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1

1

PHYSICAL PLANT OPERATIONS

ICOC Construction Sub-Committee MRR Report (DRAFT) June 7, 2012

1

AGENDA Fiscal Information/Funding Sources

Historical Overview Proposition S Impact

Major Repair/Replacement (MRR) Definitions 2013 Plan Subset of the Annual Maintenance Plan (AMP)

District Facilities Facilities Condition Index (FCI) Continued Process Improvement

Discussion

2

3

SCHOOL FACILITY METRICS

Comparative Industry Funding Metrics

2% – 4% of Current Replacement Value (CRV) SDUSD CRV $5.7B or $114M to $228M Annually

Portolan Metrics

$4 – $5 Per Square Foot: $59.2M to $74M $400 – $500 per Student or $52.8M to $66M

State 3% General Fund Contribution to Routine

Restricted Maintenance Account $34M

3

Prop. S ICOC Subcommittee Construction June 7, 2012, Exhibit 3.5

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2

PPO MAINTENANCE EXPENDITURE HISTORY

4

$0

$10

$20

$30

$40

$50

$60

$70

2005 2006 2007 2008 2009 2010 2011

Restricted Maint GFSecure our SchoolLiability InsuranceMesa College ConstrRedevelopment AgencyAdult EdState PreschoolCopley FundChild DevelopmentProp ManagementProp InsuranceCafeteria FundProp SProp MMDeveloper FeesDeferred MaintenanceState School Facil Fund

PPO Maintenance Funding

5

0

5,000,000

10,000,000

15,000,000

20,000,000

25,000,000

30,000,000

35,000,000

40,000,000

45,000,000

50,000,000

FY10/11 FY11/12 FY12/13 FY13/14 FY14/15

81505 Routine Maintenance (GF)(Routine)40 Copley (Routine)

35 State Schools Facilities Fund FPC(Capital)35 State School Facilities Fund MRR(Capital)21 Prop S (Capital)

40 Property Management (Routine)

25 Developer Fees (Routine)

25 CCDC Redevelopment (Routine)

13 Food Service (Routine)

Misc Other (CDC EOC Grants (Routine)

Fund Type Expense Type FY10/11 FY11/12 FY12/13 FY13/14 FY14/15

Misc Other (CDC, EOC Grants) (Routine) 950,000 600,000 600,000 600,000 600,000

13 Food Service (Routine) 600,000 600,000 600,000 600,000 600,000

25 CCDC Redevelopment (Routine) 1,400,000 1,400,000 1,400,000 1,400,000 1,400,000

25 Developer Fees (Routine) 3,000,000 2,000,000 1,000,000 1,000,000 1,000,000

40 Property Management (Routine) 3,000,000 3,000,000 3,000,000 3,000,000 3,000,000

21 Prop S (Capital) 4,000,000 3,000,000 3,000,000 3,000,000 3,000,000

35 State School Facilities Fund MRR (Capital) 20,000,000 14,000,000 14,000,000 14,000,000 0

35 State Schools Facilities Fund FPC (Capital) 2,000,000 2,000,000 2,000,000 2,000,000 0

40 Copley (Routine) 6,000,000 0 0 0 0

14 Deferred maintenance (Routine) 5,080,000 0 0 0 0

81505 Routine Maintenance (GF) (Routine) 0 11,500,000 12,000,000 12,000,000 12,000,000

46,030,000 38,100,000 37,600,000 37,600,000 21,600,000

PROP. S BUDGET

6

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GROUNDS & BUILDINGS

14.8 Million Square Feet of Buildings

2,600 Acres of District Property 21 Million Square Feet of Asphalt

1,509 Permanent Buildings

12,425,428 Square Feet Average Age 39 Years

1,926 Portable Buildings,

1,881,731 Square Feet Average Age 48 Years

Seal Coat Asphalt Overlay Dig and Replace Trip Hazards Storm Drains Fencing Line Stripe Sidewalks Grading Irrigation Systems

Paint Audio Visual Systems Heating and Cooling Lighting & Power Fire and Intrusion Alarms Plumbing Systems Doors and Locks Roofing Time & Signal systems Pest Control

7

8

MAINTENANCE WORK TYPES APPROPRIATE FUNDING FOR WORK

Capital Funds for Capital Projects: Capital Improvements (CI): Major Repair & Replacement (MRR): Repair & Replacement (RR): Deferred Maintenance Fund Proposition S Bond Fund Redevelopment Fund State School Facilities Fund Developer Fee Fund Property Management Fund

Routine Restricted Maintenance Account: Regular Maintenance (RM): Preventive Maintenance (PM): Repair & Replacement (RR):

General Funds

Property Management Fund

8

ANNUAL MAINTENANCE PLAN PROGRAM DEVELOPMENT

Based on life cycle

Sites in priority order, worst ones first

For multiple years

Used to populate the Program Project Chart

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4

ANNUAL MAINTENANCE PLAN PROGRAM PROJECT CHART

Shows all program projects slated by fiscal year

At a glance you can see how the sites relate to each other

Also shows FTE’s and

budget required for each program, each year

FPC SCHEDULE 2012 & 2013

11

COMBINED ANNUAL MAINTENANCE PLAN SITE SUMMARY

The rows represent the fiscal year the

work will happen and the columns refer to who is responsible for planning the

work.

By simply changing the site number on the top left, all cells on the worksheet fill in automatically with all of the work planned.

PPO planned program work is located in this column and shows the different programs

planned for the upcoming years. For example, in FY 13 PPO will be working on EMCS, Lockers (gym), Motor Replacement, and

Electrical infrastructure.

This summary above on Mira Mesa High School illustrates, that Prop S will be working on Screen Printing and Broadcast Journalism in FY12, Stadium

Improvement in FY14 and Site Modernization in FY 15.

This program planning document includes the MRR language portion from the voters’ guide.

12

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5

FY13 ANNUAL MAINTENANCE BUDGET PLAN Estimates based on budget

and historical Numbers based on current

estimates on projects identified for FY13

% of programs and projects

based on last year and current estimates

DISTRICT FACILITY CONDITION To calculate the Facility Condition there is a

industry standard of a ratio of total cost of repairs needed, divided by the current replacement value (CRV) of the district.

