Shared Services BC Real Property 1
Shared Services BC (SSBC) is committed to providing innovative, enterprising, results-oriented and accountable services to government and the broader public sector. A strong partnership and relationship with clients, based on integrity, responsibility, accountability, respect, and choice, is key to the success of the organization. SSBC is your one-stop-shop for real estate services and many of the supplies and services needed for the day-to-day operation of your business. SSBC is authorized and mandated under the Public Agency Accommodations Act to provide a broad suite of real estate services to public agencies. The Real Property division (RPD) is responsible for carrying out this mandate on behalf of SSBC. RPD is a full-service real estate and property management service provider with a diverse portfolio of established services, documented processes, and advanced technologies. Cost-effective price points are driven from the volume of services provided and strategic partnerships. 2
Service Offerings 3
Facilities Management Services SSBC, in conjunction with it s service providers, delivers property management and project delivery services to one of the largest building portfolios in British Columbia. With over 17M square feet under management, these services are integral to the maintenance of building structures, systems and equipment. Operations and Maintenance Services The O&M services are performed by over 110 technicians located throughout the Province of British Columbia and comply with defined service level specifications. To ensure quality of the service provision and to maximize customer satisfaction, SSBC utilizes a Performance Management Framework with specific Key Performance Indicators. Quality of service is regularly monitored, inspected and audited. O&M services include building envelope, interior and exterior, heating, ventilation and air conditioning (HVAC), plumbing, electrical, and elevator maintenance as well the services for janitorial, landscaping, snow removal, waste removal, and security. SSBC s most recent service initiative is a Solid Waste Management Program aimed at achieving zero waste from government operations. Phase one of this program, which is focussed on complying with organic waste by-laws recently passed by Metro Vancouver and the Capital Regional District, will rollout in 2015. Additionally, SSBC along with it s service providers has the capability and capacity to maintain safe and healthy work environments for occupants. This includes compliance with all applicable legislation in the management of hazardous substances and maintenance of Fire and Life Safety Systems. Operations Centre As a service to clients, a call management and response system with telephone and email options to respond to and manage tenant requests for service and issues resolution is offered. The Operations Centre is available to customers 24/7/365 through a toll-free number. All requests submitted through the Operations Centre are responded to on a timely basis. Clients are informed of their work order reference number and the estimated time of arrival of the service provider. Customer Service Representatives track the work orders until completion and inform the clients of any delays and ensure customer satisfaction before closing the work order. 4
Environmental Management Services Client buildings within our property management portfolio are automatically included within the scope of our Environmental Management Services. For example, facilities serviced by SSBC are included in our ISO 14001:2004 registered Environmental Management System (EMS). Under the EMS, SSBC maintains and oversees the implementation of a pollution prevention program, operates in compliance to applicable environmental acts and regulations, and establishes programs and policies that support continual improvement in such areas as drinking water, wastewater and solid waste management, air and liquid emissions, and energy management. SSBC also provides awareness to building occupants in the identification of environmental issues and best practices. Other Environmental Management Services include carrying out regular site inspections, sampling and testing where necessary, and informing clients of any non-compliant systems including advising them of required remediation work to ensure that inappropriate practices are promptly attended to and rectified. With this, SSBC endeavours to identify and report any actual or potential environmental issues. 5
Workplace Planning Services SSBC develops optimal workplace solutions for clients, including planning and implementing flexible work options, known in BC as Leading Workplace Strategies (LWS). LWS, also known as Alternative Workplace Strategies in the general workplace, is a shift in the approach to accommodating office work from traditional dedicated office space to work styles that reflect greater worker mobility and greater choice in work settings. Providing professional advice and creating integration between technology, space and human resource practices, SSBC supports an innovative approach to managing staff and optimizing workplaces. All LWS projects are designed with the client in mind, and as such, no two projects are the same. A team of experts have turned flexible work options into a fine science, and clients are benefiting from the triple bottom-line results. LWS spaces facilitate a variety of options for interaction and collaboration to