ACBO Facilities Task Force Update Facilities Process Streamlining End-to-End Solution
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Transcript of ACBO Facilities Task Force Update Facilities Process Streamlining End-to-End Solution
Association of Chief Business OfficialsCalifornia Community Colleges
ACBO Facilities Task Force Update
Facilities Process StreamliningEnd-to-End Solution
(Edited version for easy download/emailingwith most large graphic files deleted)
October 22, 2001ACBO Fall 2001 Conference
Anaheim, California
Association of Chief Business OfficialsCalifornia Community Colleges
Streamlined Facilities Process ComponentsStreamlined Facilities Process Components
New Priority Criteria
New Priority Criteria
System Wide5-yr. Plan
System Wide5-yr. Plan
Web-Based Project Tracking
System
Web-Based Project Tracking
System
FacilitiesCondition
Assessment
FacilitiesCondition
Assessment
Prop 39Prop 39State BondsState Bonds
Whole Buncha Projects Built Sooner !!
Whole Buncha Projects Built Sooner !!
StateState LocalLocal
Association of Chief Business OfficialsCalifornia Community Colleges
1. Save money by shortening period to complete projects by 2+ years like UC and CSU.
2. Receive lump-sum funding for all project phases in one appropriation like UC and CSU.
3. Improve ability to complete projects on time and within scope & budget.
4. Enter all project information only once online.
What are the ($$$$!!) benefits of Facilities Process Streamlining?
Association of Chief Business OfficialsCalifornia Community Colleges
5. Increase access for TW2 enrollments
6. Enhance Ability to Obtain Funds• Increase State funds• Successful Local Bond Campaigns
7. Spend Money Effectively
• Allow every district to develop high priority projects for state funding
• Comply with Prop 39 requirements
What are the ($$$$!!) benefits of Facilities Process Streamlining?
Association of Chief Business OfficialsCalifornia Community Colleges
What is the end-to-end solution (E2E)?
1. Roll-up Executive Reporting
2. Electronic Procedures Manual
3. Planning
4. Project Management
5. Facilities Management
6. Facilities Condition Assessments
Through a consortium of local districts and the Foundation for the California Community Colleges
(FCCC) develop a web-based automated project tracking system to achieve facilities process streamlining that
emphasizes:
Association of Chief Business OfficialsCalifornia Community Colleges
3D/I & Partners
E2E 1. Rollup Executive Reports
(Available on Line)
E2E 2. eManual
E2E 4. Project
Management
E2E 3. Planning
E2E 5. Facilities
Management
E2E 6. Facilities Condition
Assessment
End to EndSolution
Association of Chief Business OfficialsCalifornia Community Colleges
How was 3D/I Chosen by the FCCC?
• The FCCC released a RFI on July 1 for a CCC end-to-end solution
• RFI closed on July 20 with 5 companies responded
• One company then dropped out
• After checking references and subcontractors, only 1 company:
– Could provide the end-to-end solution being sought
– Had strong, positive references
– Had California Community College experience
• The FCCC determined 3D/I met the desired qualifications
• E2E from 3D/I & its subcontractors will be available through the FCCC by mid-November 2001
Association of Chief Business OfficialsCalifornia Community Colleges
WHY 3D/I?
• 3D/I currently performing majority of California Community College’s facilities condition assessments
• Completed over 10% of CCC inventory• LA CCD• Los Rios CCD• Santa Monica CCD• Chaffey CCD
• Proven history of bond campaign success (LACCD $1.2 billion)
• Customizable to each College District’s needs
Association of Chief Business OfficialsCalifornia Community Colleges
3D/I Profile
Visit us at www.3di.com
50% Program/Project/Constr Mgmt20% Architecture/Interior Architecture10% Construction10% Facilities Evaluation 5% HAZMAT / Environmental 5% MEP Engineering
• Established in 1953
• 500 + person firm
• Multi-discipline (Full Service)
• Ranked 5th largest CM firm in US
• 12 major offices
• Approaching 1 billion sf of assessment
experience over past 5 years
Association of Chief Business OfficialsCalifornia Community Colleges
Major Project Experience Texas State Capital
Pentagon Renovation and Reconstruction
Los Angeles School District
Getty CenterNew FBI Building
Capital Area East End Project
Carnegie Mellon University
Association of Chief Business OfficialsCalifornia Community Colleges
Partial list of 3D/I clientsApple Computer
Baltimore County Public Schools
Brooks Air Force Base, Texas
City of Sacramento
Department of Defense Commissary Agency
El Paso Independent School District
Florida State University Alumni Village
Galena Park Independent School District, Texas
Goose Creek Independent School District
Harris County (Houston, Texas)
Houston Independent School District
Katy Independent School District, Texas
Lafayette Schools (California)
Los Angeles Community College
Los Angeles International Airport
Los Rios Community College
Mesa (Arizona) Indoor Aquatic Center
Monterey Peninsula Unified School District
Orange County Public Schools (Orlando, Florida)
Pacific Lutheran University
Port Arthur Independent School District, Texas
Prince George’s County Public Schools
Pueblo Sandia Casino (New Mexico)
San Antonio Housing Authority
San Mateo County
Scottsdale Unified School District
Solano County (California)
State of New Mexico Universities
Texas A&M - Galveston
Texas Lutheran University
The Pentagon
Texas Southern University
University of Houston
