HomeMy WebLinkAboutINS-2021-3 - Grant Application Municipal Asset Management Program
REPORT TO: Community and Infrastructure Services Committee
DATE OF MEETING: March 22, 2021
SUBMITTED BY: Qureshi, Asad, Director Facilities Management,
519-741-2600 ext. 4424
PREPARED BY: Stewart, Lynda, Manager Projects & Energy Management
519-741-2600 ext. 4215
Powell, Beatrice, Project Manager Facilities Asset Management
519-741-2600 ext. 4147
WARD(S) INVOLVED: All
DATE OF REPORT: March 14, 2021
REPORT NO.: INS-2021-3
SUBJECT: Grant Application Municipal Asset Management Program
RECOMMENDATION:
That a project grant submission to the Municipal Asset Management Program to
advance the Facilities Asset Management Plan be approved; and,
That the City of Kitchener commits to the following activities in its proposed project:
1. Validate the facility asset data framework to support a state of facilities
infrastructure report and the overall asset management plan requirements, and
2. Develop an asset management plan for facilities, including asset condition;
levels of service; risk management; climate resilience; lifecycle & financial
management strategy; creation of proactive maintenance plans; key
performance indicators evaluating overall condition; and,
That, if successful in the application, the City of Kitchener commits to fund $40,000
towards the costs of this project; and further,
That the Chief Financial Officer and General Manager of Infrastructure Services be
delegated authority to sign any relevant documentation and/or agreements pertaining
to the project application to the Municipal Asset Management Program, subject to the
satisfaction of the City Solicitor.
*** This information is available in accessible formats upon request. ***
Please call 519-741-2345 or TTY 1-866-969-9994 for assistance.
REPORT HIGHLIGHTS:
The purpose of this report is to outline the requirements of the Municipal Asset
Management Program (MAMP) and propose that the development of a facilities asset
management plan be submitted as a project for consideration.
This program is funded by the Government of Canada and delivered by the Federation
of Canadian Municipalities (FCM).
A Facilities Asset Management Plan is required to be completed by July 1, 2023 and
the development of an Asset Management Plan is a key part of the workplan over the
next two years.
Facilities are a complex asset category. Staff propose that internal staff with the support
of consultants would prepare the asset management plan for facilities.
The financial implications are a contribution of $40,000 from the City of Kitchener and a
potential grant of $50,000 from the MAMP program.
Community engagement included informing the community by posting the report and
agenda prior to the meeting.
This report supports the delivery of core services.
BACKGROUND:
Provincial regulation O.Reg. 588/17 requires municipalities to have an approved asset
management plan for all municipal infrastructure assets that identifies current levels of
service and the cost of maintaining those levels of service by July 1, 2023. An approved
asset management plan for all municipal infrastructure assets that builds upon the 2023
requirements is due by July 1, 2024. The 2024 plan must include an identification of
proposed levels of service, what activities will be required to meet proposed levels of service,
and a strategy to fund these activities. Facilities are considered a specific category of assets
under the O. Reg. 588/17 framework and require an approved asset management plan.
The Municipal Asset Management Program (MAMP) is delivered by the Federation of
Canadian Municipalities and funded by the Government of Canada. The purpose of the
program is to support Canadian municipalities to develop robust infrastructure and asset
management policies and programs.
REPORT:
Corporate Asset Management staff have identified thirteen different types of assets owned
and operated by the City of Kitchener. These include water, gas, sanitary and stormwater
utilities; golf and parking enterprises; roads & bridges; fleet; facilities; forestry; transportation
services; cemeteries; and parks & open spaces.
By July 1, 2021 the City must prepare an asset management plan for core municipal
infrastructure. As per the O. Reg 588/17 regulations, core municipal infrastructure is
defined as water assets, wastewater assets, stormwater management assets, roads and
bridges/culverts. The asset management plans must include the current levels of service;
current performance of each asset category; the lifecycle activities needed to maintain the
current levels of service; and relevant financial management components including
replacement cost and approach to replacing or rehabilitating assets within the category.
