Internal Services Committee Robert Burkhardt, Chair MaryAnne M. Avila Robert Kissinger Richard McFadden Jenny Overton*

R01-77

THE BOARD OF SUPERVISORS ADOPT, AS SOON AS POSSIBLE, A RESOLUTION SUPPORTING THE DESIGN-BUILD CONCEPT AS A VIABLE OPTION. 01 - 78 THE BOARD OF SUPERVISORS REQUEST ONE OR MORE OF THE COUNTY'S ELECTED STATE LEGISLATORS TO SPONSOR NEW LEGISLATION, OR AMEND ASSEMBLY BILL 2296 IN ORDER TO ALLOW SAN BERNARDINO COUNTY TO USE THE DESIGN-BUILD METHOD AS AN OPTION FOR PROPOSED CONSTRUCTION PROJECTS. 2000-2001 San Bernardino County Grand Jury Final Report FACILITIES MANAGEMENT DEPARTMENT BACKGROUND The Facilities Management Department conducts building maintenance, grounds upkeep and custodial services for 350 County-owned facilities. It also administers the Home Repair Program and provides maintenance services to the County's Capital Improvements Program. Building infrastructure documentation resides on paper in various levels of detail, completeness and Costs associated with services in the Custodial, Grounds, and accuracy. Maintenance Divisions make up a part of the Auditor/Controller's Countywide Cost Allocation Plan (COWCAP) report via the Job Cost Ledger (JCL) system. The Home Repair Program's applicable costs are also captured using JCL in support of Federal reimbursement policies. Drawings depicting building infrastructure design and configuration (as built) are common data shared by the Architecture & Engineering Department, Facilities Management, and the Information Services Department. Summary level data from those drawings make up a part of the Building Information Data System (BIDS) database. FINDINGS When a request for service is received from a County office, Facilities Management employees are dispatched to do the work. There is a computer program that tracks service requests, but it is not an online program. There is currently no computerized preventive maintenance capability available that tracks equipment down-time when maintenance is needed, time involved in the performance of this service, total cost to maintain the equipment, and projected equipment life span duration to need for a replacement item. The County Information Services Department (ISD) is currently working with the Facilities Management Department to develop an online computer program to track the department's service requests from their receipt to their completion. The County's proposed Computer Aided Facilities Management (CAFM) system would be able to track these service requests by creating a complete record of current maintenance activities and costs. This would develop a County experience-based preventive maintenance schedule and project replacement timing for budget planning. 2000-2001 San Bernardino County Grand Jury Final Report RECOMMENDATION ✓ 01-79 DEVELOP TO COMPLETION, THE PROPOSED COMPUTER AIDED FACILITIES MANAGEMENT (CAFM) SYSTEM IN THE INFORMATION SERVICES DEPARTMENT THAT WILL TRACK THE TOTAL PREVENTIVE MAINTENANCE FUNCTION AND IDENTIFY RESOURCE RESTRAINTS, MAINTAIN A HISTORICAL DATABASE, AND INTERFACE ELECTRONICALLY WITH OTHER COUNTY AUTOMATED SYSTEMS THAT WILL REDUCE WORK INTERRUPTION AND SAVE MONEY. COURTHOUSE SAFETY/MAINTENANCE BACKGROUND The San Bernardino County Central Courthouse is a large historical building. With its antique elevator, hand-painted ceiling and stained glass skylight above the landing between the second and third floors, the central County courthouse has priceless antiques. FINDINGS The Facilities Management Department needs to fill vacant budgeted positions to more adequately address the housekeeping and maintenance requirements of the central courthouse. Paint is needed in the halls from the annex elevators to the main courthouse. Light bulbs are out in strategic places. The hall between the annex and the main courthouse needs better lighting. Hand-painted ceilings in the courtrooms and the skylight need to be cleaned. Ceramic floor tiles have not been replaced, yet the floors have been waxed and buffed over. Paper records are inadequate or non-existent. Nο online computer program is in place. The elevators in the annex are slow and unreliable. All court jurors, as well as court employees and the public, use the same elevators. The principal access to the stairs from the restricted parking lot is an outside staircase to the first floor, exposed to all weather conditions. Smokers sitting on the stairs have to be sidestepped. 2000-2001 San Bernardino County Grand Jury Final Report There are no written work standards or policy manual and/or mission statement for this department. RECOMMENDATIONS √01-80 WORK WITH THE INFORMATION SERVICES DEPARTMENT TO IMPLEMENT A COMPUTER PROGRAM FOR THE HOUSEKEEPING AND MAINTENANCE OF THE CENTRAL COURTHOUSE. THIS PROGRAM SHOULD INCLUDE PROBLEMS REPORTED BY DATE, WORK ORDERS ISSUED, AND WORK COMPLETED. /01-81 AS AN INTERIM SOLUTION UNTIL THE COMPUTER PROGRAM IS IN PLACE, DESIGNATE AN EMPLOYEE TO HAVE A WALK-THROUGH EACH SHIFT TO CHECK FOR PROBLEMS INVOLVING HOUSEKEEPING AND MAINTENANCE. THIS EMPLOYEE SHOULD ANSWER TO AND BE RESPONSIBLE FOR INFORMING THE DEPARTMENT HEAD OF PROBLEMS. √ 01-82 DEVELOP A WORK STANDARD, A POLICY MANUAL AND A MISSION STATEMENT FOR THIS DEPARTMENT. ALL THESE DOCUMENTS SHOULD BE ACCESSIBLE FOR THIS DEPARTMENT. CUSTODIAL/GROUNDS DIVISIONS BACKGROUND The Facilities Management Department's Custodial Services Division administers the County's custodial services to County-owned and some leased facilities. The Grounds Division is the result of the recent County reorganization. This division is responsible for 715 acres of grounds maintenance services provided to County-owned and some leased facilities through a combination of in-house personnel and private grounds maintenance service providers. 2000-2001 San Bernardino County Grand Jury Final Report FINDINGS There is an existing commercial trash enclosure located in County parking lot 7 behind the County Courthouse in San Bernardino. It is built of 6- foot high chain link fence with 2-inch wood inserts. One 7-foot front door is still attached, with the opposite 7 foot side missing. The trash bins are lined up one in front of the other making it difficult to fill and dump the rear unit. The entire enclosure is in need of replacement. (See Exhibit A) A study of the city design guidelines of the cities of Lancaster and Barstow, and the installation design guide for Fort Irwin, show that for all the community trash enclosures located in the city or on post, the use of concrete masonry units with metal doors must be used to screen the trash areas from public view. This design provides safety from trash hazards and protects the environment around the enclosure. (See Exhibit B) RECOMMENDATION

