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sr-030910-1gCity Council Meeting: March 9, 2010 Agenda Item: ~ °" ~ To: Mayor and City Council From: Joan L. Akins, Director of Community Maintenance Subject: Facility Condition Assessment & Condition Analysis Study Recommended Action Staff recommends that the City Council authorize the City Manager to negotiate and execute a contract with Faithful+Gould in an amount not to exceed $281,621 for professional services to prepare a facility condition assessment and condition analysis study for all 148 of the City's existing structures. Executive Summary This facility condition assessment and condition analysis study will assist the City in identifying the potential funding necessary to maintain our facilities at a desired service level. The facility condition assessment and condition analysis study will provide the overall plan for maintaining and improving City infrastructure and allow staff to financially model the costs associated with this program. This project seeks to assess the condition of City facilities and to prioritize capital improvements, repairs and maintenance on key structures. Staff recommends that the City Council authorize the City Manager to negotiate and execute a contract with Faithful+Gould in an amount not to exceed $281,621 for professional services to prepare a facility condition assessment and condition analysis study for all 148 of the City's existing structures. Background The last facility assessment study undertaken by the City was performed in 1996. On November 28, 1995 City Council authorized the City Manager to negotiate and execute a contract with High-Point Rendel for an assessment of the conditions in a select group of 65 City facilities. The resulting study laid out repair recommendations for the following three years. Through the years, the City has continued to grow, adding new facilities to keep up with an increasing workforce and to better address the needs of its residents and visitors. 1 Recent additions to the City's facility inventory include the Public Safety Facility, the Civic Parking Structure, the Main Library, and the Annenberg Beach House. The City's aging facilities currently represent an unknown future expenditure due to the lack of a comprehensive repair/replacement assessment that can accurately ascertain how much money the City will need to set aside in future years for maintenance needs. Discussion The facility condition assessment and. condition analysis study is composed of three separate parts: a general facility condition assessment, a detailed facility condition analysis, and a preventative maintenance schedule. Each task will be completed for all of the City's 148 facilities, providing valuable knowledge in prioritizing the use of renewal funds and limiting future liabilities. The facility assessment will compile a comprehensive inventory of building systems and components including their expected useful life, remaining useful life, and projected replacement costs. It will also include an estimated cost to replace the entire facility, ensuring that spending on component replacement does not exceed a reasonable cost to replace the whole building. The inventory can then be utilized in preparing a budget schedule to fund component and system replacement anticipated due to normal wear and tear. The schedule can be for five years, ten years, or longer if desired. The facility condition analysis will augment the standard replacement cost assessment with an in-depth investigation that identifies systems and components that need to be addressed in advance of their normal replacement dates. These situations can be due to excessive wear and tear, improper design and application, or inadequate/deferred maintenance. The condition analysis will also look for compliance with ADA requirements, Building and Safety code, and other regulatory standards. The results of the detailed condition analysis can be utilized in preparing budget requests to address 2 systems and components whose current condition requires immediate attention over the next one to three year budget cycle. The study will also provide suggestions and improvements to the prevention or maintenance practices for each facility. These will be utilized in the creation. and installation of a more robust annual preventive maintenance schedule that will obtain the maximum useful life out of building systems and components. Consultant Selection On September 28, 2009, the City issued a Request for Proposal (RFP) for facility condition assessment and condition analysis services through the Planet Bid website. The City received 18 responses. Interest in the project, along with the current state of the economy, provided a range of prices lower than staff had previously estimated. A selection committee comprised of representatives from the Community Maintenance Department independently reviewed the qualifications, rating submittals based on selection criteria including direct experience on similar projects, record performing municipal work, rates for services, understanding of the project's scope, approach to the work, qualification of proposed staff, and scheduling of project activities. Following a review of responses to the RFP, the selection committee convened to discuss their independent findings and selected four finalists to be interviewed. Through the interview process it was determined that the firm Faithful+Gould had the best combination of qualifications and overall costs that were competative. Faithful+Gould has successfully completed in excess of 2,300 facility condition assessments in the USA including projects for the District of Columbia, the City of Phoenix, -the U.S. General Services Administration, and the National Institutes of Health. The selection committee recommends Faithful+Gould to provide these assessment services because of their relevant facility condition study experience, their familiarity with the area, and their competitive fee structure. Reference respondents reported that the firm's work was completed accurately, thoroughly, and efficiently. 3 Financial Impacts & Budget Actions Funds, in an amount not to exceed $281,621, are available for these services in account number M014003.589000. Prepared by: Renee Cowhig, Maintenance Manager Approved: Forwarded to Council: .o.-a~~~ Jo L. Akins, Director Department of Community Maintenance `~' Rod Gould City Manager 4 Reference Contract No. 9184 (CCS).