SR - - CITY HALL FACILITIES CONDITION ASSESSMENT1. SUBJECT
Facilities Condition Assessment.
2. SU MMARY
The Facilities Condition Assessment (FCA) evaluated the condition of 40 city buildings. One of
the major goals of the FCA is to calculate the Facility Condition Index (FCI) which rates those
buildings. As part of the FCA study, immediate repairs /needs were also identified and are
estimated to cost about $2.9 million.
3. RECOMMENDED ACTION
Receive and file.
4. FISCAL IMPACT
The FCA identifies deficiencies requiring approximately $2.9 million to make improvements to
meet immediate demand. It provides the City with the guidance to budget necessary funding
through our annual CIP process for improvements that are deemed priorities.
5. STRATEGIC PLAN GOAL(S)
1. Provide for a safe community —
b. Provide and maintain infrastructure necessary to ensure the safety of the public.
4. Provide outstanding public service —
b. Provide facilities and services to meet customer expectations.
6. GENERAL PLAN IMPLEMENTATION
Infrastructure Element Goal 5.0: Ensure lifeline infrastructure systems that meet the City's public
health and safety needs.
Policy 5.3: Identify engineering vulnerabilities in lifeline utilities exposed to human - caused and
natural hazards, including seismic activity, wildland fire, and flooding.
7. DISCUSSION and BACKGROUND
Intrndiietinn
The City of Orange owns and maintains approximately 40 buildings totaling over 500,000 square
feet. The buildings range in age from over 100 years old to less than 10 years old. However, many
of the buildings are over 30 years old and require capital reinvestment to ensure their long -term
sustainability. As such, the City was in need of a FCA of the various City owned and maintained
properties. City Council approved a contract with EMG last March for an FCA that provides a
thorough examination and lifecycle assessment of the buildings and major systems including
plumbing, mechanical, electrical, roofing, general code compliance, and Americans with
Disabilities Act (ADA) compliance.
Based on the findings from the completed study, EMG provided a $2.9 million dollar list of
Priority 1 (immediate repairs) projects that require immediate action. The Priority 1 list is attached
to this report. Staff will evaluate projects on this list prior to making any recommendations for
repairs or replacements. A $27.6 million, ten year replacement report was also created for lower
priority projects and for anticipated lifecycle replacements.
The City Council has been proactively setting aside capital reserves to address infrastructure
improvement needs such as those identified in the FCA. The City has also been funding some
facility -wide capital improvements through the City's annual CIP budget process. The Civic
center HVAC Replacement, the original Main Library Roof Rehabilitation, and the Senior Center
Ceiling Improvements totaling $436,000 were programmed last fiscal year. Projects identified for
the proposed FY 17 -18 CIP will be presented at the March 28 Budget Study Session. Public
Works annually budgets $100,000 in CIP funds to address miscellaneous facility repairs and
replacements.
As part of the FCA preparation, EMG also updated the City's 20 year old ADA transition plan by
examining and evaluating all exterior features of the properties, which included but were not
limited to parking lots, sidewalks, access ramps, and all interior areas accessible to the public.
EMG identified and prioritized existing improvements needed to meet the 2010 ADA
requirements. Those improvements are listed in the order of preference as set by the Department
of Justice: physical access to the property; access to areas of commerce or public accommodation;
access to public restrooms; and removal of remaining barriers.
Analysis
EMG evaluated the physical condition of building systems and related components and ranked
each of them in one of five conditions as follows:
ITEM 2 3/14/17
Excellent: New or very close to new. Component or system typically has been installed within
the past year, sound and performing its function. Eventual repair or replacement will be required
when the component or system either reaches the end of its useful life or fails in service.
Good: Satisfactory as -is. Component or system is sound and performing its function, typically
within the first third of its lifecycle. However; it may show minor signs of normal wear and tear.
Repair or replacement will be required when the component or system either reaches the end of
its useful life or fails in service.
Fair Showing signs of wear and use but still satisfactory as -is. Typically near the median of its
estimated useful life. Component or system is performing adequately at this time but may exhibit
some signs of wear, deferred maintenance, or evidence of previous repairs. Repair or replacement
will be required due to the component or system's condition and/or its estimated remaining useful
life.
