Residential Infill Grading and Servicing (RGS) Application Process

Application Submission

1. Once a registered account is created, the RGS Application can be applied through ePlan by completing the online application. Refer to the RGS Quick Reference Guide and other ePlan Guides and Tutorials.
   
   
2. Provide the necessary application fee, where applicable.
   
   
3. An email from ProjectDox will be sent to the applicant requesting to “accept” the task to upload the required documents in support of the RGS Application.
   
   
4. Applicant to accept the task and upload the required documents to ProjectDox.
   

1. Upon receipt of submission, the RGS Application is circulated to the Engineering, Operations Roads, and Tree Preservation Departments. Review and Acceptance from all three divisions are required prior to issuance of the Final RGS Acceptance.

2. Review process:

   1. The applications are entered into a review queue and are reviewed in the order of submission date.

   2. Review time varies depending on the volume of applications received. Generally, the response time is a minimum of four weeks. Correspondence is through ProjectDox or by email only.

   3. If revisions to the drawing are required, an email is sent to the Applicant, identifying the deficiencies and the required revisions.  Comments from Engineering, Operations Roads, and Tree Preservation are sent by ProjectDox at the same time.

   4. Plan resubmissions are to be uploaded to ProjectDox following the Markham ePlan Submission Standards.

3.     Once Engineering, Operations Roads, and Tree Preservation find the plan acceptable:

1. If service connection works are required,

   1. A Quotation Letter indicating the estimated cost to carry out the service connection works, by a City Contractor, will be emailed to the Owner (and Applicant). Prior to issuance of Final RGS Acceptance, the Owner must bring a printed copy of the Quotation Letter and payment to 101 Town Center Boulevard - Drop Box, located outside the Thornhill Entrance. 
      
      
   2.  Payment is required in the form of a certified cheque, money order, or bank draft, including name of the Owner. Please place the letter and payment in an envelope marked, ‘Engineering Department’ and the RGS Application number. Please ensure cheques are payable to the City of Markham, and include ‘ENG,’ payee name and property address on the cheque.
      
      
   3. A RGS Lot Grading Undertaking Form (not required for Type V Applications) will be emailed to the Owner (and Applicant).
      
      
2. If service connection works are not required, the application proceeds to Step 5.
   
   
4. Upon receipt of payment for service connection works, or if not required, the Owner and/or Applicant will receive an email notification from ProjectDox that a copy of the stamped, accepted RGS Plan can be downloaded.
   
   
5. The Undertaking Deposit is due for payment prior to issuance of Building Permit.  Refer to the last page of the RGS Application Package for the Lot Grading Undertaking Deposit Guide for applicable deposit amounts.
   
   
6. Please print the Undertaking Form and attach the form, with the payment in an envelope, marked, ‘Engineering Department’ and the RGS application number. Drop this off at the Markham Civic Centre drop box, located outside the Thornhill Entrance. Payment is required in the form of a certified cheque, money order, or bank draft, including name of the Owner. The Final RGS Acceptance and payment of the Lot Grading Undertaking Deposit are required prior to issuance of Building Permit.  For more details regarding Building Permit Applications, please contact the Building Standards Department.
   
   
7. If revisions to the grading and/or servicing design are required after the Final RGS Acceptance is issued, a re-submission is required for review and re-acceptance.  A review fee is required upon submission of the revised plan.
   
   
8. Following three Engineering reviews, an Engineering fee (minimum 3 hours) will apply to each review, thereafter. 

1. Upon completion of all lot grading work, the homeowner is to submit a Lot Grading Undertaking Release Request Form to the Engineering Department via this email address: dsc@markham.ca
   
   
2. An As-Built Drawing and a Grading Certificate (with a Professional Engineer's signature and seal, or an Ontario Land Surveyor) must be submitted with the Request Form.
   
   
3. Upon receipt of the Request Form and the required documents, an Engineering Inspector will review the documents and schedule an on-site inspection. If required, the Inspector will contact the homeowner.
   
   
4. When the lot grading has been found satisfactory to City Standards per the accepted Lot Grading Plan, a cheque for the associated undertaking amount is sent to the payee by mail.

1. The City’s Service Connection Installation Contract is awarded through an Open Tender Process managed by the City’s Procurement Department.  All qualified contractors are eligible to bid.  The contract is awarded to the lowest bidder.
   
   
2. The Service Connection works to be carried out by the City Contractor include installation of new service connections within the City right-of-way (from the mainline in the road up to the front property line), decommissioning of existing service connections within the City right-of-way, and all related restoration works.
   
   
3. Prior to tendering, the homeowner will receive a Quotation Letter from the Engineering Department based on an estimated cost.  Payment must be made in order for the service connection works to be included on the tendering list.
   
   
4. Tendering takes place around March to August each year.  The final cost is adjusted upon completion of the tendering process, and the Engineering Department will advise the homeowner accordingly.
   
   
5. The Construction Season for service connection works takes place between May 1^st and October 31^st of each year. Any work that is not completed prior to the end of the Construction Season is to be completed in the following year.
   
   
6. After the service connection contract is awarded to the lowest bidding contractor, the installation of services are completed in 10-12 weeks.
   
   
7. The City is to contact the homeowner, or representative, prior to installation advising of the approximate installation date.
   
   
8. Preliminary works to prepare for construction begins immediately after the contract is awarded.  If the homeowner wishes to postpone the works, the homeowner must contact the Engineering Department in writing.  The cost of any preliminary works completed prior to the homeowner’s notification to postpone work is to be paid for by the homeowner.  Please note that a Demolition (or Building) Permit must be obtained prior to start of any service connection works.
   
   
9. Quotations for service connection works expire at the end of each construction season.  Adjustment in cost may apply if work is postponed past the said construction season.

 
1. Homeowners are responsible to engage their own private contractor for the installation of private service connections from the house to the streetline under the supervision of the Buildings Department Inspector. The homeowner’s contractor shall have the service connections installed from the house to the streetline, ready for hook up, prior to contacting the City for supervision and inspection.
   
   
2. When a new water meter is required, the homeowner shall contact Waterworks (Mr. Mario Rogue - 905-477-7000 Ext. 2053).