I.

CALL TO ORDER

1.

Disclosures of Pecuniary Interest

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

II.

CONSENT ITEMS

2.

2nd Report of the Cycling Advisory Committee

Recommendation:  That the 2nd Report of the Cycling Advisory Committee, from its meeting held on July 23, 2014, BE RECEIVED.

Motion Passed

YEAS: S. Orser, H.L. Usher, W.R. Monteith, N. Branscombe (4)

3.

Water Quality Evaluation of Waterways - Appointment of Consultant - Irregular Result

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 a consultant for the Water Quality Evaluation of Waterways in the City of London:

a)         Parish Geomorphic Ltd. BE APPOINTED to carry out the Water Quality Evaluation of Waterways in the City of London in the total amount of $226,610.00, including the City’s 10% contingency, excluding H.S.T.; it being noted that Parish Geomorphic Ltd. was the only consultant to respond to the Request for Proposals                      and their submission meets the City’s specifications and requirements in all areas in accordance with Section 19.4(c) of the Procurement of Goods and Services Policy;

b)         the financing for the project BE APPROVED in accordance with the Sources of Financing Report appended to the staff report dated August 25, 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, P. Van Meerbergen, H.L. Usher, W.R. Monteith, N. Branscombe (5)

4.

Mud Creek Municipal Class Environmental Assessment

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 a consulting engineer for the Mud Creek Municipal Class Environmental Assessment:

a)         CH2MHill Canada Limited BE APPOINTED to carry out the Mud Creek Municipal Class Environmental Assessment in the total amount of $221,771.00, including contingency, excluding H.S.T., in accordance with Section 15.2(d) of the Procurement of Goods and Services Policy;

b)         the financing for this work BE APPROVED as set out in the Sources of Financing Report appended to the staff report dated August 25, 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-E05)

Motion Passed

YEAS: S. Orser, H.L. Usher, W.R. Monteith, N. Branscombe (4)

5.

Sifton Bog Surface Water Monitoring Program - Appointment of Consultant - Irregular Result

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 a consultant for the Sifton Bog surface water monitoring program:

a)         Matrix Solutions Inc. BE APPOINTED to carry out the Sifton Bog surface water monitoring program in the total amount of $383,632.70, including the City’s 10% contingency, excluding H.S.T.; it being noted that Matrix Solutions Inc. was the only consultant to respond to the Request for Proposals and their submission meets the City’s specifications and requirements in all areas in accordance with Section 19.4(c) of the Procurement of Goods and Services Policy;

b)         the financing for the project BE APPROVED in accordance with the Sources of Financing Report appended to the staff report dated August 25, 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, P. Van Meerbergen, H.L. Usher, W.R. Monteith, N. Branscombe (5)

6.

Huron Industrial Park Stormwater Management Servicing Environmental Assessment - Consulting Engineer Assignment Increase

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 Huron Industrial Park Environmental Assessment:

a)         the consulting fees for Delcan BE INCREASED by $25,230.00 to a new upset limit of $166,530.00, including contingency, excluding H.S.T., in accordance with Section 20.3(e) of the Procurement of Goods and Services Policy;

b)         the financing for this work BE APPROVED as set out in the Sources of Financing Report appended to the staff report dated August 25, 2014; and,

c)         the Civic Administration BE AUTHORIZED to undertake all the administrative acts that are necessary in connection with this work.  (2014-A05)

Motion Passed

YEAS: S. Orser, H.L. Usher, W.R. Monteith, N. Branscombe (4)

7.

Fanshawe Park Road East Widening - Adelaide Street to McLean Drive Detailed Design and Tendering Appointment of Consulting Engineer

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 a consultant for the Fanshawe Park Road East Widening project:

a)         AECOM Canada Limited, BE APPOINTED Consulting Engineers for the detailed design and tendering of the Fanshawe Park Road East Widening project, in the amount of $579,249.00, excluding H.S.T., 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 in accordance with the Sources of Financing Report appended to the staff report dated August 25, 2014;

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.  (2014-A05)

Motion Passed

YEAS: S. Orser, H.L. Usher, W.R. Monteith, N. Branscombe (4)

8.

