Civic Works Committee

Report

14th Meeting of the Civic Works Committee

Wednesday, October 04, 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, Métis and Inuit 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 J. Pribil; J. Dann, A. Job, D. MacRae, A. Rammeloo, A. Spahiu, J. Stanford and J. Bunn (Committee Clerk)

  Remote Attendance: S. Corman, D. Freeman, G. Smith and B. Westlake-Power

  The meeting was called to order at 12:00 PM.

   

---

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 2.3 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

Rapid Transit Implementation – Consultant Design Contract Increase RFP20-29 and RFP20-28 due to Excess Soils Regulation

• Moved by: P. Cuddy
  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 October 4, 2023, related to Rapid Transit Implementation – Consultant Design Contract Increase RFP20-29 and RFP20-28 due to Excess Soils Regulation:

  a)    the engineering fees for AECOM Canada Ltd. BE INCREASED to recognize the additional scope of work for the RFP20-29 - Consulting Services for Rapid Transit and Infrastructure Improvements - Wellington Gateway project in accordance with the estimate on file, by $288,834 (excluding HST), from $6,490,902 to a total upset amount of $6,779,736 in accordance with Section 15.2 (g) of the Procurement of Goods and Services Policy;

  b)    the engineering fees for Dillon Consulting Ltd. BE INCREASED to recognize the additional scope of work for the RFP20-28 Consulting Services for Rapid Transit and Infrastructure Improvements - East London Link project in accordance with the estimate on file, by $267,881 (excluding HST), from $6,113,853 to a total upset amount of $6,381,734 in accordance with Section 15.2 (g) of the Procurement of Goods and Services Policy;

  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; and,

  d)    the Civic Administration BE AUTHORIZED to undertake all the administrative acts that are necessary in connection with this project. (2023-T04)

  
  
  
  
  Motion Passed

2.2

SS-2023-232 Single Source Purchase Hydro Excavator

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

  That, on the recommendation of the Deputy City Manager, Finance Supports, the following actions be taken with respect to the staff report, dated October 4, 2023, related to SS-2023-232 Single Source Purchase Hydro Excavator:

  a)    approval BE GIVEN to execute a Single Source purchase in accordance with Section 14.4(g) of the City of London’s Procurement of Goods and Services Policy;

  b)    the single Source negotiated price BE ACCEPTED to purchase (1) Vactor Truvac HXX Hydro Excavator for a total estimated price of $739,804.00 (excluding HST) from Joe Johnson Equipment Inc., 2521 Bowman St., Innisfil, Ontario, L9S 3V6;

  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 in accordance with Sections 14.4(g) and 14.5(a)(ii) of the Procurement of Goods and Services Policy; and,

  e)    the funding for this purchase BE APPROVED as set out in the Source of Financing Report, as appended to the above-noted staff report. (2023-V01)

  
  
  
  
  Motion Passed

2.3

SS-2023-247 Single Source Contract Snow Plow Blade Parts

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

  That, on the recommendation of the Deputy City Manager, Finance Supports, the following actions be taken with respect to the staff report, dated October 4, 2023, related to SS-2023-247 Single Source Contract Snow Plow Blade Parts:

  a)    approval BE GIVEN to exercise the single source provisions of the Procurement of Goods and Services Policy under sections 14.4 (d) and (e) to contract with Valley Blades Ltd. 435 Philip Street, Waterloo Ontario for the supply and delivery of Snow Plow Blades, parts and accessories on City owned equipment for a one (1) year contract with an option to renew for four (4) additional years;

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

  c)    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. (2023-V02)

  
  
  
  
  Motion Passed

3.

Scheduled Items

None.

4.

Items for Direction

4.1

Joining the Smart Commute Program 

• Moved by: P. Cuddy
  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 October 4, 2023, related to Joining the Smart Commute Program:

  a)    the above-noted staff report BE RECEIVED;

  b)     the by-law, as appended to the above-noted staff report, BE INTRODUCED at the Municipal Council meeting to be held on October 17, 2023, to:

  i)    approve the Memorandum and Understanding between The Corporation of the City of London and the Smart Commute Association, substantially in the form as appended to the above-noted staff report; and,
  ii)    authorize the Mayor and the City Clerk to execute any document to give effect to the above-noted authorization;

  c)    the Civic Administration BE DIRECTED to finalize arrangements with RideShark for the provision of the Integrated Mobility Tool, used by members of the Smart Commute Program to support program services, following the procedures set out in the Procurement of Goods and Services Policy; and,

  d)    the Civic Administration BE DIRECTED to launch the Smart Commute London program in the fall of 2023. (2023-T10)

  
  

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

  
  
  
  Motion Passed (5 to 0)

5.

Deferred Matters/Additional Business

None.

6.

Adjournment

The meeting adjourned at 12:31 PM.