A1920 UPDATED FACILITIES MANAGEMENT PROJECTS POLICY 11.19.24.PDF
Extracted text (via pymupdf)
13908 characters
MARICOPA COUNTY INTERNAL POLICY Policy Title: FACILITIES MANAGEMENT PROJECTS Policy Number: A1920 Current Adoption Date: MM-DD-YYYY Current Implementation Date: MM-DD-YYYY Approved by: BOARD OF SUPERVISORS Board Agenda Number: C-70-20-002-M-02 Original Adoption Date: 09-1999 Page 1 of 6 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 Non-Capital Tenant Improvement Projects through the Facilities Management Department (FMD). II. AUTHORITY As approved by the Board of Supervisors, the FMD is in charge of the design, construction, operation, maintenance, and upkeep of all buildings owned by Maricopa County. III. APPLICATION This Policy applies to all Maricopa County appointed departments, the Flood Control District of Maricopa County, and the Maricopa County Library District (Special Districts). The Board of Supervisors is authorized to jointly adopt policies applying to the Special Districts under the Intergovernmental Agreement, C-06-18- 393-6-00, approved on April 11, 2018. This policy also applies to employees of County elected offices unless the elected official has implemented a similar policy specific to his or her office. IV. 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. Detailed Business Plan: A Required Project Submission Form that includes but is not limited to objectives of the proposed improvements, Return-on-Investment analysis, legal mandates, service level impacts, and operational budget considerations. D. Capital Improvements: A major, non-recurring project for the acquisition, construction, expansion, or renovation of County capital facilities. Projects may include new facilities, facility upgrades or expansions, or renovation/revitalization of current facilities. Projects must be for a public purpose, capital in nature, and result in the creation of a capital asset or the improvement of an existing capital asset. Capital Improvement requests require a Business Plan and are often implemented over multiple years. E. Capital Improvement Program: The Capital Improvement Program is a plan that identifies Capital Improvement Projects to be completed over the next five fiscal years. Policy Title: FACILITIES MANAGEMENT PROJECTS Policy Number: A1920 Current Adoption Date: MM-DD-YYYY Page 2 of 6 F. County Administration: The County Manager, Deputy/Assistant County Managers, and/or their appointed designees. G. Facilities Review Committee (FRC): A committee comprised of individual(s) from County Administration, Facilities Management, and the Office of Budget and Finance. FRC Committee Members are appointed by the County Manager. H. 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 Detailed Business Plan. I. 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. J. Return-on-Investment (ROI) Analysis: An analysis of the proposed solution to determine the benefit/cost relationship. This analysis predicts the time in which savings realized by the investment equal the investment itself. K. Tenant: Departments or other subdivisions of the County that occupy physical space in any building owned or leased by the County. L. Non-Capital Tenant Improvements: Non-Capital 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 and do not meet the requirements of a Capital Improvement. Improvements which occur entirely within a Tenant’s workspace for the sole benefit of the Tenant. Non-Capital Tenant Improvements require a Detailed Business Plan. M. Project Request: The method of which a Tenant requests a Non-Capital Tenant Improvement or Capital Improvement Project. Project Requests are submitted to the Facilities Management Department for processing. V. POLICY A. General Statements 1. 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, Capital Improvement and Non-Capital Tenant Improvement projects. B. Major Maintenance Projects 1. FMD generates the annual Major Maintenance Project list and reviews the list with the FRC. FMD will notify affected Tenants who 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 Detailed Business Plan Analysis as part of the approval consideration since the proposed projects are necessary to maintain core Building Systems. 3. Special revenue and grant funded departments are responsible for the funding of Major Maintenance Projects being recommended by FMD. FMD will provide the affected special revenue department(s) Policy Title: FACILITIES MANAGEMENT PROJECTS Policy Number: A1920 Current Adoption Date: MM-DD-YYYY Page 3 of 6 with a list of projects and estimated budgets by at least the year prior to the recommended fiscal year of the project. 4. Major Maintenance Project funding is limited. FMD will prioritize these projects based on: a. Life safety b. Damage avoidance c. Service continuity d. Efficiency and maintenance savings e. Regulatory compliance f. Aesthetics and public image benefits C. Capital Improvement Projects 1. All departments are required to adhere to this process regardless of the source of funding for a Capital Improvement Project (i.e. requesting County CIP funding or having an available fund balance). 