Civic Works Committee

Report

Meeting #:	13th Meeting of the Civic Works Committee
Date:	Tuesday, September 24, 2019 at 4:00 P.m. - 5:00 P.m.
Location:	Council Chambers

PRESENT:

• Councillors P. Squire (Chair),
• S. Lewis,
• S. Lehman,
• and E. Peloza

ABSENT:

• M. van Holst
• and Mayor E. Holder

ALSO PRESENT:

• Councillors J. Helmer, S. Turner; J. Bunn, M. Bushby, S. Chambers, M. Fontaine, D. MacRae, S. Maguire, S. Mathers, K. Oudekerk, M. Ridley, K. Scherr, S. Spring, J. Stanford, D. Turner, B. Westlake-Power

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1.

Disclosures of Pecuniary Interest

That it BE NOTED that no pecuniary interests were disclosed.

2.

Consent

• Moved by: S. Lewis
  Seconded by: S. Lehman

  That consideration of Item 2.4 BE DEFERRED to later in the meeting, following In Closed Session.

  
  

  Yeas: (4)	S. Lewis, E. Peloza, S. Lehman, and P. Squire
  Absent: (2)	E. Holder, and M. van Holst

  
  Motion Passed (4 to 0)
• Moved by: E. Peloza
  Seconded by: S. Lehman

  That Items 2.1 to 2.3, 2.5 and 2.7 to 2.13, BE APPROVED.

  
  

  Yeas: (4)	S. Lewis, E. Peloza, S. Lehman, and P. Squire
  Absent: (2)	E. Holder, and M. van Holst

  
  Motion Passed (4 to 0)

2.1

8th Report of the Transportation Advisory Committee

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

  That the 8th Report of the Transportation Advisory Committee, from its meeting held on August 27, 2019, BE RECEIVED.

   

  
  
  
  Motion Passed

2.2

Amendments to the Traffic and Parking By-law

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

  That, on the recommendation of the Managing Director, Environmental and Engineering Services and City Engineer, the proposed by-law, as appended to the staff report dated September 24, 2019, BE INTRODUCED at the Municipal Council meeting to be held on October 1, 2019, for the purpose of amending the Traffic and Parking By-law (PS-113). (2019-T08)

  
  
  
  Motion Passed

2.3

Update on the Environmental Assessment for the Proposed Expansion of the W12A Landfill

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

  That, on the recommendation of the Director, Environment, Fleet and Solid Waste, the staff report dated September 24, 2019, with respect to an update on the Environmental Assessment for the Proposed Expansion of the W12A Landfill, BE RECEIVED. (2019-E07A)

   

  
  
  
  Motion Passed

2.5

Wastewater Treatment Operations Environmental Assessment – Master Plan Study Initiation 

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

  That, on the recommendation of the Managing Director, Environmental and Engineering Services and City Engineer, the staff report, dated September 24, 2019, with respect to the initiation of the Wastewater Treatment Operations Environmental Assessment Master Plan Study, BE RECEIVED. (2019-E03)

  
  
  
  Motion Passed

2.7

Award of Contract (RFP 19-29) – Sixteen (16) Tandem Axle Trucks with Dump Boxes and Plow Equipment

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

  2.7          That, on the recommendation of the Managing Director, Environmental and Engineering Services & City Engineer, the following actions be taken with respect to the award of contract (RFP 19-29):

  a)            the submission from Team Truck Centers Inc., 795 Wilton Grove Road London, Ont. N6N 1N7,  BE ACCEPTED for the supply and delivery of sixteen (16) tandem axle dump trucks and plow equipment at a total purchase price of $3,753,430 ($234,589.38 per unit), excluding HST;

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

  c)            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; and,

  d)            the funding for this purchase BE APPROVED as set out in the Source of Financing Report appended to the staff report dated September 24, 2019. (2019-L04)

  
  
  
  Motion Passed

2.8

Appointment of Consulting Engineer – Upgrading of Powell Drain (Northbrook Valley) and Upland North Outlet Culverts (RFP 19-46) 

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

  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 Upgrading of Powell Drain (Northbrook Valley) and Upland North Outlet Culverts (RFP 1946):

  a)            Ecosystem Recovery Inc. BE APPOINTED Consulting Engineers to complete detailed design and construction administration for remediation works to Powell Drain and the Upland North Outlet Culverts in accordance with the estimate, on file, at an upset amount of $244,677.54, including 10% contingency (excluding HST), 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 September 24, 2019;

