New Mexico Public School Facilities Authority Post Occupancy Evaluation HandbookPSFA publication - 10-10-2014Including all changes through 10-3-2014State of New MexicoPublic School Facilities AuthorityPost Occupancy Evaluation HandbookFor New Construction, Remodel, High Performance, and ExistingProjectsOctober 10th, 2014POE HBK 10-10-2014x1

New Mexico Public School Facilities Authority Post Occupancy Evaluation HandbookPSFA publication - 10-10-2014Including all changes through 10-3-2014RECORD OF CHANGESEach page of the Post Occupancy Evaluation Handbook, including the table of contents,introduction, and appendices bears a heading that indicates the PSFA publication date for the entiredocument. Changes may be made by PSFA to any portion of the document at any time and mayinclude simple modifications of text, or the deletion or addition of entire sections. PSFA will listeach change on the RECORD OF CHANGES spreadsheet below. A changed section, article,paragraph, sub-paragraph, or table is marked with a corresponding single, vertical line appearingin the left-hand margin opposite the change. The number and date designated to the most recentchange in the document will appear under the publication date on each page of the entire document.When a significant amount of recorded changes are accumulated within the document, PSFA willre-issue an entire new version with a new publication date.It is the responsibility of the Evaluator to make sure that the version being consulted includesthe latest change recorded on the RECORD OF CHANGES spreadsheet. This may be verifiedby checking the latest version of this document posted on the PSFA web site at / DescriptionPOST OCCUPANCY EVALUATION HANDBOOKPOE HBK 10-10-2014x2


New Mexico Public School Facilities Authority Post Occupancy Evaluation HandbookPSFA publication - 10-10-2014Including all changes through 10-3-2014a. This PSFA Post Occupancy Evaluation (POE) Handbook, referred to throughout asthe “Handbook”, is an outline of the goals, criteria, and proposed methodology forPost Occupancy Evaluations to be performed on public school facilities ascommissioned by the Public School Facilities Authority (PSFA). Those facilitiesinclude new and existing public school facilitates, facilities that incur a remodel,and facilities that qualify as High-Performance (HiP) Projects.b. The scope of work outlined in the Handbook details the entire POE process fromthe selection of one or more consulting Evaluators and Sub-contractors to thesummary of deliverables. The Handbook is written as a chronological outline toguide both the Owner and Evaluator through the full POE process in a step-by-stepmanner. Details and directions for completing each phase of the POE are outlinedin their respective sections. Any amendment or divergence from this POEHandbook will be discussed and approved by the Owner and Evaluator during thePlanning phase of the prospective POE.c. Revisions to the POE Handbook will be noted on the Record of Changes page asthey occur. It is the Evaluator's responsibility to use the most current version of theHandbook and to check for revisions prior to submitting a proposal for a POE.B. GLOSSARY OF TERMS, DEFINITIONS, & CAPITALIZATIONPOE HBK 10-10-2014x4

New Mexico Public School Facilities Authority Post Occupancy Evaluation HandbookPSFA publication - 10-10-2014Including all changes through 10-3-2014For purposes of this Handbook, the following terms, definitions, and capitalizations shallapply throughout and to all attachments incorporated herein, unless otherwise noted:a. Adequacy Planning Guide, Adequacy Standards: The companion document to thePublic School Capital Outlay Council Statewide Adequacy Standards (6.27.30NMAC) provided by the state of New Mexico for use in the programming and designof new projects to meet adequacy (document available at Agreement: The Agreement Between the Owner and the Evaluators applicable tothe Project.c. Awards Project Efforts: New Mexico Public School Facilities that have receivedfunding from the PSCOC and PSFA for new construction, remodels, repairs, andother improvements that are subject to future Post Occupancy Evaluations.d. Comprehensive Programming Investigations (CPI): The CPI is the second levelof investigative detail to be employed by the Evaluator. It is a focused explorationof specific critical questions.e. Design Professional (DP): The legal entity qualified to do business in the State of NewMexico that performed the architectural, landscape, interior, space, engineering,information technology, or other design strategies constructed at the site selected forthe POE.f. Education Performance Statistics (EPS): Any relevant performance-basededucation statistics specific to a Facility or district as outlined by the New MexicoPublic Education Department. For example, Annual Yearly Performance (AYP) datareleased by the individual school or district revealing the previous years performancelevels in Math and Reading across different grade levels and demographic variables.g. Education Specifications: The pre-design document issued to the DP by the PSFAoutlining all required elements of the Facility.h. Energy Performance Modeling (EPM): Digital and analogy models projectingvarious energy consumption scenarios used in the design phase to more accuratelypredict and design for a desired level of energy efficiency.POE HBK 10-10-2014x5

