition where: 111 Procuremerl � Polocy iJ � g � � 19 i. the estimated total cost does not exceed $50,000, and/or ii. the Professional Service required is exempt, under the Public Purchasing Act of the Province of New Brunswick, or other applicable trade agreement(s), from the requirements of competitive bidding. d) Materials Management shall issue a Request for Proposal in the same manner as for a Request for Tender as set out in Section 5.6, excluding the requirement for a public opening, if the estimated value is greater than $25,000 for Goods, $50,000 for Services or $100,000 for Construction. e) Where the requirement is not straightforward or an excessive workload would be required to evaluate proposals, either due to their complexity, length, number or any combination thereof, a multi-step procedure may be used that would include a pre-qualification stage. � A Selection Committee, composed of a minimum of two representatives from the Division and a representative from Materials Management, shall review all proposals against the established criteria and reach consensus on the final rating results and ensure that the final rating results with supporting documents are kept in the procurement file. g) Materials Management shall forward to the Division Manager a summary of the procurement and the recommendation of the Selection Committee for Award of Contract to the Supplier meeting all mandatory requirements and providing Best Value as stipulated in the Request for Proposal. h) The City Manager may Award a Contract of$75,000 or less for Goods, Services or Construction, emanating from a Request for Proposal provided that: i. sufficient funds are available and identified in appropriate accounts within Budget(s) including authorized revisions, ii. the Award is made to the Supplier meeting all mandatory requirements and providing Best Value as stipulated in the Request far Proposal, iii. Materials Management is in receipt of an approved requisition, and iv. the provisions of this Policy are followed. i) Where the discretion referred to in paragraph h) is exercised, written notification respecting the Award of the Contract is to be kept in the procurement file. j) Awards emanating from a Request for Proposal which are valued at more than $75,000 for Goods, Services or Construction require Council approval. k) Tbe Division Manager shall comply with the provisions of Section 3.5 "Contractual Agreement" of the Procurement Procedures regarding the Award of Contract. 112 � o� � c �ar � r� erlt P � locv T� a � F� � 20 1) Proposals must be delivered in sealed envelopes to the Purchasing Agent, 2nd floor, Municipal Operations Complex, 175 Rothesay Ave., no later than the date and time specified in the proposal call. Late proposals or proposals submitted by fax, electronically or by any other means will be rejected. m) Immediately following the specified closing time, proposals will be publicly opened in the office of the Purchasing Agent. Only the names and addresses of proponents will be made public at that time. n) Proposals will be referred to the selection committee for review. The selection committee reserves the right to short-list the proponents and to request an additional verbal presentation from each short listed proponent. The names and contact information of the selection committee members shall not be made public. There will be no direct contact between the proponents and individual committee members, and unless expressly stated otherwise, all correspondence with the selection committee will be addressed to Materials Management. o) Unless otherwise expressly stated in the Proposal Call, the evaluation of proposals shall be based on the following criteria: (i) Quality and Completeness: • Has the proponent addressed all of the needs identified? Is the proposal presented in an organized and professional manner? (ii) Vendors Experience: • Has the proponent demonstrated a level of expertise with the requirements of this project? (References for projects of a similar nature.) (iii) Experience of Employees/Sub-Contractors: � Has the proponent demonstrated a level of expertise for the employees of the company and any sub-trades listed? (Resumes for staff and any sub-trades required.) (iv) Methodology: • Does the approach to the work, outlined in the proponent's proposal, address, in a realistic sense, attainable goals and is it in keeping with the City's' expectations for the proj ect? 113 Procurement Policy Pag � � 21 (v) Value Added: • What additional information, technology, processes or options has the proponent included in his ProposaL Is there value added to the proponent's response for this additional information? (vi) Cost: � Cost will be a factor, however neither the only factor nor the determining factor, in the evaluation of Proposals. Proponents of Professional Services are to provide an estimated range of cost for their services. p) The City does not, by virtue of a Request for Proposals, commit to an Award of a project. Further, the City reserves the right not to accept the lowest cost proposal submitted. The City reserves the right to accept the Proposal deemed to be in the best interest of the City. q) Upon completion of the review process, a report with a recommendation on the Award of a proposal call shall be submitted by the City Manager to Common Council, for approval. r) Unless otherwise stated in the Request far Proposals, questions arising from a Request far Proposals shall be directed to Materials Management. s) Immediately following the City's acceptance of the Proposal submitted as a result of a formal Request far Proposal, Materials Management shall send a written notification of award to all unsuccessful proponents disclosing the name of the successful proponent and providing a brief explanation rationalizing the City's selection: i. For all Requests for Proposals valued at Fifty Thousand Dollars ($50,000.00) or less, the written notification of award will be the only form of debriefing offered by the City; ii. In the case of Requests for Proposals valued in excess of Fifty Thousand Dollars ($50,000.00), Materials Management may, in addition to the notification of award and upon written request from any proponent, provide a more detailed oral debriefing either by phone or in person, as required by the proponent. During this debriefing, Materials Management may disclose information such as the total price of the successful proponent and may discuss 114 Procurement Policy P � g '�' � 22 an overview of the process as well as the strengths and weaknesses of the requesting proponent's proposal. iii. The written request referred to paragraph (ii) shall be submitted to the Office of the Purchasing Agent no later than fifteen (15) business days after the notification of award is issued. iv. The acceptance of the successful Proposal shall not be discussed during a debriefing. 5.8 Professional Services a) General Notwithstanding the noted exemptions in the New Brunswick Public Purchasing Act, the engagement of Professional Services, including but not limited to, accountants, auditors, architects, engineers, surveyors, designers, planners, programmers and trainers, will be undertaken in a fair, open, and equitable fashion utilizing the method outlined in this section. The procedures for the engagement of Professional Services recognize that the level of expertise and effort is dictated by the scope and complexity of the requirement. These considerations determine the relative cost to complete the requirement. For the purpose of this policy, it is estimated that the cost of Professional Services shall be in the range of approximately 15% to 20% of the total estimated project cost. For example, if a project is estimated to cost $100,000.00 to complete, it will be assumed that the cost of related Professional Services may be up to $20,000. b) Methods of Vendor Selection and A�proval Authority The following standard is in accordance with the estimated cost of Professional Services: Est. Cost Process Approval Level l Up to Based on ability and Division Manager $15,000 experience 2 $15,000- Based on ability and Department Head 25,000 experience 3 $25,000— Written Submissions City Manager 50,000 by Invited Bids (Minimum of 3 115 � � �7curE� r�� e- r� i Pc� luc �,� i� a � �� 23 where possible) 4 $50,000- Advertised Public City Manager $75,000 Call for Proposals 5 $75,000 Advertised Public Council and up Call for Proposals c) Professional Services with a value up to $15,000 The engagement of Professional Services with an estimated value up to $15,000.00 shall be at the discretion of the Division Manager responsible for the project and the budget. Competitive Bids are not required; however, it is the responsibility of the Division Manager to ensure that all vendors are treated fairly and equitably. Upon selection of the vendor, it is the responsibility of the Division Manager to meet with the service provider to review the requirements of their engagement and to obtain a written estimate of the fees to be charged. This estimate shall be forwarded to Materials Management with an approved requisition. Service providers will be selected on the basis of their ability to provide the specific Professional Services required. d) Professional Services with a value of$25,000 or less The purchase of Professional Services valued at $25,000.00 or less shall be at the discretion of the Department Head responsible for the project and the associated budget. Before purchasing Professional Services valued at $25,000.00 or less, the Department Head shall ascertain the total cost of the project to ensure that the said Professional Services are not in fact valued at no more than $25,000.00 and therefore within the Department Head's spending authority. The Department Head shall also ensure that all potential vendars are treated fairly and equitably. Upon selection of the service provider, it is the responsibility of the Department Head to meet with the said service provider to review the requirements of their engagement and to obtain a written estimate of the fees to be charged. This estimate shall be forwarded to Materials Management with an approved requisition. Service providers will be selected on the basis of their ability to provide the specific Professional Services required. 116 Procurement Policy Pag � � 24 e) Professional Services with a value of$50,000 or less The engagement of Professional Services with a value of$50,000 or less shall be at the discretion of the City Manager. User departments shall obtain, where possible and practicable, three written estimates of cost based on the total value of the project and the scope of the work. Staff shall ensure that those who have an eXpertise in the specific discipline required are affarded an opportunity to submit cost estimates. Once approved by the City Manager, copies of the estimates are to be forwarded to Materials Management with an approved requisition. � Professional Services with an estimate value �reater than $50,000 The engagement of Professional Services with an estimated value greater than $50,000, but less than $75,000, shall require the approval of the City Manager. Common Council approval is required for all expenditures of more than $75,000. Users will coordinate their requirements through Materials Management, who will employ the "Request for Proposal - RFP"method detailed in Section 5.7. g) Insurance Notwithstanding the estimated cost or the procurement method employed, in each and every instance where the services of a professional are engaged, it is mandatary to ensure that the individual ar firm retained has current and sufficient liability insurance coverage. Proof of coverage is required prior to any formal engagement of services. Details of type and minimum requirements of insurance coverage may vary depending on the project. This information is available from the City's Insurance and Claims Officer. 5.9 Legal Services The procurement of legal services is exempt from a competitive process and from the use of a purchase order, if made in accordance with the delegation of authority to the City Solicitor. The City Solicitor shall annually report to Council on the use of external legal services. 117 Procurement Policy Page � 25 5.10 Standin� Offer Purchases —(Supply Agreements) a) A Request for Standing Offer may be used where: i. one or more departments/divisions repetitively order the same Goods or Services and the actual demand is not known in advance, or ii. a need is anticipated for a range of Goods or Services for a specific purpose, but the actual demand is not known at the outset, and delivery is to be made on a"when required"basis. b) Materials Management is authorized to establish and maintain Standing Offers that define Goods and/Services to be provided by selected suppliers for a fixed term and at a fixed cost and within the spending limits defined by this policy. c) To establish prices and select sources, Materials Management shall follow the provisions for Requests for Quotations, Requests for Proposals and Requests for Tenders contained in this policy for the acquisition of Goods and Services. d) More than one Supplier may be selected where it is in the best interests of the City and the Bid Solicitation allows for an award to more than one Supplier. i. In circumstances where competition results in a large number of identical offers from different vendors, Materials Management may use the factors identified at section 3.3 "Egual Bids" of the Procurement Procedures to break a tie. e) Where purchasing is initiated by a Division for frequently used Goods or Services for which a Standing Offer is in place, the Division must make every effort to make the purchase with the Supplier(s) listed in the Standing Offer. � In a Request for Standing Offer, the expected quantity of the specified Goods or Services to be purchased over the time period of the agreement will be as accurate an estimate as practical and be based, to the extent possible, on previous usage adjusted for any known factors that may change usage. g) No contract exists between the Supplier and the City until the City places a Purchase Order against the Standing Offer. h) A call-up, in the form of a Purchase Order, against a Standing Offer is considered to be an individual Contract, and the approval authority for a Contract Award is as prescribed at section 4.1. Where it is anticipated, based on historical data, that an individual call-up from a Standing Offer will exceed the City Manager's approval 118 i� � ocur � rnerl �� Policv P � gF� � 26 level ($75,000 or less), the Award of the Standing Offer must have the approval of Council. i) In keeping with subsection h), the Commissioner of Finance, or his designate, acting on behalf of Council, may approve a call-up against a Standing Offer, equal to the maximum approved by Council, provided that the purchase is properly autharized by the Division Manager, is consistent with the intent, terms, specifications and conditions of the Standing Offer and all the requirements of this policy are complied with. 5.11 Non-Competitive Purchases— Sole Source a) The requirement for competitive Bid Solicitation for Goods, Services and Construction may be waived under the authority of the City Manager or Common Council and replaced with negotiations by the Division Manager and Materials Management under the following circumstances: i. where competition is precluded due to the application of a piece of legislation or because of the existence of patent rights, copyrights, technical secrets or controls of raw material, ii. where a Special Circumstance exists, iii. where the possibility of a Follow-on Contract was identified in the original Bid Solicitation, iv. in any of the circumstances listed as exemptions to competitive public purchasing in Regulation 94-157 under the Public Purchasing Act. b) When a Division Manager intends to select a Supplier to provide Goods, Services or Construction pursuant to paragraph a), said Division Manager shall advise Materials Management in writing of the compelling rationale that warrants a non- competitive selection and obtain Materials Management approval. c) The Supplier in whom the Division Manager and Materials Management have the greatest confidence to fulfill the requirement and who provides for Fair Market Value shall be recommended to the City Manager and/or Council for Contract Award. d) The City Manager may Award a Contract emanating from negotiations, including that for which no competitive bids were solicited, provided that: i. the funds are available in appropriate accounts within the Council approved Budgets, including authorized revisions to meet the proposed expenditure, ii. the amount of the Contract does not exceed $75,000. 119 9� rocuremerl �� Polocv T� � � F� � 27 iii. the Division Manager and Materials Management are both satisfied that the Contract represents Fair Market Value. e) Non-competitive Awards valued at more than $75,000 require the approval of Common Council. � The Division Manager shall comply with the provisions of Section 3.5 "Contractual Agreement" of the Procureinent Procedures regarding the use of an agreement or Purchase Order for non-competitive purchases. 5.12 Special Circumstance (Emergency) Purchases a) When a Department Head is of the opinion that a "Special Circumstance" which warrants a non-competitive purchase exists, the Department Head may authorize the purchase of such Goods, Services and Construction as is considered necessary to remedy the situation without regard to the requirement for a Bid Solicitation and may Award the necessary Contract provided that the Contract does not exceed $25,000. b) Where the extent or the severity of the "Special Circumstance" which warrants a sole source purchase is such that the expenditure is likely to be in excess of $25,000 but less than $75,001, the City Manager, Chief City Engineer or Commissioner of Finance may Award the necessary Contracts for the purchase of such Goods, Services and Construction as is considered necessary without regard to the requirement for a Bid Solicitation provided that the City Manager is satisfied that adequate funds may be appropriated from accounts within the Budget(s). c) Where the extent or the severity of the "Special Circumstance" which warrants a sole source purchase is such that the expenditure is likely to be more than $75,000, and circumstances allow, Common Council may Award the necessary Contracts for the purchase of such Goods, Services and Construction as is considered necessary without regard to the requirement for a Bid Solicitation provided that Common Council is satisfied that adec�uate funds may be appropriated from accounts within the Budget(s). d) Notwithstanding paragraphs b) and c), should the nature of the "Special Circumstances" be such that the health, welfare or safety of the public is in jeopardy, the Department Manager shall undertake whatever steps are necessary to correct an emergency situation expeditiously. e) The relevant details surrounding the application of paragraphs a), b) or d) shall be included in a report which shall be submitted to Council at the earliest possible opporiunity, following the Special Circumstance. 120 i� � ocur � rnerl �� Polucy T� a � � � 28 5.13 Follow-On Non-Competitive Contracts for Professional Services a) Where a reasonable likelihood exists that, on completion of a Contract, it will be necessary to Award a non-competitive Contract for additional, related Professional Services, the Division Manager shall ensure that the possibility of a Follow-on Contract will be identified in the original Bid Solicitation and Contract Award. b) Fees for any Follow on Contract shall be based on the same unit or per diem rates as are contained in the original Contract or Bid, and Materials Management shall draft all Request for Proposals for Professional Services accordingly. 5.14 Unsolicited Proposals a) Unsolicited Proposals received by the City shall be reviewed by the Division Manager and Materials Management. b) Any procurement activity resulting from the receipt of an Unsolicited Proposal shall comply with the provisions of this policy. c) A Contract resulting from an Unsolicited Proposal shall be awarded on a non- competitive basis only when the procurement complies with the requirements of a Non-Competitive Purchase, as defined at section 5.1 l. 5.15 Contract Without Bud�etary Appropriation Where a requirement exists to initiate a project for which Goods, Services or Construction are required and funds are not contained in appropriate accounts within the Council approved Budget(s) to meet the proposed expenditure, the Division Manager shall, priar to the commencement of the purchasing process, submit a report, through the City Manager, to Council containing: • information surrounding the requirement to contract, • the terms of reference to be provided in the Contract, and • information on the availability of the funds within existing Budget(s), which were originally approved by Council for other purposes or on the requirement for additional funds. 121 Procurement Policy Pag � � 29 6.0 CO-OPERATIVE PURCHASING a) Materials Management may participate with other government agencies or public authorities in Co-operative Purchasing, or exercise the City's right to call-up Goods or Services, in accordance with the spending limits established in this policy, from existing Standing Offers established by the Province of New Brunswick, where it is in the best interests of the City to do so. b) The policies of the government agencies or public authorities calling the co- operative Tender are to be the accepted policy for that particular Tender so long as it complies with the requirements of the New Brunswick Public Purchasing Act and all applicable trade agreements. 7.0 SURPLUS DISPOSAL a) Division Managers shall submit to Materials Management reports of furniture, vehicles, equipment, stocks of all supplies, and other Goods or materials, which are no longer used or which have become obsolete, worn out, or incapable of being used. b) Materials Management may transfer furniture, vehicles, equipment, surplus stock, and other Goods and materials from one Division to another. c) Materials Management may sell by public auction or competitive sealed Bid, all furniture, vehicles, equipment, surplus stock, supplies, or other Goods or materials which have become unsuitable for use by the City or exchange or trade for new or other similar Goods or materials. d) Sale of surplus furniture, vehicles, equipment, stock, supplies and other Goods ar materials shall be made to the highest bidder and the sale shall be made in accordance with the provisions of the City's Procurement Policy. e) Surplus furniture, equipment, stock, supplies and other Goods or materials that have been determined by Materials Management to have no residual value, may, at the discretion of the Manager of Materials Management, be disposed of as garbage. � At no time or under no circumstances are the surplus assets of the City to be disposed of by donation ar direct sale to City employees or retirees. City employees or retirees may only obtain ownership of surplus through one of the competitive bidding methods described herein. g) The City Manager, at his sole discretion, and upon a recommendation from Materials Management, may set aside the requirements of 2.14 (a) to(� so as to donate, or negotiate a direct transfer by sale, of surplus furniture, equipment, stock, supplies or Goods to another municipality or any recognized or registered charity. 122 Procurement Policy Page � 30 8.0 CONFLICT OF INTEREST The City shall not purchase Consulting Services or Professional Services from a vendor whose services were hired by a private sector developer on the same or a related project. 123 [D. l BY-LAW NUIVIBER C.P. l 10-211 ARRETE N° C.P. 110.211 A LAW TO AMEND ARRETE MODIFIANT L'ARRETE THE ZONING BY-LAW SUR LE ZONAGE DE THE CITY QF OF THE C�TY OF SAINT JOHN SAINT JOHN Be it enacted by The City of Saint Lors d'une reunion du conseil John in Common Council convened, as communal, The City of Saint John a foliows: decrete ce qui suit : The Zoning By-lav�� of The City of L'arrete sur le zonage de The City Saint John enacted on the nineteenth day of of Saint John, decrete le dix-neuf (19} December,A.D, 2005, is amended by: decembre 2005, est modifie par ; 1 Amending Schedule "A"; the 1 La modification de 1'annexe «A», Zoning Map of The City of Saint John, by Plan de zonage de The City of Saint John, re-zoning a parcel of land having an area of permettant de modifier la designation pour approximately 1278 square metres, located une parcelle de terrain d'une superftcie at 4211 Loch Lomond Road, also identified d'environ 1 278 metres carres, situee au as being PID Nos. 55091524 and 42l 1, chemin Loch Lomond, et portant les 00353409, from "RS-1" One and Two NID 55091524 et 00353409, de zone Family Suburban Residential to "B-2" residentielle de banlieue—habitations Genera! Business pursuant to a resolution unifanniliales etbifamiliales <tRS-1>> a adopted by Common Council under zone comrnerciale generale «B-2>> Section 39 of the Community Planning conformement a une xesolution adoptee Act. par le conseil mwucipal en vertu de 1'article 39 de la Loi sur 1'urbanisme. - all as shown on the plan attached hereto -toutes Ies modifications sont indiquees sur and forming part of this by--law. le plan ci joint et font partie du present arrete. IN WITNESS WHEREOF The City o#' EN FOI DE QUOI, The City of Saint John Saint John has caused the Corporate a fait apposer son sceau commu�ai sur le Common Seal of the saici City to be affixed present arrete le 2413, to this by-law the * day of *, A.D. 2013 avec les signatures suivantes : and signed hy: Mayor/Maire Assistant Common C1erklGreffier communal adjoint First Reading -April 2,2013 Premiere lecture -le 2 avt'i12013 Second Reading-Apri12,2013 Deuxieme lecture - le 2 avri12013 Third Reading - Troisieme Iecture - 124 GROWTH & DEVELOPMENT SERVICES 1 SERVICES DE DEVELOPPEMENT ET DE CROISSANCE REZONING 1 REZONAGE Amending Schedule "A" of the Zoning By-Law of The City of Saint John Modifiant Annexe «A» de I'Arrete de zonage de The City of Saint John / � . � � ch. Loch Lom°nd Rd. FROM 1 DE TO 1 A RS-1 B-2 �ne And Two Family Surburban Residential 1 General Business I zone residentielle de banlieue-habitations � zone commercia�e generale unifamiliales et bifamiliales Pursuant to a Resolutian under Section 39 of the Communi#y Planning Act ..�ii Conformement a une resalutian adoptee par le conseil municipal en vertu de I'article 39 de la Loi sur I'urbanisme Applicant: John Charles Kilpatrick Location: 4211 chemin Loch Lomond Road PID{s)/NfP(s): 55091524 & 00353409 Considered by P.A.C.Iconsidere par le C.C.U.: March 19 mars, 2013. Enacted by CouncillApprouve par le Conseil: Filed in Registry OfficelEnregistre le: By-Law#lArrete # 125 Drawn BylCreee Par: Da�id Couture Date DrawnlCarte Creee: April 8 a�ril, 2013. ��_��l�� L �� ►�T�:�_I��1ZT ��'�Tl��.��_� �, ;o,: � M & C-2013 -6� Apri18, 2013 City of Salnt John His Worship Mayor Mel Norton and Members of Common Council Your Worship and Councillors: SUBJECT: 4207-4211 Loch Lomond Road Section 39 CondiNons BACKGROUND: On April 2, 2013, Common Council held a public hearing concerning the pxoposed Section 3R amendment and rezoning of the Airport Irving property located at the above-noted address. First and second readings were given to the proposed amendmcnt to thc Zoning By-law at that tirne. The proposed Scction 39 conditions will be considered by Council at the time of third reading, which is scheduled to occur at Council's meeting of April 15, 2013. ANALYSIS: It has come to staf�s attention ihat the proposed Section 39 conditions, as recomrnended by staff and the Planning Advisory Committee (PAC), did not include a condition that would actually permit the retail floor area of the building to be increased from the present ma�imuin of 2Q0 square metres within the existing building to accommodate the proposed building addition for the ANBL liquor store. Although the need for such a condition was discusscd in the body of the staff report, it was inadvertently omitted from the staff and PAC recommendations. Given the above observation, it would be appropz-iate for Council to includc the following additional condition as part of its Section 39 resolurion: The ftoor area devoted to retail uses within the exisling building ancl�roposed addition shall be limited to a ma.xinaum of 3S0 square met�es. The recommended revised Scction 39 resolution is set out in full below, with the proposcd additional condition highlighted in italics. 