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Home My WebLink About2025-07-17; Citywide Facility Condition Assessment (Districts All); Gomez, PazTo the members of the: CITY COUNCIL Datet) \I ~A .d_ CC v CM __,_,,cAC ~CM (3) ~ July 17, 2025 Council Memorandum To: From: Honorable Mayor Blackburn and Members of the City Council Paz Gomez, Deputy City Manager, Public Works Via: Sheila Cobian, Assistant City Manager ~ Re: Citywide Facility Condition Assessment (Districts -All) {city of Carlsbad Memo ID# 2025040 This memorandum provides information related to a citywide facility condition assessment that was completed in December 2024. Background In 2012, the city retained a consultant to perform a Facility Condition Assessment, or FCA, of select city-owned buildings. The recommended interval based on industry standards and best practices for an FCA is, at a minimum, every 10 years. On December 13, 2022, the City Council adopted Resolution No. 2022-284, authorizing an agreement with Atkins North America, Inc., dba Faithful+Gould, to conduct an updated FCA. Discussion FCA overview An FCA is a comprehensive evaluation of a building's physical condition, systems and infrastructure to determine its current state and identify necessary maintenance, repairs and upgrades. The assessment typically includes an inspection of structural elements, mechanical, electrical and plumbing systems as well as safety features and code compliance. The purpose is to provide facility managers and stakeholders with accurate data to identify and prioritize potential improvements, estimate the costs of those improvements, and support long-term capital planning. While the FCA provides the data from an assessment, a Facility Condition Index, or FCI, provides the means of interpreting that data. The FCI is a quantitative metric derived from the results of an FCA. It is used to express the relative condition of a facility in a simple, standardized format. It is calculated by dividing the total cost of necessary repairs and maintenance needed to keep it in good condition by the current replacement value of the facility. The resulting ratio-expressed as a decimal or percentage-helps organizations objectively compare the condition of different buildings. A lower FCI indicates that a facility is in better condition, while a higher FCI suggests more significant deterioration or maintenance needs. This index is commonly used in capital planning to prioritize investments and allocate resources effectively, generally in a range of 0-100, or 0%-100%, as described in the table below. Public Works Branch Fleet & Facilities Department 405 Oak Avenue I Carlsbad, CA 92008 I 442-339-2856 t Council Memo -Citywide Facility Condition Assessment (Districts -All) July 17, 2025 Page 2 Acceptable ranges of an FCI score vary by building type. As a general guideline, Faithful+Gould uses the following scoring system: Condition Description Percentage Value Good In a new or well-maintained condition, with no visual Oto 5 evidence of wear, soiling or other deficiencies Fair Subject to wear and soiling but is still in a serviceable and 5 to 10 functioning condition Poor Subject to hard or long-term wear; nearing the end of its Greater than 10 useful or serviceable life Very Poor Subjected to hard or long-term wear; reached the end of Greater than 60 its useful or serviceable life; renewal is now necessary FCI results Of the 98 buildings surveyed, the FCI range was mostly between zero and 52, not including the two outliers with FCls of 110 and 126 for the portable trailer at the Leo Carrillo Ranch Historic Park and the Parks Maintenance Yard Administrative Building, respectively. The Leo Carrillo Park trailer has an FCI of 110 because the facility replacement cost is only $12,000 for the portable trailer, which is used mostly for tool storage and a breakroom, as compared to the repair and maintenance needs of over $13,000. The Parks Maintenance Building would otherwise have an FCI of 11 instead of 126, if the parking lot and perimeter fencing condition costs estimated at almost $384,000 were removed. This facility will be completely vacated by Parks Maintenance staff when the Orion Center is constructed, which is currently under design and is expected to have construction completed in late 2028. The next lowest FCI of 52 was for the Fleet Maintenance Facility, which is part of a current capital improvement project that will renovate it. Staff expect to seek City Council authorization to bid in spring 2026. Several buildings such as Fire Station No. 2, Pine Avenue Community Center, Safety Training Center and Alga Norte Aquatic Center had the best score possible (good condition), FCl=0. Of all the buildings surveyed, 51% were in good condition, 10% in fair condition, 37% in poor condition and 2% in very poor condition. The FCI for each building surveyed is shown in Attachment A, which is also color coded as green for good condition, yellow for fair, orange for poor and red for very poor. The total replacement value of all the buildings surveyed was estimated at just under $248 million. Using the combined replacement value and the value of the recommended necessary repairs, the inventory of buildings surveyed was rated in good condition, with an average FCI of 4.1. Council Memo -Citywide Facility Condition Assessment (Districts -All) July 17, 2025 Page 3 Expenditure forecast In addition to the FCI score, Faithful+Gould also provided an expenditure forecast for each facility covering the duration of the study period (2023 to 2032), which covers the time until the next expected FCA. Charts are also provided to show the anticipated effects on the FCI when the deferred maintenance is addressed versus cumulative effects when it is not. An example of this would be Fire Station No. 4. This facility has an FCI of 4.4 (good condition). The consultant estimates $123,801 will be needed for repairs during the first year of the study period