Grants for Student Needs Update: Facilities Assessments and Database Procurement OASBO Meeting March 4, 2010

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  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.

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.

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:

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 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 funding allocation; −Complete projects whose costs represent at least 70% of the board’s allocation; −Complete Appendix A to report spending on funding for Operational Efficiency (Operating) by January 31, 2010

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