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CASE STUDY OF COLLEGE OF THE DESERT’S COMPUTER AIDED FACILITY MANAGEMENT IMPLEMENTATION

Steve RenewDirector, Facilities Services

KimonOnumaPrincipal

Scott HairDivision Director

Patrick DanielsSenior Project Manager

• Ron Beeler• Ava Hill

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COLLEGE DESERT• Need• Vision• Execution…

OfThe

COLLEGE DESERTPalm Desert, California

OfThe

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Salton Sea

Mecca Campus3 Buildings, 14,807 ft2

• Facilities Condition Assessment• Equipment Inventory• HVAC Component Level 

Assessment• Equipment Inventory• Preventative Maintenance• Populate SchoolDude Database

Mecca Campus

Main Campus52 Buildings, 412,249 ft2

• Facilities Condition Assessment• Equipment Inventory• HVAC Component Level 

Assessment• Infrastructure Assessment • Equipment Inventory• Preventative Maintenance• Populate SchoolDude Database

Main Campus

College of the Desert

PROJECT SCOPECollege of the Desert

PROJECT SCOPE

EXECUTION

Spring 2013Alpha Performs Assessment

Summer 2013Data compiled and reported 

Fall 2013Data Integrated into FUSION

INITIALIZATIONSummer 2011Purchased:• MaintenanceDirect• PMDirect

Fall 2012Evaluating partnership with Alpha to perform assessment and database population

Fall 2012Purchased PlanningDirect, now tracking over $13millionin capital needs

TIMETIME

Timeline

CAPITAL PLANNING CHRONOLOGYTimeline

CAPITAL PLANNING CHRONOLOGYINFORMATION

Fall 2010Webcast:

Capital Planning in Higher Education

Fall 2010Webcast:

Best Practices in Higher Education Capital Planning

Spring 2011Private Webcast:

Work order management Preventive maintenance 

2010 2011 2012 20142013

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…Identify, measure, manage

“…We are business consultants that focus on optimizing the financial performance of real estate portfolios”

“…We are business consultants that focus on optimizing the financial performance of real estate portfolios”

MBAs ACCOUNTANTS ARCHITECTS CIVIL ENGINEERS MECHANICAL ENGINEERS STRUCTURAL ENGINEERSCONSTRUCTION MANAGERS FACILITY MANAGERS COMPUTER PROGRAMMERS PROJECT MANAGERS

MBAs ACCOUNTANTS ARCHITECTS CIVIL ENGINEERS MECHANICAL ENGINEERS STRUCTURAL ENGINEERSCONSTRUCTION MANAGERS FACILITY MANAGERS COMPUTER PROGRAMMERS PROJECT MANAGERS

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Fiscal needs of a portfolio• Operations and maintenance• Deferred maintenance• Prioritizes remedies • Predictions based on the

present condition and historical performance

Source: Registration Survey for Capital Planning and Forecasting for Educational Facility Funding Needs”

Planning

ARE YOU CAPITAL PLANNING…?Planning

ARE YOU CAPITAL PLANNING…?Analyzing a portfolio to identify opportunities for optimization

BUDGETING: Reconciles intermediate needs based on a predetermined revenue stream.CAPITAL PLANNING: Anticipates financial considerations over an extended forecasting period, and coordinates with projected expense and revenue streams.

• Cost of capital• Depreciation• Organizational risk (Liability)• Return on investment• Predictions based on the

statistical probability of failure• Legitimizes fundraising

(Bonds)

EXPIREDEXPIRED

TIMETIME

DESIGN LIFE(REGULAR PREVENTATIVE MAINTENANCE)

DESIGN LIFE(REGULAR PREVENTATIVE MAINTENANCE)

USEFUL LIFEUSEFUL LIFE

AdequateLevel of Performance

(Repair – Low Probability of Failure)

AdequateLevel of Performance

(Repair – Low Probability of Failure)

InadequateLevel of Performance

(Replace – High Probability of Failure)

InadequateLevel of Performance

(Replace – High Probability of Failure)