Southdale Road and Boler Road Intersection Improvements Environmental Assessment Study - Appointment of Consulting Engineer

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 a consultant for the Southdale Road and Boler Road Intersection Improvements - Environmental Assessment Study:

a)         Dillon Consulting Limited BE APPOINTED Consulting Engineers to complete the Environmental Assessment Study for the Southdale Road and Boler Road intersection improvements, in the amount of $134,732.40, excluding H.S.T., 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 appended to the staff report dated August 25, 2014;

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.  (2014-A05)

Motion Passed

YEAS: S. Orser, H.L. Usher, W.R. Monteith, N. Branscombe (4)

9.

Sarnia Road Widening - Wonderland Road North to Sleightholme Avenue - Detailed Design and Tendering Appointment of Consulting Engineer

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 a consultant for the Sarnia Road Widening project:

a)         Dillon Consulting Limited, BE APPOINTED Consulting Engineers for the detailed design and tendering of the Sarnia Road project, in the amount of $385,114.40, excluding H.S.T., 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 in accordance with the Sources of Financing Report appended to the staff report dated August 25, 2014;

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.  (2014-A05)

Motion Passed

YEAS: S. Orser, H.L. Usher, W.R. Monteith, N. Branscombe (4)

10.

Dundas Flexible Street Scoping Study - Consulting Engineer Assignment Increase

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 Dundas Flexible Street Scoping Study:

a)         the value of the consulting assignment with IBI Group BE INCREASED by $25,000.00 from $95,000.00 to a new upset limit of $120,000.00, excluding H.S.T., in accordance with Section 20.3(e) of the Procurement of Goods and Services Policy; it being noted that a $100,000.00 budget was previously approved for the project;

b)         the financing for this project BE APPROVED as set out in the Sources of Financing Report appended to the staff report dated August 25, 2014; and,

c)         the Civic Administration BE AUTHORIZED to undertake all the administrative acts that are necessary in connection with this work.  (2014-A05)

Motion Passed

YEAS: S. Orser, H.L. Usher, W.R. Monteith, N. Branscombe (4)

11.

Amendments to the Traffic and Parking By-law

Recommendation:  That, on the recommendation of the Managing Director, Environmental and Engineering Services and City Engineer, the proposed by-law appended to the staff report dated August 25, 2014 BE INTRODUCED at the Municipal Council meeting to be held on September 2, 2014 for the purpose of amending the Traffic and Parking By-law (P.S. 111) to regulate traffic and the parking of motor vehicles in the City of London; it being noted that the Civic Works Committee received a communication from B. Stokes, 120 Garland Lane and a communication dated August 14, 2014 from S. Antolini, 120 Garland Lane with respect to this matter.  (2014-C01)

Motion Passed

YEAS: S. Orser, H.L. Usher, W.R. Monteith, N. Branscombe (4)

12.

Amendments to the Traffic and Parking By-law to Address Safety Issues During the Western Fair

Recommendation:  That, on the recommendation of the Managing Director, Environmental and Engineering Services and City Engineer, the proposed by-laws appended to the staff report dated August 25, 2014 BE INTRODUCED at the Municipal Council meeting to be held on September 2, 2014 for the purpose of amending the Traffic and Parking By-law (P.S. 111) to address safety concerns during the Western Fair.  (2014-C01)

Motion Passed

YEAS: S. Orser, H.L. Usher, W.R. Monteith, N. Branscombe (4)

13.

Pollution Prevention and Control Plan - Infoworks Modelling Consultant Appointment

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 Infoworks modelling assignments as part of Phase II of the Pollution Prevention and Control Plan:

a)         the following Consulting Engineering firms BE APPOINTED for the completion of Infoworks hydraulic modelling assignments, in the amounts identified below, all including contingency but exclusive of H.S.T., 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 of the City of London’s Procurement of Goods and Services Policy; it being noted that these consultants shall obtain approval to proceed with subsequent phases of engineering for their projects subject to satisfying all financial, reporting and other conditions contained within this Policy:

i)          Assignment 1: Dillon Consulting Limited, in the amount of $199,832.00;

ii)         Assignment 4: AECOM Canada Ltd., in the amount of $74,176.00;

iii)        Assignment 5: XCG Consultants Ltd., in the amount of $195,667.00;

iv)        Assignment 6: WSP Canada Inc., in the amount of $138,708.00;

v)         Assignment 8: GM BluePlan Engineering Limited, in the amount of $269,812.00; and,

vi)        Cavendish Assignment: Stantec Consulting Ltd., in the amount of $65,343.00;

b)         the financing for the projects identified in a) above, BE APPROVED in accordance with the Sources of Financing Report appended to the staff report dated August 25, 2014;

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

d)         the approval given herein BE CONDITIONAL upon the Corporation entering into a formal contract with each 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;

it being noted that the Civic Works Committee received the attached presentation from T. Copeland, Manager, Wastewater & Drainage Engineering with respect to this matter.  (2014-A05)

Motion Passed

YEAS: S. Orser, P. Van Meerbergen, H.L. Usher, W.R. Monteith, N. Branscombe (5)

14.

