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COUNTY~ OF ... ~

~Placer· ---------MEMORANDUM

PUBLIC WORKS AND FACILITIES BUILDING MAINTENANCE DIVISION

County of Placer

TO: Board of Supervisors

FROM: Ken Grehm, Director of Public Works and Facilities By: Brad Boulais, Building Maintenance Superintendent

DATE: May 30, 2017

SUBJECT: Building Maintenance I Consultant Services Agreement I Vanderweil Facility Advisors I Facility Assessment and Management

ACTION REQUESTED Authorize the Director of Public Works and Facilities, or designee, to enter into a Consultant Services Agreement with Vanderweil Facility Advisors (VFA Inc.), subject to County Counsel and Risk Management concurrence, to provide Facility Condition Assessment Services, Training, Software & License, and Database Management, throughout Placer County's buildings and facilities, at an amount not-to-exceed year one costs of $327,545.

BACKGROUND The County does not have a systematic targeted approach to assessing buildings (physical assets) and understanding/forecasting the equipment renewal cycles for each building. Placer County is in a planned preventative mode, rather than being able to predict building equipment problems before they occur. The ability to assess the Facility Condition Index (FCI) of each building will enable informed decisions related to Capital spending and desired FCI throughout the real estate portfolio. FCI is a nationwide standard for assessing building conditions and assists in the decision making process for new buildings.

Placer County facilities play a critical role in helping our organization achieve its operational mission. They also impact spending (both capital and operational), influence multiple types of risk (business continuity, health and safety, regulatory, and reputation) , and sway the experiences of key stakeholders (the public, Placer County employees, and our business partners).

The County costs to replace building equipment are much higher than repairing once a problem occurs, resulting in negative consequences that include down time & unplanned repairs , inconsistent downtime, inefficient use of overtime labor, and impacts to building occupants.

This process will provide a better way to forecast 5, 10, 15, & 20-year Capital expenditures with accuracy. VFA's products and services will allow the County to turn the building assessment data into a capital plan that is well researched, well organized, and forward looking. By combining facility condition data with robust capital planning reporting and analytical tools, the County can develop a strategic facilities capital planning program that is proactive, data driven, and mission centric. VFA is a wholly owned subsidiary of Accruent, and is fully integrated to the Placer County (Accruent/FAMIS) work order system via the Asset Connect software.

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VFA commissioned a Return on Investment study by the Gantry Group in 2004. After a survey of nine (9) VFA customers, the average ROI for this program was less than 12 months. The study included all hard and soft costs of implementation including ongoing costs.

ENVIRONMENTAL IMPACT The action requested of your Board today is exempt from review under the California Environmental Quality Act pursuant to CEQA Guidelines Section 15306 - data collection and resource evaluation activities used strictly for information gathering purposes, or as part of a study leading to an action which has not yet been approved, adopted, or funded.

FISCAL IMPACT The total cost to complete the scope of work is $327,545. The agreement will also provide ongoing licensing, database management; staff time and asset connect fees. The total contract amount will not exceed $306,944 for fixed cost and $20,601 for recurring costs. There are sufficient funds in the FY 2016-17 Capital Projects Fund, Project No. 4881 for the proposed services and staff costs to implement these recommendations.