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Update: Facilities Assessments and Database Procurement

This update provides information on the procurement process for the facilities assessments database and outlines the Ministry's objectives and next steps. It also includes information on the Grants for Student Needs program and upcoming deadlines.

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Update: Facilities Assessments and Database Procurement

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  1. Update: Facilities Assessments and Database Procurement OASBO Meeting March 4, 2010 2007-08 Grants for Student Needs

  2. Background • Ministry contracted with what is now Altus in 2001 to provide a capital asset management database to: • collect renewal data • track and forecast renewal needs at schools • report program spending • Province-wide procurements were conducted in 2002-03. • The government addressed the backlog of renewal needs with the $2.25B Good Places to Learn (GPL) program and $800 million in funding for schools that were prohibitive to repair. • Ministry uses database to track board spending of $2.25B Good Places to Learn renewal funding program, and Energy Efficiency Funding. • Some boards also use ReCAPP as a broader capital planning tool. • Contract with Altus for ReCAPP database expires March 31, 2011. 2007-08 Grants for Student Needs

  3. Ministry Objectives • Support improved understanding of sector renewal needs and impact of past investments on facility condition. • Enable the Ministry to meet evolving reporting requirements to government to assess program effectiveness and ensure accountability. • Support leading practices for school boards outlined in Operational Reviews regarding capital asset management, including: • Multi-year renewal plans • Accurate renewal needs assessments • Annual renewal budget forecasting • Respond to Auditor General's recommendations to ensure renewal data is up-to-date. 2007-08 Grants for Student Needs

  4. Where We Are • Ministry notified the vendor community in November 2009 of our intention to conduct competitive procurements for the database and facilities assessments. • Ministry hired a project manager to assist in conducting the procurements. • The Ministry hired a fairness commissioner to oversee the procurement. • Ministry has created a school board advisory group to inform the development of the database and facilities assessments procurements. • Confidentiality is the key to fairness – ensuring no potential proponents receive information that is not available to all proponents. • Discussions about the RFPs are confidential. • School board participants cannot talk about the procurements. • Ministry informed boards on March 1 of the status of the procurement, and encouraged boards to contact us with any concerns or advice: Mathew.P.Thomas@ontario.ca 2007-08 Grants for Student Needs

  5. Next Steps • The Ministry is hoping to proceed with procurements in May or June, with contracts in place by the fall. • The Ministry will inform boards about the results of the procurement, transition process (regardless of the winning vendor, there will be a transition to a new technology platform), and preparations for the assessments. • Boards will continue to undertake renewal work supported by Good Places to Learn and Energy Efficiency funding. • Boards will continue to report spending through ReCAPP. • Upcoming deadlines include: • GPL: All GPL-supported renewal projects will be board-approved, active or completed by August 31, 2010, as reported in ReCAPP • Energy Efficiency: To qualify for 2010-11 funding, boards must submit the following information between April 30, 2010 and December 15, 2010: • Identify projects that are approved, active or complete for the entire amount of their 2009-10 funding allocation; • Complete projects whose costs represent at least 70% of the board’s 2009-10 allocation; • Complete Appendix A to report spending on funding for Operational Efficiency (Operating) by January 31, 2010 2007-08 Grants for Student Needs

  6. Technical Advisory Committee • Sandi Ackroyd, Assistant Plant Manager, Special Projects, Rainbow DSB • François Brûlé, Gérant de l’entretien, CSD des écoles catholiques du Sud-Ouest • Kevin Bushell, Executive Officer, Facility Services and Capital Planning, Thames Valley DSB • Mike Carson, Superintendent, Facilities Services, Ottawa-Carleton DSB • Glenn Clarke, Controller of Plant, Simcoe Muskoka Catholic DSB • Larry Hayter, Facilities Condition Specialist, Toronto DSB • Tim Robins, Assistant Superintendent, Facilities Services, Durham Catholic DSB • Randy Wright, Controller of Planning and Accommodation Support Services, Peel DSB 2007-08 Grants for Student Needs

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