May 10, 2022, at 12:00 PM

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1.   Disclosures of Pecuniary Interest

Councillor J. Helmer discloses a pecuniary interest with respect to Item 2.4, having to do with the Appointment of Consulting Engineers for Contract Administration Services and Temporary Easement Agreement with the University of Western Ontario: Huron Street Watermain Remediation, by indicating that Western University is his employer.

2.   Consent

Moved by P. Van Meerbergen

Seconded by M. van Holst

That Items 2.1, 2.2, 2.3, 2.5, 2.6, 2.7, 2.8, 2.9, and 2.10 BE APPROVED.

Motion Passed (5 to 0)

2.1   4th Report of the Cycling Advisory Committee

2022-04-20 CAC Report

Moved by P. Van Meerbergen

Seconded by M. van Holst

That the 4th Report of the Cycling Advisory Committee, from its meeting held on April 20, 2022, BE RECEIVED.

Motion Passed

2.2   West London Dyke: Consultant Award for Infrastructure Feasibility Assessment

2022-05-10 SR - West London Dyke Consultant Award for Infrastructure Feasibility Assessment (1of2)

2022-05-10 SR - West London Dyke Consultant Award for Infrastrcture Feasibility Assessment (2of2)

Moved by P. Van Meerbergen

Seconded by M. van Holst

That, on the recommendation of the Deputy City Manager, Environment and Infrastructure, the following actions be taken with respect to staff report dated May 10, 2022, related to the RFP21-70 West London Dyke Feasibility study:

a)    Stantec Consulting Ltd. BE APPOINTED Consulting Engineers to complete consulting services for the West London Dyke Feasibility study with the estimate on file, at an upset amount of $246,718.80, 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 work;

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. (2022-F06A)

Motion Passed

2.3   Contract Award: Tender RFT 2022-016 Springbank Reservoirs 1 & 3 Roof Membrane Replacement and Repairs Project - Irregular Result

2022-05-10 SR - Contract Award Tender RFT 2022-016 SpringbankReservoirs(1of3)

2022-05-10 SR - Contract Award Tender RFT 2022-016 SpringbankReservoirs(2of3)

2022-05-10 SR - Contract Award Tender RFT 2022-016 SpringbankReservoirs(3of3)

Moved by P. Van Meerbergen

Seconded by M. van Holst

That, on the recommendation of the Deputy City Manager, Environment and Infrastructure, the following actions be taken with respect to the staff report dated May 10, 2022, related to the Springbank Reservoirs 1 & 3 Roof Membrane Replacement and Repairs Project (EW3583):

a)    the bid submitted by Stone Town Construction Limited at its tendered price of $9,268,377.75, excluding HST, BE ACCEPTED in accordance with Section 8.10 (a) and 13.2 (b) of the City of London’s Procurement of Goods and Services Policy;

it being noted that this is an irregular result because the cost exceeds the project budget;

it being further noted that the bid submitted by Stone Town Construction Limited was the lowest of four bids received and meets the City’s specifications and requirements;

b)    R.V. Anderson Associates Limited, 557 Southdale Road East, Suite 200, London, Ontario, N6E 1A2 BE AUTHORIZED to complete the contract administration and construction supervision required for this project as well as additional engineering activities, all in accordance with the estimate on file, at an upset amount of $808,692.00, including contingency, excluding HST, in accordance with Section 15.2 (g) of the City of London’s Procurement of Goods and Services Policy;

c)    the financing for the project BE APPROVED in accordance with 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 Stone Town Construction Limited for the work;

f)    the approvals given, herein, BE CONDITIONAL upon the Corporation entering into a formal contract with R.V. Anderson Associates Limited; and,

g)    the Mayor and the City Clerk BE AUTHORIZED to execute any contract or other documents including railway purchase orders, if required, to give effect to these recommendations. (2022-E09)

Motion Passed

2.5   Amendments to the Traffic and Parking By-law

2022-05-10 SR - Traffic and Parking By-law Amendment

Moved by P. Van Meerbergen

Seconded by M. van Holst

That, on the recommendation of the Deputy City Manager, Environment and Infrastructure, the proposed by-law, as appended to the staff report dated May 10, 2022, BE INTRODUCED at the Municipal Council meeting to be held on May 24, 2022, to amend By-law PS-114 entitled, “A by-law to regulate traffic and the parking of motor vehicles in the City of London”. (2022-T02/T08)

