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12TH REPORT OF THE

 

Civic Works Committee

 

meeting held on July 21, 2014, commencing at 4:04 PM, in the Council Chambers, Second Floor, London City Hall. 

 

PRESENT:  Councillor H.L. Usher (Chair), Councillors W.R. Monteith, S. Orser and P. Van Meerbergen and J. Martin (Secretary). 

 

ABSENT:  Councillor N. Branscombe.

 

ALSO PRESENT:  J. Braam, A. Dunbar, M. Feldberg, K. Graham, J. Lucas, M. Ribera, L. Rowe, J. Skimming, J. Stanford and R. Welker.

 

 

I.

CALL TO ORDER

 

1.

Disclosures of Pecuniary Interest

 

Recommendation:  That it BE NOTED that no pecuniary interests were disclosed.

 

II.

CONSENT ITEMS

 

2.

1st Report of the Cycling Advisory Committee

 

 

Recommendation:  That the 1st Report of the Cycling Advisory Committee, from its meeting held on June 18, 2014, BE RECEIVED.

 

Motion Passed

 

YEAS: S. Orser, H.L. Usher, W.R. Monteith (3)

 

 

3.

6th Report of the Transportation Advisory Committee

 

 

Recommendation:  That the 6th Report of the Transportation Advisory Committee, from its meeting held on June 10, 2014, BE RECEIVED.

 

Motion Passed

 

YEAS: S. Orser, H.L. Usher, W.R. Monteith (3)

 

 

4.

Ash Hauling from Greenway Pollution Plant Irregular Result  (Tender 14-75)

 

 

Recommendation:  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 ash hauling from the Greenway Pollution Plant:

 

a)         the bid submitted by Classic Excavating Inc., at their tendered price of $80.00 per hour per Tandem Tri-axle Truck with Operator, $135.00 per hour for Loader with Operator and $55.00 per hour for Labourer, excluding H.S.T., BE ACCEPTED; it being noted that the bid submitted by Classic Excavating Inc. was an irregular result (only one bid received) but came in below the estimated expenditure and meets the City's specifications and requirements in all areas;

 

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

 

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.  (2014-L04)

 

 

Motion Passed

 

YEAS: S. Orser, H.L. Usher, W.R. Monteith (3)

 

5.

2014 Ridout Street Brick Sewer Rehabilitation RFP No. 14-23 - Irregular Result

 

Recommendation:  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 construction of the Ridout Street Brick Sewer Rehabilitation:

 

a)         the proposal submitted by Liqui-Force Services, at its price of $1,609,137.50, excluding H.S.T., for the construction of the Ridout Street Brick Sewer Rehabilitation BE ACCEPTED; it being noted that Liqui-Force Services was the only contractor to respond to a Request for Proposal and their submission meets the City's specifications and requirements in all areas;

 

b)         the financing for this project BE APPROVED as set out in the Source of Financing Report appended to the staff report dated July 21, 2014;

 

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

 

d)         the approvals 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.  (2014-L04)

 

Motion Passed

 

YEAS: S. Orser, H.L. Usher, W.R. Monteith (3)

 

6.

Long-Term Large Diameter Pipe Inspection Strategy and Single Source Procurement EW3717-13, EW3717-14

 

Recommendation:  That, on the recommendation of the Managing Director, Environmental and Engineering Services and City Engineer, on the advice of the Director of Water and Wastewater, the following actions be taken with respect to a Long-Term Pipeline Inspection Strategy and the award of single source contracts for the inspection and condition assessment of pipelines:

 

a)         the Long-Term Pipeline Inspection Strategy BE APPROVED as outlined in the Executive Summary dated June 26, 2014 and titled City of London, Trunk Water Main Management Plan;

 

b)         the contract value for Pure Technologies Ltd., BE APPROVED in accordance with section 14.4(e) of The Corporation of the City of London’s Procurement of Goods and Services Policy, in the amount of $1,076,660.00, excluding H.S.T., and including a $50,000.00 contingency, to inspect and provide a condition assessment for the Arva-Huron pipeline in 2014;

