Section I Isla Vista Campus Executive Summary

Transcription

1 Section I Isla Vista Campus Executive Summary In , the Consultant conducted initial facility condition assessment data collection at the County of Santa Barbara, with specific attention to the Isla Vista Campus structures and grounds. The Isla Vista Campus was initially assessed for deficiencies, and the grounds and each building system were assigned a condition code that reflects the overall usability of the systems. The condition code is based on the reliability of the systems and reflects the first-hand observations of the Consultant and its knowledge of grounds and building systems. The condition codes possess, by nature, a subjective element. The condition codes range from 4.5 ( very good ) to 2.5 ( poor ), with most around 4.0 ( good ). Examination of the County s current funding model shows that the current annual spend of approximately $41,100 for Isla Vista Campus falls below required levels and is not sustainable. Given current industryaccepted spend rates and modeling scenarios for the Isla Vista Campus, the Consultant has suggested an annual spend of 2% to 4% of the current replacement value (CRV) of the County s facilities. Based on the CRV of approximately $4.64 MM, the suggested annual spend should fall between approximately $92,800 and $232,000. The econometric model for the Isla Vista Campus projects a total of $123,300 in deferred maintenance. The Consultant has identified deficiencies that resulted in the generation of some 7 projects totaling $114,000 in probable costs for years These projects have been further prioritized according to their urgency and have been assigned to suggested funding years 1-3, to years 4-6, and to outlying years The identified project work provides the near-term funding projections derived from the econometric model with a degree of granularity. The Consultant s opinions of these probable costs are based on a variety of methods that reflect the complex nature of the County s facilities, the environment of the County of Santa Barbara, and the local market conditions. Standard industry costing references often served as the starting point in developing budgetary estimates, though difficulty of access, compressed project schedules, and the generally high cost of contractor services all informed the final opinion of probable cost. Some of the associated projects are: Paint RDA Office Exterior - $22,000 Replace RDA Office Roof - $80,500 Repair Stucco at St. Athanasius - $6,000 The Facility Condition Index (FCI) represents a standard means of assessing the relative condition of buildings, systems, and assets among geographically-dispersed sites. The metric is a ratio of the required repairs and project work to the building s current replacement value (CRV). The resulting percentage expresses the deficit (deferred repairs and maintenance) against the building s value. The lower the FCI, the better is the building's condition. The FCI for the Isla Vista Campus is approximately 3% for the pavements and structures, which corresponds to very good on the FCI scale. Page 1 of 1 Section I Executive Summary Copyright 2014 Roy Jorgensen Associates, Inc.

2 Audit and Conditions Building Information: Building Name: Gross Square Footage: F05001: Isla Vista RDA Office, 970 Embarcadero Del Mar, Isla Vista, CA 9,914 Construction Date: 1968 Acreage: 0.23 General: System Element System Description Significant Deficiencies Condition Code SITE Site: Landscaping, irrigation systems, site utilities (i.e., gas mains, water and sewer mains, electrical service), rail spurs, and pavements adjacent to and constructed as part of the facility (i.e., sidewalks, parking lots, access roads) security and site lighting. The concrete sidewalk has minor cracks and pits, and is dirty. 3.8 STRUC Structure: Wall and column foundations, superstructure, slabs and floors including pits and covers. Structural mezzanine framing and slabs. Basement walls and dampproofing. No significant deficiencies were observed in what of the wood framed structure is visible. 4.0 EXT ROOF Exterior: Non-structural exterior wall construction, steel stud and dryvit, face brick veneer, stone veneer, siding (metal, fiberglass, etc.). Exterior coatings, and sealants, windows, and doors, louvers, grilles, screens, and awnings. Roofing: Insulation, vapor retarders, roof coverings, metal roofing, roof openings, skylights, gutters, and flashing. Some areas of the stucco siding are dirty, peeling, blistering, and/or slightly cracked. Peeling paint, cracking and termite damage is present in wood trim, posts, and fascia boards. Portions of flat rolled roofing that were observed seemed to be in poor condition. Debris was seen on the accessible section of roof and damaged ceiling tiles give evidence of leaks