  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. (2019-E03)

  
  
  
  Motion Passed

2.9

Construction Partnership with the Ministry of Transportation – Old Victoria Road Resurfacing 

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

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

  a)            the City of London financial contribution of $78,650.00 (excluding HST), representing the estimated cost for repaving a portion of Old Victoria Road north and south of the bridge over Hwy 401, as part of an Ontario Ministry of Transportation project, BE APPROVED; it being noted that it is included in an approved City budget and the method of procurement is in accordance with the Procurement of Goods and Services Policy 14.4 (g) and (i), covering purchases with another public body;

  b)            the financing for this project BE APPROVED as set out in the Sources of Financing Report appended to the staff report dated September 24, 2019; and,

  c)            the Civic Administration BE AUTHORIZED to undertake all the administrative acts that are necessary in connection with this approval. (2019-T05)

  
  
  
  Motion Passed

2.10

Dundas Street Cycle Track Design – Appointment of Consulting Engineer 

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

  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 Cycle Track Design of Dundas Street from Wellington Street to Adelaide Street, and William Street from Dundas Street to Queens Avenue:

  a)            WSP Canada Group Limited BE APPOINTED Consulting Engineers to carry out consulting services in the amount of $532,742.41 (excluding HST), in accordance with Section 15.2(d) of the City of London’s Procurement of Goods and Services Policy;

  b)            the financing for this appointment BE APPROVED in accordance with the Sources of Financing Report appended to the staff report dated September 24, 2019;

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

  d)            the approvals given herein BE CONDITIONAL upon the Corporation entering into a formal contract with the consultant for the 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. (2019-T05)

  
  
  
  Motion Passed

2.11

Agreement Extension with Trojan Technologies for the Use of the Decommissioned Westminster Wastewater Plant

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

  That, on the recommendation of the Managing Director, Environmental and Engineering Services and City Engineer, the proposed by-law, as appended to the staff report dated September 24, 2019, BE INTRODUCED at the Municipal Council meeting to be held on October 1, 2019, to:

  a)            authorize and approve the Agreement between The Corporation of the City of London and Trojan Technologies Group ULC; and,

  b)            authorize the Mayor and the City Clerk to execute the above-noted Agreement. (2019-E03)

  
  
  
  Motion Passed

2.12

All Terrain, Turf and Golf Utility Vehicles – Contract Award Based on Irregular Tender Result

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

  That, on the recommendation of the Managing Director, Environmental and Engineering Services and City Engineer, the following actions be taken with respect to a contract award based on irregular tender results for All Terrain, Turf and Golf utility vehicles:

  a)            the Civic Administration BE AUTHORIZED to engage in a single source contract negotiation as per the Procurement of Goods and Services Policy Section 19.4 c) with Hyde Park Equipment, 2034 Mallard Rd, London, Ont. N6J 1G4, for the supply and delivery of three (3) All-Terrain Utility Vehicles (Kubota model RTV-X1100C) at a total purchase price of $87,561.39 ($29,187 per unit) excluding HST;

  b)            the Civic Administration BE AUTHORIZED to engage in a single source contract as per the Procurement of Goods and Services Policy Section 19.4 c) with Podolinski Equipment Ltd. 6057 Petrolia Line, Petrolia Ont. NON 1RO, the supply and delivery of two (2) Turf Utility Vehicles (John Deere Progator model 2030A) at a total purchase price of $73,190 ($36,595 per unit) excluding HST; and the supply and delivery of five (5) Golf Utility Vehicles (John Deere Turf Gator) at a total purchase price of $57,995 ($11,599 per unit) excluding HST;

  c)            the Civic Administration BE AUTHORIZED to utilize this tender result and single source approval to engage these vendors directly for future replacements of vehicles in these classifications for a contract period of two (2) years with two (2) additional option years, subject to performance and pricing;

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

  e)            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; and,

  f)             the funding for this purchase BE APPROVED as set out in the Source of Financing Report appended to the staff report dated September 24, 2019. (2019-R05D)

  
  