Here is the current district calculation: Needed Repairs: $1B CRV: $5.7B

= 18.9%

Good Fair Poor

0% 5% 10%

6/1/2012

2018 Goal Established 2008

14

15%

FACILITY CONDITION INDEX

15

Year Last Backlog Total Yearly deterioration PPO SSFF contribution

Prop S Contribution to MRR

$330,515,310M for 12 years

Prop S Other Categories

Increase backlog cost due to Inflation

Updated Deficiency Value

1.5% $ 27,542,943 2%2007 750,000,000 - 29,800,000 2008 15%2008 750,000,000 79,789,500 33,000,000 15,000,000 811,789,500 2009 14%2009 811,789,500 81,385,290 41,400,000 2,384,165 16,235,790 865,626,415 2010 13%2010 865,626,415 83,012,995 15,600,000 12,672,251 17,312,528 937,679,687 2011 12%2011 937,679,687 84,673,256 16,500,000 16,768,744 18,753,594 1,007,837,793 2012 18.89% 11%2012 1,007,837,793 88,366,721 16,000,000 12,480,751 20,156,756 1,087,880,519 2013 19.28% 10%2013 1,087,880,519 88,094,055 27,542,943 38,000,000 21,757,610 1,132,189,242 2014 19.68% 9%2014 1,132,189,242 89,855,936 27,542,943 38,000,000 22,643,785 1,179,146,020 2015 20.11% 8%2015 1,179,146,020 91,353,055 27,542,943 38,000,000 23,582,920 1,228,539,053 2016 20.55% 7%2016 1,228,539,053 93,486,116 27,542,943 38,000,000 24,570,781 1,281,053,008 2017 21.02% 6%2017 1,281,053,008 95,355,839 27,542,943 38,000,000 25,621,060 1,336,486,964 2018 21.51% 5%2018 1,336,486,964 97,262,955 27,542,943 38,000,000 26,729,739 1,394,936,716 2019 22.02%2019 1,394,936,716 99,208,214 27,542,943 38,000,000 27,898,734 1,456,500,722 2020 22.55%2020 1,456,500,722 101,192,379 27,542,943 38,000,000 29,130,014 1,521,280,173 2021 23.10%2021 1,521,280,173 103,216,226 27,542,943 38,000,000 30,425,603 1,589,379,060 2022 23.66%2022 1,589,379,060 105,280,551 27,542,943 38,000,000 31,787,581 1,660,904,249 2023 24.25%2023 1,660,904,249 107,388,162 27,542,943 38,000,000 33,218,085 1,735,967,554 2024 24.85%2024 1,735,967,554 109,533,885 27,542,943 38,000,000 34,719,351 1,814,677,847

Year Square Footage Cost /Sq Ft + inflation

Calculated CRV based on sq ft changes and

inflation2%

2007 14,900,000 350 5,215,000,000 2008 14,900,000 357 5,319,300,000 2009 14,900,000 364 5,425,686,000 2010 14,900,000 371 5,534,199,720 2011 14,900,000 379 5,644,883,714 2012 14,900,000 386 5,757,781,389 2013 14,900,000 394 5,872,937,016 2014 14,900,000 402 5,990,395,757 2015 14,900,000 410 6,110,203,672 2016 14,900,000 418 6,232,407,745 2017 14,900,000 427 6,357,055,900 2018 14,900,000 435 6,484,197,018 2019 14,900,000 444 6,613,880,959 2020 14,900,000 453 6,746,158,578 2021 14,900,000 462 6,881,081,749 2022 14,900,000 471 7,018,703,384 2023 14,900,000 480 7,159,077,452 2024 14,900,000 490 7,302,259,001

2008 Goal

Denominator

FCI CalculationYear

Numerator

0.00%

5.00%

10.00%

15.00%

20.00%

25.00%

30.00%

35.00%

40.00%

2008 2009 2010 2011 2012 2013 2014 2015 2016 2017 2018 2019 2020 2021 2022 2023 2024

FCI Projections

FCI Calculation 2008 Goal

C:\Users\120675\AppData\Local\Microsoft\Windows\Temporary Internet Files\Content.Outlook\49D4P2L7\2013_MRR_Report.doc

SAN DIEGO UNIFIED SCHOOL DISTRICT Office of the Superintendent

MAJOR REPAIR AND REPLACEMENT/REPAIR AND REPLACEMENT

FISCAL YEAR 2013 IMPLEMENTATION PLAN

As Facilities Planning continuously improves the retention and analysis of the data available, the

Major Repair and Replacement/Repair and Replacement (MRR/RR) Program has become a sub-

set of Facilities Planning’s “Annual Maintenance Plan” (AMP). The AMP consists of four

programs, some less developed than others. Those programs consist of:

Corrective Maintenance Repairs

Emergency & Emergent Repairs; and Equipment/Material Replacement

Preventive Maintenance

MRR/RR

This report focuses on the MRR/RR portion of the Annual Maintenance Plan (AMP), which

accomplishes high value and long term repairs and maintenance at our school facilities and is

organized into the following sections to better understand the details:

The Fiscal Information/Funding Sources section with a historical overview,

funding background, and Proposition S fiscal impact.

A District Facilities overview with an explanation of the Facility Condition

Index (FCI) and the Facility Condition Assessment (FCA).

Our Continued Process Improvement to Facilities Maintenance, which is

driven by last year’s detailed objectives and continues to enhance what has been

previously been referred to as the Five Year Plan.

The MRR/RR Program with definitions, the Fiscal Year (FY) 2013 Plan, and

associated maintenance categories.

A Summary with action items.

Attachments and Supporting Documents

Attachment A - Proposition S Funding Chart

Attachment B - Facilities Table

Attachment C - FCA Field Reporting Template

Attachment D - FCI Analysis Formulas

Attachment E - FCI Chart

Attachment F - Facilities Inspection Tool Form

Attachment G - Sample Assembly Program Prioritization Table

(Cabinetry)

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FISCAL INFORMATION/FUNDING SOURCES

Proper care of the district’s buildings and grounds is a significant financial responsibility. This

section is an overview of MRR/RR funding.

Funding Sources:

Historically, funding for maintenance, particularly MRR/RR, has been challenging for public

school districts. During the late 1980's through the mid 1990's, the principal funding source for

major maintenance was the State Deferred Maintenance (DM) program. In recent history, bond

measures such as Proposition MM have provided substantial funding for MRR/RR work. Since

2001 and until 2011, the PPO annual plan for MRR/RR has been funded at $25 million; $20

million in district funds and $5 million from state DM funding.

