facilities management 101 presentation.pdf
TRANSCRIPT
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BROWARD COLLEGEFACILITIES MANAGEMENT
DESIGN AND CONSTRUCTIONFacilities Management 101
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WelcomeJohn Dunnuck, Vice President of Operations
Facilities ManagementKen Klindt, Associate Vice President of Facilities
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Housekeeping Restrooms and water
fountains located behind the Auditorium
Break at 9:45 A.M. Drinks and snacks provided
by Flashback Diner, Davie
No food or drinks inside the auditorium
Cell phone’s ringer off BC is a Tobacco Free
workplace effective 8-24-15
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GOALS &OBJECTIVES
Deborah Czubkowski, District Director of Design & Construction
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Board of Trustees
Senior VP for Academic AffairsLinda Howdyshell
North Campus President
Dr. Avis Proctor
Central Campus President
Dr. Mercedes Quiroga
South Campus President
Dr. Sean Madison
Senior VP for Administrative ServicesTom Oliff
VP of Operations John Dunnuck
VP of Information Technology
Patty Barney
FoundationNancy Botero
PresidentDavid Armstrong
Executive Organizational
Chart
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Broward College Facilities Staff
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Facilities Management OrganizationalChart
John DunnuckVP of Operations
Kenneth KlindtAVP of Facilities Mgmt.
Sean DevaneyDistrict Director, Facilities
College Wide Maintenance
Deborah CzubkowskiDistrict Director, Facilities Design
and Construction
Mark GriffinDistrict Director, Facilities Planning
& Capital Budgets
Jean GriffinExecutive Assistant
Ana OvallesFacilities Planner
Jacqueline GonzalezCAD/Software Operator
Chuck SchwartzbergSr. Budget Analyst
Jonathan HornungCentral Campus
Senior Project Manager
Patsy LenoxExecutive Assistant
Robert BellotSouth Campus
Senior Project Manager
Michael HamiltonNorth Campus
Senior Project Manager
Jonathan IglesiasOperations CAFM
Mike CovalElectrical Manager
Yohannes AsgedomHVAC/Mechanical Mgr.
Shad CulpFacility Mgr. DTC
Kenneth HuntLocksmith Manager
Nathan Sade Facility Mgr. S/C
Chris TavaresFleet Manager
Janet SimilienAdmin. Assistant III
Marcus WilsonFacility Mgr. N/C
Larry JonesFacility Mgr. C/C
Laura OzmentCW Landscape Mgr.
Juanita RoblesExecutive Assistant
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Project Initiation Mark Griffin, District Director of Planning and Budget
New Project Request
Major Capital Project (=> $1M)Defining the need for a capital project
Academic program need – Educational Plant Survey
Capital Improvement Plan
Facilities Master Plan
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Project Initiation Mark Griffin, District Director of Planning and Budget
New Project Request
General Remodeling/Renovation (< $1M)
New project request
Prioritization
Budget Prep (new fiscal year)
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Project Initiation Mark Griffin, District Director of Planning and Budget
Securing the Funding
Source of funds dictates availability
Public Education Capital Outlay (PECO) Local funding
Restricted - Fee based, bond Unrestricted - General revenue
Funding will be secured prior to engaging vendors.
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Project Initiation Mark Griffin, District Director of Planning and Budget
Programming
Educational Plant Survey
Supported by Capital Outlay Full Time Equivalent projections
Needs analysis (relative need) - programming
Conceptual drawings with a list of space needs/classifications
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Project Initiation Mark Griffin, District Director of Planning and Budget
Establishing the Initial Budget
Project cost analysis will be based on criteria provided by the Division of Colleges for new construction.
For remodeling/renovation projects, cost will be estimated by the District Director, Design and Construction.
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Project Initiation Mark Griffin, District Director of Planning and Budget
Establishing the Initial Schedule
Based on: Availability of funding Availability of College resources Availability of external resources Scheduled use of facility if Remodel/Renovation Estimated duration Time lines will be developed based on input from all parties
involved.
