I.

CALL TO ORDER

1.

Disclosures of Pecuniary Interest

That it BE NOTED that Councillor V. Ridley declared a pecuniary interest in clause 20 of this Report, having to do with the Deferred Matters List, specifically as it relates to the Natural Resources Gas Franchise Agreement, by indicating that her spouse’s employment directly relates to gas distribution.

II.

CONSENT ITEMS

2.

5th Report of the Transportation Advisory Committee

That the 5th Report of the Transportation Advisory Committee, from its meeting held on October 6, 2015, BE RECEIVED.

Motion Passed

YEAS: J. Helmer, V. Ridley, H.L. Usher, M. van Holst (4)

3.

Amendments to the Traffic and Parking By-law with respect to Designating Bicycle Lanes

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 November 3, 2015, as Appendix 'A', BE INTRODUCED at the Municipal Council meeting to be held on November 10, 2015, for the purpose of amending the Traffic and Parking By-law (P.S. 111) with respect to the designation of bicycle lanes.  (2015-C01)

Motion Passed

YEAS: J. Helmer, V. Ridley, H.L. Usher, M. van Holst (4)

4.

Amendments to the Traffic and Parking By-law

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 November 3, 2015, as Appendix 'A', BE INTRODUCED at the Municipal Council meeting to be held on November 10, 2015, for the purpose of amending the Traffic and Parking By-law (P.S. 111).  (2015-C01)

Motion Passed

YEAS: J. Helmer, V. Ridley, H.L. Usher, M. van Holst (4)

5.

Appointment of Consulting Engineer for the Inspection, Contract Administration and Engineering Services for the Greenway Wastewater Treatment Plant - Preheater, Reheater, Incinerator Dome Replacement and Incinerator Annex Building HVAC Replacement

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 inspection, contract administration and engineering services for the replacement of the Greenway Incinerator-Preheater, Reheater, Dome and the Incinerator building HVAC system:

a)          the proposal submitted by AECOM Canada Ltd. at its price of $319,979.00, excluding H.S.T., including a 10% contingency, for the above work, BE APPROVED; it being noted that the AECOM proposal is in accordance with the Fee Guideline for Professional Engineering Services as recommended by the Ontario Society of Professional Engineers and this award is a Single Source Contract under section 15.2 (g) of the City’s Procurement of Goods and Services Policy;

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

c)          the financing for this work BE APPROVED as set out in the Sources of Financing Report appended to the staff report dated November 3, 2015, as Appendix 'A';

d)          the approvals given herein BE CONDITIONAL upon the Corporation entering into a formal contract or issuing a purchase order for this work; 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.  (2015-A05)

Motion Passed

YEAS: J. Helmer, V. Ridley, H.L. Usher, M. van Holst (4)

6.

Single Source for Pump Replacement at the Wonderland Pumping Station

That, on the recommendation of the Managing Director, Environmental and Engineering Services and City Engineer, the following actions be taken with respect to the purchase of replacement pumps for the Wonderland Pumping Station (PS):

a)         the quotation submitted by Xylem Inc. at its price of $152,748.14, including freight, excluding H.S.T., for two replacement pumps for use at the Wonderland Pumping Station BE ACCEPTED; it being noted that this is a single source purchase in accordance with Section 14.4 (d) of the City of London’s Procurement of Goods and Services Policy;

b)         the financing for the project BE APPROVED in accordance with the Sources of Financing Report appended to the staff report dated November 3, 2015, 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 approvals 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.  (2015-F17)

Motion Passed

YEAS: J. Helmer, V. Ridley, H.L. Usher, M. van Holst (4)

7.

Appointment of Consultant Master Plan Municipal Class EA for the Pottersburg Vauxhall Interconnect

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 Master Plan and Municipal Class Environmental Assessment (Class EA) for the proposed Pottersburg-Vauxhall Interconnection:

a)         AECOM BE APPOINTED Consulting Engineers in the amount of $149,974.00, including 10% contingency, excluding H.S.T., based upon the Fee Guideline for Professional Engineering Services, recommended by the Ontario Society of Professional Engineers; and in accordance with Section 15.2 (d) of the City of London’s Procurement of Goods and Services Policy;

b)         the financing for the project BE APPROVED in accordance with the Sources of Financing Report appended to the staff report dated November 3, 2015, 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 approvals 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. (2015-A05)

Motion Passed

YEAS: J. Helmer, V. Ridley, H.L. Usher, M. van Holst (4)

8.

