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ACBO Facilities Task Force Update Facilities Process Streamlining End-to-End Solution

ACBO Facilities Task Force Update Facilities Process Streamlining End-to-End Solution (Edited version for easy download/emailing with most large graphic files deleted) October 22, 2001 ACBO Fall 2001 Conference Anaheim, California. Streamlined Facilities Process Components. State. Local.

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ACBO Facilities Task Force Update Facilities Process Streamlining End-to-End Solution

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  1. ACBO Facilities Task Force Update Facilities Process Streamlining End-to-End Solution (Edited version for easy download/emailing with most large graphic files deleted) October 22, 2001 ACBO Fall 2001 Conference Anaheim, California

  2. Streamlined Facilities Process Components State Local Web-Based Project Tracking System System Wide 5-yr. Plan Facilities Condition Assessment New Priority Criteria State Bonds Prop 39 Whole Buncha Projects Built Sooner !!

  3. Save money by shortening period to complete projects by 2+ years like UC and CSU. Receive lump-sum funding for all project phases in one appropriation like UC and CSU. Improve ability to complete projects on time and within scope & budget. Enter all project information only once online. What are the ($$$$!!) benefits of Facilities Process Streamlining?

  4. What are the ($$$$!!) benefits of Facilities Process Streamlining? • Increase access for TW2 enrollments • Enhance Ability to Obtain Funds • Increase State funds • Successful Local Bond Campaigns • Spend Money Effectively • Allow every district to develop high priority projects for state funding • Comply with Prop 39 requirements

  5. Roll-up Executive Reporting Electronic Procedures Manual Planning Project Management Facilities Management Facilities Condition Assessments What is the end-to-end solution (E2E)? Through a consortium of local districts and the Foundation for the California Community Colleges (FCCC) develop a web-based automated project tracking system to achieve facilities process streamlining that emphasizes:

  6. E2E 1. Rollup Executive Reports (Available on Line) E2E 6. Facilities Condition Assessment E2E 2. eManual E2E 3. Planning E2E 5. Facilities Management E2E 4. Project Management End to End Solution 3D/I & Partners

  7. The FCCC released a RFI on July 1 for a CCC end-to-end solution RFI closed on July 20 with 5 companies responded One company then dropped out After checking references and subcontractors, only 1 company: Could provide the end-to-end solution being sought Had strong, positive references Had California Community College experience The FCCC determined 3D/I met the desired qualifications E2E from 3D/I & its subcontractors will be available through the FCCC by mid-November 2001 How was 3D/I Chosen by the FCCC?

  8. WHY 3D/I? • 3D/I currently performing majority of California Community College’s facilities condition assessments • Completed over 10% of CCC inventory • LA CCD • Los Rios CCD • Santa Monica CCD • Chaffey CCD • Proven history of bond campaign success (LACCD $1.2 billion) • Customizable to each College District’s needs

  9. 50% Program/Project/Constr Mgmt 20% Architecture/Interior Architecture 10% Construction 10% Facilities Evaluation 5% HAZMAT / Environmental 5% MEP Engineering • 3D/I Profile • Established in 1953 • 500 + person firm • Multi-discipline (Full Service) • Ranked 5th largest CM firm in US • 12 major offices • Approaching 1 billion sf of assessment experience over past 5 years Visit us at www.3di.com

  10. Capital Area East End Project Major Project Experience Texas State Capital Pentagon Renovation and Reconstruction Los Angeles School District Carnegie Mellon University New FBI Building Getty Center

  11. Partial list of 3D/I clients Apple Computer Baltimore County Public Schools Brooks Air Force Base, Texas City of Sacramento Department of Defense Commissary Agency El Paso Independent School District Florida State University Alumni Village Galena Park Independent School District, Texas Goose Creek Independent School District Harris County (Houston, Texas) Houston Independent School District Katy Independent School District, Texas Lafayette Schools (California) Los Angeles Community College Los Angeles International Airport Los Rios Community College Mesa (Arizona) Indoor Aquatic Center Monterey Peninsula Unified School District Orange County Public Schools (Orlando, Florida) Pacific Lutheran University Port Arthur Independent School District, Texas Prince George’s County Public Schools Pueblo Sandia Casino (New Mexico) San Antonio Housing Authority San Mateo County Scottsdale Unified School District Solano County (California) State of New Mexico Universities Texas A&M - Galveston Texas Lutheran University The Pentagon Texas Southern University University of Houston West Palm Beach County School District