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First 2 Digit Campus Site
00 – College Wide
10 – Central
11 – Downtown
12 – Weston
14 - Cypress
20 – North
30 – South
34 – Tiger Tail
35 – Pembroke Pines36 – Miramar / Automotive
“C” Construction“M” Maintenance
“P” Planning
Ex. 1003-C14-01.1Year
Project Was
Initiated
Building Number
Sequentially Assigned
Sub-project
July 30th 2015
Planning PhaseBroward College Facilities Project Numbers Designation
Deborah Czubkowski, District Director of Design and Construction
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Assigning the Team
Planning
Research
Review
Expertise
Vendor Evaluations
Manpower
Fair Distribution
Planning PhaseDeborah Czubkowski, District Director of Design and Construction
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Planning PhaseDeborah Czubkowski, District Director of Design and Construction
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Planning PhaseDeborah Czubkowski, District Director of Design and Construction
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Planning PhaseDeborah Czubkowski, District Director of Design and Construction
2015 Broward College Design and Construction Standards
http://www.broward.edu/community/facilities/Pages/default.aspx
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Planning PhaseDeborah Czubkowski, District Director of Design and Construction
Design and Construction Standards – Conformance Statement
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Design and Construction Standards - Appendix
Planning PhaseDeborah Czubkowski, District Director of Design and Construction
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Other Resources
Facilities Master Plan Environmental and Condition
Assessment Reports
A/V Standards
SREF
BC Access Control Standards
As-built drawings
BC IT Standards
Planning PhaseDeborah Czubkowski, District Director of Design and Construction
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Architect/Engineer Deliverables:
Schematic Design and Equipment Requirements
Design Development (30%)
Construction Documents (60%) - including involvement from BC Security, AV, IT, Locksmith, Landscape, Maintenance, stakeholders, Furniture plans, Equipment List… Submit for courtesy Building Official Review
Construction Documents (90%) - submit for Building Official Review
Permit Set 100% - Submit signed and sealed docs for building permit and State Office of Educational Facilities
Planning PhaseDeborah Czubkowski, District Director of Design and Construction
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CM @ Risk Preconstruction Services:
• Design Review (provide input, value engineering)• Assist with Planning• Review Project requirements• Review Project Site data (surveys, as-built, etc.)• Review Architect’s Schedule and Budget• Quality Assurance• Prepare Bid Documents• Prepare GMP
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Advertising and Bidding Requirements
• State Requirements for Educational Facilities (SREF) Chapter 4, 2014 www.fldoe.org
• Legal Notice (Bid Advertisement Form)
• Bid Opening
Bidding PhaseMike Hamilton, Senior Project Manager – North Campus
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STATE REQUIREMENTS FOR EDUCATIONAL FACILITIES (SREF) Chapter 4, 2014
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BIDADVERTISEMENT
FORM
Bidding PhaseMike Hamilton, Senior Project Manager
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Preparation of the Guaranteed Maximum Price
• Evaluation of the Bids and Preparation of the GMP
• Final format for the GMP Submittal
• BC Facilities and Design Consultant Review of the GMP
Bidding PhaseMike Hamilton, Senior Project Manager – North Campus
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GUARANTEED MAXIMUM PRICE
(GMP)
Bidding PhaseMike Hamilton, Senior Project Manager
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Bidding PhaseMike Hamilton, Senior Project Manager – North Campus
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Bidding PhaseConstruction Purchase Order
Supplier Name and Address Info
Purchase Order Number
Broward College Project Number
Billing Address
Contract Amount
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Break Time! Restrooms and water
fountains located behind the Auditorium
See you in 20 minutes Drinks and snacks provided
by Flashback Diner, Davie
No food or drinks inside the auditorium
Cell phone’s ringer off BC is a Tobacco Free
workplace effective 8-24-15
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Notice to Proceed
Issued with PO
References Dates to Start
Obligations of Contract
References Bid Documents
Sign and Return
Schedule Pre-Con Conference
within 10 days of receipt
Construction PhaseJon Hornung, Senior Project Manager
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Construction PhaseJon Hornung, Senior Project Manager
Site/Project Logistics Plan
Used to determine Maintenance of Traffic for Vehicles and Pedestrians
Identifies Gates and Main Access Points to the Site
Location of Jobsite Trailer (Water/Sewer/Telecom Coordination)
Dumpsters
Temporary Toilets
Fire Truck Access, Fire Lane & Hydrants
Crane Access Roads / Safety Zone
Building Entrance Points
Contractor Parking
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Permitting & Inspections
Forms available from Permitting Authority (currently: MEP Structural)
Permit Application is signed/notarized by Subcontractor
Application Requires signature from BC Senior Project Manager or
BC District Director of Design and Construction
Requires Contractor License and Insurance for Backup
BC Fire Official completes plan review at 60% and 100% CD’s
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Permitting & Inspections
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Permitting & Inspections
INSPECTIONS Fire Marshal Inspections
Inspections Scheduled through AHJ, copy BC PM with meeting invite
for major milestone inspections such as wall rough, ceiling rough, final
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FF&E Fixtures, Furniture & Equipment
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FF&E Fixtures, Furniture & Equipment
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CommunicationBC PM Single Point of Contact Between CM & other listed
Broward College Departments:
• Occupants/ End Users
• Locksmith
• BC HVAC/Mechanical and Electrical Managers
• Landscape Department
• College Wide Maintenance Department
• Business Deans, Campus Presidents, Executives
• Campus Safety & Chief Fire Official
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Document Management
File Naming Conventiona) Do I need to open to know what the document is?
