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CC Resolution 13201 - Accepting the Facility Condition Assessment Report and Its Findings - Gordian Group RESOLUTION NO. 13201 A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF CAMPBELL ACCEPTING THE FACILITY CONDITION ASSESSMENT REPORT, AND ITS FINDINGS, AS PREPARED BY THE GORDIAN GROUP (GORDIAN) WHEREAS, the Public Works Department Maintenance Division is responsible for maintaining over 450,000 square feet of office, recreational, and parking areas across thirty-six City-owned buildings and structures — many of which are older and require increasingly frequent and costly repairs; and WHEREAS, one of the Department's Council-approved workplan items for FY23 included the preparation of a citywide facilities condition assessment to identify deferred maintenance issues and address them in future Capital Improvement Plans (CIP); and WHEREAS, per that workplan, staff began researching firms that were qualified to perform an inventory and conditional assessment of the City's buildings and structures, later identifying the Gordian Group (Gordian) as a potential firm based on their recent assessment of other City-owned buildings (the two Fire Stations) and partnership with the City's co-op firm, Sourcewell; and WHEREAS, on December 6, 2022, the City Council adopted Resolution No. 12922, approving an agreement with Gordian to conduct an inventory and condition assessment of all City-owned buildings and structures, with staff to present those findings to the City Council at a later date; and WHEREAS, after inspections were completed in December 2023, Gordian analyzed the results and presented their findings in a draft report for staff's review, which was later finalized in May 2024; and WHEREAS, the goal of the Facility Condition Assessment (FCA) was to develop a comprehensive strategy that identified the deferred maintenance, regulatory requirements, and capital improvement needs of the City's buildings and related assets; and WHEREAS, Gordian's inspectors evaluated the existing conditions of each facility and its identified systems, providing project-based scoping, recommendations, and photographic documentation for each system category; and WHEREAS, data was then analyzed using the Facility Condition Index (FCI) model, which generates an FCI value to determine the overall conditions for that building or asset; and WHEREAS, Gordian assessed a total of thirty-six buildings and structures, covering 446,904 square feet of office and recreational space and two parking structures, with an estimated value of approximately $228.8 million; and WHEREAS, the City received an overall FCI score of 0.20, which is rated as 'Good,' while the City's projected five-year cost to address the identified deficiencies is approximately $45.7 million; and WHEREAS, Gordian prepared several priority-based lists to highlight the City's most critical deficiencies, offering different approaches and implementation strategies for staff to consider when planning for future project needs; and WHEREAS, staff is recommending that the City Council accept the FCA report and its findings, as prepared by Gordian, to facilitate staffs prioritization of projects in its CIP, implementation of budget allocations and/or adjustments over future fiscal years, and explore other potential grant opportunities available to the City. NOW, THEREFORE, BE IT RESOLVED, that the City Council of the City of Campbell hereby accepts the Facility Condition Assessment report, and its findings, as prepared by the Gordian Group. PASSED AND ADOPTED this 20th day of August, 2024, by the following roll call vote: AYES: Councilmembers: Bybee, Furtado, Scozzola, Lopez, Landry NOES: Councilmembers: None ABSENT: Councilmembers: None APPROVED: Susan M. Landry, ayor ATTEST: Ai& Andrea Sanders ity Clerk • 'l C�Y:t ,4 8 I4' 0 trAZ R D IAN® ....1. .