New Mexico Public School Facilities Authority Post Occupancy Evaluation HandbookPSFA publication - 10-10-2014Including all changes through 10-3-2014i. First Response Investigations (FRI): The FRI is the first and most general levelof investigative detail to be used by the Evaluator.j. (POE) Evaluator: The legal entity qualified to do business in the State of New Mexicothat employs an individual or individuals who will perform the investigation orinvestigations outlined within the Agreement. Will also be known as the Evaluator.k. Facility: The school building, buildings, complex, or campus that is the focus of thePost Occupancy Evaluation.l. (POE) Handbook: This document. The manual for conducting a POE outlining thegoals and methodology of the investigation. The Handbook is considered part of theContract of Work between the Owner and the Evaluator.m. High Performance School Facility Design (HiP): A HiP School Facility is one thatachieves a minimum delivered energy performance standard of one-half the consumption for school buildings as defined by the U.S. Department ofEnergy. This must be accomplished without jeopardizing any other essentialstandards and guidelines administered by the New Mexico Public School FacilitiesAuthority.n. Lead-Off Survey: The initial online survey administered to the Users. The datawill be analyzed by the Owner and Evaluator to focus the POE Investigation.o. Life Cycle Cost Analysis (LCCA): Life cycle cost analysis (LCCA) is a methodfor assessing the total cost of Facility ownership. It takes into account all costs ofacquiring, owning, and disposing of a building or building system. LCCA isespecially useful when project alternatives that fulfill the same performancerequirements but differ with respect to initial costs and operating costs and have tobe compared in order to select the one that maximizes net savings. A full outlineof the LCCA is included in section D. c. ii. Costs.p. Long-Term Performance Investigations: The third level of investigative depth tobe performed by the Evaluator and is aimed at establishing metrics for long-termanalysis.POE HBK 10-10-2014x6

New Mexico Public School Facilities Authority Post Occupancy Evaluation HandbookPSFA publication - 10-10-2014Including all changes through 10-3-2014q. On-Site Investigation (OSI): The period in which the Evaluator will be on site atthe Facility performing the POE. This involves interacting with Users andobserving the normal school day in action. The POE chronology centers on thisperiod.r. Owner: The Owner, when referred to as if singular in number in this Handbook shallbe interpreted as meaning both the School District and the Public School FacilitiesAuthority (PSFA).s. Post Occupancy Evaluation (POE): The systematic investigation of a Facility todetermine the success or failure of one or more design elements within the project tobe performed by a third party Evaluator after the User has occupied the Facility.t. PSFA: Public School Facility Authority. The state agency of New Mexico responsiblefor managing public school facility funding and construction. The agency responsiblefor executing the POE. The PSFA is considered an Owner.u. Regional Manager (RM): PSFA project manager assigned to the District andrepresenting PSFA on the project. The RM will be the liaison between the Owner andthe Evaluator.v. User/Users: The primary occupants of the Facility such as Students, Staff, and Facultyas well as secondary occupants such as Parents, Community Members, Local BusinessOwners, Voters, or any other group with a legitimate stake in the Facility, its funding,or its operations.C. SUMMARY OF THE OWNER AND EVALUATOR DUTIESThe Owner and the Evaluator will be responsible for the following duties:POE HBK 10-10-2014x7

