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HomeMy WebLinkAboutPACK AND ASSOCIATES - CONTRACT - CONTRACT - P626 FACILITIES CONDITION AND ASSESSMENTCity of Fort Collins Admin rative Services Purchasing Division LETTER OF TRANSMITTAL To: Carrie Daggett, Assistant City Attorney Wanda Krajicek, City Clerk From: Opal F. Dick, CPPO, Senior Buyer Thru: James B. O'Neill ll, CPPO Director of Purchasing & R 1 a ent Date: July 2, 1997 Re: P-626, Facilities Condition and Assessment/Inspection The firm of Pack and Associates was selected for this project utilizing the standard Request for Proposal process. Attached find four (4) sets of contract documents regarding the above -mentioned matter. Would you approve as to form and forward to the City Clerk. Wanda, please call Purchasing, Jim will come over, sign the contracts and have you attest his signature. Would you call Purchasing when that is completed. Thank you. VL1,LtCG�i 256 W. Mountain Avenue • P.O. Box 580 • Fort Collins, CO 80522-0580 • (970) 221-6775 • FAX (970) 221-6707 Pack & Associates, Inc. City of Fort Collins Facility Condition Survey EXHIBIT A Pack & Associates, Inc. will make this system available to the City in an MS Access compatible form to run on the City's own system. A user's manual and installation support are also available for the system. Facility Condition Reports A typical facility deficiency report prepared by Pack & Associates, Inc. for a condition survey consists of six parts. Part 1 is a Facility Condition Summary Report that provides a narrative summary of the overall condition of a facility, and a discussion of potential impacts if key deficiencies are not corrected. A photo of the facility is also provided. Part 2 of the report is a Facility Summary page which includes information on the total estimated repair cost for the facility, the total number of deficiencies, the number of deficiencies requiring additional study, the current age of the facility, and the current estimated replacement cost. A calculation of the total repair cost as a percentage of the current replacement cost and a recommended facility maintenance level are also provided. Facility rating information is provided that rates the facility with respect to four parameters: 1) Suitability for Current Use 2) Construction Quality 3) Use Intensity 4) Importance to the Organizational Mission This information is deemed useful for planning and programming purposes associated with capital repair funding, including the identification of potential candidate facilities for comprehensive renovation consideration. Part 3 of the report consists of the detailed Individual Deficiency Report data sheets for each facility. Part 4 of the report consists of two Severity Score Summary reports. The first one is a severity score summary grouped by building system for each facility. This summary ranks each deficiency within a building system (e.g. HVAC, structural, electrical, act.) in severity score order from the highest score to the lowest score and provides basic detail information about each deficiency. The second report is a severity score summary report by building. This summary ranks each deficiency in a building in severity score order from highest to lowest regardless of the building system. Part 5 of the report consists of a Building System Cost Summary for each facility. Cost totals for each building system and for the whole building for which deficiencies were identified are provided for each of four typical funding periods —Critical, 1 year., 2-3 years, and 3-5 years. Part 6 of the report consists of a 5-year Programming Summary report that provides summary deficiency data by facility for the selected programming period. This summary provides both descriptive and cost deficiency data, categorized by building system and severity score for the selected programming periods. Where floor plans are available for a facility, deficiency locations are provided on a copy of the floor plans. These locations will be digitized onto CAD drawing files of facilities to be supplied by the City and provided on 8.5" x 11" hard copy as part of the facility deficiency reports. A complete sample of a facility condition report, as well as samples of summary reports for all facilities are provided in the Appendix of the Technical Proposal. Pack & Associates, Inc. City of Fort Collins Facility Condition Survey EXHIBIT A Task 4 - Energy Conservation Assessment The City has expressed the desire to identify opportunities for energy conservations as part of the assessment process. An energy conservation analysis can be performed to different levels of complexity and focus. As part of a normal facility condition assessment, energy conservation would focus on basic opportunities for savings. These would include recommendations on things such as relamping of illuminated spaces, weather-stripping, window glazing, pipe insulation, water saving measures, and similar actions -- all of which could be accomplished as part of a normal facility repair, maintenance, or replacement program. Generally, payback analyses are not performed