Agenda Packet_2022-05-03 - Laserfiche WebLink

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D — UNDERSTANDING SCOPE OF SERVICES PROJECT STRATEGY & MANAGEMENT PLAN OVERVIEW: AEI has completed numerous FCA portfolios with multiple assets spread over substantial geographic areas. As such, both AEI and our team of professionals have learned how to effectively complete multi-site FCA portfolios in a timely and cost- effective manner. The most important lesson learned over the years is that effective planning and scheduling is critical for a successful project. Communicating with our clients and establishing expectations with regards to report format, cost categories and timing is also critical. PROJECT MOBILIZATION: Upon award of the project, AEI will obtain the necessary documentation available from the Client to include Building Plans/Blueprints, previously prepared Facility Condition Assessments, maintenance inspection reports, as well as any other pertinent documentation. At the mobilization stage of the project, AEI will also determine those team members (Refer to Section "C") who are best qualified to work on the various portions of the project. AEI will also prepare a sample report format (with narrative and photo documentation sections) for approval from the client at the mobilization stage of the project. AEI will also conduct a Needs Analysis and review the existing computerized maintenance management software application (if any). This will facilitate AEI's data collection plan and also allow us to program our data collection tablets which will be used to abstract data during field inspection work. DOCUMENTATION REVIEW: AEI will review all building plans/blueprints for each project. This plan review is being conducted to determine if there would be any latent defects in the buildings' designs which could lead to premature failures of various systems. AEI's will also perform a thorough review of previous property condition inspection reports, capital improvement plans, and building maintenance history reports to determine the effective ages of the various equipment and major building systems. AEI will use this information in conjunction with data collected from our field inspection. AEI will also review available Asbestos and LBP surveys to determine if there are any environmental concerns associated with future building renovations/capital improvements which may require abatement, and thus increase cost estimates. INTERVIEWS: After a thorough review of all available project documentation and plans, AEI will interview individuals knowledgeable about the buildings' maintenance, capital improvements and energy consumption history. Interviews with outside maintenance firms and service providers (fire alarm, elevator, plumbing, mechanical, etc.) will also be conducted from the beginning of the project through the data analysis and reporting stage. FIELD INSPECTION (CONDITION ASSESSMENT): After a comprehensive review of plans, prior reports and energy consumption data, AEI will conduct a field inspection of the buildings and grounds of each property. AEI will also tailor the field inspection based upon the document reviews conducted prior to the site visits. At a minimum, the following areas will be surveyed: • All Buildings will be surveyed (roofs, mechanical areas, common areas, cellars, basements, exteriors). • All Site areas (100%) will be surveyed • 100% of building exteriors will be surveyed • 100% of building mechanical rooms will be surveyed. • A representative sampling of building interior areas will be surveyed. Emphasis will be placed on those units which are more susceptible to damage such as corner units, top floor units, etc. • All Assets will be inventoried and the condition of same will be assessed as part of the FCA. City Council AE1 COnSUltants 5/3/2022