  
  Motion Passed

2.13

Removal and Replacement of Underground Fuel and Oil Tanks

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

  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 and Chief Financial Officer, the following actions be taken with respect to replacing the fuel and oil storage tanks at A.J. Tyler Operations Centre and Adelaide Operations Centre:

  a)            the action taken by the Managing Director, Environmental and Engineering Services and City Engineer in accordance with Procurement of Goods and Services Policy, Section 4.3 d. “Triggering Event” BE RECOGNIZED; it being noted that the actions taken required immediate attention in order be in compliance with the Liquids Fuel Handling Code (2017) Technical Standards & Safety Authority (TSSA) and is in the best financial, legal and environmental interests of The Corporation of the City of London;

  b)            the City of London’s current fuel system maintenance and service vendor, Phoenix Petroleum Ltd., complete the required work in order that the storage tanks are in compliance with the 2017 Liquids Fuel Handling Code at an estimated price of $970,252 which includes a 10% contingency (excluding HST), BE APPROVED in accordance with section 14.4 (d) and (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 appended to the staff report dated September 24, 2019;

  d)            the Civic Administration BE AUTHORIZED to undertake any ancillary items outside of the scope identified in the project arising from unforeseen elements that may arise including: dewatering/shoring, damaged or poor condition equipment not identified, fuel sludge removal, contaminated materials; and,

  e)            the Civic Administration BE AUTHORIZED to undertake any final negotiations and all administrative acts that are necessary in connection with this matter and the Agreements referenced herein. (2019-E17)

  
  
  
  Motion Passed

2.4

Landfill Gas (LFG) Utilization – Next Steps in the Development of a Renewable Natural Gas (RNG) Facility

• Moved by: S. Lewis
  Seconded by: S. Lehman

  That, on the recommendation of the Managing Director, Environmental and Engineering Services and City Engineer, and on the advice of the Director, Environment, Fleet and Solid Waste, the following actions be taken with respect to potentially supplying FortisBC Energy Inc. with Renewable Natural Gas (RNG) created from landfill gas from the W12A Landfill:

  a)            the Civic Administration BE AUTHORIZED to release a Request for Proposals to develop a RNG facility to convert landfill gas from the W12A Landfill to RNG; and,

  b)            the Civic Administration BE AUTHORIZED to undertake all administrative acts that are necessary in connection with this project. (2019-E07)

  
  

  Yeas: (4)

  P. Squire, S. Lewis, S. Lehman, and E. Peloza

  
  Motion Passed (4 to 0)

2.6

Automated Speed Enforcement Contract Award 

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

  That, on the recommendation of the Managing Director, Environmental and Engineering Services and City Engineer, the following actions be taken with respect to the Automated Speed Enforcement Program:

  a)            Redflex Traffic Systems (Canada) Limited, BE AWARDED the contract for the provision of Automated Speed Enforcement Services for a five (5) year period, starting when the contract is executed, in accordance with the terms and conditions of the Request for Approvals executed by the City of Toronto on behalf of the City of London and other participating Automated Speed Enforcement municipalities in accordance with Section 14.4 (g) of the Procurement of Goods and Services Policy, noting that there is an option to extend the contact at the discretion of the City of London for an additional five (5) years;

  b)            the Civic Administration BE AUTHORIZED to enter into an agreement with the City of Toronto to undertake centralized municipal processing of Automated Speed Enforcement offence notices;

  c)            the Civic Administration BE AUTHORIZED to enter into an agreement with the Ontario Ministry of Transportation related to the operation of the Automated Speed Enforcement Program;

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

  e)            approvals given herein BE CONDITIONAL upon the Corporation entering into a formal contract with Redflex Traffic Systems (Canada) for the work;

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

  g)            the Civic Administration BE DIRECTED to bring forward the necessary Traffic and Parking By-law amendments to designate Automated Speed Enforcement areas as Community Safety Zones;

  h)            the Civic Administration BE DIRECTED to place the net revenue from the Automated Speed Enforcement Program in the automated enforcement reserve fund; noting that any revenue shortfalls will be funded from this reserve fund, if necessary; and,

  i)             the above-noted Program BE IMPLEMENTED with warning notices being sent for the first thirty (30) days of the program. (2019-T08)

  
  

  Yeas: (4)	S. Lewis, E. Peloza, S. Lehman, and P. Squire
  Absent: (2)	E. Holder, and M. van Holst

  
  Motion Passed (4 to 0)

3.

Scheduled Items

3.1

8th Report of the Cycling Advisory Committee

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

  That the 8th Report of the Cycling Advisory Committee, from its meeting held on August 21, 2019, BE RECEIVED; it being noted that a verbal delegation from C. Linton, Chair and R. Henderson, Vice-Chair, of the Cycling Advisory Committee and the attached presentation from R. Henderson, was received with respect to this matter.