for these types of actions, as the cost is reasonable if performed as part of the normal facility maintenance process. The basic services under this contract for the facility condition survey would include identification and documentation of the types of actions discussed above and integration into the maintenance planning process. A format similar to that presented on the following page would be utilized for this assessment. The other alternative for energy conservation analysis would be an energy audit that would involve extensive testing and cost/payback analysis, and would focus on several areas of analysis: Daylighting Controls - Typically, office lighting is turned on every day, whether needed or not. Many times the lighting on exterior offices is not needed. Daylighting controls sense the space lighting level and keep lights off when not required. The economics of this type of arrangement depend largely on how much re -wiring is required, and the degree to which lights are currently kept on in unoccupied spaces. Occupancy sensors can also be incorporated to achieve additional savings. Energy Saving Lighting - The production of the T-8 lighting system utilizing electronic ballast and lower wattage fluorescent tubes can save considerable energy over the older T-12 and electromechanical ballast. (In some case about half of the energy can be saved). The economics will largely depend upon use. Inefficient systems do not afford attractive pay -backs when they are used infrequently. City Hall, City Hall Annex, Lincoln Center, Marksman Range, Museum, Library, Police Services could be candidates for these systems. Two -Stage Evaporative Cooling - This technology can achieve temperatures comparable to refrigeration. Prime candidates for this technology would be those facilities in which mechanical systems are approaching the end of their life. There will be some hours during the year when evaporative cooling will not produce the desired temperatures. There are also some applications such as a computer room, or art storage area where evaporative cooling could proved low-cost humidity control, but should be backed -up with refrigerated systems. City Hall, Epic, Parts of Lincoln Center, Marksman Range, Mulberry Pool could be candidates for this technology. A computer simulation would be run showing the energy savings attributable to each energy conservation measure listed above utilizng a two zone model. The building must be reduced in complexity to one or two boxes. This program does not simulate evaporative cooling directly, but an energy efficiency ratio is calculated based on fan energy. The refrigeration back-up can not be simulated directly, but can once again be indirectly simulated utilizing an energy efficiency ratio.. Task 5 - Maintenance Planning/Programming The general trend in maintenance management is away from breakdown maintenance, which is viewed as a reactive, inefficient process, and toward planned maintenance which seeks to anticipate and identify problems before equipment and components reach the point of failure. Part of this process involves the development and implementation of preventive maintenance programs designed to initiate and execute a planned program of periodic maintenance on certain Pack & Associates, Inc. City of Fort Collins Facility Condition Survey EXHIBIT A classes and categories of equipment that have been shown to benefit from this type of approach. The remainder of this process involves establishing, based on trends, cost analysis, and careful evaluation of historical maintenance data, a planning/programming process that seeks to program both minor and major repair and replacement actions in such a way as to minimize life -cycle costs and maximize life expectancy of components and equipment in a cost-effective manner. The city has requested the development of both a short-range and long-range maintenance plan based on annualized programming for repair, maintenance, and equipment replacement. Pack & Associates, Inc. has developed a process for formulating multi -year maintenance and capital repair planning and programming recommendations. This process involves a careful analysis and integration of facility deficiency data identified during the survey with existing active work orders and minor or major repair project needs previously identified by a maintenance organization. A three-part maintenance plan will be developed from this data by Pack & Associates Inc. staff working closely with the Facility Division's staff. The first part of the maintenance plan consists of a five-year detailed deficiency summary prioritized in severity score order. The second part consists of a set of specific project recommendations, each of which is comprised of one or more individual deficiencies identified through the condition survey and from existing client data. The projects are then further aggregated in the third part of the process into programming recommendations for a specific fiscal year or city council funding cycle. A sample of the outputs of the three parts of this process are presented in the Appendix to