I.

CALL TO ORDER

1.

Disclosures of Pecuniary Interest

That it BE NOTED that Councillor T. Park disclosed a pecuniary interest in clause 10 of this Report, having to do with the Contract Award: 2015 Infrastructure Renewal Program Colborne and South Street Reconstruction Project, by indicating that her family owns a home in the area.

II.

CONSENT ITEMS

2.

4th Report of the Cycling Advisory Committee

That the 4th Report of the Cycling Advisory Committee, from its meeting held on March 18, 2015, BE RECEIVED.

Motion Passed

YEAS: J. Helmer, T. Park, V. Ridley, H.L. Usher, M. van Holst (5)

3.

Contract Award: 2015 Arterial Road  Rehabilitation Project Contract #2 (Tender # 15-23)

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 the 2015 Arterial Road Rehabilitation Contract #2:

a)         the bid submitted by Coco Paving Inc., at its tendered price of $5,363,000.00, excluding H.S.T., for the said contract BE ACCEPTED; it being noted that the bid submitted by Coco Paving Inc. was the lowest of three (3) 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 Sources of Financing Report appended to the staff report dated April 8, 2015;

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 15-23); 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. (2015-L04) 

Motion Passed

YEAS: J. Helmer, T. Park, V. Ridley, H.L. Usher, M. van Holst (5)

4.

Sanitary Forcemain Inspection, RFP #14-57 - Irregular Result

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 contract for the Sanitary Forcemain Inspection project:

a)         the proposal submitted by Pure Technologies Ltd. and negotiated price of $200,698.30, excluding H.S.T., for the Sanitary Forcemain Inspection project BE ACCEPTED; it being noted that Pure Technologies Ltd. was the only bidder to respond to a Request for Proposal and their submission meets the City's specifications and requirements in all areas;

b)         the financing for this project BE APPROVED as set out in the Sources of Financing Report appended to the staff report dated April 8, 2015;

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

d)         the approvals 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 these projects; 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.  (2015-F17)

Motion Passed

YEAS: J. Helmer, T. Park, V. Ridley, H.L. Usher, M. van Holst (5)

5.

Household Special Waste Program Update

That, on the recommendation of the Managing Director, Environmental and Engineering Services and City Engineer, the following actions be taken with respect to the Household Special Waste Program:

a)         the proposed by-law, appended to the staff report dated April 8, 2015, BE INTRODUCED at the Municipal Council meeting of April 14, 2015 to approve the Agreement between The Corporation of the City of London and the Oneida Nation of the Thames regarding access to the City of London’s Household Special Waste Depot; and,

b)         the Civic Administration BE AUTHORIZED to undertake all the administrative acts that are necessary in connection with this matter.  (2015-E07)

Motion Passed

YEAS: J. Helmer, T. Park, V. Ridley, H.L. Usher, M. van Holst (5)

6.

Appointment of Consulting Engineer for Inspection, Contract Administration and Engineering Services Associated with the Construction of 2015 Infrastructure Renewal Projects, Briscoe Reconstruction and Tecumseh Reconstruction

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 following 2015 Infrastructure Renewal Projects, Briscoe Reconstruction and Tecumseh Reconstruction:

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)          Briscoe Reconstruction: Archibald, Gray & McKay Engineering Limited, in the amount of $197,538.00, including contingency, excluding H.S.T.; and,

ii)         Tecumseh Reconstruction: Dillon Consulting Limited; in the amount of $220,527.73, including contingency, excluding H.S.T.; and,

b)         the financing for the work identified in a), above, BE APPROVED in accordance with the Sources of Financing Report appended to the staff report dated April 8, 2015;

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 project; and,

e)         the Mayor and the City Clerk BE AUTHORIZED to execute any contract or other document, if required, to give effect to these recommendations.  (2015-A05)

Motion Passed

YEAS: J. Helmer, T. Park, V. Ridley, H.L. Usher, M. van Holst (5)

7.

Water and Wastewater Customer Service Review - Customer Reward Program

That, on the recommendation of the Managing Director, Environmental and Engineering Services and City Engineer, the following actions be taken with respect to a water and wastewater customer service review:

a)            the Civic Administration BE DIRECTED to undertake a review and report back with respect to the potential use of non-financial recognition programs for water and wastewater customers who maintain certain levels of consumption; and,

b)            the Civic Administration BE REQUESTED to report back with respect to pricing threshold options based on a per day usage, to better accommodate variances in billings and meter reading;

it being noted that the Civic Works Committee received the attached presentation from R. Welker, Manager Water Engineering, with respect to this matter.  (2015-M04)

Motion Passed

YEAS: J. Helmer, T. Park, V. Ridley, H.L. Usher, M. van Holst (5)

8.

Contract Award: Replacement of Sidewalks, Curb and Gutter and Hot Mix Asphalt (Tender 15-38)

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 contract for the replacement of sidewalks, curb and gutter and hot mix asphalt:

a)         the bid submitted by Ro-Buck Contracting Limited, at its tendered price of $3,962,438.85, excluding H.S.T., BE ACCEPTED; it being noted that the bid submitted by Ro-Buck Contracting Limited was the lowest of three (3) 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 Sources of Financing Report appended to the staff report dated April 8, 2015;

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; 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.  (2015-L04)

Motion Passed

YEAS: J. Helmer, T. Park, V. Ridley, H.L. Usher, M. van Holst (5)

9.