occur, strengthening communication and teamwork across an organization. Projects typically result in finding ample space for an increased number of staff to work in one area. In fact, one project turned a 73 person cubicle environment into a well functioning 98 person workspace. The result of these reduced spaces creates further financial and environmental benefits to clients. LWS aligns work environment and mobility tools with work patterns to support employee productivity and organizational agility to optimize capital investments and operating expenditures. Multiple strategies are typically blended to achieve a desired business result and are tailored to organizational need. SSBC completes a needs analysis, identifies options, and works with clients to select an optimal solution. If requested, SSBC also assists with implementing the solution. Strategic Facilities Planning SSBC works with clients to assess their budget and program needs to provide the feedback required for annual facilities planning and financial purposes. Services include forecasting demand for space, analyzing the supply of available space, and providing future options/ advice. 6
Project Management Services Project Management SSBC, with service providers, offers complete project management services, from preliminary planning to project close-out. Clients benefit from a single point of contact with decades of knowledge earned through hands-on project delivery experience in virtually every aspect of designing, building, and completing a diverse range of facilities. Combined with sensitivity to client needs, our integrated project team approach allows us to deliver effective solutions within scope, schedule, and budget on all types of projects from minor renovations to complete building complexes. SSBC provides project management throughout the project lifecycle: Coordination and liaison with local jurisdictions. Site selection, acquisition and negotiation. Development and coordination of EOIs, RFQs, RFPs for design consultants and contractors. Manage scope, schedule and budget. Procurement of prime consultants, specialist consultants, construction managers, and contractors. Site investigation including environmental, civil, and surveying. Contract administration, including progress payment review and processing, coordination of change orders, monthly reports, and management of project site meetings. Coordination and monitoring of project budget and cash flow. Project completion, including substantial completion, release of lien holdback(s), deficiency management, warranties, and O&M manuals. Public consultations. Strategic Advisory Services SSBC provides forward-looking client advisory services required to optimize public sector vision, business priorities, and resources. Services are defined by strategic planning that incorporates best practices research and critical thinking, including: needs definition, business case development, options analysis, risk and financial analysis, multi-criteria evaluations, and initial concept studies leading to sustainable action plans. SSBC s advisory services combine insights and experience to deliver optimal solutions. Building Technical Advisory Services SSBC s multi-disciplined team of professionals includes specialists in building systems who develop technical standards and provide strategic, independent, consistent and objective technical advice. Our technical team provides best value/lowest life cycle cost analysis, government policies, codes, standards and industry practices. SSBC draws on knowledge gained from client experiences, a province-wide perspective on portfolio management and lessons learned through feedback from O&M personnel. 7
Leasing Services SSBC, as stewards of owned and leased real estate property assets, offers strategic advice on all aspects of leasing services. This includes providing options analysis for new leases or lease renewals. Working with clients to reduce costs and improve program efficiencies, SSBC identifies the highest and best use for surplus space, and, when not part of standard lease negotiations, SSBC will find and establish specific parking arrangements to suit client requirements. SSBC is also able to produce custom reports that allow clients to make strategic decisions about their space requirements. SSBC acts as both the tenant representative and the lease administrator to advise and enforce provisions of specific leases. This includes providing day-to-day and strategic advice to facility management services, reviewing leases to clarify responsibilities, enforcing lease obligations, identifying non-performance and negotiating resolutions. Lease Administration SSBC administers leases on behalf of a client, taking on responsibilities such as maintaining a database of lease information, completing lease compliance reviews (audits to prevent overcharging by landlords), preparing annual budgets, making payments, and providing strategic lease advice. New Lease Negotiation SSBC represents the client that will occupy the space and establishes the contract with the landlord as a tenant representative. This includes activities to recommend approaches based on the client requirements, provide estimated occupancy costs, advertise for space and manage the procurement process, complete financial analysis, work with clients to select the best option, negotiate with landlords, negotiate and document the lease agreement, and set up the agreement for ongoing management and administration. SSBC Leasing Services makes a commitment to ensure that new leases are negotiated within timelines established and agreed upon with the client. Lease Renewals SSBC will renew lease arrangements based on client requirements. The process is similar to the New Lease Negotiation service although it requires no advertising or procurement processes and requires time-sensitive action to ensure the lease is favourably negotiated. Lease Consulting Services SSBC offers expert consulting services in market analysis, lease options analysis, and negotiating strategies. The Lease Consultants review the client s portfolio and make recommendations, based on the client s needs and market, to either build/buy or lease a building. 8
