Facility Master Plan Development

Master Planning Process Master Planning Process
Facility Consulting

PROJECTS:

Phase I

Part 1 - Define Planning Principles Working with the Client, the FM Solutions team will define goals, identify limitations, and develop philosophies that will serve as the foundation for long range planning. The planning principles will be used to rank the alternatives that will result from this project.The Planning Principles will be:

  • Mission and Goals
  • Guiding Principles
  • Priority System

Part 2 - Comprehensive Assessment The FM Solutions team and appropriate representative(s) of the Client will meet to review existing reports, current and future projects, standardization and other planning tools currently in place. Also reviewed will be the strategic and/or business plans for the Client at large for the next 10-20 years.Local interviews with Client key stakeholders, employees, managers and elected officials will be conducted to ensure a comprehensive understanding of the facility opportunities and challenges from the following perspectives:

  • 30k ft view – visionary, policy, process and political aspects i.e. Elected officials, County/City Manager, Judges, Department Managers (number of interviews to be decided)
  • 10k ft view - spatial dynamics, spatial plans, business planners, long range planners, key budget people i.e. Senior Managers (number of interviews to be decided)
  • 5k ft view- facility condition assessments, maintenance, building users, customer base dynamics i.e. Field Employees (number of interviews to be decided)

Tools for Phase I: An electronic questionnaire will be developed in a collaborative fashion with the Client and issued to each department for collection of data related to their current and future staff projections, business drivers of their projected growth, adjacency requirements, as well as current and future needs.The interviews and questionnaire will be used to collect information related to services and resources that will allow a documented understanding of each leader and each business. In addition, this information will be benchmarked against industry trends as well as the established “Mission and Goals” and “Guiding Principles”. This understanding shall minimally include the following:

  • Service Analysis – An exploration of current facility services provided by the Client, service delivery trends and consideration of future service expectations.
  • Resource Analysis
  • A building assessment of current county facilities including:
  • Study of adjacencies
  • Confirmation of space by department
  • Understanding of current space allocations
  • Compare current space allocation to others (benchmarks)
  • Recommendations on O&M, drive time and space targets
  • Evaluation of business plans and 5, 10, 15 and 20-year service projections
  • Review of any existing plans
  • Confirm the condition and lifecycle of buildings

Outcome: Formulation of Detailed Space Needs Assessment by:

  • Program
  • Facility
  • County Department
  • Geographic Area

In addition a summary of issues that need to be solved over the next 10 to 20 years will be completed.

Part 3- Development Tools

During the third part of Phase I we will develop tools to complete the remaining portions of the study as well as help with ongoing future modifications.

  • Square foot /person number per functional category to predict future space needs
  • Formula to create building size, parking lot, detention/retention and landscaping for future growth based upon predicted building occupant counts
  • Recommended Full Height Office To Modular Workstation Ratio
  • Conference Room To Building Occupant Ratio
  • Copy/Mail Room Ration Per Square Feet
  • Restroom Calculations Per Occupant Count
  • Drive Times

Recommendation for the above will be provided at the conclusion of Part I and Part II. The Steering Committee will be given an opportunity to review and comment on each and be able to view how they can be used. Final recommendations will be included in the “Final Report.”

Phase II - Exploration of Alternatives

The purpose of Phase II is to formally recognize and prioritize facility issues confirmed in the comprehensive facilities assessment and space utilization study and develop alternative ideas and solutions for addressing these issues. Work on this phase will utilize tools developed in Phase I. The following will take place during Phase II.

  • FM Solutions will use their understanding of the Client collected from Phase I, along with their knowledge and experience to guide and facilitate the county in an exploration of alternative strategies.
  • Agreed upon planning targets shall be established as guidelines to compare existing and future conditions.
  • On-site workshops with various group participants will be utilized to develop strategies that will assist in solving defined problems.

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    FM Solutions will synthesize strategic discussions of all feasible options including renovation, new construction, expansion, demolition and purchase or disposition of existing buildings into strategies that are detailed enough to establish cost estimates and financing alternatives. The pros and cons of each strategy will be reviewed.

Outcome: Establish strategies that group and solve defined problems in a manner that is compatible with the “Mission and Goals” and “Guiding Planning Principles”.

Recommended Strategies

  • Develop a collaborative “Strategic Evaluation Matrix” that can be used to evaluate the importance of each Principle within the “Guiding Principles”.
  • FM Solutions shall make a primary recommendation and secondary recommendation for each prioritized strategy by using knowledge of the Client's culture, “Strategic Evaluation Matrix” expectations, and goals gained during previous phases.
  • Recommendations shall include a written comprehensive discussion on their selection.
  • Issues will be ordered and arranged along a time line, and based upon the “Priority System”.

Outcome: Establish two or three scenarios that group and solve the defined problems in a manner that is compatible with the “Mission and Goals” and “Guiding Principles”. Strategies will be organized on a time-line.

Format: FM Solutions will facilitate a workshop with the Steering Committee to evaluate and prioritize scenarios.Project Cost Estimates shall be based upon FM Solutions past experience along with support from RS Means.

  • FM Solutions shall develop project cost estimates for each recommended issue along with a summary cost of the scenarios.
  • A project cost estimate shall include corollary costs such as relocation costs, swing space lease costs, furnishings, fixtures and equipment (FF&E), design costs, design administration costs and annual O & M costs.
  • FM Solutions shall adjust cost estimates to reflect an increased cost differential for the Client.
  • The summary costs will be placed upon a time line that includes an agreed upon escalation factor.
  • The scenarios will be “Net Present Valued”.

Outcome: FM Solutions shall recommend one scenario that resolves issues over the next ten to twenty years and is compatible with the “Mission and Goals” and “Guiding Planning Principles”. The scenario will be organized on a time line based upon “Priority System”. A cash-flow with escalation will be created along with a chart that establishes the lowest cost based upon “Net Present Value” over a ten-year cycle and will be based upon cost of money.

Format: Cost estimates for scenarios will be developed by FM Solutions through RS Means and our team’s recent project experience.

Phase III - Review & Presentation of Final Report

The Final Report will be presented to the Steering Committee via a PowerPoint presentation.The Final Report will be delivered in an electronic format unless otherwise requested. It will include at a minimum:

  • Executive Summary
  • Table of Contents
  • List of Working Tools/Discussion of Research Methods
  • Discussion of On-going Planning Process and Tools
  • Benchmarking Process
  • Facility Condition Assessment
  • Formal Discussion of Each Phase
  • Selected Scenario
  • Extended Appendices

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