Attachment - FCA 101 Facility Condition Assessment Guide.pdf

VA CFM/Quality Assurance Service FCA 101 Facility Condition Assessments Guide -- 1 FCA Guide 03/27/2019

FCA 101

FACILITY CONDITION ASSESSMENTS

GUIDE

Department of Veterans Affairs Office of Construction & Facilities Management Quality Assurance Service (VACO003C6) April 7, 2022

VA CFM FCA Updating Facility Condition Assessments Guide-- 2 FCA Guide MM/DD/YYYY

RECENT CHANGES.

FCA101 version 2/8/17 (this version has removed requirements for estimating Replacement Costs), Notations of changes; changed document date, updated table of contents page numbers, TOC removed "Replacement Costs", Section General removed replacement costs, Section Site Visit removed replacement costs, Section QA/QC and Data Processing removed replacement costs, Section Estimating Methodology removed replacement costs, Section E – Mailing Transmitting The Reports for Review – removed replacement costs, Section Supper Summary table removed replacement costs.

FCA101 version 3/27/2019 includes edits and modifications by the FCA Program Office and Contracting Officer input.

FCA101 version 4/7/2022 includes the newly established record deletion process.

TABLE OF CONTENTS

GENERAL

PURPOSE OF THIS GUIDE

WHAT IS AN FCA AND WHY ARE WE UPDATING IT?

SCOPE OF WORK

THE TEAM

FIELD TEAM PERSONNEL

PROCESS

OVERVIEW

PREPARATION

Gathering Background Information The Previous FCA

THE SITE VISIT

Meetings Resources at the Medical Center/VBA/National Cemetery Editing the Excel Sheet Photography

CONTENT

GENERAL GUIDELINES FOR DATA (DESCRIPTIONS AND GRADING)

Condition Remaining Life Description Age Oddballs

FCA SYSTEMS / SUBSYSTEMS

System: ACCESS [Site (S) subsystems only] System: ARCHITECTURAL [Building (B) Subsystems only] FCA Fire and Life Safety Grades System: ELECTRICAL [Building (B) and Site (S) Subsystems] System: ENERGY [Site (S) Subsystems only] System: HAZMAT [Primarily Site (S) Subsystems] System: HISTORIC [Site (S) Subsystems only] System: INFORMATION TECHNOLOGY [Building (B) and Site (S) Subsystems] System: MECHANICAL [Building (B) Subsystems only] System: PLUMBING [Building (B) Subsystems only] System: SANITARY [Site (S) Subsystems Only] System: STEAM GENERATION [Building (B) Subsystems only]

VA CFM FCA Updating Facility Condition Assessments Guide-- 3

System: STORM WATER [Site (S) Subsystems only] System: STRUCTURAL [Building (B) Subsystems only] System: TRANSPORT [Building (B) Subsystems only] System: WATER [Site (S) Subsystems only]

CORRECTIVE COSTS

APPENDICES

Site Visit Reminder E-Mail E-Mail Transmitting the Reports for Review

APPENDIX B: STANDARD TERMINOLOGY & SYMBOLS FOR USE/NON-USE IN FCA

RECORDS

Disposal and Demolition

APPENDIX C: TEMPLATE FOR SUPER SUMMARY

VA CFM FCA Updating Facility Condition Assessments Guide-- 4

GENERAL

PURPOSE OF THIS GUIDE

This Field Guide is intended as an aid to A/E Teams updating the Facility Condition Assessments (FCA) for all VA owned buildings and sites. Topics include a general introduction to the FCA database, members and organization of the A/E Team, and guides to the content and process of updating the FCA database. Appendices provide background information on VA facilities and detailed guidelines for the survey and assessment process. Hyperlinks are provided to additional resource material in the VA Technical Information Library (TIL). All A/E Team members must be thoroughly familiar with VA criteria and procedures.

WHAT IS AN FCA AND WHY ARE WE UPDATING IT?

VA maintains information on its portfolio of properties in a database format. This database is known as the Capital Asset Inventory (CAI) and includes not only the FCA material but also information about leases, historical structures, relationships with DoD, special study results, etc.

The FCA includes the technical and physical aspects of the site and building systems and subsystems at each facility. Systems are evaluated, described, and graded from “A” to “F” (see Paragraph “Condition” in the General Guidelines for Data section below). Estimated costs are included for deficiencies graded “D” or “F,” and correction costs are included for each system or subsystem regardless of condition.

VA uses the information in the database to plan, justify, and fund projects to correct deficiencies.

The VISN Capital Asset Managers and Medical Centers enter project information in the database and may update some records as conditions change.

VA CFM FCA Updating Facility Condition Assessments Guide-- 5

SCOPE OF WORK

The A/E team selected for the FCA update is to provide an independent assessment of the condition of the site and utilities, buildings, and building service systems and subsystems at the Medical Centers, VBA offices or National Cemeteries. Systems are to be evaluated, described, and graded from “A” to “F” (see Paragraph “Condition” below). The scope of the FCA survey includes the technical and physical aspects of the systems.

The existing FCA data will be used as the basis from which to begin the assessment. The A/E Team is to assess and document the condition and disposition of previously identified deficiencies (“D” and “F” items) and identify new deficiencies. The A/E Team will provide cost estimates for all deficiencies graded “D” or “F.

In some cases, the scope will require 1. the assessment of buildings (new or existing) not previously entered in the database, 2. breaking existing information into one or more new subsystems (such as Landscape into Landscape and Irrigation subsystems), or 3. adding a new subsystem (such as Non- Structural Seismic).

