Tenant Improvement Overview by 78HKc7

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									       Coconino County
     Facilities Master Plan
Board of Supervisors Status Report




           August 14th, 2007
AGENDA – AUGUST 14th, 2007 MEETING

  Facilities Planning Process
  Review Mission, Goals, & Guiding Principles
  Questionnaire Results
  FMS Perceptions
  Value of Facility Assets
  Functional Categories
  GSF Space Targets
  County Growth
  GSF Utilization (2007 & 2017)
  Drive Times
  Next Step – Phase II
FPAT PARTICIPANTS

 •   Mike Townsend, Deputy County Manager
 •   Larry Dannenfeldt, Deputy County Manager
 •   Sue Brown, Administrative Senior Manager-Facilities
 •   Klara Fabry, Public Works Director
 •   Scott Richardson, Purchasing Manager
 •   Mike Oxtoby, Senior Manager-Health Education and Promotion
 •   Gary Krcmarik, Court Administrator
 •   Bill Towler, Community Development Director
 •   Jody Gilbert, Facilities Director
 •   Kathy Jenkins, HR Interim Director
 •   Bill Pribil, Sheriff
 •   Jim Driscoll, Chief Deputy-Sheriff’s Office
 •   Todd Graeff, Parks and Recreation Director
FACILITIES PLANNING PROCESS
           Phase I                                    Phase II                         Phase III

Develop Planning Process
and Building Assessments
 •Department Meetings
 •Personnel Interviews
 •Electronic Questionnaire
 •Building Assessments               Prioritize Issues




                                                     Workshops
                                       Workshops
                                                                 Explore           Action   Future
 Developmental Tools                                                                        Vision
                                                                 Alternatives       Plan
  •GSF/Person target
  •Planning formulas & ratios
  •Drive times

                                    Develop Strategies


 Coconino County
 Planning Principles
    •Mission & Goals
    •Guiding Principles                            Current Status
    •Priority Evaluation Matrix


     May/June 2007                July/August 2007               Sept./Oct. 2007    November 2007
FACILITIES MASTER PLAN MISSION AND GOALS


 Mission:
      “Provide Coconino County citizens and staff with facilities that promote the
      delivery of quality services.”

 Goals:

 1.   Align facility improvements and investments with:
            •   County’s future development and growth
            •   Critical needs
            •   Funding strategies
            •   Environmental responsibility
 2.   Annually track Master Plan progress, criteria, and implementation. Update
      and report as needed. (a “Communication Strategy” to keep citizens and
      employees informed in an ongoing fashion shall be required)
GUIDING PRINCIPLES – DECISION DRIVERS


 1. Image/Cultural Relevance/ Perception/
    Harmonious with natural & built environment
 2. Location/Adjacency
 3. Adaptability/Flexibility/Accessibility
 4. Operational Efficiency for Internal Customer
 5. Operational Efficiency for External Customer
 6. Economics
 7. Sustainability
EVALUATION MATRIX

                                             Importance
             Guiding Principles                                     Scenario Ranking
                                              Weighting
                                                          #1   #2         #3           #4   #5
Operation Efficiency For External Customer
Operation Efficiency For Internal Customer
Customer Service
Location/Adjacency
Image/Perception
Adaptablility/Flex
Economics
Sustainability

Total Score                                     0%
Scenario Preference




  Economic Evaluation Assumptions
   10 year evaluation window
   Current operating costs
   7 % Escalation rate for 3 years; 4 % after that for all future costs
QUESTIONNAIRE RESULTS

Top four factors that could cause an increase or decrease
in Coconino County department sizes

 •    Additional mandated programs (funded or unfunded)
 •    Increase in crime rate
 •    Technology advances
 •    In-sourcing of department functions
                       QUESTIONNAIRE RESULTS
                                                Factors That Could Increase or Decrease Support Space

                       100.00%




                       75.00%
                                                                               66.67%
Percentage of Depts.




