Item - 2013.AU13.10
Tracking Status
- City Council adopted this item on November 13, 2013 without amendments and without debate.
- This item was considered by the Audit Committee on October 31, 2013 and adopted without amendment. It will be considered by City Council on November 13, 2013.
AU13.10 - Local Road Resurfacing - Improvements to Inspection Process Required to Minimize Incorrect Payments to Contractors
- Decision Type:
- ACTION
- Status:
- Adopted on Consent
- Wards:
- All
City Council Decision
City Council on November 13, 14, 15 and 18, 2013, adopted the following:
1. City Council request the General Manager, Transportation Services, to ensure that inspectors are provided guidelines and training on appropriate measuring practices.
2. City Council request the General Manager, Transportation Services, to ensure that cost sheets completed by inspectors include all measurements and appropriate notations to allow for an accurate determination of work done.
3. City Council request the General Manager, Transportation Services, to give consideration to recovering overpayments made to various contractors.
4. City Council request the General Manager, Transportation Services, to assess whether the measuring wheels currently in use meet the standard for quality, accuracy and dependability required by the division and take corrective action as required.
5. City Council request the General Manager, Transportation Services, to ensure that inspectors maintain comprehensive and accurate measurements and records in their field books for all work done.
6. City Council request the General Manager, Transportation Services, to ensure that inspectors check that work order numbers have been coded correctly on cost sheets and that supervisors randomly spot check work order numbers when approving cost sheets. Evidence of any review should be documented.
Background Information (Committee)
https://www.toronto.ca/legdocs/mmis/2013/au/bgrd/backgroundfile-62628.pdf
AU13.10 - Local Road Resurfacing - Improvements to Inspection Process Required to Minimize Incorrect Payments to Contractors
- 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 inspectors are provided guidelines and training on appropriate measuring practices.
2. City Council request the General Manager, Transportation Services, to ensure that cost sheets completed by inspectors include all measurements and appropriate notations to allow for an accurate determination of work done.
3. City Council request the General Manager, Transportation Services, to give consideration to recovering overpayments made to various contractors.
4. City Council request the General Manager, Transportation Services, to assess whether the measuring wheels currently in use meet the standard for quality, accuracy and dependability required by the division and take corrective action as required.
5. City Council request the General Manager, Transportation Services, to ensure that inspectors maintain comprehensive and accurate measurements and records in their field books for all work done.
6. City Council request the General Manager, Transportation Services, to ensure that inspectors check that work order numbers have been coded correctly on cost sheets and that supervisors randomly spot check work order numbers when approving cost sheets. Evidence of any review should be documented.
Origin
Summary
The Auditor General’s Office recently completed a review of Transportation Services local road resurfacing contracts. The report entitled “Local Road Resurfacing – Contract Management Issues” is available at: http://www.toronto.ca/legdocs/mmis/2013/au/bgrd/backgroundfile-58415.pdf. The report identified issues in the areas of progress payments, quality assurance and project documentation. It was determined that supplementary audit work on road measurement practices was warranted.
This report includes six recommendations and includes management’s response to each one of the recommendations. The implementation of the recommendations contained in this report will minimize incorrect payments to contractors that can arise from poor road measuring techniques, inadequate equipment or incomplete records.
Background Information
https://www.toronto.ca/legdocs/mmis/2013/au/bgrd/backgroundfile-62628.pdf