The A/E Team will gather the necessary information for the FCA update from site inspections, interviewing key technical staff, and a review of pertinent documentation such as JCAHO life-safety statement of conditions, asbestos reports, proposed project listings, elevator inspection reports, recently completed project histories, accreditation reviews, etc.

THE TEAM

A successful FCA is the product of both the Office Team and Field Team. Within the A/E Team there should be both a Field Team of architects, engineers, estimators, and transport specialists and an Office Team familiar with working in the CAI database, providing support to the Field Team, and providing QA/QC. The A/E should designate a number of FCA specialists that are to be assigned to the Office and Field Teams. Do not casually swap personnel on and off either Team.

FIELD TEAM PERSONNEL

Field Team members need to be senior staff with the experience and ability to quickly assess facilities, and concisely and clearly describe the existing conditions, and conceptual corrective actions. They need to have extensive experience with VA standards and VA medical centers. VA expects the team to be comprised of senior staff that is thoroughly familiar with healthcare facilities and VA criteria. Systems and subsystems should be assigned to the most qualified team member.

Each team member must understand which systems and subsystems are within their area of responsibility and complete those portions of the survey while in the field at the same time being aware of interaction with other team member systems.

1. Senior Project Manager – Senior Project Manager shall be a registered architect or engineer, with expertise in advanced contract administration, cost and pricing, specifications, materials and management of architectural, structural, mechanical electrical and civil engineering services, and have a working knowledge of US building codes, scheduling and state of the art methods associated with medical facility construction.

2. Architect(s) – Shall be a registered architect, with experience as a design architect, on medical facility design experience, with a bachelor’s degree in architecture, a working

VA CFM FCA Updating Facility Condition Assessments Guide-- 6 knowledge of the Uniform Building Code (UBC), Life Safety Code (NFPA 101), Uniform Federal Accessibility Standards (UFAS), the Americans with Disability Act (ADA), and OSHA and ASTM standards.

3. Civil Site/Sanitary Engineer(s) – Shall be a registered professional engineer with civil/site engineering and sanitary design experience, with a bachelor’s degree in civil engineering, experience in site development, sanitary design, utility design, design of roadways, pavement, cost estimating and landscaping, a working knowledge of UFAS, ADA, National Environmental Policy Act regulations EPA, Federal Water Pollution Control Act, and National Pollutant Discharge Elimination System (NPDES).

4. Electrical Engineer(s) – Shall be a registered professional engineer with electrical design experience, with a bachelor’s degree in electrical engineering, and design experience in power distribution systems, emergency power, lighting, fire alarm and communications systems for health care facilities, and working knowledge of the latest editions of the National Electrical Code (NEC), NFPA 72, NFPA 99 and 101.

5. Mechanical Engineer(s) – Shall be a registered professional engineer with mechanical design experience, with a bachelor’s degree in mechanical engineering, design experience in mechanical/plumbing requirement for healthcare facilities, and a working knowledge of the latest editions of NFPA 99 and 101, American Society of Heating, Refrigeration, and air conditioning Engineers (ASHRAE) standards, American Society of Mechanical Engineers (ASME) standards, American National Standards Institute (ANSI) standards, ASTM, UBC, and Underwriter’s Laboratories, Inc. (UL) ratings.

6. Structural Engineer(s) – Shall be a registered structural engineer with experience in structural design of both vertical and horizontal construction. Shall have a bachelor’s degree in Structural Engineering or Civil Engineering with emphasis on structural design. Shall have design and analysis expertise in concrete, structural steel, timber construction, cost estimating, value engineering, masonry, foundations, lateral load, and both wind and seismic design standards. Have a working knowledge of structural and building codes and design manuals including the latest editions of ACI 318, AISC, and UBC, Standard Building Code, BOCA, AWS and CRSI handbook.

7. Transport Engineer(s) – Shall be a transport designer with experience as a transport designer. Shall be knowledgeable in all phases of materials handling, automatic transport systems, specifications and costs. Shall have a bachelor’s degree in engineering or health care, industrial management or a related field.

8. Cost Estimator(s) – Shall be a cost estimator with cost estimating experience, with a bachelor’s degree in architecture engineering, or building construction. Shall be knowledgeable in all phases of both vertical and horizontal construction, value engineering, materials, finishes, major building systems, and medical facility development.

9. Historic Preservationist – Shall be a historical preservationist with experience in restoration, rehabilitation and renovation of historic structures. Shall have a bachelor’s degree in

VA CFM FCA Updating Facility Condition Assessments Guide-- 7 architecture and be a registered architect. A working knowledge of rehabilitation guidelines, historic registers, materials, cost estimating and specifications is required.

10. Fire Protection Engineer – Shall be a registered fire protection engineer or licensed professional engineer who: Has a degree in fire protection engineering or has passed the principles and practices examination in fire protection engineering or maintains a current license in fire protection engineering; with experience in each of the following areas: (1) application of National Fire Protection Association (NFPA) Codes and Standards and the model building codes; (2) design and review of automatic sprinkler and firm alarm systems including shop drawings and hydraulic calculations; (3) design of health care facilities; and (4) acceptance (4) acceptance tests of fire protection systems

VA CFM FCA Updating Facility Condition Assessments Guide-- 8

PROCESS

OVERVIEW

Three critical activities in ensuring a smooth running FCA process are:

1. Establishing a good point of contact (POC) listFCA PROGRAM OFFICE.

2. Provide a copy to the VAMC Chief Engineer and the FCA Program Office in advance of the site visit for any updates. FCA PROGRAM OFFICE

3. Establishing the site visit schedule.

4. Validate the building/structure/object list

Once the schedule has been agreed to, the usual process includes five main steps

• Four weeks before the site visit, remind your point of contact for the facility of the upcoming survey [Refer to Appendix for template of e-mail.]. Make sure to include the Capital Asset Manager (CAM), MSN Engineer and/or Veterans Benefits Administration (VBA) Support Service Division Chief, whichever is appropriate. Request your points of contact to email the electronic copy of all existing, original and addition/retrofit/alteration, design documents (especially the structural record drawings including the Nonstructural Component seismic bracing design.) as well as the reports of seismic studies performed on any of the buildings of the medical centers.

