I.

CALL TO ORDER

1.

Disclosures of Pecuniary Interest

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

II.

CONSENT ITEMS

2.

Single Source Procurement of Positive Displacement Cold Water Meters with Encoder-Receiver-Transmitter Attached

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 single source procurement of positive displacement cold water meters with encoder-receiver-transmitter attached:

a)         the quoted price from EMCO Corporation Waterworks, for the supply, delivery and storage of 10,000 positive displacement cold water meters with attached ERT, for the price of $1,300,000, excluding HST, BE ACCEPTED on a single source basis as per section 14.4 (k) of the Procurement of Goods and Services Policy;

b)         the funding for this purchase BE APPROVED as set out in the Source of Finance Report appended to the staff report dated April 7, 2014;

c)         the Civic Administration BE AUTHORIZED to undertake all the administrative acts that are necessary in connection with this contract; 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.  (2014-F17)

Motion Passed

YEAS: S. Orser, H.L. Usher, J.L. Baechler, N. Branscombe (4)

3.

Timeline for Major Environmental and Engineering Reports

Recommendation:  That, on the recommendation of the Managing Director, Environmental and Engineering Services and City Engineer, the following report BE RECEIVED for information; it being noted that the Civic Works Committee heard a verbal presentation from the Managing Director, Environmental and Engineering Services and City Engineer, the Director of Roads and Transportation, the Director of Environment, Fleet and Solid Waste and the Director of Water, Wastewater and Treatment with respect to this matter.  (2014-C03)

Motion Passed

YEAS: S. Orser, H.L. Usher, J.L. Baechler, N. Branscombe (4)

4.

Community Carshare in London

Recommendation:  That, on the recommendation of the Managing Director, Environmental and Engineering Services and City Engineer, the following actions be taken with respect to supporting community car sharing in London:

a)         use, at no charge, of the following six municipal parking spots for a 2-year pilot project to be undertaken by The People’s Car Co-Operative Inc. (operating as Community CarShare), BE APPROVED IN PRINCIPLE subject to the Municipal Council’s review and approval of an appropriate agreement; it being noted that it is anticipated that the agreement will be brought forward in late April or May 2014:

i)          Municipal Lot 2 near Banting House;

ii)          Municipal Lot 4 at Tolpuddle Housing Co-Op;

iii)         Municipal Lot 3E near Oxford/Richmond;

iv)        Municipal Lot 8 Budweiser Gardens;

v)         Municipal Lot 12 PUC Lot Ridout and Horton;

vi)        Municipal Lot 7 at the Parking Enforcement Office; and,

b)         the Civic Administration BE DIRECTED to review and report back at a future meeting of the Civic Works Committee with respect to other requests made of the City of London regarding community car sharing, which includes the purchase of a corporate membership for City business and a $150,000 line of credit; 

it being noted that Community CarShare will be initiating a community car sharing program in London, irrespective of the Municipal Council’s decision with respect to b), above.  (2014-D19)

Motion Passed

YEAS: S. Orser, H.L. Usher, J.L. Baechler, N. Branscombe (4)

5.

Supply and Delivery of Diesel, Biodiesel and Gasoline (Elgin, Middlesex, Oxford Purchasing Co-operative) (Tender No. 14-53)

Recommendation:  That, on the recommendation of the Managing Director, Environmental and Engineering Services and City Engineer, the following actions be taken with respect to a three (3) year contract with two (2), one (1) year extensions for the supply and delivery of diesel, biodiesel and gasoline:

a)         the tender submitted by Dowler-Karn/ESSO, for the supply of Diesel, Biodiesel and Gasoline, BE ACCEPTED;

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

c)         the approval given herein BE CONDITIONAL upon the Corporation entering into a formal contract or issuing a purchase order relating to the subject matter of this approval.  (2014-F17)

Motion Passed

YEAS: S. Orser, H.L. Usher, J.L. Baechler, N. Branscombe (4)

6.

Contract Award: Replacement of Sidewalks, Curb and Gutter and Hot Mix Asphalt (Tender 14-22)

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 a contract for Tender 14-22, Replacement of Sidewalks, Curb & Gutter and Hot Mix Asphalt:

a)         the bid submitted by Ro-Buck Contracting Limited, at their tendered price of $3,531,329.38, excluding HST, BE ACCEPTED; it being noted that the bid submitted by Ro-Buck Contracting Limited was the lowest of three 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 Source of Financing Report appended to the staff report dated April 7, 2014;

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

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 14-22); 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-L04A)

Motion Passed

YEAS: S. Orser, H.L. Usher, J.L. Baechler, N. Branscombe (4)

7.

