Estimating Operation and Maintenance (O&M) cost
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Estimating Operation and Maintenance (OM) cost changes for Facilities projects August 2024 PMPD Agenda PurposeGoal Status of effort to date Present process for gathering data for input in F-PARs August 2024 PMPD Purpose Provide
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01
Estimating Operation and Maintenance (O&M) cost changes for Facilities projects August 2024 PMPD<br>
02
Agenda Purpose/Goal
Status of effort to date
Present process for gathering data for input in F-PARs August 2024 PMPD<br>
Status of effort to date
Present process for gathering data for input in F-PARs August 2024 PMPD<br>
03
Purpose Provide decision-makers with comprehensive and accurate life-cycle costs of facilities projects.
O&M cost impacts will be expected as part of Longview Capital Plan submission for some projects. Goal Understand types of institutional Operations and Maintenance costs.
Engage project teams to prioritize and consider O&M cost decisions.
Consistently estimate O&M cost changes.
Typically due to changes in:
Square footage, e.g. demolition, building additions etc
Function, e.g. office to lab etc
Significant equipment, e.g. new sprinkler system, new generator etc August 2024 PMPD<br>
O&M cost impacts will be expected as part of Longview Capital Plan submission for some projects. Goal Understand types of institutional Operations and Maintenance costs.
Engage project teams to prioritize and consider O&M cost decisions.
Consistently estimate O&M cost changes.
Typically due to changes in:
Square footage, e.g. demolition, building additions etc
Function, e.g. office to lab etc
Significant equipment, e.g. new sprinkler system, new generator etc August 2024 PMPD<br>
04
Why is this important? Resources are constrained. Life-cycle costs must be considered in every project decision.
Maintenance can, at best, only achieve and maintain the level of reliability provided by the design.
Direct linkage of O&M tables to operational budgets
Budgets established through this assessment process are adjusted annually to account for capital project activities. August 2024 PMPD<br>
Maintenance can, at best, only achieve and maintain the level of reliability provided by the design.
Direct linkage of O&M tables to operational budgets
Budgets established through this assessment process are adjusted annually to account for capital project activities. August 2024 PMPD<br>
05
Total Cost Distribution over Facility Lifetime August 2024 PMPD Source: APPA “BUILDINGS… The Gifts That Keep Taking” (Recapitalization)<br>
06
Effort To Date Lisa established a cross functional committee to review the needs and impacts of capital construction on long term ownership
Membership:
Todd Pfeifer, Jessie Dimick, Tom King, Jim Gibbs, Asa Schindler, Alex Chevallard, Stacey Black, Lisa James
Stakeholders: Donna Sutliff, Elisa Springer, various teams: EHS, Utilities, CUPD access control, etc.
Lisa reported out Feb 2024 – Next Steps:
Obtain clear understanding of authority / approvals required
Accountability
Ensuring the budgeted costs are accurate
Financial validation process required
Process to engage O&M stakeholders in V/E discussions/decisions
Establish process’ within eBuilder
Conduct training for UFR’s, MP’s, and PM’s
Communicate clear uses and expectations for maintenance funding collected
Update Guiding Principles for Maintenance Funding document last edited in 2013 August 2024 PMPD<br>
Membership:
Todd Pfeifer, Jessie Dimick, Tom King, Jim Gibbs, Asa Schindler, Alex Chevallard, Stacey Black, Lisa James
Stakeholders: Donna Sutliff, Elisa Springer, various teams: EHS, Utilities, CUPD access control, etc.
Lisa reported out Feb 2024 – Next Steps:
Obtain clear understanding of authority / approvals required
Accountability
Ensuring the budgeted costs are accurate
Financial validation process required
Process to engage O&M stakeholders in V/E discussions/decisions
Establish process’ within eBuilder
Conduct training for UFR’s, MP’s, and PM’s
Communicate clear uses and expectations for maintenance funding collected
Update Guiding Principles for Maintenance Funding document last edited in 2013 August 2024 PMPD<br>
07
Types of life-cycle costs Safety and Security
CUP
EHS
Access Control
Testing and Inspection
Utilities
Custodial Care
Maintenance
Corrective/Preventive
Planned
Grounds Care Waste and Recycling
Facilities Support Staff
Unit staff
Maintenance Planner
EAMS support
Recapitalization
Risk Management/Insurance
Demolition August 2024 PMPD<br>
CUP
EHS
Access Control
Testing and Inspection
Utilities
Custodial Care
Maintenance
Corrective/Preventive
Planned
Grounds Care Waste and Recycling
Facilities Support Staff
Unit staff
Maintenance Planner
EAMS support
Recapitalization
Risk Management/Insurance
Demolition August 2024 PMPD<br>
08
O&M cost estimating Similar to construction cost estimates, O&M estimates should be revised as the project scope and design are refined.
