Retention of Biosolids Project Manager and

Consultant for Beneficial Reuse Program

at the Main Treatment Plant

 The Works and Utilities Committee recommends that:

(1)Council endorse, for planning purposes, the following target dates respecting the 100 Percent Biosolids Beneficial Reuse Program at the Main Treatment Plant:

 July 20, 1998-short list for Project Manager;

Week of August 4, 1998-interviews for Project Manager;

August 10, 1998-Project Manager to start;

August 14, 1998-issue Expressions of Interest (EOI) to proponents for biosolids system;

August 21, 1998-receive EOIs for biosolids system;

September 1, 1998-short list respondents from EOI;

September 30, 1998-close Request for Proposals;

October 21, 1998-report preparation;

November 4, 1998-Works and Utilities Committee; and

November 25, 1998-Council; and

(2)the following report dated July 14, 1998, from the Commissioner of Works and Emergency Services be received:

 Purpose:

 This report is to inform the Works and Utilities Committee about variations to the July 8, 1998 report to City Council as proposed by the Biosolids Multi-Stakeholder Committee, and to seek direction with respect thereto.

 Funding Sources, Financial Implications and Impact Statement:

 There are no financial implications arising from this report.

 Recommendations:

 It is recommended that the Works and Utilities Committee provide direction on the Biosolids Multi-Stakeholder Committee recommendations that:

(1)the Biosolids Project Manager will preferably be separate from the consulting firm(s) and will be engaged before the consulting firm(s) is selected;

(2)the search for the Biosolids Project Manager and the consulting firm(s) be carried out concurrently and be expanded to international markets, using the most expeditious methods including the Internet, newspapers and contact with professional and trade organizations, with the deadline for receiving Expressions of Interest to be August 15, 1998; and

(3)to support these recommendations, the Commissioner of Works and Emergency Services be authorized to negotiate separate agreements/contracts, as required, with the selected Biosolids Manager and consulting firm agreeable to the Commissioner of Works and Emergency Services and the City Solicitor within the funding request contained in our June 16, 1998 report to the Works and Utilities Committee.

 Council Reference/Background/History:

 The Works and Utilities Committee on June 17, 1998, had before it a report (June 16, 1998) from the Commissioner of Works and Emergency Services recommending that a Biosolids Multi-Stakeholder Committee for the City of Toronto be established immediately to facilitate ongoing public consultation and involvement in the ending of incineration at the Main Treatment Plant.

 The Works and Utilities Committee on June 17, 1998, had before it a report (June 16, 1998) from the Commissioner of Works and Emergency Services seeking authorization to retain a Project Manager at an estimated 1998 cost of $50,000.00, with an annual expenditure thereafter of $100,000.00 to manage ceasing of incineration at the Main Treatment Plant and implementation of a 100 percent beneficial use program for the biosolids; and further, that the Commissioner of Works and Emergency Services provide funding up to a maximum of $400,000.00 for technical consultant in 1998, and $100,000.00 in each of 1999 and 2000, to support staff and the Technical Advisory Committee (renamed the Independent Review Panel).

 A report dated July 8, 1998, from the Commissioner of Works and Emergency Services was submitted to and approved by City Council on July 10, 1998. The report stated that the Biosolids (Project) Manager would be provided by the consultant team and would lead the consultant team.

 Comments and/or Discussion and/or Justification:

 The role of the Biosolids Multi-Stakeholder Committee (BMSC) is to assist in the overall development of the biosolids program by helping to chart the direction of the program, its goals and intentions. The BMSC will provide input into the assessment of options or types of technology and highlight specific concerns of the community. It was agreed at the July 6, 1998 meeting of the BMSC that it would report to the Works and Utilities Committee. At the July 13, 1998 meeting of the BMSC, four motions were made addressing the role of the Biosolids Manager and the (technical) consulting firm(s). The motions are:

-the Biosolids Project Manager will preferably be separate from a consulting firm and will be engaged before the consulting firm(s) is selected;

-the search for the Biosolids Project Manager and the consulting firm(s) be carried out concurrently and be expanded to international markets, using the most expeditious method, with Expressions of Interest from individuals and firms to be returned by August 15, 1998;

-a sub-committee, as defined in Item 4 of the July 8, 1998 report from the Commissioner of Works and Emergency Services to City Council regarding "Implementation of a 100 Percent Biosolids Beneficial Reuse Program at the Main Treatment Plant", will define the role of the Biosolids Manager and clarify the role of the consulting firm(s); and

-a sub-committee of the Biosolids Multi-Stakeholder Committee (or the Committee of the Whole) will review the Expressions of Interest and forward comments to the selection subcommittee through the Biosolids Multi-Stakeholder Committee representatives on the selection committee. All submissions will be held in confidence.

 The BMSC agreed by consensus to the above motions. These motions vary from the report dated July 8, 1998, from the Commissioner of Works and Emergency Services which was approved by City Council on July 10, 1998, and would require an additional authority to modify Council's previous direction. Recommendations Nos. (1) and (2) of this report reflect the motions of the BMSC. Recommendation No. (3) of this report has been added by staff to give effect to the BMSC direction.

 The Biosolids Multi-Stakeholder Committee has reached consensus that it would be preferable to have the Biosolids Manager hired before the consulting firm(s) so that she/he will have input into selecting the consulting firm. Further, the BMSC recommends that the Biosolids Manager must be accessible to staff, the public, consultants and private companies, continuously.

 The Biosolids Manager will oversee the implementation of the transition to 100 percent beneficial biosolids use. The BMSC recommends that this process of change will best be served by an individual manager, who may be seconded to the City or hired through a contract, and who will be present continuously. The daily presence of this individual is seen as a key element is implementing a successful biosolids beneficial use program. Ongoing involvement of the Biosolids Manager through leading the consulting team responsible for the Expressions of Interest and Request for Proposals; implementing the 100 percent beneficial use program, commencement of any design/build projects, is seen as a key to success of the biosolids project. The BMSC recommends that the Biosolids Manager will also be responsible for the information transfer to operations and management staff. The learning curve will supported through the ongoing and continuous support of the Biosolids Manager. The BMSC had before it a letter from the Safe Sewage Committee describing their suggestion for the role of Biosolids Manager. The BMSC asked that this letter be provided to Works and Utilities Committee, as attached.

 The BMSC recognizes that there may be a minor delay in reaching the first milestone for issuance of RAPs (October 1998). Members of the BMSC believe that the project must start with the engagement of the Biosolids Manager and are willing to risk a slight delay in the move to 100 percent biosolids beneficial use.

 Conclusions:

 Adopting the motions of the Biosolids Multi-Stakeholder Committee, as recommended at its July 13, 1998 meeting, may compromise the project's first milestone. The intent to develop the Request For Proposals, for approval of the Independent Review Committee, to be reviewed by the Biosolids Multi-Stakeholder Committee and to be issued in October 1998 is the first milestone.

 Adopting these motions will acknowledge the input of the Biosolids Multi-Stakeholder Committee. Acknowledging the BMSC's first recommendation will support the process and set the BMSC up for more successes during the course of the 100 percent biosolids beneficial use project.

 Contact Name:

 W.G. Crowther, Director, Management and Technical Services

Telephone: (416) 392-8256; Fax: (416) 392-2974

E-Mail: william_g_crowther@metrodesk.metrotor.on.ca.

 (A copy of the communication dated July 12, 1998, from the Safe Sewage Committee referred to in the foregoing report has been forwarded to all Members of Council, and a copy thereof is on file in the office of the Ciy Clerk.)