b) How will this sort?
c) File name to begin with Year-Month-Day ex. 2015-07-30 Facilities 101
d) Include brief description, Reference Number, Value, Version, Revision
Email Etiquettea) Subject Line Description- Enter Project name or number and brief
subject.
b) BC Emails are subject to Public Disclosure “Sunshine” Law
c) Stick to the facts
d) Include signature block with contact information
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Communication
BC PM Single Point of Contact Between CM & other listed
Broward College Departments:
• Occupants/ End Users
• Locksmith
• BC HVAC/Mechanical and Electrical Managers
• Landscape Department
• College Wide Maintenance Department
• Business Deans, Campus Presidents, Executives
• Campus Safety & Chief Fire Official
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Punch List
All CM’s should have a Quality Control procedure in place.
CM shall complete their own punch lists prior to requesting
walkthrough from Architect/Owner.
Conducting punch list walks prior to establishing substantial
completion:
a) Sets expectations
b) Leverages subcontractor availability to make timely repairs
c) May find items that are long lead to repair/replace.
d) Follow-up walk-thru may be required, but will have minimal
items.
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Closeout Checklist1. All field issues resolved, building clean.2. All MEPF, Telecom, Special Systems, Life Safety Tested3. AHJ and Fire Marshal Final Inspection Complete4. Turn over keys, parts, attic stock (with transmittal and inventory)5. Owner Training Complete6. FDOE documents completed7. All punch list items, RFI’s, Submittals completed.8. O&M’s, As-Built, Record Document Set Provided to Owner9. LEED documentation completed10.Release of Liens, Consent of Surety11.Receipt and Release12.Certificate of Occupancy Issued13.Final Survey of Site Complete per Survey Standards14.Financials reconciled - Deductive Change Order if needed15.FINAL PAYMENT – contract amount!16.FINAL PAYMENT – Retainage!
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“Show Me the Money”
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Purpose:To Facilitate Payment
Broward College Compliance with:Florida Statues Florida Auditor General
Contractor’s Compliance with:BC Contract BC Purchase Order
INTRODUCTION
“Show Me the Money” Chuck Schwartzberg, Construction Accountant Robert Bellot, Senior Project Manager
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GENERAL BILLING GUIDELINES
“Show Me the Money” Chuck Schwartzberg, Construction Accountant Robert Bellot, Senior Project Manager
• Establish Billing Cut-Off Period
• All billed work must be completed prior to submitting
• One Invoice / Pay App per Period per Job
• Send electronic Pay Applications and 2 hard copies to Patsy Lenox
• Of Reasonable Dollar Value
• Rolls forward from prior period
• Types of Invoices
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AIA G702
“Show Me the Money” Chuck Schwartzberg, Construction Accountant Robert Bellot, Senior Project Manager
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“Show Me the Money” Chuck Schwartzberg, Construction Accountant Robert Bellot, Senior Project Manager
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“Show Me the Money” Chuck Schwartzberg, Construction Accountant Robert Bellot, Senior Project Manager
Components of Contract Value (AIA G703)
• Original Guaranteed Maximum Price (GMP)"Cast in concrete" - - - "set in stone“
• Owner Change Order (OCO)Impacts contract value
• Direct Owner Purchase (DOP)Impacts contract value
• Contingency Change Authorization (CCA)Tracks use of & release of contingencyDoes not impact Adjusted GMP
• Adjusted Guaranteed Maximum Price
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AIA 703 ContractSample Contractor CONTRACT CONTRACT CONTRACT CONTRACT CONTRACT Bldg xxx VALUE VALUE VALUE VALUE VALUEPay Application No.Job No. ORIGINAL APPROVED CONTINGENCY DIRECT REVISEDProject Name: GMP CHANGE CHANGE OWNER GMPPeriod ending: ORDERS AUTHORIZATION PURCHASE
DESCRIPTION (SOV) (OCO) (CCA) (DOP) (ADJ. SOV)General ConditionsProject Executive 10750 10750Project Manager 22100 19900 42000Contract Administrator 6989 -5260 1729Superintendent 85280 -15845.66 69434.34Carpenter 1163.66 1163.66Project Accountant 8320 2000 10320Auto Allowance 0 Electrical SubTotal 31550 0 3647.16 0 35197.16COST OF THE WORK - SUBTOTAL 942077 10000 19924.08 -3000 969001.08 CM Fee & OtherCM Fee 71191 800 0 71991 CM Fee & Other SubTotal 71191 800 0 0 71991Contingency 43936 -11570.29 32365.71 Contingency Total 43936 0 -11570.29 0 32365.71TOTAL CONTRACT 1237138 10800 0 -3000 1244938ALL DOCUMENTATION MUST BE DATED ORIGINAL APPROVED APPROVED APPROVEDPRIOR TO APPLICATION CUT-OFF DATE PURCHASE OCO DOC'S CCA DOC'S DOP DOC'S
ORDER (PO) & & ®ISTER REGISTER REGISTER
ALL DOCUMENTS & REGISTERS SHOULD AGREE WITH TOTAL CONTRACT LINE COST REDUCTION
ONLY
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“Show Me the Money” Chuck Schwartzberg, Construction Accountant Robert Bellot, Senior Project Manager
COMPONENTS of Billing Value (AIA G703)
• Work Completed To Date
• Previously Billed
• Billing This Period (Completed work)
• Percentage Complete
• Work To Be Performed
• Retainage
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AIA G703Billing
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DOCUMENTATION
“Show Me the Money” Chuck Schwartzberg, Construction Accountant Robert Bellot, Senior Project Manager
• Document Date On Or Prior To Period Cut-off
• Document Indicate BC PO # & Job Description
• Supplier Invoice For Multiple Jobs - Show applicable amt.