  12. E2E 1. Roll-up Executive Reporting • Automated Data Collection, Analysis & Management in a Web-based/secure environment • Organizes information, activities and agreements by categories of cost, schedule and scope • Ensures that current, accurate information is available on a near "real time" basis • Gathers and summarizes information for periodic state and local reporting • Incorporates data from any number of separate projects and rolls it up to the level desired for review

  13. E2E 2. Electronic Procedures Manual (eManual) • Just-in-time training for new & existing staff, contractors and consultants • No reproduction costs • One place to access & update • Blend of standardized Best Practices and CCC required procedures • Provides Rules for system operation

  14. On-line links to forms and logs E2E 2. Electronic Procedures Manual (eManual)

  15. E2E 3. Planning • Improves local and systemwide 5-year Capital Outlay and Scheduled Maintenance Plans development • Allows Inventory management • Determines Education adequacy • Allows Energy Analysis • Aids Project development (IPPs and FPPs) • Cost estimating tool

  16. E2E 4. Project Management (provided by Meridian Project Systems, Inc.) • Project Collaboration • Project & contract management and tracking • Web based/secure environment • Integration with planning • Manage procurement strategy • Risk management tool • Bulk Purchase/Horizontal Procurement

  17. E2E 5. Facilities Management • Integrated work order system • Plan & Manage Maintenance crews • Updates planning (closes the loop) • Fixed asset management • Energy Management • Resource Scheduling • Space Analysis • Property and Lease Management

  18. Establishes Life Cycle Cost data model on buildings and systems Develops mandated reports and addresses code issues Creates budgets for correction Prioritizes short term planning issues Identifies long term strategic planning approaches to correct with deferred maintenance and capital renewal issues Defines parity and equity issues between district, campus or individual buildings Supports facility renovation and renewal to protect mission critical teaching, research and support functions Defines facility problems – what is broken and what is missing Develops procurement strategies – bulk purchase plan Primary Basis of Capital Outlay Modernization Priority Criteria score and future prioritization of scheduled maintenance funding E2E 6. Facilities Condition Assessment

  19. Needed Repairs ($) Replacement Value ($) FORMULA: = FCI Needed repairs of 10K EXAMPLE: Facility value 100K 10,000 100,000 = .10 FCI APPA and NACUBO standards: FCI Condition < .05 Good .05 thru .10 Fair .10 > Poor • What is a Facility Condition Index?

  20. LEGEND Underfunding FCI Current FCI Funding Additional FCI Funding 2006 2007 2008 2002 2003 2004 2005 2010 2009 2011 Decision Making Min Goal Or Less

  21. Level 1 Assessment Create life-cycles models on each building from existing records / interviews Walk-thru • 2 common problems: • missing or wrong records • out-of-cycle renewal Life-Cycle Analysis • Solution: • walk every building to confirm assumptions • construction professional to search for out-of-cycle renewal

  22. Level 2 Assessment Create life-cycles models on each building from existing records Walk-thru • Walk every area with assessment team: • Architect / MEP Engineers Life-Cycle Analysis Collect data electronically • Build cost estimates • Develop the deficiency database

  23. Next Steps • Complete – Chancellor’s Office instituting change • Complete – 3D/I systems in place and operating • Incomplete – District input on criteria for system • Incomplete – Develop Centralized System • Incomplete – Districts join 10 million+ square feet Facilities Condition Assessment Group Discount (can redirect savings from Scheduled Maintenance projects to help offset cost, upon approval of Chancellor’s Office) • Incomplete – Start Facilities Condition Assessment data gathering • Incomplete – Fully integrate data and Centralized System

  24. 1. Centralized System Setup/Development

  25. 2. Facility Condition Assessment Group Discounts(Goal: More than 10 million sq feet Group Participation)

  26. 3D/I Software Services Fees

  27. Meridian Project Systems, Inc. “Project Talk” Collaboration Software FCCC Monthly Service Fee per User

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