Civic Works Committee

Report

The 5th Meeting of the Civic Works Committee

Wednesday, April 15, 2020 at 12:00 P.m. - 1:00 P.m.

Council Chambers

PRESENT:

• Councillors S. Lehman (Chair),
• S. Lewis,
• M. Cassidy,
• P. Van Meerbergen,
• E. Peloza,
• and Mayor E. Holder

ALSO PRESENT:

• M. Schulthess, J. Taylor, D. Turner, and B. Westlake-Power
  
  Remote attendance:  Councillors J. Helmer, S. Hillier, A. Hopkins, A. Kayabaga, and S. Turner; D. MacRae, S. Mathers, D. Mounteer, K. Murray, J. Raycroft, K. Scherr, J. Stanford, and P. Yeoman
  
  The meeting was called to order at 12:02 PM; it being noted that the following Members were in remote attendance: Councillors M. Cassidy, S. Lewis, E. Peloza, P. Van Meerbergen, and Mayor E. Holder

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1.

Disclosures of Pecuniary Interest

That it BE NOTED that no pecuniary interests were disclosed.

2.

Consent

• Moved by: M. Cassidy
  Seconded by: P. Van Meerbergen

  That items 2.1 to 2.3 and 2.5 to 2.8 BE APPROVED.

  
  

  Yeas: (6)

  S. Lewis, E. Peloza, P. Van Meerbergen, S. Lehman, E. Holder, and M. Cassidy

  
  Motion Passed (6 to 0)

2.1

Contract Price Increase: Tender T17-52 Infrastructure Renewal Program - Frances Street, Margaret Street and Ethel Street Reconstruction

• Moved by: M. Cassidy
  Seconded by: P. Van Meerbergen

  That, on the recommendation of the Managing Director, Environmental and Engineering Services and City Engineer, the following actions be taken with respect to the Frances Street, Margaret Street and Ethel Street Reconstruction project (Tender T17-52) contracts:

  a)         the contract with 2376378 Ontario Corp (CH Excavating (2013)) BE INCREASED by $320,000.00 to $3,799,489.16 (excluding HST) in accordance with Section 20.3 (e) of the Procurement of Goods and Services Policy;

  b)         the contract with Archibald, Gray and McKay Engineering Limited (AGM), BE INCREASED by $130,000.00 to $410,245.00 (excluding HST) in accordance with Section 20.3 (e) of the Procurement of Goods and Services Policy;

  c)         the financing for this project BE APPROVED as set out in the Sources of Financing Report, as appended to the staff report dated April 15, 2020;

  d)         the Civic Administration BE AUTHORIZED to undertake all the administrative acts that are necessary in connection with this project; and,

  e)         the Mayor and the City Clerk BE AUTHORIZED to execute any contract or other documents, if required, to give effect to these recommendations.

  
  
  
  Motion Passed

2.2

Water Service Area Financial Plan Update

• Moved by: M. Cassidy
  Seconded by: P. Van Meerbergen

  That, on the recommendation of the Managing Director, Environmental and Engineering Services and City Engineer and the Managing Director, Corporate Services and City Treasurer, Chief Financial Officer, the updated Water Service Area Financial Plan for the City of London BE APPROVED as per the requirements of O. Reg 453/07 of the Safe Drinking Water Act; it being noted that this financial plan is consistent with Council approved financial policies and information provided through the 2020-2023 Water Multi-Year Budget process.

  
  
  
  Motion Passed

2.3

Appointment of Consulting Engineer for Construction Administration Services: 2020 Infrastructure Renewal Program - Spruce Street and Haig Street

• Moved by: M. Cassidy
  Seconded by: P. Van Meerbergen

  That, on the recommendation of the Managing Director, Environmental and Engineering Services and City Engineer, the following actions be taken with respect to the assignment of consulting services for the resident inspection and construction administration of the Infrastructure Renewal Program, Spruce Street and Haig Street project:

  a)         Stantec Consulting Limited BE AUTHORIZED to carry out the above-noted project in accordance with the estimates on file, at an upset amount of $299,537.70 (excluding HST), in accordance with Section 15.2 (g) of the City of London’s Procurement of Goods and Services Policy;

  b)         the financing for this project BE APPROVED as set out in the Sources of Financing Report, as appended to the staff report dated April 15, 2020;

  c)         the Civic Administration BE AUTHORIZED to undertake all the administrative acts that are necessary in connection with this project;

  d)         the approval given, herein, BE CONDITIONAL upon the Corporation entering into a formal contract; and,

  e)         the Mayor and the City Clerk BE AUTHORIZED to execute any contract or other documents, if required, to give effect to these recommendations.