Estimate based on:
Project type- new space, building renewal, individual space renovation, infrastructure
Size- square footage
Function- lab, teaching, office, residential
Construction Cost
Many O&M costs have been “unitized” to allow math based on the above data.
Since larger projects span years, use the most current version of the O&M spreadsheet for the construction phase F-PAR August 2024 PMPD<br>
Estimate based on:
Project type- new space, building renewal, individual space renovation, infrastructure
Size- square footage
Function- lab, teaching, office, residential
Construction Cost
Many O&M costs have been “unitized” to allow math based on the above data.
Since larger projects span years, use the most current version of the O&M spreadsheet for the construction phase F-PAR August 2024 PMPD<br>
09
O&M Cost Estimating O&M Cost Considerations:
Engagement and Feedback
The Maintenance Planner should assemble this group early in the project.
Continuous engagement as the design progresses ensures informed decisions affecting O&M costs.
Early involvement of a coalition of stakeholders and subject matter experts is crucial.
Unitized vs. Non-Unitized Costs
Many O&M costs are “unitized”; however, some, such as Grounds Care, are not.
Infrastructure Projects
O&M costs must be estimated based on project scope. August 2024 PMPD<br>
Engagement and Feedback
The Maintenance Planner should assemble this group early in the project.
Continuous engagement as the design progresses ensures informed decisions affecting O&M costs.
Early involvement of a coalition of stakeholders and subject matter experts is crucial.
Unitized vs. Non-Unitized Costs
Many O&M costs are “unitized”; however, some, such as Grounds Care, are not.
Infrastructure Projects
O&M costs must be estimated based on project scope. August 2024 PMPD<br>
10
Roles and Responsibilities Project Advocate/Unit Representative
Ensure the project team provides timely, accurate, and complete information to the maintenance planner and other O&M stakeholders.
Maintenance Planner
Complete the incremental O&M cost estimate worksheet for each project affecting institutional O&M costs using information.
Engage the project team and Subject Matter Experts in the process.
Subject Matter Experts (SMEs)
Provide guidance and data to the Maintenance Planner and project teams regarding O&M cost impacts.
. August 2024 PMPD<br>
Ensure the project team provides timely, accurate, and complete information to the maintenance planner and other O&M stakeholders.
Maintenance Planner
Complete the incremental O&M cost estimate worksheet for each project affecting institutional O&M costs using information.
Engage the project team and Subject Matter Experts in the process.
Subject Matter Experts (SMEs)
Provide guidance and data to the Maintenance Planner and project teams regarding O&M cost impacts.
. August 2024 PMPD<br>
11
Maintenance Planners Roles? Two assigned by Zone
Several have campus-wide programs
Dan Decker has “things between buildings”
Rob Murray is honorary member
Group meets every Friday morning
Advocates for maintainability, functionality, common sense, connecting dots, stewardship, and lifetime costs - these are all elements of asset management
Responsible for facility assessments. They prioritize needs and initiate planned projects in eBuilder
Emergent facility needs August 2024 PMPD<br>
Several have campus-wide programs
Dan Decker has “things between buildings”
Rob Murray is honorary member
Group meets every Friday morning
Advocates for maintainability, functionality, common sense, connecting dots, stewardship, and lifetime costs - these are all elements of asset management
Responsible for facility assessments. They prioritize needs and initiate planned projects in eBuilder
Emergent facility needs August 2024 PMPD<br>
12
Tips and Tricks for using the excel spreadsheet Always use the current version which will be in eBuilder resources
Rates change
“units” created – trash, T&I, CUPD
Add tabs for Grounds or other spreadsheets or emails documenting responsibilities or costs
Save to ??
May need to create versions for different types of projects if they are combined into one eBuilder project, e.g. addition and renovation August 2024 PMPD<br>
Rates change
“units” created – trash, T&I, CUPD
Add tabs for Grounds or other spreadsheets or emails documenting responsibilities or costs
Save to ??
May need to create versions for different types of projects if they are combined into one eBuilder project, e.g. addition and renovation August 2024 PMPD<br>
13
Custodial Costs SMEs- Director of Building Care and QA/QC Manager.