Proposition MM spent $370 million on MRR/RR, which improved the Facility Condition Index

(defined later in the report) by 8 percent. Proposition MM bonds will not be retired until 2029

with a debt service amount of $24.3 million per year. Between 1998 and 2009, a combined

annual average contribution of $24.2 million in district and Proposition MM funds were spent on

MRR/RR.

It is important to note that the State DM program had been funding source for approximately

20% of the MRR/RR plan. This program was intended to supplement facility maintenance

needs. However, since it is not based on an evaluation of needed repairs, but rather is a complex

calculation derived from available state and local funding, the funding amount varies and is not

certain. Submittal and state approval of a DM Five Year Plan is a precondition for the district

obtaining state deferred maintenance matching funds, and this qualifying project list for DM

funding has been a part of previous annual Board MRR/RR reports.

Due to less stringent criteria during current state funding deficits, state DM program funding can

be used for general funds. Because past state practices have funded qualified projects

retroactively, the district continues to submit maintenance projects in anticipation of obtaining

those funds at a later date. Presently, the district is funding the DM portion with other resources.

In FY2012, District funding for MRR was reduced from $25 million to $16 million for three

years. It is currently undetermined where funding for MRR will come from in FY2015 as State

School Facility Funds, the previous funding source, will be expended and no longer available.

Proposition S

During initial planning for Proposition S, MRR/RR deficiencies were identified at each school

facility. Repairs for these deficiencies were included in the bond measure as part of a ten-year

whole-site modernization and capital improvement project. PPO will complete the RR portion of

the work at $19 million annually. Total MRR/RR funding within Proposition S is $501 million

and will be expended through the life of the bond program. The original ten year funding

timeframe for MRR/RR (see Attachment A) has been extended to sixteen years due to a drop in

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the district’s assessed valuation of real property, which means a slowing of incoming funding.

As a result of this schedule extension, many MRR/RR deficiencies identified under Proposition S

may not be corrected as the facility condition indicates, and may require allocating other PPO

funding to provide interim repairs. PPO is currently working with Proposition S Project

Managers to optimize the effectiveness of the MRR effort, funded by both PPO budgets and

Proposition S, and to ensure that new or reconfigured systems installed are maintainable systems.

DISTRICT FACILITIES

Facilities Overview:

The district’s inventory of buildings includes 14.77 million square feet of buildings with a

current replacement cost of $4.08 billion, and encompasses two primary building classifications:

1) 12.42 million square feet of permanent structures with an average age of 39 years, and

2) 2.35 million square feet of temporary (portable or movable) buildings with an average

age of 48 years.

Attachment B provides specific summarized data of the district’s buildings.

The term “facility” as used in this report, is referencing all fixed assets within the district’s

property line. There are grounds with parking lots, lunch courts, playgrounds, etc., along with

underground water and sewer systems, electrical systems, communication systems.

The large inventory of buildings is situated on 2,600 acres of developed property. In total, the

district owns over 3000 acres of property in San Diego County.

Facility Condition Assessment (FCA) and Facility Condition Index (FCI)

Beginning in FY2014, PPO will be able to provide a more rigorous and accurate indicator of

facility condition by inspecting, verifying and calculating the FCI annually for all sites.

By;

building a foundation on the District’s Facility Planning & Construction’s (FPC) highly

detailed site assessments performed by outside consultants over the next 5 years,

revitalizing the previously conducted in-house FCA’s, and

utilizing our Computerized Maintenance Management System (TMA Systems) to provide

real-time data,

PPO will continually improve the information and data to gauge the district's physical condition

and update the FCI more frequently.

FCA is a continuous process due to the large number of systems and facilities and changing

conditions. The most recent process improvement form currently being utilized by PPO’s staff is

included in Attachment C.

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The FCI is calculated by dividing the total amount of maintenance needs by the total Current

Replacement Value (CRV) of all district facilities; the lower the number, the better the condition

of the facility. Future FCA will be determined by both the process noted above AND as outlined

in Attachment D with the resulting FCI based on a weighted combined assessment, yet to be

fully developed.

On July 8, 2008, a Board Report set a goal of achieving a district average FCI of 5% to 7% by

2018. As depicted by Attachment E, the projected FCI has been annually benchmarked. Since

funding for Proposition S is being extended from ten to twelve years, the chart reflects an FCI

percentage increase because of the anticipated decline in district facility conditions.

As part of a fresh maintenance approach, PPO is analyzing data gathered annually during state

mandated facility inspections to comply with the School Accountability Report Card (SARC)

and Williams Act legislation and incorporating that data into the FCA and subsequent FCI.

NEW APPROACH TO FACILITIES MAINTENANCE

To ensure the MRR/RR program addresses the best, highest value work effectively for facility

maintenance and repairs, PPO has initiated a more detailed monitoring mechanism for assuring

timely completion of scheduled MRR/RR work. This will be accomplished by a multifaceted

approach:

Building on the previous renditions of the MRR/RR with additional plan years added

based on assembly life-cycles and throttled by PPO’s ability/restrictions to perform the

work in any given year.

This will enhance PPO’s ability to plan long-range with a higher level of certainty

and places as much work as possible in a program framework that is based on

component service life.

Many building element’s maintenance requirements can be planned with a high level

of accuracy based on service life, such as painting, asphalt re-sealing, etc. This

creates the known set of projects to implement and complete each fiscal year.

Rather than making subjective prioritizations, work will be accomplished by overall

district needs as derived for primarily objective information, such as life-cycle costs,

remaining material usefulness, and level of impact to facility well-being.

Comprehensive Facility Condition Assessments (FCA) in FY2013 of all district sites

using the following tools:

Williams/SARC - updated annually by PPO.

FPC FCA reports - updated FY2012, 40 sites were inspected and documented.

Data analysis from TMA - the core maintenance management system used by PPO.

An MRR/RR plan by program that incorporates the existing 5 year MRR/RR plan for all

sites. Process Improvements to the AMP for FY2013 include:

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In place for FY2013 planning: 20 year roof replacement program, a 7 year exterior

paint program, annual concrete program, 7 year ballast program and a 4 year asphalt

re-seal program, door replacement program, ramps and handrails program.

