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?
Sacramento
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
Always On Through Anticipating Facilities Issues
Why do we do Facility Condition Assessments?
Sacramento
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
Always On Through Anticipating Facilities Issues
San Mateo
Why do we do Facility Condition Assessments?
• Facility Condition Index – metric
• Industry standards – provides a benchmark
FCI
Condition
<.05
Good
.05 - .1
Fair
>.10
Poor
• Adopt a Goal
• Can forecast budget to meet the goal
Always On Through Anticipating Facilities Issues
Why do we do Facility Condition Assessments?
• 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)
Santa Barbara
Always On Through Anticipating Facilities Issues
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.
Butte
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
Methodology Comments
• System could not support handheld device data entry
Project Manager, Maintenance Worker and Staff to document
• 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?
Contracted Service to update ADA Self Evaluation and Transition Plan
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?
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
Sacramento
Always On Through Anticipating Facilities Issues
How do we do Facility Condition Assessments?
• 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
San Mateo
Always On Through Anticipating Facilities Issues
How do we do Facility Condition Assessments?
• 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!)
Santa Barbara
Always On Through Anticipating Facilities Issues
What do we do with Facilities Assessment Information?
• 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
San Mateo
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?
Based on how
long we could
live without
the facility
Like
Administration
Building
Asset Factor
Like Smoke
and water
Work Type Factor
Type
Rate
Type
Rate
C-Critical
1
1-Imminent Risk
1
E-Essential
2
2-Envelope Failure
2
S-Standard
6
3-Management
5
N-Negligible
9
4-Preventative
8
U-Undetermined
50
5-Repair
10
6-Facility Modification
15
7-Image Concern
20
Butte
How urgent is
the problem
Criticality Factor
The lower the number,
the higher the priority
Always On Through Anticipating Facilities Issues
What do we do with Facilities Assessment Information?
Butte
Based on how
long we expect
to require this
asset
Quality Factor
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
Always On Through Anticipating Facilities Issues
What do we do with Facilities Assessment Information?
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
Sacramento
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?
Typical Estimating Functions:
• RS Means
• Past Projects
Questions:
• How does funding fit into Go / No Go decisions
• Flexibility – Board Requirements for changing projects
• How to estimate buildings with historical significance
Butte
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?
• 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
San Mateo