Civic Works Committee

Report

The 11th Meeting of the Civic Works Committee

Tuesday, July 18, 2023 at 12:00 P.m. - 1:00 P.m.

Council Chambers - Please check the City website for additional meeting detail information. Meetings can be viewed via live-streaming on YouTube and the City Website.

The City of London is situated on the traditional lands of the Anishinaabek (AUh-nish-in-ah-bek), Haudenosaunee (Ho-den-no-show-nee), Lūnaapéewak (Len-ah-pay-wuk) and Attawandaron (Add-a-won-da-run).

We honour and respect the history, languages and culture of the diverse Indigenous people who call this territory home. The City of London is currently home to many First Nations, Métis and Inuit today.

As representatives of the people of the City of London, we are grateful to have the opportunity to work and live in this territory.

PRESENT:

• Councillors C. Rahman (Chair), 
• H. McAlister, 
• P. Cuddy, 
• S. Trosow, 
• P. Van Meerbergen, 
• and S. Lewis (Acting Mayor) 

ALSO PRESENT:

• Councillors S. Franke and J. Pribil; K. Chambers, G. Dales, D. Escobar, S. Grady, D. MacRae, K. Mason, K. Oudekerk, A. Rammeloo, K. Scherr, J. Stanford, J. Yanchula

   

  Remote Attendance: Councillor A. Hopkins; E. Bennett, S. Corman, M. Losee, C. McCreery, A. Salton, G. Smith, B. Westlake-Power 

   

  The meeting was called to order at 12:00 PM, it being noted that Councillor P. Van Meerbergen was in remote attendance. 

   

   

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1.

Disclosures of Pecuniary Interest

That it BE NOTED that no pecuniary interests were disclosed. 

2.

Consent

• Moved by: P. Cuddy
  Seconded by: H. McAlister

  That items 2.1 to 2.6 and 2.8 to 2.11 BE APPROVED.

  
  

  Yeas: (6)

  S. Lewis (Acting Mayor), P. Van Meerbergen, H. McAlister, P. Cuddy, S. Trosow, and C. Rahman

  
  
  
  Motion Passed (6 to 0)

2.1

7th Report of the Environmental Stewardship and Action Community Advisory Committee

• That the 7th Report of the Environmental Stewardship and Action Community Advisory Committee, from its meeting held on June 7, 2023, BE RECEIVED. 

  
  
  
  
  

2.2

7th Report of the Integrated Transportation Community Advisory Committee

• That the following actions be taken with respect to the 7th Report of the Integrated Transportation Community Advisory Committee, from its meeting held on June 21, 2023:

  a)    the Municipal Council BE ADVISED that the Integrated Transportation Community Advisory Committee recommends Alternative 2: Signalized Intersection A, from the Hamilton Road and Gore Road Intersection Improvement Environmental Assessment;

  it being noted that the presentation, as appended to the Agenda, from V. Pugliese, MTE Consultants, with respect to this matter, was received; and,

  b)    clauses 2.2, 3.1 to 3.9, 4.1, 5.1 and 5.2 BE RECEIVED.

  
  
  
  
  

2.3

RFP-2022-224 Green Bin Processing Services

• That, on the recommendation of the Deputy City Manager, Environment and Infrastructure, the following actions be taken with respect to the staff report dated July 18, 2023, related to the Request for Proposal (RFP-2022-224) Green Bin Processing Services:

  a)    the proposal submitted by Convertus Canada Inc., 307 Commissioners Rd W, No. 8, London, Ontario, N6J 1Y4, for Green Bin Processing Services to manage food waste and soiled paper BE ACCEPTED at their quoted processing unit rate of $89.75 per tonne (excluding HST); it being noted that this is being reported as an irregular bid as per the Procurement of Goods and Services Policy Section 19.4 (c) as only one (1) bid was received for this Request for Proposals, and that:

  i)    the quoted processing unit rate of $94.50 per tonne (excluding HST) be accepted as submitted in 2023 to manage pet waste and/or food waste contained inside plastic bags should City Council wish to make Green Bin Program adjustments in the future;

  ii)   the proposed annual rate be adjusted annually for inflation by the Consumer Price Index;

  iii)  the term of contract be for four (4) years, with three (3), one (1) year renewal options at the sole discretion of the City; and,

  iv)  the minimum amounts of Green Bin materials that must be delivered to Convertus’s processing facility are 15,000 tonnes (in 2024), 15,750 tonnes (in 2025), 16,540 tonnes (in 2026) and 17,360 tonnes (in 2027);

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

  c)    the approval given, herein, BE CONDITIONAL upon the Corporation entering into a formal contract, having a purchase order or contract record relating to the subject matter of this approval.

