Facility Assessment Training

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Facility Assessment Training

• Facility Assessment
• Training and Utilization of VFA.facility
• for

The Texas Department of Mental Health and Mental
Retardation
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AGENDA
Day One

• 830 900 Review setup and Welcome
• 900 - 1200 Executive Pass Through
• Start Up
• Facility Data
• Facility Renewal Forecast
• Deferred Maintenance
• Funding Scenario
• Questions ad discussion
• 1200 - 100 Lunch Break
• 100 - 500 User Pass Through
• Navigation
• Setting Up a Facility
• Deferred Maintenance
• Creation of Deficiencies
• Copying Deficiencies and Corrections

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AGENDA
Day Two

• 830 - 1000 Building Walk Through and Surveying
• 1000 - 1200 Working With Data
• 1200 - 100 Lunch Break
• 100 - 500 User Pass Through (continuation)
• Deferred Maintenance (continuation)
• Photos
• CAD Drawings
• Lnking
• Facility Renewal Forcasting
• Cost Models
• System Conditions
• F.R.F. Graph
• Reporting

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Facility Assessment Training
Basic Concepts

• Deficiency Backlog
• Life Cycle Costs
• Funding Scenarios
• VFA Methodology

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Facility Assessment Training

• Deficiency Backlog
• Life Cycle Costs
• Funding Scenarios
• VFA Methodology

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• What is a deficiency? A deficiency is a system or
  component which
• is unsafe
• is broken
• does not conform to current codes
• no longer performs the function to which it was
  intended
• has far exceeded its useful life

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Prioritization and Categorization

• Deficiencies are identified and quantified with
  appropriate methods of correction and accurate
  cost for correction. They are also Prioritized
  and Categorized according to the Survey Criteria
  setup at the outset of the Facility Assessment
  Project.

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Facility Assessment Training

• Deficiency Backlog
• Life Cycle Costs
• Funding Scenarios
• VFA Methodology

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Life Cycle Costs

• In addition to Deficiency Backlog, Life Cycle
  Costs need to be quantified as well. As
  facilities continue to age, systems and
  components wear out. It is important to plan for
  the replacement of these items today to assure
  that the funds are available at the appropriate
  time. The purpose of this task is to anticipate
  future costs for the replacement of building
  components or systems beyond those required to
  correct existing deficiencies.

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Conceptual Diagram of Life Cycle Costs
Year 1 Year 2 Year 3 Year 4 Year 5 Year 6 Year
7 Year 8 Year 9 Year 10 Year 11 Year 12 Year
13 Year 14 Year 15 Year 16 Year 17 Year 18 Year
19 Year 20
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Life Cycle Costs - Multiple Scenario Graphs
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Facility Assessment Training

• Deficiency Backlog
• Life Cycle Costs
• Funding Scenarios
• VFA Methodology

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Multiple What-if Funding Models
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Strategic Planning/Analyses
10-Year Plant Funding Analyses
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Facility Assessment Training

• Deficiency Backlog
• Life Cycle Costs
• Funding Scenarios
• VFA Methodology

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VFA Facility Assessment Methodology
Overall Scope (Big Picture)

• Set Up Facility Database
• Establish Survey Criteria
• Conduct Survey
• Enter Survey Data
• Funding Scenarios / Analysis / Reporting

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Set up Facility Database
Overall Scope (Big Picture)
Campus
Cost Index
Facility Criteria
Building
CAD
Rooms
Assemblies
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Establish Survey Criteria
Campus
Cost Index
Facility Criteria
Deficiency Criteria
Building
Component Systems
CAD
Rooms
Assemblies
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Conduct Facility Survey
System Conditions
Campus
Cost Index
Facility Criteria
Deficiency Criteria
Building
Component Systems
Deficiency
Verify Data
CAD
Rooms
Assemblies
Photographs
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Enter Assessment Data
System Conditions
Campus
Cost Index
Facility Criteria
Deficiency Criteria
Cost Model
Building
Component Systems
Deficiency
Verify Data
Replacement Cost
CAD
Rooms
Prime Correction
System Parameters
Assemblies
Option 2
Photographs
Option n
Estimated Line Items
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Generate Funding Scenarios / Analysis / Reporting
System Conditions
Life Cycle Parameters
Campus
Cost Index
Facility Criteria
Deficiency Criteria
Cost Model
Building
Component Systems
Deficiency
Verify Data
Replacement Cost
CAD
Rooms
Prime Correction
System Parameters
Assemblies
Option 2
Photographs
Option n
Estimated Line Items
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On-going Deficiency Management
System Conditions
Life Cycle Parameters
Campus
Cost Index
Facility Criteria
Deficiency Criteria
Cost Model
Building
Component Systems
Deficiency
Verify Data
Replacement Cost
CAD
Rooms
Prime Correction
System Parameters
Assemblies
Option 2
Photographs
Option n
Estimated Line Items
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VFA Facility Assessment Methodology Diagram
Life Cycle Parameters
System Conditions
Cost Model
Campus
Deficiency Criteria
Cost Index
Facility Criteria
Replacement Cost
Component Systems
Building
Deficiency
Verify Data
Legend
CAD
Rooms
Prime Correction
System Parameters
Facility Setup
Assemblies
Option 2
Survey Criteria
Photographs
Option n
Survey
Estimated Line Items
Data Input
Analysis
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VFA Facility Assessment Methodology / Review