West Palm Beach County School District
Association of Chief Business OfficialsCalifornia Community Colleges
• Automated Data Collection, Analysis & Management in a Web-based/secure environment
• Organizes information, activities and agreements by categories of cost, schedule and scope
• Ensures that current, accurate information is available on a near "real time" basis
• Gathers and summarizes information for periodic state and local reporting
• Incorporates data from any number of separate projects and rolls it up to the level desired for review
E2E 1. Roll-up Executive Reporting
ProgramManagement
Roll up Reporting(IMPACT)
Association of Chief Business OfficialsCalifornia Community Colleges
E2E 2. Electronic Procedures Manual (eManual)
• Just-in-time training for new & existing staff, contractors and consultants
• No reproduction costs
• One place to access & update
• Blend of standardized Best Practices and CCC required procedures
• Provides Rules for system operation
Association of Chief Business OfficialsCalifornia Community Colleges
On-line links to forms and logs
E2E 2. Electronic Procedures Manual (eManual)
Association of Chief Business OfficialsCalifornia Community Colleges
• Improves local and systemwide 5-year Capital Outlay and Scheduled Maintenance Plans development
• Allows Inventory management
• Determines Education adequacy
• Allows Energy Analysis
• Aids Project development (IPPs and FPPs)
• Cost estimating tool
E2E 3. PlanningCollect Data(COMET)
Record &Report
(COMET)
PlanProjects(COMET)
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• Project Collaboration
• Project & contract management and tracking
• Web based/secure environment
• Integration with planning
• Manage procurement strategy
• Risk management tool
• Bulk Purchase/Horizontal Procurement
E2E 4. Project Management(provided by Meridian Project Systems, Inc.)
Association of Chief Business OfficialsCalifornia Community Colleges
• Integrated work order system
• Plan & Manage Maintenance crews
• Updates planning (closes the loop)
• Fixed asset management
• Energy Management
• Resource Scheduling
• Space Analysis
• Property and Lease Management
E2E 5. Facilities Management
Association of Chief Business OfficialsCalifornia Community Colleges
• Establishes Life Cycle Cost data model on buildings and systems
• Develops mandated reports and addresses code issues
• Creates budgets for correction
• Prioritizes short term planning issues
• Identifies long term strategic planning approaches to correct with deferred maintenance and capital renewal issues
• Defines parity and equity issues between district, campus or individual buildings
• Supports facility renovation and renewal to protect mission critical teaching, research and support functions
• Defines facility problems – what is broken and what is missing
• Develops procurement strategies – bulk purchase plan
• Primary Basis of Capital Outlay Modernization Priority Criteria score and future prioritization of scheduled maintenance funding
E2E 6. Facilities Condition Assessment
Association of Chief Business OfficialsCalifornia Community Colleges
What is a Facility Condition Index?
Needed repairs of 10K
Facility value 100K
10,000100,000
= .10 FCI
APPA and NACUBO standards:
FCI Condition< .05 Good.05 thru .10 Fair.10 > Poor
EXAMPLE:
Needed Repairs ($)Replacement Value ($) = FCIFORMULA:
Association of Chief Business OfficialsCalifornia Community Colleges
Decision Making
2002 2003 2004 2005 2006 2007 2008 2009 2010 2011
LEGEND
Underfunding FCI
Current FCI Funding
Additional FCI Funding
Min GoalMin GoalMin GoalMin Goal
Or LessOr LessOr LessOr Less
Association of Chief Business OfficialsCalifornia Community Colleges
Create life-cycles models on each building from existing records / interviews
Life-CycleAnalysis
Walk-thru 2 common problems:• missing or wrong records• out-of-cycle renewal
Solution:• walk every building to confirm
assumptions
• construction professional to search for out-of-cycle renewal
Level 1 AssessmentLevel 1 Assessment
Association of Chief Business OfficialsCalifornia Community Colleges
Create life-cycles models on each building from existing records
Walk every area with assessment team:• Architect / MEP Engineers
Collect data electronically• Build cost estimates• Develop the deficiency database
Level 2 AssessmentLevel 2 Assessment
Life-CycleAnalysis
Walk-thru
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Next Steps
• Complete – Chancellor’s Office instituting change
• Complete – 3D/I systems in place and operating
• Incomplete – District input on criteria for system
• Incomplete – Develop Centralized System
• Incomplete – Districts join 10 million+ square feet Facilities Condition Assessment Group Discount (can redirect savings from Scheduled Maintenance projects to help offset cost, upon approval of Chancellor’s Office)
• Incomplete – Start Facilities Condition Assessment data gathering
• Incomplete – Fully integrate data and Centralized System
Association of Chief Business OfficialsCalifornia Community Colleges
1. Centralized System Setup/Development District level input and development of Centralized System:
• Develop criteria for system
• Advance preparation
• 5 days of workshops
• Final preparation/Reports
Components of Systemwide Centralized System:
• Electronic Procedures Manual (eManual)
• Capital Planning/Cost Modeling (COSMOS)
• Centralized System (Web-based, Systemwide Database)
• System wide setup (Roll up Executive Reporting/IMPACT)
COST:$750,000 approx.
