I.

CALL TO ORDER

1.

Disclosures of Pecuniary Interest

That it BE NOTED that Councillor J. Helmer declared a pecuniary interest in clause 22 of this Report, having to do with the Community Mail Boxes, by indicating that his wife is employed by Canada Post.

II.

CONSENT ITEMS

2.

Amendments to the Traffic and Parking By-law PS-111 with Respect to Off Street Accessible Parking Stalls

That, on the recommendation of the Managing Director, Environmental and Engineering Services and City Engineer, the proposed by-law appended to the staff report dated March 29, 2016 as Appendix “A”, BE INTRODUCED at the Municipal Council meeting to be held on April 5, 2016 for the purpose of amending the Traffic and Parking By-law PS-111 with respect to off-street accessible parking stalls. (2016-T02)

Motion Passed

YEAS: J. Helmer, M. Cassidy, A. Hopkins, J. Morgan, M. van Holst (5)

3.

Amendments to the Traffic and Parking By-law

That, on the recommendation of the Managing Director, Environmental and Engineering Services and City Engineer, the proposed by-law, appended to the staff report dated March 29, 2016 as Appendix “A”, BE INTRODUCED at the Municipal Council meeting to be held on April 5, 2016 for the purpose of amending the Traffic and Parking By-law (P.S. 111); it being noted that the Civic Works Committee received a communication from J. Ostrom, 34 Jasmine Drive, with respect to this matter.  (2016-T02)

Motion Passed

YEAS: J. Helmer, M. Cassidy, A. Hopkins, J. Morgan (4)

NAYS: M. van Holst (1)

Motion to approve that the following actions be taken with respect to the staff report dated March 29, 2016 from the Managing Director, Environmental and Engineering Services and City Engineer regarding amendments to the Traffic and Parking By-law:

a)            the attached revised proposed by-law BE INTRODUCED at the Municipal Council meeting to be held on April 5, 2016 for the purpose of amending the Traffic and Parking By-law (P.S. 111); it being noted that the revised proposed by-law excludes the provisions pertaining to Community Mail Boxes as originally contained in part 7 of the draft by-law submitted by the Civic Administration;

b)         the Civic Administration BE REQUESTED to report back with respect to enforcing parking restrictions on a complaint basis at Community Mail Box locations: and,

c)         the communication from J. Ostrom, 34 Jasmine Drive, BE RECEIVED.  (2016-T02)

Motion Failed

YEAS: A. Hopkins, M. van Holst (2)

NAYS: J. Helmer, M. Cassidy, J. Morgan (3)

4.

Leasing of Highway Tractors for Sludge Hauling

That, on the recommendation of the Managing Director, Environmental and Engineering Services and City Engineer, the following actions be taken with respect to the leasing of highway tractors for sludge hauling:

a)         the Request for Quotation (RFQ 15-64) Tandem Axle Tractor Lease, BE WITHDRAWN;

b)         the proposals submitted by Ryder Truck Rentals and Leasing and Carrier Centers Ideal Leasing for RFQ 15-64 ; BE REJECTED;

c)         the Civic Administration BE AUTHORIZED to enter into negotiations with our current vendor, Ryder Truck Rentals and Leasing, for a new lease agreement on the existing leased highway tractors for a further three (3) years;

d)         the Civic Administration BE AUTHORIZED to undertake all administrative acts which are necessary in connection with this award; and,

e)         the approvals given herein BE CONDITIONAL upon the Corporation entering into a formal contract or issuing a purchase order, or contract record relating to the subject matter of this approval.  (2016-L04/F18)

Motion Passed

YEAS: J. Helmer, M. Cassidy, A. Hopkins, J. Morgan, M. van Holst (5)

5.

