Civic Works Committee

Report

The 15th Meeting of the Civic Works Committee

Tuesday, November 23, 2021 at 12:00 P.m. - 1:00 P.m.

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,
• and Mayor E. Holder

ABSENT:

• P. Van Meerbergen
• and S. Turner

ALSO PRESENT:

• ALSO PRESENT: A. Pascual and J. Taylor
  
  Remote Attendance: Councillors J. Fyfe-Millar, M. Hamou, S. Hillier, and M. van Holst; G. Barrett, M. Bushby, J. Dann, U. DeCandido, M. Feldberg, D. MacRae, S. Maguire, S. Mathers, S. Miller, D. Popadic, C. Saunders, K. Scherr, J. Shaughnessy, B. Somers, J. Stanford, and T. Wellhauser
  
  The meeting was called to order at 12:01 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 and J. Helmer.

---

1.

Disclosures of Pecuniary Interest

That it BE NOTED that no pecuniary interests were disclosed. 

2.

Consent

• Moved by: J. Helmer
  Seconded by: M. Cassidy

  That Items 2.1, 2.2, 2.3, 2.4, 2.5, and 2.6 BE APPROVED.

  
  

  Yeas: (4)	J. Helmer, M. Cassidy, E. Peloza, and E. Holder
  Absent: (2)	S. Turner, and P. Van Meerbergen

  
  
  
  Motion Passed (4 to 0)

2.1

Traffic and Parking By-law Process Improvement and Consolidation

• Moved by: J. Helmer
  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 November 23, 2021, related to the Traffic and Parking By-law consolidation and process improvement:

  a)        the proposed by-law, as appended to the above-noted staff report as Appendix A, being a by-law to repeal and replace By-law No. PS-113 with a new Traffic and Parking By-law, to consolidate the multiple amendments which have been made to By-law PS-113 since its enactment and to implement the new administrative amendment process for routine matters, BE INTRODUCED at the Municipal Council meeting to be held on December 7, 2021;

  b)        the proposed by-law, as appended to the above-noted staff report as Appendix B, being a by-law to amend By-law No. A-54 entitled, “A by-law to implement an Administrative Monetary Penalty System in London”, BE INTRODUCED at the Municipal Council meeting to be held on December 7, 2021; and,

  c)        the proposed by-law, as appended to the Civic Works Committee Added Agenda, being a by-law to repeal By-law No. CPOL.-222-474, as amended, being a By-law with respect to the Council Policy entitled “Traffic and Parking By-law Amendments”, BE INTRODUCED at the Municipal Council meeting to be held on December 7, 2021; it being noted that a new administrative procedure will be put in place instead. (2021-T08/P01)

  
  
  
  
  Motion Passed

2.2

RFT 21-101 Springbank Reservoirs Cell 1 and 2 Chlorination Modifications - Irregular Result

• Moved by: J. Helmer
  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 November 23, 2021, related to the Springbank Reservoir Cells 1 and 2 Chlorination Modifications:

  a)        the proposal submitted by Straightline Group Incorporated, 3030 Balmoral Avenue, Burlington, Ontario, L7N 1E2, in the amount of $305,000.00, including contingency ($30,000), excluding HST, BE AWARDED in accordance with Section 19.4 (b) and (c) and 8.10 (b) of the City of London’s Procurement of Goods and Services Policy;

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

  c)        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)

  
  
  
  
  Motion Passed

2.3

Revised Joint Occupancy and Use Agreement for Elgin-Middlesex Pumping Station

• Moved by: J. Helmer
  Seconded by: M. Cassidy

  That, on the recommendation of the Director, Water, Wastewater and Stormwater, the following actions be taken with respect to the staff report dated November 23, 2021, related to a revised Joint Occupancy and Use Agreement between Partner Municipalities and the Elgin Area Primary Water Supply System with respect to the Elgin-Middlesex Pumping Station:

  a)        the proposed by-law, as appended to the above-noted staff report, BE INTRODUCED at the Municipal Council meeting to be held on December 7, 2021, to approve a revised Joint Occupancy and Use Agreement between The Corporation of the City of London, the Elgin Area Primary Water Supply System, the Aylmer Area Secondary Water Supply System, and the St. Thomas Secondary Water Supply System with respect to the Elgin-Middlesex Pumping Station;

  b)        the Mayor and the City Clerk BE AUTHORIZED to execute the Agreement, substantially in the form as appended to the above-noted by-law, and satisfactory to the City Solicitor, and all documents required to fulfill its conditions; and,

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

  it being noted that the Boards of Management for the Elgin Area Primary Water Supply System and both Secondary Water Supply Systems are concurrently undertaking similar actions to enter into this Joint Occupancy and Use Agreement. (2021-E03)

  
  
  
  
  Motion Passed

2.4

Contract Award: Tender No. 21-98 - Downtown Loop and Municipal Infrastructure Improvements Phase 2

• Moved by: J. Helmer
  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 November 23, 2021, related to the award of contracts for the Downtown Loop and Municipal Infrastructure Improvements Phase 2 Project:

  a)        the bid submitted by J-AAR Excavating Limited at its tendered price of $17,170,499.96, excluding HST, BE ACCEPTED; it being noted that the bid submitted by J-AAR Excavating Limited was the lowest of 3 bids received and meets the City's specifications and requirements in all areas;

  b)        Dillon Consulting Limited BE AUTHORIZED to carry out the resident inspection and contract administration for the said project in accordance with the estimate, on file, at an upset amount of $1,532,614.00, 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 Source of Financing Report as appended to the Civic Works Committee Added Agenda;

  d)        the Civic Administration BE AUTHORIZED to undertake all 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 21-98); 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-T10)

  
  
  
  
