Administrative​ ​Procedure​ ​548

 

PRIVATE,​ ​PUBLIC,​ ​PARTNERSHIP​ ​(P3)​ ​SCHOOL​ ​REQUIREMENTS

Background P3​ ​Schools​ ​are​ ​a​ ​Private,​ ​Public​ ​Partnership​ ​joined​ ​by​ ​a​ ​bidding​ ​process​ ​through​ ​the​ ​Alberta Government​ ​as​ ​a​ ​way​ ​to​ ​fund​ ​and​ ​build​ ​schools​ ​that​ ​were​ ​needed​ ​in​ ​the​ ​province.​ ​P3​ ​Schools are​ ​built​ ​and​ ​maintained​ ​by​ ​a​ ​public​ ​contractor​ ​within​ ​the​ ​constraints​ ​of​ ​the design-build-finance-maintain​ ​(DBFM)​ ​Agreement​ ​signed​ ​by​ ​all​ ​parties.​ ​A​ ​district​ ​representative will​ ​look​ ​after​ ​all​ ​aspects​ ​of​ ​the​ ​P3​ ​management,​ ​including​ ​correspondence​ ​with​ ​the​ ​schools​ ​and contractor.​ ​ P3​ ​schools​ ​are​ ​to​ ​be​ ​treated​ ​like​ ​a​ ​leased​ ​space.​ ​The​ ​tenants​ ​(staff)​ ​are​ ​responsible for​ ​respecting​ ​and​ ​following​ ​the​ ​guidelines​ ​outlined​ ​in​ ​the​ ​Design,​ ​Build,​ ​Finance​ ​and​ ​Maintain (DBFM)​ ​Agreement. School​ ​buildings​ ​and/or​ ​school​ ​grounds​ ​built​ ​and​ ​operated​ ​within​ ​the​ ​P3​ ​model​ ​must​ ​strictly adhere​ ​to​ ​the​ ​DBFM​ ​Agreement​ ​guidelines.​ ​ It​ ​is​ ​the​ ​responsibility​ ​of​ ​the​ ​principal​ ​to​ ​ensure​ ​their staff​ ​has​ ​the​ ​knowledge​ ​needed​ ​to​ ​work​ ​and​ ​operate​ ​on​ ​a​ ​daily​ ​basis​ ​within​ ​the​ ​guidelines​ ​and restrictions​ ​of​ ​a​ ​P3​ ​facility​ ​according​ ​to​ ​the​ ​DBFM​ ​Agreement.​ ​Mandatory​ ​training​ ​must​ ​be arranged​ ​for​ ​staff​ ​as​ ​needed​ ​through​ ​the​ ​Service​ ​Desk.​ ​The​ ​school​ ​is​ ​directly​ ​responsible​ ​for​ ​the cost​ ​of​ ​repairs​ ​and​ ​necessary​ ​alterations​ ​that​ ​are​ ​required​ ​due​ ​to​ ​lack​ ​of​ ​regard​ ​for​ ​the guidelines​ ​set​ ​out​ ​in​ ​the​ ​DBFM​ ​Agreement. Procedures 1. All​ ​service​ ​requests​ ​or​ ​alterations,​ ​whether​ ​for​ ​general​ ​maintenance​ ​or​ ​for​ ​changes​ ​must​ ​be submitted​ ​to​ ​the​ ​Service​ ​Desk. 2. All​ ​approved​ ​grounds​ ​and​ ​facility​ ​modifications​ ​within​ ​the​ ​school​ ​will​ ​generally​ ​be​ ​done​ ​by the​ ​P3​ ​contractor.​ ​District​ ​staff​ ​are​ ​not​ ​permitted​ ​to​ ​complete​ ​work​ ​on​ ​site​ ​unless​ ​permission is​ ​granted. 3. If​ ​an​ ​after-hours​ ​building​ ​emergency​ ​occurs​ ​at​ ​a​ ​P3​ ​school,​ ​the​ ​caretaker​ ​is​ ​authorized​ ​to call​ ​the​ ​P3​ ​contractors’​ ​help​ ​desk​ ​directly.​ ​The​ ​emergency​ ​must​ ​also​ ​be​ ​reported​ ​to​ ​the Service​ ​Desk​ ​as​ ​soon​ ​as​ ​reasonably​ ​possible. 3.1

Response​ ​Times​ ​for​ ​the​ ​P3​ ​contractor​ ​are​ ​as​ ​follows:​ ​Emergency​ ​–​ ​2​ ​hours​ ​(ASAP); Urgent​ ​–​ ​24​ ​hours;​ ​Routine​ ​–​ ​7​ ​Days.​ ​Please​ ​note​ ​this​ ​is​ ​response​ ​time​ ​not​ ​a resolution​ ​time.

3.2

Security​ ​codes​ ​and​ ​key​ ​cards​ ​are​ ​issued​ ​as​ ​outlined​ ​in​ ​Administrative​ ​Procedure 544.​ ​Key​ ​cards​ ​are​ ​not​ ​always​ ​issued​ ​by​ ​the​ ​Service​ ​Desk​ ​(sometimes​ ​through​ ​the P3​ ​contractor​ ​directly)​ ​but​ ​they​ ​must​ ​be​ ​requested​ ​through​ ​the​ ​Service​ ​Desk.

