How to Save Time and Money on Multi-Facility FCAs

When the State of Florida requested a facility condition assessment (FCA) for more than 30 facilities, and they needed all 30 reports in 60 days, GLE didn’t have time to dink around. At GLE, we usually estimate about a two-week turnaround per facility, so a two-month turnaround on 30 buildings demanded that we work about 750% faster than usual.

Fortunately, we had developed and implemented a system for completing multi-facility FCAs that made this possible. Using our proprietary FCA software and uniquely collaborative teamwork, we accepted the challenge. Our work encompassed condition assessments on 30 buildings ranging from around 6,000 square feet to over 585,000 square feet, a total of more than 6,500,000 square feet. The assessments included prominent facilities such as the 25-floor Capitol building, the state House Office building, the state Senate Office building, the 21-floor Turlington Department of Education building, the governor’s mansion, as well as the headquarters of multiple state agencies including FDOT, law enforcement, fish and wildlife, and many more.

How We Assessed 30 State-Owned Facilities in 60 Days

Each of our site assessors was equipped with a tablet loaded with our proprietary Microsoft Access-based program. This software automatically generates information about standard building components including windows, roofs, fixtures, systems, and finishes. Components are categorized based on whether they are exterior building components (roof, walls), system components (HVAC, plumbing, electrical), or interior components (floors, walls).

Site assessors select each building component with a tap of a finger, and enter information about the component’s material, age, and condition. The data is stored securely online and becomes immediately accessible to team members in the GLE office. From there, the data is exported into Excel, which generates three tables:

• A component summary table of all building components, including their age, condition and remaining useful life (RUL)
• An immediate needs table that shows all components that require immediate attention, such as a leak or other damage that is a threat to the occupant’s safety or may cause additional damage to the building
• A reserve table that shows all components that will need to be replaced based on their condition or RUL, and the cost of those replacements over the next ten to twenty years

In addition to these tables, each report includes a building summary table that provides a snapshot view of all relevant information about the building, including the building’s age and size, general construction, as well as site information.

Advantages of the System

Managing facility condition assessments in this manner provides several significant advantages to our team and our client.

• Less time on site. We get into each facility quickly, and out again quickly, minimizing intrusive distractions for occupants. In total, the software reduces on-site time by about 25%.
• Less time preparing reports. By dividing labor between the field and the office, and automating the generation of tables, we’re able to turn reports around roughly 50-100% faster than standard reporting practices.
• More accurate information. Because data is available to the office in real-time, we’re able to quickly communicate questions about the data to our assessors in the field, thereby allowing them to re-inspect and verify information while still on-site, ensuring the accuracy of the data.
• Standardized information. Because the tables and charts are standardized in format, it is simple to compare data across multiple facilities for strategic development planning.
• Lower cost. All the time saved both on-site and in the office translates to substantial savings, which our team passes on to the client.

Our proprietary software for assessing multiple facilities is a clear win for our clients. It is most suitable for large properties and projects with multiple facilities, where standardized information is necessary. The State of Florida is using our information to make decisions about which facilities to maintain and which to retire. Because our role was part of a larger effort supporting strategic development plans, our ability to turn the FCAs around quickly was critical. We couldn’t have done it without the excellent work of our expert team, and the software to support that work.

To find out more about our Property and Facility Condition Assessments, contact us here.