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27 May 2014 Board Workshop
Facilities Needs Assessment Status Update
1
Agenda
Assessment Phase
Assessment Schedule / Executive Summary
Facility Portfolio
Assessment Methodology
Interim Needs Assessment Review
Discussion
2
Context of the Needs Assessment
3
Facility Need
Enrollment
Educational Framework
Cost
Facility Needs Assessment Status • February
– Initiated Project – Developed Project Work Plan
• March
– Collected and Analyzed SBBC Data (FISH) – Numerous Data Silos – Updated Educational Specifications – Begin SBBC Data Integration into MAPPS™
– Interviewed and Obtained Stakeholder Input – Finalized Assessment Strategies and Teams – Begin Field Assessments
– Educational Adequacy – Building Condition
– Development of Executive Summary Report. 4
Facility Needs Assessment Status • April
– Ongoing Educational Assessment (School Sites) – Ongoing Building Condition Assessment (School Sites) – Halt School Site Assessments During FCAT Testing – Conduct Administrative Assessments During FCAT Testing – Continue to Integrate SBBC Data Sets into MAPPS™
• May
– Restart Educational Assessment (School Sites) – Restart Building Condition Assessment (School Sites) – Begin to Develop Web Page and Reports – Add Building Condition Assessment for Select Portables
– 103 Sites that require Portables to Comply with CSR – Approximately 600 Portables
– Status Update to Board (Today) 5
Facility Needs Assessment Status • June
– Ongoing Educational Assessment (School Sites) – Ongoing Building Condition Assessment (School Sites) – Continue to Integrate SBBC Data Sets into MAPPS™ – Enter Assessment Data into MAPPS™ – Launch Web Page – Begin Program, Adequacy, and Capacity Analysis – Begin Capital Planning Process
• July – Complete Educational Assessment – Complete Building Condition Assessment – Complete Portable Assessment – Final Needs Assessment Briefing to Board – Develop Capital Improvement Plan
6
Facility Needs Assessment Status • August
– Finalize Analysis – Building Condition Needs – Educational Adequacy
– Present Draft Capital Improvement Plan in Board Workshop – Publish Draft Capital Improvement Plan – Community Meetings
• September
– Final Needs Assessment Report to Board / Action – Software Implementation
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Facility Needs Assessment Schedule
8
Assessment Executive Summary
9
Executive Brief, May 20, 2014 Facility Condition Assessment
1.0 Planning 100%
100%
100%
40%
58% 18,762,058 / 32,319,695
50% 15,549,454 / 31,365,491
15%
Current Status
2.0 Data Gathering3.0 CAD Conversion/Printing4.0 Educational Framework
5.0 Edu. Adequacy Assessmts.
8.0 Meetings, Reporting, Software Training7.0 Capital Facility Planning
9.0 Community Engagement
6.0 Building Condition Assessmts.
40%
40%30%20%10%0% 100%90%80%70%60%50%% Complete
0%
Milestones
The Assessments were suspended during 3 weeks in the April/May timeframe due to FCATs. During this period, the Assessors visited administration sites. Assessment forms were modified to identify site-work needs and a questionnaire was developed for the principals. This process has resulted in additional findings regarding overall site conditions.Additionally, teams initiated assessments of Portables.Assessment data sets were received on Asbestos and Portables and entered into the MAPPS software.
