Day Porters and the custodial contractors achieved APPA 2 for all - - PowerPoint PPT Presentation

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• Day Porters and the custodial contractors achieved APPA 2 for all schools, overcoming

challenges presented by the change from 4 to 3 vendors.

• The major maintenance program has seen significant growth in the past 18 months with

almost $14M in encumbrances, and the spending priorities have now been established with the FCA.

• Preventive maintenance programs for cooling towers remain an immediate focus.
• Construction will be underway by the end of September for the tenth school, making

seven in construction at one time.

• There are significant improvements in transportation this year. Approximately 9 out of 10

buses are making it to school in time for students to attend class.

• Efforts continue across all Operations departments to improve delivery of services and

mitigate problems.

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2018

2018

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• Transition from 4 to 3 vendors:

The transition in June 2019 was seamless, most only noticing the difference as a result of increased performance. Monacan and Midlothian HS shared that they received an overwhelming amount of positive feedback upon teachers return.

• All vendors met the APPA 2 standards but challenges remain with

American Facility Services. While AFS is meeting the APPA standard, the group lacks consistency in other contract administration requirements.

• Steps to mitigate

○ CCPS augmenting cleaning as necessary ○ Working with the AFS management team and procurement

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1. Based on the Facility Condition Study, schools were prioritized based on their 5 year FCI as follows: a. Replace school with next bond referendum and manage system failures b. Refurbish school with next bond referendum and manage system failures c. Repair to 10-year life expectancy (in anticipation of replacement with later bond referendums) d. Repair to 25-year or greater life expectancy 2. HVAC projects and major maintenance “catch up” has been and will continue to be our primary focus for the upcoming budget cycle. 3. Safety and security projects remain a top priority.

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• Encumbrances roll over from year to year. Projects may

start in one year and and are completed in subsequent years - example FCMS and SCMS HVAC projects.

• Actuals plus encumbrances accurately reflects the work

planned for that year with the understanding that it can take multiple years to complete MM work.

• FY17 and FY18 show a decrease in the annual burn rate.

a. Spending for MM was dependent upon completion

• f FCA and establishing priorities.

b. Prioritization strategy was completed in FY18-19 and adopted in 2020 budget.

• Major Maintenance is moving aggressively based on the

prioritization strategy.

$14M as of 9/1

~$16M to spend FY20 to catch up

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Access Control

Bon Air ES Davis ES Winterpock ES Crestwood ES Reams ES Elizabeth Davis MS

Security (door hardware) Phase 1 (100% complete)

Clover Hill ES Elizabeth Scott ES Curtis ES Jacobs ES Carver College and Career Academy Cosby HS CTC@Courthouse CTC@Hull Woolridge ES Thomas Dale Main HS & West HS

Security (door hardware) Phase 2 (76% complete)

Bellwood ES Bensley ES Bon Air ES Chalkley (J.A.) ES Christian (Marguerite) ES Crenshaw (Thelma) ES Crestwood ES Davis (AM) ES Ecoff ES Grange Hall ES Evergreen ES Falling Creek ES Gates (OB) ES Gordon ES Ettrick ES Greenfield ES Harrowgate ES Hening (J.G) ES Hopkins ES Providence ES Reams ES Matoaca ES (existing) Robious ES Salem Church ES Swift Creek ES Spring Run ES Smith ES Watkins (J.B.) ES Weaver (Bettie) ES Falling Creek MS Winterpock ES Carver MS Wells ES Falling Creek MS Bailey Bridge MS Davis (Elizabeth) MS Midlothian MS Robious MS Matoaca HS Matoaca MS East Matoaca West MS Manchester MS (old) Swift Creek MS Providence MS Bird HS Salem Church MS Tomahawk Creek MS Meadowbrook HS Manchester HS James River HS Clover Hill HS Midlothian HS Monacan HS Administration Building ESL Pre-K Bldg

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1. Arc Flash Electrical Repairs - Grange Hall ES, Meadowbrook HS, Cosby HS, Matoaca HS (analysis and maintenance complete; repairs including circuit breakers ongoing) 2. Gym Wall Pads on all narrow baselines are being installed in 62 gyms throughout the schools (fabrication underway, installation begins October 2019). 3. School wide repairs, assessment studies, and scope of work development underway for grandstands, bleachers, gymnasium basketball goals, and divider curtains 4. Scope of work development in process for replacing media and band towers 5. Parking and perimeter light pole repair in scope development. Procuring quotes Nov. 2019 6. Matoaca MS East vertical platform installation complete this summer to help service staff, students and parents with disabilities 7. Elementary school access control installation using grant funding. Bon Air, Davis ES, Reams Modular, Crestwood Modular in closeout; Winterpock ES in progress and remaining ES in procurement 8. Conversion of schools to proprietary key system will follow the installation of access control.

