award the tender, and or execute immediate temporary measures should they occur, would require a separate report to City Council seeking approval for additional funding.
“Any contract with a value over $150,000 MUST have Council approval except for where the CAO may approve a requisition and make an award of an RFT of any dollar value provided the funds have been included in the Council-approved operating or capital budget, and the RFT response does not exceed that approved budget as per Section 37b of Purchasing By-law 93-2012; and; except for where the CAO may approve a requisition and make an award of a Sole Source of any dollar value provided the funds have been included in the Council-approved operating or capital budget, and the Sole Source response does not exceed that approved budget as per Section 37d of Purchasing By-law 93-2012.”
As this work is critical to complete in an expedited fashion, Administration has also included a recommendation delegating authority to the CAO, for this unique situation, to approve the redirection of other project surplus funding if that should become necessary.
Risk Analysis:
Associated risks to the Corporation resulting from the undertaking of this project include risks typical of a sewer rehabilitation project, such as bodily injury, property damage, and matters arising from violations of the Occupational Health and Safety Act. These risks are to be transferred to the successful proponent through the agreement entered into. As part of the agreement with the successful proponent, the Low Bidder will be required to provide proof of insurance to the Corporation, as well as indemnify the Corporation from any claims which may arise from their work during or after construction.
There is a risk that additional sections may fail prior to completion of the permanent solution causing the total cost to maintain and rehabilitate the trunk line to exceed the requested $3,000,000. To mitigate this risk Administration is recommending the CAO be given authority to approve the use of additional sewer surcharge funding by redirecting funding from other projects which have a surplus. Administration has also requested authority to pre-approve and award the RFT allowing the work on the solution to be executed immediately upon confirmation of the successful bidder/proponent.
Financial Matters:
The 2020 8 Year Capital budget includes approved in principle sewer surcharge funding for the Ojibway Sanitary Sewer Rehabilitation (ECP-036-07). All of the funding for this project is in future years and so in order to leverage it for this immediate need Administration is requesting a precommitment of the 2023 amount of $3,000,000 for immediate use.
As previously noted this funding should be sufficient however there is a risk that the tender comes in higher than anticipated and or additional costs associated with immediate measures to keep the asset stable may be required. As these matters will require immediate action Administration is requesting that the Chief Administrative Officer be delegated the authority to approve additional funding if necessary for the