  
  
  
  
  

2.4

Western Road and Sarnia Road/Phillip Aziz Avenue Corridor and Intersection Improvements Detailed Design Appointment of Consulting Engineer

• That, on the recommendation of the Deputy City Manager, Environment and Infrastructure, the following actions be taken with respect to the staff report dated July 18, 2023, related to the Western Road and Sarnia Road/Philip Aziz Avenue Corridor and Intersection Improvements Detailed Design and the Appointment of a Consulting Engineer:

  a)   AECOM Canada Ltd. BE APPOINTED as the consulting engineer to complete the detailed design and tendering services at an upset amount of $1,645,435.00 (excluding HST);

  b)    the financing for this assignment 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 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.

  
  
  
  
  

2.5

Appointment of Consulting Engineers for the Infrastructure Renewal Program

• That, on the recommendation of the Deputy City Manager, Environment and Infrastructure, the following actions be taken with respect to the staff report dated July 18, 2023, related 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 Infrastructure Renewal Program funded projects, 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)    Development Engineering (London) Limited as the consulting engineers to complete the pre-design, and detailed design of Contract 1, Florence Street from Eleanor Street to Ashland Avenue, and Eleanor Street from Dundas Street to Frances Street reconstruction, in the total amount of $354,937.00, including contingency (excluding HST);

  ii)   Stantec Consulting Ltd. as the consulting engineers to complete the pre-design, detailed design and construction administration of Contract 3, Cavendish Crescent East reconstruction, and Greenway low level trunk sanitary sewer relocation, in the total amount of $767,672.40, including contingency (excluding HST);

  iii)  Archibald, Gray & McKay Engineering Ltd. as the consulting engineers to complete the pre-design and detailed design of Contract 7, Sterling Street from Oxford Street East to Salisbury Street, Salisbury Street from Sterling Street to Quebec Street, and Mornington Avenue from Sterling Street to Quebec Street reconstruction, in the total amount of $294,800.00, including contingency (excluding HST);

  b)    the financing for this project 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 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. (2023-T04)

  
  
  
  
  

2.6

Contract Award - Request for Proposal RFP-2023-141 Design, Fabrication, Delivery, Installation and Maintenance of Signage for Downtown Wayfinding Plan Phase 1 Sign By-law Amendment

• That, on the recommendation of the Deputy City Manager, Environment and Infrastructure and the Deputy City Manager, Planning and Economic Development, the following actions be taken with respect to the staff report dated July 18, 2023, related to the Contract Award Request for Proposal (RFP-2023-141) for the Design, Fabrication, Delivery, Installation and Maintenance of Signage for Downtown Wayfinding Plan Phase 1 Sign By-law Amendment:

  a)    Everest Signs BE APPOINTED to undertake detailed design, fabrication, installation and maintenance at an upset limit of $125,350.00 (excluding HST), in accordance with Section 12.2(b);

  b)    the financing for this project 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 project;

  d)    the approval given, herein, BE CONDITIONAL upon the Corporation entering into a formal contract with Everest Signs for this work;

  e)    the Mayor and the City Clerk BE AUTHORIZED to execute any contract or other documents, if required, to give effect to these recommendations; and,

  f)    the proposed by-law, as appended to the above-noted staff report, BE INTRODUCED at the Municipal Council meeting to be held on July 25, 2023, to amend By-law No. S.-5868-183, entitled “A by-law prohibiting and regulating signs, and regulating the placing of signs upon highways and buildings”.

