Audit Committee met to discuss a couple of major audits on how the City of Ottawa could reduce costs and potentially improve safety. It is my privilege to be a member of the Audit Committee and ask questions on this important work.
I raised the concerns of Bay Ward residents of poorly done road cut fills that cause endless frustration for drivers. Road cuts fills are the responsibility of the contractor, such as those putting in place a new house, not the city but the city does do inspections. There are now more city inspectors and higher fines to developers who do not meet road cut fill standards. Road cuts will increase with infill, and we need to ensure they are done well to keep the quality of the road in question.
Road Renewal Program -Value for Money Audit
Here is a precise of the Auditor’s Report: The City of Ottawa (City) has the largest geographical area of Canada’s major cities with over 6,000 km of roadways at an estimated replacement cost of over $16 billion as of 2022.
Road renewal is the strategic rehabilitation of road assets. With such critical infrastructure and limited funds, the City must demonstrate that resources are managed with due regard for efficiency and effectiveness.
What the OAG found:
Although the City’s overall transportation strategy is evolving, roads renewal is a mature program that has embedded many best practices into its processes. The City continues to successfully deliver an increasing renewal program that includes road enhancements.
The audit identified opportunities to improve the integrity of data used in decision-making, as there are deficiencies in the road network data used in the prioritization of renewal projects. Oversight activities related to asphalt samples should be improved to reduce the risk of sub-standard materials/construction work.
Additionally, in some cases, project design could consider less expensive materials to increase value for money to the City. Finally, cross-departmental expectations for design inputs, as well as key performance indicators should be clearly defined.
The OAG made thirteen recommendations to ensure that:
• A cost-effective and risk-based standard for data collection and adequate documentation is established for more reliable and transparent information that support decisions related to pavement management;
• Road design considers less expensive asphalt mixes while still aligned with the City’s specifications;
• Oversight activities over asphalt samples are improved, ensuring the City can confirm that it is consistently receiving value-for-money and a quality product;
• Risk-based programs are implemented to test for undesirable substituted materials and the quality of restoring roads following utility or other work;
• Cross-departmental roles and expectations for renewal project inputs are defined to minimize delays and impact on costs;
• Key road renewal program indicators and measures are regularly measure and reported on; and
• Alternative treatments and technologies are explored with the potential for future cost savings and more environmentally sustainable treatment
An Investigation of OC Transpo Bus Maintenance
Why we did this investigation
Through the City’s Fraud and Waste Hotline (FWHL), the Office of the Auditor General (OAG) received allegations in relation to OC Transpo’s bus maintenance practices. The OAG undertook an investigation to assess the concerns raised in the FWHL reports and to determine whether the allegations had any merit.
What the OAG found:
The work performed highlighted the need to improve the controls within OC Transpo’s bus maintenance processes that, if left unaddressed, could lead to increased safety risks.
The investigation identified gaps related to the oversight of the apprentice program and outsourced maintenance work performed by third-party garages. We found that the supervision of apprentices working on critical safety systems is not consistently documented and there is no standard process in place to ensure that outsourced maintenance work has been completed within service expectations. Additionally, the investigation found that an apprentice was not properly registered with the province and that ineligible payments were being made to apprentices. The investigation also found opportunities for improvement related to clarity and comprehensiveness of process documentation and consistency of electronic records.
OAG made six recommendations to ensure that:
• Clear responsibilities and expectations are established for apprentice supervision, including specific guidance for sign-off and documentation;
• Formal communication is issued to prevent approval of ineligible premium payments made to apprentices;
• All apprentices are registered with Skilled Trades Ontario prior to any work on OC Transpo buses;
• Quality assurance processes are formalized for maintenance performed by third-parties by implementing a risk[1]based inspection program;
• Standardized processes are established for tracking, reporting and escalating issues with vendor performance; and
• Process improvements are prioritized, including standardized process documentation, and the maintenance of electronic records and supporting documentation.
The Auditor General also gave updates on continuing investigations of previous audits to ensure there is follow through and closure on the audit recommendations. The AG also gave an outline on the upcoming audit they plan to hold on Ottawa Police Services. Their three main focuses will be OPS staffing, project management and equity, diversity and inclusion.
From the City’s Newsroom Desk:
“Today, the Audit Committee received reports from the Office of the Auditor General (OAG) on the City’s approach to road renewal and its maintenance practices for OC Transpo buses.
The audit of the road renewal program examined the City’s approach to rehabilitating its more than 6,000 kilometres of roads, and specifically how road renewal is planned, designed, constructed, and monitored.
The report by the OAG found that the City has implemented many best practices into this work, while also identifying opportunities for the City to improve its use of data when making decisions about how to prioritize projects.
The report also recommended the City investigate the potential use of different materials and to improve its oversight of quality assurance work performed by contractors. City staff agree with the report’s findings and are in the process of implementing the recommendations.
In its investigation of OC Transpo’s bus maintenance practices, the OAG examined concerns raised through the City’s Fraud and Waste Hotline.
Key recommendations from the investigation include enhancing supervision of apprentices working on safety systems, establishing standardized processes for outsourced work, and implementing a risk-based inspection program.
City staff agree with the recommendations and have already taken steps to formalize processes and improve the apprentice supervision system.
The Audit Committee also received the OAG’s semi-annual report on follow-up procedures for various ongoing audits. Additionally, the committee received the OAG’s Audit Work Plan for the Ottawa Police Service (OPS), which relates to an ongoing, multi-year audit plan for OPS that was initiated by the Ottawa Police Services Board.
The reports will rise to City Council on October 2, 2024.”