Contract Award: District Metering Area Chambers (Tender 15-18)

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 contracts for the District Metering Area Chambers (DMA chambers):

a)         the bid submitted by Select Excavating Inc. at its tendered price of $298,320.00, excluding H.S.T., for the DMA chambers, BE ACCEPTED; it being noted that this is the first year of a five (5) year annual contract where, at the sole discretion of the City, a subsequent term may be approved for four (4) additional, one (1) calendar years through to October 1, 2019, where the option shall be fully completed and ended;

b)         Stantec Consulting Limited BE AUTHORIZED to carry out the contract administration for the said project in accordance with the estimate, on file, at an upset amount of $51,606.50, 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 (g) of the City of London’s Procurement of Goods and Services Policy; it being noted that this firm completed the engineering design for this project;

c)         the financing for this project BE APPROVED as set out in the Sources of Financing Report appended to the staff report dated April 8, 2015;

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; 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.  (2015-L04)

Motion Passed

YEAS: J. Helmer, T. Park, V. Ridley, H.L. Usher, M. van Holst (5)

10.

Contract Award: 2015 Infrastructure Renewal Program Colborne and South Street Reconstruction Project (Tender 15-03)

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 contracts for the 2015 Infrastructure Renewal Program, Colborne and South Street Reconstruction Project:

a)         the bid submitted by Blue Con Construction (Blue Con), at its tendered price of $4,949,494.94, excluding H.S.T., BE ACCEPTED; it being noted that the bid submitted by Blue Con, was the lowest of five bids received and meets the City's specifications and requirements in all areas;

b)         AECOM Canada Ltd. (AECOM), 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 $357,175.50, 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 (g) of the City of London’s Procurement of Goods and Services Policy; it being noted that this firm completed the engineering design for this project;

c)         the financing for this project BE APPROVED as set out in the Sources of Financing Report appended to the staff report dated April 8, 2015;

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;

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

g)            the Civic Administration BE AUTHORIZED to remove the traffic signal at the intersection of Grey Street and Colborne Street and replace it with an all-way stop; and,

h)            the proposed by-law appended to the staff report dated April 8, 2015 as Appendix “C”, BE INTRODUCED at the Municipal Council meeting to be held on April 14, 2015 to amend By-law P.S. 111, the Traffic and Parking Bylaw, related to Schedule 10, Stop Sign Locations. (2015-L04)

Motion Passed

YEAS: J. Helmer, V. Ridley, H.L. Usher, M. van Holst (4)

RECUSED: T. Park (1)

11.

Water Efficiency Program Update  - Proposed Water By-law Revisions

That, on the recommendation of the Managing Director, Environmental and Engineering Services and City Engineer, the following actions be taken with respect to the water efficiency program update and outdoor watering restrictions in By-Law W-8, being “A by-law to provide for the Regulation of Water Supply in the City of London”:

a)            the Civic Administration BE DIRECTED to prepare a by-law to amend By-Law No. W-8 to exclude weekends and statutory holidays from section 9.0 which details outdoor water use restrictions;

b)            a Public Participation Meeting BE HELD at a future meeting of the Civic Works Committee for the aove noted proposed By-law, in order to receive public comment; and,

c)            the Civic Administration BE DIRECTED to undertake a further public consultation program to examine additional future options for watering restrictions;

it being noted that the presentation noted in Clause 7 of this Report also addressed this matter.  (2015-E08)

Motion Passed

YEAS: J. Helmer, T. Park, V. Ridley, H.L. Usher, M. van Holst (5)

12.

2015 Annual Warranted Sidewalk Program

That, on the recommendation of the Director, Roads and Transportation, the staff report dated April 8, 2015, with respect to the 2015 Annual Warranted Sidewalk Program, BE RECEIVED for information. (2015-T04)

Motion Passed

YEAS: J. Helmer, T. Park, V. Ridley, H.L. Usher, M. van Holst (5)

13.

London Clean and Green Updates

That, on the recommendation of the Director of Environment, Fleet and Solid Waste, the staff report dated April 8, 2015, with respect to the London Clean and Green Update, BE RECEIVED for information. (2015-E07)

Motion Passed

YEAS: J. Helmer, T. Park, V. Ridley, H.L. Usher, M. van Holst (5)

III.

SCHEDULED ITEMS

None.

IV.

ITEMS FOR DIRECTION

14.

Parking Sign at 35 Stirrup Court

That NO ACTION BE TAKEN with respect to the request for delegation status from M. D'Andrea with respect to the parking sign at 35 Stirrup Court.

Motion Passed

YEAS: J. Helmer, T. Park, V. Ridley, H.L. Usher (4)

NAYS: M. van Holst (1)

V.

DEFERRED MATTERS/ADDITIONAL BUSINESS

None.

VI.

CONFIDENTIAL

(Confidential Appendix enclosed for Members only.)

The Civic Works Committee convened in camera from 5:46 PM to 7:14 PM after having passed a motion to do so, with respect to the following matter:

C-1.

A matter pertaining to litigation currently before the Ontario Superior Court of Justice, Court Files No. 61809/09 No. 1554/10 and No.1555/10 affecting the Municipality, advice that is subject to Solicitor-client privilege, including communications necessary for that purpose and directions and instructions to the officers and employees or agents of the municipality, regarding the conduct of litigation.

VII.

ADJOURNMENT

The meeting adjourned at 7:16 PM.