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GENERAL SERVICES DEPARTMENTFACILITIES MANAGEMENT
George D. Morgan, GSD
NCSL Fiscal Analysts Seminar
October 6, 2016
1
Agenda
• Total Cost of Ownership
• Capital Projects
• Public Facing Website
• Facility Condition Assessment (FCA) Project
2
The Merger
3
Facilities
Management
Division
Property
Control
Division
Building
Services
Division
• Capital Projects
• Real Property Mgmt
• Leasing
• 31 Authorized FTEs
• Operations & Maintenance of
Santa Fe Owned Buildings
• 128 Employees Authorized
FTEsJuly 1, 2013
4
Total Cost of Ownership
Acquisition / Construction
Operations &Maintenance over 40 yrlife
Renewals & Deficienciesover 40 yr life
Operations &
Maintenance
Performed by
Occupying Agency
with Operating
Budget
Renewals &
Deficiencies
Performed by
GSD-FMD
with Capital OutlayAcquisition
Construction
Performed
by GSD-FMD
with Capital Outlay
Amount Provided by Capital Outlay is only a Portion of Total Lifecycle Need
5
Building Total Asset Stewardship
FY 14 FY 17FY 16FY 15
Re-Engineering Project
Mgmt
Lease Portfolio
Management / GIS
Integration
Asset Works ANA &
CPPM
Enterprise Asset
Management
Comprehensive
Master Planning
Analyze Tenant
Agreements
Re-Eng Project Mgmt /
O&M
Asset Inventory
Buildings
Re-Eng Prop Mgmt /
Leasing
Asset Inventory Land &
Leases
Integrated Facility
Management
Total Asset Visibility
Asset Works
Maintenance
Implement and Train to
New AgreementsTenant Agreements
Data Collection &
Verification
Processes
Data
Tools
Guidance
Me
tho
do
logy
Fundin
g
174 Operating
125 Project Admin
Optimized Vacancy Savings
Special Appropriation
• Land Reconciliation
• Tenant Agreements
• Master Planning
Stable Workforce
(6% Churn)
Sustainable
Operations Budget
Fully Budget
Authorized Positions
Sustainable Capital
Outlay Fund
Increase Admin Fee (3% Effective July 1, 2015)
PBRF
Strategic Goals
• Re-engineer business processes to maximize utilization & benefits of a robust Capital Planning and Project Management system
• Improve organization and communications of Capital Projects status – SharePoint Project Management site
• Deploy an integrated system to improve; fiscal controls, financial accountability, transparency and ensures statutory compliance – AiM (AssetWorks)
• Enable GSD to balance capital priorities with fiscal constraints and track appropriations and projects to a detail level – Capital Asset Management and Planning System (CAMPS)
• Assess GSD’s asset inventory – Facility Condition project
7
NM Veteran's Home Alzheimer's Facility
• Budget: $24,974,075
• Estimated End Date: January 10, 2018
NM Veteran's Home Alzheimer's Facility AiM Site
8
Old Fort Bayard Hospital Demolition
• Budget $4,182,716
• Estimated End Date: November 11, 2016
Old Fort Bayard Hospital Demolition AiM Site
9
WNMCF Housing Units HVAC Upgrades
• Budget: $1,700,533
• Estimated End Date: August 25, 2016
WNMCF Housing Units HVAC Upgrades AiM Site
10
NMBHI Old Meadows Hospital Demolition
• Budget: $1,770,372
• Estimated End Date: May 27, 2016
NMBHI Old Meadows Hospital Demolition
11
Capital Project Funding
12
Total Amount of Capital Dollars Between 2012-Present (Still Active) $ 149,999,191
Expended $ 66,004,021
Balance after Expenditures $ 83,995,170
Encumbered (Active Contract or Work Order) $ 30,918,036
Allocated (In Planning with Obligations) $ 42,386,605
Balance after Expenditures, Encumberances, Allocations $ 10,690,529
Allocation of Balance
CYFD STATEWIDES $ 537,141
NMCD STATEWIDES $ 4,682,493
DOH STATEWIDES $ 1,369,731