Asset Management Services SSBC assists clients by managing real estate investments to optimize value over the duration of the asset s life span. Advice is provided on whether assets should continue to be used or if assets are at the end of the life cycle and should be disposed. Part of our strategic advice is based on information gained through conducting facility condition assessments and using industry benchmarks. Maintenance and repair programs are developed using facility condition reports incorporating other government priorities such as reducing greenhouse gas emissions, ensuring facilities are barrier free for those with disabilities, and conserving built heritage. Site Selection and Development SSBC works with clients to find the location that will meet their operational requirements. This includes working with an appraiser to assess potential sites, working with clients to select a site, performing all necessary due diligence and acquiring a site for future operations. This may include rezoning, redevelopment proposals, or advice to determine the highest and best use of potential properties. Additionally, SSBC works on behalf of clients to negotiate rights of way, coordinate survey work, and submit plans for registration at the Land Title and Survey Authority of British Columbia. Risk Management By leveraging our experience in real property management, in conjunction with subject matter experts in property law and occupational health and safety, SSBC is able to ensure prudent risk management is applied to the hazards inherent with property ownership. Inventory Management and Reporting SSBC provides and maintains a corporate facilities inventory from which projects, budgets, and billings are driven. SSBC is able to provide detailed information and regular reporting to clients regarding location, occupancy, and building attributes per site or on a provincial scale. In-house subject matter expertise is available as it relates to the Building Owners and Managers Association (BOMA) standards. Detailed rentable area analysis can also be provided by SSBC for collocation situations. Property Tax Assessment Appeals SSBC ensures the assessed value of the taxes (Grants-in-Lieu or Property Tax) does not exceed market value. When appropriate, SSBC submits appeals to the BC Assessment Authority. Through this process we saved our clients approximately $3M over the last 10 years. 9
Geographic Information Systems, Computer Aided Design, and Other Drawings SSBC operates an electronic document library with capabilities to catalogue, index, and maintain all disciplines of drawings (e.g. architectural, mechanical, electrical). In-house expertise is available to clients to update Computer Aided Design (CAD) drawings to reflect minor tenant improvement work and changes associated with program and/or office moves. On request, SSBC can build custom Geographic Information Systems (GIS) maps which reflect information that is relevant for client needs (i.e. cost information, location size, building plans and photos, number of staff). End-use for these GIS maps could include business continuity and emergency management plans, long range facilities planning, senior management presentations, etc. Detailed electronic floor plans can be produced for clients, which show the layout and program areas for specific buildings. This service allows clients to see where staff and office equipment are located in order to facilitate planning. Leveraging industry knowledge and expertise by providing sustainable real estate and associated services at maximum value. 10
Corporate Sustainability Advisory Services SSBC is a proven and authoritative expert in corporate sustainability, and with our ISO 14001:2004 registration of the Environmental Management System (EMS), we make a commitment to providing industry leading advice on environmental stewardship practices to clients. As the primary environmental management subject matter experts for buildings and land within the BC Public Sector, SSBC provides objective, skilled, and environmental advice to advance triple bottom-line outcomes at strategic, tactical and operational levels. We seek to continually improve the environmental performance of our clients portfolio by controlling the impacts of their activities and services on the environment. SSBC provides strategic direction and active monitoring in the delivery of facility management services to clients as it relates to contaminated sites, pollution prevention, hazardous materials, air quality, drinking water, wastewater, solid waste management, green cleaning, and other significant or potential areas of environmental impact. SSBC also retains records of activities for audit purposes. ISO Registration and Administration ISO 14001:2004 