Motion Passed

2.6   Oxford Street West and Gideon Drive Intersection Improvements - Environmental Assessment Project File Report

2022-05-10 SR - Oxford Street West and Gideon Drive Intersection Improvements Environmental Assessment Project File (1of2)

2022-05-10 SR - Oxford Street West and Gideon Drive Intersection Improvements Environment Assessment Project File (2of2)

Moved by P. Van Meerbergen

Seconded by M. van Holst

That, on the recommendation of the Deputy City Manager, Environment and Infrastructure, the following actions be taken with respect to the staff report dated May 10, 2022, related to the Oxford Street West and Gideon Drive Intersection Improvements Environmental Assessment:

a)    the Oxford Street West and Gideon Drive Intersection Improvements Environmental Assessment Study Project File Report Executive Summary BE ACCEPTED;

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

c)    the Project File Report BE PLACED on the public record for a 30-day review period. (2022-T06)

Motion Passed

2.7   Colonel Talbot Road Two-lane Upgrades from Southdale Road to James Street - Appointment of Consulting Engineer

2022-05-10 SR - Colonel Talbot Road Two-Lane Upgrades from Southdale Road to James Street(1of2)

2022-05-10 SR - Colonel Talbot Road Two-Lane Upgrades from Southdale Road to James Street(2of2)

Moved by P. Van Meerbergen

Seconded by M. van Holst

That, on the recommendation of the Deputy City Manager, Environment and Infrastructure, the following actions be taken with respect to the staff report dated May 10, 2022, related to the appointment of a Consulting Engineer for the detailed design and tendering of Colonel Talbot Road Two-lane Upgrades from south of Southdale Road to James Street:

a)    AECOM Canada Ltd. BE APPOINTED as the Consulting Engineer to complete the Detailed Design and Tendering Services at an upset amount of $756,192.00, excluding HST, in accordance with RFP-2022-008 and Section 15.2 (e) of the City of London’s Procurement of Goods and Services Policy;

b)    the financing for this assignment 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. (2022-T06)

Motion Passed

2.8   2022 New Traffic and Pedestrian Signals and Pedestrian Crossovers

2022-05-10 SR - 2022 New Traffic and Pedestrian Signals and Pedestrian Crossovers

Moved by P. Van Meerbergen

Seconded by M. van Holst

That, on the recommendation of the Deputy City Manager, Environment and Infrastructure, the following actions be taken with respect to the staff report dated May 10, 2022, related to the planned pedestrian signal and pedestrian crossover installations:

a)    the installation of the following pedestrian signal BE APPROVED:

i)    Tecumseh Avenue and Wharncliffe Road South;

b)    the attached revised by-law BE INTRODUCED at the Municipal Council meeting to be held on May 24, 2022, to amend By-law PS-114 entitled, “A by-law to regulate traffic and the parking of motor vehicles in the City of London”. (2022-T07)

Motion Passed

2.9   London Psychiatric Hospital Lands Stormwater Management Facility: Engineering Consultant Award

2022 -05-10 SR - London Psychiatric Hospital Lands Stormwater Management Facility Engineering Consultant(1of3)

2022 -05-10 SR - London Psychiatric Hospital Lands Stormwater Management Facility Engineering Consultant(2of3)

2022 -05-10 SR - London Psychiatric Hospital Lands Stormwater Management Facility Engineering Consultant(3of3)

Moved by P. Van Meerbergen

Seconded by M. van Holst

That, on the recommendation of the Deputy City Manager, Environment and Infrastructure, the following actions be taken with respect to staff report dated May 10, 2022, related to RFP2022-017 - London Psychiatric Hospital Stormwater Management Facility Consulting Engineering Services:

a)    Stantec Consulting Ltd. BE APPOINTED Consulting Engineers to complete the functional design, detailed design, inspection, and general construction administration for the London Psychiatric Hospital Lands Stormwater Management Facility with the estimate, on file, at an upset amount of $558,376.44, including 15% contingency and provisional items, 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 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 documents, if required, to give effect to these recommendations. (2022-E03)

Motion Passed

2.10   Municipal Drain Petition - London Dairy Farms Ltd. 

2022-05-02 SR - Municipal Drain Petition – London Dairy Farms Ltd. (1of2)

2022-05-02 SR - Municipal Drain Petition – London Dairy Farms Ltd. (2of2)

