1. sports
2. skating
3. figure skating

Proposal for
Building Operations
for
INTRIA Items Inc.
155 Britannia Road
Mississauga, Ontario
October, 1998
Black & McDonald Limited
Proposal for Facility Operations and Maintenance
Table of Contents
1.
Executive Summary ...............................................................................................................1
1.1 Introduction......................................................................................................................................1
1.2 Partnering ........................................................................................................................................2
1.3 The Proposal ....................................................................................................................................2
2.
Description of Black & McDonald Limited.........................................................................3
2.1 Black & McDonald Limited — History............................................................................................3
2.2 Overview of the Firm........................................................................................................................5
2.2.1 Toronto FM&O Organization..................................................................................................6
2.3 References ........................................................................................................................................8
2.4 Company Subsidiaries and Affiliates ...............................................................................................9
2.5 Black & McDonald Shareholders ..................................................................................................10
2.6 Black & McDonald Limited — Toronto.........................................................................................10
2.7 Readiness for Emergencies ............................................................................................................11
2.8 Associations and Memberships ......................................................................................................11
3.
Proposed Organizational Structure and Human Resources Plan ...................................12
3.1 Introduction....................................................................................................................................12
3.2 Organizational Structure ...............................................................................................................12
3.2.1 Project Manager.....................................................................................................................13
3.2.2 Building Operator(s)..............................................................................................................14
3.2.3 Corporate Assistance Team (CAT) .......................................................................................15
3.3 Recruitment, Orientation, and Training.........................................................................................16
3.3.1 Recruitment ...........................................................................................................................16
3.3.2 Orientation.............................................................................................................................17
3.3.3 Training .................................................................................................................................17
3.4 Health and Safety ...........................................................................................................................18
3.4.1 Health and Safety Training....................................................................................................19
4.
Operations Plan....................................................................................................................20
4.1 Services Offered .............................................................................................................................20
4.2 Implementation Plan ......................................................................................................................21
4.2.1 Transition of Responsibilities................................................................................................21
4.2.2 Facility Survey.......................................................................................................................24
4.3 Operations Plan .............................................................................................................................25
4.3.1 Security Patrols, Intervention and Reporting ........................................................................26
4.3.2 Interfacing with Client-Contracted Service Providers (sub-contractors) ..............................27
4.4 Project Management ......................................................................................................................27
4.4.1 Using CMM for Project Management ...................................................................................28
4.5 Budgeting and Planning Overview ................................................................................................30
4.5.1 Material Purchasing / Sub-Contractor Procurement..............................................................31
4.6 Emergency Response......................................................................................................................31
5.
Reporting — Interaction with CHMC...............................................................................33
5.1 Reporting Requirements.................................................................................................................33
5.2 Reporting Plan ...............................................................................................................................33
5.3 Invoicing Requirements..................................................................................................................34
Use or disclosure of data contained on this sheet is subject to the restriction contained on the title page of this proposal.
CHMC Master.doc/October 1998
PROPOSAL
Contents
Black & McDonald Limited
6.
Proposal for Facility Operations and Maintenance
Service Quality .....................................................................................................................35
6.1 Existing Quality Assurance Program.............................................................................................35
6.2 Quality Assurance Plan (QA).........................................................................................................37
6.2.1 Process Analysis ....................................................................................................................37
6.2.2 Customer Comment ...............................................................................................................37
6.2.3 Employee Recognition...........................................................................................................39
6.2.4 Opportunity for Improvement................................................................................................40
6.2.5 Project Inspection ..................................................................................................................41
6.2.6 Recognition............................................................................................................................41
7.
