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Item 21 - Comprehensive Facilities Condition Assessment for Various City Buildings
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05/03/2022 Special and Regular & HA
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Item 21 - Comprehensive Facilities Condition Assessment for Various City Buildings
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City Clerk
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Agenda Packet
Agency
Clerk of the Council
Item #
21
Date
5/3/2022
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D - UNDERSTANDING SCOPE OF SERVICES <br />PROJECT STRATEGY & MANAGEMENT PLAN OVERVIEW: AEI has completed numerous FCA portfolios <br />with multiple assets spread over substantial geographic areas. As such, both AEI and our team of <br />professionals have learned how to effectively complete multi -site FCA portfolios in a timely and cost- <br />effective manner. The most important lesson learned over the years is that effective planning and <br />scheduling is critical for a successful project. Communicating with our clients and establishing <br />expectations with regards to report format, cost categories and timing is also critical. <br />PROJECT MOBILIZATION: Upon award of the project, AEI will obtain the necessary documentation <br />available from the Client to include Building Plans/Blueprints, previously prepared Facility Condition <br />Assessments, maintenance inspection reports, as well as any other pertinent documentation. At the <br />mobilization stage of the project, AEI will also determine those team members (Refer to Section "C'� <br />who are best qualified to work on the various portions of the project. AEI will also prepare a sample <br />report format (with narrative and photo documentation sections) for approval from the client at the <br />mobilization stage of the project. AEI will also conduct a Needs Analysis and review the existing <br />computerized maintenance management software application (if any). This will facilitate AEI's data <br />collection plan and also allow us to program our data collection tablets which will be used to abstract <br />data during field inspection work. <br />DOCUMENTATION REVIEW: AEI will review all building plans/blueprints for each project. This plan <br />review is being conducted to determine if there would be any latent defects in the buildings' designs <br />which could lead to premature failures of various systems. AEI's will also perform a thorough review of <br />previous property condition inspection reports, capital improvement plans, and building maintenance <br />history reports to determine the effective ages of the various equipment and major building systems. <br />AEI will use this information in conjunction with data collected from our field inspection. AEI will also <br />review available Asbestos and LBP surveys to determine if there are any environmental concerns <br />associated with future building renovations/capital improvements which may require abatement, and <br />thus increase cost estimates. <br />INTERVIEWS: After a thorough review of all available project documentation and plans, AEI will <br />interview individuals knowledgeable about the buildings' maintenance, capital improvements and <br />energy consumption history. Interviews with outside maintenance firms and service providers (fire <br />alarm, elevator, plumbing, mechanical, etc.) will also be conducted from the beginning of the project <br />through the data analysis and reporting stage. <br />FIELD INSPECTION (CONDITION ASSESSMENT): After a comprehensive review of plans, prior reports <br />and energy consumption data, AEI will conduct a field inspection of the buildings and grounds of each <br />property. AEI will also tailor the field inspection based upon the document reviews conducted prior to <br />the site visits. At a minimum, the following areas will be surveyed: <br />• All Buildings will be surveyed (roofs, mechanical areas, common areas, cellars, basements, <br />exteriors). <br />• All Site areas (100%) will be surveyed <br />• 100% of building exteriors will be surveyed <br />• 100% of building mechanical rooms will be surveyed. <br />• A representative sampling of building interior areas will be surveyed. Emphasis will be placed on <br />those units which are more susceptible to damage such as corner units, top floor units, etc. <br />• All Assets will be inventoried and the condition of same will be assessed as part of the FCA. <br />r' AEI Consultants <br />
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