Jacques Cartier and Champlain Bridges Incorporated, The

Info Source

Sources of Federal
Government Information
2008

Jacques Cartier and Champlain Bridges Incorporated, The

General Information

Background

The Jacques Cartier and Champlain Bridges Incorporated was established under the Canada Business Corporations Act on November 3, 1978. Since then, the Corporation has assumed responsibility for the operation, maintenance and administration of the Jacques Cartier Bridge, the Champlain Bridge and a portion of the Bonaventure Expressway. This responsibility had previously been assumed by the National Harbours Board. Effective October 1, 1998, The Jacques Cartier and Champlain Bridges Incorporated came under The Federal Bridge Corporation Limited and assumed responsibility for the operation, maintenance and administration of the federally-owned portion of the Honoré Mercier Bridge, and the Melocheville Tunnel. On December 2, 1999, management for the Champlain Bridge Ice Control Structure was transferred to the Corporation.

Responsibilities

The mandate of The Jacques Cartier and Champlain Bridges Incorporated is to operate and maintain the Jacques Cartier and Champlain bridges, the federally-owned portion of the Honoré Mercier Bridge, a portion of the Bonaventure Expressway, the Melocheville Tunnel and the Champlain Bridge ice control structure by undertaking regular and major maintenance work while providing the public with a safe and efficient transit across the structures.

Legislation

Canada Business Corporations Act
Financial Administration Act
The Crown Corporation General Regulations, 1995 SOR/95-226
The Jacques Cartier and Champlain Bridges Inc. Regulations SOR/98-568

Organization

The Corporation has a Board of Directors, a Management Committee, an Audit Committee, a Risk Management Committee, a Human Resources Committee and a Steering Committee for the Honoré Mercier Bridge deck replacement project. The Corporation's organizational structure consists of a General Manager and the following services: Construction and Project Management, Engineering, Finance and Administration, Human Resources, Legal Affairs and Procurement, Operations and Maintenance.

Construction and Project Management
This department manages the execution of major construction and rehabilitation works on the Corporation's structures. It ensures, inter alia, the conformity of work with regards to quality, production costs, health and safety on the sites and environmental protection.

Engineering
This department is responsible for the coordination and management of the annual inspections of the Corporation's structures as well as the planning of construction works stemming from these inspections. It establishes the scope of work and oversees the management of professional engineering services for feasibility studies, engineering design work and the drafting of drawings and specifications to carry out major maintenance works through a competitive tendering process.

Finance and Administration
This department is responsible for accounting, financial planning and treasury activities. It ensures the correct use of the Corporation's funds and assets. It also prepares and/or supervises the execution of budgets, financial statements and the corporate plan. It plans the financing of major projects and makes investments for short term needs. It is also responsible for the management of administrative information and the computer systems of the Corporation.

Human Resources
This department is responsible for the management of human resources, including staffing and compensation, administration of benefits and pension plans, training and development of personnel, work relations and the negotiation of collective agreements. It is also responsible for occupational health and safety at work.

Legal Affairs and Procurement
This department is responsible for supplying and obtaining legal opinions on all matters which may have legal consequences for the Corporation. It is responsible for elaborating the directives, preparing or reviewing all legal documents involving the Corporation and for overseeing the leases and permits issued by the Corporation. It is also responsible for all calls for tenders issued by the Corporation for its construction and engineering contracts.

Operations and Maintenance
This department is responsible for the regular maintenance works on the Corporation's structures. It oversees activities related to traffic management and, inter alia, manages contracts for snow removal, road cleanup, landscaping and the contract for police services with the Sûreté du Québec on the Jacques-Cartier and Champlain Bridges, the Bonaventure Expressway and the Champlain Bridge Ice Control Structure.