Contract Price ......................................................................................................................44
7.1
7.2
7.3
7.4
7.5
7.6
Contract Price Submission.............................................................................................................44
Proposal Pricing ............................................................................................................................44
Pricing Summary............................................................................................................................45
Pricing Notes..................................................................................................................................45
Insurance........................................................................................................................................45
Articles of Agreement.....................................................................................................................45
Table of Figures
Figure 2.1-1 – Project Functional Responsibilities..................................................................................... 4
Figure 2.2-1 – Black & McDonald Group Corporate Structure ................................................................. 6
Figure 2.2-2 – Black & McDonald Toronto FM&O Organization ............................................................. 7
Figure 3.2-1 – Proposed Organizational Structure................................................................................... 12
Figure 3.4-1 - Examples of some of B&M's Health & Safety Literature ................................................... 19
Figure 4.2-1 – Preliminary Phase-in & Implementation Plan .................................................................. 23
Figure 4.4-1 – PM Schedule ...................................................................................................................... 28
Figure 4.4-2 – Unscheduled Work Order .................................................................................................. 29
Figure 4.4-3 – Small Job Estimate Form................................................................................................... 30
Figure 5.2-1 – Work Order Outstanding Report........................................................................................ 34
Figure 5.2-2 – Work Order Summary Report ............................................................................................ 34
Figure 5.2-3 – Budget Status Report.......................................................................................................... 34
Figure 5.2-4 – Budget Status Invoice......................................................................................................... 34
Figure 6.1-1 – Service Quality Initiative ................................................................................................... 36
Figure 6.1-2 – Service Quality Diagram ................................................................................................... 36
Figure 6.2-1 – Service Quality Diagram ................................................................................................... 38
Figure 6.2-2 – Customer Survey Form ...................................................................................................... 38
Figure 6.2-3 – Audit Procedures Form...................................................................................................... 39
Figure 6.2-4 – Service Quality Nomination Form ..................................................................................... 40
Figure 6.2-5 – Opportunity for Improvement Form .................................................................................. 41
Figure 6.2-6 – BOMA Pinnacle Award...................................................................................................... 42
Use or disclosure of data contained on this sheet is subject to the restriction contained on the title page of this proposal.
CHMC Master.doc/October 1998
PROPOSAL
Contents
Black & McDonald Limited
1.
Executive Summary
1.1
Introduction
Introducing Black &
McDonald —
providing more than
75 years of the highest
level of service to
hundreds of clients;
meeting their needs
for electrical,
mechanical, and
building operations
services.
B&M does the job
right the first time, at
a competitive price,
and on schedule.
Proposal for Facility Operations and Maintenance
Black & McDonald Limited (“B&M”) is pleased to submit this proposal
for facility operations and maintenance services for Canadian Highways
Management Corporation (“CHMC”) at its Woodbridge, Ontario
Operations Centre and Patrol Yard facilities at 6200 and 6300 Steeles
Avenue West.
B&M recognizes that CHMC regards the security and the continuity of
the operation of the building systems as the essence of this contract. As
such, we have the following as the primary goals for this service
contract:
•
the health, safety, and security of the building occupants;
•
predictable failures are avoided by means of proactive work;
•
the service life of systems and components is maximized through
preventive efforts; and
•
operational efficiency of the facility is consistent, with minimal
interruption to the operations and occupants.
Not only will these goals be met by B&M, but B&M will provide
services that are of the highest quality and greatest value, that are
responsive and cost effective, that meet the day-to-day and long-term
needs of CHMC. B&M brings a wealth of experience to this project
including successful performance on 41 active contracts across Canada.
This includes directly related experience at a variety of building
operations and maintenance contracts on similarly complex facilities,
such as:
•
INTRIA (CIBC) Data Centre (Toronto);
•
CP Rail Data Centre (Mississauga, Ontario);
•
Bank of Montreal Data Centre (Toronto);
•
ISM Data Centre (Toronto);
•
Winnipeg Area Control Centre (NAV Canada); and
•
Toronto Area Control Centre (NAV Canada).
We would be extremely pleased to have the opportunity to work with
CHMC on this project, providing the highest quality maintenance and
operations services at 6200 and 6300 Steeles Avenue West. We realize
that our strong desire to perform this work is not enough to convince
CHMC to award a services contract to B&M. Thus, in this document we
will clearly outline how we intend to meet the needs of CHMC.
Use or disclosure of data contained on this sheet is subject to the restriction contained on the title page of this proposal.
