HomeMy WebLinkAboutCSD-10-062 - Central Management Facility - Relocation and Business Continuity LogisticsREPORT TO: Mayor and Council
DATE OF MEETING: September 20, 2010
SUBMITTED BY: Pauline Houston, General Manager of Community Services
PREPARED BY: Cynthia Fletcher, Director of Facilities Management (ext.
2424)
WARD(S) INVOLVED: All
DATE OF REPORT: September 14, 2010
REPORT NO.: CSD-10-062
SUBJECT: CONSOLIDATED MAINTENANCE FACILITY -
RELOCATION AND BUSINESS CONTINUITY LOGISTICS
RECOMMENDATION:
That the tender selection requirements of the Purchasing By-Law be waived and Western
Management Consultants be retained for the purposes of reviewing the relocation and
business continuity planning for the Consolidated Maintenance Facility (CMF) project, for
a fee not to exceed of $28,000 plus applicable taxes, based on a satisfactory contract
being negotiated; and further,
That the Director of Supply Services be authorized to execute an agreement, satisfactory
to the City Solicitor, with Western Management Consultants to undertake the relocation
and business continuity planning review for the CMF project.
BACKGROUND:
The CMF project team has been working diligently to identify all of the logistics related to
relocating approximately 400 staff to the new facility and develop contingency plans for
business continuity during our transition phase. Relocation to the CMF will happen sequentially
April 1 to June 30, 2011. This area of the project has been identified as a major risk, due to the
complexity of the relocation and business continuity process.
REPORT:
At this point, plans are developed to a state where the project team sees benefit in hiring
experts to review our overall process. With an expedited process of enlisting a consultant and
receiving a report identifying any gaps in our planning, we have time to make adjustments. This
time to adjust will help achieve our goal of transitioning staff as smoothly as possible and
impacting service as little as possible.
To mitigate the risk, project staff recommends enlisting Western Management Group for the
following of reasons:
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1. The consulting firm has comprehensive background with the CMF project. Therefore, the
time to bring the consulting team up to date on project goals and activities will be shortened
in relation to that of a new firm.
2. The experience of the review team is top notch and specialized in this type of consolidation.
3. Western Management Group has extensive experience with the City of Kitchener and will
look at this project in context with our corporate goals/objectives.
FINANCIAL IMPLICATIONS:
The upset amount for the consulting work will be $28,000 plus applicable taxes. This cost has
been factored into the overall project budget for the CMF.
ACKNOWLEDGED BY: Pauline Houston, General Manager, Community Services
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