3 System Element System Description Significant Deficiencies Condition Code MECH ELEC PLUMB Mechanical Systems: Heat, ventilating and air conditioning systems including controls; solar energy equipment, exhaust fans, or other mechanical equipment associated with indoor air quality. Electrical Service & Equipment: Electrical service and distribution equipment, lighting and branch wiring, communications and security equipment, and other electrical equipment and service. Plumbing Systems: Water and sewer systems, including pumps and plumbing fixtures, fire protection piping and pumps, process piping systems (natural gas, compressed air, chilled water, medical gases, etc.). The package A/C units are at the end of their useful lives. 2.5 No significant defects were noted during inspection. 4.0 Plumbing is in fair to good condition. 3.8 CONV Conveyance Systems: Elevators, escalators, cranes, hoists, wheelchair, dumbwaiter, turntable, or other lifting mechanisms. No significant defects in the building s hydraulic passenger elevator were noted during inspection, although the temporary operating permit has expired. 4.0 INTF Interior Finishes: Non-load bearing interior walls, all finishes on walls, ceilings, floors, stairways. Interior doors, windows, and millwork. Second story carpet is dirty and the walls and ceiling are in need of miscellaneous minor repairs. 3.5 Narrative: The Isla Vista RDA Office is a two-story building with concrete pavement at the front and side. The exterior is mainly stucco with some wood trim and posts, which are in need of some cleaning and repair. The first story has glass pane walls on the west side. Ruined ceiling tile indicate possible leaks in the rolled roofing, while the inspected portions of the roof appear in fair to good condition. The interior of the first floor is in the midst of remodeling. On the second floor, the carpet needs cleaning and also some small repairs, as do the dry walls and acoustic tile ceiling. The roof appears to be in poor condition and should be replaced before long. The package A/C units on the building s roof and deck need replacing. The building s one elevator has an expired operating permit. Overall the building is in fair to poor condition.

4 Facility Condition Index: Performance Measure 2002 Evaluation 2013 FCA Current Replacement Value (CRV) Not Calculated $2,109,331 Accumulated Deferred Maintenance Not Calculated $ Building (Facility) Condition Index (FCI) Not Calculated %

5 Audit and Conditions Building Information: Building Name: Gross Square Footage: F05002: RDA St. Athanasius Church, 976 Embarcadero Del Mar, Isla Vista, CA 3,600 Construction Date: 1964 Acreage: 0.08 General: System Element System Description Significant Deficiencies Condition Code SITE Site: Landscaping, irrigation systems, site utilities (i.e., gas mains, water and sewer mains, electrical service), rail spurs, and pavements adjacent to and constructed as part of the facility (i.e., sidewalks, parking lots, access roads) security and site lighting. No major defects were found in the unfinished and stone texture concrete pavement. 4.2 STRUC Structure: Wall and column foundations, superstructure, slabs and floors including pits and covers. Structural mezzanine framing and slabs. Basement walls and dampproofing. From the exterior, the structure appears to be in good condition. 4.0 EXT ROOF Exterior: Non-structural exterior wall construction, steel stud and dryvit, face brick veneer, stone veneer, siding (metal, fiberglass, etc.). Exterior coatings, and sealants, windows, and doors, louvers, grilles, screens, and awnings. Roofing: Insulation, vapor retarders, roof coverings, metal roofing, roof openings, skylights, gutters, and flashing. The stucco is stained, has spalls in small areas, is contaminated with old vegetation, and has hairline cracks. The trim and fascia boards should be replaced. Roof is aged and should be replaced

6 System Element System Description Significant Deficiencies Condition Code MECH Mechanical Systems: Heat, ventilating and air conditioning systems including controls; solar energy equipment, exhaust fans, or other mechanical equipment associated with indoor air quality. Rooftop package A/C units are aged and in poor condition. 2.5 ELEC Electrical Service & Equipment: Electrical service and distribution equipment, lighting and branch wiring, communications and security equipment, and other electrical equipment and service. On the exterior of the building, the electrical junction boxes and conduits are damaged and there is exposed wiring connected to a light fixture. Interior light fixtures are missing. 3.0 PLUMB Plumbing Systems: Water and sewer systems, including pumps and plumbing fixtures, fire protection piping and pumps, process piping systems (natural gas, compressed air, chilled water, medical gases, etc.). No significant defects were found during inspection. 3.0 CONV Conveyance Systems: Elevators, escalators, cranes, hoists, wheelchair, dumbwaiter, turntable, or other lifting mechanisms. NA 0.0 INTF Interior Finishes: Non-load bearing interior walls, all finishes on walls, ceilings, floors, stairways. Interior doors, windows, and millwork. Carpet needs repair. Hardwood flooring of stage has missing sections. 3.0 Narrative: This building is no longer the St. Athanasius Church and is currently closed off; the inspection of the building was hence conducted from the exterior only. It is a one-story building with stucco siding and wood trim and fasciae. The exterior needs a considerable amount of repair and is in fair to poor condition. The roof and rooftop A/C units should be replaced before long, and at the same time. Some damaged electrical equipment and exposed wiring were seen on the outside of the building and some interior light fixtures are missing. Interior carpeting and hardwood flooring need repair. The building seems to be overall in fair condition.