the Technical Proposal. Prior to formulating these recommendations, however, there are some initial planning issues that will have to be determined in concert with the Facility Division staff. These include: o The assignment of maintenance levels to each facility depending on age, use, and type of construction. Every facility does not have to be maintained to the same degree, at the same frequency, or have the same priority. o Establishing the categories of funding that are available for the total maintenance process and the guidelines for allocation and utilization. o Establishing explicit differentiation among maintenance, repair, and replacement actions. o Establishing the relationship between an annual plan and a five year plan. One example is that a five year plan, which is in effect a dynamic plan, is used for major repair or capital replacement programming where an annual, static plan is used for maintenance and minor repair programming. PACK & Associates, Inc. has a strong understanding of life -cycle costs and life expectancies for various types of facility systems under various environmental, utilization, and maintenance conditions. This allows us to develop reasonable, and realistic maintenance plans and programming recommendations. Task 6 - Additional Recommended Optional Tasks Two optional tasks will be performed under this work scope. 1. Roofing Inventory Pack & Associates, Inc. City of Fort Collins Facility Condition Survey EXHIBIT A The REVS roofing management system purchased by the city has not yet been fully implemented by the division. In part this is due to resource constraints that have not allowed for completion of the baseline inventory of roofs and associated condition data. The REVS package requires a fairly detailed inventory of the components that make up a given roof. This includes items such as type and size of flashing; numbers, types, and dimensions of equipment curbs and skylights; numbers, types, and sizes of roof protrusions; roof slope data; insulation and deck characteristics data; and related additional information. The facility condition assessment being conducted as part of Task 3 would provide a good opportunity to collect the roof inventory data as each roof will be inspected by the survey team. Pack & Associates, Inc. proposes to develop an inventory form to match the data requirements of the REVS system and collect this data during the roofing system condition survey. The data will be entered directly into the REVS system. Master repair costs and master roof life expectancy will also be updated in the REVS system. 2. HVAC Equipment Operational Measurements Pack & Associates, Inc. believes that conducting an operational measurement analysis of HVAC system components in the buildings being surveyed would yield useful data on system efficiency and identify opportunities for enhancement. We would propose to conduct operational measurements that would consist of air flow measurements and temperature monitoring/recording. Carbon dioxide will be measured in City Hall, City Hall Annex and Police Services. Carbon monoxide will be monitored in Epic Ice Arena and the Transfort bus terminal for two days in each facility. Air flows will be measured at diffusers utilizing the city's capture hood. A city maintenance staff member will assist in conducting flow measurements, and exercising and troubleshooting VAV terminal units. The city will make any repairs necessary to HVAC equipment prior to conducting CO2 monitoring. Temperature monitoring/recording will consist of measuring random AHU or roof -top air conditioning units at City Hall, City Hall Annex, and Police Services to determine the amount of ventilation air, proper heating and cooling duct temperatures and general equipment operation. Monitoring will be accomplished in two phases: 1) during initial investigation, and 2) after any repairs and adjustments to equipment are made. A total of 12 monitoring periods will be established lasting between several days and one week. The recording device will be first compared to several of the city's building automation sensors to check calibration and agreement. The recording equipment will then be set for a few days at designated equipment and allowed to record parameters for a time to determine equipment operation and performance. In addition, the AHU and ductwork in the Marksman Shooting Range will be checked for lead contamination. The collected data will provide useful information on operating efficiency and identify specific operating parameters that may require adjustment or operational changes. EXHIBIT B PROPOSED PROJECT SCHEDULE Weeks 0 1 1 1 2 1 3 1 4 1 51 6 1 7 1 8 1 9 1 10 1 11 1 12 1 13 1 14 1 15 1 16 1 17 Task 1. Finalize Project Scope 2. Initial Working Meeting 3. Conduct Facility Condition Survey 4. Energy Conservation Assessment 5. Maintenance Planning/ Programming 6. Optional Tasks -Roof Inventory -Equipment Operation EXHIBIT ° C MAN-HOURAIRFAKf OWN AND COST'111STIMAT5 BY PROJECT TASK Maintenance Management Architect/ Mechanical Electrical Data Total Specialist Roofing Engineer Engineer