126 M&C-2013 64 -2- April 8, 2013 RECOMMENDATION: 1. That Common Counci.l amend the Section 39 conditions irnposed on the July 22, 1985 rezoning of a parcel of land with an area of approximately 3840 square metres, located at 4207 Loch Lomond Road, also identified as PID Nos. 55043830, 55043848, 00350835 and 55043855, to permit the proposcd expansion of the existing building a.nd to permit a liquor store, subjcct to the following conditions: a) The flooY area devoted to retail uses wi2hin the existing building and proposed addition shall be limiled to a maxinaum of 350 square metres. b) The proponent must pave all parking areas, loading areas, manoeuvring arcas and drivcways with asphalt and enclose them with cast-in-place concrete curbs where necessary to protect the landscapcd areas and to facilitate proper drainage within one ycar of thc issuance of a building per�nit. c) All disturbed areas of the site not occupied by bui�dings, driveways, walkways, parking or loading areas must be landscaped by thc proponent within one year of the i.ssuance of a building permit. Thc landscaping must extend onto the City street right-of way to thc edge of the travelled road. d) The applicant's engineering consultant rnust subrnit a detailed gradin�/stormwater management plan/desigr�brief for the proposed addition to thc City's Chief Engineer or his designate for review and approval. 2. That, pursuant to Section 39 of the eommunity Planning Act, the parcel of Iand with an area of approximatcly 1278 square metres, located at 4211 Loch Lomond Road, also idcntified as PID Nos. 55091524 and 00353409, shall only be used in conjunction with, axid subject to the saine conditions as the adjoining land having PTD numbers 55043830, 55043848, Q0350835 and 55043855. Respectfully submitt �°°~"" �'r�-•� Amy Poffen , P. Eng., MBA Acting Commissioner Growth&Development Services J. Patrick Woods, CGA City Manager 7K Pc•oject No. 13-036 127 � � . � PROPOSED MUNICIPAL PLAN PROJET DE MODIFICATION DU PLAN AMENDMENT MUNICIPAL RE: 220 GLEN ROAD QBJET :220, CHENIIN GLEN Public Natice is hereby given that the Common Par les prc�sentes, un avis public est donne par lequel Council of The City of Saint John intends to consider le conseil communal de The City of Saint John a an amendment to the Municipal Development Plan 1'intention d'ctudier la modification du plan which would: d'arn�nagement municipal comme suit : 1.Redesignate,on Schedule A ofthe Plan,a parcel of 1. Modifier la designation, a 1`annexe A du plan, land with an area of approximately 1 l hectares, d'une parcelle de terrain d'une superfcie d'environ located at 220 GEen Road,also identified as PID No. 1 l hectares,situee au 220,chemin Glen,et portant Ie 00420386 and a portion of PIll No. 04300855,from NID 00420386, et ctant aussi une parlie du NiD Rural Resource Area (outside of the Prinzary 00300855, afin dc la faire passer de secteur de Develapment Area) to Stable Area (within the ressources rurale (hors du principal secteur de Primary Development Area},as illustrated below; dc�veloppement} a secleur stable (dans le princrpa! secteur de�leveloppement), comme il est indique ci- 2. Rcdesignatc, on Schedule I3 of the Plan, the same dessaus. parccl of land, from Rural Re.source (outsirle of the Primary Developrrzent Area) to Stahle Residentirtl 2.Modifier la d�signation,a I'annexe B du plan,de la (within tlze Primary Development Area). parcelle de terrain precitee, afin de !a faire passer de secteur de ressources ruraCe (hors du principal [iNSERT MAP] secteur de developpement) � secteur resi�lentiel stable(dan.r le principal seeteur de develappement). A public presentation of the proposed amendment will take place at a regular meeting af Common [INSER}�R LA CARTE] Council on Monday, April 15,2013 in the Council Chamber, Lobhy Level, City Hall. Une presentation publique du projet de modifcation aura Iieu lors de 1a r�union ordinaire du conseil communal le lundi 15 avril 2013 dans la salle du conseil,au niveau du hall d'entree, a Photel de ville. REASON FOR CHANGE: RAISON DE LA MODIFICAT�ON : To permit the expansion of existing mobile homc Permettre 1'expansion du parc de maisons nnobiles P�'k• existant. Written objections to the proposed amendrnent nnay Veuillez faire part au conseil par ecrit de vos be made to the Council,in care of the undersigned,by objections au projet de modification au plus tard Ie 15 May 15,2013.Enquiries may be made at the office of mai 2013 a 1'attcnfion du soussigne. Pour toute the Common Clerk or Planning and Development, demande de renseignements, veuillez communiquer City Hall, 15 Market Square, Saint John, N.B. avcc le bureau du gel�er communal ou le bureau de between the i�oars of 8:30 a.rrt. and 4:30 p.m., 1'urbanisme et du d�veloppement a 1`hotel de vi11e an Monday through Friday,inclusive,holidays excepted. 15,Market Square, Saint John,N.-B.,entre 8 h 30 et 16 h 30 du lundi au vendredi, sauf les jours feri�s. Ifyou require French services for a Common Council Si vous avez besoin des services en franrais pour une meeCing, please contact the office of the Co�nmon r�union de Conseil Communal, veuitlez contacter le Clerk. bureau du greffier communal. Jonathan Taylor,Assistant Common CIerk Jonathan Taylor, greffer communal adjoint 648-3703 648-3703 128 ` N � _ . �� , � � � iorn . u r. , ,� � BY-LAW NUMBER C.P. 106- ARRETE N°C.P. 106- A LAW TO AMEND THE ARRETE MODIFIANT L'ARRETE MUNICIPAL PLAN BY-LAW RELATIF AU PLAN MUNICIPAL Be it enacted by The City of 5aint Lors d'une reunion du conseil John in Common Council convened, as communal, The City of Saint John a edicte follows: ce qui suit : The Municipal Flan By-law• of The L'arrete concernan# le plan City of Saint John enacted on the 30th day municipal de The Cit}� of Saint John of January,A.D. 2012 is amended by: decrete le 30 janvier 2012 est modifie par : 1 Amending Schedule A — City 1 la �nodi�cation de 1'annexe A — Structvre, by redesignating a parcel of land Structure de Ia municipalite, afin de faire with an area of approximately 11 hectares, passer la designation d'une parcelle de located at 220 Glen Road, also identified as terrain d'une superficie d'environ l 1 being PID No. 00420386 and a portion of hectares, situee au 220, chemin Glen, et FID No. 00300855, from Rural Resource porta�t le NID 00420386, et etant aussi une Area (outside of the Primary De}�elopment partie du NID 00300855, de secteur de Area) to Stable Area (withirz the Prirnary ressources rurale (ho�s du principal Development Area) classification; secteur de developpement) a secteur stable (dans le principal secteur de 2 Amending Schedule B — Future developpement) ; Land Use, by redesigna#ing the same parcel of land from Rural Resource (outside of the 2 la modification de 1'annexe B — Primary Development Area) to Stable Utilisation future des sols, afin de faire Residefataal (wilhin the Primary passer la designation de la parcelle de Development Area) classification terrain precitee de secteur de ressources rurale (hors du prirrcipal secteur de developpenrent) a secteur residentiel stable (dans le principal secteur de developperraent); -all as shown on the plans attached hereto -toutes les modifications sont indiguees sur and forming part of this by-law. les plans ci joints et font partie du present arrete. IN WITNESS WHEREOF The City of EN FOI DE QUOI, The City of Saint John Saint John has caused the Corporate a fait apposer son sceau communal sur le Common Seal of the said City to be affixed present arrete le 2013, avec les to this by-1a�- the � �ay of *, A.D. 2013 signatures suivantes : and signed by: Mayor Comnnon C1erk/Greffier communal First Reading - Premiere lecture - Second Reading- Deuxieme lecture - Third Reading - Troisieme lecture - 130 • • ' ' � • � • • � • • � • � • . (aussi disponi6le en fran�ais) Type of Application � Municipal Plan Amendment ❑ Subdivision ❑ Similar/Cornpatible Use � Zonin�law Amendment ❑ Variance ❑ Temparary Use ❑ Amendment to Section 39 Conditions � Conditional Use ❑ Change 1 Re-establishment of ❑ Zaning Confirmation Letter ❑ Letter for Liquor Licensing Non-Conforming Use Contact Informatian Name ofApplicant Hughes Sur�eys & Consultants Inc. on behalf of 632504 New Brunswick Ltd. Mailing Address of Applicant(with Postal Code) 575 Cfown Street, Saint John, NB E2L 5E9 Home Telephone Nurnber Wark Telephone Number 506-634'f 717 (Rick Turner} F�Number 506-634-0759 E-mail rt@hughessurveys.com Name of Property Qwner(if different from applicant) 632504 New Brunswick Ltd. Mailing Address(with Postal Code) clo Hughes Surveys Property Informatian Location Glen Falls Mobile Home Park Portion of PIQ 00300855 & PlD �042Q836 Civic# Street PID Existing Use of Property Vacank Land Proposed Use of Property Land Lease Community Existing Plan Proposed Plan Low Clensity Residential(an adjustment to the Designation of Property: Rural Resource Designation of Property: primary development area boundary is also re uir�d Existing Zoning qf Property RS-2 Proposed Zoning of Property RS-2 (Conditipnal Use} Description of Application Describe what you propose to do(attach additional pages if necessary). Refer to attached_ _ NOTE: If the applicant is NOT the owner,the Owner's signature or authorization(in writing)to submit this applicati is required. Signature of Applican Signature of Owner Rick Tumer-Hughes Surveys&Consultants Inc. ajid Debly-632504 New Brunswick Ltd. Date Date For Office Use Only Reviewed by Date Development�fficer Information Accompanying Application: ❑ Letter oF Intent ❑ Tentative Subdivision Plan ❑ Floor Plans ❑ Site PIan ❑ Building Elevations ❑ Sign Drawings ❑ Fee ❑ Other � __. _ - . �. • (fi �� P,O.Box 19715aintJohn,NB Canada E2L 4L1 www.saintjohn.ca C.P.1971 SaintJohn.N.-B.Canada E2L4L1 Y ° ��' � „��►�p�, 131 � ��en i/�ew Park Lan�' �ease Comr�runjty Proposec� fx�aansion Glen View Drive Sainf John, NB Prepared by: HUGHfS SURVEYS & CONSULTANTS, INC. 575 Crown Sfreet Saint John, NB F2L 4W9 Reference Number: Y 1 1-2 T 5 3/5/20 l3 �L;��'L�P1�f�N�'PRC��'OS��L � C'�NCEP�'��L 1�ES�'�C�N 13RI�,F 132 . . . _ _..___. .. ..._. ._. ___ . ---_._... ..--- � � -� - --- -- --- .�. ,__. . . _ __ ,t, y �..., i :f.:��.� �J� 4 t,.. it"i$f''� f!!i_-..�:.: . - '.i.... ..................�. ,.........�......,.....�.........,....................«......�....,.,...........,.......,....e..,.........«.............�.......,..�.......Y Fi��•. .-' . . . .. ... ........ ..... .. .... .... ' .. . -. ... . r . .....,.. . .,.....�:�....,.. ....�...,. ............_......,.,.,�..... �.. ..., . . ._. -_._� i .. __ . , ..,. __... .. ... .:.. ... .. ..-...,�,. . !'r� � . _. . ^.'7 .� �'!i_r� . ......,_...«........,............................................................�,.�.. _.........-......,,�.... ... ,........... ,., .. _ «�iJ .. ..�,�I'�F . ...�..:rfi....................�.._,...,...,...._�. ..,.. .... .....�. �.....,.� ..... .....,..,,... .»�.,......._......,.._e.,.,.. ,.�.....,....�.,,:....- :�.:F' ti°. ��x. : �.,.., .....,,,..,,.... .,:-.....,.:.,._.._ .........-..,�..... ..............................................,,.<.._.,...,....,......._...,.....,...._.......,� .. h„",.,.��. _... .:;'_r, n--�,;: .(i.__�; ,�i.:!'f'...�" �' ... _ ...� . i ..ol..... ................�._... .... ..._..�_......... ................................................_......-.._... .._........................._.-_........S !s<)-3:_-.1�'..'_�sr�<r:_.sc�ea��._:xeeuee��s�.a�a�.r��e��,�r��r.��rero.��ee�.e.c��aea�aa�r..a�.�ut+�Y.r.r.�..��r..�ri.... ��.��.��e�.�r�s�._u�. ...a.................�.._....__..._...._�,�.a.. .. . a,6;:.'��.n,....,o........,..n......,...,>.:...�,.,. .,....».................«...«...............1.u��....m.......,....................................,....e..........�.....,,,,,........� e'.'":.�s�f��#��e�.:?�;r�yl�e�i�"�di� a°��°O:',r�i1�-P'f:AiF rCit 1.0�....�......��..................�........._..�..........,a.,..9..�......o.......e,....e.�' ..ia�';;�E;fi�"g ��r<i':�:`.��5i•':;-��'Y�.�`:�.�,�',r'!.'�L�f��C:SE,!1F.�"_�...o.....,�...,......0..................>.,e...,,...,....,...,�.,.,,..,...,.......a............,.�.,...ti �;�,'r:.��'.';� �^. 1�..a�'"dlt'.Cw..,...,.,... ........................ .............................�,,.,..........,.........._.............._,......................... 1 Prepared By: Jennifer Peacock, P. Eng. Rick Turner Hughes Surveys & Consultants Inc. Hughes Surveys & Consultants Inc. 133 . _ ., .. ,- - -. .- . . _..-.._ .. ---._._�,. _ -..._ _�'�� :�-��f' �;t! � The owners of the Glen I'a1Zs Mobile Homc Yark are planning an extension to their facility off Glcn Road, upgrading the existing park and rebranding it as the "Gle.n View Park Land Lease Community". The attached tentative plan illustrates the proposcd extension which will consist of four new scrviced private streets and approximately 80 new leasc lots. The purpose of this submission is to provide details for consideration to amend tl�e Municipal Ylan and approve the proposed development as a conditional use. `i'he proposcd dcvelopmcnt takcs in the undeveloped portion of PID 00300855 & 00420836. __ . - -- � -- -- �-----, ----�--- -. --- .T _ .. _. _ _ �'1y:► .�'.. _. . _ _ "I�he cxisting park was dcvclopcd in 1973. The original developer operated the park up until 2Q11 ai which time it was purchased by b32504 New Brunswick Ltd., a company headquartered in Saint Jahn and associaEed wilh the Dehly group of companies. The new owner's primary interest is to expand the park to the north of the existing developed area and make the proposcd cxpansion more appealing by doing substantial up�-ades to the existing mobile home park. "1'he improvements to the existing mobile home park have been ongoing over the past year. . _. � . - -- -- - -- �.,..-, ,_. _ ��=r:�x�!�/,^, ;,�rV.�t G'_t�D.A!'t�A _ . a "1'he existing park consists of approximately 100 sites each containing an area of approximately 3,200 square feet. `1'hcrc is a treed buffer along the southern and eastern boundaries of the park. in a central area of ihe park there is space that was allocated for a recreation area that has a small intermittent stream running through it. A tot lot was proposed to be developed in the recreation area in 1973 but it was never constructee�. Improvements have been made to the services, roadways ana ditch sysiems by#he new owner. As parl aI'the ongoing improvements to the park the recreation area will be deve�oped and will include a tot Iot area as was originally proposed in 1973. Page 1 134 �.1;'':.). ..�+'��-- t.F,� '..i,.,,lv�.'J �--1 Thc dcvclopment plan proposed in May 1973 f'or Phase 2 of the Gien I'alls Mobile Home Park cnvisaged #hc park being expandcd to a total of` 216 lease lots. To carry out the development as proposed in 1973 would requirc infilling of an existing provincially regulated wetland and a realignment of the east branch of Marsh Creek. For environmental considerations the layout proposcd in 1973 has been abandoned and a new layout is proposed. The new layout will require substantialty mare excavation but will avoid. encroacl�ment on the regulated wetland and iis buffer. The principal owner of 632504 New IIrunswick Ltd. has a related contracting business primarily involved in excavation and servicing. The reason for investing in the Glcn View Park I,and I.ease Community at this tirne was to use the cxcavation/contracting business he has to enhance and expand the park while eca.nomic conditions are slow as a way of kecping his equipmenl operating and his staff employed. Since the nev�- layout requires a substantial regrading of ihe site the excavation will be carried oui based on the submitted preliminary grading plan once municipal plan approvals are granted. The proponent has also acquired an adjacent property norlh o�ihe site known as PID 00420836. Their ittient is to incorporatc this into their plan in order to attain approximately 200 lease sitcs in thc overall development upon build out (100 existing & 100 proposed). A portion of this area contains the east branch of Marsh Creck. It is proposed that the area around the creek upstream of the regulated vvetland will be enhanced as park area for the development. Green space or park areas are reserved along the eastern boundary of the expansion arca, which includes two c�cvated surnmits. The regulated wetlands and wetland buffer will remain as undevcloped green space. "I'he green space (undeveloped and recrcational) allowance for the expansion area upon build-oui is approximately 56%. , .._._, ...... ..,:. ._ ., __ . . . ._. _._. .__. _ _: : ._ ,`::�U;;Y.��::: Y The existing topography cc�nsists of fairly steeply sloping ground. Heaaing north from the existing Glen View Drive, grades increase to the peak of thc hill about 170 metres into the subject area at which point thc ground drops off toward the back of the lot. To either side of fihe proposed extension of Glen View Drive, there arc rock outcrops. The rock outcrap to the east will remain, however thc outcrop ta fhe wesi ot�the propased Glen View Drive Extension will be cut to facilitate devclopment. The eastern edge of the property bound by Glen Road is classified as a regulated wctland and is also a part o1�the Glen Falls Flood Risk Area covered under #he City of Saint John Flood Risk By-Law. The lot la.youi anti grading will be carried out in a manner such that all construction activity and de��elopment vaill occur outside of the wetland and its 30 metre buffer zone. This will also assure ihe development does not infringe on lhe G1en Falls Flood Risk Area. The northern portion of the property will be filled to accommodate gently graded streets ane�the required gentle sloping property essential for this type of development. It is anticipated that the desi�n will be such that there is a balanced cut and fill to minimize the amount of material to be imported to or removed frotn ihe site. Page 2 135 .. ---- .. . :-- •----- - --. _..... __,_,:.-� --�=• - � --- —� -- -_-- ---. - ,.'�"�,ri �*.'"r� R�r7;�f�t ._ �. Brunswick �ngineering & Consulting Inc. has bccn engaged by 632544 NB Ltd. to provide engincering ser��ices for the above noted project. As part of the services provided, a rock assessment will be conducted to ascertain the stabiiity of the rock face and the required slopes needed for stability. Once cot�struction has commenced in the rock cut areas, the hedrock's geological features af the bedrock wili be mapped and analyzed to detcrmine the natural failure planes and angles. Thc analysis will be completed from the viewpoint of long term stability with no risk of wedge or block failures that coulc! lead to pieces of rock becoming loosc and posing risk to the building lots. The analysis will be based on visual observations of the working face of the rock and will therefore bc the most representa.tive way of inspecting the bedrock. "l�hc outcame of thc analysis will determine the form of slope stabilization, which could be as simple as flattening out the rock face to a more stable angle or possibly installing mechanical stabilizations lilce rock anchors. Based on these lindings the lot layout will be adjusted if rec�uired. : :... w::.. . --�...F ,_ _ . .._.z.,.. _ _ .�_ ..w . ___ _ _ . ._ _.�._ _ _. .._. .. ....._.____._ .� _.. _ _-._ -r�r rE�bti,jt:—�•.r�• - 1Y'..:J _ s 'arfll�-:• '' Private water and sewer services serve the existing mobile home park. The existing services connect to the municipal system on Glen Road. It is proposed that the new dcvelopment will connect to the cxisting services. Stormwater runs off the site in ditches along thc streets and via a stream that runs through the rniddle of the park and crosses Glen Road via a culvert and into the existing low lying arca to the west of Glen Road. , . <..,,� ..al�°; There is a 200mm diameter saniiary sewer along Glen View Drive and along Yurdy Street. Both run ta thc intersection of Glen View Drive and Glen Road. The private 2QOmm scwer connects to the existing municipal systcm at a manhole on Glen Road south of Glen View Drivc. Thc proposed development will be serviced by gravity sewer connecting to the existing system on Puray Drive. From there it wili flov�°through#he private sewer system to Glen Road. Flow monitoring will be conductcd on the existing privately held sanitary sewer system to measure infittration and, if required proposals will be submitted to dcmonstrate how it will be rnitigated. In order to determine that capacity of the cxisting system, it is proposed that a downstream analysis be performed to determine the existing flows to the Simpson Street pumping station based on theoretical valucs for the existing sewer shed. Page 3 136 .�•Y;�'�... . The existing Glen Park Mobile Home development is serviced by a looped watcr systern consisting of 150mm watermain on Purdy Drive and Colin Avenue and 200mm watermain on Glcn View Drive. This Zoop is fed by the municipal system on Glen Road. It is proposed that watcr service to ihe proposed development be provided in a looped extension to the existing system, where practical, by connecting at Glen View Drive and at the new street off of Purdy Drive. Hydrant flow tesis will be performed to determine whether adequate pressures exist to service the proposed development. Should adequate pressures not be available, the devcloper will include provisions far a boos#er or pumping station in the detailed design phase. If infrastructure is rec�uired to dcal with pressure issues within the development it will be constructed and held as private infrastructure. . ',-. _. `t�: ,'r:�::;; .��_h! -- -- � Stormwater will be retained onsite. Storage will be providcd in thc fill that will be placed to shape the lots and roads. A dctailcd stormwater managcment plan will be submitted by Brunswick Engineering & Consuliing inc. who has been engaged by 632504 NB Ltd. to provide engineering services for thc above noted project. More specificalty, Brunswick F,ngineering has been retained to complete a stormwater study for the pre and post development rainfall runoff associated with the proposcd land lease communit}-expansion. Stormwater design has not commenced therefore, it is not possible to comment on actual design values for stormwater flows, however based on the existing grades and topographic feattzres of this parcel, the fo�lowing is thc design methodology which will bc used during the stormwater study. • The existing site conditions have steep slopes and in plaees rock outerops which would cause runoff time of cancentration to be low. • The post developmeni grades will be llatter than the existing grades which will lower the runoff velocity and increase the iime of concentration for that area. • The post development will rnost likely have less vegetation than the pre-development so a there will probably be a net increase in the overall tirne of concentraiion for the runoff and as such there will be an onsite storage requirement for the expansion. +� As a large rock cul is required to achieve suitable grades far the proposed roads and building lots, this rock can be used as a fill along the western side and northeastern end of the expansion. With proper blasting techniques, this rock can be blasted into a coarsc shot rock which when placed will have a high voids content and thus a high ability to store water. Soil berms niaybe required at the downstream end of the rock fill to help retain the water within the rock fill voids. Page 4 137 • As v+.ith thc existing trailer park, the roadway will have rock lined open channel ditches lined with rip rap to hclp kccp flow vclocities low. The final design will incarporatc thc abovc list of design pararneters/ features, however unforeseen circumsiances and site conditions may warrant changes io this methodology. The starm water study and design will be completed following the specifications and requirements as set out by the City of Saint John. _. . _:. _ :�:.��'�,�:� . --._ _ � Access to the proposed developmcnt will bc via the cxisting park, which the owners have been working on upgrading. 11s part of thc dcvclopment, further upgrades to the existing streets and ditches will cantinue. Two access points to the new section are planned. One will be an extension of Glen View Drive and the other will be via a new street off of'Purdy Drive. Both accesses were set asidc as possible future access points during the design and construction of the original developmcnt. Proposed streels will have a widih af 12 metres consis#ing of 6 metre width of asphalt. Ditches will be shaped as needed to facilitate drainage to the existing d.itches and watercourscs as per a detailed stormwater mana�ement plan to be prepared by Brunswick Enginccring. The proposed private streets comprise of: • An extension to CJlen View Drive; • Five new private streets proposed to be na.med: - Rex Hurley l3oulevard; - Naomi Street; - Seraphina Street Abigale Street; - Kimberly Avenue. If any of thc strcet names are objected, the developer proposes the following substitutes for consicieration: - Teed; - Percy; - Anthony; - Kemal; - Peter. � � . ,_ _ _ __ _ ._ . . . r- T ___ - . '•�,.,.�1�� F: (.;r .i.".�`�'�4_ _�?�.�i,r`��?� �;:i��'!�i=+1��:�1":d�,�llt=r'!:):. I�.�i� . , .,. „� . , , s..-- .. - � - —- _ _..._....,.... ._--- ,--�-�_- . ,_ .-..- _� Page 5 138 Our client's goal is to devclop the property over ihe next year during a timeframe whereby it appears the economic downturn for his line of business will be most severe in this region. Working on their own property would allow him to maintain their construction operation and keep ernployees working as they devclop the sitc that will bccome a corporate asset while providing those in the city looking for an affardable home ownership option. Even though the complete property will be serviced immediately if approved, it is anticipated that all Iots would not be occupica until approximately 20l 8 (an absorption rate of approximately 20 units per year is expected}. . .. .__._ T , _ . _ T �. _ �. >r:;yi.'+��°:�.! .'LA'•: , ��j�rr��t �i.�.n�k�` �LC,?