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 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.
On February 22, 2023, the City Council approved a budget amendment to complete the Facilities Master Plan, Phase I during FY 2022/2023.
On July 12, 2023, MAAS Companies delivered the Facilities Condition Assessment and the Facilities Maintenance Report.
On August 9, 2023, MAAS Companies delivered the Facilities Master Plan, Phase I Final Report – attached to the report.
DISCUSSION:
Phase I Final Report
Facilities Condition Assessment (FCA) – MAAS Companies inspected City facilities and building systems and established a complete inventory and condition assessment to determine deficiencies, replacement costs and risk of failure. These 18 assets have been defined in the table below:
Deferred Maintenance – Within the FCA, there were 30 work items defined totaling $3,271,066 in deferred maintenance costs:
o2 - Town Square Fountain of Life
o7 - Public Works Building M&O
o7 - Parking Structure w/ Solar
o1 - City Hall Bell Tower
o4 - Library
o2 - Commercial Building/Fire Station #3 413
o1 - Fire Station #2, Admin 410
o1 - Panorama Park Restrooms/Storage
o3 - Fire Station #2, 412
o2 - Civic Center/City Hall/Police HQ/Jail
MAAS Companies used the data provided from the FCA to develop a comprehensive plan to include:
•Preventative Maintenance (PM)
-Evaluate current practices and identify gaps or additional work required oCreate a Checklist: Develop a comprehensive checklist with essential daily tasks to be performed.
ASSET NAME RANKING
103 Town Square Fountain of Life Poor
118 Public Works Building M&O Fair
102 Parking Structure w/Solar Fair
105 City Hall Bell Tower Fair
113 Library Fair
108 Commercial Building/Fire Station #3 413 Good
110 Fire Station #2 Admin 410 Good
116 Panorama Park Restrooms/Storage Good
112 Fire Station #2 412 Good
106 Civic Center/City Hall/Police HQ/Jail Good
117 Century Park Restrooms & Storage Good
115 Ocotillo Park Restrooms/Storage Good
114 Soccer Park - Dennis Keat Good
111 Fire Station #1 411 Good
109 Fire Station #3 413 Good
107 Town Square Good
104 City Hall Gym Good
101 Community Amphitheater RR/AV/Electrical Room/Stage Good oInspect the Buildings: Begin each day by conducting a thorough inspection looking for any signs of damage, malfunctioning equipment, leaks, or potential safety hazards.
oClean and Sanitize: Regular cleaning is essential for maintaining a healthy and presentable environment. This includes managing waste receptacles both inside and outside.
oCheck HVAC Systems: Check for proper functioning systems and monitor temperature and humidity levels. Ensure that filters are clean and changed on a regular basis.
oTest Safety Systems: Ensure that all safety systems, such as fire alarms, sprinkler systems, emergency exits, generators and lighting are functioning correctly. Test these systems regularly to ensure they are in good working condition.
oMinor Repairs: Address minor repairs promptly to prevent them from turning into a larger issue.
oMaintain Equipment/Preventative Maintenance: Check maintain equipment to prevent breakdowns or accidents. Perform all preventative maintenance tasks according to the schedule for each piece of equipment.
oWork Orders: Review Work Order status daily to ensure that tasks are completed in a timely manner.
oMaintain Documentation: Keep accurate records on maintenance activities, repairs, inspections, and warranty work.
-Create annual schedules for performing PM work to prevent unexpected equipment failure. Benefits include:
oSaves money
oSaves energy and improves performance
oMore maintenance = less repairs
oKeeps employees happy and comfortable
-Identify current staff or vendors to perform Preventative Maintenance work:
oRecommended Staff Additions:
▪Maintenance Technician I
▪Maintenance Technician II
oRecommended Types of 3 rd-Party Vendors:
▪Boilermaker
▪Carpenter
▪Electrician
▪Elevator Constructor
▪HVAC Technician
▪Maintenance Technician I
▪Maintenance Technician II
▪Plumber
▪Sprinkler Installers
▪Trades Worker
•Current Management Practices Assessment: Document detailed data for each City-owned facility and promote the use of best practices. oEfficient Building Operations – Establish daily practices to optimize building performance, appearance, and overall functionality of facilities. oVendors – To select the most suitable vendor for the services you require, follow a well-defined selection process, establish minimum qualifications, and communicate clear expectations.
oStaffing – Effectively hire, train, and manage facilities maintenance staff to ensure that buildings and equipment are properly maintained. oFacilities Team Training – Implement a comprehensive staff training program to include structured training opportunities, foster professional development, and align the team with best practices in the industry. oBusiness Continuity Plan – Ensure the continuous operation of maintenance services during disruptive events such as natural disasters, equipment failure, or other emergencies
oWork Planning and Control – Develop a work plan to optimize maintenance efforts, minimize downtime, reduce cost and ensure safe operations using a robust data management tool.
FISCAL IMPACT:
The Facilities team is in the process of determining which items can be accomplished with:
•Current staff and budget
•Third-party vendors and existing budget
•Third-party vendors and new budget
Once the analysis is complete, staff plans to come back to staff with an update and a plan to address the work items
FIVE-YEAR STRATEGIC PLAN:
GOAL B: COMMUNITY INVESTMENT
Objective: Cathedral City roads, gateways, public spaces and other city infrastructure are well planned, designed, constructed, and maintained.
Action B-14: Develop and adopt a Facilities Master Plan