Civic Works Committee

Report

Meeting #:	12th Meeting of the Civic Works Committee
Date:	Monday, August 12, 2019 at 12:00 P.m. - 1:00 P.m.
Location:	Council Chambers

PRESENT:

• M. van Holst,
• S. Lewis,
• S. Lehman,
• E. Peloza,
• and Mayor E. Holder

ABSENT:

• Councillors P. Squire (Chair)

ALSO PRESENT:

• Councillors  J. Helmer, S. Hillier and P. Van Meerbergen; A. Drost, G. Dales, U. DeCandido, J. Fullick,  D. MacRae, S. Maguire, S. Mathers, C. McIntosh, D. Mounteer,  B. Nourse, K. Oudekerk, K. Paleczny, S. Rooth, K. Scherr,  P. Shack, S. Spring, J. Stanford and B. Westlake-Power

   

  The meeting was called to order at 12:02 PM by Acting Chair S. Lehman.

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1.

Disclosures of Pecuniary Interest

That it BE NOTED that no pecuniary interests were disclosed.

2.

Consent

• Moved by: E. Peloza
  Seconded by: E. Holder

  That items 2.1 to 2.4 and 2.6 to 2.10 BE APPROVED.

  
  

  Yeas: (5)	S. Lewis, E. Peloza, S. Lehman, E. Holder, and M. van Holst
  Absent: (1)	P. Squire

  
  Motion Passed (5 to 0)

2.1

7th Report of the Transportation Advisory Committee

• Moved by: E. Peloza
  Seconded by: E. Holder

  That the 7th Report of the Transportation Advisory Committee from its meeting held on July 23, 2019, BE RECEIVED.

  
  
  
  Motion Passed

2.2

Amendments to the Traffic and Parking By-law

• Moved by: E. Peloza
  Seconded by: E. Holder

  That, on the recommendation of the Managing Director, Environmental and Engineering Services and City Engineer, the proposed by-law, appended to the staff report dated August 12, 2019 as Appendix ‘A’, BE INTRODUCED at the Municipal Council meeting to be held on August 27th 2019, for the purpose of amending the Traffic and Parking By-law (PS-113). (2019-T08)

  
  
  
  Motion Passed

2.3

Amendments to the Traffic and Parking and Unauthorized Area By-Laws

• Moved by: E. Peloza
  Seconded by: E. Holder

  That, on the recommendation of Managing Director, Environmental and Engineering Services and City Engineer, the proposed by-laws appended to the staff report dated August 12, 2019, as Appendices ‘A’ and ‘B’, BE INTRODUCED at the Municipal Council meeting to be held on August 27, 2019, for the purposes of amending the Traffic and Parking By-law (PS-113) and the Unauthorized Area Parking By-law (S-3), respectively, with respect to the introduction of the Administrative Monetary Penalty System. (2019-T08)

  
  
  
  Motion Passed

2.4

Contract Award (RFP 19-02) - Recycling Collection (City-wide) and Garbage and Yard Waste Collection in a Portion of London

• Moved by: E. Peloza
  Seconded by: E. Holder

  That, on the recommendation of the Managing Director, Environmental and Engineering Services and City Engineer, the following actions be taken with respect to the Contract for recycling collection (City-Wide) and garbage and yard waste collection in a portion of London:

  a)            the proposal submitted by Miller Waste Systems Inc., 8050 Woodbine Avenue Markham, Ontario, L3R 2N8 for the provision of curbside, multi-residential and EnviroDepot Blue Box recycling collection services for the annual value of $7,009,156 (based on parameters provided in the Request for Proposals - RFP document), BE ACCEPTED, noting the following;

  i               the actual total annual fee for service is based on Unit Rates, multiplied by the actual units collected (households, multi-residential units, stops, carts, depots) per year;

  ii              the proposed Unit Rates will be adjusted annually for inflation by the Consumer Price Index as outlined in the RFP document, and,

  iii             the term of contract will be four (4) years, beginning August 31, 2020, with four (4), one (1) year options at the sole discretion of the City;

  b)            that Civic Administration BE DIRECTED to finalize a recycling program for the downtown core that addresses the unique challenges of storing and collecting recyclables in congested areas;

  c)            the proposal submitted by Miller Waste Systems Inc., for the provision of curbside recycling collection services in the downtown core for the annual value of $31,096 (based on parameters provided in the RFP document), BE ACCEPTED, noting the following:

  i               the actual total annual fee for service is based on Unit Rates, multiplied by the actual units collected per year,

  ii.             the proposed Unit Rates will be adjusted annually for inflation by the Consumer Price Index as outlined in the RFP document, and

  iii.            the term of contract will be four (4) years, beginning August 31, 2020, with four (4), one (1) year options at the sole discretion of the City;

