Building Condition Assessment and Documentation Part I Introduction

1
Building Condition Assessment and
DocumentationPart I Introduction
3 Day Course Prepared for Presentation at ESRU,
March 10-12, 2008 Edited for Presentation at
National Facilities Meeting, April 30-May 2, 2008

• Randy Warbington, PE
• Facilities Program Manager
• Southern Region
• USDA Forest Service

Mark McDonough, PE Assistant Station
Engineer Southern Research Station USDA Forest
Service
2
Welcome and Introductions
National Facilities Engineering Meeting USDA
Forest Service

• Who we are
• Who you are, where you are from
• Why you are here
• What you hope to learn this week

the first convention center in the nation to
receive the U.S. Green Building Councils LEED-EB
certification
Portland, Oregon
3
Safety Minute

• One tool regularly used in building condition
  assessment work is a ladder therefore we will
  do a safety minute today on Ladder Safety.
• Each year about 50 workers are killed by falls
  from ladders.
• Twice as many falls occur stepping down compared
  to going up ladders.
• The main cause of falls from straight and
  extension ladders is sliding of the ladder base.
  
• Proper angle for a leaning ladder should be such
  that the distance from the support to the base is
  ¼ of the height.
• For self-supported ladders or stepladders, the
  main cause is tipping sideways.
• A lot of workers carrying ladders hurt their
  backs. If possible use two people to carry if
  the ladder is long.

4
Quiz on Proper Use of Ladders

Are there any problems here?
5
Course Training Objectives

• Learn how to properly conduct condition
  assessments on Forest Service buildings using new
  agency protocols
• Learn how to properly document building condition
  assessments by correctly recording the applicable
  header information, standard and custom work
  items and quantities
• Learn how to properly input building condition
  assessment data into I-Web for further
  processing, including automated costing of needs,
  leading to a determination of building value that
  is adjusted based upon its condition
• Gain some insight in operating, maintaining and
  managing public facilities

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Target Audience

• Forest Service engineers, engineering
  technicians, recreation technicians and other
  forest, district and lab and station employees
  designated to conduct building condition
  assessments and input data into I-Web
• Contractors employed to conduct condition
  assessments on Forest Service buildings
• Line Officers who desire an overview of the
  building condition assessment process may also
  find this course of interest

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When and How

• Training on the new agency-standard protocols is
  desired prior to conducting condition assessments
  on buildings beginning in FY 2008
• Two types of training (differences will be
  discussed later)
• AGLEARN short course for basic buildings
• no pre-requisites completion of it is adequate
  for basic inspectors
• Full 3-day classroom and field trip course for
  complex buildings
• 3 day course plus construction certification in
  the Buildings category
• Courses shall be included in the training plan
  for all employees who will be conducting basic
  or complex building condition assessments
• Certificate of completion will be provided for
  both levels

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Forest Service Buildings
9
Summary of Forest Service Building Inventory

• There are 40,000 buildings owned by the Forest
  Service, most of which are located on a National
  Forest, an Experimental Forest or at a Research
  Station
• They range in size from less than 25 to over
  100,000 square feet of floor space
• Over 30,000 of these Forest Service buildings
  fall in the smaller end of the spectrum, and are
  classified in I-Web as sheds, shelters,
  barns or pit and vault toilets

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Definition of a Building

• From FSH 7509.11, section 05, a building is
  defined as a structure to support, shelter, or
  enclose persons, animals, or property of any
  kind.
• Bird houses and dog houses are not buildings
• A tent is not a building

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Buildings (FS-Owned)
31,3340,000 SF CRV gt 5.4 Billion 464,000,000 of
DM 8.6 of Total Value
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Most are Old Many are Historic
Data from 2000
13
Forest Service Building Value and Condition by
Unit

https//iweb.fs.usda.gov/cdwreports/Buildings_subc
ategory_fci_fy04.xls
Note this is a secure link, therefore you must
be logged into eAuthentication for it to work.
Also note that the s on the left side indicate
that you can drill down to the unit of interest.
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More Being Added Every Day
15
Basic and Complex Buildings
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Buildings classified as Basic