EXTENDEDLIFE

EXTENDEDLIFE

PE

RFO

RM

AN

CE

PE

RFO

RM

AN

CE

100%

0%

100%

0%

Minimum Acceptable Level of Performance

(Specified by Client)

Minimum Acceptable Level of Performance

(Specified by Client)

LIFECYCLE CURVELIFECYCLE CURVEEXTENDEDEXTENDED

EXPIREDEXPIRED EXPIREDEXPIRED

Asset Management

LIFECYCLE CURVESAsset Management

LIFECYCLE CURVES

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Facility Condition Assessment

DATA COLLECTION + HOSTINGFacility Condition Assessment

DATA COLLECTION + HOSTING

ONUMA

2‐4 wks

ALPHA2 wks

SchoolDudeSchoolDude

REPORTING• Quality Control• Data Manipulation• Database Population• Preventative Maintenance • Draft Report Production• Client Review and Feedback• Final Report Production

Facility Condition Assessment

WORKFLOW TIMELINEFacility Condition Assessment

WORKFLOW TIMELINE

ALPHA2 wks

ALPHA6 wks

2 wks2 wks

2 wks2 wks

DATABASE• Data Hosting and Training

FUSION COORDINATION• Export Facilities Data to FUSION • Validate Data Transfer

FIELD WORK• Interviews• Review Exiting Records• Assessments• Equipment Inventory

FIELD PREPARATION• Map Facilities• Coordinate Spaces with FUSION• Client Questionnaires• Prep Database & Field Tools 

16 Weeks16 Weeks

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STANDARDS DEVELOPMENT• Set Standards• Review Records• Interview Staff• Project Controls

ASSESSMENT• Perform Field Assessment

• Document Deficiencies• Analyze Data

• Design• Construct

• Maintenance• Repair• Replacement

REPORTING• Host Data• ReportPLANNING• Develop Projects• Secure Funding

EXECUTION• Solicit• Retain• Execute• Update Database

DATA HOSTING

Facility Condition Assessment

FCA WORKFLOWFacility Condition Assessment

FCA WORKFLOW

DATA CAPTUREDATA CAPTURE

Field Work

DATA MIGRATIONField Work

DATA MIGRATION

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Field Work

DATA MIGRATIONField Work

DATA MIGRATION

Data Collection and Storage

EQUIPMENT INVENTORYData Collection and Storage

EQUIPMENT INVENTORY

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Data Collection and Storage

PREVENTATIVE MAINTENANCE Data Collection and Storage

PREVENTATIVE MAINTENANCE

Facility Condition Assessment

REPORTING FINDINGSFacility Condition Assessment

REPORTING FINDINGS

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Cost Assumption• Rough Order of Magnitude (ROM) cost estimate provided for the 

replacement of systems at the end of useful life.

• R.S. Means (2013) regionally adjusted cost indices utilized to obtain pricing.

FCI = 70%

Terminology

FACILITY CONDITION INDEXTerminology

FACILITY CONDITION INDEX

Facility Condition Assessments

Repair…?Re-task…?Replace…?

Facility Condition Assessments

Repair…?Re-task…?Replace…?

.87

.80

.76

.62

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Facility Condition Index

FACILITY SUMMARYFacility Condition Index

FACILITY SUMMARY

Facility Condition Index

FACILITY SUMMARYFacility Condition Index

FACILITY SUMMARY

Cumulative Cost of Annual Facility NeedsCost of needs that are Immediate and Urgent

Cost of needs that are routine

Average Funding Need: $74,818/ year

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RY Table 145. HVAC Summary of Findings – V Dawson House President’s Residence

Table 144. Current Needs: Itemized Component Deficiencies (Level 2) – V Dawson House President’s Residence

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Facility Condition Index

PORTFOLIO SUMMARYFacility Condition Index

PORTFOLIO SUMMARY

Facility Condition Index

PORTFOLIO SUMMARYFacility Condition Index

PORTFOLIO SUMMARY

Cumulative Cost of Annual Facility NeedsCost of needs that are Immediate and Urgent

Cost of needs that are routine

Average Funding Need: $1.4M/ year

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Facility Costs by Reporting Period 2013 costs per Facility

