Appendix C FCA SOW.pdf

Appendix C

HCSD Facilities Condition Assessment

Scope of Work

Introduction

The Hernando County School District seeks to engage a consultant to prepare a Comprehensive Facility Condition Assessment for all 23 of its school sites along with ancillary sites serving as the District Office complex; ESSS; Safe Schools; Facilities & Maintenance; Warehousing, Food Service & Purchasing; Transportation and the Hernando County Education Foundation. The District comprises over 4 million square feet of space contained in over 500 buildings. The District will use the information from the evaluation to determine future capital funding needs and to identify future physical repair, replacement and upgrade projects. The awarded consultant will provide all supervision, labor, materials, tools, supplies, vehicles, lifts, equipment, transportation, travel and home office overhead to ensure effective performance of these services.

The District’s primary objective is to develop a long-range master plan for supporting a comprehensive capital improvement program and identify current maintenance and capital replacement needs. This information will also be used for developing the District’s 5-year work plan and for maintenance planning. Any firm awarded a contract or purchase order under this solicitation shall agree to abide by the terms and conditions of this Scope of Work.

Documents

The following documents will be made available to the successful respondent after the award of the contract:

• As-Built drawings to the extent the District possesses them

• FISH inventory for each site

• Available work order history

The link below further summarizes the District’s FISH inventory:

https://www.fldoe.org/finance/edual-facilities/fl-inventory-of-school-houses-fish.stml

Mobilization/Project Kick Off

Within five (5) business days of the receipt of a Purchase Order from the District, the FCA (Facilities Condition Assessment) Project Manager shall report to the assigned Project Manager for the District’s Facilities & Construction Department and schedule a Project Kickoff Meeting. The FCA team will present a mobilization plan to include a timeline of https://www.fldoe.org/finance/edual-facilities/fl-inventory-of-school-houses-fish.stml activities for the first 30, 60 and 90 days of the project, including the Pilot Project. The FCA PM will have their project team present at this meeting and will provide contact information, including cell phone numbers, for each team member. Any substitutions to the proposed team must be approved in writing and in advance by the District’s PM. Within 14 business days of the Kickoff Meeting the FCA PM will provide the District with a schedule for the site visits for each District site.

Pilot Site

After the Kickoff Meeting but prior to full implementation of the FCA, the FCA team shall undertake a pilot program from the District portfolio at a mutually agreed upon location.

The pilot site shall have a full assessment conducted by the FCA team and submit a draft report to the District for review. The District shall issue comments within 14 business days of receipt of the report. These comments shall be addressed by the FCA team and the District’s concerns shall be incorporated into future reports as appropriate.

Site Walk Through

The FCA team site assessors shall perform a complete walk through of each building and site, visually observing and documenting the building components(elements) listed below.

The team shall evaluate the condition and estimate the remaining service life for the purposes of renewal forecasting and maintenance planning:

Core & Shell – The elements shall include the superstructure (floors, bearing walls, columns, beams, etc.) exterior closure (exterior walls, windows and doors). They shall also include exterior painting, siding and finishes. The consultant shall visually evaluate the accessible shell components and ancillary elements for signs of distress and document findings including photo logs. This will include cracking, displacement and connection adequacy, continuity of flashing, seals and other types of distress. Consultant shall check flashing and connections for proper drainage on walls and check condition for proper placement of expansion joints. For roofing the consultant shall access the roof to visually observe the condition of the roofing system, accessories and details.

Interiors – The elements shall include interior partitions, doors and specialties such as toilet accessories, lockers, storage shelving, etc. Stairways and finishes; and interior finishes such as paint and other wall finishes, flooring (including gym & stage flooring) and interior ceiling finishes and systems. The consultant shall visually evaluate and document findings with photos.