  
  
  
  
  

2.8

Appointment of Consulting Engineers for Contract Administration Services - Vauxhall Wastewater Treatment Plant Refurbishment Stage 1

• That, on the recommendation of Deputy City Manager, Environment and Infrastructure, the following actions be taken with respect to the staff report dated July 18, 2023, related to the Appointment of Consulting Engineers for Contract Administration Services for the Vauxhall Wastewater Treatment Plant Refurbishment Stage 1:

  a)    the following consulting engineers BE APPOINTED to carry out consulting services for the identified wastewater treatment operations infrastructure project, at the upset amounts identified below, in accordance with the estimate on file, and in accordance with Section 15.2(g) of the City of London’s Procurement of Goods and Services Policy:

  i)    Dillon Consulting Limited as the consulting engineers to complete part time inspection and contract administration of Vauxhall WWTP Refurbishment Stage 1 in the total amount of $133,515.00, including contingency (excluding HST);

  ii)   AECOM Canada Ltd. as the consulting engineers to complete part time inspection and contract administration support to Dillon for Vauxhall WWTP Refurbishment Stage 1, in the total amount of $40,000.00, including contingency (excluding HST);

  b)    the financing for this project 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 project; 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. (2023-E03)

  
  
  
  
  

2.9

RFP-2023-097 Streetscape Master Plan for Dundas Street Appointment of Consulting Engineer- Irregular Result

• That, on the recommendation of the Deputy City Manager, Environment and Infrastructure, the following actions be taken with respect to the staff report dated July 18, 2023, related to the Request for Proposal (RFP-2023-097) Streetscape Master Plan for Dundas Street Appointment of Consulting Engineer Irregular Result:

  a)    Dillon Consulting Limited BE APPOINTED as the Consulting Engineer to complete the Streetscape Master Plan for Dundas Street – Argyle Core Area in the total amount of $159,899.30 (excluding HST), in accordance with Sections 15.2 (d) and 8.10 (a) 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 above-noted staff report;

  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 Consulting Engineer 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.

  
  
  
  
  

2.10

Contract Price Increase - 2022 Sewer Lining Contract

• That, on the recommendation of the Deputy City Manager, Environment and Infrastructure, the following actions be taken with respect to the staff report dated July 18, 2023, related to a Contract Price Increase for the 2022 Sewer Lining Contract:

  a)    the 2022 Sewer Lining Contract (RFP-2022-120) contract value with Insituform Technologies Ltd. BE INCREASED by $33,795.70 to $4,407,511.80 (excluding HST) in accordance with Section 20.3 (e) of the Procurement of Goods and Services Policy;

  b)    the financing for these projects 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 these projects; 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. (2023-E01)

  
  
  
  
  

2.11

Comments Provided to Federal Government on Recycled Content, Labelling Rules, and Registry of Plastic Products

• That, on the recommendation of the Deputy City Manager, Environment and Infrastructure, the staff report dated July 18, 2023, related to Comments Provided to Federal Government on Recycled Content, Labelling Rules and Registry for Plastic Products, BE RECEIVED.

  
  
  
  
  

2.7

Adelaide Street North Improvements Environmental Study Report, Notice of Completion

• That, on the recommendation of the Deputy City Manager, Environment and Infrastructure, the following actions be taken with respect to the staff report dated July 18, 2023, related to the Adelaide Street North Improvements Environmental Study Report, Notice of Completion:

  a)    the Adelaide Street North Improvements Environmental Study Report BE ACCEPTED;

  b)    a Notice of Study Completion for the Project BE FILED with the Municipal Clerk; and,

  c)    the Environmental Study Report BE PLACED on the public record for a 30-day review period.

  it being noted that a corridor widening of Adelaide Street North be subject to the recommendation of the Master Mobility Plan and future Development Charges By-laws. 

  
  
  
  
  Motion Passed

  Additional Votes: 

  
  
• Moved by: S. Trosow
  Seconded by: H. McAlister

  Motion to approve that the Adelaide Street North Improvements Environmental Study Report BE REFERRED back to the Civic Administration to include a no widening option as well as a discussion for a downstream mitigation option. 

  
  

  Yeas: (1)	S. Trosow
  Nays: (5)	S. Lewis (Acting Mayor), P. Van Meerbergen, H. McAlister, P. Cuddy, and C. Rahman

  
  
  
  Motion Failed (1 to 5)
• Moved by: P. Cuddy
  Seconded by: S. Lewis (Acting Mayor)

  Motion to approve parts a), b) and c) of the clause. 

