K-12 Facility Maintenance Plan

The Challenge

The Pacific ECS team conducted an organization-wide evaluation of a PNW school district facilities to develop a comprehensive Facility Management Plan. The district is one of the largest in the Pacific Northwest with 9M SF of building area, 81 buildings, and a $300M+ capital program per year. Do to funding constraints, the district’s preventive maintenance department was eliminated in 2000, with reduced staffing levels, and funding experienced due to budgetary constraints.

The project started with a contextual understanding phase to benchmark the district against peer districts, interviewed stakeholders, and perform numerous site visits. The team leveraged the value planning methodology to determine key functionality and brainstorm ways to enhance district wide performance. Including benchmarking against peer districts and using facility management performance metrics from APPA, IFMA, and others. From these metrics, the team recommended O&M staffing and funding requirements for maintenance, custodial services, and grounds. 100+ recommendations and developed. The recommendations were ranked, developed, and compiled into an implementation plan covering topics such as Facility Condition Assessments, energy reduction strategies, alignment of their capital program, funding strategies, equity, and social justice.

A comprehensive report was developed in a series of reporting workshops with the client to fine tune messaging, the report cadence, and content. As part of the implementation assistance, the district asked the team to develop a district wide Preventive Maintenance Plan for the 9M SFT district’s building portfolio. The project was delivered on time, on-budget, and as a result the district has clear guidance on staffing, funding, and processes to optimize the management of their building inventory.

Key Take Aways

• Developed 113 recommendations to reduce energy, enhance maintenance staffing, and promote equity and social justice within district.

• Forecasted facility maintenance, custodial, and grounds staffing levels.

• Forecasted capital renewal funding needs across the district

• Developed a preventive maintenance plan for the 9M SFT building portfolio.

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* Project performed by Pacific ECS staff under prior employer