 

c)         the contract value for Pure Technologies Ltd., BE APPROVED, in accordance with section 14.4(e) of The Corporation of the City of London’s Procurement of Goods and Services Policy, in the amount of $904,900.00, excluding H.S.T., and including a $50,000.00 contingency, to inspect and provide a condition assessment for the Elgin pipeline in 2015;

 

d)         the financing for these projects BE APPROVED from the current budget as set out in the Sources of Financing Report appended to the staff report dated July 21, 2014; and,

 

 

 

e)         the Civic Administration BE AUTHORIZED to undertake all the administrative acts that are necessary in connection with these projects. (2014-F17)

 

Motion Passed

 

YEAS: S. Orser, P. Van Meerbergen, H.L. Usher, W.R. Monteith (4)

 

7.

Commissioners Road West Reconstruction: Contract 10 - 2014 Infrastructure Lifecycle Renewal Program (Tender No. T14-07)

 

Recommendation:  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 the Commissioners Road West Reconstruction: Contract 10:

 

a)         the Commissioners Road West Reconstruction contract with C.H. Excavating (2013) BE INCREASED by $350,000.00 to $2,765,185.24, excluding H.S.T.; and,

 

b)         the financing for this project BE APPROVED as set out in the Sources of Financing Report appended to the staff report dated July 21, 2014.  (2014-F18)

 

Motion Passed

 

YEAS: S. Orser, H.L. Usher, W.R. Monteith (3)

 

8.

Commissioners Road West Widening-Wonderland Road South to Viscount Road-Consulting Engineer Assignment Increase

 

Recommendation:  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 Widening project from Wonderland Road South to Viscount Road:

 

a)         the value of the design assignment with Delcan Corporation, BE INCREASED by $159,714.00 to a new upset limit of $519,106.00, excluding H.S.T., 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 July 21, 2014; and,

 

c)         the Civic Administration BE AUTHORIZED to undertake all the administrative acts that are necessary in connection with this work.  (2014-A05)

 

Motion Passed

 

YEAS: S. Orser, H.L. Usher, W.R. Monteith (3)

 

9.

Geotechnical and Hydrogeotechnical Investigations for Old Victoria Hospital Lands Secondary Plan Study Area

 

Recommendation:  That, on the recommendation of the Managing Director Environmental and Engineering Services and City Engineer, the following actions be taken with respect to the geotechnical and hydrogeotechnical background studies to assist the City’s Realty Services Division and Planning Services to establish land development requirements and land purchasing considerations associated with the SoHo Land within included Old Victoria Hospital Lands Secondary Plan:

 

a)         the consulting fees for Terraprobe BE INCREASED by $12,800.00 to a new total consulting fees upset limit of $67,938.00, excluding H.S.T., in accordance with Section 15.2 (g) of the Procurement of Goods and Services Policy for the monitoring well decommissioning works as part of the geotechnical and hydrogeotechnical background studies associated with the Old Victoria Hospital Lands Secondary Plan;

 

b)         the financing for this work BE APPROVED as set out in the Sources of Financing Report appended to the staff report dated July 21, 2014; and,

 

c)         the Civic Administration BE AUTHORIZED to undertake all the administrative acts that are necessary in connection with this work.  (2014-E20)

 

Motion Passed

 

YEAS: S. Orser, H.L. Usher, W.R. Monteith (3)

 

10.

Large Diameter Watermain Inspection: Renewal of Monitoring Contract EW3538

 

Recommendation:  That, on the recommendation of the Managing Director, Environmental and Engineering Services and City Engineer, on the advice of the Director of Water and Wastewater, the following actions be taken with respect to the ongoing condition assessment of the pipeline connecting the Arva Pumping Station to the Springbank Reservoir; it being noted that this is a sole source purchase under section 14.3 of the City’s Procurement of Goods and Services Policy:

 

a)         the quote submitted by Pure Technologies Ltd., for a 3-year monitoring contract for the ongoing assessment of the pipeline connecting the Arva Pumping Station to the  Springbank Reservoir, at their proposed price of $149,865.89, excluding H.S.T., per year, BE APPROVED with an option to extend the contract based on an agreed upon price in accordance with section 20.2 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 July 21, 2014; and,

 

c)         the Civic Administration BE AUTHORIZED to undertake all the administrative acts that are necessary in connection with this project.   (2014-L04A)

 

Motion Passed

 

YEAS: S. Orser, P. Van Meerbergen, H.L. Usher, W.R. Monteith (4)

 

11.