2. The requirements of a Capital Improvement Project requests are as follows: a. A completed Capital Improvement Project Request Form be submitted to FMD. Project Request Forms can be found on FMD’s webpage. b. The Capital Improvement Project Request Form requires the signatures of the Tenant’s Appointing Authority, its Finance Manager, and its Assistant County Manager prior to FMD beginning work on the request. c. A Detailed Business Plan that includes a ROI analysis and any impacts to the baseline operating budget of the requesting Tenant. d. Projects being requested of FMD in leased facilities require the Tenant to engage the Real Estate department and receive approval of the landlord. e. All Capital Improvement Projects will be reviewed and prioritized by the Facilities Review Committee. The FRC will recommend projects for the consideration and approval of the County Manager and Board of Supervisors. f. Capital Improvement Projects requested by County Administration will automatically be added to the list of projects to be reviewed by the FRC. 3. Capital Improvement Project requests will be processed as follows: a. Tenant submits Capital Improvement Project request to FMD. i. The overall timeline for review and approval of Capital Improvement Project requests will vary based on multiple factors including but not limited to the timing, size, complexity, of the request. b. FMD will review each Capital Improvement Project request for completeness. Policy Title: FACILITIES MANAGEMENT PROJECTS Policy Number: A1920 Current Adoption Date: MM-DD-YYYY Page 4 of 6 4. Once approved by FMD, requests will be added to the upcoming Facilities Review Committee meeting agenda for review. Projects may require funding to move on to the next phase of approval which may be the responsibility of the requesting department. The FRC will review Capital Improvement Project requests and prioritize them 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 f. Funding availability 5. Capital Improvement Project requests that are approved by the FRC will move forward for FMD to develop a more detailed scope, conceptual design/programming, and a conceptual budget. a. FMD reserves the option to perform such tasks using in-house resources, term agreements with local professionals, or qualifications-based consultants. b. FMD may charge Tenants for the planning of projects using internal resources. c. The requesting department may be responsible for funding any external resources required for the scoping, programming, and planning of their requested project. d. Once completed, the conceptual design and budget will be presented to the FRC for consideration. e. Conceptual designs and budgets approved by the FRC will be sent on for the approval of the County Manager. i. The FRC may recommend to the County Manager that the project be approved for design only or a master plan be performed. During the design or master planning process and utilizing milestone estimate(s), FMD will develop a project budget for the review and approval of the FRC, County Manager, and Board of Supervisors. 6. The County Manager will review the FRC’s recommendations and may approve projects to move forward for the Board of Supervisor’s consideration. a. First, a project will be approved for a design budget, FMD will contract for the design of the project. b. Once the design is complete, approval will be considered for the total project budget. 7. The Board of Supervisors will review projects and ultimately as part of the 5-year Capital Improvement plan adoption, funding for projects will be formally approved. 8. Once funding is available, FMD will manage the execution of the project. FMD will also develop information and budgets required for further approval (if applicable). D. Non-Capital Tenant Improvement Projects 1. The requirements of a Non-Capital Tenant Improvement request are as follows: Policy Title: FACILITIES MANAGEMENT PROJECTS Policy Number: A1920 Current Adoption Date: MM-DD-YYYY Page 5 of 6 a. A Completed Tenant Improvement Project Request Form be submitted to FMD. Project Request Forms can be found on FMD’s webpage. b. 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. c. A Detailed Business Plan, and any impacts to the baseline operating budget of the requesting Tenant. FMD may require the Tenant to get County Administration approval for a requested project. d. Projects being requested of FMD in leased facilities require the Tenant to engage the Real Estate department and receive approval of the landlord. e. All Non-Capital Tenant Improvements are subject to being reviewed by the FRC. 2. FMD will process requests in the order in which they are received however FMD may prioritize certain projects at their discretion. 3. FMD will assist Tenants with the scoping, programming, and planning of their project and will provide the Tenant with a budget, and a Budget Approval Form for their approval. a. FMD reserves the option to perform such tasks using in-house resources, term agreements with local professionals, or qualifications-based consultants. b. FMD may charge Tenants for the planning of projects using internal resources. c. The requesting department will be responsible for funding any external resources required for the scoping, programming, and planning of their requested project. 4. Departments must return the Budget Approval Form to FMD. The Budget Approval Form is required to be signed by the department’s Appointing Authority and Finance Manager and must include a valid funding string. 5. Projects requested by County Administration automatically become an active project contingent on funding availability. Policy Title: FACILITIES MANAGEMENT PROJECTS Policy Number: A1920 Current Adoption Date: MM-DD-YYYY Page 6 of 6 Revision History Version Revision Date Description of Revision 1 09-1999 Initial version. 2 02-21-2015 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 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 (C-49-15-034-6- 00) 3 06-24-2020 Update Application section, Office of Management and Budget to the Budget Office, web address, hyperlink, and formatting. (C-70-20-002- M-01) 4 MM-DD-YYYY Update the planning, communication, and prioritization processes for Maricopa County Capital Improvement Projects. (C-70-20-002-M-02)