4. Principals​ ​will​ ​only​ ​allow​ ​access​ ​to​ ​P3​ ​Contractors​ ​who​ ​are​ ​on​ ​the​ ​authorized​ ​list​ ​provided​ ​by the​ ​district. Calgary​ ​Roman​ ​Catholic​ ​Separate​ ​School​ ​District​ ​No.​ ​1 Administrative​ ​Procedures​ ​Manual

April​ ​2016 Page​ ​1​ ​of​ ​2

5. Principals,​ ​assistant​ ​principals,​ ​caretakers​ ​and​ ​other​ ​school​ ​staff​ ​are​ ​required​ ​to​ ​attend meetings​ ​with​ ​the​ ​P3​ ​representatives​ ​from​ ​time​ ​to​ ​time​ ​as​ ​per​ ​the​ ​DBFM​ ​Agreement. 6. Only​ ​LEED​ ​approved​ ​cleaning​ ​products​ ​can​ ​be​ ​used​ ​within​ ​district​ ​P3​ ​Schools.​ ​For​ ​an approved​ ​list​ ​contact​ ​the​ ​Service​ ​Desk. 7. No​ ​large​ ​objects,​ ​or​ ​furnishings​ ​and​ ​equipment,​ ​are​ ​to​ ​enter​ ​or​ ​be​ ​moved​ ​around​ ​within​ ​the school​ ​(including​ ​bleachers,​ ​appliances,​ ​rolling​ ​blackboards/whiteboards,​ ​etc.)​ ​without written​ ​permission​ ​from​ ​the​ ​P3​ ​contractor.​ ​Permission​ ​may​ ​be​ ​obtained​ ​by​ ​submitting​ ​the request​ ​through​ ​the​ ​Service​ ​Desk. 8. No​ ​item​ ​can​ ​be​ ​mounted​ ​to​ ​the​ ​walls,​ ​doors,​ ​windows,​ ​ceilings,​ ​ceiling​ ​spaces,​ ​wall​ ​fixtures, (lights,​ ​panels,​ ​millwork​ ​etc.)​ ​without​ ​written​ ​authorization​ ​from​ ​the​ ​P3​ ​Contractor.​ ​This authorization​ ​can​ ​be​ ​obtained​ ​by​ ​submitting​ ​a​ ​request​ ​through​ ​the​ ​Service​ ​Desk.​ ​The following​ ​methods​ ​of​ ​mounting/decorating​ ​are​ ​strictly​ ​prohibited: 8.1

Tape,​ ​thumb​ ​tacks,​ ​push​ ​pins,​ ​adhesive​ ​backed​ ​stickers,​ ​decals,​ ​adhesive​ ​sprays, spray​ ​paint,​ ​and​ ​markers.

9. It​ ​is​ ​the​ ​responsibility​ ​of​ ​the​ ​principal​ ​to​ ​ensure​ ​that​ ​the​ ​teaching​ ​staff​ ​are​ ​aware​ ​there​ ​is​ ​a P3​ ​contractual​ ​agreement​ ​regarding​ ​maintenance​ ​of​ ​equipment​ ​within​ ​Commercial​ ​Kitchens and​ ​CTS​ ​spaces. 10. Community​ ​use​ ​or​ ​commercial​ ​use​ ​or​ ​third​ ​party​ ​use​ ​of​ ​a​ ​space​ ​within​ ​all​ ​P3​ ​schools​ ​must go​ ​through​ ​a​ ​special​ ​approval​ ​process​ ​via​ ​the​ ​Manager,​ ​Business​ ​Services.​ ​All​ ​groups,​ ​and specific​ ​uses,​ ​must​ ​be​ ​pre-approved​ ​by​ ​Alberta​ ​Infrastructure.​ ​The​ ​P3​ ​Contractor​ ​may charge​ ​the​ ​district​ ​for​ ​community​ ​use​ ​within​ ​P3​ ​schools.​ ​ Approval​ ​Date:

April​ ​12,​ ​2016

Reference:

Section​ ​20,​ ​60,​ ​61,​ ​113,​ ​152​ ​School​ ​Act Funding​ ​Manual​ ​for​ ​School​ ​Authorities Policy​ ​and​ ​Requirements​ ​for​ ​School​ ​Board​ ​Planning​ ​and​ ​Reporting School​ ​Authorities​ ​Planning​ ​and​ ​Reporting​ ​Reference​ ​Guide Occupational​ ​Health​ ​and​ ​Safety​ ​Act Design,​ ​Build,​ ​Finance​ ​and​ ​Maintain​ ​Agreement

Calgary​ ​Roman​ ​Catholic​ ​Separate​ ​School​ ​District​ ​No.​ ​1 Administrative​ ​Procedures​ ​Manual

April​ ​2016 Page​ ​2​ ​of​ ​2

PRIVATE, PUBLIC, PARTNERSHIP (P3) SCHOOL REQUIREMENTS

Apr 12, 2016 - arranged for staff as needed through the Service Desk. ... go through a special approval process via the Manager, Business Services.
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