  
  
  
  Motion Passed

2.5

Contract Award: RFT 20-03 2020 Infrastructure Renewal Program Contract 5 - Chippendale Crescent Reconstruction

• Moved by: M. Cassidy
  Seconded by: P. Van Meerbergen

  That, on the recommendation of the Managing Director, Environmental and Engineering Services and City Engineer, the following actions be taken with respect to the award of contract for the 2020 Infrastructure Renewal Program Contract 5 - Chippendale Crescent Reconstruction project:

  a)         the bid submitted for the above-noted project by CH Excavating (2013) at its tendered price of $3,094,136.91 (excluding HST) BE ACCEPTED; it being noted that the bid submitted by CH Excavating (2013) was the lowest of five bids received and meets the City's specifications and requirements in all areas;

  b)         GM BluePlan Engineering Limited BE AUTHORIZED to carry out the resident inspection and contract administration for the above-noted project in accordance with the estimate on file, at an upset amount of $282,447.00 (excluding HST), in accordance with Section 15.2 (g) of the City of London’s Procurement of Goods and Services Policy, noting that this firm completed the engineering design for this project;

  c)         the financing for this project BE APPROVED as set out in the Sources of Financing Report, as appended to the staff report dated April 15, 2020;

  d)         the Civic Administration BE AUTHORIZED to undertake all the administrative acts that are necessary in connection with this project;

  e)         the approval given, herein, BE CONDITIONAL upon the Corporation entering into a formal contract, or issuing a purchase order for the material to be supplied and the work to be done, relating to this project (RFT 20-03); and,

  f)          the Mayor and the City Clerk BE AUTHORIZED to execute any contract or other documents, if required, to give effect to these recommendations.

  
  
  
  Motion Passed

2.6

Contract Award: Tender T20-06 - Wonderland Road Sanitary Sewer Extension

• Moved by: M. Cassidy
  Seconded by: P. Van Meerbergen

  That, on the recommendation of the Managing Director, Environmental and Engineering Services and City Engineer, the following actions be taken with respect to the award of contracts for the Wonderland Road Sanitary Sewer Extension Project:

  a)         the bid submitted for the above-noted project by J-AAR Excavating Limited (J-AAR) at its tendered price of $7,169,225.18 (excluding HST) BE ACCEPTED; it being noted that the bid submitted by J-AAR Excavating Limited was the lowest of four bids received and meets the City's specifications and requirements in all areas;

  b)         AECOM Canada Ltd. (AECOM), BE AUTHORIZED to carry out the resident inspection and contract administration for the above-noted project in accordance with the estimate on file, at an upset amount of $468,737.50 (excluding HST), in accordance with Section 15.2 (g) of the City of London’s Procurement of Goods and Services Policy;

  c)         the financing for this project BE APPROVED as set out in the Sources of Financing Report, as appended to the staff report dated April 15, 2020;

  d)         the Civic Administration BE AUTHORIZED to undertake all the administrative acts that are necessary in connection with this project;

  e)         the approval given, herein, BE CONDITIONAL upon the Corporation entering into a formal contract, or issuing a purchase order for the material to be supplied and the work to be done, relating to this project (Tender 20-06); and,

  f)         the Mayor and the City Clerk BE AUTHORIZED to execute any contract or other documents, if required, to give effect to these recommendations.

  
  
  
  Motion Passed

2.7

Exeter Road and Wellington Road Intersection Improvements - Appointment of Consultant

• Moved by: M. Cassidy
  Seconded by: P. Van Meerbergen

  That, on the recommendation of the Managing Director, Environmental and Engineering Services and City Engineer, the following actions be taken with respect to the Exeter Road and Wellington Road intersection improvements project:

  a)         AECOM Canada Ltd. BE AUTHORIZED to carry out the construction inspection and contract administration for this project in the amount of $205,961.00 (excluding HST), in accordance with Section 15.2 (g) of the Procurement of Goods and Services Policy;

  b)         the financing for this project BE APPROVED as set out in the Sources of Financing Report, as appended to the staff report dated April 15, 2020;

  c)         the Civic Administration BE AUTHORIZED to undertake all the administrative acts that are necessary in connection with this project; and,

  d)         the Mayor and the City Clerk BE AUTHORIZED to execute any contract or other documents, as required, to give effect to these recommendations.