Assessment Executive Summary
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Assessment Executive Summary
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Assessment Executive Summary
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Facilities Portfolio
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In Current FISH Dataset Facility Parcel FISH Adjustments / NotesElementary 139 140 2nd Parcel at Driftwood is AdminMiddle 39 40 2nd Parcel at McNicol is AdminHigh 28 29 2nd Parcel at Cypress Bay is AdminCombination 3 3Center 23 25 Atlantic and Sheridan both have 2 ParcelsAdministration 23 24 KCW has a 2nd ParcelCity Administration 1 1 Coral Springs Aquatic Center
256 262
Adjusted for Current Use of Facilities Facility Parcel Assessment AdjustmentElementary 139 139Middle 39 39High 28 28Combination 3 3Center 23 25 Remove Community School North - Not assessingAdministration 23 27 Remove Dillard ES Museum - Not assessingCity Administration 1 1 Remove - Not assessing aquatic center
256 262
Reflected in Assessment/MAPPS Facility ParcelElementary 139 139Middle 39 39High 28 28Combination 3 3Center 22 24Administration 22 26City Administration 0 0
253 259
Facilities Portfolio 259 Total Parcels, 32.4 Million SF in 2,213 Permanent Buildings 1.6 Million SF in 2,079 Portable Buildings
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Facility Portfolio
School/Facility Type Count Sq Ft Count Sq Ft
Elementary Schools ES 139 1107 13,751,279 578 466,579
Middle Schools MS 39 369 6,501,132 475 377,319
High Schools HS 28 459 8,500,163 510 395,767
Combination Combina 3 26 631,338 9 6,976
Centers PLC 24 177 1,924,073 122 100,132
Administration Educ C 26 75 1,071,279 385 300,916
Total 259 2213 32,379,264 2079 1,647,689
CampusesPermanent Buildings Portable Buildings
Permanent Buildings Average Campus Age = 57 Years (1957) Average Building Age = 27 Years (1987) 40% of Space is Over 25 Years Old
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Building Age by Age Bracket Average Age of Buildings 1987
46,741 63,541
4,829,440
7,761,787
9,884,026 9,482,143
352,347 -
2,000,000
4,000,000
6,000,000
8,000,000
10,000,000
12,000,000
Pre 1929 1929 - 1948 1949 - 1968 1969 - 1988 1989 - 1998 1999 - 2008 2009 - 2014
Total New Square Feet Constructed
Portable Buildings
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2,079 Total Portable Buildings 79% Over 20 Years Old 590 Required for Class Size Reduction (at 103 Locations) 73% Over 20 Years Old
211,424
7,344
92,864
3,168 47,844
17,128
761,786
113,152 134,580
73,952
168,247
- -
100,000
200,000
300,000
400,000
500,000
600,000
700,000
800,000
Total New Square Feet Constructed
Over 20Years Old
Portable Status
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• Validating Use of All Portable Buildings – Instruction – Administration – Storage – Vacant
• Assessing Condition - Portables used for Class Size Reduction
– 590 Total portables used for CSR – Forms tailored to portable buildings – 325 complete = 55% – Will use scheduled “float” days to complete remainder by July 3.
Facilities Portfolio / Age of Schools
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Based on Average Age, weighted by building size, of Permanent Buildings at Each Campus
Assessment Methodology
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• Project Mobilization • Educational Adequacy Guidelines • Data Gathering • Field Assessment
• Educational Adequacy • Building Condition Assessment
• Current Deficiencies • Capital Renewal Analysis
• Data Entry • Data Analysis & Cost Estimating
• Results….
Creates Foundation for Balanced Facility Planning
Facility Need
Enrollment
Educational Framework
Cost
Educational Adequacy
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• Educational Adequacy is a standards-based approach • Convert updated Ed Specs to detailed template • Assesses School, Building and Room level criteria • Over 100 different elements
• Some examples below:
• Compare survey to standards to identify deficiencies
• 5 Jacobs Assessors
Security & Supervision
Relationships of Spaces
Support for Programs
Physical Characteristics Instructional
Aids Technology
Learning Environment Capacity
Building Condition Assessment
21
