Contaminated Site Remediation Projects roadmap

Note: The contaminated site remediation projects roadmap is currently being revised. In the meantime, please use the Environmental Services procedures that you will find on the Pacific Region-Professional and Technical Services Quality Management System website.

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Introduction

Contaminated Sites Remediation/Risk Management sites are identified within the Departmental Contaminated Sites Management Plan created and submitted to Treasury Board Secretariat annually in accordance with Treasury Board Contaminated Sites Management and Real Property Environmental policies. Projects are executed to responsibly manage these sites within the financial envelope of the Departmental Sustainable Development Strategy (SDS) with potential support (i.e., for National Classification System (NCS) Class 1 and 2 sites) from the Federal Contaminated Sites Action Plan (FCSAP). For those projects not eligible under FCSAP, funds are solicited from Owner Investor.

The purpose of the following roadmap is to propose guidance through the inception, identification, and delivery stages to successfully develop and implement a remediation/risk management strategy for an identified contaminated site (e.g., as defined by Treasury Board policy). The project will have previously completed the required environmental site assessments (i.e., Phase 1, 2, and 3 Environmental Site Assessment with associated human health and ecological risk assessments, as necessary, which is equivalent to Steps 1-5 of CSMWG Federal Approach to Contaminated Sites) and remediation or risk management actions will have been identified as a requirement.

In accordance with the generic National Project Management System (NPMS) Model, the draft Contaminated Sites Roadmap encompasses the Project Inception Stage, Project Identification Stage (Initiation, Feasibility, Analysis, and Identification Stage Close Out) and Project Delivery Stage (Planning, Design, Implementation, and Delivery Stage Close Out).

Projects require project authority and project funding approvals. The former arises from respecting the requirements of Treasury Board and PSPC policies and processes whereas the latter is related to the acceptance of the project for funding either internally (i.e., through Owner Investor) or externally (FCSAP Secretariat adding the project to the FCSAP Priority List). Decisions on the appropriate level of project authority approvals (i.e., Preliminary and Effective Project Approvals) are based on project value and the output of the Project Complexity Risk Assessment (PCRA) and must comply with the existing departmental authorities (see Schedule 2 Real Property Authorities).

Managers of contaminated sites remediation projects may also wish to consult the Project Management Tools for Federal Contaminated Sites Remediation and Risk Management Projects (draft March 2009) produced for the FCSAP community in conjunction with PSPC's Expert Support role.

Project Inception stage

Definition Phase

Objective

Identify project with Statement of Requirements (SOR)

Inputs

  1. Departmental Contaminated Sites Management Plan (CSMP)
  2. Departmental Sustainable Development Strategy
  3. Treasury Board Policy on Management of Real Property

Activities

  1. Review Departmental Contaminated Sites Management Plan and
  2. Review project priorities and financial envelope constraints
  3. Select project
  4. Identify broad project requirements
  5. Prepare preliminary statement of project requirements
  6. Carry out Project Complexity and Risk Assessment (optional)

Outputs

Deliverables

Control Point

Statement of Requirements Approval (SoRA)

Project Identification Stage

Initiation Phase

Objective

Develop Preliminary Project Plan (PPP) and secure seed funding

Inputs

  1. Federal Contaminated Sites Inventory (FCSI) listing
  2. Contaminated Sites Management Plan
  3. SDS/FCSAP guidance
  4. Internal departmental guidance (e.g., draft Best Practice for Contaminated Sites Risk Management)
  5. Results of Detailed Testing Program (Step 5 of the CSMWG Federal Approach to Contaminated Sites, including site investigation and risk assessment reports if complete, and National Classification System for Contaminated Sites score/rank)

Activities

  1. Conduct/revise needs analysis
  2. Identify potential project and preliminary project parameters
  3. Identify project file structure
  4. Identify potential funding source(s)
  5. Identify initial project team
  6. Develop initial high level project charter

Outputs

  1. Preliminary project plan
  2. Initial project team
  3. Funding application (addition to FCSAP Priority List or solicitation via Regional Owner- Investor)
  4. Draft project charter
  5. Project File Structure

Deliverable

Control Point

Preliminary Project Plan Approval (PPPA) with associated approved seed funding

Feasibility Phase

Objective

Identify options for preliminary Remedial Action Plan/Risk Management Plan (RAP/RMP)

Inputs

Activities

  1. Step 7 (if not already completed) of the CSMWG Federal Approach to Contaminated Sites, including a detailed background information review to confirm site conceptual model and formulate detailed project requirements
  2. Initiate any required activity under the Canadian Environmental Assessment Act (CEAA), if not already in progress.
  3. Identify stakeholders, develop evaluation criteria and associated weighting for options to satisfy preliminary RAP/RMP (should include project risk)
  4. Identification of preliminary options to RAP/RMP
  5. Update key parameters of the Preliminary Project Plan

Outputs

Deliverable

Control Point

Feasibility Report Approval (FRA) (equivalent to Preliminary Project Plan Approval with preliminary preferred RAP/RMP)

Analysis Phase

Objective

Detailed analysis of preliminary preferred RAP/RMP to develop an indicative cost estimate

Inputs

Activities

  1. Update any required activity under the Canadian Environmental Assessment Act (CEAA).
  2. Detailed development of RAP/RMP options based on confirmed evaluation criteria and approved Feasibility Report
  3. Identification of preliminary approach to RAP/RMP
  4. Develop indicative cost estimate for preferred RAP/RMP option(s).
  5. Conduct evaluation of RAP/RMP options to identify preferred alternative
  6. Update project charter
  7. Complete or update PCRA (for projects > $1M)

Outputs

Deliverables

Control Point

Internally approved detailed RAP/RMP leading to Preliminary Project Approval (PPA) (level of approval authority depends on project value and PCRA result aligned with departmental authorities)

Identification Stage Close Out Phase

Objective

Confirm revised Preliminary Project Plan including preliminary preferred RAP/RMP with indicative cost estimate

Inputs

Activities

  1. Administrative closure for Project Identification
  2. Updated FCSI entry and CSMP
  3. Develop Regional Owner-Investor/FCSAP funding application based on indicative cost estimate
  4. Update Preliminary Project Plan with RAP/RMP (including indicative cost estimate)
  5. Complete Identification Close Out Document (ICOD)
  6. If project is cancelled, identify rationale for cancellation to address future inquiries.