2018 costs per Facility

Acceptable Condition Index (>80%)Consider for Renewal (<40%)Faci

lity

Con

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PO

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FOLI

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Faci

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FOLI

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Facility FCI by Reporting Period 2012 FCI per Facility

2017 FCI per Facility

Cost Alert Threshold >$250,000

Faci

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FOLI

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Faci

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FOLI

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…Identify, measure, manage

Provides operations software for colleges and universities, school districts & independent schools

Over 1,000,000 users everyday use SchoolDude

Launched Software as a Service (SaaS) in May, 2001Building solutions for education since 1984

Based in Cary, North Carolina200+ employees

Pure SaaSbusiness model In the Cloud

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PlanningDirectPlanningDirect

Centralize data Forecast future facility “scenarios” or need proposals Graphs and reports Integrates with MaintenanceDirect work orders and equipment

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INTEGRATING LIFECYCLE CONSIDERATIONS INTO THE DESIGN PROCESS

www.alpha-fs.com

SBA 8(a) Certified SDVOSB (Service Disabled Veteran Owned Small Business) Texas HUB SCTRCA (South Central Texas Regional Certification Agency) MBE (Minority)

STEVE RENEWCollege of the DesertDirector Facilities Services

PATRICK DANIELS Alpha Facilities SolutionsAIA, NCARB, LEED AP BD+C & O+M, CSI CCCA, EDAC, CMAA CMIT, IFMA CFM

SCOTT HAIR SchoolDudeDivision Director

RON BEELERFacilities Planning & Program Services, Inc.

STEVE RENEWCollege of the DesertDirector Facilities Services

PATRICK DANIELS Alpha Facilities SolutionsAIA, NCARB, LEED AP BD+C & O+M, CSI CCCA, EDAC, CMAA CMIT, IFMA CFM

SCOTT HAIR SchoolDudeDivision Director

RON BEELERFacilities Planning & Program Services, Inc.

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Facility Condition Assessment

FUTURE TECHNOLOGIESFacility Condition Assessment

FUTURE TECHNOLOGIESFa

cilit

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tion

Ass

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ent

SE

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ITIV

ITY

AN

ALY

SIS

Faci

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Con

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SE

NS

ITIV

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AN

ALY

SIS

505040403030202010100YEARS

0YEARS

FUNDING100%

FUNDING100%

80%80%

60%60%

40%40%

20%20%

0%0%

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Reporting…

FacilityConditionAssessment

Reporting…

FacilityConditionAssessment

DE

SIG

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ES

IGN

BU

ILD

BU

ILD

OP

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AT

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PE

RA

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VISUALIZATION• MAYA• VIS• 3D MAX• GOOGLE SKETCH

UP

PRODUCTION• REVIT• MICROSTATION• ARCHICAD

VISUALIZATION• MAYA• VIS• 3D MAX• GOOGLE SKETCH

UP

PRODUCTION• REVIT• MICROSTATION• ARCHICAD

CONTRACTORCONTRACTOR

x3Dimensions

x3Dimensions

x4Dimensions

x4Dimensions

x6Dimensions

x6Dimensions

x5Dimensions

x5Dimensions

x7Dimensions

x7Dimensions

DESIGN TEAMDESIGN TEAM

ArchitectArchitect

EngineerEngineer

OWNER TEAMOWNER TEAM

COORDINATION• REVIT• MICROSTATION• ARCHICAD

SCHEDULING &PRICING• PLUG-INS• CUSTOM

SOFTWARE

COORDINATION• REVIT• MICROSTATION• ARCHICAD

SCHEDULING &PRICING• PLUG-INS• CUSTOM

SOFTWARE

OPERATIONS• COBie• ENTERPRISE • CAFM• CMMS• FCA DATABASE

OPERATIONS• COBie• ENTERPRISE • CAFM• CMMS• FCA DATABASE

OWNERSHIPCOST

>80%OWNERSHIP

COST

>80%

FIRSTCOST

<20%FIRSTCOST

<20%

DIMENSIONSDIMENSIONSUSERSUSERS SOFTWARESOFTWARE

Production

BIM

Production

BIM

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Cost Modeling

BIM PRESCRIPTIVE ESTIMATINGCost Modeling

BIM PRESCRIPTIVE ESTIMATING

Wall• $10/Linear foot• .5 hour/Linear foot• 1,000 linear feet• $10,000 (Cost)• 500 hours (Time)