• Condition addresses what is broken or will break within defined timeframes • Current Deficiencies • Future Capital Renewal Needs
• 5 Disciplines • Architectural / Structural • Mechanical • Electrical • Roofing (Separate) • Site Conditions (Separate)
• Facility Visits • ES – 1 Day • MS – 1 ½ Days • HS – 2-3 Days
• 5 Teams comprised of professionals from both Physical Plant Operations and Building Department
Data Entry and Processing
22
• Review of forms for completion
• Entry into MAPPS™ • Current Deficiencies • Capital Renewal • Notes • Photos • Building Information
(Portable Use) • Cost Estimates
• RSMeans™ - based • Include anticipated
“Soft Costs” • Inflation • Market conditions
Facilities Needs Interim Data
Roof and Mechanical System Pasadena Lakes 23
Facilities Needs Interim Data
Drainage Issues at Northeast High School 24
Facilities Needs Interim Data
Blistered Roofs and Standing Water Various Sites 25
Facilities Needs Interim Data
Technology Equipment in Crammed, Hot Rooms 26
Facilities Needs Interim Data
Portables 27
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5-Year Need by System
Figures are PRELIMINARY and represent 40% of the facilities. Final results are anticipated in mid-July 2014
40% Complete
Assessment Need by Building System(all figures in $000's)
Building System Prioirty 1 Prioirty 2 Prioirty 3 Prioirty 4 Prioirty 5 Total
Site $0 $128 $4,187 $9,244 $12,003 $25,562 $6,181 $31,743
Roofing $370 $113,821 $25 $127 $2 $114,344 $4,969 $119,313
Structural $0 $0 $271 $0 $0 $271 $106 $377
Exterior $0 $8,714 $3,220 $6,037 $15,147 $33,118 $25,839 $58,957
Interior $0 $4,613 $29,257 $14,851 $30,750 $79,472 $73,880 $153,352
Mechanical $0 $254,236 $36,132 $27,782 $6,418 $324,568 $147,230 $471,798
Electrical $191 $20,622 $6,944 $36,647 $12,848 $77,253 $11,914 $89,167
Plumbing $526 $395 $51,961 $5,081 $9,366 $67,329 $1,548 $68,877
Fire and Security $1,495 $7,214 $224 $0 $0 $8,932 $1,978 $10,911
Technology Wiring $0 $0 $12,154 $48,842 $10,566 $71,562 $562 $72,124
Conveyances $100 $102 $989 $11 $27 $1,229 $0 $1,229
Specialties $439 $1,083 $6,804 $8,269 $20,784 $37,379 $2,282 $39,661
Other $0 $0 $152 $0 $0 $152 $0 $152
Total $3,122 $410,928 $152,321 $156,889 $117,911 $841,171 $276,490 $1,117,661
Year 2-5 Capital Renewal
Total 5 Year Need
Current Deficiencies
Priorities
Priority 1 – Critical Needs Legal, safety, security and important system replacements. Priority 2 – Potential Impact to Facility Use Items that may progress to a Priority 1 item if not addressed in the near term. Priority 3 – Short-Term Conditions: Deficiencies that are necessary to the mission of the school, but may not require immediate attention. Priority 4 – Long-Term Requirements: Items or systems which are likely to require attention within the next five years. Priority 5 – Future Considerations: These items are deficiencies that are aesthetic in nature or are considered enhancements. Not anticipated to be bond-funded at this time.
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1 Fire Alarms Roofing 2 Windows AC Equipment 3 Plumbing Lighting Tech Wiring 4 Interior Finishes Cabinetry 5 Interior Painting Signage
5-Year Need by Facility Type
30
Figures are PRELIMINARY and represent 40% of the facilities. Final results are anticipated in mid-July 2014
40% Complete
Total Need by Facility Type(all figures in $000's)
Type Priority 1 Priority 2 Priority 3 Priority 4 Priority 5 TotalSchools
Elementary Schools $1,587 $121,097 $47,481 $49,167 $32,762 $252,093 $137,875 $389,969
Middle Schools $188 $125,985 $31,658 $42,476 $28,391 $228,698 $83,826 $312,524
High Schools $676 $114,178 $48,146 $48,724 $38,647 $250,370 $20,310 $270,680
Combination $0 $3,954 $2,598 $3,037 $2,015 $11,603 $7,646 $19,249
Centers $393 $31,010 $16,973 $10,217 $14,207 $72,801 $16,607 $89,407
Total Schools $2,844 $396,224 $146,856 $153,620 $116,022 $815,566 $266,264 $1,081,829
Admin Facilities $278 $14,704 $5,466 $3,269 $1,889 $25,605 $10,226 $35,832
Grand Total $3,122 $410,928 $152,321 $156,889 $117,911 $841,171 $276,490 $1,117,661
Current DeficienciesYear 2-5 Capital Renewal
Total 5 Year Need
Projected Need - Schools
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Figures are PRELIMINARY and represent about 40% of the facilities. Final results are anticipated in mid-July 2014. Includes escalation.
