Basic Building Condition Assessment

1
Basic Building Condition Assessment Part 2
Prepared for Delivery through AGLEARN
2
Standard Terminology

3
Common Definitions
May be found at the following website

• http//fsweb.wo.fs.fed.us/eng/documents/mtcconst.h
  tm

4
Maintenance

• Maintenance is the act of keeping fixed assets
  in acceptable condition. It includes
  preventative maintenance, repairs, cyclical
  maintenance (component replacement) and
  addressing of statutory requirements needed to
  assure that the asset achieves its expected life.
  Maintenance excludes upgrade activities aimed at
  expanding capacity or changing function.

5
Annual Maintenance (AM)

• Work performed to maintain serviceability or
  repair failures in the year in which they occur.
  It includes preventative and cyclic maintenance
  performed in the year which it is scheduled, as
  well as unscheduled or catastrophic failures of
  components or assets.
• Typically this is the work funded by the
  following extended budget line items CP09, CMFC
  and QMQM.
• OMB allows the agency to estimate this by
  multiplying 3-5 by the Current Replacement Value.

6
Preventative Maintenance (PM)

• Scheduled servicing, repairs, inspections and
  replacement of parts that result in fewer
  breakdowns and fewer premature replacements to
  help achieve the expected life of the fixed
  asset.
• Inspections are a critical part of preventative
  maintenance as they provide the information for
  scheduling maintenance and for evaluating its
  effectiveness.
• A component of Annual Maintenance.

7
Deferred Maintenance (DM)

• Maintenance that was not performed when it should
  have been or when it was scheduled and which,
  therefore was put off or delayed for a future
  period.
• Made up of 4 parts a) cyclic (component
  replacement) b) minor repairs not done when they
  should have been, c) work needed to meet laws,
  regulations, etc as long as the original intent
  of the asset has not been changed, and d)
  functional obsolescence.
• There is no current OMB requirement to report
  annual maintenance, only deferred maintenance.

8
Example of Functional Obsolescence

• From the Facility Master Plan
• This building provides office space for 7
  FTEs. It was originally a garage, but was
  converted to an office in the early 1990s. The
  building was constructed in 1955 and is 440 ft2
  in size. The building is in fair condition.
  Water seepage into the interior after heavy rains
  (gt3) has been a recurring problem. It is
  recommended that it be decommissioned and
  replaced with a modern facility.

Due to its age (gt 50 years) this building needs
to be evaluated for historic significance prior
to demolition.
9
Operations Maintenance (OM)

• The activities and resources required to operate
  and maintain facilities (recreation,
  administrative, etc.) at a level of quality which
  meets management objectives and customer
  satisfaction.
• Costs associated with OM are generally
  recurrent, as opposed to capital investments,
  which are generally one-time and non-recurrent.

10
OM (continued)

• OM is like it sounds, part operations and part
  maintenance
• The maintenance portion, is not DM, it is not all
  of AM, it is just a portion of AM, i.e. that
  portion that is recurrent
• OM is funded by CP09, CMFC, NFRW, QMQM, and a
  variety of other EBLIs

11
Condition Assessment Objectives

12
Purposes of Condition Assessments

• Primary
• serve as physical inventory for the asset
• Show accomplishment (elimination of previously
  identified maintenance work)
• inform its valuation by determining the deferred
  maintenance deduction to be applied to the raw
  replacement value.
• These are primarily financial upward reporting
  functions to allow the agency to adequately
  respond to requests for information and oversight

13
Purposes of Condition Surveys (cont.)

• Secondary
• identify future work needs, serving as a sort of
  periodic reconnaissance of the asset. In most
  cases the actual correction of deficiencies will
  require additional investigation, as there may be
  a number of alternatives as to how to best to
  address them
• serve as an additional opportunity to note
  critical health and safety, environmental
  degradation or other similar conditions which
  need to be addressed immediately.
• These two functions are more targeted to the
  actual day-to-day work activities.