CHMC Master.doc/October 1998
PROPOSAL
Page 1
Black & McDonald Limited
Proposal for Facility Operations and Maintenance
B&M is pleased to be able to offer the services of Mr. Terry Sedore as
our Project Manager for this facility. Mr. Sedore has exceptional skills
as an electrical engineer and Project Manager who can relate to the sort
of issues faced by facilities as complex as those at 6200 and 6300
Steeles Avenue West — as he does for other prominent B&M clients.
1.2
Partnering
A one-team concept
is central to B&M’s
approach, and for
its success on other
similar projects.
B&M realizes that for any project of this nature to be truly successful,
there must be a concerted effort on the part of the service provider and
CHMC to create a harmonious relationship that fosters a one-team
concept.
Together, CHMC and B&M can and will ensure that work is performed
efficiently, effectively, and with minimal or no disruption at the
contracted properties. Ensuring this efficiency will require co-operation
and "partnering" at every level within CHMC and B&M. To this we
pledge our total support.
We are positive that CHMC shares our enthusiasm for this precept. We
will be the "eyes and ears" of CHMC’s management, and the rest of the
team, when it comes to the functions of this contract. We will
demonstrate that we will be there when needed, as many of our current
and past clients have noticed that we go beyond expected levels of
service when the need is there. Keeping that in mind, if CHMC is
confronted with a problem, we will be there to help them solve the
problem.
1.3
The Proposal
This proposal can be
used as a business
plan for this project
and a master
operating document;
it will guide our
management team
and work force to
the successful
completion of every
task required by
CHMC.
The remainder of this document will illustrate how and why B&M is
sure to be the most responsive and effective solution to CHMC’s needs.
We will demonstrate that we are the best choice to perform the work
described, to the level specified, in an effective and cost efficient
manner. Our proposal demonstrates our understanding of the tasks to be
performed and our managerial approach for accomplishing the work.
Our proposal is our commitment to satisfy the requirements of CHMC
and to fulfill the expectations of our client — CHMC. We have devoted
the time and effort to develop this detailed method of implementation
with an eye on using this document as a management guideline for
building operations at CHMC’s new facility.
Use or disclosure of data contained on this sheet is subject to the restriction contained on the title page of this proposal.
CHMC Master.doc/October 1998
PROPOSAL
Page 2
Black & McDonald Limited
Proposal for Facility Operations and Maintenance
ISM Winnipeg
Air Canada (Various Locations)
Winnipeg Area Control Centre
ISM Toronto
Bank of Montreal
Canadian Pacific Railways
Canadian Imperial Bank of Commerce
Black & McDonald
DIRECT PROJECT EXPERIENCE
Transition of Responsibilities
ü
ü
ü
24 Hour Shift Coverage
ü
ü
UPS and Emergency Power Generators Maintenance & Repair
ü
ü
ü
Facilities and Structures Maintenance & Repair
ü
ü
HVAC Operations & Maintenance
ü
Boiler Operations & Maintenance
ü
ü
ü
ü
ü
ü
ü
ü
ü
ü
ü
ü
ü
ü
ü
ü
ü
ü
ü
ü
ü
ü
ü
ü
ü
ü
Fire and Life Safety Systems Operations & Maintenance
ü
ü
ü
ü
ü
ü
ü
Sewage Systems Operations & Maintenance
ü
ü
ü
ü
ü
ü
ü
Electrical Distribution Systems Operations & Maintenance
ü
ü
ü
ü
ü
ü
ü
Off-site 24 Hour Emergency Multi-trade Support
ü
ü
ü
ü
ü
ü
ü
Implementation of Computerized Maintenance Management Software
ü
ü
Long Term Contract Performance
ü
ü
ü
ü
ü
ü
ü
Established PM Programs
ü
ü
ü
ü
ü
ü
ü
Established O&M Manuals for Building & Utility Systems
ü
ü
ü
ü
ü
ü
ü
ü
ü
PROVEN MANAGEMENT POLICIES & PROCEDURES
ü
Automated Procurement & Inventory Management Programs
ü
Established Quality Control & Inspection Programs
ü
ü
ü
ü
ü
ü
Automated Predictive Maintenance Programs
ü
ü
ü
Automated Financial Reporting, Budgeting & Cost Collection Program
ü
ü
ü
ü
ü
ü
ü
Compliance with Federal Regulations and Provincial Environmental Regulations
ü
ü
ü
ü
ü
ü
ü
Established Subcontracting Procedures & Policies
ü
ü
ü
ü
ü
ü
Established 'Best Value' Procurement Procedures & Policies
ü
ü
ü
ü
ü
ü
ü
Established Workplace Safety Programs
ü
ü
ü
ü
ü
ü
ü
Figure 2.1-1 – Project Functional Responsibilities
Use or disclosure of data contained on this sheet is subject to the restriction contained on the title page of this proposal.