-: 'yam 1� G s...a...•<�...sn<..:».,.-a;,<,... ...?.'.,:.. : s.,. ...z�. :....:�.". x.Of e., " . s'5^;'4.:.Càr1iji;bEIt _..,-. ,.:.. ,.. -. ..<..3.+..,....»:_::.:.;,»�;'.a�,>...c..,.....aXt..,ans.-c..,.?:<a,.ss..».s°`<:'..-„§.-.'*.,-t?..>-n.....:::.s.a.:,'"d,x'"`,,.Y..� �': ,a>x;'?.a:'"1...•,,.",cx;.,i.''.3.rv".s°a°.&'.,m..,.ry:'.....,Y-z."�'t'-gi.'!�;,.s".;a:L;.�' �.' ,�;�:.�.•w.>'t<. zr . .§,,x;g <x!..1 a;: ">' `p:n,1^.:.�:kP,R�=a:`::�Ra z:k:<F, .i� >..a,,�"._T:a. .,a ��. 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Goals of the Assessment The overall goal of the Facility Condition Assessment (FCA) is to develop a coherent strategy to address deferred maintenance, regulatory, and capital improvement facility needs. In support of the City of Campbell, the FCA has provided the following: • Assess existing City buildings • Define itemized scopes for capital projects • Quantify budgetary needs • Create building-specific life-cycle data sets • Facilitate Project Prioritization O 2024 Gordian.All Rights Reserved. 1 , , SC41f e of if ,,:or, , Goals of the Assessment —Answering Key Questions „ ..., ;;...tv .. .1,; '- ..;;,..„,„„k; ,,, ,„,/„A." IV'4.07-4",': . ,. . , ' ----- --7--.---'-'----; 7,--- ---' ; .. FACILITY CONDITION INDEX 4FCE 4,,.7 '''' ' A 471' '. A..d.,,Y,'.'4.-d n'.. ,,.'4,0 k I+ I 'I 111 ' , II JIM ill l' ini 4 4' I" ,',•&.1 ,Ilir1' `:.1-1- ,. `; 11 -'' 1 1.h ,' ':: [11191111 i,i ,..." i I . .Ill t:.,,,,: /IL ,t4t-e ,-1-(1,;%--',4- 4 1 11i 'Ir‘. ''' '' What Do We Own? *,.. What Are The Needs? At How Much? What Is First? ... . . .,. . . . . What facilities assets . 'What condition are ' . How much funding: How de we rank are in the portfolio? our facilities . do we need to which projects are assets in? . echieveJhe, most important? What role do our ' organization s facilities play in ' Do they support our strategic goals? . meeting our strategic : .strategic business , business 'objectives? , objectives? . .,, ......_....3\ 1.0 t 0.2"-frifit-,,2076fijyi .,.. '',-ifilitiZAid:99/Piiiiatihitititifitkti; Jif';';; ----'- -, ,e ..._ .. ... .-. '' ' 111111.111111111111©2024 Gordian.All Rights Reserved. 44 .0 • Key Definitions — Systems Systems are a collection of facility related items within a particular asset that serves a purpose. Systems are designated lifetimes and unit cost values within the database. Architectural Mechanical Electrical • Structure • Elevators • Service • Roofs • Plumbing Fixtures • Lighting • Doors • Piping • Communication • Interior Finishes • HVAC • Fire Alarm • Casework • Fire Protection • Emergency Power t.....,,'N.T.PWIliptie; OA„ta. '•=21 641.' ' 1 ''''''::1:;E' -rjr_ , ' lel iciiip , :„..;7 4 lk I, „---'` 14 •F-, ; .., .7 ul-i.5. , r,- ,:‘ .1.7t.,,,:abt. ..,..„, ‘ ; ',_1:;_--*.' `' : 0 2024 Gordian.All Rights Reserved. Sc. pe of . ; Key Definitions — Facility Condition Index (FCI) A FaciiityConditiora Index(FBI)is t he ratio of the " e 3_ . Needs(Requirements)due within 5 years, divided by ° . the Asset's calculated replacement value(CRV),and 43- 5-Year Requirement&Renewal Costs I expressed as.a percentage or decimal fraction of one. 1 , = ffi Asset Current Replacement Value(CRV) , , FCI is an indicator of condition and•can be used to °q ' '" i i,� -;, benchmark condition along consistent, industry ro F A ,.. v� 4 , I �C standards. Based on International Facility Managers ( =- ---. > ` Association (IFMA)definitions ' ', c 10%# �� , . % 20 % '°I ' �2�1% 40% $ 41=%`— 60% L. . > 60% R to 7:� .. , ° s Qa ellen°t �e a Good ° t If '� .Poor ° •° Deficient The louver an Asset's FCI value, the better the building's overall condition is assumed to be. O 2024 Gordian.All Rights Reserved. Ex!. cutive Su mary What Do We Own - Overview . a POOP } $ 0 • O. - � x • • POOP •POOP. POOP h lela OWID . ••DO •••••• POGO • it iiii iii� 0 g. 4 e i ,°off a :A— ''1: a 4 p VALUE ° '' YEAR I EEDS s'* SsSESSE;Q s.4`4, � � CONDITION (FCC,) R�4.e ,� tea• <x„ ¢ ,ate . gff `>., . , 36 Buildings 9 $228.8m A �4S.7 t, m° �a. a . c •- 3 i `.'