counties general services association spring 2014 conference always on through anticipating...
TRANSCRIPT
Counties General Services Association
Spring 2014 Conference
Always On Through Anticipating Facilities Issues
Always On Through Anticipating Facilities Issues
Agenda
Introduction
Why do we do Facility Condition Assessments?• Facilitated by Cynthia Smith – Sacramento County
How do we do Facility Condition Assessments?• Facilitated by Grant Hunsicker – Butte County
What do we do with Facility Condition Assessment information?• Facilitated by Doug Koenig – San Mateo County
How do we estimate cost and budget Facilities related work?• Facilitated by Greg Chanis – Santa Barbara County
Always On Through Anticipating Facilities Issues
Why do we do Facility Condition Assessments?
Facility Condition Assessments (FCA) is a comprehensive inventory of all facilities in a portfolio, providing detailed information on building deficiencies.
Detailed FCA will estimate the cost associated with:
Renewal
Repair
Code Compliance
Deferred Maintenance
Functional Inadequacies
Sacramento
Always On Through Anticipating Facilities Issues
Why do we do Facility Condition Assessments?
Facility Condition Assessments (FCA) allows facility managers to manage assets from both financial and operational perspective.
Detailed FCA will preserve business continuity and assist in the avoidance of risk:
Proactive -vs- Emergency Repairs
More Effective
Less Expensive
Deferred Maintenance
Functional Inadequacies
Sacramento
Always On Through Anticipating Facilities Issues
Why do we do Facility Condition Assessments? San Mateo
FCI Condition
<.05 Good
.05 - .1 Fair
>.10 Poor
• Facility Condition Index – metric
• Industry standards – provides a benchmark
• Adopt a Goal
• Can forecast budget to meet the goal
Always On Through Anticipating Facilities Issues
Santa Barbara
• One component of an ongoing Facility Inventory/Space Utilization/Facility Condition Database maintained by General Services
• Prioritization of limited resources
• Preparation for potential ballot measure related to condition of County Facilities (Buildings, Roads and Parks)
Why do we do Facility Condition Assessments?
Always On Through Anticipating Facilities Issues
ButteWhy do we do Facility Condition Assessments?
• OpportunitiesWhen a Department sends in a work request, having done a Facility Condition Assessment may make us aware of other surrounding work that should/could be done at the same time . . . ADA work.
• Illuminates MagnitudeSenior Management does not see all of the Facilities needs and it helps to demonstrate how large the problem really is.
• Improves Relationships Allows us to meet our Customers and it shows that General Services cares about their facility.
• Scope of WorkButte focused on Repairs and Maintenance and not on Facility Modifications.
Always On Through Anticipating Facilities Issues
How do we do Facility Condition Assessments? Butte
Internal Staff• Sr. Management would not commit funds to a contracted service• About $60,000 in cost for most critical buildings
Contracted Service to update ADA Self Evaluation and Transition Plan
• System could not support handheld device data entryProject Manager, Maintenance Worker and Staff to document
Methodology Comments
• Utilized a Standard Checklist• Critical Buildings every three years
Other Comments• Results in fewer projects getting done – ties up staff• Made departments anxious . . .what and when will things be done?
Always On Through Anticipating Facilities Issues
How do we do Facility Condition Assessments? Sacramento
Four Audit Phases:
Phase 1 - Designing the Audit Determine audit scope Select audit team Plan inspection
Phase 2 - Collecting Data Conduct inspections Prepare inspection forms Prepare inspections reports Prepare functional performance evaluations
Always On Through Anticipating Facilities Issues
How do we do Facility Condition Assessments? Sacramento
Four Audit Phases:
Phase 3 - Summarizing the Results Evaluate Inspections
• Prepare Summary Reports• Computerize Audits• Plan future Audits
Phase 4 - Presenting the Findings Communicate Select Format Design Presentation Gain Support Put the audit to work
Always On Through Anticipating Facilities Issues
How do we do Facility Condition Assessments? San Mateo
• Contracted Service Firm.• Inventory of building equipment• Assessment of condition, age, etc.• Identified existing deficiencies (BMAR)• Estimated costs to repair• Prioritized deficiencies based on:
• User input• Deficiency type, e.g. roofing, interior finishes, etc.
