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.
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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
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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.
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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
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Rod Gould
City Manager
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Reference Contract No.
9184 (CCS).