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SURVIVING DEFERRED MAINTENANCE:
Take Back Control of Your FacilityLisa Cooley, LEED AP, Director Federal Solutions at RSMeans from
The Gordian GroupPhil Waier, PE, Principal Engineer Emeritus
CEUs & CFM® Maintenance Points
You are eligible to receive Continuing Education Units and Certified Facility Manager® maintenance points for attending sessions at IFMA’s World Workplace.
To receive CEU points, you must add the US$15 processing fee to your registration. (Full Event PLUS! registration includes the CEU processing fee.)
To Receive 20 CFM Maintenance Points
Record your attendance for the three-day conference on your CFM Recertification Form in CAMP.
At re-certification time, submit your completed CFM Recertification Form.
Managing CEUs:
• Log into the Attendee Service Center. http://tinyurl.com/p6y4fxbYour log-in information was sent to you when you registered for the conference.
• Click “Start CEU Process” on the left-hand side.
• Click “Start” next to the session you attended.
• Complete the session evaluation.
• Click “Start Test” next to the session.After passing the test, your certificate will be available for download.
**If you wish to receive CEUs or LUs from other organizations, you must contact those organizations for instructions on reporting credit hours.
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Your Feedback is Valued!
Please take the time to Evaluate Sessions
Log into the Attendee Service Centerhttp://tinyurl.com/p6y4fxb
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Meet Our Presenters:
Lisa Cooley, LEED APDirector of Federal Solutions at The Gordian Group
Phil Waier, PE, LEED APPrincipal Engineer Emeritus
Review Session Learning Objectives
LEARNING OBJECTIVE 1Attendees will learn about the factors that contribute to
deferred maintenance.LEARNING OBJECTIVE 2
Attendees will hear how data can impact deferred maintenance throughout the construction process.
LEARNING OBJECTIVE 3Attendees will identify the appropriate data for particular stages
in the construction process.LEARNING OBJECTIVE 4
Attendees will learn how applying this data can alleviate and prevent deferred maintenance.
DEFERRED MAINTENANCE
• The practice of postponing maintenance activities such as repairs on both real property (i.e. infrastructure) and personal property (i.e. machinery) in order to save costs, meet budget funding levels, or realign available budget monies.
• The failure to perform needed repairs could lead to asset deterioration and ultimately asset impairment.
• Generally, a policy of continued deferred maintenance may result in higher costs, asset failure, and in some cases, health and safety implications.
• Deferred maintenance is defined as any repair that does not occur at the scheduled time.
NEVER PUT OFF UNTIL TOMORROW WHAT YOU CAN
ACCOMPLISH…
…today.
- Lord Chesterfield
NEVER PUT OFF UNTIL TOMORROW WHAT YOU CAN
ACCOMPLISH…
…the day after tomorrow.
- Mark Twain
IMPACTS TO BUILDING AND EQUIPMENT
1/3
COST IMPACT OF DEFERRED MAINTENANCE
Geaslin’s Inverse-Square Rule for Deferred Maintenance
THE COST OF DEFERRING MAINTENANCE
15x
CAUSES OF DEFERRED MAINTENANCE
MORE ASSET MANAGEMENT DEFINITIONS
• Capital Renewal
• CRV (Current Replacement Value)
• FCI (Facility Condition Index)
• FCI is used to:
– Inform resource allocation decisions
– Calculate catch-up costs
– Establish KPIs
– Track condition drift over time.
FCI = DMCRV
ONGOING FACILITY INVESTMENTS AFTER INITIAL
CONSTRUCTION
Preventative Maintenance
Repair Maintenance Cyclical Component Replacement
Capital Renewal
Any of these can be deferred
APPROACHES TO QUANTIFYING DEFERRED
MAINTENANCE
Condition Assessment
Deficiency-specific
Thorough but labor intensive and expensive
Parametric Approaches
Facilitates asset management with fewer resources
Relies on models and owner understanding of building assets
HOW COST DATA CAN HELP
1. Quantify deferred maintenance liabilities through accurate estimates
2. Provide a basis for efficiently modeling Current Replacement Value
3. Building life cycle costs to allow for accurate budgeting
4. Guide a program of preventative and repair maintenance which can avoid deferred maintenance
5. Provide a pricing for efficient execution of deferred maintenance programs through Job Order Contracting.
Different cost data types for different purposes!
mechanism
Information Sources
Unit Prices
Assemblies
Models
STRUCTURE OF RSMEANS DATABASE
Calculate CRVs
Estimate deferred maintenance costs
Detailed project-specific estimates
FMR
CASE STUDY: DEPARTMENT OF ENERGY
• Prompted by Executive Order 13327 in 2004, DOE invested in CAIS (condition assessment information system) and FIMS (facility information management system) powered by standard and customized RSMeans data
• Developed a suite of standard and highly customized models to efficiently ascertain CRV of 127M SF at 50+ sites
• Applies FMR data to predict life cycle costs and funds needed to support facility management and report to congress
• Continuous development of program
COST DATA FOR ASSET MANAGEMENT
Facilities Maintenance and Repair
• Maintenance & Repair
– Repair maintenance
– Capital Renewal
• Preventive Maintenance
• General Maintenance
REPAIR/REPLACEMENT MAINTENANCE
CAPITAL RENEWAL
PREVENTATIVE MAINTENANCE
STOP DEFERRED MAINTENANCE BEFORE IT
STARTS
• Estimate deferred maintenance costs in the most effective way possible with accurate cost data
• Create a maintenance schedule with RSMeans Life Cycle Costing data
• Plan/budget for 5, 10, 20 years with RSMeans data
LIFE CYCLE COSTING (LCC)
ASTM Definition: An economic method of evaluating a project in which all costs arising from owning, operating, maintaining and disposing of the project are considered. These costs are added over the life of the project. All costs are converted to present values.
OUR LCC DEFINITION
An economic method of evaluating a project’s preventive maintenance, repair maintenance and capital renewal costs. These costs are added annually over the life of the project or a specific time frame.
LIFE CYCLE COSTS
• Life cycle costs are based upon:
– Type of structure
– Building’s equipment
LIFE CYCLE COST DEMO
TACKLE DEFERRED MAINTENANCE WITH JOC
Job Order Contracting (JOC) is:
• A firm priced, competitively bid, indefinite quantity procurement process
• Primarily used for repair, alterations and minor new construction projects
• A fundamentally different construction procurement relationship
– Contractors are subject to different motivations and behaviors
– Non-adversarial relationship between owner & contractor
• Brings a programmatic, data-based tool to deferred maintenance execution
CONSTRUCTION TASK CATALOG®
Different than the data used to estimate deferred maintenance
• Actual, local costs of work items needed for deferred maintenance program
• Customized technical specifications for each task
• Quantity breaks and demolition costs
DEFERRED MAINTENANCE EXECUTION EFFICIENCY
• Faster procurement – weeks instead of months
• Based on owner-contractor partnership = non-adversarial relationship
CASE STUDY: HOLBROOK UNIFIED SCHOOL DISTRICT
• Security/Safety Updates
• Short timeline
• Traditional procurement process not possible
• With JOC:
– Construction Started in May
– Construction Completed Mid-July
Holbrook Junior High School
IN CONCLUSION
• Life Cycle Cost Data can prevent deferred maintenance before it starts
• Use assemblies and unit Cost Data to estimate deferred maintenance
• Expedite those repairs with Job Order Contracting
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THANK YOU!
Be sure to evaluate the session online at the Attendee Service Center
http://tinyurl.com/p6y4fxb