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Report To: General Government Committee
Date of Meeting: February 13, 2017
Report Number: OPD -002-17 Resolution: * *
File Number:
By-law Number:
Report Subject: Memorial Park Capital Project Over -expenditure Report
Recommendations:
1. That Report OPD -002-17 be received;
2. That Council approve the capital project over -expenditure incurred with the 2016 sports
field rehabilitation completed in Memorial Park, Bowmanville.
Municipality of Clarington
Report OPD -002-17
Report Overview
Page 2
The purpose of this report is to recommend the approval of $41,126.13 additional expenditures
for the rehabilitation of the north softball diamond at Memorial Park in Bowmanville. This over-
expenditure requires Council approval as per Corporate Policy G5 — Capital Project Over -
expenditures.
1. Background
The over -expenditure of a capital project exceeds the limits set by Corporate Policy for
staff approval and therefore requires Council approval. The details of this over-
expenditure are set out below.
Quotation No. Q2016-39 was issued on September 9, 2016 for the rehabilitation of the
north softball diamond at Memorial Park in Bowmanville. The quotation requested bidder
pricing for the repair and replacement of existing line and backstop fencing, the
replacement of player's benches and spectator bleachers, earth engineering to restore
field playability and the top soiling and sodding of the outfield surface. The field
rehabilitation project was required due to on-going concerns from user groups regarding
flooding in various areas of the playing surface and also the presence of trip hazards in
the outfield.
On October 6, 2016, quotation no. Q2016-39 was awarded to Dol Turf Restoration Ltd.
with a limited scope of works. The project included the earth engineering of the playing
surfaces and the top soiling and sodding of the outfield to address flooding and field
safety hazards. The total amount of the award was $77,021.29, including HST.
The bid quantities in the quotation had been estimated based on standard outfield
dimensions for softball fields and a general understanding of the clay material expected
to be present in the in -field area. Despite the estimates, it was determined during the
field layout stages that the amount of clay material provided for reclaiming was
insufficient. The same was also found for topsoil quantities when the outfield area was
regraded.
In accordance with the provisional pricing in the contract, the Municipality received an
additional 70 metric tonnes of topsoil and 200 metric tonnes of standard infield mix
required to meet minimum field surface grades. This was at a total cost of $27,266.42,
net HST.
Further to the requirement for additional topsoil and infield mix, higher quantities of sod
was also required. These additional quantities were necessary as the outfield grading
Municipality of Clarington
Report OPD -002-17
Page 3
had to be extended well beyond the limits of a standard dimensions of a softball field to
achieve minimum grades for drainage. The additional sod resulted in total costs of
$13,859.71, net HST.
In total, the Sports Field Rehabilitation Project at Memorial Park in Bowmanville was over
budget by a total of $41,126.13, net HST. With approval from the Finance Department,
the over -expenditure was offset from remaining funds in the Operations Department 2016
current budget for contracted winter sidewalk clearing, account number 100-36-380-
10733-7163.
2. Concurrence
This report was reviewed by Nancy Taylor, Director of Finance/Treasurer who concurs
with this recommendation.
3. Conclusion
The sports field restoration work issued under quotation Q2016-39 was completed at
Memorial Park on December 2, 2016. Operations Department staff along with a
representative from a local sports user group have inspected the newly restored field
playing surface and are very pleased with the improvements. However, the
improvements exceed the over -expenditure limits set by policy and require Council
approval.
4. Strategic Plan Application
Not applicable.
Submitted by: -_ Reviewed by:
Frederick J. Horvath Curry Clifford
Director of Operations Interim Chief Administrative Officer
Staff Contact: Stephen Brake, Manager of Operations, 905-263-2291
or sbrake(a_clarington.net
Interested Parties - None