  d)            the proposal submitted by Miller Waste Systems Inc. for the provision of curbside garbage and yard waste collection services in the south-west portion of the city, including Lambeth, Riverbend and Settlement Trail for the annual value of $385,728 (based on parameters provided in the RFP document), BE ACCEPTED, noting the following:

  i.              the actual total annual fee for service is based on Unit Rates, multiplied by the actual units collected (households) per year,

  ii.             the proposed Unit Rates will be adjusted annually for inflation by the Consumer Price Index as outlined in the RFP document, and

  iii.            the term of contract will be four (4) years, beginning August 31, 2020, with four (4), one (1) year options at the sole discretion of the City;

  e)            the additional unit rates, service fees and/or one-time costs for the items listed in the proposal submitted by Miller Waste Systems Inc., BE ACCEPTED as follows:

  i.              changes to collection program frequency,

   

  ii.             units rates to extend the Hefty® EnergyBag® project,

  iii.            delivery service for recycling carts and Blue Boxes,

  iv.           special event collections, and

  v.            early termination of contract by Council as a result of Provincial Government regulatory changes dealing with Resource Recovery and Circular Economy Act, 2016 and extended producer responsibility.

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

  g)            approval hereby given BE CONDITIONAL upon the Corporation entering into a formal contract or having a purchase order, or contract record relating to the subject matter of this approval. (2019-V01/E07)

  
  
  
  Motion Passed

2.6

Upper Thames River Conservation Authority and City of London Flood Protection Projects

• Moved by: E. Peloza
  Seconded by: E. Holder

  That, on the recommendation of the Managing Director Environmental and Engineering Services and City Engineer, the following action be taken with respect to City of London’s contribution to infrastructure:

  a)            the Upper Thames River Conservation Authority BE AUTHORIZED to carry out the following projects with the City share in the total amount of $1,989,120, including contingency, (excluding HST):

  i.            West London Dyke Phase 5/6 Reconstruction;

  ii.           West London Dyke Phase 5/6 Construction Administration; and

  iii.          Fanshawe Dam Phase 6 Paint and Concrete Repairs

  it being noted that the requirements of this provincial funding program are unique, in that only conservation authorities can apply, requiring 14.3.a) of the Procurement of Goods and Services Policy;

  b)            the financing for this work BE APPROVED as set out in the Sources of Financing Report appended to the staff report dated August 12, 2019 as Appendix ‘A’, and,

  c)            the Civic Administration BE AUTHORIZED to undertake all the administrative acts that are necessary to give effect to these recommendations. (2019-E21)

  
  
  
  Motion Passed

2.7

Contract Award - T19-36 - Greenway Organic Rankine Cycle Engine Installation

• Moved by: E. Peloza
  Seconded by: E. Holder

  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 installation of the Organic Rankine Cycle Engine system:

  a)            the bid submitted by JMR Electric Ltd. at its tendered price of $11,039,340.00, (excluding HST) in response to Tender 19-36, BE ACCEPTED; it being noted that the bid submitted by JMR Electric Ltd. was the lowest of four bids received and meets the City's specifications and requirements in all areas;

  b)            the financing for these projects BE APPROVED as set out in the Sources of Financing Report appended to the staff report dated August 12, 2019 as Appendix ‘A’;

  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 formal contracts relating to this tender; 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. (2019-E03)

  
  
  
  Motion Passed

2.8

Victoria Bridge Replacement - Geotechnical & Hydrogeological Engineering - Appointment of Consulting Engineer

• Moved by: E. Peloza
  Seconded by: E. Holder

  That, on the recommendation of the Managing Director, Environmental and Engineering Services and City Engineer the following actions be taken with respect to the appointment of a Consulting Engineer for the Victoria Bridge Replacement Project:

  a)            Golder Associates Ltd. BE APPOINTED as a Consulting Engineer for Geotechnical and Hydrogeological Services associated with the Victoria Bridge Replacement Project at an upset amount of $121,220.00 (excluding HST) in accordance with Section 15.2 (d) of the Procurement of Goods and Services Policy;

  b)            the financing for this assignment BE APPROVED as set out in the Sources of Financing Report appended to the staff report dated August 12, 2019 as Appendix ‘A’;

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

  d)            the approvals given herein BE CONDITIONAL upon the Corporation entering into a formal contract with the consultant for the work; and,

  e)            the Mayor and the City Clerk BE AUTHORIZED to execute any contract or other documents including agreements, if required, to give effect to these recommendations. (2019-T04)

  
  
  
  Motion Passed

2.9

Contract Price Increase - T18-16 Infrastructure Renewal Project - Contract 15, Main Street

• Moved by: E. Peloza
  Seconded by: E. Holder

  That, on the recommendation of the Managing Director, Environmental and Engineering Services and City Engineer, the following actions be taken with respect to the Main Street Reconstruction project:

  a)            the 2018 Main Street Reconstruction (Tender T18-16) contract value with L82 Construction Ltd. BE INCREASED by $400,000 to a total of $8,633,236.86 (excluding HST), in accordance with Section 20.3 (e) 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 appended to the staff report dated August 12, 2019 as Appendix ‘A’;