  Motion Passed

2.5

Commemorative Naming of City Assets - Terms of Reference

• Moved by: J. Helmer
  Seconded by: M. Cassidy

  That, on the recommendation of the Deputy City Manager, Planning and Economic Development, the following actions be taken with respect to the staff report dated November 23, 2021, related to the Commemorative Naming of City Assets – Terms of Reference:

  a)        the proposed Terms of Reference, as appended to the above-noted staff report, for reviewing the City’s commemorative naming process(es) BE APPROVED; and,

  b)        any further requests to change the names of facilities, parks, streets or other City assets BE DEFERRED until a public engagement process is complete, a tool for selecting names has been developed, and administrative process(es) have been updated;

  it being noted that funding for physical changes to signage or other re-naming costs must be considered as part of the Multi-Year Budget process through business case submissions, pending Council approval of the new policies and procedures. (2021-T00/R05)

  
  
  
  
  Motion Passed

2.6

Contract Award Amendment - RFP 21-37 Supply and Delivery of CNG Split Stream Rear Loading Waste Collection Trucks

• Moved by: J. Helmer
  Seconded by: M. Cassidy

  That, on the recommendation of the Deputy City Manager, Finance Supports, the following actions be taken with respect to the staff report dated November 23, 2021, related to the contract award amendment for RFP 21-37 – Supply and Delivery of CNG Split Stream Rear Loading Waste Collection Trucks:

  a)        the Civic Administration BE AUTHORIZED to undertake a contract award amendment in accordance with Section 20.3 (e) of the City of London’s Procurement of Goods and Services Policy as follows:

  i)         the award of RFP 21-37 to London Machinery Inc. (LMI) 15790 Robin’s Hill Road, London, Ontario N5V 0A4, at a total purchase price of $10,755,520.00, excluding HST, BE CANCELLED;
  ii)        the next highest scoring submission from Team Truck Centre, 795 Wilton Grove Road, London, Ontario N6N 1N7, at a total purchase price of $10,705,210.00, excluding HST, 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 given, herein, BE CONDITIONAL upon the Corporation entering into a formal contract, 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 Source of Financing Report, as appended to the above-noted staff report.

  
  
  
  
  Motion Passed

3.

Scheduled Items

None.

4.

Items for Direction

4.1

New Sidewalks in Established Neighbourhoods

• Moved by: M. Cassidy
  Seconded by: J. Helmer

  That, on the recommendation of the Deputy City Manager, Environment and Infrastructure, the Civic Administration BE DIRECTED to develop a Neighbourhood Sidewalk Connectivity Plan approach, including a community engagement strategy, for new sidewalks on neighbourhood road and underground reconstruction projects as proposed in the staff report dated November 23, 2021, on a trial basis in 2022 to inform the 2023 Renew London Construction Program.

  
  

  Yeas: (4)	J. Helmer, M. Cassidy, E. Peloza, and E. Holder
  Absent: (2)	S. Turner, and P. Van Meerbergen

  
  
  
  Motion Passed (4 to 0)

4.2

New Sidewalk Project List 2022

• That the following actions be taken with respect to the staff report dated November 23, 2021, related to the New Sidewalk Project List 2022:

  a)        the installation of the sidewalk on Imperial Road BE REFERRED BACK to Civic Administration for consideration of including Imperial Road as part of the Neighbourhood Sidewalk Connectivity Plan, and,

  b)        the above-noted staff report BE RECEIVED.

  
  
  
  
  Motion Passed

  Voting Record:

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

  Motion to approve part a) of the clause.

  
  

  Yeas: (4)	J. Helmer, M. Cassidy, E. Peloza, and E. Holder
  Absent: (2)	S. Turner, and P. Van Meerbergen

  
  
  
  Motion Passed (4 to 0)
• Moved by: J. Helmer
  Seconded by: E. Holder

  Motion to approve part b) of the clause.

  
  

  Yeas: (4)	J. Helmer, M. Cassidy, E. Peloza, and E. Holder
  Absent: (2)	S. Turner, and P. Van Meerbergen

  
  
  
  Motion Passed (4 to 0)

5.

Deferred Matters/Additional Business

5.1

Deferred Matters List

• Moved by: M. Cassidy
  Seconded by: J. Helmer

  That the Civic Works Committee Deferred Matters List as at November 15, 2021, BE RECEIVED.

  
  

  Yeas: (4)	J. Helmer, M. Cassidy, E. Peloza, and E. Holder
  Absent: (2)	S. Turner, and P. Van Meerbergen

  
  
  
  Motion Passed (4 to 0)

5.2

(ADDED) 10th Report of the Cycling Advisory Committee

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

  That the following actions be taken with respect to the 10th Report of the Cycling Advisory Committee, from its meeting held on November 17, 2021:

  a)        the following actions be taken with respect to the Notice of Public Information Centre #2, dated October 28, 2021, from P. Yanchuk, City of London and K. Welker, Stantec Consulting Ltd., related to the Windermere Road Improvements, City of London - Municipal Class Environment Assessment Study:

  i)         the Civic Administration BE REQUESTED to consider including a southbound bicycle lane on the west side of Richmond Street, north of Windermere Road to the Thames Valley Parkway south of the bridge, to facilitate uni-directional bicycle lanes and to allow for easy access to the properties located on the west side of Richmond Street; and,

  b)        clauses 1.1, 2.1 to 2.6 and 3.1 to 3.3, BE RECEIVED.

  
  

  Yeas: (4)	J. Helmer, M. Cassidy, E. Peloza, and E. Holder
  Absent: (2)	S. Turner, and P. Van Meerbergen

  
  
  
  Motion Passed (4 to 0)

6.

Adjournment

The meeting adjourned at 12:47 PM.