FACILITIESThe boxes that hold it all together…

In 1 hour, we will…

• Understand the components of facility

planning and asset management

• Put the pieces together into a plan

• Execute the plan

• Start all over again…

“Education reform must now consider a wide range of issues

to increase or maintain student achievement including the

condition of the school building. The condition of school

buildings has a direct impact on student performance.

Adequate learning environments achieved by renovating or

updating US public school buildings have been linked to

increasing student achievement.”

Ronald B. Lumpkin (2013) School Facility Condition and Academic Outcomes,

Vol. 4, No.3, October 2013

LCAP &

Facilities

ALIGN AND GO!

“School facilities affect

learning. Spatial

configurations, noise,

heat, cold, light, and air

quality obviously bear on

students’ and teachers’

ability to perform.”…

http://files.eric.ed.gov/fulltext/ED470979.pdf

The small print…

“It simply requires adequate

funding and competent

design, construction, and

maintenance.”

Long Range Facility

Master Plan

Enrollment Projections

Capacity Database

Major Maintenance

Plan

Asset Inventory

Robust Work Order

System

Technology Plan

Asset Inventory

Robust Work Order

System

1st: Identify Educational Needs:

Educational Specification

Document

Supported by the LCAP

This provides basis for ALL plans!

The Component Parts of a Facility Plan

F.I.T.

Long Range Facility Master Plan – Table of Contents

A. MASTER PLAN OVERVIEW

B. EXECUTIVE SUMMARY

C. MASTER PLAN DEVELOPMENT PROCESS

D. DISTRICT BACKGROUND AND STATUS

E. GUIDING PRINCIPLES FOR FACILITY FUNDING USE

F. DEMOGRAPHIC ANALYSIS

G. OUR SCHOOL SITES

H. CONDITION ASSESSMENT

I. EDUCATIONAL SPECIFICATIONS RECAP

J. TECHNOLOGY INTEGRATION PLAN (TIP) RECAP

K. PROJECTING FUTURE SCHOOL NEEDS

L. IMPLEMENTATION PLAN/PROPOSED SCHEDULE

M. PROJECT FUNDING/FINANCING PLAN

N. NEXT STEPS AND LRFMP UPDATE SCHEDULE

O. APPENDICES

Educational Specification

• District-Wide, not a project document

• What do you want to teach and how do you

want to teach it?

• What is needed to accomplish this teaching

approach?

• How can the physical environment support

the work?

Education technology and school

construction go together.

Modernization, updating education

facilities, and making a capital

investment in education are all

included.

Major Owens

Sample: Guiding Principals for Facility

Fund Use (Prioritization Tool - SAMPLE)

1. Safety & Security

• Risk management

• Code Compliance

• Regulatory Compliance

2. Maximize Learning and Achievement

• 21st Century Classrooms

• Engaging Learning Environments

• Health/Wellness/Comfort

3. Facility Asset Protection

• Deferred and Preventative Maintenance

4. Equity and Parity

• Program Support

5. Market Appropriate

• Site branding/marketing

• Aesthetics to address challenges to growth

6. Cost Effectiveness

• Efficient use of funds

• Best use of avilable funds

Sample: Guiding Principals for Facility

Fund Use (Prioritization Tool) – Page 2

Look For:• Opportunities for collaboration with other agencies

• Use of outside resources

• Building good will, act as a center of the community

• Creating partnerships

Avoid:• Projects or purchases that would distract from the primary mission

• Unduly burdening staff or budgets, i.e. cost and time for repair, replacement and maintenance over time

• Breaching district policies, code compliance or regulatory compliance

Tie Breakers:• Earmarked funds are associated with the proposal

• Proposal provides opportunity to retain current staff levels

Growth & Decline

- Enrollment Projections

• Overview of How To:

http://www.cashnet.org/LeadershipAcademy/Ma

rchHandouts/EligibilityPresentation2007.pdf

• OPSC Forms (50-01):

http://www.dgs.ca.gov/opsc/Forms/formsbynum

ber.aspx

• Special Education: All Self-Contained

Students, By Primary Disability

(Unduplicated), By Grade

Basis of OPSC’s 50-01 Form Calculations

Kindergarten starts as-is and moves without adjustment

to 1st grade. No previous data to use.

Three figures are calculated, weighted, then

averaged:

1. (Current enrollment – previous years’

enrollment) (x3), plus

2. (Previous – 2nd previous) (x2), plus

3. (2nd previous – 3rd previous) (x1)

Take items 1-3 and divide by 6

50-01 Form Calculations (Cont’d.)

