from abidjan to zabreb assessing facility conditions at u ... · from abidjan to zabreb assessing...
TRANSCRIPT
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
0%
20%
40%
60%
80%
100%
120%
1 7 13 19 25 31 37 43 49 55 61 67 73 79 85 91 97
Con
ditio
n In
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Time
Linear Deterioration Over Time
Non-Linear Deterioration Over Time
Systems, Costs and EUL
Deterioration
0%
20%
40%
60%
80%
100%
120%
1 7 13 19 25 31 37 43 49 55 61 67 73 79 85 91 97
Con
ditio
n In
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Time
Non-Linear Deterioration Over Time
Non-Linear Deterioration Over Time
Systems, Costs and EUL
How do we Calibrate the Model?
0%
20%
40%
60%
80%
100%
120%
1 7 13 19 25 31 37 43 49 55 61 67 73 79 85 91 97
Con
ditio
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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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