Expected for FY2014 planning: HVAC, electrical infrastructure, and restroom

upgrades.

Expected for FY2015 planning: plumbing fixtures, exterior lighting, and playground

equipment.

The AMP will be dynamic in nature. Utilizing TMA, a quarterly report will be

available to monitor progress, both in cost and materials installed.

Leveraging Williams/SARC Inspections for Facility Condition Assessments

There are various ways to measure the current condition of District facilities. In California, it is

mandated to have the facility evaluation component of the Williams Act/SARC survey updated

annually. This rating is an indication that the facilities meet the state standards and district

policy for a safe and functional educational facility. In 2011, the Williams/SARC survey rated

the district facilities an overall “good”. This is the second highest possible rating for the survey

with “exemplary” as the highest possible rating. Last year, a more stringent interpretation of

Williams/SARC inspection requirements by the San Diego County Office of Education

(SDCOE) has mandated a more detailed room-by-room evaluation of all nearly 13 million square

feet of the District’s facilities. (Note: the inspection requirement is defined as educational

spaces).

Compliance with the more stringent criteria has been leveraged to enhance PPO’s FCA process.

It provided better data to analyze district facilities in turn contributing to the accuracy of the

MRR/RR plan, which is a portion of the AMP. As district staff assess facilities for the FCA and

simultaneously for Williams/SARC requirements, the same information is being analyzed to

verify the accuracy of AMP/MRR/RR data.

The benefits of leveraging the Williams/SARC for FCA’s result in:

PPO personnel inspecting 100% of our facilities annually.

Inspections are distributed throughout the year.

The Williams/SARC points of inspection and criteria, as reported on the Facility

Inspection Template (FIT) (Attachment F) contribute to the accuracy of the AMP.

MRR/RR PROGRAM

MRR/RR Program Definitions

The MRR portion of the program includes building systems with a service life greater

than or equal to 20 years, for example HVAC systems, doors/windows, storm/sanitary

sewer, electrical distribution.

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The RR portion of the program includes building systems having a service life of less

than 20 years, for example exterior paint, flooring, asphalt seal, lighting, irrigation

systems, signal systems.

FY2013 MRR/RR Plan

In FY2014, the MRR/RR Plan will be incorporated within the AMP, and for FCA/FCI purposes

will no longer be segregated other than for those limited needs, such as for California State

matching fund requirements and as needed for the ICOC.

For this year, the MRR/RR program categories’ include electrical, signal systems, grounds,

plumbing, general and mechanical project categories. (Note; see below for discussion concerning

redressing of category titles.) This year’s AMP plan contains approximately 801 projects at 188

district sites. Attachment G provides a sample of a typical program assembly.

The following FY2013 MRR/RR plan program items are identified:

Electrical Grounds Plumbing General Signal

Systems

Mechanical Total

$4,146,267 $386,956 $1,230,768 $10,484,362 $579,504 $1,670,737 $18,498,594

These projects were identified through repair history and repair trade reporting, age and

condition analysis by planning staff, school site feedback, and proper prioritization of all district

needs as part of the Williams/SARC Facility Inspection, outside consultant detailed Facility

Condition Assessments, and PPO’s FCA Worksheets.

A portion of the MRR/RR budget remains uncommitted so PPO may respond to unforeseen

conditions. As the fiscal year progresses, this amount will be adjusted quarterly to maximize

installed, in-place work.

Maintenance Categories

Facilities Planning is transitioning to categories that better align with Building Systems and FCA

Data this fiscal year. Next year’s reporting within this section will reflect categories that have

been process enhanced and thus are more readily usable across the board to all parties.

But for this year, the components maintained under the MRR/RR Program are divided into two

major areas; buildings and grounds. Under these two headings there are major subcomponents

and systems:

Buildings

Electrical - The majority of these electrical projects are lighting, fixture replacement and

electrical distribution.

Lighting retrofit/upgrades replaces interior and exterior light fixtures and lamps with more

energy efficient technologies.

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Upgrades may also provide capability to centrally control lighting use for specific areas

within a site; gymnasiums as an example.

Electrical distribution would cover our “point of connection” from SDG&E to sub panels

located throughout the facility and the associated underground/overhead distribution system

connecting them.

Plumbing - This includes re-piping work of many types: water line replacement or backflow

upgrades, storm water conveyance and related drainage system improvement, sewer line

replacement and gas line replacement where identified. Updates to restroom fixtures

and drinking fountains are also planned for various sites.

General - The “General” trade category includes carpentry, roof, paint and other projects.

Projects in the carpentry area are door and lock replacements, cabinetry, etc.

Roof replacements are in the plan for FY2013 as the priority of facility and asset

preservation.

Plastering, interior painting and asbestos management of these facilities is included.

Exterior paint is a sub program of the General trade category.

The life expectancy of the typical exterior paint system is six to seven years.

Through a consistent, proactive exterior paint program, associated building

components are preserved; damaged components are identified and replaced,

maintaining building integrity as well as improving site appearance.

The FY2013 MRR/RR plan includes painting 29 sites utilizing in-house crews,

sustaining a rate of at least 25 sites per year ensures that all District sites will be

repainted on a 7-year cycle.

Low Voltage - Projects in this category include upgrades to HVAC equipment controls, outside

lighting controls, sprinkler controls, fire and intrusion alarm systems, audio/visual systems,

master clock/bell systems and intercom systems.

Mechanical - The district has heating and air conditioning systems needing replacement and

upgrades. Sheet metal ductwork, filter work and some gas line replacement occur in these

projects. Certain hydronic systems will be included in the plan for repair and replacement as

well as other heating systems.

Grounds

This includes repair or replacement of asphalt paving, concrete and related masonry systems,

playground equipment, irrigation, fencing and gates.

PPO maintains 21 million square feet of asphalt through an annual plan of seal coating and line-

striping on a 4-year asphalt cycle. This sub-category is predictable and a cost-effective method

of asset preservation. This year’s MRR/RR plan restores and extends the life expectancy of three

million square feet of asphalt and will improve the appearance of 28 sites. Planned work is

primarily delivered through in-house crews with augmented support by vendors.

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FY2011 MRR/RR Plan Status

The FY2011 MRR/RR report to the Board of Education presented a plan of 198 projects to be

delivered to 127 district facilities, estimated value $23.8 million. Projects not included in the

original summary and emergent projects were also initiated and completed.