Wall• $10/Linear foot• .5 hour/Linear foot• 1,000 linear feet• $10,000 (Cost)• 500 hours (Time)

Roof• $50/Square foot• 1 hour/Square foot• 100 Square feet• $5,000 (Cost)• 100 hours (Time)

Roof• $50/Square foot• 1 hour/Square foot• 100 Square feet• $5,000 (Cost)• 100 hours (Time)

Foundation• $50/Cubic yard• 5 hour/Cubic yard• 50 Cubic yards• $2,500 (Cost)• 250 hours (Time)

Foundation• $50/Cubic yard• 5 hour/Cubic yard• 50 Cubic yards• $2,500 (Cost)• 250 hours (Time)

$17,500 | 31.25 days$17,500 | 31.25 days

Cost Modeling

BIM PREDICTIVE ESTIMATINGRoofing System: 100,000ft2

Cost Modeling

BIM PREDICTIVE ESTIMATINGRoofing System: 100,000ft2

Operation & Maintenance• Cleaning• Inspection• Repair$.025/ft2 = $2,500/yr

Operation & Maintenance• Cleaning• Inspection• Repair$.025/ft2 = $2,500/yr

EXPENSEEXPENSE

$1M

$750K

$500K

$250K

$0

$1M

$750K

$500K

$250K

$0

Installation$10/ft2 = $1MInstallation$10/ft2 = $1M

YEARSYEARS0 1 2 3 4 5 6 7 8 9 10 11 12 13 14 15 16 17 18 19 20 21 22 23 24 250 1 2 3 4 5 6 7 8 9 10 11 12 13 14 15 16 17 18 19 20 21 22 23 24 25

Rejuvenation• Flood Coat• Seal & Patch• $.015/ft2 = $1500/yr

Rejuvenation• Flood Coat• Seal & Patch• $.015/ft2 = $1500/yr

Demolition$50,000Reinstallation$+1M

Demolition$50,000Reinstallation$+1M

Demolition$50,000 Reinstallation$+1M

Demolition$50,000 Reinstallation$+1M

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TIMETIME

EX

PE

NS

EE

XP

EN

SE

Electrical, $9.21M

HVAC, $11.29M

Interior Finishes $6.20M

Other, $4.91M

Plumbing $4.52M

PROJECTED COST OF EXPIRED BUILDING SYSTEMS

Predicting 85% of the Value of Lifecycle Costs, in addition to the 15% First Cost

PROJECTED COST OF EXPIRED BUILDING SYSTEMS

Predicting 85% of the Value of Lifecycle Costs, in addition to the 15% First Cost

TIMETIME

EX

PE

NS

EE

XP

EN

SE

Cost Modeling

BIM PREDICTIVE ESTIMATINGCost Modeling

BIM PREDICTIVE ESTIMATING

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INTEGRATING LIFECYCLE CONSIDERATIONS INTO THE DESIGN PROCESS

www.alpha-fs.com

SBA 8(a) Certified SDVOSB (Service Disabled Veteran Owned Small Business) Texas HUB SCTRCA (South Central Texas Regional Certification Agency) MBE (Minority)

STEVE RENEWCollege of the DesertDirector Facilities Services

PATRICK DANIELS Alpha Facilities SolutionsAIA, NCARB, LEED AP BD+C & O+M, CSI CCCA, EDAC, CMAA CMIT, IFMA CFM

SCOTT HAIR SchoolDudeDivision Director

RON BEELERFacilities Planning & Program Services, Inc.

STEVE RENEWCollege of the DesertDirector Facilities Services

PATRICK DANIELS Alpha Facilities SolutionsAIA, NCARB, LEED AP BD+C & O+M, CSI CCCA, EDAC, CMAA CMIT, IFMA CFM

SCOTT HAIR SchoolDudeDivision Director

RON BEELERFacilities Planning & Program Services, Inc.