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Facilities Management – Chief of Support Operations – Steve Bonino
Overview
The Chief of Support Operations supervises the provision and management of School
District facilities. Utilizing a budget of $53.6 million and employing a staff of 495, the
departments of Planning and Real Estate, Program Management, Building Code
Services, Maintenance and Plant Operations, and Environmental and Conservation
Services work together to provide world class educational facilities within the largest
geographic county in the State of Florida. These departments cooperate to plan,
design, build, and maintain 177 schools, 28 ancillary facilities including 1,381 buildings,
573 portables, and 941 modulars serving 181,205 students (16,000 +/- charter students
included). In addition, the District maintains 4,565 acres of land, 29,193,884 square feet
under air conditioning and 2,691,787 square feet of covered walkways.
Facilities Management Division
Department Positions Budget
Building Code Services 22 2,191,132
Environmental Conservation Services 19 1,428,904
Maintenance & Plant Operations 336 38,214,385
Maintenance & Plant Operations – Grounds 52 5,819,006
Maintenance & Plant Operations – Fulton-Holland 14 753,748
Planning & Real Estate 18 1,843,245
Program Management 21 2,151,881
Total Division 482 52,402,301
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Background
In 2004, the voters of Palm Beach County approved a county-wide half-penny sales tax
referendum to raise additional funding to complete the construction projects formally
presented in the Five-Year Plan and the capital budget. This mandate was a clear
example of the overwhelming support Palm Beach County voters had for the goal of
providing K-12 students with everything they need to optimize their learning experience.
The half-penny sales tax, combined with other local revenues, enabled the School
Board to keep its commitment to construct the projects listed on the Referendum Project
List. In total, more than 161 projects were completed including:
24 New and Replacement Schools
23 Classroom Additions
7 Pre-K Centers
4 Auditoriums
3 High School Stadiums
47 Schools received Covered Walkways
45 Schools received Computer Connectivity
5 Career Academy Additions
1 Swimming Pool
While the projects constructed with the sales tax revenues will benefit our students for
years to come, the half-penny surcharge expired in December, 2010. The sales tax
surcharge started in January 2005 and raised approximately $650 million during its 6-
year term that ended in December 2010. Workforce has been reduced in each Facility
Management department since the program has ended. The District modernized two
elementary schools in 2013 using federal stimulus funding.
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Facilities Management
Departments within Facilities Management work cooperatively to oversee facility
processes and procedures from their inception with the Educational Plant Survey
through the turnover of the facility to Maintenance and Plant Operations for warranty
and long-term maintenance.
School Board
Personnel Compliance/
HR Manager
FHESC Building Manager
DIVISION of SUPPORT OPERATIONS
Superintendent
Chief of Division
Support Operations
Director
Building Code Services
Director
Environmental &
Conservation Services
Director
Program Management
Director
Planning & Real Estate
Services
(Acting) Director
Transportation Services
Director
Maintenance & Plant
Operations
Executive Secretary
Manager – Call Center
Chief Financial Officer
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Planning and Real Estate
Director
Technical Analyst III
General Mgr. – Real Estate/Leasing
GIS – Program Data Administrator
Mgr. Facilities Planning and
Intergovernmental Coordination
Mgr. School Enrollment &
Demographics
Senior Planner – Local.
Gov. Review & Relocatable
Allocation
Senior Planner – Land Use
Review & Concurrency
Support Technician
GIS Specialist
Support Technician
Boundaries & Demographics
Specialist
(Address Verification)
ABC Support/Secretary
Sr. Real Estate Specialist
Real Estate Specialist
Technical Analyst II -
Leasing
Department Secretary
Planner – Educational
Programmer – FISH & Ed
Specs
The Planning and Real Estate department prepares:
The Educational Plant Survey and keeps the Educational Specifications current
with the Florida Inventory of School Houses (F.I.S.H.) in accordance with the
State Requirements for Educational Facilities
The Five-Year Capital Improvement Plan, including the Ten- and Twenty-Year
Plans, as required by F.S. 1013.35 and transmits the plan(s) to the Florida
Department of Education by September 30th of each year. The Five-Year
Capital Plan is developed on an annual basis to include both construction and
non-construction projects to meet the changing needs of our students.