                                                           57.58%


                       50.00%

                                                                                                    36.36%

                                                                                                                         30.30%

                       25.00%
                                                                                                                                        15.15%



                                        3.03%

                        0.00%
                                 Decrease in Physical Additional Physical Additional Work Areas Media & Technology    Electronic Data    other
                                    File Storage         File Storage     (Non FTE Employees)                        Storage Systems
                         QUESTIONNAIRE RESULTS
                                       Factors Impacting Department Space over the Next 5 to 10 Years


                                 Factors Impacting County Department Space Over Next 5-10 Years



                       100.00%



                       75.00%
Percentage of Depts.




                                 58%


                       50.00%                             45%
                                       33%   33%   36%
                                                                                          30%
                                                                                   27%

                       25.00%                                                                                9%
                                                                9%           9%
                                                                       3%                       3%      6%

                        0.00%
FMS PERCEPTIONS

RESOURCES
• Visionary leadership
• Provides high quality services to customers
• Pragmatic and humanitarian approach to problem solving
• Difficulty maintaining employees, especially younger generation
• Take advantage of “cottage industry” and entrepreneurial spirit
• Improve cooperation and communication between departments
  – remove silos
• Realistic expectations regarding work environment
• High housing costs and low wages results in high employee
  turnover



* Results From Questionnaires, Interviews and Building Assessments
FMS PERCEPTIONS

SERVICES
•   Need to clarify services; core/non-core, mandated/non-mandated,
    funded/non-funded
•   Relationship between tribal government and county is complex and
    undefined
•   Consolidate services for “one stop shop” in outlying areas
•   Develop a service delivery model for all services
•   Justice Court in Page needs separate building from City Court.
•   Page Sheriff’s station could be upgraded for long term detention
    capabilities. (Currently 72 hour holding only)
•   Courts need to be expanded
•   Provide more e-government services, i.e. online property tax services
•   Develop community liaisons as a volunteer position in outlying areas
•   Partnering opportunities with other entities exist and should be explored




* Results From Questionnaires, Interviews and Building Assessments
FMS PERCEPTIONS

ENVIRONMENTAL
• Sustainability and environment need to become a higher priority
• Promote water conservation and solar energy
• Partner with APS and explore wind energy
• Introduce more natural light to office area for everyone
• Mt. Line Transit could provide stops at all county facilities
• Mt. Line Transit could be used to reduce the parking problem
    – Coconino County partnering with NAIPTA to launch EcoPass program
      which began July 1, 2007




* Results From Questionnaires, Interviews and Building Assessments
    FMS PERCEPTIONS
FACILITIES
•    Overall view of facilities department is positive and appreciative
•    Lack of downtown parking
•    Shortage of conference, training and break rooms
•    Provide showers and lockers at work to promote bike riding, walking, running
•    Lack of consistency
      –   Space standards
      –   Security
      –   ADA
      –   Building upkeep and appearance
      –   Maintenance services
      –   Technology (outlying areas pose a safety issue due to poor satellite phone service)
•    Need a backup data center to support existing county data center
•    Storage needs to be addressed at nearly all locations (alternative methods to be considered)
•    Courthouse and Admin Building have limited space to accommodate future growth
•    Sections of Old Jail without historic merit - demo when fiscally viable (valuable real estate)
•    Art Barn is old and dilapidated - scheduled for demo within county CIP
•    Fort Tuthill infrastructure needs to be addressed in terms of electrical, phone, plumbing, and sewer
      –   Parks & Rec. Admin area in poor condition and needs renovation or new space
•    Fort Valley #1 is crowded and in need of space
      –   Multiple HVAC and roofing issues
•    Mt. Line Transit Building has underutilized space due to old functions of building (Old Juvenile)
      –   Heating/cooling issues
      –   Reported to be sold to NAU after Mt. Line Transit moves out