Entry Secretarial Man-Hrs. Total Cost Project Task Finalize Project Scope Prior to contract signing Project Management Initial Working Meeting 8 6 6 6 26 $1,560 Conduct Condition Survey -Condition Survey 16 80 80 64 240 $14,400 -Cost Estimating 20 24 16 4 64 $3,684 -Report Preparation 56 8 8 8 16 96 $5,136 -Deficiency Digitizing 20 20 $1,200 Deficiency Data Entry 8 48 56 $1,680 Optional Energy Assessment -Two -Zone HVAC Simulation 120 120 $7,200 Maintenance Planning 40 12 12 10 10 84 $4,650 Recommended Optional Tasks -Roof Inventory 32 8 4 44 $2,204 -REVS Master Cost Update 16 16 $960 -Equipment Operation 8 194 16 218 $12,456 152 178 444 104 56 50 98d:.:: Hourly Rate $60 $60 $60 $60 $25 $21 Total Labor Cost $9,120 $10,680 $26,640 $6,240 $1,400 $1,050 $53,13D Pack & Associates, Inc. City of Fort uollins Facility Condition Survey Project Team Hourly Billing Rates Current hourly billing rates for the proposed project staff are. Pack & Associates, Inc. Mr. Andre J. Pack, AICP $60/hr. Mr. Jim Cox, AIA $60/hr. Mr. Michael Gaudy, PE $60/hr. Data Entry $25/hr. Secretarial Support $21/hr. Saiyed & Associates Mr. Waqar Saiyed, PE $60/hr. Pack & Associates, Inc. City of Fart Collins Facility Condition 3.0 MAN-HOUR AND FEE PROPOSAL Our fee proposal for the tasks detailed in the Work Scope is $61,420. This total is divided among the non -optional tasks identified in the RFP, the two optional tasks requested by the city, and three optional tasks proposed by Pack & Associates, Inc. 1. Non -Optional tasks required by city in RFP 2. Alternative energy conservation analysis per task 4 3. Optional Tasks Roofing inventory/data entry/ $3,164.00 master cost update HVAC operational analysis $14.956.00 Total Fee $36,100.00 $7,200.00 $18,120.00 $61,420.00 The total fee estimate above is broken down by task below. Man-hour requirements for each task, direct project costs, and billing rates for the proposed project team staff are presented on the following pages. Task 1 -Finalize Project Scope $ No Cost Task 2 - Initial Working Meeting $1,560.00 Task 3 - Conduct Facility Condition Survey $29,515.00 Task 4 - Energy Conservation Assessment Alternative (Two -Zone Simulation) $7,200.00 Task 5 - Maintenance Planning/Programming $5,025.00 Task 6 - Additional Optional Tasks $18,120.00 Roofing Inventory/data entry/ $3,164.00 master cost update HVAC Operational Measurements $14,956.00 Total Fee $61,420.00 PROFESSIONAL SERVICES AGREEMENT THIS AGREEMENT made and entered into the day and year set forth below, by and between THE CITY OF FORT COLLINS, COLORADO, a Municipal Corporation, hereinafter referred to as the "City" and PACK & ASSOCIATES, INC., a corporation, hereinafter referred to as "Professional'. WITNESSETH: In consideration of the mutual covenants ar' 1 d, it is agreed by i and between the parties hereto as follows: 1 Y 1�1e-P 1. Scooe of Services. The Professional accordance with the scope of services attached hereto as Exhibit "A", c y �, ind incorporated herein by this reference. 2. The Work Schedule. The services to be performed pursuant to this Agreement shall be performed in accordance with the Work Schedule attached hereto as Exhibit "B", consisting of one (1) page, and incorporated herein by this reference 3. Time of Commencement and Completion of Services. The services to be performed pursuant to this Agreement shall be initiated within ten (10) days following execution of this Agreement. Services shall be completed no later than November 30, 1997. Time is of the essence. Any extensions of the time limit set forth above must be agreed upon in writing by the parties hereto. 4. Early Termination by CiN. Notwithstanding the time periods contained herein, the City may terminate this Agreement at any time without cause by providing written notice of termination to the Professional. Such notice shall be delivered at least fifteen (15) days prior to the termination date contained in said notice unless otherwise agreed in writing by the parties. PSA 7/93 1 All notices provided under this Agreement shall be effective when mailed, postage prepaid and sent to the following addresses: Professional: Andre J. Pack Pack & Associates, Inc. 2715 - 185th Ave. NE Redmond, WA 98052 City: With Copy To: Dennis Palmer Opal F. Dick, CPPO, Senior Buyer City of Fort Collins Facilities City of Fort Collins Purchasing Div. P. O. Box 580 P. O. Box 580 Fort Collins, CO 80522 Fort Collins, CO 80522 In the event of any such early termination by the City, the Professional shall be paid for services rendered prior to the date of termination, subject only to the satisfactory performance of the Professional's obligations under this Agreement. Such payment shall be the Professional's sole right and remedy for such termination. 