One time – equipment and supplies – usually included in the project budget, but confirm.
Confirm and document who will clean the facility. Dining for example has their own custodians.
At project inception, use one FTE SO2 per 34k square feet for estimating
When floor plans are complete, personally review and then share with QA/QC manager so CORE can perform staffing calculations. CORE uses room size, function, service level and flooring type. CORE may have questions about these. They also catch room number issues.
Custodial costs are funded annually via an assessment model that spreads costs to each building based on custodial FTEs assigned to that building. August 2024 PMPD<br>
One time – equipment and supplies – usually included in the project budget, but confirm.
Confirm and document who will clean the facility. Dining for example has their own custodians.
At project inception, use one FTE SO2 per 34k square feet for estimating
When floor plans are complete, personally review and then share with QA/QC manager so CORE can perform staffing calculations. CORE uses room size, function, service level and flooring type. CORE may have questions about these. They also catch room number issues.
Custodial costs are funded annually via an assessment model that spreads costs to each building based on custodial FTEs assigned to that building. August 2024 PMPD<br>
14
Planned Maintenance SME – Director FM AM&L
NOT building renewal.
APPA standard is 1.5% to 3% of replacement value. Replacement value equates to construction budget not project budget,1.5% seems to be what the institution can support for new construction.
0.5% is the current funding for the entire endowed campus, that includes the 1.5% for new construction (as of ca 2021 (NCRE)).
Planned Maintenance is partially funded annually via an assessment model that spreads the total planned maintenance budget to university owned facilities based on square footage. August 2024 PMPD<br>
NOT building renewal.
APPA standard is 1.5% to 3% of replacement value. Replacement value equates to construction budget not project budget,1.5% seems to be what the institution can support for new construction.
0.5% is the current funding for the entire endowed campus, that includes the 1.5% for new construction (as of ca 2021 (NCRE)).
Planned Maintenance is partially funded annually via an assessment model that spreads the total planned maintenance budget to university owned facilities based on square footage. August 2024 PMPD<br>
15
Utilities SME- EVP E&S
Design teams are expected to model utility consumption, but the timing of the completed model prevents it from being used for early project cost estimating.
Utilities has developed a model based on building size and function that is used to estimate consumption. The workbook includes this model and the current rates.
Utilities costs are billed monthly by facility based on actual usage and established rates. August 2024 PMPD<br>
Design teams are expected to model utility consumption, but the timing of the completed model prevents it from being used for early project cost estimating.
Utilities has developed a model based on building size and function that is used to estimate consumption. The workbook includes this model and the current rates.
Utilities costs are billed monthly by facility based on actual usage and established rates. August 2024 PMPD<br>
16
CM/PM SMEs – FM ZFDs
The workbook uses gross square footage and function to estimate trades staffing. Staffing is then used to calculate costs based on billing rates, billing percentage, materials, supplies and service contracts.
Since CM/PM funding does not align with current service level expectations capture increase needs due to new equipment as well as space.
CM/PM is funded annually via an assessment model that spreads cost based on the total CM/PM budget to most facilities in Tompkins County based on square footage and “technical rating”. August 2024 PMPD<br>
The workbook uses gross square footage and function to estimate trades staffing. Staffing is then used to calculate costs based on billing rates, billing percentage, materials, supplies and service contracts.
Since CM/PM funding does not align with current service level expectations capture increase needs due to new equipment as well as space.
CM/PM is funded annually via an assessment model that spreads cost based on the total CM/PM budget to most facilities in Tompkins County based on square footage and “technical rating”. August 2024 PMPD<br>
17
Grounds SME – Grounds Director
Verify and document who will be responsible for Grounds Care – Athletics maintains many athletic fields for example
Consider snow removal, loading dock access, green roofs, storm water management structures, landscape intensity and service level expectations.
SME creates a spreadsheet for each project based on APPA grounds care guidelines. The spreadsheet should be included in the eBuilder data upload.
How is Grounds funded?? August 2024 PMPD<br>
Verify and document who will be responsible for Grounds Care – Athletics maintains many athletic fields for example
Consider snow removal, loading dock access, green roofs, storm water management structures, landscape intensity and service level expectations.
SME creates a spreadsheet for each project based on APPA grounds care guidelines. The spreadsheet should be included in the eBuilder data upload.
