Montgomery County Public Schools Montgomery County Public Schools - - PowerPoint PPT Presentation

Montgomery County Public Schools Montgomery County Public Schools

Planning for Capital Projects Planning for Capital Projects

Presenters

• Mr. Bruce Crispell, Director, Division of Long-range Planning

Mr Craig Shuman Director Division of Construction

• Mr. Craig Shuman, Director, Division of Construction
• Ms. Adrienne Karamihas, Budget and Operations Manager, Department of

Facilities Management

Presentation Outline Presentation Outline

• Department of Facilities Management
• Overview
• Department of Facilities Management
• Overview
• Workforce
• Programs/ Functions
• MCPS by the numbers
• Workforce
• Programs/ Functions
• MCPS by the numbers
• MCPS by the numbers
• Overview of MCPS Capital Improvements Program

MCPS A h t L t Pl i

• MCPS by the numbers
• Overview of MCPS Capital Improvements Program

MCPS A h t L t Pl i

• MCPS Approach to Long-term Planning
• Processes (Planning-Design-Construction-Occupancy-Maintenance)
• Our strategies
• MCPS Approach to Long-term Planning
• Processes (Planning-Design-Construction-Occupancy-Maintenance)
• Our strategies

g

• Discussion

g

• Discussion

Department of Facilities Management Department of Facilities Management

Department Overview Department Overview

Departm ent of Facilities Managem ent

Di i i T U it

Departm ent of Facilities Managem ent

Di i i T U it Divisions Team Units Division of Long-range Planning Budget/ Operations Division of Construction System-Wide Safety Divisions Team Units Division of Long-range Planning Budget/ Operations Division of Construction System-Wide Safety y y Division of School Plant Operations Real Estate Management Division of Maintenance Energy and Utilities S h l E d y y Division of School Plant Operations Real Estate Management Division of Maintenance Energy and Utilities S h l E d School Energy and Recycling Team School Energy and Recycling Team

Department Workforce

Programs/ Functions

Department Workforce

Programs/ Functions

Division of Long-range Planning Division of Long-range Planning

• Demographic Analysis and Student Enrollment Projections
• Long-range Facility Planning
• Six-Year Capital Improvements Program
• Demographic Analysis and Student Enrollment Projections
• Long-range Facility Planning
• Six-Year Capital Improvements Program

Six Year Capital Improvements Program

• Educational Specifications for Capital Projects
• School Boundaries and Student Choice Consortia

Six Year Capital Improvements Program

• Educational Specifications for Capital Projects
• School Boundaries and Student Choice Consortia
• County Land-Use Planning and Subdivision Staging Policy
• Database Management and GIS Services
• County Land-Use Planning and Subdivision Staging Policy
• Database Management and GIS Services

Department Workforce

Programs/ Functions

Department Workforce

Programs/ Functions

Division of Construction

i ibili S di i i

Division of Construction

i ibili S di i i

• Design Team – Feasibility Studies, Design Process, Design

Standards

• Construction Inspection Team – Inspections Schedules Value
• Design Team – Feasibility Studies, Design Process, Design

Standards

• Construction Inspection Team – Inspections Schedules Value

Construction Inspection Team Inspections, Schedules, Value Engineering, Quality Controls

• Special Projects Team – HVAC Replacements, Relocatable

Construction Inspection Team Inspections, Schedules, Value Engineering, Quality Controls

• Special Projects Team – HVAC Replacements, Relocatable

Classrooms, Safe Access to Schools, In-House Projects

• Fiscal Management Team – Bid Procurements, MBE, Contract

Administration Classrooms, Safe Access to Schools, In-House Projects

• Fiscal Management Team – Bid Procurements, MBE, Contract

Administration Administration Administration

Department Workforce

Programs/ Functions

Department Workforce

Programs/ Functions

Division of Maintenance

• Maintenance and repair services (67,000 workorders in FY 2012)

Division of Maintenance

• Maintenance and repair services (67,000 workorders in FY 2012)

Maintenance and repair services (67,000 workorders in FY 2012)

• Facility related environmental services – IAQ
• HVAC preventative maintenance/ repairs

Maintenance and repair services (67,000 workorders in FY 2012)

• Facility related environmental services – IAQ
• HVAC preventative maintenance/ repairs

p / p

• Fire & Life Safety code compliance
• Planned Life-cycle Asset Replacements (PLAR)

p / p

• Fire & Life Safety code compliance
• Planned Life-cycle Asset Replacements (PLAR)
• Automated energy management system
• Snow removal
• Automated energy management system
• Snow removal
• Hazardous waste management
• Integrated pest management
• Hazardous waste management
• Integrated pest management

