Civic Works Committee

Report

The 12th Meeting of the Civic Works Committee

Tuesday, October 20, 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:

• J. Bunn, J. Taylor and B. Westlake-Power
    
  Remote Attendance: Councillor J. Helmer; S. Chambers, A. Macpherson, D. MacRae, S. Mathers, C. Saunders, K. Scherr, M. Schulthess, G. Smith, S. Stafford and J. Stanford
    
  The meeting was called to order at 12:00 PM; it being noted that the following Members were in remote attendance: Councillors M. Cassidy and P. Van Meerbergen

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1.

Disclosures of Pecuniary Interest

Mayor E. Holder discloses a pecuniary interest in clause 5.1, having to do with Item 4 of the Deferred Matters List, related to the properties at 745 and 747 Waterloo Street, by indicating that his daughter owns a business located at 745 Waterloo Street.

2.

Consent

• Moved by: S. Lewis
  Seconded by: P. Van Meerbergen

  That Items 2.1 to 2.7 BE APPROVED.

  
  

  Yeas: (6)

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

  
  
  Vote Type: Majority (Voted), Recorded
  
  Motion Passed (6 to 0)

2.1

Award of Consulting Engineering Services for Detailed Design of the Springbank Reservoir 1 and 3 - Roof Membrane Replacement and Reservoir Repairs RFP 20-44

• Moved by: S. Lewis
  Seconded by: P. Van Meerbergen

  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 consulting engineering services for RFP 20-44 Detailed Design of the Springbank Reservoir 1 and 3, Roof Membrane Replacement and Reservoir Repairs (EW3583):

  a)     the proposal submitted by R.V. Anderson Associates Limited, 557 Southdale Road East, Suite 200, London Ontario N6E 1A2, in the amount of $294,901.00, including $67,718 contingency (excluding HST) BE AWARDED in accordance with Section 15.2 (e) of the City of London’s Procurement of Goods and Services Policy;

  b)     the financing for this project BE APPROVED as set out in the Sources of Financing Report, as appended to the staff report dated October 20, 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, if required, to effect these recommendations. (2020-V07)

  
  
  
  Vote Type: Majority (Voted), Recorded
  
  Motion Passed

2.2

Amendments to the Traffic and Parking By-law 

• Moved by: S. Lewis
  Seconded by: P. Van Meerbergen

  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 October 20, 2020, BE INTRODUCED at the Municipal Council meeting to be held on October 27, 2020 to amend By-law PS-113, entitled, “A by-law to regulate traffic and the parking of motor vehicles in the City of London”. (2020-T02)

  
  
  
  Vote Type: Majority (Voted), Recorded
  
  Motion Passed

2.3

Appointment of Consulting Engineers - Infrastructure Renewal Program

• Moved by: S. Lewis
  Seconded by: P. Van Meerbergen

  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 2022 and future Infrastructure Renewal Program at the upset amounts identified below, in accordance with the estimate on file, and in accordance with Section 15.2(e) of the City of London’s Procurement of Goods and Services Policy:

  i)     R.V. Anderson Associates Limited BE APPOINTED consulting engineers to complete the pre-design and detailed design of the 2022 Infrastructure Renewal Program Assignment I, Labatt Trunk Sewer Siphon Replacement, in the total amount of $208,813.00, including contingency, (excluding HST);

  ii)     Development Engineering (London) Limited BE APPOINTED consulting engineers to complete the pre-design and detailed design of future Infrastructure Renewal Program Assignment J, Rhine Avenue from Wistow Street to Flanders Row, Flanders Row from Paardeberg Crescent to Rhine Avenue and Paardeberg Crescent from Rhine Avenue to Rhine Avenue, in the total amount of $219,736.00, including contingency, (excluding HST);

  iii)     R.V. Anderson Associates Limited BE APPOINTED consulting engineers to complete the pre-design and detailed design of the future Infrastructure Renewal Program Assignment K, McKenzie Avenue from Wortley Road to Belgrave Avenue, Baker Street from Ridout Street to Belgrave Avenue, Windsor Avenue from Ridout Street to Belgrave Avenue and Belgrave Avenue from Baker Street to McKenzie Avenue, in the total amount of $197,933.00, including contingency, (excluding HST);

  iv)     GM BluePlan Engineering Limited BE APPOINTED consulting engineers to complete the predesign and detailed design of the future Infrastructure Renewal Program Assignment L, Whitehall Drive from Vancouver Street to Atkinson Boulevard in the total amount of $149,688.00, including contingency, (excluding HST);

  b)     the financing for the above-noted projects BE APPROVED as set out in the Sources of Financing Report, as appended to the staff report dated October 20, 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-E01)

  
  