Truck Mounted, High Pressure Sewer Jetters - RFP 14-43

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 supply and delivery of truck mounted, high pressure sewer jetters:

a)         the submission from Cubex Ltd., 189 Garden Ave., Brantford Ontario N3S 0A7 for the Supply and Delivery of Truck Mounted, High Pressure Sewer Jetters at their submitted price of $840,492.70, excluding H.S.T., BE ACCEPTED;

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

c)         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; and,

d)         the funding for this purchase BE APPROVED as set out in the Sources of Financing Report appended to the staff report dated August 25, 2014.  (2014-F17)

Motion Passed

YEAS: S. Orser, H.L. Usher, W.R. Monteith, N. Branscombe (4)

15.

Boom Flail Mowers, Single Source Procurement

Recommendation:  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 award of contract for two "Trackless" brand, boom flail mowers:

a)         the Civic Administration BE AUTHORIZED to engage in a single source contract as per the Procurement of Goods and Services Policy Section 14.4(e) for two (2) “Trackless” brand, boom flail mowers; it being noted that the cost of these attachments is not to exceed a cost of $31,869.00 per unit plus H.S.T.;

b)         the funding for this purchase BE APPROVED as set out in the Sources of Financing Report appended to the staff report dated August 25, 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, W.R. Monteith, N. Branscombe (4)

16.

City Initiated Street By-law Refinement Report Residential Driveway Widths

Recommendation:  That, on the recommendation of the Managing Director, Environmental and Engineering Services and City Engineer, the attached revised proposed by-law BE INTRODUCED at the Municipal Council meeting to be held on September 2, 2014 for the purpose of amending the Streets By-law No. S.-1 for the purpose of regulating driveway width and access for residential properties in the City.  (2014 - C01/D14)

Motion Passed

YEAS: S. Orser, P. Van Meerbergen, H.L. Usher, W.R. Monteith, N. Branscombe (5)

17.

Single Source Cured in Place Pipe - Lining Supplies

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 supply of materials to support the City’s cured in place, private drain connection (PDC), lining process:

a)         approval hereby BE GIVEN to enter into negotiations with LMK Enterprises Inc. to provide cured in place pipe, lining supplies for a one (1) year term, with an option to renew the contract two (2) additional years;

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

c)         the approval herein BE CONDITIONAL upon the Corporation negotiating satisfactory prices, terms and conditions with LMK Enterprises Inc., to the satisfaction of the Managing Director, Environmental and Engineering Services and City Engineer; and,

d)         the approval hereby 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, W.R. Monteith, N. Branscombe (4)

18.

Thames Sydenham Region Source Water Protection Plan Risk Management Services Agreement

Recommendation:  That, on the recommendation of the Managing Director, Environmental and Engineering Services and City Engineer, the proposed by-law appended to the staff report dated August 25, 2014, BE INTRODUCED at the Municipal Council meeting on September 2, 2014 to:

a)         approve and authorize a Source Protection Part IV Enforcement Transfer Agreement and Source Protection Joint Risk Management Services Agreement between The Corporation of the City of London and the Upper Thames River Conservation Authority (UTRCA) in order to transfer the responsibility of risk management to the UTRCA and to secure the services of staff at the UTRCA in order to perform risk management duties with respect to the Thames Sydenham Region Source Protection Plan; and

b)         authorize the Mayor and the City Clerk to execute the Agreements noted in a), above, substantially in the form attached to the by-law and to the satisfaction of the City Solicitor;

it being noted that these measures are necessary to fulfill a “standard of care” for our drinking water system and that all costs are able to be accommodated within existing budgets.  (2014-L04A)

Motion Passed

YEAS: S. Orser, P. Van Meerbergen, H.L. Usher, W.R. Monteith, N. Branscombe (5)

19.