• Subcontractors Cannot Exceed Line Item Values
• Line Item Summary Sheet – See Attached
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SOV LINE ITEM #1234 MISC. MATERIALS
$39,455.50
SUBCONTRACTOR/SUPPLIER DATE INVOICE INVOICE
# $ HOME DEPOT 7/12/15 3624-11 $ 150.00
HOME DEPOT 7/16/15 3698.4 $ 63.25
JOE'S HARDWARE 7/12/15 71215 $ 2.45
EXPENSE REPORT 7/2/15 MIKE $ 31.11 ETC. 6/30/15 12006 $ 124.47
ETC. 6/15/15 130555 $ 65.00 TOTAL - SOV LINE #1234 - PAY APPLICATION #4 $ 436.28
BALANCE AFTER APPLICATION #4 $ 39,019.22
HOME DEPOT 8/14/15 456 $ 2.75 etc. 8/3/15 123 $ 842.20
TOTAL - SOV LINE #1234 - PAY APPLICATION #5 $ 844.95
BALANCE AFTER APPLICATION #5 $ 38,174.27
LINE
ITEM
DETAIL
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RETAINAGE
“Show Me the Money” Chuck Schwartzberg, Construction Accountant Robert Bellot, Senior Project Manager
• Percentage Defined In Contract
• Retainage Not Held On Pre-construction
• May Be Reduced At 50% Completion if properly requested
• Requires Submission Of Separate Retainage Pay Application
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OTHER
“Show Me the Money” Chuck Schwartzberg, Construction Accountant Robert Bellot, Senior Project Manager
• Pay Application Flow Chart
• Pay Application Submittal Process
• Change Documents & Logs
• Waiver Releases
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PAYMENT APPLICATION FLOW CHARTCONSTRUCTION MANAGER
SUBMITS PAYMENT APPLICATION TO ARCHITECT OR ENGINEER OF RECORD
ARCHITECT OR ENGINEERREVIEWS AND SIGNS OFF ON APPROVED
PAYMENT APPLICATION
SENIOR PROJECT MANAGERREVIEWS PENCIL COPY OF PAYMENT
APPLICATION
EXECUTIVE ASSISTANTPAYMENT APPLICATION IS LOGGED INTO THE
SYSTEM
SENIOR PROJECT MANAGERREVIEWS CERTIFIED PAYMENT APPLICATION AND ENTERS INTO FINANCIAL SYSTEM FOR
APPROVALS AND PAYMENT
CONSTRUCTION ACCTREVIEWS PENCIL COPY OF PAYMENT
APPLICATION
“Show Me the Money”
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Pay Application Submittal Process
“Show Me the Money” Chuck Schwartzberg, Construction Accountant Robert Bellot, Senior Project Manager
• Pencil Copy – (2 Copies)
• Certified Final
• Hard Copy – (2 Copies)
• Electronic Copy
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“Show Me the Money” Chuck Schwartzberg, Construction Accountant Robert Bellot, Senior Project Manager
![Page 62: Facilities Management 101 Presentation.pdf](https://reader034.vdocuments.mx/reader034/viewer/2022051319/586b59731a28ab430d8ba79b/html5/thumbnails/62.jpg)
“Show Me the Money” Chuck Schwartzberg, Construction Accountant Robert Bellot, Senior Project Manager