The following MRR/RR plan items were completed in FY2011:

Electrical Grounds Plumbing General Signal

Systems

Mechanical Total

$1,053,097 $3,308,831 $1,680,155 $5,851,195 $95,688 $2,220,666 $14,209,632

Since an FY2012 MRR/RR plan was not provided in the previous MRR/RR report to the Board

of Education, a summary is provided here.

The following MRR/RR plan items were completed to date in FY2012:

Electrical Grounds Plumbing General Signal

Systems

Mechanical Total

$1,175,886 $4,289,131 $429,801 $5,426,371 $308,009 $1,061,371 $12,690,569

To reiterate, this categorization is undergoing complete realignment and will look transitionally

different for next year’s reporting needs.

Other Operational Maintenance Programs (To be deliberately incorporated into the

FY2014 AMP)

Routine or Repair Maintenance, and Planned or Preventive Maintenance comprises daily

activities that ensure fully operational schools and protects district assets.

Routine/Repair Maintenance is defined as minor repairs to facilities that keep the facility in

operational condition. These repairs include responses to breakdowns, normal wear and tear, and

vandalism.

By analysis of FY2013 projected repairs, PPO projects a response to 41,000 work orders at a

cost of $11 million.

In FY2012, to date, PPO has responded to 40,438 work orders at a cost of $11.2 million.

In FY2011, PPO responded to 44,296 work orders at a cost of $12.4 million.

The Preventive Maintenance (PM) Program is a proactive, cost-effective vehicle designed to

optimize system performance and reduce unscheduled repair maintenance calls. The intrinsic

value of PM can be measured by a reduction of service calls and routine repair work later.

PM lessens the impact upon sites that occurs during unscheduled system downtime and

repair.

PPO evaluates current PM tasks and seeks additional PM opportunities to ensure maximum

return on investment from district assets. Considerations of PM costs vs. equipment

replacement costs are integral in the evaluation of proposed PM opportunities.

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The PM program for FY2013 is projected to complete 17,000 work orders at a cost of $2.5

million.

In FY2012, to date PPO addressed 9,458 work orders at a cost of $1.9 million.

In FY2011, PPO addressed 12,766 work orders at a cost of $1.9 million.

SUMMARY

The MRR/RR plan is one component of PPO's total operational plan comprising the overall

facility care approach for maintaining district facilities which has been defined as THE

ANNUAL MAINTENANCE PLAN (AMP).

The FY2013 MRR/RR plan represents the multi-year process-improvement paradigm shift to a

total program prioritization approach of all operational maintenance programs. The facility

needs assessment program approach emphasizes PPO’s objective need to make best and highest

use of available resources to maintain facilities in the most optimal condition possible.

Effectiveness will be determined by continuously assessing the current condition of facilities and

comparing this with the goals delineated in this report. Ongoing assessment of district facilities

will be conducted by planning professionals that visit every site in the district every year. They

will review and prioritize facility needs, perform facility condition inspections, and take a

wholistic approach to all maintenance items identified at each facility.

This paradigm shift will produce an extremely positive supplemental benefit: every site will know

what work is scheduled at their site for the several years in advance, and Facilities Planning will

have a better ability to follow the plan and meet those goals as defined by facility assessment and

life-cycle analysis, which will ultimately result in less unplanned, emergent and emergency work.

This report has been presented to the standing Independent Citizens Oversight Committee

(ICOC) for review and collaboration. The ICOC represents the integral interests of school

district taxpayers, ensuring the district addresses and protects its assets by offering independent

assessment and information regarding this needed investment and has the systems in place to

report out and update that information in a meaningful way.

Additionally, this report continues the multi-year transition to improved reporting required by

district policy. District staff and consultants continue to work toward complete integration of the

MRR/RR program, transitioning to the Annual Maintenance Plan, and encompassing all district

facility programs in a unifying approach to Facility Maintenance.

Moving toward an improved Facility Condition Index is a complex task. The district currently

has many challenges, one of which is continuing the good stewardship of the largest district

asset: the grounds and buildings of the district.

2013 MRR/RR Plan DRAFT

Page: 10 of 10

PPO Action Items

PPO Action Items for FY2013:

Complete transition of MRR/RR plan and incorporate into AMP as defined.

Incorporate other non-MRR/RR plan elements (PM, Emergent, etc.) within the AMP.

Complete realignment of MRR/RR categories for reporting needs to better coincide with

work performed and PPO’s organizational structure.

Report out in FY2014 progress on Program definitions and life-cycle element

prioritization for overall life expectancy of assembly.

Conduct professional FCA and Williams/SARC inspections at all 200 facilities.

Update future FCI projections based on current results.

2013 MRR/RR Plan DRAFT

M:\Facilities Planning Maintenance Plan\Current Annual Maintenance Plan\Section 01 - Annual Board Report\2013 MRR Report and Attachments\Attachment A Prop S Funding.doc

Attachment A

2013 MRR/RR Plan DRAFT

M:\Facilities Planning Maintenance Plan\Current Annual Maintenance Plan\Section 01 - Annual Board Report\2013 MRR Report and Attachments\Attachment B Facilities.doc

Attachment B

Age Building Type Quantity

Square Footage Age

Building Type Quantity

Square Footage

1940 and older Perm 43 233,186 1940 and older Port* 17 16,936

1941 to 1950 Perm 93 896,013 1941 to 1950 Port* 43 41,824 1951 to 1960 Perm 444 3,226,344 1951 to 1960 Port* 344 330,248 1961 to 1970 Perm 272 2,148,921 1961 to 1970 Port* 516 500,526 1971 to 1980 Perm 227 2,485,467 1971 to 1980 Port* 53 87,662 1981 to 1990 Perm 48 438,334 1981 to 1990 Port* 50 48,260 1991 to 2000 Perm 136 1,204,090 1991 to 2000 Port* 855 810,195 2001 to 2009 Perm* 246 1,793,073 2001 to 2009 Port* 48 46,080

1,509 12,425,428 1,926 1,881,731

Age Building Type Quantity

Square Footage Age

Building Type Quantity

Square Footage

1940 and older Relo* 0 0 1951 to 1960 Trailer 2 1,464 1941 to 1950 Relo* 0 0 1991 to 2000 Trailer* 30 15,500