New Mexico Public School Facilities Authority Post Occupancy Evaluation HandbookPSFA publication - 10-10-2014Including all changes through 10-3-2014a. The Owner will write and will be ultimately responsible for dispersing andcollecting a Lead-Off Survey to the User populations for preliminary POE data. The Lead-Off Survey will allow the Owner and Evaluator to focustheir attention on specific issues at the Facility.b. The Evaluator will investigate the POE Goals and Objectives as described in theHandbook Section D. It is the responsibility of the Owner to brief the Evaluator on thescope of PSFA investment within the Facility and its status as a HiPor Non-HiP Facility. It may not be necessary to perform a full POEif only a small part of the school received PSFA funding. Anexample of this may be if a particular Facility received PSFAfunding for a new addition such as a gymnasium. In this situationthe Owner may only be interested in performing a POE on thegymnasium.c. The Evaluator will perform the POE using the Method described in Section E.POE HBK 10-10-2014x Section E chronologically outlines the Pre-Planning, Planning,Conducting, Summary and Deliverables of the POE. Any alterationsto this process will be discussed and approved by the Owner andEvaluator during the Planning Phase. Section E outlines three (3) levels of investigative depth and seven(7) possible investigative tools to be used when performing the POEat the Facility during the OSI. It is the responsibility of the Ownerand the Evaluator to decide together which tools are appropriate forthe specific Users and Facilities under investigation. An example ofthis may be when and where it is deemed appropriate to usephotography. The Evaluator is required to attach a Preliminary Narrative ofApproach to the proposal for services related to the POE if theirproprietary POE Methodology differs from the processes describedin this Handbook. This narrative will describe their process,methodology, additional time, tools, resources, and consultants thatthe Evaluator feels are required to accomplish the POE Goals and8

New Mexico Public School Facilities Authority Post Occupancy Evaluation HandbookPSFA publication - 10-10-2014Including all changes through 10-3-2014Objectives. The Evaluator shall present this narrative to the Ownerfor approval. The Evaluator will describe their experience in relation to the POEprocess and offer recommendations that can be applied to futureimplementation of this program.D. POST OCCUPANCY EVALUATION GOALS AND OBJECTIVESThe key purpose of the Post Occupancy Evaluation is to investigate, analyze, qualify,and report on the successes and weaknesses of the school design and construction forfuture replication or repair.POE HBK 10-10-2014x9

New Mexico Public School Facilities Authority Post Occupancy Evaluation HandbookPSFA publication - 10-10-2014Including all changes through 10-3-2014In order to quantify the success or weakness of the Awards Project Efforts, targetedPost Occupancy Evaluations of completed projects based on clearly defined objectiveswill cover three main tasks:a. Task A: Analyze the overall process as well as the systematic design approachused on the Facility. A full review of the DP's process, a review of all pre-designinput from the future Users (i.e. teachers, students, faculty, community members,etc.), a review of any modifications or negotiations that took place between theOwners and the DP, and any architectural issues that arose during the constructionphase will be required. In the case of a HiP Facility, the Design Professional incorporatedan Integrated Value Analysis & Design approach. This required thatadditional time and resources were spent up-front at the conceptualphase and continued as needed through design and contractdocuments. A high level of coordination and communicationbetween project team members, including Owner and PSFA wasneeded. Additional expertise in specialized fields was required inorder to analyze concepts and develop proper design solutions tomeet the project goals. The POE will evaluate what successes andweaknesses arose from these additional design investigations.b. Task B: Evaluate the effectiveness of the design-modeling tools, additionalconsultants, and extra resources used to achieve design objectives. This will includethe review of Energy Performance Modeling, Life Cycle Cost Analysis, AcousticAnalysis and any other environmental estimates or projections made during thedesign phase. POE HBK 10-10-2014xIn the case of a HiP Facility, the PSFA (who are advised by the Stateof New Mexico High Performance Schools Task Force) administerthis program intended to produce sustainable school buildingprojects in the state of New Mexico. The primary program goal is toachieve a minimum delivered energy performance standard of onehalf the U.S. energy consumption for school buildings as defined bythe U.S. Department of Energy. This must be accomplished withoutjeopardizing any other essential standards and guidelinesadministered by the New Mexico Public School Facilities Authority.The POE will investigate how these energy standards influence thesuccesses and weaknesses of the Facility. To accomplish the project10

