Civic Works Committee

Report

The 9th Meeting of the Civic Works Committee

Tuesday, July 14, 2020 at 12:00 P.m. - 1:00 P.m.

Virtual Meeting - during the COVID-19 Emergency

City Hall is open to the public, with reduced capacity and physical distancing requirements.

Meetings can be viewed via live-streaming on YouTube and the City website.

PRESENT:

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

ALSO PRESENT:

• S. Spring, D. Turner, and B. Westlake-Power
  
  Remote attendance: Councillors J. Helmer and S. Hillier; M. Butlin, M. Feldberg, D. MacRae, S. Mathers, A. Salton, K. Scherr, J. Stanford, and J. Raycroft
  
  The meeting was called to order at 12:04 PM; it being noted that the following Members were in remote attendance: Councillors M. Cassidy, 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: E. Peloza
  Seconded by: M. Cassidy

  That items 2.1 to 2.3, and 2.5 BE APPROVED.

  
  

  Yeas: (5)	S. Lewis, E. Peloza, P. Van Meerbergen, S. Lehman, and M. Cassidy
  Absent: (1)	E. Holder

  
  Motion Passed (5 to 0)

2.1

Upper Thames River Conservation Authority and City of London Flood Protection Projects: West London Dyke Phase 7 

• Moved by: E. Peloza
  Seconded by: M. Cassidy

  That, on the recommendation of the Managing Director, Environmental and Engineering Services and City Engineer, the following actions be taken with respect to the 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 $2,070,704, including contingency (excluding HST); 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:

  i)       West London Dyke Phase 7 Reconstruction; and,

  ii)       West London Dyke Phase 7 UTRCA Project Management Fees;

  b)       the financing for this work BE APPROVED as set out in the Sources of Financing Report, as appended to the staff report dated July 14, 2020; and,

  c)       the Civic Administration BE AUTHORIZED to undertake all the administrative acts that are necessary to give effect to these recommendations. (2020-E21)

  
  
  
  Motion Passed

2.2

Appointment of Consulting Engineers - Infrastructure Renewal Program

• Moved by: E. Peloza
  Seconded by: M. Cassidy

  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 Infrastructure Renewal Program:

  a)       the following consulting engineers BE APPOINTED to carry out consulting services for the identified 2021 Infrastructure Renewal Program funded projects, at the upset amounts identified below, in accordance with the estimates on file, and in accordance with Section 15.2(e) of the City of London’s Procurement of Goods and Services Policy:

  i)       Stantec Consulting Limited BE APPOINTED consulting engineers to complete the pre-design, detailed design and construction administration of the 2021 Infrastructure Renewal Program Assignment A, Mornington Pond Expansion, in the total amount of $633,183.39, including contingency (excluding HST);

  ii)       AECOM Canada Limited BE APPOINTED consulting engineers to complete the pre-design and detailed design of 2021 Infrastructure Renewal Program Assignment B, Burlington Street Reconstruction, Burlington Crescent to Scenic Drive and Paymaster Avenue, all, in the total amount of $199,991.00, including contingency (excluding HST);

  iii)       Archibald, Gray and McKay Engineering Limited BE APPOINTED consulting engineers to complete the pre-design, detailed design construction administration of 2021 Infrastructure Renewal Program Assignment C, Brydges Street from Egerton Street to Highbury Avenue, Swinyard Street (all) and Muir Street (all) reconstruction, in the total amount of $559,900.00, including contingency (excluding HST);

  iv)       Development Engineering (London) Limited BE APPOINTED consulting engineers to complete the pre-design, detailed design and construction administration of 2021 Infrastructure Renewal Program Assignment D, Foster Avenue from Riverside Drive to Upper Avenue and Upper Avenue from Riverside Drive to Foster Avenue reconstruction, in the total amount of $253,600.99, including contingency (excluding HST);