Contract Award: 2014 Hyde Park Industrial Subdivision (Tender No. 14-34)

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 a contract for the 2014 Hyde Park Industrial Subdivision Project:

a)         the bid submitted by J-AAR Excavating Limited, at its tendered price of $3,625,603.80, excluding HST, BE ACCEPTED; it being noted that the bid submitted by J-AAR Excavating Limited, was the lowest of five bids received and meets the City's specifications and requirements in all areas;

b)         future additional annual operating costs of $3,000 for sewers and $10,600 for the water distribution system BE RECOGNIZED as a result of this project; it being noted that these costs are as a result of new infrastructure installation and will be considered and accommodated within future Wastewater & Treatment and Water operating budgets;

c)         the financing for this project BE APPROVED as set out in the Source of Financing Report appended to the staff report dated April 7, 2014;

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 14-34); 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.  (2014-L04A)

Motion Passed

YEAS: S. Orser, H.L. Usher, J.L. Baechler, N. Branscombe (4)

8.

Southdale Road West Widening contract - 2013 Growth Management Implementation Strategy (GMIS) (Tender No. T13-32)

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 Southdale Road West Widening from Wonderland Road to Wharncliffe Road (TS1486, TS1254-12, ES2467, EW3543):

a)         the 2013 Southdale Road Widening contract with Bre-Ex Limited BE INCREASED by $950,000 to $6,951,132.08, excluding HST; and,

b)         the financing for this project BE APPROVED as set out in the Source of Financing Report appended to the staff report dated April 7, 2014.  (2014-T04B)

Motion Passed

YEAS: S. Orser, H.L. Usher, J.L. Baechler, N. Branscombe (4)

9.

Appointment of Consulting Engineers for Inspection, Contract Administration and Engineering Services Associated with the Construction of 2014 Infrastructure Lifecycle Renewal Projects: Contracts #4, #6, #9 and Victoria Street Area Storm Sewer

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 Consulting Engineers for the following 2014 Infrastructure Lifecycle Renewal Projects: Contract #4: Edward Street; Contract #6: Central Avenue and Cartwright Street; Contract #9: Nelson and Maitland Streets; and, the Victoria Street Area Storm Sewer:

a)         the following Consulting Engineering firms BE AUTHORIZED to carry out the inspection, contract administration and engineering services, including geotechnical services for the said projects, at the upset amounts identified below, in accordance with the estimate, on file, based upon the Fee Guideline for Professional Engineering Services, recommended by the Ontario Society of Professional Engineers; and in accordance with Section 15.2 (g) of the City of London’s Procurement of Goods and Services Policy:

i)         Contract 4: Archibald, Gray & McKay Engineering Limited (AGM), in the amount of $200,172.50, including contingency, excluding HST;

ii)        Contract 6: IBI Group (IBI), in the amount of $155,262.36, including contingency, excluding HST;

iii)       Contract 9: AECOM Canada Ltd. (AECOM), in the amount of $217,453.50, including contingency, excluding HST;

iv)       Victoria Street Area Storm Sewer: Spriet Associates (Spriet), in the amount of $247,337.75, including contingency, excluding HST;

b)         the financing for the work identified in a), above, BE APPROVED in accordance with the Source of Financing Report appended to the staff report dated April 7, 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 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.  (2014-A05)

Motion Passed

YEAS: S. Orser, H.L. Usher, J.L. Baechler, N. Branscombe (4)

10.

Contract Award: 2014 Arterial Road Rehabilitation (Tender No. 14-28)

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 a contract for the 2014 Arterial Road Rehabilitation (TS1446-14):

a)         the bid submitted by Coco Paving Inc., at its submitted tendered price of $3,937,000, excluding HST, for the 2014 Arterial Road Rehabilitation, BE ACCEPTED, it being noted that the bid submitted by Coco Paving Inc. was the lowest of two (2) bids received and meets the City’s specifications and requirements in all areas; it being further noted that there is no anticipated additional operating costs to the  Environmental and Engineering Services budget in 2014 and subsequent years associated with approval of this tender;

b)         the financing for this project BE APPROVED as set out in the Source of Financing Report appended to the staff report dated April 7, 2014;

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 14-28); 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-L04A)

Motion Passed

YEAS: S. Orser, H.L. Usher, J.L. Baechler, N. Branscombe (4)

11.