�'t,y�i:�:,s� I Municipal Pian The subject site is located on the edge of the Primary Development Area (PDA) shown on Schedule "B" of� ihe Municipal Plan. An ametadtnent to the plan is requircd in order to carry out this proposal. Additional information about the proposal and reasons to justify approval are as follows: • The development is proposed in a compact pattern ihat efficiently uses municipal services and infrastructure. The density of thc development Zs consistent with thc City's desire for responsible suburban development that provides high quality living environments for residents while using land and services wiscly. The project is located in an arca with convenient access to places of work, shopping, recreation facilities and schools. Perhaps most significantly, the development offers an affordable homeownership aption for residents af Saint John a�d the provision of a form oChousing that is desperately necdcd yet conspicuously absent at present in Saint John. Over time the expanded area will be a catalyst encouraging the upgrading of older housing units in the existing development which will provide a further enhancement to the area and the municipal tax base. • The expected annual tax base that will be ptoduced from the land and the new housing units in the development area proposed to be expanded is $7,Q00,000 broken down as follows: - New Pads—80 C $7,SOQ each= $640,000 - New rnini homes- 80 @ $80,000 each= 6 40Q OQO T�rur ��,oao,o00 The above amounts were derived from consuliation with Ser�-ice New Brunswick assessment division and are based on present day values. Page 6 139 The taxaiion value ��ill be further enhanced by the impact of'ihe new units will have on ihe value c�f older units in the existing park. Replacement of older units in the existing park will aiso be encouraged having an additional positivc tax base benei`it. � The development of this type of housing is critically important to successfully irnplement the Growih Sirategy and Plan SJ. The City nccds to positively consider developmcnts that expand opportuniiies in ihe City for mixed income living and the provision of a wide diversity of housing choice while meeting the Ciry's zoning and planning regulations. � The subject site will be internally serviccd by water, sewer, and roadways that will be privately owned and rnainiained up to their connection point with the municipai services and street system therefore ihe city wi11 not be required to take on additional infrastructure, streets ar road maintenance costs within the development. • According to information obtained from thc Municipal Qperations departmcnt existing municipal pumping stations ihat would service the developmcnt ha�e additional capacity to handle 11ows from the proposed project. New pumping stations and the wastewater treatment facilities presenily under construction leading to the Hazen Crcck Treatment Facility also have built in capacily fio accommodate future development. • Solid waste is coliected by a private contractor at the owner's expense. "1'ipping fees are also the responsibiliiy oi�the owner so the City does nat have to cover this service or pay the associated fees. � Young families are the target market for the proposed development thcrefore ihe following ini'ormation was derived from the local school district affice. The Glen Palls School has good recreatianal facilities and is in close proximity to the site. Glen Falls School tcaches elementary level. It has had a past enrollment of over 200 st�xdents when operated at its highest enrollment le��el and as of 2012 the enrollment is 151 students lherefore growth of thc studeni population as a result of young families moving to this area can be accommodated. Other schaols that servicc the Glen Falls area are Forest Hills School, which provides elementary and middle school level classes, and Simonds High School, which provides high schoal level classes. Both are operating at lower enrollrnent levels than in previous years. • Churches arid commercial facilities are also conveniently located in the Glen Falls neighbourhoad. The McAllister Place Rcgional Center facilities are located a shori distance away. • "I'hc primary access to the site from McAltister Drive is along Simpson Drive and Glen Road. Simpson llrive has had a number of upgrades and appears to be in good condition. It is a siandard width streei wiih sidewalk. Glen Road has had a number of upgrades and appears, for the most part, to be in good condition. It is a standard width street with sidewalk and narrows approximately l OQ metres before the first entrance into Glen View Park. Page 7 140 • Properties along Simpson Drive, Glen Road and gcnerally throughout the Glen Falls area are nearly fully developed up to the entrance of the subject property and iherefore this area can be efiiciently serviced. • Bus service presently exists with a stop at the intersection and Belgian Road. Based on discussions with Sainf John Transit the pickup point for Glcn Falls Mobile Home Park is at the intersection of Belgian Road and Glen Road. At present there is capacity on this run to handle more passengers. How the student population is transported is negotiated with the Province fram year to year. The forcgoing is intcnded to illustrate thai this proposai is generally in compliance with the Municipal I'lan policies and goals. In summary, with respect to the Municipal Plan, ihe proposea developmcnt should have a minimal impact on demand for public services and faci�ities. Any impact should be mare than offset by tax revenues the development will generate. In some instances the development will actually utilize existing surplus capacity in existing infrastructure. This should result a reduction in the per capita cost to operate allowing the city to benefit from infrasiruciure investment already rnade or presently being constructed. An adjustment to the Primary Development Area Bo�ndary and re-designation from Rural Resource to Low�Density Residential is respectfully requested. Zarun� With respect to zoning the subject site is zoned RS-2 which allows a mobile home park as a conditional use. The applicant's intent is to request approval of a license to expand the existing mobile home park that has been operating for nearly 40 years in conjunction with a request to amend ihe Municipal Ylan. The individual leases will include conditions or covenants to conirol the type of unit thal can be placed on the site, what type of extensions may be considered appropriate, accessory structure allowances and compatibility among other things. In some cases where depth of lots is restricted due to topography, conditions will be imposed whereby thc length of the unit will be parallcl with the access. Approval to allow the land lease comrnunity to be developed as a conditional use in the RS-2 -r.one as proposed is respectfully requested. Pdge 8 141 tys*j�i�R;"'�{��< �: �C+r�.�,#'°�i��L�S _.. ._ _. " . — :..s ! ——-- _. _� _. _ _ ._ _ . _ . - - --...._.. ....,..:..�..__....... .. . 142 .-.F PRO`'�,L:i / � c.�o.cx•...; Area �f � f L0. .J".2o61 PIJ fCG O` ��: �R,nf.N�.:k / � E325�4 N�� 5r�r-_ irk` � .� /' $Uf�9y �' . �C•C:. :(Tron.4:w o� � L:d. 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C..._ c�-�ai�n w�.� .�� }� � �._ . _i _. __.--- .. _ . 3� / , u . .� w�.- :-, } j1 ~ � /' B � u _ .. �,.�. ,..,.e ' - • �J i�� j� f'_TS�ci N��e �� i �=t -`�-'�j� , �-�I , � su-� r ^ �� _ �E H^' � . �.v.Y br .m Fwra . � J .' �_ • _ .�.�..e.�e , . . � ' j �L d P o* t� I � I I O I I I+ I / �� o. -- � xa r� o eo S 1 / n h__ :�.�„�ni.i � �, i '� ��f�'��.�'y'�W.ti,uiiaz_�y�,� � � `'0 • '_ .._.. „.�.., F\ `��J�--� 4 c��, l � . r�,� i � '�=� ek c,z u?\ Exi 6nq 'en Folls Tnile�brc.�k�j ;�IrU � 4 ; N "3�' siixt�'"•na�i,i rw�° __"" �* T'_" I 95u. -.i5 � . .cG �.._T/O.N � 143 REPORT TO COMMON COUNCIL M&C 2013-66 ;�- � s'� ° �, r s. April 9, 2013 ;� ��,� ��,_� <�� _ -�. 4 ,,,,�� His Worship Mel Norton And Members of Common Council The Cit�•of Saint (oltn Your Worship and Councillors: SUBJECT Asbestos Management Program for City-Owned Buildings BACKGROUND This report is in follow up to a report entitled "Asbestos Management Program for City-Owned Facilities" (M&C 2012- 106),which was presented to Common Council as an item for information on May 7t", 2012. In the past, the City of Saint John has addressed asbestos containing materials (ACMs) in City-owned buildings, primarily on an ad hoc basis. Over the last several years, the Facility Management Division has become more proactive in the proper management of ACMs, and has informally adopted industry standard practices and legislative requirements in its day to day operations. New Brunswick Regulation 92-106 under the Occupational Health and Safety Act(O.C. 92-647J requires that: An emp/oyer whose employees work with or disturb material containinq asbestos at a place of employment shall adopt the code of practice entitled "A Code of Practice for Working with Materials Containing Asbestos in New erunswick" as prepared by the New erunswick Occupational Health and Safety Commission and dated March 19, 1992. Furthermore: Where it has been established by inspection and bulk sample analysis that material containinp asbestos has been used in a buildinq, an owner/employer shall ensure that an asbestos manaqement proqram is developed in writinq and maintained while the asbestos-containing materials remain in the workplace. In order to support the fulfillment of the City of Saint John's responsibility under these regulatory requirements, an Asbestos Management Program (AMP) has been developed in consultation with Stantec Consulting Ltd. Approximately 70 City-owned buildings fall under the AMP. These buildings exclude Saint John Water infrastructure. The AMP will effectively minimize risk and establish control measures for confirmed and suspected asbestos containing materials (ACMs)that are and/or may be present in City-owned buildings. This report presents an overview of the AMP and describes steps that will be taken to move the plan forward. As indicated herein, further analysis on the financial implications of the implementation of the AMP will be presented to Common Council prior to 2014 budget deliberations. 144 Report to Common Council Page 2 of 6 Asbestos Management Program for City-Owned Buildings The AMP has been attached to this report for the review of Common Council. ANALYSIS Asbestos Management Program Framework As previously mentioned, approximately 70 City-owned buildings fall under the Asbestos Management Program (AMP). These buildings exclude Saint John Water infrastructure. Due to the number of buildings that fall under the AMP, a two- tiered framework was developed. The upper tier of the framework is the "Macro" Asbestos Management Program (designated as AMPmac)• The AMPmac is an over-arching document that provides a description of the asbestos management practices of the City of Saint John as it relates to all buildings, and includes: an explanation of the overall intent of the program; a description of key roles and responsibilities (from facility personnel through to Common Council); process details around how asbestos containing materials (ACMs) are addressed (e.g. inspection, abatement, record keeping, notification, etc.); training requirements; and provides a priority matrix for buildings that fall under the AMPmac to assist with decision making. The AMPma� does not contain building specific information. The AMPma� has been attached to this report for the review of Common Council. The lower tier of the framework is the "Micro" Asbestos Management Program (designated as AMPm;�). The AMPm;� includes a building specific Asbestos Containing Materials (ACM) Assessment as well as a building specific Asbestos Management Plan (AMP�). In general, the AMPm;� provides details on the quantity and location of ACMs within the building, what condition they are in, and what actions are required to address them (if any). The AMPm;�also provides information on roles and responsibilities, processes, and training at a building specific level. FIGURE A:FRAMEWORK OF ASBESTOS MANAGEMENT PROGRAM MACRO AMP MICRO AMPS (AMPmic) (AMPmac� = Buildng Specific ACM Assessment =Asbestos + Asbestos management plan (AMP�) Management Program � . . . . � . _ . . � • • • � � � . • • • . � . . 145 Report to Common Council Page 3 of 6 Asbestos Management Program for City-Owned Buildings Establishing Priorities As previously mentioned, over the last several years, the Facility Management Division has become more proactive in the proper management of ACMs, and has informally adopted industry standard practices and legislative requirements in its day to day operations. For example, in recent years, the City of Saint John has commissioned eight (8) "Micro" Asbestos Management Programs (or slight variations thereof) for City-owned buildings. It has also completed limited Asbestos Containing Materials (ACM) Assessments in cases where asbestos was suspected in areas that renovation projects were planned or damages occurred. Given the number of buildings that fall under the AMPma� and due to existing budget constraints, it may not be financially feasible to complete "Micro" Asbestos Management Programs (AMPs) on all remaining buildings at once. The estimated cost to complete Asbestos Containing Materials (ACM) Assessments alone is in the range of $200,000. Asbestos Management Plans would have to be developed and implemented based on the findings of the ACM Assessments,thus,this cost is difficult to quantify. Since it may not be feasible to complete all "Micro" AMPs at once, priorities need to be established given a set of risk- based criteria. For example, buildings built prior to 1990 should be considered to have asbestos containing materials until proven otherwise. Buildings built after 1990 could potentially contain asbestos, however, the probability is much lower. Occupancy and accessibility could also be used as criteria. For example, publicly used buildings may be given a higher priority than buildings that are rarely occupied since the risk of exposure to ACMs would be higher in publicly used buildings. In order to establish priorities under the City of Saint John "Macro" Asbestos Management Program, criteria similar to that described above has been used to develop the following six(6) priority classifications: 1) Buildings/structures constructed prior to 1990 that are typically occupied fulltime by municipal staff and/or are often used/visited by members of the public (prioritizing those buildings that may contain a daycare or other groups of potentially sensitive individuals). Included in this prioritization level should be buildings/structures constructed prior to the 1990 where there are current plans for major renovation and/or demolition in the near future 2) Buildings/structures constructed prior to 1990 that are only occasionally occupied by municipal staff (i.e. not each day nor full time) and are sometimes used/visited by members of the public 3) Buildings/structures constructed prior to 1990 that are only used by municipal staff. This level can further be prioritized based on occupational levels (i.e. occupied everyday vs. occasionally occupied) 4) Buildings/structures constructed between 1990 and 2000 that are typically occupied by municipal staff full time and/or are often used/visited by members of the public 5) Buildings/structures constructed between 1990 and 2000 that are only occasionally occupied by municipal staff (i.e. not each day nor full time) and are sometimes used/visited by members of the public 6) Buildings/structures constructed between 1990 and 2000 that are only used by municipal staff. This level can further be prioritized based on occupational levels(i.e. occupied everyday vs. occasionally occupied) A priority matrix is included in the "Macro"Asbestos Management Program (attached to this report), which provides the classification of each building to assist with the establishment of future priorities. 146 Report to Common Council Page 4 of 6 Asbestos Management Program for City-Owned Buildings Go-Forward Action Plan The following action plan describes what steps are necessary to implement the "Macro" Asbestos Management Program as well as the expected timeframe with which steps will be taken. Its successful implementation will require both financial and human resource commitment. These considerations as well as the financial implications of the same will be presented to Common Council prior to 2014 budget deliberations. TABLE A:SUMMARY OF ASBESTOS MANAGEMENT PROGRAM ACTION PLAN : � � � � � � � � � � . 1) Appoint an individual who is knowledgeable of City-owned buildings to the role of interim AMP Coordinator 2) Make general asbestos awareness training available to all municipal personnel who work in City-owned buildings that are known or suspected to contain asbestos containing materials 3) Monitor and document maintenance, renovation, and repair work conducted at buildings that are known or suspected to contain asbestos containing materials � . . . , 1) Make the AMP available to all personnel who work in City-owned buildings that are known or suspected to contain asbestos containing materials, including the City of Saint John Joint Health &Safety Committee and external Contractors 2) Implement the use of forms available within the AMP (i.e. contractor notification and acknowledgement, asbestos work notice,etc.)for asbestos projects and maintain written records 3) Develop a communication for City Hall personnel based on an Owner commissioned Micro Asbestos Management Program (AMPmic� 4) Provide building specific asbestos safety talks to all municipal personnel who work in City-owned buildings that are known to contain asbestos containing materials and have had an AMPm;�completed � � � . 1) Develop a proposed future implementation plan for the completion of Micro Asbestos Management Programs (AMPm;�) for City-owned buildings that are known or suspected to contain asbestos containing materials for the consideration of Common Council during 2014 budget deliberations 2) Develop and implement Micro Asbestos Management Programs (AMPm;�) for the Peter Murray Arena, Lord Beaverbrook Arena,and Loch Lomond Community Centre 3) Develop and implement Micro Asbestos Management Program (AMPm;�) updates for the City Market, Carleton Community Centre,and Saint John Arts Centre 4) Develop Requests for Proposals for standing offer agreements for Asbestos Abatement,Testing,and Consulting Services FINANCIAL CONSIDERATIONS As previously mentioned, the successful implementation of the "Macro" Asbestos Management Program (AMPma�) will require both financial and human resource commitment. Resource and cost requirements may include, but are not limited to: ■ Resource Requirements/Costs ✓ General administration of the AMPma� ✓ Updating AMP documents ✓ Providing proper notifications ✓ Coordinating asbestos removal operations ✓ Educating contractors and building occupants 147 Report to Common Council Page 5 of 6 Asbestos Management Program for City-Owned Buildings ✓ Delivering building specific asbestos safety talks ✓ Updating the Joint Health and Safety Committee ✓ NOTE: Detailed information describing roles and responsibilities of personnel from facility occupant through to Common Council can be found in Section 6.0 of the attached AMP) ■ Professional Consulting Requirements/Costs ✓ Completion of building specific ACM Assessments and Asbestos Management Plans ✓ Asbestos and air quality sampling/testing ✓ Asbestos awareness training ■ External Contractor Requirements/Costs ✓ Asbestos abatement(i.e. removal) ✓ Repair of asbestos containing materials It would not be unreasonable to suggest that these costs could amount to $60,000 to $80,000 annually, depending on the level of aggressiveness in the AMP's implementation. Further analysis on the financial implications, as well as recommendations,will be presented to Common Council prior to 2014 budget deliberations. INPUT FROM OTHER SOURCES The Manager of Safety and Policy, the Insurance and Claims Officer, and the City Solicitor were consulted in the development of this report, and will be involved on a go forward basis in the implementation and management of the Asbestos Management Program. RECOMMENDATION Your City Manager recommends that Common Council: 1) Adopt the Asbestos Management Program attached under M&C 2013-66 and direct its implementation. Trevor Gamblin, M.Sc.E, P.Eng. Manager, Facility Management Cathy Graham, CGA Acting Commissioner, Finance and Administrative Services 148 Report to Common Council Page 6 of 6 Asbestos Management Program for City-Owned Buildings Patrick Woods, CGA City Manager 149 .��. �, . 1 . . . . . � . CITY OF SAINT JOHN FACILITY MANAGEMENT ASBESTOS MANAGEMENT PROGRAM 150 151 EXECUTIVE SUMMARY Stantec Consulting Ltd. (Stantec) was retained by City of Saint John Facility Management to create an Asbestos Management Program (AMP) for municipal buildings and structures that are currently owned and managed by the City of Saint John. The purpose of the AMP is to fu�fill the City of Saint John's responsibility under Section 4 of "A Code of Practice for Working with Materials Containing Asbestos in New Brunswick"referenced in New Brunswick Regulation 92-106 made under the Occupational Health and Safety Act. The following action plan has been prepared specifically and solely for City of Saint John Facility Management. Action Plan — General In accordance with provincial regulations, federal directives and best management practices, the following should be carried out: 1. Appoint an AMP Coordinator. The AMP Coordinator should be someone within the Facility Management Department who is knowledgeable of the facilities, on-site operations and activities in each facility. 2. Provide asbestos training to applicable municipal employees (Section 11.0). 3. Make this Asbestos Management Program document available to all personnel (e.g. tenants, employees), including the City of Saint John Occupational Health & Safety Committee and outside contractors, who will be working in facilities owned or managed by City of Saint John Facility Management that are known or suspected to contain asbestos-containing materials. 4. Use the forms (i.e. Contractor Notification Awareness, Asbestos Work Notice, etc.) for asbestos projects and maintain written records. 5. Monitor and document maintenance, renovation and repair work conducted at facilities that are known or suspected to contain asbestos-containing materials and owned/managed by City of Saint John Facility Management. 6. Implement and administer this AMP. Although Stantec developed this AMP to be in accordance with current applicable statutes and regulations in New Brunswick, it should be customized (i.e. site specific AMPs), maintained and updated by Facility Management to reflect actua� site conditions for each facility/property to which the AMP applies. Action Plan - Short Term Action Plan A list of City of Saint John facilities known or suspected (based on age) to contain asbestos-containing materials (ACMs) is presented in Appendix A. Since the majority of buildings owned and managed by the City of Saint John have not had formal ACM assessments completed, the following is a Asbestos Management Program Facility Management 08/22/2012 152 Page E.1 City of Saint John suggested priority list for assisting the City of Saint John in determining in which order buildings/structures should be assessed for the presence of asbestos-containing materials (ACMs): 1. Buildings/structures constructed prior to 1990 that are typically occupied fulltime by municipal staff and/or are often used/visited by members of the public (prioritizing those buildings that may contain a Daycare or other groups of potentially sensitive individuals). Included in this prioritization level should be buildings/structures constructed prior to the 1990 where there are current plans for major renovation and/or demolition in the near future. 2. Buildings/structures constructed prior to 1990 that are only occasionally occupied by municipal staff(i.e. not each day nor full time) and are sometimes used/visited by members of the public. 3. Buildings/structures constructed prior to 1990 that are only used by municipal staff. This level can further be prioritized based on occupational levels (i.e. occupied everyday vs. occasionally occupied). 4. Buildings/structures constructed between 1990 and 2000 that are typically occupied by municipal staff full time and/or are often used /visited by members of the public. 5. Buildings/structures constructed between 1990 and 2000 that are only occasionally occupied by municipal staff (i.e. not each day nor full time) and are sometimes used/visited by members of the public. 6. Buildings/structures constructed between 1990 and 2000 that are only used by municipal staff. This level can further be prioritized based on occupational levels (i.e. occupied everyday vs. occasionally occupied). Site specific AMPs based on the results of existing ACM assessments completed to date should be developed and implemented at each facility. As ACM Assessments are undertaken in accordance with the suggested priority list noted above, site specific AMPs should also be completed. Action Plan - Long Term Action Plan Although not required by the provincial regulation (i.e. N.B. Regulation 92-106), accessible friable ACMs (i.e. mechanical insulation, pipefittings, etc.) located in non-mechanical rooms (e.g. publically accessible or areas occupied by municipal staff) should be removed from the municipal facilities over the long term. This would eliminate future asbestos management costs and significantly reduce potential asbestos exposures to on-site personnel. Completion within a five to ten year timeframe should be considered. For all ACMs that will remain, on-going inspection and maintenance should be completed. Where required, removal, repair, etc. should be completed in accordance with work procedures outlined in this AMP. Prior to a demolition or partial demolition project (e.g. renovations), remove ACMs that are likely to be disturbed through such work and follow appropriate procedures as dictated by the AMP Coordinator. This Executive Summary is to be read in conjunction with the report presented herein, specifically with the limitations discussed in Section 15 of this report. Asbestos Management Program Facility Management 08/22/2012 153 Page E.11 City of Saint John TABLE OF CONTENTS Page No. EXECUTIVE SUMMARY....................................................................................................................... E.I 1.0 I NTRODUCTION...........................................................................................................................1 2.0 SCOPE AND METHODOLOGY....................................................................................................1 3.0 BACKGROUND INFORMATION ON ASBESTOS .......................................................................3 3.1 Asbestos Characteristics.......................................................................................3 3.2 Potential Health Hazards.......................................................................................4 3.3 Regulatory Requirements......................................................................................5 4.0 ASBESTOS CONTAINING MATERIALS IN CITY OF SAINT JOHN FACILITIES .......................7 4.1 Examples of Asbestos-Containing Materials.........................................................7 5.0 CLASSIFICATION OF ASBESTOS RELATED WORK ..............................................................10 5.1 Class I or Low-Risk Asbestos Related Work.......................................................10 5.2 Class II or Moderate-Risk Asbestos Related Work .............................................10 5.3 Class III or High-Risk Asbestos Related Work....................................................11 5.4 Glovebag Work Procedure..................................................................................11 6.0 ROLES & RESPONSIBILITIES...................................................................................................13 7.0 ASBESTOS RELATED WORK PROCEDURES.........................................................................19 7.1 Identification of Work That May Involve Asbestos...............................................19 7.1.1 Facility Activities .......................................................................................19 7.1.2 Minor Repair.............................................................................................20 7.1.3 Capital Projects ........................................................................................20 7.2 Asbestos Related Work Projects.........................................................................20 7.3 Asbestos Emergency Response Procedures......................................................21 7.4 Air Monitoring......................................................................................................21 8.0 EVALUATION OF ASBESTOS-CONTAINING MATERIALS AND ACTIONS FOR CONTROL.22 8.1 Assessment of Condition.....................................................................................22 8.2 Asbestos-Containing Material Debris..................................................................23 8.3 Evaluation of Accessibility...................................................................................24 8.4 Action Matrix and Action Descriptions.................................................................25 8.4.1 Action Matrix.............................................................................................25 8.4.2 Action Descriptions...................................................................................26 9.0 PERIODIC INSPECTIONS .........................................................................................................28 10.0 LABELLING.................................................................................................................................30 11.0 ASBESTOS TRAINING...............................................................................................................31 Asbestos Management Program Facility Management 08/22/2012 154 Page i City of Saint John 12.0 NOTIFICATIONS ........................................................................................................................33 13.0 RECORD KEEPING....................................................................................................................35 14.0 ASBESTOS ACTION PLAN........................................................................................................36 15.0 CLOSURE...................................................................................................................................38 LIST OF TABLES AND APPENDICES TABLES Page No. Table 4.1 Friable and Non-Friable ACMs..........................................................................................8 Table 8.1 Action Matrix Table..........................................................................................................26 APPENDICES Appendix A City Of Saint John Facilities Known Or Suspected To Contain Asbestos Containing Materials (Insert In Final Version Of Report) Appendix B Contact Information for Workplace Parties Appendix C Contractor Notification and Acknowledgement Form and Asbestos Work Notice Form Appendix D Asbestos-Containing Materials Inspection Checklist Appendix E Example Form for Maintaining List of Trained Employees Appendix F Legislation Appendix G Procedures for Collecting Bulk Asbestos Samples Appendix H Asbestos Management Program Personnel Flow Chart Asbestos Management Program Facility Management 08/22/2012 155 Page ii City of Saint John 1.0 INTRODUCTION Stantec Consulting Ltd. (Stantec) was retained by the City of Saint John Facility Management to create an Asbestos Management Program (AMP) for municipal buildings and structures that are currently owned and managed by the City of Saint John. The City of Saint John has initiated the creation of and establishment of this AMP to minimize risk and establish control measures for confirmed and suspected asbestos-containing materials (ACMs) that are and/or may be present within municipally managed facilities. This report is presented in 14 sections: Sections 1 and 2 present general information about the project, and describe the scope and methodology used. Section 3 presents background information on asbestos. A summary of the types of ACMs found in the City of Saint John buildings and structures is provided in Section 4. Sections 5 thru 13 provides descriptions of different classes of asbestos abatement operations, roles and responsibilities of key personnel identified in the AMP, detailed work procedures, ACM evaluation and control, and guidance for asbestos training for employees and building occupants. The asbestos action plan is presented in Section 14. Section 15 discusses the limitations of the AMP and its findings. Supporting information is provided in Appendices at the end of this report. 