Facilities Management

Facilities Management – Chief of Support Operations – Steve Bonino

Overview The Chief of Support Operations supervises the provision and management of School District facilities. Utilizing a budget of $53.6 million and employing a staff of 495, the departments of Planning and Real Estate, Program Management, Building Code Services, Maintenance and Plant Operations, and Environmental and Conservation Services work together to provide world class educational facilities within the largest geographic county in the State of Florida. These departments cooperate to plan, design, build, and maintain 177 schools, 28 ancillary facilities including 1,381 buildings, 573 portables, and 941 modulars serving 181,205 students (16,000 +/- charter students included). In addition, the District maintains 4,565 acres of land, 29,193,884 square feet under air conditioning and 2,691,787 square feet of covered walkways.

Facilities Management Division Department

Positions

Budget

Building Code Services

22

2,191,132

Environmental Conservation Services

19

1,428,904

Maintenance & Plant Operations

336

38,214,385

Maintenance & Plant Operations – Grounds

52

5,819,006

Maintenance & Plant Operations – Fulton-Holland

14

753,748

Planning & Real Estate

18

1,843,245

Program Management

21

2,151,881

482

52,402,301

Total Division

2

Background In 2004, the voters of Palm Beach County approved a county-wide half-penny sales tax referendum to raise additional funding to complete the construction projects formally presented in the Five-Year Plan and the capital budget. This mandate was a clear example of the overwhelming support Palm Beach County voters had for the goal of providing K-12 students with everything they need to optimize their learning experience. The half-penny sales tax, combined with other local revenues, enabled the School Board to keep its commitment to construct the projects listed on the Referendum Project List. In total, more than 161 projects were completed including: 

24 New and Replacement Schools



23 Classroom Additions



7 Pre-K Centers



4 Auditoriums



3 High School Stadiums



47 Schools received Covered Walkways



45 Schools received Computer Connectivity



5 Career Academy Additions



1 Swimming Pool

While the projects constructed with the sales tax revenues will benefit our students for years to come, the half-penny surcharge expired in December, 2010. The sales tax surcharge started in January 2005 and raised approximately $650 million during its 6year term that ended in December 2010. Workforce has been reduced in each Facility Management department since the program has ended. The District modernized two elementary schools in 2013 using federal stimulus funding.

3

Facilities Management Departments within Facilities Management work cooperatively to oversee facility processes and procedures from their inception with the Educational Plant Survey through the turnover of the facility to Maintenance and Plant Operations for warranty and long-term maintenance. DIVISION of SUPPORT OPERATIONS

School Board

Superintendent

Chief Financial Officer

Chief of Division Support Operations Executive Secretary

FHESC Building Manager

Director Building Code Services

Director Environmental & Conservation Services

Director Program Management

Personnel Compliance/ HR Manager

Manager – Call Center

4

Director Planning & Real Estate Services

Director Maintenance & Plant Operations

(Acting) Director Transportation Services

Planning and Real Estate Director

Department Secretary

Mgr. Facilities Planning and Intergovernmental Coordination

Senior Planner – Land Use Review & Concurrency

Mgr. School Enrollment & Demographics

GIS – Program Data Administrator

Boundaries & Demographics Specialist (Address Verification)

Senior Planner – Local. Gov. Review & Relocatable Allocation

Support Technician

Planner – Educational Programmer – FISH & Ed Specs

ABC Support/Secretary

General Mgr. – Real Estate/Leasing

GIS Specialist

Sr. Real Estate Specialist

Technical Analyst III

Real Estate Specialist

Technical Analyst II Leasing

Support Technician

The Planning and Real Estate department prepares: 

The Educational Plant Survey and keeps the Educational Specifications current with the Florida Inventory of School Houses (F.I.S.H.) in accordance with the State Requirements for Educational Facilities



The Five-Year Capital Improvement Plan, including the Ten- and Twenty-Year Plans, as required by F.S. 1013.35 and transmits the plan(s) to the Florida Department of Education by September 30th of each year. The Five-Year Capital Plan is developed on an annual basis to include both construction and non-construction projects to meet the changing needs of our students.



