POLICY RE A1920, FACILITIES MANAGEMENT PROJECTS.DOCX

MARICOPA COUNTY INTERNAL POLICY
Policy Title: Policy Number: A1920
FACILITIES MANAGEMENT PROJECTS Current Adoption 1-21-2015
Date:
Board Agenda C-49-15-034-6-00
Approved by: Number:
BOARD OF SUPERVISORS Original Adoption 9-1999
Date:
I. PURPOSE
To provide the County and its Tenants with comprehensive enhanced planning, design,
estimating and construction management services for Major Maintenance and Capital
and Tenant Improvement Projects through Facilities Management Department services.
II. APPLICATION
As approved by the Board of Supervisors, the Facilities Management Department
(FMD) is in charge of the design, construction, operation, maintenance and upkeep of
all buildings owned by Maricopa County.
III. DEFINITIONS
A. Appointing Authority: An elected official, the single administrative or executive
head of a department/special district, or the designated representative authorized to
act in this capacity.
B. Building Systems: Common spaces such as restrooms, elevators, lobbies and
common corridors or supporting infrastructure of a building such as roofs, building
HVAC systems, building plumbing systems, building electrical systems and security
systems.
C. Business Plan: A document defining the objectives of the proposed improvements,
the strategy for making the improvements and the consequences of making or not
making the improvements. A Return-on-Investment Analysis should be included
with the Business Plan.
D. Capital Improvements: New facilities, facility upgrades or remodeling that improves
efficiencies of the work environment including re-purposing of space, relocation,
code compliance, aesthetic improvements or enhanced customer service. Capital
Improvement requests require a Business Plan and are often implemented over
multiple years.

Policy Title: Policy Number: A1920
FACILITIES MANAGEMENT PROJECTS Current Adoption 1-21-2015
Date:
E. County Administration: The County Manager, Deputy County Managers and/or
their appointed designees.
F. Major Maintenance Projects: Typically involves the operation, maintenance,
upkeep and replacement of building systems and/or major components of systems,
such as HVAC, Electrical, Plumbing, Roofing, Fire Alarm, Security, Abatement, etc.
These typically do not require a Business Plan or Return-on-Investment Analysis.
G. Master Plan: A comprehensive analysis of current space allocations that includes
predicted demographic models, socioeconomic models, legislative trends and
population growth over a defined period of time and that facilitates a plan for space
needs and costs. Such plans may result in the construction or modification of
multiple facilities over multiple years.
H. Return-on-Investment (ROI) Analysis: An analysis of the proposed solution in
order to determine the benefit/cost relationship. This analysis predicts the time in
which savings realized by the investment equal the investment itself.
I. Singular Project Solution: The result of programming and planning by FMD for a
one-time, facility improvement that minimally affects other County facilities.
J. Tenant: Departments or other subdivisions of the County that occupy physical
space in any building owned or leased by the County.
K. Tenant Improvements: Tenant Improvements are unique to the Tenant’s business
operation and generally do not serve to benefit the facility’s overall shell or Building
System. Improvements which occur entirely within a Tenant’s workspace for the sole
benefit of the Tenant. Tenant Improvements require a Business Plan.
IV. POLICY
A. General Statements
1. Facilities Management Department (FMD) is responsible for maintaining the
buildings’ shells and the Building Systems that are not for the sole benefit of the
Tenant.
2. FMD is responsible for executing Major Maintenance and Capital Improvement
projects, as well as collaborating in the request and execution of Tenant
Improvement projects.
B. Major Maintenance
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Policy Title: Policy Number: A1920
FACILITIES MANAGEMENT PROJECTS Current Adoption 1-21-2015
Date:
1. Prior to budget development, FMD generates the annual Major Maintenance
project list and sends a copy to the County Administration and each affected
Tenant. Affected Tenants must inform FMD of any pending Tenant operational
changes that could alter the proposed Major Maintenance scope of work.
2. Major Maintenance projects do not typically require a Business Plan or Return-
On-Investment (ROI) Analysis as part of the approval consideration, since the
proposed projects are necessary to maintain core Building Systems.