2.0 SCOPE AND METHODOLOGY The AMP for the City of Saint John was developed by Stantec based on the requirements of Section 4 of"A Code of Practice for Working with Materials Containing Asbestos in New BrunswicK' referenced in New Brunswick Regulation 92-106 made under the Occupational Health and Safety Act. The AMP is based on Stantec's interpretation of the intent of N.B. Regulation 92-106. The objectives of the AMP are as follows: • Track and maintain an inventory of confirmed and suspected ACMs throughout each facility; • Inform personnel and building occupants within each facility of the locations of any confirmed or suspected ACMs that may be encountered while performing their requested duties; • Minimize any future asbestos fibre release by controlling access to asbestos containing materials (ACMs) and preventing uncontrolled disturbance of ACMs by establishing safe work procedures for activities that may disturb ACMs in the facilities; • Monitor the condition of confirmed or suspected ACMs through visual assessment at each property. Given the changing nature of a facilities environment, the condition of ACMs may change. By monitoring the condition of the material, AMP-trained City of Saint John staff can ensure that ACMs are properly maintained; • Respond quickly and effectively to changes in the condition of confirmed or suspected ACMs and to properly maintain or repair any damaged confirmed or suspected ACMs that may be encountered in the future; • Workers must be able to recognize an asbestos emergency and respond accordingly; and • Provide compliance criteria and describe the intent of applicable legislation and regulations. Asbestos Management Program 08/22/2012 Facility Management 156 Page 1 City of Saint John All employees including building maintenance, cleaning service and management personnel at the City of Saint John should become familiar with sections of this AMP that are relevant to their work. The program should provide guidance to the building personnel as well as outside contractors hired by the City of Saint John, when working near confirmed or suspected ACMs. The program should also provide enough general information to enable workers to recognize the hazards, understand the risks, and respond accordingly to disturbed/damaged asbestos-containing materials in the workplace. This AMP was developed to be in accordance with current applicable statues and regulations in New Brunswick. It will be customized, maintained and updated by City of Saint John's Facility Management Department to reflect actual site conditions for each building to which the AMP applies. Furthermore, applicable provincial regulations must be followed during ACM removal/repair at each building or structure utilizing this AMP. All facility staff, at a minimum, must read this AMP and be familiar with the following basic elements: • Asbestos Containing Materials (ACM) Assessment; • Background Information on Asbestos; • Classes of Asbestos Operations; • Roles and Responsibilities; • Work Procedures/Worker Protection; • Periodic Assessments; • Labelling; • Training; • Notification of cleaning staff and outside contractors who may perform work at the facility; and • Record Keeping. To help support this AMP, comprehensive inventories of asbestos containing materials have been prepared for several facilities. These reports are either appended to the site specific AMP located at the facility and are kept by the Asbestos Management Program Coordinator located at the Facility Management Department at City Hall. The site specific AMP has detailed information on the ACMs identified in the facility as well as additional information regarding site contacts, work procedures, notifications, labeling, etc. specific to the facility. Asbestos Management Program 08/22/2012 Facility Management 157 Page 2 City of Saint John 3.0 BACKGROUND INFORMATION ON ASBESTOS A discussion on asbestos, the development of regulations, and the need for an AMP are provided in the following sections. This discussion provides an understanding of what asbestos is, what the concerns over asbestos in the work place are, and why an AMP is required. 3.1 Asbestos Characteristics Asbestos is a family of naturally occurring fibrous silicates from two mineralogical groups: • Serpentines, which include chrysotile. These spiral fibres are pliable, curly and made up of tiny individual fibrils; and • Amphiboles, which include amosite, crocidolite, and tremolite. Amosite and crocidolite fibres are straight and needle-like, whereas tremolite fibres are short and stubby. The name asbestos comes from a Greek term meaning "indestructible" and the mineral has been mined in many countries, including Canada. Chrysotile asbestos is commonly referred to as "white" asbestos and has been widely used in Canada (and other countries) to provide thermal insulation and increase the durability of products containing the mineral. Chrysotile asbestos can be found in many products including: mechanical insulation, fireproofing, manufactured cement board or cement piping, floor tile, ceiling tiles, drywall jointing compounds, sheet vinyl flooring paper backing, incandescent light fixture backing paper, gaskets, brake shoes, even wigs and children's clothing. Amosite or "brown" asbestos has also been widely used across Canada. Amosite asbestos can be found in products including; mechanical insulation, fireproofing, and ceiling tiles. Crocidolite or "blue" asbestos can be found in Canada, but is less common than Amosite and Chrysotile asbestos. Crocidolite asbestos can be found (most commonly) in industrial uses such as sprayed on thermal, acoustic or chemical barriers. Additional special precautions with personal protective equipment (i.e. type of respirator) may be required when working with types of asbestos other than Chrysotile, such as Amosite and Crocidolite asbestos The qualities of asbestos that promoted its use in construction are as follows: • Fire resistance; • Tensile strength; • Durability; • Flexibility; and • Resistance to heat, wear, corrosion. Asbestos has many building applications that include: • Effective insulator against heat, cold, electricity and noise; Asbestos Management Program 08/22/2012 Facility Management 158 Page 3 City of Saint John • Used as sprayed insulation and fireproofing materials in the period following the Second World War until about the mid-1970s; • Used as a thermal insulator in pipes, boilers and incandescent light reflectors; • Structural steelwork fireproofing of high-rise buildings; • Acoustical and decorative purposes in ceiling tiles and building walls; and • Durability in floor tiles, wall board, roof shingles and felts, gaskets, caulking, wall and ceiling plasters. 3.2 Potential Health Hazards Asbestos is a health-hazard only if it can enter into the body through: • Inhalation; • Ingestion; or • Absorption. The primary health-related concern of the above list is asbestos inhalation. Respiratory diseases such as asbestosis (lung scarring) and cancers have been clinically linked to prolonged and heavy occupational exposure to airborne asbestos. Beginning in the late 1970's, public health authorities, the media, and the public in general, became concerned about the health effects associated with asbestos-containing materials in buildings. At that time it was known that miners, workers and installers who handled asbestos materials suffered a higher incidence of several respiratory diseases. These groups had been exposed to very high levels of asbestos dust for prolonged periods. In order to determine whether the public anxiety over the current situation of asbestos materials "in place" in buildings was justified, the Ontario Royal Commission on Matters of Health and Safety Arising from the Use of Asbestos in Ontario was established in 1981. This three year study considered all aspects of the asbestos problem. After considering all available data, the Commission concluded in its final report (Chapter 9, Page 585) that: "....The risk to occupants from asbestos in buildings is a small fraction of the risks faced by workers exposed to asbestos under the 1 f/cc control limit for chrysotile (the current exposure limit for industrial asbestos use in Ontario). It is less than 1/50 as great as the risk of commuting by car to and from those buildings. In concluding that this risk is insignificant, we conclude that the risk does not presenf a public health problem. While asbestos has caused serious health problems for workers and may present a problem for building maintenance, renovation, construction, and demolition workers, we conclude that it does not pose a significant problem for the general occupants of buildings, except in the three situations outlined in Section D of this chapter, namely: (i) the occupant is in the immediate vicinity of work that disturbs friable asbestos-containing insulation; (ii) the occupant is within the range of air circulation of work that disturbs friable asbestos- containing insulation; or(iii) significant quantities of friable asbestos-containing insulation have fallen onto building surfaces and are being disturbed." Asbestos Management Program 08/22/2012 Facility Management 159 Page 4 City of Saint John In the overview to this section (Chapter 9, page 548) it states that: "We will conclude that it is rarely necessary to take correcfive action in buildings containing asbestos insulation in order to protect the general occupants of those buildings. On the other hand, construction, demolition, renovation, maintenance, and custodial workers in asbestos-containing buildings may be exposed to significant fibre levels and may, during their work, cause elevated fibre levels for nearby occupants." The general conclusions of the Royal Commission have been supported by independent testing by independent researchers, the Ontario Ministry of Labour, and authorities in other jurisdictions. This AMP has been developed to be in line with the conclusions of the Royal Commission and applicable provincial regulations which have been adopted based on a review on this model. 3.3 Regulatory Requirements The conclusions of the Ontario Royal Commission on Matters of Health and Safety Arising from the Use of Asbestos in Ontario (1981) resulted in the development of Occupational Health and Safety Regulations and guidelines in all Canadian provinces and territories for asbestos work. In New Brunswick, asbestos is regulated under the "Code of Practice for Working with Materials Containing Asbestos in New BrunswicK' (Regulation 92-106 dated March 19, 1992 enforced under the Occupational Health and Safety Act O.C. 92-647). An AMP is a regulatory requirement in New Brunswick, under New Brunswick Regulation 92-106, Section 4. An active AMP is an excellent means to ensure that all of the requirements of the New Brunswick Regulation are met, and to prevent exposure of facility and building occupants to asbestos. For an AMP to be effective, it is necessary that a quantitative asbestos assessment be conducted, and that a process is in place to implement the AMP. A list of City of Saint John facilities known or suspected (based on age) to contain ACMs is presented in Appendix A. New Brunswick Regulation 92-106 requires that an assessment of the workplace for the presence of all asbestos materials be performed, and if asbestos materials are present, an asbestos management program is to be developed in writing and maintained for as long as asbestos materials remain. The Code of Practice requires controls on all work around both friable and non-friable materials. The Regulation specifically requires that prior to the demolition or partial demolition of a building, all affected asbestos materials must be removed. A building owner can leave the asbestos materials in place, provided that all disturbances of the materials follow the prescribed procedures. The New Brunswick Code of Practice classifies asbestos-related work into three different classes (Class 1, 2, and 3) depending on the degree of risk of exposure to asbestos, and the controls required to minimize exposure to acceptable levels. Class 3 (major removal work) has the potential for high exposure to airborne asbestos, and Class 1 has the lowest potential for fibre release (i.e. work on non- friable products). Clearance air monitoring is compulsory for all Class 3 projects, except for outdoor projects. Refer to Section 5.0 for an overview of these three classes of asbestos-related work. Asbestos Management Program 08/22/2012 Facility Management 160 Page 5 City of Saint John The Code of Practice also requires training in the hazards of asbestos exposure, asbestos work practices and the use of personal protective equipment, for all workers who may be involved with Class 1, 2 or 3 asbestos work operations. Full implementation of the Asbestos Management Program provides compliance with the above requirements. A full copy of the New Brunswick Regulation 92-106 is provided in Appendix F. Asbestos Management Program 08/22/2012 Facility Management 161 Page 6 City of Saint John 4.0 ASBESTOS CONTAINING MATERIALS IN CITY OF SAINT JOHN FACILITIES Asbestos-containing materials have been identified in City of Saint John facilities (refer to Appendix A - City Of Saint John Facilities Known Or Suspected To Contain Asbestos Containing Materials). Results of all asbestos containing materials assessments completed at City of Saint John facilities by Stantec and others are presented under separate cover(s) and are appended to the site specific AMP stored at the facility and are kept by the Asbestos Management Program Coordinator located at the Facility Management Department at City Hall. The scope of work for an ACM assessment typically involves the following: • a "room-by-room" visual assessment of readily accessible room spaces of the subject facility for the presence of ACMs; • an inventory of building materials/components that are suspected to contain asbestos; • the collection of representative bulk samples from building materials suspected of containing asbestos fibres; • laboratory determination of the type and concentration of asbestos present in analysed samples; and • preparation of a report documenting the results of the assessment, providing an interpretation of the laboratory analysis resu�ts and recommendations for the management of any ACMs. Additional ACMs and/or presumed ACMs may be located in City of Saint John facilities in areas not accessible during the assessments or because of limited sampling and analysis conducted as part of the screening. Therefore, it is important to note that additional assessments may be recommended in any area that may undergo renovation or demolition. Furthermore, initial or additional sampling may be necessary prior to disturbance of specific suspect/presumed ACMs. Procedures for collecting bulk asbestos samples have been provided in Appendix G. 4.1 Examples of Asbestos-Containing Materials For detailed building plans of the City of Saint John facilities please refer to the building plans appended to the site specific AMPs. Photographs of selected identified ACMs and a summary of ACM Occurrences (i.e. Inventory) in the buildings assessed have also been provided in the Assessment Reports, if available, appended to the site specific AMP. ACMs are often described as being friable or non-friable. As noted in Section 3, the term friable is applied to a material that a) when dry, can be crumbled, pulverized or powdered by hand pressure, or b) is crumbled, pulverized, or powdered. Asbestos materials that are friable have a much greater potential to release airborne asbestos fibres when disturbed. Non-friable materia�s are less likely to result in airborne exposures, however if they are cut, machined, fabricated, ground, demolished, or are in poor condition, the potential for fibre release increases. Table 4.1 provides a list of some common friable and non-friable ACMs. It is important to note that not all ACMs are listed here, as there are well over 3,000 products that may contain friable and non-friable asbestos. Since listing all of these products is impractical; any building material that is not obviously Asbestos Management Program 08/22/2012 Facility Management 162 Page 7 City of Saint John some other material such as steel (metal), concrete, brick, wood, rubber, glass or fiberglass, should be treated as asbestos-containing until proven otherwise. Table 4.1 Friable and Non-Friable ACMs Friable ACMs Usually applied to a building's support structures and the underside(decking)of floors. Caution Sprayed or Trowelled must be taken due to the fact that overspray fireproofing may be present on building systems Fireproofing (i.e.ducts, pipes, and ceilings)in an area with sprayed fireproofing. Asbestos-containing fireproofing usually contains amosite or chrysotile asbestos. This includes parging on ductwork, boilers, chillers, hot water tanks, and any insulated vessels; Mechanical Insulation mud products applied to pipe elbows or any other mechanical fitting; as well as asbestos- containing straight run insulation (including"AirCell", layered tectum paper or layered press paper)found on straight runs of piping. Texture Coatings Asbestos-containing texture coatings are typically sprayed on the underside of concrete ceilings/slabs(sometimes walls)to provide a decorative finish (i.e. peaks and patterns). Heat Shield Paper in Asbestos containing heat shield paper is present in many areas. It may contain chrysotile Incandescent light fixtures asbestos. Non-Friable ACMs Drywall Jointing Drywall jointing compounds can be found on Gyproc surfaces. Asbestos-containing drywall Compounds jointing compounds usually contain chrysotile asbestos. Plaster walls and ceilings may contain asbestos. These surfaces usually consist of two layers; Plaster Walls and Ceilings the first material applied to the structure is the"scratch coaY'or rough layer. The scratch coat layer is then covered with the"smooth coat"layer, which is then sanded and painted. Both layers may contain asbestos(usually chrysotile asbestos). Vinyl floor tiles including 9 x 9 inch and 12 x 12 inch may contain asbestos. Asbestos- Vinyl Floor Tiles containing floor tiles usually contain chrysotile asbestos. Sheet Vinyl Flooring The backing paper may contain a high percentage of asbestos(usually chrysotile asbestos). (paper backing) Note: Exposed paper backing maybe considered friable. Ceiling Tiles Most sizes and shapes of ceiling tile may contain asbestos. Including 12 x 12 inch, 2 x 2 foot, and 2 x 4 foot. Some types of ceiling tiles may contain amosite asbestos. Floor leveling compounds are often present over concrete floors; however, they may also be Floor leveling Compounds found covering other flooring surfaces. Asbestos-containing floor leveling compounds usually contain chrysotile asbestos. Asbestos-containing cement products include cement board (wall and ceiling panels), exterior Asbestos-Containing siding (grooved and corrugated appearances), chalkboards, ceiling tiles, roofing tiles, and Cement Products piping. Most asbestos-containing cement products contain chrysotile asbestos; however, cement piping may contain crocidolite asbestos and cement board panels may contain amosite. Asbestos Management Program 08/22/2012 Facility Management 163 Page 8 City of Saint John Table 4.1 Friable and Non-Friable ACMs Non-Friable ACMs (con't) Gaskets Asbestos-containing gaskets may be present in various mechanical systems. Asbestos- containing gaskets usually contain chrysotile asbestos. Thermal tar/mastic Asbestos-containing thermal tar-like mastic insulating material may be present as a insulation mastic/sealant on paper insulation covering ductwork or on the underside of sinks. Asbestos-containing caulking has typically been used to fill or close seams between two Caulking and glazing surfaces in order to make them water tight or air tight.Asbestos-containing glazing is used to compounds install,fit and seal panes or sheets of glass in window and door frames.They may contain chrysotile asbestos. Duct Flex Connectors Asbestos-containing duct flex connectors may be present in various mechanical systems. They may contain chrysotile asbestos. Asbestos Management Program 08/22/2012 Facility Management 164 Page 9 City of Saint John 5.0 CLASSIFICATION OF ASBESTOS RELATED WORK As the risk of exposure to asbestos fibres increases, more stringent work procedures are required for the remediation of the ACMs. Low-risk (Class I), moderate-risk (Class II) and high-risk (Class III) asbestos related work are governed by separate work procedures. Sections 5.1 to 5.3 define the Classes of asbestos related work as outlined in the New Brunswick Regulation 92-106 and are included to provide an overview of each type of work. Section 5.4 defines a commonly used work procedure (Glove Bag) for Class II asbestos related work. 5.1 Class I or Low-Risk Asbestos Related Work Asbestos related work classified as Class I or low-risk has minimal risk of releasing asbestos fibres. However, regulations require that precautions be adequate to protect workers from the release of asbestos fibres. Low-risk work procedures cover almost all the asbestos related work involving non- friable ACMs and some very limited activities associated with small quantities of friable ACMs including: • Removal of asbestos-containing vinyl sheet flooring and square vinyl floor tiles; • Disturbance, installation or removal of a non-friable ACM, other than ceiling tiles, if the material is installed or removed without being broken, cut, drilled, abraded, ground, sanded or vibrated; • Breaking, cutting, drilling, abrading, grinding, sanding, or vibrating non-friable materials if the work is wetted to control the spread of dust and done by means of non-powered hand tools or with power tools equipped with a HEPA filter; • Removal of window glazing, door and window caulking, etc. that contain asbestos; • Removal of asbestos-containing "Transite" cement board panels, piping, boards, etc. that remain intact during removal; • Removal of less than 1 m2 of drywall (gyproc) in which asbestos-containing drywall compounds have been used; • Removal of less than 1 m2 of asbestos-containing plaster; • Installing or removing asbestos-containing ceiling tiles, if the tiles cover an area less than 7.5 m2 and are removed without being broken, cut, drilled, abraded, ground, sanded or vibrated; • Coring through fire doors where asbestos-containing material may be present; • Coring through carpeting where ACM flooring may be present; • Collecting samples of suspect friable ACMs; and • Working close to friable sprayed asbestos, where the material may be affected by the work activities. 5.2 Class II or Moderate-Risk Asbestos Related Work Class II or moderate-risk asbestos related work is described as any minor activity that may disturb or involve direct contact with small quantities of friable ACMs that may result in significant potential exposure to airborne asbestos fibres with some health risk. This asbestos related work includes: Asbestos Management Program 08/22/2012 Facility Management 165 Page 10 City of Saint John • Removal of "Transite" cement board panels, piping, etc. that require breakage/damage in order to be separated from its framing or substrate; • Entry into ceiling spaces, crawl spaces, pipe tunnels, etc. where friable asbestos debris is present; • The removal of a false ceiling with the likelihood of a significant quantity of friable ACMs on its surface; • Removal of greater than 1 m2 of drywall (gyproc) in which asbestos-containing drywall compounds have been used; • Removal of greater than 1 mZ of asbestos-containing plaster; • Installing or removing asbestos-containing ceiling tiles, if the tiles cover an area greater than 7.5 m2 and are removed without being broken, cut, drilled, abraded, ground, sanded or vibrated; • Breaking, cutting, drilling, abrading, grinding, sanding or vibrating non-friable asbestos-containing material by means of non-powered hand-held tools if the material is not wetted to control the spread of dust or fibres; • Minor removal of friable ACMs (removal of not more than 3 m2 of surface area per work period); • Minor disturbance of friable ACMs (i.e. to repair valves on piping, install hangers, fastening to a sprayed surface); • Removing insulation that is asbestos-containing material from a pipe, duct or similar structure using a glove bag; • Cleaning or removing filters used in air handling equipment in a building that has asbestos- containing sprayed fireproofing; • Repair of asbestos mechanical insulation (no limit is imposed as to the amount of repair permitted under C�ass II conditions); and • Application of tape, sealant or other covering to pipe or boiler insulation containing asbestos. 