Custom Steel Fabrication-Joseph Adamou Steel Works Contract-Single Source Procurement

 

Recommendation:  That, on the recommendation of the Managing Director, Environmental and Engineering Services and City Engineer, the following actions be taken with respect to customized steel fabrication services:

 

a)         the Single Source contract with Joseph Adamou Steel Works (Steel Works) BE APPROVED for the supply of customized steel fabrication services, at an estimated annual expenditure of $135,000.00, excluding H.S.T., for a one year period; it being noted that this will be a single source contract in accordance with Section 14.4 (e) of the Procurement of Goods and Services Policy;

 

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

 

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.  (2014-F17)

 

Motion Passed

 

YEAS: S. Orser, H.L. Usher, W.R. Monteith (3)

 

12.

PCP - Hauling of Biosolids - Irregular Bid  (Tender T14-55)

 

Recommendation:  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 hauling of biosolids:

 

a)         the tender submitted by Strela Trucking Ltd. at their contract price of $32,400.00 per week, excluding H.S.T., with a contract term of two (2) years and one (1) option year, BE ACCEPTED; it being noted that Strela Trucking Ltd. was the only bid received and meets the City’s terms, conditions and specifications;

 

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

 

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.  (2014-L04)

 

Motion Passed

 

YEAS: S. Orser, H.L. Usher, W.R. Monteith (3)

 

13.

Rapid Transit Corridors Environmental Assessment Study-Appointment of Consulting Engineer

 

Recommendation:  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 consultant for the Rapid Transit Corridors Environmental Assessment (EA):

 

a)         IBI Group BE APPOINTED Consulting Engineers to complete the Rapid Transit Corridors EA, in the amount of $1,930,655.00, excluding H.S.T., in accordance with Section 15.2 (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 July 21, 2014;

 

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. (2014-T03)

 

Motion Passed

 

YEAS: S. Orser, H.L. Usher, W.R. Monteith (3)

 

14.

Appointment of Consulting Engineer for the Functional and Detailed Design of the Old Victoria No. 1 Stormwater Management Facility

 

Recommendation:  That, on the recommendation of the Director, Roads and Transportation, the following actions be taken with respect to appointment of a consultant for functional and detailed design engineering services for the Old Victoria No. 1 Stormwater Management Facility:

 

a)         AECOM Canada Ltd. BE APPOINTED to carry out the functional and detailed design of the Old Victoria No. 1 Stormwater Management Facility (ESSWM-OV1) in the total amount of $233,506.00, including the City’s contingency, excluding H.S.T.; in accordance with Section 15.2(d) of the 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 July 21, 2014;

 

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

 

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.  (2014-A05)

 

Motion Passed

 

YEAS: S. Orser, H.L. Usher, W.R. Monteith (3)

 

15.

Blue Box Recycling Collection and Processing Contracts

 

Recommendation:  That, on the recommendation of the Managing Director, Environmental and Engineering Services and City Engineer, on the advice of the Director, Environment, Fleet and Solid Waste, the following actions be taken with respect to the provision of Blue Box Collection and Processing Services by Miller Waste Systems Inc.:

 

a)         the renewal of the contracts with Miller Waste Systems Inc. for the collection of recyclables in the City of London and the collection of garbage and yard materials in the south portion of the City, including Lambeth, Riverbend and Settlement Trail, for one year as provided in the existing contracts BE APPROVED;

