|
CITY OF VANCOUVER ADMINISTRATIVE REPORT |
Date: |
October 7, 2004 | |
Author: |
Wendy Au | |
Phone No.: |
6639 | |
RTS No.: |
04584 | |
CC File No.: |
1805 | |
Meeting Date: |
October 19, 2004 |
TO: |
Vancouver City Council |
FROM: |
City Manager |
SUBJECT: |
Vancouver Agreement - Standing Authority Authorizing City Manager to Execute Agreements Valued Over $300,000 and Consulting Agreements Valued Over $30,000 Implementing Vancouver Agreement Initiatives |
RECOMMENDATION
THAT Council authorize the City Manager to execute agreements with a value over $300,000 and, in the case of consulting agreements, over $30,000, between the City and third parties for the delivery of services to implement strategic initiatives of the Vancouver Agreement, as requested by the Vancouver Agreement Policy Committee and/or Management Committee, provided that:
(1) any such agreement implements an initiative within the ambit of the Vancouver Agreement which has been approved by the Vancouver Agreement Policy Committee; and
(2) the parties to the Vancouver Agreement have committed to reimburse the City in full for all financial obligations incurred by the City pursuant to such agreement.
COUNCIL POLICY
On February 1, 2000, Council approved the signing of the Vancouver Agreement, confirming the City's cooperation with the Provincial and Federal governments in a five year urban development initiative.
On October 10, 2001, Council approved the establishment of a Vancouver Agreement Secretariat with its operation cost shared between the three levels of government. Council also approved that the City provide office space for the Vancouver Agreement secretariat, as well as operational and administrative support.
The approval of City Council is required for the award and execution of any contract over $300,000, and in the case of consulting contracts, for the award and execution of any consulting contract over $30,000.
SUMMARY
The VA task teams have developed a series of strategies to address community health and safety, as well as social and economic development in Downtown Eastside over the next three years. The VA Strategic Plan was approved by the Policy Committee in 2002; the Provincial Government has paid $13.25 million towards the implementation of this plan. Provincial funds have been paid to the City of Vancouver to be held in trust for the parties to the Vancouver Agreement.
Many of the Vancouver Agreement strategic initiatives will be carried out by contracting with individual consultants, business and/or community organizations. It is anticipated that the Policy Committee and/or the Management Committee will request that the City, as agent for the parties, enter into agreements with the third parties awarded contracts on completion of each Request for Proposals process. For ease of administration, the City Manager, as a member of the Management Committee and CEO of the City, seeks approval from Council for the authority to execute agreements between the City and selected service providers.
PURPOSE
The purpose of this report is to obtain Council approval to authorize the City Manager to execute contracts over $300,000 and consulting contracts over $30,000 between the City and consultants, service providers and community organizations selected by the Vancouver Agreement Management Committee, to deliver services to implement approved Vancouver Agreement strategic initiatives.
BACKGROUND
The Vancouver Agreement (VA) is a five year urban development agreement signed in March 2000 by the City, Provincial and Federal governments. The agreement commits all parties to cooperate in promoting and supporting sustainable economic, social and community development in Vancouver.
Governance of the Vancouver Agreement consists of a Policy Committee and a Management Committee. The Policy Committee consists of the Mayor of Vancouver, Provincial Minister of Community, Aboriginal and Women Services, and the Federal Minister of Western Economic Diversification, and provides leadership and policy direction. The Management Committee consists of three representatives from each of the three levels of government and oversees the implementation of all Vancouver Agreement activities. The City representatives are the City Manager, the Police Chief and the General Manager of Community Services.
Although the mandate of the Vancouver Agreement is city-wide, the initial focus of work is the Downtown Eastside. The parties to the agreement, through a task teams structure, have developed strategies to address community health and safety as well as social and economic development. The Policy Committee approved the Vancouver Agreement Strategic Action Plan in 2002. See the attached Appendix: VA Strategic Action Plan.
DISCUSSION
The Vancouver Agreement secretariat (also referred to as the co-ordination unit) functions with a limited staff consisting of an Executive Co-ordinator, a Communication Officer, an Administrative Assistant and a Clerical Bookkeeper. Each level of government has committed to providing financial support for the ongoing operations and staffing of the secretariat. Both the Federal and Provincial governments provide $200,000 per year to fund the secretariat. The City's contribution includes some financial funding for the renovation, furnishing and rental of the office space used by the secretariat, as well as in kind operational and administrative support.
Since the approval of the VA Strategic Plan by the Policy Committee, the Provincial Government has paid $13.25 million towards the implementation of this VA Strategic Plan, which sum has been paid to the City of Vancouver to be held in trust for the parties to the Vancouver Agreement. The Federal government has matched this by making commitments from several federal ministries to support Vancouver Agreement initiatives.
The parties have agreed that the City, being a smaller organization with a more streamlined and flexible administrative structure, is in the best position to hold and invest any trust funds to be used to implement the VA Strategic Plan. Pursuant to an Investment Agreement between the Policy Committee and the City, the funds (the "VA Trust Funds") have been paid to the City of Vancouver on the condition that the City holds such funds in trust for the parties to the Vancouver Agreement. The Policy Committee may request repayment of all or any portion of the VA Trust Funds at any time. For ease of administration, the Policy Committee has delegated to the Management Committee the authority to request repayment of portions of the VA Trust Funds provided such funds are used to carry out strategic initiatives previously approved by the Policy Committee.
Many of the Vancouver Agreement strategic initiatives will be carried out by contracting with members of the community and others. There will be short and long term service contracts initiated by the VA. For example, the Vancouver Agreement secretariat will conduct Requests for Proposals to select consultants, service providers and community organizations to implement the VA employment strategy over the next 3 years. It is anticipated that the Policy Committee and/or the Management Committee will request that the City, as agent for the parties, enter into agreements with the third parties awarded contracts on completion of each Request for Proposals process.
Prior to the City entering into any such agreement, the City will require that the parties to the Vancouver Agreement commit to reimbursing the City in full for all financial obligations incurred by the City pursuant to any such agreement.
As the value of many of these agreements will be over $300,000 and, in the case of consulting agreements, over $30,000, Council approval is required to authorize the City Manager to execute these agreements between the City, as agent for the Vancouver Agreement parties, and third parties selected to deliver the services.
FINANCIAL IMPLICATIONS
There are no direct financial implications to the City of Vancouver. The City's obligations under these agreements will be funded by the parties to the Vancouver Agreement from the VA Trust Funds. Administration of agreements will be part of the in kind contribution from the City towards the operations of the VA secretariat.
CONCLUSION
All VA strategic initiatives must be approved by Policy Committee. The City holds $13.25 million in trust pursuant to an Investment Agreement between the City and the VA Policy Committee. These VA Trust Funds are to be used by the parties to the Vancouver Agreement to implement approved programs. The VA Management Committee has been tasked with the responsibilities and delegated the authorities to implement the VA Strategic Plan, which includes retaining consultants, service providers and community organizations to deliver specific services. The City Manager, as a member of the Management Committee and CEO of the City, seeks approval from Council for the authority to execute agreements between the City and selected service providers with a value over $300,000 and, in the case of consulting contracts, over $30,000, in order to implement the VA Strategic Plan.
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