CITY OF
PLACENTIA
Study Session:
Facility Condition Assessment and
10 -Year Strategic Asset
Management Plan
March 19, 2024
III .. •.m 11►\\U ' ` \\
Presentation Outline
• Bureau Veritas Background and Qualifications
• Project Scope of Work
• Facility Condition Assessment Process and Reporting
• Facility Condition Analysis
• 10 -Year Strategic Asset CIP Plan, Longer Term Capital Needs
• Next Steps
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FOUNDED IN 182b
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Oil & Gas
Building &
Infrastructure
Power & Utilities
Building
Assessment &
Project Mgmt
Elevators &
Escalators
Commissioning
Pressure Vessel
Jurisdiction
Construction
Compliance
Project Management
Transactional
Asset Management
Strategic Asset Management Plan
• Facility Condition Assessment
• 10 -Year Capital Improvement Program
• Strategic Asset Management Program
• Preventative Maintenance Activities ark Schedules
• Asset Management Registry
• Implementation of new Work Order System
• Will allow the City to shift from reactive to proactive maintenance Better plan for near and long-term capital maintenance/replacement
SCOPE OF WORK
Kick -Off
Phase
• Kickoff Meeting
• Review Documents
• Scheduling
• Interviews and
Questionnaires
•
Field
Phase
• Building Inspections
• Record Assets &
Condition
• Apply Barcode Tags
to Equipment
• Identify Deficiencies
Reporting 1111, Final
Phase Deliverables
•Deliver Draft Facility
Reports
•Cost Estimates
•Expenditure
Forecasts
•FCI - Facility
Condition Index
•Equipment Inventory
-Deliver 10 -Year CIP
•Present Findings
•Risk Analysis
•Needs Analysis
• Deliver Final Reports
•Transition Assets to
Asset Essentials
• AssetCALC
Database Delivery
• Preventive
Maintenance
Schedules and
Activities
Facility Condition Assessment Purpose
• Record condition of facilities and major components
• Identify immediate and long-term needs
• Provide risk and needs analysis
• Estimate replacement costs for upcoming years
Sample Facility Condition Report
FACILITY CONDITION ASSESSMENT
PI'Veted for
City of Placentia, Citywide Asset Management Program
401 E Chapman Ave
Placentia, CA 92870
Samantha Byfield
City Hal! (with Police Station)
401 East Chapman Avenue
Placentia. CA 92070
PREPARED BY:
Bureau Vrle4::
6021 Unmersrty Sou,evard. SJ+oe 200
Elhoo# Com% MD 22043
Boa733 0660
AWN' u3 borcauvwnra: cpm
8V CONTACT:
f.r,:haat Chaney
Program Manager
800 723 0660 x7297980
2215O4 charw hurwauvwr..ac Com
RV PROJECT M
165429 22R000.001 467
DATE OF REPORT -
March 5, 2024
ON SITE DATE:
February 5 2024
Asset and Condition Summaries
Significant/Systemic Findings and Deficiencies
Historical Summary
The City Hall with Police Station facility was originally constructed in 1974. vrith a limited renovation performed in recent years. The Police Station department shares this building with the City Hall.
Architectural
The exterior vralls are a combination of CMU block and painted stucco. The root coverings include sloped concrete tiles and a flat modified bitumen roof In general, the structures appear to be sound, with no significant areas of settlement or structural -related deficiencies observed Interior finishes vary in age and have been well maintained throughout the facility. Other finishes have been replaced as needed and are anticipated for lifecycle replacement based on useful life and normal wear. Ho,, ever, the building is scheduled to undergo major renovation vrith several additions in the next few years. This should improve the performance of most components of the building. Some of these components, such as HVAC. electrical, plumbing and roofing, are reaching or have reached the end of their lifecycle
Mechanical, Electrical, Plumbing and Fire (MEPF)
The heating and cooling system is provided by a central system including air handlers, cooling tower. chiller, and boiler. Some rooftop package units and ductless split system units provide additional heating and cooling capacity to the building The HVAC system is in fair condition. The client reported that the heating and cooling capacity of the existing system is inadequate Some of the electrical systems and equipment were replaced in 2019, with much of the equipment being original construction. The plumbing system was reported to be primarily in fair condition, with drainage issues in the custodial room that back up into the administrative area of the police department. The building is not protected by a fire suppression system. For the remaining MEPF systems, typical lifecycle replacements are expected.
Site
In general the site has been well maintained. The site contains limited landscaping, which is served by in - ground irrigation systems. The asphalt parking lot is in fair condition with some isolated areas of cracks and potholes that need repair A water fountain monument is located at the main entrance. The concrete sidewalks are also in fair condition.
