FACILITY CONDITION ASSESSMENT

One of the many services MMA provides is a facility condition assessment. Facility condition assessment is an analysis of the condition of a facility in terms of age, design, construction methods, and materials. MMA performs a full building survey and compiles a detailed report of the building condition, highlighting maintenance issues and assessing the condition for all building components. Fees and report timeframe may vary depending on building size, complexity, or number of buildings. 

The first step towards any school renovation, addition, or replacement project is gaining an understanding of the current building condition. The survey can be conducted for one building, an entire school campus, and anywhere in between. At a typical base fee of $4,000 per building (final fee may vary based on size, complexity, and number of buildings), we perform a full on-site survey, interview key maintenance staff, and review any building drawings or maintenance records to get a solid understanding of each building. We present our findings and recommendations in a report to help give you the information and tools you need to make informed decisions about your facilities. There are a few industry-specific terms and concepts to learn in order to get the most from this report, which are defined on the next page.

CURRENT REPLACEMENT VALUE

Approximate dollar amount necessary to replace a facility with a new facility of equivalent size and function, constructed to meet current standards, codes, and regulations. This is typically calculated using industry standard cost per square foot values adjusted for geographical region.

DEFERRED MAINTENANCE BACKLOG (DMB)

The DMB is a dollar amount totaling all the maintenance, repairs, upgrades, and component replacement deemed necessary from the facilities assessment for a period of time (one year or five years). This value does not include projected elective improvements or additions.

ANNUAL COST TO MAINTAIN

Approximate dollar amount necessary to replace a facility with a new facility of equivalent size and function, constructed to meet current standards, codes, and regulations. This is typically calculated using industry standard cost per square foot values adjusted for geographical region.

DEFERRED MAINTENANCE BACKLOG EXCESS (DMB EXCESS)

DMB Excess represents the amount necessary to reduce the building’s FCI
down to 5%, therefore in “Good” condition. For buildings with an FCI under
5%, the DMB Excess is $0. This is often a more realistic and practical financial
target than seeking to reduce FCI down to 0%.

ACCESSIBILITY RATING

Approximate dollar amount necessary to replace a facility with a new facility of equivalent size and function, constructed to meet current standards, codes and regulations. This is typically calculated using industry standard cost per square foot values adjusted for geographical region.

0 / 10 = Not accessible at all 1-5 / 10 = Accessibility efforts made but are lacking or not compliant 6-9 / 10 = Some accessibility provided, but is not ideal 10 / 10 = Full accessibility provided

FACILITY CONDITION INDEX (FCI)

Expresses the relative condition of a facility as a ratio of the cost to fix deficiencies compared to the cost of replacing the facility. The higher the value, the poorer the building condition.

EXECUTIVE SUMMARY

Each Facility Condition Assessment report will include an Executive Summary outlining the key findings for the building or group of buildings, as well as identifying patterns discovered in the surveys. Particular attention is made to the differences in findings over the immediate, one year, five year, and long term issues and problems.

This Facility Condition Assessment is intended to identify both broad-stroke and specific deficiencies present in each building, providing the school district a clear picture of their facility budgetary forecast. This tool can help districts identify any shortfalls in annual maintenance funding, determine capital improvement needs, and prioritize items of concern throughout the district.

METHODOLOGY

To generate a Facility Condition Assessment, a team led by one of our Senior
Architects will perform a full survey on site at each building selected, ideally
with the knowledgable maintenance staff or facilities director to provide
additional insight into the building’s history and performance issues. We
will review any existing construction drawings, renovation drawings, or
maintenance records made available.


Using nationally accepted techniques and industry standards, the buildings
are separated into distinct building components. Each component is assigned
a percentage of the building Current Replacement Value (CRV), such that the
sum of the components equaled the full replacement value. Depending on the
nature and severity of deficiencies in each category, the dollar value of the
Deferred Maintenance is calculated.

SAMPLE SCHOOL DISTRICT

Photo 1: Roof insulation has been cut away by maintenance staff in several places because the roof didn’t drain properly. Roof is 30 years old and out of warranty. Recommend full roof replacement.
Photo 2: Top of brick parapet coping above main entry is falling outward, causing safety hazard. Water infiltration is occurring and damaging ceiling below. Recommend replacement of brick parapet at this location.
Photo 3: Window system in poor condition. Some polycarbonate panes in windows are set loosely or have missing or damaged gaskets. Screws and brackets are all rusting. Window system in need of full replacement.

Photo 4: Structural failure of exterior northeast exit stair causing tripping
hazard. Railings and stairs do not meet new code or ADA requirements.
Recommend replacement of exit stair and railings.

• Built up roof in poor condition and in need of replacement. Does not pitch to drains.
• Single glazed aluminum windows in poor condition. Full replacement needed.
• Selective repointing and brick stitching needed at exterior brick wall of 1960 building.
• Storefront at main entry in good condition. Sealant needs replacing.
• Suspected asbestos floor tile in 1960 building has become brittle and is failing.
• Water leakage and wall damage above exterior doors at all three side exit locations.
• Granite side entry stairs and stoop are failing. Treads are sinking in dangerously.
• Effluorescence at brick parapets indicative of water infiltration. New coping stones needed.
• No wheelchair access to auditorium stage. Incline lift recommended.
• Recently installed rooftop air handling units with new DDC controls in good condition.
• Room signage is not fully accessible – does not have braille and is mounted too high.

SUPPORTING DOCUMENT

Each Facility Condition Assessment report includes all the survey notes and backup documentation used to determine the final conclusions presented in a summary format at the first section of the report. Several pages of photographs are provided with captions to illustrate key findings. 

Attached here is the supporting documentation for a fictional example project, 
Washington Elementary School, which correlates to the previous pages to give a sense of interconnectivity running throughout the report.
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THOMAS P. MCHUGH

Principal

RA, AIA, NCARB

During his tenure at the New Jersey Institute of Technology and after earning his Bachelor of Architecture, Tom has spent close to Thirty Years in planning, design, construction and contract administration for a wide range of large and small-scale projects. He joined the company in early 1997 and as one of MMA’s Principals, he has been responsible for overseeing the growth and success of the educational design studio for the last two decades. His responsibilities include contract generation, establishing budgets for hard and soft costs, design consultant coordination, and overseeing construction administration and project close-out. Tom attributes his success to his attention to detail, and his ability to work effectively with all stakeholders.