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, staff presents 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.
On October 12, 2022, the City Council approved a contract with MAAS Companies to complete Phase I of the Facilities Master Plan.
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 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 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.
Due to a variety of factors related to available resources associated with COVID 19, the original completion schedule of Phase I was 14-16 months thus it was anticipated only $75,000 would be needed for FY 2022/2023 and the remaining amount of $172,000 would occur in FY 2023/2024. The good news is the completion schedule has moved along with better than expected progress and we are now scheduled to complete Phase I by the end of this Fiscal Year. Subsequently, we anticipate presenting a report to City Council in the first quarter of FY 2023/2024.
Upon the completion of Phase I and the presentation to City Council, we will subsequently present for consideration the plans for Phase II of the project.
At the October 12, 2022, Council meeting, we outlined two phases of the project:
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 the 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 FCA to develop a comprehensive plan to include:
•Preventative Maintenance (PM)
oIdentify current practices and schedule of PM activities oEvaluate current practices and identify gaps or additional work required oCreate annual schedules for performing PM work to prevent unexpected equipment failure
oIdentify 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.
PHASE II
Present to Council for consideration after Phase I completion with plans for MAAS to complete their work on a time and material basis.
Policies and Procedures
Coordinate with City Administration to develop policies and procedures for City-owned facilities. Proposed policies may include:
•Facilities Space Modification Requests – Develop a comprehensive process for submitting requests, project feasibility, cost estimates for improvements, code compliance, architectural review, and approval process. •Facilities Policy on Performing Work – Develop a policy to clearly define the requirements for performing work on city-owned facilities to ensure work is done by experienced or licensed professionals to perform work. Also, ensure work is contracted in accordance with City policies, State of California requirements and registered with the Department of Industrial Relations. •Facilities Services Responsibilities – Develop a policy statement to clearly define the role of Facilities to educate end users. Policy to include typical work performed, work order submissions, replacement cycle for interiors, etc.
Automation Projects
MAAS will develop an RFP to include a scope of work and qualifications for potential vendors for automation projects. Qualified vendors will be screened and provided to the City for their consideration and final approval. MAAS will coordinate with the successful vendor for installation, testing and training for new systems. As requested, this work will be performed on a time and material basis.
•Systems automation to be evaluated for cooling towers, generators, Fountain of Life, and other facilities systems as identified by the City. •Facilities Work Order System to assist with work order management, processing, and data archiving.
Managing Project Bidding and Award Process
Manage the bidding and awarding process to include advertising projects, conducting pre-bid conference, job walks and bid openings, and award contracts to successful bidder.
FISCAL IMPACT:
Original Approval for Phase I:
FISCAL YEAR
BUDGET
AMENDMENT AMOUNT ACCOUNT NUMBER
2022-2023 General Fund $ 75,000 100-400-480-481-8600-8601 2023-2024 General Fund $ 172,000 100-400-480-481-8600-8601 Requested Modification for Phase I:
FISCAL YEAR
BUDGET
AMENDMENT AMOUNT ACCOUNT NUMBER
2022-2023 General Fund $ 247,000 100-400-480-481-8600-8601