Region of Peel 1 TOUCHING LIVES

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1 RECE5VED L.3- I CLERK'S DEPT. Region of Peel 1 TOUCHING LIVES W0/tfeilK ft)ft(/0* JUN frt^. FOR <0 YEARS REG.NO.: FILE NO.: June 20, 2014 Resolution Number Mr. Peter Fay Clerk City of Brampton BRAMPTON CITY COUNCIL 2 Wellington Street West Brampton, ON L6Y 4R2 Pw$US+ Gt2q{^ DATfc.-SZg f Dear Mr. Fay: Subject: Streetlighting Service Delivery Model on Regional Roads I am writing to advise that Regional Council approved the following resolution at its meeting held on Thursday, June 12, 2014: Resolution That the service delivery model for the operations and maintenance of streetlighting on Regional Roads, within the boundaries of the City of Brampton, the City of Mississauga and the Town of Caledon, by way of contract through the development of standardized Service Agreements with each respective municipality, be endorsed; And further, that the Commissioner of Public Works be authorized to execute a streetlighting operations and maintenance Service Agreement with each of the City of Brampton, the City of Mississauga and Town of Caledon on the terms as set out in the report of the Commissioner of Public Works, titled "Streetlighting Service Delivery Model on Regional Roads", and to the satisfaction of the Regional Solicitor; And further, that the Region of Peel be responsible for the operating and capital costs of streetlighting on Regional roads, to be verified by Regional staff, and incorporated in the Regional budget commencing with the 2015 budget, subject to the execution of Service Agreements; And further, that the Commissioner of Public Works be authorized to execute any amendments to the streetlighting operations and maintenance Service Agreements that may be required from time to time, and, to approve any amendments to the budgeted amount based on verification of the actual cost of the project; And further, that a copy of the subject report be forwarded to the City of Brampton, the City of Mississauga, and the Town of Caledon for their information. Corporate Services 10 PeelCentre Dr., Brampton, ON L6T 4B9 Tel: Office ofthe Regional Clerk

2 U3-2 A copy of the subject report is provided for your information, r )hanie Junius Legislative Specialist SJ:rn cc: Damian Albanese, Director of Transportation, Public Works, Region of Peel end. Also Sent to: Crystal Greer, Clerk, City of Mississauga Carey degorter, Clerk, Town of Caledon Corporate Services 10 PeelCentre Dr., Brampton, ON L6T 4B9 Tel: Office ofthe Regional Clerk

3 L3-3 REPORT WRegion cf Peel Meeting Date: llfo/tktfm) fo/l (/Cll Arterial Roads Review Ad hoc Steering Committee DATE: May 6, 2014 REPORT TITLE: FROM: STREETLIGHTING SERVICE DELIVERY MODEL ON REGIONAL ROADS Dan Labrecque, Commissioner of Public Works RECOMMENDATION That the the service delivery model for the operations and maintenance of streetlighting on Regional Roads, within the boundaries of the City of Brampton, the City of Mississauga and the Town of Caledon, by way of contract through the development of standardized Service Agreements with each respective municipality, be endorsed; And further, that the Commissioner of Public Works be authorized to execute a streetlighting operations and maintenance Service Agreement with each of the City of Brampton, the City of Mississauga and Town of Caledon on the terms as set out in the report of the Commissioner of Public Works, titled "Streetlighting Service Delivery Model on Regional Roads", and to the satisfaction of the Regional Solicitor; And further, that the Region of Peel be responsible for the operating and capital costs of streetlighting on Regional roads, to be verified by Regional staff, and incorporated in the Regional budget commencing with the 2015 budget, subject to the execution of Service Agreements; And further, that the Commissioner of Public Works be authorized to execute any amendments to the streetlighting operations and maintenance Service Agreements that may be required from time to time, and, to approve any amendments to the budgeted amount based on verification of the actual cost of the project; And further, that a copy of the subject report be forwarded to the City of Brampton, the City of Mississauga, and the Town of Caledon for their information. REPORT HIGHLIGHTS On September 26, 2013, Regional Council endorsed, in principle, the transfer of jurisdictional responsibilities of sidewalks, multi-use trails and streetlighting, pending the development of a service delivery model and the preparation of necessary service agreements. Two working groups were formed to facilitate this process (one for sidewalks and multi-use trails and one for streetlighting). The evaluation of options for streetlighting has been completed.

4 May 6, For streetlighting, three options were identified and evaluated and Option 1 has been recommended, where the operations and maintenance services for streetlighting is contracted out to the City of Brampton, the City of Mississauga and the Town of Caledon. Following the endorsement of Option 1 by Council, service agreements will be developed. Regional staff have collected estimated figures for operation and maintenance costs for streetlighting and capital costs for Light Emitting Diodes (LED) lighting in Mississauga. DISCUSSION 1. Background At the Regional Council meeting held on September 26, 2013, Regional Council received a report entitled "Arterial Road Rationalization Review Phase III: Transfer of Jurisdictional Responsibilities for Sidewalks, Multi-Use Trails and Streetlighting within the Regional Rightof-Way." In that report, staff made a recommendation to Council to approve, in principle, the transfer of jurisdictional responsibilities for sidewalks, multi-use trails and streetlighting within the Regional road right-of-way, with an effective date pending the development of a service delivery model and the preparation of the necessary service agreements (including legal, liability and financial implications). Council gave their endorsement, per Resolution Following Council's endorsement, two working groups were formed: one for exploring options for operations and maintenance of sidewalks and multi-use trails on Regional roads, the other relating to exploring options for operations and maintenance of streetlighting on Regional roads. Both working groups meet frequently and are made up of Regional and area municipal staff representatives. The objectives of the working groups are to: Evaluate service delivery options; Identifythe option that is the most cost effective; Develop service levels, and Establish service agreements. Based on Regional and area municipal staff input, three service delivery options have been developed: The Region contracts all inspection and maintenance works to the Cities and Town; The Region to inspect and identify the need for repair and have the repair and maintenance works contracted out to the Cities and Town; The Region to take on responsibility of all inspection and maintenance works (in-house or via contractor). Each of the above options have evaluation elements associated with them, such as equipment, staffing and service levels, that will allow staff to identify the most efficient and cost effective option. Streetlighting options have been evaluated through this matrix (Appendix I).