Appointment of Consultant - Design and Contract Administration Services for the New Southland Pumping Station and Forcemain

Recommendation:  That, on the recommendation of the Director, Water and Wastewater, the following actions be taken with respect to engineering services for the new Southland Pumping Station and Forcemain:

a)         Stantec Consulting Ltd BE APPOINTED Consulting Engineers in the amount of $176,895.60, including 20% contingency, excluding H.S.T., based upon the Fee Guideline for Professional Engineering Services, recommended by the Ontario Society of Professional Engineers; and 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 in accordance with the Sources of Financing Report appended to the staff report dated August 25, 2014;

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.  (2014-A05)

Motion Passed

YEAS: S. Orser, H.L. Usher, W.R. Monteith, N. Branscombe (4)

20.

Landfill Gas Utilization - Request for Qualifications

Recommendation:  That, on the recommendation of the Director, Environment, Fleet and Solid Waste, the following actions be taken with respect to landfill gas utilization:

a)         the Civic Administration BE DIRECTED to end negotiations with London District Renewable Energy Cooperative (LDREC) for a joint-venture partnership to construct a landfill gas power plant;

b)         the Civic Administration BE AUTHORIZED to select a short list of private sector power developers who will receive a Request for Proposals for landfill gas utilization rights for the W12A Landfill; it being noted that only developers who can demonstrate their ability to be considered a Qualified Applicant under Ontario Power Authority’s Large Renewables Procurement Request (LRP 1 RFQ) process will be considered;

c)         the Civic Administration BE AUTHORIZED to prepare and release a Request for Proposals (City RFP) for  the sale of landfill gas utilization rights for the W12A landfill;

d)         the Civic Administration BE DIRECTED to report back to the Civic Works Committee on the outcome of the LRP 1 RFQ process and the City of London’s Request for Proposals process; and,

e)         the Civic Administration BE AUTHORIZED to undertake all administrative acts in regard to this matter. (2014-F18)

Motion Passed

YEAS: S. Orser, H.L. Usher, W.R. Monteith, N. Branscombe (4)

III.

SCHEDULED ITEMS

21.

London Transit Commission 2013 Annual Report

Recommendation:  That the communication dated July 17, 2014, with respect to the London Transit Service 2013 Annual Report, from L. Ducharme, General Manager, London Transit Commission, BE RECEIVED for information; it being noted that the Civic Works Committee received a verbal overview from D. Winninger, Chair and L. Ducharme, General Manager, London Transit Commission, with respect to this matter.  (2014-C05)

Motion Passed

YEAS: S. Orser, P. Van Meerbergen, H.L. Usher, W.R. Monteith, N. Branscombe (5)

IV.

ITEMS FOR DIRECTION

22.

Installation of Sidewalks on Shavian Boulevard

Recommendation:  That the installation of sidewalks on Shavian Boulevard BE INSTALLED in accordance with the existing plan provided by the Civic Administration; it being noted that the Civic Works Committee received a delegation from J. Hunter, 37 Shavian Boulevard, reiterating her request to have the sidewalk moved into the existing road way and the attached presentation from E. Soldo, Director, Roads and Transportation, with respect to this matter. (2014-T04)

Motion Passed

YEAS: S. Orser, P. Van Meerbergen, H.L. Usher, W.R. Monteith (4)

NAYS: N. Branscombe (1)

V.

DEFERRED MATTERS/ADDITIONAL BUSINESS

23.

Crosswalks on Belfield Street

That it BE NOTED that Councillor S. Orser enquired about the possibility of upgrading the crosswalk on Belfield Street.  The Civic Administration advised that there are plans to enhance the crosswalk pending the passing of provincial legislation.

VI.

CONFIDENTIAL

(See Confidential Appendix enclosed for Members only.)

The Civic Works Committee convened in camera from 5:54 PM to 6:38 PM after having passed a motion to do so, with respect to the following matters:

C-1

A matter pertaining to advice that is subject to solicitor-client privilege, including communications necessary for that purpose with respect to contract T13-89 with Ron Murphy Contracting Co. Ltd.

C-2

A matter pertaining to litigation currently before the Superior Court of Justice, Court file No. 8922/12 effecting the municipality and advice that is subject to solicitor-client privilege, including communications necessary for that purpose

VII.

ADJOURNMENT

The meeting adjourned at 6:40 PM.