I.

CALL TO ORDER

1.

Disclosures of Pecuniary Interest

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

II.

CONSENT ITEMS

2.

Irregular Result for Tree Pruning/Removal Services (Tender No. 14-10)

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 Irregular Result for Tree Pruning/Removal Services (Tender No. 14-10):

a)         the tender submitted by Davey Tree Expert Co. of Canada, Limited, 500-611 Tradewind Drive, Ancaster, Ontario L9G 4V5, at their annual contract price of $278,544.80, excluding HST, for a three (3) year period, with an option to renew the contract for two (2) additional one (1) year periods BE ACCEPTED; it being noted that only one (1) bid was received and it is being reported as an Irregular Result as per the Procurement of Goods and Services Policy Section 19.4;

b)         the funding for this project BE APPROVED as set out in the Source of Financing Report appended to the staff report dated March 24, 2014;

c)         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: J.F. Fontana, S. Orser, P. Van Meerbergen, H.L. Usher, J.L. Baechler (5)

3.

Granular Materials - Area "A" and Area "B" (Tender No. 13-113)

Recommendation:  That clause 3 of the 4th Report of the Civic Works Committee, from its meeting held February 3, 2014, BE REVISED to correct the addresses for both Demar Aggregates and AAROC Aggregates Ltd., as noted below, with respect to Tender 13-113 Granular Materials; it being noted that the original tender for the Granular Materials – Area “A” and Area “B” was approved by the Municipal Council on February 11, 2014:

a)            Demar Aggregates, P.O. Box 72, Thorndale, Ontario N0M 2P0; and,

b)            AAROC Aggregates Ltd., 200 King Street, P.O. Box 250, Ilderton, Ontario  N0M 2A0.

Motion Passed

YEAS: J.F. Fontana, S. Orser, P. Van Meerbergen, H.L. Usher, J.L. Baechler (5)

4.

Contract Award: 2014 Growth Management Implementation Strategy (GMIS) Hyde Park Road Widening Phase 1 North of Oxford Street to North of CPR (Tender N0. T14-12)

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 contract for the Hyde Park Road Widening Phase 1 - North of Oxford Street to North of the CPR (TS1477-1, ES2493, EW3595/3551):

a)         the bid submitted by Amico Infrastructures Inc., 2199 Blackacre Drive, Oldcastle, Ontario, N0R 1L0, at its submitted tendered price of $21,942,126.64, excluding HST, for the 2014 Hyde Park Road Widening Phase 1 Contract BE ACCEPTED; it being noted that the bid submitted by Amico Infrastructures Inc. was the lowest of six (6) bids received and meets the City’s specifications and requirements in all areas;

b)         Delcan Corporation, 1069 Wellington Road South, Suite 214, London, Ontario N6E 1H6, BE APPOINTED Consulting Engineers for the contract administration and resident supervision of the said project, in the amount of $1,138,797.00. excluding HST, in accordance with Section 15.2 (g) of the Procurement of Goods and Services Policy and based upon the fee Guideline for Professional Engineering Services, recommended by the Ontario Society of Professional Engineers;

c)         the financing for this project BE APPROVED as set out in the Source of Financing Report appended to the staff report dated March 24, 2014;

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 (Tender 14-12); and,

f)         the Mayor and the City Clerk BE AUTHORIZED to execute any contract or other documents, including purchase orders and agreements with Rail Companies, required to give effect to these recommendations.  (2014-L04)

Motion Passed

YEAS: J.F. Fontana, S. Orser, P. Van Meerbergen, H.L. Usher, J.L. Baechler (5)

5.

Contract Award: 2014 Infrastructure Lifecycle Renewal Program Contract 7: Fairview Avenue and Weston Street Reconstruction (Tender No. 14-04)

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 contract for the 2014 Infrastructure Lifecycle Renewal Program Contract 7: Fairview Avenue and Weston Street Reconstruction Project:

a)         the bid submitted by Bre-Ex Construction Inc., 247 Exeter Road, London, Ontario N6L 1A5, at its tendered price of $3,203,419.91, excluding HST, for the 2014 Infrastructure Lifecycle Renewal Program Contract 7 BE ACCEPTED; it being noted that the bid submitted by Bre-Ex Construction Inc. was the lowest of six bids received and meets the City's specifications and requirements in all areas;

b)         Dillon Consulting Limited, 130 Dufferin Avenue, London, Ontario,  N6A 5R2, 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 $315,543.25, including contingency and excluding HST, 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)         minor future additional annual operating costs of $1,350.00 BE RECOGNIZED as a result of this project; it being noted that these costs are as a result of new infrastructure installation and will be considered and accommodated within future Water and Wastewater operating budgets;

d)         the financing for this project BE APPROVED as set out in the Sources of Financing Report appended to the staff report dated March 24, 2014;

e)         the Civic Administration BE AUTHORIZED to undertake all the 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 or issuing a purchase order for the material to be supplied and the work to be done relating to this project (Tender 14-04); and,

g)         the Mayor and the City Clerk BE AUTHORIZED to execute any contract or other documents, if required, to give effect to these recommendations.  (2014-L04)

