Facilities Management

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Facilities Management – Chief of Support Operations – Steve Bonino

Overview

The Chief of Support Operations supervises the provision and management of School

District facilities. Utilizing a budget of $53.6 million and employing a staff of 495, the

departments of Planning and Real Estate, Program Management, Building Code

Services, Maintenance and Plant Operations, and Environmental and Conservation

Services work together to provide world class educational facilities within the largest

geographic county in the State of Florida. These departments cooperate to plan,

design, build, and maintain 177 schools, 28 ancillary facilities including 1,381 buildings,

573 portables, and 941 modulars serving 181,205 students (16,000 +/- charter students

included). In addition, the District maintains 4,565 acres of land, 29,193,884 square feet

under air conditioning and 2,691,787 square feet of covered walkways.

Facilities Management Division

Department Positions Budget

Building Code Services 22 2,191,132

Environmental Conservation Services 19 1,428,904

Maintenance & Plant Operations 336 38,214,385

Maintenance & Plant Operations – Grounds 52 5,819,006

Maintenance & Plant Operations – Fulton-Holland 14 753,748

Planning & Real Estate 18 1,843,245

Program Management 21 2,151,881

Total Division 482 52,402,301

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Background

In 2004, the voters of Palm Beach County approved a county-wide half-penny sales tax

referendum to raise additional funding to complete the construction projects formally

presented in the Five-Year Plan and the capital budget. This mandate was a clear

example of the overwhelming support Palm Beach County voters had for the goal of

providing K-12 students with everything they need to optimize their learning experience.

The half-penny sales tax, combined with other local revenues, enabled the School

Board to keep its commitment to construct the projects listed on the Referendum Project

List. In total, more than 161 projects were completed including:

24 New and Replacement Schools

23 Classroom Additions

7 Pre-K Centers

4 Auditoriums

3 High School Stadiums

47 Schools received Covered Walkways

45 Schools received Computer Connectivity

5 Career Academy Additions

1 Swimming Pool

While the projects constructed with the sales tax revenues will benefit our students for

years to come, the half-penny surcharge expired in December, 2010. The sales tax

surcharge started in January 2005 and raised approximately $650 million during its 6-

year term that ended in December 2010. Workforce has been reduced in each Facility

Management department since the program has ended. The District modernized two

elementary schools in 2013 using federal stimulus funding.

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Facilities Management

Departments within Facilities Management work cooperatively to oversee facility

processes and procedures from their inception with the Educational Plant Survey

through the turnover of the facility to Maintenance and Plant Operations for warranty

and long-term maintenance.

School Board

Personnel Compliance/

HR Manager

FHESC Building Manager

DIVISION of SUPPORT OPERATIONS

Superintendent

Chief of Division

Support Operations

Director

Building Code Services

Director

Environmental &

Conservation Services

Director

Program Management

Director

Planning & Real Estate

Services

(Acting) Director

Transportation Services

Director

Maintenance & Plant

Operations

Executive Secretary

Manager – Call Center

Chief Financial Officer

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Planning and Real Estate

Director

Technical Analyst III

General Mgr. – Real Estate/Leasing

GIS – Program Data Administrator

Mgr. Facilities Planning and

Intergovernmental Coordination

Mgr. School Enrollment &

Demographics

Senior Planner – Local.

Gov. Review & Relocatable

Allocation

Senior Planner – Land Use

Review & Concurrency

Support Technician

GIS Specialist

Support Technician

Boundaries & Demographics

Specialist

(Address Verification)

ABC Support/Secretary

Sr. Real Estate Specialist

Real Estate Specialist

Technical Analyst II -

Leasing

Department Secretary

Planner – Educational

Programmer – FISH & Ed

Specs

The Planning and Real Estate department prepares:

The Educational Plant Survey and keeps the Educational Specifications current

with the Florida Inventory of School Houses (F.I.S.H.) in accordance with the

State Requirements for Educational Facilities

The Five-Year Capital Improvement Plan, including the Ten- and Twenty-Year

Plans, as required by F.S. 1013.35 and transmits the plan(s) to the Florida

Department of Education by September 30th of each year. The Five-Year

Capital Plan is developed on an annual basis to include both construction and

non-construction projects to meet the changing needs of our students.