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• Falling Creek MS - interior improvement to include signage, finishes, HVAC (punchout)
• Swift Creek MS - Installation of Kiln Venting - (complete)
• CTC@Courthouse - Fire Alarm Upgrades (complete)
• Interior Venting at all ranges and kilns - presently performing assessment of all schools
• James River HS Girls Softball Field is having field lights installed for night games - 90%

complete

• Thomas Dale West had a large section of masonry wall replaced to maintain structural integrity
• Thomas Dale HS, Main Building, received an upgrade to their stage lighting
• Thomas Dale HS, Main Building Roof - Partial replacement ongoing with work being completed

in phases. Anticipated completion in Dec. 2019

• Hening ES Exterior Envelope Repairs (Soffit, Site, Lead Paint) - still in progress

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HVAC

• K-Pod Heat Pump Replacements in punchlist

Bensley ES Bon Air ES Davis ES Falling Creek ES Curtis ES Bellwood ES (will be completed during intersession break in October)

• Conversion of pneumatic controls to DDC controls in progress

Thomas Dale HS Meadowbrook HS Bailey Bridge MS Salem Church ES / MS (closeout)

• Equipment Changeout to meet the R-22 refrigerant change to include chiller replacements

in progress

Robious ES Bird HS Thomas Dale HS West Campus

• Cooling Towers Replaced, operational performing minor punch list

Spring Run ES Hopkins ES Jacobs ES Carver MS will start in Sept. of 2019

• Creating Scope of Work, technical spec for IFB for replacement water source heat pumps

Crenshaw ES Jacobs ES Well ES

• Creating Scope of Work, technical spec for IFB for Boiler Replacements serving WSHP

Crenshaw ES Jacobs ES Weaver ES Curtis ES Hopkins ES

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HVAC Cont.

• Purchase Order in place for Boiler Replacements serving VAV Boxes (expectation Nov 2019)

Bird HS Midlothian HS Hopkins ES Carver College

• Replaced 2 Chillers at CTC@Courthouse
• Rebuilt chillers

Matoaca HS 2 chillers Meadowbrook HS 2 chillers Clover Hill HS 2 chillers

• Replace Air Handlers servicing Cafeteria and Gym at Ecoff ES (punch list)
• Matoaca ES new 3-ton ductless split system heat pump in room A-25 (closeout)
• Replace AHU 2, 3 & 4 at Gordon ES and AHU 5 at Gates ES (punch list)
• Bids due mid-September to Replace AHU 1,2,3,4 at Gates ES

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HVAC Major Maintenance Parts

THOMAS DALE HS LC BIRD HS CARVER MS COSBY HS FALLING CREEK MS GATES ES CARVER CAREER ACADEMY JACOBS ES WOOLRIDGE ES

BAS Parts

BIRD HS CLOVER HILL HS COSBY HS JAMES RIVER HS MANCHESTER HS MATOACA HS MEADOWBROOK HS MIDLOTHIAN HS MONACAN HS THOMAS DALE HS THOMAS DALE 9TH BAILEY BRIDGE MS CARVER MS

• E. DAVIS MS

FALLING CREEK MS MANCHESTER MS MATOACA MS MATOACA MS EAST MIDLOTHIAN MS PROVIDENCE MS ROBIOUS MS SWIFT CREEK MS TOMAHAWK MS ALBERTA SMITH ES BELLWOOD ES BENSLEY ES BEULAH ES BON AIR ES CHALKLEY ES CLOVER HILL ES

• M. CHRISTIAN ES

CRENSHAW ES CRESTWOOD ES CURTIS ES DAVIS ES ECOFF ES

• E. SCOTT ES

ENON ES ETTRICK ES EVERGREEN ES FALLING CREEK ES GATES ES GORDON ES GRANGE HALL ES GREENFIELD ES HARROWGATE ES HENNING ES HOPKINS ES JACOBS ES MATOACA ES PROVIDENCE ES REAMS ES ROBIOUS ES SALEM CHURCH ES SALEM CHURCH MS SPRING RUN ES

Currently advertising for a Preventative Maintenance Program Manager

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1. Winterpock ES modulars: multipurpose room and and 8-room Mega-trailer installed 2. Midlothian HS - Grandstands, pressbox and primary game field replacement 3. Midlothian HS - Two Tennis Courts 4. Meadowbrook HS - Track resurfacing 5. Monacan HS - Track resurfacing

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• Six trailers were moved over the summer; 2

to Bon Air ES, 1 to Curtis ES, 1 to Falling Creek ES, 2 to Hening ES and 1 to Hopkins

• ES. All are operational.
• The six-classroom mega-trailer was

demolished at Watkins ES along with the single trailer.