  
  

  Yeas: (6)

  S. Lewis (Acting Mayor), P. Van Meerbergen, H. McAlister, P. Cuddy, S. Trosow, and C. Rahman

  
  
  
  Motion Passed (6 to 0)
• Moved by: S. Trosow
  Seconded by: H. McAlister

  Motion to add the following to the end of the clause:

  it being noted that a corridor widening of Adelaide Street North be subject to the recommendation of the Master Mobility Plan and future Development Charges By-laws. 

  
  

  Yeas: (4)	S. Lewis (Acting Mayor), H. McAlister, P. Cuddy, and S. Trosow
  Nays: (2)	P. Van Meerbergen, and C. Rahman

  
  
  
  Motion Passed (4 to 2)

3.

Scheduled Items

None. 

4.

Items for Direction

4.1

8th Report of the Environmental Stewardship and Action Community Advisory Committee

• Moved by: S. Lewis (Acting Mayor)
  Seconded by: C. Rahman

  That the following actions be taken with respect to the 8th Report of the Environmental Stewardship and Action Community Advisory Committee, from its meeting held on July 5, 2023: 

  a)    that consideration of clause 5.1 BE DEFFERED to a future meeting of the Civic Works Committee for further review; and, 

  b)    clauses 1.1, 3.1 to 3.4, 6.1 and 6.2 BE RECEIVED;

  it being noted that a verbal delegation from B. Samuels, Chair, Environment and Action Community Advisory Committee, with respect to this matter, was received.

  
  

  Yeas: (6)

  S. Lewis (Acting Mayor), P. Van Meerbergen, H. McAlister, P. Cuddy, S. Trosow, and C. Rahman

  
  
  
  Motion Passed (6 to 0)

  Additional Votes: 

  
  
• Moved by: P. Van Meerbergen
  Seconded by: P. Cuddy

  Motion to approve that the Civic Works Committee convene, In Closed Session, for the purpose of considering a matter related to advice that is subject to solicitor-client privilege, as it related to the Yard and Lot Maintenance By-law. 

  
  

  Yeas: (3)	S. Lewis (Acting Mayor), P. Van Meerbergen, and P. Cuddy
  Nays: (3)	H. McAlister, S. Trosow, and C. Rahman

  
  
  
  Motion Failed (3 to 3)

4.2

London Transit 2022 Annual Report

• That the following actions be taken with respect to the London Transit 2022 Annual Report: 

  a)    the London Transit Commission BE REQUESTED to include Accessibility as a key component in their next Strategic Plan; and, 

  b)    the London Transit 2022 Annual Report BE REFERRED back to the London Transit Commission to: 

  i)    re-evaluate the grading components of the report identified by the Municipal Council, with respect to the grading of the key elements of the evaluation; and, 

  ii)   submit a revised report to the Civic Works Committee at a future meeting; 

  it being noted that the communication, as appended to the Added Agenda, from J. Preston, with respect to this matter, was received.

  
  
  
  
  Motion Passed

  Additional Votes: 

  
  
• Moved by: S. Lewis (Acting Mayor)
  Seconded by: P. Cuddy

  Motion to approve part a) of the clause.

  
  

  Yeas: (6)

  S. Lewis (Acting Mayor), P. Van Meerbergen, H. McAlister, P. Cuddy, S. Trosow, and C. Rahman

  
  
  
  Motion Passed (6 to 0)
• Moved by: S. Lewis (Acting Mayor)
  Seconded by: H. McAlister

  Motion to approve part b) of the clause.

  
  

  Yeas: (6)

  S. Lewis (Acting Mayor), P. Van Meerbergen, H. McAlister, P. Cuddy, S. Trosow, and C. Rahman

  
  
  
  Motion Passed (6 to 0)
• Moved by: S. Lewis (Acting Mayor)
  Seconded by: P. Cuddy

  Motion to approve the addition of the following to the clause:

  "it being noted that the communication, as appended to the Added Agenda, from J. Preston, with respect to the matter, was received."