Building Equipment and Systems – The elements shall include conveyor systems (elevators, lifts, etc.) plumbing systems (fixtures, domestic water distributions, sanitary waste, rainwater drainage and special plumbing systems including gasoline dispensing, compressed air, etc.) HVAC systems; heat generation, rejection, distribution and transfer systems, HVAC controls and instrumentation and other HVAC support elements; Fire detection and suppression systems (alarm systems, monitoring systems, sprinkler systems, standpipe and hose systems, pumps, fire protection specialties and special fire suppression systems); Electrical systems (service and distribution, feeder type, lighting and branch wiring, communications and security systems, emergency generators, UPS systems and electrical controls. Include service points, meters, etc.

AC Roof Top Units

Air Compressors

Air Handling Units

Alarm Control Boards

Automatic Transfer Switch

Automatic Doors

Backflow Preventor

Bleachers

Boilers and Feed Pumps

Booster Pump

Building Automation Systems (BAS)

Chemical treatment Pump

Chemistry & Science Labs (fixed equipment & casework)

Chilled Water Pump

Air & Water Cooled Chillers, Ice Plants

Circulating and Condensate Pumps

Concession Stands

Condensing Units

Cooling Towers

Disconnect Switch

Electrical Distribution Boards & Panels

Elevator/Lifts; Elevator power units

Exhaust Fans

Expansion tanks

Exterior Doors/Security

Eyewash and Safety Shower Stations (permanently installed)

Fan Coil Units

Fuel Oil & Gasoline Storage Tanks and Pumps

Generators and Generator Control Panels

Heat Exchangers and Heat Pumps

Hot Water tanks and Circulating Pumps including Instant Water Heaters

Ice Machines

Kilns (permanently installed)

Lift Stations and Lift Station controls; Sewage Pumps & Sump Pumps

Loading Dock Ramps and Levelers

Main Electrical Panels, MDP’s and Main Switch Gear; Panel Boards and Motor Control Boards

Commercial Refrigerators & Freezers including walk-in coolers & freezers

Return Air Fan

Roof Systems

Transformers

Unit Heaters & Ventilators

Variable Frequency Drives; VAV Boxes

Voice & Data Comm (paging systems/PA Systems)

Water Coolers

Water Heaters

Water Softeners

Athletic Tracks

Press boxes

Stadiums & Bleachers

Playgrounds and Playground Equipment

Basketball Goals

Tennis Courts

Indoor & Outdoor Scoreboards

Overhead Doors and Accordion Doors

Eyewash and Shower Stations

Fume Hoods and Exhaust Systems

Fire Alarms and Fire Alarm Control Panels

Fire Doors

Fire Extinguishers

Fire Pump

Vent Hood and Hood Suppression Systems

Emergency and Exit Lights

Irrigation Systems

Shade Structures

Walkway covers, awnings and canopies

Wired and Wireless Infrastructure MDF/IDF’s

Building Site Improvements (Outdoor Amenities) – The elements including grading and drainage; slope stabilization, protection and erosion control, roadways and parking lots (pavement, curb, gutter and appurtenances), pedestrian paving (sidewalks, exterior steps, etc.) fences, gates, flag poles and exterior signage. Site evaluations shall include (but are not limited to) athletic facilities, stadiums, bathrooms, kiosks & press boxes, tracks, dugouts, goal posts, weightlifting equipment, PE and tennis courts, athletic field/court lighting and bleachers. The consultant shall visually evaluate and note the condition of these improvements and document findings, including photos. Locker rooms shall be included in the base price and not part of any alternative pricing unless otherwise directed during the competitive negotiation phase.

The FCA team shall also review any identifying tags, maintenance records, available construction/project records, interview employees, etc. to determine and list the age of each element listed above. If adequate information is not available to accurately state the age of an element, the FCA team shall estimate the age of each element based on their visual observation along with using industry guidelines and methods for establishing age.

The age of each element will be listed in the FCA report along with any readily accessible & legible information found on the element such as:

1. Manufacturer, Model and Serial Number.

2. Capacities, Horsepower, Voltage, etc.

3. Location by Building and Space using FISH numbers.

4. Date Placed in Service.

In addition to the age the FCA report will include the asset condition, estimated remaining service life and estimated replacement cost. This information shall also be provided in an Excel format in addition to the report.