• These buildings generally coincide the ones
  classified in I-Web as sheds, shelters,
  barns and pit and vault toilets, although
  certainly some barns and shelters especially
  would be classified as Complex due to the
  presence of heating, plumbing and/or electrical
  systems in them.
• For the purposes of conducting condition
  assessments Basic buildings are defined as
  those buildings having no HVAC (heating,
  ventilation and air conditioning), no plumbing
  and no electrical.

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Pictorial Examples of Basic Forest Service
Buildings
Barn
Storage Shed
Vault Toilet
Vault Toilet
Storage Shed
Moldering Privy
Moldering Privy
Trail Shelter
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We really have a lot of these!
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Complex Buildings

• For the purposes of conducting condition
  assessments complex buildings are defined as
  those buildings having one, two or all of the
  following components electrical, heating,
  ventilation air conditioning, or plumbing.
• Only about 1/3 of the Forest Services 40,000
  buildings recorded in I-Web would be classified
  as complex for this purpose the rest are
  basic
• The AGLEARN course is the only required training
  for performing condition assessments on basic
  buildings required of all building inspectors
• To conduct condition assessments on complex
  buildings completion of this 3-day course is
  required, as well as certification as a
  Buildings construction inspector

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Pictorial Examples of Complex Forest Service
Buildings
Office
Barn
Office
Bath House
Vault Toilet
Office
Kiosk or Shed
Lab
Shelter
Bunk House
21
Portable Buildings

• There has been some confusion and
  miscommunication over how to classify portable
  buildings real or personal property?
• Generally real property is defined as Any
  interest in land, together with the improvements,
  structures, and fixtures, including prefabricated
  movable structures such as Butler-type storage
  warehouses and quonset huts, and house trailers
  with or without undercarriages, and appurtenances
  thereto, under the control of any Federal agency
• When designated by the agency for disposition
  separate from the land which underlies them,
  portable buildings convert from real to personal
  property
• Portable buildings may require condition
  assessments to inform their value whether they
  are considered to be real or personal property
• Portable buildings which are real property must
  be input into I-web and be maintained with
  appropriate maintenance funds
• Once they become identified for disposition and
  become personal property they should no longer be
  assessed maintenance fees.

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Pictorial Examples of Portable Forest Service
Buildings
Real Property
Real Property
Barn
Vault Toilet
Kiosk or Shed
Shelter
Portable Toilets
Not yet considered Real
Not Real Property
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Temporary Buildings

• May be simple, complex, or portable
• Portable storage buildings and tents are examples
• No indication that the FSM addresses temporary
  buildings or promulgates different construction
  or maintenance standards for them
• The assumption is that a temporary building would
  not be stored in the I-Web Inventory System, be
  assessed CP09 or other maintenance fees How
  long is temporary?
• Temporary buildings might require condition
  inspections, but as the buildings would not be
  inventoried in I-Web, would not need condition
  assessments

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Pictorial Examples of Temporary Forest Service
Buildings
Plastic Storage Building
Mobile Tanker Base
Tent
Temporary Office
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How would you classify this one?
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Buildings (Leased)

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Buildings (Leased)

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Laws, Standards, and Direction Applicable to
Facility Management

Architectural Barriers Act Accessibility
Guidelines July 23, 2004
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Life Safety Code NFPA 101

• Deals with both existing and new occupancies.
• Deals with Safety issues, especially as relates
  to fire protection, safe egress, etc.
• Updated on a 3 year cycle.
• An Occupancy Code, not a Building Code
• Building Codes are primarily construction
  standards - they are not really very useful or
  applicable as condition assessment standards.

