FACILITY INVENTORY: GET WHAT YOU ASK FOR by William Faesenmeier
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1 FACILITY INVENTORY: GET WHAT YOU ASK FOR by William Faesenmeier A comprehensive inventory of a facility is the foundation of any facility asset management program. Due to limitations of staff, qualifications or time, many organizations turn to third party engineering or architectural firms to collect this information. The collection of a facility inventory is typically made part of a larger project, most often called a Facility Condition Assessment, or FCA. The selection of a vendor to perform an FCA is often made part of a competitive bid situation, where the facility owner solicits written proposals from qualified firms to complete a prescribed Scope of Work. Owners need to be aware of the variations in the results they may receive when describing the collection of a facility inventory in their Request for Proposals. There is no industry standard that describes the level of detail that an inventory should be documented as part of an FCA. ASTM has published a standard, E2018, Standard Guide for Property Condition Assessments: Baseline Property Condition Assessment Process that begins to describe a facility inventory, but it stops short of describing the specific nomenclature, coding standards or level of detail for documenting a comprehensive inventory required as part of an FCA. The goal of a Property Condition Assessment (PCA), as defined by the standard is to identify and communicate physical deficiencies to a user. The term physical deficiencies means the presence of conspicuous defects or material deferred maintenance of a subject property s material systems, components, or equipment as observed during the field observer s walk-through survey. A few definitions from the standard are helpful, however due diligence, n the process of conducting a walk- through survey and appropriate inquiries into the physical condition of a commercial real estate s improvements, usually in connection with a commercial real estate transaction. The degree and type of such survey or other inquiry may vary for different properties and different purposes walk-through survey, n conducted during the field observer s site visit of the subject property, that consists of nonintrusive visual observations, survey of readily accessible, easily visible components and systems of the subject property building systems, n interacting or independent components or assemblies, which form single integrated units, that comprise a building and its site work, such as, pavement and flatwork, structural frame, roofing, exterior walls, plumbing, HVAC, electrical, etc component, n a fully functional portion of a building system, piece of equipment, or building element. XP Solutions Page 1
2 Since the primary purpose for conducting a PCA is to identify deficiencies and provide an opinion of probable costs for the suggested remedy of those deficiencies, the manner in which the inventory is identified or reported is not specifically addressed. The focus of ASTM E2018 is to identify costs for the remedy of deficiencies; not the documentation of a comprehensive facility inventory. Listed below are a few ideas to consider when specifying the level of detail and the methodology used to document a facility inventory. 1. Specify the Classification System When developing an inventory of components for a facility, especially when using a computerized system with a relational database, you will want to specify a standard system to name, classify and organize building components. There are a number of systems used throughout the world, but in North America, the most widely used classification systems for construction specification and cost estimating are MasterFormat, UNIFORMAT II, and OmniClass. MasterFormat, a publication of CSI and CSC, is a master list of numbers and titles classified by work results. It is primarily used to organize project manuals (construction specifications) and detailed cost information, and to relate drawing notations to specifications. UNIFORMAT II provides a method of arranging construction information based on functional elements, or parts of a facility characterized by their functions, without regard to the materials and methods used to accomplish them. The OmniClass Construction Classification System (known as OmniClass or OCCS) is designed to provide a standardized basis for classifying information created and used by the North American architectural, engineering and construction (AEC) industry. OmniClass draws from other systems in use to form the basis of its tables wherever possible MasterFormat for work results, UNIFORMAT II for elements, and EPIC (Electronic Product Information Cooperation) for products. OmniClass is useful for many applications in the area of Building Information Modeling (BIM). UNIFORMAT II UNIFORMAT II is probably the most widely used system for classifying facility elements as part of documenting a facility inventory as the basis for an asset management system. The system was first published as UNIFORMAT from a joint effort by the American Institute of Architects (AIA) and The General Services Administration (GSA) in In August of 1992, the National Institute of Testing and Standards (NIST) issued Special Publication 841 entitled UNIFORMAT II A Recommended Classification for Building Elements and Related Sitework. The purpose of the publication was to obtain consensus from the design and construction industry in preparation for writing an ASTM standard on UNIFORMAT II. ASTM Standard E1557, "Standard Classification for XP Solutions Page 2
3 Building Elements and Related Sitework-UNIFORMAT II," approved in 1993, was the result. The standard was revised in 1997, 2005 and most recently in The fundamental foundation upon which UNIFORMAT II is built and applied is the building element. A building element can be defined as a major component, assembly, or construction entity part which, in itself or in combination with other parts, fulfills a predominating function of the construction entity (ISO ). Predominating functions include, but are not limited to, supporting, enclosing, servicing, and equipping a facility. In construction planning, design, specification, estimating, and cost analysis, an element is defined as a significant component part of the whole that performs a specific function, or functions, regardless of design, specification or construction method. 2. Specify the Level of Detail of the Inventory. UNIFORMAT II classifies building and site related infrastructure in three levels, with a suggested fourth level of detail. A partial list of the UNIFORMAT II classifications for Levels 1 through 3 is shown below in Figure 1. Figure 1: Partial List of UNIFORMAT II Elements, Levels 1 through 3 XP Solutions Page 3
