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Update: Facilities Assessments and Database Procurement

Update: Facilities Assessments and Database Procurement. OASBO Meeting March 4, 2010. 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

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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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