Poor Component or system is significantly aged, flawed, functioning intermittently or unreliably.
Displays obvious signs of deferred maintenance, shows evidence of previous repair or
workmanship not in compliance with commonly accepted standards, has become obsolete, or
exhibits an inherent deficiency. The present condition could contribute to or cause the
deterioration of contiguous elements or systems. Either full component replacement is needed or
repairs are required to restore to good condition, prevent premature failure, and/or prolong useful
life.
Failed Component or system has ceased functioning or performing as intended. Replacement,
repair, or other significant corrective action is recommended or required.
One of the major goals of the FCA is to calculate the FCI, which gives an indication of a building's
overall condition. Two FCI ratios are calculated and presented, the Current Year and Ten Year.
The Current Year FCI is the ratio of Immediate Repair Costs to the building's Current
Replacement Value. Similarly, the Ten Year FC1 is the ratio of anticipated Capital Reserve Needs
over the next ten years to the Current Replacement Value.
FCI CONDITION
DEFINITION
PERCENTAGE
RATING
VALUE
Good
In new or well - maintained condition, with no
visual evidence of wear, soiling, or other
0% to 5%
deficiencies.
Fair
Subjected to wear and soiling, but is still in a
than 5% to 10
serviceable and functioning condition.
Poor
Subjected to hard or long -term wear. Nearing the
> than 10% to 60 %
end of its useful or serviceable life.
Very Poor
Has reached the end of its useful or serviceable
> than 60%
life. Renewal is now necessary.
Subsequent to determining the condition of the building and systems EMG utilized the following
prioritization scheme:
ITEM 3 3/14/17
Priority 1: Immediate /Critical Items: Require immediate action to either (a) correct a safety hazard
or (b) address the most important building performance or integrity issues or failures. For example,
at City Hall it was recommended that the south facing windows be upgraded to double glazed
windows and that drinking fountains, restrooms, and access ramps be upgraded to ADA compliant
standards.
Priority 2: Potentially Critical Items: Include (a) those safety /liability, component performance or
building integrity issues of slightly less importance not captured in Priority 1 and/or (b) issues that
if left unchecked could escalate into Immediate /Critical items. Accessibility and 'stabilized'
environmental issues are also typically included in this subset. For example, paving or sealing the
parking lots and upgrading the HVAC controls was recommended under this priority for City Hall.
Priority 3: Necessary /Recommended Items: Items of concern that generally either require attention
or are suggested as improvements within the near term to: (a) improve usability, marketability, or
efficiency; (b) reduce operational costs; (c) prevent or mitigate disruptions to normal operations;
(d) modernize the facility; (e) adapt the facility to better meet occupant needs; and/or (f) should be
addressed when the facility undergoes a significant renovation. For example, applying a roof
reflective coating and upgrading certain HVAC equipment was recommended under this priority
for City Hall.
Priority 4: Anticipated Lifecycle Replacements: Renewal items which are generally associated
with building components performing acceptably at the present time but will likely require
replacement or other future attention within the timeframe under consideration. This priority
included many components and systems based on their typical service life such as carpeting,
painting, HVAC units, electrical switch gears, and variable frequency drives.
Opinions of probable costs should only be construed as preliminary, order of magnitude budgets.
Actual costs most probably will vary from the consultant's opinions of probable costs depending
on such matters as type and design of suggested remedy, quality of materials and installation,
manufacturer and type of equipment or system selected, field conditions, whether a physical
deficiency is repaired or replaced in whole, phasing of the work (if applicable), quality of
contractor, quality of project management exercised, market conditions, and whether competitive
pricing is solicited, etc.
Conclusion
Staff will use the FCA as a planning tool but will always investigate and evaluate every project
listed in the FCA prior to investing funds and implementing any projects. The FCA will afford
staff a global picture of the condition of the 512,000 ft building space to better our maintenance
approach and adopt a more systematic plan. Based on the findings from the FCA, the City will
continue to strive to provide funding to the capital reserve fund on an annual basis. Having an
adequate capital reserve will allow the city to conduct the necessary reinvestment projects to ensure
our facilities are sustainable.
8. ATTACHMENTS -7::::]
• FCA Summary Report
• City Hall FCA (sample of one of the 40 reports)