1. Presenters: Sergio Rodriguez, EAS Operations Manager | Kitchell CEM
Rob Harris, Principal Engineer | County of Ventura, GSA Facilities and Materials – Maintenance Division

2. What is a FCA? Why is a FCA Important? “Property” Condition Assessment
Specific point in time
Why is a FCA Important?
Facilities management is a numbers game! What is your number?
Do your facilities support your agency’s mission?
How much is the total cost of operation?
Rob’s Notes:
Our clients see the exterior: ceiling, landscape, painting
They comment
We respond with pleasing projects
But what about the heart and lungs of your facilities?
Does your board know the whole story?

3. KITCHELL EXPERIENCE

4. KITCHELL EXPERIENCE Goals and Objectives Maintenance Questionnaire
Receipt of all Documentation
Review Prioritization Categories
Review Report Format
Maintenance Questionnaire
Pre-Assessment Meeting
Client Responsibilities
Client Sensitive Issues
**FOCUS MORE ON BOLD BULLETS

5. KITCHELL EXPERIENCE What are Your Goals?
User defined with consultants’ help
Current condition of facilities’ equipment and sub-assets
Renewal schedule for 5, 10, 20 year forecast
Document for Board level discussions on funding needs
Long list; what do you do?
Prioritization of projects
Time line and horizon
Recommended funding scenarios
ROB’S SLIDE NUMBER 4 & PRIORITIZATION OF RQM PROJECTS

6. Operational Efficiency (5)
KITCHELL EXPERIENCE
Potential danger to life or property
Emergency (1)
Compliance with legal, regulatory requirements
Life / Safety concerns
Safety (2)
Initiatives consistent with strategic plan
Input from BOS, County staff, citizens
Mission (3)
Operating and Maintenance Costs
Preservation of existing assets
Preventive (4)
Space utilization
Consolidation of services
Cost vs. benefit
Rental reimbursement compared to depreciation recapture
Operational Efficiency (5)
i.e. Painting, carpeting, ceiling tiles
Appearance (6)
Rob’s slide

7. KITCHELL EXPERIENCE FCA Considerations
How will the assessment data be used?
Prioritization Methodology
Quantification of Deficiencies
Uniformat Categorization
Cost Data Source
Cost Escalation
CIP Cycle
Maintenance Planning

8. KITCHELL EXPERIENCE Field Assessment Team ASTM E2018-15
Means of Data Collection
Asset Tagging
Notifying Owner of Fire/Life Safety Issues
*FOCUS ON LAST TWO BULLETS

9. KITCHELL EXPERIENCE Quantified Cost Data
Fire and Life Safety Analysis
ADA Compliance
Seismic Evaluations
Energy and Sustainability Opportunities
Life Cycle Analysis
Understanding How Data will be Uploaded
Focus on BOLD bullets

10. KITCHELL EXPERIENCE High Quality and Usable Data Pilot Report
Capital Improvement Projects
Maintenance Recommendations
Pilot Report
Quality Control Procedures
Communication
Focus on BOLD bullets

11. KITCHELL EXPERIENCE
Asset Tagging
Preventive Maintenance Plans
CMMS

13. KITCHELL EXPERIENCE CMMS Evaluation Current Utilization
Process Evaluation & Recommendations
Digital User Manual
CMMS Training Videos

14. Don’t disregard the message because its bad
Other cost factors associated with correcting a deficiency (i.e., carpet replacement; relocating employees, swing space, moving/lifting furniture, etc.; permitting costs; soft costs (staff time)).
If assets are not barcoded, included barcoding assets in scope of work and tie findings to asset barcodes.
Executive summary should be about the general condition of the building, not an itemized list of the findings in a narrative format.
Reports should include a general floor plan and/or site plan of the facility that ties findings to locations.
Understand your buildings were built BEFORE most of the current technologies
Don’t disregard the message because its bad
Don’t change your Metrix to explain the numbers you want to see
Information is like cheese, if you leave it on the shelf its going to start to stink
Don’t wait for a magic pill to take care of all of the problems
Select Lessons Learned from Leonard Pinson, Project Manager for San Diego County FCAs and Things to Consider from Shelby at SLO County

15. KITCHELL EXPERIENCE Selection Solicitation Scoring Interviews
RFP Development
Goals?
CMMS connection?
Facilities selection from portfolio
We selected buildings over 20 K SF for 1st phase
Lessons learned from others / example contracts
Solicitation
Who do send it to? (research)
RFP review / job walk
Scoring
Criteria?
Cost
Adherence to contract terms
FCA methodology
Qualifications
Interviews
Why should we pick you?
Selection