• Set Up Facility Database
• Establish Survey Criteria
• Conduct Survey
• Enter Survey Data
• Funding Scenarios / Analysis / Reporting

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Construction Cost Data

• A Campus is a collection of Buildings
• What is a Cost Index?
• Construction Cost Data is adjusted according to
  location and labor type.
• All buildings within the same Campus share the
  same adjusted costs..

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Buildings
Buildings to be surveyed are entered into the
database along with applicable data which
includes

• Number
• Name
• Street Address
• Stories
• Gross Area

• Replacement Value
• Use
• Construction Type
• Date Constructed
• Date Renovated

This data is not required, but is used as
criteria for future analysis.
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VFA Facility Assessment Methodology

• Set Up Facility Database
• Establish Survey Criteria
• Conduct Survey
• Enter Survey Data
• Funding Scenarios / Analysis / Reporting

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Deficiency Criteria

• Deficiencies are Categorized and Prioritized
  according to the following criteria
• Deficiency Category
• Prime System
• Priority

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Deficiency Category

• Building Code Compliance
• Life Safety
• Handicap Accessibility
• Energy
• Building Integrity
• Functionality
• Hazardous Materials
• Aesthetics
• Air/Water Quality

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Prime Systems

• Structure
• Exterior Walls
• Windows and Exterior Doors
• Roof
• Partitions
• Wall Surfaces
• Fire Separation Assemblies
• Interior Doors
• Flooring
• Ceilings
• Equipment
• Fixed Furniture/Casework
• Stairs
• Elevators
• Boilers / Furnaces
• Chillers
• Cooling Towers
• Air Handling Units

• Ductwork
• HVAC Piping
• Circulation Pumps
• Fan Coil Units
• Unit Ventilators
• Temperature Control
• Ventilation Systems
• Domestic Water
• Sanitary Waste
• Natural Gas
• Plumbing Fixtures
• Medical Gas and Vacuum Systems
• Fire Suppression
• Electrical Service
• Lighting
• Electrical Distribution
• Fire Alarm
• Emergency Lighting and Exit Signs

• Emergency Power
• Telephone/Intercom
• Data Systems
• Vehicular Pavement
• Landscaping
• Site Steam
• Site Chilled Water
• Site Domestic Water
• Site Sanitary Sewer
• Site Storm Sewer
• Site Gas
• Site Electrical
• Site Telecommunications
• Playground Equipment

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Deficiency Priority

• 1 Priority One Immediate Concerns
• Should be undertaken immediately including
  violations of life safety, building and electric
  codes.
• 2 Priority Two Short Term Concerns (1-2 years)
• Should be corrected in the near future to
  maintain the integrity of the building, including
  systems which are functioning improperly or not
  all and problems which, if not addressed will
  cause additional deterioration.
• 3 Priority Three Long Term Concerns (3-5 years)
• Should be corrected in the more distant future to
  maintain the integrity of the building, including
  systems which have exceeded their expected useful
  life, but are still functioning.
• 4 Priority Four Improvements
• Required or desirable to bring the facility to
  perform as it should, including systems upgrades
  and aesthetic issues.
• 5 Priority Five New Code Requirements
• Do not conform to codes instituted since the
  construction of the building and therefore
  grandfathered in their existing condition. These
  should be addressed in any major renovation
  effort.