4. Design. Project. Indemnity and Insurance Responsibility. The Professional shall be responsible for the professional quality, technical accuracy, timely completion and the coordination of all services rendered by the Professional, including but not limited to designs, plans, reports, specifications, and drawings and shall, without additional compensation, promptly remedy and correct any errors, omissions, or other deficiencies. The Professional shall indemnify, save and hold harmless the City, its officers and employees in accordance with Colorado law, from all damages whatsoever claimed by third parties against the City; and for the City's costs and reasonable attorneys fees, arising directly or indirectly out of the Professional's performance of any of the services furnished under this Agreement. The Professional shall maintain commercial general liability insurance in the amount of $500,000 combined single limits. 6. Compensation. In consideration of the services to be performed pursuant to this Agreement, the City agrees to pay Professional a fixed fee in the amount of Fifty-five Thousand One Hundred Thirty Dollars ($55,130.00) plus reimbursable direct costs. All such fees and costs shall not exceed Sixty-one Thousand Four Hundred Twenty Dollars ($61,420.00). The parties acknowledge that Saiyed & Associates are not parties to this agreement. However, the rates listed for services to be provided by the subcontract shall be the rte paid by the City to the Professional PSA 7/93 `A for these services. If the amount charged by the subcontractor exceed the rates listed in Exhibit "C: the excess amount shall not be paid or owed by the City. Monthly partial payments based upon the Professional's billings and itemized statements are permissible. The amounts of all such partial payments shall be based upon the Professional's City -verified progress in completing the services to be performed pursuant hereto and upon the City's approval of the Professional's actual reimbursable expenses. Final payment shall be made following acceptance of the work by the City. Upon final payment, all designs, plans, reports, specifications, drawings, and other services rendered by the Professional shall become the sole property of the City. 7. City Representative. The City will designate, prior to commencement of work, its project representative who shall make, within the scope of his or her authority, all necessary and proper decisions with reference to the project. All requests for contract interpretations, change orders, and other clarification or instruction shall be directed to the City Representative. 8. Project Drawings. Upon conclusion of the project and before final payment, the Professional shall provide the City with reproducible drawings of the project containing accurate information on the project as constructed. Drawings shall be of archival quality, prepared on stable mylar base material using a non -fading process to prove for long storage and high quality reproduction. 9. Monthly Report. Commencing thirty (30) days after the date of execution of this Agreement and every thirty (30) days thereafter, Professional is required to provide the City Representative with a written report of the status of the work with respect to the Scope of Services, Work Schedule, and other material information. Failure to provide any required monthly report may, at the option of the City, suspend the processing of any partial payment request. 10. Independent Contractor. The services to be performed by Professional are those of an independent contractor and not of an employee of the City of Fort Collins. The City shall not be responsible for withholding any portion of Professional's compensation hereunder for the payment PSA 7/93 3 of FICA, Workers' Compensation, other taxes or benefits or for any other purpose. 11. Personal Services. It is understood that the City enters into this Agreement based on the special abilities of the Professional and that this Agreement shall be considered as an agreement for personal services. Accordingly, the Professional shall neither assign any responsibilities nor delegate any duties arising under this Agreement without the prior written consent of the City. 13. Acceptance Not Waiver. The City's approval of drawings, designs, plans, specifications, reports, and incidental work or materials furnished hereunder shall not in any way relieve the Professional of responsibility for the quality or technical accuracy of the work. The City's approval or acceptance of, or payment for, any of the services shall not be construed to operate as a waiver of any rights or benefits provided to the City under this Agreement. 14. Defaul . Each and every term and condition hereof shall be deemed to be a material element of this Agreement. In the event either party should fail or refuse to perform according to the terms of this agreement, such party may be declared in default. 15. Remedies. In the event a party has been declared in default, such defaulting party shall be allowed a period often (10) days within which to cure said default. In the event the default remains uncorrected, the party declaring default may elect to (a) terminate the Agreement and seek damages; (b) treat the Agreement as continuing and require specific performance; or (c) avail himself of any other remedy at law or equity. If the non -defaulting party commences legal or equitable actions against the defaulting party, the defaulting party shall be liable to the non -defaulting party for the non -defaulting party's reasonable attorney fees and costs incurred because of the default. 