MCPS by the Numbers MCPS by the Numbers

• 148,779 students
• 148,779 students

148,779 students

• White 33%
• Hispanic 26.7%

148,779 students

• White 33%
• Hispanic 26.7%
• African American 21.3%
• Asian American 14.3%
• Two or more races <5%
• African American 21.3%
• Asian American 14.3%
• Two or more races <5%

Two or more races <5%

• 202 schools (1 charter school) + 35 support facilities
• 24 5 million square feet of building valued at over $5 billion

Two or more races <5%

• 202 schools (1 charter school) + 35 support facilities
• 24 5 million square feet of building valued at over $5 billion
• 24.5 million square feet of building valued at over $5 billion
• 3,200 acres of land
• 22 300 employees (12 000 teachers)
• 24.5 million square feet of building valued at over $5 billion
• 3,200 acres of land
• 22 300 employees (12 000 teachers)
• 22,300 employees (12,000 teachers)
• $2.225 billion operating budget
• 22,300 employees (12,000 teachers)
• $2.225 billion operating budget

MCPS by the Numbers MCPS by the Numbers

MCPS by the Numbers MCPS by the Numbers

MCPS by the Numbers MCPS by the Numbers

MCPS by the Numbers MCPS by the Numbers

MCPS by the Numbers MCPS by the Numbers

MCPS by the Numbers MCPS by the Numbers

MCPS by the Numbers MCPS by the Numbers

MCPS Capital Improvements Program (CIP) Overview MCPS Capital Improvements Program (CIP) Overview

• The CIP is a biennial plan
• All projects are reviewed in odd-numbered
• The CIP is a biennial plan
• All projects are reviewed in odd-numbered

fiscal years

• Amendments in even numbered fiscal years

FY i b d d fiscal years

• Amendments in even numbered fiscal years

FY i b d d

• FY 2014 is an even-numbered year, and,

therefore, limited changes are made to the projects and amounts approved by the County Council in the adopted FY2013

• FY 2014 is an even-numbered year, and,

therefore, limited changes are made to the projects and amounts approved by the County Council in the adopted FY2013 County Council in the adopted FY2013- 2018 CIP.

• The expenditure for FY 2013-2018 CIP totals

$1 3 3 billi ith $2 3 illi i FY 2013 County Council in the adopted FY2013- 2018 CIP.

• The expenditure for FY 2013-2018 CIP totals

$1 3 3 billi ith $2 3 illi i FY 2013 $1.353 billion with $273 million in FY 2013. $1.353 billion with $273 million in FY 2013.

MCPS Approach

Long-term Planning Process

MCPS Approach

Long-term Planning Process g g g g

Board of Education established priorities and objectives with community input to guide the decision-making process:

• CIP Priorities
• CIP Priorities
• Compliance projects
• Capital maintenance projects
• Capacity projects
• Modernization/replacement projects
• System infrastructure projects
• Technology modernization projects
• Facility Planning Objectives
• Meet long-term and interim space needs
• Sustaining and modernizing facilities

P id h l th t i t ll f f ti ll

• Provide schools that are environmentally safe, secure, functionally

efficient, and comfortable

• Support multipurpose use of schools
• Meet space needs of special education programs

p p p g

MCPS CIP Overview

Approved FY 2013-2018 CIP $1 353 billi i t

MCPS CIP Overview

Approved FY 2013-2018 CIP $1 353 billi i t $1.353 billion is spent on $1.353 billion is spent on

Compliance P j t Technology Projects $33,500 2% Capacity Projects $358,573 System Modernization $149,740 10% 24% System Infrastructure $25,600 2% Capital Maintenance Projects $237 306 School $237,306 16% School Modernizatons/ Replacements $684,002 46%

MCPS Approach

Long-term Planning Process

MCPS Approach

Long-term Planning Process

Demographic Analysis Student Enrollment Projections Facility Planning Process Process Superintendent’s Board’s Requested

Educational Facilities Master Plan

County Executive Superintendent s Recommended CIP q State CIP

Plan

Board’s Requested CIP County Executive County Council Review/Approval

MCPS Approach

Planning

MCPS Approach

Planning Demographics & Student Enrollment Projections Demographics & Student Enrollment Projections

• Cluster by Cluster
• Long-term Projections
• Cluster by Cluster
• Long-term Projections

g j

• HS-MS-ES
• School by School

g j

• HS-MS-ES
• School by School
• By Demographics
• By Programs
• By Demographics
• By Programs