Coordinates planning with local governing bodies to ensure public educational

facilities are in place concurrent with the student impacts from residential

development, as required by F.S. 1013.33. This includes representing the

School Board on local governments Local Planning Agencies in accordance with

163.3174, F.S., reviewing development orders being processed through local

governments for approval, taking through land use amendments, zonings and re-

zonings, and site plans for school district schools and facilities for review and

approval by local governments prior to building permits being issues for

construction.

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In addition, Planning and Real Estate performs management and demographic

functions to include: preparation of Annual and Five-year Enrollment Projections,

review of the 11th day count and preparation of the October FTE Enrollment Reports,

preparation of demographic studies and research, facilitates the Annual Advisory

Boundary Committee (ABC) Review Process, preparation of the annual grade by grade

enrollment projections for elementary schools and facilitates the student enrollment

verification review and appeals process.

The Real Estate and Leasing Services team is responsible for all issues and documents

relating to School District owned and leased properties. Their responsibilities include

the acquisition of land needed for new schools, modernizations and additions, leasing of

School Board owned properties (agricultural and charter school leases) interim property

management and divestiture of all real estate and real estate interests, management of

real estate records, assists schools and departments with real estate and property

related issues, and supports the facilities leasing program by overseeing and training

school based personnel in policy and procedures.

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Program Management

Program Management inherits the need for the project from Planning and Real Estate.

The department administers design and construction projects from inception through

construction closeout; interfaces with many district departments and external entities in

the planning process; and is responsible for the provision of safe, healthy, energy

efficient, state of the art educational facilities. The department also performs a major

role in disaster planning, management and recovery.

Program Management:

Identifies the need for future capital improvement projects based on operational

needs and facility condition assessments. It provides the basis for the decisions

made by the Planning and Real Estate department to develop the Five, Ten and

Twenty-Year Capital Improvement Plans. The department participates in Post

Occupancy Evaluations.

Coordinates with all stakeholders, on an annual basis, to verify the educational

specifications and other parameters are appropriate for the project, and are

either Five-Year Plan recommended or survey approved. The department

determines the most appropriate project delivery method.

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Participates in the procurement process for an Architect/Engineer (A/E) and other

consultants, a Construction Management at Risk (CMAR), General Contractor

(GC), or Vendor based on the determined project delivery method and scope of

work. The department evaluates the A/E and CMAR, GC or Vendor throughout

each project for the purpose of determining continuing work with the district.

Each project is assigned to an administrator. The project administrator is the district

point person and manages a project through the planning, design, procurement,

permitting, pre-construction, bidding, construction and closeout processes.

The administrator manages all project functions, attends all design and construction

meetings, suggests all site-based decisions, administers all pay applications and

construction contract modifications for approval by the Superintendent and/or the Board,

and manages the project through the assembling of all closeout documents for district

long term record keeping.

In addition, Program Management:

Works with educational stakeholders and the procured design team to assure

compliance with Florida Statutes, State Requirements for Educational Facilities

(SREF), Florida Building Code (FBC), Florida Fire Prevention Code (FFPC),

school board policies, the educational specifications and district design criteria to

provide a safe and high quality learning environment. The department ensures

accuracy of contract documents and that the project will be within the Five-Year

Plan estimated budget. The department may provide in-house architectural and

engineering design services for minor projects. Certain department

administrators hold professional design licenses which allow them to complete

and expedite designs.

Manages and coordinates the pre-construction process. This includes guiding

the A/E through the design process to ensure that the project achieves all

federal, state, county, local municipality, agency, and community approvals.

Once the CMAR, GC, or vendor is procured, the department coordinates the

team to ensure design constructability; that the project will be within budget and

completed within the prescribed schedule.

Manages the bidding process as appropriate for the established construction

delivery method and verifies the bidding is within district parameters and

recommends action to the Board.

Administers the construction of each project.

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A major project is defined as a new educational plant, modernization, addition, or

remodeling costing over $200,000, with a construction delivery method determined by

Request For Proposal (RFP) or Request for Qualifications (RFQ) using Construction

Management at Risk (CMAR), Design-Build (DB) or Design-Bid-Build (Hard Bid), and

included in the Five-Year Capital Improvement Plan.

Modernizations are currently being done at North Palm Beach Elementary, Rosenwald

Elementary and Glade View Elementary. In addition, sixteen other major projects are in

various stages of planning, design and construction.

A minor project is defined as a project other than a new educational plant,

modernization, or addition constructed using a price-based solicitation and an invitation

to bid for alterations, renovations or modifications. Minor projects with an estimated

budget of $200,000 or more are performed with pre-qualified vendors/contractors.