R01-83

PROVIDE SUFFICIENT ADDITIONAL FUNDING TO THE FACILITIES MANAGEMENT DEPARTMENT BUDGET TO ALLOW THE CONSTRUCTION OF A NEW COMMERCIAL TRASH ENCLOSURE WITH METAL DOORS THAT ALLOW TRASH BINS TO SIT SIDE BY SIDE FOR EASE OF FILLING AND DUMPING. THE NEW TRASH ENCLOSURE AT THE PRESENT LOCATION IN COUNTY PARKING LOT NUMBER 7 WILL PROVIDE EMPLOYEE SAFETY FROM TRASH HAZARDS AND KEEP THE IMMEDIATE ENVIRONMENT CLEAN WHILE SCREENING THE AREA FROM PUBLIC VIEW. A GENERIC DESIGN IS SHOWN ON EXHIBIT B. 20' - 0" RAMP CONCRETE WALL- . . . . . . . . . . . . . . . . . . . . · · · · · · · · · · · · · · · · · · · ٠, , . 1 3 - " / " _ _ ---- DUMPSTER 6 FT HIGH CHAINLINK FENCE W/2" WOOD STRIPS — 13' - 0" 78A DUMPSTER PARKING AREA PEDESTRIAN WALKWAY -7 FT GATE SECTION PARKING DRIVE EXISTING TRASH ENCLOSURE COUNTY CENTER PARKING LOT 7 SCALE 1/4" = 1'-0" V LIBIHX3 EXHIBIT B DUMPSTERS AS REQUIRED REQUIRED DEPTH CONCRETE PAD TYPICAL

R01-85

ELIMINATE THE ROAD TEST. THE VEHICLE INSPECTION REPORT CONTAINS SUFFICIENT INFORMATION ON THE RELIABILITY OF THE VEHICLE, THUS REDUCING THE SERVICE COST TO $25.00 FOR A QUICK LUBE OPERATION THAT WOULD STILL PERFORM THE SAME SERVICES NOW PROVIDED BY THE MAIN YARD. THE INCREASED EFFICIENCY AND MORE SERVICES WOULD STILL ALLOW FOR A FAIR PROFIT FOR FLEET MANAGEMENT, AND INCREASE THE NUMBER OF SERVICED VEHICLES PER DAY AT THE MAIN YARD TO 20. 2000-2001 San Bernardino County Grand Jury Final Report

R01-86

SET UP AN OPTIONAL CERTIFICATION PROGRAM TO AUTOMOTIVE SERVICES EXCELLENCE (ASE) STANDARDS THAT WOULD CERTIFY ALL FLEET MANAGEMENT MECHANICS. THIS WOULD BE ACCOMPLISHED DURING THEIR OFF-DUTY TIME AND THE COUNTY WOULD NO LONGER BE REQUIRED TO PAY FOR CERTIFICATION AND TESTING. COUNTY CLASSIFIED MECHANICS WOULD PAY FOR THEIR TESTING AND CERTIFICATION. / 01-87 REVISE THE FLEET MANAGEMENT DEPARTMENT WORK ORDER SYSTEM TO CHARGE CUSTOMERS FOR WORK PERFORMED ON VEHICLES IN TENTHS OF AN HOUR. . EXHIBIT A Quick Lane Vehicle Inspection Report VΙΝ Mileage .. Engine Year_ Make UNDERHOOD -1 n 7 3 HOSES FLUIDS BELTS FILTERS LIGHTS / BLADES BATTERY SERVICE OK SERVICE PART SERVICE PART OK ak PART OK SERVICE OK SERVICE PART OK SERVICE PART UpperRadiator VoltsMin. 12.4 V Head Alternator χ Air noles/manenT Stop LowerRedistor χ Cable Ends/ A/C Coolani Vent γ Cables Signal PCV X Hold Heater P/8 Washer Pavidno

R01-94

THE REAL ESTATE SERVICES DIVISION, USING THE BIDS PROGRAM, PROVIDE BOTH LEASED AND COUNTY-OWNED FACILITIES UNDER ONE REPORT WHICH INCLUDES THE FOLLOWING: AGE OF BUILDING, OPERATING COST PER SQUARE FOOT, SIZE, NUMBER OF OCCUPANTS, AND IF THE BUILDING IS IN USE OR VACANT. • .