DATE:	21 June 2011
TO:	Executive Director, Ottawa Police Services Board
FROM:	Chief of Police, Ottawa Police Service
SUBJECT:	ELGIN STREET FACILITY RE-ALIGNMENT PLAN – REQUEST FOR BUDGET TRANSFER AND DELEGATED AUTHORITY

RECOMMENDATION

That the Ottawa Police Services Board:

1. Approve a budget transfer in the amount of $2,000,000 to undertake renovation work at 474 Elgin Street.

2. Delegate authority to the Chief of Police to award and amend contracts and make payments in accordance with the Board’s Financial Accountability Procedures Manual in respect of this project.

BACKGROUND

On 19 January 2009, the Board approved the leasing of 19 Fairmont Avenue for 10 years commencing 1 September 2009. The role of this facility is to provide interim accommodation to sections being transferred out of the Elgin Street facility, which is being designated as the primary location for the Criminal Investigative Directorate (CID) under the Draft 15 Year Facility Strategy. The Strategy will identify the permanent location for all sections within the Police Service.

Facility fit-up at Fairmont was completed in December 2010 with sections relocation completed in January 2011. Resourcing and Development, Corporate Support and the Office of the Chief Directorate are the key tenants at Fairmont. Approximately 8,000 square feet of space at Elgin has been vacated as a result of the section relocations. This initiative is the critical first step that clears the way for all other implementation activities under the Draft Strategy, once approved by the Board in the fall.

DISCUSSION

The space freed-up at Elgin is being used to deal with health and safety concerns, overcrowding and high priority section re-locations that have been identified by CID through consultations. The initiatives being undertaken are in keeping with the Draft 15 Year Facility Strategy goal of making CID the primary tenant of the Elgin facility.

The initiatives have been grouped into the “Elgin Facility Re-Alignment Plan” and will occur as a series of coordinated projects that solve health and safety issues, eliminate overcrowding and reconnect groups that have been spread throughout 474 Elgin and other facilities. As well, certain groups will be able to return to Elgin from facilities shared with the RCMP.

The Realignment Plan has 9 separate phases and involves relocation of approximately 300 OPS members. Approximately 25,000 square feet of space of the Elgin facility will need renovation and realignment, which includes the space vacated with the moves to Fairmont. Some of the moves are simple workstation relocations but most involve demolition and construction of entire areas, project rooms, meeting rooms and furniture acquisitions.

Project Budget

The Elgin Facility Realignment Plan is a multi-step, sequential renovation. The first 3 phases have been completed using existing funds (approximately $250,000) from the Facility Strategic Plan capital project (Project # 906166.). Drawings have been prepared and cost estimates of the work have been formulated for the remaining 6 phases of the Plan as shown below.

Item	Estimated Cost
Construction	$ 850,000
Furniture	$ 325,000
Building Systems	$ 175,000
I/T & Telecom	$ 150,000
Demolition	$ 125,000
Security Systems	$ 75,000
Contingency (15%)	$ 255,000
Total	$1,955,000

Delegated Authority

This authority is requested to ensure that the project can be carried out in a timely way. All requirements of the Board’s Financial Accountability Procedures (FAP) Manual will be complied with to ensure that competitive processes are used to select vendors and signing authority limits are respected.

CONSULTATION

Public consultation is not required.

FINANCIAL STATEMENT

A budget transfer in the amount of $2,000,000 is being requested to carry out the remainder of the Elgin Facility Re-Alignment Plan. The budget base to be transferred has been identified within Capital Project #903448 “Facility Acquisition West Division Patrol Station” and project #906047 “IT Mobile Workstations 2011/2012.” Both projects have surplus funds and will contribute $1,084,000 and $916,000, respectively, to the Realignment Plan.

The Facility Strategic Plan Capital Project will have a revised budget of $2,650,000.

Project funds of just under $400,000 have been earmarked to carry out accommodation changes at the City’s Swansea Operations Centre so that the Fleet Services group at the Elgin facility can be relocated there, another proposal under the Draft 15 Year Facility Strategy.

Facility Acquisition - West – Project # 903448

Approved Budget	$21,680,000
Budget Transfer Requested	1,084,000
Revised Budget	$20,596,000
Spent/Committed	(20,208,000)
Available	$ 388,000

IT Mobile Workstations 2011/2012 – Project #905486

Approved Budget	$2,060,000
Budget Transfer Requested	(916,000)
Revised Budget	$1, 144,000
Spent/Committed	(250,000)
Available	$ 894,000

Facility Strategic Plan – Project #906166

Approved Budget	$ 650,000
Budget Transfer Requested	(2,000,000)
Revised Budget	$2, 650,000
Spent/Committed	266,000
Available	$2,384,000

CONCLUSION

The Elgin Facility Realignment Plan will ensure that key accommodation issues identified by CID can be resolved and delivery of operations improved. The approach that staff is taking is in keeping with the goal of the 15 Year Facility Strategy to make CID the primary tenant of the Elgin Street Facility. Funds are available from surpluses in two other OPS projects to finance this work. Delegating spending authority to the Chief of Police will ensure that the project can be carried out in a timely way.

(Original signed by)

Vern White

Chief of Police