The City of Kitchener has completed detailed asset management plans for all core
municipal assets as defined in the regulations. A collaborative effort is underway to satisfy
expectations to complete similar asset management plans for all other non-core
infrastructure assets by July 1, 2023. As well, on-going monitoring and updating of these
detailed lifecycle plans have been integrated within the operational divisions so as to
ensure that lifecycle can be maximized in the most cost-effective ways.
The City of Kitchener owns and operates 255 facilities ranging from city hall and the
Kitchener Operations Facility to recreational facilities, fire stations, arts and culture venues
and community centres and smaller ancillary structures.
Facilities are a complex asset category for several reasons. Within the structure of a building
are several different types of components, such as electrical, mechanical, interior finishes,
elevators, fire and life safety systems and furnishings. Building and related structures also
do not take one standardized form and they support several specialized functions. For
example, an aquatics centre and an administrative building would be constructed very
differently, and the mechanical systems and operations would be very different. Finally,
facilities are assets that are retained for a long period of time and need to be maintained for
their intended function and at an on-going expected level of service.
Facilities Management and Asset Management staff have been working collaboratively over
the last several years to develop and implement procedures and tools to collect facility data.
This is an ongoing exercise to incorporate maintenance and operations activities along with
facility and component renewals and/or upgrades. Due to the number of facilities, the volume
of data to be analyzed and the complexity of the asset class, staff propose to submit a grant
application to support the development of the required facility asset management plan.
The Municipal Asset Management Program (MAMP) is an eight-year, $110-million program
funded by Infrastructure Canada to support Canadian municipalities and communities in
making informed infrastructure investment decisions based on reliable data and sound asset
management practices. The program offers municipal grant funding to increase skills within
local governments to sustainably maintain their asset management programs now and in
the future. The Federation of Canadian Municipalities delivers the program.
Projects submitted for consideration must focus on municipally owned assets and must lead
to improvement of a . Creating an asset
management plan for a specific type of asset, like facilities, is identified as an acceptable
scope. Projects must be completed within a 12 - month timeframe.
The maximum contribution from MAMP is $50,000. A further stipulation limits the MAMP
grant to 80% of eligible project costs in communities with a population greater than 1,000
people. Subject to funding availability, FCM will accept applications for projects on a
continuous basis, year-round, until October 31, 2022.
Staff propose to undertake a project in 2022 that will focus on a state of local infrastructure
report and an asset management plan specific to facilities. This will include a validation of
the data collected, such as condition, replacement cost, useful life etc. and will inform the
state of infrastructure report. Subsequently, in collaboration with stakeholders, an asset
management plan will be created and will include:community and technical levels of service;
risk mitigation strategies; long-term financial plans; and lifecycle management strategies.
This is the foundation of the Facilities Asset Management Plan required by the provincial
regulations by July 1, 2023.
These activities will be conducted by staff from Facilities Management and Asset
Management divisions supported by consultants familiar with the ISO 5500 standard for
elements of leading AM practices.
The estimated cost of this undertaking is $90,000. If the maximum allowable grant of
$50,000 is awarded by FCM, the City would be responsible for the remaining $40,000. This
would be funded from the 2022 Facilities Management capital budget. A requirement of the
grant application is a Council resolution authorizing the asset management project, clearly
STRATEGIC PLAN ALIGNMENT:
This report supports the delivery of core services.
FINANCIAL IMPLICATIONS:
Capital Budget In the 2022 budget year, staff would allocate $40,000 in the Facilities
The
development of an asset management plan is required by provincial regulation and the City
would be responsible to fund this work regardless of the outcome of the grant. The grant
provides an opportunity to offset the costs of these efforts.
Operating Budget The recommendation has no impact on the Operating Budget.
COMMUNITY ENGAGEMENT:
INFORM
the council / committee meeting.
PREVIOUS REPORTS/AUTHORITIES:
There are no previous reports/authorities related to this matter
APPROVED BY: Denise McGoldrick, General Manager, Infrastructure Services