Contract Award: Tender No. 16-02 - 2016 Infrastructure Renewal Program - South, Waterloo and Hill Streets Reconstruction Project

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 2016 Infrastructure Renewal Program, South, Waterloo and Hill Streets Reconstruction Project:

a)         the bid submitted by L82 Construction (L82), at its tendered price of $4,327,420.51, excluding H.S.T., BE ACCEPTED; it being noted that the bid submitted by L82, was the lowest of six 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 $351,824.00 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 as set out in the Sources of Financing Report appended to the staff report dated March 29, 2016 as Appendix "A";

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 16-02);

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 take all necessary actions to dedicate as public highway the northerly portion of the easterly half of the Waterloo Street road allowance, lying immediately south of South Street that was previously closed for public travel; and,

h)         the proposed by-law appended to the staff report dated March 29, 2016 as Appendix “C”, BE INTRODUCED at the Municipal Council meeting to be held on April 5, 2016 for the purpose of amending the Traffic and Parking By-law (P.S. 111).  (2016-F18)

Motion Passed

YEAS: J. Helmer, M. Cassidy, A. Hopkins, J. Morgan, M. van Holst (5)

6.

Contract Award: Tender No. 16-37 - 2016 Infrastructure Lifecycle Renewal Program Contract 5: Landor Street

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 2016 Infrastructure Lifecycle Renewal Program, Contract 5: Landor Street Reconstruction Project:

a)         the bid submitted by Bre-Ex Construction Inc. (Bre-Ex), at its tendered price of $3,000,845.49, excluding H.S.T., for the 2016 Infrastructure Lifecycle Renewal Program, Contract 5 project, BE ACCEPTED; it being noted that the bid submitted by Bre-Ex, was the lowest of six bids received and meets the City's specifications and requirements in all areas;

b)         Development Engineering 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 $232,596.65, including contingency and 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 March 29, 2016 as Appendix "A";

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 16-37); 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.  (2016-F18)

Motion Passed

YEAS: J. Helmer, M. Cassidy, A. Hopkins, J. Morgan, M. van Holst (5)

7.

2016 Renew London Infrastructure Construction Project

That, on the recommendation of the Managing Director, Environmental and Engineering Services and City Engineer, the staff report dated March 29, 2016, with respect to the 2016 Renew London Infrastructure Construction Program, BE RECEIVED for information; it being noted that the Civic Works Committee received the attached presentation from the Director, Roads and Transportation with respect to this matter. (2016-T10)

Motion Passed

YEAS: J. Helmer, M. Cassidy, A. Hopkins, J. Morgan, M. van Holst (5)

8.

2016 Annual Warranted Sidewalk Program

That, on the recommendation of the Director, Roads and Transportation, the staff report dated March 29, 2016, with respect to the 2016 Annual Warranted Sidewalk Program BE APPROVED for implementation.  (2016-T04)

Motion Passed

YEAS: J. Helmer, M. Cassidy, A. Hopkins, J. Morgan, M. van Holst (5)

9.

Transport Canada - Grade Crossing Regulations

That, on the recommendation of the Director, Roads and Transportation, the staff report dated March 29, 2016, with respect to road authority compliance with the new Regulation 2014-275 (Grade Crossing Regulations) pursuant to the Railway Safety Act, BE RECEIVED for information. (2016-P15)

Motion Passed

YEAS: J. Helmer, M. Cassidy, A. Hopkins, J. Morgan, M. van Holst (5)

10.

Contract Award: Tender No. 16-14 - Veterans Memorial Parkway Resurfacing

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 a contract for the Veterans Memorial Parkway resurfacing between Highway 401 to north of Gore Road; it being noted that a second tender is anticipated in 2017 to extend the resurfacing northerly to Oxford Street:

a)         the bid submitted by Coco Paving Inc. (London) at its submitted tendered price of $5,933,000.00, excluding H.S.T., for said project BE ACCEPTED; it being noted that the bid submitted by Coco Paving Inc. (London) was the lowest of three (3) bids received and meets the City's specifications and requirements in all areas;

b)         Parsons Inc., BE AUTHORIZED to carry out the resident inspection, contract administration and additional traffic signal design of the said project in the amount of $315,829.00, excluding H.S.T., 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 Sources of Financing Report appended to the staff report as Appendix “A”;

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 for the material to be supplied and the work to be done relating to this project (Tender 16-14); 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.   (2016-F18)

Motion Passed

YEAS: J. Helmer, M. Cassidy, A. Hopkins, J. Morgan, M. van Holst (5)

11.