How is Grounds funded?? August 2024 PMPD<br>
18
EHS SME – Senior Director EHS
EHS provides support to all facilities and units
General safety
Permitting and Compliance
Incident response
Event staffing
Support for teaching and research labs
Biosafety
Radiation safety
Lab safety
Chemical safety
How is EHS funded? August 2024 PMPD<br>
EHS provides support to all facilities and units
General safety
Permitting and Compliance
Incident response
Event staffing
Support for teaching and research labs
Biosafety
Radiation safety
Lab safety
Chemical safety
How is EHS funded? August 2024 PMPD<br>
19
Facilities Support Staff SMEs - UFDs
This includes both Unit and Central facilities staff such as facility managers and their support staff August 2024 PMPD<br>
This includes both Unit and Central facilities staff such as facility managers and their support staff August 2024 PMPD<br>
20
Testing and Inspection SME- Manager T&I
FM Ops tests fire alarm systems, fire protection systems, emergency lights, and fire extinguishers on a regular basis.
All new fire alarm systems include a “bi-directional amplifier” (BDA) which requires periodic vendor testing.
Currently the worksheet units are number of devices, but we will update it to use square footage.
I know there are two budgets but how is each funded?? August 2024 PMPD<br>
FM Ops tests fire alarm systems, fire protection systems, emergency lights, and fire extinguishers on a regular basis.
All new fire alarm systems include a “bi-directional amplifier” (BDA) which requires periodic vendor testing.
Currently the worksheet units are number of devices, but we will update it to use square footage.
I know there are two budgets but how is each funded?? August 2024 PMPD<br>
21
CU Police SME?- now that Ashley is moving back to CUPD, shes my conduit….
Police response
Blue Lights
Intrusion/panic alarms
EMS response
EPS communication officers
How is CUP funded? August 2024 PMPD<br>
Police response
Blue Lights
Intrusion/panic alarms
EMS response
EPS communication officers
How is CUP funded? August 2024 PMPD<br>
22
Access Control SME – Access Control Program Administrator
Card Access $2k per controller , 8 year life
Security camera/video $2k per camera, 8 year life
How is access control funded and why is SCL funding camera replacement? August 2024 PMPD<br>
Card Access $2k per controller , 8 year life
Security camera/video $2k per camera, 8 year life
How is access control funded and why is SCL funding camera replacement? August 2024 PMPD<br>
23
R5 Operations (waste/recycling) SME- ??
Three types of waste:
Chemical - this cost is counted in the EHS lab cost
Compost
Landfill/Recycle/Universal Waste
Average annual cost of a dumpster is $7k
How is R5 funded? Meeting with Spring and Chris in late August August 2024 PMPD<br>
Three types of waste:
Chemical - this cost is counted in the EHS lab cost
Compost
Landfill/Recycle/Universal Waste
Average annual cost of a dumpster is $7k
How is R5 funded? Meeting with Spring and Chris in late August August 2024 PMPD<br>
24
Risk Management/Insurance SME – Director, Risk Management and Insurance
Lots to fill in here.
How is insurance coverage for facilities funded? August 2024 PMPD<br>
Lots to fill in here.
How is insurance coverage for facilities funded? August 2024 PMPD<br>
25
Total Cost Distribution over Facility Lifetime Source: APPA “BUILDINGS… The Gifts That Keep Taking” August 2024 PMPD<br>
26
FPAR Workflow Diagram August 2024 PMPD If FPAR is for Construction or Design & Construction Phase, process will route to new step where Maintenance Planner and Unit Representative roles will be required to input the O&M Cost Change data. O&M Cost Change table will be included in FPAR pdf document.<br>
27
FPAR Maintenance Planner/Unit Rep – O&M Data Entry Step August 2024 PMPD<br>
28
FPAR PDF Document August 2024 PMPD<br>
29
FPAR Maintenance Planner/Unit Rep – O&M Data Entry Step August 2024 PMPD<br>
30
Effort To Date Donna formed a committee charged with adding an O&M cost estimate step to the Facilities Project Approval Request (F-PAR) process in e-Builder.
Membership:
Todd Pfeifer, Brian Fish, Brad Newhouse, Jim Gibbs, Phil Dzwonczyk, Ryan Curran, Elisa Springer, Stacey Black, Taylor Sitko, Andrew Magre, Kelley Cooper.
The eBuilder process is being tested August 2024 PMPD<br>
Membership:
Todd Pfeifer, Brian Fish, Brad Newhouse, Jim Gibbs, Phil Dzwonczyk, Ryan Curran, Elisa Springer, Stacey Black, Taylor Sitko, Andrew Magre, Kelley Cooper.
The eBuilder process is being tested August 2024 PMPD<br>