40% Complete
Current DeficienciesBuilding Condition Assessment Facilities Square Feet
Complete 85 12,357,858 Total 231 31,253,455 Percent 37% 40%
Cost of Assessed to Date 661,057,729$
Projected Cost for All Facilities (Cost to date divided by % Complete) 1,796,521,592$ 1,671,838,111$
Educational Suitability Facilities Square FeetComplete 105 15,048,571 Total 233 31,253,455 Percent 45% 48%
Cost of Completed to Date 154,507,883$
Projected Cost for All Facilities (Cost to date divided by % Complete) 342,860,350$ 320,887,955$
Total Projected Need (based on) Facilities Square FeetBuilding Condition Assessment 1,796,521,592$ 1,671,838,111$ Educational Adequacy 342,860,350$ 320,887,955$
2,139,381,942$ 1,992,726,065$
Year 2-5 Capital RenewalAll Facilities Facilities Square Feet
Complete 85 12,357,858 Total 231 31,253,455 Percent 37% 40%
Cost of Completed to Date 274,865,782$
Projected Cost for All Facilities (Cost to date divided by % Complete) 746,988,184$ 695,145,174$
Total Projected 5-Year Need 2,886,370,126$ 2,687,871,239$
Projected Need - Admin
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Figures are PRELIMINARY and represent about 40% of the facilities. Final results are anticipated in mid-July 2014. Includes escalation.
40% Complete
Current DeficienciesBuilding Condition Assessment Facilities Square Feet
Complete 13 782,527 Total 22 1,066,240 Percent 59% 73%
Cost of Assessed to Date 25,605,468$
Projected Cost for All Facilities (Cost to date divided by % Complete) 43,332,331$ 34,888,987$
Educational Suitability Facilities Square FeetCompleteTotalPercent
Cost of Completed to Date -$
Projected Cost for All Facilities (Cost to date divided by % Complete) -$ -$
Total Projected Need (based on) Facilities Square FeetBuilding Condition Assessment 43,332,331$ 34,888,987$ Educational Adequacy -$ -$
43,332,331$ 34,888,987$
Year 2-5 Capital RenewalAll Facilities Facilities Square Feet
Complete 13 782,527 Total 22 1,066,240 Percent 59% 73%
Cost of Completed to Date 1,624,100$
Projected Cost for All Facilities (Cost to date divided by % Complete) 2,748,477$ 2,212,934$
Total Projected 5-Year Need 46,080,808$ 37,101,921$
Projected Need - Total
33
Figures are PRELIMINARY and represent about 40% of the facilities. Final results are anticipated in mid-July 2014. Includes escalation.
40% Complete
Current DeficienciesBuilding Condition Assessment Facilities Square Feet
Complete 98 13,140,385 Total 253 32,319,695 Percent 39% 41%
Cost of Assessed to Date 686,663,197$
Projected Cost for All Facilities (Cost to date divided by % Complete) 1,839,853,923$ 1,706,727,098$
Educational Suitability Facilities Square FeetComplete 105 15,048,571 Total 233 31,253,455 Percent 45% 48%
Cost of Completed to Date 154,507,883$
Projected Cost for All Facilities (Cost to date divided by % Complete) 342,860,350$ 320,887,955$
Total Projected Need (based on) Facilities Square FeetBuilding Condition Assessment 1,839,853,923$ 1,706,727,098$ Educational Adequacy 342,860,350$ 320,887,955$
2,182,714,273$ 2,027,615,053$
Year 2-5 Capital RenewalAll Facilities Facilities Square Feet
Complete 98 13,140,385 Total 253 32,319,695 Percent 39% 41%
Cost of Completed to Date 276,489,882$
Projected Cost for All Facilities (Cost to date divided by % Complete) 749,736,661$ 697,358,108$
Total Projected 5-Year Need 2,932,450,934$ 2,724,973,160$
Balanced Planning Approach
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– Educational Framework or Programs – Existing programs that need facility support – New or expanding programs
– Condition of Facilities – Building Condition – Educational Adequacy – Other Initiatives
– Enrollment / Demographics – Permanent Capacity – Portable Capacity
– Cost – Need – Priorities
Facility Need
Enrollment
Educational Framework
Cost
June • Field Assessments • Establish Assessment Website • Complete Consolidation of Data Silos • Preliminary Planning •
July • Complete Field Assessments • Quality Review • Present Assessment Findings
to Board • Develop Capital
Improvement Plan
August • Publish Draft Capital
Improvement Plan • Community Engagement
Meetings • Finalize Capital Improvement
Plan
September • MAPPS™
Implementation • Initiate Data
Sustainability Model
Next Steps
35
Discussion
36
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