HomeMy WebLinkAboutFIN-2023-131 - Request for Additional Funding - Z23-004 Conway Drive and Wayne Drive Road Reconstruction
REPORT TO: Committee of the Whole
DATE OF MEETING: March 20, 2023
SUBMITTED BY: Ryan Scott, Chief Procurement Officer, 519-741-2200 ext. 7214
PREPARED BY: Sarah Pethick, Associate Procurement Specialist, 519-741-2200 ext. 7213
WARD(S) INVOLVED: N/A
DATE OF REPORT: March 8, 2023
REPORT NO.: FIN-2023-131
SUBJECT: Request for Additional Funding Q23-004 Conway Drive and Wayne
Drive Road Reconstruction
RECOMMENDATION:
That $754,000 be transferred from the Water Infrastructure Program (WIP) Road
Reconstruction General Account to the Conway Drive and Wayne Drive Road
Reconstruction account to allow the project to proceed.
REPORT HIGHLIGHTS:
The purpose of this report is to obtain approval to transfer funds to the Conway & Wayne
Drive Road Reconstruction capital project to allow the award of a procurement in
accordance with Procurement By-law 2022-109;
The impact of not approving the transfer would be canceling the solicitation and delaying
the project until at least 2024;
This report supports the delivery of core services.
BACKGROUND:
The scope of the work for the Conway Drive and Wayne Drive Road Reconstruction project
includes the replacement of the existing sanitary sewer, storm sewer, water supply system,
roadway, curb and gutter, sidewalks and municipal service connections to the street property
line. The work also includes a small component of cured-in-place sewer lining and exfiltration
trenches. Approximate project distance is 780 metres. The project would be scheduled to begin
on April 3, 2023, weather permitting.
REPORT:
In accordance with the Procurement By-law 2022-109 (Chapter 170 Municipal Code), Councils
approval is required if any one or more of the conditions of Section 10 Delegated Approval
Authority are not met.
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Specific to the project listed, the City has conducted an open competitive process which resulted
in eight (8) responses beingreceived, and the intent is to award to the lowest compliant
response.
Staff have concluded that:
Market pricing has been received for the listed deliverables; and
Based on the significant number of bids received through this competitive process early
in the year, staff do not believe better pricing would be received by canceling this
solicitation and waiting at least another year; and
It would be in the ahead with the project.
However:
There is insufficient funding to award the procurement under delegated authority; and
Additional funds are being requested to facilitate an award.
Failing to transfer additional funds would lead to canceling the solicitation and delaying the
project until at least 2024. Further, delaying the project will increase the likelihood of service
disruption in the area as the infrastructure being replaced is at the end of its useful life.
STRATEGIC PLAN ALIGNMENT:
This report supports the delivery of core services.
FINANCIAL IMPLICATIONS:
The table below shows the proposed transfer and the revised project budget that would allow
the procurement to be awarded within the Procurement By-Law.
Summary of Proposed Action
Account Amount
Approved Budget Conway & Wayne Drive Reconstruction $5,288,000
Recommended Transfer WIP Road Reconstruction General Account $ 754,000
Revised Budget Conway & Wayne Drive Reconstruction $6,042,000
There is sufficient funding within the WIP Road Reconstruction General Account to make this
transfer.
COMMUNITY ENGAGEMENT:
INFORM the
council / committee meeting.
PREVIOUS REPORTS/AUTHORITIES:
There are no previous reports/authorities related to this matter.
APPROVED BY: Jonathan Lautenbach, Chief Financial Officer, Financial Services.