Civic Works Committee

Report

The 11th Meeting of the Civic Works Committee

Tuesday, September 22, 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,
• and E. Peloza

ABSENT:

• Mayor E. Holder

ALSO PRESENT:

• J. Bunn, J. Taylor and B. Westlake-Power

   

  Remote Attendance: Councillors J. Helmer, S. Hillier, A Hopkins and M. van Holst; W. Abbott, M. Feldberg, D. MacRae, S. Mathers, L. Marshall, C. Saunders, K. Scherr, J. Stanford and P. Yeoman

   

  The meeting was called to order at 12:14 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

That it BE NOTED that no pecuniary interests were disclosed.

2.

Consent

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

  That Items 2.1 to 2.10, 2.12 and 2.13 BE APPROVED.

  
  

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

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

2.1

2nd Report of the Waste Management Working Group

• That the 2nd Report of the Waste Management Working Group, from the meeting held on August 13, 2020, BE RECEIVED.

   

  
  
  
  Vote Type: Majority (Voted), Recorded
  
  

2.2

Appointment of Consulting Engineer for Detailed Design and Contract Administration Services: Dingman Creek Stage 1 Lands (Tributary 12, Municipal Channel Improvements)

• 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 detailed design and construction administration of the Dingman Creek Stage 1 Lands (Tributary 12, Channel Improvements):

  a)     Ecosystem Recovery Limited BE AUTHORIZED to carry out detailed design and contract administration for the said project in accordance with the estimate, on file, at an upset amount of $222,241.35, 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 project BE APPROVED as set out in the revised, attached Sources of Financing Report;

  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; 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
  
  

2.3

Tender RFT20-69 Winter Road Plow Equipment With Operators

• 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 a contract for winter road plow equipment with operators:

  a)     the bids submitted by All Terrain Property Maintenance Incorporated, London, Ontario; Bears Grounds Maintenance, a Division of 1739613 Ontario Limited, St. Thomas, Ontario; Coco Paving Incorporated, London, Ontario; DeKay Construction (1987) Limited London, Ontario; 2380560 Ontario Incorporated Southwest Property Care London, Ontario, at their tendered prices, BE ACCEPTED; and,

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

  c)     the approval given, herein, 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
  
  

2.4

Single Source - Purchasing Various Trackless Machine Attachments

• 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 purchasing agreement for purchasing various trackless machine attachments:

  a)     approval BE GIVEN to negotiate a single source purchasing agreement with Work Equipment Inc., 55 Thunderbird Drive, Courtland, Ontario, N0J 1E0, as per the Procurement of Goods and Services Policy, for the supply and delivery of Trackless attachments for a one (1) year term with an additional two (2) year option term based on price and performance;

  b)     Fleet Services BE AUTHORIZED to proceed with the replacement of up to 28 attachments during the 2020-2023 Multi-year Budget term, as per their approved capital budget at an estimated value of $210,095 (excluding HST);

  c)     Funding for this purchase BE APPROVED as set out in the Source of Financing Report, appended to the staff report dated September 22, 2020, conditional that satisfactory terms and conditions can be negotiated and approved;

  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. (2020-V01)

  
  
  
  Vote Type: Majority (Voted), Recorded
  
  

2.5

Windermere Road Improvements Environmental Assessment Study - 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 appointment of a Consulting Engineer for the Windermere Road Improvements Environmental Assessment Study:

  a)     Stantec Consulting Ltd. BE APPOINTED as the Consulting Engineer to complete the Schedule ‘C’ Municipal Class Environmental Assessment for Windermere Road Improvements at an upset amount of $429,398.79, (excluding HST), in accordance with RFP20-45 and Section 15.2 (d) of the Procurement of Goods and Services Policy;

  b)     the financing for this assignment BE APPROVED as set out in the Sources of Financing Report as appended to the staff report dated September 22, 2020;

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

  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 including agreements, if required, to give effect to these recommendations. (2020-T06/E05)

  
  
  
  Vote Type: Majority (Voted), Recorded
  
  

2.6

Hamilton Road and Gore Road Intersection Improvements Environmental Assessment Study - 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 appointment of a Consulting Engineer for the Hamilton Road and Gore Road Intersection Improvements Environmental Assessment Study:

  a)     MTE Consultants Inc. BE APPOINTED as a Consulting Engineer to complete the Schedule ‘B’ Municipal Class Environmental Assessment for the Hamilton Road and Gore Road Intersection Improvements at an upset amount of $132,468.80 (excluding HST) in accordance with RFP20-42 and Section 15.2 (d) of the Procurement of Goods and Services Policy;

  b)     the financing for this assignment BE APPROVED as set out in the Sources of Financing Report, as appended to the staff report dated September 22, 2020;