• Schedule biweekly conference calls with VISN CAM, Field Offices, FCA Program Office, Contracting Officer, and other required parties to discuss task order progress.

• Schedule a site visit prep call with the field office one month prior the site visit, then two weeks prior site visit and finally one week prior site visit for coordination, materials and document gathering, file transfers, finalizing badging and escorts, etc.

• The Field Team will meet to establish the Top 10 List for each facility. This is not 10 per discipline. The Top 10 list should be revisited after the last one is established for a sense of the conditions across the VISN or MSN.

PREPARATION

Gathering Background Information Visit VA websites both the ones for the station you’re visiting and those on the TIL.

The Previous FCA The existing FCA data will be used as the basis from which to begin the assessment. The A/E Team is to assess and document the condition and disposition of previously identified deficiencies (“D” and “F” items) and identify new deficiencies. The A/E Team will provide cost estimates for all deficiencies graded “D” or “F.

THE SITE VISIT

Meetings Schedule an in-briefing (kick-off) with the Chief of Facilities, Assistant Chief, Planning Officer, and lead shops personnel. Agenda for kick-off meeting typically includes:

• Introductions,

• Purpose of visit,

• Brief description of FCA process,

• Systems surveyed (include team member responsibilities),

• Recap of grades and life expectancies, and

• Need for onsite badging from VA Police or security officer

VA CFM FCA Updating Facility Condition Assessments Guide-- 9

Schedule an exit meeting with the Facility leadership and engineering staff to provide a brief summary of the findings. Explain next steps in update process: data entry, estimating, VA review and verification, correction of database, notification to the FCA Program Office to accept pending records and to review and approve records slated for deletion

Resources at the Medical Center/VBA/National Cemetery The facilities are to provide certain resources (personnel, facilities, and access to drawings, records, and reports). If you have not received these resources or been told where they are located, request documents that you need and follow up with FCA Program Office. If not available in electronic format, request hard copies of original.

Editing the Red/Green Report

DO NOT remove useful legacy information such as number and size of air handling units, type of roof, type of piping, size of boiler, etc. from the original FCA.

Do not enter “No changes since last FCA”.

Photography Discuss photography restrictions with VA personnel and obtain all required clearances before you start taking pictures. Be extremely cautious when attempting interior photos. NEVER include patients or staff in your pictures.

VA CFM FCA Updating Facility Condition Assessments Guide-- 10

CONTENT

GENERAL GUIDELINES FOR DATA (DESCRIPTIONS AND GRADING)

For each system or subsystem, you will need to provide appropriate entries for:

Condition (this is the grade) Remaining life (usually expressed as years) Description of the system (Narrative) Deficiencies (“D” or “F” records) require additional details to justify condition and provide sufficient detail for estimating.

Condition The condition (grade) of most subsystems is determined by age (remaining life), physical condition, and specific VA or technical criteria. Handicap access, life safety, hazmat, historic, and electrical and telephone closets do not have useful life expectancies; these systems are graded on compliance with standards or codes. General guidance is as follows:

General Condition Grades A New to 90% of useful lifespan remaining B Good condition; More than 50% of useful lifespan remaining C Average condition; Less than 50% of useful lifespan remains D Poor condition; Less than 10% of useful lifespan remains; May exceed useful lifespan; Failure is not critical F Exceeds useful lifespan; Critical condition; Imminent failure; Immediate action required

• “F” grades should be used only in situations where the deficiency presents an immediate danger to patients, staff, or visitors. Lack of a subsystem that would cause a critical condition will be graded an “F.”

• A record in the FCA that has dollars associated with it cannot have “n/a” as its condition. It must be either a “D” or an “F”.

• If a project is underway but not completed, do not change the “D” or “F” given by the previous

FCA surveyor. In this case, identify the project, and that it has been funded and/or under construction. The grade can be changed if a project has been completed and which addresses the deficiency.

Multiple Grades Often some components of a subsystem will be in good condition while others will require corrective actions. Create a separate record for each condition level. It is the responsibility of the field team to insert rows in the Red/Green Report to split existing records into individual records for each letter grade for a subsystem, or to insert rows to add grades within a subsystem.

Remaining Life The Remaining Life is based on the professional judgment of the architect or engineer.

Maintenance, weathering, and quality of materials and installation are just a few of the variables that could affect the condition of a system. If the system or subsystem is beyond its useful life, it shall be identified as “EXCEEDS” and a full and robust description will be provided.

VA CFM FCA Updating Facility Condition Assessments Guide-- 11

Description Descriptions should be concise and present enough information to justify the basis for your grade.

Do not remove legacy information about the subsystem unless it is incorrect.

The description should include the following mandatory items:

What it is The year it was installed (noting the age in years is an invalid datum as soon as the year turns) The condition it is in What to do about it (only for “D” and “F” grades, including quantities) and these optional Items:

Where it is [definitely include if multiple materials or grades involved] Any project that is in process to address the deficiency

Use of Grade in Description

• Do not repeat the Condition Grade in the description.

Use of Upper and Lower Case

• Do not put any building names in all caps. Use “Main Hospital” not “MAIN HOSPITAL”.

