Civic Works Committee

Report

10th Meeting of the Civic Works Committee

Tuesday, July 16, 2024 at 9:30 A.m. - 10:30 A.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 A. Hopkins (Chair), 
• J. Pribil, 
• S. Trosow, 
• S. Franke, 
• and D. Ferreira 

ALSO PRESENT:

• R. Armistead, J. Dann, D. Escobar, T. Koza, D. MacRae, A. Spahiu, A. Rammeloo, A. Rozentals, J. Stanford, J. Straub and J. Bunn (Committee Clerk)      

  Remote Attendance: E. Hunt and E. Skalski 

  The meeting was called to order at 9:30 AM; it being noted that Councillor D. Ferreira was in remote attendance.

   

---

1.

Disclosures of Pecuniary Interest

That it BE NOTED that no pecuniary interests were disclosed.

2.

Consent

• Moved by: S. Franke
  Seconded by: J. Pribil

  That Items 2.1 to 2.8 BE APPROVED.

  
  

  Yeas: (5)

  A. Hopkins, J. Pribil, S. Trosow, S. Franke, and D. Ferreira

  
  
  
  Motion Passed (5 to 0)

2.1

7th Report of the Integrated Transportation Community Advisory Committee

• Moved by: S. Franke
  Seconded by: J. Pribil

  That the 7th Report of the Integrated Transportation Community Advisory Committee, from the meeting held on June 19, 2024, BE RECEIVED.

  
  
  
  
  Motion Passed

2.2

Appointment of Consulting Engineer for Contract Administration Services and CP Rail Flagging Fees: Hyde Park Assignment ‘A’ - Phase 2 Project

• Moved by: S. Franke
  Seconded by: J. Pribil

  That on the recommendation of Deputy City Manager, Environment and Infrastructure, the following actions be taken with respect to the staff report, dated July 16, 2024, related to the Appointment of Consulting Engineer for Contract Administration Services and CP Rail Flagging Fees for the Hyde Park Assignment ‘A’ Phase 2 Project:

  a)     Stantec Consulting Limited BE AUTHORIZED to carry out the resident inspection and contract administration for the Hyde Park Assignment ‘A’ Phase 2 project in accordance with the estimate, on file, at an upset amount of $243,764.00, including contingency (excluding HST), in accordance with Section 15.2 (g) of the City of London’s Procurement of Goods and Services Policy;

  b)    the allowance of the mandated Canadian Pacific Railway (CP) flagging personnel during the construction of the Hyde Park Assignment ‘A’ - Phase 2 tunnel works per the anticipated CP flagging requirements BE APPROVED for the Hyde Park Assignment ‘A’ - Phase 2 project, with an estimated fee of $52,034 (excluding HST);

  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 this project; 

  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. (2024-A05)

  
  
  
  
  Motion Passed

2.3

Appointment of Consulting Engineers for the Infrastructure Renewal Program: Round 3

• Moved by: S. Franke
  Seconded by: J. Pribil

  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 16, 2024, related to the Appointment of Consulting Engineers for the Infrastructure Renewal Program Round 3:

  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)    Spriet Associates London Limited BE APPOINTED consulting engineers to complete the pre-design, and detailed design of Nightingale Ave from Dundas Street to Elias Street, in the total amount of $243,039.50, including contingency, (excluding HST);
  ii)    Stantec Consulting Limited BE APPOINTED consulting engineers to complete the servicing study, and preliminary design of the Chelsea Green area located along Adelaide Street, immediately south of the Thames River, in the total amount of $301,442.35, including contingency, (excluding HST);

  b)     WT Infrastructure Solutions Inc. BE APPOINTED consulting engineers to complete the detailed design and construction administration for the Sewer Renewal Project Package, in the total amount of $244,601.00 (excluding HST), noting this bid is being reported as an irregular bid per the Procurement of Goods and Services Policy, Section 19.4(b) and (c), only one bid was received for this request for proposal;

  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 this project; 

  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. (2024-A05)

  
  
  
  
  Motion Passed

2.4

Mid-year Update: Green Bin and Collection Program Implementation

• Moved by: S. Franke
  Seconded by: J. Pribil

  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 16, 2024, related to a Mid-Year Update on the Green Bin and Collection Program Implementation:

  a)    the above-noted staff report BE RECEIVED; and,

  b)    the Civic Administration BE DIRECTED to report on the cost, the advantages and disadvantages, design considerations and other potential opportunities and implications of the following changes to the collection system including:

  i)    Adding pet waste to the Green Bin program in 2025,
  ii)    Reviewing the Garbage Container Limit and the Garbage Container Exemption periods to ensure there is a balance between customer service and an incentive to reduce waste and maximize the use of the Green Bin and recycling systems, and,
  iii)    Providing additional collection services or other solutions for items like diapers, incontinence products, large bulky items, other materials, and hard to service townhome complexes, in 2025 or 2026. (2024-E07)

  
  
  
  
  Motion Passed

2.5

RFP-2024-037 Sunningdale Road East and Clarke Road Intersection Improvements - Appointment of Consulting Engineer

• Moved by: S. Franke
  Seconded by: J. Pribil

  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 16, 2024, related to RFP-2024-037 Sunningdale Road East and Clarke Road Intersection Improvements Appointment of Consulting Engineer 

  a)    R.V. Anderson Associates Limited BE APPROVED as the consulting engineer to complete the detailed design and tendering services at an upset amount of $235,254.00 (excluding HST), in accordance with RFP 2024-037 and Section 15.2 (e) 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 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. (2024-A05)

  
  
  
  
  Motion Passed

2.6

Irregular Result: Rapid Transit Shelters - Public Artwork Vendor of Record Contract Award RFP-2023-276 and Appointment of Consulting Engineer for Contract Administration Services

