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REPORT RAPPORT |
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REPORT RAPPORT |
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DATE:
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22 September 2014 |
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TO:
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Executive Director, Ottawa Police Services Board |
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FROM:
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Chief of Police, Ottawa Police Service |
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SUBJECT: |
BUSINESS INFORMATION SOLUTIONS REALIGNMENT – AWARD OF CONSTRUCTION TENDER |
RECOMMENDATIONS
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That the Ottawa Police Services Board:
1. Approve the award of a contract to Frecon Construction for the amount of $669,000 plus applicable taxes.
2. Delegate authority to the Chief of Police to award and modify all project contracts as necessary within the overall project budget.
BACKGROUND
The OPS has invested substantially in the sections that support IT, IT applications and telecom infrastructure. Since 1998 these sections have been delivering their services within the same spatial footprint. Changes in technology and staffing levels have placed pressures on these sections, necessitating a reassessment of space requirements to support staff and the delivery of their services.
In 2013, a unit restructuring was implemented for IT and it was reformed as Business Information Solutions (BIS). To better meet their operational needs, the section is slated for realignment within previously vacated space at 474 Elgin. This work is consistent with the direction set out in the Facilities Strategic Plan. The realigned space will serve as an interim solution for BIS until they are relocated to the new South Facility in 2020. The space at 474 Elgin will continue to serve as BIS’ back-up location until the new Corporate Services Facility is ready to receive the back-up site in 2024.
DISCUSSION
Staff conducted a comprehensive review of BIS and determined that 9,500 sq.ft. of space needs to be repurposed and/or realigned to meet the new requirements. Costs are estimated at approximately $132 per sq. ft or $1.25 M in total project requirements. The estimate includes installation of OPS corporate standard furniture, fixtures and equipment, data cabling and security equipment. The project costs are marginally higher ($7 per sq.ft.) than our standard office renovation at Elgin Street because a significant portion of the space was previously occupied for food service provision. This means that the space must be thoroughly renovated and repurposed to now serve as a typical office environment. The space requires significant demolition, mechanical and electrical modifications, new data and security feeds and full reconstruction that includes ceiling, walls and floors. Options for food service provision at Elgin are being finalized.
In August 2014 the OPS and City of Ottawa Supply Management initiated a competitive tender process to obtain a general contractor to perform the required physical changes at 474 Elgin. On August 25th the tender closed and Frecon Construction was the lowest responsive bid at $669,000 plus applicable taxes. Additional contracts will be awarded for professional services, cabling and security, furniture, fixtures and equipment. These contracts will not exceed the remaining budget of $581,000 and will be procured in accordance with the OPS Financial Accountability Procedures.
It is requested that the Board approve the award of contract to Frecon Construction.
PUBLIC CONSULTATION
Public consultation is not required. FINANCIAL STATEMENT
Funding of $800,000 is to be provided from capital project 907080 – Facility Realignment Plan 2013 with $450,000 provided from cost centre 124314 – OPS Facility Lifecycle 2014.
The balance of $422,100 in account 907080 is held in reserve to complete the following capital projects: Video Imaging modifications; Greenbank realignment; and the finalization of the Queensview project.
CONCLUSION
The space assigned to BIS needs to be realigned to meet its new operational mandate and ensure services can be delivered to the organization in an efficient manner. Approval of the contract and delegated authority will enable staff to complete the realignment work required for BIS in February 2015.
(Original signed by)
Charles Bordeleau Chief of Police
Responsible for Report: Director General Debra Frazer |
