HomeMy WebLinkAboutDTS-10-025 - Process simulation and design, Consultant services for planning, engineering and building divisionsJ
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REPORT T0: Development and Technical Services Committee
DATE OF MEETING: January 25, 2010
SUBMITTED BY: Jeff Willmer, General Manager of Development and Technical
Services (519.741.2325)
PREPARED BY: Mike Selling, Director of Building (519.741.2669)
WARD(S) INVOLVED: All
DATE OF REPORT: January 13, 2010
REPORT NO.: DTS-10-25
SUBJECT: PROCESS SIMULATION AND DESIGN CONSULTANT
SERVICES FOR PLANNING, ENGINEERING AND
BUILDING DIVISIONS
RECOMMENDATION:
That the normal procedure be waived for the selection of consultants and that the City
retain 1614310 Ontario Inc. to provide consulting services related to process mapping in
the Development and Technical Services Department; and further
That the Mayor and Clerk be authorized to execute an agreement with 1614310 Ontario
Inc. to provide consulting services to the Development and Technical Services
Department for Consultant Services on Process Mapping and Design Simulation from
March 15, 2010 to September 30, 2010 at an estimated cost of $117,600 plus GST; said
agreement to be satisfactory to the City Solicitor.
BACKGROUND:
In 2005, the Building Division completed process mapping, design and improvements study for
new low rise residential projects. The project successfully demonstrated the importance of
complete application submissions in expediting municipal approvals, highlighted bottlenecks in
the approval process and compliance with legislated time frame requirements.
In 2010, it proposed that efforts be made to complete business process mapping in other inter-
divisional processes managed by the Development and Technical Services Department which
are subject to the requirements of Building Code Statute Amendment Act, 2002 (formerly Bill
124) including Applicable Law.
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The Planning, Engineering and Building Divisions each play a part in these approval processes
that form part of the time frame decisions. The Planning Division is responsible for site plan
approvals (Planning Act S.41) and subdivision approvals (Planning Act S.51). The Engineering
Division is responsible for site servicing, storm water management and final grading approval
implemented through the Planning Act approvals. The Building Division is responsible for
building permit issuance and field inspection process (institutional, commercial and industrial).
REPORT:
Detailed business process mapping will be completed to enable the Development & Technical
Services Department to more effectively deliver service. The key deliverables of this project are
the following:
develop simulation model and to assist in exploring efficiency and effectiveness
scenarios that will enable (formerly Bill 124) compliance;
define processes to institutionalize process improvements; and
develop key performance indicators (KPI) to measure process consistency and
throughput and also support efforts to standardize benchmarking
Staff will begin collecting information in preparation of the process mapping immediately. The
consultants work will comprise of three phases starting in March 2010 and ending in September
2010. It is anticipated that the findings will be implemented in 2011.
Phase I -Establish Common Ground for DTS
1. Developing Multi-Level Process Maps
2. Developing Key Performance Indicators (KPIs)
3. Standardizing Benchmarking and Process Improvement
Phase II -Conduct Process Simulation
1. Assist the City of Kitchener in RFP development & selecting the Right Vendor to
perform process simulation.
2. Work with Vendor to conduct process simulation and document results which are
clearly understood by Kitchener
Phase III -Conduct Pilot and make process changes/improvements
1. Using the results of the simulation, work with Vendor to provide
recommendationslalternativesfnr Process Improvement
2. Develop in-house KPIs to measure the process improvement, results of which will
help Kitchener decide to accept or reject the proposed improvement
3. Implement the results and institutionalize the changes
Using the abovementioned expectations, an expression of interest for consultant services was
issued in 2008, and unfortunately the City received only one (1) unqualified submission. The
project was temporarily put on hold until additional consultants with the required experience
were available.
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Staff recently learned that internal consultant who possesses the experience and education in
project management and business process engineering skills and is able to start in March
without further delaying this important project. This recommendation has been discussed with
the Chief Purchasing Officer who concurs with the above.
The consultant is a certified project management professional with a proven track record in the
field of business process mapping, and process re-engineering. The consultant has been
providing consulting services for the City related to the Project Delta over the last 18 months,
with high quality results. As such the consultant is familiar with City practices which would
provide benefit in the overall delivery of the proposed work plan.
FINANCIAL IMPLICATIONS:
The contract for the process mapping and design simulation consulting services is estimated to
be $117,600 plus GST and is funded from the approved capital budget for process mapping
within the Building Enterprise.
COMMUNICATIONS:
The Waterloo Region Home Builders Association Liaison Committee (Kitchener) was consulted
and expressed no objections to the proposed study and further intends to offer industry
feedback and representation to the project.
ACKNOWLEDGED BY: Jeff Willmer, Interim General Manager
Development and Technical Services
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