Civic Works Committee

Report

The 6th Meeting of the Civic Works Committee

Wednesday, April 12, 2023 at 12:00 P.m. - 1:00 P.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, Metis and Inuit people 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 C. Rahman (Chair), 
• H. McAlister, 
• P. Cuddy, 
• S. Trosow, 
• and P. Van Meerbergen 

ABSENT:

• Mayor J. Morgan 

ALSO PRESENT:

• Councillor S. Lewis, Councillor J. Pribil, K. Chambers, J. Dann, D. MacRae, K. Mason, K. Oudekerk, A. Rammeloo, A. Rozentals, J. Stanford, J. Taylor 

   

  Remoted Attendance: M. Losee, S. Tatavariti, B. Westlake-Power, H. Woolsey 

   

  The meeting was called to order at 12:01 PM. 

   

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1.

Disclosures of Pecuniary Interest

That it BE NOTED that no pecuniary interests were disclosed. 

2.

Consent

• Moved by: P. Cuddy
  Seconded by: H. McAlister

  That items 2.1 to 2.7, and 2.9 BE APPROVED.

  
  

  Yeas: (5)	P. Van Meerbergen, H. McAlister, P. Cuddy, S. Trosow, and C. Rahman
  Absent: (1)	Mayor J. Morgan

  
  
  
  Motion Passed (5 to 0)

2.1

4th Report of the Integrated Transportation Community Advisory Committee

• That the 4th Report of the Integrated Transportation Community Advisory Committee, from its meeting held on March 15, 2023, BE RECEIVED.

  
  
  
  
  

2.2

Contract Award - Request for Proposal RFP-2022-270 - Rapid Transit Variable Message Signs

• That, on the recommendation of the Deputy City Manager, Environment and Infrastructure, the following actions be taken with respect to the staff report dated April 12, 2023, related to the Contract Award for the Request for Proposal for Rapid Transit Variable Message Signs project (RFP-2022-270):

  a)    the proposal submitted by Urban Solar for the Request for Proposal RFP-2022-270 – Rapid Transit Variable Message Signs project for future supply, BE APPOINTED; it being noted that the proposal submitted by Urban Solar received the highest score of two (2) compliant proposal submissions received and meets the City's specifications and requirements in all areas;

  b)    the Civic Administration BE AUTHORIZED to appoint Urban Solar as the Vendor of Record for the supply of Variable Message Signs to be installed as part of future rapid transit shelter projects for a period of three (3) years with the option for renewal based on positive performance and cost noting cost escalation may be negotiable;

  c)    the Civic Administration BE AUTHORIZED to undertake all 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 with Urban Solar for this 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. (T07-2023)

  
  
  
  
  

2.3

RFP-2022-105 Supply and Distribution of Green Bins and Kitchen Containers

• That, on the recommendation of the Deputy City Manager, Environment and Infrastructure, the following actions be taken with respect to the staff report dated April 12, 2023, related to the the Supply and Distribution of Green Bins and Kitchen Containers (RFP-2022-105):

  a)    the proposal submitted by IPL North America Inc., for the supply and distribution of Green Bin Containers BE ACCEPTED, in the amount of $3,436,410.00 (excluding HST), for the 121,000, 45 litre Green Bins and 130,500, 7 litre Kitchen Containers;

  b)    the Green Bin and Kitchen Container supply and distribution contingency fund representing 10% of supply and distribution costs BE APPROVED, in the amount of $343,640.00 (excluding HST);

  c)    a community awareness and involvement program BE ESTABLISHED to complement the distribution of the Green Bins and Kitchen Containers in the amount of $210,000.00 (excluding HST);

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

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

  f)    the approval given, herein, 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. (E07-2023)

  
  
  
  
  

2.4

SS-2023-099 Single Source Procurement Material Recovery Facility Baler Refurbishment

• That, on the recommendation of the Deputy City Manager, Environment and Infrastructure, the following actions be taken with respect to the staff report dated April 12, 2023, related to the Single Source Procurement Material Recovery Facility Baler Refurbishment (SS-2023-099): 

  a)    approval BE GIVEN to exercise the single source provisions of section 14.4 (d) & (e) of the Procurement of Goods and Services Policy, for the repair and refurbishment of the Material Recovery Facility (MRF) container materials baler, in accordance with the Terms and Conditions of the existing agreement to operate and maintain the City owned MRF with Miller Waste Systems Inc., for a cost greater than $50,000.00;

  b)    the Single Source quoted price BE ACCEPTED to hire Miller Waste Systems Inc., to complete the required repair and refurbishment of the container materials baler for a total estimated price of $215,058.64 (excluding HST);

  c)    the financing for this project BE APPROVED as set out in the Source 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 work; and,

  e)    the approval given, herein, 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. (E07-2023)

  
  
  
  
  

2.5

Contract Award - Tender RFT-2023-015 Fanshawe Park Road and Richmond Street Intersection Improvements

• That, on the recommendation of the Deputy City Manager, Environment and Infrastructure, the following actions be taken with respect to the staff report dated April 12, 2023, with respect to the Fanshawe Park Road and Richmond Street Intersection Improvements project (RFT-2023-015):

  a)    the bid submitted by L82 Construction Ltd, at its tendered price of $14,704,685.58 (excluding HST), BE ACCEPTED; it being noted that the bid submitted by L82 Construction Ltd. was the lowest of five bids received and meets the City’s specifications and requirements;

  b)    Dillon Consulting Limited BE AUTHORIZED to complete the contract administration and construction inspection for this project, as per the Dillon Consulting Limited work plan on file, at an upset amount of $1,203,357.50 (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 approvals given, herein, BE CONDITIONAL upon the Corporation entering into a formal contract with the consultant for the work;

  f)    the approvals 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; 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. (2023-T04)