• Each 5th year projection includes “Projection Basis”

plus five “average changes”.

• Projection basis is the current enrollment of the 5th

prior grade. Example – 6th grade is basis for 11th

grade calc.

• K-5 projection basis is the current K enrollment

• Five average changes are added to the basis to

progress it from current to each of the 5th year

projections.

Online Tool:

https://www.dgsapps.dgs.ca.gov/OPSC/ab1014/sab500

1entry.asp

Retaining Facility Condition

– A Case Study

• Routine Restricted

Maintenance –

Based on ADA

(1,520 students)

• $651,000

• Building Industry

Standard –

Based on square

footage of what you

own

(180,140 s.f.)

• $1,261,000

Planned (Preventative) Maintenance

(Not Deferred)

System Frequency Qty Unit

Cost per

Unit Sub Total

Misc Repairs

(20%)

Soft Costs

(15%)

Total

Estimated

Annual

Amount

Roofing Annual 234,387.00 SF 0.20$ 45,705$ 9,141$ 8,227$ 63,074$

HVAC Annual 153 EA 200.00$ 30,600$ 6,120$ 5,508$ 42,228$

Electrical

Distribution 3 Years 79 EA 160.00$ 12,640$ 2,528$ 2,275$ 17,443$

Paving 5 Years 415,133.00 SF 0.10$ 41,513$ 8,303$ 7,472$ 57,288$

Plumbing Annual 8 LS 2,500.00$ 20,000$ 4,000$ 3,600$ 27,600$

Total 207,633$

Sample Preventive Maintenance Program

F.I.T. and “Good Repair”

The “Good Repair Standard” is defined by the Education

Code 17002 as being:

“…maintained in a manner that assures that it is clean, safe,

and functional as determined pursuant to a school facility

inspection and evaluation instrument developed by the

Office of Public School Construction and approved by the

board or a local evaluation instrument that meets the same

criteria.”

The FCI representation of “Good Repair” is not the same as

the “Good Repair Standard” set forth in the Education Code,

unless specifically identified by the Board as an approved

means for determining “Good Repair.”

http://www.cashnet.org/res

ource-

material/FITGuidebook.pdf

Major Maintenance Repair/Replacement

– Prioritization Sample

The facility condition assessment assigns a priority

number between 1 through 3 to reflect the component’s

current condition.

Priority # Description

1

Critical Need:• May pose a threat to health/safety

• Excessive repairs, inability to perform future repairs

• No longer functional

2

Necessary Replacement:• Poor condition necessitating frequent repairs

• Vandalism or lack of preventive maintenance

• Inconsistent functionality

3

Good Condition:• Adequate maintenance to provide dependable functionality

• Expected to operate to its full life expectancy

Facility Condition Index (FCI)

This is a general measurement to

assess an asset’s current condition at

a specific point in time.

To be truly affective, FCI must be

assessed regularly and tracked over a

period of time as facility conditions

change on a year-to-year basis.

The National Association of College and

University Business Officers (NACUBO) defines

“Fair Repair” as having an FCI of 6 to 10%.

However, based on national averages, K-12

schools considered to be maintained in “Fair

Repair” typically score 25% on the FCI scale

Rating Report FCI Guidelines

Good 0 to 10%

Fair 11% - 25%

Poor 26% - 50%

Critical > 50%

Case Study – Do Nothing – Getting to “Poor”