3. Major Maintenance project funding is limited. FMD will prioritize these projects
based on:
a. Life safety and code requirements/violations
b. Positive ROI, if applicable
c. Operational benefit and customer service benefit Business Plan, if applicable
d. Business continuity
e. Aesthetics and public image benefits
4. The Major Maintenance project list will be reviewed by the County Administration,
the Office of Management and Budget (OMB), and FMD.
C. Capital and Tenant Improvements
1. FMD will propose only those Capital Improvements which are applicable to
Building Systems.
2. Prior to budget development, FMD generates the Capital Improvement project list
and sends a copy to the County Administration and each affected Tenant.
Affected Tenants must inform FMD of any pending Tenant operational changes
that could alter the proposed Capital Improvement scope of work.
3. For Tenant Improvement projects, FMD will assist Tenants in programming,
planning and estimating costs. If Tenant funding is not available, OMB and FMD
may consider alternative funding.
4. FMD requires a project request form for every Tenant Improvement project. See:
http://fmd-sweb.fm.maricopa.gov/fm_home.asp.
5. The project request form requires the signatures of the Tenant’s Appointing
Authority and its finance manager prior to FMD beginning work on the request. If
the requested project is intended for completion in the current fiscal year the form
must include an accounting string.
6. All Tenant Improvement requests require a Business Plan or a ROI analysis.
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Policy Title: Policy Number: A1920
FACILITIES MANAGEMENT PROJECTS Current Adoption 1-21-2015
Date:
7. FMD shall review all project requests for consistency and will prioritize requests
based on:
a. Life safety and code requirements/violations
b. Positive ROI
c. Operational benefit and customer service benefit Business Plan
d. Business continuity
e. Aesthetics and public image benefits
8. All requested projects are subject to review by both County Administration and
OMB.
V. PROJECT DEVELOPMENT BY STAGE
A. Activation Stage
1. There are three methods by which a project request can become an active
project:
a. The County Administration requests a project; which automatically becomes
an active project.
b. FMD requests a project; which must receive approval from the County
Administration before becoming an active project.
c. A Tenant requests a project; which must receive approval from the Tenant’s
management, FMD and the County Administration.
2. FMD and Tenant requests will be approved, rejected or returned for revision.
B. Planning Stage
1. Once a project becomes an active project, FMD will lead and manage the
planning process of working with the Tenant to establish the program, space plan
and/or conceptual study which will facilitate a budgetary cost estimate.
2. FMD reserves the option to either perform such tasks using in-house resources,
term agreements with local professionals, or qualifications-based consultants. It
is FMD’s responsibility to ensure that stakeholders are offered the opportunity to
provide input into the planning process.
C. Review and Prioritize Stage
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Policy Title: Policy Number: A1920
FACILITIES MANAGEMENT PROJECTS Current Adoption 1-21-2015
Date:
1. Once an active project is programmed, planned and budgeted, the
recommended solution will be either a Singular Project Solution or a Master Plan
Study.
2. If the Singular Project Solution is in the best interest of the County, FMD will
provide a program summary, conceptual plan and budgetary cost estimate.
Tenants must provide a Business Plan and/or ROI analysis outlining the benefits
of proceeding with the project.
3. If a Master Plan study is in the best interest of the County, FMD, participants
from the Tenant department and OMB will select a consultant to lead the Master
Plan study. Funding for Master Plan studies may be provided by the Tenant or
considered for future funding by OMB and FMD.
D. Final Approval
1. All active projects will be presented to County Administration and OMB for action.
Projects may be rejected, revised, approved or tabled for further consideration at
a later date
2. All approved active Capital Improvement projects will be presented to the Board
of Supervisors for action.
Revision History
Version Revision Date Description of Revision
1 Sep 1999 Initial version
Completely rewritten version. The new version of
this policy describes Facilities Management’s
responsibility for maintaining County building shells
and systems which are non-specific to department
use. It also describes department responsibility and
2 collaboration with Facilities Management for
projects that are specific to a department’s needs,
use, and physical space. The policy lays out the
stages of Major Maintenance, Capital Improvement,
and Tenant Improvement projects. The criteria for
prioritizing these projects are described in the policy.
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