Recommended Additional Studies
None
Facility Condition Index ummary &
Cost Impacts
Facility Condition Index (FCI)
One of the major goals of the FCA is to calculate the Facility Condition Index (FCI) which provides a theoretical objective indication of a facility's overall condition. The FCI is defined as the ratio of the cost of current needs divided by the current replacement value (CRV) of the facility. In this report, each building is considered as a separate facility. The chart below presents the industry standard ranges and cut-off points.
FCI Ranges and Description
0 - 5%
5-10%
10 - 30%
30% and above
In new or well-maintained condition. with little or no visual evidence of wear or Subjected to wear but is still in a serviceable and functioning condition.
Subjected to hard or long-term wear. Nearing the end of its useful or serviceable life Has reached the end of its useful or serviceable life Renewal is now necessary.
The deficiencies and lifecycle needs identified in this assessment provide the basis for a portfolio -wide capital improvement funding strategy. In addition to the current FCI, extended FCI's have been developed to provide owners the intelligence needed to plan and budget for the `keep -up costs' for their facilities. As such the 3 - year, 5 -year, and 10 -year FCI's are calculated by dividing the anticipated needs of those respective lime periods by current replacement value. As a final point the FCfs ultimately provide more value when used to relatively compare facilities across a portfolio instead of being over -analyzed and scrutinized as stand-alone mathematical values. The table below presents the current, 3 -year, 5 -year, and 10 -year FCI's for this facility:
FCI Analysis
Reatacement Vatue
040.100,200
Current
3 -Year
5 -Year
10 -Year
Total SF
36, 462
Est Reserve Cost
$1.241,800
$2300.400
03,388,200
$6,528.300
Cost/SF
51,100
FCI
3.0 %
5.3%
80%
13,8 %
Needs by Year with Unaddressed FCI Over lime
Replacement Value: 540.108,200.00
1.6 :'011
Inflation Rate:
70:; :9:ti 70:1 70:8
- r£i 0ern.r1 - Pews Costs
Average Needs (per year • over next 10 years): 5501,464.00 2,x 20)1 :032 :J.11
Demo) Cosh
1 1, OX: i+:n
I6 000 OW
SA Doc 000
SJ 000000
11 00)000
30 Building System Summaries
2 Building Systems & Site Elements
BuRding Systems Summary
Address
401 East Chapman Avenue. Placentia. CA 92870
Constructed:Renovated 1974 Renovated 2000
Building Area 36.462 SF
Number of Stories 1 above grade
Description
Structure Concrete beams & columns with cast -in-place floors Good Facade Primary' :;'all Finish Brick Fair
Secondary Wall Finish: Stucco
Windows Aluminum
Roof Primary Flat construction ;pith modified bituminous finish Poor roofing
Secondary- Gable construction with clay/concrete tiles roofing Interiors Walls: Painted gypsum board. wood paneling fabric. ceramic Fair tile and Unfinished
Floors Carpet, ceramic tile and unfinished concrete
Ceilings. Painted gypsum board, ACT, hard tiles wood paneling and Unlinished'er.posed
Risk and Needs Analysis
IncludelExclude
A Include/Exclude
Include!Exclude
Roofing in Poor condition.
Modified Bitumen (Umformat Code 63010)
City Hall (with Police Station) Roof
Recommendation. Replace in 2024
Switchboard in Poor condition.
Zinsco Illegible I,Unrformat Code D5020)
City Hall (v.ith Police Station) Electrical room
Recommendation: Replace in 2024
Secondary Transformer in Poor
condition.
Zinsco 303-415-3 (Unitormat Code: D5020)
City Hall (with Police Station) Electrical room
Recommendation Replace in 2024.