   

  
  

  Yeas: (4)	S. Lewis, E. Peloza, S. Lehman, and P. Squire
  Absent: (2)	E. Holder, and M. van Holst

  
  Motion Passed (4 to 0)

3.2

Area Speed Limit Program

• Moved by: S. Lewis
  Seconded by: S. Lehman

  That the staff report dated September 24, 2019, with respect to an Area Speed Limit Program, BE REFERRED back to the Civic Administration in order to consult with the London Transit Commission and report back at a future meeting of the Civic Works Committee regarding the effect a change to speed limits would have on transit service;

  it being noted that the attached presentation from S. Maguire, Division Manager, Roadway Lighting and Traffic Control, with respect to this matter, was received;

  it being pointed out that at the public participation meeting associated with this matter the individuals indicated on the attached public participation meeting record made oral submissions regarding this matter. (2019-T07)

   

  
  

  Yeas: (3)	S. Lewis, S. Lehman, and P. Squire
  Nays: (1)	E. Peloza
  Absent: (2)	E. Holder, and M. van Holst

  
  Motion Passed (3 to 1)

  Voting Record:

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

  Motion to open the public participation meeting.

  
  

  Yeas: (4)	S. Lewis, E. Peloza, S. Lehman, and P. Squire
  Absent: (2)	E. Holder, and M. van Holst

  
  Motion Passed (4 to 0)
• Moved by: S. Lewis
  Seconded by: S. Lehman

  Motion to close the public participation meeting.

  
  

  Yeas: (4)	S. Lewis, E. Peloza, S. Lehman, and P. Squire
  Absent: (2)	E. Holder, and M. van Holst

  
  Motion Passed (4 to 0)

4.

Items for Direction

4.1

Parking Changes – Councillor S. Lewis

• Moved by: S. Lewis
  Seconded by: S. Lehman

  That the Civic Administration BE DIRECTED to bring forward a report to a future meeting of the Civic Works Committee with details on potential impacts and recommendations on implementing the following changes to parking restrictions:

  a)            the overnight parking ban program be amended to be in force from November 1st until April 30th annually;

  b)            the issuing of overnight parking permits during the ban period be expanded to allow residents to purchase additional passes beyond the current 15 free uses for a fee; and,

  c)            the current 12hr limit on occupying a specific on street non metered parking location be amended to 18hrs;

  it being noted that a communication, dated September 12, 2019, from Councillor S. Lewis, was received with respect to this matter. (2019-T02)

   

  
  

  Yeas: (4)	S. Lewis, E. Peloza, S. Lehman, and P. Squire
  Absent: (2)	E. Holder, and M. van Holst

  
  Motion Passed (4 to 0)

  Voting Record:

  
  
• Moved by: S. Lewis
  Seconded by: S. Lehman

  Motion to approve that the Civic Administration report back with respect to the potential to repeal the by-law prohibiting homeowners from parking a vehicle in their driveway parallel to the road way.

  
  

  Yeas: (2)	S. Lewis, and P. Squire
  Nays: (2)	E. Peloza, and S. Lehman
  Absent: (2)	E. Holder, and M. van Holst

  
  Motion Failed (2 to 2)

5.

Deferred Matters/Additional Business

5.1

Deferred Matters List

• Moved by: S. Lewis
  Seconded by: S. Lehman

  That the Deferred Matters List as at September 16, 2019, BE RECEIVED.

  
  

  Yeas: (4)	S. Lewis, E. Peloza, S. Lehman, and P. Squire
  Absent: (2)	E. Holder, and M. van Holst

  
  Motion Passed (4 to 0)

6.

Confidential

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

  That the Civic Works Committee convene, In Closed Session, for the purpose of considering the following:

  6.1. Labour Relations / Employee Negotiations

  A matter pertaining to labour relations or employee negotiations, including communications for that purpose.

  6.2. Position, Plan, Procedure, Criteria or Instruction for Negotiation Purposes

  A matter pertaining to a position, plan, procedure, criteria or instruction to be applied to negotiations carried on by the municipality, including communications for that purpose.

   

  
  

  Yeas: (4)	S. Lewis, E. Peloza, S. Lehman, and P. Squire
  Absent: (2)	E. Holder, and M. van Holst

  
  Motion Passed (4 to 0)

  The Civic Works Committee convened, In Closed Session, from 6:13 PM to 6:34 PM.

  
  

7.

Adjournment

The meeting adjourned at 6:41 PM.