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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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4/5/2024 9:06:16 AM
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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 />Attention to the Americans with Accessibility Act will be paid to common areas. <br />An inventory of various building systems and equipment, it is effective age and condition will be <br />taken during the field inspections. This information will be transposed to the various report <br />sections: (Excel Capital Reserve Schedule, Photo Documentation) <br />Costs associated with fire & life safety issues, deferred maintenance and a long-term capital reserve <br />extending out to 10 years (or any specific timeframe requested by the client will be included in the <br />report) <br />ADA SURVEY: As part of the field inspection, AEI will incorporate elements as outlined in the City of <br />Santa Ana's transition plan including budgetary requirements as provided. <br />ELECTRONIC DATA COLLECTION: AEI's team of professionals his been utilizing tablet PC and iPads to <br />collect information from the field. AEI will utilize Kykloud software application to develop the FCAs as <br />well as tablet data collection devices to collect date from the field. This powerful system also allows AEI <br />to geo-code and tag assets and take photographs of same. The system is designed to provide <br />streamlined data collection, data processing and reporting capabilities. From the start of the walk- <br />through survey, document review and interviews, to the generation of the narrative report, the system <br />adapts to the natural work -flow, data capture, analysis and reporting processes required for a <br />comprehensive Facility Condition Assessment. The wireless synchronization of data collection minimizes <br />field time as it reduces duplicate data entry, improves quality assurance and control processes, and <br />provides access to information that reflects current conditions. This system is also designed to <br />synchronize with maintenance management software platforms. This is at both the application and <br />database level. As such, the data can easily be uploaded to the client's existing maintenance <br />management software program. AEI's software solution can also export the data into MS Excel format. <br />DATABASE APPLICATION <br />AEI will utilize the Kykloud software application, that perfectly syncs with AEI's data collection tablets. <br />The system provides a central knowledge software base that is used to assist with the capital <br />planning process. The database will generate up-to-the-minute information on deficiencies, corrective <br />actions, equipment lifecycles, maintenance requirements and replacement dates for various building <br />components. <br />Facility Condition Database: AEI will provide an excel spreadsheet of our findings which include <br />cost estimates, photos, recommended replacements, narrative descriptions, bar code data of <br />equipment (if part of the scope of work). This database is building specific and global for the entire <br />municipality. <br />QR Bar Coding: AEI will place bar codes on all major equipment and incorporate same into the <br />global FCA database. AEI has provided these services to the University of Alabama and the City of <br />Columbia, MO. <br />AEI Consultants <br />
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