HomeMy WebLinkAboutMINUTES - 05012007 - C.44 Contra
TO: BOARD OF SUPERVISORS
FROM: FINANCE COMMITTEE Costa
John Gioia Chair 'off
Mary N. Piepho
q �oUn County
DATE: May 1, 2007
C.
SUBJECT: FACILITIES LIFE-CYCLE INVESTMENT PROGRAM
SPECIFIC REQUEST(S)OR RECOMMENDATION(S)&BACKGROUND AND JUSTIFICATION
RECOMMENDATION: -
ACCEPT report from the Finance Committee on the selection of a firm;to provide facilities condition
assessments as part of the County's Facilities Life-Cycle Investment Program; and.AUTHORIZE the
General Services Director to execute a contract with ISES Corporation, in,/an_gim. t not to exceed
$380,000, to provide facilitiesilcondition assessments on approximately 100 County owned buildings,
for the period May 1, 2007 through completion.
FISCAL IMPACT:
The cost to provide the facilities condition assessments will be paid for with FY 2006/07 funds from
undesignated capital reserves; however, a portion of these costs will be State and Federally
reimbursable.
BACKGROUND:
On July 6, 2006 the Finance Committee considered a Facilities Life-Cycle Investment Program (FLIP)
and directed staff to return to'their Committee with a facility assessment plan, timeline, and estimation
of cost and revenue sources. The Committee specifically requested that the program segregate
minor versus major improvements, include County owned facilities only, provide enough information
for each building to verify that General Fund monies are not spent on non-General fund buildings, and
include Health Services in the program.
In a follow-up report to the Finance Committee on November 2, 2006, the General Services
Department was authorized to issue a Statement of Qualifications (SOQ) to identify a qualified
consultant to provide facilities condition assessments for approximately 90 County buildings totaling 3
million square feet as noted on Attachment (the actual number of buildings is 100). Subsequent to
the Committee's direction, the General Services Department issued a SOQ for consultant services to
CONTINUED ON ATTACHMENT: YES SIGNATURE:
RECOMMENDATION OF COUNTY ADMINISTRATOR RECOMMENDATION OF BOARD COMMITTEE
APPROVE OTHER
SIGNATURE(S):
APPROVED AS RECOMMENDED
ACTION OF BOARD ON � ^�(� � OTHER
VOTE OF SUPERVISORS I HEREBY CERTIFY THAT THIS IS A TRUE AND CORRECT
COPY OF AN ACTION TAKEN AND ENTERED ON MINUTES OF
UNANIMOUS(ABSENT THE BOARD OF SUPERVISORS ON THE DATE SHOWN.
�/�" _ )
AYES: NOES:
ABSENT: ABSTAIN:
Contact: Lisa Driscoll 335-1023
Cc: County Administrator ATTESTED I
All County Departments I JOHN CU EN,CLER OF THE BOARD OFSUPERVISORS
BY: C DEPUTY
i
1
Facilities Life-Cycle Investment Program
May 1, 2007
Page Two (2)
provide the facilities condition assessments. Twelve firms submitted SOQs from which five firms
were short-listed. A selection,committee comprised of County staff from the Employment and Human
Services Department, County Administrator's Office, and the General Services Department
conducted interviews and ranked the short-listed firms.
Thereafter, the top three rated firms were required to provide software demonstrations to the
selection committee including staff from the Department of Information Technology. References were
contacted and ISES Corporation was selected as the most qualified.
Facilities Condition Assessment Process
ISES Corporation will provide a comprehensive database that catalogs current deferred maintenance
and future capital renewal costs for County buildings. The database will describe and assess the
condition of building systems (roof, mechanical, electrical, plumbing, structural, etc.), facility
deficiencies, recommended corrective action, estimated cost to correct deficiencies, and priorities of
the recommended corrective actions to enable staff to:
- Establish credible information for qualified decision-making and budgeting
- Prioritize short-term maintenance plans and identify long-term strategies
- Identify and estimate the cost of current deferred maintenance backlog
- Define equity and parity issues to guide equitable funding decisions
- Forecast future expenditures
- Develop qualified maintenance work plans with the annual budget process
It is estimated that the facilities condition assessment process will take 27 weeks to complete.
Thereafter, staff will return to the Finance Committee with plans to address identified deferred
maintenance deficiencies. It is expected that significant funds will be required to bring facilities up to
a minimum repair level before the on-going cost of maintenance can be covered by an increase in
occupancy cost. At that time, staff will also have detailed information available to determine the costs
associated with the General Fund and the level of funding expected from non-General Fund sources.