CASE STUDY OF COLLEGE OF THE DESERT S COMPUTER AIDED FACILITY MANAGEMENT IMPLEMENTATION

Transcription

1 CASE STUDY OF COLLEGE OF THE DESERT S COMPUTER AIDED FACILITY MANAGEMENT IMPLEMENTATION Ron Beeler Ava Hill Steve Renew Director, Facilities Services Kimon Onuma Principal Patrick Daniels Senior Project Manager Scott Hair Division Director 1

2 Of COLLEGE DESERT The Need Vision Execution 3 Of COLLEGE DESERT The Palm Desert, California 2

3 College of the Desert PROJECT SCOPE Main Campus Mecca Campus 3 Buildings, 14,807 ft 2 Facilities Condition Assessment Equipment Inventory HVAC Component Level Assessment Equipment Inventory Preventative Maintenance Populate SchoolDude Database Main Campus 52 Buildings, 412,249 ft 2 Facilities Condition Assessment Equipment Inventory HVAC Component Level Assessment Infrastructure Assessment Equipment Inventory Preventative Maintenance Populate SchoolDude Database Mecca Campus Salton Sea Timeline CAPITAL PLANNING CHRONOLOGY INFORMATION Spring 2011 Private Webcast: Work order management Preventive maintenance INITIALIZATION Summer 2011 Purchased: MaintenanceDirect PMDirect EXECUTION Spring 2013 Alpha Performs Assessment Fall 2010 Webcast: Capital Planning in Higher Education Fall 2010 Webcast: Best Practices in Higher Education Capital Planning Fall 2012 Purchased PlanningDirect, now tracking over $13million in capital needs Fall 2012 Evaluating partnership with Alpha to perform assessment and database population Summer 2013 Data compiled and reported Fall 2013 Data Integrated into FUSION TIME

4 Identify, measure, manage 7 We are business consultants that focus on optimizing the financial performance of real estate portfolios MBAs ACCOUNTANTS ARCHITECTS CIVIL ENGINEERS MECHANICAL ENGINEERS STRUCTURAL ENGINEERS CONSTRUCTION MANAGERS FACILITY MANAGERS COMPUTER PROGRAMMERS PROJECT MANAGERS 4

5 Planning ARE YOU CAPITAL PLANNING? Analyzing a portfolio to identify opportunities for optimization CAPITAL BUDGETING: PLANNING: Reconciles Anticipates intermediate financial needs considerations based a predetermined over an extended revenue stream. forecasting period, and coordinates with projected expense and revenue streams. Fiscal Cost needs of capital of a portfolio Depreciation Operations and maintenance Organizational Deferred maintenance risk (Liability) Return Prioritizes on investment remedies Predictions based on the statistical present condition probability and of historical failure Legitimizes performancefundraising (Bonds) Source: Registration Survey for Capital Planning and Forecasting for Educational Facility Funding Needs Asset Management LIFECYCLE CURVES USEFUL LIFE 100% DESIGN LIFE (REGULAR PREVENTATIVE MAINTENANCE) EXTENDED LIFE PERFORMANCE Adequate Level of Performance (Repair Low Probability of Failure) EXPIRED Inadequate Level of Performance (Replace High Probability of Failure) EXPIRED EXPIRED Minimum Acceptable Level of Performance (Specified by Client) 0% TIME EXTENDED LIFECYCLE CURVE 5

6 Facility Condition Assessment DATA COLLECTION + HOSTING Facility Condition Assessment WORKFLOW TIMELINE FIELD PREPARATION Map Facilities Coordinate Spaces with FUSION Client Questionnaires Prep Database & Field Tools FIELD WORK Interviews Review Exiting Records Assessments Equipment Inventory REPORTING Quality Control Data Manipulation Database Population Preventative Maintenance Draft Report Production Client Review and Feedback Final Report Production FUSION COORDINATION Export Facilities Data to FUSION Validate Data Transfer DATABASE Data Hosting and Training ONUMA 2 4 wks ALPHA 2 wks ALPHA 2wks 16 Weeks SchoolDude ALPHA 6wks 2 wks 2wks 6

7 Facility Condition Assessment FCA WORKFLOW DATA HOSTING Design Construct Maintenance Repair Replacement STANDARDS DEVELOPMENT Set Standards Review Records Interview Staff Project Controls ASSESSMENT Perform Field Assessment Document Deficiencies Analyze Data REPORTING Host Data Report PLANNING Develop Projects Secure Funding EXECUTION Solicit Retain Execute Update Database Field Work DATA MIGRATION DATA CAPTURE 7

8 Field Work DATA MIGRATION Data Collection and Storage EQUIPMENT INVENTORY 8

9 Data Collection and Storage PREVENTATIVE MAINTENANCE Facility Condition Assessment REPORTING FINDINGS 9

10 Terminology FACILITY CONDITION INDEX Cost Assumption Rough Order of Magnitude (ROM) cost estimate provided for the replacement of systems at the end of useful life. R.S. Means (2013) regionally adjusted cost indices utilized to obtain pricing. FCI = 70% Facility Condition Assessments Repair? Re-task? Replace? 10

11 Facility Condition Index FACILITY SUMMARY Facility Condition Index FACILITY SUMMARY Cumulative Cost of Annual Facility Needs Cost of needs that are Immediate and Urgent Cost of needs that are routine Average Funding Need: $74,818/ year 11

