Counties General Services Association Spring 2014 Conference 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 FCICondition <.05Good Fair >.10Poor 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 Butte Why do we do Facility Condition Assessments? Opportunities When 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 Magnitude Senior 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 Work Butte 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 entry Project 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 TypeRate C-Critical1 E-Essential2 S-Standard6 N-Negligible9 U-Undetermined50 Asset FactorWork Type Factor TypeRate 1-Imminent Risk1 2-Envelope Failure2 3-Management5 4-Preventative8 5-Repair10 6-Facility Modification15 7-Image Concern20 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 ClassificationQuality ImprovePerform work to extend the life of the asset as long as possible and to minimize long term cost. SustainPerform work with moderate level of quality. DeferPerform 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 rating o Suggested year of implementation o 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