Facility Condition Assessment Policy

1. Facility Condition Assessment Policy Office of the Architect of the Capitol June 2005

2. The Facility Condition Assessment Process

3. Facility Condition Assessment Policy FCA Policy Highlights • Formalizes and documents the AOC goal to survey 100% of congressional buildings system components over a five (5) year period or 20% (+/-) per year prioritized by Jurisdiction Superintendents, subject to availability of funds. • Defines “triggers” which prompt a corresponding update to the FCA. • The three types of update triggers are: • Policy-Driven (ie/ priority changes per management) • System-Wide (ie/ cost escalation) • Project-Specific (ie/ change in FY or phasing). • Identifies Update Protocol Timeline FCA Policy Objectives • Provide detailed information on AOC maintained “Congressional Facilities” and their condition. • Develop the key performance indicator (Facility Condition Index – FCI) to measure the outcome of facilities investment and management. • Performance indicators will be used in Strategic Plan Goals and Objectives • Provide information to support Capital facilities planning and budgeting

4. Objectives of Facility Condition Assessments Specific Objectives: • Conduct Facilities Surveys • Collect relevant information about facility assets through systems inspection and testing. • The AOC goal is to survey of 100% of congressional buildings system components over a five (5) year period or 20% (+/-) per year prioritized by Jurisdiction Superintendents. • Provide information to support Capital facilities planning and budgeting by: • Identifying the current state of facilities to enable generation of a proactive plan for facility maintenance and building renewal. • Developing a complete list of prioritized projects with their associated costs and time lines using standard cost databases and expert cost models for buildings and infrastructure.

5. FCA Backup Information

6. Methodology • FCA data gathering methodologies include: • Physical surveys of facility spaces • Review of recent plans, reports and studies • Interviews with current facility managers and staff • Review of existing data from project management tools (e.g. PIC and other local databases) • Destructive and non-destructive systems testing

7. Prioritization Overlay • Prioritization Overlay • Project Evaluation Matrix Score • Preservation / Safety / Mission / Economics / Security • Condition Rating • Adequate: No anticipated correction in the next 10 years • Substandard: Anticipated corrective action needed within 5-10 years • Deficient: Anticipated corrective action needed within 5 years • Project Priority • Priority 1 through 4: (1) Immediate, (2) High, (3) Medium, and (4) Low • Identifies time frame for budgeting potential projects • The Prioritization overlay will assist in determining Capital Program requirements

8. Capital Project Classifications • What are Project Classifications? • Why are Project Classifications Important?

9. Capital Project Classifications • What are Project Classifications? • Deferred Maintenance (DM) • Capital Improvement (CI) • Capital Renewal (CR) • Capital Construction (CC)

10. Capital Project Classifications • Deferred Maintenance (DM): Deferred Maintenance is maintenance or repair work on existing facilities and infrastructure that is past due. This work will return a component or system to an acceptable condition. It will prevent physical depreciation or loss in the value of a building, minimize or correct wear, and ensure the maximum reliability and current useful life of the facility or component. • Deferred Maintenance does not include preventative maintenance or replacement of minor constituent parts of a facility while performing routine maintenance. • Capital Improvement (CI): Capital Improvement is the addition, expansion, extension, alteration, conversion, or replacement (complete reconstruction due to damage or major repair) of a facility. • For example, work done to bring a building into compliance with current codes, such as the addition of a handicapped accessible ramp, or work which improves a building’s performance, such as installing a new air conditioning unit where none previously existed, is classified as a Capital Improvement.

11. Capital Project Classifications • Capital Renewal (CR): Capital Renewal projects correct unacceptable conditions caused by aged building components that will exceed their useful life within the next ten years. These items generally function as originally intended. If accomplishment of Capital Renewal projects is deferred for an inordinate amount of time, physical conditions may deteriorate and the projects may be re-categorized as Deferred Maintenance. • Capital Renewal does not include additions, expansions, alterations, or modifications required solely for a change in purpose or mission; these would be a classified as Capital Improvements. • Capital Construction (CC): • The construction of a new building, facility or other infrastructure where none previously existed, or, construction that enlarges or expands an existing facility is classified as Capital Construction.

12. Capital Project Classifications • Why are Project Classifications Important? • They contribute to the determination of performance indicators Per “Stewardship of Federal Facilities” by the National Academy of Sciences: • Deferred Maintenance (DM) • Included in the 2 – 4% Benchmark • Capital Improvement (CI) • Not included in the 2 – 4% Benchmark • Capital Renewal (CR) • Not included in the 2 – 4% Benchmark • Capital Construction (CC) • Not included in the 2 – 4% Benchmark

13. FM Assistant • A Capital Facilities Budgeting and Planning tool • Enables “real time” view of information • Facility Conditions • Programs

14. Facility Condition Index (FCI) • The performance indicator used by the greatest number of agencies is the Facility Condition Index. • Per “Key Performance Indicators for Federal Facilities Portfolios”, Federal Facilities Council Technical Report #147: • The FCI represents the ratio of identified Deferred Maintenance costs to estimated building replacement Cost. • Lower numbers represent better conditions. • This value can be used to compare a building's condition to that of others, or to other average values. • FCI Ratings Over 0.10 = Poor 0.05 to 0.10 = Fair 0.02 to 0.05 = Good Less than 0.02 = Excellent

15. Facility Condition Index (FCI) • Benchmark Calculations • RP-3 Report from FM Assistant

16. FCI Investment Options 0.02 0.04 0.06 .08 0.1 Funding level ($)

17. Contact Information • Terrel Emmons, Director, Planning & Programming Division • Louis Scalfari, Facility Programmer, Project Manager and COR, Planning & Programming Division (202) 226-8502 lscalfar@aoc.gov