Operating Procedure #1 - Moving a DAC Facility

The information on this page is provided for historical reference only. Users should verify the information before making decisions or acting upon it.

Background:

The Accident Benefits Analysis Unit (ABAU) has received notices from Designated Assessment Centres (DACs) informing that they wish to relocate to another site. The ABAU has encountered situations where the new DAC sites do not meet the standards originally established for DACs. In other instances, DACs relocated to a site that was very close to existing DACs causing problems for insurers in identifying the "nearest" DAC. It is also possible that the relocation of a DAC would leave one area under serviced, while over servicing another. To provide a consistent, cohesive approach, the Minister's Committee on the Designated Assessment Centre System (the DAC Committee) has developed the following operating procedure regarding the relocation of DACs.

1. Notice

The DAC intending to relocate must inform the Accident Benefits Analysis Unit of its intention at least 90 days prior to the move, providing a reason why the move is necessary (for example, the lease has expired, the facility/services/roster are being expanded). DACs are encouraged to send in their request prior to finalizing any arrangements to facilitate pre-approval.

2. The Original Request for Proposal

The change in location or ownership of a DAC facility should not diminish the integrity of the original Request for Proposal (RFP), such as changing the capabilities of the team roster, altering physical accessibility of the premises, or compromising the administrative responsibilities of the DAC.
The DAC facility must review the original RFP submitted to the ABAU in order to:

1. Identify any changes to the team roster (additions, deletions, changes in specialty areas of assessment). To assist the ABAU in the consideration of their move they must provide a list of deficiencies and improvements relative to the original RFP.
   
   
2. Identify any changes to the administrative infrastructure of the DAC, again outlining deficiencies and improvements relative to the original RFP.
   
   
3. Identify any changes to the physical environment of the DAC, particularly in the areas of:
   
   
   1. accessibility - both the geographic location of the new facility site and its accessibility by automobile, public transit, etc. as well as the ability of the facility to accommodate the needs of the physically-challenged. The DAC must provide a list of deficiencies and improvements relative to the original RFP.
      
      
   2. floor plan - does the move to a new location increase or decrease the number of assessment rooms, functional testing area(s), administrative areas. Are these areas dedicated or shared with other businesses. Are alternate or emergency exits available. The DAC must provide a list of deficiencies and improvements relative to the original RFP.
      
      
   3. equipment - does the move include any changes in the availability of equipment for the purpose of conducting assessments. The DAC must provide a list of deficiencies and improvements relative to the original RFP.

*In all of the above cases the facility must demonstrate how they might reduce/eliminate the impact of any deficiencies identified relative to their original RFP.

3. Regional Issues

If the move results in relocation of the DAC outside of its currently rostered geographic region (as determined by the roster), the facility must be able to provide an explanation why such a move is necessary, particularly if it has a negative effect on service delivery for the original area.

In the event of a relocation outside of the currently rostered geographic region (as determined by the roster), the ABAU will consider the following:

1. Does the loss of the DAC facility in the first region cause a concern for the ability to provide appropriate service(s) in that area?
   
   
2. Does the DAC roster region into which the DAC facility is moving demonstrate a need for increased service delivery in the areas provided by that facility? If need is demonstrated, can the facility moving into the region adequately address that need?

4. Decision

The Financial Services Commission of Ontario, on behalf of the DAC Committee, will respond within 30 days of receiving all required information. Should the relocation request be refused, and the DAC chooses to move regardless, then the facility will be removed from the DAC Roster.

The ABAU will retain the right to visit the new premises to inspect and compare the new facility with the original RFP.

We encourage feedback regarding this Operating Procedure. Please let us know your experiences, and provide your suggestions, so that we may continue to improve the DAC system. Comments can be directed to:

The Minister's Committee on the Designated Assessment Centre System
c/o The Accident Benefits Analysis Unit
Financial Services Commission of Ontario
5160 Yonge Street
Toronto ON M2N 6L9

OP-1
July, 1998