Appointment of Contractor to Complete Maintenance on Dingman Creek Municipal Drain (ES4834-14)

That, on the recommendation of the Managing Director, Environmental and Engineering Services and City Engineer, the following actions be taken with respect to the single source contract for the appointment of contractor to complete maintenance on Dingman Creek Municipal Drain:

a)            the bid submitted by J&L Henderson Excavating at their quoted price of $140,000.00, excluding H.S.T., BE ACCEPTED in accordance with Section 14.4 e) of the City of London’s Procurement of Goods and Services Policy;

b)                        the financing for this project BE APPROVED as set out in the Sources of Finance Report appended to the staff report dated March 29, 2016, as Appendix “A”;

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

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; 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.

(2016-A05)

Motion Passed

YEAS: J. Helmer, M. Cassidy, A. Hopkins, J. Morgan, M. van Holst (5)

12.

Update on Community Carshare in London

That, on the recommendation of the Director, Environment, Fleet and Solid Waste, the staff report dated March 29, 2016, with respect to an update on Community Carshare in London, BE RECEIVED for information. (2016-D19)

Motion Passed

YEAS: J. Helmer, M. Cassidy, A. Hopkins, J. Morgan, M. van Holst (5)

13.

Responding to the Provincial Public Electric Vehicle (EV) Charging Stations Application Process and Related Updates

That, on the recommendation of the Director, Environment, Fleet and Solid Waste, the staff report dated March 29, 2016, with respect to responding to the Provincial Public Electric Vehicle (EV) Charging Stations Application Process and related updates, BE RECEIVED for information.  (2016-E17)

Motion Passed

YEAS: J. Helmer, M. Cassidy, A. Hopkins, J. Morgan, M. van Holst (5)

14.

Appointment of Consulting Engineer for the Monitoring of Stormwater Management Facilities

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 consultant for the monitoring of Stormwater Management Facilities in the City of London:

a)         AECOM Canada Ltd. BE APPOINTED to carry out the monitoring of Stormwater Management Facilities in the City of London in the total amount of $76,250.00, plus a further $27,451.00 for contingency, provisional items and allowance, excluding H.S.T.; in accordance with Section 15.2(d) 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 29, 2016 as Appendix “A”;

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 work; 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.  (2016-A05)

Motion Passed

YEAS: J. Helmer, M. Cassidy, A. Hopkins, J. Morgan, M. van Holst (5)

15.

Veterans Memorial Parkway Community Program - 2015 Summary and 2016 Planning Report

That, on the recommendation of the Managing Director, Planning and City Planner, the staff report dated March 29, 2016, with respect to the Veterans Memorial Parkway Community Program - 2015 Summary and 2016 Planning Report BE RECEIVED as per the requirements of the City’s agreement with Landscape Ontario for the enhancement of the Veterans Memorial Parkway; it being noted that the Agreement with Landscape Ontario for the Veterans Memorial Parkway Community Program has been extended into 2017.  (2016-D19)

Motion Passed

YEAS: J. Helmer, M. Cassidy, A. Hopkins, J. Morgan, M. van Holst (5)

16.

Landfill Gas Utilization - Status of Opportunities and Next Steps

That, on the recommendation of the Director, Environment, Fleet and Solid Waste, the following actions be taken with respect to the Landfill Gas Utilization - Status of Opportunities and Next Steps:

a)         the Civic Administration BE DIRECTED to continue to explore all opportunities for the advantageous use of landfill gas;

b)         the Civic Administration BE AUTHORIZED to pursue the following options for the use of landfill gas; it being understood that the list of options available to the City of London may expand as a result of the action directed in a), above:

i)              Option 1: Prepare a Business Case to install a 500 kilowatt (0.5 megawatt) generator for electricity under the Feed-in-Tariff program offered by the Independent Electricity System Operator (IESO);

ii)             Option 2: Review the potential to respond to a future Large Renewables Procurement 2 Request for Qualifications (LRP2 RFQ) for the purpose of generating electricity through a long term contract with IESO with a potential timeframe of mid to late 2017;

iii)            Option 3: Utilize landfill gas as an energy source to be used by a potential business to be located on City-owned lands near the Waste Management Resource Recovery Area;

iv)           Option 4: Utilize landfill gas as an energy source to be used as a feedstock for a future resource recovery technology to be established within the Waste Management Resource Recovery Area;

v)         Option 5: Utilize landfill gas to create renewable natural gas (RNG) as an energy source; and,

c)         the Civic Administration BE DIRECTED to prepare a Business Case for Option 1 (500 kilowatt generator) and report back to the Civic Works Committee in June 2016; it being noted that the Business Case will include how Option 1 impacts Options 2 through 5 as noted in parts ii) through v), above.  (2016-E17)

