Providing Excellence in Facilities Management

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Dalhousie UniversityFacilities Management

• Administrators Information Session
• November 26, 2008

Providing Excellence in Facilities Management
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Agenda

• Sustainability Plan and Issues
• Green Cleaning
• FM Operational Review
• Projects
• Campus Master Plan
• Customer Service
• Security

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Sustainability Plan IssuesRochelle
OwenDirector of Sustainability
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Green CleaningMike MurphyManager,
Environmental Services
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Operational ReviewPurpose

• Review impact on organizational, financial and
  operational activities required to meet
  increased project management responsibilities
  while maintaining standards of service delivery
  and maintenance

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Facilities Renewal(Annual Maintenance)

• Facilities Renewal is the replacement of
  building components that have become obsolete or
  beyond their useful life, not normally included
  in an annual operating budget.
• Normally Facilities Renewal expenditures of
  2-4 of the Replacement Value of the facilities
  are required annually to maintain the condition
  of the assets. In our case that equates to more
  than 20M each year.

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Deferred Maintenance

• What is it?
• Deferred Maintenance is annual maintenance work
  for which there is insufficient funding at the
  time that it is due to be completed and which is
  therefore added to the backlog of overdue Renewal
  Maintenance work.
• Facilities Condition Index (FCI) - Ranks the
  relative condition of facilities, infrastructure,
  and their respective components.
• FCI Accumulated Backlog of Deferred Maintenance
  / Current Replacement Value (CRV)

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Facilities Renewal Projections
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Trade Actual Cost Per Hour
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Facilities Rate Adjustments

• Hourly Charge-Out Rates Effective September 1,
  2008, Facilities Management made the first step
  to adjusting our trades, environmental and
  security charge out rates to full cost per hour
  by employee. The second phase of this increase
  will occur April 1, 2009 to be consistent with
  fiscal year of the University.
• Project Leader Fees Effective September 1, 2008,
  Facilities increased the project leader fees to
  6 which now reflects the actual cost to the
  University for managing a project. The expenses
  included in this fee were the salary costs for
  the direct planners and project leaders.
• Parking Rates Have been increased to reflect
  yearly increases in parking costs year over year
  as allowed in the collective agreement. The goal
  is to ensure that parking revenues will cover all
  costs to the University.

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Planning Cycle

• Summer Update building condition information
  and systems renewal plans
• Fall Identify projects and obtain Facilities
  Renewal Budget approval
• Winter Schedule work and complete design
• Spring Begin project implementation

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Significance to Administrators

• More disruption on campus due to construction
  work
• Charge-out rate and Project Management fee
  increases
• Parking Fee increase
• Annual Planning Cycle and Project Planning
  Service Levels

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60million
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Landscape Plan of LSRI
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33million
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Level 1
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Sale of Fenwick Place

• DTZ Barnicke was chosen to be the commercial real
  estate agent for Fenwick in June
• The Owner Due Diligence process is complete
• Assessments completed were Phase I and II
  Environmental, Petroleum Storage System, Building
  Condition Assessment and a Hazardous Materials
  Assessment
• DTZ has created an interactive website for the
  sale
• DTZ is planning to list the building for 16.9
  million
• Expect bid closing date in late January
• Sale closing date May 15

Fenwick
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Campus Renewal 2008-09
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Dentistry 4116
358k for 4116 and 4117
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Mark A. Hill Student Accessibility Center (Killam
Library)
561k
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New Exit for SAS and Learning Commons
Leaking windows replaced
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University Avenue boulevard at Robie Street
..a sign of things to come
238k
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Tupper Animal Care Ventilation Rooftop
Unit. ..but it takes more than the box to
make it work.
1.69million
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.and 81 of these in the Animal Care space!
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Weldon Law 204 (before renovations)
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Weldon Law 204 After renovations
Improved lighting controls Air conditioning (204
207) Improved acoustics New flooring, ceiling
and finishes New desks and chairs
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300k
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Dunn rooftop looking south
424k
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Dunn rooftop looking north
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Shirreff Hall Newcombe Wing Stone Restoration
243k
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Arts Center Carpentry Shop (no dust collection)
255k
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Howe Hall Fire Separations
240k
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Shirreff Hall walkway improvements, including new
lighting being installed below.
280k
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Dr. Lee lab on Tupper 10th floor BEFORE
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Demo Phase
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Completed Project!
600k
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Killam Computer Data Center new 300 KVA UPS.
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Killam Computer Data Center new office area
during renovations
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After renovations
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Killam Computer Data Center upgrade new power
distribution unit (pdu) and distribution conduit.
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Existing Weldon Law Transformer and Switchgear
to be replaced
297k
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Weldon Law Transformer and main distribution
renewal. (this photo shows work that will occur
within the next 6 months)
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Campus Facilities Master Plan A clear,
concise vision of how the physical campus should
develop to effectively support the overall
strategic plans of the university
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Background

• Dalhousie University occupies 110 buildings on
  79-acres, incl Studley, Carleton and Sexton
  campuses.
• Last Campus Plan prepared in 1991 for Studley and
  Carleton Campuses
• 1997 - TUNS and Dalhousie were amalgamated,
  creating Sexton Campus.
• No Campus Plan for Sexton Campus has been
  developed
• Many of the assumptions made in the 1991 plan are
  no longer valid.