12 FACILITY SUMMARY Facility Condition Index FACILITY SUMMARY Facility Condition Index Table 144. Current Needs: Itemized Component Deficiencies (Level 2) V Dawson House President s Residence Table 145. HVAC Summary of Findings V Dawson House President s Residence 12

13 Facility Condition Index PORTFOLIO SUMMARY Facility Condition Index PORTFOLIO SUMMARY Cumulative Cost of Annual Facility Needs Cost of needs that are Immediate and Urgent Cost of needs that are routine Average Funding Need: $1.4M/ year 13

14 PORTFOLIO FCA Facility Condition Index Consider for Renewal (<40%) Facility Costs by Reporting Period 2013 costs per Facility 2018 costs per Facility Acceptable Condition Index (>80%) PORTFOLIO COSTS Facility Condition Index Cost Alert Threshold >$250,000 Facility FCI by Reporting Period 2012 FCI per Facility 2017 FCI per Facility 14

15 Identify, measure, manage Provides operations software for colleges and universities, school districts & independent schools Over 1,000,000 users everyday use SchoolDude Launched Software as a Service (SaaS) in May, 2001 Building solutions for education since 1984 Based in Cary, North Carolina 200+ employees Pure SaaS business model In the Cloud 15

16 31 PlanningDirect Centralize data Forecast future facility scenarios or need proposals Graphs and reports Integrates with MaintenanceDire ct work orders and equipment 16

17 PlanningDirect V DAWSON HOUSE: FACILITY PlanningDirect PORTFOLIO SUMMARY 17

18 PlanningDirect V DAWSON HOUSE: SYSTEMS INTEGRATING LIFECYCLE CONSIDERATIONS INTO THE DESIGN PROCESS STEVE RENEW College of the Desert Director Facilities Services PATRICK DANIELS Alpha Facilities Solutions AIA, NCARB, LEED AP BD+C & O+M, CSI CCCA, EDAC, CMAA CMIT, IFMA CFM SCOTT HAIR SchoolDude Division Director RON BEELER Facilities Planning & Program Services, Inc. SBA 8(a) Certified SDVOSB (Service Disabled Veteran Owned Small Business) Texas HUB SCTRCA (South Central Texas Regional Certification Agency) MBE (Minority) 18

19 Facility Condition Assessment FUTURE TECHNOLOGIES SENSITIVITY ANALYSIS Facility Condition Assessment 0 YEARS FUNDING 100% 80% 60% 40% 20% 0% 19

20 Reporting Facility Condition Assessment DESIGN USERS DESIGN TEAM Architect DIMENSIONS x3 Dimensions SOFTWARE VISUALIZATION MAYA VIS 3D MAX GOOGLE SKETCH UP PRODUCTION REVIT MICROSTATION ARCHICAD BIM Production BUILD Engineer CONTRACTOR x4 Dimensions x5 Dimensions COORDINATION REVIT MICROSTATION ARCHICAD SCHEDULING & PRICING PLUG-INS CUSTOM SOFTWARE FIRST COST <20% OPERATE OWNER TEAM x6 Dimensions x7 Dimensions OPERATIONS COBie ENTERPRISE CAFM CMMS FCA DATABASE OWNERSHIP COST >80% 20

21 Cost Modeling BIM PRESCRIPTIVE ESTIMATING $17, days Foundation $50/Cubic yard 5 hour/cubic yard 50 Cubic yards $2,500 (Cost) 250 hours (Time) Wall $10/Linear foot.5 hour/linear foot 1,000 linear feet $10,000 (Cost) 500 hours (Time) Roof $50/Square foot 1 hour/square foot 100 Square feet $5,000 (Cost) 100 hours (Time) Cost Modeling BIM PREDICTIVE ESTIMATING Roofing System: 100,000ft 2 EXPENSE $1M $750K $500K $250K Operation & Maintenance Cleaning Inspection Repair $.025/ft 2 = $2,500/yr $ YEARS Installation Rejuvenation Demolition Demolition $10/ft 2 = $1M Flood Coat $50,000 $50,000 Seal & Patch Reinstallation Reinstallation $.015/ft 2 = $1500/yr $+1M $+1M 21

22 Cost Modeling BIM PREDICTIVE ESTIMATING EXPENSE TIME EXPENSE PROJECTED COST OF EXPIRED BUILDING SYSTEMS Predicting 85% of the Value of Lifecycle Costs, in addition to the 15% First Cost HVAC, $11.29M Electrical, $9.21M Interior Finishes $6.20M Other, $4.91M Plumbing $4.52M TIME 22

23 INTEGRATING LIFECYCLE CONSIDERATIONS INTO THE DESIGN PROCESS STEVE RENEW College of the Desert Director Facilities Services PATRICK DANIELS Alpha Facilities Solutions AIA, NCARB, LEED AP BD+C & O+M, CSI CCCA, EDAC, CMAA CMIT, IFMA CFM SCOTT HAIR SchoolDude Division Director RON BEELER Facilities Planning & Program Services, Inc. SBA 8(a) Certified SDVOSB (Service Disabled Veteran Owned Small Business) Texas HUB SCTRCA (South Central Texas Regional Certification Agency) MBE (Minority) 23