Appointment of Consulting Engineer for Design and Construction of Stormwater Management Facilities

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 Consulting Engineers for the 2015 Stormwater Management Facility (SWMF) Design and Construction program in accordance with the 2016 Growth Management Implementation Strategy (GMIS):

a)         AECOM Canada Ltd. BE APPOINTED Consulting Engineers to complete the Detailed Design, Inspection, Monitoring and General Construction Administration of the Tributary C SWMFs (ES3020-RVBTC) in the amount of $930,052.00, plus an additional $206,005.00 for contingency, provisional items and allowances, excluding H.S.T.;

b)         Matrix Solutions Inc. BE APPOINTED Consulting Engineers to provide project support for the finalization of Tributary C SWMFs (ES3020-RVBTC), in the amount of $8,680.00, plus an additional $82,722.00 for contingency, provisional items and allowances, excluding H.S.T.;

c)         Ecosystem Recovery Inc. BE APPOINTED Consulting Engineers to complete the Functional Design, Detailed Design, Inspection and General Construction Administration of the Dingman Creek Tributary B4 SWMF (ESSWM-DCB4), in the amount of $297,548.00, plus an additional $29,755.00 for contingency, provisional items and allowances, excluding H.S.T.;

d)         IBI Group  BE APPOINTED Consulting Engineers to complete a retrofit design of the existing Applegate SWMF (ES6089 & ES2428-14), in the amount of $31,205.00, plus an additional $6,241.00 for contingency, excluding H.S.T.;

it being noted that the consulting fees for the projects identified in a) to d), above, are in accordance with the estimates on file, which are based upon the Fee Guideline for Professional Engineering Services, 2015, recommended by the Ontario Society of Professional Engineers; and in accordance with Section 15.2 (e) of the Procurement of Goods and Services Policy;

e)         CH2M Hill Company BE APPOINTED Consulting Engineers to complete the coordination of detailed floodplain mapping for the Mud Creek East Branch SWM Improvements (ES2681), in the total amount of $96,540.00, excluding H.S.T., in accordance with the estimate on file, which is based upon the Fee Guideline for Professional Engineering Services, 2015, recommended by the Ontario Society of Professional Engineers, and in accordance with Section 15.2 (g) of the Procurement of Goods and Services Policy;

f)         AECOM Canada Ltd. BE APPOINTED Consulting Engineers to complete the General Construction Administration of the Wickerson S-B SWMFs (ESSWM-SB), in the total amount of $141,860.00, plus an additional $14,186.00 for contingency, provisional items and allowances, excluding H.S.T., in accordance with the estimate on file, which is based upon the Fee Guideline for Professional Engineering Services, 2015, recommended by the Ontario Society of Professional Engineers,  and in accordance with Section 15.2 (g) of the Procurement of Goods and Services Policy;

g)         the financing for these works BE APPROVED in accordance with the Sources of Financing Report appended to the staff report dated November 3, 2015, as Appendix ‘A’;

h)         the Civic Administration BE AUTHORIZED to undertake all the administrative acts that are necessary in connection with these works;

i)          the approvals given herein BE CONDITIONAL upon the Corporation entering into formal contracts with these consultants for the works; and,

j)          the Mayor and the City Clerk BE AUTHORIZED to execute any contracts or other documents, if required, to give effect to these recommendations. (2015-A05)

Motion Passed

YEAS: J. Helmer, V. Ridley, H.L. Usher, M. van Holst (4)

9.

Replacement of Street Sweepers - Single Source Procurement #15-45

That, on the recommendation of the Managing Director, Environmental and Engineering Services and City Engineer, the following actions be taken with respect to the replacement of street sweepers - single source procurement #15-45:

a)         the amount negotiated with Cubex Ltd. for the purchase of four (4) Ravo 5 iSeries Vacuum Street Sweepers at the total price of $1,040,096.00, excluding H.S.T., BE ACCEPTED; it being noted that funding for this purchase was approved in the 2015 fleet capital budget;

b)         approval hereby BE GIVEN to exercise the single source provisions of the Procurement of Goods and Services Policy section 14.4 (e) for the procurement;

c)         the approved funding for this purchase BE RELEASED as set out in the Sources of Financing Report appended to the staff report dated November 3, 2015, as Appendix 'A'  conditional upon satisfactory terms and conditions being negotiated;

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

e)         the 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. (2015-F17)

Motion Passed

YEAS: J. Helmer, V. Ridley, H.L. Usher, M. van Holst (4)

10.