Year Capital Renewal Funding Needs FCI 2015 12,407,875$ -$ 19.7%

2016 12,679,531$ -$ 20.1%

2017 12,793,369$ -$ 20.3%

2018 13,017,176$ -$ 20.6%

2019 13,430,031$ -$ 21.3%

2020 15,805,420$ -$ 25.1%

2021 16,351,714$ -$ 25.9%

2022 16,834,154$ -$ 26.7%

2023 17,002,576$ -$ 27.0%

2024 18,507,094$ -$ 29.4%

2025 20,235,125$ -$ 32.1%

2026 20,811,450$ -$ 33.0%

2027 21,135,648$ -$ 33.5%

2028 21,444,198$ -$ 34.0%

2029 21,789,861$ -$ 34.6%

2030 27,607,869$ -$ 43.8%

2031 28,176,435$ -$ 44.7%

2032 28,590,098$ -$ 45.3%

2033 29,279,890$ -$ 46.4%

2034 30,875,686$ -$ 49.0%

Total 30,875,686$ -$

Case Study – Staying in “Fair” Condition

Year Capital Renewal Funding Needs FCI 2015 11,463,056$ 944,818.81$ 18.2%

2016 10,789,894$ 944,818.81$ 17.1%

2017 9,958,912$ 944,818.81$ 15.8%

2018 9,237,901$ 944,818.81$ 14.7%

2019 8,705,937$ 944,818.81$ 13.8%

2020 10,136,507$ 944,818.81$ 16.1%

2021 9,737,982$ 944,818.81$ 15.4%

2022 9,275,603$ 944,818.81$ 14.7%

2023 8,499,207$ 944,818.81$ 13.5%

2024 9,058,906$ 944,818.81$ 14.4%

2025 9,842,118$ 944,818.81$ 15.6%

2026 9,473,624$ 944,818.81$ 15.0%

2027 8,853,003$ 944,818.81$ 14.0%

2028 8,216,734$ 944,818.81$ 13.0%

2029 7,617,579$ 944,818.81$ 12.1%

2030 12,490,768$ 944,818.81$ 19.8%

2031 12,114,515$ 944,818.81$ 19.2%

2032 11,583,359$ 944,818.81$ 18.4%

2033 11,328,333$ 944,818.81$ 18.0%

2034 11,979,310$ 944,818.81$ 19.0%

Total 11,979,310$ 18,896,376.25$

Year Capital Renewal Funding Needs FCI 2015 11,179,336$ 1,228,539.31$ 17.7%

2016 10,222,453$ 1,228,539.31$ 16.2%

2017 9,107,751$ 1,228,539.31$ 14.4%

2018 8,103,019$ 1,228,539.31$ 12.9%

2019 7,287,335$ 1,228,539.31$ 11.6%

2020 8,434,184$ 1,228,539.31$ 13.4%

2021 7,751,939$ 1,228,539.31$ 12.3%

2022 7,005,839$ 1,228,539.31$ 11.1%

2023 5,945,722$ 1,228,539.31$ 9.4%

2024 6,221,701$ 1,228,539.31$ 9.9%

2025 6,721,193$ 1,228,539.31$ 10.7%

2026 6,068,978$ 1,228,539.31$ 9.6%

2027 5,164,636$ 1,228,539.31$ 8.2%

2028 4,244,647$ 1,228,539.31$ 6.7%

2029 3,361,772$ 1,228,539.31$ 5.3%

2030 7,951,240$ 1,228,539.31$ 12.6%

2031 7,291,267$ 1,228,539.31$ 11.6%

2032 6,476,390$ 1,228,539.31$ 10.3%

2033 5,937,643$ 1,228,539.31$ 9.4%

2034 6,304,900$ 1,228,539.31$ 10.0%

Total 6,304,900$ 24,570,786.25$

Case Study – Getting to “Good” Condition

THE $$ - PROP 39 BONDS

Bond Oversight Committee Creation, Board Policy/Bylaws,

Regulatory Requirements, Performance Auditing

Prop 39 Bonds - CBOC (or COC or BOC)

– Citizens Oversight Committee

• Statutory Purpose. The purpose of the

Oversight Committee shall be to inform the

public, at least annually in a written report,

concerning the expenditure of Bond

proceeds.

CBOC (or COC or BOC)

Citizens Oversight Committee

– Sole Responsiblities

• (a) Actively review and report on the

proper expenditure of Bond proceeds;

• (b) Advise the public as to whether the

District is in compliance with the

requirements of Article MBA, Section

1(b)(3) of the California Constitution,

which provides that:

• bond proceeds are expended only for the

construction, reconstruction,

rehabilitation, or replacement of school

facilities, including the furnishing and

equipping of school facilities, or the

acquisition or lease of real property for

school facilities as approved by the voters

and as identified in the school facilities

project list in the Bond Booklet as

approved by the voters;

• no Bond proceeds are used for any

teacher or administrative salaries or

other school operating expenses;

• Observe and review annual

independent performance audits

performed by an independent

consultant selected by the District;

and

• Create an annual report, published

on BOC website and presented to

the Board

BOC – Not all things in code!

Code

• Formation – within 60

days of passage of bond

• Membership – Minimum

number and division

between types

• BOC support

• BOC website

Board Policy:

District May Decide

• Max membership

• # of meetings

• Timing of meetings

• How to get members

• How to screen members

• How to oust members

• How long members

serve

• Conflict of Interest, etc.BOC Bylaws – Controlled

by BOC - can be useful,

too.

