Click to Edit Master Title Style CAUBO Deferred Maintenance Study

Transcription

1 Click to Edit Master Title Style CAUBO Deferred Maintenance Study > Data collection webinar

2 Click Agenda to Edit Master Title Style > Introduction to the Study George Dew > Timeline and process for submission of the data Jim Kadamus > Filling out the Building Inventory Peter Reeves > Filling out the survey Peter Reeves > Format of Existing Studies (Deferred maintenance or Facilities condition assessments) Peter Reeves > Next Steps Jim Kadamus

3 Click Data submission to Edit Master process Title Style All documents necessary to submit data will be sent out after this meeting. Includes: > Building Inventory Excel Sheet > Link to Survey Submission Process 1. Step 1: Fill out Building inventory sheet 2. Step 2(if applicable): Identify the appropriate deferred maintenance or facility condition assessment summary 3. Step 3: Complete the survey(10 minutes), including uploading of the building inventory and DM or FCA summary. 3

4 Click to Edit Master Title Style Data Collection Building Inventory 5

5 Click Building to Edit inventory Master template Title Style To be filled out by each institution participating in the survey > Required fields: > Building name > Size of building (in GSF) > Building function > Building type (complexity) > Construction year > Renovation year (if applicable) All fields listed above are to be filled out for each building included in the inventory. The building inventory is to include all buildings the institution is responsible for capital investment. 6

6 Click Building to Edit inventory Master template Title Style To be filled out by each institution participating in the survey The Sightlines Building Inventory Template: Tip: Utilize the notes column to add any explanations/additional detail necessary 7

7 Click Building to Edit inventory Master definitions Title Style Defining Sightlines building functions Building Function Definitions and Examples Acad/Admin Buildings with classrooms and/or offices. Includes libraries. Sci. Research/Medical Science building with lab space and other research space, or hospitals and medical centers. Residential Dormitory buildings and residential houses. Student Life Dining halls, student unions/student centers, chapels, performing arts buildings, gyms, rinks, other enclosed athletic spaces. Support Facilities buildings, utility plants, storage garages. Parking Garage Parking structures - above or below ground. Does not include basic surface lots. 8

8 Click Building to Edit inventory Master definitions Title Style Defining Sightlines building types based on complexity Buildings under 10,000 GSF default to a small. Use the definitions of complex, basic, and simple buildings to categorize buildings over 10,000 GSF Building Type Definitions and Examples Complex Buildings with complex systems. In addition to heating and cooling, they have more sophisticated systems like Fume Hoods (>10), reheats, greater outside air requirements and specilty dehumidification equipments. Basic Simple Small Buildings with basic systems. Standard Heating and cooling throughout. Buildings with simple systems. Most often just heating, possibly with some local cooling. Buildings under 10,000 GSF. 9

9 Click Building to Edit inventory Master definitions Title Style Defining a major renovation Fill out the Renovation Year column for any building that underwent a major renovation Definition of a major renovation: A large-scale renovation that cost at least 50% of the building's replacement value and/or the scope of which involved work done on at least 50% of the building's various components, resetting their lifecycles. More than a basic space renewal renovation that simply modernizes interior finishes and furnishings - should also include work on mechanical/electrical/hvac systems, the building envelope (windows, roof, exterior shell), and/or safety or code projects (ADA work, asbestos remediation, etc.) Example: A building originally constructed in 1910 underwent a renovation in 2011 that replaced HVAC systems, windows, and completed a full interior modernization. The building now feels like a 2011-era building. The renovation should be tracked as 2011 in the building inventory. 10

10 Click Building to Edit inventory Master definitions Title Style Splitting out buildings that have had additions over time Buildings that have had additions over time we want to track the construction date of the original structure as well as the construction date of each addition What to do in this situation: Enter the original GSF of the building on one line of the building inventory along with the original construction date List any additions as separate lines of the inventory with their respective GSF and construction dates. Example: Sightlines Hall is a 30,000 GSF academic building 11

11 Click to Edit Master Title Style Survey 12

12 Click Online to Survey Edit Master Elements Title Style > Data Elements: > Institutional Contact > Existing Deferred Maintenance / Facilities Condition assessments > When completed > Methodology > Uploading of documents > Historical Investment profile 13

13 Click Institutional to Edit Contact Master Title Data Style University Contact person should be who we can follow up with regarding the data if any issues arise. 14

14 Click Existing to Edit Deferred Master Maintenance Title Style data Whether or not you have had a study performed If so, when was it last update? Type: Internal completed by the university staff External Completed by an outside firm Life Cycle A model based estimate based on age Upload data summary here 15

15 Click to Edit Master Title Style Further Definition and Inclusion in CAUBO Study Infrastructure: Those projects dealing with utility distribution between buildings, as well as grounds(roads and paths) needs. In CAUBO Study? Adaptation/Renovation: Those project that while not deferred maintenance issues, are focused on updating the campus to the current standard. Often focused on programmatic needs. 5 yr Life Cycle needs: Those systems whose life cycles will come due in next 5 years No Yes 0 Total Lump Sum Backlog Broken out backlog by components Repair/ Maintenance: Those systems that have failed or are failing, considered deferred Repair/Maintenance Modernization 5 Year Life Cycle Needs Infrastructure

16 Click Basic Building to Edit Master and Campus Title Style information Building inventory upload here Approximation of average capital investment over the last 5 years: All sources of funding Excludes new construction 17

17 Click to Edit Master Title Style Next Steps 18

18 Click Data Collection to Edit Master timeline Title Style > September 17 th Survey and documents distributed, go live > October 4 th First update given on response rate to the survey > October 31 st Survey closes to begin analysis > November 2013 Sightlines conducts preliminary analysis and follow up as necessary > December 2013 January 2014 completion of data analysis and preparation of report.

19 Click to Edit Master Title Style Question and Comments 20

20 Click Generating to Edit Estimates Master and Title Validation Style Methodology DM $/GSF Generating DM Estimates Validating DM Estimates Sightlines Integrated Facilities Plan (IFP) model 80+ IFPs at campuses with wide range of size, complexity and region Measures repair, modernization and infrastructure needs over 10 year horizon Statistically use campus age, complexity and mix of bldg. function to model Deferred Maintenance $120 $100 $80 $60 Sightlines financial deferral model $ campuses of varying types Model generates campus-specific annual stewardship targets for historical years Tracks actual expenditures historically; calculates deferral to target; extrapolates backlog $20 $0 Campus A Campus B Campus C IFP Est. Finance Est. Actual Study 22

21 Click Webinar to Edit Schedule Master Title Style > Currently there are two webinars scheduled > September 17 th > September 25 th > All documents and surveys will be made live and available following the first webinar on the 17 th. > What amount of French language support will be needed? > A webinar in French? > Individual campus support in French to complete the survey? 23