1	Major Maintenance Technical Criteria & List Quality of Life Committee February 27, 2006
2	Briefing Agenda Define EBS facility maintenance programs Operation and Maintenance (O&M) Major Maintenance Discuss list of needs currently identified Present revised technical scoring criteria for Major Maintenance Continuing the process Appendix A – Technical Criteria Form B – Current List of Needs
3	Operation and Maintenance (O&M) O&M funded through annual operating budgets Scope of work narrowly defined Generally handled by City (EBS) staff Includes System operation – i.e. adjustments to heating and cooling system Preventive maintenance – i.e. filter maintenance for HVAC, roof inspections Routine maintenance or minor repairs – i.e. replace/adjust hardware, repair roof parameter flashings Unscheduled work – i.e. leaking roof, stopped-up plumbing, power outage
4	Operation and Maintenance (O&M) Most O&M repair work is provided as response to call for service from customer departments Current level of O&M work does not meet all facility maintenance needs; therefore, major maintenance program required
5	Major Maintenance Scope of major maintenance work larger and broader in nature Greater level specialization required (including design) Contracted to private sector in most cases More time needed to complete Includes Repair of major building systems/components Replacement of major building systems/components i.e. Roof replacement (requires significant portion of annual funding allocation because of cost of each project) Reconstruction
6	Major Maintenance Major Maintenance projects typically cost more than O&M projects and funding not available in annual operating budget While some facility needs are eligible and funded by G.O. bonds, major maintenance typically funded as part of annual capital budget process (use general-purpose funding – i.e. transfer from GF, GCR, etc.) Grant (i.e. CDBG) funds sometimes available with eligibility criteria Private/donations (i.e. Friends of the Library) available in some instances
7	Opportunity Current level of O&M and Major Maintenance has not been adequate to meet all facility maintenance needs; therefore, additional funding being sought through bond program Bond funds provide opportunity to address many deferred needs Legal restrictions on use Not eligible – operation, routine maintenance, repairs or “fixes” Eligible – Replacement, reconstruction, and improvements Must be a capital project Must have expected useful life of at least 20 years or life of the bonds
8	Opportunity Failure to take care of facilities as they are used and as they age will result in continued deterioration Pay now or pay more later Strategic approach Use bond funds to invest in building components that serve as primary protection for rest of building – i.e. Roof Replacement By funding projects such as roof replacement through bond program, more dollars available on annual basis to address other facility needs
9	Benefits Staff Accountability Protect tax payer investment by taking care of assets Maximize life of facilities and avoid need for replacement facilities Replacement cost value for general-purpose facilities is $1.2 billion as of Sept. 2005 Public Safety and Neighborhood Quality of Life Ensure facilities are safe and useable for public and staff Promote positive image within neighborhoods by taking better care of City facilities
10	Needs Identified Maintenance needs are identified from many sources Prior facility assessments Work Order history for facilities (history of calls received and work completed by EBS trades staff) Risk and safety assessments Citizen input Mayor and City Council input Management input Coordination between EBS and customer departments Department master plans Routine process for assessing condition of each and every facility needed
11	Needs Identified List Represents Needs: Both Eligible and Not-eligible for Bond Funds
12	Technical Criteria Primary goal is to ensure that needs are addressed on worst to first basis Criteria revised to address more variables and to weight them for relative significance Example variables listed below (Criteria in Appendix A) Health and safety Codes and regulations Potential for damage to other building components or contents History of number of work orders and cost of repairs Master Plan Other funding available or potential to leverage other funds Facility’s history of receiving major maintenance dollars
13	Continuing the Process Receive QL Committee affirmation of criteria – Feb 27 Score projects using revised Technical Criteria – March Republish Needs Inventory and brief Council – April 19 Path #1: Develop recommendation for 2006 bond program and brief Council – May 17 Include building system/component replacement, reconstruction, and improvement projects that are eligible – i.e. roofs Path #2: Provide QL Committee list of top 100 maintenance needs not eligible or not recommended for bond program Determine acceptable maintenance backlog and set future funding goals Use needs inventory and technical criteria to recommend future projects for annual funding Implement on-going facility assessment program
14	Questions and Comments
15	Appendix A – Technical Criteria Form
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17	Appendix B – Current List of Needs List is in alphabetical order pending scoring projects using new Technical Criteria