Coordinates planning with local governing bodies to ensure public educational
facilities are in place concurrent with the student impacts from residential
development, as required by F.S. 1013.33. This includes representing the
School Board on local governments Local Planning Agencies in accordance with
163.3174, F.S., reviewing development orders being processed through local
governments for approval, taking through land use amendments, zonings and re-
zonings, and site plans for school district schools and facilities for review and
approval by local governments prior to building permits being issues for
construction.
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In addition, Planning and Real Estate performs management and demographic
functions to include: preparation of Annual and Five-year Enrollment Projections,
review of the 11th day count and preparation of the October FTE Enrollment Reports,
preparation of demographic studies and research, facilitates the Annual Advisory
Boundary Committee (ABC) Review Process, preparation of the annual grade by grade
enrollment projections for elementary schools and facilitates the student enrollment
verification review and appeals process.
The Real Estate and Leasing Services team is responsible for all issues and documents
relating to School District owned and leased properties. Their responsibilities include
the acquisition of land needed for new schools, modernizations and additions, leasing of
School Board owned properties (agricultural and charter school leases) interim property
management and divestiture of all real estate and real estate interests, management of
real estate records, assists schools and departments with real estate and property
related issues, and supports the facilities leasing program by overseeing and training
school based personnel in policy and procedures.
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Program Management
Program Management inherits the need for the project from Planning and Real Estate.
The department administers design and construction projects from inception through
construction closeout; interfaces with many district departments and external entities in
the planning process; and is responsible for the provision of safe, healthy, energy
efficient, state of the art educational facilities. The department also performs a major
role in disaster planning, management and recovery.
Program Management:
Identifies the need for future capital improvement projects based on operational
needs and facility condition assessments. It provides the basis for the decisions
made by the Planning and Real Estate department to develop the Five, Ten and
Twenty-Year Capital Improvement Plans. The department participates in Post
Occupancy Evaluations.
Coordinates with all stakeholders, on an annual basis, to verify the educational
specifications and other parameters are appropriate for the project, and are
either Five-Year Plan recommended or survey approved. The department
determines the most appropriate project delivery method.
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Participates in the procurement process for an Architect/Engineer (A/E) and other
consultants, a Construction Management at Risk (CMAR), General Contractor
(GC), or Vendor based on the determined project delivery method and scope of
work. The department evaluates the A/E and CMAR, GC or Vendor throughout
each project for the purpose of determining continuing work with the district.
Each project is assigned to an administrator. The project administrator is the district
point person and manages a project through the planning, design, procurement,
permitting, pre-construction, bidding, construction and closeout processes.
The administrator manages all project functions, attends all design and construction
meetings, suggests all site-based decisions, administers all pay applications and
construction contract modifications for approval by the Superintendent and/or the Board,
and manages the project through the assembling of all closeout documents for district
long term record keeping.
In addition, Program Management:
Works with educational stakeholders and the procured design team to assure
compliance with Florida Statutes, State Requirements for Educational Facilities
(SREF), Florida Building Code (FBC), Florida Fire Prevention Code (FFPC),
school board policies, the educational specifications and district design criteria to
provide a safe and high quality learning environment. The department ensures
accuracy of contract documents and that the project will be within the Five-Year
Plan estimated budget. The department may provide in-house architectural and
engineering design services for minor projects. Certain department
administrators hold professional design licenses which allow them to complete
and expedite designs.
Manages and coordinates the pre-construction process. This includes guiding
the A/E through the design process to ensure that the project achieves all
federal, state, county, local municipality, agency, and community approvals.
Once the CMAR, GC, or vendor is procured, the department coordinates the
team to ensure design constructability; that the project will be within budget and
completed within the prescribed schedule.
Manages the bidding process as appropriate for the established construction
delivery method and verifies the bidding is within district parameters and
recommends action to the Board.
Administers the construction of each project.
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A major project is defined as a new educational plant, modernization, addition, or
remodeling costing over $200,000, with a construction delivery method determined by
Request For Proposal (RFP) or Request for Qualifications (RFQ) using Construction
Management at Risk (CMAR), Design-Build (DB) or Design-Bid-Build (Hard Bid), and
included in the Five-Year Capital Improvement Plan.
Modernizations are currently being done at North Palm Beach Elementary, Rosenwald
Elementary and Glade View Elementary. In addition, sixteen other major projects are in
various stages of planning, design and construction.
A minor project is defined as a project other than a new educational plant,
modernization, or addition constructed using a price-based solicitation and an invitation
to bid for alterations, renovations or modifications. Minor projects with an estimated
budget of $200,000 or more are performed with pre-qualified vendors/contractors.