16. Binding Effect. This writing, together with the exhibits hereto, constitutes the entire agreement between the parties and shall be binding upon said parties, their officers, employees, agents and assigns and shall inure to the benefit of the respective survivors, heirs, personal PSA 7/93 4 representatives, successors and assigns of said parties. 17. Law/Severability. The laws of the State of Colorado shall govern the construction, interpretation, execution and enforcement of this Agreement. In the event any provision of this Agreement shall be held invalid or unenforceable by any court of competent jurisdiction, such holding shall not invalidate or render unenforceable any other provision of this Agreement. ATTIS �". il "I City Clerk U APPROVED AS TO FORM: Assistant City Attorney THE OF FORT COLLINS, COLORADO By: W)" J#nes B. O'Neill II, CPPO Dire for f Purch ing &Risk Management DATE: 7 PACK & ASSOCIATE , INC. By: / /l r Title: jets; Jon 7 �:T1e77;t1�1:i e ► • : �;1�11��1 Date: (- -?a 9' 7 ATTEST: �A&t� 4� ��'-� (Corporate Seal) Corporate Secretary PSA 7/93 Pack & Associates, Inc. City of Fort Collins Facility Condition Survey EXHIBIT A 1.0 SCOPE OF WORK The work scope discussed below integrates the procedures necessary to develop the products and deliverables desired by the City of Fort Collins in a timely and cost-effective manner. Task 1 - Finalize Project Scope Following notification of selection, additional discussion will be conducted with Facility Division personnel for the purpose of refining work scope and finalizing fee negotiations. The intent of this process is to make sure the team clearly understands the goals and objectives of the city and the specific outputs desired. This is especially important in case there may be conflicting or unclear objectives, or lack of agreement, within the client's organization. A meeting at this stage will often resolve outstanding issues. This meeting will also focus on: o An assessment of the current status of maintenance data in the Facility Division's manual and automated files. o An assessment of the availability of single -line floor plan, electrical, and mechanical system diagrams for each facility. o Discussion of any perceived impediments to necessary data collection. o Identification of client's support staff who will be key resources for this project. o A discussion of resource support required from Facility Division staff. o Finalizing project schedule, milestones, and deliverables. Following this meeting, the work scope will be modified as necessary based on input generated during this meeting. The revised work scope will be resubmitted and fee negotiations finalized. The final work scope will serve as a key project management tool for project execution. Task 2 - Initial Working Meeting Once negotiations have been completed and an agreement signed, an initial working meeting will be scheduled with the key maintenance staff prior to initiating the condition assessment process. This meeting should be attended by key Facility Division maintenance management and staff personnel who will provide support to the project and have a role in the decision -making process. The purpose of this meeting will be to: o Introduce key members of the project team and discuss the work scope, focusing on those elements that will require staff interaction. o Discuss specific assistance to be required. o Discuss specific data needs, identify sources and locations, and agree on a protocol for data acquisition. o Discuss data management protocols and the existing status of maintenance data and AUTOCAD floor plan data. o Discuss data formats and outputs. Pack & Associates, Inc. City of Fort Collins Facility Condition Survey EXHIBIT A Pack & Associates, Inc. will provide an overview of its facility condition data management system, including the use of the field survey form, our deficiency scoring/prioritizing methodology, data entry procedures, and standard detail and summary reports. The second part of this meeting will be dedicated to discussing each of the facilities to be surveyed in some depth with key maintenance staff in order to focus on key identified or perceived problems in structural, roofing, site, mechanical, fire protection, electrical, and energy control systems. The purpose of this discussion is to develop a baseline of understanding of these facilities and provide a focus for our project team for the assessment process. This includes: o Determining the level of detail of the assessment. o Determining how impending maintenance/repair projects that have already been approved for funding will be handled and integrated. o Agreeing on the focus relative to maintenance vs repair vs replacement requirements. o Agreeing on what is meant by deferrable vs non -deferrable actions. Task 3 - Conduct Facility Condition Survey The facility condition survey will be conducted by a multi -discipline team of professionals with extensive experience in