HomeMy WebLinkAboutFIN-2025-499 - Request for Additional Funding - Q25-079 Professional Services - Huron Road ImprovementsStaff Report
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Financial Services Department www.kitchener.ca
REPORT TO: Committee of the Whole
DATE OF MEETING: December 15, 2025
SUBMITTED BY: Ryan Scott, Chief Procurement Officer
PREPARED BY: Sarah Pethick, Procurement Specialist
WARD(S) INVOLVED: N/A
DATE OF REPORT: December 3, 2025
REPORT NO.: FIN -2025-499
SUBJECT: Request for Additional Funding - Q25-079 Professional Services - Huron
Road Improvements
RECOMMENDATION:
That $415,000 be transferred from the Development Charges reserve funds for Roads and
Water to the Huron Road Improvements capital account to allow the project to proceed.
REPORT HIGHLIGHTS:
The purpose of this report is to obtain approval to transfer funds to the Huron Road
Improvements 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 2028;
This report supports the delivery of core services.
BACKGROUND:
The City intends to urbanize Huron Road from its current rural cross-section to include curb and
gutter and storm sewers. The scope of work for professional services includes the complete the
pre -design, final design, coordinating related project needs, tendering, contract
administration/inspection and resident/business services during construction of improvements
to the roadway, underground services, drainage and other related infrastructure.
Construction is expected to begin Spring 2027.
REPORT:
In accordance with the Procurement By-law 2022-109 (Chapter 170 Municipal Code), Council's
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 nine (9) responses being received, and the intent is to award to the highest rated 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, 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 City's best interest to proceed 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 2028.
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
This project is completely funded by roads and water development charges (DCs). The
increased costs in this phase of the project will hopefully be offset by savings in the construction
portion of the project.
COMMUNITY ENGAGEMENT:
INFORM — This report has been posted to the City's website with the agenda in advance of the
council / committee meeting.
PREVIOUS REPORTS/AUTHORITIES:
There are no previous reports/authorities related to this matter.
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Account
Amount
Approved Budget
Professional Services - Huron Road
$681,500
Improvements
Recommended Transfer
Development Charges reserve funds
$415,000
Revised Budget
Professional Services - Huron Road
$1,096,500
Improvements
This project is completely funded by roads and water development charges (DCs). The
increased costs in this phase of the project will hopefully be offset by savings in the construction
portion of the project.
COMMUNITY ENGAGEMENT:
INFORM — This report has been posted to the City's website with the agenda in advance of the
council / committee meeting.
PREVIOUS REPORTS/AUTHORITIES:
There are no previous reports/authorities related to this matter.
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APPROVED BY: Jonathan Lautenbach, Chief Financial Officer, Financial Services
Department
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