3018 To authorize the Mayor and Clerk to execute Agreements with the County of Oxford in respect to the WATER and WASTE WATER SYSTEMS.THE CORPORATION OF THE TOWN OF TILLSONBURG
BY-LAW NUMBER3018
A BY-LAW to authorize the Mayor and Clerk to execute
Agreements with the County of Oxford in respect to the
WATER and WASTE WATER SYSTEMS.
WHEREAS the County of Oxford Act, C.42, R.S.O. 1990, Section 76, Subsection (9),
provides that the County may enter into an agreement with an Area Municipality for the
production, treatment, storage and distribution of water and for the operation,
maintenance and extension of the system;
AND WHEREAS the County of Oxford Act, C.42, R.S.O. 1990, Section 77, Subsection
(9), provides that the County may enter into an agreement with an Area Municipality for
the collection, treatment, and disposal of sewage and for the operation, maintenance and
extension of the system.
AND WHEREAS it is desirable to enter into such agreements as hereto attached and
marked Schedules "A" and "B" to this By -Law.
BE IT THEREFORE ENACTED by the Council of the Corporation of the Town of
Tillsonburg as follows:
1. THAM' the Mayor and Clerk are hereby authorized to execute the agreements
with the County of Oxford in respect to the water and waste water systems as
hereto attached and marked Schedules "A" and "B" to this By -Law.
2. THAT Schedule "A" and "B" hereto attached are hereby declared a part of
this By -Law in the same manner as if written and incorporated herein.
READ a FIRST and SECOND time this 22nd day of April.
READ a THIRD time, PASSED, SIGNED, SEALED and NUMBERED 3018 this 27t'
day of May, 2002.
i
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Schedule A and A-1
Map of Service Area Limits — Water Distribution
Map of Service Area Limits — Sewage Collection
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Schedule "A"
Map of Service Area Limits
Water Distribution
Town of Tillsonburg
Schedule "A- 1 "
Map of Service Area Limits
Sewage Collection
Town of Tillsonburg
Schedule B
Services Provided (Water and Wastewater
Schedule B
Services Provided (Water &Wastewater)
The Service Provider shall be responsible for the provision of customer service activities,
routine maintenance, capital construction works, equipment and parts inventory, office space,
maintaining of records and the provision of reports. The specific tasks of the Service Provider shall
be reviewed with the County from time to time and amended as deemed necessary by the County.
If necessary, financial remuneration will be amended to reflect changes in the Service Provider
duties.
Specific Service Provider tasks are not limited to but shall include the following areas of
duty:
1.0 Customer Service and Emergency Response
The Service Provider shall:
• retain administrative staff to answer all customer inquires relating to the water
distribution system and wastewater collection system (i.e. water quality, pressure,
and flows and any sewage collection blockages, odours and backups)
• retain administrative staff to document all inquires along with the action taken
and prepare monthly summaries of customer inquires for submission to the
County
• retain administrative staff to prepare work orders, field orders and financial
recording in accordance with the Water Distribution Report and Wastewater
Collection Report included in Schedule `C' of this Contract
• retain administrative staff to record any customer inquiries related to the County
and notify the County verbally or by fax or e-mail as soon as possible and in
writing of the inquiry within 48 hours
• promote water conservation programs
• promote infiltration reduction programs
promote and police adherence to the water -use bylaw
• provide emergency response to urgent customer inquiries on a twenty-four (24)
hour a day basis, including an emergency response backup procedure. The
Service Provider will provide a written document outlining these procedures for
approval by the county.
• locate water services and curb stop valves within 48 hours of requested and as
soon as practical in emergencies.
• locate sanitary laterals within 48 hours of request and as soon as practical in
emergencies.
• maintain and update `plans' and `locate records'.
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2.0 Routine Maintenance
2.1 Water Distribution System Maintenance
The Service Provider shall:
• Flush watermains annually. Biannual or more frequently flushing will be
undertaken as required and approved by the County
• Foam swab the water distribution system as budgeted for and approved by the
County
• Verify the operability of all system hydrants, main valves and blow -offs, on an
annual basis
• Winterize hydrants
• Inspect all contractor and subcontractors works
• Paint all hydrants on a regular basis
• Maintain properly licensed system operators meeting or exceeding all Provincial
requirements
•
Repair as necessary water distribution mains, water services, hydrants, valves,
blow -offs, and meters as necessary
• Carry out a maintenance and replacement program for residential, commercial and
industrial flow meters. This program shall be documented and approved by the
County
• Carry out a backflow prevention program. This program shall be documented and
approved by the County
• Provide assistance with SCADA systems as requested by County
2.2 Wastewater Collection System Maintenance
The Service Provider shall:
• Inspect and document all manholes for infiltration and any other signs of
deterioration
Repair manholes
• Maintain properly licensed system operators meeting or exceeding all Provincial
requirements
• Clean by flushing wastewater collection system following a program approved by
the County or as necessary in emergency conditions. The approved program will
detail the frequency of flushing in certain areas and the time frame to complete
flushing of the entire collection system.
•
Inspect service laterals using camera or other approved means and maintain
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accurate records of any blockage location to enable assessment of repair costs
accurately. The initial cost of inspection of a service lateral, in response to a
customer request, may be borne by the system. Subsequent calls to assist plumbers
etc. for work on private property shall be subject to a fee to the landowner as per
the County of Oxford policy.
• necessary as
Repair sanitary collection mains, service lateral connections and
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manholes.