Motion Passed

YEAS: J.F. Fontana, S. Orser, P. Van Meerbergen, H.L. Usher, J.L. Baechler (5)

6.

Contract Award: 2014 Infrastructure Lifecycle Renewal Program Contract 8: Trafalgar Street Reconstruction (Tender No. 14-01)

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 contract for the 2014 Infrastructure Lifecycle Renewal Program Contract 8: Trafalgar Street Reconstruction Project:

a)         the bid submitted by L82 Construction Ltd. (L82), 2070 Huron Street, Suite A, London, Ontario N5V 5A7, at its tendered price of $3,167,073.34, excluding HST, for the 2014 Infrastructure Lifecycle Renewal Program Contract 8 BE ACCEPTED; it being noted that the bid submitted by L82, was the lowest of eight bids received and meets the City's specifications and requirements in all areas;

b)         Archibald, Gray, Mckay Consulting Engineers (AGM), 3514 White Oak Road, London, Ontario N6E 2Z9, 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 $285,879.00, including contingency and excluding HST, 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)         minor future additional annual operating costs of $800.00 BE RECOGNIZED as a result of this project; it being noted that these costs are as a result of new infrastructure installation and will be considered and accommodated within future Wastewater and Treatment operating budgets;

d)         the financing for this project BE APPROVED as set out in the Sources of Financing Report appended to the staff report dated March 24, 2014;

e)         the Civic Administration BE AUTHORIZED to undertake all the 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 or issuing a purchase order for the material to be supplied and the work to be done relating to this project (Tender 14-01); and,

g)         the Mayor and the City Clerk BE AUTHORIZED to execute any contract or other documents, if required, to give effect to these recommendations.  (2014-L04)

Motion Passed

YEAS: J.F. Fontana, S. Orser, P. Van Meerbergen, H.L. Usher, J.L. Baechler (5)

7.

Permanent Sewer Flow Monitoring Equipment Selection and Purchase (ES4422)

Recommendation:  That, on the recommendation of the Managing Director, Environmental and Engineering Services and City Engineer, the following actions be taken with respect to sewer flow monitoring equipment selection and purchase:

a)         the proposal submitted by Blue Siren Inc., 3030 Venture Lane, #103, Melbourne, Florida, 32934, USA, at its proposal amount of $75,670.10, including a 10% contingency and excluding HST, for the purchase of sewer flow monitoring equipment BE ACCEPTED in accordance with Section 12 of the City of London’s Procurement of Goods and Services Policy; it being noted that that the proposal submitted by Blue Siren Inc. represents the best value out of three (3) proposals 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 March 24, 2014;

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 purchasing order for the equipment to be supplied; 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-F17)

Motion Passed

YEAS: J.F. Fontana, S. Orser, P. Van Meerbergen, H.L. Usher, J.L. Baechler (5)

8.

Hyde Park No. 4 Stormwater Management Facility Transitional Project - Engineering Consulting Fees

Recommendation:  That, on the recommendation of the Director, Roads and Transportation, the following actions be taken with respect to the Hyde Park No. 4 Stormwater Management Facility Transitional Project:

a)         the engineering consulting fees, submitted by Calloway REIT (London-NW) Inc., in the amount of $296,244.96, excluding HST, BE REIMBURSED;

b)         the engineering consulting fees, submitted by Fanshawe S.C. Ltd., in the amount of $37,284.03, excluding HST, BE REIMBURSED; and,

c)         the financing for these fees BE APPROVED as set out in the Sources of Financing Report as appended to the staff report dated March 24, 2014.  (2014-E08)

Motion Passed

YEAS: J.F. Fontana, S. Orser, P. Van Meerbergen, H.L. Usher, J.L. Baechler (5)

9.