• Use Bldg or Bldgs to refer to specific building(s) and “building(s)” to refer to non-specific building(s). Example, D: Emergency feeder originates from Bldg 3 and is in fair condition.

B: Egress and LED exit lights in building are in very good condition.

Use of Hard Returns and Asterisks

• When there are different sub items in the description for a subsystem, standard format is to indicate the change to a new item with a new line which starts with an asterisk (*). Please follow this with a single space. This does not create a symbol problem in the Red Green Report such as that discussed above.

• Use asterisks as necessary.

Use of Condition Words Make sure the description matches the grade. Use consistent terminology as follows:

Grade Acceptable words for Condition in the Description If Lifespan is in Years If Lifespan is “*”

A “New”, “Like New”, “Excellent” condition Fully complies

B “Very Good” or “Good” condition Substantially complies

C “Above Average” or “Average” or “Fair” condition.

For any conditions that are still workable or serviceable, although past their useful life, but still working, and maintenance and parts are available.

Useful item

D Use when Failure is not critical:

“Poor” condition; “Near / Exceeds Useful Life”;

“Obsolete”; “code violations” [name the code]; “not in accordance with VA criteria” [be as specific as you can].

Does not comply

F “Failing” or “Critical” condition (usually reserved for items that are life threatening or otherwise require immediate action; or condemned or abandoned buildings); “serious code violations” [name the code and generally describe the violation]

Does not comply—critical, immediate action required

VA CFM FCA Updating Facility Condition Assessments Guide-- 12

Age State the year of installation rather than the age. Also acceptable, when installation date is not known, is to state a likely year of installation: “Packaged Parker boiler, early 1990’s, is in fair condition.”

Do not use “old” to describe a system or component. Some items may exceed the standard useful age, but still function and not require replacement or corrective action. When corrective action is required, use “obsolete” or “poor/failing condition” instead. ‘Obsolete’ implies significant age, lack of parts, and poor/fair condition.

Oddballs There are always some cases that won’t fit the general guidelines.

• Only “F” grades may have 0 years remaining life (implies immediate action necessary).

• “exceeds” may be used for remaining life when a system is older than the “official” useful life but is still serviceable (“C” “grade). “exceeds” may also be used for some “D” grades when a definite timeframe for corrective actions is not appropriate (and possibly some “F” grades).

These would typically be low priority or non-essential systems (such as interior finishes in shops). Note that “exceeds” is to be all lower-case letters.

• The use of “varies” for remaining life is not allowed.

• Accessibility, life safety, hazmat, historic, lateral systems (structural), and electrical and telephone closets do not have useful life expectancies. Useful life and remaining life for these systems is entered as “*”.

VA CFM FCA Updating Facility Condition Assessments Guide-- 13

FCA SYSTEMS / SUBSYSTEMS

System: ACCESS [Site (S) subsystems only] These subsystems are for general site improvements.

• Site utilities are included in other systems.

• Rarely Used Subsystems: Sea Wall, Site Planters, Covered Walks, Bridge/Overpass, Perimeter Walls, Monuments/Memorial, and Main Entry Feature)—Do Not Add if do not exist

(S) ACCESS: Accessibility Useful Life: 25

Includes accessible parking, site accessible routes, and required signage for these site features

• Address quantity, location, and compliance with ABA-AG and PG-18-13

• Physical condition of pavements, walks, or other features should be addressed under the appropriate subsystem

• Comment on quantity or location of accessible parking spaces

• Indicate condition and remaining life

Relationship with Other Systems:

Accessible entries at buildings are to be addressed in the ARCHITECTURE:

Accessibility subsystem for the building Poor or failing pavement at existing accessible spaces should be in the ACCESS: Parking subsystem

(S) ACCESS: Bridge/Overpass Useful Life: --

• Includes structures constructed and maintained by VA within the boundaries of the VA property

• DO NOT ADD if not present. Delete if “n/a”

• Indicate condition and remaining life

Exclusions: Structures within public rights of way or easements or maintained by other entities.

(S) ACCESS: Covered Walks Useful Life: 50

• Includes unenclosed, covered walks or canopies between buildings, or such structures not directly attached to a building.

• Include walkway surface, structure, decking, roof drain system, and lighting

• DO NOT ADD if not present. Delete if “n/a”

• Indicate condition and remaining life

Exclusions: Smoking shelters Connecting Corridors are usually assigned building number CC, in that case, all applicable building subsystems should be entered If enclosed connecting corridors have not been assigned a building number, include them with the associated major buildings

VA CFM FCA Updating Facility Condition Assessments Guide-- 14

(S) ACCESS: Curb & Gutter Useful Life: 50

• Includes vertical and combination curb and gutter

• Indicate material(s) for curbs and gutters [usually concrete, but may be asphalt or granite]

• Indicate quantity requiring replacement in linear feet

• Specific area or location is helpful but generalized “replace xxx feet at various locations” is acceptable

• Indicate condition and remaining life

Relationship with Other Systems:

• Curb cuts for accessibility are to be included in the ACCESS:

Accessibility subsystem.

• Storm Drain Inlets are included in the STORM WATER: Inlets subsystem.

(S) ACCESS: Fencing Useful Life: 75

• Includes existing perimeter fence and other fencing (such as service yards or equipment enclosures) and gates.

