Successful Facility Assessments: Savings through Facility Manager and A/E Partnerships

1. Successful Facility Assessments: Savings through Facility Manager and A/E Partnerships May 27, 2014

2. Learning Objectives • Understand how facility management software and analytics can help to better manage facilities • The data needed to conduct an assessment and the results • The downside of poor planning or planning by reaction • How energy management professionals provide valuable input to the overall process

3. Today’s Speakers Georgia Gwinnett College Frank Covington. Assoc. VP for Facilities Pond & Company Mark Levine, AIA Associate / Higher Education Practice Leader Van Lynn, PE, Mechanical Design Director

4. Frank Covington • Frank earned his bachelors degree from Cameron University in 1996 and his post graduate degree from Clemson University in 2001 • 29+ years of preventative maintenance experience

5. Mark Levine, AIA, LEED AP • Pond & Company Higher Education Practice Leader. • Mark earned his bachelors degree in Architecture from the University of New Mexico in 1984. • 28+ years of award winning educational facility design experience • Projects in 5 states: GA, FL, MI, HI and NM

6. Van Lynn, PE • Van received his bachelors degree in Mechanical Engineering from the Georgia Institute of Technology in 1999 • 14+ years of experience in Mechanical Engineering and Commissioning • Mechanical Commissioning: 139K Sq Ft of Building Space and $21.5M in Construction Costs • Life Safety Commissioning: 1.1M Sq Ft of Building Space and $150M in Construction Costs

7. Pond & Company $1 Billion Existing Structures and Building Systems Analyzed for Renovations and Improvements 7000+ Public Buildings Assessed 10 Million Square Feet of Renovation Projects

8. Georgia Gwinnett College • Fastest Growing Institution in the University System of Georgia • 1st 21st Century Campus in the US: The “Campus of Tomorrow” • Opened 2006!

9. Georgia Gwinnett College • Approx. 9,400 students - 11,000 Projected for the Fall of 2014 • Highest Utilization Rate in the University System of Georgia

10. Enrollment

11. Campus Master Plan

13. A Successful Partnership • Renovations to Bldg “D” • Student Affairs / Faculty Offices • Re-purposing of existing warehouse – 40,000 SF • Multiple Stakeholders • New Front Door • Start to completion in just 7 months!

14. Building D

15. Transformational Design

16. Building D

17. Building D

18. Successful Facility Assessments: A Value Proposition • Facility operators are faced with maintaining same size or growing campuses with shrinking budgets • Need to find ways to leverage funds available as much as possible

19. Challenges for GGC • Outsourced Maintenance for college since college’s inception • Poor feed back from the maintenance contractor of maintenance procedures • Limited manpower for proper oversight of the maintenance contractor

20. Facility Assessments • A Brief History….. • As a normal standard of care Architects and Engineers conduct a facility condition assessment before starting design • In the late 70s this became a separate scope which was delivered in a Narrative form • Computers improved and the first computerized maintenance management systems were developed • Currently these have been developed to allow predictive modeling of assessments

21. Facility Assessments - Purpose • From narrative format to a calculated facility condition index, what to do next…. • Better management of maintenance funds • Future large capital projects funding • Check of current maintenance strategies • Highlight areas of focus

22. Planning NOT Reacting • A good facility assessment allows for… • Mitigates Risk, by prioritizing problems • Enables proactive identification of deficiencies to extend asset service life • Justifies cost (LCCA) • Takes the guess work out of project planning

23. Technology • Database Software that gathers information on all the parts of all the assets in a facility • By summing the condition of the parts and using historical data on asset life and cost, a condition index is created • Aggregating all the condition indexes creates an overall facility condition index

24. Applying Technology • Can Prioritize projects based on a number of criteria • Remaining service life • Condition Index • Asset Type • Etc. • Many programs can also create costs associated with replacement/ improvement projects

25. What Data is Gathered? • Buildings are the limit • Each asset can be broken down to the parts or a general assessment of the whole asset. • The further you break down each asset the more objective the results become

26. Project Planning • Need to understand the ultimate use of the results • Grading Maintenance • Project planning • Identifying future failures • Etc. • Each report should be tailored to the user

27. Grading Maintenance • In house Maintenance • Find areas where more time should be spent • Find shortfalls in maintenance procedures • Changes may need to be made as equipment is upgraded • Outsourced Maintenance • Verify Quality of Service • Verify if major equipment replacements are a result of poor maintenance practices

28. GGC Facility Assessment • Focused on Exterior Envelope and Mechanical Systems • Concerned about Roof condition and condition of storefront systems • Concerned about condition and level of maintenance of Mechanical Systems

29. GGC Facility Assessment • Found areas of roof near failure, was able to identify and have repairs made before warranty ran out • Found flaws and neglect in maintenance of HVAC systems • Was able to identify equipment failures as a lack of maintenance and offset equipment replacement costs for GGC

30. Final Point • Extending the life of existing buildings….true practice of sustainability…..