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THE COMPANY

The City of Mississauga is one of the largest and fastest growing major cities in Canada, housing a diverse population of over 729,000 residents. The population has experienced exponential growth over the past ten years. Mississauga is a very family-oriented city, offering a variety of sports, leisure and arts facilities. It has multiple community centers and a city center in the downtown area with a variety of retail, entertainment and residential spaces. Many Fortune 500 companies are located in the city as well.

The city’s building portfolio spans over 464,000 square miles. The average building age is only 41 years. With the rising population and city growth, many new buildings were constructed within the last decade.

THE CHALLENGE

The Facilities and Property Management Department of Mississauga did not have complete condition information on all of the buildings within their portfolio. At the time, the city had a Computerized Maintenance Management System (CMMS) in place, but lacked capital planning capabilities. Mississauga’s 10-year budget was based on historical averages and requests from various groups in the city, not on concrete data such as the actual condition, age or lifecycle of the buildings and systems. Budget requests were not supported with current data and validated costs for deferred maintenance projects and renewals. Also, there was not enough information to enable effective prioritization of requests.

During this time, the city did not face any budgetary issues; funds were available for buildings to be replaced or built as needed. However, it was important to the department to be proactive, foreseeing challenges and prioritizing capital needs in order to deal with the unexpected in times of future financial hardship. 

Mississauga wanted to implement a Facility Asset Management Program that would provide them with the means to manage major capital redevelopment projects. It required a system to manage building asset information and provide portfolio analysis and reporting capabilities. It required a databasefor facility condition information for the various buildingand asset types in the portfolio, such as fire stations, librariesand transit. Lastly, the solution would need to have capital planning capabilities for facility capital budget development,lifecycle planning for building assets, and forecasting for long-term capital plans. The city planned to hire a group of consultants to develop the Facility Asset Management Program for them.

THE SOLUTION

After completing their search in August 2009, the City of Mississauga contracted with VFA Canada Corporation to provide software, assessments, process mapping, ranking and budgets. The project was completed in phases.

In Phase 1, VFA Canada worked with the city to define the criteria, standards and level of data detail. Detailed facility assessments were conducted on a sample of the city’s buildings to review, confirm and approve the criteria that was set during this pilot phase. Facility data was uploaded into VFA’s cloud-based facilities capital planning and management software solution, VFA.facility®. Results were presented to the stakeholders for buy-in and final approval. 

In the second phase, assessments were performed on the remaining facilities within the portfolio, as well as on-site elements such as lighting, paving and water. A total of 228 buildings were assessed, covering over 423,942 square miles, as well as over 350 site assets, including parks. 

The last phase of the project defined best practice procedures moving forward to maintain data integrity, add new assets, modify assets and more.

SOLUTION SUMMARY

VFA.facility and VFA assessments
  • Gathered and captured comprehensive facility data
  • Enabled objective prioritization of capital projects
  • Supported the creation of defensible capital plans
  • Defined best practices moving forward

THE RESULTS

After the completion of the facility condition assessments, Mississauga found that the current replacement value of their building and site assets was just under $1.3 billion. With a Facility Condition Index of 0.12, the city’s portfolio was in good condition overall. Using VFA.facility as a decision tool, the city can run funding scenarios and prioritize projects, turning the results into defensible capital plans.

The city has been very diligent in keeping up with facility assessments, and when new construction is completed or another building is acquired, those buildings are assessed and added to the database. The City of Mississauga now has the detailed facility information on their portfolio that they need to develop accurate capital plans and budgets.

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Tags: vfa.facility, capital planning, public sector, facility condition assessment