Information Holdings

Institution-Specific Classes of Records

Champlain and Jacques Cartier Bridges
Description: Information on management and maintenance of the Champlain Bridge, including a portion of the Bonaventure Expressway, and the Jacques Cartier Bridge such as: Bicycle paths, management and maintenance. Major maintenance. Regular maintenance and operations such as lawn care, road sweeping, work teams, supervision of work teams, snow removal and salt, local paving repairs, replacement of guardrails, cleaning of expansion joints and structures, pavement markings, vehicle towing and repairs, lane signals and lights, remote surveillance, police services. Inspection of structures. Power sources. Road and public safety: remote surveillance, pedestrian access and bicycle paths, fences, road signs, tourism signs, advertising, lighting of structures and accesses, load limits, special traffic permits, speed limits, transport of hazardous materials. Transport and traffic: traffic statistics, traffic forecasts, vehicle detection video system, roadwork planning, traffic control and management, reserved bus lanes (Champlain Bridge), roads and approaches. Environmental management: air, soil and groundwater pollution, visual and noise pollution, PCB and waste snow management.
Document Types: Tenders documents, tenders, contracts, drawings, reports, transmittal forms, letters, minutes of meetings.
Record Number: JCCBI CHJ 001

Champlain Bridge Ice Control Structure
Description: Information on major and regular maintenance of the Ice control structure, maintenance and security of the bicycle path and new transportation technologies.
Document Types: Tenders documents, tenders, contracts, drawings, reports, transmittal forms, letters, minutes of meetings.
Record Number: JCCBI ES 004

Honoré Mercier Bridge
Description: Information on major maintenance and some regular maintenance works, traffic such as traffic statistics.
Document Types: Tenders documents, tenders, contracts, drawings, reports, transmittal forms, letters, minutes of meetings.
Record Number: JCCBI HM 002

Melocheville Tunnel
Description: Information on major maintenance and some regular maintenance works.
Document Types: Tenders documents, tenders, contracts, drawings, reports, transmittal forms, letters, minutes of meetings.
Record Number: JCCBI TM 003

Standard Classes of Records

Please see the Introduction to this publication for the descriptions of Standard Classes of Records.

Access to Information and Privacy Requests

Accounts and Accounting

Acts and Legislation

Administration

Administration and Management Services

Audits

Automated Document, Records, Information Management Systems

Boards, Committees and Councils

Budgets

Buildings

Business Continuity Plans

Classification of Positions

Communications

Co-operation and Liaison

Equipment and Supplies

Finance

Furniture and Furnishings

Human Resources

Information Technology Services

Lands

Occupational Health, Safety

Office Appliances

Official Languages

Pensions and Insurance

Personnel

Physical Security

Procurement and Contracting

Recruitment and Staffing

Salaries and Wages

Staff Relations

Training and Development

Travel

Vehicles

Institution-Specific Personal Information Banks

Accounts Payable Files
Description: Files contain the names and addresses of firms and individuals; invoices for services rendered or products provided, detailing the amount owing and any supporting documentation to substantiate the account. Original accounts payable vouchers, together with supporting documentation, are filed by the names of the supplier and individuals. Access to this bank will require name, address and date of account.
Class of Individuals: Individuals, firms, employees.
Purpose: The purpose of this bank is to maintain information on the payment of accounts owing to firms or individuals for having provided a service or sold products to the Corporation or for the payment of travel advances and the reimbursement of travel expenses to Corporation employees.
Consistent Uses: Used to substantiate and issue cheques or reimbursement for the aboved-noted expenses, fees, claims and others payments; and for planning, budgeting and audit purposes.
Retention and Disposal Standards: The retention period for original accounts payable vouchers, together with supporting documentation is seven years and then destroyed.
RDA Number: 98/027
Related Record Number: JCCBI CHJ 001, JCCBI HM 002, JCCBI TM 003 and JCCBI ES 004
TBS Registration: 00294
Bank Number: JCCBI PPU 130

Accounts Receivable Files
Description: Files contain the names and addresses of firms and individuals, details of the amounts owing and any supporting documentation to substantiate the account. Access to this bank will require name and address.
Class of Individuals: Individuals, firms.
Purpose: The purpose of this bank is to maintain information on the recovery or payment of monies owing to the Corporation.
Consistent Uses: Billing third-parties for lease or others uses of Corporate lands and structures or for damages incurred to structures.
Retention and Disposal Standards: Seven years and then destroyed.
RDA Number: 98/027
Related Record Number: JCCBI CHJ 001, JCCBI HM 002, JCCBI TM 003 and JCCBI ES 004
TBS Registration: 00295
Bank Number: JCCBI PPU 135

