Road Resurfacing Audit Report

1. Improve On-site Road Condition Assessment 

• From 2021 to 2023, while on-site assessments may have been conducted, the lack of supporting documentation makes it challenging to verify their completion.
• In 2024, of the 54 roads approved for resurfacing, we only found evidence of on-site road condition assessments for 37.
• Key information is missing from the document such as date of inspection and name of the inspector.
• There is no legend defining what each of the five condition categories, making it difficult to determine the rationale behind the rankings.

2. ​Strengthen Practices for Material Testing

• A review of the test results confirmed that concrete and asphalt tests conducted in 2023 met the required standards.
• There were missing test reports for certain days of concrete and asphalt activities, inadequate sampling intervals, and compaction tests exceeding required distances.
• While tests are being done, there is currently no formal process in place to reconcile asphalt and concrete activity with the corresponding material test results.

3. Strengthen Contractor Insurance Verification During Warranty Periods

• Certificates of insurance are in place throughout the construction phase of the resurfacing project, however, insurance is not being verified during the two-year warranty period.
• Not obtaining a Certificate of Insurance during the warranty period does not ensure the contractor has sufficient coverage and results in the City facing additional exposure if an accident were to occur.

4. Implement Post-Warranty Vendor Evaluations

• Interim and final vendor evaluations were completed, however, post-warranty evaluations were not.
• Not completing these evaluations may reduce the City's insight into the quality of vendors' post-project work, potentially impacting future project planning and vendor selection.

5. Enhance Tracking of Uncompleted Roads Deferred to Future Projects

• Staff informally check up on the status of roads that were postponed, however there is no central document to track these uncompleted roads.
• This lack of centralized tracking could lead to delays in the timely resurfacing of roads in poor condition.

6. Standardize Process for Managing Service Requests

• In general, service requests are being addressed and necessary action is being taken to resolve issues.
• However, we noted there is no standardized process, no defined response time targets, and limited access to CityWorks, the Capital Works service request tracking software, by some employees.

This could increase the risk that requests are not actioned timely, which can impact customer service.