  v)       Archibald, Gray and McKay Engineering Limited BE APPOINTED consulting engineers to complete the pre-design, detailed design and construction administration of 2021 Infrastructure Renewal Program Assignment E, Wortley Road from Briscoe Street to Devonshire Avenue reconstruction in the total amount of $361,982.50, including contingency (excluding HST);

  vi)       Spriet Associates (London) Ltd BE APPOINTED consulting engineers to complete the pre-design, detailed design and construction administration of 2021 Infrastructure Renewal Program Assignment F, Calgary Street from Churchill Avenue to Dundas Street reconstruction in the total amount of $375,910.70, including contingency (excluding HST);

  b)       the financing for the projects identified in a) above BE APPROVED in accordance with the Sources of Financing Report, as appended to the staff report dated July 14, 2020;

  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 each consultant for the respective 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. (2020-D19)

  
  
  
  Motion Passed

2.3

Contract for the Operation of the City’s Materials Recovery Facility - Single Source

• Moved by: E. Peloza
  Seconded by: M. Cassidy

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

  a)       the proposed by-law, as appended to the staff report dated July 14, 2020, BE INTRODUCED at the Municipal Council meeting on July 21, 2020 to:

  i)       approve an Agreement between The Corporation of the City of London and Miller Waste Systems Inc., 8050 Woodbine Avenue Markham, ON, L3R 2N8, to operate and maintain the City’s Materials Recovery Facility and market the recyclable materials; and,

  ii)       authorize the Mayor and the City Clerk to execute the above-noted Agreement;

  b)       the single source negotiated price BE ACCEPTED to hire Miller Waste Systems Inc., to remove the existing cyclone and plastic container perforator and replace them with a new glass breaker and plastic container perforator at a total estimated price of $609,679.57 (plus HST);

  c)       the financing for the project BE APPROVED in accordance with the Source of Financing Report, as appended to the staff report dated July 14, 2020;

  d)       the Civic Administration BE AUTHORIZED to undertake all the 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. (2020-E03)

  
  
  
  Motion Passed

2.5

Pilot Project Technology for Air and Odour Monitoring in South London - Request to Negotiate a Single Source Agreement

• Moved by: E. Peloza
  Seconded by: M. Cassidy

  That, on the recommendation of the Managing Director, Environmental and Engineering Services and City Engineer, the Civic Administration BE DIRECTED to negotiate a single source agreement for the procurement of air and odour monitoring equipment and technical reporting services, as per Section 14.4(e) of the Procurement of Goods and Services Policy, with EnviroSuite Limited for a term of up to three years, 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 the Municipal Council, and that the Civic Administration will report back on:

  a)       the outcome of the negotiation with EnviroSuite Limited;

  b)       the final details and costs of the Pilot Project, including how the City will be participating and the potential benefits to the community; and,

  c)       the benefits of the Pilot Project and its role in addressing elements of the Environmental Assessment for the Expansion of the W12A Landfill, current landfill operations and future operations. (2020-E05)

  
  
  
  Motion Passed

2.4

Dundas Place - Thames Valley Parkway Active Transportation Connection - Appointment of Consulting Engineer

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

  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 construction administration of Dundas Place - Thames Valley Parkway Active Transportation Connection project:

  a)       IBI Group Professional Services (Canada) Inc. BE AUTHORIZED to carry out the construction inspection and contract administration for this project in the amount of $323,190.00 (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 in accordance with the Sources of Financing Report, as appended to the staff report dated July 14, 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. (2020-T03)

  
  

  Yeas: (4)	S. Lewis, E. Peloza, S. Lehman, and M. Cassidy
  Nays: (1)	P. Van Meerbergen
  Absent: (1)	E. Holder

  
  Motion Passed (4 to 1)