Acquisition Contracts for Supply of Equipment and Materials
Description: This bank contains an estimate of the total cost of the equipment, purchase requisitions and specifications, tender and contract documents, list of prospective tenderers, tenders submitted by suppliers, analysis of tenders submitted, documentation awarding the contract, a contract signed by the contractor and the Corporation, correspondence and documentation for payment of the contract. The filing sequence is by contract number, with a brief description of the contract work appearing on the file cover. Access to this bank will require name, address and document number.
Class of Individuals: Firms.
Purpose: The purpose of this bank is to maintain information on the call and award of contracts for supply of materials and equipment.
Consistent Uses: The information is used for research purposes for future acquisition contracts.
Retention and Disposal Standards: Acquisition contracts are retained for the life of the equipment plus seven years and then destroyed.
RDA Number: 98/027
Related Record Number: JCCBI CHJ 001, JCCBI HM 002, JCCBI TM 003 and JCCBI ES 004
TBS Registration: 00273
Bank Number: JCCBI PPU 025

Acquisition, Sale and Transfer of Land and Immovable
Description: This bank contains information relating to the description of lands and immovable, appraisal reports for the acquisition, transfer or sale of lands and immovable. This bank contains offers to purchase or to sell, name and address of purchasers or vendors, authorization to buy or sell, the price of the transactions as well as a copy of the deed of sale or of purchase. The filing sequence is by transaction with the name of the purchaser or seller appearing on the file cover. Access to this bank will require name, address and document number.
Class of Individuals: Firms, individuals.
Purpose: The purpose of this bank is to maintain information on the sale or conveyance of land, together with any building that might be located thereon, to individuals or firms.
Consistent Uses: The information is used for reference purposes.
Retention and Disposal Standards: 30 years after sale of land or immovable provided 2 years have elapsed since the last activity on the file. Some files can be retained longer for administrative and legal purposes. After semi-active period and according to Corporate needs, files are transferred to National Archives of Canada.
RDA Number: 98/027
Related Record Number: JCCBI CHJ 001, JCCBI HM 002, JCCBI TM 003 and JCCBI ES 004
TBS Registration: 004473
Bank Number: JCCBI PPU 180

Claim, Accident Files
Description: This bank includes accident, investigation and claim reports, names and addresses of individuals or firms lodging claims or the names of persons involved in accidents. Access to this bank will require name, address and description of the reason for the claim or the accident.
Class of Individuals: Individuals, firms.
Purpose: The purpose of this bank is to maintain information relating to claims by or against the Corporation, debts due to or owed by the Corporation for damages or remuneration for losses suffered or incurred, motor vehicle accidents, equipment and property damages, fatalities and injuries occurring to individuals.
Consistent Uses: The information is used for reference purposes.
Retention and Disposal Standards: Accidents, fatalities, third-party injuries (other than staff), claims/debts due to or against the Crown are destroyed five years after settlement based on a sampling criterion.
RDA Number: 98/027
Related Record Number: JCCBI CHJ 001, JCCBI HM 002, JCCBI TM 003 and JCCBI ES 004
TBS Registration: 00293
Bank Number: JCCBI PPU 125

Lease Files
Description: This bank contains information relating to the property to be leased, requests for lease, name and address of person or firm leasing, appraisal report, establishment of amount of rental as well as a copy of the signed lease. The filing sequence is by document number with the name of the lessee appearing on the file cover. Access to this bank will require name, address and document number.
Class of Individuals: Firms, individuals.
Purpose: The purpose of this bank is to maintain information on the leasing of land, buildings, office accommodation and parking facilities by the Corporation as lessee or lessor.
Consistent Uses: The information contained in this bank is used for reference purposes.
Retention and Disposal Standards: 30 years after expiry provided 2 years have elapsed since the last activity on the file. Some files can be retained longer for administrative and legal purposes. After semi-active period and according to Corporate needs, files are transferred to National Archives of Canada.
RDA Number: 98/027
Related Record Number: JCCBI CHJ 001, JCCBI HM 002, JCCBI TM 003 and JCCBI ES 004
TBS Registration: 004472
Bank Number: JCCBI PPU 175