New Mexico Public School Facilities Authority Post Occupancy Evaluation HandbookPSFA publication - 10-10-2014Including all changes through 10-3-2014goal, the HiP project Design Professionals were required to utilizethe following tools for design development.a. Energy Goal Calculator: Target Finder, available shall be the instrument used to find theenergy performance rating for a similar school building inthe Facility's location as defined by the U.S. Department ofEnergy.b. Modeling Software: Required to study various aspects ofthe design, which relate to the proposed energy savings andenvironmental features of the Facility. A model is alsorequired to evaluate day lighting. Other studies may berequested by the Owner or justified by the DesignProfessional as necessary to the Facility's success. Energymodeling requirements include the following:i. Characterization of energy use:Energy usecharacterization gives the team an understanding ofwhere energy is being used in the facility, and wherethe greatest savings are possible. This information ispresented in pie charts that describe energy cost andenergy consumption by end use (e.g. heating,cooling, plug loads, ventilation, etc.).ii. Development of Energy Conserving Measures(ECM's): ECM’s are developed and evaluated foreach to provide an estimate of the potential impacton energy use and peak load.iii. Energy analysis of at least 3 preferred schemes: Theindividual ECM’s are bundled together to produce atleast 3 schematic options. Each of the schematicoptions is then modeled so the interaction betweenthe various measures can be understood.iv. Revised energy runs: As the design is refined andfinalized, revised energy runs are needed to track theenergy performance of the design. Up to three (3)POE HBK 10-10-2014x11

New Mexico Public School Facilities Authority Post Occupancy Evaluation HandbookPSFA publication - 10-10-2014Including all changes through 10-3-2014revised energy runs are included in the basic energymodeling scope.c. NOTE: A Performance Assurance Contractor was assignedto the Project as an Owner’s consultant as part of the PSFAHVAC & Controls Performance Assurance Program.c. Task C: Evaluate how the overall design of the Facility has impacted its Usersthrough the use of POE Investigative Tools in the following areas:i. Educational Mission: Establish a baseline set of metrics for theidentification and measurement of changes related to EducationalPerformance Statistics within the Facility and determine which can beattributed to the design and to what degree. These could include for examplegraduation rates, testing for Annual Yearly Performance, or attendancerates. School design must be guided primarily by purpose of the Facility,which is to house and effectively deliver an educational programthat achieves student learning. This must be the most importantcriterion for the study, and the measurements used should be as clearand valid as possible. The results identified by the study will largelydetermine the value of the school's design in the eyes of the Usersand decision makers such as school boards, voters, and students. For the evaluation of a HiP Facility, the Evaluator will investigate ifand how the energy efficient features have impacted the educationalprogram, user comfort, and overall learning environment. Also, theEvaluator will investigate if and how the Facility Users were trainedin the operation of such features and the effectiveness of the training.ii. Costs: Measure the actual cost of designing, constructing, maintaining, andoperating the Facility through the first year of occupancy and establish aframework for continued measurement through the first 30 years ofoccupancy. Compare actual energy consumption data to preliminary LCCAexpectations, energy modeling forecasts, as well as available average costsof similar facilities within the school district and or within proximity.Identify which cost differentials can be attributed to specific designPOE HBK 10-10-2014x12

New Mexico Public School Facilities Authority Post Occupancy Evaluation HandbookPSFA publication - 10-10-2014Including all changes through 10-3-2014decisions and to what degree. Make recommendations for futureadjustments if necessary. For many Facilities this will be the first POE performed. The initialPOE will help set the framework for conducting a systematic andperiodic analysis of building system performance as compared to theresults anticipated by the LCCA. Outcomes to be determined by thestudy will include but may not be limited to:a. Operational cost per square foot and per occupant.b. The difference between actual operation costs and expectedoperational cost. When Performing a POE on a HiP Facility specific design factorswill be evaluated and compared to pre-design expectations. Thosefactors will include but are not limited to:a. High Performance Building Envelope: Evaluate theoptions that created a high performance envelope includingfeatures that may have gone beyond code-required levels.b. Energy efficient lighting: Evaluate the options that utilizeday lighting, energy efficient electric lighting, task-ambientlighting and controls such as daylight dimming andoccupancy sensors. Evaluate the savings of energyconsumption and reduction in the cost of mechanicalsystems that may have resulted. Also evaluate themaintenance and periodic replacement cost of these options.c. Mechanical system selection: Evaluate the actual costs ofthe chosen mechanical system to the predications in first costand life cycle value. Also evaluate the maintenance andperiodic replacement costs of these options.d. Materials durability: Evaluate the Facility cladding androofing to determine the relationship between the predictedfirst cost and life cycle value to the actual. Also evaluate thePOE HBK 10-10-2014x13