• Indicate type of fence (chain link, ornamental metal, etc)

• Indicate condition and remaining life

Exclusions: Do not include new fence or gates required for compliance with Physical Security Design Manual

(S) ACCESS: Landscaping Useful Life: 75

• Includes plant materials and ground coverings other than pavements: trees, shrubs, small scale plantings (flowers), turf, and other ground covers

• Include water features and recreational piers or docks

• Indicate condition and remaining life

Relationship with Other Systems:

• Issues related to site drainage or flooding should be addressed in the STORM WATER system

• Irrigation should be addressed under WATER: Irrigation System

• Water features (fountains, ponds, etc.) should be addressed under WATER:

Water Feature

(S) ACCESS: Main Entry Feature Useful Life: --

• Generally, applies to cemeteries

• May be used for architectural elements or features associated with main entry or monument sign at

Medical Centers

• DO NOT ADD if not present. Delete if “n/a”

• Indicate condition and remaining life

Relationship with Other Systems:

For Medical Centers and Clinics:

• Use ACCESS: Wayfinding subsystem for monument signs, site directories, and other wayfinding features

• Use ACCESS: Fencing subsystem for entry gates and structures (such as guard booths) that have not been assigned a number

VA CFM FCA Updating Facility Condition Assessments Guide-- 15

(S) ACCESS: Monuments/Memorial Useful Life: --

• Generally, applies to National Cemeteries

• May be used for significant, permanent memorial structures or sculptural elements at a medical center not assigned a building or structure number

• DO NOT ADD if not present. Delete if “n/a”

• Indicate condition and remaining life

(S) ACCESS: Parking Useful Life: 50

• Includes physical condition of existing surface parking spaces and circulation aisles within the parking areas

• Indicate type of pavement material and overall condition of pavement and striping

• Physical condition of pavements and striping for accessible spaces are included in this subsystem

• Include total number of parking spaces (usually from Chief Engineer)

• Quantity and distribution of general parking may be commented upon in this subsystem

• Indicate condition and remaining life

Relationship with Other Systems:

• Quantity and distribution of accessible parking (and associated signage) should be addressed in ACCESS: Accessibility subsystem.

• Identification, directional, or regulatory signage is to be included with ACCESS: Wayfinding subsystem

• Storm drain inlets and parking area drainage are included in the STORM WATER system

Exclusions: Expansion of Surface Parking and/or Parking Structures are not in scope of

FCA.

(S) ACCESS: Perimeter Walls Useful Life: --

• Generally, applies to National Cemeteries

• May be used for above grade or retaining walls at or near property lines

VA CFM FCA Updating Facility Condition Assessments Guide-- 16

(S) ACCESS: Roads Useful Life: 50

• Includes vehicular roadways that are located on VA property.

• Identify pavement material and condition of pavements as well as striping

• Indicate condition and remaining life

Relationship with Other Systems:

• Circulation aisles within parking areas are to be included in the ACCESS:

Parking subsystem

• Curbs at roads are to be included with ACCESS: Curb & Gutter subsystem

• Signage required for handicap accessibility is to be included in ACCESS:

Accessibility subsystem.

• Storm drain inlets and roadway drainage are included in the STORM WATER system

• Identification, directional, or regulatory signage is to be included with

ACCESS: Wayfinding subsystem

Exclusions: Roads in public rights of way and/or maintained by other entities are not included.

(S) ACCESS: Sea Wall Useful Life: --

• Applies to sites located on waterways.

(S) ACCESS: Site Planters Useful Life: 50

• Includes features constructed to contain plantings that are part of or immediately adjacent to a building or other structure

• DO NOT ADD if not present. Delete if “n/a”

• Indicate condition and remaining life

Relationship with Other Systems:

• Planting beds not within a planter structure and general landscaped areas are to be addressed in the ACCESS: Landscaping subsystem

(S) ACCESS: Walks Useful Life: 50

• Includes site walks and steps or ramps (and associated railings)

• Indicate quantity requiring replacement in linear or square feet

• Specific area or location is helpful but a generalized “Replace xxx square/linear feet at various locations” is acceptable

• Address Quantity, location, and compliance of walks, steps, and ramps with ABA-AG and PG-18-

13 in the ARCHITECTURE: Accessibility subsystem in the building

• Address accessible entries at buildings in the ARCHITECTURE: Accessibility subsystem in the building

VA CFM FCA Updating Facility Condition Assessments Guide-- 17

(S) ACCESS: Wayfinding Useful Life: 20

• Includes on and off-site identification, directional, and informational signage

• Address situation with local jurisdiction concerning proposed improvements to offsite signage or signage in public rights of way

• Indicate condition and remaining life

Relationship with Other Systems:

• Building identification signage mounted on the building is to be addressed in the ARCHITECTURAL: Signage & Wayfinding subsystem for that building

• Signage required for accessibility to the building should be included in the ACCESS: Accessibility subsystem.

VA CFM FCA Updating Facility Condition Assessments Guide-- 18

System: ARCHITECTURAL [Building (B) Subsystems only]

(B) ARCHITECTURAL: Accessibility Useful Life: *

• NOT a detailed accessibility survey, only an identification of systemic deficiencies

• Includes o Entries (accessible features of doorways, walks, landings, steps, and ramps that are part of or immediately adjacent to the building) o Interior accessible routes and stairs o Public and staff toilets, patient toilets and bathing o Patient rooms (bed clearances) o Elevators (if required) o Other accessible elements o Required accessible signage (inside bldg and signage mounted on exterior of bldg)

• Grades: Complies / Substantially Complies / Partially complies / Does not Comply

• VA must comply with the Architectural Barriers Act (not ADA) and VA Barrier Free Design Guide

PG-18-13

• For Industrial and Storage occupancies (Energy Center, Warehouse) and similar work areas: Use

“C” grade and describe as: “//Industrial // Storage // ____ // occupancy. Most requirements do not apply.”