Minor projects are in compliance with district-wide recommendations on the Five-Year
Capital Improvement Plan referenced as Non-Construction in the Five-Year Plan and
originate from various stakeholders.
Currently, there are 126 minor projects and an additional 165 projects either unfunded
or funded from grants that require staff effort and are in various stages of development.
Once a construction contract is closed out, warranty and maintenance of the facility is
turned over to Maintenance and Plant Operations.
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Project Controls
The office of Project Controls works with Program Management to monitor and report
project status to ensure work is being performed within the boundaries of cost,
schedule, and scope that were authorized by the School Board. Project Controls
monitors the construction work performed for contract compliance and project
performance. Project cost, schedule, status and variance reports are prepared and
distributed to various stakeholders.
Construction Oversight Review Committee
The Construction Oversight Review Committee (CORC) is a blue ribbon committee
dedicated to providing safe, healthy and secure facilities, ensuring quality assurance
and securing conformance with district educational specifications, master specifications,
district design criteria, construction contract documents, codes, laws and school board
policies. The goal is to complete projects within the specific budget, within the allotted
time, and providing a facility that is a functional tool to the educator. The members of
this committee are Board appointed from the business community and review every
item from facilities management departments that go to the board for approval and
advise the board of their determinations.
Building Code Services
Director
Secretary II
District Architect – Plan
Review
Senior Inspector
Fire & Safety Inspector
Fire & Safety Inspector
Fire & Safety Inspector
Fire & Safety Inspector
Secretary I
Secretary I
Building Inspector -
Mechanical
Building Inspector -
Plumbing
Building Inspector -
Structural
Mechanical Engineer
Building Plans Examiner
Civil Engineer
Electrical Engineer
General Manager –
Project Controls
Program Estimator
Program Scheduler
ADA Title II Coordinator
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The Building Code Services Department is the authority having jurisdiction to enforce
the Florida Building Code and the Florida Fire Prevention Code. In this role, the
department reviews construction plans, issues building permits and conducts
inspections to ensure safety through building and fire code compliance. The types of
permits include all new school construction, alterations, maintenance, demolition,
additions and portable relocation projects. The department reviews approximately 700
permit applications and plan revisions and completes approximately 3,700 inspections
annually.
Building Code Services inspects for compliance with contract documents and oversees
the building process to assure adherence to code and prepares annual fire safety and
Comprehensive Safety Inspection Reports (CSIR) for all schools and District facilities.
The department also provides technical and administrative support associated with
Facilities Management.
Florida Statute provides school districts with three options to provide building code
compliance. Districts can:
1) Provide the services using in-house employees;
2) Use local building departments; or
3) Use a combination of in-house employees supplemented with employees from
for-profit private providers.
Local building and fire departments charge normal permit fees and for-profit providers
typically charge hourly rates.
The department presently provides all building code compliance services using in-house
employees (option #1 described above). Most large school districts within the state are
operated in a similar manner. In 2013, the Department investigated options #2 and #3
as possible outsource opportunities with the intent of saving money. At that time and
given the expected amount of new construction, renovation and maintenance work, it
was determined that in-house services provided the least cost. The outsource model
results held true through FY15.
Building Code Services also:
Conducts state required annual fire safety and comprehensive safety inspections
for all schools and ancillary facilities and performs required annual bleacher and
grandstand structural adequacy inspections. These inspections are conducted
under the same supervision as the building and fire code compliance. These
inspectors complete approximately 430 inspections and typically identify over
14,000 safety citations each year.
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Monitors compliance and provides technical assistance to assure facility
compliance with federal American Disabilities Act (ADA) regulations. Monitoring
compliance is a specific requirement of the ADA law. Since ADA compliance is
very much related to building code compliance and with cross-training, the added
responsibility is the most efficient and economical organizational model. The
department is presently tracking the correction of over 20,000 individual ADA
citations which is expected to take 10+ years to complete.
Develops and maintains the District construction design criteria and master
specifications including providing technical assistance with Leadership in Energy
and Environmental Design (LEED - green) design initiatives. This is beyond the
services provided by most large school district building departments and local
building departments. The organization and expertise of the department staff
allows them to both recommend and enforce the District standards while
performing normal code compliance duties. The department also maintains the
archive of completed construction drawings and construction specifications. It
assists schools and other departments by providing in-house architectural and
engineering design and support. The department reviews charter school
applications/renewals and conducts state required charter school facility
inspections.
