from abidjan to zabreb assessing facility conditions at u ... · from abidjan to zabreb assessing...

FROM ABIDJAN TO ZABREB

Assessing Facility Conditions at U.S. Embassies around the World

Alexander J. Willman, P.E.Branch Chief, Office of Facility Management,

U.S. Department of State&

Gary Evans, MRICSGPE Facility Consulting LLC

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Meet Our Presenter(s):Alexander J. Willman, P.E.

Branch Chief, Office of Facility Management, U.S. Department of State

Manages current and future budgets/staff for $95M of M&R funding to overseas U.S. embassies and consulates.

Directs production of budget estimates for future building operating expenses.

Directs the development of facility condition indexes for all State Department owned properties to guide U.S. Facility Managers on funding priorities.

Meet Our Presenter(s):Gary Evans, MRICS

GPE Facility Consulting LLC

Originally from the UK, Chartered Building Surveyor with over 20 years of experience providing condition assessment and facility management-related consulting services.

Since 2008, has been responsible for calculating Facility Condition Index (FCI) values and capital repair needs for over 6,500 buildings and structures located around the world, operated by the US Department of State.

Review Session Learning Objectives1. Understand the challenges faced when performing

facility assessments of large international property portfolios.

2. Introduction to the methods used by the U.S. Department of State to evaluate facility conditions.

3. Appreciate how innovative solutions may solve problems associated with facility condition assessment issues.

4. Learn about potential cost savings that may be achieved by targeting facility condition assessment resources.

Department of StateOverseas Building Operations

INTRODUCTION

Overseas Building OperationsThe Department of State, Bureau of Overseas Buildings Operations (OBO) directs the worldwide overseas buildings program for the Department of State and the U.S. Government civilian community serving abroad under the authority of the chiefs of mission.  

In concert with other State Department bureaus, foreign affairs agencies, and Congress, OBO sets worldwide priorities for the design, construction, acquisition, maintenance, facility operation, use, and sale of real properties and the use of sales proceeds.

Abidjan

Zagreb

Each year, the U.S. Department of State (DOS) calculates and submits Facility Condition Index (FCI) values for buildings and structures for analysis by the Office of Management and Budget (OMB).  

OBO uses this information as an important element in the process to prioritize funding for major renovation projects.

Overseas Building Operations

Secretary of State

Under Secretary for Management

Overseas Building Operations (OBO)

Office of Facility Management (FAC)

Calculating Global FCI Values

THE PROBLEM

Why are FCI Values Needed?

E.O. 13327 Federal Real Property Profile

Calculating Global FCI Values

Why are FCI Values Needed?

E.O. 13327

Calculating Global FCI Values

Executive Order 13327:"The policy of the United States is to promote efficient and economical use of America's real property assets and to assure management accountability for implementing federal real property management reforms." 

President George W. Bush February 4, 2004 

Why are FCI Values Needed?

Federal Real Property Profile

Calculating Global FCI Values

FRPP is the "single, comprehensive, and descriptive database of all real property under the custody and control of all executive branch agencies, except when otherwise required for reasons of national security."

Why are FCI Values Needed?

Federal Real Property Profile

Calculating Global FCI Values

1. Real Property Type 2. Real Property Use 3. Legal Interest 4. Status 5. Historical Status 6. Reporting Agency 7. Using Organization 8. Size 9. Utilization 10. Value 

11. Condition Index 12. Mission Dependency 13. Annual Operating Costs14. Main Location 15. Real Property Unique Identifier 16. City 17. State 18. Country 19. County 20. Congressional District 21. ZIP code 22. Installation/Sub‐Installation Identifier 23. Restrictions 24. Disposition 25. Sustainability 

Calculating Global FCI ValuesThe Problem:  5,000+ properties at over 240 posts

0% 100%

Calculating Global FCI Values

Ratio of Repair Needs to Replacement CostWhat are FCI Values?

The Government (FRPP) FCI Formula:FCI = 1 ‐ $ Repair Needs  x  100%

$ Replacement Value

What are Repair Needs?

• Official Government (FRPP) definition:“the amount necessary to ensure that a constructed asset is restored to a condition substantially equivalent to the originally intended and designed capacity, efficiency, or capability...”

Calculating Global FCI Values

What is Replacement Value?

Market Value Construction Cost

• Official Government (FRPP) definition:“the cost of replacing an existing asset at today’s standards… ”

Calculating Global FCI Values

Condition Assessment Modeling

THE SOLUTION

Accepted Ways of Calculating FCI Values

Visual Assessments Total Lifecycle Cost

Condition Assessment Modeling

Department of State FCI Method

Total Lifecycle Cost

• Approved by FASAB Standard Number 6 (1996)

• Also known as “Parametric Age‐Based” Condition Assessment

Condition Assessment Modeling

Condition Assessment ModelingBasic Concept

2010 2011 2021 2101

Properties Age and Deteriorate Over Time

Condition Assessment ModelingCalculating FCI Results using:

Minimum Data:• Property Construction Date• Property Use• System Cost Details• System Expected Useful Life (EUL)Desired Data:• System / Element “As New” Date and EUL• Objective & Consistent Condition Knowledge

Condition Assessment ModelingHow Accurate is Condition Assessment Modeling?• In tests against 10,500 government buildings, 75% of the FCI results were with 10% accuracy using just the date of construction.

• The FCI Model WILL NOT:– Recognize unusual property features– Identify event‐based repairs– Be 100% accurate all of the time– Provide enough information to identify project scope details

Condition Assessment ModelingHow does Modeling work with Visual Surveys?

