Section I Carpinteria Executive Summary In 2013-2014, the Consultant conducted initial facility condition assessment data collection at the County of Santa Barbara, with specific attention to Carpinteria structures and grounds. Carpinteria 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 3.0 ( fair ), with most around 4.0 ( good ). Examination of the County s current funding model shows that the current annual spend of approximately $30,600 for the Carpinteria falls below required levels and is not sustainable. Given current industry-accepted spend rates and modeling scenarios for Carpinteria, 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 $1.25 MM, the suggested annual spend should fall between approximately $25,100 and $62,700. The econometric model for Montecito projects a total of $111,100 in deferred maintenance. The Consultant has identified deficiencies that resulted in the generation of some 3 projects totaling $17,600 in probable costs for years 1-10. 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 7-10. 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. The associated projects are: Pavement Repairs - $16,200 Interior Repair to Health Clinic - $1,300 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 Carpinteria is approximately 9% for the pavements and structures, which corresponds to fair on the FCI scale. Page 1 of 1 Section I Executive Summary Copyright 2014 Roy Jorgensen Associates, Inc.
Audit and Conditions Building Information: Building Name: Gross Square Footage: Construction Date: A01000: Carpinteria Grounds 941 Walnut Ave. Carpinteria, CA 39,204 1948 Acreage:.9 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. 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. EXT 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.
System Element System Description Significant Deficiencies Condition Code ROOF Roofing: Insulation, vapor retarders, roof coverings, metal roofing, roof openings, skylights, gutters, and flashing. 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. ELEC Electrical Service & Equipment: Electrical service and distribution equipment, lighting and branch wiring, communications and security equipment, and other electrical equipment and service. 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.). CONV Conveyance Systems: Elevators, escalators, cranes, hoists, wheelchair, dumbwaiter, turntable, or other lifting mechanisms. INTF Interior Finishes: Non-load bearing interior walls, all finishes on walls, ceilings, floors, stairways. Interior doors, windows, and millwork. Narrative: Grounds are well maintained. Facility Condition Index: Performance Measure 2002 Evaluation 2013 FCA Current Replacement Value (CRV) Not Calculated $571,308
Accumulated Deferred Maintenance Not Calculated $ Building (Facility) Condition Index (FCI) Not Calculated %
Audit and Conditions Building Information: Building Name: Gross Square Footage: A01002: Carpinteria Sr. Center Picnic Ramada 941 Walnut Ave. Carpinteria, CA 594 Construction Date: 1965 Acreage:.01 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. 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. 4.5 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. 4.0
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. ELEC Electrical Service & Equipment: Electrical service and distribution equipment, lighting and branch wiring, communications and security equipment, and other electrical equipment and service. 4.0 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.). CONV Conveyance Systems: Elevators, escalators, cranes, hoists, wheelchair, dumbwaiter, turntable, or other lifting mechanisms. INTF Interior Finishes: Non-load bearing interior walls, all finishes on walls, ceilings, floors, stairways. Interior doors, windows, and millwork. Narrative: Wood Ramada. Facility Condition Index: Performance Measure 2002 Evaluation 2013 FCA Current Replacement Value (CRV) Not Calculated $18,095 Accumulated Deferred Maintenance Not Calculated $
Building (Facility) Condition Index (FCI) Not Calculated %
Audit and Conditions Building Information: Building Name: Gross Square Footage: Construction Date: A01004: Carpinteria Health Clinic 941 Walnut Ave. Carpinteria, CA 3,404 1948 Acreage:.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. 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. 4.5 EXT 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. 4.5
System Element System Description Significant Deficiencies Condition Code ROOF Roofing: Insulation, vapor retarders, roof coverings, metal roofing, roof openings, skylights, gutters, and flashing. Some spots on inside, Mexican tile. 3.0 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. 4.5 ELEC Electrical Service & Equipment: Electrical service and distribution equipment, lighting and branch wiring, communications and security equipment, and other electrical equipment and service. 4.5 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.). 4.5 CONV Conveyance Systems: Elevators, escalators, cranes, hoists, wheelchair, dumbwaiter, turntable, or other lifting mechanisms. INTF Interior Finishes: Non-load bearing interior walls, all finishes on walls, ceilings, floors, stairways. Interior doors, windows, and millwork. 4.0 Narrative: Traditional stucco and Mexican tile roof. Was completely redone recently. Facility Condition Index: Performance Measure 2002 Evaluation 2013 FCA Current Replacement Value (CRV) Not Calculated $428,782
Accumulated Deferred Maintenance Not Calculated $ Building (Facility) Condition Index (FCI) Not Calculated %
Sub-Section C Carpinteria 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 Carpinteria of $111,100. Supplementing this, the field data collection has identified some $17,600 in detailed project scope of work for years 1-10. As illustrated by the accompanying graph, the Health Clinic contributes the largest percentage (92%) of the overall ADM for the group. Among the various system elements, interior finishes contribute the greatest portion to the overall accumulated deferred maintenance.
Carpinteria 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 Carpinteria is approximately $1.25 MM. The CRV is projected at approximately $2.42 MM 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 $111,100), the current FCI is calculated at approximately 9% ( fair ). Of this overall FCI, the Health Clinic is notable with an individual FCI in excess of 16% ( poor ). Assuming the current annual funding level of $30,600, the increase in accumulated deferred maintenance rises from $20,800 in FY13/14 to $895,000 MM by FY34/35. Assuming that the existing funding levels continue, the FCI will correspondingly increase to 36% ( off-thechart ) 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 Carpinteria, 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:
The difference in recommended sustainment funding and actual sustainment funding The nominal rate of inflation The physical plant deterioration rate An Econometric Model for Montecito Projections of suggested funding levels have been generated utilizing a customized econometric model. The econometric model is specific to Carpinteria 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.
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 Carpinteria this corresponds to a calculated spend between approximately $25,100 and $62,700 based on the current CRV. Current spend is estimated at approximately $30,600 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.
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 forward average of approximately 12%, which is considered poor. This scenario will require the investment of $1.24 MM over a 20-year planning horizon. Scenario 2 maintains the Facility Condition Index at a forward average of 10% ( fair/poor ) at the end of the 20-year planning horizon. This scenario will require an investment of $1.32 MM during the modeling period. Scenario 3 The third scenario moves the portfolio FCI to 8%, or fair and requires approximately $1.39 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.