identifying and documenting maintenance, repair, replacement, and renovation requirements for a wide variety of public facilities. This team will be comprised of architects, mechanical, and electrical engineers, and maintenance management specialists. The survey focus elements identified by the city in Part IV, Al of its RFP (page 3) are routinely grouped by PACK & Associates, Inc. for purposes of survey focus into eight key systems: 1) Structural 2) Finish 3) HVAC 4) Plumbing 5) Roof 6) Electrical 7) Utilities 8) Fire/Security In addition any suspected environmental and/or asbestos hazards can be identified and appropriately documented. Maintenance/Repair Standards Data collection is only one element of the survey process. The most important aspect of the process is a trained surveyor combined with a proven system of focus for the assessment process to insure consistency in focus, deficiency identification, and deficiency recording. Pack & Associates, Inc. has developed a set of repair and maintenance standards for use by our survey team personnel as a reference baseline and as a tool to identify minimum acceptable standards for building system condition. A sample standard is provided on the following page. In addition to the standards Pack & Associates, Inc. has also developed a well-defined set of condition assessment guidelines to assist survey personnel in the conduct of the actual survey. A sample guideline is provided on the page following the sample standard. Pack & Associates, Inc. City of Fort Collins Facility Condition Survey EXHIBIT A The maintenance/repair standards and the condition assessment guidelines are used to insure a high degree of consistency in deficiency identification and recording among a multi -person survey team, especially when more than one member of the team has responsibility for the same building system. All survey team personnel are trained in the use of this system, but more importantly, have extensive experience working together and are experts in this type of work. PACK & ASSOCIATES, INC. HAS BEEN UNDER CONTRACT BY THE U.S. NAVY SINCE 1989 TO PROVIDE TRAINING IN THE CONDUCT OF FACILITY CONDITION ASSESSMENTS TO NAVY FACILITY MAINTENANCE MANAGEMENT PERSONNEL. Field Data Collection Facility condition data collection is accomplished using a pre-printed form with a specific format which, we believe, will meet the condition data recording requirements desired by the city. A copy of our field form, which can be customized to meet specific client needs, is presented on the following page. A description of each of the form's data fields is provided in the Appendix of the Technical Proposal. During the survey team members will interact with maintenance personnel to clarify questions, obtain input as to equipment operating and maintenance histories, and discuss suspected non - observable problems with hidden systems and/or components. Upon conclusion of the field survey a formal debriefing will be held with Facility Division staff to present key findings of the survey process, provide an overview of overall condition, discuss any significant problems which should be immediately addressed, and answer any final questions. Budget -level cost estimates are prepared for each identified deficiency that reflect estimated labor and material costs as well as contractor mark-ups typical in a given geographical location. These estimates may also include add-ons for agency overhead and administration. Deficiency locations are noted on single -line floor plan drawings where these are available to provide a graphical data record. Deficiency Prioritizing To assist in the process of developing programming recommendations for capital repair funding each documented deficiency receives a score which reflects its relative severity or priority compared to other deficiencies in the same building system. The scoring system is designed to maximize the objectivity of the surveyor while maintaining a high level of consistency in application among different surveyors. An overview of the deficiency scoring methodology is presented in the Appendix of the Technical Proposal. Data Management All field data is reviewed for completeness, accuracy, and consistency prior to data entry into Pack & Associates, Inc.'s condition survey data management system. This DBMS has been developed by our firm specifically to manage and analyze facility condition survey data. The system has been developed in an MS Access compatible version to provide compatibility with a wide range of client DBMS capabilities. A variety of standardized detail and summary reports are available from the system to provide a basis for long-range maintenance and capital repair planning and programming. The system has a series of QA checks for data entry. These include the inability to proceed from certain fields if no data is entered, character versus numeric data exclusivity checks, range error checks, and the use of key word parameters in character fields. Sample report outputs are provided s part of a sample facility condition report presented in the Appendix to this submittal.