Consultants present Pleasant Hill facilities assessment and districtwide capital-planning tool

McKinstry, a national buildings-consulting firm, presented results of an integrated facilities assessment for Pleasant Hill Elementary and demonstrated a browser-based capital-planning and forecasting tool the firm proposes to deliver to the district.

The presentation, led by Dylan Fontaine, McKinstry program manager, and Riley Brand (buildings engineer for the Southeast), summarized field inventory work that captured 372 asset line items at Pleasant Hill, including estimated remaining life, replacement cost and condition scores. "My name is Dylan Fontaine. I'm the program manager for McKinstry here in Tennessee," Fontaine said as he opened the presentation.

The report and the online tool provide an asset-level inventory and capital forecast for each building. Brand told the board the field team “took about 2 days to do Pleasant Hill Elementary, about 90,000 square feet” and captured serial numbers, ages and conditions into an inventory workbook. Brand said the firm uses industry pricing libraries and a scoring system to produce a 10-year cost projection and an FCI-like metric for each building.

Nut graf: The district was shown two contracting options to extend the Pleasant Hill pilot to other schools and a software tool intended for board and staff use in prioritizing maintenance and capital projects.

McKinstry gave two contracting proposals: a districtwide rollout covering all elementary, middle and both high schools with a proposed total project cost of about $285,000, and a smaller phased approach covering three elementary schools at about $89,000. Fontaine said the district would own the browser-based platform in perpetuity and that McKinstry would help maintain the data as part of a partnership: "This is yours. You own it, And we help you maintain it as part of our partnership," he said.

Presenters demonstrated how the tool maps buildings, ranks asset condition and filters assets by remaining life, operational impact and replacement cost to build scenario-based five- and 30-year budgets. Brand illustrated the level of detail available for each asset, with location, remaining life and estimated replacement cost: for one PTAC unit, the tool showed "we are 1 year beyond remaining life... it's probably going to cost about $2,000 to replace," he said.

Board members asked about practical issues: effort to tag assets (QR codes and inventory tags), whether McKinstry would provide ongoing maintenance crews (they would not), and whether the tool could account for design alternatives (yes — the firm said staff could request specifications and the dataset can be edited to model changes). The firm repeated that it would align asset tags with the district's work-order system to avoid duplicate datasets.

Ending: McKinstry said the Pleasant Hill work was intended as a pilot and that, if the board approves a rollout, the firm would proceed to field assessments at additional schools and deliver individual building reports, the inventory workbook and access to the capital-forecasting platform. The board did not take a formal vote during the work session; presenters said the proposals and detailed documents would be available for further review.