New Mexico Public School Facilities Authority Post Occupancy Evaluation HandbookPSFA publication - 10-10-2014Including all changes through 10-3-2014maintenance and periodic replacement costs of theseoptions.e. Sustainability: When evaluating a HiP Facility, theEvaluator will also consider construction efficiencies of suchthings as material sourcing, transportation costs, andenvironmental impacts.f. Other elements: Additional factors may include waterconservation, use of sub-metering, site-specific andregionally appropriate energy sourcing and generation, andtotal reduction in operational cost.iii. Health, Safety, and Security: Evaluate how the school's design,construction, and operation impact the health of the Users. The POE willidentify any impact caused by design features on school safety and security.Example might be the effects of interior sight lines on safety and security,or IAQ issues resulting in chemical sensitivities or asthma. It is naturally assumed that a new Facility will typically conform toall applicable codes, standards, and guidelines, and will achieve theminimum required standards for health, safety, and security. It isnot intended, however, to build a Facility that meets only minimumrequirements. The mission of the PSFA is to exceed the level ofbasic quality suggested by regular building codes, design guidelines,and Adequacy Standards, particularly in the area of environmentalhealth, safety, and security. When performing an evaluation on a HiP Facility the investigationwill include Acoustics in conformance with ANSI S12.60 andIndoor Air Quality (IAQ) as well as any other specificenvironmental factors relevant to the study.iv. Function, efficiency, and flow: Qualify the functionality, efficiency, andflow of the Facility design and determine the level of success achieved byspecific design solutions incorporated into the Facility. Various criteriamight include (but is not limited to) occupant comfort, operability,controllability, maintainability, convenient circulation, ergonomics,improved Education Performance Statistics (EPS), and conservation of timePOE HBK 10-10-2014x14

New Mexico Public School Facilities Authority Post Occupancy Evaluation HandbookPSFA publication - 10-10-2014Including all changes through 10-3-2014and resources. The Evaluator will determine any direct or potential impacton district and PSFA standards and design guidelines, particularly in termsof space and building system requirements. School Facility planning and design guidelines from the district orstate may already provide basic direction for the design professionalon the project.v. Psychological, social, and cultural: Identify the design characteristics thateffect the psychological, social, and cultural environments at the Facility.Establish the value of these characteristics through data collection methodsand compare results to any published research addressing the relationshipof educational design to these behavioral factors. Responses to thesecharacteristics may help to analyze building comfort and overall perceptionof the Facility by the Users. Schools are usually not homogeneous by nature, neither within norin relation to other schools. A good school design will take intoconsideration the uniqueness of the population served while strivingto support a positive psychological environment throughout.E. POST OCCUPANCY EVALUATION METHODThere are four (4) phases of the Post Occupancy Evaluation process. Each phase istime-sensitive as there is a critical window for both reliable data gathering and minimalstudent disturbance that must be adhered to during the POE. The POE timeline centerson the two to three weeks (approximately) that the Evaluator will be on site at theFacility collecting data from the Users and, in some cases, disrupting the normal flowof the school day. This is why the POE timeline must be strictly adhered to. We willrefer to this two-week period as the On-Site Investigation period or OSI. We must tryto limit the intrusiveness the POE Process and the OSI on the educational mission ofthe facility. Complying with the POE timeline is the best way to not disturb thestudents.POE HBK 10-10-2014x15

