Civic Works Committee

Report

The 7th Meeting of the Civic Works Committee
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2021 Meeting - Virtual Meeting during the COVID-19 Emergency
Please check the City website for current details of COVID-19 service impacts.
Meetings can be viewed via live-streaming on YouTube and the City website
PRESENT:
  • Councillors E. Peloza (Chair),
  • J. Helmer,
  • M. Cassidy,
  • P. Van Meerbergen,
  • S. Turner,
  • and Mayor E. Holder
ALSO PRESENT:
  • A. Pascual and M. Ribera

    Remote Attendance: Councillors S. Hillier and S. Lewis; G. Belch, J. Bruin, J. Dann, D. MacRae, S. Mathers, C. McIntosh, B. Nourse, K. Oudekerk, J. Parsons, J. Raycroft, K. Scherr, G. Smith, J. Stanford, S. Tatavarti, and B. Westlake-Power.

    The meeting was called to order at 12:13 PM with Councillor E. Peloza in the Chair; it being noted that the following Members were in remote attendance: Mayor E. Holder, Councillors M. Cassidy, J. Helmer, S. Turner and P. Van Meerbergen.


That it BE NOTED that no pecuniary interests were disclosed. 

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

    That Items 2.1, 2.3, 2.4, 2.5, 2.7, and 2.8, inclusive, BE APPROVED.


    Yeas: (6)E. Peloza, P. Van Meerbergen, E. Holder, J. Helmer, M. Cassidy, and S. Turner


    Motion Passed (6 to 0)
  • Moved by:E. Holder
    Seconded by:M. Cassidy

    That the following actions be taken with respect to the 4th Report of the Transportation Advisory Committee, from its meeting held on April 27, 2021:

    a)        the attached Autonomous and Electric Vehicles Sub-Committee Report, dated March 22, 2021, from M. Rice, BE FORWARDED to the Civic Works Committee and to the Connected and Automated Vehicle (CAV) Strategy Project Team for review; and,

    b)        clauses 1.1, and 2.1 to 2.6, BE RECEIVED.




    Motion Passed
  • Moved by:E. Holder
    Seconded by:M. Cassidy

    That, on the recommendation of the Deputy City Manager, Environment and Infrastructure, the following actions be taken with respect to the staff report dated May 11, 2021, related to the extension of a Consulting Engineering Assignment for the Western Road and Sarnia Road / Philip Aziz Avenue Environmental Assessment:

    a)        AECOM Canada Ltd. BE APPOINTED Consulting Engineers to complete the Environmental Assessment Study for the Western Road and Sarnia Road / Philip Aziz Avenue area in the amount of $309,980, excluding HST, in accordance with Section 15.2 (g) of the Procurement of Goods and Services Policy;

    b)        the financing for this appointment BE APPROVED as set out in the Sources of Financing Report as appended to the above-noted staff report;

    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 work; and,

    e)        the Mayor and the City Clerk BE AUTHORIZED to execute any contract or other documents, including rail agreements, if required, to give effect to these recommendations. (2021-E20)




    Motion Passed
  • Moved by:E. Holder
    Seconded by:M. Cassidy

    That, on the recommendation of the Deputy City Manager, Environment and Infrastructure, the following actions be taken with respect to the staff report dated May 11, 2021, related to the appointment of consulting services for the construction administration of the 2021 Infrastructure Renewal Program Sackville Street project and Watson Street project:

    a)        IBI Group BE AUTHORIZED to carry out the resident inspection and contract administration for the Sackville Street project in accordance with the estimate, on file, at an upset amount of $229,284.00, including 10% contingency, excluding HST, in accordance with Section 15.2 (g) of the City of London’s Procurement of Goods and Services Policy;

    b)        AECOM Canada Ltd. BE AUTHORIZED to carry out the resident inspection and contract administration for the Watson Street project in accordance with the estimate, on file, at an upset amount of $262,661.30, including 10% contingency, 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 above-noted staff report;

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

    e)        the approval given, herein, BE CONDITIONAL upon the Corporation entering into a formal contract; 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. (2021-E01)




    Motion Passed
  • Moved by:E. Holder
    Seconded by:M. Cassidy

    That, on the recommendation of the Deputy City Manager, Environment and Infrastructure, the following actions be taken with respect to the staff report dated May 11, 2021, related to RFP 21-30, supply and delivery of hydraulic drum brush chippers:

    a)        the submission from Vermeer Canada Inc., 10 Indell Lane, Brampton, Ontario L6T 3Y3, for the supply and delivery of one (1) 18” Hydraulic Brush Chipper and three (3) 15” Hydraulic Brush Chippers at a total purchase price of $382,045.80, excluding HST, BE ACCEPTED in accordance with Section 12.2 (b) of the Procurement of Goods and Services;