GOAL:10 or more Districts with local bond acts and other funds contribute $75,000 each for centralized system setup & development
Association of Chief Business OfficialsCalifornia Community Colleges
2. Facility Condition Assessment Group Discounts
(Goal: More than 10 million sq feet Group Participation)
Facility Condition Analysis
< 1 millionsq feet
1-2millionsq feet
2-5 millionsq feet
5-10 millionsq feet
10 millionsq feet
Level 1 13.3 cents per sf
11.0 cents per sf
8.9 cents per sf
6.8 cents per sf
5.3 cents per sf
Level 2, which includes Level 1
18.9 cents per sf
16.3 cents per sf
13.1 cents per sf
11.0 cents per sf
8.9 cents per sf
Level 1 now/Level 2 upgrade later
10.5 cents per sf
9.5 cents per sf
8.4 cents per sf
7.4 cents per sf
6.3 cents per sf
Maintenance Level 1
12.8 cents per sf
10.5 cents per sf
8.4 cents per sf
6.8 cents per sf
4.7 cents per sf
Maintenance Level 2
18.4 cents per sf
15.8 cents per sf
12.6 cents per sf
10.5 cents per sf
8.4 cents per sf
Association of Chief Business OfficialsCalifornia Community Colleges
Individual District Purchase Level 1 Sq Feet
Cost per sf
TotalCost
Savings
Feather River CCD 105,849 0.133 $14,078 0
Coast CCD 1,527,543 0.110 $168,030 0
San Mateo CCD 1,171,523 0.110 $128,868 0
West Hills CCD 214,911 0.133 $28,583 0
State Center CCD 1,160,480 0.110 $127,653 0
Barstow CCD 114,796 0.133 $15,268 0
Kern CCD 1,145,092 0.110 $125,960 0
North Orange County CCD 1,565,074 0.110 $172,158 0
Palo Verde CCD 39,940 0.133 $5,312 0
Palomar CCD 634,342 0.133 $84,367 0
Long Beach CCD 967,716 0.133 $128,706 0
Contra Costa CCD 1,241,156 0.110 $136,527 0
Compton CCD 303,147 0.133 $40,319 0
Total by Individual Districts
10,191,569 $1,175,829 0
Association of Chief Business OfficialsCalifornia Community Colleges
Group District Purchase Level 1 Sq Feet
Cost per sf
TotalCost
Savings
Feather River CCD 105,849 0.053 $5,610 $8,468
Coast CCD 1,527,543 0.053 $80,960 $87,070
San Mateo CCD 1,171,523 0.053 $62,091 $66,777
West Hills CCD 214,911 0.053 $11,390 $17,193
State Center CCD 1,160,480 0.053 $61,505 $66,147
Barstow CCD 114,796 0.053 $6,084 $9,184
Kern CCD 1,145,092 0.053 $60,690 $65,270
North Orange County CCD 1,565,074 0.053 $82,949 $89,209
Palo Verde CCD 39,940 0.053 $2,117 $3,195
Palomar CCD 634,342 0.053 $33,620 $50,747
Long Beach CCD 967,716 0.053 $51,289 $77,417
Contra Costa CCD 1,241,156 0.053 $65,781 $70,746
Compton CCD 303,147 0.053 $16,067 $24,252
Total by Grouping Districts
10,191,569 $540,153 $635,675
Association of Chief Business OfficialsCalifornia Community Colleges
3D/I Software Services Fees
Software/Services
Standard Initial Setup
Price per Campus/ District
FCCCInitial Setup
Price per Campus/District
FCCCUpdate/Tech
SupportAnnual Price
Web Site $ 7,500 $ 1,050 $1785 1st 3 $840 ea. Add'l
IMPACT $ 7,500 $ - $1785 1st 3 $840 ea. Add'l
COMET $ 7,500 $ - $1785 1st 3 $840 ea. Add'l
COSMOS $ 5,000 $ 1,575 $1785 1st 3 $840 ea. Add'l
Means Cost Data
$ 2,625 $ 2,625 $2835 1st 3 $630 ea. Add'l
e-Manual $ 5,000 $ - $1785 1st 3 $840 ea. Add'l
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Meridian Project Systems, Inc. “Project Talk” Collaboration
Software FCCC Monthly Service Fee per User
1-19Users
20-49Users
50-99 Users
100-249 Users
250+Users
Collaboration users/ A/E's
$ 52.50 $ 50.40 $ 47.25 $ 45.15 $ 43.05
Full users/Client
$ 157.50 $ 150.15 $ 141.75 $ 134.40 $ 129.15
Project Talk Setup & Training
One-time Lump sum
$4,725 per campus