-','$':17:4(41,110r.'Vwk,w,cwc)'"'f,.."',R4 --'-'''.X -;';'- ' . -". ....,- tci;r1,..- : -,,e-,- ",„.-.!....1:,...-: ,"2,1,,,..;.-.--,-; ...,,.-i: ", . -,e1 ,,.: . .,,,, - , , .. ..__e. ;,,.._._ . . � #e � tin a: s a + R s i �„` . __ __e a` 8 ;>.. aS r s .' .1 =_.te <__ _..�. .... = ©2024 Gordian.All Rights Reserved. 1 of 12 What Do We Own — Top 10 Buildings with the Highest FCIs . g# �, BUildi_ .. am Siie sf �, SiR 0�` u x n � �,� j ..0 �. ar; nst�uct <..._.4 . ..g :�� ba -.r § , n Corporation Yard Administration Building 2,100 $2,311,123 1965 $1,101 $1,734,520 0.75 Community Center-Building J 5,140 $4,863,768 1950 $946 $2,108,903 0.43 Community Center-Building L 5,636 $4,201,640 1950 $746 $1,816,810 0.43 John D. Morgan Park Building 3,200 $1,992,897 1980 $623 $823,447 0.41 Community Center-Building K 5,636 $4,498,619 1950 $798 $1,837,350 0.41 Community Center-Building H 12,600 $6,673,179 1950 $530 $2,712,792 0.41 Community Center- Building D 5,878 $5,007,978 1950 $852 $1,815,650 0,36 Community Center-Building E 6,816 $6,192,568 1950 $909 $2,216,113 Community Center-Building C 5,200 $4,995,830 1950 $961 $1,541,746 0.3' Community Center Building N/Pool 13,600 $11,369,556 1950 $836 $3,455,913 0.313 Building/Aux. Gym O 2024 Gordian.All Rights Reserved. 2 of 12 What Are The Needs — Overall Top 10 Needs Sorted by Priority then Estimated Cost Asset Name f RequirementCategory Prime SystemPriority •i SystemGroup . Estimated Cost ' 1%2 _ _ � a ,7 • Community Center— Modified Bitumen Renewal Lifecycle B3010-Roof Coverings 1-Due within 1 Year Exterior Enclosure $398,707 Building M Community Center— Building C Modified Bitumen Renewal Lifecycle B3010-Roof Coverings 1-Due within 1 Year Exterior Enclosure $303,108 Community Center— Building D Built-Up Roofing w/Coating Renewal Lifecycle B3010-Roof Coverings 1-Due within 1 Year Exterior Enclosure $210,555 Community Center— Building E Built-Up Roofing w/Coating Renewal Lifecycle B3010-Roof Coverings 1-Due within 1 Year Exterior Enclosure $157,916 Community Center— Exterior Coatings-Painted Finish Building P/Main Gym Renewal Lifecycle B2010-Exterior Walls 1-Due within 1 Year Exterior Enclosure $127,040 City Hall Terra Cotta and Clay Tile Roofing Lifecycle B3010-Roof Coverings 1-Due within 1 Year Exterior Enclosure $125 618 Renewal ' Community Center— Plaster Soffit System Renewal Lifecycle B2016-Exterior Soffits 1-Due within 1 Year Exterior Enclosure $122,237 Building E Community Center— Built-UpRoofingwith Gravel Renewal Lifecycle B3010-Roof Coverings 1-Due within 1 Year Exterior Enclosure Building E Y g $116,066 Community Center— Building C Built-Up Roofing w/Coating Renewal Lifecycle B3010-Roof Coverings 1-Due within 1 Year Exterior Enclosure $93,580 Community Center— Solar Panel Equipment-HW System- D2090-Other Plumbing Building N/Pool Panels and Pumps-Broken Panels Energy Systems 1-Due within 1 Year Plumbing System $84,120 Building/Aux.Gym 0 2024 Gordian.All Rights Reserved. 5 of 12 i: k eutiveSummary What Are The Needs - Sorted by System Group $19.9m $20.0m Requirement Priority $is.orn - Due within 1 Year of Inspection $16.0m 02-Due within 2 Years of Inspection 43.3-Due within 5 Years of Inspection $1.4.Om 04-Not Time Based $12.0rn `7.42;tf $10.0m ---- $8.3m $80m ----- .