Minor projects are in compliance with district-wide recommendations on the Five-Year

Capital Improvement Plan referenced as Non-Construction in the Five-Year Plan and

originate from various stakeholders.

Currently, there are 126 minor projects and an additional 165 projects either unfunded

or funded from grants that require staff effort and are in various stages of development.

Once a construction contract is closed out, warranty and maintenance of the facility is

turned over to Maintenance and Plant Operations.

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Project Controls

The office of Project Controls works with Program Management to monitor and report

project status to ensure work is being performed within the boundaries of cost,

schedule, and scope that were authorized by the School Board. Project Controls

monitors the construction work performed for contract compliance and project

performance. Project cost, schedule, status and variance reports are prepared and

distributed to various stakeholders.

Construction Oversight Review Committee

The Construction Oversight Review Committee (CORC) is a blue ribbon committee

dedicated to providing safe, healthy and secure facilities, ensuring quality assurance

and securing conformance with district educational specifications, master specifications,

district design criteria, construction contract documents, codes, laws and school board

policies. The goal is to complete projects within the specific budget, within the allotted

time, and providing a facility that is a functional tool to the educator. The members of

this committee are Board appointed from the business community and review every

item from facilities management departments that go to the board for approval and

advise the board of their determinations.

Building Code Services

Director

Secretary II

District Architect – Plan

Review

Senior Inspector

Fire & Safety Inspector

Fire & Safety Inspector

Fire & Safety Inspector

Fire & Safety Inspector

Secretary I

Secretary I

Building Inspector -

Mechanical

Building Inspector -

Plumbing

Building Inspector -

Structural

Mechanical Engineer

Building Plans Examiner

Civil Engineer

Electrical Engineer

General Manager –

Project Controls

Program Estimator

Program Scheduler

ADA Title II Coordinator

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The Building Code Services Department is the authority having jurisdiction to enforce

the Florida Building Code and the Florida Fire Prevention Code. In this role, the

department reviews construction plans, issues building permits and conducts

inspections to ensure safety through building and fire code compliance. The types of

permits include all new school construction, alterations, maintenance, demolition,

additions and portable relocation projects. The department reviews approximately 700

permit applications and plan revisions and completes approximately 3,700 inspections

annually.

Building Code Services inspects for compliance with contract documents and oversees

the building process to assure adherence to code and prepares annual fire safety and

Comprehensive Safety Inspection Reports (CSIR) for all schools and District facilities.

The department also provides technical and administrative support associated with

Facilities Management.

Florida Statute provides school districts with three options to provide building code

compliance. Districts can:

1) Provide the services using in-house employees;

2) Use local building departments; or

3) Use a combination of in-house employees supplemented with employees from

for-profit private providers.

Local building and fire departments charge normal permit fees and for-profit providers

typically charge hourly rates.

The department presently provides all building code compliance services using in-house

employees (option #1 described above). Most large school districts within the state are

operated in a similar manner. In 2013, the Department investigated options #2 and #3

as possible outsource opportunities with the intent of saving money. At that time and

given the expected amount of new construction, renovation and maintenance work, it

was determined that in-house services provided the least cost. The outsource model

results held true through FY15.

Building Code Services also:

Conducts state required annual fire safety and comprehensive safety inspections

for all schools and ancillary facilities and performs required annual bleacher and

grandstand structural adequacy inspections. These inspections are conducted

under the same supervision as the building and fire code compliance. These

inspectors complete approximately 430 inspections and typically identify over

14,000 safety citations each year.

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Monitors compliance and provides technical assistance to assure facility

compliance with federal American Disabilities Act (ADA) regulations. Monitoring

compliance is a specific requirement of the ADA law. Since ADA compliance is

very much related to building code compliance and with cross-training, the added

responsibility is the most efficient and economical organizational model. The

department is presently tracking the correction of over 20,000 individual ADA

citations which is expected to take 10+ years to complete.

Develops and maintains the District construction design criteria and master

specifications including providing technical assistance with Leadership in Energy

and Environmental Design (LEED - green) design initiatives. This is beyond the

services provided by most large school district building departments and local

building departments. The organization and expertise of the department staff

allows them to both recommend and enforce the District standards while

performing normal code compliance duties. The department also maintains the

archive of completed construction drawings and construction specifications. It

assists schools and other departments by providing in-house architectural and

engineering design and support. The department reviews charter school

applications/renewals and conducts state required charter school facility

inspections.

