Facilities Services Division • 41,000 Students • 62 K-12 schools, 4 special school buildings • FY 15 M&O Operating Budget - $47 million • FY 15 Capital Budget - $21 million • Planning & Const Management - 12 staff • M&O – 130 staff
Facilities Services - Organizational Chart Superintendent Chief Deputy Operating Superintendent Officer Exec. Director Facilities Construction Maintenance and Planning Management Operations
Roles and Responsibilities • Facility Planning and Capital Budgeting • Construction Management • Building and Grounds Maintenance • Custodial Services • Energy Management • Property Management
Systemic Project Selection Process • Written departmental procedure • Key roles and responsibilities – M&O maintains inventory and identifies needs – CM Prepares project scopes and budgets – Planner coordinates budget reviews • Facilities project team review
Annual Capital Project Review Cycle Needs Review: Jan-Feb Submittal to Project Priority State & County Setting: Oct- Nov March-May BOE Review and Finalize 6 Year Approval CIP Recs: June- July Aug - Sept
Needs Review • Asset Inventory central records data base – Age of major building systems – Industry standards for life cycle • Systemic equipment conditions – Interviews with maintenance field staff, others – Inspections by O&M and CM Departments • Capital Systemic Needs list
Systemic Project Priorities • Critical building system component – Roofs – HVAC • Corrects a safety concern, supports an instructional need, or improves building operations • Coordinated with major renovations schedule
6 Year CIP Preparation • Compiled and approved by Project Team • Estimate of funding available • Identification of project priorities by year • Preparation of project scopes and budgets • Submittal of recommendations to Superintendent and BOE
Summary • Year round process • Each group has defined roles and responsibilities • Team effort to set priorities and define project scopes
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