1961 to 1970 Relo* 13 12,000 32 16,964 1981 to 1990 Relo 41 43,578 1991 to 2000 Relo* 157 233,589 2010 Grand Totals 2001 to 2009 Relo* 171 160,200 Perm 1,509 12,425,428 382 449,367 Port 1,926 1,881,731 Relo 382 449,367 Legend Trailer 32 16,964

Perm Permanent buildings 3,849 14,773,490 Portable District Built Portable Classrooms Relo Pre-fabricated Classroom Building 2009 Grand Totals Trailer Trailer Perm 1,508 12,418,731 Port 2,008 1,960,501 *denotes a change in number of buildings for this year Relo 352 408976 Trailer 34 17972

3,902 14,806,180

ATTACHMENT C 2013 MRR/RR Plan DRAFT

Uniformat

Number

PPO Program Name Service

Life 1 2 3 4 5 6 7 8 9 10 $/

A10 Foundations

A20 Basement

Construction

1 2 3 4 5 6 7 8 9 10

Uniformat

Number

PPO Program Name Service

Life 1 2 3 4 5 6 7 8 9 10 $/

B1010 Floor

Construction

B1020 Roof

Construction

B2010 Exterior Walls

B2020 Exterior

Windows

B2030 Exterior

Doors

B3010 Roof

Coverings

B3020 Roof

Openings

1 2 3 4 5 6 7 8 9 10

A

Narrative

SUBSTRUCTURE

Narrative

B SHELL Site ____________

Uniformat Section B Unit Cost:

$_______________________

Site ____________

Uniformat Section A Unit Cost:

$_______________________

Comments

Comments

SITE__________________________ INSPECTOR________________________

___

DATE____________________

_______

ATTACHMENT D 2013 MRR/RR Plan DRAFT

M:\Facilities Planning Maintenance Plan\Current Annual Maintenance Plan\Section 01 - Annual Board Report\2013 MRR Report and Attachments\Attachment D

FCI Analysis formula.docx

FCI Determination Method Based on FY12 revised FCA data gathered

FCI in $/item and/or PPO Planning program* = [Unit Cost] [quantity] FCA score derived from SARC] {{whiteboard: G = [E] [B] [c/10] }}

10

Annualized Maintenance Needs/Requested Budget/item* = [Quantity in Units (sq./ea./linear ft.)] [Cost/Unit] {{whiteboard: H = [B] [E] }} Life Cycle of Item [F]

FCI (of whole site) = all FCI’s/item identified by LEVEL 3 element averaged out for site – equal weighted???

Determination of Budget/Spending Level = Annualized Maintenance Needs/Requested Budget

FCI (of whole site)

**an item is defined by the LEVEL 3 Uniformat code, such as B2030/exterior doors

Formula Definitions

A Uniformat’s Alphabetic & 2 to 6 digit Number E Cost/Unit

B Quantity in Units (sq./ea./linear ft.) F Life Cycle of Item

C FCA score derived from SARC G FCI in $/item and/or PPO Planning program

D Life Cycle remaining longevity derived from PPO or AECOM’s FCA number (C) divided by (F)

H Annualized Maintenance Needs or Requested Budget per PPO Program or Item

ATTACHMENT E 2013 MRR/RR Plan DRAFT

Year Last Backlog Total Yearly deterioration PPO SSFF contribution

Prop S Contribution to MRR

$330,515,310M for 12 years

Prop S Other Categories

Increase backlog cost due to Inflation

Updated Deficiency Value

1.5% $ 27,542,943 2%2007 750,000,000 - 29,800,000 2008 750,000,000 79,789,500 33,000,000 15,000,000 811,789,500 2008 15%2009 811,789,500 81,385,290 41,400,000 2,384,165 16,235,790 865,626,415 2009 14%2010 865,626,415 83,012,995 15,600,000 12,672,251 17,312,528 937,679,687 2010 13%2011 937,679,687 84,673,256 16,500,000 16,768,744 18,753,594 1,007,837,793 2011 12%2012 1,007,837,793 88,366,721 16,000,000 12,480,751 20,156,756 1,087,880,519 2012 18.89% 11%2013 1,087,880,519 88,094,055 27,542,943 38,000,000 21,757,610 1,132,189,242 2013 19.28% 10%2014 1,132,189,242 89,855,936 27,542,943 38,000,000 22,643,785 1,179,146,020 2014 19.68% 9%2015 1,179,146,020 91,353,055 27,542,943 38,000,000 23,582,920 1,228,539,053 2015 20.11% 8%2016 1,228,539,053 93,486,116 27,542,943 38,000,000 24,570,781 1,281,053,008 2016 20.55% 7%2017 1,281,053,008 95,355,839 27,542,943 38,000,000 25,621,060 1,336,486,964 2017 21.02% 6%2018 1,336,486,964 97,262,955 27,542,943 38,000,000 26,729,739 1,394,936,716 2018 21.51% 5%2019 1,394,936,716 99,208,214 27,542,943 38,000,000 27,898,734 1,456,500,722 2019 22.02%2020 1,456,500,722 101,192,379 27,542,943 38,000,000 29,130,014 1,521,280,173 2020 22.55%2021 1,521,280,173 103,216,226 27,542,943 38,000,000 30,425,603 1,589,379,060 2021 23.10%2022 1,589,379,060 105,280,551 27,542,943 38,000,000 31,787,581 1,660,904,249 2022 23.66%2023 1,660,904,249 107,388,162 27,542,943 38,000,000 33,218,085 1,735,967,554 2023 24.25%2024 1,735,967,554 109,533,885 27,542,943 38,000,000 34,719,351 1,814,677,847 2024 24.85%

Year Square Footage Cost /Sq Ft + inflation

Calculated CRV based on sq ft changes and

inflation2%

2007 14,900,000 350 5,215,000,000 2008 14,900,000 357 5,319,300,000 2009 14,900,000 364 5,425,686,000 2010 14,900,000 371 5,534,199,720 2011 14,900,000 379 5,644,883,714 2012 14,900,000 386 5,757,781,389 2013 14,900,000 394 5,872,937,016 2014 14,900,000 402 5,990,395,757 2015 14,900,000 410 6,110,203,672 2016 14,900,000 418 6,232,407,745 2017 14,900,000 427 6,357,055,900 2018 14,900,000 435 6,484,197,018 2019 14,900,000 444 6,613,880,959 2020 14,900,000 453 6,746,158,578 2021 14,900,000 462 6,881,081,749 2022 14,900,000 471 7,018,703,384 2023 14,900,000 480 7,159,077,452 2024 14,900,000 490 7,302,259,001