  
  Vote Type: Majority (Voted), Recorded
  
  Motion Passed

2.4

Richmond North Recreational Crossing and Pathway Extension Project Detailed Design and Tendering - Appointment of Consulting Engineer

• Moved by: S. Lewis
  Seconded by: P. Van Meerbergen

  That, on the recommendation of the Managing Director, Environmental and Engineering Services and City Engineer, and with concurrence of the Managing Director, Parks and Recreation, the following actions be taken with respect to the appointment of a Consulting Engineer for the Richmond North Recreational Crossing and Pathway Extension Project:

  a)     AECOM Canada Limited, BE APPOINTED Consulting Engineers for the detailed design and tendering for the said project at an upset amount of $520,259.50 (excluding HST), in accordance with RFP20-27 and 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, as appended to the staff report dated October 20, 2020;

  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. (2020-R04)

  
  
  
  Vote Type: Majority (Voted), Recorded
  
  Motion Passed

2.5

Single Source Procurement - Rental Car Contract

• Moved by: S. Lewis
  Seconded by: P. Van Meerbergen

  That, on the recommendation of the Managing Director, Environmental and Engineering Services and City Engineer, the following actions be taken with respect to a Single Source Procurement for a Rental Car Contract:

  a)     the Civic Administration BE AUTHORIZED to extend the current single source agreement greater than $50,000 for the procurement of compact rental cars as per Section 14.4(d) of the Procurement of Goods and Services Policy;

  b)     the submission from Discount Car and Truck Rentals, 720 Arrow Road, North York, Ontario, M9M 2M1, BE ACCEPTED for the supply and delivery of compact rental cars for the remainder of 2020 with a total annual cost of $84,000 (excluding HST) and an additional option year (2021), should it be required;

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

  d)     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-V01)

  
  
  
  Vote Type: Majority (Voted), Recorded
  
  Motion Passed

2.6

Joint Occupancy and Use Agreement - Elgin-Middlesex Pumping Station

• Moved by: S. Lewis
  Seconded by: P. Van Meerbergen

  That, on the recommendation of the Director, Water and Wastewater, the following actions be taken with respect to a Joint Occupancy and Use Agreement between Partner Municipalities and the Elgin Area Primary Water Supply System with respect to the Elgin-Middlesex Pumping Station:

  a)     the proposed by-law, as appended to the staff report dated October 20, 2020, BE INTRODUCED at the Municipal Council meeting to be held on October 27, 2020, to approve a Joint Occupancy and Use Agreement between The Corporation of the City of London, the Elgin Area Primary Water Supply System, the Aylmer Area Secondary Water Supply System and the St. Thomas Secondary Water Supply System, with respect to the Elgin-Middlesex Pumping Station; and,

  b)     the Civic Administration BE AUTHORIZED to undertake all the administrative acts that are necessary in connection with the above-noted Agreement;

  it being noted that the Boards of Management for the Elgin Area Primary Water Supply System and both Secondary Water Supply Systems are concurrently undertaking similar actions in order to enter into this Joint Occupancy and Use Agreement. (2020-E03)

  
  
  
  Vote Type: Majority (Voted), Recorded
  
  Motion Passed

2.7

Vauxhall Wastewater Treatment Plant Upgrades - Engineering Design Consultant Award

• Moved by: S. Lewis
  Seconded by: P. Van Meerbergen

  That, on the recommendation of the Managing Director of Environmental and Engineering Services and City Engineer, the following actions be taken with respect to the assignment of consulting services for the completion of detailed design for upgrades at the Vauxhall Wastewater Treatment Plant:

  a)     AECOM Canada Ltd. BE APPOINTED as Consulting Engineers in the amount of $282,221.50, including 15% 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 as set out in the Sources of Financing Report, as appended to the staff report dated October 20, 2020;

  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. (2020-E03)

  
  
  
  Vote Type: Majority (Voted), Recorded
  
  Motion Passed

3.

Scheduled Items

None.

4.

Items for Direction

4.1

Mud Creek Stormwater Management Project - C. Blake

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

  That the communication, dated September 24, 2020, from C. Blake, with respect to the Mud Creek Stormwater Management Project, BE RECEIVED. (2020-E01)

  
  

  Yeas: (6)

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

  
  
  Vote Type: Majority (Voted), Recorded
  
  Motion Passed (6 to 0)

5.

Deferred Matters/Additional Business

5.1

Deferred Matters List

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

  That the Civic Works Committee Deferred Matters List, as at October 9, 2020, BE RECEIVED.

  
  

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

  
  
  Vote Type: Majority (Voted), Recorded
  
  Motion Passed (5 to 0)

6.

Adjournment

The meeting adjourned at 12:12 PM.