All site visits will be scheduled on weekdays between 8 AM – 4:30 PM. FCA team will obtain Hernando County Contractor badges and must have them on their person at all times. The FCA team will sign in at the front office of the site and give 48-hour notice to the site administrator and the HCSD Project Manager prior to each site visit. The FCA team will assign one member who will be responsible for obtaining keys to each site from our Office of Safe Schools. The delegated team member will complete the required documents and acknowledge receipt and return of the keys. The key return form must be submitted to the assigned HCSD Project Manager prior to payment for work at the site for which keys are checked out. The District will not provide escorts for the FCA team due to staffing issues.

Reporting

Facilities Condition Assessment Report (FCA) – An FCA shall be prepared for each site and shall include a thorough narrative of each property. A site plan for the subject property shall be included in each report. For each building a report shall include:

1. Detailed synopsis of findings in single page summary form.

2. Listing and condition of assets, repair and replacement recommendations for a 5-, 10-, 15- and 20-year periods

3. Estimated Remaining Service Life (ERSL) and recommended replacement date for all elements surveyed.

4. A 5-, 10-, 15- and 20-year budget for the total cost of ownership including repair, restoration and/or replacement over the planning period with a separate escalation cost for each line item. All costing shall follow ASTM 2018-15 “Opinion of Costs to Remedy Physical Deficiencies” and should generally exclude project management, contingency, permits, design fees, mark ups, etc. Nationally recognized estimating data such as R.S. Means may be used with prior approval from the District.

5. Recommended additional testing, studies, etc. as appropriate (i.e. Asbestos, moisture, etc.)

6. Asset Index Evaluation or Condition Rating Scale documenting the condition and rate each element for capital planning and asset management.

Facilities Condition Indices (FCI)

Provide one or more FCI calculations for each building element based on the current replacement value. The FCI is the ratio of accumulated total cost (TC) to the current replacement value (CRV) for a constructed asset by dividing the TC by the CRV. As a general guideline the FCI scoring system is as follows:

FCI = Deferred Maintenance + Capital Renewal + Plant Adaptation (TC)

Current Replacement Value of Facility (CRV)

A FCI shall be provided for the current timeframe as well as an annual index for up to five years for all sites on which the FCA is conducted.

Single-Component Assets

All buildings under 500 square feet and all portable buildings (those which can be transported by towing or have DOTD vehicle registrations) shall be treated as a Single Component Asset (SCA). Each SCA will be treated as a single element and assigned a condition rating, a remaining useful life and a replacement value.

Capital Asset Management Software

The consultant awarded a contract under this solicitation shall also provide Capital Asset Management software that meets the criteria outlined in this document. All data collected in the FCA (including cost data, photos, etc.) shall be input into the CAM software by the consultant. The software shall meet the requirements below at a minimum:

1. A cloud-based system which can be accessed by standard web enabled devices (including smart phones & tablets) by multiple users. Provide robust cloud infrastructure with reliable uptime, data security, and backup options

2. Provide for a minimum of 5 users in the base price, with the ability to change users at no additional cost, should an employee vacate their role or job duties change.

3. Provide unlimited upgrades and product versions immediately upon release at no additional cost to the District during the subscription period.

4. Proposal to include a five (5) year subscription to the CAM software with no additional fees for this period. Proposal to include optional pricing to renew at an additional annual rate for a period of up to an additional five (5) years.

5. Consultant to provide set up, configuration, installation and two (2) on-site training sessions consisting of up to a full 8-hour day for each session. Unlimited online training via video, documents, webinars or web-conference.

6. Software package to include unlimited technical support via Help Desk

7. Software shall be compatible with the District’s Single Sign-On system and meet the security or other requirements of our TIS Department.

8. Proposal to include total access to all modules and functions of the proposed software.

9. Software shall include a dashboard which would host user defined filters; current fiscal year funding and planning tools; mapping functionality and client defined FCI values by building. A planning dashboard shall be included that allows filtering/sorting of recommendations (using FCI) over multiple years & funding sources to build a capital plan and analyze the FCI for assets. The plan should also determine long-term system renewal costs and timing.