Coordinates planning with local governing bodies to ensure public educational facilities are in place concurrent with the student impacts from residential development, as required by F.S. 1013.33. This includes representing the School Board on local governments Local Planning Agencies in accordance with 163.3174, F.S., reviewing development orders being processed through local governments for approval, taking through land use amendments, zonings and rezonings, and site plans for school district schools and facilities for review and approval by local governments prior to building permits being issues for construction. 5

In addition, Planning and Real Estate performs management and demographic functions to include: preparation of Annual and Five-year Enrollment Projections, review of the 11th day count and preparation of the October FTE Enrollment Reports, preparation of demographic studies and research, facilitates the Annual Advisory Boundary Committee (ABC) Review Process, preparation of the annual grade by grade enrollment projections for elementary schools and facilitates the student enrollment verification review and appeals process. The Real Estate and Leasing Services team is responsible for all issues and documents relating to School District owned and leased properties. Their responsibilities include the acquisition of land needed for new schools, modernizations and additions, leasing of School Board owned properties (agricultural and charter school leases) interim property management and divestiture of all real estate and real estate interests, management of real estate records, assists schools and departments with real estate and property related issues, and supports the facilities leasing program by overseeing and training school based personnel in policy and procedures.

6

Program Management

Program Management inherits the need for the project from Planning and Real Estate. The department administers design and construction projects from inception through construction closeout; interfaces with many district departments and external entities in the planning process; and is responsible for the provision of safe, healthy, energy efficient, state of the art educational facilities. The department also performs a major role in disaster planning, management and recovery. Program Management: 

Identifies the need for future capital improvement projects based on operational needs and facility condition assessments. It provides the basis for the decisions made by the Planning and Real Estate department to develop the Five, Ten and Twenty-Year Capital Improvement Plans. The department participates in Post Occupancy Evaluations.



Coordinates with all stakeholders, on an annual basis, to verify the educational specifications and other parameters are appropriate for the project, and are either Five-Year Plan recommended or survey approved. The department determines the most appropriate project delivery method.

7



Participates in the procurement process for an Architect/Engineer (A/E) and other consultants, a Construction Management at Risk (CMAR), General Contractor (GC), or Vendor based on the determined project delivery method and scope of work. The department evaluates the A/E and CMAR, GC or Vendor throughout each project for the purpose of determining continuing work with the district.

Each project is assigned to an administrator. The project administrator is the district point person and manages a project through the planning, design, procurement, permitting, pre-construction, bidding, construction and closeout processes. The administrator manages all project functions, attends all design and construction meetings, suggests all site-based decisions, administers all pay applications and construction contract modifications for approval by the Superintendent and/or the Board, and manages the project through the assembling of all closeout documents for district long term record keeping. In addition, Program Management: 

Works with educational stakeholders and the procured design team to assure compliance with Florida Statutes, State Requirements for Educational Facilities (SREF), Florida Building Code (FBC), Florida Fire Prevention Code (FFPC), school board policies, the educational specifications and district design criteria to provide a safe and high quality learning environment. The department ensures accuracy of contract documents and that the project will be within the Five-Year Plan estimated budget. The department may provide in-house architectural and engineering design services for minor projects. Certain department administrators hold professional design licenses which allow them to complete and expedite designs.



Manages and coordinates the pre-construction process. This includes guiding the A/E through the design process to ensure that the project achieves all federal, state, county, local municipality, agency, and community approvals. Once the CMAR, GC, or vendor is procured, the department coordinates the team to ensure design constructability; that the project will be within budget and completed within the prescribed schedule.



Manages the bidding process as appropriate for the established construction delivery method and verifies the bidding is within district parameters and recommends action to the Board.



Administers the construction of each project.

8

A major project is defined as a new educational plant, modernization, addition, or remodeling costing over $200,000, with a construction delivery method determined by Request For Proposal (RFP) or Request for Qualifications (RFQ) using Construction Management at Risk (CMAR), Design-Build (DB) or Design-Bid-Build (Hard Bid), and included in the Five-Year Capital Improvement Plan. Modernizations are currently being done at North Palm Beach Elementary, Rosenwald Elementary and Glade View Elementary. In addition, sixteen other major projects are in various stages of planning, design and construction. A minor project is defined as a project other than a new educational plant, modernization, or addition constructed using a price-based solicitation and an invitation to bid for alterations, renovations or modifications. Minor projects with an estimated budget of $200,000 or more are performed with pre-qualified vendors/contractors. Minor projects are in compliance with district-wide recommendations on the Five-Year Capital Improvement Plan referenced as Non-Construction in the Five-Year Plan and originate from various stakeholders. Currently, there are 126 minor projects and an additional 165 projects either unfunded or funded from grants that require staff effort and are in various stages of development. Once a construction contract is closed out, warranty and maintenance of the facility is turned over to Maintenance and Plant Operations.

