city of kamloops 2015 capital projects

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S:\DCS\2015 Capital Projects Update_REP.docx

October 29, 2015

REPORT TO THE CHIEF ADMINISTRATIVE OFFICERFROM THE PUBLIC WORKS AND UTILITIES DEPARTMENT

ON

2015 CAPITAL PROJECTS UPDATE

PURPOSE

To provide Council with sample information in advance of a proposed final capital projects reportin spring 2016 and to request the transfer of any surplus budget funds back to the original fundingsource (e.g., Development Cost Charges, borrowing, capital reserve, etc.).

SUMMARY

Reporting to the Public Works and Utilities Director, the Capital Projects Division is responsiblefor the administration and delivery of the City's annual Capital Plan. In 2015, the Capital ProjectsDivision, with direct and indirect support from all other departments, managed capitalexpenditures of approximately $34 million. The majority of these projects have been completedand/or the funds have been committed for completion of the project in early 2016. The list ofprojects is included as Attachment "A".

RECOMMENDATION:

That Council:

a) Receive this report for information;

b) Provide staff with feedback in advance of an annual summary ofcapital projects in spring 2016; and

c) Authorize staff to transfer any surplus budget funds from thecapital projects back to their appropriate funding source if theproject is under budget when it is complete.

COUNCIL POLICY

Fiscal Responsibility - continue a thorough review of City costs and fiscal accountability, keepingin mind the need to balance user fees and taxes.

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2015 CAPITAL PROJECTS UPDATE October 29, 2015Page 2


DISCUSSION

In 2015, the Capital Projects Division was responsible for delivering approximately $34 million incapital expenditures. The following is a summary of the year in review, as well as a list of projectswith each one's status and budget forecast. The financial information included with the list ofprojects is the most current estimate given the information available at this time. It should benoted that this report outlines the construction of capital projects for 2015 and does not includedeferred projects, design of projects, or ongoing annual maintenance capital. Staff intend toinclude these other capital budgets in the proposed annual report be presented to Council inspring 2016.

2015 Capital Projects Year in Review

What works well within the Capital Projects Division:

Stable staff for 2015; Administration providing direction on the role and responsibilities of the Capital Projects

Division; Progress is being made regarding identifying the difference between maintenance capital

and capital projects; Approximately 95% of the proposed 2015 Capital Plan has been delivered; Evolution towards project management, not just construction/contract administration; Monthly meetings with project stakeholders were established to help with improved

communication and project tracking; Significant progress on consistent communication and engagement for capital projects;

and A strong communication strategy for capital construction projects.

Areas for improvement:

Continued growth with respect to the role of Capital Projects Supervisors and ConstructionInspectors;

Development of more tools for consistent service delivery; Continued work on communication with internal departments and stakeholders; Annual review of contract documents and templates; Additional annual reporting to keep Council informed; and Creation of capital project numbers to keep budgets and reporting clear and consistent

and to provide accountability.

Overall, the 2015 capital projects have come in under budget by 5%. The final budget forecastwill need to be adjusted once all of the projects have been completed but, in general, the list of

projects is on or under budget.

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2015 CAPITAL PROJECTS UPDATE October 29, 2015Page 3


FINANCIAL IMPLICATIONS

Staff have prepared the budget forecast for the 2015 capital construction projects. This list isincluded as Attachment "A". Staff recommend that in situations where the projects are underbudget, the funds be transferred back to the original funding source (e.g., arterial roads, the waterutility, etc.). In situations where the project has come in (or is forecasted to come in) over budget,the reasons for the over-expenditure have been analyzed and, where the expenditures are valid,funding has been used from existing budgets. For example, in the case of the Falcon Roadproject, old stormwater infrastructure was uncovered during excavation for the new sanitary sewerline, so the stormwater funds that already exist in the Capital Plan were utilized to fund some ofthe additional costs. In other instances, where the over-expenditure (or potentialover-expenditure) is based on a change in project scope, a formal report to Council will be broughtforward to request authorization to spend that additional money. An example of this situation isthe North Shore Community Police Office, for which a formal report will be brought forward toCouncil shortly.