Bond Audit – Financial & Performance

• Annual Financial Audit:

– Assesses the accounting of bond proceeds

• Annual Performance Audit:

– Confirmation that bond proceeds have been spent

only on work specified in the bond language

• Performance Confusion? Government

auditing standards (GAGAS) has more than

one type of performance audit. Per Article 13

of the CA Constitution you only need

proceeds to scope verification type of

performance audit.

SPEND THE $$

Procurement Methodologies & Construction Accounting

Construction 101 - The Process

• Identify the Needs

• Identify the Funding

• Plan the Projects

• Pass a Bond

• Implement the Plan

• Close with Compliance

• Consultants• Lawyers

• Bond folks

• CEQA

• Architects*

• Geotechnical Consultant*

• Civil Engineer*

• Cost Estimator

• Plan Reviews

• Program Managers

• Construction Managers*

• Inspectors

• Testing labs

• Labor Compliance

• More!

*Competitive Selection Requirements per code

People Watching the Process

• Administration

• Board of Education

• Citizen’s Oversight

Committee

• Voters

• Parents/ Teachers

• Unions

• Auditors

• Others…

• California Dept. of

Education (CDE)

• Division of the State

Architect (DSA)

• Office of Public School

Construction (OPSC)

• Department of Toxic

Substance Control

(DTSC)

• Others…

Construction Procurement Options

• Design – Bid – Build

• Design – Build

• Lease / Leaseback

• Construction Manager

(Multi-Prime?)

– At Risk (Are they ever?)

• Others…

Construction Contract Documents

• Documents vary according to procurement method

• Basics include:– “Front End”

– General Conditions

– Special Conditions

– Specifications

– Plans

– Addenda

• DB – Add Criteria

• LLB – Add Lease and Leaseback Agreements

• CM – Add CM Agreement and many, many construction package agreements

Some Additional Steps

• Prequalification

• Board acceptance of project scope, budget

and funding sources and direction to proceed

with bidding

• DSA Approval in place

Order & Dates

Matter!

Software Needed – Yes!

Maintenance Management

Look for …

• Asset Management

• Robust Work Orders

w/Resource Mgmt

(labor & materials)

• Detailed Reporting

Sufficient for Analysis,

Forecasting and Decision

Making

• Ease of Use

• Benchmarking

Bond Management

Look for …

• Planning Tool

• Execution Tool

• Reporting Tool

• Multi-Year, Multi-Fund

Accounting

• BOC is for 20+ years

• Appropriate

Redundancy year to

year

Software to Support the Program? YES!

-- Major Project/Bond Program Mgmt –

Look for…

• Designed for State

Funding

• Designed for CA

construction contract

management

• Many ways to report

• Ability to analyze for

errors and track

funding &

expenditures

• Many ways to

analyze

• Align with CA

School Fiscal codes

and processes

(Year End, etc.)

• Ease of BOC and

Board reporting

• Ease of Audit

Response

Audits

• Filing System is KEY!

• 3 Control Requirements:

- Numerical

- Alpha

- Project

• OPSC has up to 3 years to ask for items

• Document Retention – 10 years for

construction defect, permanent retention for

some items (Topographics, Geotechinical,

Structural Calcs, Property Records…)

COMPLETING THE CYCLE &

STARTING OVER

Wrapping up the box

1. Take all plans and apply the Guiding Principals in

order of precedence and create a potential project list

(with and without funding) and prioritize them using

the Prioritization Tool.

2. Review guiding principals on a site by site basis to

verify site needs and align with District Mission.

3. Coordinate the LRFMP, and Educational

Specifications and other guiding documents with the

LCAP to align with the District’s Mission.

4. Prepare for State School Facility Bond Measure

using the aligned prioritized list and execute the

program.

Working the Plan (Sample)

5. Protect taxpayer investment by establishment of a

fully funded deferred maintenance program, even if

the State of CA isn’t funding one.

6. Establish board policies and internal supporting

procedures related to school facilities to guide and

direct future projects relative to: environmental

issues such as green/conservation levels, donations,

volunteers, DSA work, class sizes, walk to

schools/neighborhood schools, etc..

7. Prepare a plan to regularly increase the amount of

data in the Facility Database and implement it.

8. Begin preparation of a Preventative Maintenance

Program and an implementation plan.

Working the Plan (Sample) Cont’d.

Recap – The Cycle of Facilities

• Know what you have – Accurate Asset Database

• Create the “Why” - Have a basis for your plan

– Condition/Asset Protection/Health & Safety, etc.

– Curricular Needs

– Growth/Decline

• Prioritize –

Board Approved

Method is Best

• Fund

• Execute

• Start over!