Select Properties:  Visual Assessment

All Properties:  FCI Model

Highest FCI

Lowest FCI

Condition Assessment ModelingHow important is the input data?

PROPERTY DATA SYSTEM DATA

VISUAL ASSESSMENTSINVENTORY DATA

Systems, Costs and EUL

THE APPROACH

Construction Cost

($175K)

What is Condition Assessment Modeling?

Systems, Costs and EUL

31 UNIFORMAT II SYSTEMS ARE USED

What is Expected Useful Life (EUL)?• The point in time when the annual cost to maintain an system exceeds the annualized replacement cost.

Example:  Chiller

Equipment Cost = $100KAnnual Maintenance = $5KEUL = 20 YearsMeaning: to get another 20 years, it is cheaper to replace than repair.

Systems, Costs and EUL

DeteriorationSystems, Costs and EUL

Our Approach: “MYTHBUSTERS” Style

Deterioration

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120%

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Time

Linear Deterioration Over Time

Non-Linear Deterioration Over Time

Systems, Costs and EUL

Deterioration

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20%

40%

60%

80%

100%

120%

1 7 13 19 25 31 37 43 49 55 61 67 73 79 85 91 97

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Non-Linear Deterioration Over Time

Non-Linear Deterioration Over Time

Systems, Costs and EUL

How do we Calibrate the Model?

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20%

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120%

1 7 13 19 25 31 37 43 49 55 61 67 73 79 85 91 97

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Time

Non-Linear Deterioration Over Time

Non-Linear Deterioration Over Time

Original Curve

System Changes Slope

Use Changes Length

Systems, Costs and EUL

What is the Impact of Maintenance?

2013         2014 2024         2100

Industry Standard 

Maintenance(Standard Funding)

2013         2014 2019         2050

Systems, Costs and EUL

Below Industry Standard 

Maintenance(Low Funding)

Gathering Data

Gathering DataWhat Data is Collected?

Model Cost           Model EUL         System Dates

Gathering DataWhat Date is Required for Each System?

“AS‐NEW CONDITION”

Gathering DataWhat is “As‐New” Condition?

“As‐New” Condition means:• Perfect Condition• No Deficiencies of ANY kind• No Wear and Tear

“As‐New” Condition does NOT mean:• All Routine Maintenance has been performed• There are no repair tickets• No capital projects have been identified

Gathering DataHow to Research “As New” System Dates?

Possible Information Sources

• Drawings• O&M Manuals• Specifications• CMMS• Financial RecordsPLUS:• Nameplates• Interview Local Staff

Gathering DataMany Elements with Different Dates?

• Calculate “Average Date” if more than one element in a system/inventory component.

• Example (two clay tile roofs):

1/1/1905

1/1/1995

Average = 1/1/1950

Gathering DataMany Elements with Different Dates?

• Ignore small elements as they can unfairly influence the average date.

• For example (small clay tile roof):

Ignore the small roof that was replaced in 2005.

Enhancements

EnhancementsClimate Factors that affect EUL

EnhancementsEconomic Factors that affect EUL

Combined S&P, Fitch and Moody’s Credit Ratings

EnhancementsOther Geographic Factors that affect EUL

Electrical Infrastructure Coastal Proximity

EnhancementsSubjective Condition Ratings

• Subjective Condition Ratings collected from:– Subject Matter Experts– Overseas Building Operations Database– Annual Inspection Summary Reports

• System Ratings: “Good”, “Fair”, “Poor”, “Failed”• Definitions:  Installation Status Report (ISR) Standards Booklet 50 produced by the United States Army in September 2004

EnhancementsSubjective Condition Ratings

How much do subjective ratings affect results?

EnhancementsCalibration with Visual Assessment Results

EnhancementsCalibration with Visual Assessment Results

• Margin of Error:

• Confidence:

• Sample Size:

• Result:  Sample Size = 300, • Result:  Relative Importance = 30

EnhancementsCalibration using New Construction Costs

New Cost details were CREATED for • Chancery Office Buildings• Marine Security Guard Detachment Residences• Warehouses• Power Plant/Utility Buildings• Paint/Carpentry/Electric/Plumbing & Other Workshops• Parking Lot/Covered Parking (not residential)• Recreation/Community Center/Club/Gym/Theaters• Compound Access Control Gate (CAC)/Sallyports

EnhancementsCalibration using New Construction Costs

New Cost details were EXTRAPOLATED for:• Consulate Office Buildings• Local Guard Changing/Shower Facilities• Multi‐Unit Residential Buildings• Cold Storage/Refrigeration Facilities• Dry Storage Structures• Laundry/Dry Cleaning Structures• Local Guard Booth/Towers (not CAC)• Residential Garage/Parking Structures• Exterior Restroom/Structures

Conclusions

Conclusions1.  Model FCI Results have Credibility

• This FCI model compared  within +/‐ 3 % to visual condition assessments by experienced field engineers at embassies.

• Enhancements have improved modeled results to reflect effects of local climates and unreliable power quality.

• Accuracy of FCI results is used in formula to modify M&R budgets for embassies.

Conclusions2. Facility Repair Needs Estimates

• The FCI model generates first order Facility Repair Need Estimates (FRNE).  

• These estimates can help guide the post annual work plan.  

• They do not reflect actual projects and do not replace existing or future budgets.  

• They aid long‐term M&R planning.

Conclusions3. Lessons Learned

• FCI Modeling offers value to a cohesive facility assessment and budgeting program.

• Data Quality, Granularity and Consistency are essential to success.

• Celebrate Incremental Improvements.• Do not be influenced by desires, follow an objective, engineering‐based rationale.

• Manage expectations, do not promise miracles.• Educate, educate, educate…

Questions?

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