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

  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 including agreements with utilities, if required, to give effect to these recommendations. (2020-E05/T06)

  
  
  
  Vote Type: Majority (Voted), Recorded
  
  

2.7

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, as appended to the staff report dated September 22, 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”, BE INTRODUCED at the Municipal Council meeting to be held on September 29, 2020. (2020-T08)

  
  
  
  Vote Type: Majority (Voted), Recorded
  
  

2.8

Appointment of Consulting Engineers - Infrastructure Renewal Program 

• 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 2021/2022 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)     IBI Group Professional Services (Canada) Inc. BE APPOINTED consulting engineers to complete the pre-design and detailed design of the 2021/2022 Infrastructure Renewal Program Assignment G, Elizabeth Street and Lyle Street Reconstruction, in the total amount of $146,872.00 (including contingency), excluding HST;
  ii)     Archibald, Gray and McKay Engineering Limited BE APPOINTED consulting engineers to complete the pre-design and detailed design of 2021/2022 Infrastructure Renewal Program Assignment H, Glen Cairn Park Area Reconstruction, Glen Cairn Park from Thompson Road to Helena Avenue to Chesterfield Avenue, Chesterfield Avenue from Thompson Road to Shirl Street and Westlake Street from Chesterfield Avenue to Gladstone Avenue, in the total amount of $264,000.00 (including contingency), excluding HST;
  iii)     Stantec Consulting Ltd. BE APPOINTED consulting engineers to complete the pre-design, and detailed design of the 2021/2022 Thames River Watermain Remediation Project at the west end of Huron Street from west of The Parkway to Philip Aziz Avenue, in the total amount of $198,899.80 (including contingency), excluding HST; and,
  iv)     AECOM Canada Ltd BE APPOINTED consulting engineers to confirm the pre-design, complete the detailed design and construction administration of 2021 Wonderland Road Watermain Installation Project, Wonderland Road from Hamlyn Street to Exeter Road, in the total amount of $194,963.00 (including contingency), excluding HST;

  b)     the financing for the above-noted projects BE APPROVED, in accordance with the “Sources of Financing Report”, as appended to the staff report dated September 22, 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-E08)

  
  
  
  Vote Type: Majority (Voted), Recorded
  
  

2.9

Biosolids Management Master Plan Consultant Award

• 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 a Biosolids Management Master Plan:

  a)     CH2M Hill Canada Limited BE APPOINTED Consulting Engineers in the amount of $410,274.00, including 15% contingency, excluding HST, in accordance with Section 15.2 (e) 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”, as appended to the staff report dated September 22, 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
  
  

2.10

Municipal Waste and Resource Materials Collection By-law Amendment 

• That, on the recommendation of the Managing Director, Environmental and Engineering Services and City Engineer, the draft amending by-law, as appended to the staff report dated September 22, 2020, BE INTRODUCED at the Municipal Council meeting to be held on September 29, 2020 to amend By-law WM-12, entitled “A by-law to provide for the Collection of Municipal Waste and Resource Materials in the City of London”; it being noted that the amendment identifies additional requirements for certain materials placed in the garbage to increase health and safety for the public and sanitation operators and address the elimination of the separate week for collection of Christmas trees. (2020-E07)

  
  
  
  Vote Type: Majority (Voted), Recorded
  
  

2.12

Proposed Expansion of the W12A Landfill Site: Updated Environmental Assessment Engineering Consultant Costs 

• 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 Golder Associates Ltd. for the Individual Environmental Assessment process for the proposed expansion of the W12A Landfill:

  a)     Golder Associates Ltd. BE APPOINTED to carry out additional atmosphere, groundwater, landfill design and noise assessment studies as part of the Individual Environmental Assessment process for the proposed expansion of the W12A Landfill, in the total amount of $47,315 excluding HST, in accordance with Section 15.2 (g) of the City of London’s Procurement of Goods and Services Policy; 

  b)     the financing for the above-noted work BE APPROVED in accordance with the “Sources of Financing Report” as appended to the staff report dated September 22, 2020;