°.°3 V,V- . $72m :,--1---, °% :''c '!-• - $6.0m cz-.,_„ . $3.7m $4.0m ft5'_ ! ,. -., . ....,,-.-.T. , ,. $2.9m .71-. $2.3m $1.6m $2.0rn . , ,,r, W. • ,.`? ..,.5.: $0.3m $0.2m >$0.1m $0.0m -- ',, -' Exterior Enclosure Interior Electrical System HVAC System Plumbing System Furnishings Fire Protection Site Structure System not Linked Construction and Conveyance CI 2024 Gordian.All Rights Reserved. 6 of 12 Ex - cutive ar How Much Will It Cost — 20 Year Funding Scenarios "How much total funding is needed for repairs and renewals in each fiscal year for the assets surveyed?" A. en Funding to Impact of Funding to MAINTAIN CONSISTENTLY FUNDING IMPROVE the Current FCI of 2.0% annually of the total Good or 20% (0.20) CRV over the next 20 years the FCI to Excellent or over the next 20 years 10/ (0.10) over the next 10 years and maintain the following 10 years Note: The costs for system renewals is in today's dollars(no annual inflation rate applied over the model period) 0 2024 Gordian.All Rights Reserved. 7 of 12 Ex i U sary How Much Will It Cost — 20 Year Funding Scenarios odel w= : _ EdingFCIg tting FCI �� n, Sar . .gb =M Average Ann al Funin Funding � .y Maintain FCI $7.2m per Yeay 20(0.20)1 Good 20% (0.20) Goo 3 x e.: ,a 4 Funding 2.0% of CRV $4.6m.pr Year ; , 20% (0.20)=Good 46% (0.46) -.Poor Funding:to Improve CI' I �, $ 3m. r:Year 20 0.20 Good ' s10%e 0.10 Excellent kk �� ` .m._ .a...N,....__ .,.s-_<._...>....,.e.v.�a.:.s�..�..°..__,. t...,c ,_.»,��.E: .. .:—,.,';:...,..°......:.....e. ;:.-.a.,..:.3 L.. �_... 0 2024 Gordian.All Rights Reserved. 8 of 12 �� ° /� �=��00V�� MQainiar�� ° What ��|^J �&� K�� '�� _ �� u'�� '�� a �� "+ �+��t��- _ _ _ _ First ' '-- Requirements- using Budget- _ -_- _-Strategy ° Items that are known tobe critical in nature and cannot be ^ ^eq««cmcmsrvr Roofs,nv*C equipment and Fire Protection and ! deferred Emergency Electrical Systems � Must Do � | ^ Requirements for Repair and Regulatory requirements Know expenditures ' (such as Code,ADA and Life Safety) ! , ^ Items u,be actively monitored for drops in performance but will , be allowed to continue operation without full renewal . Requirements for Structure,Doors,Partitions,and Distribution systems for - Plumbing,HVAC and Electrical Distribution ^ Keep a reserve:plan,parts,money / ^ Items that are embedded within other building systems,mo that it , / makes sense tudo the work in combination with a|umor i | Hold for eK8a��r ozmprehen�ve general renovation larger, � Requirementsfor|�er�rRoo�CeiUnQand WaURnbhesand Renovation '' - - - '� -- -—'' -^' '-�-'-� Casework,Plumbing Fixtures and Lighting r Build upa fund oxe time � . / ^ Items which require a program m service decision,before a Requires Program strategic decision can be made.The objective bm avoid renewing a Decision/ �y�emsnow,which might not suit its use in the near futu re. ^ Requirements for specific buildings Financing ^ Solicit funding from program/service source City of Ca pelf 1 i h • rOv nt Y ro j cts Recently Completed Projects Include: • HVAC Improvements at City Hall and Community Center • Gas Line Replacement Project — Community Center • Transformer Replacement — Community Center Projects In Progress: • Service Yard Modular Building Replacement • Roofing Projects — Community Center and Sunnyoaks Fire Station A of calf S c 1 , o 1.: 0 a � iA 4 °RCIIAA�• City o Ca -.E p • ell ® sating @ prov :: ^ant :.projects Current Fiscal Year Projects: • Roofing Projects - Community Center • John D. Morgan Park - Restroom Replacement • Begin E-Wing Redesign — Community Center Future Year Projects: • Lighting Retrofit Project - Orchard City Banquet Hall • Roofing Projects — Community Center and City Hall 0.c o ;'lr` 0 • `�� °nrunno