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DATE:
Placentia City Council
AGENDA REPORT
CITY COUNCIL
CITY ADMINISTRATOR
DEPUTY CITY ADMINISTRATOR / PUBLIC SERVICES & INFRASTRUCTURE MARCH 19, 2024
SUBJECT: STUDY SESSION: FACILITY CONDITION ASSESSMENT AND 10 -YEAR
STRATEGIC ASSET MANAGEMENT PLAN
FISCAL
IMPACT: There is no direct fiscal impact associated with the recommended actions.
SUMMARY:
Pursuant to City Council policy direction, Staff solicited competitive proposals to create a Strategic Asset Management Plan. The heart of the program consists of a facility condition assessment, a 10 - year capital improvement program, and a strategic asset management program that provides for preventative maintenance activities and schedules, asset management registry, and implementation of a new work order software system. Implementing and actively managing this asset management program will allow the City to shift from reactive maintenance to a proactive preventative maintenance posture as well as better plan for near- and long-term capital maintenance and replacement costs. This Study Session will provide the City Council with the results of the citywide facility condition assessment and associated 10 -year capital improvement program (CIP). Based upon City Council direction, the final 10 -year CIP and facility condition assessment will be included within the overall Strategic Asset Management Plan along with a summary of the remaining elements of the program and associated schedule to be completed, which are all designed to ensure proactive maintenance and/or replacement of citywide assets.
RECOMMENDATION:
It is recommended that the City Council take the following actions:
1. Receive and file the Staff report and Presentation; and
2. Ask any questions of Staff; and
3. Review and discuss the next steps to complete the Strategic Asset Management Plan.
STRATEGIC PLAN STATEMENT
There is no specific strategic planning goal or objective associated with this agenda item.
1.a.
March 19, 2024
City Council Agenda
March 19, 2024
DISCUSSION:
Pursuant to City Council policy direction, Staff solicited competitive proposals to create a Strategic Asset Management Plan. Subsequently, on November 21, 2023, the City Council awarded a contract to Bureau Veritas (BV) to prepare a Strategic Asset Management Plan. The heart of the program consists of a facility condition assessment and 10 -year capital improvement program (CIP), an asset management plan that provides for preventative maintenance activities and schedules, asset management registry, and implementation of a new work order software system. BV conducted physical site inspections of all City buildings, facilities, and parks. This Study Session presentation provides a detailed summary of the results of the assessments along with a 10 -year CIP as well as longer term capital improvements and associated costs.
The asset management program is a long-term strategic plan that will be treated as a living document based upon input provided by the City Council. Every year, an internal multi -departmental facility review committee will meet ahead of the annual budget preparation process to review progress made on completing the previous year's scheduled facility capital improvements, discuss changes in facility conditions, reprioritize projects as needed, evaluate project delivery processes while reinforcing the need to apply a high ("Disneyland") attention to detail and quality control, and evaluate the following year's scheduled capital repairs and improvements against available funding. All completed projects included within the 10 -year CIP will be tracked to ensure a historical record is maintained to memorialize the City's progress in addressing long-term capital needs, and all safety concerns have been addressed.
The next steps needed to complete the Asset Management Program is to finalize scheduled preventative maintenance activities for all assets in the City's new registry, transition that data to the City's new asset and work order management software system and train Public Works and Community Services staff on the new software system with a funding roll-out by July 1, 2024 in accordance with the FY 24-25 budget.
Prepared by:
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Samantha Byfield
Public Works Manager
Reviewed and ap • roved:
Damien R. Arrula
City Administrator
Reviewed and approved:
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Luis Estevez
Deputy City Administrator
City Council Agenda
March 19, 2024
Attachment:
1. Presentation
2. Draft Facility Condition Reports
3. 10 -Year Facility Capital Improvement Plan