Maintenance Management PlanningMay 10, 2016

Presented by: Lance Bidnick

Outline

Key Definitions

Understanding What you Have

Prioritization Goals

Facility Condition Index vs FIT FCI and LCAP

Budget (Reality vs Recommended)

Maintenance Master Plan

LCFF/LCAP

Maintenance Staffing Levels

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Maintenance and Operations Definitions

Maintenance –Upkeep on property and equipment to realize the originally anticipated useful life of a fixed asset.  It does not prolong the design service life, nor does it add to the asset’s value.

Deferred Maintenance – Postponed maintenance on infrastructure or backlog of maintenance deficiencies that inevitably lead to deterioration of performance or loss of asset value or both.

Repair –Work to restore damaged or worn‐out property to normal operating condition.  Maintenance is preventive, repair is reactionary.

Replacement – Replacement of a major building system or component having the capacity to perform the same function.  Does not add value to the asset.  Typically funded in Maintenance and Repair budgets.

Operations –Actions related to the building’s normal performance.  Includes Custodial, Landscaping, Waste Management and Utilities.

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Maintenance Management Plan

Summary of needs Prioritization

Facility Condition Report

Funding plan Available options for funding

Direct maintenance/repair activities

Coincide with Facility Master Plan Demographics/Enrollment Asset Management Maintenance Standards Education/Technology Specifications

Staffing Review Standard levels of service

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Facility Inventory

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Maintenance Master Planning

Inventory Identify all major building assets

Condition Assessment 1 – 3 years

Estimated Replacement Cost Soft costs

Planned Replacement Schedule

Database or CMMS

Electrical, $1,834,719.56 

Fencing, $1,087,441.16 

Finishes, $4,999,698.00 

HVAC, $3,637,930.00 

LowVoltage, $702,000.00 

Paving, $2,577,952.21 

Playground, $1,257,772.76  Plumbing, 

$3,777,280.96 

20 YEAR DISTRICT WIDE MAINTENANCE FORECAST

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Prioritization

1.  Safety & Security• Risk management• Code Compliance• Regulatory Compliance

2.  Maximize Learning and Achievement• 21st Century Classrooms• Engaging Learning Environments• Health/Wellness/Comfort

3.  Facility Asset Protection• Deferred and Preventative Maintenance

4.  Equity and Parity• Program Support

5.  Market Appropriate• Site branding/marketing• Aesthetics to address challenges to growth

6.  Cost Effectiveness• Efficient use of funds• Best use of avilable funds

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Facility Condition Index

2015Electrical $          343,300.00 Fencing $          427,803.75 Finishes $       1,923,602.20 HVAC $          790,250.00 Low Voltage $          240,000.00 Paving $       1,973,068.30 Playground $          138,420.45 Plumbing $       1,560,266.00 Roofing $       2,252,993.00 Total  $       9,649,703.70 

FCI=0.19

0 0 0 0 1 1 1 1 1 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 1 1 1 1 1 1 1 1 1 1 1 1 1 1 1 1 1 1 1 1 1 1 1 1 1 1 1 1 1 1 1 1 1 1 1 1 1 1 1 1 1 1 1 1 1 1 1 1 1 1 1

1.00 0.1 0.25 0.5Good Fair Poor Critical

Taken from district inventory and condition assessment

Backlog of current maintenance deficiencies

Benchmark analysis of backlog to CRV

FCI = 19% (Fair condition)

How to get to “Good Repair”

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Facility Condition Index

Year  Capital Renewal  Funding Needs FCI 2015 11,179,336$               1,228,539.31$               17.7%2016 10,222,453$               1,228,539.31$               16.2%2017 9,107,751$                  1,228,539.31$               14.4%2018 8,103,019$                  1,228,539.31$               12.9%2019 7,287,335$                  1,228,539.31$               11.6%2020 8,434,184$                  1,228,539.31$               13.4%2021 7,751,939$                  1,228,539.31$               12.3%2022 7,005,839$                  1,228,539.31$               11.1%2023 5,945,722$                  1,228,539.31$               9.4%2024 6,221,701$                  1,228,539.31$               9.9%2025 6,721,193$                  1,228,539.31$               10.7%2026 6,068,978$                  1,228,539.31$               9.6%2027 5,164,636$                  1,228,539.31$               8.2%2028 4,244,647$                  1,228,539.31$               6.7%2029 3,361,772$                  1,228,539.31$               5.3%2030 7,951,240$                  1,228,539.31$               12.6%2031 7,291,267$                  1,228,539.31$               11.6%2032 6,476,390$                  1,228,539.31$               10.3%2033 5,937,643$                  1,228,539.31$               9.4%2034 6,304,900$                  1,228,539.31$               10.0%

Total 6,304,900$                  24,570,786.25$           

Annualized Funding Needs

CRV (District) Annualized Fundingas Percent of CRV

$1,228,540 $63,049,000 1.95%

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Maintenance Budgets

District Expenditures

3% RRMA ½ of 1% DMP

Total Funding

Fiscal Year $21,716,080 $651,482 $108,580 $760,062

Total Building SF

Cost of New Construction

CurrentReplacement Value

2% Recommended CRV

As % of GeneralFund 

180,140 $350 $63,049,000 1,260,980 5.8%

Statutory Maintenance and Repair Budget

Building Industry Recommended Maintenance and Repair Budget

Statutory Budget RecommendedMaintenance and Repair

Total 

$760,062 $1,260,980 $2,021,042

Funding Gap

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Maintenance Funding –Outside of General Fund Commitment

Base Level Requirements: Education Code section 17070.766 – 3% RRMA Deferred Maintenance LCAP – School facilities must be maintained in good repair

State a financial commitment to maintenance Must be able to measure and monitor

Other Sources: Local Bond State Bond Developer/Redevelopment Fees Prop 39 Federal Other district funds (Cafeteria, Child Care, etc) CFDs Civic Center Fees Asset Management

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Commitment to Maintenance in LCAP

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Maintenance Staffing Standards

RRMA and Operations Budgets Operations should be separate from Maintenance

Levels of Service –A Board decision: Custodial Grounds Maintenance

CASBO Staffing Formulas

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Maintenance Programs

Which systems do you maintain? Electrical HVAC Roofing Flooring Paint/Surfaces Asphalt/Paving Conveyance Fire/Life Safety Plumbing AHERA Others?

How do you track your preventive maintenance program

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