2.6

(ADDED) Contract Award: Tender No. 20-87 Dundas Street Cycle Track

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

  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 Dundas Street Cycle Track construction contract:

  a)       the bid submitted by Dufferin Construction Company, A division of CRH Canada Group Inc., at its tendered price of $3,683,709.53 (excluding HST), BE ACCEPTED; it being noted that the bid submitted by Dufferin Construction Company, A division of CRH Canada Group Inc. was the lowest of two bids received and meets the City's specifications and requirements in all areas;

  b)       the financing for this project BE APPROVED as set out in the Sources of Financing Report, as appended to the staff report dated July 14, 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 for the material to be supplied and the work to be done relating to this project (Tender 20-87); 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. (2020-T03)

  
  

  Yeas: (4)	S. Lewis, E. Peloza, S. Lehman, and M. Cassidy
  Nays: (1)	P. Van Meerbergen
  Absent: (1)	E. Holder

  
  Motion Passed (4 to 1)

3.

Scheduled Items

None.

4.

Items for Direction

4.1

Contract Award: RFT 20-59 - 2020 Infrastructure Renewal Program Contract 12 - Highway Avenue and Lambeth Avenue

• Moved by: M. Cassidy
  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 award of contracts for the 2020 Infrastructure Renewal Program, Contract 12 – Highway Avenue and Lambeth Avenue:

  a)       the bid submitted by 2044970 Ontario Inc. (All Seasons Excavating), at its tendered price of $3,292,000.00 (excluding HST) for the above-noted contract, BE ACCEPTED; it being noted that the bid submitted by 2044970 Ontario Inc. was the lowest of six bids received and meets the City's specifications and requirements in all areas;

  b)       Spriet Associates Ltd. BE AUTHORIZED to carry out the resident inspection and contract administration for this project, in accordance with the estimate on file, at an upset amount of $292,545.00 (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 July 14, 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 20-31); 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;

  it being noted that City of London staff have agreed to work with the residents of Lambeth Avenue and the third party arborist hired by these homeowners in order to mitigate tree removal due to infrastructure work, where possible;

  it being further noted that a verbal delegation from H. Sanderson and C. McCallum with respect to this matter was received. (2020-D19)

  
  

  Yeas: (5)	S. Lewis, E. Peloza, P. Van Meerbergen, S. Lehman, and M. Cassidy
  Absent: (1)	E. Holder

  
  Motion Passed (5 to 0)

4.2

MADD Canada Memorial Sign Request

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

  That the following actions be taken with respect to the memorial sign request submitted by Shauna and David Andrews, dated June 1, 2020, and supported by Mothers Against Drunk Driving (MADD) Canada:

  a)       the Civic Administration BE DIRECTED to engage in discussions with MADD Canada regarding MADD Canada Memorial Signs and bring forward a proposed Memorandum of Understanding with MADD Canada for Council’s approval;

  it being noted that MADD will cover all sign manufacturing and installation costs;

  it being further noted that the Ministry of Transportation and MADD have set out in this Memorandum of Understanding (“MOU”) the terms and conditions for the placement of memorial signs on provincial highways which is not applicable to municipal roads;

  it being further noted that MADD provides messages consistent with the London Road Safety Strategy; and,

  b)       the Civic Administration BE DIRECTED to work with MADD Canada to find a single permanent location in London for the purpose of memorials. (2020-M00)

  
  

  Yeas: (6)

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

  
  Motion Passed (6 to 0)

  Voting Record:

  
  
• That, pursuant to Section 27.6 of the Council Procedure By-law, the order of business BE CHANGED to allow for consideration of item 4.2 at the beginning of the meeting.

  
  Motion Passed

5.

Deferred Matters/Additional Business

5.1

Deferred Matters List

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

  That the deferred matters list, as at July 6, 2020, BE RECEIVED.

  
  

  Yeas: (5)	S. Lewis, E. Peloza, P. Van Meerbergen, S. Lehman, and M. Cassidy
  Absent: (1)	E. Holder

  
  Motion Passed (5 to 0)

6.

Adjournment

The meeting adjourned at 12:56 PM.