5.3 Class III or High-Risk Asbestos Related Work Class III or high-risk asbestos related work is described, as any activity for which there is a potential for high exposure to airborne asbestos fibres with high health risk. This asbestos related work includes: • The removal or disturbance of friable ACMs, other than low or moderate risk asbestos related work; • The spray application of an encapsulant or sealant to friable ACMs (i.e. encapsulating sprayed fireproofing); • The use of power tools not equipped with HEPA filtered dust collection device on non-friable ACM; • Disturbance of the ductwork or air handling equipment serving or passing through areas of buildings with sprayed asbestos-containing fireproofing or insulation; and • Repair, alteration or demolition of a boiler, furnace, kiln, or similar equipment with asbestos- containing refractory. 5.4 Glovebag Work Procedure The removal or repair of asbestos-containing pipe insulation may be conducted using Class II (moderate-risk) procedures. Another option for the removal of asbestos-containing pipe insulation is the glove bag procedure, which is a polyethylene containment bag which fastens around the pipe Asbestos Management Program 08/22/2012 Facility Management 166 Page 11 City of Saint John insulation to be removed and is sealed onto the pipe system. The glovebags are equipped with sealed armholes and a pouch for tools inside the glovebag that allows removal of the insulation inside the glovebag. Once the asbestos-containing pipe insulation has been removed from the pipe and placed in the lower chamber of the glovebag, a small port is used to wet the inside of the glovebag and wash down the exposed pipe. The lower chamber is then re-sealed prior to removal of the glovebag. Asbestos Management Program 08/22/2012 Facility Management �67 Page 12 City of Saint John 6.0 ROLES & RESPONSIBILITIES This section outlines the responsibilities of both the key personnel identified in the AMP and other building occupants. The success of the AMP is dependent on the acceptance of roles and responsibilities by all workplace employees. Key workplace parties include, but are not limited to: • City of Saint John Mayor and Common Council • Human Resources Department • Joint Health and Safety Committee • Facility Manager • Asbestos Management Program (AMP) Coordinator • Facility Management Technologists • Facility Contacts • Asbestos Consultant • Asbestos Contractor • Non-Asbestos Contractors • Facility personnel, including cleaning contractors A flow chart for identifying key personnel involved in the AMP for the City of Saint John is provided in Appendix H. The responsibilities of the City of Saint John Common Council include: 1. Adopting the policies and procedures outlined in this AMP; and 2. Ensuring funding is allocated in annual budgets and adequate resources are available for the implementation of the AMP for the City of Saint John. The responsibilities of Human Resources Department for the City of Saint John include: 1. Supporting the requirements of the Asbestos Management Program; 2. Retaining indefinitely in employees files any medical, WorkSafe NB forms, respiratory fit test records and worker training records received from the AMP Coordinator; and 3. Coordinating the Asbestos Management Training Program with the AMP Coordinator for all personnel who work in buildings containing ACMs and may be at risk for exposure. The responsibilities of Joint Health and Safety Committee for the City of Saint John include: 1. Participating in hazard investigations to ascertain the risk associated with asbestos-related work requirements as requested by the AMP Coordinator; 2. Monitoring the workplace to ensure that the legislative and AMP requirements are being addressed; 4. Reviewing clearance air testing results provided by the AMP Coordinator as required; and Asbestos Management Program 08/22/2012 Facility Management �68 Page 13 City of Saint John 5. Reporting immediately, specific workplace complaints related to asbestos management to the AMP Coordinator. The responsibilities of the Facility Manager of the City of Saint John (Facility Management) include: 1. Ensuring that facilities, buildings, structures, etc. which are within their area of responsibility and authority, are meeting the minimum legislative requirements in the province of New Brunswick that are applicable to managing asbestos in the workplace including the implementation of this AMP; 2. Appointing a qualified municipal employee as the AMP Coordinator, preferably an employee within the Facility Management Department; 3. Coordinating the asbestos training program with the AMP Coordinator for all personnel involved with the management and maintenance of municipal facilities and structures; 4. Ensuring funding is requested in annual budgets to City of Saint John Common Council for adequate resources for the implementation of the AMP including funding for asbestos abatement activities; 5. Ensuring AMP Coordinator has ACM inspections/re-assessments conducted; and 6. Providing periodic updates, as requested, to City of Saint John Common Council on the status of the Asbestos Management Program. An Asbestos Management Program (AMP) Coordinator should be established for the facilities managed by the City of Saint John. The AMP Coordinator should be someone within the Facilities Management Department who is knowledgeable of the facilities and on-site operations and activities in each facility. The AMP Coordinator should receive at a minimum, appropriate training in the area of asbestos management, including classification and identification of asbestos related work, from a qualified trainer. The responsibilities of the Asbestos Management Program (AMP) Coordinator for the City of Saint John include: 1. Coordinating the Asbestos Management Training Program with the Human Resources Department for all personnel who work in buildings containing ACMs and may be at risk for exposure; 2. Maintaining worker asbestos training records and submitting these records to the Human Resources Department; 3. Ensuring that relevant tasks and responsibilities of individuals identified in this AMP are being carried out and all documents and records are complete and maintained; 4. Coordinating with the Facilities Contacts to conduct ACM inspections/re-assessments every one to two years (every year for facilities containing friable ACMs) to ensure ACMs have not become damaged or deteriorated. A consultant can be engaged to assist with this activity; Asbestos Management Program 08/22/2012 Facility Management �69 Page 14 City of Saint John 5. Overseeing and coordinating asbestos abatement work, including determining whether the work is Class I, II or III type work, using outside consultants (where necessary) and certified asbestos abatement contractors; 6. Notifying WorkSafe NB in writing (or ensuring asbestos abatement contractor has notified WorkSafe NB) prior to any and all asbestos abatement work; 7. Providing support, where required, to Facility Management Technologists planning asbestos abatement; 8. Receiving and retaining copies of Contractor Notification and Acknowledgement (CNA) forms and Asbestos Work Notice Forms (AWNFs) from Contractors and/or Consultants and/or Facility Management Technologists, after the completion of an asbestos related project; 9. Maintaining and updating the AMP as needed and maintaining a copy of the site specific AMP and Assessment results at secure locations in each of the occupied facilities that are accessible to all relevant staff and outside contractors; 10. Informing the appropriate personnel and contractors (if applicable) regarding planned repair, renovation and maintenance or installation work involving ACMs to be performed in their occupied areas in writing (can be verbally) and in advance of work to be performed. Facility Contact should be involved with this notification process; 11. Coordinating with the Facility Contact a review of planned maintenance activities (Section 7.1.1) by facilities staff and determining whether the planned maintenance work will disturb ACMs; 12. Ensuring that recommended procedures and safety precautions provided in worker training courses and outlined in this AMP will be followed for planned maintenance work or emergencies involving ACMs; 13. Identifying, reporting and documenting work-related ACM emergencies to the Facility Manager; 14. Handling asbestos emergencies as outlined in Section 7.3; 15. Conducting or assisting the asbestos consultant (when engaged) to perform inspections/re- assessments; 16. Coordinating the labelling of ACMs as outlined in Section 10.0; 17. Handling questions or requests from municipal staff for information regarding asbestos; 18. Preparing and distributing standard notification letters for outside contractors (including cleaning contractors); 19. Ensuring all contractors performing work under their control have completed a Contractor Notification and Acknowledgement (CNA) form; 20. Preparing floor plans, specifications and/or other documents for Facility Management Technologists for inclusion in tender documents for capital and other significant projects that are within areas of confirmed ACMs; and 21. Liaising, on behalf of the City of Saint John, with regulatory bodies on matters related to asbestos management. Asbestos Management Program 08/22/2012 Facility Management �70 Page 15 City of Saint John The responsibilities of the Facility Management Technologists for the City of Saint John include: 1. Requesting information regarding the possible presence of asbestos in the areas of planned projects from the AMP Coordinator; 2. Notifying the AMP Coordinator of all planned removals / repairs involving ACMs; 3. Ensuring that the AMP Coordinator has notified facility staff and cleaning contractors (if necessary) regarding planned Asbestos Related Work; 4. Ensuring asbestos related work is overseen and conducted by qualified personnel; 5. Ensuring that all contractors performing work under their control have completed a CNA form (Appendix C); 6. Coordinating with the AMP Coordinator and Facility Contacts to conduct routine ACM inspections (this work may be completed by engaging a consultant); 7. Responding to requests for information regarding asbestos from Facility Contacts and Forepersons / Supervisors (requests may need to be forwarded to AMP Coordinator); 8. Submitting copies of CNAs, AWNFs and asbestos consultant reports (if applicable) to the AMP Coordinator upon completion of work. The responsibilities of Facility Contact for the City of Saint John include: 1. Recognizing hazards associated with potential ACMs in their workplace and where necessary, requesting information regarding the possible presence of asbestos in their workplace from the AMP Coordinator or reviewing available ACM Assessment Reports; 2. Assisting Forepersons and/or Supervisors and their staff in determining if potential ACMs are present in their workplace area by consulting with the AMP Coordinator or reviewing available ACM Assessment Reports; 3. Coordinating with the AMP Coordinator and Forepersons and/or Supervisors a review of planned maintenance activities (Section 7.1.1) by facilities staff and determining whether the planned maintenance work will disturb ACMs; 4. Ensuring all staff under their control who potentially may work in the vicinity of ACMs have the required training to conduct their work safely; 5. Contacting Facility Management Technologist to coordinate routine ACM inspections (this work may be completed by engaging a consultant); 6. Providing assistance to the AMP Coordinator, as required, the coordination of asbestos related work in their building including notifying in advance appropriate personnel/occupants of scheduled asbestos related work in their building; 7. Handling asbestos emergencies as outlined in Section 7.3; Asbestos Management Program 08/22/2012 FacilityManagement �� Page 16 City of Saint John The responsibilities of Forepersons / Supervisors for the City of Saint John include: 1. Recognizing hazards associated with potential ACMs in their workplace and where necessary, requesting information regarding the possible presence of asbestos in their workplace from the AMP Coordinator or Facility Contact or reviewing available ACM Assessment Reports; 2. Reviewing requests that are received from Facility Contacts, Municipal Departments, etc. to determine whether potential ACMs are present in the proposed work area by reviewing available ACM Assessment Reports and where necessary, requesting information regarding the possible presence of asbestos in the proposed work area from the AMP Coordinator; and 3. Coordinating with the AMP Coordinator and the Facility Contact a review of planned maintenance activities (Section 7.1.1) by facilities staff and determining whether the planned maintenance work will disturb ACMs; Note: In cases where no ACM Assessments Reports are available, it may be necessary for the Facility Contact, Facility Management Technologist or Forepersons/Supervisors to involve the AMP Coordinator in coordinating the sampling of building materials which may be disturbed by maintenance, project or other work activity prior to carrying out the said activity to confirm the absence of asbestos in the building materials that may be disturbed. Otherwise, if the building or structure was constructed prior to 1990, all building materials other than steel (metal), concrete, brick, wood, rubber, glass or fiberglass should be considered a PACM (Presumed Asbestos containing Material) and managed accordingly. Certain types of work will require the use of outside contractors and consultants and are best handled by outside contractors and/or consultants. Therefore, in these circumstances the contractor and consultant should be responsible for the following: Asbestos Consultant: 1. Updating the locations and approximate quantity of ACMs on building plans or on an inventory list and forwarding the updated asbestos plans and/or inventory list to the AMP Coordinator. Updates will be completed after routine inspections or after an abatement project (i.e. asbestos related work activity); 2. Classifying asbestos removal or repair work, preparing scope of work or tender documents, hiring asbestos contractors and coordinating asbestos related work with the AMP Coordinator or a Facility Management Technologist; 3. Filling out the Asbestos Work Notice Form (Appendix C) upon completion of asbestos related work and submitting it, along with Contractor Notification and Acknowledgement (CNA) form (Appendix C), to the AMP Coordinator or Facility Management Technologist; 4. Providing inspection and air monitoring during asbestos abatement projects. This includes ensuring proper asbestos removal/repair work and safety procedures are followed (Class I, II, etc.) and the specified work outlined in the contract, scope of work or tender is completed; and Asbestos Management Program 08/22/2012 Facility Management ��2 Page 17 City of Saint John 5. Providing a written report to the AMP Coordinator or the Facility Management Technologist summarizing the asbestos-related work that has been completed during the abatement project and the results of air monitoring tests. The report is to include a copy of the waste manifest. Asbestos Contractor: 1. Completing and submitting to either the AMP Coordinator, Facility Management Technologist or the Asbestos Consultant, a Contractor Notification and Acknowledgement (CNA) form (Appendix C) prior to commencing any work; 2. Arranging the proper storage, transportation and disposal of any asbestos waste generated during asbestos related work activities; 3. Supplying waste manifests upon disposal to either the AMP Coordinator, Facility Management Technologist or the Asbestos Consultant; 4. Conducting all asbestos abatement project work in accordance with applicable Provincial Regulations; and 5. Providing written notice to WorkSafe NB prior to all asbestos abatement work regardless of its classification. Non-Asbestos Contractor: 1. Completing and submit a Contractor Notification and Acknowledgement (CNA) form to the Facility Management Technologists or the AMP Coordinator prior to conducting any work in areas where asbestos-containing materials have been identified; and 2. Stop or do not commence work and contact the Facility Management Technologists / Facility Contact / AMP Coordinator if materials are encountered or identified in the work areas that are suspected to contain asbestos. Facilitv personnel includinq cleaninq contractors: 1. Contacting the Facility Contact or the AMP Coordinator prior to conducting any maintenance work or attaching or removing anything from interior walls/ceilings or other surfaces; and 2. Reporting any damage to walls or other building components to the Facility Contact or the AMP Coordinator. Asbestos Management Program 08/22/2012 Facility Management �73 Page 18 City of Saint John 7.0 ASBESTOS RELATED WORK PROCEDURES Procedures for conducting asbestos related work activities (i.e. asbestos abatements) have not been included in this AMP, since City of Saint John employees do not conduct any asbestos related work. Only Asbestos Emergency Response procedures as described in Section 7.3 are applicable for the City of Saint John. Should the situation change regarding asbestos related work, the AMP would require updating to include the applicable AMP work practices, additional training requirements for employees, as well as respiratory, medical, record keeping and general health and safety requirements. In order to prevent or minimize the chances of asbestos fibre releases, facility staff, occupants or tenants will not conduct any renovations or disturbances that may damage building materials containing ACMs. Activities that may disturb asbestos containing building materials include but are not limited to: • drilling, cutting, sanding, or removing asbestos-containing materials identified on walls and ceilings such as plaster, drywall jointing compound, texture coatings, troweled cementitious materials, etc.; • drilling, sanding or cutting into "Transite" cement board panels, piping, etc.; • removing or disturbing asbestos containing caulking, glazing (window), mastics, etc.; • drilling, sanding, or cutting into fire rated doors that may contain asbestos; • using high revolution floor polishers on ACM floor tiles; • drilling, cutting, or removing ACM vinyl sheet flooring; and • removing or disturbing ACM mechanical insulation. 7.1 Identification of Work That May Involve Asbestos The first step in any asbestos abatement work is to identify the potential for work to disturb ACM. The following are the three processes by which asbestos related work and asbestos concerns are identified at a City of Saint John owned and/or managed facility or structure. 7.1.1 Facility Activities Facility activities involve any activity (i.e. maintenance, operational, etc.) carried out on a routine basis by City of Saint John employees, facility staff and/or occupants including plumbing, electrical, roof repairs, etc. Supervisors and/or Foreperson will review all facility activities with the Facility Contact and determine if activities, such as planned maintenance, will disturb any known or suspected ACMs. The Facility Contact may ask for assistance from the AMP Coordinator to help determine whether the activities will disturb any known or suspected ACMs. If it is determined that known or suspected ACMs will be disturbed, the Facility Contact or Supervisors and/or Foreperson will coordinate with Facility Management (and/or AMP Coordinator), who can approve and initiate an Asbestos Related Work Asbestos Management Program 08/22/2012 Facility Management �74 Page 19 City of Saint John Project or arrange to have samples of suspected ACMs collected and submitted to an accredited laboratory to confirm the absence or presence of asbestos in the building material of concern. 7.1.2 Minor Repair Minor repairs generally refer to maintenance work that can be engaged by City of Saint John employees, facility staff or the Carpentry Shop without the assistance of Facility Management Technologists. Prior to the initiation of minor repairs by municipal employees, facility staff or work by the Carpentry Shop that will require a modification to the infrastructure of a building; the Facility Contact will consult available ACM Assessment Reports and/or with the AMP Coordinator to determine whether the work will potentially disturb any identified ACM or suspected ACMs. If it is determined that known or suspected ACMs will be disturbed, the AMP Coordinator will initiate an Asbestos Related Work Project. The AMP Coordinator may arrange to conduct sampling of specific suspect/presumed ACMs to confirm the absence or presence of asbestos prior to initiating an Asbestos Related Work Project. 7.1.3 Capital Projects Capital project work typically involves a substantial change to the infrastructure of a building at the facility. These projects are initiated by the Facilities Manager or designate based on a request from various municipal departments, Facility Contacts, etc. and are managed by Facility Management Technologists. The Facility Management Technologist will identify the areas affected from floor plans (based on a site visit, provided work description, etc.) and will submit them to the AMP Coordinator. In reviewing the floor and/or work plan and available Asbestos Assessment Reports, the AMP Coordinator will determine if the project will disturb any identified or suspected ACMs. If it is determined that known or suspected ACMs will be disturbed, the AMP Coordinator can approve and initiate an Asbestos Related Work Project by the Facility Management Technologist. The AMP Coordinator may arrange to conduct sampling of specific suspect/presumed ACMs to confirm the absence or presence of asbestos prior to initiating an Asbestos Related Work Project. If the presence of asbestos is confirmed, the AMP Coordinator will provide a floor plan of the work area illustrating the locations of ACMs for inclusion in the tender package for the project. The AMP Coordinator will also provide a specification for abatement as deemed appropriate. 7.2 Asbestos Related Work Projects The initiation of an asbestos related work project involves the AMP Coordinator overseeing the Asbestos Related Work or ensuring that the Facility Management Technologist undertakes the work in accordance with the Asbestos Management Program and Provincial Regulations. The AMP Coordinator is responsible for ensuring that facility staff and cleaning staff, when appropriate, are notified regarding the work through the Facility Contact. The AMP Coordinator or the Facility Management Technologist will then engage the asbestos consultant (if required) and the certified abatement contractor. The AMP Coordinator or the Facility Management Technologist will ensure that only qualified personnel will be engaged to conduct and monitor asbestos projects. The AMP Coordinator or the Facility Management Technologist will ensure the Contractor Notification and Asbestos Management Program 08/22/2012 Facility Management �75 Page 20 City of Saint John Acknowledgement Form (CNA) is received and confirm that all building and cleaning staff have been notified (if appropriate) before initiating the abatement. If a consultant is engaged, they will be responsible for monitoring the abatement as per the terms of their contract. The consultant will prepare and submit the Asbestos Work Notice Form (AWNF) and an asbestos abatement report directly to the AMP Coordinator or the Facility Management Technologist (who will forward a copy to the AMP coordinator). The AMP Coordinator is responsible for ensuring a copy of this information is maintained in the facilities AMP records. The AMP Coordinator will update the site specific AMP (or Facility Asbestos Containing Materials Assessment if available). 7.3 Asbestos Emergency Response Procedures In the event of an emergency, such as the partial collapse of a ceiling with asbestos-containing "Transite" ceiling panel boards or the collapse of piping covered with asbestos-containing insulation, special procedures are generally needed to minimize the spread of fibres throughout a building. These procedures are needed whether the ACM disturbance is intentional or unintentional. Therefore, in the event of an asbestos release episode, the following procedures, in accordance with NB reg. 92- 106), will be followed: • Clear the area of all occupants; • Isolate the area by closing doors and/or erecting barriers to restrict airflow as well as access to the site; • If asbestos fibres could enter the HVAC system, the system should be modified to prevent fibre entry or be shut down and sealed off; • Post warning signs; and • Notify the Facility Contact regarding the asbestos disturbance. The Facility Contact will notify the AMP Coordinator to arrange for removal, clean-up or repair of the asbestos material by qualified personnel. This may require asbestos consultants and/or contractors to develop a strategy for the cleanup operations. Prior to restarting the HVAC system in the area, a careful visual inspection and final asbestos clearance air monitoring will be conducted to verify satisfactory cleanup. 7.4 Air Monitoring In New Brunswick, regulations require clearance air sampling only at the completion of Class 3 asbestos related work. However, the AMP Coordinator should consider collecting background samples and area samples (i.e. perimeter) prior to and during Class 3 asbestos related work. Furthermore, clearance air sampling could be considered, at the discretion of the AMP Coordinator, upon completion of Class 2 work where an enclosure has been constructed or upon completion of a significant Class 1 project in sensitive areas such as occupied offices, daycares, etc. Asbestos Management Program 08/22/2012 Facility Management ��g Page 21 City of Saint John 8.0 EVALUATION OF ASBESTOS-CONTAINING MATERIALS AND ACTIONS FOR CONTROL A description of the criteria used in evaluating the condition, accessibility, and risk of exposure to asbestos-containing materials is provided in sections 8.1, 8.2 and 8.3. Proposed actions to manage the ACMs is described in section 8.4. The criteria is generally based on the Public Works and Government Services Canada (PWGSC) document entitled "Deputy Ministers Directive 057 — Asbestos Management" (Last Revised 1999/07/16) and industry standards of practice. 