capital presentation - ofc meeting, october, 2018 · • overview –previous fcs data • upcoming...

Capital Program

• Overview – Previous FCS data

• Upcoming Facility Condition Survey

• Capital Tools Refresher

• DAHP support

Steve LewandowskiChief Architect

October, 2018

• Overview – Previous FCS data

Previous Facility Condition Survey

Overview

• Building condition trend – How do they change over time?

• System building condition summary – What is our goal?

• Maintenance expenditures comparison – How do you

compare to others?

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Average Building Condition Trend

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Adequate = 275

64%

System Building Condition Summary

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What has affected the progress in reaching this goal?

• Repair funding level has increased by 10% per biennium• Major project funding reduced over the last 3 biennia• Upward trend towards achieving this goal has become flat

Facility Condition Immediate ReplacementNeeds Major RenovationNeeds ImprovementAdequateSuperior

State Board goal:

All buildings in adequate condition or better by 2020.

20134.9%10.5%21.1%33.5%30.0%

63.5%

20152.8%12.9%20.0%36.9%27.4%

64.3%

20172.6%11.6%22.3%33.8%29.7%

63.5%Adequate or better

Average Building Condition Trend

Budget Requests tell a story:

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Trend: 64% flat


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Facility Condition Immediate ReplacementNeeds Major RenovationNeeds ImprovementAdequateSuperior

State Board goal:

All buildings in adequate condition or better by 2020.

Counteracting changes in condition:

• A few buildings receive significant improvement every biennium• All other buildings slowly degrade• System has reached equilibrium under current funding level

20134.9%10.5%21.1%33.5%30.0%

63.5%

20152.8%12.9%20.0%36.9%27.4%

64.3%

20172.6%11.6%22.3%33.8%29.7%

63.5%Adequate or better


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What does it cost to achieve the goal:

• 1 out of 5 buildings need minor improvements ($230k average x 219 buildings x 2 systems = $100.6 Million)

• 1 out of 10 buildings need major renovations($30M average x 98 buildings = $2.94 Billion)

• 1 out of 40 should be replaced($35M average x 25 buildings = $875 Million)

Total cost = $3.92 BillionTarget duration to reach goal = 10 bienniaCost per biennium = $392 Million


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Biennial budget request required to reach goal:

Maintain current conditions $300 MillionAdditional improvements to conditions $392 MillionTotal budget required (for 10 biennia) $692 Million

Actual request:

2019-21 Budget request $600 Million2021-23 Estimated budget request $850 Million(if 2019-21 is successful)

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2013 Staff 2013 Contracted 2015 Staff 2015 Contracted 2017 Staff 2017 Contracted

Maintenance Expenditures Comparison

Annual maintenance expenditures (staff, materials and outside contracts)

Upcoming Facility Condition Survey

Facility Condition Survey

• Surveys occur Feb – Nov, 2019 (Scheduled in January)

• Support documents provided with Outlook invite and email

• Facility Condition Survey Tool is available

• Results will be used to ask for roughly $48M in the 2021-23 budget for

repairs (10% increase)

• Average repair funding request = $1.4M per college

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Process

• The survey is completed roughly every two years at each college.

• All owned buildings are evaluated and scored based on their condition.

• Building and site deficiencies are evaluated and scored.

• A report is generated for each college and published at the end of the calendar year. These reports are used to help the State Board build part of the capital budget proposal.

• All college deficiencies are ranked by score. The highest ranking deficiencies are included in the next capital budget proposal.

• The building condition scores will be used by colleges that request a major capital project (worth 15% of total points).

• Funding is requested in the next biennium capital budget.

• Funding becomes available 2 years after survey (on average).

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Preparing for the survey

• Review Pre-survey questions (your use only)

• Review State Board guide to identify deficiencies (email)

• Use the Facility Condition Survey tool to enter datahttp://www.sbctc.edu/colleges-staff/programs-services/capital-budget/facility-assessment.aspx

• Evaluate and obtain supporting documentation for deficiencies that are

not observable.

Examples: underground utilities, electrical systems, obsolete safety

equipment with verification that it is no longer supported, extent of

moisture damage, etc

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Site visit

• Initial interview with facility director and business officerUpdate facility condition and planning data

Discuss currently funded and previously identified minor works projects

Review and update deficiency and maintenance management data provided by college

• Survey building and site conditionsScore buildings and review deficiencies

• Exit interviewGo over survey highlights

Overview of building and site score changes

Overview of deficiencies that will be included in the survey report

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Other Focus Areas

• Continued focus on spending Minor works funds in two years. Projects

should start immediately after budget bill is signed. Coordinate with

DES prior to the release of funds.

• A new focus on infrastructure. Many campuses have utilities that are

more than 50 years old. System failures could be extremely disruptive

to programs. Campus-wide solutions could be considered as a major

project request.

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Infrastructure Survey

• A system-wide infrastructure condition survey will be completed in addition to the facility condition survey. This survey will be independent of the FCS. This new survey will be used to build a database and identify projects that will reduce the risk of major system failures.

• This is a new type of minor work project since much of the work may be preventative. Projects may be ranked based on system age and component materials rather than observable degradation. The State Board plans to hire a contract employee to complete the survey. The effort may take 8 to 10 months to complete.

• Colleges will be asked to provide resources to help identify system composition and age. The data will be used to identify high priority infrastructure repair or replacement projects that will be included in the 2021-23 biennium request.

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Infrastructure Survey

• The system will request $34M for these infrastructure minor works

projects. This is in addition to the request for site, roof and facility

repairs. The site repair category will no longer include infrastructure.

