Item 21 - Comprehensive Facilities Condition Assessment for Various City Buildings

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ADA SURVEY: As part of the field inspection, AEI will incorporate elements as outlined in the City of Santa Ana's transition plan including budgetary requirements as provided. ELECTRONIC DATA COLLECTION: AEI's team of professionals his been utilizing tablet PC and iPads to collect information from the field. AEI will utilize Kykloud software application to develop the FCAs as well as tablet data collection devices to collect date from the field. This system also allows AEI to geo-code and tag assets and take photographs of same within a 15 to 30 foot radius. Interior systems and components may not be captured due based on the ability to triangulate with cell phone systems. QR BAR CODING: AEI will place bar codes on all major mechanical, electrical, and plumbing equipment and incorporate same into the global FCA database. Data Analysis & Report Format: AEI typically prepares one summary letter report for each building/facility with cost estimates and future capital reserve expenditures. These reports have typically included the following information: General description of the building/facility in accordance with ASTM E2018-15. Summary discussion of major costs and significant identified Immediate issues. A Facility Condition Needs Index (aka Life Cycle Cost Analysis) of the facilities and associated components. A Capital Planning Replacement Reserve for 10 years MS Excel Report Cost Data sheet with details of component information including quantity, size, and cost indices (inflation factor) Photos of Assets and deficiencies and identifying same with GIS coordinates. Upon issuance, the City of Santa Ana will have 30 business days to provide commentary and feedback for AEI to incorporate in the DRAFT Letter Report. A Final Letter Report and MS Excel Tables will be delivered at that time. Database & Computerized Maintenance Management System (CMMS) Integration: AEI partners with Four Winds Group to provide CMMS capability with work ordering ticketing. These systems have been designed to seamlessly integrate with AEI's data sets. Four Winds Group provides Maintenance Productivity Enhancement Tool (M-PET) as part of this submission package. Of note, the CMMS software will be hosted on the City of Santa Ana's servers. Data Migration & Integration: AEI will upload all FCA data (narrative reports, photos, bar coding, cost database, etc. into the City's Computerized Maintenance Management System (CMMS). Training: Four Winds Group Training will take place with your data and the basic necessities of using the M-PET.NET application will be shown and put in place. Training for 3 levels of maintenance will be completed (Management, Admin, Technician), . Some primary custom reports required will be built and ready to access thru the M-PET.NET application. Additional custom reports may be created at Customers request. This is a two person, three days on site event. PowerPoint Presentation: After the completion of the project, AEI will provide PowerPoint presentations of our findings to the City well as elected officials and the public.