Facilities Management and Ancillary Services Building Directors Luncheon

Facilities Management and Ancillary Services Building Directors Luncheon May 11, 2016 Welcome!

Facilities Management and Ancillary Services Agenda 1. FMAS Update a) Real Estate development Master Plan b) Capital Investment Robert Couvrette 2. Summary of Past Year’s Activities a) New process b) Portfolio Management Jean Ouellet François Métivier 3. Presentation(s): a) Sustainability Projects Fund François Miller 4. Questions Barbara Lewis (moderator)

Facilities Management and Ancillary Services 1. FMAS Update • Update on FMAS Structure

Facilities Management and Ancillary Services Organization and flow chart in project management Vice Principal Administration and Finance Michael Di Grappa ROYAL VICTORIA HOSPITAL Danielle Dubois Associate Vice-Principal Robert Couvrette Administrative Director François Métivier Call center management IT, HR, Finance management Procurement BPC Audit Retail store & hub services Document management Building portfolio Prioritization Web Office of Sustainability Francois Miller Campus Public Safety Pierre Barbarie portfolio request flow Campus and Space planning Chuck Alder Responsibility Master planning development & guard Pre-feasibility study Real estate capital budget prioritization Real estate management (broker) Building Directors Units Physical planning Campus Security Mac and Downtown Patrick Blue & Christopher Carson Hazardous Waste Management Christian Bouchard Fire Prevention and Operations TBA Environmental Health & Safety - Operations Joseph Vincelli MNI Parking Management Jo-Ann Sciampacone Communication Gault Reserve Customer Environmental Health & Safety Wayne Wood Emergency Measures Design Lorraine Mercier Building Operations Luc Roy Project Management Jean Ouellet Design architecture and HVAC Small project management Campus signage Quality control Standard development & implim. Physical planning Projects Management Feasibility studies Estimates Web page Construction Building maintenance - HVAC - Architecture - Structure Real estate capital budget prioritization Small project realization Operation Fire Prevention System Emmanuelle Lapointe Daniel Chevarie Daniel Doran Utilities Energy Management and Macdonald Campus Management Denis Mondou Buildings and Grounds Marc Dozois Infrastructure management Powerhouse & energy management Real estate capital budget prioritization Small project realization Mac Campus Management Building cleaning Waste Management Event support Grounds maintenance & horticulture Printing & Mail Services Claude Lahaie Energy Jerome Conraud Building Services George Lazarus North West Zone 1 Stewart Mc. Carthey Electrical Services Claude Sinclair Event Support Nakita Darveau North East Zone 4 Tony Vaccaro Powerhouse and Utilities Kevin Gauthier Grounds Franco Nardi South West Zone 2 Gilles Mc. Sween Horticulture Eric Champagne South East Zone 3 Angelo Tambasco Printing Main Zone X Martha Robinson Mail HVAC Dominic Gagnon

Facilities Management and Ancillary Services 1. FMAS Update • Real Estate development Master Plan

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Facilities Management and Ancillary Services R. V. H. VISION TIMELINE ► Preparation, filing and approval of the strategic presentation – Mémoire avant projet March 2014 ► Preparation, filing and approval of the initial case file – Dossier d’opportunité December 2017 ► Preparation, filing and approval of the final business case – Dossier d’affaires final July 2019 ► First phase of construction completed June 2023 ► Second phase of construction completed May 2025 ► Third phase of construction completed May 2025 This schedule presumes that certain steps will be done in parallel (e. g. , Office de consultation public de Montréal).

Facilities Management and Ancillary Services 1. FMAS Update • Capital Investment: • PQI, Programme quinquennal d’investissement • $300 Million, borrowing for differed maintenance projects, 5 years • FIS, Federal infrastructure program, by 30 April 2018 • CFI, CERC, donation.

Facilities Management and Ancillary Services 2. Summary of Past Year’s Activities 2 a) New processes: Jean Ouellet - Project Management processes • The Project management unit is presently revising & officialising many of the processes in order to better control & communicate all pertinent information for projects under their governance.

Facilities Management and Ancillary Services Project Management processes Time Management Describes process by which; Øbaseline schedule is elaborated Øschedule is updated & followed Øhow schedule is communicated to stakeholders

Facilities Management and Ancillary Services Project Management processes Cost Management Describes process by which; ØProject budgets are elaborated ØBudgets revisions & approvals. ØProject cost / forecast to completion

Facilities Management and Ancillary Services Project Management processes Procurement Management Describes process by which; ØTenders for professional & construction services are done. ØRoles & responsibilities of PM unit versus Procurement services. ØLaws governing the procurement process

Facilities Management and Ancillary Services Project Management processes Stakeholder Management Describes process by which; ØStakeholders are identified & approved. ØRoles & responsibilities of the different stakeholders.

Facilities Management and Ancillary Services Project Management processes Input from Building Directors • In order to adequately identify many of the ongoing issues, the PM Unit will require the input of the Building Directors in regards to the negative & positive past experiences on Capital projects.

Facilities Management and Ancillary Services Project Management processes Consultation table; • Project Management would like to create a consultation table with Building Director representatives. • Information gathered will influence the PM processes. • Process will probably consist of 3 to 4, two hour meetings.

Facilities Management and Ancillary Services 2. Summary of Past Year’s Activities 2 b) Portfolio Management - François Métivier

Portfolio Management Gather the portfolio “needs” into a list: Fictitious: for illustration only

Portfolio Management Prioritize portfolio needs:

Portfolio Management Align Portfolio needs with the Funding to produce a Strategic Plan for each Portfolio

Align the Portfolio with the Funding to produce your group’s Strategic Plan

Facilities Management and Ancillary Services 3. Presentation: Sustainability Projects Fund Krista Houser, Sustainability Projects Fund Administrator Mc. Gill Office of Sustainability May 2016

Facilities Management and Ancillary Services 3. Presentation: Sustainability Projects Fund The Sustainability Projects Fund aims to build a culture of sustainability on Mc. Gill campuses through the development and seed-funding of interdisciplinary projects. Simply put, we’re looking to make Mc. Gill a better, more sustainable place, one project at a time.

Facilities Management and Ancillary Services 3. Presentation: Sustainability Projects Fund Student Contribution ($0. 50/credit) Administration Match $860, 000+/year to advance sustainability on campus

Facilities Management and Ancillary Services 3. Presentation: Sustainability Projects Fund SPF Project #24: Fluorescent Lamps Disposal SPF Project #90: Food & Dining GHG Audit SPF Project #146: LEEDing Change

Facilities Management and Ancillary Services 3. Presentation: Sustainability Projects Fund Please keep in touch! www. mcgill. ca/sustainability/spf /Mc. Gill. Sustainability @Sustain. Mc. Gill /Mc. Gill. SPF Or contact me at: krista. houser@mcgill. ca; 514. 398. 1003

Facilities Management and Ancillary Services QUESTIONS?