5 May 6, "* 2. Findings Based on the above listed options, and using the eleven evaluation elements, an evaluation matrix was created. The three streetlighting options were presented to the ARRASC Steering Committee on March 17, 2014 and the pros and cons of each option were discussed, with Option 1 being the preferred option to be presented at Council for endorsement. Through this option the Region would, by way an agreement with the area municipalities, contract for the operations and maintenance of the streetlighting on Regional roads. 3. Proposed Direction Once the preferred option has been endorsed by Council, the required service agreements will be developed. The service agreements will outline the service delivery elements on the operations and maintenance of the streetlighting on Regional roads, including: Region's responsibilities on the capital construction of the streetlights Area municipalities' responsibilities on the operations and maintenance of the streetlighting Area municipalities' responsibilities on any streetlighting monitoring systems Cost sharing and invoicing arrangements Performance metrics Legal and liability terms Insurance and indemnity provisions In addition to the creation of service agreements, approval by boundary partner agencies and current service providers may be required, which will be explored further. 4. Legal Implications A comprehensive agreement in the nature of a "service contract" between the Region and each of the Cities of Brampton and Mississauga and the Town of Caledon will be negotiated to clearly outline the roles and responsibilities of each of the parties, as well as their legal obligations. The service contracts will outline the extent to which the Region will oversee the day-to-day operations of the area municipalities and will provide a system of checks and balances to ensure that certain legal standards are met and maintained. The ultimate responsibility for the streetlighting on Regional roads will, however, be with the Region. Standard service contract provisions, such as indemnification clauses, will be included in the Service Agreements to protect the Region's interests; such provisions are consistent with provisions in any service contract with the Region. In order to ensure that the services delivered by the area municipalities meet the Region's expectations, performance metrics will be identified including establishing response times for maintenance and repairs. Regional staff will report to Council on the performance metrics as well as cost effectiveness of the transfer for the duration of the service agreements.

6 L3~6 May 6, Financial Implications Council direction, resulting from the work of ARRASC, to mitigate Roads related services and costs between the Region and Area municipalities will have a neutral impact on the single taxpayer and as such will be added to or deducted from Peel's budget target. a) Operating and Maintenance Costs A financial review has been undertaken to understand the costs associated with transferring responsibilities for streetlighting within the Regional road right-of-way. The costs take into consideration expenditures, the amount of infrastructure, service levels, risks, and a number of detailed assumptions. Further, the operating and risk costs are also considered (costs associated with maintenance, energy/fuel, labour, materials, supplies, vehicle equipment, insurance/claims). i) The costs below are based on 2012 actual results. Streetlighting within the Regional right-of-way Total Cost # of Luminaires City of Mississauga $1,024,200 3,515 City of Brampton $1,174,900 4,143 Town of Caledon $95, Total $2,294,700 8,012 ii) Based on the 2012 total cost and applying an inflation increase, it is expected that the estimated operational cost for 2015 will be $2.6 million, subject to the agreements being executed. Moving forward beyond 2015 staff will continue to refine the operating costs. The operating costs will incorporate the new Light Emitting Diode (LED) replacement program savings in Mississauga once the replacement project is complete and operational. b) Capital Costs All future capital costs on Regional roads relating to streetlighting will belong to the Region of Peel, including the Mississauga LED replacement program, as noted below. i) In Mississauga, the Region of Peel will pay for the retrofitting of LED lights on all Regional roads. The costs are broken down, and can be viewed in Appendix II. In total, the cost of the LED retrofit for 3515 luminaires is estimated at $2,682,522, and once verified, will be programmed in the 2015 capital budget. It is important to note that some of the quantities may vary when installation occurs, and Ontario Power Authority (OPA) rebates may apply proportionately, as a result, the costs could vary slightly. The City of Mississauga Council Report dated November 23, 2011 (Recommendation GC ) entitled "City-Wide Streetlighting Retrofit Program to Light Emitting Diode (LED) Streetlights with a Streetlight Monitoring

7 14-7 May6, System" illustrates the City of Mississauga's business case for LED lighting in Mississauga and can be found in Appendix III. ii) Future capital costs will be determined and budgeted accordingly, particularly in the City of Brampton and the Town of Caledon, to take into account "state of good repair" and the potential establishment of similar LED replacement programs. CONCLUSION The staff working groups will continue to meet on a regular basis in order to negotiate the business terms that will form the basis of the service agreements for the transfer of responsibilities for streetlighting within the Regional road right-of-way. Dan Labrecque, Commissioner of Public Works Approved for Submission: D. Szwarc, Chief Administrative Officer APPENDICES 1. Appendix I - Operations and Maintenance of Streetlighting: Evaluation Matrix 2. Appendix II - Cost of LED Retrofit on Regional Roads in Mississauga 3. Appendix III - City of Mississauga Council Report on Streetlighting For further information regarding this report, please contact Joe Avsec, Manager, Traffic Engineering, extension 7910, joe.avsec@peelregion.ca. Authored By: Alex Goldstein, Planner