  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, if required, to give effect to these recommendations. (2019-T04)

  
  
  
  Motion Passed

2.10

Former PUC Parking Lot 12 - 199 Ridout Street North

• Moved by: E. Peloza
  Seconded by: E. Holder

  That, on the recommendation of the Managing Director, Development and Compliance Services and Chief Building Official, the following actions be taken with respect to a lighting design and construction project for the former Public Utilities Commission Parking Lot known as City Lot 12 located at 199 Ridout Street N.:

  a)            the financing for this project BE APPROVED as set out in the Sources of Financing Report as appended to the staff report dated August 12, 2019, as Appendix A;

  b)            the Civic Administration BE DIRECTED to commence project management activities to implement the project; and,

  c)            the Civic Administration BE AUTHORIZED to undertake all administrative acts necessary in connection with this project in accordance with the Procurement of Goods and Services Policy. (2019-T02)

  
  
  
  Motion Passed

2.5

Bike Share System for London - Update and Next Steps

• Moved by: S. Lewis
  Seconded by: E. Holder

  That, on the recommendation of the Managing Director, Environmental and Engineering Services and City Engineer, the following actions be taken with respect to the potential introduction of bike share to London:

  a)            the following report dated August 12, 2019, containing background details and preliminary analysis to develop a comprehensive business case for a bike share system in London BE RECEIVED for information;

  b)            that Civic Administration BE AUTHORIZED to implement a Request for Proposals (RFP) process to obtain pricing and a vendor that can implement a bike share system in London based on, but not limited to, the following key parameters (assuming 300 bikes are required):

  i)             all bikes, software and hardware to be provided by the vendor;

  ii)            all operating and maintenance costs to deliver the bike share system to be provided by the vendor;

  iii)           project duration for up to three years with two, one year options at the sole discretion of the City of London;

  iv)           operate in the service areas delineated by the City of London, as well as a minimum of one service locations to be identified for the east, west, north and south locations outside of the delineated area, through a licensing agreement and a process to expand into other areas of London;  

  v)            a one-time capital investment into bike sharing parking installations provided by the City of London (racks that are available to bike share users and other London cyclists);

  vi)           work with City staff to develop an equity program for low-income Londoners and an employer membership program;

  vii)          address the data and information security and risk management requirements to the satisfaction of the City; and

  viii)         allow an option whereby the vendor can propose an alternative program and costing arrangement; and

   c)            that Civic Administration BE DIRECTED to finalize the bike share business case and prepare a draft implementation plan for a bike share system in London, including identifying potential partners, an operations plan, a marketing plan and financing strategies, and submit to Civic Works Committee by January 2020; it being noted that a communication from C. Butler, dated August 8, 2019, with respect to the above matter was received.

  
  

  Yeas: (5)	S. Lewis, E. Peloza, S. Lehman, E. Holder, and M. van Holst
  Absent: (1)	P. Squire

  
  Motion Passed (5 to 0)

3.

Scheduled Items

3.1

LTC 2018 Annual Report

• Moved by: S. Lewis
  Seconded by: M. van Holst

  That the 2018 Annual Report of the London Transit Commission, BE RECEIVED; it being noted that the Civic Works Committee received the attached overview from K. Paleczny with respect to this matter. (2019-T08)

  
  

  Yeas: (5)	S. Lewis, E. Peloza, S. Lehman, E. Holder, and M. van Holst
  Absent: (1)	P. Squire

  
  Motion Passed (5 to 0)

4.

Items for Direction

None.

5.

Deferred Matters/Additional Business

5.1

Deferred Matters List

• Moved by: M. van Holst
  Seconded by: S. Lewis

  That the Deferred Matters List as at August 2, 2019, BE RECEIVED.

  
  

  Yeas: (5)	S. Lewis, E. Peloza, S. Lehman, E. Holder, and M. van Holst
  Absent: (1)	P. Squire

  
  Motion Passed (5 to 0)

6.

Confidential

• Moved by: E. Peloza
  Seconded by: S. Lewis

  That the Civic Works Committee convene in closed session at 12:04 PM, with respect to the following matter:

  6.1    A matter pertaining to advice that is subject to solicitor-client privilege, including communications necessary for that purpose, as it relates to the appropriate ownership of the Pine Valley Condominium sewer.

   

  
  

  Yeas: (5)	S. Lewis, E. Peloza, S. Lehman, E. Holder, and M. van Holst
  Absent: (1)	P. Squire

  
  Motion Passed (5 to 0)

  The Civic Works Committee convened in Closed Session from 12:04 PM to 12:32 PM.

  
  

7.

Adjournment

The meeting adjourned at 1:58 PM.