Case Studies

City of Victoria, British Columbia

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Client

The City of Victoria, capital of British Columbia, is located near the southeastern tip of Vancouver Island. It has a portfolio of over 100 municipal buildings, comprising almost 1.3 million square feet. These facilities include community and recreation centres, a 7,000 seat arena, fire stations, administrative and operational buildings, and a historic 1886 City Hall.

Challenge

Victoria has an aging infrastructure which was inconsistently maintained over the years. Until recently, the City had no dedicated Facilities Management function, often relying on individual departments to manage their own buildings. There were few common standards for documenting building conditions or needs. Project requests were often verbal or received through email, and were not centrally documented. There was also no common process used to determine which requests should take priority.

Solution

Victoria selected VFA to assist the City with two important components of developing a defensible, long-term strategy for capital improvements: a portfolio-wide building audit and a software system to manage information about facility assets. VFA worked together with City staff to assess the facility portfolio, train the team on the use of VFA.facility to manage asset information, and to validate assessment data to ensure it was an accurate foundation for ongoing planning.

Results

The newly implemented system gives different constituencies within the City a common view of portfolio condition and requirements. With accurate data about current conditions and needs, including detailed information about condition and requirement costs, Victoria’s Facilities team can educate the City’s Finance team and City Council about the implications of funding decisions, and enable them to make more informed decisions about how limited municipal dollars are allocated. With the ability to look at its portfolio as a whole, and weigh the value and impact of different investments, the Facilities group now plays a more strategic role in municipal management, helping the City to more effectively evaluate larger questions related to programmatic and functional needs.

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