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


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


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?


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?


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:


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


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


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


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


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


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


• 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)


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


On-line links to forms and logs

E2E 2. Electronic Procedures Manual (eManual)


• 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)


• 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.)


• 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


• 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


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:


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


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


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


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


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


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


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


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


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


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

Documents

ACBO Facilities Task Force Update Facilities Process Streamlining End-to-End Solution