    * Results From Questionnaires, Interviews and Building Assessments
    FMS PERCEPTIONS
FACILITIES (Cont.)
•    The Admin Building is rundown & portrays a poor image of the County
      –   3rd floor data center has minimal battery backup and no HVAC backup
      –   Structural issues
      –   No fire suppression system
      –   Space is crowded but building is underutilized as a whole (anomaly building)
•    Public Works administrative space is crowded
      –   Indoor air quality issues
      –   Roof leaks in admin portion of building
•    Ongoing complex relationship between city and county employees at Page Justice Center
      –   Building is crowded and out of space
      –   Mold issues in past (portion of building has been abandoned)
•    Fredonia Justice Center is not consistent with other Justice Center’s throughout county
      –   Insufficient parking to support growth
      –   Needs security upgrades
      –   Aesthetically inferior to other county judicial buildings
      –   HVAC issues resulting from poor insulation
      –   In need of a new roof
      –   Under-utilized
•    3rd Street Annex is rundown and in poor condition
      –   Fire hazards throughout building
•    Blue Ridge site has major drainage problems
      –   Buildings in need of several renovations and upgrades
•    Tech Center has minimal utilization on 2nd floor due to fire escape issues
      –   Relocate when Old Jail is demo’d
•    Medical Examiner (FV#3) is undersized to handle entire county
      –   Area used for receipt and release of cadavers should be private (currently very public and visible)
    * Results From Questionnaires, Interviews and Building Assessments
VALUE OF FACILITY ASSETS (FY2007)

Total Facility Gross Square Footage:

 577,621 GSF
* 606,161 GSF Including lease space




Total Replacement Value of
Facility Assets:


$110,494,767
(Based upon RS Means does not include
land, furniture, fixtures and equipment.
Includes a 15% increase for construction
location factor.)
FUNCTIONAL CATEGORIES

 •   Administrative
 •   Judicial
 •   Criminal Justice
 •   Services
 •   Health & Wellness
BUILDINGS BY FUNCTIONAL CATEGORY
Administration                       Health & Wellness
•   Administrative Center            •   Page Health & Community Services
•   Tech. Center                     •   Health & Community Services
•   Fort Valley #1                   •   South Health
•   3rd Street Annex                 •   Williams Senior Center (IGA)
•   Tuba City Annex
•   110 Services
•   Tuba City Library Basement       Judicial
•   Bank of America - GIS (lease)    •   Courthouse
•   222 East Birch (lease)           •   Juvenile
•   Ice House (lease)                •   Page Justice Court
•   Fredonia City Building (lease)   •   Williams Justice Center
•   Fort Tuthill – P&R Admin         •   Fredonia Annex (Justice Center)
•   Public Works Admin
•   Page Probation
                                     Services
•   Mountain Line Transit
                                     •   Facilities (FV#2)
•   Ponderosa School –
    Superintendent’s Space (lease)   •   Fort Tuthill P&R Services
                                     •   Public Works Service Shop
Criminal Justice                     •   PW Admin/Equip Shop (Williams)
•   Page Sheriff’s Station           •   Medical Examiner
•   Sheriff’s Office (LEAF)          •   New Sign Shop
                                     •   Elections Warehouse (lease)
BUILDINGS NOT CATEGORIZED
The following buildings were excluded from the square footage
analysis because they are either unoccupied or do not fit into a
functional category.
•   Old Jail (Court Holding) – Building design does not lend itself to other county uses. It is
    recommended to demo portions without historical merit as soon as financially able to. This building
    also sits on valuable downtown real estate.
•   Art Barn – Building in extremely poor condition. Scheduled demolition per Coconino CIP plan.
•   Blue Ridge Site – Minimal occupancy, existing structures and location lack flexibility for use by other
    county entities. Unlikely to be used for functions other than current use.
•   Transit Bus Barn – Covered parking area for buses, vans, and other public transportation. Lot is
    being sold to NAU in near future.
•   Search & Rescue Administration – 1,050 SF vacant house used as staging area for Search and
    Rescue search parties.
•   Facilities Annex – 1,000 SF building that currently has no water, electricity, heating, or cooling. Used
    as furniture storage for Facilities department.
•   Old Sign Shop – Unoccupied warehouse space storing Search and Rescue equipment and vehicles.
•   All Truck Barns & Storage Sheds – Unoccupied storage typically for Public Works equipment and
    vehicles.
BUILDING VALUE PER FUNCTIONALCATEGORY
                              Occupied Building Estimated Values