  
  
  
  
  

2.6

Greenway and Adelaide WWTP Climate Change Resiliency Geotechnical Consultant Award

• That, on the recommendation of the Deputy City Manager, Environment and Infrastructure, the following actions be taken with respect to the staff report dated April 12, 2023, related to the Greenway and Adelaide Wastewater Treatment Plants Climate Change Resiliency Geotechnical Consultant Award:

  a)    WSP Canada Inc. BE APPOINTED as the Geotechnical Consulting Engineers in the amount of $153,360.00, including 20% contingency (excluding HST), in accordance with Section 15.2 (d) 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 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 project;

  d)    the approvals 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. (E03-2023)

  
  
  
  
  

2.7

Appointment of Consulting Engineers for Contract Administration Services - 2023 Infrastructure Renewal Program and Huron Street Steel Watermain Cathodic Protection Project

• That, on the recommendation of Deputy City Manager, Environment and Infrastructure, the following actions be taken with respect to the staff report dated April 12, 2023, related to the Appointment of Consulting Engineers for Contract Administration Services for the 2023 Infrastructure Renewal Program and Huron Street Steel Watermain Cathodic Protection Project:

  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(g) of the City of London’s Procurement of Goods and Services Policy:

  i)    IBI Group (IBI) BE APPOINTED consulting engineers to complete the resident inspection and contract administration of 2023 Infrastructure Renewal Project for Lyle Street and Elizabeth Street, in the total amount of $318,054.00, including contingency (excluding HST);

  ii)    GM BluePlan Engineering Limited (GM BluePlan) BE APPOINTED consulting engineers to complete the resident inspection and contract administration of 2023 Infrastructure Renewal Project for Whitehall Drive, in the total amount of $282,353.50, including contingency (excluding HST);

  iii)    R.V. Anderson Associates Limited (RVA) BE APPOINTED consulting engineers to complete the resident inspection and contract administration of 2023 Infrastructure Renewal Project for McKenzie Avenue, Baker Street, Windsor Avenue, and Belgrave Avenue, in the total amount of $578,610.00, including contingency (excluding HST);

  iv)    R.V. Anderson Associates Limited (RVA) BE APPOINTED consulting engineers to complete the resident inspection and contract administration of Huron Street Steel Watermain Cathodic Protection Project, in the total amount of $79,112.00, including contingency (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 project;

  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. (2023-D24)

  
  
  
  
  

2.9

Oxford Street West and Gideon Drive Intersection Improvements - Appointment of Consulting Engineer

• That, on the recommendation of the Deputy City Manager, Environment and Infrastructure, the following actions be taken with respect to the staff report dated April 12, 2023, related to the Appointment of a Consulting Engineer for the Oxford Street West and Gideon Drive Intersection Improvements project:

  a)    R.V. Anderson Associates Limited BE APPOINTED as the consulting engineer to complete the detailed design and tendering services at an upset amount of $488,901.00 (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 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. (2023-T04)

  
  
  
  
  

2.8

Western Road and Sarnia Road/Philip Aziz Avenue Corridor and Intersection Improvements - Environmental Study Report, Notice of Completion

• Moved by: P. Cuddy
  Seconded by: S. Trosow

  That the Western Road and Sarnia Road/Philip Aziz Avenue Corridor and Intersection Improvements and Environmental Study Report, Notice of Completion, BE REFERRED back to Civic Administration, in order to consider the concerns raised by the Civic Works Committee, including but not limited to pedestrian operations at the Western Road and Sarnia Road Intersection. 

  
  

  Yeas: (4)	H. McAlister, P. Cuddy, S. Trosow, and C. Rahman
  Nays: (1)	P. Van Meerbergen
  Absent: (1)	Mayor J. Morgan

  
  
  
  Motion Passed (4 to 1)

  Additional Votes:

  
  
• Moved by: P. Van Meerbergen
  Seconded by: H. McAlister

  That, on the recommendation of the Deputy City Manager, Environment and Infrastructure, the following actions be taken with respect to the staff report dated April 12, 2023, related to the Western Road and Sarnia Road/Philip Aziz Avenue Corridor and Intersection Improvements Environmental Study Report:

  a)     the Environmental Study Report for the Western Road and Sarnia Road/Philip Aziz Avenue Corridor and Intersection Improvements BE ACCEPTED;

  b)    a Notice of Study Completion for the Project BE FILED with the Municipal Clerk; and,

  c)    the Environmental Study Report BE PLACED on the public record for a 30-day review period. (T05-2023)

  
  

  Yeas: (2)	P. Van Meerbergen, and C. Rahman
  Nays: (3)	H. McAlister, P. Cuddy, and S. Trosow
  Absent: (1)	Mayor J. Morgan

  
  
  
  Motion Failed (2 to 3)

3.

Scheduled Items

None. 

4.

Items for Direction

None. 

5.

Deferred Matters/Additional Business

5.1

Councillor S.Trosow - Verbal - Gas-Powered Leaf Blowers

• Moved by: P. Cuddy
  Seconded by: H. McAlister

  That it BE NOTED that the Civic Works Committee heard a verbal update from J. Stanford, Director, Climate Change, Environment, and Waste Management, with respect to gas-powered leaf blower operation in the City of London. 

  
  

  Yeas: (5)	P. Van Meerbergen, H. McAlister, P. Cuddy, S. Trosow, and C. Rahman
  Absent: (1)	Mayor J. Morgan

  
  
  
  Motion Passed (5 to 0)

6.

Adjournment

The meeting adjourned at 12:47 PM.