Motion Passed

YEAS: J. Helmer, M. Cassidy, A. Hopkins, J. Morgan, M. van Holst (5)

III.

SCHEDULED ITEMS

17.

Kindness Meters

That the Civic Administration BE DIRECTED to dispose of 2 surplus parking meters, at no cost to the Lions Club (London Central), for the sole purpose of implementing Kindness Meters for collecting charitable donations; it being noted that the disposition is in accordance with Section 7. b. iv. of Schedule “E” of the City of London’s Procurement of Goods and Services Policy; it being further noted that the Civic Works Committee received a communication and a verbal delegation from W. Grieves with respect to this matter.  (2016-C06A)

Motion Passed

YEAS: J. Helmer, M. Cassidy, A. Hopkins, J. Morgan, M. van Holst (5)

IV.

ITEMS FOR DIRECTION

18.

2nd Report of the Transportation Advisory Committee

That the 3rd Report of the Transportation Advisory Committee, from its meeting held on March 1, 2016, BE RECEIVED. 

Motion Passed

YEAS: J. Helmer, M. Cassidy, A. Hopkins, J. Morgan, M. van Holst (5)

19.

4th Report of the Cycling Advisory Committee

That the 4th Report of the Cycling Advisory Committee, from its meeting held on March 16, 2016, BE RECEIVED. 

Motion Passed

YEAS: J. Helmer, M. Cassidy, A. Hopkins, J. Morgan, M. van Holst (5)

V.

DEFERRED MATTERS/ADDITIONAL BUSINESS

20.

Field Marshal Wolseley Bridge (Quebec Street)

That consideration of potential modifications to the Field Marshal Wolseley Bridge (Quebec Street) BE REFERRED to a future meeting of the Civic Works Committee (CWC) in order to allow the Civic Administration to consider new information with respect to this matter; it being noted that the CWC received a communication dated March 8, 2016 from C. Beal, Superintendent, Organizational Support Services, Thames Valley District School Board, with respect to this matter.

Motion Passed

YEAS: M. Brown, J. Helmer, M. Cassidy, A. Hopkins, J. Morgan, M. van Holst (6)

21.

Deferred Matter List

That the following actions be taken with respect to the Civic Works Committee (CWC) Deferred Matters List as at March 8, 2016;

a)            item 29 BE AMENDED to reflect the expected reply date of the 4th Quarter of 2016; and,

b)            the Deferred Matters List, as amended above, BE RECEIVED; it being noted that the Civic Administration will review all “Expected Reply Dates” to ensure they remain current.

Motion Passed

YEAS: M. Brown, J. Helmer, M. Cassidy, A. Hopkins, M. van Holst J. Morgan (6)

22.

Canada Post Community Mail Box Program

That the Civic Administration BE REQUESTED to include the costs associated with respect to the installation of “No Parking” signs at Community Mail Boxes in the negotiations between the City of London and Canada Post.

Motion Passed

YEAS: M. Brown, M. Cassidy, A. Hopkins, J. Morgan, M. van Holst (5)

VI.

CONFIDENTIAL (Confidential Appendix to the 5^th Report of the Civic Works Committee enclosed for Members only.)

The Civic Works Committee convened in camera from 3:40 PM to 4:04 PM after having passed a motion to do so, with respect to the following matter:

C-1.

A matter pertaining to advice that is subject to solicitor-client privilege, including communications necessary for that purpose and for the purpose of providing directions and instructions to officers and employees or agents of the municipality with respect to the Springbank Dam.

VII.

ADJOURNMENT

The meeting adjourned at 4:05 PM.