Relationship with Other Systems:

Site accessible routes and features such as parking and walks, ramps not attached to buildings and site signage not attached to buildings belongs in ACCESS: Accessibility

Exclusions: Deficiencies related to patient privacy and space / functional issues

(B) ARCHITECTURAL: Exterior Walls Useful Life: 100

• Useful Life: usually 100; for pre-finished siding systems and temporary or modular buildings such as construction trailers, etc., use 30 years. Useful Life for polycarbonate panels is 15 years.

• Remaining Life: use “exceeds” when wall systems are over 100 years

• Subsystem includes o Walls and exterior doors (including entrances and revolving doors) o Porches, canopies, and overhangs o Railings and gratings o Areaways o Site grading and drainage around buildings including need to divert water from foundations/basement o Copings, gutters, and downspouts may be surveyed here or under ARCHITECTURAL:

Roofs o Carefully check cladding systems at parapets & unheated attics (or above ceiling space)— these often deteriorate faster than rest of wall o In hurricane-prone areas, address wind and impact protection

• Indicate condition and remaining life

Relationship with Other Systems:

• Use ARCHITECTURAL: Windows subsystem for louvers, curtain wall systems, and storefronts. Vertical Greenhouse superstructures may be surveyed here or in ARCHITECTURAL: Windows.

• Use TRANSPORT: Material Handling subsystem for loading dock equipment

• In seismic zones, address non-structural elements in facades and parapets under STRUCTURAL: Non-Structural Components & Equipment— (Seismic Bracing)

VA CFM FCA Updating Facility Condition Assessments Guide-- 19

(B) ARCHITECTURAL: Fixed Equipment Useful Life: 15

Generally includes fixed equipment purchased with construction funds (aka personal property list items)

• Intent is to establish overall condition, not to produce an inventory. Grade, remaining life and description may be based on the condition of the majority of equipment in a department or area (“Most Dental equipment is in good condition”). In most cases, it is not necessary to note age and condition of individual major equipment items.

• When repair or replacement is necessary, identify and quantify equipment item(s) affected (“Dietetics: replace tray line and 2 pot washers”).

• Include casework only for Lab, Pharmacy, and Nurse Stations in this subsystem.

• Check under counter sink and chemical storage cabinets, particularly prone to deterioration.

• Survey only the “box” construction (walls, ceiling, floor, and door) of walk-in refrigerators and freezers. [Refrigeration equipment should be included under MECHANICAL: Refrigeration Equip]

• Include domestic or residential type laundry and kitchen equipment. Coordinate survey of commercial type laundry equipment with mechanical reviewer and enter in Plumbing subsystem.

• Double check Medical input on the need for major equipment replacement with Bio-Bed during the

Bio-Med walk-thru.

Special notes for Commercial Laundries.

• Some Medical Centers still have functioning on-site laundries, which will often do the laundry for one or more Medical Centers in a larger urban area.

• This subsystem is used for large-scale commercial type laundry equipment

• Be sure to budget adequate time, one to three hours, to properly interview personnel and survey the existing equipment

• Indicate condition and remaining life. Note pounds per year of laundry processed.

Survey fixed equipment in these departments/areas:

A&MM / SPD: Include equipment, casework and tops in Decontamination and Sterile Prep;

Steam and EtO gas sterilizers, washer/sterilizers-sanitizer, aerators, ultrasonics, Sterad or Steris units, and cart wash equipment.

Ambulatory Care: Equipment is usually limited to casework and equipment at nurse station/med rooms.

Canteen Service: Include food storage (walk-in refrigerators and freezers), hoods, and equipment that would be included in construction budget.

Does not include preparation, serving line, or washing equipment, or fixtures in Retail Store (these are purchased with Canteen funds).

Dietetics (Nutrition & Food Service):

Include food storage (walk-in refrigerators and freezers), fixed food preparation equipment, dishwash and potwash equipment and hoods.

Include serving lines in patient dining and docking stations for food carts.

Dental: Include casework, dental chairs utility services, exam lights, dental x-ray, dental lab benches and hoods.

Lab & Pathology: Include casework systems, tops and fixtures; hoods; and walk-in refrigerators.

Include morgue and autopsy equipment.

Include sterilizers, glass washers, and cart washers.

Laundry: Include domestic type equipment for nursing unit, domiciliary, or quarters.

Indicate capacity in pounds per year if at all possible.

For Commercial Laundries: include washing, drying, ironing, folding, and other processing equipment. Include dedicated conveyors and overhead track systems.

See Relationship with Other Systems.

VA CFM FCA Updating Facility Condition Assessments Guide-- 20

Nursing Units

(MSN, MH&B

Patient Care Units), CLC, Domiciliary:

Include casework and fixed equipment at nurse stations, medication stations (not carts), nourishment kitchens, patient laundries, and bed pan washer or Vernicare in soiled utility.

Pharmacy: Include casework, tops and storage shelving; hoods; and automated dispensing equipment.

Include improvements to rooms and HVAC for USP 797.

Radiology and Nuclear Medicine:

Note condition/age of major equipment When equipment replacement is planned, provide for room preparation and upgrades including structural supports, and HVAC and electrical as required for new equipment.

Do not include cost of X-ray equipment; it is not funded with construction dollars.

If equipment is not to be replaced, place room finish upgrades in ARCHITECTURAL: Interior Finish/Door.

Research: See Relationship with Other Systems

Surgery: Include casework and fixed equipment such as surgical lights and gas columns.

List sterilizers in OR Suite here.

Relationship with Other Systems:

In seismic zones, anchorage of equipment is to be addressed in STRUCTURAL:

Non-Structural Components & Equipment.

Water treatment and heat recovery systems for Commercial Laundry equipment is entered under PLUMBING: Laundry Equipment.