2014 Annual Warranted Sidewalk Program (TS1165-14)

Recommendation:  That, on the recommendation of the Director, Roads and Transportation, the staff report dated March 24, 2014, with respect to the 2014 Annual Warranted Sidewalk Program (TS1165-14) BE RECEIVED for information.  (2014-T04)

Motion Passed

YEAS: J.F. Fontana, S. Orser, P. Van Meerbergen, H.L. Usher, J.L. Baechler (5)

10.

2014 Major Infrastructure Construction Program

Recommendation:  That, on the recommendation of the Director, Roads and Transportation, the staff report dated March 24, 2014, with respect to the 2014 Major Infrastructure Construction Program BE RECEIVED for information; it being noted that Commissioners Road West (Water and Road) will be included in the 2014 Major Infrastructure Construction Program; it being further noted that the Civic Works Committee heard the attached presentation from the Director, Roads and Transportation, with respect to this matter.  (2014-T11)

Motion Passed

YEAS: J.F. Fontana, S. Orser, P. Van Meerbergen, H.L. Usher, J.L. Baechler (5)

11.

Appointment of Consulting Engineer - Gordon Sanitary Trunk Sewer Rehabilitation Project No. ES2473

Recommendation:  That, on the recommendation of the Director of Water and Wastewater, the following actions be taken with respect to the appointment of a consultant for the Gordon Sanitary Trunk Sewer Rehabilitation (ES 2473):

a)         Dillon Consulting Ltd., 130 Dufferin Ave., London, Ontario, N6A 5R2, BE APPOINTED Consulting Engineers for the Gordon Sanitary Trunk Sewer Rehabilitation Project in accordance with the estimate, on file, at an upset amount of $18,480, including 10% contingency, excluding HST,  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;

b)         the financing for the project BE APPROVED in accordance with the Sources of Financing Report appended to the staff report dated March 24, 2014;

c)         the approvals given herein BE CONDITIONAL upon the Corporation entering into a  formal contract with the consultant for the work;

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

Motion Passed

YEAS: J.F. Fontana, S. Orser, P. Van Meerbergen, H.L. Usher, J.L. Baechler (5)

III.

SCHEDULED ITEMS

None.

IV.

ITEMS FOR DIRECTION

12.

3rd Report of the Transportation Advisory Committee

Recommendation:  That the following actions be taken with respect to the 3rd Report of the Transportation Advisory Committee (TAC), from its meeting held on March 4, 2014:

a)            the concept of car sharing BE ENDORSED and the Civic Administration BE REQUESTED to continue to liaison with the Community Car Share Program representatives and report back as necessary; it being noted that the Transportation Advisory Committee heard a verbal presentation from J. Hammond, President, Community Car Share with respect to this matter;

b)            the Cycling Working Group of the Transportation Advisory Committee BE CONTINUED until such time as the new Cycling Advisory Committee appointments are made; it being noted that the Transportation Advisory Committee heard a verbal presentation from H. Ketelaars, Chair, Cycling Working Group and reviewed and received the Cycling Working Group Minutes from its meeting held on February 11, 2014; and,

c)            clauses 3 to 11, inclusive, BE RECEIVED.

Motion to Amend clause 1 of the 3rd Report of the Transportation Advisory Committee to read as follows:

a)       the concept of car sharing BE ENDORSED and the Civic Administration BE REQUESTED to continue to liaison with the Community Car Share Program representatives and report back as necessary; it being noted that the Transportation Advisory Committee heard a verbal presentation from J. Hammond, President, Community Car Share with respect to this matter.

Motion Passed

YEAS: J.F. Fontana, S. Orser, P. Van Meerbergen, H.L. Usher, J.L. Baechler (5)

Motion to Amend clause 2 of the 3rd Report of the Transportation Advisory Committee to read as follows: 

a)            the Cycling Working Group of the Transportation Advisory Committee BE CONTINUED until such time as the new Cycling Advisory Committee appointments are made; it being noted that the Transportation Advisory Committee heard a verbal presentation from H. Ketelaars, Chair, Cycling Working Group and reviewed and received the Cycling Working Group Minutes from its meeting held on February 11, 2014.

Motion Passed

YEAS: J.F. Fontana, S. Orser, P. Van Meerbergen, H.L. Usher, J.L. Baechler (5)

Motion to Approve that clauses 3 to 11, inclusive, BE RECEIVED for information.

Motion Passed

YEAS: J.F. Fontana, S. Orser, P. Van Meerbergen, H.L. Usher, J.L. Baechler (5)

V.

DEFERRED MATTERS/ADDITIONAL BUSINESS

None.

VI.

ADJOURNMENT

The meeting adjourned at 5:35 PM.