                                                                   Total Building Replacement
                                                                     Value for GSF Analysis:
                        Services                                       $65,882,543
                       $9,396,256                                          ( FY2007 )


                                             Administration
                                              $22,157,483



                                                                          Administration
                                                                          Criminal Justice
                 Judicial                                                 Health & Wellness
               $21,904,895                                                Judicial
                                                                          Services

                                                Criminal Justice
                                                   $5,428,430


                                Health & Wellness
                                   $7,933,879




* Value does not include New Jail or buildings not categorized.
 WHAT IS A GSF TARGET ?
Definition:
A planning factor representing the space necessary to perform
   ones job safely and efficiently.
    • Varies between functional categories
    • If space is not being used to full potential, money is being lost
    • An overly crowded space is proven to reduce productivity

      GSF targets include individual office space and a percentage
                    of support and circulation areas.


Facility Management Round Table (FMRT)
    • Targets derived from millions of SF data studied and analyzed by
      FMRT
    • Members include large corporations, government entities, and
      utility companies
RECOMMENDED GSF TARGET RANGES



 250 - 350 GSF/Employee               400 - 500 GSF/Employee



         Criminal Justice                         Judicial




 300 - 400 GSF/Employee               500 - 600 GSF/Employee



 Administrative / Health & Wellness                Services
             COUNTY GROWTH
                                          COCONINO COUNTY POPULATION FROM 2000 - 2006
             140,000



             135,000



             130,000
Population




             125,000



             120,000



             115,000



             110,000



             105,000
                       2000              2001             2002             2003       2004             2005             2006
                                                                           Year
                              County Population (Az Dept. Commerce)               County Population (Dept. of Economic Security)

                              Population Trendline (1.9% Average Growth)          Population Trendline (2.2% Average Growth)
             COUNTY GROWTH
                              PROJECTED COUNTY POPULATION GROWTH THROUGH 2017

             170000

                               Coconino County Population 2000-2006
                               Population Trendline (2% annual growth)                  161,467 Residents by 2017
             160000



             150000



             140000
Population




             130000



             120000



             110000



             100000
                      2000 2001 2002 2003 2004 2005 2006 2007 2008 2009 2010 2011 2012 2013 2014 2015 2016 2017
                                                                         Year
   COUNTY GROWTH
                       COCONINO COUNTY EMPLOYMENT GROWTH FROM 2000-2007

1200

         County FTE's (2000-2007)

1150     FTE Trendline (Avg 1.6% per year growth)



1100



1050



1000



950



900



850



800
       2000          2001            2002           2003   2004   2005   2006   2007
  COUNTY GROWTH
                     COCONINO COUNTY PROJECTED EMPLOYMENT GROWTH THROUGH 2017


1500
              County FTE's (2000-2007)

              FTE Trendline at assumed 2% yearly growth (1.6% historical annual growth plus
1400          .4% growth allowance for interns, part timers,volunteers, etc..)
                                                                                                                   1,365 FTE by 2017



1300



1200



1100



1000



900



800
       2000   2001   2002   2003   2004   2005   2006   2007   2008   2009    2010   2011     2012   2013   2014   2015   2016   2017
               ADMINISTRATIVE GSF PER EMPLOYEE (High Occupancy)
                                                Administrative SF/Employee (High Occupancy)
               800



               700



               600



               500
GSF/Employee




               400

                                                       Target = 300-400 GSF/Employee
               300



               200



               100



                0
                     2007       2008       2009       2010        2011    2012          2013     2014       2015    2016       2017


                        Administrative Center        Fort Valley #1      110 Services          222 East Birch      Public Works Admin
               ADMINISTRATIVE GSF PER EMPLOYEE (Medium Occupancy)
                                           Administrative SF/Employee (Medium Occupancy)
               800



               700



               600



               500
GSF/Employee




               400
                                                          Target = 300-400 GSF/Employee

               300



               200



               100



                0
                     2007        2008        2009        2010    2011       2012          2013   2014      2015       2016   2017