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3.0 Capital Construction Works
The Service Provider shall:
• retainp rofessional staff to complete engineering services for design, tendering,
supervision, and construction of approved capital construction works
•
prepare proposals including detailed cost estimates and submit same to the County
for approval for construction of service to accommodate growth for planned
extensions included in approved capital programs
• prepare proposals including detailed cost estimates and submit same to the County
for approval for construction to accommodate growth by the alteration of existing
infrastructure by upsizing of existing infrastructure, infrastructure retrofitting
and/or replacement
• prepare proposals including detail cost estimates and submit same to the County
for approval for construction of infrastructure replacements (i.e. sewer
replacements, manhole rebuilds, lateral replacements, watermain service, hydrant
and valve replacement)
4.0 Equipment and Parts Inventory
The Service Provider shall:
• provide or arrange for the provision of all equipment necessary to make required
emergency repairs to the water and wastewater systems (i.e. backhoes, trucks,
compaction equipment, video cameras, etc.)
• maintain an appropriate level of repair materials, tools, and equipment to make
such repairs on water meters, hydrants, valves, curb stops, main stops, watermain
repair sleeves, service tubing, sanitary sewer mains, manhole covers, sanitary
laterals and manhole appurtenances
prepare and submit to the County for approval in the format included in Appendix
`C', a report including detailed cost estimates, quotations, etc., for all equipment
owned and used for the operation and maintenance of the water distribution and
sewage collection systems including parts, tools, system materials and record
keeping equipment
prepare and submit to the County for approval in the format included in Appendix
`C', a report including detailed cost estimates, quotations, etc., for all equipment
leased or rented and used for the operation and maintenance of the water
distribution and sewage collection systems including parts, tools, system materials,
and record keeping equipment including but not limited to rolling stock, computers,
office space, communication equipment, pickup trucks, etc.
the Service Provider shall follow the County purchasing guidelines for all
purchases subject to this agreement. County approval is required for purchase of
items that are budgeted for but exceed the budgeted amounting $10,000 in value.
The following purchasing procedure will apply to the Service Providers purchasing
agent.
- quotes to $10,000 verbal
- $10,000 to 25,000 written
- $25,000+ full tender
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5.0 Recording and Reporting
The Service Provider shall ensure:
records shall bere ared, maintained and submitted to the County on an annual
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basis b February 28 from the previous year outlining all maintenance related and
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system upgrading and expansion operations. These records shall include but not
be limited to visual inspections, video inspections and routine tracking systems.
The records shall describe how the activities promote the maintaining of the
infrastructure and shall correlate the activities to the associated costs. All records
shall be ultimately the property of the County.
that financial records be prepared and submitted to the County quarterly for
payment in accordance with Paragraphs 25 to 33 inclusive of this Contract and
shall conform to the format included in Appendix "B" of this Contract as well as
contain a brief description of activities, progress to date on maintenance and capital
programs, amount of budget spent for maintenance, capital projects and compliance
of repairs. Budgeted items exceeding or expecting to exceed their estimated
amounts should be identified and noted in the financial report.
an annual budget including proposed capital works, shall be prepared and submitted
to the County for Approval for the coming year prior to October 31 of the current
year. The budget shall follow the format of Schedule C for financial items and
shall include a 5 year capital upgrade plan and a description of the planned
activities for the upcoming year. It is intended that the County will approve the
annual budget by December 31 of the year prior.
• The Service Provider agrees to provide the County with all the information relevant
to Provincial Benchmarking by February 28th of the subsequent year. This
information will include but not be limited to:
i) operating costs for the collection of sewage per kilometer of sewer line
ii) number of sewer main backups per kilometer of sewer line
iii) operating costs for water distribution per kilometer of distribution pipe
iv) number of breaks in water mains per kilometer of water pipe
6.0 Billing and Collections, Customer Service
The Service Provider agrees to retain staff and equipment to provide billing and
collection services in an effective and efficient manner. The components of this
service are listed but not necessarily limited to the following:
a) Bill and distribute water and sewer accounts monthly for County water and
sewer customers.
b) Provide meter -reading services for water and sewer accounts.
c) Provide customer service and call centre functions for County water and
sewer customers, including initial dispute resolution with system customers
d) Coordinate with the County staff and the service providers operational staff
regarding customer operational and service order requests.
e) Generate and communicate customer service calls to County water
department on a timely basis.
fl Coordinate with County for after-hours on-call service procedures.
g) Send out reminder &overdue notices and collection cards/cut-off notices
on delinquent accounts.
h) Provide cash payment &cash gathering services for water and sewer
monthly revenues.
i) Prepare and submit list of bad debts each January to County for write-off
purposes.
Page 4 of 5
J)
Maintain customer records including payment, billing and consumption
histories.
k) Maintain water and sewer rates database.
1) Remit monthly water and sewer billings to the County as per Section 26.0
of this agreement.
m) Maintain statistical database for water and sewer customers including
service order history and water meter data and submit monthly reports to
the County
n) Provide Management Information services relating to water & sewer
billings including monthly billing and consumption data by meter,
customer, billing cycle and by community.
o) These service shall be performed for the following Community:
• Town of Tillsonburg and all customers outside the corporate limits
that are connected to the water or wastewater systems.
The County shall agree to an annual adjustment for bad debts based on a percentage
of revenue collected.
The County shall pay the previous year's write-offs by January 31St each year.
The cost for Customer Service shall be continued as part of the annual budget
discussed in Section 5.0. The cost for Customer Service will be calculated on a flat
rate monthly cost per customer, adjusted at the end of the year to reflect changes in the
customer base. For the purposes of this contract, the per customer monthly cost is
$2.89.
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