facilities needs assessmentbcpsagenda.browardschools.com/agenda/2020h/57571/... · assessment...

27 May 2014 Board Workshop

Facilities Needs Assessment Status Update

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Agenda

Assessment Phase

Assessment Schedule / Executive Summary

Facility Portfolio

Assessment Methodology

Interim Needs Assessment Review

Discussion

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Context of the Needs Assessment

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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

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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

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Assessment Executive Summary

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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.


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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

Presenter

Presentation Notes

Back up facts: Schools in first 2 columns Campuses vs. Buildings in other columns

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

Presenter

Presentation Notes

Misnomer = “Portable”

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

Presenter

Presentation Notes

Colors – Red/Blue/Green

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


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

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• 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

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• 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


Drainage Issues at Northeast High School 24


Blistered Roofs and Standing Water Various Sites 25


Technology Equipment in Crammed, Hot Rooms 26


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

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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

Presenter

Presentation Notes

X% ES X% MS X% HS X% Other

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




Total Projected 5-Year Need 2,886,370,126$ 2,687,871,239$

Projected Need - Admin

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40% Complete


Complete 13 782,527 Total 22 1,066,240 Percent 59% 73%



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$


Complete 13 782,527 Total 22 1,066,240 Percent 59% 73%



Total Projected 5-Year Need 46,080,808$ 37,101,921$

Projected Need - Total

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40% Complete




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%



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$





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


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

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Discussion

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