MCPS Approach

Planning

MCPS Approach

Planning

MCPS Approach

Planning

MCPS Approach

Planning le le Future Schedu Future Schedu ent and zation S ent and zation S Curre Moderni Curre Moderni M

MCPS Approach

Planning

MCPS Approach

Planning

MCPS Approach

Planning

MCPS Approach

Planning Educational Specification

• Summary of space needs to

support the educational program

• Reflect general standards for

all schools

• Guides the architect in the

development of the building p g layout and design

• Reviewed/updated as needed

based on program changes p g g

• Collaborative process with

school principals and staff

MCPS Approach

Planning

MCPS Approach

Planning Feasibility Studies g

• Developed to determine the scope

and cost of a project

• Worksession are held in the
• Worksession are held in the

afternoons and evenings to involve staff and community

• Valuable information for CIP

recommendation

• Must be completed prior to funding

p p g request to the County Council

MCPS Approach

Planning

MCPS Approach

Planning Countywide Projects

• Capital projects programmed to meet the needs of

h l th t schools across the county

• As schools age, they are placed on a maintenance

and repair ladder, moving from minor repairs to replacement of major systems replacement of major systems

• Assessment and selection process is carried out

through an annual review process that involves school principals maintenance planning and school principals, maintenance, planning, and construction staff

• Examples include HVAC Replacement, Roof

Replacement Fire Safety Code Upgrades and Replacement, Fire Safety Code Upgrades, and Planned Life-cycle Asset Replacement (PLAR)

MCPS Approach

CIP Request

MCPS Approach

CIP Request q

• Superintendent submits CIP recommendations to the

Board of Education P id i f ti th t k t d l i f iliti

• Provides information that work towards resolving facilities-

related challenges

• Establishes the MCPS priorities
• Board of Education holds a worksession and public hearings
• n the recommended CIP
• Once approved, the Board of Education’s requested CIP is

forwarded to the County Executive and County Council for review and approval

• County Council approval occurs in May of each year

MCPS Approach

CIP Approval

MCPS Approach

CIP Approval pp pp Educational Facilities Master Plan

• Reflects County Council approved funding

Educational Facilities Master Plan

• Reflects County Council approved funding
• Sets the agenda for future planning
• Compliance to Board policies and state

requirements

• Sets the agenda for future planning
• Compliance to Board policies and state

requirements requirements

• Development process is transparent with

input from school and parent communities requirements

• Development process is transparent with

input from school and parent communities

• “Department’s Bible”
• “Department’s Bible”

MCPS Approach

Design Process

MCPS Approach

Design Process g

Consultant S l ti P

Multi-Step Bid Process P Q lifi ti

Selection Process Design Process

Annual Advertisement Facility Design Guideline Pre-Qualifications Scope Reviews

Bid Procurement Process

Advertisement Short-Listing I i Community Involvement Outreach Efforts

Process

Interview Negotiation Design Reviews Constructability R i Design-Bid-Build Appointment Reviews Value Engineering CM at Risk

MCPS Approach

Construction Process

MCPS Approach

Construction Process

Construction Administration

Board Inspection

Process Occupancy

Pre-Construction Meeting School Opening Work Group Board Acceptance Warranty Compliance

Occupancy “Move-In” Process Post Occupancy

Pre Construction Meeting Bi-Weekly Progress Meeting S b itt l R i F/E Order Process Contract Closure

Post Occupancy Process (Board Inspection & Acceptance)

Submittals Reviews Schedule Reviews F/E Order Process Technology/Security I ti /P it

p )

CO Reviews Inspections/Permits

Long-term Planning

Strategies

Long-term Planning

Strategies Strategies Strategies

• Develop justified CIP based on priorities with support from

communities

• Develop justified CIP based on priorities with support from

communities

• Establish process-oriented organization
• Focus on workforce training and customer service
• Establish process-oriented organization
• Focus on workforce training and customer service
• Data-driven decisions and results
• Build strong relationships with business partners
• Data-driven decisions and results
• Build strong relationships with business partners

g

• Hiring “Best of the Best” consultants
• Fast-pay system

Cl t ti d d t di

g

• Hiring “Best of the Best” consultants
• Fast-pay system

Cl t ti d d t di

• Clear expectations and understandings
• Promote innovation/creativity
• Clear expectations and understandings
• Promote innovation/creativity

Di i Di i Discussion Discussion