9

Project Controls The office of Project Controls works with Program Management to monitor and report project status to ensure work is being performed within the boundaries of cost, schedule, and scope that were authorized by the School Board. Project Controls monitors the construction work performed for contract compliance and project performance. Project cost, schedule, status and variance reports are prepared and distributed to various stakeholders.

Construction Oversight Review Committee The Construction Oversight Review Committee (CORC) is a blue ribbon committee dedicated to providing safe, healthy and secure facilities, ensuring quality assurance and securing conformance with district educational specifications, master specifications, district design criteria, construction contract documents, codes, laws and school board policies. The goal is to complete projects within the specific budget, within the allotted time, and providing a facility that is a functional tool to the educator. The members of this committee are Board appointed from the business community and review every item from facilities management departments that go to the board for approval and advise the board of their determinations.

Building Code Services Director

Secretary II

General Manager – Project Controls

District Architect – Plan Review

ADA Title II Coordinator

Senior Inspector

Secretary I

Fire & Safety Inspector

Program Estimator

Building Plans Examiner

Fire & Safety Inspector

Program Scheduler

Civil Engineer

Secretary I

Building Inspector Mechanical

Building Inspector Plumbing

Fire & Safety Inspector

Electrical Engineer

Fire & Safety Inspector

Mechanical Engineer

10

Building Inspector Structural

The Building Code Services Department is the authority having jurisdiction to enforce the Florida Building Code and the Florida Fire Prevention Code. In this role, the department reviews construction plans, issues building permits and conducts inspections to ensure safety through building and fire code compliance. The types of permits include all new school construction, alterations, maintenance, demolition, additions and portable relocation projects. The department reviews approximately 700 permit applications and plan revisions and completes approximately 3,700 inspections annually. Building Code Services inspects for compliance with contract documents and oversees the building process to assure adherence to code and prepares annual fire safety and Comprehensive Safety Inspection Reports (CSIR) for all schools and District facilities. The department also provides technical and administrative support associated with Facilities Management. Florida Statute provides school districts with three options to provide building code compliance. Districts can: 1) Provide the services using in-house employees; 2) Use local building departments; or 3) Use a combination of in-house employees supplemented with employees from for-profit private providers. Local building and fire departments charge normal permit fees and for-profit providers typically charge hourly rates. The department presently provides all building code compliance services using in-house employees (option #1 described above). Most large school districts within the state are operated in a similar manner. In 2013, the Department investigated options #2 and #3 as possible outsource opportunities with the intent of saving money. At that time and given the expected amount of new construction, renovation and maintenance work, it was determined that in-house services provided the least cost. The outsource model results held true through FY15. Building Code Services also:  Conducts state required annual fire safety and comprehensive safety inspections for all schools and ancillary facilities and performs required annual bleacher and grandstand structural adequacy inspections. These inspections are conducted under the same supervision as the building and fire code compliance. These inspectors complete approximately 430 inspections and typically identify over 14,000 safety citations each year.

11





Monitors compliance and provides technical assistance to assure facility compliance with federal American Disabilities Act (ADA) regulations. Monitoring compliance is a specific requirement of the ADA law. Since ADA compliance is very much related to building code compliance and with cross-training, the added responsibility is the most efficient and economical organizational model. The department is presently tracking the correction of over 20,000 individual ADA citations which is expected to take 10+ years to complete. Develops and maintains the District construction design criteria and master specifications including providing technical assistance with Leadership in Energy and Environmental Design (LEED - green) design initiatives. This is beyond the services provided by most large school district building departments and local building departments. The organization and expertise of the department staff allows them to both recommend and enforce the District standards while performing normal code compliance duties. The department also maintains the archive of completed construction drawings and construction specifications. It assists schools and other departments by providing in-house architectural and engineering design and support. The department reviews charter school applications/renewals and conducts state required charter school facility inspections.