7 Facility Condition Index: Performance Measure 2002 Evaluation 2013 FCA Current Replacement Value (CRV) Not Calculated $668,810 Accumulated Deferred Maintenance Not Calculated $ Building (Facility) Condition Index (FCI) Not Calculated %

8 Audit and Conditions Building Information: Building Name: Gross Square Footage: F05003: Isla Vista Foot Patrol Substation, 6504 Trigo Road, Isla Vista, CA 6,742 Construction Date: 2008 Acreage: 0.35 General: System Element System Description Significant Deficiencies Condition Code SITE Site: Landscaping, irrigation systems, site utilities (i.e., gas mains, water and sewer mains, electrical service), rail spurs, and pavements adjacent to and constructed as part of the facility (i.e., sidewalks, parking lots, access roads) security and site lighting. The concrete pavement around the building has only hairline cracks and the asphalt parking lots have only very minor damage. 4.5 STRUC EXT ROOF Structure: Wall and column foundations, superstructure, slabs and floors including pits and covers. Structural mezzanine framing and slabs. Basement walls and dampproofing. Exterior: Non-structural exterior wall construction, steel stud and dryvit, face brick veneer, stone veneer, siding (metal, fiberglass, etc.). Exterior coatings, and sealants, windows, and doors, louvers, grilles, screens, and awnings. Roofing: Insulation, vapor retarders, roof coverings, metal roofing, roof openings, skylights, gutters, and flashing. What is visible of the buildings structure is in good condition. 4.5 No major defects were found with the exterior. 4.2 Terracotta and flat roofing is without major deficiencies. 3.5

9 System Element System Description Significant Deficiencies Condition Code MECH Mechanical Systems: Heat, ventilating and air conditioning systems including controls; solar energy equipment, exhaust fans, or other mechanical equipment associated with indoor air quality. HVAC system is in fair condition. 3.5 ELEC PLUMB Electrical Service & Equipment: Electrical service and distribution equipment, lighting and branch wiring, communications and security equipment, and other electrical equipment and service. Plumbing Systems: Water and sewer systems, including pumps and plumbing fixtures, fire protection piping and pumps, process piping systems (natural gas, compressed air, chilled water, medical gases, etc.). Electrical system and power generator are in good condition. 4.5 A flush valve in the men s first-story restroom needs maintenance. 4.0 CONV Conveyance Systems: Elevators, escalators, cranes, hoists, wheelchair, dumbwaiter, turntable, or other lifting mechanisms. NA 0.0 INTF Interior Finishes: Non-load bearing interior walls, all finishes on walls, ceilings, floors, stairways. Interior doors, windows, and millwork. No major defects were found in the interior finishes. 4.2 Narrative: The Isla Vista Foot Patrol Building is a two-story wood framed structure that is fairly new. The exterior is stucco with cornice around the top. The entry double door is French glass and the metal awnings hang over the door and windows. There is a metal roll-up door to the detainee entrance area. The roof is terracotta tile and multiply roof. Only deficiencies that should be addressed are a men s restroom s leaking flush valve and a water stain in the first floor acoustic ceiling whose source needs investigation. The building is in very good overall condition. Facility Condition Index: Performance Measure 2002 Evaluation 2013 FCA Current Replacement Value (CRV) Not Calculated $

10 Accumulated Deferred Maintenance Not Calculated $ Building (Facility) Condition Index (FCI) Not Calculated %

11 Sub-Section C Isla Vista Campus Analytics The County of Santa Barbara has requested a twenty-year outlook for its facilities costs. The current section of the report discusses the opinions of probable costs for the long-term outlook derived through two related methodologies: Observed evidence of deferred maintenance and facility deterioration that are prioritized for the nearterm years 1through 10 (year cohorts 1-3, 4-6, 7-10), and The development of a customized econometric model to project ongoing costs for both the near-term years and outlying years. The field data collection process is effective in gleaning detailed information regarding the current condition of the County facilities, from which one can generate costing information with a high degree of granularity. This granularity is in the form of defined projects with detailed scopes of work to address recorded deferred maintenance items. Prioritized, these projects fall into years 1 through 10 and provide managers with a partial map for remediation and maintenance efforts required to preserve the facilities. A summary list of these projects appears in Appendix 2. For full annual projections, the Consultant has relied on an econometric model that is founded on an industry best practice methodology, one that incorporates the unique nature of the County s facilities and historical costing data provided to the Consultant by County managers. For the near-term years, 1 through 10, the econometric model is supplemented by identified project work defined through field data collection. As indicated above, the field data provide granularity and detail to the econometric model projection for near-term years, with decreasing granularity as one reaches outlying year 10. As an illustrative example of this principle, the econometric models projects accumulated deferred maintenance (ADM) for the Isla Vista Campus of $123,300. Supplementing this, the field data collection has identified some $114,000 in detailed project scope of work for years As illustrated by the accompanying graph, the RDA Office contributes the largest percentage to the overall ADM for the group. Among the various system elements, the exterior contributes the greatest portion to the overall accumulated deferred maintenance.

