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Download Presentation - County General Services Association
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Partnering with other Departments – Facility Work AGENDA • Introduction • Why do we care about partnering with other departments? • Problem solving process and program development • Questions Partnering with other Departments – Facility Work Introduction • Background • Butte County Business Models • Contracts / Procurement – Center Led • Real Estate – Centralized • Facility Work - ???? • Associated Scope of Work • Facility Modifications - mostly • Small Projects - moving target Partnering with other Departments – Facility Work Why do we care about partnering with other departments? • Department Need - need may not be clear . . . • Complaints - The Four Most Common: • We cost too much • We take too long • We require more stuff like design work & Accessibility Work • We can’t possibly know what the department needs • Risk - could span years. . . . • Work Now or Work Later - clean up later . . . . • Relationships • We are a support department and it’s our job Partnering with other Departments – Facility Work Problem Solving - Every Time a Job Popped Up . . . Options Ignore Requests Department just does it Partnering with other Departments – Facility Work Problem Solving - Every Time a Job Popped Up . . . Options Ignore Requests Delay the Project Department just does it Complaints Partnering with other Departments – Facility Work Problem Solving - Every Time a Job Popped Up . . . Options Ignore Requests Delay the Project Juggle Department just does it Complaints Inefficient – Start and Stop Partnering with other Departments – Facility Work Problem Solving - Every Time a Job Popped Up . . . Options Ignore Requests Delay the Project Juggle Get Help Department just does it Complaints Inefficient – Start and Stop Inform the Board Partnering with other Departments – Facility Work Get Help Work Assignments Actual Board Perception Capital Construction Major Repairs Facility Modifications Project Managers Crafts Workers Work Order Quantity Contract Management Dollar Amount Administer an Average of 14 Contracts at a time Maintenance & Small Repairs Partnering with other Departments – Facility Work Problem Solving - Every Time a Job Popped Up . . . Options Ignore Requests Delay the Project Juggle Get Help Develop Decentralized Program Department just does it Complaints Inefficient – Start and Stop Inform the Board It’s what departments want Partnering with other Departments – Facility Work Develop a Decentralized Approach to Delivering Facilities Work . . . . . .why is it so hard? 1. What do we REALLY care about? 2. Who can REALLY help us solve this? Partnering with other Departments – Facility Work Program Development 1. What do we care about? Concerns and Risk Area of Concern Risk Factors Safety Hazardous Material. Citizens, County Staff and Contractor Partnering with other Departments – Facility Work Program Development 1. What do we care about? Concerns and Risk Area of Concern Risk Factors Safety Hazardous Material. Citizens, County Staff and Contractor Maintenance Poor design/quality will create maintenance problems Partnering with other Departments – Facility Work Program Development 1. What do we care about? Concerns and Risk Area of Concern Risk Factors Safety Hazardous Material. Citizens, County Staff and Contractor Maintenance Poor design/quality will create maintenance problems Solicitation Protests Partnering with other Departments – Facility Work Program Development 1. What do we care about? Concerns and Risk Area of Concern Risk Factors Safety Hazardous Material. Citizens, County Staff and Contractor Maintenance Poor design/quality will create maintenance problems Solicitation Protests Insurance Unable to assess risk factors of projects Partnering with other Departments – Facility Work Program Development 1. What do we care about? Concerns and Risk Area of Concern Risk Factors Safety Hazardous Material. Citizens, County Staff and Contractor Maintenance Poor design/quality will create maintenance problems Solicitation Protests Insurance Unable to assess risk factors of projects Info Systems Lack of coordination with central Information Systems Dept Partnering with other Departments – Facility Work Program Development 1. What do we care about? Concerns and Risk Area of Concern Risk Factors Safety Hazardous Material. Citizens, County Staff and Contractor Maintenance Poor design/quality will create maintenance problems Solicitation Protests Insurance Unable to assess risk factors of projects Info Systems Lack of coordination with central Information Systems Dept Permits Jurisdiction, Point of Contact and Construction Drawings Partnering with other Departments – Facility Work Program Development 1. What do we care about? Concerns and Risk Area of Concern Risk Factors Safety Hazardous Material. Citizens, County Staff and Contractor Maintenance Poor design/quality will create maintenance problems Solicitation Protests Insurance Unable to assess risk factors of projects Info Systems Lack of coordination with central Information Systems Dept Permits Jurisdiction, Point of Contact and Construction Drawings Accessibility Requirements, priorities and scope of work Partnering with other Departments – Facility Work Program Development 1. What do we care about? Concerns and Risk Area of Concern Risk Factors Safety Hazardous Material. Citizens, County Staff and Contractor Maintenance Poor design/quality will create maintenance problems Solicitation Protests Insurance Unable to assess risk factors of projects Info Systems Lack of coordination with central Information Systems Dept Permits Jurisdiction, Point of Contact and Construction Drawings Accessibility Requirements, priorities and scope of work Property Rights Leasehold and Fee, actual