FMD STATEWIDES $ 2,235,274
CBRF SANTA FE WIDE $ 1,865,890
Total $ 10,690,529
Public Facing Website
• Public access site organized to communicate construction
and repair projects supported by capital funds
• Capital Project Information
State Map by County for Projects
Search Function
List of Active Projects
Scope, Schedule and Budget
By Agency and Project Type
http://fmd.gsd.state.nm.us/AiMWebPortal/CPMain.aspx
14
Strategic Goals and Objectives
• Maintain an ongoing periodic assessment of the condition of
state facilities
─ FCA & Asset Inventory conducted in 2015 as a Baseline
─ Conduct FCA on 20% of building inventory annually starting in FY17
• Reduce statewide deferred maintenance
16
FCA Benefits
• Accurate Representation of Current Needs:
Deficiencies + Deferred Renewals + Asset Renewals
Supports Capital Planning Process
FCA Data will be used in Generating ICIP Requests
• Supports Informed Repair or Replace Decisions
• Supports the Tracking of Total Cost of Ownership (TCO)
With the Use of AiM
• Provides View of Overall Asset Replacement Value
• Validates Agency Requests for Capital Funding
• Aligns to and Supports 5 Year Strategic Plans
17
FCA Background
Assessment History:
• FCA conducted in 2005
• Conducted by 3D International Corporation
• Full Assessment of State-wide Facilities
• State-wide Average FCI of 40.69%
• Roof Assessment – 2008
• Scope Limited to New Mexico Corrections Department
• Conducted by George Butler Associates, Inc.
• 2.18 million square feet
• Last assessment in 2009
• Scope Limited to 138 Buildings
• Conducted by ISES Corporation
• 3.6 million square feet
• Average FCI = 26%
18
FCA Scope
Facility Condition Assessments:• All state-owned buildings under GSD jurisdiction (603 of 750 Buildings)
• Excluded small buildings
• Excluded buildings scheduled for disposal or demolition
Asset Inventory:• Identified Serialized Assets state-wide
• Collected Equipment / Component data (Make, Model & Serial #)
Deliverables:• Assessments & Asset Inventories
• Deficiency and Asset Renewal Data Files for each Building
• Written FCA Report for each Building
19
FCA Definitions
CRV (Current Replacement Value) =
Cost of replacing an existing asset (building) with a substantially identical
new asset
FCI (Facility Condition Index*) = Deficiencies and Forecasted Renewal Costs for a given Building(s)
Current Replacement Value Typically represents current year needs, but may also refer to a time-frame (i.e., needs over
next 3 years)
Uniformat (System)
A standard for organizing construction information by major system
20
FCA Definitions (continued)
Asset Deficiencies=
Non recurring and unfavorable symptoms of an asset that requires
immediate action
Deferred Renewal=
Assets that are beyond their original useful life
Asset Renewal=
Forecasts the lifecycle of assets in regards to their remaining useful life
20
Average FCI by Agency
Human ServicesDepartment (10
Buildings)
New MexicoCorrections
Department (260Buildings)
General ServicesDepartment (29
Buildings)
Worker’s Compensation Administration
(2 Buildings)
Department ofWorkforce
Solutions (13Buildings)
Department ofPublic Safety (38
Buildings)
Department ofHealth (123Buildings)
Children Youth &Families (30Buildings)
Commission forthe Blind (3Buildings)
Average FCI 22.86% 22.50% 20.71% 18.79% 16.07% 13.89% 12.73% 12.27% 9.15%
0.00%
5.00%
10.00%
15.00%
20.00%
25.00%
24
Major Buildings (Greater than 5,000 Gross Square Feet) Highest FCI
26
DPS District 10Headquarters
Central NewMexico