• Trailers were moved from Bensley ES, Davis

ES, and Crestwood ES.

• Three trailers were demolished at Bensley

ES.

• We are currently demolishing the trailers at

Swift Creek ES and 2 at Carver College and Career Academy, and the ones at Jacobs ES will follow.

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• Beulah ES – School in close out. One-year warranty period ended 08/15/19.
• Enon ES – School in close out.
• Old Hundred ES – Received TCO 08/27/19. School ready for opening 09/03/19.
• Matoaca ES – Under construction
• Manchester MS – Under construction
• Matoaca MS Phase I – Under construction
• Harrowgate ES – Under construction
• Modular campuses for Crestwood and Reams – complete
• Crestwood ES – Under construction.
• Reams ES– Working through contracts. NTP scheduled for September.
• Ettrick ES – Working through contracts. NTP scheduled for September.
• Magnolia Green ES – Site and bid schedule from A&E available by November.

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1. Continue positive discussions with County maintenance staff on FCA cost collaborations to better refine the projections 2. On-board dedicated staff to manage the capital forecasting and data management programs 3. Work with the construction department to finalize plans for the next bond referendum 4. Aggressively use the County contract expected in November to accelerate the HVAC deferred-maintenance catch-up plan and mitigate existing challenges experienced as a result of the current market 5. Continue with FY2020 approved Major Maintenance plan

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Transportation

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• Getting children to school was a significant challenge last year.
• Nearly 9 out of 10 buses are arriving to school in time for class this

year.

• Because there are only 4 days of data, a full report will be provided

at the October meeting.

• We have seen improvements over last year and are continuing to

monitor and make enhancements where necessary.

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Staffing Analysis September 2018 September 2019 1st week Routes (packages) 505 499 Contracted Drivers (excluding provisional contracts) 478 454 (439) 1-administrative leave; 9- medical; 5 SRP; (3 new hires pending) Routes not covered 27 (Planned 2nd-Wave Coverage) Average absences / day 29 2.4

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NOTE: (15) New 77-passenger buses ordered this FY. (10) New 53-passenger buses ordered this FY.

Average Absence Per Day 2018* Average Absence Per Day 2019* Area 1 5.3 .5 Area 2 13 1 Area 3 6.5 Area 4 8.8 .5 Area 5 N/A .4 Total 33.6 2.4

Time Period *Sept. 4 through Oct. 4 2018 *Sept. 3 through Sept. 6 2019

First Full Operating Week Comparison

97% Average Uptime

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Second Waves 34 AM / 39 PM

Better communication to schools and parents of expected arrival and departure times.

Silver Fleet Vans and Cars

• 3 Vans = 3 Saved Special Education Buses
• Cars: Created New Position “Student Transportation / Food Service Associate”

MyStop/ e-Link (started 1st day of school)

• Company’s host server went down on the 1st day
• Reallocated server resources

Communication Plan

• Team Transportation Weekly to Drivers
• Currently using ID #s by route to communicate late buses

Synergy/ Versatrans Alignment

• Direct upload of route information into Synergy will make communicating late buses quicker
• Temporary Reassignment of Technology staff to support Versatrans / Synergy alignment

Staffing

• 7 Rehires
• 11 scheduled to start the next CDL class

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Training (Routers)

• Additional Versatrans (Parallels) training scheduled October

Training (Drivers)

• Instituted CDL Learners Prep. Class

Communication

• Increase access points for two-way communication between area offices and schools

Recruitment

• Upcoming recruitment fairs

Synergy/ Versatrans Alignment

• Direct upload of route information into Synergy will make communicating late buses quicker

Field Trips

• Implement Triptracker as a paperless means of approving

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• Day Porters and the custodial contractors achieved APPA 2 for all schools, overcoming

challenges presented by the change from 4 to 3 vendors.

• The major maintenance program has seen significant growth in the past 18 months with

almost $14M in encumbrances, and the spending priorities have now been established with the FCA.

• Preventive maintenance programs for cooling towers remain an immediate focus.
• Construction will be underway by the end of September for the tenth school, making

seven in construction at one time.

• There are significant improvements in transportation this year. Approximately 9 out of 10

buses are making it to school in time for students to attend class.

• Efforts continue across all Operations departments to improve delivery of services and

mitigate problems.