Numerator

Year FCI Calculation 2008 Goal

Denominator

0.00%

5.00%

10.00%

15.00%

20.00%

25.00%

30.00%

35.00%

40.00%

2008 2009 2010 2011 2012 2013 2014 2015 2016 2017 2018 2019 2020 2021 2022 2023 2024

FCI Projections

FCI Calculation 2008 Goal

last revision 5/31/2012

ATTACHMENT F 2013 MRR/RR Plan DRAFT

STATE OF CALIFORNIA STATE ALLOCATION BOARD

FACILITY INSPECTION TOOL OFFICE OF PUBLIC SCHOOL CONSTRUCTION

SCHOOL FACILITY CONDITIONS EVALUATION(REV 05/09) Page 5 of 6

PART II: EVALUATION DETAIL DATE OF INSPECTION: SCHOOL NAME: Page _______ of _______

SECTION 1 SECTION 2 SECTION 3 SECTION 4 SECTION 5 SECTION 6 SECTION 7 SECTION 8 SECTION 9 SECTION 10 SECTION 11 SECTION 12 SECTION 13 SECTION 14 SECTION 15

GAS LEAKS MECH/VAC SEWERINTERIOR SURFACES

OVERALL CLEANLINESS

PEST/VERMIN INFESTATION

ELECTRICAL RESTROOM SINKS/ FOUNTAINS FIRE SAFETYHAZARDOUS MATERIALS

STRUCTURAL DAMAGE

ROOFSPLAYGROUND/SCHO

OL GROUNDSWINDOWS/DOORS/

GATES/FENCES

√ √ √ √ √ √ √ √ √ √ √ √ √ √ √ COMMENTS

√ √ √ √ √ √ √ √ √ √ √ √ √ √ √ COMMENTS

√ √ √ √ √ √ √ √ √ √ √ √ √ √ √ COMMENTS

√ √ √ √ √ √ √ √ √ √ √ √ √ √ √ COMMENTS

√ √ √ √ √ √ √ √ √ √ √ √ √ √ √ COMMENTS

√ √ √ √ √ √ √ √ √ √ √ √ √ √ √ COMMENTS

√ √ √ √ √ √ √ √ √ √ √ √ √ √ √ COMMENTS

√ √ √ √ √ √ √ √ √ √ √ √ √ √ √ COMMENTS

√ √ √ √ √ √ √ √ √ √ √ √ √ √ √ COMMENTS

√

AREA

ATTACHMENT G 2013 MRR/RR Plan DRAFT

SITE # SITE NAME TYPE ZONE BATTING SCHEDULE PROJECT # YR START COMPLETION DATE AMOUNT HOURS DESCRIPTION87 DOYLE ES ELEMENTARY CBZ mill13027 14668 FY13 7/1/2012 $15,681.00 181 Fabricate & Install New Reception Counter For Main Office

077 CURIE ES ELEMENTARY CBZ mill13028 14669 FY13 8/1/2012 $12,614.00 150 Fabricate & Install New Reception Counter For Main Office

277 TOLER ES ELEMENTARY CBZ mill13029 14675 FY13 9/1/2012 $12,614.00 150 Fabricate & Install New Reception Counter For Main Office

141 HAWTHORNE ES / CDC ELEMENTARY CBZ mill13030 16713 FY13 8/1/2012 $7,447.00 76 Fabricate & Install New Casework In Teachers Lounge

175 LINDBERGH/SCHWEITZER ES ELEMENTARY SMZ mill13030 14676 FY13 10/1/2012 $15,873.00 182 Fabricate & Install New Reception Counter For Main Office

247 ROSS ES / CDC ELEMENTARY SMZ mill13031 14677 FY13 11/1/2012 $7,755.00 92 Fabricate & Install New Reception Counter For Main Office

332 CLAIREMONT HS HIGH SCHOOL CBZ mill13032 14678 FY13 12/1/2012 $97,672.00 1164 Fabricate & Install New Reception And Attendance Counters In Main Office

021 BAY PARK ES ELEMENTARY CBZ mill13033 14679 FY13 2/1/2013 $7,755.00 92 Fabricate & Install New Reception Counter For Main Office

055 CARSON ES / CDC ELEMENTARY SMZ mill13034 14680 FY13 3/1/2013 $9,700.00 115 Fabricate & Install New Reception Counter For Main Office

317 MUIRLANDS MS MIDDLE SCHOOL CBZ mill13035 14898 FY13 4/1/2013 $61,095.00 718 Fabricate & Install New Reception And Attendance Counters In Main Office

029 BIRD ROCK ES ELEMENTARY CBZ mill13036 14899 FY13 6/1/2013 $12,614.00 146 Fabricate & Install New Reception Counter For Main Office

255 SESSIONS ES ELEMENTARY CBZ mill14037 14900 FY14 7/1/2013 $17,769.00 205 Fabricate & Install New Reception Counter For Main Office

023 BAYVIEW TERRACE ES ELEMENTARY CBZ mill14038 14901 FY14 8/1/2013 $12,614.00 146 Fabricate & Install New Reception Counter For Main Office

350 MISSION BAY HS / AVID HIGH SCHOOL CBZ mill14039 14902 FY14 9/1/2013 $8,025.00 78 Fabricate & Install New Casework In Nurses Office

225 OCEAN BEACH ES / CDC ELEMENTARY CBZ mill14040 14903 FY14 10/1/2013 $15,149.00 176 Fabricate & Install New Reception Counter For Main Office

269 SUNSET VIEW ES ELEMENTARY CBZ mill14041 14904 FY14 11/1/2013 $12,780.00 147 Fabricate & Install New Reception Counter For Main Office

041 CABRILLO ES ELEMENTARY CBZ mill14042 14905 FY14 12/1/2013 $6,747.00 76 Fabricate & Install New Reception Counter For Main Office

354 POINT LOMA HS HIGH SCHOOL CBZ mill14043 14906 FY14 1/1/2014 $9,680.00 111 Fabricate & Install New Attendance Counter For Main Office