New Mexico Public School Facilities Authority Post Occupancy Evaluation HandbookPSFA publication - 10-10-2014Including all changes through 10-3-2014a. Pre-Planning: Evaluator Selection, and Preliminary Survey:2 months before OSIi. An initial Pre-Planning meeting with representatives of all User and Ownergroups will occur to discuss the POE Process. A tentative schedule will bediscussed, revolving around an OSI that is suitable for the Facility. ThePSFA will release the Lead-Off Survey (LOS) to the User Groups forpreliminary data collection. During the Pre-Planning phase the Owners will administer a LOS tothe User Groups. The purpose of this survey is to gather preliminarydata to be used as a guide for the Owners and the Evaluator duringthe Planning phase. This survey is internet-based and will bereleased to the User Groups while the Evaluator is being selected.The Owners will attempt to solicit responses until at least 60% ofthe User population has submitted data or for three weeks, whichever comes first. The LOS is online and is maintained by the PSFA.The LOS is dispersed via web link and email with the assistance ofa District IT Representative (from the school under investigation).The LOS data must be gathered and made ready for analysis at theupcoming Planning meeting or meetings. Currently there are seven defined user groups with seven pre-writtensurveys available for dispersal on our account.Those User Group surveys include:a. Studentsb. Teachersc. Parentsd. Support Staff and Administratione. Maintenance and Facilities Managementf. Community Members and Neighborsg. Design and Construction Team. POE HBK 10-10-2014xCurrently each survey is Active and could be made ready fordispersal with only minor adjustments. Each survey has its ownURL. To disperse the Lead-Off survey:16

New Mexico Public School Facilities Authority Post Occupancy Evaluation HandbookPSFA publication - 10-10-2014Including all changes through 10-3-2014a. Review the "Zoomerang Lead-Off Survey" Power Pointpresentation or PDF available from the PSFA.b. Edit, rename, and adjust each survey to meet the needs of theinvestigation. Once complete, Zoomerang will generate anew URL for the survey.c. Contact the District IT Representative and forward him orher an organized list of the links. Be sure to label each linkwith its User Group so they do not get confused. In somecases each link may be posted on different websites. Youshould have previously discussed with the District IT Repwhere each link would go. Include that list with yourforwarding of the links. That list may look like:i. Student survey link to be posted on School website.ii. Teacher, Support Staff / Admin, and Maint. / Fac.Mgmt links will be emailed directly to all staff witha district issued email address.iii. Parent and Community Member links will be on theDistrict website. Letters sent home with students orother means to be determined would notify theseusers.d. The Design and Construction Team survey is theresponsibility of the PSFA. Consult the facilities projectmanager for a list of contacts on the project and email thoseinvolved directly.e. Once a significant number of responses have been receivedor the 3-week window has ended, the PSFA will close thesurveys. During the remanding time between the end of thesurvey and the Planning Meeting the results need to betabulated, analyzed, and printed for review and the PlanningMeeting.ii. The PSFA will select an Evaluator to execute the POE during the PrePlanning Phase while the LOS is active.POE HBK 10-10-2014x17

New Mexico Public School Facilities Authority Post Occupancy Evaluation HandbookPSFA publication - 10-10-2014Including all changes through 10-3-2014b. Planning:1 month before OSIThe Planning phase will begin with a Planning meeting once an Evaluator has beenselected and the LOS responses have been compiled for review. In this phase thespecifics of the investigation will be discussed by the Owners and the Evaluator:i. The schedule will be determined.ii. The status of the Facility will be discussed. Specific areas of interest for thePOE will be outlined as guided by the LOS. The investigative tools to beused during the OSI will be determined and scheduled.iii. Our goal is to produce a POE data set that is comparable across differentdistricts and regions of New Mexico. However, our s

Oct 10, 2014 · New Mexico Public School Facilities Authority Post Occupancy Evaluation Handbook PSFA publication - 10-10-2014 Including all changes through 10-3-2014 . State of New Mexico . Public School Facilities Authority . Post Occupancy Evaluation Handbook . For New Construction, Remodel, Hig