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International Property Maintenance Code

• Provides standards for maintenance
• An International Code Council (ICC)
• product
• Once again, condition assessments are not
  primarily looking for building code violations,
  instead they are more targeted to upkeep and
  condition, so this code is very applicable

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OSHA Standards for Workplace Safety

• Although not the major focus, this certainly is a
  standard you should have some familiarity with.
• Covers almost any type of workplace situation you
  are likely to encounter.
• http//www.osha.gov/pls/oshaweb/owastand.
  display_standard_group?p_toc_level1p_
  part_number1910

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Others Related to Employee HS

• Forest Service Health and Safety Code Handbook
  http//fsweb.wo.fs.fed.us/directives/fsh/6709.11/
• Quarters Rental Handbook http//fsweb.wo.fs.fed.us
  /directives/fsh/6409.11/

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Accessibility Standards ADA/ABA

• ADA/ABA is concerned with adequate clearances,
  slopes, heights, etc. to allow a wide diversity
  of users to be able to manipulate controls and
  devices and negotiate routes
• Correcting deficiencies related to accessibility
  may or may not be a component of DM
• If it should have been accomplished post-1968
  through construction or acquisition then it is DM
• If it has been identified as needed to correct
  pre-1968 construction, purchase or alteration
  then it is considered to be Capital Investment
• Available on-line at http//www.access-board.gov/

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Example of Parking Space and Entrance not meeting
Accessibility Standards
Nice new accessible sidewalk, but no curb cut.
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Historic Preservation Requirements

• Executive Orders, such as Preserve America
  require the agency to protect significant
  cultural resources that it owns and manages.
• Secretary of Interiors Rehabilitation Standards
  may apply Visit the following web site
• http//www.nps.gov/history/hps/tps/tax/rhb/stand.h
  tm
• Coordination with SHPO is usually required.
• Conflicts with ADA and other standards must be
  addressed.

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Retrofit of Historic Structure
Often requires coordination with State Historic
Preservation Officer.
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Lead-Based Paint
A typical lead paint situation might be peeling
paint on windows, doors and trim on an older
building such as this one. This is especially a
concern if the building is to be occupied by a
family having small children.

• MTDC provides a good review of lead based paint
  legislation
• Visit
• http//www.fs.fed.us/eng/pubs/htmlpubs/htm96712354
  /index.htm

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Asbestos

• Applicable OSHA standards can be found at the
  following web site http//www.osha.gov/SLTC/asbes
  tos/standards.html
• Cleanup liability needs to be recorded for each
  facility

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Mold

• Information available at the following sites
• http//fsweb.mtdc.wo.fs.fed.us/toolbox/haz/haz04.h
  tm
• http//www.inspect-ny.com/sickhouse.htm

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Hazardous Materials Use and Storage

• Everyday Hazmat Users Training Guide
  http//fsweb.mtdc.wo.fs.fed.us/everyday_hazmat/use
  rs_guide.htm

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Funds Available for Bldg Maintenance

• From Appropriations Handbook
• (FSH 6509.11g)
• CP09 for admin and research facilities
• CMFC for maintaining recreation facilities and
  constructing all facilities over 250,000
• CMII for addressing deferred maintenance
• RSI for DM on recreation fee sites, next 5
  years
• QMQM for quarters

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Funds for Maintenance of Facilities

• 41.10e - Maintenance of Facilities CMFC CP09
• Includes both annual and deferred maintenance on
  all facilities in the Forest Service inventory,
  such as
• 1. Administrative sites, offices, service and
  general purpose storage buildings, warehouses,
  recreation facilities, research facilities,
  nursery and tree improvement buildings, airports,
  heliports, lookout towers, fire management
  facilities, dams and fences
• 2. Associated sewer, water, electrical, and
  telephone systems and other related facilities.
  
• 3. Do not charge CMFC for maintenance of
  special purpose buildings and equipment, such as
• a. Maintenance of radios and the radio system
  that are charged through the
• cost allocation process.
• b. Maintenance of general-purpose buildings
  when a significant portion of
• the building benefits other funds, such as
  Knutson-Vandenberg (K-V), brush
• disposal (BD), or salvage sales.

