Facilities Management 101 Presentation.pdf

BROWARD COLLEGEFACILITIES MANAGEMENT

DESIGN AND CONSTRUCTIONFacilities Management 101

WelcomeJohn Dunnuck, Vice President of Operations

Facilities ManagementKen Klindt, Associate Vice President of Facilities

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

GOALS &OBJECTIVES

Deborah Czubkowski, District Director of Design & Construction

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

Broward College Facilities Staff

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


Michael HamiltonNorth Campus


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

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


New Project Request

General Remodeling/Renovation (< $1M)

New project request

Prioritization

Budget Prep (new fiscal year)


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.


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


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.


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.

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

Assigning the Team

Planning

Research

Review

Expertise

Vendor Evaluations

Manpower

Fair Distribution

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


Design and Construction Standards – Conformance Statement

Design and Construction Standards - Appendix


Other Resources

Facilities Master Plan Environmental and Condition

Assessment Reports

A/V Standards

SREF

BC Access Control Standards

As-built drawings

BC IT Standards


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


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

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

STATE REQUIREMENTS FOR EDUCATIONAL FACILITIES (SREF) Chapter 4, 2014

BIDADVERTISEMENT

FORM

Bidding PhaseMike Hamilton, Senior Project Manager

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


GUARANTEED MAXIMUM PRICE

(GMP)

Bidding PhaseMike Hamilton, Senior Project Manager


Bidding PhaseConstruction Purchase Order

Supplier Name and Address Info

Purchase Order Number

Broward College Project Number

Billing Address

Contract Amount

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

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

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

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



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

FF&E Fixtures, Furniture & Equipment

FF&E Fixtures, Furniture & Equipment

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

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

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

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.

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!

“Show Me the Money”

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

GENERAL BILLING GUIDELINES


• 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

AIA G702




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

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) & & &REGISTER REGISTER REGISTER

ALL DOCUMENTS & REGISTERS SHOULD AGREE WITH TOTAL CONTRACT LINE COST REDUCTION

ONLY


COMPONENTS of Billing Value (AIA G703)

• Work Completed To Date

• Previously Billed

• Billing This Period (Completed work)

• Percentage Complete

• Work To Be Performed

• Retainage

AIA G703Billing

DOCUMENTATION


• 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

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

RETAINAGE


• 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

OTHER


• Pay Application Flow Chart

• Pay Application Submittal Process

• Change Documents & Logs

• Waiver Releases

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”

Pay Application Submittal Process


• Pencil Copy – (2 Copies)

• Certified Final

• Hard Copy – (2 Copies)

• Electronic Copy



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