BACKGROUND:
On January 22, 2022, the City Council held a Planning and Goal Setting Workshop to establish the City’s 2022 priorities. On February 16, 2022, the City Council adopted Resolution 2022-09, to memorialize the priorities discussed in the goal setting session.
As described in the resolution, many of the goals identified by the City Council can be achieved with existing resources, however, in those cases where additional resources are required, the staff would present City Council with options via the budget amendment process. As it relates to the Facilities Department, the priority was to develop and adopt a Facilities Master Plan.
A year ago, our Facilities Superintendent announced his retirement, now postponed and scheduled for October 28, 2022. The city has benefited greatly from a 24-year Facilities Superintendent, who knows the buildings, their sophistication/nuances, with a knowledge base of keeping these assets in good condition in the most cost-effective way possible, especially given the city’s financial struggles over that same time period.
The downside, we have had limited staffing and administrative resources for many years as a backfill for this experience, but also to be proactive in the planning and development of a long-term facilities master plan, which includes several components.
DISCUSSION:
Not only identified as part of the goal setting but an element to the city’s 5-year strategic plan, to move forward with the development of a Facilities Master Plan, several steps will need to be accomplished:
•Facilities Condition Assessment (FCA) – Inspect all facilities and building systems to establish a complete inventory and condition assessment to determine deficiencies, replacement costs and risk of failure. •Based on the FCA develop a comprehensive Deferred Maintenance program to identify asset replacements and system renewals and the associated costs. •Facilities Management Plan to develop strategies for maintaining facilities through preventative maintenance, implementing deferred maintenance projects to eliminate the risk of failure, and establishing benchmarks for performance improvement.
While seeing the challenges in today’s job market as well as evaluating city needs, condition of our facilities, 24-hour response to support police and fire operations, gaps in resources and expertise to meet certain demands, staff has explored the various professional service companies and consultants to accomplish the completion of a Facilities Master Plan. Discussions have taken place with several Facilities Services companies that specialize in various aspects of Facilities Management and the corresponding disciplines required to maintain public facilities with the experience of preparing a Facilities Master Plan with these required components. Such discussions have occurred with companies as Alpha Facilities Solutions, Source America, Integrated Facilities Services, Facilities Maintenance USA, Shine Facilities Services, Spectrum Facility Maintenance, and MAAS Companies Inc. The only company which responded with a proposal was MAAS, predominantly due to inadequate staffing and resources available in the Coachella Valley. MAAS is currently doing business in the Coachella Valley with the resources to meet the needs of the city.
Founded in 1987 in Riverside County, MAAS has been serving public entities throughout California for over 35 years. Locally, MAAS has been managing facilities and project management for College of the Desert’s bond-financed facilities construction projects for near 20 years. MAAS provides comprehensive facilities services, including master planning, staff augmentation and consulting. From comprehensive Program, Project, Facilities and Construction Management services to Facilities IT specialists that have developed Facilities management software. MAAS team includes program and project managers with degrees and/or licenses/certifications in Architecture, Engineering, Interior Design, Construction and Facilities Management and all project delivery methods.
Although the attached proposal outlines two phases, at this time we are recommending we move forward with phase I only, consisting of the following:
Phase I
Develop a comprehensive overview for all City-owned buildings and systems. Plan will include preventative maintenance; asset management; long-term life cycle planning; capital improvements; and estimated associated costs.
Initially, complete:
•Facilities Condition Assessment (FCA) – Inspect all facilities and building systems to establish a complete inventory and condition assessment to determine deficiencies, replacement costs and risk of failure.
MAAS will use the data provided from the Facilities Condition Assessment (FCA) to develop a comprehensive plan to include:
•Preventative Maintenance (PM)
Identify current practices and schedule of PM activities Evaluate current practices and identify gaps or additional work required Create annual schedules for performing PM work to prevent unexpected equipment failure
Identify current staff or vendors to perform PM work
•Deferred Maintenance
Based on the FCA develop a comprehensive Deferred Maintenance program to identify asset replacements and system renewals and the associated costs.
•Current Management Practices Assessment
Document detailed data for each City-owned facility and current best practices.
FISCAL IMPACT:
Schedule to complete Phase I is approximately 14-16 months in the amount of $247,000.
FISCAL YEAR
BUDGET
AMENDMENT AMOUNT ACCOUNT NUMBER
2022-2023 General Fund $ 75,000 100-400-480-8600-8601
2023-2024 General Fund $ 172,000 100-400-480-8600-8601