 

b)         the proposal submitted by Miller Waste Systems Inc. for a further eleven (11) month extension of the Blue Box and garbage and yard materials collection contracts and an additional four (4) six (6) month renewals at the City’s sole discretion BE ACCEPTED; it being noted this is a single/sole source procurement in accordance with Procurement of Goods and Services Policy, Section 14.4 (Single Source), sub-section (d) and (e); it being further noted that the Miller Waste Systems Inc. proposal includes service improvements and cost reductions that take effect immediately and aligning the Blue Box collection and recycling processing contracts is expected to provide opportunities for additional future savings by the City; 

 

c)         the proposed by-law appended to the staff report dated July 21, 2014 as Appendix “A” BE INTRODUCED at the Municipal Council meeting on July 29, 2014 to approve the Amending Agreements (Schedule “A” to the By-law) between The Corporation of the City of London and Miller Waste Systems Inc. to implement the changes to the collection and processing agreements in the Miller Waste Systems Inc. proposal which are noted herein;

 

d)         the hiring of a permanent part time (17.5 hours per week) staff person in Solid Waste Management to assist with overseeing the operation of the Manning Drive Material Recovery Facility BE APPROVED; it being noted that savings from the new agreements with Miller Waste Systems Inc. will cover the cost of the person and allow for further reductions in the budget;

 

e)         subject to (c) above, the Mayor and the City Clerk BE AUTHORIZED to execute the agreements with Miller Waste Systems Inc.; and,

 

f)         Civic Administration BE AUTHORIZED to undertake all administrative acts that are necessary in connection with this Report and the Agreements referenced herein.  (2014-E07)

 

Motion Passed

 

YEAS: S. Orser, P. Van Meerbergen, H.L. Usher, W.R. Monteith (4)

 

III.

SCHEDULED ITEMS

 

None.

 

IV.

ITEMS FOR DIRECTION

 

16.

Community Energy Action Program

 

Recommendation:  That, on the recommendation of the Director, Environment, Fleet & Solid Waste the following actions be taken with respect to the Community Energy Action Program:

 

a)         the final Community Energy Action Plan BE APPROVED for use as a guidance document for activities over the next five years as part of a new Community Energy Action Program; it being noted that the final plan is supported by the companion documents provided to Municipal Council in December 2013:

 

i)              Understanding the Data;

ii)             Learning from People; and,

iii)            Reporting on Progress;

 

b)         the 2014/15 Community Energy Actions BE APPROVED as part of a new Community Energy Action Program;

 

c)         Civic Administration BE DIRECTED to prepare an implementation plan for the various activities for Fall 2014;

 

d)         the 2013 Community Energy & Greenhouse Gas Inventory report BE RECEIVED for information; and,

 

e)         the proposed by-law appended to the staff report dated July 21, 2014 as Appendix D, BE INTRODUCED at the Municipal Council meeting of July 29, 2014 to amend the Grant Agreement for GMF 10311 from the Federation of Canadian Municipalities Green Municipal Fund to change the plan completion date and second grant contribution date;

 

it being noted that the Civic Works Committee received the attached presentation from J. Stanford, Director, Environment, Fleet and Solid Waste with respect to this matter.  (2014-E17)

 

Motion Passed

 

YEAS: S. Orser, P. Van Meerbergen, H.L. Usher, W.R. Monteith (4)

 

17.

Updates: Corporate Energy Management Program and Conservation and Demand Management (CDM) Plan

 

Recommendation:  That, on the recommendation of the Director, Environment, Fleet and Solid Waste the following actions be taken with respect to the Corporate Energy Management Program and Conservation and Demand Management (CDM) Plan:

 

a)       the updates to the Corporate Energy Management Program BE RECEIVED and posted on the City’s Corporate Energy Management website;

 

b)       the Corporate Energy Conservation and Demand Management (CDM) Plan BE APPROVED and posted on the City’s Corporate Energy Management website as per the requirements of the Ontario Ministry of Energy under the Green Energy Act, 2009; and,

 

c)       the remainder of this report BE RECEIVED for information;

 

it being noted that the Civic Works Committee received the attached presentation from J. Stanford, Director, Environment, Fleet and Solid Waste with respect to this matter.  (2014-E17)

 

Motion Passed

 

YEAS: S. Orser, P. Van Meerbergen, H.L. Usher, W.R. Monteith (4)

 

18.