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

    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 in accordance with Section 12.2 (b) of the Procurement of Goods and Services Policy; and,

    d)        the funding for this purchase BE APPROVED as set out in the Sources of Financing Report as appended to the above-noted staff report. (2021-V03)




    Motion Passed
  • Moved by:E. Holder
    Seconded by:M. Cassidy

    That, on the recommendation of the Deputy City Manager, Environment and Infrastructure, the following actions be taken with respect to the staff report dated May 11, 2021, related to the supply and delivery of intersection detection systems:

    a)        Black & McDonald Limited BE AWARDED the contract to supply and deliver intersection detection systems in the amount of $573,896.20, excluding HST, in accordance with Section 12.2 (a) 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 above-noted staff 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 with the Contractor 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. (2021-T08)




    Motion Passed
  • Moved by:E. Holder
    Seconded by:M. Cassidy

    That, on the recommendation of the Managing Director, Development and Compliance Services and Chief Building Official, the following actions be taken with respect to the staff report dated May 11, 2021, related to the award of contract for the Innovation Park Assumption Works project:

    a)        the bid submitted by Cassidy Construction London Ltd., at its tendered price of $3,237,130.99, excluding HST, BE ACCEPTED; it being noted that the bid submitted by Cassidy Construction London Ltd. was the lowest of seven (7) bids received;

    b)        the financing for this project BE APPROVED as set out in the Sources of Financing Report as appended to the above-noted 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 or issuing a purchase order for the material to be supplied and the work to be done relating to this project (Tender No. RFT21-07); 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. (2021-D21)




    Motion Passed
  • Moved by:J. Helmer
    Seconded by:E. Holder

    That, on the recommendation of the Deputy City Manager, Environment and Infrastructure, the following actions be taken with respect to the staff report dated May 11, 2021, related to the award of contract for the construction of the Dingman Creek Pumping Station facility:

    a)        the bid submitted by Hayman Construction Inc. at its tendered price of $21,632,010.00, excluding HST, for the Dingman Creek Pumping Station Construction project (RFT21-19), BE ACCEPTED, it being noted that the bid submitted by Hayman Construction Inc. was the lowest of four bids received and meets the City's specifications and requirements in all areas;

    b)        Stantec Consulting Ltd. BE AUTHORIZED to carry out the resident inspection and contract administration for the Dingman Creek Pumping Station Construction project in accordance with the estimate, on file, at an upset amount of $749,029.38, including 10% contingency, 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 above-noted staff report, noting the required wastewater capital budget transfers and adjustments;

    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; 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. (2021-E03)


    Yeas: (6)E. Peloza, P. Van Meerbergen, E. Holder, J. Helmer, M. Cassidy, and S. Turner


    Motion Passed (6 to 0)
  • Moved by:M. Cassidy
    Seconded by:E. Holder

    That, on the recommendation of the Deputy City Manager, Environment and Infrastructure, the following actions be taken with respect to the staff report dated May 11, 2021, related to the supply and install of 2022 to 2028 infill trees:

    a)        the irregular bid submitted by Kamarah Tree Farms at its tendered price of $3,233,920.00, excluding HST, BE ACCEPTED in accordance with Section 8.10 (a) and (b), Section 13.2 (b), and Section 19.3 (b)(i) and (b)(ii) of the Procurement of Goods and Services Policy;

    b)        the approval given, herein, BE CONDITIONAL upon the Corporation negotiating prices, terms and conditions with Kamarrah Tree Farms to the satisfaction of the Manager of Purchasing and Supply and the Deputy City Manager, Environment and Infrastructure;

    c)        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 program (RFT20-80), and subject to future budget approval;

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

    e)        the Mayor and the City Clerk BE AUTHORIZED to execute any contract or other documents, as required, to give effect to these recommendations. (2021-E04)


    Yeas: (6)E. Peloza, P. Van Meerbergen, E. Holder, J. Helmer, M. Cassidy, and S. Turner


    Motion Passed (6 to 0)
  • That the following actions be taken with respect to the 3rd Report of the Cycling Advisory Committee, from its meeting held on April 21, 2021:

    a)        the following actions be taken with respect to the Public Meeting Notice, dated March 10, 2021, from S. Wise, Senior Planner, related to an Official Plan Amendment for the Masonville Secondary Plan:

    i)          a Sub-Committee BE ESTABLISHED to review the above-noted Masonville Draft Secondary Plan and report back at a future meeting of the Cycling Advisory Committee (CAC);
    ii)         the Civic Administration BE REQUESTED to attend the above-noted future CAC meeting to discuss the Sub-Committee Report to be brought forward; and,
    iii)        the Civic Administration BE REQUESTED to provide maps of the cycling routes in the area under the Masonville Draft Secondary Plan and how they connect with existing cycling infrastructure and integrates with the Cycling Master Plan;

    b)        the following actions be taken with respect to a City of London PumpTrack:

    i)         the Civic Administration BE ADVISED that the Cycling Advisory Committee (CAC) supports the creation of a pumptrack facility; and,
    ii)        the Civic Administration BE REQUESTED to report back on the process and fees associated with a feasibility study with respect to the establishment of a pumptrack facility in the City of London; it being noted that the communication, as appended to the agenda, from B. Cassell and the delegation from S. Nauman, with respect to this matter, was received; and,

    c)        clauses 1.1, and 3.1 to 3.5, BE RECEIVED.