10. Software shall provide an audit trail of change history and ability to assign multiple profiles which control permissions for each user.

11. The District shall be given access to all existing data upon termination of the software subscription.

12. The software shall meet the requirements of the attached document titled HCSD Software Specifications

Preventative Maintenance Schedule and Labor Resource Analysis

The FCA team will develop a schedule of preventative maintenance for all assets in the FCA report based on industry recommended maintenance schedules. These schedules will be reviewed with the District’s Maintenance Director and provided in an Excel file as part of the deliverables. The FCA team will develop an analysis of the required labor hours to perform the preventative maintenance, and an estimated number of resources needed to support the maintenance. This analysis will include the required hours by trade to perform the planned maintenance activities.

Summary of Deliverables

The following is a summary of deliverables (to meet the above listed criteria) to be required of the awarded firm:

1. Mobilization plan and project schedule to be presented at Kick Off meeting.

2. Pilot site draft and final report; final report to be incorporated into the FCA report.

3. Excel file of asset inventory.

4. Photos as required within this scope of work.

5. Facilities Condition Assessment Report.

6. Facilities Condition Indices for current to five years.

7. Capital Management Asset Software with required data input into the system along with the required training & support.

8. Preventative Maintenance Schedule along with Excel file.

9. Labor Resource Analysis

This is a summary only and does not release the awarded firm from providing other documentation or resources required within this solicitation.

Miscellaneous

Firms that are “short-listed” will be asked to prepare a presentation of their proposed software during the interview. A PDF or PPT file shall be sent to the committee chair for distribution to the committee members at least 48 hours prior to the interview. This file shall contain an overview of the software including sample color “screen shots” of the user interface and basic user screens. Should an awarded firm require the District to approve a licensing or other agreement; the agreement shall be approved by the District’s attorneys prior to the issuance of a Purchase Order or Notice to Proceed. Should the District and consultant not agree on the terms of any proposed agreement, the District reserves the right to cancel the award and move to the next highest ranked firm.

HCSD Software Specifications

Security and Data Privacy

• Data Encryption: The vendor should implement strong encryption protocols (e.g., AES-256) for data transmission and storage to protect sensitive asset and financial data.

• Compliance with Regulations: The vendor must comply with industry-specific data security standards (e.g., GDPR, HIPAA, SOC 2, etc.), depending on your location and sector.

• Disaster Recovery and Backup: The vendor should have clear and effective disaster recovery and backup procedures to ensure business continuity.

Support and Customer Service

• Availability of Technical Support: The vendor should offer reliable technical support, including various communication channels (e.g., chat, phone, email) during business hours or 24/7 support for critical issues.

• Training and Onboarding: The vendor should provide comprehensive training resources, including onboarding materials, documentation, and perhaps personalized training sessions for staff.

• Service-Level Agreement (SLA): Clear SLAs for response times and resolution times, ensuring issues are addressed promptly.

Implementation and Integration Services

• Implementation Assistance: The vendor should assist with the initial setup, configuration, and data migration, ensuring the software is tailored to your organization’s needs.

• Integration Expertise: The vendor should be capable of integrating the CAM software with existing systems (e.g., ERP, accounting software, CRM, etc.).

• Timeline and Project Management: The vendor should provide a clear implementation timeline and project management process, including milestones and deliverables.

Software Updates and Maintenance

• Regular Updates: The vendor should commit to providing regular software updates, bug fixes, and feature enhancements.

• Roadmap Transparency: The vendor should provide a clear product development roadmap, outlining future features and updates to ensure the software stays relevant to District needs.

• Ongoing Maintenance: The vendor should offer ongoing software maintenance, including support for system performance and operational efficiency.

Performance and Reliability

• System Performance: The software should demonstrate reliable and responsive performance, even with large amounts of data or multiple concurrent users.

• Uptime Guarantee: If cloud-based, the vendor should provide a high uptime guarantee (e.g., 99.9%) and have a track record of minimal system outages.

• Load Testing: The vendor should be able to provide evidence of successful load testing to ensure scalability and performance under heavy use.