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Changing Assumptions

• Lack of Public Acceptance
• Addition of Sexton Campus
• Health Development East of Robie
• High Cost of Underground Parking in Bedrock
• Incremental Cost of House Form

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Actual Development
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Requirements

• Strategic Focus
• Enhance Academic and Research Excellence CFI
  Funding and impact on space and supporting
  infrastructure
• Enrich Student Experience New student services,
  quality of surroundings, curb appeal, student
  spaces
• Strengthen Enrollment More students more
  space
• Develop Excellent Human Resources quality
  quantity of workplace environment
• Advance Philanthropic Support Need a defined
  vision of new facilities to attract donors to
  support them
• Ensure Financial Sustainability Facilities are
  the biggest asset owned by Dal. Space usage must
  be optimized. Maintenance projects more cost
  effective if combined and if aligned with
  academic plans

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Requirements

• Strategic Focus
• Sustain Campus Renewal
• Deferred maintenance backlog of over 200M
• Long Term Financial Planning Committee
  recommendation to add 1M per year to the
  Facilities Renewal budget
• Expenditures in excess of 20M annually would be
  required to begin reducing backlog
• A Campus Plan that identifies priorities for both
  maintenance and new construction is vital to
  ensure that future Facilities Renewal funds are
  wisely spent.

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Requirements

• Sustainability
• LEED building design standards
• Transportation Demand Management
• Real Estate Management
• Assess real estate purchase or sale opportunities
• Zoning or other land use planning changes.
• Campus Landscape
• Project quality, character and image
• Improve connectedness and cohesion
• Evolution of the campuss roadways, circulation
  paths, exterior furniture, vegetation/plant-life,
  bike racks, lighting, etc.

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Process

• Identifying and assembling the stakeholders
  including the Consultant Team, Steering
  Committee, Planning Team, and Internal and
  External participants
• Gathering of data including academic programs,
  facilities, and future needs of the University.
• Assessing, reviewing and analyzing the current
  data and future/vision
• Developing design and implementation alternatives
• Preparing a Plan that includes prioritized set of
  actions and implementation strategies.

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Schedule

• Approval to Proceed with Master Plan Feb 08
• First Meeting of Steering Committee End Feb
• Issue RFP for Consultants Begin Mar
• Closing of RFP End Mar
• Evaluate Responses and Short-List Mid Apr
• Interview Finalists End Apr
• Select Consultant Team IBI Group End May
• Gather relevant data End Nov
• Analysis/Consultation End Jan 09
• Assemble Draft Plan End Mar
• Present Draft Plan for Comment Apr
• Finalize Master Plan End Aug
• Approve Campus Facilities Master Plan Oct 09

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Customer Service
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• Customer Service Survey Key Issues
• Quality of Work
• Famis
• Communication
• Estimates
• Service Levels Expectations

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• FM Plan to Address Key Survey Issues
• Launch FM Standardized Business Processes (Dec
  08)
• 2) Implement Supervisor Development Program (Jan
  09)
• Schedule a series of FM/Client workshops (Jan 09)
• Develop Standardized Service Levels (Spring 09)

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• FM/Client Service Level Workshops
• Each work shop will consist of 4 FM staff and 6
  clients
• 2) Agenda will consist of discussion on the 4
  key issues
• Clients will share Famis successes as a learning
  process
• Develop improved standard communication processes
• Develop service levels for job estimates
• Discuss client expectations and FM ability to
  meet expectations

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Security Issues
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Safety / Security Audit

• Annual event since 1991
• Three teams one for each campus
• Inspect for lighting issues and other personal
  security/safety related situations
• Over 1M spent in response to observations over
  the years
• Many invitees to get different viewpoints
  regarding severity/type of hazards and to educate
  those who attend

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Building Hours

• Last Spring Computer Science, Tupper and Sexton
  Campus ceased being open 24 hours per day
• Safety and wellness for students and building
  attendants
• Administrators can sign out keys/cards for after
  hours access if necessary

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Crime Statistics

• BE                   
   Theft                               Theft
  
  (Personal)  (University)
•  
• 2003            56                          
  162                               46
•  
• 2004             56                          
  128                                      38
•  
• 2005             31                          
  124                                      58
• 2006             15                          
  144                                      29
• 2007            23                           
  77                                      17
• 2008        8                             
  58                                        6    

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Revised Rideshare Program

• Three vs four minimum participants in each group
• Each participant gets a pass for the same spot
• Same price as outdoor reserved
• Three daily parking passes each for emergencies
• Peninsula dwellers allowed

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Student Rideshare

• Three full-time students
• Living outside the peninsula
• One general parking permit which can be used for
  any one of the students vehicles
• Three daily permits each for emergencies
• May live at the same residence

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Questions?