18-03 – Procedures for Minor Construction Projects Funding Requests
Cadet Administrative and Training Orders (CATOs)
General
1. The aim of this order is to describe Program Funding processes and submission procedures by Region OPIs for those seeking financial support from ADM(IE) for Minor Construction projects (below $5M). These processes are in line with ADM(IE) Concept of Operations DND Real Property Management dated 15 May 2013.
Funding
2. The following funding types are addressed by this order:
- functional requirements are defined as deficiencies related to the scales of accommodations for Cadet Training Centres (CTCs). The requirement is to address a deficiency in the scales;
- technical requirements are related to deficiencies with the existing infrastructure of the CTC. These deficiencies are normally related to structural or code-related problems with the existing facilities and are the support base/wings’ responsibility to correct;
- Minor projects are those projects that can be approved within authorities already delegated to the Department. Minor projects are projects raised to address functional requirements, with an estimated cost of less than $5 million. Minor projects below $1M are within the expenditure approval authority of the support base/wing whereas the ones between $1-5M require ADM(IE) approval.
Restrictions
3. Technical deficiencies should be addressed through the support Base/Wing.
4. Lease facility deficiencies should normally be addressed through the lease instrument or renewal process. Submissions regarding lease infrastructure will be reviewed on a case-by-case basis.
Submission Requirements and Approval
5. With the transfer of Real Property (RP) management functions and responsibilities from the L1s to ADM(IE), the Regions will be required to submit their infrastructure requirements at the Base/Wing level through the Base/Wing Real Property Coordination Committee (RPCC). The RPCC is the discussion and coordination forum for the planning and allocation of all infrastructure, facilities and land within the Base/Wing’s responsibility. The RPCC will typically meet semi-annually with all Bases/Wings integral and lodger units to coordinate the planning and prioritization of new requirements. The mandate of the RPCC is to coordinate and prioritize RP service delivery activities and Base/Wing level recapitalization/minor new construction programs.
Review and Prioritization of New Requirements.
6. New requirements which have been identified by originator and prepared by the RP Ops Det staff (CF141, operational requirement, initial option analysis, initial scope, indicative cost estimate, proposed milestone etc) are presented to the RPCC for prioritization. Projects are then added to the base level program (2-5 year horizon) or next year’s CIP (Infra) submission list based on priority, cost and implementation timeline. If project is not of sufficient priority, it will be cancelled or added to the backlog to be reviewed at future meetings.
7. All projects will be assessed using standardized criteria issued by RP Ops Gp HQ and assigned a numerical score using the same methodology as the CIP (Infra) program. Scoring will be done by the RP Det Staff in conjunction with the originator and presented for endorsement at the RPCC. A standardized scoring methodology is essential to allow for the consolidation of prioritized local, regional and national programs.
8. Regions are required to vet all unit Minor projects requirements before projects are submitted to the RPCC. In order for D Cdts & JCR to have an oversight on what projects are being submitted to the RPCCs, Regions are still required to create a Minor Construction projects ‘prioritized’ list of all the infra projects submitted to the RPCCs in accordance with Annex A. For every project, all supporting documentation prepared by the RP Ops Det staff (CF141, operational requirement, initial option analysis, initial scope, indicative cost estimate, proposed milestone etc) must also be forwarded to D Cdts & JCR. The CO RCSU shall review and endorse this ‘prioritized’ list before it is forwarded to D Cdts & JCR.
9. Regional submissions for Minor projects are to be received by D Cdts & JCR before the end of November; hence, the list is for Minor projects for the following Fiscal Year (FY) and not for the current one.
10. Consolidated Base/Wing MNC programs and CIP (Infra) submissions will be prepared and submitted IAW ADM(IE) national/regional direction. Any contentious issues resulting from differences of opinions or conflicting priorities between RPCC members should be resolved at the lowest level possible. If differences cannot be resolved within the RPCC, issues should be raised to the CO of the RCSU for resolution at the Regional Real Property Steering Committee (RPSC) level and subsequently to D Cdts & JCR for resolution at the Real Property Operations Committee (RPOC) level if the issue is still not solved at the RPSC level.
Annex
Annex A
OPI: D Cdts & JCR 2
Date: 23 March 2015
Amendment: 6/15
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