    Motion Passed

    Voting Record:


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

    That the following actions be taken with respect to the 3rd Report of the Cycling Advisory Committee, from its meeting held on April 21, 2021:

    a)        the following actions be taken with respect to the Public Meeting Notice, dated March 10, 2021, from S. Wise, Senior Planner, related to an Official Plan Amendment for the Masonville Secondary Plan:
    i)          a Sub-Committee BE ESTABLISHED to review the above-noted Masonville Draft Secondary Plan and report back at a future meeting of the Cycling Advisory Committee (CAC);
    ii)         the Civic Administration BE REQUESTED to attend the above-noted future CAC meeting to discuss the Sub-Committee Report to be brought forward; and,
    iii)        the Civic Administration BE REQUESTED to provide maps of the cycling routes in the area under the Masonville Draft Secondary Plan and how they connect with existing cycling infrastructure and integrates with the Cycling Master Plan;

     

     


    Yeas: (6)E. Peloza, P. Van Meerbergen, E. Holder, J. Helmer, M. Cassidy, and S. Turner


    Motion Passed (6 to 0)
  • Moved by:M. Cassidy
    Seconded by:S. Turner

    b)        the following actions be taken with respect to a City of London PumpTrack:
    i)         the Civic Administration BE ADVISED that the Cycling Advisory Committee (CAC) supports the creation of a pumptrack facility; and,
    ii)        the Civic Administration BE REQUESTED to report back on the process and fees associated with a feasibility study with respect to the establishment of a pumptrack facility in the City of London; it being noted that the communication, as appended to the agenda, from B. Cassell and the delegation from S. Nauman, with respect to this matter, was received;


    Yeas: (5)E. Peloza, E. Holder, J. Helmer, M. Cassidy, and S. Turner
    Nays: (1)P. Van Meerbergen


    Motion Passed (5 to 1)
  • Moved by:M. Cassidy
    Seconded by:S. Turner

    c)        clauses 1.1, and 3.1 to 3.5, BE RECEIVED.


    Yeas: (6)E. Peloza, P. Van Meerbergen, E. Holder, J. Helmer, M. Cassidy, and S. Turner


    Motion Passed (6 to 0)
  • Moved by:M. Cassidy
    Seconded by:J. Helmer

    That the Civic Works Committee Deferred Matters List as at May 3, 2021, BE RECEIVED.


    Yeas: (5)E. Peloza, P. Van Meerbergen, J. Helmer, M. Cassidy, and S. Turner
    Recuse: (1)E. Holder


    Motion Passed (5 to 0)
  • Moved by:S. Turner
    Seconded by:P. Van Meerbergen

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

    6.1     Litigation / Solicitor-Client Privileged Advice

    A matter pertaining to litigation or potential litigation; advice that is subject to solicitor-client privilege, including communications necessary for that purpose from the solicitor and officers and employees of the Corporation, and for the purpose of providing instructions and directions to officers and employees of the Corporation, with respect to litigation currently before the Superior Court of Justice, Court file No. 1181/20 affecting the municipality in relation to the Wilton Grove Road Sanitary Sewer Project.

    6.2    Litigation / Solicitor-Client Privileged Advice

    A matter pertaining to litigation or potential litigation; advice that is subject to solicitor-client privilege, including communications necessary for that purpose from the solicitor and officers and employees of the Corporation, and for the purpose of providing instructions and directions to officers and employees of the Corporation with respect to the Wilton Grove Road Sanitary Sewer Project.

    6.3    Litigation / Solicitor-Client Privileged Advice / Confidential Information Supplied to the Corporation in Confidence

    A matter pertaining to litigation or potential litigation; advice that is subject to solicitor-client privilege, including communications necessary for that purpose from the solicitor and officers and employees of the Corporation; information explicitly supplied in confidence to the municipality or local board by Canada, a province or territory or a Crown agency of any of them, and for the purpose of providing instructions and directions to officers and employees of the Corporation with respect to the City’s right-of-way abutting 840 Highbury Avenue.


    Yeas: (6)E. Peloza, P. Van Meerbergen, E. Holder, J. Helmer, M. Cassidy, and S. Turner


    Motion Passed (6 to 0)

    The Civic Works Committee convenes, in Closed Session, from 1:12 PM to 1:52 PM.


The meeting adjourned at 1:56 PM.