CHMC Master.doc/October 1998
PROPOSAL
Page 4
Black & McDonald Limited
Proposal for Facility Operations and Maintenance
A breakdown of our current portfolio of facilities is as follows:
•
Total square footage managed: >15,000,000
•
Locations:
Major cities across Canada including: Toronto,
Hamilton, London, Windsor, Ottawa, Sudbury and Mississauga, in
Ontario, Halifax, Nova Scotia, Montreal, Quebec, Winnipeg,
Manitoba, Calgary and Edmonton in Alberta, and Vancouver, British
Columbia.
Black & McDonald
Group Limited
Chairman
H.J. (John) McDonald, P.Eng.
President
W.I. (Ian) McDonald, P.Eng.
VP Finance
E.A. (Ernie) Purkis
VP Human Resources
R.P. (Paul) Ronco
Subsidiaries/
Affiliates
ADWEL International Ltd.
Black & McDonald Inc.
BMS Offshore Limited
Canadian Base Operators Inc.
Custom Lighting Services, LLC
Leslie Danhart Inc.
Parl Estates Limited
Black & McDonald
Limited
Chairman
W.L. (Bill) McDonald, P.Eng.
President
J.B. (Bruce) McDonald
Facilities Services
Group
Toronto
British Columbia
Region
D.S. (Dave) Carson
Vancouver
Alberta
Region
T.L. (Tom) Wilkinson
Manitoba/Saskatchewan
Region
M.A. (Marcel) Brissette
Calgary
Edmonton
Winnipeg
N. Ontario
Region
M.A. (Mike) Sharp
Ottawa
S. Ontario
Region
G.L. (George) McKay
Toronto
Hamilton
London
Quebec
Region
S.H. (Samir) Assaf
Atlantic
Region
A.L. (Adrian) Morrison
Montreal
Dartmouth
Moncton
Fredericton
Goose Bay
St. John's
Special
Projects
J.L. (Larry) Macdonald
Scarborough
Figure 2.2-1 – Black & McDonald Group Corporate Structure
2.2.1
Toronto FM&O Organization
The 6200 and 6300 Steeles Avenue West facility will be supported from
the B&M Toronto office located at 101 Parliament Street. We have
established a strong local presence in the Toronto area, with over 25
years of FM&O service to this region. For an organizational chart
reflecting our Toronto FM&O organization, please refer to Figure 2.1-1.
Black & McDonald’s Toronto FM&O organization offers:
•
A strong commitment to understanding the needs of our clients and
supporting them in any way possible to achieve their management
goals;
Use or disclosure of data contained on this sheet is subject to the restriction contained on the title page of this proposal.
CHMC Master.doc/October 1998
PROPOSAL
Page 6
Black & McDonald Limited
Proposal for Facility Operations and Maintenance
•
Unequaled experience and operational skills;
•
Comprehensive application of customer education, motivation, and
follow-up support;
•
In-house support staff of engineers and operations analysts who can
skillfully assist clients in reviewing, adjusting and finalizing
operations to maximize results and efficiencies;
•
The ability to start-up and operate a new facility, as well as existing
facilities, without impairing existing operations or encountering
interference from existing projects;
•
A consistent track record of: client satisfaction; performance
accountability; long term, harmonious business relationships; and
financial stability.
B&M brings together all of our operational strengths with the knowledge
and dedication of our people to provide positive and productive
experiences for our clients.
Facilities
Management &
Operations
Manager
D.W. Honsberger
Central Project
Administration
L. Munn
Project Manager
D. McCann
ATC Meaford
Project Manager
B. Appleby
NAVCAN
C.P. Rail
INTRIA
Bank of Montreal
Terminal III
ISM
BML Leasing
Project Manager
T. Sonnenberg
Business
Development
Canadian Base
Operators, Inc.
