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HomeMy WebLinkAboutPWD-001-23 Staff Report If this information is required in an alternate accessible format, please contact the Accessibility Coordinator at 905-623-3379 ext. 2131. Report To: General Government Committee Date of Meeting: January 9, 2023 Report Number: PWD-001-23 Submitted By: Stephen Brake, Director of Public Works Reviewed By: Mary-Anne Dempster, CAO Resolution#: File Number: By-law Number: Report Subject: Bowmanville and Courtice Leash Free Dog Park Solar Lighting Overexpenditure Report Recommendations: 1. That Report PWD-001-23 and any related delegations or communication items, be received; 2. That Council approve the overexpenditure incurred for the 2022 Bowmanville and Courtice Leash Free Dog Park Solar Lighting project; and 3. That all interested parties listed in Report PWD-001-23 and any delegations be advised of Council’s decision. Municipality of Clarington Page 2 Report PWD-001-23 Report Overview The purpose of this report is to recommend the approval of $27,114.32 in additional funds for the installation of solar lighting at the Bowmanville and Courtice Leash Free Dog Parks. This overexpenditure requires Council approval as per Corporate Policy G5 – Capital Project Overexpenditures. 1. Background 1.1 At a meeting held on November 1, 2021, the Council of the Municipality of Clarington passed the following Resolution #C-355-21: That Staff be directed to install solar lighting, as soon as possible, at the Courtice and Bowmanville Leash Free Dog Parks with appropriate funding from the Outdoor Recreation Misc. Upgrade Account. 1.2 Solar lighting is still considered new technology. A peer review of other municipalities and market research of lighting suppliers did not yield expected results. As a result, only one vendor provided a quotation for the supply and delivery of solar lighting and poles for the two parks. Installation was coordinated through a separate purchase order and a separate vendor. The initial quotations included $77,235.54 for the supply of solar lights and poles and $10,396.00 for the installation. 1.3 Due to a misunderstanding between the solar lighting vendor and staff that was created by inconsistent mapping used by each party, the initial purchase order included all solar lights and poles for the Courtice park but only enough for a small portion of the Bowmanville park. Public Works Staff, working with the Purchasing Division, reached out to the same vendors and obtained additional purchase orders to complete the entire Bowmanville park, as initially directed by Council. These purchase orders amounted to $47,627.24 for the supply of remaining solar lights and poles and $9,040.00 for the additional installations. This process, carried out in two phases, resulted in the overexpenditure of the original Outdoor Recreation Misc. Upgrade budget by $27,114.32. 1.4 The over expenditure for this project exceeds the limits set by Corporate Policy G5 for staff approval and therefore requires Council approval. 2. Financial Considerations 2.1 The overexpenditure of the Outdoor Recreation Misc. Upgrade Account was discussed with the Deputy CAO / Treasurer, and a recommendation was given to offset the amount by using the Rate Stabilization Reserve Fund Account 554-00-000-00000-7418. Municipality of Clarington Page 3 Report PWD-001-23 2.2 The Council approved Capital Over expenditure Policy provides the Treasurer the authority, in this case, to approve up to $25,000. As the required amount exceeds this threshold, Council approval is required.. 3. Concurrence This report has been reviewed by the Deputy CAO / Treasurer who concurs with the recommendations. 4. Conclusion All solar lights have now been installed and are operational. Staff have also received positive comments from the park patrons regarding the project. It is respectfully recommended that Council approve the over expenditure as set out above. Staff Contact: Slav Potrykus, Traffic Engineering Supervisor, 905-623-3379 extension 2315 or spotrykus@clarington.net. Attachments: Not Applicable Interested Parties: There are no interested parties to be notified of Council's decision.