Environmental and Conservation Services Director

Office Support Specialist

Utilities/Energy Manager

Secretary I

Environmental Specialist

Environmental Manager

Secretary I

Coordinator Recycling Energy Conservation

Environmental Specialist

Environmental Specialist

Facilities Management Support Tech

Coordinator Recycling Energy Conservation

Environmental Specialist

Environmental Specialist

Senior Mechanical Systems Tech

Coordinator Recycling Energy Conservation

Environmental Technician

Environmental Technician

Senior Mechanical Systems Tech

12

In addition to managing the District’s utility services, Environmental and Conservation Services (ECS) ensures that the School District maintains compliance with environmental regulations and assists the District with environmental, health, and safety issues, acting in the roles of regulator, educator and consultant. This department previously submitted an overview to the Economic Council for review.

Maintenance and Plant Operations Director

Confidential Secretary II

Financial Applications Manager

Facilities Management Coordinator I Logistics

Facilities Management Administrator I Mechanical, Grounds, Centralized Services, Fire/Life Safety-Electrical, Training, Building Services

Facilities Management Coordinator I Grounds

Facilities Management Coordinator II Centralized Services

Maintenance Trainer

Facilities Management Support Technician

Facilities Management Administrator I Zone Teams

Facilities Management Coordinator I Building Services

Facilities Management Coordinator I Zone 1 & 2

Facilities Management Coordinator II Mechanical

Facilities Management Coordinator II

Facilities Management Coordinator I

Facilities Management Coordinator II Zone 6 & 9

Fire/Life Safety-Electrical

Zone 4 & 5

Facilities Management Coordinator I Zone 3 &10

Facilities Management Coordinator II Zone 7 & 8

Facilities Management Coordinator II Zone 11 & 12

Maintenance and Plant Operations (M&PO) maintains all district-owned facilities. This department was placed under new leadership as of August 2013. Under new management, M&PO has completed a business process review to improve efficiency. Corrective actions to address the following issues are being implemented in phased processes which will continue over the next five years to include: customer service, reactionary workforce, overhead, facility appearance (mulch, paint, pressure cleaning), HVAC, pest control, roofing, grounds and future workforce.

13

All department functions are managed by a Facilities Management Coordinator (FMC). The FMCs manage various centralized services or a geographic zone team. 

Centralized Services Facility Management Coordinators – Centralized services include: mechanical systems, grounds, fire/life safety, commissioning and warranty, electrical, electronics and custodial coordination. The FMC schedules their teams to rotate through the zones, and handles all the compliance issues for EPA, NFPA requirement, Health Department, Fire/Life Safety, etc. In addition, they handle all bids for various vendor services.



Zone Team Facility Management Coordinators - Function as a single point of contact (property manager) between the school principal and various other sections and departments within the Division of Support Operations, coordinating the work to be completed by the team and various vendors.



Work Response Task Leaders – Provide support to the FMC and the Foreperson, schedules and estimates all work tasks related to their facilities, meets with inspectors and vendors to resolve concerns.



Multi-Task Forepersons, Technicians and Trades Personnel – Complete work tasks on a daily basis. Work task types include: routine requests, safety citations, ADA citations, Health Department citations and preventive maintenance. In addition to completion of work tasks, the Zone Team Forepersons’ responsibilities include facility assessment and identification of work to be completed on future visits.

As of November 4, 2013, the Zone Team areas of responsibility were enhanced and management was streamlined for effectiveness. One Facilities Management Coordinator now oversees two Zone Teams resulting in a reduction in the number of FMCs from twelve to six and a cost savings of $220,000. M&PO addresses approximately 80,000 work requests annually and functions as the lead coordinator of all disaster planning and recovery efforts on behalf of all District facilities.

14

Consider Topics for Review 

Alternative funding sources, such as Pemco Finance Energy Solutions, to fund replacement of large building component systems, i.e., Heating, Ventilation and Air Conditioning (HVAC).



Sole sourcing of maintenance equipment to reduce backend costs.



Review current job descriptions to accommodate increased multi-trade response.



Provide most cost effective maintenance through continued evaluation of partnerships between private enterprises and the Palm Beach County School District.

15