Operations staff asks board to budget a districtwide facilities condition assessment to create a living asset inventory

Operations staff asked the board to include a facilities condition assessment (FCA) in the 2026 budget to create a detailed, third‑party inventory of the district’s buildings, systems and site elements and to integrate that data into the district’s maintenance and asset management workflow.

Mister Rucker (presenting) said the FCA would be a system‑by‑system, asset‑by‑asset third‑party review using the Uniformat classification system, encompassing roofs, boilers, electrical systems, HVAC components, plumbing, parking, fences and playgrounds. He said the FCA would produce a centralized, updatable inventory with condition ratings, remaining useful life and projected replacement costs to inform preventative maintenance and capital planning.

Why it matters: The FCA is intended to move the district from reactive repairs toward planned, data‑driven capital investment and to comply with board policy on asset tracking. Staff said the FCA would produce living data to be maintained in the district’s Operations Hero work‑order and asset system and used to schedule preventive maintenance and optimize replacement timing.

Staff described how FCA outputs would be used. Operations staff said individual assets (for example a unit ventilator and its motor) would be cataloged as parent and child assets so work orders and historic repairs are tied to the specific component. That linkage would allow managers to quantify the recurring repair costs of a failing component and make replacement decisions based on lifecycle cost rather than ad‑hoc repair.

Cost and timing: Staff estimated the FCA for the district’s approximately 2,000,000 square feet of building space could be completed by a professional team and provided a rough cost ballpark of about $125,000. The presenter described a 2–5 month on‑site and reporting timeframe for a comprehensive assessment, with ongoing maintenance of the database handled through district staff and the Operations Hero platform.

Board members asked implementation questions, including who would maintain the inventory after the FCA is completed and whether the work would be a one‑time assessment or repeated. Staff said the FCA is a large upfront data collection that would be maintained by the asset manager and facilities staff thereafter, with periodic audits or targeted re‑assessments as needed. Staff suggested the assessment be procured through professional services and noted procurement rules for such services in Pennsylvania.

Board feedback and next steps: Directors generally supported the concept but asked for a formal scope and implementation plan and recommended that administration return with formal quotes and a detailed plan for how the district will keep the data current. Staff said they would seek formal proposals and provide a written implementation plan for the board’s August or fall budget deliberations.