HomeMy WebLinkAboutCAO-09-006 - Extension of Consulting Services - Project Planning Services - Consolidated Maintenance Facility~f
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Report To: Finance & Corporate Services Committee
Date of Meeting: February 9, 2009
Submitted By: Hans Gross, Director Project Administration & Economic
Investment
Prepared By: Hans Gross, Director Project Administration & Economic
Investment
Wards}Involved: All
Date of Report: February 3, 2009
Report No.: CAO-09-006
Subject: E08-056 Extension of Consultant Services -Project Planning
Services -Consolidated Maintenance Facility
RECOMMENDATION:
That Council approve the extension of services provided by The Osborne Group Toronto
Inc., Toronto Ontario in the amount of $60,000.00 including disbursements and G.S.T. to
cover additional consulting and advisory services to the City related to Project Planning
and the training and transfer of knowledge to an in-house resource.
BACKGROUND:
The Osborne Group Toronto Inc. was retained in June 2008 to provide advisory services related
to the Human Resource Integration for the Consolidated Maintenance Facility. Their contract to
provide a second phase of HR Integration was approved in January 2009.
A need to develop a master project plan and to transfer on-going project responsibilities to an
in-house resource was recently identified.
REPORT:
The City's Consolidated Maintenance Facility Project is a complex undertaking consisting of
numerous major tasks such as: design and construction of the building and site features,
integration of staff, integration of work processes, development of an organizational structure
related to the operation of the CMF, strategy and timing to relocate all current activities to the
new site, sale of surplus property and communication to all stakeholders.
The services of an external senior project planner / co-ordinator are required to set up a master
project plan and to transfer ongoing project responsibilities to an in-house resource. The
specific responsibilities include:
o Incorporate CMF related plans/actions into an integrated master plan through
to expected completion date of the project
o Critically evaluate sufficiency and effectiveness of the plan, identify gaps in
existing plans /actions and issues for resolution, and make initial changes to
the plan. The consultant will also bring these initial gaps and issues to the
attention of the CMF Project Director and the project team for action
o Set up the issues /actions logs, risk register and establish the tracking
systems to ensure that issues can be resolved within project timeframes
o Identify and resolve initial timing /resource conflicts, identify dependencies,
milestones, critical path, resource needs, etc.
o Develop an in-house resource and transfer ongoing project planning and
administration responsibilities to this resource and the CMF Project Director
The consultant service will be provided on an intensive basis for the first two months followed by
a monthly, one-day audit /review for the next ten months.
FINANCIAL IMPLICATIONS:
The service extension will be funded from Index 59500026. A financial summary is provided
below.
Project Costing Fund #59500026
E08-056
Tuesday, February 03, 2009
Funding Sources
Current Balance 70,243.00
Additional Revenue Projected (2009
Budget) 105,000.00
Total Revenue Projected 175,243.00
Projected Expenditures
Consulting Services- E08-056 57,142.86
Existing Encumbrances
Projected Expenses (Unencumbered) 118,100.14
Total Expenditures Projected 175,243.00
Projected Surplus
0.00
Note: All amounts above are net of GST rebates.
CONCLUSION:
The advisory and support services provided in this assignment are critical to the success of the
Consolidated Maintenance Facility project.
Hans N. Gross, P.Eng
Director Project Administration &
Economic Investment
Troy Speck
General Manager
Corporate Services