  
  
  
  Motion Passed

2.8

Operation of the City's Materials Recovery Facility: Next Steps in the Transition to Industry Responsibility for Recycling Services

• Moved by: M. Cassidy
  Seconded by: P. Van Meerbergen

  That, on the recommendation of the Managing Director, Environmental and Engineering Services and City Engineer, and with the support of the Managing Director, Corporate Services and City Treasurer, Chief Financial Officer, the following actions be taken with respect to the provision of Material Recovery Facility (MRF) Operations services:

  a)         the Civic Administration BE DIRECTED to negotiate a single source agreement for the procurement of MRF Operations services, as per Section 14.4 (d) and (e) of the Procurement of Goods and Services Policy, with Miller Waste Systems Inc. for a term of two years and four months (28 months), with two, one-year extension options at the sole discretion of the City; it being noted that the final contract will be subject to approval by Municipal Council and the Civic Administration will report back on the outcome of the negotiations; and,

  b)         the Mayor BE REQUESTED to advise the Ontario Ministry of the Environment, Conservation and Parks (MECP) and the Association of Municipalities of Ontario (AMO) that The Corporation of the City of London would like to transition the processing and marketing of recyclables to full producer responsibility on January 1, 2023 and would be interested in examining the opportunities of working with producers (industry) on the future role of London’s Regional MRF; it being noted that a comprehensive response and rationale as requested by AMO will be provided by June 30, 2020.

  
  
  
  Motion Passed

2.4

Contract Award: RFT20-31 2020 Infrastructure Renewal Program Contract 7 - Devonshire Phase 2

• That the following actions be taken with respect to the award of contracts for the 2020 Infrastructure Renewal Program Contract 7 - Devonshire Phase 2:

  a)       the Civic Administration BE DIRECTED to continue to work with the property owner at 200 Devonshire Avenue to find a solution to accommodate resident parking to the greatest extent possible while mitigating the cost impact to the property owner; and,

  b)       consideration of the contract award for the Devonshire Avenue infrastructure renewal project (RFT 20-31) BE REFERRED to the next meeting of Municipal Council, to be held April 21, 2020, in order to allow time for the Civic Administration to reassess the contract details and any potential changes, in keeping with the direction to maintain resident parking at 200 Devonshire Avenue.

  
  Motion Passed

  Voting Record:

  
  
• Moved by: S. Lewis
  Seconded by: P. Van Meerbergen

  That part a) above BE APPROVED.

  
  

  Yeas: (6)

  S. Lewis, E. Peloza, P. Van Meerbergen, S. Lehman, E. Holder, and M. Cassidy

  
  Motion Passed (6 to 0)
• Moved by: S. Lewis
  Seconded by: S. Lehman

  That part b) above BE APPROVED.

  
  

  Yeas: (6)

  S. Lewis, E. Peloza, P. Van Meerbergen, S. Lehman, E. Holder, and M. Cassidy

  
  Motion Passed (6 to 0)

3.

Scheduled Items

None.

4.

Items for Direction

4.1

(ADDED) Sidewalk Extension on Forward Avenue 

• Moved by: M. Cassidy
  Seconded by: S. Lewis

  That the communication and petition from J. Seaman, dated March 24, 2020, with respect to the planned sidewalk installation on Forward Avenue, BE RECEIVED.

  
  

  Yeas: (6)

  S. Lewis, E. Peloza, P. Van Meerbergen, S. Lehman, E. Holder, and M. Cassidy

  
  Motion Passed (6 to 0)

5.

Deferred Matters/Additional Business

5.1

Deferred Matters List

• Moved by: M. Cassidy
  Seconded by: S. Lewis

  That the Deferred Matters List, as at April 6, 2020, BE RECEIVED.

  
  

  Yeas: (6)

  S. Lewis, E. Peloza, P. Van Meerbergen, S. Lehman, E. Holder, and M. Cassidy

  
  Motion Passed (6 to 0)

5.2

Street Sweeping

That it BE NOTED that the Civic Works Committee received an update from the Civic Administration with respect to the street sweeping schedule during the COVID-19 emergency.

6.

Adjournment

The meeting adjourned at 1:47 PM.