  
  

  Yeas: (6)

  S. Lewis (Acting Mayor), P. Van Meerbergen, H. McAlister, P. Cuddy, S. Trosow, and C. Rahman

  
  
  
  Motion Passed (6 to 0)

4.3

Mobility Master Plan Update Strategies, Mode Share Target Options and Project Evaluation Frameworks

• That the following actions be taken with respect to the staff report dated July 18, 2023, related to the Master Mobility Plan Update on Strategies, Mode Share, Target Options and Project Evaluation Frameworks:

  a)    that, on the recommendation of the Deputy City Manager, Environment and Infrastructure, the above-noted staff report BE RECEIVED;

  b)    the Civic Administration BE REQUESTED to remove item 2.4.1 Mode Target Share Option 1 from the above-noted staff report;  

  c)    that the London Transit Commission BE REQUESTED to: 
  
  i)    develop a detailed 2023 to 2027 work plan providing clear information on how LTC will implement Council’s 2023 to 2027 Strategic Plan, with particular focus on the Mobility and Transportation Strategic Area of Focus and its Outcomes, Expected Results and Strategies, but also on other Strategic Areas of Focus that are associated with LTC and its operations;
  
  ii)    report back to the Strategic Priorities and Policy Committee with the results of a) at its meeting on October 31, 2023; and,
  
  iii)    provide, at minimum, semi-annual reports to the Strategic Priorities and Policy Committee starting in January 2024 and through the term of the Strategic Plan to allow for continued consultation with Municipal Council on local transportation system policy and on general administration and affairs in relation to general municipal policy as per the current Bylaw;
  
  iv)    that the Civic Administration BE DIRECTED to review the current bylaw and report back with any recommended changes to reflect the necessary collaboration between LTC and the City of London in delivering on Council’s 2023 to 2027 Strategic Plan;

  it being noted that the presentation from S. Grady, Traffic and Transportation Engineer, with respect to this matter, was received; and,  

  it being further noted that the verbal delegation from M. Wallace and the communications, as appended to the Added Agenda, from A. Hunniford, A. Loewen Nair and C. Evans, with respect to this matter, were received. 

  
  
  
  
  Motion Passed

  Additional Votes: 

  
  
• Moved by: S. Lewis (Acting Mayor)
  Seconded by: P. Cuddy

  Motion to approve the request for delegation, from M. Wallace, London development Institute, with respect to this matter, to be heard at this meeting.

  
  

  Yeas: (5)	S. Lewis (Acting Mayor), P. Van Meerbergen, H. McAlister, P. Cuddy, and C. Rahman
  Nays: (1)	S. Trosow

  
  
  
  Motion Passed (5 to 1)
• Moved by: S. Lewis (Acting Mayor)
  Seconded by: S. Trosow

  Motion to approve part b) of the clause.

  
  

  Yeas: (5)	S. Lewis (Acting Mayor), H. McAlister, P. Cuddy, S. Trosow, and C. Rahman
  Nays: (1)	P. Van Meerbergen

  
  
  
  Motion Passed (5 to 1)
• Moved by: S. Lewis (Acting Mayor)
  Seconded by: H. McAlister

  Motion to approve part a) of the clause.

   

  
  

  Yeas: (5)	S. Lewis (Acting Mayor), H. McAlister, P. Cuddy, S. Trosow, and C. Rahman
  Nays: (1)	P. Van Meerbergen

  
  
  
  Motion Passed (5 to 1)
• Moved by: S. Lewis (Acting Mayor)
  Seconded by: S. Trosow

  Motion to approve part c) of the clause.

  
  

  Yeas: (6)

  S. Lewis (Acting Mayor), P. Van Meerbergen, H. McAlister, P. Cuddy, S. Trosow, and C. Rahman

  
  
  
  Motion Passed (6 to 0)

4.4

(ADDED) Councillor S. Franke - Climate Emergency Action Plan - Phase Out Gas

• Moved by: P. Van Meerbergen
  Seconded by: P. Cuddy

  That the communications included on the Added Agenda from Councillor S. Franke, related to Climate Emergency Action Plan - Phase Out Gas, BE REFERRED to the Civic Administration for review. 

  
  

  Yeas: (3)	P. Van Meerbergen, P. Cuddy, and C. Rahman
  Nays: (2)	H. McAlister, and S. Trosow
  Absent: (1)	S. Lewis (Acting Mayor)

  
  
  
  Motion Passed (3 to 2)

5.

Deferred Matters/Additional Business

None. 

6.

Adjournment

The meeting adjourned at 3:50 PM.