Item - 2013.AU11.8

Tracking Status

  • City Council adopted this item on June 11, 2013 without amendments.
  • This item was considered by the Audit Committee on May 29, 2013 and adopted without amendment. It will be considered by City Council on June 11, 2013.

AU11.8 - Local Road Resurfacing - Contract Management Issues

Decision Type:
ACTION
Status:
Adopted
Wards:
All

City Council Decision

City Council on June 11, 12 and 13, 2013, adopted the following:  

 

1.         City Council request the General Manager, Transportation Services to ensure that:

 

            a.         Inspectors use costs sheets to record quantities of material delivered and measurements taken.

 

            b.         All cost sheets are signed-off by the contractor representative, the City Inspector and the Inspector’s supervisor.

 

            c.         Inspectors maintain adequate support for all quantities and measurements recorded on cost sheets.

 

            d.         Supervisors randomly spot check cost sheet measurements and document results of their work.

 

2.         City Council request the General Manager, Transportation Services to implement standard procedures for extra work orders and update the Road Operations Inspection Manual accordingly.

 

3.         City Council request the General Manager, Transportation Services to ensure that proper supporting documentation is prepared and management approval is obtained for extra work orders.

 

4.         City Council request the General Manager, Transportation Services to review opportunities to prevent or detect input errors for data entered into the Toronto Maintenance Management System.

 

5.         City Council request the General Manager, Transportation Services to regularly monitor actual quantities of goods and services supplied against tender call quantities, make any inquiries necessary arising from such review and take appropriate action where required.

 

6.         City Council request the General Manager, Transportation Services to review the material testing protocol to determine if it meets the requirements for local road resurfacing projects.

 

7.         City Council request the General Manager, Transportation Services to ensure the City’s material testing protocol is complied with, corrective action is taken on a timely basis when material test results fail to meet specifications and Divisional staff are adequately trained on testing requirements.

 

8.         City Council request the General Manager, Transportation Services to ensure that all City designated testing laboratories are following the correct material testing specifications and tolerances.

 

9.         City Council request the General Manager, Transportation Services to ensure that a uniform weight verification protocol is implemented and complied with.

 

10.       City Council request the General Manager, Transportation Services to require that deficiency lists be prepared and contain adequate evidence indicating all deficiencies are resolved.

 

11.       City Council request the General Manager, Transportation Services to review and update the Road Operations – Contract Inspection Manual and to communicate to staff and/or provide training on any updated or new procedures.

 

12.       City Council request the General Manager, Transportation Services to ensure that daily work sheets are completed as required by the Contract Inspection Manual.

 

13.       City Council request the General Manager, Transportation Services to develop and implement standard financial reports that meet management’s requirements.

 

14.       City Council request the General Manager, Transportation Services to ensure that approved capital funds are only used for local road resurfacing work.

Background Information (Committee)

(May 10, 2013) Report from the Auditor General - Local Road Resurfacing - Contract Management Issues
https://www.toronto.ca/legdocs/mmis/2013/au/bgrd/backgroundfile-58415.pdf

Motions (City Council)

Motion to Adopt Item (Carried)

Vote (Adopt Item) Jun-13-2013 9:49 AM

Result: Carried Majority Required - AU11.8 - Adopt the item
Total members that voted Yes: 27 Members that voted Yes are Paul Ainslie, Maria Augimeri, Ana Bail„o, Michelle Berardinetti, Shelley Carroll, Vincent Crisanti, Janet Davis, Glenn De Baeremaeker, Frank Di Giorgio, Sarah Doucette, Paula Fletcher, Doug Holyday, Mike Layton, Chin Lee, Pam McConnell, Mary-Margaret McMahon, Joe Mihevc, Peter Milczyn, Denzil Minnan-Wong, Frances Nunziata (Chair), James Pasternak, Gord Perks, Jaye Robinson, David Shiner, Michael Thompson, Adam Vaughan, Kristyn Wong-Tam
Total members that voted No: 1 Members that voted No are Josh Matlow
Total members that were Absent: 17 Members that were absent are Raymond Cho, Josh Colle, Gary Crawford, Mike Del Grande, John Filion, Doug Ford, Rob Ford, Mary Fragedakis, Mark Grimes, Norman Kelly, Gloria Lindsay Luby, Giorgio Mammoliti, Ron Moeser, Cesar Palacio, John Parker, Anthony Perruzza, Karen Stintz

AU11.8 - Local Road Resurfacing - Contract Management Issues

Decision Type:
ACTION
Status:
Adopted
Wards:
All

Committee Recommendations

The Audit Committee recommends that:  

 

1.         City Council request the General Manager, Transportation Services to ensure that:

 

            a.         Inspectors use costs sheets to record quantities of material delivered and measurements taken.