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Use of CP09 Funds (from PBA)

• Funds are to be used for maintenance, repair and
  disposal of admin buildings, major visitor
  centers, water and wastewater, dams, fire
  facilities, etc. not associated with developed
  recreation sites.
• Focus funds to maintain mission critical
  facilities (identified in FRPP) in good
  condition.
• It is not expected that funds will be returned to
  where they are collected in the same proportion,
  CP09 is just an assessment system for maintaining
  non-recreation facilities in general.

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Use of NFRW Funds

• 31.13 Recreation/Heritage/Wilderness (NFRW)
• Use NFRW for the management and operation of
  developed and general forest recreation sites and
  activities communication/education/interpretation
  of all Recreation, Heritage and Wilderness
  programs administration of recreation special
  use permits management of Congressionally
  designated areas, Wild and Scenic Rivers, and
  National Forest designated Scenic Byways visual
  resources management management of wilderness
  resources and the management of heritage
  resources.

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Use of CMFC Funds

• 41.10 - Facilities Capital Improvement and
  Maintenance (CMFC)
• This program is for any capital improvement
  project or the maintenance of facilities already
  in existence in the Forest Services inventory of
  assets or intended to be included in the
  inventory of assets.

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Additional Direction from PBA Primary Purpose
Guide
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Funding Balance Sheet

• Agency Facility Maintenance Need (annually)
• Based on 2-4 of CRV
• 0.03 5.4 billion 162 million (buildings
  only)
• Agency Facility DM 460 million
• 2008 Funds Available for Maintenance work
• CPO9 43.6 million assessed (45 million
  ceiling)
• CMFC Maintenance (FY08) 59.8 million
• QMQM (FY08) 8.1 million
• Totals ((08) 111 million (buildings, water,
  wastewater, dams, air tanker bases, etc.)

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Comments

• Our buildings are not typical, maybe 4-6 is more
  typical due to harsh exposures, remote
  environments, etc.
• CP09 covers dams, water and wastewater systems,
  and other administrative facilities as well as
  buildings
• CMFC covers all recreation facilities, not just
  buildings

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What does this mean in words?
From the 2005 Building Block Plan (agencys
portion of USDAs asset management plan)

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Political Climate Related to Facility Management

• OIG Audits, Agency Action Plans, Funding

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OIG Report of June 1998
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OIG Report of July 1998
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Forest Service Response

• Protocols were developed to address the concerns
  highlighted by the OIG reports
• Between 1998 and 2005 the agency conducted
  condition assessments and input the data into
  INFRA covering some 122,727 of the 145,132 assets
  it controlled in the categories which were
  audited by OIG

54
OIG Audit of Forest Services Financial
Performance of 2006

• OIG audit 08601-02-HY
• http//www.usda.gov/oig/ webdocs/08601-02-HY.
  pdf

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Excerpt from the Audits Executive Summary

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2007 OMB Assessment Report (PAR)

• http//www.whitehouse.gov/omb/expectmore/detail/10
  000450.2007.html
• http//www.whitehouse.gov/omb/expectmore/summary/1
  0000450.2007.html

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PAR Scorecards
In 2007 USDA still has a red in financial
performance
In 2001 almost every agency was red
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Specifically for the FS What did the PAR
indicate? What does the Red mean?

• The Forest Service is unable to accurately and
  completely determine the current condition of
  facilities, roads, and trails and the estimated
  cost to correct any deficiencies. The lack of
  accurate condition Assessments leads to instances
  where funds are not provided to best meet program
  needs and purposes.

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Agency Action Plan

• http//www.whitehouse.gov/omb/expectmore/summary/1
  0000450.2007.html
• Related to the task at hand (condition
  Assessments) the Forest Service agreed to the
  following

60
Break

• 15 Minutes