Exclusions: Do not include movable equipment or furnishings Except for Lab, Pharmacy, and Nurse Stations, do not include casework or millwork—survey under ARCHITECTURAL: Interior Finishes and Doors Do not include items from other systems such as mechanical and electrical equipment (boilers, chillers, generators, etc.)

Relationship with Other Systems:

To meet the special Fixed Equipment needs of Research, a new subsystem has been created. Records addressing fixed equipment for research areas need to move to ARCHITECTURAL: Fixed Research Equipment

(B) ARCHITECTURAL: Fixed Research Equipment Useful Life: *

• Include lab casework systems, tops and fixtures; hoods; and walk-in refrigerators.

• Include sterilizers, glass washers, and cart and cage washers.

Relationship with Other Systems:

Addresses only Research Equipment. Other Fixed Equipment should be addressed in ARCHITECTURAL: Fixed Equipment.

Exclusions: Refer to ARCHITECTURAL: Fixed Equipment for general guidance on Fixed Equipment.

VA CFM FCA Updating Facility Condition Assessments Guide-- 21

(B) ARCHITECTURAL: Interior Finish/Door Useful Life: 10

• Includes doors and interior finishes o Interior Finishes

Floors and base Walls (including wall coverings and wainscots) Ceilings Stair treads and landings Casework and millwork (except in those areas listed in Fixed Equipment) Toilets & Showers (includes prefabricated partitions and accessories) Interior glazed openings (sidelights, borrowed lights, pass-throughs)

• Include corridor handrails, bumper rails, and wall and door guards

• When identified by the Medical Center, include finish and door related patient safety issues for compliance with VA criteria for Mental Health facilities

• Survey representative areas on each floor looking at technical issues in rooms as needed—not doing a room-by-room inventory

• Note representative conditions by department or functional areas, by floors, or by building.

• For small, one-story buildings your descriptions can apply to the entire building.

• In larger or multi-story structures when a building was constructed or renovated all at one time and conditions are consistent throughout, you can use a single grade and description

• Where conditions vary, you will need to assign multiple grades (use multiple records as necessary)

• Doors and walls in corridors and other hard use areas are often in worse condition than the remainder of the floor or functional area; provide separate grading and costs for “halls and walls” projects as needed.

• Indicate condition and remaining life

Relationship with Other Systems:

Address accessibility issues under ARCHITECTURAL: Accessibility In seismic zones, lateral bracing for partition and ceilings is to be addressed in STRUCTURAL: Non-Structural Components & Equipment

Exclusions: Deficiencies related to patient privacy and space / functional issues.

VA CFM FCA Updating Facility Condition Assessments Guide-- 22

(B) ARCHITECTURAL: Life Safety Useful Life: *

• The intent of the FCA is to identify systemic deficiencies not to conduct a detailed fire / safety survey to catalog every deficiency.

• You may refer to most recent JCAHO report or the facility’s plan for improvement and list major items (e.g., “replace cross-corridor fire doors throughout”); not necessary or desirable to repeat every individual item in the report.

• Indicate whether the building is fully, partially, or not protected with automatic fire sprinkler system.

Identify building occupancy or occupancies if not clear from the building use or name.

• Grades—see attached chart for grading guidelines based on occupancy

• Includes issues related to compliance with Life Safety Code, NFPA 101®, and VA Fire Protection

Design Manual (FPDM) for life safety, egress, and fire protection

• Use this subsystem to identify when adding or extending fire protection systems are necessary to comply with code or VA criteria.

Relationship with Other Systems:

Use appropriate subsystems in Plumbing and Electrical to describe and rate the physical condition of existing fire suppression, detection, and alarm systems.

Use ARCHITECTURAL: Interior Finishes and Doors subsystem for issues related to compliance with VA Mental Health criteria (e.g., anti-ligature features) and other VA Design Guides (e.g., corridor handrails in patient care areas).

Use ARCHITECTURAL: Accessibility subsystem for safety concerns related to compliance with accessibility criteria.

Seismic related issues are to be addressed in STRUCTURAL: Non-Structural Components & Equipment Issues resulting from Information Technology Assessment such as insufficient coating of fire rated paint in Telecommunications Rooms should be addressed in separate ARCHITECTURAL: Life Safety records.

Exclusions: “Safety” related issues that are not based on Life Safety Code or VA FPDM.

(B) ARCHITECTURAL: Roofs Useful Life: 20

• Useful Life: Extend Useful Life for slate or clay tile roofs to 75 years; extra-heavy or dimensional asphalt shingles may be extended to 25 years; extend pre-finished metal roofs to 30 years; extend copper, terne coated, or similar premium metal roofing to 75 years. Useful Life for polycarbonate panels is 15 years.

• Includes roof covering, flashings, curbs for roof mounted equipment and specialties, and penthouse enclosures.

• Skylights and sloped glazing (including sloping greenhouse superstructures) are included in this subsystem.

• Copings, gutters, and downspouts may be surveyed here or under ARCHITECTURAL: Exterior Walls

• If not accessible from inside building or stair or ladder, you can survey a roof area from a higher adjacent building

• Check top floor ceilings for reported roof leaks.

• Interview facility personnel to determine: the specific membrane type (particularly for single ply membranes), the installation date, leak history, and planned replacement date.

• In hurricane prone areas, don’t forget anchorage of roofing materials (remove gravel ballast), copings or flashings, and skylights or equipment

• Indicate condition and remaining life

• In Connecting Corridors, address roof ventilation per current VA standards.

Relationship with Other Systems:

In seismic zones, coordinate non-structural elements (including equipment and roof tiles) with STRUCTURAL: Non-Structural Components & Equipment.