Kiwanis Park Pathway Connection Across Canadian National Railway Detailed Design Appointment of Consulting Engineer

That, on the recommendation of the Managing Director, Environmental and Engineering Services and City Engineer, the following actions be taken with respect to the Kiwanis Park Pathway Connection Across the Canadian National Railway:

a)         AECOM Canada Ltd. BE APPOINTED Consulting Engineers to complete the detailed design, tender and contract documents of the said project in the amount of $264,696.00, excluding H.S.T., 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 appended to the staff report dated November 3, 2015, 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 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, if required, to give effect to these recommendations.   (2015-A05)

Motion Passed

YEAS: J. Helmer, V. Ridley, H.L. Usher, M. van Holst (4)

11.

Commissioners Road West Realignment Environmental Assessment Appointment of Consulting Engineer

That, on the recommendation of the Managing Director, Environmental and Engineering Services and City Engineer, the following actions be taken with respect to the Commissioners Road West Realignment project:

a)         CIMA Canada Inc. BE APPOINTED Consulting Engineers to complete the environmental assessment for the said project in the amount of $289,745.00, excluding H.S.T., in accordance with Section 15.2 (d) 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 November 3, 2015, 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 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, if required, to give effect to these recommendations.  (2015-A05)

Motion Passed

YEAS: J. Helmer, V. Ridley, H.L. Usher, M. van Holst (4)

12.

Establishment of W12A Landfill Public Liaison Committee - Point of Source Water Treatment Program

That the Point of Source Water Treatment Program BE REFERRED back to the Civic Administration to report back on the legal and other implications of a two-tier subsidy system.  (2015-E07)

Voting Record:

Motion Passed

YEAS: J. Helmer, V. Ridley, M. van Holst (3)

NAYS: H.L. Usher (1)

Motion to approve that the Point of Source Water Treatment Program BE REFERRED back to the Civic Administration to consult with the W12A Landfill Public Liaison Committee, in order to consider whether or not a two-tier approach to subsidy is the best approach and to report back to the Civic Works Committee with respect to the outcome of that consultation.

Motion Failed

YEAS: J. Helmer, V. Ridley (2)

NAYS: H.L. Usher, M. van Holst (2)

13.

Parking Strategy for Downtown London: Appointment of Consulting Engineer

That, on the recommendation of the Managing Director, Environmental and Engineering Services and City Engineer, the following actions be taken with respect to the Parking Strategy project for Downtown London:

a)         BA Consulting Group Ltd. BE APPOINTED Consulting Engineers for the said project, in the amount of $127,160.00, excluding H.S.T., in accordance with Section 15.2 (d) of the Procurement of Goods and Services Policy;

b)         the financing for this project BE APPROVED in accordance with the Sources of Financing Report appended to the staff report dated as November 3, 2015, 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 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, if required, to give effect to these recommendations.  (2015-A05)

Motion Passed

YEAS: J. Helmer, V. Ridley, H.L. Usher, M. van Holst (4)

14.

RFP-15-42 Yard Material Waste Composting - Irregular Bid

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 the work outlined in Request for Proposals (RFP) 15-42 - Yard Material Composting:

a)         the proposal submitted by TRY Recycling Inc., for the provision of service with respect to Yard (Waste) Material Composting BE ACCEPTED at their quoted 2015 processing unit rate of $48.97 per tonne, H.S. T. extra; it being noted that:

i)              this is being reported as an irregular bid as per the Procurement of Goods and Services Policy Section 19.4 (c) as only one (1) bid was received for this Request for Proposal;

ii)         the proposed annual rate will be adjusted annually for inflation by the Consumer Price Index;

iii)        the term of contract will be eight (8) years, with two (2), one (1) year options at the sole discretion of the City; and,

iv)        the proposed annual fee for service is based on the unit rate multiplied by the actual tonnes of leaf and yard materials processed;

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

c)         the approval hereby given BE CONDITIONAL upon the Corporation entering into a formal agreement or having a purchase order, or contract record relating to the subject matter of this approval;

d)         the Mayor and the City Clerk BE AUTHORIZED to execute any contract or other document, if required, to give effect to the above recommendations; and,

e)         the Civic Administration BE AUTHORIZED to negotiate an extended term for the use of the northend EnviroDepot currently located at TRY Recycling and report back to the Civic Works Committee before the end of 2016 when the current contractual arrangement ends.  (2015-F18)

Motion Passed

YEAS: J. Helmer, V. Ridley, H.L. Usher, M. van Holst (4)

15.

