APRIL 3-6, 2013, LONG BEACH, CA
The Pit Crew:
Strengthening the M&O and
Facilities Parthership
INTRODUCTIONS
Alice Grundman
Associate Eric Hall & Associates
Dave Stevenson
Director of Facilities Planning & Operations
Yucaipa Calimesa Jt. Unified School District
Darryl Taylor
Director of Facilities Planning & Construction
Colton Jt. Unified School District
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State of the State
• State budget in crisis
• Cuts are becoming the normal mode
• Districts face severe operational cuts
• Deferred maintenance is getting further
deferred
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Less allocation to on-going
Maintenance Program
• Must have flexibility in routine
maintenance program
• Bond rich general fund poor
• Teaming with Facilities
• Maximize district resources
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Three Perspectives
• Program Management & Facilities
• Benefits of Combining M&O and
Facilities
• Survival Strategies
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Facilities M&O and Program
Management
• Program Management Recommendations
• Support the District’s program vision
• Understand the District’s needs
• Understand the PM role is temporary
• Must collaborate
• Staffing should be appropriately sized
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View M&Os History as a Resource
• PM should consult with M&O
• M&O staff can be a valuable resource
• Use of M&O expertise to help focus on the
capital improvement program
• M&O lives with the buildings
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• Don’t incorporate elements that are
difficult
• PM should use knowledge acquired
from M&O to mitigate gaps
• Long on ideas – short on money
• Big fancy vs. smaller scale projects
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• Potential challenges in program
expectations
• PM staffing adjustments
• Phasing down - Program Management
assistance as funds are exhausted
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Benefits of Combining M&O and Facilities
• Better communication as department has
unified mission under single leadership
• Strategic partnering between departments
• Creates a more positive working relationship
• Greater efficiency to district
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• Budget implications can be positive
• Standardization of products
• Substitution request simplified
• M&O has opportunity to voice concerns
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• Implement Five Year Deferred
Maintenance Plan sooner
• Use SFP funding
• Effective use of labor team from M&O
• Helps create more efficient/sustainable
products
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• Work together to find and maximize
incentives offered by utilities
• Savings By Design (SCE incentives)
• Use of utility company representatives
• Use what is available before losing it
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• Improve district’s facilities design
manual
• Establish standards that minimize ongoing repairs and replacement
• Improve energy efficiency and
environmental criteria
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• Review draft drawings and
specifications
• Teaming with Facilities improves new
construction and modernization projects
• M&O knowledge of existing facilities can
save time and money
• Placement of interim housing
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• Input during project planning meetings
• Participation during construction
• Keep abreast of key RFI’s and
submittals
• Keep up to date on design changes
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• Ensures receipt of O & M manuals
• Ensures receipt of extra materials
• Schedule 11 month warranty walk
through
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Survival and Partnering Strategies
• Bond rich – general fund poor
• Partnering Facilities & M&O
• Understand needs of facilities district
wide (walk all sites together)
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• Review Five Year Deferred Maintenance Plan
with M&O
• Make sure projects are included in the
Facilities Master Plan
• Add coordination requirements in your RFPs
for design professionals
• M&O attends construction meetings
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• Provide M&O overview of Bond
Measure goals and objectives
• Maintain M&O key staff on master plan
committee
• Maintain M&O key staff as part of the
project planning, design, and
constructability review process
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• Attend M&O staff meetings regularly
• Provide M&O project updates
• Provide M&O schedule for training on
new systems and equipment
• Review warrant work order system
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• Coordinate project close-out
• Coordinate storage of as-built drawings and
extra materials
• Maximize state funding opportunities (grants
and incentives)
• Involve M&O in the community outreach
process
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Keep District Board Informed
and up to date on projects
• Keep your Bond Oversight Committees
up to date on projects
• Be consistent on project information
• Involve M&O staff in the community
outreach process
• Demonstrate that team approch
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Demonstrate Commitment
• Demonstrate commitment to maximizing
district resources
• Many employees live and work in the
community
• Share and demonstrate commitment to
promoting the curriculum
• Share and demonstrate commitment to a safe
and healthy environment
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QUESTIONS?
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