12 Isla Vista Campus Current Replacement Value (CRV) and Condition Index (FCI) The Facility Condition Index (FCI) measures the accumulated deferred maintenance against the current replacement value (CRV) of the property. The estimated CRV for the Isla Vista Campus is approximately $4.64 MM. The CRV is projected at approximately $8.95 in budget year FY34/FY35. The accompanying graphic illustration shows the composition of the CRV according to building and to grounds. Based on the amount of accumulated deferred maintenance (approximately $123,300), the current FCI is calculated at approximately 3% ( very good ). Of this overall FCI, each of the individual FCIs lie under 3.5%. Assuming the current annual funding level of $41,100, the increase in accumulated deferred maintenance rises from $123,300 in FY13/14 to $5.18 MM by FY34/35. Assuming that the existing funding levels continue, the FCI will correspondingly increase to 58% ( off-the-chart ) at the end of the modeling period, SBC budget year FY34/FY35. This is an unsustainable course. The relationship between the accumulated deferred maintenance and sustainment level funding is illustrated in the graph below. For Isla Vista Campus, current funding can never keep pace with the rate of deterioration. While the funding level is discretionary, the factors in the growth of deferred maintenance include:

13 The difference in recommended sustainment funding and actual sustainment funding The nominal rate of inflation The physical plant deterioration rate An Econometric Model for Isla Vista Campus Projections of suggested funding levels have been generated utilizing a customized econometric model. The econometric model is specific to the Isla Vista Campus and takes into account the unique nature of the County s facilities, the current conditions and maintenance backlog, and any historical costing data provided to the Consultant by the County. The models are used to produce projections of renewal capital and accumulated deferred maintenance. The opinions of probable cost are based upon an econometric representation of eight variables using two different approaches to addressing the funding requirements of the facilities: 1. Generally-accepted funding levels across all facility types 2. Targeted funding levels to address specific FCI goals Examining both of these approaches will provide the County with greater industry perspectives on sustainment funding, as well as a variety of funding options for addressing the County s long-range strategic interests relative to its facility requirements.

14 Minimum High-Low Sustainment Funding A fundamental premise of the econometric model created for the County of Santa Barbara is that a minimum level of ongoing funding is required in order to maintain the integrity and reliability of the County s physical assets. This premise is reflected in the necessity of planned maintenance work activities that are typically funded through an annual budget cycle to support the assets continuing performance and projected lifecycle. The normal, routine maintenance that is performed on capital assets, such as buildings and fixed assets, generally includes deficiencies that are low in relative cost and that are normally addressed as part of the annual operation and maintenance (O&M) funding, excluding actions that expand the capacity of the asset beyond its original functional intent. The industry broadly maintains that a minimum sustainment funding of 2% to 4% of the CRV is required in most facility environments. For the Isla Vista Campus this corresponds to a calculated spend between approximately $92,800 and $232,000 based on the current CRV. Current spend is estimated at approximately $41,100 for year 1, though the County does not strictly account for costs by building, such that this figure remains inexact. The model also allows one to separate the components of these costs segregating them according to operating expense, project expense, and capital expense. For FY13/14, these are summarized below.

15 The table below maps out the high (2%) and low (4%) funding options by fiscal year with the associated CRV, ADM, and FCI. Targeted Funding Levels to Address FCI The second approach bases funding levels on suggested FCI targets. Three funding scenarios have been modeled as alternates for consideration. Scenario 1 moves the Facility Condition Index to a higher forward average of approximately 10%, which is considered fair/poor. This scenario will require the investment of $4.01 MM over a 20-year planning horizon. Scenario 2 moves the Facility Condition Index to a forward average of 8% ( fair ) at the end of the 20-year planning horizon. This scenario will require an investment of $4.30 MM during the modeling period. Scenario 3 The third scenario moves the portfolio FCI to 5%, or good and requires approximately $4.58 MM in sustainment funding over the 20-year planning horizon. The relationship between the FCI and the sustainment level funding required for each of the three scenarios is represented graphically below, as well as a table with the specific annual funding requirements.

16