Facility Condition Assessment – If You’re Not Doing it You Should Be!

1. Facility Condition Assessment –If You’re Not Doing it You Should Be! Al Erdman - Central Texas College

2. What is a Facility Condition Assessment? (FCA) • An Facility Condition Assessment is a process whereby a qualified group of trained industry professionals performs an analysis of the condition of a group of facilities. The industry professionals are typically engineers of various disciplines and skilled-trade technicians, but architects are sometimes used as well. • This analysis can vary by the level of detail that is collected, but typically results in a projection of funds that would need to be invested to bring the inventory of buildings up to some pre-determined level of condition and maintain them at that level of condition.

3. Why a Facility Condition Assessment? • CTC has 48 buildings dating back to 1967 totaling nearly one million square feet (not including buried infrastructure, parking lots, sidewalks, etc.) • 33 of those buildings (69%) are over 30 years old –most of the infrastructure is that old as well • Need to practice Strategic Asset Management (a planned and proactive approach capable of identifying, tracking, and forecasting facility needs) to maximize: • Student satisfaction • Staff and faculty utilization • Prevention of major system failures • Protection of taxpayer investment • An FCA provides a basis for Strategic Asset Mgmt.

4. Strategic Asset Management ASSETS MISSION VALUE • On Campus & Distance Learning • Student Housing • Retail • Food Service • Other • Economics • Safety • Environmental • Security • Quality of Education Buildings Utilities CONDITION RISK Pavement Other Assets

5. Goals for the CTC FCA • To document, via independent appraisal, current condition, deferred, and required maintenance, to bring our facilities to an agreed upon condition level. • Based on the desired condition, to forecast and budget adequate funding to address our facilities’ short term and long term capital needs. • To provide a prioritized annual summary (typically up to 10 years) of capital needs based on criticality of individual facilities and of systems (i.e. HVAC systems versus carpeting) requiring capital outlay. • To ensure that the conditions of our facilities support our educational mission and strategic plan, protect the investment by our taxpayers, and meet current accreditation requirements.

6. Capital assets deteriorate and fail by components and systems, not as a whole Decisions on maintenance and cyclic component renewal events drive asset life Lack of maintenance will greatly reduce typical life of individual components Detailed Capital Planning Less Than 10 Years 12 to 20 Years 25 to 50 Years Over 50 Years Building Envelope Structure Foundation Mechanical Electrical Plumbing Elevators Interior Finishes 8 Year Cycle Events 15 Year Cycle Events Steady State Events 30 Year Cycle Events

7. Overview of the FCA Process Budget & 10-Year Capital Plan Client Workshops FCA Analysis CapitalPlanning FCA On-Site • Data Analysis • Draft and Final Reports • Commentary & Pictures • Align Mission, Vision & values • Prioritization • College Staff Utilization • Kickoff Meeting • Schedule • Fieldwork ”rules” • Fieldwork • Funding Strategy • Optimization Model • Scenario Analysis • Closeout • Feedback Loops • Quality Assurance

8. Process Summary DATA INTEGRATION KNOWLEDGE DECISIONS ANALYSIS

9. Benchmark Used - Facility Condition Index (FCI) Where: Cost of Maintenance Requirements = Deferred maintenance plus maintenance required within the next five years Facility Replacement Cost = Cost to replace facility in kind. Determined by building type. Based on annual evaluation of construction costs by building type determined typically by RS Means data. So: The higher the FCI, the poorer the condition of the facility. Total Cost of Maintenance Requirements FCI = Replacement Cost of the Facility

10. Prioritization of Findings 2 1 Prioritization 4 3 Facility Condition Index • Allows for a prioritized plan for maintenance to ensure that facilities and infrastructure are in place when needed to enhance accomplishment of the CTC mission.

11. Value/Benefits of an FCA • Document why funding for maintenance is needed, especially significant capital improvements • Prioritize resources according to College mission • Predict effects and consequences of decisions to ensure mission readiness • Identify maintenance requirements for increased reliability • Enhance operational efficiency • Improve customer/user satisfaction • Document accreditation compliance related to system performance • Lower overall operational costs

12. Boards will Jump on This Idea, Right? • Need to anticipate Board objections • Everything on campus looks good (or we don’t need a bunch of expensive outside consultants to tell us what rooms need to be painted) • We haven’t had a catastrophic failure so far • Nobody is screaming that we know of • We don’t have money to do the study • We don’t have money to fix the problems the study will reveal • If this goes public the voters will wonder why the Board let the place “fall apart” (or why have you left the place fall apart?)

14. Many Options are Available • Suitability • Sustainability • Equipment inventory • ASHRAE (American Society of Heating, Refrigerating and Air Conditioning Engineers) analysis-other options for this as well

15. Summing it All Up • As Ferris Buehler said “If you can afford it, I would highly recommend it”. Afford it applies to both the study and the projected fixes. • Anticipate Board objections • Carefully craft your FCA RFQ scope of work • When you contract, know exactly what you are getting • Call me if I can help

16. Thank You!!! • Questions?