J.D. Brewster
Project Manager
A. Byerlay
MBanx
CIBC Commerce Court
The Citadel Assurance
Parke Davis Research Centre
Lawrence Heights Health Centre
North American Centre
Molson Breweries
Royal St. George's College
Project Manager
S. Harris
Project Manager
T. Sedore
Toronto French School
NAVCAN Toronto
INTRIA
ISM
Figure 2.2-2 – Black & McDonald Toronto FM&O Organization
Use or disclosure of data contained on this sheet is subject to the restriction contained on the title page of this proposal.
CHMC Master.doc/October 1998
PROPOSAL
Page 7
Black & McDonald Limited
Please see Appendix A
for Client Profiles and
Letters of
Commendation.
Proposal for Facility Operations and Maintenance
Client Profiles
In order to demonstrate B&M’s level of experience and capability to
undertake this project, we have included client profiles in Appendix A that
illustrate the depth and breadth of service provided by B&M.
Letters of Commendation
Completing B&M’s reference section are sample letters of commendation
from clients at various project locations. This collage of testimonial letters
is indicative of the Company’s dedication to providing services of the
utmost quality and standards. See Appendix A.
2.4
Company Subsidiaries and Affiliates
Black & McDonald has four major subsidiary companies, BMS
Offshore, Leslie Brothers, Inc., ADWEL International Ltd., and
Canadian Base Operators.
Leslie- Danhart Inc.
One of Canada's leading sheet metal fabrication and installation
companies, with a track record for versatility, innovation and quality
spanning 85 years. Specialists in large industrial, commercial and
municipal HVAC and environmental air systems. State-of-the-art CADbased fabrication.
ADWEL International Ltd.
A recognized international leader in rotating machine condition
monitoring equipment. Provides a full range of services (marketing,
sales, manufacturing, distribution commissioning and on-going
engineering support) for partial discharge analysis (PD) technologies.
BMS Offshore
A joint-venture company with James Scott Limited of Glasgow,
Scotland, specializing in instrumentation and electrical/HVAC
maintenance and construction for the offshore oil industry. BMS is
Canada's only offshore contractor with offshore installation, hook-up,
commissioning and maintenance experience, and was a major
contributor to the Cohasset Project, Canada's first offshore development
project.
Use or disclosure of data contained on this sheet is subject to the restriction contained on the title page of this proposal.
CHMC Master.doc/October 1998
PROPOSAL
Page 9
Black & McDonald Limited
Proposal for Facility Operations and Maintenance
Canadian Base Operators
The first civilian service supplier at any military base in Canada to take
on all non-military service functions, CBO is a joint venture partnership
between Black & McDonald and Day & Zimmermann Services, a
division of Day & Zimmermann, Inc., of Pennsylvania, specializing in
military base support services. CBO is providing 12 essential support
services at ATC Meaford, Canada's top training centre, including: site
management, infrastructure, vehicle and weapons repair, food services,
and computer infrastructure support.
2.5
Black & McDonald Shareholders
All outstanding shares of B&M are held by the McDonald family,
principally, Mr. H.J. McDonald and Mr. W.L. McDonald, both of
Toronto, Ontario.
Black & McDonald Limited (B&M) is headquartered in Toronto at:
2 Bloor Street East
Suite 2800
Toronto, Ontario
M4W 1A8
Phone: (416) 920-5100
2.6
Black & McDonald Limited — Toronto
Black & McDonald has enjoyed a long-standing tradition of excellence
in the provision of electrical and mechanical contracting, building
operations and maintenance, and special projects.
The CHMC Project will be managed off-site, and will be supported from
our Toronto office, located at:
101 Parliament Street
Toronto, Ontario
M5A 2Y7
Contact: Mr. Terry Sedore, Project Manager
Phone: (416) 366-2541
Use or disclosure of data contained on this sheet is subject to the restriction contained on the title page of this proposal.