responsibilities Partnering with other Departments – Facility Work Program Development 1. What do we care about? Concerns and Risk Area of Concern Risk Factors Safety Hazardous Material. Citizens, County Staff and Contractor Maintenance Poor design/quality will create maintenance problems Solicitation Protests Insurance Unable to assess risk factors of projects Info Systems Lack of coordination with central Information Systems Dept Permits Jurisdiction, Point of Contact and Construction Drawings Accessibility Requirements, priorities and scope of work Property Rights Leasehold and Fee, actual responsibilities Worker Class Clerks working as Project Manager COUNTY CULTURE INFLUENCES HOW THESE ARE SOLVED Partnering with other Departments – Facility Work Program Development 2. Pilot Team Comments Attempt 1: Department Reason Public Works Head Projects Off Early Outcome Partnering with other Departments – Facility Work Program Development 2. Pilot Team Comments Attempt 1: Department Reason Outcome Public Works Head Projects Off Early Failed Partnering with other Departments – Facility Work Program Development 2. Pilot Team Comments Attempt 1: Department Reason Outcome Public Works Head Projects Off Early Failed Information Systems Improve Project Management Partnering with other Departments – Facility Work Program Development 2. Pilot Team Comments Attempt 1: Department Reason Outcome Public Works Head Projects Off Early Failed Information Systems Improve Project Management Failed Partnering with other Departments – Facility Work Program Development 2. Pilot Team Comments Attempt 1: Department Reason Outcome Public Works Head Projects Off Early Failed Information Systems Improve Project Management Failed Fire Gain Some Control Partnering with other Departments – Facility Work Program Development 2. Pilot Team Comments Attempt 1: Department Reason Outcome Public Works Head Projects Off Early Failed Information Systems Improve Project Management Failed Fire Gain Some Control Failed Partnering with other Departments – Facility Work Program Development 2. Pilot Team Comments Attempt 1: Department Reason Outcome Public Works Head Projects Off Early Failed Information Systems Improve Project Management Failed Fire Gain Some Control Failed Attempt 2: Department Reason Outcome DESS Great Partner & Pending Work Success Sheriff AB 109 Pressure Success Partnering with other Departments – Facility Work Delivery Methods Occasional Bumps Option 1: General Services Completes the Project Prioritization Option 2: General Services and Department Share in Completing the Project Strategically Assigned Project Option 3: The Department Completes the Project Full Delegation In Development Partnering with other Departments – Facility Work Option 1: General Services Completes the Project Concept • Fit the project into the work flow of General Services • Typical delivery method for SMALL and LARGE . .. Try it for MEDIUM Process • CERF Process Partnering with other Departments – Facility Work Option 1: General Services Completes the Project Concept • Fit the project into the work flow of General Services • Typical delivery method for SMALL and LARGE . .. Try it for MEDIUM Process • CERF Process • Funding • Prioritization • Delivery using typical process • Project Close - Internal Partnering with other Departments – Facility Work Option 1: General Services Completes the Project Prioritization Based on how long we could live without the facility Like Administration Building Asset Factor Like Smoke and water Work Type Factor Type Rate Type Rate C-Critical 1 1-Imminent Risk 1 E-Essential 2 2-Envelope Failure 2 S-Standard 6 3-Management 5 N-Negligible 9 4-Preventative 8 U-Undetermined 50 5-Repair 10 6-Facility Modification 15 7-Image Concern 20 How urgent is the problem Criticality Factor The Thelower lowerthe thenumber, number, the thehigher higherthe thepriority priority Partnering with other Departments – Facility Work Option 1: General Services Completes the Project Pros • Process is understood by all • General Services retains control of process and documentation • Quickest and least expensive – keeps staff on assigned tasks Cons • Requires Departments to plan ahead • General Services can never keep up Partnering with other Departments – Facility Work Option 2: General Services and Department Share in Completing the Project Concept • The Department and General Services share the work load • The project can be finished sooner and for less cost Process • Meet to discuss the project • Assign work where it best fits • Formal Agreement (MOU) • Regular Status Check Meetings • Project Close – Mutual and Document Retrieval DESS Partnering with other Departments – Facility Work Option 2: General Services and Department Share in Completing the Project Pros • Departments feel like they are helping • Departments learn about Project Management Cons • Continual meetings • Work Duplicates and Omissions • In the end . . .the Departments don’t typically like it Partnering with other Departments – Facility Work Option 3: The Department Completes the Project Concept • General Services issues a Work Order just to become aware of project • The Department handles all details Process • Department obtains a work order number • Department Certifies all aspects • Department completes the project • Project Close – Document Retrieval • General Services may audit results Sheriff Partnering with other Departments – Facility Work Option 3: The Department Completes the Project Pros • Departments like the control • More work gets completed • Still being evaluated Cons • Internal Control Departments don’t like it (Risk Management, Counsel, etc) • Quality of Certifications • General Services still involved . .. Sometimes too late • Some Departments refuse • Still being evaluated Partnering with other Departments – Facility Work Questions and Comments to Help Others??