                            Technology Center                     Page Probation                        Third Street Annex

                            Fort Tuthill - Parks & Rec. Admin.    Mountain Line Transit
               ADMINISTRATIVE GSF PER EMPLOYEE (Low Occupancy)
                                                Administrative SF/Employee (Minimal Occupancy)

               1000
                                                                               Not Shown: Tuba City Library Basement (2000 SF/emp)
               900


               800


               700


               600
GSF/Employee




               500


               400
                                                  Target = 300-400 GSF/Employee
               300


               200


               100


                 0
                      2007    2008       2009   2010       2011        2012       2013       2014       2015        2016          2017


                             Bank of America                                          Ponderosa School (Superintendent's Space)
                             Tuba City Annex                                          Tuba City Library (Basement)
                             Ice House                                                Fredonia City Building
               CRIMINAL JUSTICE GSF PER EMPLOYEE
                                                     Criminal Justice GSF/Employee
               800



               700



               600



               500
GSF/Employee




               400



               300
                                                    Target = 250-350 GSF/Employee


               200



               100



                0
                     2007   2008     2009         2010      2011   2012   2013      2014       2015        2016   2017


                                   Sheriffs Office (LEAF)                              Page Sheriffs Station
               HEALTH & WELLNESS GSF PER EMPLOYEE
                                                     Health & Wellness SF/Employee
               800



               700



               600



               500
GSF/Employee




               400

                                                       Target = 300-400 GSF/Employee
               300



               200



               100



                0
                     2007         2008        2009   2010        2011      2012     2013       2014        2015   2016    2017


                            Williams Senior Center          South Health          Health & Community Services        Page H&CS
               JUDICIAL GSF PER EMPLOYEE
                                                          Judicial SF/Employee
               800
                                                                                              Not Shown: Fredonia Annex (1113 SF/emp)

               700



               600



               500
GSF/Employee




                                                   Target = 400-500 GSF/Employee
               400



               300



               200



               100



                0
                     2007     2008    2009        2010        2011     2012        2013         2014        2015     2016       2017


                       Courthouse    Fredonia Annex (Justice Center)    Juvenile          Williams Justice Center     Page Justice Court
               SERVICES GSF PER EMPLOYEE
                                                            Services SF/Employee
               1200
                                                                                             Not Shown: Elections Warehouse (3000 SF/emp)
               1100


               1000


                900


                800


                700
GSF/Employee




                600
                                                           Target = 500-600 GSF/Employee
                500


                400


                300


                200


                100


                  0
                      2007      2008        2009    2010       2011       2012       2013          2014        2015       2016         2017

                        Facilities                            Medical Examiner                            New Sign Shop
                        Public Works Service Shop             PW Admin/Equipment Shop (Williams)          Elections Warehouse
                        Fort Tuthill P&R Services
                            (2007)
          GSF PER EMPLOYEE Per Employee (2007)
                        GSF
               800
                                                                                                        740
                     Target GSF/Employee
                     Actual GSF/Employee (2007)
               700



               600
                                                                                                 550
                                                                                           524

               500
                                                                                    450
GSF/Employee




               400
                      350                                         350
                              323
                                             300                         300
               300
                                                     264


               200



               100



                0
                     Administration        Criminal Justice    Health & Wellness     Judicial     Services

                                                              Functional Category
        GSF PER EMPLOYEE (2017) (2017)
                      GSF Per Employee
               800

                       Target GSF/Employee
                       2017 GSF/Employee
               700


                                                                                                      607
               600
                                                                                                550


               500
                                                                                    450
GSF/Employee




                                                                                          430

               400
                      350                                         350

                                             300
               300           265
                                                                        246
                                                    216
               200



               100



                0
                     Administration        Criminal Justice   Health & Wellness      Judicial   Services

                                                              Functional Category
           Value of UNDER/(OVER) Space (2007)
CAPITAL VALUE OF Under / (Over) Utilized UTILIZED SPACE (2007)
 $4,000,000

                                                                             Judicial
                                                                            $3,097,384
 $3,000,000
                                                                                                   Services
                                                                                                  $2,408,260