Licences
Description: This bank contains information relating to Licences, name and address of person or firm licensing, establishment of fees and a copy of the document. The filing sequence is by document number with the name of the firm or individual appearing on the file cover. Access to this bank will require name, address and document number.
Class of Individuals: Firms, individuals.
Purpose: The purpose of this bank is to maintain information on the granting of Licences to or by the Corporation for such privileges as drainage purposes, and powerline, pipeline and communication line crossing purposes.
Consistent Uses: The information contained in this bank is used for reference purposes.
Retention and Disposal Standards: 30 years after expiry provided 2 years have elapsed since the last activity on the file. Some files can be retained longer for administrative and legal purposes. After semi-active period and according to Corporate needs, files are transferred to National Archives of Canada.
RDA Number: 98/027
Related Record Number: JCCBI CHJ 001, JCCBI HM 002, JCCBI TM 003 and JCCBI ES 004
TBS Registration: 004471
Bank Number: JCCBI PPU 170

Major Maintenance Contracts (Construction, Repairs, Consulting)
Description: Files may contain an estimate of the total cost of the project, purchase requisition and specifications, tender and contract documents, list of prospective tenderers, tenders submitted by suppliers, analysis of tenders submitted, documentation awarding the contract, a signed contract, correspondence and documentation for payment of the contract. The filing sequence is by contract number with a brief description of the contract work appearing on the file cover. Access to this bank will require name, address, contract number and description of the contract.
Class of Individuals: Firms.
Purpose: The purpose of this bank is to maintain information on the call for tenders and award of contracts for construction, repair and consulting work related to major projects.
Consistent Uses: These files may be used for research purposes for future contracts.
Retention and Disposal Standards: Legal documents - 20 years; Technical documents - 20 years. Meetings - 10 years; Financial documents - 10 years; General correspondence - five years. Some legal and technical documents essential for each contract are kept indefinitely for research purposes for future work. After semi-active period and according to Corporate needs, files are transferred to National Archives of Canada.
RDA Number: 98/027
Related Record Number: JCCBI CHJ 001, JCCBI HM 002, JCCBI TM 003 and JCCBI ES 004
TBS Registration: 00298
Bank Number: JCCBI PPU 150

Purchase Orders and Tender Files
Description: Files may contain requisitions for items and assets, specifications or brochure describing the items, list of prospective tenderers, tenders submitted by suppliers, analysis of tender submitted and documentation awarding the purchase order. Access to this bank will require name, address and purchase order number.
Class of Individuals: Firms.
Purpose: The purpose of this bank is to maintain information on the call and award of orders for the purchase or supply of commodities, materials and equipment.
Consistent Uses: These files may be used as research for future purchase requirements.
Retention and Disposal Standards: Seven years and then destroyed.
RDA Number: 98/027
Related Record Number: JCCBI CHJ 001, JCCBI HM 002, JCCBI TM 003 and JCCBI ES 004
TBS Registration: 00297
Bank Number: JCCBI PPU 145

Regular Maintenance, Operation and Professional Service Contract Files
Description: Files may contain an estimate of the total cost of the project, purchase requisitions and specifications, tender and contract documents, list of prospective tenderers, tenders submitted by suppliers, analysis of tenders submitted, documentation awarding the contract, a signed contract, correspondence and documentation for payment of the contract. The filing sequence is by contract number with a brief description of the contract work appearing on the file cover. Access to this bank will require name, address, contract number and description of the contract.
Class of Individuals: Firms, individuals.
Purpose: The purpose of this bank is to maintain information on the call and award of regular maintenance contracts, such as lawn care, road sweeping, work teams, supervision of work teams, snow removal and salt, local paving repairs and replacement of guardrails, cleaning of expansion joints and structures. Operations contracts, such as road markings, vehicle towing and repairs, lane signals and lights, remote surveillance and police services. Professional service contracts, such as consulting, legal services, communications, auditing, laboratory, informatics, office automation, publishing and graphic production services.
Consistent Uses: These files may be used for research purposes for future contracts.
Retention and Disposal Standards: Legal documents - seven years. Technical documents - 20 years. Meetings - seven years. Financial documents - seven years. General correspondence - seven years. Some legal and technical documents essential to each contract are kept indefinitely for research purposes for future work. After semi-active period and according to Corporate needs, files are transferred to National Archives of Canada.
RDA Number: 98/027
Related Record Number: JCCBI CHJ 001, JCCBI HM 002, JCCBI TM 003and JCCBI ES 004
TBS Registration: 00299
Bank Number: JCCBI PPU 155