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

  d)     the Mayor and the City Clerk BE AUTHORIZED to execute any contract or other documents, if required, to give effect to these recommendations. (2020-E07)

  
  
  
  Vote Type: Majority (Voted), Recorded
  
  

2.13

Review of the W12A Landfill Community Enhancement and Mitigative Measures Program

• That, on the recommendation of the Managing Director, Environmental and Engineering Services and City Engineer, the Review of the Current W12A Landfill Community Enhancement and Mitigative Measures Program (CEMMP) document, as appended to the staff report dated September 22, 2020, BE APPROVED for release for stakeholder feedback. (2020-E07)

  
  
  
  Vote Type: Majority (Voted), Recorded
  
  

2.11

Environmental Assessment Process - Updates and Preferred Method to Expand the W12A Landfill

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

  That, on the recommendation of the Managing Director, Environmental and Engineering Services and City Engineer, and with the support of the Waste Management Working Group, the “Alternative 1 - Vertical Expansion Over Existing Footprint” BE APPROVED as the preferred landfill expansion alternative with respect the Environmental Assessment (EA) for the expansion of the W12A Landfill and be referred to in the final phase of public consultation (community engagement) for the EA. (2020-E05)

  
  

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

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

3.

Scheduled Items

None.

4.

Items for Direction

4.1

Street Renaming By-law, Policies and Guidelines - Councillor E. Peloza

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

  That the following actions be taken with respect to the street renaming of Plantation Road:

  a)     the petition dated September 1, 2020, submitted by London resident Lyla Wheeler, regarding the renaming of “Plantation Road” BE RECEIVED; it being noted that the petition is available for viewing in the City Clerk’s Office;

  b)     the Civic Administration BE DIRECTED to undertake a review of City’s By-laws, Policies and Guidelines relating to street naming processes and approvals and report back to the Civic Works Committee on any recommended changes to the process(es) that would support and implement the City’s commitment to eradicate anti-Black, anti-Indigenous and people of colour oppression; it being noted that the report back is to include a review of the request set out in the above-noted petition, recognizing that, historically, the word “Plantation” has a strong correlation to slavery, oppression and racism;

  c)     the Civic Administration BE DIRECTED to expand the established Municipal Addressing Advisory Group (M.A.A.G.) to include the City’s Diversity and Inclusion Specialist;

  d)     the Civic Administration BE DIRECTED to establish a list of potential street names that are reflective of suggestions from the community reflecting the contribution London’s Historic Black Families (including those names provided for by the London Black History Coordinating Committee), Indigenous communities and people of colour; it being noted, a letter of support, with respect to this matter, was received from the African Canadian Federation of London and Area (ACFOLA); and,

  e)     the communication dated September 17, 2020 from P. McCallum and the communication dated September 18, 2020, from C. Cadogan, London Black History Coordinating Committee, with respect to this matter, BE RECEIVED. (2020-T00-P01)

  
  

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

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

  Voting Record:

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

  Motion to amend the main motion by removing the following, "it being noted that the report back is to include a review of the request set out in the above-noted petition, recognizing that, historically, the word “Plantation” has a strong correlation to slavery, oppression and racism; " from part b) of the motion. 

  
  

  Yeas: (2)	P. Van Meerbergen, and S. Lehman
  Nays: (3)	S. Lewis, E. Peloza, and M. Cassidy
  Absent: (1)	E. Holder

  
  
  Vote Type: Majority (Voted), Recorded
  
  Motion Failed (2 to 3)

5.

Deferred Matters/Additional Business

5.1

Deferred Matters List

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

  That the Deferred Matters List, as of September 14, 2020, BE RECEIVED.

  
  

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

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

5.2

(ADDED) Low-Cost Active Transportation Infrastructure for COVID-19 Resilience Funding Stream - Councillor E. Peloza, Councillor S. Lewis and Councillor J. Helmer

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

  That the Civic Administration BE DIRECTED to report back at a future meeting of the Civic Works Committee with a proposed plan for construction of active transportation infrastructure that would be eligible for the COVID-19 Resilience stream funding and can be built within the timelines of the COVID-19 Resilience funding program with construction to start no later than September 30, 2021 and be completed by the end of 2021; it being noted that a communication dated September 18, 2020, from Councillors E. Peloza, S. Lewis and J. Helmer, with respect to this matter, was received. (2020-T03)

  
  

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

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

6.

Adjournment

The meeting adjourned at 1:18 PM.