• Moved by: S. Franke
  Seconded by: J. Pribil

  That on the recommendation of the Deputy City Manager, Environment & Infrastructure, the following actions be taken with respect to an Irregular Result for Rapid Transit Shelters Public Artwork Vendor of Record Contract Award RFP-2023-276 and Appointment of Consulting Engineer for Contract Administration Services:

  a)    the bid submitted by Compex Display of $1,292,930.00 (excluding HST), for the future supply, fabrication and installation of Rapid Transit Shelter – Artwork (RFP-2023-276) BE ACCEPTED in accordance with the Procurement of Goods and Services Policy; it being noted that the proposal submitted by Compex Display was the only proposal received, creating an irregular result, however it meets the City’s specifications and requirements in all areas;

  b)    the Civic Administration BE AUTHORIZED to appoint Compex Display as the Vendor of Record for fabrication, supply, and installation of shelter artwork in connection with these purchases for a period four (4) years with three (3) one (1) year option periods with renewals based on positive performance and cost, noting cost escalation may be negotiable;

  c)    AECOM Canada Ltd. BE AUTHORIZED to carry out the resident inspection and contract administration for the 14 Shelter Installations (Downtown Loop, East London Link Phase 1 and 2 and Wellington Gateway Phase 1) in accordance with the estimate, on file, at an upset amount of $559,669.00 (excluding HST), in accordance with Section 15.2 (g) of the City of London’s Procurement of Goods and Services Policy;

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

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

  f)    the approval given, herein, BE CONDITIONAL upon the Corporation entering into a formal contract with Compex Display for this work; and,

  g)    the Mayor and City Clerk BE AUTHORIZED to execute any contract or other documents, if required, to give effect to these recommendations. (2024-F18)

  
  
  
  
  Motion Passed

2.7

School Zone Speed Limit Reductions on Major Streets Amendments to the Traffic and Parking By-law

• Moved by: S. Franke
  Seconded by: J. Pribil

  That, on the recommendation of the Deputy City Manager, Environment and Infrastructure, the proposed by-law, as appended to the staff report dated July 16, 2024, BE INTRODUCED at the Municipal Council meeting to be held on July 23, 2024 for the purpose of amending the Traffic and Parking By-law (PS-114) to lower speed limits in school zones on major streets. (2024-T08)

  
  
  
  
  Motion Passed

2.8

Upper Thames River Conservation Authority and West London Dyke Phases 9 Through 13 Design

• Moved by: S. Franke
  Seconded by: J. Pribil

  That, on the recommendation of the Deputy City Manager, Environment & Infrastructure, the following actions be taken with respect to the staff report, dated July 16, 2024, related to the Upper Thames River Conservation Authority and West London Dyke Phases 9 through 13 Design:

  a)    the Upper Thames River Conservation Authority BE AUTHORIZED to carry out the following projects, noting the requirements of this provincial funding program are unique, in that only conservation authorities can apply, requiring 14.3.a) of the Procurement of Goods and Services Policy:

  i)    West London Dyke Phase 9 - 13 Design, for the City’s share of consulting fees totalling $534,900.37 including contingency (excluding HST); and,    
  ii)    West London Dyke Phase 9 – 13 UTRCA Project Management Fees, totalling $30,000, (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 work;

  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. (2024-E13)

  
  
  
  
  Motion Passed

3.

Scheduled Items

None.

4.

Items for Direction

None.

5.

Deferred Matters/Additional Business

5.1

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

• Moved by: D. Ferreira
  Seconded by: S. Trosow

  That the following actions be taken with respect to the 8th Report of the Environmental Stewardship and Action Community Advisory Committee (ESACAC), from the meeting held on July 10, 2024:

  a)    the following actions be taken with respect to the Neighbourhood Decision Making program:

  i)    the Municipal Council BE ADVISED that the ESACAC recommends that that the City does not pause funding to community grants and the Neighbourhood Decision Making program; and,
  ii)    the recommendations, as stated on the ESACAC agenda, BE FORWARDED to Council;

  it being noted that the Environmental Stewardship and Action Community Advisory Committee held a discussion and received a communication dated July 4, 2024, from C. Butler, with respect to these matters;

  it being further noted that the Chair of the ESACAC has submitted the recommendations to the Added Agenda for the July 18, 2024 meeting of the Strategic Priorities and Policy Committee;

  b)    the following actions be taken with respect to the 2025 Mayor's New Year's Honour List Call for Nominations:

  i)    a representative from the City Clerk's Office BE INVITED to attend the next meeting of the Environmental Stewardship and Action Community Advisory Committee meeting to outline the context for nominations for the 2025 Mayor's New Year's Honour List nominations; and,
  ii)    the communication, dated June 27, 2024, from the City Clerk and Deputy City Clerks, with respect to the 2025 Mayor's New Year's Honour List Call for Nominations BE REFERRED to the next Environmental Stewardship and Action Community Advisory Committee meeting; and,

  c)    clauses 1.1, 3.1 and 5.1 BE RECEIVED;

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

  
  

  Yeas: (5)

  A. Hopkins, J. Pribil, S. Trosow, S. Franke, and D. Ferreira

  
  
  
  Motion Passed (5 to 0)

5.2

(ADDED) Service London Portal Request

• Moved by: S. Franke
  Seconded by: D. Ferreira

  That the Civic Administration BE DIRECTED to report back to a future meeting of the Community and Protective Services Committee on the feasibility of having a request button on the Service London Portal to report property standards violations and/or property naturalization violations.

  
  

  Yeas: (5)

  A. Hopkins, J. Pribil, S. Trosow, S. Franke, and D. Ferreira

  
  
  
  Motion Passed (5 to 0)

6.

Adjournment

• The meeting adjourned at 10:30 AM.

  
  
  
  
  Motion Passed