.-Llan Type'
Pertormance+Integrity
Cost Estimate. 6 672,000
5555
Plan Type-
PeRormancer I nteg rity
Cost Estimate: 6 166.700
5555
Plan Type
Perforrnance [ I nteg rity
Cost Estimate. s 95,000
$$$$
Photographic Documentation
7 - SHADE STRUCTURE
9 • ANCILLARY BUILDING
10 - VEHICULAR ACCESS DEVICES
7 I E(TERiOR DOOR
12 - CURTAIN WALL
Facility Condition Index (FCI)
• The FCI provides a theoretical indication of a facility's overall condition • The FCI is defined as the ratio of the cost of current needs divided by the current replacement value (CRV) of the facility
• Extended FCI's have been developed to provide the City the information needed to plan and budget for "keep -up costs" of facilities. • 3 -year, 5 -year, and 10 -year FCI's are calculated by dividing the anticipated needs of those respective time periods by the CRV
• The FCI's ultimately provide more value when used to relatively compare facilities across a portfolio
• FCI calculations tend be less dependable for small buildings
FaciLity System Requirements over 20 Years
System Requirements Over 20 Year Period
Site Improvements
Electrical
Exterior Horizontal Enclosures
Interior Finishes
HVA C
Electronic Safety & Security
Exterior Vertical Enclosures
Plumbing
Electrical Site Improvements
Special Construction
Equipment
Interior Construction
Furnishings
Conveying
Fire Protection
Other
Communications
Liquid & Gas Site Utilities
$- $5.000,000
$10.000.000 $15,000.000 $20,000.000 $25,000,000 $30,000.000 $35,000,000 ■ Current
■ Years 25 - 27
Years 28 - 29
Years 30 - 34
■ Years 35-44
$40.000.000 $45.000.000 $50.000.000
20 Year Facility Funding Requirements
20 Year Facilities Funding Requirements - Higher Cost Group City Hail (with Police Station)
Tuffree Park - Site
Whitten Community Center
Champions Sports Park - Site
City Corporate Yard Building
Kraemer Memorial Park - Site
Koch Park - Site
Champions Sports Park - Snack Shack
Fire Station 2
Bradford Park
Backs Community Center
Parque de Los Vaqueros - Site
McFadden Park - Site
Tynes Gym
Parque del Arroyo Verde - Site
Jaycee Parkette
Bradford Avenue Pedestrian Bridge
City Corporate Yard - Site
Edwin T. Powell Building
Fire Station 1
50 52.000.000 54.000.000
56000000
58.000,000 510.000,000
S12,000.000 514.000.000
Years 1 - 3
Years 3 - 5
Years 6 - 10
Years 10 - 20
516.000,000 518.000 000
20 Year Facility Funding Requirements, cont.
20 Year Facilities Funding Requirements - Lower Cost Group Gomez Community Center
Santa Fe Park
Old City Hall
Goldenrod Park
Koch Park Community Center
Wagner Park
Placentia Teen Center
Kraemer Storm Water Pump Station
Aguirre Community Center
Parque de Los Ninos - Site
City Corporate Yard - Open Garage
Richard Samp Park
Placentia Avenue Storm Water Pump Station
Parque de Los Ninos - Pool Building
Melrose Storm Water Pump Station
McFadden Park - Pool Equipment Building
McFadden Park - Restroom Building
Parque de Los Vaqueros - Restroom Building
Kraemer Memorial Park - Restroom Building
Parque del Arroyo Verde - Restroom Building
SO 52,000,000 54.000.000 S6.000.000 $8.000.000 S10.000,000 S12.000,000 S14.000.000 ■ Years 1 - 3
■ Years 3-5
Years 6-10
Years 10 - 20
516.000.000 518.000.000
10 -Year Capital Improvement Plan and Costs
• Uses data collected from the Facility Condition Reports as a starting point
• Projects are prioritized based upon a priority score
• Priority score takes into consideration factors such as safety, remaining useful life, critical systems, and assessed condition • Costs for Years 2 through 10 are compounded at 3% annually • The first several years include assets with safety issues, poor or failed condition ratings, and limited remaining useful life
FCA Funding Requirements Over 20 Years
Year
Facility Condition
Assessment
Year 1 - 10 Costs
Year
Facility Condition
Assessment
Year 11 - 20 Costs
2024 $ 9,024,164 2035 $ 2,005,804
2025 $ 792,643 2036 $ 4,510,797
2026 $ 3,518,028 2037 $ 4,721,224
2027 $ 5,895,524 2038 $ 2,300,934
2028 $ 1,173,475 2039 $ 9,593,565
2029 $ 6,130,845 2040 $ 1,978,107
2030 $ 2,089,668 2041 $ 723,836
2031 $ 2,219,939 2042 $ 9,327,520
2032 $ 5,466,447 2043 $ 3,567,277
2033 $ 1,442,424 2044 $ 11,901,098
2034 $ 17,259,919 Total: $ 50,630,162
Total: $ 55,013,076
Grand Total:
$ 105,643,238
Scheduled
Completion Date
Next Steps
Task
April 9, 2024 Develop Preventive Maintenance Schedules for Public Works Review April 23, 2024 Public Works Comments Received, Preventive Maintenance Schedules Completed
May 15. 2024 Data Transition to Asset Essentials
May 22, 2024 Grant Access to the BV Data Repository - AssetCalc May 29, 2024 AssetCalc Training Provided to Public Works by BV June 14, 2024 Transition of Data Management in AssetCalc from BV to Public Works
July 1, 2024 Asset Essentials Put In Use By Public Works Staff and Technicians
Staff Recommendation
• Receive and file the Staff Report and Presentation
• Ask any questions of Staff and/or provide any policy direction • Review and discuss the next steps to complete the Strategic Asset Management Plan