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Facility Assessment Training

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Title: Facility Assessment Training


1
Facility Assessment Training
  • Facility Assessment
  • Training and Utilization of VFA.facility
  • for

The Texas Department of Mental Health and Mental
Retardation
2
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

3
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

4
Facility Assessment Training
Basic Concepts
  • Deficiency Backlog
  • Life Cycle Costs
  • Funding Scenarios
  • VFA Methodology

5
Facility Assessment Training
  • Deficiency Backlog
  • Life Cycle Costs
  • Funding Scenarios
  • VFA Methodology

6
  • 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

7
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.

8
Facility Assessment Training
  • Deficiency Backlog
  • Life Cycle Costs
  • Funding Scenarios
  • VFA Methodology

9
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.

10
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
11
Life Cycle Costs - Multiple Scenario Graphs
12
Facility Assessment Training
  • Deficiency Backlog
  • Life Cycle Costs
  • Funding Scenarios
  • VFA Methodology

13
Multiple What-if Funding Models
14
Strategic Planning/Analyses
10-Year Plant Funding Analyses
15
Facility Assessment Training
  • Deficiency Backlog
  • Life Cycle Costs
  • Funding Scenarios
  • VFA Methodology

16
VFA Facility Assessment Methodology
Overall Scope (Big Picture)
  • Set Up Facility Database
  • Establish Survey Criteria
  • Conduct Survey
  • Enter Survey Data
  • Funding Scenarios / Analysis / Reporting

17
Set up Facility Database
Overall Scope (Big Picture)
Campus
Cost Index
Facility Criteria
Building
CAD
Rooms
Assemblies
18
Establish Survey Criteria
Campus
Cost Index
Facility Criteria
Deficiency Criteria
Building
Component Systems
CAD
Rooms
Assemblies
19
Conduct Facility Survey
System Conditions
Campus
Cost Index
Facility Criteria
Deficiency Criteria
Building
Component Systems
Deficiency
Verify Data
CAD
Rooms
Assemblies
Photographs
20
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
21
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
22
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
23
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
24
VFA Facility Assessment Methodology / Review
  • Set Up Facility Database
  • Establish Survey Criteria
  • Conduct Survey
  • Enter Survey Data
  • Funding Scenarios / Analysis / Reporting

25
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..

26
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.
27
VFA Facility Assessment Methodology
  • Set Up Facility Database
  • Establish Survey Criteria
  • Conduct Survey
  • Enter Survey Data
  • Funding Scenarios / Analysis / Reporting

28
Deficiency Criteria
  • Deficiencies are Categorized and Prioritized
    according to the following criteria
  • Deficiency Category
  • Prime System
  • Priority

29
Deficiency Category
  • Building Code Compliance
  • Life Safety
  • Handicap Accessibility
  • Energy
  • Building Integrity
  • Functionality
  • Hazardous Materials
  • Aesthetics
  • Air/Water Quality

30
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

31
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.

32
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

33
VFA Facility Assessment Methodology
  • Set Up Facility Database
  • Establish Survey Criteria
  • Conduct Survey
  • Enter Survey Data
  • Funding Scenarios / Analysis / Reporting

34
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.

35
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

36
VFA Facility Assessment Methodology
  • Set Up Facility Database
  • Establish Survey Criteria
  • Conduct Survey
  • Enter Survey Data
  • Funding Scenarios / Analysis / Reporting

37
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

38
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

39
Building Summary
Pull Down Menus
Calculated CRV/FCI
Building Description
40
  • 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

41
Deficiency Sample
42
Deficiency Sample
43
Deficiency Sample
44
Deficiency Sample
45
Space/Function Association
46
VFA Facility Assessment Methodology
  • Set Up Facility Database
  • Establish Survey Criteria
  • Conduct Survey
  • Enter Survey Data
  • Funding Scenarios / Analysis / Reporting

47
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

48
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
49
Example of FCI Scale
50
Strategic Planning/Analyses
10-Year Funding Analyses
51
  • Reporting
  • Embedded Automated
  • Over 200 Standard Reports
  • User-Specific Reports

52
Embedded Standard Reports
  • Report Selection

Standard Reports, Tailored to Each
Clients Requirements
Click to Send Report to Screen, Printer or as
HTML
53
Deficiencies by Priority
54
Deficiencies by Priority
55
Deficiencies by Priority
  • Issues for
  • years 1
  • and 2

56
Deficiencies by Priority
Includes Contaminate Mitigation - 1.6M
57
Deficiency Identification
  • Categories
  • ADA/Accessibility
  • Aesthetics
  • Building Integrity
  • Code Compliance
  • Energy
  • Functionality
  • Hazardous Materials

58
Deficiencies by Category
59
Deficiencies by Category
60
Deficiencies by Building System
  • Building Systems
  • Site
  • Structure
  • Exterior Enclosure
  • Interior Construction
  • HVAC
  • Plumbing
  • Electrical
  • Other - Hazardous Material Abatement

61
Deficiencies by Building System
62
Additional Capital Renewal Costs
63
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

64
Funding Scenario Analysis
65
Capital Master Planning Systems
Installation/Training/Support
66
Integration with Multiple Systems, Web
Capabilities
67
  • Facility Database
  • Management Systems
  • Facility Audit and
  • Management Services

VFA
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