261 SILVER GATE ES ELEMENTARY CBZ mill14044 14985 FY14 2/1/2014 $8,025.00 78 Fabricate & Install New Casework In Nurses Office

326 TAFT MS MIDDLE SCHOOL SMZ mill14045 15014 FY14 3/1/2014 $37,402.00 418 Fabricate & Install New Reception And Attendance Counters In Main Office

075 CUBBERLEY ES ELEMENTARY SMZ mill14046 15015 FY14 5/1/2014 $15,548.00 181 Fabricate & Install New Reception Counter For Main Office

136 HANCOCK ES ELEMENTARY SMZ mill14047 15016 FY14 6/1/2014 $15,548.00 181 Fabricate & Install New Reception Counter For Main Office

206 MILLER ES / CDC ELEMENTARY SMZ mill15048 15017 FY15 11/1/2014 $12,036.00 139 Fabricate & Install New Reception Counter For Main Office

367 FARB MS MIDDLE SCHOOL SMZ mill15049 15018 FY15 12/1/2014 $10,179.00 117 Fabricate & Install New Reception Counter For Main Office

357 SERRA HS HIGH SCHOOL SMZ mill15050 15019 FY15 1/1/2015 $38,815.00 398 Fabricate & Install New Reception Counter For Main Office & Relocate Existing Casework

316 MONTGOMERY MS MIDDLE SCHOOL SMZ mill15051 15068 FY15 2/1/2015 $18,308.00 207 Fabricate & Install New Reception Counter For Main Office

340 KEARNY HS HIGH SCHOOL SMZ mill15052 15069 FY15 3/1/2015 $18,308.00 207 Fabricate & Install New Reception Counter For Main Office

061 CHESTERTON ES ELEMENTARY SMZ mill15053 15070 FY15 4/1/2015 $12,820.00 148 Fabricate & Install New Reception Counter For Main Office

121 GAGE ES ELEMENTARY CCZ mill15054 15071 FY15 5/1/2015 $15,548.00 181 Fabricate & Install New Reception Counter For Main Office

321 PERSHING MS MIDDLE SCHOOL CCZ mill15055 15072 FY15 6/1/2015 $17,850.00 211 Fabricate & Install New Reception Counter For Main Office

293 BENCHLEY/WEINBERGER ES ELEMENTARY CCZ mill16056 15073 FY16 8/1/2015 $15,548.00 181 Fabricate & Install New Reception Counter For Main Office

078 DAILARD ES ELEMENTARY CCZ mill16057 15074 FY16 9/1/2015 $13,622.00 158 Fabricate & Install New Reception Counter For Main Office

336 HENRY HS HIGH SCHOOL CCZ mill16058 15080 FY16 10/1/2015 $44,594.00 523 Fabricate & Install New Reception And Attendance Counters In Main Office

131 GREEN ES ELEMENTARY CCZ mill16059 15081 FY16 12/1/2015 $13,622.00 158 Fabricate & Install New Reception Counter For Main Office

143 HEARST ES ELEMENTARY CCZ mill16060 15082 FY16 1/1/2016 $15,548.00 181 Fabricate & Install New Reception Counter For Main Office

197 MARVIN ES ELEMENTARY CCZ mill16061 15083 FY16 2/1/2016 $14,550.00 169 Fabricate & Install New Reception Counter For Main Office

311 LEWIS MS MIDDLE SCHOOL CCZ mill16062 15084 FY16 3/1/2016 $43,258.00 506 Fabricate & Install New Attendance Counter And Work Room Counter In Main Office

111 FOSTER ES / De ANZA CDC ELEMENTARY CCZ mill16063 15085 FY16 5/1/2016 $12,465.00 144 Fabricate & Install New Reception Counter For Main Office

139 HARDY ES ELEMENTARY CCZ mill16064 15528 FY16 6/1/2016 $13,725.00 157 Fabricate & Install New Reception Counter For Main Office

073 CROWN POINT ES ELEMENTARY CBZ mill17014 13715 FY17 1/2/2017 $14,813.00 170 Fabricate & Install New Reception Counter With Gates For Main Office

065 CLAY ES ELEMENTARY CCZ mill17065 15529 FY17 7/1/2016 $9,863.00 139 Fabricate & Install New Reception Counter For Main Office

243 ROLANDO PARK ES ELEMENTARY PVZ mill17066 15530 FY17 8/1/2016 $11,788.00 136 Fabricate & Install New Reception Counter For Main Office

115 FREESE ES ELEMENTARY PVZ mill17067 16000 FY17 9/1/2016 $16,278.00 185 Fabricate & Install New Reception Counter For Main Office

283 VALENCIA PARK ES ELEMENTARY PVZ mill17068 16001 FY17 10/1/2016 $18,192.00 212 Fabricate & Install New Reception Counter For Main Office

011 BAKER ES ELEMENTARY PVZ mill17069 16030 FY17 11/1/2016 $15,653.00 171 Fabricate & Install New Reception Counter For Main Office

235 PENN ES ELEMENTARY PVZ mill17070 16149 FY17 12/1/2016 $14,637.00 162 Fabricate & Install New Reception Counter For Main Office

249 ROWAN ES / CDC ELEMENTARY PVZ mill17071 16190 FY17 1/1/2017 $19,608.00 220 Fabricate & Install New Reception Counter For Main Office

095 EUCLID ES / CDC ELEMENTARY CCZ mill17072 16191 FY17 2/1/2017 $17,518.00 192 Fabricate & Install New Reception Counter For Main Office

201 HICKMAN ES ELEMENTARY SMZ mill17073 16775 FY17 3/1/2017 Fabricate & Install New Reception Counter For Main Office

MASTER PROJECT # FY16MASTER PROJECT # FY17PROGRAM ABBREVIATION mill

PPO CABINETRY PROJECT SCHEDULEBased On 2 Men 1-21 A/V Cabinets And 4 Men On Assigned Projects

MASTER PROJECT # 13525 FY12MASTER PROJECT # 14897 FY13MASTER PROJECT # 14971FY14MASTER PROJECT # 14972 FY15

M:\Facilities Planning Maintenance Plan\Current Annual Maintenance Plan\Section 01 - Annual Board Report\2013 MRR Report and Attachments\Attachment G Sample Program Last printed on 5/31/2012 page 1 of 1