The personal information submitted in this form is collected under the authority of the Municipal Act, 2001, S.O. 2001, c.25 and in accordance with the Municipal Freedom of Information and Protection of Privacy Act, R.S.O. 1990, c.M.56. and will be used for the sole purpose of drafting and executing an agreement for the use of a Dedicated Locate Service Provider (DLSP) and granting access to required mapping and drawings to the DLSP. If you have any questions about the collection, use and disclosure of your personal information by York Region please email [email protected]
Scenario: Once DL submits intake form and associated documentation
Recipients:
Email: Indicate documents received, will be reviewed, and staff will contact if something is missing/send agreement for execution
Subject: Acknowledgment of Received Documents
We would like to inform you that we have received the documents related to [DL#]. Our team will review the provided materials thoroughly.
If we find that any information is missing or if we require further clarification, we will reach out to you promptly. Additionally, we will send the agreement and other legal documents for execution once our review is complete.
Thank you for your cooperation. Should you have any questions in the meantime, please do not hesitate to contact us at [email protected]
Status: Initiated
Scenario: Once DL submits intake form and associated documentation and notification has been sent
Email: Inform that a DL request has been received.
Attachments will include: Preferred DLSP Form, DL Request Notice, and submitted map that was received from One Call
Subject: Notification of Received DL Request
A DL request [DL#] has been received, and the following documents are attached for your review:
- Preferred DLSP Form- DL Request Notice- Submitted Map (from One Call)
Please take a moment to review the attached documents. If there are any questions or additional information is needed, don’t hesitate to reach out.
@Legal: please send the Preferred DLSP Form for execution and ensure that the executed form is sent to the RCA as soon as possible. This is necessary to move forward with the DL request.
Thank you for your attention to this matter!
Status: COI Review
Scenario: All info received from DL is correct
Email: Send COI to risk with associated information
Subject: COI, DL Information, and Legal Checklist Attached
Attached is the Certificate of Insurance (COI) for [DL#] along with the draft Locates Service Agreement. Could you please review the COI and confirm whether it meets the insurance requirements outlined in the agreement?
Please rech out to the RCA if any further information is needed.
Thank you for your assistance!
Status: COI Approved & Sent to Legal
Scenario: Once COI approved by Risk and all info is satisfactory
Email: Send COI, all DL information including attachments submitted by DL - also Legal checklist
Attached are the following documents for your review:
- Certificate of Insurance (COI)- All DL-related information, including the attachments submitted by the DL- Legal checklist
Please review these documents so that the relevant agreements can be prepared and sent to the DL for execution. Let me know if any further information or clarification is needed.
Thank you!
Status: Finalization of Access
Scenario: Agreement executed and ready to provide access to DL and associated contacts
Email: Inform agreement is executed and access can be granted to mapping/FTP
Subject: ?
The agreement has been executed. Access to the mapping/FTP can now be granted to the following DL employees as per the terms of the agreement.
Please refer to the attached notice for project areas.
Status: Fully Executed
Scenario: Agreement has been fully executed and access has been provided
Email: Inform DL that all access has been granted and provide instructions on how to request W/Ww drawings
Subject: Access to Mapping for [DL#]
Please note that your staff should now have access to both the GIS map and the drawings FTP site.
Regarding water and wastewater infrastructure, please provide the contract numbers (which can be obtained from the GIS map, as shown in the attached file) and the DL number for each contract. Subsequently, the drawings will be added to the FTP site in the corresponding DL folders.
For any operational inquiries, please contact the following staff:
- Water & Wastewater: @Hunt, Jeremy- Roads & Traffic: @Saad, Ghassan- Fiber: @Budhwani, Mohsin
Status: Suppressed
Scenario: Received Mapping and Information Form (one for each station code) from One Call or DL
Email: Inform the DL Working Group that the project will be starting
Subject: [DL#] suppression has been applied – Officially Commencing
Please note that suppression has been applied for [DL#] , and it is now officially beginning.