 

            b.         All cost sheets are signed-off by the contractor representative, the City Inspector and the Inspector’s supervisor.

 

            c.         Inspectors maintain adequate support for all quantities and measurements recorded on cost sheets.

 

            d.         Supervisors randomly spot check cost sheet measurements and document results of their work.

 

2.         City Council request the General Manager, Transportation Services to implement standard procedures for extra work orders and update the Road Operations Inspection Manual accordingly.

 

3.         City Council request the General Manager, Transportation Services to ensure that proper supporting documentation is prepared and management approval is obtained for extra work orders.

 

4.         City Council request the General Manager, Transportation Services to review opportunities to prevent or detect input errors for data entered into the Toronto Maintenance Management System.

 

5.         City Council request the General Manager, Transportation Services to regularly monitor actual quantities of goods and services supplied against tender call quantities, make any inquiries necessary arising from such review and take appropriate action where required.

 

6.         City Council request the General Manager, Transportation Services to review the material testing protocol to determine if it meets the requirements for local road resurfacing projects.

 

7.         City Council request the General Manager, Transportation Services to ensure the City’s material testing protocol is complied with, corrective action is taken on a timely basis when material test results fail to meet specifications and Divisional staff are adequately trained on testing requirements.

 

8.         City Council request the General Manager, Transportation Services to ensure that all City designated testing laboratories are following the correct material testing specifications and tolerances.

 

9.         City Council request the General Manager, Transportation Services to ensure that a uniform weight verification protocol is implemented and complied with.

 

10.       City Council request the General Manager, Transportation Services to require that deficiency lists be prepared and contain adequate evidence indicating all deficiencies are resolved.

 

11.       City Council request the General Manager, Transportation Services to review and update the Road Operations – Contract Inspection Manual and to communicate to staff and/or provide training on any updated or new procedures.

 

12.       City Council request the General Manager, Transportation Services to ensure that daily work sheets are completed as required by the Contract Inspection Manual.

 

13.       City Council request the General Manager, Transportation Services to develop and implement standard financial reports that meet management’s requirements.

 

14.       City Council request the General Manager, Transportation Services to ensure that approved capital funds are only used for local road resurfacing work.

Origin

(May 10, 2013) Report from the Auditor General

Summary

The Auditor General’s Audit Work Plan included a review of Transportation Services’ Summer Road Maintenance Program.  The Division has recently realigned priorities with more emphasis being placed on road preventive maintenance activities.  As a result, additional capital funding has been allocated to road resurfacing in order to extend the useful life of roads.  In 2012, over $30 million was spent on local road resurfacing contracts.  The objective of this review was to assess the adequacy and effectiveness of the management of local road resurfacing contracts.

 

This report contains 14 recommendations along with a management response to each of the recommendations.  The implementation of these recommendations will assist management in their oversight of local road resurfacing contracts.

Background Information

(May 10, 2013) Report from the Auditor General - Local Road Resurfacing - Contract Management Issues
https://www.toronto.ca/legdocs/mmis/2013/au/bgrd/backgroundfile-58415.pdf

Speakers

Councillor Janet Davis

Motions

1 - Motion to Adopt Item moved by Councillor Vincent Crisanti (Carried)

Motion to Reconsider Item moved by Councillor Josh Matlow (Carried)

That in accordance with Chapter 27, Council Procedures, the Audit Committee reconsider Item AU11.8.


2 - Motion to Adopt Item moved by Councillor Vincent Crisanti (Carried)
Source: Toronto City Clerk at www.toronto.ca/council