8.1 Assessment of Condition Spray Applied Fireproofinq, Insulation, and Textured Finishes (Friable� In evaluating the condition of ACM spray applied as fireproofing, thermal insulation, or texture, decorative or acoustic finishes, the following criteria apply: Good Surface of material shows no significant signs of damage, deterioration, or delamination. Up to one percent visible damage to the total surFace area is allowed within range of GOOD. Evaluation of sprayed fireproofing requires the assessor to be familiar with the irregular surface texture typical of sprayed asbestos products. GOOD condition includes unencapsulated or unpainted fireproofing or texture finishes, where no delamination or damage is observed, and encapsulated fireproofing or texture finishes where the encapsulation has been applied after the damage or fallout occurred. Fair FAIR condition is not utilized or considered as a valid criterion in the evaluation of sprayed fireproofing, sprayed insulation, or texture coat finishes. Poor Sprayed materials show signs of damage, delamination, or deterioration. More than one percent damage to surface of ACM spray. In observation areas, where damage exists in isolated locations, both GOOD and POOR condition may be reported. The extent or percentage of each condition will be recorded on the assessor's reassessment form. The evaluation of ACM spray applied as fireproofing, non-mechanical thermal insulation, or texture, decorative or acoustic finishes that are present above ceilings, may be limited by the number of observations made, and by building components such as ducts or full height walls that obstruct the above ceiling observations. Asbestos Management Program 08/22/2012 Facility Management �77 Page 22 City of Saint John Other Friable Asbestos-Containing Material In evaluating the condition of inechanical insulation (on boilers, breaching, ductwork, piping, tanks, equipment etc.) the following criteria are used: Good Insulation is completely covered in jacketing and exhibits no evidence of damage or deterioration. No insulation is exposed. Includes conditions where the jacketing has minor surface damage (i.e., scuffs or stains), but the jacketing is not penetrated. Fair Minor penetration damage to jacketed insulation (cuts, tears, nicks, deterioration or delamination) or undamaged insulation that has never been jacketed. Insulation is exposed but not showing surFace disintegration. The extent of missing insulation ranges should be minor to none. Poor Original insulation jacket is missing, damaged, deteriorated or delaminated. Insulation is exposed and significant areas have been dislodged. Damage cannot be readily repaired. The evaluation of inechanical insulation may be limited by the number of observations made and building components such as ducts or full height walls that obstruct observations. In these circumstances, it is not possible to observe entire lengths, areas, etc. of inechanical insulation from all angles. Non-Friable and Potentiallv Friable Materials Non-friable materials generally have little potential to release airborne fibres, even when damaged by mechanical breakage. However, some non-friable materials, i.e., exterior asbestos cement products, may have deteriorated so that the binder no longer effectively contains the asbestos fibres. In such cases of significantly deteriorated non-friable material, the material will be treated as a friable product. 8.2 Asbestos-Containing Material Debris The identification of the exact location or presence of debris on the top of ceiling tiles is limited by the number of observations made and the presence of building components such as ducts or full height walls that obstruct observations. Workers are advised to be watchful for the presence of debris prior to accessing, or working in proximity to, mechanical insulation or above ceiling areas of buildings with ACM, regardless of the reported presence or absence of debris. Asbestos Management Program 08/22/2012 Facility Management ��g Page 23 City of Saint John Debris from Friable ACM The presence of fallen ACM is noted separately from the presumed source of friable ACM (sprayed fireproofing, thermal insulation, texture, decorative or acoustic finishes or mechanical insulation) and is referred to as debris. Debris from Damaged Non-Friable ACM The presence of fallen ACM, from damaged non-friable ACM, is reported separately from the non- friable ACM source. Only fallen non-friable ACM, that has become friable, is reported as debris. 8.3 Evaluation of Accessibility The accessibility of building materials known or suspected of being ACM is rated according to the following criteria: Access (A) Areas of the building within reach of all building users. Includes areas such as gymnasiums, workshops, and storage areas where activities of the building users may result in disturbance of ACM not normally within reach from floor level. Access (8) Frequently entered maintenance areas within reach of maintenance staff, without the need for a ladder. Includes: frequently entered pipe chases, tunnels and service areas or areas within reach from a fixed ladder or catwalk, i.e., tops of equipment, mezzanines. Access (C) Exposed Areas of the building above 8'0" where use of a ladder is required to reach the ACM. Only refers to ACM materials that are exposed to view, from the floor or ladder, without removing or opening other building components such as ceiling tiles, or service access doors or hatches. Does not include infrequently accessed service areas of the building. Access (C) Concealed Areas of the building which require the removal of a building component, including lay-in ceilings and access panels into solid ceiling systems. Includes rarely entered crawl spaces, attic spaces, etc. Observations are limited to the extent visible from the access points. Access (D) Areas of the building behind inaccessible solid ceiling systems, walls, or mechanical equipment, etc. where demolition of the ceiling, wall or equipment, etc., is required to reach the ACM. Evaluation of the Asbestos Management Program 08/22/2012 Facility Management ��g Page 24 City of Saint John condition and extent of ACM is limited or impossible, depending on the assessor's ability to visually examine the materials in Access D. 8.4 Action Matrix and Action Descriptions Depending on the condition and accessibility of ACMs, different actions may be required either to repair or remove the ACMs. Removal and repair should be conducted either by trained workers or approved certified contractors as described below. 8.4.1 Action Matrix The Asbestos Management Program requires the fo�lowing responses: • Immediate clean-up of asbestos debris that is likely to be disturbed; and ■ The removal, repair or enclosure of friable ACM in POOR or FAIR condition where continued deterioration will result in debris that is likely to be disturbed. The following factors shall be considered in making site-specific recommendations for compliance with the regulation, and for the practical implementation of asbestos management: • ACM in POOR condition is not usually repairable. • If an abatement action is necessary, removal is the recommended action (enclosure is a viable option in unusual circumstances). • Mechanical insulation in FAIR condition will be repaired or removed based on the following general recommendations, applied on a case by case basis. � Repair ACM mechanical insulation found in FAIR condition in ACCESS (B) or ACCESS (C) EXPOSED areas. � Remove ACM mechanical insulation found in FAIR condition in ACCESS (B) and ACCESS (C) EXPOSED areas, where future damage to the ACM is likely to occur. � Remove ACM mechanical insulation found in FAIR condition in ACCESS (A) to eliminate the potential for re-damaging ACM by all building users. • ACM in GOOD condition present in ACCESS (A) can be managed by surveillance, as long as it is not disturbed by future renovation, maintenance or demolition. Proactive removal of the ACM in ACCESS (A) will be considered where damage is possible by ongoing occupant activity (accidental or intentional). • Non-friable or manufactured products are considered in the action matrix as follows: � Non-friable and manufactured products reported in POOR condition, or friable debris resulting from the deterioration of non-friable ACM, are treated as friable materials and the appropriate Action, depending on accessibility, is determined from the Action Matrix for friable ACM. Asbestos Management Program 08/22/2012 Facility Management �80 Page 25 City of Saint John • For non-friable or manufactured products reported in GOOD condition, Action 7 (surveillance) is recommended regardless of accessibility. • Remove all ACM from a particular area where small quantities of asbestos are present and removal will negate the need for the use of any ACM related work procedures. 8.4.2 Action Descriptions The Action Matrix Table provided below establishes the recommended asbestos control action. The ACTIONS are described in full in the following the table and are to be utilized by the Asbestos Management Program Coordinator in managing identified ACMs. Table 8.1 Action Matrix Table ACCESS FRIABLE ACM CONDITION DEBRIS GOOD FAIR POOR (A) ACTION 5/7� ACTION 5/62 ACTION 3 ACTION 1 (B) ACTION 7 ACTION 6/53 ACTION 3 ACTION 1 (C)exposed ACTION 7 ACTION 6 ACTION 4 ACTION 2 (C)concealed ACTION 7 ACTION 7 ACTION 4 ACTION 2 (D) ACTION 7 ACTION 7 ACTION 7 ACTION 7 Notes: 1 If material in ACCESS(A)/GOOD condition is not removed ACTION 7 is required. 2 If material in ACCESS(A)/FAIR condition is not removed ACTION 6 is required. 3 Remove ACM in ACCESS(B)/FAIR condition if ACM is likely to be disturbed. ACTION 1 Immediate Clean-up of Debris That is Likely to be Disturbed Restrict access that is likely to cause a disturbance of the ACM debris and clean up ACM debris immediately by a certified contractor. Utilize correct asbestos procedures. This action is required for compliance with regulatory requirements. Employees, occupants, etc. should immediately notify the AMP Coordinator of this condition. ACTION 2 Entry Into Areas With ACM Debris — Class 2 Precautions At locations where ACM debris can be isolated in lieu of removal or cleaned up, use appropriate means to limit entry to the area. Restrict access to the area to persons utilizing Class 2 asbestos-work precautions (i.e. certified contractors). The precautions will be required until the ACM debris has been c�eaned up by a certified contractor, and the source of the debris has been stabilized or removed. ACTION 3 ACM Removal Required for Compliance Remove ACM by a certified contractor for compliance with regulatory requirements. Utilize asbestos procedures appropriate to the scope of the removal work. Asbestos Management Program 08/22/2012 FacilityManagement �g� Page 26 City of Saint John ACTION 4 Access into Areas Where ACM is Present and Likely to be Disturbed by Access - Class 2 Precautions Only certified contractors using Class 2 asbestos precautions can enter or access into an area that is likely to disturb the ACM. ACTION 4 must be used until the ACM is removed (Use ACTION 1 or 2 if debris is present). ACTION 5 Proactive ACM Removal Remove ACM in lieu of repair, or at locations where the presence of asbestos in any condition is not desirable. ACTION 6 ACM Repair Repair ACM found in FAIR condition, and not likely to be damaged again or disturbed by normal use of the area or room. Upon completion of the repair work, treat ACM as material in GOOD condition and implement ACTION 7. If ACM is likely to be damaged or disturbed, during normal use of the area or room, implement ACTION 5. ACTION 7 Routine Surveillance Institute routine surveillance of the ACM. Trained certified contractors must use appropriate asbestos precautions (Class 1, Class 2 or Class 3) during disturbance of the remaining ACM. ACTION 8 Sample PACM For renovation or demolition work in areas with Presumed Asbestos Containing Materials (PACM), sample and analyze PACMs prior to disturbance. Asbestos Management Program 08/22/2012 Facility Management �82 Page 27 City of Saint John 9.0 PERIODIC INSPECTIONS Periodic reassessment inspections (often referred to as surveillance) of presumed or confirmed ACMs are an essential part of an AMP. The inspections involve identifying and recording changes in the condition of the ACMs including damage and deterioration, as well as changes in the use and activity of spaces containing ACMs. Reassessment inspections should be conducted every year for facilities that contain friable ACMs and every two years for facilities that contain non-friable ACMs. The Facility Manager will ensure that routine ACM inspections are carried out by the AMP Coordinator or by an asbestos consultant. The Facility Contact, if feasible, will accompany the AMP Coordinator or the asbestos consultant during the inspections so that changes in the condition of the ACM or use of space can be discussed. The AMP Coordinator will ensure that a procedure is in place to collect and maintain all routine inspection documentation and reports. Reassessment inspection documentation must be maintained on each site by the Facility Contact while the AMP Coordinator should also maintain copies of this documentation at Facility Management (City Ha�l). Furthermore, the building personnel should be trained to recognize damage and changes in the condition of confirmed and presumed ACMs. Facility staff who observes any changes to the condition of the ACMs will notify the Facility Contact as soon as possible. The Facility Contact will coordinate with the Facility Management Technologist who will coordinate with the AMP Coordinator for appropriate action to be taken. The City of Saint John Reassessment Inspection Form provided in Appendix D should be completed to document the results of periodic reassessment inspections. Special attention must be paid to friable ACMs and ACMs located in high activity areas that are susceptible to damage and subsequent deterioration. The following information, at a minimum, should be documented when perForming the periodic reassessment inspections: • Location of the presumed or confirmed ACMs, address, building room(s), or general description; • Type of presumed or confirmed ACMs; • Present abatement status, if any (encapsulate, enclosed, or neither); • Evidence of physical damage; • Evidence of water damage; • Evidence of delamination or other deterioration; • Degree of accessibility of the material; • Level of work activity near the material; and, • Location of any nearby air plenums, air shafts or air streams. Asbestos Management Program 08/22/2012 Facility Management �g3 Page 28 City of Saint John The ACM Reassessment Inspection Form should also be completed if damaged ACMs are noted during routine activities. Completed ACM Reassessment Inspection Forms should be filed with the site specific AMP. Building personnel who notice any changes to the condition of the presumed or confirmed ACMs should notify the AMP Coordinator immediately for appropriate action to be taken. Asbestos Management Program 08/22/2012 Facility Management �84 Page 29 City of Saint John 10.0 LABELLING The AMP Coordinator will coordinate the labelling protocol with the Facility Contact at City of Saint John facilities and buildings known or suspected to contain ACMs. It is not recommended that specific locations with asbestos containing materials such as ceiling tile, vinyl floor tiles, pipe insulation, etc. be labelled. However, warning signs should be placed at a visible location inside all mechanical rooms where friable asbestos containing insulation/materials are present. Other signs may be placed in strategic locations such as on interior "Transite" panelling that can easily be cut into or disturbed in areas such as inside maintenance shops. The signs placed on the interior of inechanical rooms will help remind building personnel (including Security and cleaning contractors) and/or outside contractors of the presence of asbestos containing materials in the mechanical rooms. Typically, a label will be placed at a visible position on a highly visible wall in the rooms with asbestos- containing mechanical insulation and/or "Transite" panelling and note the following: DANGER CONTAINS ASBESTOS Do Not Disturb The labels will help remind building personnel and/or outside contractors of the presence of asbestos in the walls/ceilings or insulation present. Asbestos Management Program 08/22/2012 Facility Management �85 Page 30 City of Saint John 11.0 ASBESTOS TRAINING Under New Brunswick Regulation 92-106, an owner of a building is required to establish and maintain a training and instruction program for every worker in the building who is likely to work in close proximity to and may disturb presumed or confirmed ACMs. Therefore, a training program designed to address the specific needs of the facility staff will be developed and conducted. The training requirements will consist of instruction in: 1. The hazards of asbestos exposure; 2. Identification of suspect ACMs; 3. Roles and responsibilities; and 4. Emergency procedures. The Joint Health and Safety Committee must be informed of the time and place where these specific types of instruction and training are to be carried out. Training of workplace parties in their roles and responsibilities related to asbestos management is one of the most important aspects of a successful and effective AMP. To avoid duplication, training sessions should be structured and delivered in modules in order to target specific requirements and duties. The following two modules are applicable to the City of Saint John facilities: 1. Asbestos Awareness Training; and, 2. Asbestos Management Training. Instruction and training will be conducted by competent personnel who are fully qualified as a result of their knowledge and experience with the requirements of the asbestos regulations. They will be familiar with perFormance standards established by the asbestos regulations and knowledgeable about the potential or real danger to health or safety in the work place related to asbestos issues. Asbestos Awareness Training Asbestos Awareness Training is a course that municipal employees will be required to take if they are likely to work in close proximity to and may disturb presumed or confirmed ACMs in any facility, structure or building they may occupy or frequently visit. This session should also be provided to individuals who supervise workers or contractors who may work near or with asbestos materials. This course should be general in nature and should address the hazards of exposure to asbestos and introduce the requirements of the New Brunswick Regulation 92-106. Asbestos reporting and emergency procedures should also be covered in the general asbestos awareness session. The training session should place emphasis on the awareness and identification of ACMs, and the person Asbestos Management Program 08/22/2012 Facility Management �gg Page 31 City of Saint John (i.e. Facility Contact, AMP Coordinator, etc.) to notify should damage occur to presumed or confirmed ACMs. Asbestos Management Training Asbestos Management Training should be provided to supervisors and management personnel to provide information relating to the: • requirements of the asbestos regulation; • results of the asbestos building materials assessments; • classification of asbestos work; • asbestos management program; • asbestos project control; and, • asbestos reporting and emergency procedures. This session should be at a level so that the people in charge of this type of work understand their roles and responsibilities fully and know how to manage asbestos in their area. Upon completion of the above noted training sessions, participants should be provided with a certificate of training. An example form for maintaining a list of trained employees is provided in Appendix E. The AMP Coordinator should ensure that this record is completed for each applicable site. The AMP Coordinator should also be responsible for reviewing the site training requirements and informing the Facility Contact of any changes or updates on an annual basis or whenever new information becomes available. New facility staff will be informed of the presence of ACMs and briefed on the Asbestos Management Program before they begin work. At the earliest possible convenience they will attend a training program. When work near or on presumed or confirmed ACMs could result in the material being disturbed, qualified asbestos abatement contractors should be retained for the work. Particular care should be taken before allowing outside contractors and/or constructors to work on or near presumed or confirmed ACMs. Contractors and/or constructors should be provided with a report detailing the location of confirmed or presumed ACMs in the building. The AMP Coordinator should require documentation confirming the contractor and/or constructor is familiar with the site specific AMP, has experience working with or around ACMs, and has adequately trained workers and has proper insurance. The Contractor Awareness Form located in Appendix C can be used to document this. A trained member of the building custodial or maintenance workers and/or the Facility Contact or the AMP Coordinator should act as liaison and monitor maintenance and work performed on presumed or confirmed ACMs by outside contractors. Contractors involved in asbestos abatement work should provide copies of their insurance documentation to the City of Saint John outlining their coverage specifically for the removal of asbestos. Asbestos Management Program 08/22/2012 Facility Management �87 Page 32 City of Saint John 12.0 NOTIFICATIONS Providing information in a timely manner to building occupants (including tenants), contractors and workers is an important aspect of the AMP. Upon completion of site specific AMPs, the AMP Coordinator or the Facility Manager will inform cleaning contractors, and outside contractors (if applicable) about the location and physical condition of the ACMs that are located in close proximity, and stress the need to avoid disturbing the material. Facility staff, municipal employees, occupants, etc. will be notified about the presence of ACMs at the implementation of this AMP. Facility staff, cleaning and outside contractors will be notified for two reasons: 1. The law requires that owners inform building occupants of any potential hazard in their vicinity; and 2. Informed persons are less likely to unknowingly disturb the material and cause dust to be released into the air. Outside contractors will be informed about the presence of ACMs in the work location by the AMP Coordinator or the Facility Manager prior to commencement of their work. Contractors must sign a Contractor Notification and Acknowledgement form prior to conducting any work (Appendix C). The AMP Coordinator or the Facility Manager will inform cleaning and outside contractors by sending them a letter notifying them of the presence and location of ACM that is in close proximity to their work areas. The information given to all contractors doing work at the facility will contain the following points to reflect the building conditions (Hilton Belyea Arena used as an example below): • Asbestos Containing Materials (ACMs) have been found at the City of Saint John's Hilton Belyea Arena and are located in the following areas: Hilton Belvea Arena — In pipe fitting insulation associated with mechanical equipment and piping throughout the building. — In drywall jointing compound present on gyproc walls, columns, ceilings, and bulkheads in the viewing area and storage room on the second floor. — In vinyl floor tiles (12"x 12"tan with black and orange streaking pattern) present in a number of rooms. — In Fire-rated doors (Presumed ACM) • The ACMs at the Hilton Belyea Arena are in good condition and hence do not pose a risk to human health. (Note: only after all ACMs in fair condition are repaired or removed.) • Asbestos only presents a health hazard when fibres become airborne and inhaled. The mere presence of ACMs does not represent a health hazard. Asbestos Management Program 08/22/2012 Facility Management �gg Page 33 City of Saint John • Do not disturb the ACMs. Activities that may disturb ACMs include cutting, drilling, sanding, or removing the above mentioned building materials. Contact the AMP Coordinator or the Facility Contact (municipal site contact) to make the necessary arrangements if you wish to undertake an activify thaf may disturb any ACM. • Report any evidence of disturbance or damage of ACMs to: Name: Facility Contact/AMP Coordinator Telephone (506) 658-2869 • Facility staff are taking special precautions during their work to guard against disturbing ACMs. • Report any improper action (relative to ACMs) to the Facility Contact or the AMP Coordinator. All ACMs and suspect ACMs are inspected periodically and additional measures will be taken if needed to protect the health of facility staff. The AMP Coordinator or the Facility Contact will make every effort to provide adequate advanced notice to facility staff and contractors (if applicable) of all planned repair, renovation, maintenance or installation work to be completed in the relevant building areas they occupy that may disturb ACMs. Asbestos Management Program 08/22/2012 Facility Management �gg Page 34 City of Saint John 13.0 RECORD KEEPING Documentation regarding any asbestos related activities must be retained for each site, facility or structure known or suspected to contain ACMs by the AMP Coordinator. The AMP Coordinator will ensure that procedures are in place and are followed to maintain the following documentation/records. 1. Work records documenting all asbestos-related activities, including, but not limited to, repair, enclosure and removal work done at a facility or structure owned and managed by the Facility Management (i.e. City of Saint John) must be retained indefinitely; 2. Training records shall be maintained for the duration of employment plus 1 year. Copies shall be placed in worker personnel files; 3. Notification of the presence of ACMs and other asbestos related documents and correspondence with facilities staff, outside contractors and consultants shall be maintained indefinitely; 4. Notification letters sent to cleaning contractors (or other contractors) prior to asbestos related work in areas they may be working in shall be maintained indefinitely; 5. Asbestos assessment reports, updates and addenda that reflect the changing condition and quantity of ACMs will be maintained indefinitely; 6. A completed asbestos waste manifest for disposed ACMs must be maintained for at least two years; and 7. The written AMP shall be retained by Facility Management indefinitely and updated when appropriate. Asbestos Management Program 08/22/2012 Facility Management �gp Page 35 City of Saint John 14.0 ASBESTOS ACTION PLAN The following action plan has been prepared specifically and solely for City of Saint John Facility Management. Action Plan — General In accordance with provincial regulations, federai directives and best management practices, the following should be carried out: 1. Appoint an AMP Coordinator. The AMP Coordinator should be someone within the Facility Management Department who is knowledgeable of the facilities, on-site operations and activities in each facility. 2. Provide asbestos training to applicable municipal employees (Section 11.0). 3. Make this Asbestos Management Program document available to all personnel (e.g. tenants, employees), including the City of Saint John Occupational Health & Safety Committee and outside contractors, who will be working in facilities owned or managed by City of Saint John Facility Management that are known or suspected to contain asbestos-containing materials. 4. Use the forms (i.e. Contractor Notification Awareness, Asbestos Work Notice, etc.) for asbestos projects and maintain written records. 5. Monitor and document maintenance, renovation and repair work conducted at facilities that are known or suspected to contain asbestos-containing materials and owned/managed by City of Saint John Facility Management. 6. Implement and administer this AMP. Although Stantec developed this AMP to be in accordance with current applicable statutes and regulations in New Brunswick, it should be customized (i.e. site specific AMPs), maintained and updated by Facility Management to reflect actua� site conditions for each facility/property to which the AMP applies. Action Plan - Short Term Action Plan A list of City of Saint John facilities known or suspected (based on age) to contain asbestos-containing materials (ACMs) is presented in Appendix A. Since the majority of buildings owned and managed by the City of Saint John have not had formal ACM assessments completed, the following is a suggested priority list for assisting the City of Saint John in determining in which order buildings/structures should be assessed for the presence of asbestos-containing materials (ACMs): 1. Buildings/structures constructed prior to 1990 that are typically occupied fulltime by municipal staff and/or are often used/visited by members of the public (prioritizing those buildings that may contain a Daycare or other groups of potentially sensitive individuals). Included in this Asbestos Management Program 08/22/2012 FacilityManagement �g� Page 36 City of Saint John prioritization level should be buildings/structures constructed prior to the 1990 where there are current plans for major renovation and/or demolition in the near future. 2. Buildings/structures constructed prior to 1990 that are only occasionally occupied by municipal staff(i.e. not each day nor full time) and are sometimes used/visited by members of the public. 