Department of General Services ACTION PLAN Accreditation Commission for Community & Junior Colleges (ACCJC) District Recommendation #3 Presented by Sadiq B. Ikharo, Ph.D. Vice Chancellor, General Services PBIM Summit – August 28, 2015
District Recommendation #3 Accreditation Commission for Community & Junior Colleges (ACCJC) • In a letter dated 6/29/15, the District receive notification of the action that the Commission (ACCJC) took to issue warnings and probations to the District’s colleges requiring a follow ‐ up report in October 2016 with all deficiencies to be resolved by the deadline. • The District Recommendation #3 reads as follows: “ In order to meet the Standard, the team recommends that District General Services (DGS) work with college personnel to implement a plan to address total cost of ownership for new facilities and equipment, including undertaking critical deferred maintenance and preventive maintenance needs at the college in order to assure safe and sufficient physical resources for students, faculty and staff (II.B.1, IIB.1a, IIIB.2.a).” 2
Total Cost of Ownership • Total Cost of Ownership Document presented to ACCJC 2015 is posted on DGS webpage. Link: http://web.peralta.edu/ge neral ‐ services/draft ‐ tco ‐ plan/ 3
District’s Action Plan • DGS will work with the colleges to discuss and develop an updated Total Cost of Ownership document to address the following areas: 1. Facilities 2. Equipment Needs 3. Critical Deferred Maintenance 4. Preventative Maintenance • Targeted date to complete this task: September 30, 2016 • Updated document will be posted on DGS webpage 4
1. District’s (Action Plan) Discussions will occur with the colleges relating to the following new and modernization facilities projects: Project Location Brief Description Modernization of new acquired property at 2118 Milvia to Modernization of Milvia BCC support BCC student’s services, and instructional “smart” Property classrooms for existing and new students. New Building “C” COA New general classrooms for academic and academic programs. Chemistry In Existing COA Modernization of hoods and ducting air intake for Chemistry Lab. Building “D” Faculty Resource Center COA Modernize Faculty Resource Center in Existing Library/LRC New Construction for Auto COA Replace building B & E and Diesel Technology Construction of a new Library/LRC to allow for reconfiguration of Library / Learning Laney space and service and build a learning and resource center to Resource Center (LRC) facilitate instructional, labs and student services. Construction of new Student Center to create an environment that allows for a diverse range of student campus life activities, Student Center Laney technology improvements and maximizes student growth and development. Construction of a new building that will give emphasis on clean BEST Center Laney energy and sustainability. Women Gym and Locker Laney Modernize Women Gym and Locker room Room Laney Theatre Laney Laney College modernization of the Theatre Science/Math Building Laney Construction new Science & Math Building New permanent facility to house the Child Care Development Child Development Merritt Program and Child Development Center. Horticulture Merritt Construction of new Building Fitness Center Merritt Modernization of Fitness Training & Physical Therapy. 5
District’s – Project Funding (cont.) • Sale of Additional Measure A Funds • Other Source of Funding: The District will work with the State Chancellor’s Office to leverage additional facilities bonds funding to support new facilities projects (e.g. Laney Library/LRC). • Future Bond: DGS will work with the Chancellor Laguerre, the Governing Board of Trustees, College Presidents, faculty and stakeholders with the intent to develop a ballot initiative for a new bond to support new facilities projects. • Proposition 39: Sustainability funding of $405,000 for the 2015/16 Fiscal Year 6
2. Equipment Needs (Action Plan) • Currently each college has allocated funds from Measure A bond for Furniture, Fixtures & Equipment (FF&E) and IT to acquire vital equipment for their colleges • As part of the 2014 ‐ 15 Physical Plant & Instructional Support Block Grant, the State allocated $2,300,000 to the District. The District, in turn, re ‐ allocated $1.9 million to Schedule Maintenance projects and $100,000 to each the Colleges. The State is making the same amount of funds available for the 2015 ‐ 16 school year (no match required). The allocations per college and facilities is yet to be determined. • A priority list will be vetted, through the college shared ‐ governance process, to determine equipment needs to be acquired over a multi ‐ year process. • Total Cost of Ownership for Technology: Technology needs for instruction, operational and mobility is crucial as most of the District’s classrooms at Laney and COA are yet to be implemented. All our classrooms District ‐ wide need to have the capacity of delivering instructions via technology. 7
3. Critical Deferred Maintenance (Action Plan) • DGS will work, in conjunction with the colleges, to develop and prioritized a master list of critical deferred maintenance relating to infrastructure such as electrical, HVAC and plumbing, health and safety including beautification needs. • The State has provided funding for scheduled maintenance projects for 2014 ‐ 15 school year ($1.9 million). • It is anticipated that additional funding will also be provided from the State for deferred maintenance projects for the 2015 ‐ 16 school year • Deferred maintenance needs, districtwide, is estimated to be in excess over $12 million. • The District will work with Chancellor Laguerre to secure Redevelopment Agency funding from the District’s 6 market cities that Peralta serves. 8
4. Preventive Maintenance (Action Plan) • DGS Maintenance & Operations Division (M&O) is currently understaff. As a result, over 1,000 work orders are pending implementation due to inadequate staffing to address districtwide and preventative maintenance needs • DGS plans to present a reorganization structure proposal to the Administration for additional personnel resources to address these needs • There are critical infrastructure needs that needs replacement or major modernization, such Laney College elevators. • DGS has conducted research to determine level of custodial standards based on national standards and best practices 9
Custodial Service Cleaning Standards Cleaning Standards Matrix of Custodial Count Level 1 ‐ (Hospital Environment Standard) : Show Quality – General Impression of “Orderly Spotlessness”, the norm for hospital environments. Level 2: ‐ Ordinary Tidiness (18,000 ‐ 20,000 sq. ft. per 8/hr. shift) (Physical Plant Standard) This level is defined as cleaning with the uppermost standard for school and is generally reserved for restrooms, special education areas, and food service areas. At Level 2, a custodian can clean approximately 18,000 to 20,000 square feet in an eight ‐ hour shift. The matrix below provides a custodian count at 18,000 square feet and a count at 20,000 square feet. Level 3: Casual Inattention (28,000 – 31,000 sq. ft. per 8/hr shift) (Norm for Educational Facilities) This level cleaning standards is acceptable to most stakeholders and does not pose any health issues. A custodian can clean approximately 28,000 to 31,000 square feet in an eight hour shift. The matrix below provides a custodian count at 28,000 square feet and a count at 31,000 square feet. Level 4 – Moderate Dinginess (45,000 ‐ 50,000 sq. ft. per 8 shift) This level cleaning standards requires that classrooms are cleaned every other day, carpets would be vacuumed every third day and dusting would occur once a month. A custodian can clean 45,000 to 50,000 square feet in eight hours. Level 5: General Impression of “Unkempt Neglect” 10
Timeline Total Cost of Ownership (TCO) Document * Task Targeted Completion Date Present Action Plan at PBIM Summit August 28, 2015 Begin discussions with College Stakeholders September 1, 2015 Complete discussions with College Stakeholders March 2016 and continue with implementation Present Draft TCO to the College Presidents & April 2016 Stakeholder for inputs Present Final Draft to PBIM Committees and PBC May 20156 Present recommendation to the Chancellor and Chancellor’s Cabinet Final TCO Presented to the Board of Trustees June 2016 Response to ACCJC – Recommendation #3 October 2016 Post Final TCO on DGS webpage June 2016 * Note: The TCO is a working document with ongoing implementation . 11
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