14
How Condition Assessment Data Relates to Building
Value
Subtracting the deferred maintenance on this
building from the current replacement value
computed by I-Web based on GSF gives a truer
picture of its value. It is often the case that
deferred maintenance work items discovered during
condition surveys may never actually be done, as
for example on this building, where the building
may not be really worth repairing, and the
building has been determined to be of low
priority.
15
Coordination with Other Required SurveysSee FSM
7309 44.1 Exhibit 01

• Physical Inventory Every 5 Years
• Condition Assessment Every 5 years
• Health and Safety Inspection Annual, except
  Maintenance Level 1 Buildings
• Quarters Inspections Annual, prior to each
  occupancy
• Facility Performance (Master Plan) Every 10
  years
• Accessibility - Every 3 Years
• Vulnerability Every 5 Years
• Friable Asbestos Materials Annual
• Energy Conservation As Needed
• Pre-Occupancy Prior to Leasing
• ECAP Audits (Internal) Annual
• EACP Audits (External) Every 5 Years
• EMS Annual/Every 3 Years
• EMS Second Party Every 5 Years

16
I-Web vs. Maintenance Management Systems (MMS)

• It has been recognized that INFRA may not be the
  most useful way to handle scheduling of the
  multitude of day to day activities (preventative
  maintenance, minor repairs,) that are often
  needed on a facility
• Instead a more specialized maintenance management
  software is more appropriate.
• We will likely investigate the acquisition of a
  corporate maintenance management system in the
  near future.
• Condition assessment work items should consist of
  removal and replacement of major building
  components. These work items have the most
  impact on the value of an asset.

17
Minor vs. Major Items

• In the past we tended to focus more on minor work
  items when doing condition assessments. As an
  example, one Forest found that approximately 85
  of the maintenance work items which it had
  recorded in I-Web were estimated to cost less
  than 2,000 each, but this only added up to about
  6 in value of the total maintenance work
  recorded for that Forest.
• Therefore it is probably more productive to focus
  on major items when doing condition assessments,
  and keep up with the small stuff on a much more
  regular basis.

18
Minor Items Left Undone Lead to DM

• It should be recognized that usually it is
  relatively minor items left unaddressed that lead
  to deferred maintenance.
• Therefore as a matter of practice these items
  should not be left to be discovered during a
  condition assessment which might occur only on a
  5-year interval.
• Correction of small recurring items such as
  replacing a filter, a burned out light bulb or
  fixing a broken lock should be addressed as
  ongoing operations using appropriate fund
  types.

19
Preventative Maintenance Tips
Replacing furnace filters on a regular basis will
prevent compressor freeze-up, dirty ductwork, fan
failures, etc.
Non-functional exit signs, emergency lighting,
smoke detectors need to be replaced immediately
to prevent loss of life in case of a fire.
Putting off repairing a roof leak or a
waterproofing project may result in mold
infestations that are extremely expensive to
restore to useable condition.
You sure dont want to wait long before you
address this maintenance item!
20
Vegetation Removal

• This is an example of some work that really
  ought to be done as a part of operations
  maintenance (OM) on a regular basis, and if done
  could result in reduced deferred maintenance
  later on.

21
Additional Condition Assessment Objective

• Perhaps the most important objective for facility
  condition assessments beyond those stated above
  relate to the need to have standardized
  inspections across the agency, standardized
  acceptable care, and cost estimates that are
  consistent, repeatable and defendable.
• For the purpose of consistent upward reporting
  this is more important than developing detailed
  construction cost estimates.

22
Consistent Standard of Care

• Standard work items shown on the inspection form
  are representative of a consistent standard of
  repair and/or replacement quality across the
  agency, and should be used whenever possible,
  otherwise custom work items and minor improvement
  needs are available in the system.

23
Consistent Costing Method

• Costing is automated in the I-web module,
  requiring only limited interaction by the user
  work item costs are based on R S Means, an
  industry-standard construction and maintenance
  cost database, with appropriate multipliers
  applied to capture conditions of the Forest
  Service business environment in a consistent
  fashion.

24
Note about costs

• All costs are assumed to be based on contracting,
  with overhead and profit as described in R S
  Means
• Costs may not be indicative of what would be
  encountered using force account, local
  jacks-of-all-trades, brother-in-laws, etc.

25
Consistent Replacement Schedule

• Replacement will be based upon condition as well
  as age and typical expected life.
• Sources of Building Component Data
• R S Means
• Agency Experience

26
Review Question 1

• Which of the following work items would it be
  appropriate to capture in a building condition
  assessment?
• a. Furnace filter replacement
• b. Roof replacement
• c. Window screen repair
• d. Both a and c
• e. Both b and c

27
Review Question 2

• True or False -
• If actual costs for performing a work item are
  known by an inspector those values should be used
  in lieu of the standard costs in the system.

28
Answers to Review Questions 1 2

• Correct Answer to Question 1 b
• Correct Answer to Question 2 False. The
  purpose of using standard work items and standard
  costs is based upon consistency across units.