Appointment of Consulting Engineer for Engineering Services for the Functional Design of the Tributary "C" Stormwater Management Servicing Works (ES3020-RVBTC)

Recommendation:  That, on the recommendation of the Director, Roads and Transportation, the following actions be taken with respect to the appointment of a consultant for engineering services for the functional design of the Tributary ‘C’ Stormwater Management Servicing Works (ES3020-RVBTC):

a)         Matrix Solutions Inc., BE APPOINTED Consulting Engineers to carry out the functional design of the Tributary ‘C’ Stormwater Management Servicing Works  in the total amount of $448,020, including contingency, excluding HST; in accordance with Section 15.2(e) of the Procurement of Goods and Services Policy;

b)         the financing for the project BE APPROVED in accordance with the Source of Financing Report appended to the staff report dated April 7, 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, J.L. Baechler, N. Branscombe (4)

12.

Appointment of Consulting Engineer for Engineering Services for the Functional and Detailed Design of the Hyde Park No. 6 SWMF (ES3020-HP6)

Recommendation:  That, on the recommendation of the Director, Roads and Transportation, the following actions be taken with respect to appointment of a consultant for Engineering Services Functional & Detailed Design of the Hyde Park No. 6 SWM Facility:

a)         AMEC Americas Limited, BE APPOINTED to carry out the functional and detailed design of the Hyde Park No. 6 Stormwater Management Facility (ES3020-HP6) in the total amount of $119,100, including contingency, excluding HST; 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 Source of Financing Report appended to the staff report dated April 7, 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, J.L. Baechler, N. Branscombe (4)

13.

Closing of Asima Drive

Recommendation:  That, on the recommendation of the Director of Roads and Transportation, the following actions be taken with respect to Asima Drive:

a)          the closing of a 2.0 metre wide portion of Asima Drive and reserve Block 116 on 33M-533 abutting Municipal Numbers 2627 and 2633 Asima Drive BE APPROVED; and,

b)          the Chief Surveyor BE AUTHORIZED to initiate the process of legally closing the said portion of Asima Drive and reserve Block 116 as public highway by by-law, subject to all necessary approvals being obtained.  (2014-T09)

Motion Passed

YEAS: S. Orser, H.L. Usher, J.L. Baechler, N. Branscombe (4)

III.

SCHEDULED ITEMS

14.

Street Renaming of Tennent Avenue (East Leg)

Recommendation:  That, on the recommendation of the Manager of Development Services, the following actions be taken with respect to the application by City of London, for the municipal addressing reassignment of Tennent Avenue between Glengarry Avenue and A.B. Lucas Secondary School:

a)         the Civic Administration BE REQUESTED to take all necessary steps to undertake readdressing of three (3) properties on the south side of Tennent Avenue, between Glengarry Avenue and A.B. Lucas Secondary School, from 659 Tennent Avenue to 695 Tennent Avenue; from 663 Tennent Avenue to 697 Tennent Avenue; and, from 667 Tennent Avenue to 699 Tennent Avenue;

b)         the owners of the three (3) affected lots on Tennent Avenue BE COMPENSATED One Hundred Dollars ($100.00) each for the costs associated with the municipal address change; and,

c)         the change in municipal addresses BE EFFECTIVE on the 1st day of June, 2014;

it being pointed out that there were no oral submissions made at the public participation meeting associated with this matter.  (2014-D29)

Motion Passed

YEAS: S. Orser, H.L. Usher, J.L. Baechler, N. Branscombe (4)

Motion to open public participation meeting.

Motion Passed

YEAS: S. Orser, H.L. Usher, J.L. Baechler, N. Branscombe (4)

Motion to close public participation meeting.

Motion Passed

YEAS: S. Orser, H.L. Usher, J.L. Baechler, N. Branscombe (4)

IV.

ITEMS FOR DIRECTION

None.

V.

DEFERRED MATTERS/ADDITIONAL BUSINESS

None.

VI.

ADJOURNMENT

The meeting adjourned at 4:53 PM.