Total cost of ownership district guidelines (revised)

11. RECOMMENDATION TO ESTABLISH AN IN-HOUSE TCO TASK FORCE TO IMPLEMENT A FACILITIES CONDITION ASSESSMENT (FCA)

Note: The District is currently engaged with the Community College League of California (CCLC) to conduct an updated FCA in August 2016.

Upon receipt of the CCLC FCA recommendations, the District Facilities Committee (DFC) should consider establishing an in-house Task Force to implement the new Facilities Condition Assessment (FCA) beginning in Fall 2016 semester. This DFC Task Force will:

a. Define the Level of Service (APPA definition) that we are striving to achieve throughout the District.

b. Develop a clear (and ongoing) funding vehicle to address the evolving District Maintenance backlog.

c. With the funds provided, develop a Facilities’ implementation schedule and identify the resources (both human and monetary) to ensure the greatest ROI (Return on Investment).

d. Accountability should reflect the District’s priorities and ongoing commitment to the TCO.

e. TCO information should be broadly distributed to the District and the Colleges.

12. EVALUATION OF TCO GUIDELINES

The District Facilities Committee (DFC) will be responsible for evaluating the TCO Guidelines and presenting recommendations for revision to the PBC each semester. The first round of evaluation will be scheduled for DFC in January 2017.

13. APPENDIX

I. Equipment & Building Standards

II. Grounds Standards

III. Custodial Standards

IV. Proposed FCA Task Force Responsibilities, August 2016, Dr. Sadiq, B. Ikharo, Vice Chancellor

V. PCCD Task Force Facilities and Equipment Condition Assessment (FCA), Dr. Sadiq B. Ikharo, Vice Chancellor of General Services, August 4, 2016

VI. FCI Assessment Report, by College

VII. Roofing Replacement Information (COA, Laney & Merritt)

VIII. IT Total Cost of Ownership Standards (Draft)

Appendix I

Equipment and Building Standards

Source: AAPA Standards

LEVEL 1: Showpiece Facility

LEVEL 2: Comprehensive Stewardship

LEVEL 3: Managed Care

LEVEL 4: Reactive Management

LEVEL 5: Crisis Response

LEVEL 1--- Showpiece Facility

LEVEL 2 – Comprehensive Stewardship Criteria

• 
  Maintenance activities appear organized, with direction.
  
• 
  Equipment and building components are usually functional and in operating condition.
  
• 
  Service and maintenance calls are responded to in a timely manner.
  
• 
  All regulatory submittals and requirements meet submission dates.
  
• 
  Building and equipment are regularly upgraded, keeping them current with modern standards and usage.
  

LEVEL 3 – Managed Care Criteria

• 
  Maintenance activities appear to be somewhat organized.
  
• 
  Equipment and building components are mostly functional, but suffer occasional breakdowns.
  
• 
  Service and maintenance call response times are variable and sporadic without apparent cause.
  
• 
  Regulatory submittals and requirements typically meet submission dates with some occasional short delays.
  
• 
  Buildings and equipment are periodically updated to current standards and use, but not enough to control the effects of normal usage and deterioration.
  

LEVEL 4 – Reactive Management Criteria

• 
  Appears somewhat chaotic and are people dependent.
  
• 
  Frequently broken and inoperative.
  
• 
  Typically not responded to in a timely manner.
  
• 
  Largest operational impact meets submission dates, less impact typically late.
  
• 
  Usage deterioration unabated and inadequate to meet present use needs.
  

Appendix II
Grounds Standards



Source:: APPA Standards

LEVEL 1: Well-manicured landscape

LEVEL 2: High level of maintenance

LEVEL 3: Moderate level of maintenance

LEVEL 4: Moderately low level of maintenance

LEVEL 5: Minimum level maintenance

LEVEL 6: Natural area (non-developed

• 
  High level of maintenance: e.g., well developed and maintained public areas.
  
• 
  Moderate level maintenance. Locations have moderate to low levels of development or visitation and cannot afford high level of maintenance due to budget restrictions.
  
• 
  Moderately low-level maintenance. Locations affected by budget restrictions and cannot afford moderate-level maintenance.
  
• 
  Minimum level maintenance. Associated with locations suffering from severe budget restrictions.
  

Grounds – Level Factors

• 
  Turf Care
  
• 
  Fertilizer
  
• 
  Irrigation
  
• 
  Litter Control
  
• 
  Pruning
  
• 
  Disease and Insect Control
  
• 
  Surfaces
  
• 
  Repairs
  
• 
  Inspections
  
• 
  Floral Plantings
  

Appendix III

Custodial Standards

Source: APPA Standards

LEVEL 1: Orderly Spotlessness

LEVEL 2: Ordinary Tidiness

LEVEL 3: Casual Inattention

LEVEL 4: Moderate Dinginess

LEVEL 5: Serious Neglect

Level 1: Hospital Environment Standard):

Show quality—General impression of “orderly spotlessness,” the norm for hospital environments.

Level 2: Ordinary Tidiness

• 
  Floors and base moldings shine and/or are bright and clean. There is no buildup in corners along walls, but there can be up to two days’ worth of dust, dirt, stains, or streaks.
  
• 
  All vertical and horizontal surfaces are clean, but marks, dust, smudges, and fingerprints are noticeable upon close observation.