Equipment that is not located in close proximity to a building (roughly 5

feet) will be considered infrastructure during the facility and

infrastructure condition surveys.

• Infrastructure project examples: Utility loops, electrical feeder lines,

transformers, cooling towers or remote mechanical equipment.

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Capital Tools Refresher

• Facility Condition Survey Tool

• Allocation and Monitoring tables (SBCTC website)

• Minor Works Project Change Tool

• ADA standards Tool

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sbctc-fcs






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Allocation and Monitoring

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SEARCH

“ALLOCATION AND MONITORING”

SBCTC.EDU

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ADA Review Tool

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ADA Review Tool

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ADA Review Tool

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ADA Review Tool

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ADA Review Tool

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ADA Review Tool

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ADA Review Tool

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ADA Review Tool

DAHP support(Department of Archaeology & Historic Preservation)

• What is the law?

• Support provided by State Board

• Requirement flow chart

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What is the law?

Executive order 05-05 (protect cultural heritage and archeological resources)

Capital projects will require DAHP review if:

• Project funds are appropriated

• Project includes ground disturbing activities

• Renovation project includes work in a building that is more than 45 years old

• Project is required to go through the State Environmental Policy Act (SEPA) process

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Support Provided by State Board

The State Board will:

• Submit master list of all minor projects at start of biennium to DAHP to

determine which are exempt from DAHP review

• Submit initial forms required for DAHP review

The College will:

• Submit all forms required through a SEPA process

• Coordinate with DAHP to fulfill any requirements beyond the initial

review

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Proposed Construction

Project

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Questions?

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Questions?

Questions?

Questions?

Capital Updates• Capital Timeline and budget request

• Minor Works projects status update

Steve LewandowskiChief Architect

Cheryl BivensBudget Analyst

2018 2019

2019DecOctSepAugJul JunAprMarFebJan MayNov

2020Implementation of 19-21 budget

Implementation of 17-19 budget

19-21 request Legislature develops final 19-21 budgetOFM Governor’s 19-21 budget

21-23 instr.Develop changes to scoring system for 21-23 Facility Condition Survey

Stakeholder input for 2023-25. How is the capital process working? What needs improvement? Principles

2017 2018Implementation of 17-19 budget

19-21 prepColleges develop 19-21 requests Scoring

PrinciplesStakeholder input for 2021-23. How is the capital process working? What needs improvement?

DecOctSepAugJul JunAprMarFebJan MayNov

DecOctSepAugJul JunAprMarFebJan MayNov

Major Requests

Due

We Are Here

21-23 prepColleges develop 21-23 requests Scoring

2021-23 Workshop

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Minor Requests

Due

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Request 2019-21

Category Total

Minor Work – Preservation $23,739,000

Minor Repairs – Roof $15,252,000

Minor Repairs – Facility $38,527,000

Minor Repairs – Site $3,310,000

Minor Work – Program $37,148,000

Minor Work - Infrastructure $34,000,000

Major Projects $483,888,000

Total Request $627,357,000

*Includes $14,195,000 in postponed minor projects

*

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Request 2019-21

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Request 2019-21

Minor Works Projects status

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• Schedule data has been collected from colleges• WACT requires an updated status report of all minor works

projects (see handout). The summary report is provided when requested at WACT meetings and includes:

1. Number of projects with missing schedules2. Any project schedules that extend beyond the current

biennium3. Number of projects that are NOT reported to be on

schedule

• Data can be reviewed or updated using the minor works project change tool

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Minor Works Project Schedules SummaryStatus of projects with at least $1,000 in State appropriations as of 10/09/2018

College Number of projects Projects missing schedulesProject schedules extending

beyond this bienniumProjects NOT reported to be

on scheduleBates Technical College 8 0 0 0Bellevue College 5 5 0 5Bellingham Technical College 8 0 0 0Big Bend Community College 11 1 0 1Cascadia College 4 4 0 4Centralia College 4 0 0 0Clark College 4 4 0 4Clover Park Technical College 5 2 0 2Columbia Basin College 9 0 0 0Edmonds Community College 3 3 0 3Everett Community College 8 1 0 1Grays Harbor College 11 0 0 0Green River College 14 0 0 0Highline College 9 0 0 0Lake Washington Institute of Technology 8 0 0 0Lower Columbia College 8 0 0 0North Seattle College 5 0 0 0Olympic College 8 8 0 8Pierce College Fort Steilacoom 6 6 0 6Pierce College Puyallup 2 2 0 2Renton Technical College 6 0 0 0Seattle Central College 7 7 0 7Shoreline Community College 8 1 0 1Skagit Valley College 4 4 0 4South Puget Sound Community College 9 0 0 0South Seattle College 13 13 0 13Spokane Community College 3 0 0 0Tacoma Community College 3 3 0 3Walla Walla Community College 9 0 0 0Wenatchee Valley College 5 0 0 0Whatcom Community College 4 0 0 1Yakima Valley College 5 0 0 0Grand Total 218 65 0 66

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Allowed 17 months to spend instead of 24Colleges given chance to postpone work

Have spent 16% of allocationsShould be at 37% based on schedules providedNo black bar = nothing spent or no schedulesChart shows lots of red (college schedules)Funds not spent by June 30 will dissolveIf can’t complete work, offer funds to others

BAC will see this report next weekWACT will see this report in December

Questions?

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capital presentation - ofc meeting, october, 2018 · • overview –previous fcs data • upcoming...

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