Suppliers' Files
Description: The bank contains letters of solicitation, names and addresses of firms or individuals and information or literature describing the services or products available from the suppliers. Access to this bank will require name and address.
Class of Individuals: Individuals, firms.
Purpose: The purpose of this bank is to maintain records on suppliers of services or products.
Consistent Uses: The bank is used to select suppliers.
Retention and Disposal Standards: Five years and then destroyed.
RDA Number: 98/027
Related Record Number: JCCBI CHJ 001, JCCBI HM 002, JCCBI TM 003 and JCCBI ES 004
TBS Registration: 00296
Bank Number: JCCBI PPU 140

Standard Personal Information Banks

Please see the Introduction to this publication for the descriptions of Standard Personal Information Banks.

Access to Information and Privacy Requests

Applications for Employment

Automated Document, Records, Information Management Systems

Business Continuity Planning (BCP)

Internal Communications

Members of Boards, Committees and Councils

Personal Service Contracts

Personnel Security Screening

Public Communications

Security Video Surveillance and Temporary Visitor Access Control Logs and Building Passes

Travel

Classes of Personal Information

Procurement Section
In the course of conducting the programs and activities of the Procurement Section, categories of personal information may be accumulated which are not contained in the specific personal information banks described in this entry. Such personal information includes surplus assets files containing information on the disposal of surplus materiel and equipment, including the declaration of surplus assets, the location of assets, the names and addresses of purchasers and pertinent sales documentation, stored as part of the general subject files where records are not normally retrieved by name of individual or other personal identifier. This form of personal information is normally retrievable only if specifics are provided concerning the surplus declaration number and a description of the surplus assets. The retention period for surplus assets files is five years after disposal.

General Administrative Documentation
This class includes correspondence received from external organizations and individuals in the format of requests for information, complaints, comments and suggestions related to a broad range issues pertaining to the Corporation. The personal information contained in this class normally includes the name and postal address of the enquirer, telephone number and/or e-mail address. This personal information is fragmented throughout the subject files and is normally retrievable only if precise details such as the name, subject and the date of correspondence are provided. The retention periods of these classes of personal information depend on the record disposal schedules of the general subject files in which they are stored.

Manuals

Corporation's By-Law
Manuel de gestion de projets
Plan des mesures d'urgence
Standardized Specifications for construction works

Additional Information

Please see the Introduction to this publication for information on access procedures under the provisions of the Access to Information Act and the Privacy Act.

Each requests made to The Jacques Cartier and Champlain Bridges Incorporated under the Access to Information Act, must be accompanied by an application fee of $5.00, cheque or money order made payable to The Jacques Cartier and Champlain Bridges Incorporated.

For additional information about the programs and activities of The Jacques Cartier and Champlain Bridges Incorporated, please contact:

The Jacques Cartier and Champlain Bridges Incorporated
1111 St Charles Street West, Suite 600
Longueuil, Quebec J4K 5G4

Telephone: 450-651-8771
Internet: www.jccbi.ca

Reading Room

In accordance with the Access to Information Act, an area on the premises of this institution has been designated as a public reading room. The address is:

The Jacques Cartier and Champlain Bridges Incorporated
1111 St Charles Street West, Suite 600
Longueuil, Quebec

Jacques Cartier and Champlain Bridges Incorporated, The

Info Source

Sources of FederalGovernment Information2008