specifically requires SSBC to practice pollution prevention, continually improve environmental practices in its business, and meet or exceed all applicable legal, contractual, government mandated or voluntary requirements. We can advise clients on how to apply the ISO standard to their portfolio and associated business practices, and on lessons learned when administering an ISO registered EMS. Contaminated Sites Prevention and Remediation SSBC provides an effective management framework for clients to mitigate the risk of contamination and to address remediation requirements of contaminated sites. Policy and Program Development SSBC provides consulting services to aid clients in the development of their environmental stewardship policies. Environmental Regulatory and Policy Requirements SSBC supports and implements, in cooperation with our clients, commitments to high performance buildings as set out in government policy and legislation, such as the Greenhouse Gas Reduction Targets Act and LEED TM Gold certification. 11
Energy Management SSBC has more than 30 years of focused energy management experience, resulting in significant energy cost avoidance. By developing and implementing an Energy Management Conservation Strategy, we establish key opportunities in advancing corporate energy efficiency priorities, and provide strategic and project level recommendations for energy reduction. Addressing building occupant and operator behaviour is an important component of our energy conservation strategy. Our experienced staff have developed toolkits and training initiatives to provide solutions to the shared responsibility of conserving energy. Carbon Neutral Action Reporting As key advisors to the BC Climate Action Secretariat, SSBC is well positioned to support client reporting obligations. SSBC takes a lead role in the development of internal business processes and technology to meet legislated monitoring and reporting associated greenhouse gas emissions. Accordingly, we have established an Energy Management Information System (EMIS) to monitor and report building energy performance, and a management framework to administer client Carbon Neutral Action Reports. Our EMIS is specifically designed to provide the required reporting to SMARTTool. SMARTTool is a software application we developed to measure, aggregate, and report on greenhouse gas emissions from public sector organizations in accordance with Bill 44 Greenhouse Gas Reduction Targets Act. The software calculates emissions created from the following: Building (energy consumption) Fleet Vehicles (and non-standard fleet) Fugitive Emissions (refrigerants and anesthesias) Paper Procurement (8 ½ X 11, 8 ½ X 14, and 11 X 17 paper) 12
Corporate Supply Arrangement: Furniture Corporate Supply Arrangements (CSAs) have been established by SSBC for a wide range of goods and services that are routinely required by ministries and other public sector organizations. CSAs are established through competitive requests for pricing or qualifications from suppliers. Public sector organizations who have signed an agreement with the Province can benefit by ordering directly from any of SSBC s CSAs. The Furniture CSA is divided into three categories: Package A: Systems Furniture, Case Goods and Associated Services Systems Furniture includes both freestanding and panel hung work surfaces, panels, workstation storage units and all associated hardware and fitted accessories. Case goods includes free standing desks, workstation storage units, height adjustable work surfaces and all associated hardware and fitted accessories. Associated Services means, but is not limited to, provision of resellers, shipping and installation, purchaser consultation, warranty support, etc. Package B: Seating and Associated Services Includes task, conference, guest, stacking and lounge seating. Associated Services means, but is not limited to, provision of resellers, shipping and installation, purchaser consultation, warranty support, etc. Package C: Tables, Filing Storage, Accessories and Associated Services Tables include conference, flip top, and folding tables, etc. Filing Storage includes file cabinets, vertical file lockers, etc. Accessories include free standing white, tack and slat boards, lighting, etc. Associated Services means, but is not limited to, provision of resellers, shipping and installation, purchaser consultation, warranty support, etc. 13
Manufacturers and Resellers Within each package, furniture products are offered from the manufacturers listed below. Each manufacturer s Prices schedule, Value Added Services schedule, and list of authorized Resellers is available online at http://www.pss.gov.bc.ca/csa/categories/furniture/ furniture.html. Product lines and discounts offered have been negotiated directly with the manufacturers, and authorized resellers must offer the stated product lines and discounts. Note: resellers change from time to time. Package A: Systems Furniture, Case Goods and Associated Services Haworth; Steelcase; Teknion Package B: Seating and Associated Services Steelcase; Teknion; The Hon Company Package C: Tables, Filing Storage, Accessories and Associated Services Herman Miller; Steelcase; The Hon Company Furniture sold through CSAs are independently third-party certified as compliant with the ANSI/BIFMA e3 Furniture Sustainability Standard at level 1, or certified C2C Silver. 14
Contact SSBC today! [ T ] 250 952-8346 [ F ] 250 952-8289 [ E ] SSBC.ClientServices@gov.bc.ca