VA CFM FCA Updating Facility Condition Assessments Guide-- 23

(B) ARCHITECTURAL: Signage / Wayfinding

Useful Life: 10

• Grade o “A” signage is complete, current, and in new or near new condition; wayfinding is excellent.

o “B” signage is generally complete, current, and in good condition; wayfinding is good.

o “C” signage is generally complete and in average condition; wayfinding is average.

o “D” signage is missing, incorrect, outdated, inconsistent, or in poor condition; wayfinding is poor

• Includes identification, directional, informational, and code required signage systems

• Include signage on exterior surfaces of the buildings

• Do not just rate the physical condition of the signage systems. Evaluate the adequacy of the signage and other wayfinding elements for content (correctness, currency, and completeness), clarity, and ease of use

• Indicate condition and remaining life

Relationship with Other Systems:

Ground mounted or site signage is included in ACCESS: Wayfinding.

(B) ARCHITECTURAL: Windows Useful Life: 30

• Useful Life: usually 30 years; for plastic glazing (including polycarbonate panels) use 15 years.

• Remaining Life: use “exceeds” if windows are over 30 years

• Includes fixed and operable windows, storefront systems, curtain wall systems, and louvers

• Description should include o System Type: curtain wall or storefront, fixed, casement, pivot, projected (awning or hopper), single hung, double hung, jalousie, or another window; or fixed or operable louver o Sash and or Frame Material and Finish: industrial steel, architectural steel, aluminum, wood, or vinyl clad wood for windows; and steel or aluminum for louvers o Glazing Material: single, double (two individual lights, not the same as sealed insulated units), laminated, or sealed insulating glass units o Date Installed o Overall Condition, including operation of movable units and screens (if any) o Statement about compliance with VA energy criteria

• In some climate zones, the payback period may not justify replacement of otherwise sound windows (particularly in minor buildings and industrial or storage occupancies) for energy savings.

• Note special features or conditions (e.g., integral venetian blinds) and statement about availability of parts and serviceability

• In hurricane prone areas, include wind load and impact resistance in your evaluation

• Indicate condition and remaining life

Relationship with Other Systems:

Glazed entrance and revolving doors are included in ARCHITECTURAL:

Exterior Walls. Vertical greenhouse superstructures may be surveyed here or in Architectural: Exterior Walls. Skylights and sloped glazing (including sloped greenhouse superstructures) are to be in ARCHITECTURAL: Roofs.

VA CFM FCA 101 Updating Facility Condition Assessments -- 24 FCA Guide Feb. 8, 2017

FCA Fire and Life Safety Grades If no other deficiencies are observed, grades are based on occupancy and fire sprinklers as follows:

SPRINKLERED

NFPA OCCUPANCY Description, Key Features FULL PARTIAL NOT Health Care “I” occupancy, 24 hours stay, may not be capable of self-preservation, all in-patients including mental-health and nursing home A D D

Business Administration and other non-patient care including Kitchen and Research as acceptable to AHJ

A B B 1

C 2 Ambulatory Care, outpatient, capable of self-preservation A C 1

D 2 D

Ambulatory Care Facility Less than 24-hour, 4 or more patients at one time, with patients incapable of self-preservation or anesthetized

A D D

Residential Board and Care Domiciliary; lodging 4 or more persons, not related, for purpose of providing personal care services A B 3

D D

Apartment 3 or more dwelling units with independent cooking and bathing facilities A B 4 D

D

1 & 2 Family Dwellings A B B Lodging or Rooming Lodging units, 16 or less occupants, without separate cooking facilities A A 7

D A 7 D

Hotel and Dormitory

Lodging units over 16 occupants, without separate cooking facilities (if one or more bedrooms open into living area that open to corridor, classify as Apartment occupancy)

A B 7 D

B 7 D

Assembly 50 or more persons, for entertainment, dining or worship; includes multi-purpose rooms under 12,000 square feet and not part of mixed occupancy

A B 5 C 6

C

Less than 50 persons, incidental to and classified as part of main occupancy n/a n/a n/a Over 300 occupants (except Chapel) A D D Industrial Shops, Kitchen, Laundry, Research as acceptable to AHJ A B C Storage Storage or shelter of goods, merchandise, vehicles or animals A B C Mercantile Freestanding Canteen Retail (usually incidental to main Health Care or Business occupancy) A B C

If greater than 12,000 square feet or more than 3 stories A D D Day Care 4 or more clients receive care, maintenance and supervision, less than 24 hours, not educational

At level of discharge, any Type; or Type I or II one story above LED A A A All others A D D

1 Under 10,000 sq. ft; 2 Over 10,000 sq. ft ; 3 Sprinklered except for small closets; 4 Exits and all hazardous areas sprinklered 5 Under 100 occupants; 6 Over 100 occupants ; 7 All sleeping rooms have direct exit to exterior

VA CFM FCA 101 Updating Facility Condition Assessments -- 25

System: ELECTRICAL [Building (B) and Site (S) Subsystems] Some existing FCA Electrical subsystems will contain data which belongs to the new INFORMATION TECHNOLOGY system. The IT System and its subsystems are now in the FCA database. Move the necessary records to their new IT subsystems. For example, Elec/Tele Closets should now have two separate records, one for Elec Rooms (Closets) under the Electrical system and one for Tele Closets under the new IT system.

(B) ELECTRICAL: Elec/Tele Closets Useful Life: *

• Check clearances (code requirements)

• Check for reasonable working space around any telecommunications equipment, if combined.

• Check for abandoned cabling—NEC violation; grade it a “D” if there is a significant quantity of abandoned cabling

• Adequate ventilation (where…