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HomeMy WebLinkAboutPDS-056-23Clarftwn 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: Special Planning and Development Committee Date of Meeting: October 23, 2023 Report Number: PDS-056-23 Submitted By: Carlos Salazar, Director of Planning and Infrastructure Services Mary - Reviewed By: File Number: Anne Dempster, CAO Resolution#: PD-070-23 By-law Number: Report Subject: CL 2022-22 Various Court Replacements Budget Reallocations Recommendations: 1. That Report PDS-056-23, and any related delegations or communication items, be received; 2. That the Deputy CAO/Treasurer is authorized to reallocate up to $60,000.00 from the "Municipal Capital Works Reserve Fund" to the "CL2022-22 Various Court Replacements Project" capital account to complete the necessary work. Municipality of Clarington Report PDS-056-23 Report Overview Page 2 CL 2022-22 Various Courts Replacements Tender is now complete, however additional funding was required due to unforeseen poor soil conditions. The additional funding was approved as an emergency under the Purchasing By-law by Financial Services and the CAO Office to avoid additional costs being charged by the contractor for stand-by time and remobilizing. 1. Background History of the CL2022-22 Various Court Replacements Project Award 1.1 CL2022-22 Various Court Replacements Tender was awarded to Royalcrest Paving and Contracting Ltd. in August 2022 through the Council Recess Procedure. Award of this Contract was reported to Council through Staff Report FSD-035-22. 1.2 The Various Court Replacement was intended to replace the deteriorating playing surface of the tennis courts at Guildwood Park in Bowmanville as well as to rehabilitate the deteriorating basketball court and convert the deteriorating tennis courts playing surface to four new pickleball courts at Stuart Park in Courtice. Figure 1- Ribbon Cutting at Stuart Park Municipality of Clarington Report PDS-056-23 Project Overage Page 3 1.3 When removing the existing asphalt playing surface at the Stuart Park basketball court, the Contractor encountered poor existing soil conditions. Upon having the soil reviewed by our Geotechnical Consultant it was determined that the existing soil under the basketball court was unsuitable to support an asphalt playing surface and would need to be removed and replaced with suitable material. 1.4 A change order was issued to the Contractor to remove and replace the unsuitable material as recommended by the Geotechnical Consultant. 1.5 This change order required an additional $60,000.00 of funds to be approved to complete the project. This additional funding was approved on an emergency basis and to avoid additional charges due to Contractor standby time. The capital over- expenditure requires Council approval if the additional funds exceeded 5% of the Contract value as required under the Municipality's Capital Over -Expenditure Policy. Figure 2: Basketball court at Stuart Park Municipality of Clarington Report PDS-056-23 2. Financial Considerations Page 4 2.1 The funds that are being reallocated to the CL2022-22 Various Court Replacements project were initially approved by the Deputy CAO / Treasurer and the CAO under the emergency clause of the Purchasing By-law. This was to keep the project moving forward and prevent any standby costs from being incurred during summer recess. Staff are now reporting the overage as required under the Municipality's Capital Over - Expenditure Policy to ensure transparency on the use of capital funds. 3. Concurrence 3.1 This report has been reviewed by the Deputy CAO/Treasurer, who concurs with the recommendation. 4. Conclusion 4.1 It is respectfully recommended that Council approve the reallocation of funds from the "Municipal Capital Works Reserve Fund" to the "CL2022-22 Various Court Replacements" project to ensure that the investment made to date can be completed. Staff Contact: Tony Ricciardi, Manager of Infrastructure, tricciardi a().clarington.net .