Outputs

  1. Revised Preliminary Project Plan with RAP/RMP (including indicative cost estimate)
  2. Regional Owner-Investor/FCSAP funding application
  3. Updated information for internal Departmental contaminated sites database (affects SDS IP, FCSI and CSMP)
  4. Completed Identification Close Out Document

Deliverable

Identification Close Out Document

Project Delivery Stage

Planning Phase

Objective

Obtain approval for Remediation/Risk Management Project Delivery Plan

Inputs

  1. Identification Close Out Document (ICOD)
  2. Background ESA, HHRA, and ERA reports
  3. Detailed RAP/RMP
  4. Revised Preliminary Project Plan with RAP/RMP
  5. Regional Owner-Investor/FCSAP funding
  6. Project Charter
  7. Initial Project Team
  8. Initial Project File Structure
  9. Initial PCRA
  10. Owner-Investor/FCSAP Funding Application

Activities

  1. Develop Statement of Work (SOW) to retain a qualified consultant to assist in specification development (as required based on scale of project)
  2. Conduct gap analysis and confirm appropriateness of RAP/RMP if not previously involved
  3. Update Project Charter, Develop Remediation/Risk Management Project Delivery Plan (from Revised Preliminary Project Plan with RAP/RMP, and initial Project File Structure)
  4. Identify required supporting plans to be developed commensurate with scale of project
  5. Identify internal and external resources to assist in Detailed Engineering in addition to Prime Consultant requirement
  6. Confirm funding

Outputs

  1. SOW to retain qualified consultant for detailed engineering
  2. Updated Project Charter and Remediation/Risk Management Project Delivery Plan
  3. List of supporting plans requiring development (e.g., Procurement Plan)
  4. Approved funding

Deliverable

Control Point

Confirm Remediation/Risk Management Project Delivery Plan Approval (equivalent to Project Management Plan Approval)

Design Phase

Objective

Obtain Effective Project Approval (EPA) to proceed to Project Implementation

Inputs

Activities

  1. Retention of Prime Consultant (as required based on scale)
  2. Development, review and approval of detailed specifications and Request for Proposal (RFP) to retain qualified Contractor(s)
  3. Development, review, and approval of detailed work packages to define Work Breakdown Structure
  4. Development, review, and approval of detailed supporting plans by Prime Consultant
  5. Develop Substantive Cost Estimate
  6. Develop project specific Status Reporting and Integrated Change Control tool specific to project implementation
  7. Complete any required activity under the Canadian Environmental Assessment Act (CEAA)
  8. Update PCRA as required.

Outputs

  1. Detailed specifications and substantive cost estimate (pre-tender estimate)
  2. WBS identifying detailed schedule, cash flows, and key deliverables
  3. RFP to retain qualified Contractor(s)
  4. Detailed supporting plans (e.g., project specific status reporting and integrated change control specific to implementation)
  5. Updated Environmental Assessment (EA) as required
  6. Updated PCRA

Deliverables

Control Point

Effective Project Approval

Project Implementation Phase

Objective

Implementation of the Remediation/Risk Management Project Delivery Plan leading to Approved Certificate(s) of Substantial Performance (Interim)

Inputs

  1. Outputs from Design Phase
  2. Remediation/Risk Management Project Delivery Plan

Activities

  1. Solicitation, reconfirmation with funding source for cost estimate associated with preferred tender, and retention of a remedial contractor
  2. Implementation of tender specifications
  3. Monitoring and Controlling Project Work (i.e., status monitoring, controlling and reporting)
  4. Oversight of implementation and approval of change orders, as necessary
  5. Approval of constructed works
  6. Completion of activities required by CEAA

Outputs

  1. Tender specifications
  2. Construction contract award
  3. Updated Remediation/Risk Management Project Delivery Plan (if required)
  4. Certificate(s) of Substantial Performance (Interim)
  5. As-built documents
  6. Status Reports and Change Orders
  7. RAP/RMP Report
  8. Site closure document

Deliverable

Control Point

Turn-over Approval (Approved Certificate(s) of Substantial Performance)

Acceptance of site closure document

Delivery Stage Close-Out Phase

Objective

Administrative project closure including appropriate records retention/distribution

Inputs

Activities

  1. Issue Certificate of Completion (Final)
  2. Perform Warranty Activities
  3. Final revisions to Remediation/Risk Management Project Delivery Plan (if required)
  4. Administrative Contract Closure
  5. Prepare Record of Site Condition
  6. Conduct post-project performance reviews (Consultant, Contractor)
  7. Complete lessons learned and recommendations for improvement
  8. File closure including appropriate document control and records retention
  9. Complete FCSAP Project Closure Tool
  10. Complete FSCAP Site Closure Tool

Outputs

  1. Certificate of Completion (Final)
  2. Final Record Documents including completed FCSAP Site Closure Tool
  3. Lessons Learned document
  4. Project Plan with updated parameters (i.e., "as-built" Project Plan)
  5. Completed FCSAP Project Closure Tool
  6. Completed FCSAP Site Closure Tool

Deliverable

Control Point

Close Out Document Approval (CODA)

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