Interim Waste Diversion Plan 2014-2015

 

Recommendation:  That, on the recommendation of the Director, Environment, Fleet & Solid Waste the following actions be taken with respect to the Interim Waste Diversion Plan 2014-2015:

 

a)         the Interim Waste Diversion Plan 2014-2015 BE RECEIVED;

 

b)         the establishment of a northend EnviroDepot at the Adelaide Works Yard be delayed for a minimum of two years to allow for the completion of the City Works Yard Operational and Capital Needs Assessment BE APPROVED;

 

c)         the increase in space of the Try Recycling North EnviroDepot to accommodate more yard materials and fall leaves for September 1, 2014 (Phase 1) and the expansion to accept household garbage (for a fee), Blue Box recyclables, electronics, tires, batteries, compact fluorescent light bulbs, empty oil & antifreeze containers and propane tanks on or before April 1, 2015 (Phase 2) BE APPROVED; it being noted that the operating costs have already been budgeted for;

 

d)         an increase of $60,000 per year in the contract with Try Recycling Inc. dated September 28, 2009 BE APPROVED to cover the increased operating costs of the Try Recycling North EnviroDepot until December 30, 2016; in accordance with Procurement of Goods and Services Policy, Section 20.3 (Contract Amendments), sub-section (e) (ii); 

 

e)         the provision of two Blue Boxes (instead of one) at no cost to newly constructed homes beginning August 1, 2014 BE APPROVED; it being noted that the additional cost of $5,000.00 per year for  the second Blue Box can be accommodated within the existing operating budget by reallocating funds from broader community outreach to focused initiatives;

 

f)         the selling of recycling carts to multi-residential buildings at cost as of January 1, 2015 BE APPROVED;

 

g)         the addition of mixed polycoat (e.g., hot/cold beverage cups, ice cream tubs) and blister packaging to the Blue Box program beginning October 1, 2014 BE APPROVED subject to approval of the extension of the Blue Box collection contract with Miller Waste Systems Inc.; it being noted that these items are being added to the recycling program at no additional cost;

 

h)         the Civic Administration BE DIRECTED to prepare and submit to Civic Works Committee in the Fall 2014:

 

i)          a report examining the advantages and disadvantages of reduced container limits for garbage;

ii)         a business plan for a community composting pilot project;

iii)        a business plan for a food waste reduction pilot project, and,

iv)        a report examining the implementation of incentives programs that encourage recycling including the Gold Box program; and,

 

i)          the hiring of students (total of 26 weeks per year) in Solid Waste Management at a cost of $14,300.00 per year to assist with implementation of the Interim Waste Diversion Plan 2014-2015 BE APPROVED; it being noted that the cost of the students can be accommodated within the existing operating budget by reallocating funds from broader community outreach to focused initiatives; 

 

it being noted that the Civic Works Committee received the attached presentation from J. Stanford, Director, Environment, Fleet and Solid Waste with respect to this matter.  (2014-E07)

 

Voting Record:

 

Motion to Approve clauses a) to i) of the Interim Waste Diversion Plan 2014 – 2015.

 

Motion Passed

 

YEAS: S. Orser, P. Van Meerbergen, H.L. Usher, W.R. Monteith (4).

 

Motion to Amend the recommendation with respect to the Interim Waste Diversion Plan 2014 – 2015 to include the following new clause j):

 

j)          Civic Administration BE REQUESTED to report back on the use of clear bags and bag tags.

Motion Failed

 

YEAS: S. Orser, W.R. Monteith (2)

 

NAYS: P. Van Meerbergen, H.L. Usher (2)

 

V.

DEFERRED MATTERS/ADDITIONAL BUSINESS

 

None.

 

VI.

ADJOURNMENT

 

The meeting adjourned at 5:48 PM.

 

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