3. Buildings/structures constructed prior to 1990 that are only used by municipal staff. This level can further be prioritized based on occupational levels (i.e. occupied everyday vs. occasionally occupied). 4. Buildings/structures constructed between 1990 and 2000 that are typically occupied by municipal staff full time and/or are often used /visited by members of the public. 5. Buildings/structures constructed between 1990 and 2000 that are only occasionally occupied by municipal staff (i.e. not each day nor full time) and are sometimes used/visited by members of the public. 6. Buildings/structures constructed between 1990 and 2000 that are only used by municipal staff. This level can further be prioritized based on occupational levels (i.e. occupied everyday vs. occasionally occupied). Site specific AMPs based on the results of existing ACM assessments completed to date should be developed and implemented at each facility. As ACM Assessments are undertaken in accordance with the suggested priority list noted above, site specific AMPs should also be completed. Action Plan - Long Term Action Plan Although not required by the provincial regulation (i.e. N.B. Regulation 92-106), accessible friable ACMs (i.e. mechanical insulation, pipefittings, etc.) located in non-mechanical rooms (e.g. publically accessible or areas occupied by municipal staff) should be removed from the municipal facilities over the long term. This would eliminate future asbestos management costs and significantly reduce potential asbestos exposures to on-site personnel. Completion within a five to ten year timeframe should be considered. For all ACMs that will remain, on-going inspection and maintenance should be completed. Where required, removal, repair, etc. should be completed in accordance with work procedures outlined in this AMP. Prior to a demolition or partial demolition project (e.g. renovations), remove ACMs that are likely to be disturbed through such work and follow appropriate procedures as dictated by the AMP Coordinator. Asbestos Management Program 08/22/2012 Facility Management �92 Page 37 City of Saint John 15.0 CLOSURE This Asbestos Management Program (AMP) has been prepared for the sole benefit of the City of Saint John. The program may not be relied upon by any other person or entity without the express written consent of Stantec Consulting Ltd. and City of Saint John. Any uses that a third party makes of this program, or any reliance on decisions made based on it, are the responsibility of such third party. Stantec Consulting Ltd. accepts no responsibility for damages, if any, suffered by any third party as a result of decisions made or actions based on this program. Stantec Consulting Ltd. does not assume any responsibility for the interpretation or implementation of the Asbestos Management Program. The responsibility for implementation and maintaining all aspects of the asbestos management program lies with building management for each property to which this AMP is applied. In expressing the opinions stated in this program, the preparer has exercised the degree of skill and care ordinarily exercised by a reasonable prudent environmental health and safety professional in the same community and in the same time frame given the same or similar facts and circumstances. Documentation and data provided by the Client, designated representatives of the Client or other interested third parties, or from the public domain, and referred to in the preparation of this document, have been used and referenced with the understanding that the preparer assumes no responsibility or liability for their accuracy. The independent conclusions represent our professional judgment based on information and data available to us during the course of this assignment. Factual information regarding operations, conditions, and test data provided by the Client or their representative has been assumed to be correct and complete. The conclusions presented are based on the data provided. We trust that the information presented herein meets your present requirements. Asbestos Management Program 08/22/2012 Facility Management �93 Page 38 City of Saint John APPENDIX A CITY OF SAINT JOHN FACILITIES KNOWN OR SUSPECTED TO CONTAIN ASBESTOS CONTAINING MATERIALS 194 City of Saint John Facilities Known or Suspected to Contain Asbestos � . . � . . 021 Carnegie Building (SJ Arts) 026"* Peter G. Murray Arena 042 City Market 031*'` Leisure Services Offices 091 Peel Plaza Project Office (50 Carleton) 034** Shamrock Park Clubhouse 027 Hilton Belyea Arena 035"* Forest Hills Maintenance Depot/Office 028 Charles Gorman Arena 036** Forest Hills Ball Field/Canteen 030 Stewart Hurley Arena 037** Dominion Park Canteen/Clubhouse 051 Carleton Community Centre 038** Dominion Park Storage Building 052 North End Community Centre 039** Seaside Park Lawn Bowling Clubhouse 061 Fire Station #1 (47 Leinster Street) 040"* Lancaster Memorial Clubhouse 063 Fire Station #4 (36 Courtney Avenue) 041*'` King Square Bandstand 073 Municipal Operations Garage (Fleet 043** Rockwood Park Horse Barn Maintenance) 001** City Hall Building 044** Rockwood Park Storage Barn 005** Reversing Falls Tourist Bureau 046** Rockwood Park A-Frame 006** Tourist Information Centre West 053** Forest Glenn Community Centre 008** Barbour's General Store 054** Somerset Community Centre 009** Red School House 058** South End Community Centre 010** Fort Howe Blockhouse 062** Fire Station #2 012** Loch Lomond Community Centre 065** Fire Station #6 013*" Aquatic Centre 067** Fire Station#8 014** Chipman Hill Pedway 063** Police Station East 015** St. Patrick Street Pedway 070** Police Headquarters North 016** Aquatic Centre Pedway 072** Municipal Operations Complex 020** Lord Beaverbrook Rink 076** Municipal Operations Lunch Room 022** Mispec Beech Canteen 079*" Works North Garage/Offices 023** Mispec Pump House 002** City Hall Parking Garage *Note: No ACMs were identified during assessments completed at the building, however, based on its age, ACMs may be present within enclosed ceiling and wall systems, pipe chases, and other inaccessible areas in the building. "*Note: No comprehensive assessment (survey)was completed at building or structure. However, based on their age, suspect building materials present in the buildings or structures noted on the above list should be presumed to contain asbestos unless proven otherwise. 196 APPENDIX B CONTACT INFORMATION FOR KEY WORKPLACE STAFF 198 CONTACT INFORMATION FOR KEY WORKPLACE STAFF Asbestos Management Program City of Saint John Facility Management *Insert the names and phone numbers of the employees responsible for the following roles. . . . . - Facility Manager Asbestos Management Program Coordinator Facility Management Technologist Facility Contact/Supervisor(s) Joint Nealth and Safety Committee or Health and Safety Representative 200 APPENDIX C CONTRACTOR NOTIFICATION AND ACKNOWLEDGEMENT FORM AND ASBESTOS WORK NOTICE FORM 202 CONTRACTOR NOTIFICATION AND ACKNOWLEDGEMENT FORM CONTRACTOR COMPANY: CONTRACTOR EMPLOYEE: By signing this form I acknowledge and understand that the City of Saint John, New Brunswick has an Asbestos Management Program and that I may be working in areas with asbestos-containing materials. I understand I can review the Asbestos Building Materials Assessment for the site, if I should have any concerns. Should my work require the disturbance or l disturb any of the asbestos-containing materials, I will immediately report this to the AMP Coordinator at the City of Saint John, ph: or cell: CONTRACTOR'S SIGNATURE DATE 204 ASBESTOS WORK NOTICE FORM DATED: FACILITY ID: FACILITY NAME: AREA OF WORK: PROJECT DESCRIPTION: START DATE/TIME: FINISH DATE/TIME: CONTRACTOR: NO. OF PERSONNEL: SUPERVISOR/ PHONE: FOREPERSON: (PRINT) (WORK) (SIGNATURE) (HOME) FOR AMP COORDINATOR MANAGER APPROVAL ASBESTOS OPERATION: Low— Moderate- High- Glove- Risk Risk Risk bag COMMENCEMENT APPROVED: DATE: (PRINT) (SIGNATURE) COMPLETION APPROVED: DATE: (PRINT) (SIGNATURE) 205 APPENDIX D ASBESTOS-CONTAINING MATERIALS REASSESSMENT INSPECTION FORM 206 . . - � • • .•- - � . - . . - . . - ACM TYPE CONTENT& ESTIMATED ACM OBSERVATIONS RECOMMENDED LOCATION -- ---— - — - . DATE TYPE OF ACM QUANTITY FRIABLE CONDITION (e.g.,ewdence of (e.g.,vinyl OR NON- ACCESSIBILITY - ACTION ACTION (e.g.,floor, tile,cement e. 1/o (e.g.,2 e. Good —Physical damage, room,etc.) �-�'' � FRIABLE I ( g'� --- - � water damage, (e•g•,repair,clean up, COMPLETED type) chrysotile) meters) Fair,Poor) remove,etc. delamination,etc.) ) -- — -- — -- — -- — -- — -- — -- — -- — -- — -- — -- — -- — -- — -- — 1: APPENDIX E EXAMPLE FORM FOR MAINTAINING LIST OF TRAINED EMPLOYEES 210 LIST OF TRAINED EMPLOYEES Asbestos Awareness City of Saint John - Building Name . . � . . . . Notes: Level 1 Asbestos Awareness Training Level 2 Asbestos Management Training 212 APPENDIX F LEGISLATION 214 A Code of Practice for Working with Materials Containing Asbestos in New Brunswick Page 1 of 18 A Code of Practice for Working with Materials Containing Asbestos in New Brunswick referenced in New Brunswick Regulation 92-106 under the Occupational Health and Safety Act 216 http://www.worksafenb.ca/asbestos.htm 5/25/2012 A Code of Practice for Working with Materials Containing Asbestos in New Brunswick Page 2 of 18 A Code of Practice for Worlting with Materials Containing Asbestos in New Brunswick For further information contact the: New Brunswick Occupational Health and Safety Commission 500 Beaverbrook Court, P.O.Box 6000 Fredericton,N.B. E3B SHl Tel.:506-453-246'I Toll free in New Brunswick: 1-800-442-9776 Fax:506-453-7982 March 19, 1992 Publisher: Queen's Printer for New Brunswick 217 http://www.worksafenb.ca/asbestos.htm S/25/2012 A Code of Practice for Working with Materials Containing Asbestos in New Brunswick Page 3 of 18 ISBN 1-55048-943-7 Printed in New Brunswick TABLE OF CONTENTS SUBJECT Section Introduction Definitions 1 amended water—eau modifiee approved—approuve asbestos—amiante asbestos-containing material—mat�riau contenant de 1'amiante building—batiment competent—comp�tent Class 1,Class 2 or Class 3—Classe 1,Classe 2 ou Classe 3 fibre—fibre fibre/cm3—fibre%m3 friable material—mat�riau friable 218 http://www.worksafenb.ca/asbestos.htm 5/25/2012 A Code of Practice for Working with Materials Containing Asbestos in New Brunswick Page 4 of 18 HEPA filter—Filtre�haute efficacit� NIOSH—NIOSH o�cer—agent waste material—d�chets wetting agent—agent mouillant Application 2 Inspection and Determination of Asbestos 3 Asbestos Management Program 4 Class 1 Operations and Procedures 5 Class 1 Operations 5.1 Class 1 Procedures 5.2 Class 2 Operations and Procedures 6 Class 2 Operations 6.1 Class 2 Procedures 6.2 Class 3 Operations and Procedures 7 Class 3 Operations 7.1 Class 3 Procedures 7.2 Preparation 7.2.1 Asbestos Remova17.2.2 Cleanup of Removal Area 7.2.3 Clearance Sampling 7.2.4 Encapsulation 7.2.5 Instruction and Training 8 Notification of Class 2 or Class 3 Projects 9 Prohibitions 10 INTRODUCTION Asbestos is a general term which is used to describe a group of fibrous mineral silicates. 219 http://www.worksafenb.ca/asbestos.htm 5/25/2012 A Code of Practice for Working with Materials Containing Asbestos in New Brunswick Page 5 of 18 The three main rypes of asbestos include:chrysotile(white asbestos),amosite(brown asbestos)and crocidolite(blue asbestos). Commercially,asbestos has been used in such applications as fireproofing,textiles,friction products,reinforcing materials(i.e. cement pipes and structures) and insulation, both thermal and acoustical. Its properties, such as non-combustibiliry, high tensile strength,chemical resistance and flexibility contributed to its wide use. A variery of lung diseases and cancer have been associated with exposure to airborne asbestos fibres. As a result, the use of asbestos has been restricted in many jurisdictions.Where asbestos products are still in use,a concerted effort has been made to minimize exposure of those individuals handling the product and of the general public. This Code of Practice has been developed to provide safe handling procedures to minimize exposure to asbestos-containing materials. Many different types of work activities can be undertaken when dealing with asbestos-containing materials. The potential exposure of employees to airborne asbestos fibres,and the risks involved,will vary greatly with the rype of work done. Thus, for the purposes of this Code of Practice, asbestos-related work has been classified under three different classes (Class 1, 2 and 3) depending on the degree of risk of exposure, and the controls that are required to keep the exposure as low as possible. Where a dispute arises as to the classification of an operation under this Code of Practice,any party to the dispute may notify an o�cer,who shall investigate,and deliver a decision in writing to the parties before further work is done. Sections 5,6 and 7 deal with Classes 1,2 and 3 respectively.Section 8 deals with instruction and training. SECTION 1 DEFINITIONS "amended water"means water to which a wetting agent has been added; "approved" means approved by an officer appointed under the Occupational Health and Safery Act; "asbestos"means any of the following fibrous silicates:chrysotile,amosite,crocidolite,actinolite,anthophyllite,or tremolite; "asbestos-containing material" means material, including fueproofing, friction products, textiles, insulation or reinforcing materials,which contains one per cent or more by volume of asbestos; "building" includes a structure, and without restricting the generality of the foregoing, includes electrical, plumbing, heating and air handling equipment,and rigid duct work; "competent"means (a)qualified, because of such factors as knowledge, training and experience,to do assigned work in a manner that will ensure the health and safery of persons, (b)knowledgeable about the provisions of the Act and the regulations that apply to the assigned work,and (c)knowledgeable about potential or actual danger to health or safety connected with the assigned work; "Class 1,Class 2,or Class 3" means an operation and procedure described in Sections 5, 6 and 7 respectively; "fibre" means a fibre of asbestos that is more than five micrometres in length and that has a length-to-width ratio of not less than three to one as viewed in a phase-contrast optical microscope at four to five hundred magnification; "fibre/cm3"means fibres of asbestos per cubic centimetre of air; 220 http://www.worksafenb.ca/asbestos.htm 5/25/2012 A Code of Practice for Working with Materials Containing Asbestos in New Brunswick Page 6 of 18 "friable material" means material that,when dry,can be or has been crumbled,powdered or pulverized by hand pressure; "HEPA filter" means a High Efficiency Particulate Aerosol filter that is at least 99.97 per cent eff'icient in collecting a 0.3 micrometre aerosol; "NIOSH"means National Institute of Occupational Safery and Health of the U.S.Department of Health and Human Services; "officer" means an occupational health and safery o�cer appointed under section 5 of the Occupational Health and Safery Act, Chapter 0-0.2; "waste material" means any removed asbestos containing material not intended for reuse and asbestos contaminated material that cannot be cleaned adequately for reuse and includes disposable clothing and personal protective equipment; "wetting agent" means any product that when added to water will lower the water viscosiry and help to penetrate the asbestos material. SECTION 2 APPLICATION 2.1 This Code of Practice applies to every place of employment within the jurisdiction of the Occupational Health and Safery Act. 2.2 An owner/employer to whom this Code of Practice applies shall take every precaution reasonable in the circumstances,to ensure that every employee who is not an employee of the owner/employer,and who has access to the workplace,is protected, and every such employee shall comply with the requirements of this Code of Practice. SECTION 3 INSPECTION AND DETER1�IDVATION OF ASBESTOS The inspection,sampling and analysis of suspected asbestos-containing material is extremely important.Visual inspection,and checking of the building's records, may not be adequate to establish the presence of asbestos. Suspect material could contain glass fibres,cellulose or other non-asbestos mineral fibres. It is critical, therefore, that bulk sampling of suspected materials in buildings be carried out properly, and that laboratory analyses are performed accurately. 3.1 Before performing the demolition, alteration or repair of machinery or equipment,or of a building, aircraft, locomotive, railway car, vehicle or ship, or any part known to contain, or suspected of containing, asbestos, the owner/employer shall inspect and carry out bulk sample analysis to establish whether or not any material that is likely to be handled, dealt with, disturbed or removed contains asbestos. 3.2 For the purposes of this Code of Practice, an acceptable procedure for establishing whether asbestos is present in material is as follows: (a)One sample should be taken from each room or area containing the same material. (b)Separate samples should be taken where there is a difference in the texture or color of the material. (c) A small container should be used, such as a plastic 35 mm film canister, or a small wide-mouth glass jar with a screw-on lid.The container should be dried and cleaned. (d)The material from which the sample is drawn should not be otherwise disturbed or damaged. (e) The area around where the sample is collecte�,��uld be sprayed with a light mist of water to prevent further L httn://www.worksafenb.ca/asbestos.htm 5/25/2�12 A Code of Practice for Working with Materials Containing Asbestos in New Brunswick Page 7 of 18 damage and�bre release during collection. (f)The open end of the container should be gently twisted into the material. A core of the material should fall into the container.A sample can also be taken by using a knife to cut out or scrape off a small piece of material,and then place it into the container.Be sure to penetrate any protective coating and all the layers of material. (g) 1fie sample container should be tightly closed. The exterior of the container should be wiped with a damp cloth to remove any material which may have adhered to it. (h)The container lid should be taped to prevent the accidental opening of the container during shipment or handling. (i) The sample container shall be labelled to identify the location and date the sample was taken, and bear a unique identification number. (j)A written record of each sample shall be made by noting the date the sample was taken, the location of the material sampled,the area or room sampled,and the identification number. (k) The bulk sample(s) obtained shall be analyzed in a laboratory which has the experience and training to conduct analyses with precision and accuracy. (l)The request for analysis shall specify: (i)Classification of the type of asbestos, (ii)Per cent composition by volume of asbestos in the sample. 3.3 Where, upon inspection and bulk sampling, any material has been found to contain asbestos, the owner/employer shall prepare an inspection report in writing containing: (a)the type and content of asbestos and, (b)drawings,plans and specifications,as appropriate,to show the location of the asbestos material. SECTION 4 ASBESTOS MANAGEMENT PROGRAM 4.1 Where it has been established by inspection and bulk sample analysis that material containing asbestos has been used in a building,an owner/employer shall ensure that an asbestos management program is developed in writing and maintained while the asbestos-containing materials remain in the workplace. 4.2 The owner/employer shall: (a) Inform the Joint Health and Safety Committee (if any) or the Health and Safety Representative (if any) of the findings; (b) ensure that the damaged asbestos-containing material is cleaned up and removed using the appropriate procedures detailed in sections 5,6 and 7; (c) repair, seal, remove or permanently enclose the asbestos-containing material where it is readily apparent that the material will continue to deteriorate; (d)prepare and maintain on the premises a record of the location of the asbestos material; (e)notify in writing any employers who may be at or adjacent to the location of the asbestos material; 222 http://www.worksafenb.ca/asbestos.htm 5/25/2012 A Code of Practice for Working with Materials Containing Asbestos in New Brunswick Page 8 of 18 (fl ensure that employees who may be working close to the asbestos are warned not to disturb it; (g)identify where practicable the asbestos-containing material by the use of color coding,labels,placards or any other mode of identification; (h)inspect the asbestos material at reasonable intervals in order to determine its condition. 4.3 The owner/employer shall also: (a) institute and maintain a program, in consultation with the Joint Health and Safety Committee or the Health and Safety Representative, for the training and instruction of every worker employed in the building by the owner/employer who is likely to work in close proximiry to and may disturb the asbestos material. This training and instruction shall include,but not necessarily be limited to: (i)the hazards of asbestos exposure; (ii)the use,care and maintenance of protective equipment and clothing to be used and wom; (iii)the work practices and procedures to be used in doing the work as prescribed by this Code of Practice; (iv)the disposal procedures for asbestos-contaminated materials;and (v)personal hygiene. SECTION 5 CLASS 1—OPERATIONS AND PROCEDURES 5.1 Class 1—Operations For the purposes of this Code of Practice,operations under Class 1 are: (a) the installation or removal of manufactured products containing asbestos, including products such as vinyl or acoustic tiles,gaskets,seals,packing,friction products,or asbestos cement products; (b)the cutting,drilling or shaping of a product mentioned in paragraph(a)by the use of hand operated tools; (c)the use of power tools having a dust collection device equipped with a HEPA filter to cut,grind,or abrade a product mentioned in paragraph(a); (d)the removal of drywall where asbestos joint-filling compounds have been used; (e)the opening of ceiling tiles for inspection purposes; (fl the clean-up of small quantities of friable asbestos debris that has detached from insulation; (g)the opening of brake drums,and replacement or repair of brake pads;and (h)repair or replacement of clutches. 5.2 Class 1—Procedures An employer shall ensure that the following procedures applying to Class 1 operations are complied with: 223 http://www.worksafenb.ca/asbestos.htm 5/25/2012 A Code of Practice for Working with Materials Containing Asbestos in New Brunswick Page 9 of 18 (a) before beginning work, visible dust is removed with a damp cloth or a vacuum equipped with a HEPA filter,from any surface in the work area,including the surface to be worked on,if the dust on that surface is likely to be disturbed; (b) the spread of asbestos dust from the immediate work area is controlled by measures appropriate to the work to be done,including the use of drop sheets of polyethylene or other suitable material; (c) in the case of an operation mentioned in paragraphs 5.1(b), (c) and (d), the product is to be wetted, unless wetting creates a hazard or causes damage; (d)frequendy and at regular intervals during the work and immediately upon completion of the work; (i) dust and waste containing asbestos is cleaned up and removed using a vacuum equipped with a HEPA filter, or by damp mopping; (ii)drop sheets that will be re-used are cleaned using a vacuum equipped with a HEPA filter or by damp wiping; (e)compressed air hoses are not used to disperse the dust; (fl 1VIOSH-approved disposable respirators suitable for asbestos (or better) are made available for the use of employees; (g) waste material is discarded according to the requirements of the New Brunswick Department of the Environment; and (h)waste material is transported in accordance with the Transportation of Dangerous Goods Act. SECTION 6 CLASS 2—OPERATIONS AND PROCEDURES 6.1 Class 2—Operations For the purposes of this Code of Practice,operations classi�ed under Class 2 are: (a) the removal of a false ceiling, or part of it, to obtain access to a work area, where a significant quantity of friable material containing asbestos is likely to be lying on the surface of the false ceiling; (b) the minor removal or minor disturbance (less than 30 square feet of surface area) of friable material containing asbestos during the repair,alteration,maintenance or demolition of a building,aircraft,ship, locomotive,railway car or vehicle or any machinery or equipment, or part thereof, or where the minor removal or disturbance is not a Class 1 operation; (c)the application of tape or a sealant or other covering to pipe or boiler insulation containing asbestos; (d) the removal of pipe insulation containing friable asbestos with the help of a commercial containment bag (glove bag); (e)the enclosure of asbestos-containing material; (� the use of a power tool not having a dust collection device equipped with a HEPA filter to cut, grind or abrade a product mentioned in paragraph 5.2(a);and (g)any operation not mentioned in paragraphs (a) to (e) that may cause exposure of an employee to asbestos, and that is not classified as a Class 1 or a Class 3 operation. 6.2 Class 2—Procedures 224 http://www.worksafenb.ca/asbestos.htm 5/25/2012 A Code of Practice for Working with Materials Containing Asbestos in New Brunswick Page 10 of 18 6.2.1 The employer shall ensure that (a)amended water is used to control the spread of asbestos dust,unless wetting creates a hazard or causes damage; (b)eating,drinking,chewing or smoking is not permitted in the work area; (c) only persons wearing protective clothing and proper respiratory protection enter a work area that has been designated as Class 2; (d)every employee who enters the work area is provided with respiratory protective equipment,and that (i)respirators are riIOSH approved,reusable,air purifying dust respirators(or better),for protection against asbestos; (ii) when not in use, reusable respirators are maintained and stored in a clean and sanitary location which is easily accessible; (iii)proper-fitting respirators are provided to the employee; (iv)where practicable,the respirator is assigned to workers for their exclusive use;and (v) respirators are cleaned, disinfected and inspected after each shift during which they are used, if issued for the exclusive use of one employee,or after each use when used by more than one employee; (e)protective clothing is provided to every employee who enters the work area,and that (i)the protective clothing consists of full body covering, including head covering, with snug-fitting cuffs at the wrists, ankles and neck,(disposable protective coveralls are strongly recommended),and footwear;and (ii)it is repaired if tom; (iii)it is left inside the work area,or is decontaminated using a vacuum equipped with a HEPA filter before leaving the contaminated work area;and (iv)it is discarded as asbestos-contaminated material,(or washed if reusable),upon completion of the removal project; (f) facilities for washing hands and face are made available to an employee, and are used by every employee, when leaving the work area; (g)the work area is identified by clearly visible signs warning of the asbestos-dust hazard; (h)compressed air is not used to clean up or remove asbestos-dust from any surface; (i)before commencing work that is likely to disturb friable material containing asbestos that is crumbled,pulverized or powdered,and that is lying on any surface,the friable material is cleaned up and removed by damp-wiping,or by using a vacuum equipped with a HEPA filter; (j)the spread of asbestos-dust from the work area is prevented,where practicable,by (i)an enclosure of polyethylene or other suitable material thick enough to withstand wear and tear where walls do not enclose the work area; (ii)the use of drop-sheets;or (iii)disabling the mechanical ventilation system serving the work area,and by sealing the ventilation ducts to and from the work area; 225 httn://www.worksafenb.ca/asbestos.htm 5/25/2012 A Code of Practice for Working with Materials Containing Asbestos in New Brunswick Page 11 of 18 (k)frequently and regularly during the work,and immediately upon completion, (i) dust and waste containing asbestos is cleaned up and removed by damp-mopping, and placed in a suitably lined container or a six mil polyethylene bag or by using a vacuum equipped with a HEPA filter; (ii)drop sheets and barriers that aze to be reused are thoroughly cleaned; (l)drop sheets and barriers that aze to be discazded are considered and treated as asbestos-contaminated material;and (m) waste materials, including discarded polyethylene sheeting, sealing tape, cleaning materials, protective clothing, vacuum bags,and other contaminated materials,are (i)placed in a six mil polyethylene bag,labelled as containing asbestos; (ii)secured against unauthorized removal or damage; (iii)transported in accordance with the Transportation of Dangerous Goods Act;and (iv)discarded according to the requirements of the New Brunswick Department of the Environment. 