CONSTRUCTION PHASE COLLABORATION Is Is the e ma mainten enance a and o oper perations staff involved i in the c e cer ertification o of substantial com completion, e execution on of of the he punch ch l list, review of t of the he operat ations ns and maint ntenanc nance ( (O & & M) m material ials, b buil ildin ing commis issio ioning ing, and t the f e final acceptance o of t the pr e projec ect? Response nse: Par artic icipat ation is var ariab able ac across trad ades. F For example: Roofing trades participate throughout the process, with inspections, punch list participation, formal turnover, etc.; Challenges: Mechanical maintenance participates at end, on O&Ms, training, commissioning, but lacks capacity to fully engage throughout the process. We often assuming beneficial occupancy prior to final acceptance, and having a long shake- out phase for mechanical systems. PGCPS is actively working to improve our hand-over processes.
CONSTRUCTION PHASE COLLABORATION Do you have a process in place for post occupancy evaluation and capturing lessons learned to apply elsewhere? Yes -- PGCPS has been making a concerted effort to continually evaluate processes, design decisions, and outcomes. On-going formal and informal communications Collaborative de-briefing on specific projects Informal post occupancy reviews Evaluating processes for formal post- occupancy procedure
MAKING THE MOST OF OPPORTUNITIES FOR LESSONS LEARNED: FORMAL DE-BRIEFS 1. 1. En End-of of-summ mmer er walk-through a and workshop at new F Fele legy y Elementar ary School in Oc October 2014 for C Cap apital an and Mai Maintenan ance s staf aff t to d de-brief ef on summe mer p projec ects, n new s school tur turno nover, new sc school design; n; 2. 2. En End-of of-sum summer lesso sons l s learned sessi ssion held ld with the County ty’s s Department of Inspectio ions, Enforcement, and Enforcement (DPIE) on final al inspections, t temporary c classroom r relo locat ations.
DEPARTMENT OF CAPITAL PROGRAMS/ BUILDING SERVICES DE-BRIEF Workshop and t tour r for a r all t tra rades a and office ces; De De-brief se sessi ssion t to o sh share su success sses a and areas s for or impr provement; and nd c came me up w up with 44 recomme mmend ndations ns. Sample mple c comme ment nts: Don’t replace major HVAC systems during the season they are in use! Don’t assign different PMs to different projects at the same school. Facilitating the training processes; ensure better participation. Set up joint “lunch and learn” events on new or challenging issues. Concerns noted about maintenance of innovative elements such as green roofs. Communication is key!
POST-OCCUPANCY EVALUATION In Initially d developed i in the 60s Qualitative a and quantitative e eva valuation Importan ant t to e eval aluate e agai against initial al go goal als an and p par aram ameters as as w wel ell as as f final al outcomes es Assessment s should o occur r after i r initial shake-out, a , and after er f full cycle o of use; i ; idea eally y during ng second nd y year Two e examp mples es: Arlington Public Schools Jordan Schools Program
POST-OCCUPANCY EXAMPLE #1: ARLINGTON PUBLIC SCHOOLS Post Occu t Occupancy cy Ev Evaluation re required by board po policy; 90 days an and af after 1 1 year ear • Ph Physical al Survey • Bu Building Pr g Progr gram am Review • Cons Co nstituent Sur urvey and nd Int nterview • Review o of Bidding and nd Co Cons nstruction Process • Includes es re-conveni ning ng o of t the communi unity y • /school stakeholder committee Usua ually c cond nducted b by architect o of record •
POST-OCCUPANCY EXAMPLE #2: JORDAN SCHOOLS PROGRAM Internat national nal U USAID-funde ded p d public c school project ct w with m multi-pha hases – fo formal revie iew o of f fir irst p phas ase to in inform f follow-on wo work. Review s starts ts w with r resta tatemen ement t of project t goals. • Assessment of 3 of 3 new s scho chools i in on one r repor ort; • A major f focu cus o on e evaluation of educa cational s speci cifica cations, programming • and d des esign: A Are e the e spa paces w wel ell-used, us used a as p plann nned? Which of th the m many i y inno nnovations are suc uccessful – whi hich ch s shou hould b be • reconsidered? Cost s study w y was d done s separ arat ately, looking ing • at o t operationa nal a as w well a as f first costs.
OTHER QUESTIONS Are there p plan ans i in n plac ace t to t train s staf aff w who w will mai maintain what at i is de desig igned? Yes, l last y year m r main intenance hire ired a d a tra raining specialist wit ith t the prim rimary re responsib ibil ilit ity of of providing n new and and o old s staf aff w with training t to m maintain equ quipment nt We have a a establis ished a a c col ollabor orativ ive re relationship with h Prin rince Ge Georg orges C Com ommunit ity C Col ollege a and B BOMI w whic ich e enables ou our staf aff t to gai gain v val aluable k kno nowledge o on ne n newer sys ystems ms s such uch as as geothermal al a and E Energy gy Manage gement Systems and J d Joh ohnson C Con ontrols. This is t tra raining specia ialis ist is is in in need of of addit dditional s support a and w we have re requested t d this is person wor ork in k in con onjunction w wit ith CIP proje ojects.
OTHER QUESTIONS, CONTINUED What at me methods ar are i in n plac ace f for reporting t the F Fac acility C Cond ndition? We util ilize F Facil ilit ity Coor oordi dinators rs who o act a as of offic icial l lia iais isons b between the trades, s school administrat ation a and e executive l level manage gement with the s suppor orting s servic ices div divis isio ion. I Individ iduals in in t this is capacity have t the ability t y to troubleshoot, , evaluate, , trai ain a and c conduct f facility y assessments a and c con ondi ditio ion re repor orts. Addit dditio ionally w we util ilize t the Pars rson’s s studie ies a and a as p part of of ou our r Co Comprehensive M Maintenance P Plan . Master F Foreman an and Facility y Coor oordi dinators rs l lis ist f facil ility n needs w wit ith suggested t tim imelines f for or in inclusion in t n the CIP IP b bud udget f for fund unding v via ge a gene neral operating fund unds.
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