Moved by P. Van Meerbergen

Seconded by M. van Holst

That, on the recommendation of the Deputy City Manager, Environment and Infrastructure, the following actions be taken with respect to the staff report dated May 10, 2022, related to the London Dairy Farms Ltd. municipal drain petition:

a)    the petition for the reconstruction of the Jenkins Municipal Drain located in the area of Wilton Grove Road and Old Victoria Road to benefit the drainage of Lot 6-8, Concession 2, 3700 Old Victoria Road, Township of Westminster BE ACCEPTED by the Council of the Corporation of the City of London under Section 5 of the Drainage Act; and,

b)    Mike DeVos, P.Eng. of Spriet Associates London Limited BE APPOINTED under Section 8 of the Drainage Act to complete a report for the new drains. (2022-D09)

Motion Passed

2.4   Appointment of Consulting Engineers for Contract Administration Services and Temporary Easement Agreement with the University of Western Ontario: Huron Street Watermain Remediation

2022-05-10 SR - Appointment of Consulting Engineers for Contract Administration Services and Temporary Easement (1of3)

2022-05-10 SR - Appointment of Consulting Engineers for Contract Administration Services and Temporary Easement (2of3)

2022-05-10 SR - Appointment of Consulting Engineers for Contract Administration Services and Temporary Easement (3of3)

Moved by J. Fyfe-Millar

Seconded by M. van Holst

That, on the recommendation of the Deputy City Manager, Environment and Infrastructure, the following actions be taken with respect to the staff report dated May 10, 2022 related to the Huron Street Watermain Remediation Project (EW3580):

a)    Stantec Consulting Ltd., 600-171 Queens Avenue, London, Ontario, N6A 5J7, BE AUTHORIZED to complete the contract administration, construction supervision and environmental monitoring required for this project as well as additional engineering activities, all in accordance with the estimate on file, at an upset amount of $172,506.40, including contingency, excluding HST, in accordance with Section 15.2 (g) of the City of London’s Procurement of Goods and Services Policy;

b)     the City BE AUTHORIZED to enter into a temporary easement agreement with the University of Western Ontario in a form to be approved by the City Solicitor’s Office;

c)    the financing for the project BE APPROVED in accordance with 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; 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. (2022-E08)

Motion Passed (4 to 0)

3.   Scheduled Items

3.1   Amendments to Consolidated Fees and Charges By-law

2022-05-10 SR - Amendments to Consolidated Fees and Charges By-law

Moved by M. van Holst

Seconded by J. Fyfe-Millar

That, on the recommendation of the Deputy City Manager, Environment and Infrastructure, the proposed by-law as appended to the staff report dated May 10, 2022, BE INTRODUCED at the Municipal Council meeting to be held on May 24, 2022 to amend By-law A-57, being “A by-law to provide for Various Fees and Charges” to remove the Bike Locker Pilot Project Fees timeframe;

it being noted that no individuals spoke at the public participation meeting associated with this matter. (2022-F21)

Motion Passed (5 to 0)

Additional Votes:

Moved by J. Fyfe-Millar

Seconded by M. van Holst

Motion to open the public participation meeting.

Motion Passed (5 to 0)

Moved by M. van Holst

Seconded by P. Van Meerbergen

Motion to close the public participation meeting.

Motion Passed (5 to 0)

4.   Items for Direction

None.

5.   Deferred Matters/Additional Business

5.1   Deferred Matters List

CWC DEFERRED MATTERS as at May 2, 2022

Moved by J. Fyfe-Millar

Seconded by J. Helmer

That the Civic Works Committee Deferred Matters List as at May 2, 2022, BE RECEIVED.

Motion Passed (5 to 0)

6.   Confidential

Moved by J. Fyfe-Millar

Seconded by M. van Holst

That the Civic Works Committee convene, In Closed Session, for the purpose of considering the following:

6.1 Position, Plan, Procedure, Criteria or Instruction to be Applied to Any Negotiations / Personal Matters / Solicitor-Client Privileged Advice

A matter pertaining to a position, plan, procedure, criteria or instruction to be applied to any negotiations carried on or to be carried on by or on behalf of the municipality; personal matters about an identifiable individual; and advice that is subject to solicitor-client privilege; and,

6.2 Information Explicitly Supplied in Confidence to the Municipality or Local Board by Canada

A matter pertaining to information explicitly supplied in confidence to the municipality or local board by Canada, a province or territory or a Crown agency of any of them.

Motion Passed (5 to 0)

The Civic Works Committee convenes, in Closed Session, from 12:44 PM to 1:06 PM.

7.   Adjournment

Moved by P. Van Meerbergen

Seconded by J. Helmer

That the meeting BE ADJOURNED.

Motion Passed (5 to 0)

The meeting adjourned at 1:08 PM.