_____________________________________J. Fretz, P.Eng.Public Works and Utilities Director

Approved for Council Consideration:

Concurrence: K. Humphrey, CPA, CA, Finance Director

Author: D. Crundwell, P.Eng., Capital Projects Manager

DC/lm/kjm

Attachment

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River Street High lift Station - Install Stand-by Power Complete $1,000,000.00 $600,000.00 $400,000.00 40%

East Trans-Canada Highway - Sanitary Main Upgrades Completion Spring 2016 $1,460,000.00 $1,460,000.00 $0.00 0%

South Primary Lift Station Improvements Completion Spring 2016 $2,440,000.00 $2,300,000.00 $140,000.00 6%

Dallas Drive Sanitary Twinning Complete November 2015 $2,200,000.00 $1,350,000.00 $850,000.00 39%

Falcon Lift Station Replacement Complete $915,000.00 $1,100,000.00 -$185,000.00 -20%

Mission Flats Landfill Electrical Upgrade Complete November 2015 $80,000.00 $80,000.00 $0.00 0%

Mission Flats Landfill Gas Collection System Complete November 2015 $650,000.00 $650,000.00 $0.00 0%

North Shore Community Police Office Complete Spring 2016 $490,000.00 $800,000.00 -$310,000.00 -63%

Highland Drive Widening - Valley View / Qu'Appelle Complete $500,000.00 $450,000.00 $50,000.00 10%

Columbia Street Upgrades Complete $4,795,000.00 $4,300,000.00 $495,000.00 10%

12th Street Road Reconstruction Complete November 2015 $1,630,000.00 $1,600,000.00 $30,000.00 2%

Erona Place Reconstruction Complete $125,000.00 $115,000.00 $10,000.00 8%

McQueen Drive Reconstruction Complete $200,000.00 $180,000.00 $20,000.00 10%

Nicolani Drive Reconstruction Complete $250,000.00 $230,000.00 $20,000.00 8%

McInnes Place Reconstruction Complete $60,000.00 $50,000.00 $10,000.00 17%

Pinegrove Road Reconstruction Complete $120,000.00 $110,000.00 $10,000.00 8%

Overlanders Bridge Rehabilitation Complete $10,375,000.00 $10,075,000.00 $300,000.00 3%

Guerin Greek Channel Improvements Complete $1,130,000.00 $1,080,000.00 $50,000.00 4%

6th Ave Drainage Upgrades Complete $50,000.00 $50,000.00 $0.00 0%

Strathcona Drainage Upgrades Complete $125,000.00 $125,000.00 $0.00 0%

Springhill Creek Drainage Repair Complete Spring 2016 $500,000.00 $500,000.00 $0.00 0%

Trophy Court Gully Rehabilitation Complete December 2015 $500,000.00 $500,000.00 $0.00 0%

Peterson Creek Channel/604 Nicola Drainage Improvements Complete $125,000.00 $135,000.00 -$10,000.00 -8%

Springhill Creek/1435 Summit Drive Drainage Improvements Complete $225,000.00 $250,000.00 -$25,000.00 -11%

Springhill Creek/Peterson Creek Bridge Drainage Improvements Complete $130,000.00 $180,000.00 -$50,000.00 -38%

1200 Rogers Way Storm Improvements Complete $260,000.00 $260,000.00 $0.00 0%

ISC Dressing Room Renovations Complete December 2015 $180,000.00 $150,000.00 $30,000.00 17%

Westsyde Water Park Complete $175,000.00 $175,000.00 $0.00 0%

Riverside Park Family Washroom Complete December 2015 $120,000.00 $120,000.00 $0.00 0%

Rose Hill Park Complete $100,000.00 $100,000.00 $0.00 0%

Boys/Girls Club Demolition Complete $400,000.00 $500,000.00 -$100,000.00 -25%

Sheep Breeder Building Repair/Retrofits Complete December 2015 $150,000.00 $150,000.00 $0.00 0%

Old Courthouse Renovations Complete January 2016 $225,000.00 $225,000.00 $0.00 0%

Franklin Road and Centennial Park Pedestrian Upgrades Complete November 2015 $150,000.00 $150,000.00 $0.00 0%

11th/Columbia - Pedestrian Crossing Updgrades Complete December 2015 $275,000.00 $250,000.00 $25,000.00 9%

2015 Arterial Roads Rehabilitation - Aberdeen Drive Complete November 2015 $900,000.00 $800,000.00 $100,000.00 11%

Dickenson/Walkem Road Safer Schools Project Complete October 2015 $265,000.00 $265,000.00 $0.00 0%

West Highlands Clubhouse 60% Complete $600,000.00 $750,000.00 -$150,000.00 -25%

Aberdeen Booster Station Emergency Repairs Complete November 2015 $400,000.00 $300,000.00 $100,000.00 25%

Tota ls $34,275,000.00 $ 32,465,000.00 $1,810,000.00 5%

CapitalProjects2015

Capital Project VarianceStatus Budget Forecast

Attachment "A"

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city of kamloops 2015 capital projects

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