 $2,000,000




 $1,000,000




         $-



                                Criminal Justice
$(1,000,000)
                                   $(751,511)
                                                   Health & Wellness
                                                     $(1,310,247)                        -11,000 GSF @ $166/GSF
$(2,000,000)                                                                             -3,940 GSF @ $191/GSF
               Administration
                                                                                         -8,235 GSF @ $159/GSF
                $(1,829,822)
                                                                                         13,488 GSF @ $230/GSF
                                                                                         16,680 GSF @ $144/GSF
$(3,000,000)
                                                               * Value per Functional Category based upon RS Means
CAPITAL VALUE OF UNDER/(OVER) UTILIZED SPACE (2017)
               Value of Under/(Over) Utilized Space 2017

 $2,000,000
                                                                                                       Services
                                                                                                       $877,928
 $1,000,000


         $-


$(1,000,000)
                                                                               Judicial
                                                                             $(1,021,356)
$(2,000,000)
                                Criminal Justice
                                  $(2,104,884)
$(3,000,000)


                                                   Health & Wellness
$(4,000,000)
                                                     $(3,334,660)


$(5,000,000)


$(6,000,000)
                                                                                             -42,579 GSF @ $166/GSF
                                                                                             -11,035 GSF @ $191/GSF
$(7,000,000)                                                                                 -20,959 GSF @ $159/GSF
               Administration                                                                -4,448 GSF @ $230/GSF
                $(7,082,908)                                                                  6,081 GSF @ $144/GSF
$(8,000,000)
                                                                 * Value per Functional Category based upon RS Means
  CAPITAL ASSET UTILIZATION (2007)
                          Benchmarking of Capital Asset Utilization (2007)

$6,000,000




             $4,964,213                                         $4,926,006
$5,000,000




$4,000,000


                                      $3,283,122

$3,000,000




$2,000,000

                                                                             $1,256,150


$1,000,000




        $-
              FMRT                   Arapahoe                  Maricopa      Coconino
EXAMPLE OF CHURN EXPENSES (FY2007)

                             Average Cost
       Type of Move
                              per Person
 Box                            $109
 Furniture (labor only)         $390
 Construction                   $4,338
 Source: IFMA Benchmarking


1000 employees with annual 2% growth over a 10-year period
•Box move only (adopting universal standards) - $24K
•Furniture reconfigures (labor only) - $85K
•Construction costs - $950K




           Projected cost avoidance $926K
DRIVE TIMES
SUMMARY
Developmental Tools
• Mission & Goals
• Guiding Principles and Evaluation Matrix
• 5 Functional Categories
• GSF Targets

Existing Conditions
• The County needs space; 4 of 5 functional categories are out of space
• The Court and Admin Buildings are anomalies in space utilization
• The Admin Building is perceived as “County HQ” or “face of the County” and viewed
    by many as being run-down
     –   Explore future uses for the Admin building

Initial Improvement Opportunities
• Develop a process for eliminating buildings from the portfolio
• Develop a process for building consolidation
• Consider drive times in potential introduction of satellite facilities
• Clarification of services
     –   core/non-core
     –   mandated/non-mandated
     –   funded/non-funded
 SUMMARY
Standardization
• Adopt standards in terms of:
   – Facilities Condition Index (FCI)
       • Establish an agreed upon FCI, to apply to each building
   – Universal Planning – Space is Money!
       • Eliminates silos
       • Minimizes future changes
   – Materials and Products
   – LEED New Building (NB) and Existing Building (EB)
     principles
       • The environment is a priority for County employees
WHAT NEXT?

PHASE II – Development of strategies to address issues
•   Identify & Prioritize Issues
     – Classify issues as immediate, 2 year, 5 year, and 10 year
•   Exploration of Alternatives
     – Workshops
     – Pros vs. Cons
•   Recommended Strategies
     – Present alternative strategies addressing prioritized issues
•   Cost Estimations
     – Develop cost estimates for each recommendation
     – Adjust estimates to reflect cost differential for northern Arizona
Q&A
“Thanks”

								
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