CorrectionalFacility E-Medical
Admissions
Southern NewMexico
CorrectionalFacility
EducationVocation
Penitentiary ofNew MexicoTown CenterNorth Facility
Southern NewMexico
CorrectionalFacility Gym
Southern NewMexico
CorrectionalFacility A-
Administration
Penitentiary ofNew MexicoTown CenterSouth Facility
Southern NewMexico
CorrectionalFacility
Warehouse/Tower
Los LunasCampus
NatatoriumWendell Chino
Farmington Los Lunas Las Cruces Santa Fe Las Cruces Las Cruces Santa Fe Las Cruces Los Lunas Santa Fe
FCI 2016 124.33% 109.20% 101.78% 99.69% 99.64% 95.97% 87.96% 78.70% 76.59% 75.04%
0.00%
20.00%
40.00%
60.00%
80.00%
100.00%
120.00%
140.00%
*Buildings Greater than 5,000 Gross Square Feet
2016 Needs ($) by Agency26
Total Current Needs ($) listed on sheet: $206,961,274 Total Current Needs ($) by State: $288,701,656
New MexicoCorrectionsDepartment
(260 Buildings)
GeneralServices
Department(29 Buildings)
Department ofHealth (123Buildings)
Department ofPublic Safety(38 Buildings)
HumanServices
Department(10 Buildings)
Department ofWorkforce
Solutions (13Buildings)
Children Youth& Families (30
Buildings)
Worker’s Compensation Administration
(2 Buildings)
Commission forthe Blind (3Buildings)
Current Needs $98,366,143 $46,062,385 $39,106,711 $8,133,345 $4,985,827 $4,261,014 $3,927,095 $1,424,841 $693,915
$0
$20,000,000
$40,000,000
$60,000,000
$80,000,000
$100,000,000
$120,000,000
Total Needs ($) by Agency Through 2021
27
Total Needs ($) Through 2021 listed on sheet: $336,944,824 Total Needs ($) Through 2021 by State: $435,313,791
New MexicoCorrectionsDepartment
(260 Buildings)
GeneralServices
Department(29 Buildings)
Department ofHealth (123Buildings)
Department ofPublic Safety(38 Buildings)
HumanServices
Department(10 Buildings)
Department ofWorkforce
Solutions (13Buildings)
Children Youth& Families (30
Buildings)
Worker’s Compensation Administration
(2 Buildings)
Commissionfor the Blind (3
Buildings)
Needs Through 2021 $164,590,398 $77,243,784 $55,836,994 $8,706,875 $7,434,886 $6,567,382 $12,537,996 $2,829,464 $1,197,045
$0
$20,000,000
$40,000,000
$60,000,000
$80,000,000
$100,000,000
$120,000,000
$140,000,000
$160,000,000
$180,000,000
2016 Needs ($) by Uniformat (System)
Total Current Needs ($) by State: $288,701,656
29
Foundations, $4,844,802
Basement Construction, $105,089 Superstructure, $2,061,834
Exterior Enclosure, $139,670,316
Roofing, $18,654,067
Interior Construction, $7,310,780
Stairs, $1,798,676
Interior Finishes, $50,450,996
Conveying Systems, $662,466
Plumbing, $6,901,904
HVAC, $25,202,435
Fire Protection Systems, $9,239,625
Electrical Systems, $12,566,579
Equipment, $1,226,350
Furnishings, $2,517
Special Construction, $1,650,152
Site Improvements, $6,127,426
Site Civil/Mechanical Utilities, $37,550
Site Electrical Utilities, $153,293
General Requirements, $34,800
Total Needs ($) by Uniformat (System) Through 2021
Total Needs ($) Through 2021 by State: $435,313,791
30
Foundations, $6,508,693 Basement Construction,
$496,240
Superstructure, $5,299,598
Exterior Enclosure, $170,878,282
Roofing, $42,907,929
Interior Construction, $11,615,486
Stairs, $3,452,183
Interior Finishes, $80,792,622
Conveying Systems, $1,744,066
Plumbing, $14,641,203
HVAC, $43,016,445
Fire Protection Systems, $9,508,551
Electrical Systems, $25,967,945
Equipment, $4,001,211
Furnishings, $2,517
Special Construction, $1,650,152
Site Improvements, $11,428,611
Site Civil/Mechanical Utilities, $144,646
Site Electrical Utilities, $1,135,612
General Requirements, $121,800