Environmental and Conservation Services

Director

Secretary I

Environmental Specialist

Utilities/Energy Manager

Environmental Manager

Office Support Specialist

Coordinator Recycling

Energy Conservation

Senior Mechanical

Systems Tech

Secretary I

Coordinator Recycling

Energy Conservation

Facilities Management

Support Tech

Coordinator Recycling

Energy Conservation

Environmental

Specialist

Environmental

Specialist

Environmental

Specialist

Environmental

Specialist

Senior Mechanical

Systems Tech

Environmental

Technician

Environmental

Technician

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In addition to managing the District’s utility services, Environmental and Conservation

Services (ECS) ensures that the School District maintains compliance with

environmental regulations and assists the District with environmental, health, and safety

issues, acting in the roles of regulator, educator and consultant. This department

previously submitted an overview to the Economic Council for review.

Maintenance and Plant Operations

Director

Confidential Secretary II

Facilities Management

Administrator IZone Teams

Financial Applications Manager

Facilities Management Administrator I

Mechanical, Grounds, Centralized

Services, Fire/Life Safety-Electrical,

Training, Building Services

Facilities Management

Coordinator I

Building Services

Facilities Management

Coordinator I Logistics

Facilities Management

Coordinator IFire/Life Safety-Electrical

Facilities Management

Support Technician

Facilities Management

Coordinator II

Centralized Services

Facilities Management

Coordinator I

Grounds

Maintenance Trainer

Facilities Management

Coordinator I Zone 3 &10

Facilities Management

Coordinator II Zone 7 & 8

Facilities Management

Coordinator II Zone 11 & 12

Facilities Management

Coordinator II

Mechanical

Facilities Management

Coordinator I

Zone 1 & 2

Facilities Management

Coordinator II Zone 4 & 5

Facilities Management

Coordinator II

Zone 6 & 9

Maintenance and Plant Operations (M&PO) maintains all district-owned facilities. This

department was placed under new leadership as of August 2013. Under new

management, M&PO has completed a business process review to improve efficiency.

Corrective actions to address the following issues are being implemented in phased

processes which will continue over the next five years to include: customer service,

reactionary workforce, overhead, facility appearance (mulch, paint, pressure cleaning),

HVAC, pest control, roofing, grounds and future workforce.

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All department functions are managed by a Facilities Management Coordinator (FMC).

The FMCs manage various centralized services or a geographic zone team.

Centralized Services Facility Management Coordinators – Centralized services

include: mechanical systems, grounds, fire/life safety, commissioning and

warranty, electrical, electronics and custodial coordination. The FMC schedules

their teams to rotate through the zones, and handles all the compliance issues

for EPA, NFPA requirement, Health Department, Fire/Life Safety, etc. In addition,

they handle all bids for various vendor services.

Zone Team Facility Management Coordinators - Function as a single point of

contact (property manager) between the school principal and various other

sections and departments within the Division of Support Operations, coordinating

the work to be completed by the team and various vendors.

Work Response Task Leaders – Provide support to the FMC and the Foreperson,

schedules and estimates all work tasks related to their facilities, meets with

inspectors and vendors to resolve concerns.

Multi-Task Forepersons, Technicians and Trades Personnel – Complete work

tasks on a daily basis. Work task types include: routine requests, safety

citations, ADA citations, Health Department citations and preventive

maintenance. In addition to completion of work tasks, the Zone Team

Forepersons’ responsibilities include facility assessment and identification of

work to be completed on future visits.

As of November 4, 2013, the Zone Team areas of responsibility were enhanced and

management was streamlined for effectiveness. One Facilities Management

Coordinator now oversees two Zone Teams resulting in a reduction in the number of

FMCs from twelve to six and a cost savings of $220,000.

M&PO addresses approximately 80,000 work requests annually and functions as the

lead coordinator of all disaster planning and recovery efforts on behalf of all District

facilities.

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Consider Topics for Review

Alternative funding sources, such as Pemco Finance Energy Solutions, to fund

replacement of large building component systems, i.e., Heating, Ventilation and Air

Conditioning (HVAC).

Sole sourcing of maintenance equipment to reduce backend costs.

Review current job descriptions to accommodate increased multi-trade response.

Provide most cost effective maintenance through continued evaluation of

partnerships between private enterprises and the Palm Beach County School

District.