Winter Maintenance Program Enhancements

That, on the recommendation of the Managing Director, Environmental and Engineering Services and City Engineer and the Managing Director, Parks and Recreation, the following actions be taken with respect to the proposed Winter Maintenance Program Enhancements:

a)            the Winter Maintenance Program Enhancements BE CONSIDERED for implementation as part of the 2016 Multi Year Budgeting process; and,

b)            the Civic Administration BE REQUESTED to report back on the outcome of discussions at the next School Board Liaison Committee meetings with respect to the clearing of pathways to school properties in order to ensure safe passage to schools during the winter months;

it being noted that the Civic Works Committee received the attached presentation from E. Soldo, Director, Roads and Transportation, with respect to this matter.  (2015-T06)

Motion Passed

YEAS: J. Helmer, V. Ridley, H.L. Usher, M. van Holst (4)

16.

2015 External Audit of London's Drinking Water Quality Management System and 2015 Management Review

That, on the recommendation of the Director, Water and Wastewater, the staff report dated November 3, 2015 with respect to the 2015 external audit of London’s Drinking Water Quality Management System, and the subsequent 2015 Management Review meeting, BE RECEIVED for information. (2015-E05)

Motion Passed

YEAS: J. Helmer, V. Ridley, H.L. Usher, M. van Holst (4)

17.

Endorsement of Revised Operational Plan for London's Drinking Water System

That, on the recommendation of the Director, Water and Wastewater, the following actions be taken with respect to the Revised Operational Plan for London's Drinking Water System:

a)         the staff report dated November 3, 2015 BE RECEIVED for information; and,

b)         the current Operational Plan for the City of London Water System BE ENDORSED by Council as per the requirements of O. Reg. 188/07.  (2015-E05)

Motion Passed

YEAS: J. Helmer, V. Ridley, H.L. Usher, M. van Holst (4)

18.

Renewal of the Lead Service Extension Replacement Loan Program

That, on the recommendation of the Managing Director, Environmental and Engineering Services and City Engineer, the proposed by-law to amend the “By-law to provide for a Lead Service Extension Replacement Loan Program Pilot Project for owner-occupied dwellings of three or less dwelling units”, appended to the staff report dated November 3, 2015, as Appendix 'A', BE INTRODUCED at the Municipal Council meeting on November 10, 2015.  (2015-E08)

Motion Passed

YEAS: J. Helmer, V. Ridley, H.L. Usher, M. van Holst (4)

19.

Free Parking in December

That, on the recommendation of the Managing Director, Development and Compliance Services and the Managing Director, Environmental and Engineering Services and City Engineer;

a)         the removal of free parking in Downtown and Richmond Row in December BE APPROVED; it being noted that the return of paid parking is supported by Downtown London;

b)         the parking meter revenues noted in a) above, BE INCLUDED in the Parking Services operating budget; it being noted that the additional revenue will help mitigate loss of other revenues; and,

c)         the Downtown London Proposal for funding of their new initiative BE REFERRED to the 2016 budget deliberations.  (2015-T02)

Voting Record:

Motion to approve parts a) and c).

Motion Passed

YEAS: J. Helmer, V. Ridley, H.L. Usher, M. van Holst (4)

Motion to approve part b)

Motion Passed

YEAS: V. Ridley, H.L. Usher, M. van Holst (3)

NAYS: J. Helmer (1)

III.

SCHEDULED ITEMS

None.

IV.

ITEMS FOR DIRECTION

None.

V.

DEFERRED MATTERS/ADDITIONAL BUSINESS

20.

Deferred Matters List

That the following actions be taken with respect to the Civic Works Committee (CWC) Deferred Matters List, as at October 14, 2015:

a)         items 21 and 45 a) BE REMOVED as they are complete; and,

b)         the Deferred Matters List, as amended above, BE RECEIVED.

Voting Record:

Motion to approve part a).

Motion Passed

YEAS: J. Helmer, H.L. Usher, M. van Holst (3)

RECUSED: V. Ridley (1)

Motion to approve part b).

Motion Passed

YEAS: J. Helmer, V. Ridley, H.L. Usher, M. van Holst (4)

VI.

ADJOURNMENT

The meeting adjourned at 7:35 PM.