4 At this time, UNIFORMAT Level 4 classifications are still listed in the standard as suggested or as an example, although these classifications have been used for some time by various governmental entities. The suggested Level 4 Classification of sub-elements for buildings and related sitework is adapted from the Department of Defense Work Breakdown Structure and is included in the NAVFAC Design-Build Master. The full structure also includes suggested Units of Measure at each level of the classification for use in elemental cost analysis and cost estimating. As a whole it can be utilized to develop more comprehensive databases for capital and lifecycle costs, and to facilitate facility condition assessment, reporting, and budgeting. For discussion purposes, let s look at the suggested Level 4 Sub-Elements associated to the Level 3 classification of B3010 Roof Coverings. Figure 2: Level 4 Sub-Elements of B3010 Roof Coverings Looking just at the classification for low slope roof coverings, the description still does not tell you what specific kind of roof system you have on your building. Is it a built-up roof (BUR), single-ply, foam, metal or tile roof? Each one of these roof coverings has a different replacement cost as well as a different estimated useful life (EUL). The attributes of any one of these roof systems also have an impact on cost and service life, such as material type, attachment method, bitumen type, number of plies, thickness, weight, and surfacing. If the facility inventory is to form the basis of a knowledge-based asset management program, it is recommended that the inventory be collected and documented at the component level. But what is a component? One might define a component as a more detailed description of a facility sub-element with sufficient attributes to differentiate it from other components in the same sub-element, such that a reasonably accurate replacement cost and estimated service life can be estimated. The attributes describing the component most always include material type and size, and operating capacity for dynamic equipment. XP Solutions Page 4
5 For example, a clearer description of a specific low slope roof covering might be called B , a three-ply, organic felt, asphalt bitumen BUR with an asphalt flood coat. Standard cost estimating guides require this level of detail to arrive at a replacement cost per unit of measure, and other published data exists that documents a typical design life or estimated useful service life, in years, for a newly installed system. 3. Specify How the Inventory will be Collected Based on the size and complexity of a building, a comprehensive inventory is typically comprised of 40 to 300 component data records. Each record should contain descriptive attributes of each component, such as quantity, size, capacity, material type, and date of installation. Multiple instances of a component with homogeneous attributes can be grouped together by summing the quantities of each instance, or may be sub-divided into sections based on location, or the ability to manage each instance separately. The facility inventory can be defined from various sources, and components of specific systems and subsystems can be inventoried using different methods and at different times, depending on the goals and objectives of your Facility Asset Management program. The level of accuracy (more precisely the confidence level that the Facility Condition Index is representative of the maintenance need of an asset) varies among the multiple types of inventory and assessment, and is proportional with the cost and time to complete. While the effort (and cost) to collect data to document the as-built inventory of an owner s portfolio is not insignificant, remember that it does not change often, with facility components having service lives generally from 10 to 100 years. Data Derived from Existing Data Sources In almost every case, selected data that is important to develop an inventory of facility assets and their building and site infrastructure components can be extracted from existing data sources. There are two important questions each owner should answer before engaging in work to build an asset register and component inventory from existing data sources: (1) is the background information organized and readily accessible, and (2) is it accurate. If the answers to these questions are No, the resources required to extract usable information from background data may be better spent in conducting eyes-on field surveys. If the answers are Yes, then reviewing background data as a valid source to begin to build the facility inventory may be cost effective. Existing drawings, such as building and site plans, construction specifications, and previously conducted facility assessments can be used to build a significant portion of the inventory, especially for sub-grade building and site infrastructure components, and for components that cannot be easily observed without using a destructive means of gaining access, such as building superstructure. Other information that cannot be readily determined by visual examination in the field, such as construction XP Solutions Page 5
6 and repair dates, warranty information, and material grade, can best be determined from background documents. New construction lends itself especially well to inventory from plan take-off, and reduces the amount of field time necessary to confirm the as-built inventory records. Modeled Inventory Certain software programs have the ability to generate a modeled inventory of facility sub-elements and components. These models use only a few parameters, such as building type, area, and perhaps number of floors to generate a facility inventory list with specific quantities for each of the subelements or components. Modeled inventories have been found to be reasonably accurate compared against eyes-on field surveys, especially if the buildings are straightforward in design, and typical in layout for an average building of that type. Modeled inventories can be useful as a starting point to obtain a general budget forecast based solely on the age of the components. It can also be used in cases where the owner needs preliminary budget information and does not have the time to complete a thorough eyes-on inventory collection in the field. Portions of a modeled inventory can also be used in conjunction with an eyes-on assessment, especially for components that are not readily accessible, such as foundations and building superstructure. Eyes-On Component Survey and Field Verification The most accurate way of collecting the inventory of in-place building components in a facility is to conduct a building walk-thru and collect the component inventory information in the field. Even if background data or modeled inventory is used, field assessors should verify each component that is visually accessible in the field to insure that the component in-place matches the descriptions obtained from background data or models. For selected components, especially large or important mechanical equipment items, the owner may also desire to collect nameplate data while building the inventory. This data typically includes the manufacturer, make, model and serial number that can be found on major mechanical equipment items in the field. Remember also, that a picture often speaks a thousand words. When conducting an eyes-on inventory of components from the field, it is cost effective while gathering the data to take one or more digital photos of the component. Most facility asset management programs provide the ability to attach digital files, including photos, to component inventory records. SUMMARY When soliciting bids for collecting facility inventory data, or even if conducting the work in-house, make sure that you have a written scope of work describing how the inventory will be collected. Make sure you identify the classification system to be used, the level of detail desired, how the inventory is quantified, and the method or methods used to collect the information. Be specific in what you ask for. Data to describe a detailed, accurate inventory need only be collected once, and then maintained into the future as components are repaired or replaced. XP Solutions Page 6
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