6.2.2 An employee shall: (a)wear and use the equipment; (b)cooperate in attaining an effective fit of the respirator, and be as clean shaven as is necessary to ensure an effective facial seal; (c)perform qualitative fit-testing on his respirator,as described in the manufacturers instructions,before each use. SECTION 7 CLASS 3—OPERATIONS AND PROCEDURES 7.1 Class 3—Operations For the purposes of this Code of Practice, operations classified under Class 3 aze: (a) the removal, other than the minor removal, of material containing asbestos during the repair, alteration, maintenance or demolition of a building, aircraft, ship, locomotive, railway caz or vehicle, or any machinery or equipment or part thereof; (b)the spray application of a sealant to friable material containing asbestos; (c) the cleaning or. removal of air-handling equipment, including rigid ducting, in a building that has sprayed- fireproofing containing asbestos; (d)an outdoor operation involving the removal or stripping of friable asbestos-containing materials;and, (e)the repair, alteration or demolition of a kiln, metallurgical furnace or similar device or part thereof, made in part of refractory materials containing asbestos. 7.2 Class 3—Procedures 7.2.1 Preparation The employer shall ensure that: 226 http://www.worksafenb.ca/asbestos.htm 5/25/2012 A Code of Practice for Working with Materials Containing Asbestos in New Brunswick Page 12 of 18 (a)signs aze posted around the perimeter of the removal area to restrict access; (b)the signs required in paragraph (a)aze posted in suff'icient numbers to warn of the hazard, and state in large cleazly visible letters that (i)there is an asbestos-dust hazazd;and (ii)access to the work area is restricted to persons wearing protective clothing and respiratory protective equipment; (c)respiratory protection is worn by all employees on-site during the preparation of work areas for asbestos removal, where any disturbance of the material may occur; (d) that the respiratory protection has a minimum protection factor of 10, and is approved by NIOSH for protection against asbestos; (e)the protective device is fitted so that there is an effective seal between the respirator and the employee's face; (,fl where practicable,a respirator is assigned to an employee for the employee's exclusive use; (g)respirators aze used in accordance with the procedures specified by the equipment manufacturer; (h) reusable respirators are cleaned, disinfected and inspected after use, at least once each shift, when issued for the exclusive use of one employee,or after each use when used by more than one employee; (i)when not in use,reusable respirators are maintained and stored in a clean and sanitary location; (j)the mechanical ventilation system serving the work azea is disabled to prevent contamination and fibre dispersal to other areas,by (i)switching off the system where possible;and (ii)sealing the ventilation ducts to and from the work area;or (iii) where the ventilation system cannot be switched off, blanking off the main ventilation duct to the azea with rigid impervious material such as metal or wood; (k)all moveable equipment and material is removed from the work area; (l)floors,walls and any items remaining in the room are sealed with polyethylene sheeting,and that (i)any damage to the polyethylene sheeting that occurs as the work proceeds is repaired immediately;and (ii)the polyethylene sheeting has a minimum thickness of six mil; (m)drop-sheets are used during outdoor removal operations; (n) every precaution is taken to avoid electric shock, including disconnection of electric power to permanent fixtures, except that temporary connections may be made for illumination purposes and for the operation of asbestos-removal equipment; (o)the only electrical equipment used in wet removal operations is (i)battery operated; (ii)double insulated; 227 httn://www.worksafenb.ca/asbestos.htm 5/25/2012 A Code of Practice for Working with Materials Containing Asbestos in New Brunswick Page 13 of 18 (iii)bonded to ground,extra low voltage,not exceeding 30 volts and 100 volt-amps; or (iv)bonded to ground, and equipped with a ground fault circuit interrupter of the Class A type, which is tested before each use; (p)a decontamination azea is set up adjacent to the work area; (q)the decontamination area consists of (i) a clean changing room suitable for changing into clean protective clothing or street clothes, and for storing clean clothing and equipment; (ii)a shower room as described in paragraph(s); (iii) a room suitable for donning reusable protective clothing, and for storing contaminated protective clothing and equipment; (r) "air lock doors"are provided and used between the different rooms,and that (i)they consist of layers of polyethylene with at least a three foot overlap, (ii)these sheets aze weighted at the bottom to keep the flaps closed, (iii)they aze arranged in sequence,and (iv)they aze constructed so as to prevent the spread of asbestos dust; (s)the shower room in the decontamination facility (i)is located between the contaminated change room and the clean change room, (ii) is provided with hot and cold water, or water of a constant temperature that is not less than 40° Celsius or more than 50°Celsius, (iii) has an individual control inside the room to regulate water flow, and, if there is hot and cold water, individual controls inside the room to regulate the temperature, (iv)is capable of providing adequate supplies of hot water to maintain a water temperature of at least 40°Celsius,and (v)is provided with clean towels; (t)adequate toilet facilities exist in the work area, or that where such facilities do not exit in the work area, employees go through the proper decontamination sequence before going to the toilet facilities. An employee shall ensure that: (a) he cooperates in attaining an effective fit of the respirator, and is as clean shaven as is necessary to ensure an effective facial seal; (b)fit tests and adjustments are made in the clean change room; (c)respirators are cleaned,disinfected and inspected after use at least once on each shift, when issued for the exclusive use of one employee,or after each use when used by more than one employee;and (d)when not in use,reusable respirators aze maintained and stored in a clean and sanitary location. 228 http://www.worksafenb.ca/asbestos.htm 5/25/2012 A Code of Practice for Working with Materials Containing Asbestos in New Brunswick Page 14 of 18 7.2.2 Asbestos Removal An employer shall ensure that: (a) negative air pressure is established inside the work atea before removal of any asbestos-containing material is begun; (b)the e�chaust unit(s)are equipped with HEPA filters; (c)they aze operated on a 24hour basis; (d)a minimum of four air changes per hour is maintained in the removal azea, (e)where practicable,the air is eachausted to the outdoors;and (�the integrity of the enclosure and the adequacy of the negative air pressure is maintained by (i)conducting smoke tests,and (ii)a daily visual inspection of the enclosure; (g)personal protective clothing (i)is provided by the employer,and worn by every employee who enters the work site, (ii) consists of full body covering, including head covering, with snug fitting cuffs at the wrists, ankles and neck, (Disposable coveralls aze strongly recommended), (iii)is replaced or repaired if torn, (iv) includes suitable footweaz, which must not be taken from the work site unless covered adequately while on the work site, (v)is worn by all employees involved in,or watching,the asbestos stripping or clean-up, (vi) is donned in the clean changing room, and that street clothes are left in the clean changing room, preferably in individual lockers, (vii) is removed when leaving the work site and is stored, or discarded in the first change room, as defined in subparagraph 7.2.1(q)(iii); (h)personal respiratory protection (i) consists of Powered Air Purifying Respirators (PAPR) fitted with rTIOSH approved cartridges for asbestos, or HEPA filters,for the wet removal of chrysotile, amosite or crocidolite, (ii)consists of a 1VIOSH approved airline respirator for any dry removal, (iii)is worn by all employees involved in,or watching,the asbestos stripping or clean-up, (iv)is worn in the manner described in the manufacturer's instructions, (v)filters are changed at least as frequently as the manufacturer recommends, (vi)is properly fitted on employees; 229 http://www.worksafenb.ca/asbestos.htrn 5/25/2012 A Code of Practice for Working with Materials Containing Asbestos in New Brunswick Page 15 of 18 (i)special precautions are taken for employees inside the removal azea,and that (i) eating, drinking or smoking inside the change room, shower room, hall ways, storage room(s) or removal azea aze strictly prohibited, (ii)complete decontamination is required prior to eating,drinking or smoking, (iii)respiratory protective equipment is not removed inside the asbestos removal area, (iv)employees take coffee breaks and have lunch in some azea completely separate from the asbestos removal azea; (j)when an azea is being stripped, (i)only authorized personnel aze permitted to enter the area, (ii) wet methods are employed in all cases except where electrical conductors or electrical equipment cannot be de- energized,in which case permission must be obtained from an officer before proceeding with dry stripping, (iii)amended water is used for soaking asbestos-containing materials, (iv)amended water is sprayed with airless spray equipment,and with the equipment set at the lowest operable pressure, (v) asbestos-containing material is thoroughly sprayed with amended water, left untouched for several hours, and re- sprayed immediately prior to beginning removal,in order to assure that the material has been saturated,(fallen material should be wet enough that water can easily be squeezed from it by hand), (vi)removal is done in small sections, i.e.about 30 square feet,and that after stripping,fallen material is placed in a six mil(or thicker)polyethylene bag; (k)after removal has begun,all persons leaving the work area,perform personal decontamination,and that (i)work clothes aze removed and left in the work azea,or in the room between the work area and the shower room, (ii)respiratory protection is only removed as the employee enters the shower, (iii)after thorough showering the employee proceeds to the clean change room, (iv)where the protective clothing(including work boots) will be reused,it is decontaminated using a vacuum equipped with a HEPA filter or by damp wiping prior to removing, (v) where the protective clothing will not be reused, it is discarded in the same manner as asbestos-contaminated material. NOTE: In the case of serious injury to a person in the work area, and in this case only, decontamination procedures may be waived in the interests of obtaining medical aid. 7.2.3 Cleanup of Removal Area An employer shall ensure that (a) following removal of asbestos, the entire azea, including the decontamination area, is wet cleaned and vacuumed with HEPA filters to remove all visible residue; (b)the equipment used during the removal is (i)wet wiped, 230 http://www.worksafenb.ca/asbestos.htm 5/25/2012 A Code of Practice for Working with Materials Containing Asbestos in New Brunswick Page 16 of 18 (ii)washed and wrapped in polyethylene,or (iii)placed in plastic bags,and (iv)that brooms aze discarded or sealed in plastic bags; (c)a sealant is then applied to the entire area and to the remaining plastic,and that (i) the sealant is sprayed-on using an airless spray which is used in accordance with the manufacturer's recommendations,and (ii)a negative pressure is maintained inside the enclosure during this process; (d) employees involved in clean-up use personal protective equipment and respiratory protection such as described in paragraph 7.2.2(c); (e) employees involved in the cleanup follow the same personal decontamination procedure as described in paragraph 7.2.2(fl; (fl the showers are dismantled and removed last, in order that they can be used by employees engaged in the clean-up procedures; (g) waste materials, including discarded polyethylene sheeting, sealing tape, cleaning materials, protective clothing, vacuum bags,and other contaminated materials,are: (i)placed in a six mil polyethylene bag,labelled as containing asbestos, (ii)secured against unauthorized removal or damage, (iii)transported in accordance with the Transportation of Dangerous Goods Act,and (iv)discarded according to the requirements of the New Brunswick Department of the Environment. 7.2.4 Clearance Sampling (a) Clearance sampling is compulsory for all class 3 projects where the project site is to be re-occupied (except for outdoor operations); (b)A guideline value for clearance sampling is 0.05 fibre/cm3. 7.2.5 Encapsulation An employer shall ensure that: (a) the preparation of a work area is conducted as for the removal of asbestos-containing material (Class 3), i.e. subsection 7.2.1; (b)personal protective clothing is used as described in paragraph 7.2.2(g); (c)personal respiratory protective equipment is used as described in paragraph 7.2.2(h); (d)the special precautions outlined in pazagraph 7.2.2(i)are taken during these procedures; (e)the personal decontamination procedures used are as described in paragraph 7.2.2(k); 231 http://www.worksafenb.ca/asbestos.htm 5/25/2012 A Code of Practice for Working with Materials Containing Asbestos in New Brunswick Page 17 of 18 (f) encapsulant (either the bridging or the penetrating type) is applied over the surface of the asbestos-containing material using airless spray equipment at low pressure setting; (g)the clean-up procedures aze as described in subsection 7.2.3;and (h) a liquid sealant or encapsulant is not applied to friable material that contains asbestos, if the friable material has deteriorated, or if there is insufficient strength and adhesion to support the weight of the sealant and the friable materials. SECTION 8 INSTRUCTION AND TRAINING An employer shall ensure that (a) instruction and training is provided by a competent person to every employee working in a Class 1, Class 2, or Class 3 operation (i)in the hazards of asbestos exposure, (ii)in personal hygiene and work practices and, (iii)in the use,cleaning and disposal of respirators and protective clothing; (b)the instruction and training related to respirators addresses (i)the limitations of the equipment, (ii)the inspection and maintenance of the equipment, (iii)the fitting of the equipment,and (iv)the disinfecting of the equipment. SECTION 9 NOTIFICATION OF CLASS 2 OR CLASS 3 PROJECTS (a)Before commencing any Class 2 or Class 3 project,the contractor,in the case of a project,and the employer,in any other case, shall notify an officer at the nearest office of the Occupational Health and Safety Commission; (b)The contractor or the employer shall supply the following information: (i)the name,address and telephone number of the person giving the notice; (ii)the name,address and telephone number of the owner of the place where the work will be carried out; (iii)the municipal address or other description of the place where the work will be carried out; (iv)a description of the work that will be carried out; (v)the starting date and expected duration of the work; (vi)the name and telephone number of the supervisor in charge of the work; 232 http://www.worksafenb.ca/asbestos.htm 5/25/2012 A Code of Practice for Working with Materials Containing Asbestos in New Brunswick Page 18 of 18 (vii)the total number of employees involved in the removal of asbestos. SECTION 10 PROHIBITIONS (a) No person shall apply, or install by spraying, any material which contains more than one per cent by volume of asbestos that can become friable. (b) No person shall apply or install, as pipe or boiler insulation, material which contains more than one per cent by volume of asbestos that can become friable. March 19, 1992 233 http://www.worksafenb.ca/asbestos.htm 5/25/2012 APPENDIX G PROCEDURES FOR COLLECTING BULK ASBESTOS SAMPLES 234 Procedures for Collecting Bulk Asbestos Samples A description of the suggested methodology to collect bulk samples of building materials for asbestos content testing is provided in the following section. Sample Collection Procedures Undertaking bulk sampling of materials suspected to be asbestos-containing requires destructive testing of building materials; however, every effort should be made to minimize the amount of damage to building materials when samples are collected. The following measures are to be implemented during sampling: ■ The bulk sampling is to be undertaken with the use of hand tools; ■ The volume of each sample collected need not be greater than 5 grams; ■ Samples should be collected in areas that are not highly visible (i.e., within closets or other less visible areas); and ■ Damage to plaster or drywall joint fill compound should be repaired using poly fill or equivalent to avoid the release of asbestos fibres (if present)from the sampled area. Procedures that are to be followed in the collection of suspect friable and non-friable asbestos- containing materials include the following: ■ A discreet sampling location is identified; ■ Where practical a drop sheet should be used; ■ Personal protective equipment should be used by the assessor as deemed necessary; ■ Material to be sampled should be dampened with amended water to minimize airborne fibre release; ■ If permissible; mist air surrounding the areas to be sampled with amended water; ■ Sample should be retrieved ensuring that all layers of substrate are collected; ■ At a minimum, one teaspoon (about 5 grams) of representative material should be collected; ■ Sample should then be placed into a zip-lock bag and labelled noting sample number, sampling date, sampling location and type of sampled building material; and ■ Chain of custody form should then completed for the laboratory to be used for each sampling group noting the following: Sampled material and location; • Analysis to be performed Expected return date of analysis. All sampled locations should be repaired with duct tape, canvas cloth & latex paint, or a suitable alternate; and, 236 Representative photographs of each material sampled and of damaged areas should be taken. An assessment of the condition, accessibility and exposure risk should be completed for each occurrence of an asbestos-containing material. Laboratory Analysis of Bulk Samples Samples of the materials collected should be submitted for analysis using a combination of dispersion staining and polarized light microscopy (PLM) following the EPA 600/R-93/116 method. It is highly recommended that the samples be submitted to a laboratory accredited by the National Voluntary Laboratory Accreditation Program (NVLAP). When submitting samples, a "positive stop" option can be used during the laboratory analysis of the building materials suspected to contain asbestos. The positive stop option involves the sequential testing of multiple samples of a homogenous building material until a positive result is detected, therefore eliminating the need to test the remaining samples. This methodology is a cost effective method of reducing the total number of samples that are tested. 237 APPENDIX H ASBESTOS MANAGEMENT PROGRAM PERSONNEL FLOW CHART 238 Asbestos Management Program Personnel Flow Chart — City of Saint John .� Facility Manager � � Asbestos Management Program Coordinator �,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,� Facility Contacts or Supervisor(s) in : �� R'••••.,,. ,/ Charge ,� Joint Health & Safety Committee '� I� •.� Consultants = e ,,, ; , -:,. -„ ;;; , �� Workers / Staff :. ' & Contractors �F: � Direct Formal Communication Lines f••�••••••••••• Informal Communication Lines 240 ASBESTOS MANAGEMENT PROGRAM PRIORITY MATRIX . .. � •. � • � � . ., . .. . � ' : � �• �• � � . . � 1 - ' � � • � •� � . � Facility Management Buildings 005 Reversing Falls Tourist Bureau(Restaurant) 5130 1960 1 No 006 Tourist Information Centre West 2170 1982 1 No � 008 Barbour's General Store 1000 1967 1 No 009 Red School House 300 1980 1 No 010 Fort Howe Blockhouse 330 1985 3 No 012 Loch Lomond Community Centre 2400 1945 1 No 013 Aquatic Centre 62900 1983 1 No 014 Chipman Hill Pedway 520 1982 1 No 015 St.Patrick Street Pedway 1020 1983 1 No 016 Aquatic Centre Pedway 600 1983 1 No 017 City Market Pedway 1690 1992 4 No 018 Mercantile Centre Pedway 1900 1994 4 No 019 Harbour Station Pedway 8000 1994 4 No 020 Lord Beaverbrook Rink 41830 1960 1 No 021 Carnegie Building 13960 1904 1 Yes 2009 Pinchin 022 Mispec Beach/Canteen/Bath House 730 1980 3 No 023 Mispec Pump House 180 2008 n/a No 024 Tilley Square Bandstand 400 1992 5 No 042 City Market 46270 1 Yes 2008 Pinchin 091 Peel Plaza Project Office 1150 3 Limited 2008 Pinchin Leisure Services Buildings � 026 Peter G.Murray Arena 28350 1967 � 1 No 2013 Stantec 027 Hilton Belyea Arena 25370 1975 1 � Yes 2012 Stantec 028 Charles Gorman Arena 25270 1975 1 Yes 2012 Stantec 030 Stewart Hurley Arena 25270 � 1975 1 Yes 2012 Stantec 031 Leisure Services Offices 9380 I 1 No 032 Leisure Services Maintenance Garage 5000 2009 n/a No 033 Leisure Services Storage Building 750 1992 6 No 034 Shamrock Park Clubhouse 5200 1976 1 No 035 Forest Hills Maintenance Depot/Office 3230 1988 3 No 036 Forest Hilis Balifield/Canteen 1670 1984 1 No 037 Dominion Park Canteen/Clubhouse 1500 1975 1 No 038 Dominion Park Storage Building 10230 1990 6 No 039 Seaside Park Lawn Bowling Clubhouse 570 1989 1 No 040 Lancaster Memorial Clubhouse 900 1985 1 No 040a Lancaster Memorial Softball Scorers'Booth/Washrooms TBD 1983 1 No 040b Lancaster Memorial Hardball Scorers'Booth/Washrooms TBD 1977 1 No 088 Lancaster Memorial Storage Building 1060 2004 n/a No 041 Kings Square Bandstand 560 1997 5 No 043 Rockwood Park Horse Barn 3600 �968 � 1 No 044 Rockwood Park Storage Barn 580 2001 n/a No 046 Rockwood Park A Frame(Fisher Lakes) 1330 � 1967 1 No 051 Carleton Community Centre 15000 1890 1 Yes 2009 Pinchin 052 North End Community Centre 9380 1979 1 Yes 2009 Pinchin 053 Forest Glen Community Centre(leased space) TBD n/a No 054 Somerset Community Centre Qeased space) 1000 n/a No O55 Millidgeville Community Centre (leased space) 34430 - n/a No 057 Rockwood Park Interpretation Centre 2460 1992 4 No 058 South End Community Centre (leased space) 11730 - n/a No 059 Allison Grounds Washrooms 630 n/a No 085 Fallsview Park Washrooms 640 n/a No SJ Fire Buildings � 061 Fire Station#1 19410 1976 3 Limited 2008/2009 Pinchin 062 Fire Station#2 4100 1979 3 No 063 Fire Station#4 6930 1963 3 Limited 2004/2007 Pinchin 064 Fire Station#5 11680 1993 6 No 065 Fire Station#6 2850 3 No 066 Fire Station#7 11680 1993 6 No 067 Fire Station#8 7660 3 No 069 Fire Department Training Centre 1500 1990 6 No SJ Police Buildings = i 063 Police Station East (leased space) n/a - n/a No 066 Police Station West (leased space) n/a - n/a No 070 Police Headquarters North (leased space) n/a - n/a No 092 Police Headquarters(Peel Plaza) 109135 n/a No Municipal Operations Buildings � � 072 Municipal Operations Complex 28480 1987 3 No 073 Municipal Operations Garage 31610 1957 3 Yes 2009 Pinchin 075 Municipal Operations Gatehouse 510 1987 3 No 076 Municipal Operations Lunch Room 960 1985 3 No 079 Works North Garage/Offices 5730 1970 3 No 081 Works East Garage/Offices 6560 2000 6 No 082 Works East Salt Building 9600 2000 6 No 093 Works West Salt Building 14400 ZOD n/a No City Hall Buildings 001 City Hall Building (leased space) n/a 1969 n/a Yes 2012 Pinchin 002 City Hall Parking Garage (leased space) n/a 1969 n/a No 241 ASBESTOS MANAGEMENT PROGRAM PRIORITY MATRIX �� Buildings/structures constructed prior to 1990 that are typically occupied fulltime by municipal staff and/or are often used/visited by members of the public (prioritizing those buildings that may contain a Daycare or other groups of potentially sensitive individuals).Included in this prioritization level should be buildings/structures constructed prior to the 1990 where there are current plans for major renovation and/or demolition in the near future. Buildings/structures constructed prior to 1990 that are only occasionally occupied by municipal staff(i.e.not each day nor full time)and are sometimes used/visited by members of the public. Buildings/structures constructed prior to 1990 that are only used by municipal staff.This level can further be prioritized based on occupational levels(i.e.occupied everyday vs.occasionally occupied�. 4 ngs/structuresconstructed be 5 ed/visited by members of the pui 6 n/a �,uilding/structures constructed after 2000 242 RECE�`�,.'M"� 979 Manawagonish Rd. COMMON C► �`'�°°'�`'-�� Saint John,NB E2M 3X2 APR � � 'j"�''3 Apri13, 2013 - � -� -•�NN Mayor Mel Norton and City Council CITY OF 5r N�:..�� City of Saint John P.O. Box 1971 Saint John,NB E2L 4L 1 Your Worship and Councillors: The Harbour View Chorale Ensemble (HVCE)will be representing Canada at vazious venues in four countries in Tune, 2013. This 12 day tour will include performances at Vimy Ridge, Beaumont Hamel, Groesbeek War Cemetery at Nijmegen, the Anne Frank Museum in Amsterdam, Cologne Cathedral, the Thomaskirche in Leipsig (where Bach was an organist for 27 years), Essen, Kassel and Erfurt. All of the members of the HVCE aze students at Hazbour View High School. However, the choir receives no funding from the school or district whatsoever. Each of the 57 members of the HVCE that are travelling to Germany, France, Holland and Belgium are contributing half($1800) of the estimated cost of this trip which is $3,600/per person. The remainder of the funds is being raised through an extensive fundraising initiative that has been going on since September and continues through until June. We are hoping that the City of Saint John would like to please help make this opportunity a reality for many students who would not otherwise have such a chance to experience the pride of representing their school, city,province and counhy. The HVCE have an international reputation performing in previous years in Salztburg, Vienna, Dachau, San Candido (Italy) and Munich to name but a few. The HVCE have also performed in Ottawa,Niagara Falls,New England as well as various Nova Scotia and Newfoundland venues last summer. The HVCE have also performed at various venues throughout the Saint John azea and have helped raise funds for local charities as well. As a footnote, I must also add that this is most likely the last trip abroad for this very talented choir. Their music director Mr. Mike Molloy is retiring this summer and this will be his last time organizing the trip abroad. Thank you for your consideration and support! �� erely, /��/�� `—��--��-�-�� Kelly Ca� � Sponsorship Committee, HVCE PS Any contributions will be publicly recognized. All donations can be forwazded to Mr. Mike Molloy, Harbour View High School, 305 Douglas Ave., Saint John,NB,E2K 1 E5. If you have any questions you can contact me at campjkjt(cr�nb.sympatico.ca or call me at 672-1354. Many thanks! 243