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Component Systems

• Life Cycle Costs are forecasted for the following
  Building Systems and Components

• Structure
• Exterior Wall
• Exterior Windows Doors
• Roofing
• Partitions
• Wall Surfaces
• Interior Doors
• Flooring
• Ceilings
• Fixed Furniture Equipment

• Stairs
• Elevators
• Heating Source
• Cooling Source
• HVAC Distribution
• Terminal Devices
• Temperature Control
• Ventilation Systems
• Special Mechanical Systems
• Plumbing

• Fire Suppression
• Electrical Service
• Lighting
• Electrical Distribution
• Special Electrical Systems
• Telecommunications
• Pavement
• Landscaping
• Utilities
• Site Amenities

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VFA Facility Assessment Methodology

• Set Up Facility Database
• Establish Survey Criteria
• Conduct Survey
• Enter Survey Data
• Funding Scenarios / Analysis / Reporting

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Sources of Data

• The data necessary to determine a Buildings
  Condition comes from
• Observed Conditions
• Survey by trained professionals.
• Knowledgeable Staff who operate the facility
• A great deal of information is never documented
  and resides in the heads of the individuals that
  maintain the facility. These individuals play an
  important part in the survey.
• As-built Documentation, Reports, Maintenance
  Logs, Etc.

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Data Collected during Survey

• Deficiencies - Systems or Components which
• are unsafe
• are broken
• do not conform to current codes
• no longer perform the functions to which they
  were intended
• have exceeded their useful life
• Photographs of Building and select Deficiencies
• Building information is verified
• Major Building Systems and Components are
  evaluated for useful years remaining to determine
  Life Cycle costs

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VFA Facility Assessment Methodology

• Set Up Facility Database
• Establish Survey Criteria
• Conduct Survey
• Enter Survey Data
• Funding Scenarios / Analysis / Reporting

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Data Input - Deficiencies

• Deficiencies are entered with a full description
  of problem and likely causes. Deficiencies are
  assigned at the Building level.
• A Correction is created for each Deficiency
  describing method of correction. Multiple
  Corrections may be created where there are more
  than one method to correct a Deficiency.
• A Construction Cost Estimate is created for each
  Correction using Estimated Line Items from the
  Construction Cost Database.
• Deficiencies can be linked to CAD drawings,
  Rooms, Photos, and/or Assemblies for analysis

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Inputting Life Cycle Cost Data

• A Cost Model for Buildings of like construction
  types and use is created. For each major
  Building System and Component, the following
  information is entered
• Building Replacement Cost (cost/sq. M)
• System Life Cycle (in years)
• System of Building Replacement Cost
• Renewable of System at end of Life Cycle
• Individual Systems and Components within each
  Building are placed in their current Life Cycle

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Building Summary
Pull Down Menus
Calculated CRV/FCI
Building Description
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• What is a deficiency? A deficiency is a system or
  component which
• is unsafe
• is broken
• does not conform to current codes
• no longer performs the function to which it was
  intended
• has far exceeded its useful life

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Deficiency Sample
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Deficiency Sample
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Deficiency Sample
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Deficiency Sample
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Space/Function Association
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VFA Facility Assessment Methodology

• Set Up Facility Database
• Establish Survey Criteria
• Conduct Survey
• Enter Survey Data
• Funding Scenarios / Analysis / Reporting

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Analysis

• Funding Scenarios combine Deficiency Backlog with
  Life Cycle Costs over an extended period of time.
• Life Cycle Cost parameters can be adjusted for
  what-if scenarios.
• Facility Condition Index used as an indicator of
  relative condition

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FCI

• Facility Condition Index (FCI) is a industry
  standard method for comparison of relative
  building condition

total cost of existing deficiencies
FCI
current replacement value
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Example of FCI Scale
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Strategic Planning/Analyses
10-Year Funding Analyses
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• Reporting
• Embedded Automated
• Over 200 Standard Reports
• User-Specific Reports

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Embedded Standard Reports

• Report Selection

Standard Reports, Tailored to Each
Clients Requirements
Click to Send Report to Screen, Printer or as
HTML
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Deficiencies by Priority
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Deficiencies by Priority
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Deficiencies by Priority

• Issues for
• years 1
• and 2

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Deficiencies by Priority
Includes Contaminate Mitigation - 1.6M
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Deficiency Identification

• Categories
• ADA/Accessibility
• Aesthetics
• Building Integrity
• Code Compliance
• Energy
• Functionality
• Hazardous Materials

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Deficiencies by Category
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Deficiencies by Category
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Deficiencies by Building System

• Building Systems
• Site
• Structure
• Exterior Enclosure
• Interior Construction
• HVAC
• Plumbing
• Electrical
• Other - Hazardous Material Abatement

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Deficiencies by Building System
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Additional Capital Renewal Costs
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Funding Scenario Analysis

• Option 1 - Minimal Investment
• 100,000 per year investment
• Option 2 - Improve Building
• Renewal Over 5 years
• Option 3 - Replace Building
• Demolish and Build New Facility

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Funding Scenario Analysis
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Capital Master Planning Systems
Installation/Training/Support
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Integration with Multiple Systems, Web
Capabilities
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• Facility Database
• Management Systems
• Facility Audit and
• Management Services

VFA