• Budget year set to Priority in database• Proprietary software
Always On Through Anticipating Facilities Issues
How do we do Facility Condition Assessments? Santa Barbara
• Facility Condition Assessments on County Buildings maintained internally since 1995• Tenant space utilization data• Floor Plans/Construction Documents
• Request for Proposal in July 2013 for outside Contractor to complete Countywide assessment• Received four Proposals• Range $280,000 - $1,640,000 (not a misprint!)
Always On Through Anticipating Facilities Issues
What do we do with Facilities Assessment Information? San Mateo
• System Administrator generates list of year 1 projects (priority 1) – sends to Facility Managers
• Facility Managers• Integrate new deficiencies• Re-prioritize consolidated list• Focus on buildings with FCI > .05
• Final list recommended for funding
Always On Through Anticipating Facilities Issues
What do we do with Facilities Assessment Information? San Mateo
• Support Level of funding• County adopted FCI standard of .05 or lower• Software Model
• Project FCI of your facilities given a stream of funding• Estimate the stream of funding given an adopted FCI
• Ready Reference• Floor plans of all facilities• Pictures of facilities, equipment• Export to MS-Excel by equipment type
Always On Through Anticipating Facilities Issues
What do we do with Facilities Assessment Information? Santa Barbara
• Integrated into Facility Database
• Decision Making Tool for Future Renovations and Space utilization
• Justification for, and Prioritization of funds allocated specifically for deferred maintenance.
• Resource for Staff and Contractors
Always On Through Anticipating Facilities Issues
What do we do with Facilities Assessment Information? Butte
Type Rate
C-Critical 1
E-Essential 2
S-Standard 6
N-Negligible 9
U-Undetermined 50
Asset Factor Work Type FactorType Rate
1-Imminent Risk 1
2-Envelope Failure 2
3-Management 5
4-Preventative 8
5-Repair 10
6-Facility Modification 15
7-Image Concern 20
Like Administration
Building
Like Smoke and water
Criticality Factor
The lower the number, the higher the priority
Based on how long we could live without the facility
How urgent is the problem
Always On Through Anticipating Facilities Issues
What do we do with Facilities Assessment Information? Butte
Classification Quality
Improve Perform work to extend the life of the asset as long as possible and to minimize long term cost.
Sustain Perform work with moderate level of quality.
Defer Perform work, if at all, with the minimum amount of cost in the short term and do not incur cost for long term solutions.
Like a facility that will be surplus in 2
years
Based on how long we expect to require this
asset
Quality Factor
Always On Through Anticipating Facilities Issues
What do we do with Facilities Assessment Information? Sacramento
Data: Facility Inspection data
• Facility Name• Facility Components• Inspector Name• Date of inspection
Component deficiency description• Deficiency description• Location• Corrective action
Component deficiency evaluation• Provides Information on:
o Priority ratingo Suggested year of implementationo Cost estimates for Capitol Improvements
Always On Through Anticipating Facilities Issues
How do we estimate and budget cost? Santa Barbara
Always On Through Anticipating Facilities Issues
How do we estimate and budget cost? Butte
Typical Estimating Functions:• RS Means• Past Projects
• How does funding fit into Go / No Go decisions• Flexibility – Board Requirements for changing projects• How to estimate buildings with historical significance
Questions:
Always On Through Anticipating Facilities Issues
How do we estimate and budget cost? Sacramento
Always On Through Anticipating Facilities Issues
How do we estimate and budget cost? San Mateo
• Contractor estimates– At time of survey– Annual cost adjustments– User Inputs
• Force account labor rates• PM costs• Local Adjustment factors
• In-house estimates– JOC Task Catalogue– RS Means– Saylor Cost Guides