The Pit Crew: Strengthening the M&O and Facilities Parthership

1. APRIL 3-6, 2013, LONG BEACH, CA The Pit Crew: Strengthening the M&O and Facilities Parthership

2. 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 2013 CASBO ANNUAL CONFERENCE & SCHOOL BUSINESS EXPO

3. 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 2013 CASBO ANNUAL CONFERENCE & SCHOOL BUSINESS EXPO

4. 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 2013 CASBO ANNUAL CONFERENCE & SCHOOL BUSINESS EXPO

5. Three Perspectives • Program Management & Facilities • Benefits of Combining M&O and Facilities • Survival Strategies 2013 CASBO ANNUAL CONFERENCE & SCHOOL BUSINESS EXPO

6. 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 2013 CASBO ANNUAL CONFERENCE & SCHOOL BUSINESS EXPO

7. 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 2013 CASBO ANNUAL CONFERENCE & SCHOOL BUSINESS EXPO

8. 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 2013 CASBO ANNUAL CONFERENCE & SCHOOL BUSINESS EXPO

9. Potential challenges in program expectations • PM staffing adjustments • Phasing down - Program Management assistance as funds are exhausted 2013 CASBO ANNUAL CONFERENCE & SCHOOL BUSINESS EXPO

10. 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 2013 CASBO ANNUAL CONFERENCE & SCHOOL BUSINESS EXPO

11. Budget implications can be positive • Standardization of products • Substitution request simplified • M&O has opportunity to voice concerns 2013 CASBO ANNUAL CONFERENCE & SCHOOL BUSINESS EXPO

12. Implement Five Year Deferred Maintenance Plan sooner • Use SFP funding • Effective use of labor team from M&O • Helps create more efficient/sustainable products 2013 CASBO ANNUAL CONFERENCE & SCHOOL BUSINESS EXPO

13. 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 2013 CASBO ANNUAL CONFERENCE & SCHOOL BUSINESS EXPO

14. Improve district’s facilities design manual • Establish standards that minimize on-going repairs and replacement • Improve energy efficiency and environmental criteria 2013 CASBO ANNUAL CONFERENCE & SCHOOL BUSINESS EXPO

15. 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 2013 CASBO ANNUAL CONFERENCE & SCHOOL BUSINESS EXPO

16. Input during project planning meetings • Participation during construction • Keep abreast of key RFI’s and submittals • Keep up to date on design changes 2013 CASBO ANNUAL CONFERENCE & SCHOOL BUSINESS EXPO

17. Ensures receipt of O & M manuals • Ensures receipt of extra materials • Schedule 11 month warranty walk through 2013 CASBO ANNUAL CONFERENCE & SCHOOL BUSINESS EXPO

18. Survival and Partnering Strategies • Bond rich – general fund poor • Partnering Facilities & M&O • Understand needs of facilities district wide (walk all sites together) 2013 CASBO ANNUAL CONFERENCE & SCHOOL BUSINESS EXPO

19. 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 2013 CASBO ANNUAL CONFERENCE & SCHOOL BUSINESS EXPO

20. 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 2013 CASBO ANNUAL CONFERENCE & SCHOOL BUSINESS EXPO

21. 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 2013 CASBO ANNUAL CONFERENCE & SCHOOL BUSINESS EXPO

22. 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 2013 CASBO ANNUAL CONFERENCE & SCHOOL BUSINESS EXPO

23. 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 2013 CASBO ANNUAL CONFERENCE & SCHOOL BUSINESS EXPO

24. 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 2013 CASBO ANNUAL CONFERENCE & SCHOOL BUSINESS EXPO

25. QUESTIONS? 2013 CASBO ANNUAL CONFERENCE & SCHOOL BUSINESS EXPO