and an additional $125,223 over the following nine years. Addressing the deferred maintenance will maintain an FCI score for the facility of less than 2 over the study period. Conversely, not addressing the deferred maintenance will have a cumulative effect resulting in an estimated FCI score of 8.9 at the end of the study period. Anticipated Fire Station No. 4 FCI if needed repairs are funded and implemented: 4% 3% u LL 2,, " 1% O" " Year by Year Effects of FCI 2023 2024 2025 2026 2027 2028 2029 2030 2031 2032 Year ■ Good Fair ■ Poor ■ Very Poor Anticipated Fire Station No. 4 FCI if needed repairs are not funded or implemented: 8" " 6" " u LL 4% 2% 0% Cumulative Effects of FCI .... -~ • ~ ' -• ~ • J ( ------------------------------------------ 2023 2024 2025 2026 2027 2028 2029 2030 2031 2032 Year ■ Good Fair ■ Poor • Very Poor Council Memo -Citywide Facility Condition Assessment (Districts -All) July 17, 2025 Page 4 As demonstrated above, implementing the recommended repairs would result in an FCI of 1.3 in 2032, whereas deferring as-needed repairs would result in the FCI increasing from 4.4 to 8.9. Enterprise asset management In anticipation of the implementation of the city's new enterprise asset management system, Cartegraph, staff expanded the FCA scope of work beyond what is ordinarily included in a typical assessment. The increased scope required the consultant to provide updated facility floor plans and an ArcGIS database with facility assets geospatially located with all pertinent information. Staff have begun to integrate this additional information into Cartegraph so that future data collected from daily maintenance activities on facilities and their assets (such as mechanical systems, roofing systems, etc.) will be consolidated into one repository. This will allow the Facilities Maintenance Division access to real-time analysis of a building's FCI, providing staff the data to strategically make recommendations for future capital expenditures. Next Steps Staff will utilize the results of the citywide FCA to develop a comprehensive capital improvement plan for city facilities over the next 10 years to assist in forecasting and budgeting for facility repair and maintenance needs. Staff will also continue to integrate the data collected from the assessment into Cartegraph. Attachment: A. Summary of FCls by facility cc: Geoff Patnoe, City Manager Cindie McMahon, City Attorney Gary Barberio, Deputy City Manager, Community Services Laura Rocha, Deputy City Manager, Administrative Services Christie Calderwood, Police Chief Michael Calderwood, Fire Chief Tim Lyons, Assistant City Attorney Zach Korach, Finance Director Maria Callander, Information Technology Director John Maashoff, Public Works Manager Brian Bacardi, Public Works Superintendent Megan Powers, Senior Management Analyst Facility ComP.lex • Alga Norte Aquatic Center Aviara Community Park Bauer Lumber Building/ New Village Arts Beach Restroom -Pine Beach Restroom -Tamarack Calavera Community Park Chase Field -Snack Bar/ Restroom City Hall CMWD Operations Cole Library Dove Library Elmwood House Faraday Farmers Claims Building (Main Building Not Done) Fire Station No. 1 ATTACHMENT A Building Building 1-Showers/ Pump Room Building 2 -Administration Building 3 -Showers/ Meeting/ Snack Bar Building 4 -Ticket Booths Building 5 -Shop/ Office Building 6 -Snack Bar/ Restroom Building 7 -Skate Park Restrooms Overlook Catering Facility East Restoom West Restroom Maintenance Shop/ Office Main Building Main Building Main Building Community Center Snack Bar/ Restroom Main Building North Wing South Wing Council Chamber Admin Building Warehouse Main Building Main Building Main Building Main Building Main Building Main Building Butler Building FCI 0.0% 0.0% 1.3% 0.0% 0.0% 0.0% 0.0% 0.0% 1.2% 0.2% 1.8% 2.0% 33.5% 12.6% 13.0% 33.8% 7.8% 11.7% 12.8% 18.4% 13.3% 1.3% 9.6% 14.8% 18.9% Legend: Green= good Yellow =fair Orange = poor Red = very poor Facility Com~lex Building FCI Fire Station No. 2 Main Building 0.0% Fire Station No. 3 Main Building 0.0% Hose Tower 0.0% Fire Station No. 4 Main Building 4.4% Fire Station No. 5 Main Building 4.9% Hose Tower 0.0% Storage Building 4.3% Fire Station No. 6 Main Building Apparatus Garage Fleet Maintenance Building -Shop/ Office Main Building 51.7% Harding Community Center Admin Building 5.0% D Building 11.7% Auditorium 11.8% Rec Hall 9.4% Hidden Canyon Park -Restroom Main Building Holiday Park Holiday House 21.1% Kruger House 10.7% Scout House 0.3% West Restroom 15.1% East Restoom 1.0% La Costa Canyon Park Restroom 44.8% Laguna Riviera Park Restroom 9.3% Las Palmas Building Main Building 4.2% Leo Carrillo Ranch Park Barn / Visitor Center 1.8% Cabana Restrooms 3.9% Cantin a 0.9% Caretaker's House Staff Office 5.1% Carriage House 14.6% Carrillo Parks Trailer Chicken Coop Restrooms 0.0% Deedie's House 34.1% Caretaker's House Restrooms 20.0% Hacienda 2.3% Park Residence 0.6% Stable 0.0% Facility Complex Building FCI Library Learning Center Learning Center 0.2% MACC Modular 10.1% Magee Park Magee House 7.1% Barn 38.5% Heritage Hall 6.1% Granary 33.7% Blockhouse Restroom 28.7% Monroe Street Pool Main Building 22.4% Equipment Room 25.2% Parks Maintenance Admin Building Breakroom 0.2% Fertilizer Shed 27.3% Modular Office 12.6% Pine Community Center Community Center 0.0% Blockhouse Restroom 1.7% Poinsettia Community Park Ballfield Storage 8.7% East Restoom 0.0% North Restroom 15.0% South Restroom 16.6% Police & Fire Headquarters Main Building Public Works Operations -Oak Yard Adm in Building 6.4% Modular Building 1.9% Supervisors Office 14.0% Shops-Sign / Electric/ Concrete 25.7% Railroad Depot Main Building Recycled Water Facility -CWRF Main Building 12.5% Safety Training Center Main Building 1.1% Commercial Prop 0.0% Residential Prop 0.0 0 Senior Center Main Building 2.3% Stagecoach Community Center Community Center 6.6% East Restoom 37.3% West Restroom 13.2% Maintenance Shop/ Office 26.4%