Environmental and Conservation Services
Director
Secretary I
Environmental Specialist
Utilities/Energy Manager
Environmental Manager
Office Support Specialist
Coordinator Recycling
Energy Conservation
Senior Mechanical
Systems Tech
Secretary I
Coordinator Recycling
Energy Conservation
Facilities Management
Support Tech
Coordinator Recycling
Energy Conservation
Environmental
Specialist
Environmental
Specialist
Environmental
Specialist
Environmental
Specialist
Senior Mechanical
Systems Tech
Environmental
Technician
Environmental
Technician
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In addition to managing the District’s utility services, Environmental and Conservation
Services (ECS) ensures that the School District maintains compliance with
environmental regulations and assists the District with environmental, health, and safety
issues, acting in the roles of regulator, educator and consultant. This department
previously submitted an overview to the Economic Council for review.
Maintenance and Plant Operations
Director
Confidential Secretary II
Facilities Management
Administrator IZone Teams
Financial Applications Manager
Facilities Management Administrator I
Mechanical, Grounds, Centralized
Services, Fire/Life Safety-Electrical,
Training, Building Services
Facilities Management
Coordinator I
Building Services
Facilities Management
Coordinator I Logistics
Facilities Management
Coordinator IFire/Life Safety-Electrical
Facilities Management
Support Technician
Facilities Management
Coordinator II
Centralized Services
Facilities Management
Coordinator I
Grounds
Maintenance Trainer
Facilities Management
Coordinator I Zone 3 &10
Facilities Management
Coordinator II Zone 7 & 8
Facilities Management
Coordinator II Zone 11 & 12
Facilities Management
Coordinator II
Mechanical
Facilities Management
Coordinator I
Zone 1 & 2
Facilities Management
Coordinator II Zone 4 & 5
Facilities Management
Coordinator II
Zone 6 & 9
Maintenance and Plant Operations (M&PO) maintains all district-owned facilities. This
department was placed under new leadership as of August 2013. Under new
management, M&PO has completed a business process review to improve efficiency.
Corrective actions to address the following issues are being implemented in phased
processes which will continue over the next five years to include: customer service,
reactionary workforce, overhead, facility appearance (mulch, paint, pressure cleaning),
HVAC, pest control, roofing, grounds and future workforce.
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All department functions are managed by a Facilities Management Coordinator (FMC).
The FMCs manage various centralized services or a geographic zone team.
Centralized Services Facility Management Coordinators – Centralized services
include: mechanical systems, grounds, fire/life safety, commissioning and
warranty, electrical, electronics and custodial coordination. The FMC schedules
their teams to rotate through the zones, and handles all the compliance issues
for EPA, NFPA requirement, Health Department, Fire/Life Safety, etc. In addition,
they handle all bids for various vendor services.
Zone Team Facility Management Coordinators - Function as a single point of
contact (property manager) between the school principal and various other
sections and departments within the Division of Support Operations, coordinating
the work to be completed by the team and various vendors.
Work Response Task Leaders – Provide support to the FMC and the Foreperson,
schedules and estimates all work tasks related to their facilities, meets with
inspectors and vendors to resolve concerns.
Multi-Task Forepersons, Technicians and Trades Personnel – Complete work
tasks on a daily basis. Work task types include: routine requests, safety
citations, ADA citations, Health Department citations and preventive
maintenance. In addition to completion of work tasks, the Zone Team
Forepersons’ responsibilities include facility assessment and identification of
work to be completed on future visits.
As of November 4, 2013, the Zone Team areas of responsibility were enhanced and
management was streamlined for effectiveness. One Facilities Management
Coordinator now oversees two Zone Teams resulting in a reduction in the number of
FMCs from twelve to six and a cost savings of $220,000.
M&PO addresses approximately 80,000 work requests annually and functions as the
lead coordinator of all disaster planning and recovery efforts on behalf of all District
facilities.
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Consider Topics for Review
Alternative funding sources, such as Pemco Finance Energy Solutions, to fund
replacement of large building component systems, i.e., Heating, Ventilation and Air
Conditioning (HVAC).
Sole sourcing of maintenance equipment to reduce backend costs.
Review current job descriptions to accommodate increased multi-trade response.
Provide most cost effective maintenance through continued evaluation of
partnerships between private enterprises and the Palm Beach County School
District.