CHMC Master.doc/October 1998
PROPOSAL
Page 10
Black & McDonald Limited
Proposal for Facility Operations and Maintenance
3.
Proposed Organizational Structure and Human Resources Plan
3.1
Introduction
B&M recognizes that the success of this assignment will hinge on our
ability to effectively recruit, train, motivate and retain a capable
maintenance and operations workforce. This section describes our
proposed transition and training plan for the building operations staff,
including any incumbent maintenance staff who may wish to join our
team.
B&M is a results-oriented corporation that provides optimum resources,
highly skilled management, a motivated work force, and other resources
necessary to produce a responsive, effective, and responsible support
services project operation. The management of the project organization
for the CHMC and the associated scheduling, controlling, documenting,
accomplishing, and reporting of work will be the responsibility of our
Project Manager, as illustrated in our Organization Chart: Figure 3.2-1.
3.2
Organizational Structure
B&M / CHMC Proposed Organizational Structure
CHMC Operations Management Analyst
Cheryl Dawson
B&M Project Manager
Terry Sedore
Service
Contractors
B&M
On-Site Building Operators
Figure 3.2-1 – Proposed Organizational Structure
Use or disclosure of data contained on this sheet is subject to the restriction contained on the title page of this proposal.
CHMC Master.doc/October 1998
PROPOSAL
Page 12
Black & McDonald Limited
3.4.1
Proposal for Facility Operations and Maintenance
Health and Safety Training
The B&M safety plan
incorporates safety
training for all
employees, WHMIS
training, hazardous
materials training and
proper supervision to
prevent accidents from
happening..
Staff will be trained in specific areas that are appropriate to the site, such
as:
•
hazardous material movement, storage and handling;
•
hazardous waste management and disposal;
•
spill management; and
•
CFC substances.
Figure 3.4-1 - Examples of some of B&M's Health & Safety Literature
Use or disclosure of data contained on this sheet is subject to the restriction contained on the title page of this proposal.
CHMC Master.doc/October 1998
PROPOSAL
Page 19
Black & McDonald Limited
4.4.1
Proposal for Facility Operations and Maintenance
Using CMM for Project Management
The CMM software will be used to schedule all of the established
preventive maintenance work. In this manner, we will be able to
effectively control and monitor the PM work performed on a fixed scope
maintenance contract. Please refer to Figure 4.4-1 for an example of a
PM schedule.
Example of a PM
Schedule — for
further CMM
software information,
please refer to
Appendix B.
Figure 4.4-1 – PM Schedule
External suppliers can also be tracked in CMM to ensure they are used
with optimal efficiency. When a sub-contractor is retained, pertinent
operations and budgeting concerns are recorded in CMM, such as who
they are, what they did, how long they took, what materials they used
(and charged for). When the work is completed, the sub-contractor
signs-off in the appropriate place on our work order. Should CHMC
wish to pursue this option, we can further discuss any required setup,
administration, and network configurations.
In addition, individual demand work order requests can be opened for
all CHMC authorized work, as required. Please refer to Figure 4.4-2 for
an example of an unscheduled work order.
Use or disclosure of data contained on this sheet is subject to the restriction contained on the title page of this proposal.
CHMC Master.doc/October 1998
PROPOSAL
Page 28
Black & McDonald Limited
Proposal for Facility Operations and Maintenance
A sample Estimate
form.
This form was
developed in electronic
format and can be
emailed for the
convenience of the
users.
Figure 4.4-3 – Small Job Estimate Form
The estimate form (Figure 4.4-3) has been developed in an electronic
format and can be used in an e-mail for enhanced expediency and
effectiveness in communication.
4.5
Budgeting and Planning Overview
B&M is committed to assisting CHMC in its planning and budgeting of
work. Our staff will provide assistance to CHMC in the review of
drawings, standards and specifications in order to more accurately define
required work. In addition, our Project Manager and Building Operator
will provide preliminary budget estimates for preventive maintenance
and demand repair, and will provide detailed estimates for CHMC’s
approval, prior to proceeding with any work.
Use or disclosure of data contained on this sheet is subject to the restriction contained on the title page of this proposal.
CHMC Master.doc/October 1998
PROPOSAL
Page 30