FY 2019 Budget Workshop Infrastructure & Internal Support Services May 22, 2018
Infrastructure & Internal Support Services Office of Facilities Management Office of Fleet Management Assistant County Manager Kristian Swenson Office of Environmental Services Procurement Services Division Public Works Road Operations Division Department Engineering Division
Outline • Overview of Office of Facilities Management • Overview of Office of Fleet Management • Overview of Office of Procurement Services
Infrastructure & Internal Support Services Office of Facilities Management Office of Fleet Management Assistant County Manager Kristian Swenson Office of Environmental Services Procurement Services Division Public Works Road Operations Division Department Engineering Division
Office of Facilities Management
Outline • Overview of Office of Facilities Management – Organizational Chart – Overview of Individual Divisions/Offices • Accomplishments • Efficiencies • Benchmarks (Volusia, Seminole, Orange, Osceola, Polk, Sumter, Marion) – Proposed Office Budget – Summary
Office of Facilities Management Overview The Office of Facilities Management provides oversight for various County construction projects as well as financial, managerial, and architectural support for the Facilities sections, other County Departments, Constitutional Officers, and other groups as directed by the Board of County Commissioners; also oversee the repairs, maintenance, and daily operations of County facilities; monitors and pays County utility bills.
Office of Facilities Management Organizational Chart 26 FTEs Assistant County Manager Office of Facilities Management Contracts & Administration Maintenance Facilities Maintenance Division Manager Facilities Maintenance Division Manager (1 FTE) (1 FTE) Contracts Administration Facilities Jail & Sheriff Energy (2 FTEs) (3 FTEs) Maintenance Maintenance Management (11 FTEs) (4 FTEs) (4 FTEs) Contracts Part-Time Employees
Office of Facilities Management Accomplishments Completed Construction of: – Southeast Tax Collector’s Office (Hooks Street) – Northeast Tax Collector’s Office (David Walker Drive)
Office of Facilities Management Accomplishments Completed Construction of: – Fire Station # 14 (Altoona) – Public Defender’s Building Renovation
Office of Facilities Management Accomplishments • Projects In Progress – Courthouse Renovation (Completion 2021) – Hickory Point Volleyball Facility – Animal Shelter – 2 nd Floor of Cagan Crossings Community Library – Fire Station # 39 (Sorrento)
Office of Facilities Management Efficiencies • New Maintenance Software – Implementation May 11 th – Facilities employees are utilizing tablets in real time • Engineered usage audit and subsequent revised programming of chillers and boilers to maximize efficiency
Office of Facilities Management Efficiencies • LED Lighting – Converting lights as they need replacing to LEDs • Interior Fixtures • Exterior Wall Packs • Parking Garage / Lots • Solar powered / hands free faucet conversions • Preliminary stage to acquire remote monitoring of normal and emergency power sources for County buildings
Office of Facilities Management Benchmarks Number of County Maintained Buildings (FY2018 Adopted) 1,200 1,100 1,000 800 600 600 450 400 303 218 154 149 200 126 - Lake Marion Orange Osceola Polk Seminole Sumter Volusia
Office of Facilities Management Benchmarks Square Footage of County Maintained Buildings (FY2018 Adopted) 6,000,000 5,353,335 5,000,000 4,502,521 4,000,000 3,176,598 3,000,000 2,831,006 3,000,000 1,949,384 2,000,000 1,500,000 781,929 1,000,000 - Lake Marion Orange Osceola Polk Seminole Sumter Volusia
Office of Facilities Management Benchmarks Total Facilities Staff (FY2018 Adopted) 180 160 160 140 120 100 80 80 50 60 45 41 39 40 27 11 20 - Lake Marion Orange Osceola Polk Seminole Sumter Volusia
Office of Facilities Management Benchmarks Cost per SF to Maintain (FY2018 Adopted) $10.00 $9.16 $9.00 $7.93 $8.00 $6.81 $7.00 $6.04 $6.00 $5.35 $4.53 $5.00 $4.00 $2.53 $2.54 $3.00 $2.00 $1.00 $- Lake Marion Orange Osceola Polk Seminole Sumter Volusia
Office of Facilities Management Benchmarks SF Maintained per Staff Member (FY2018 Adopted) 80,000 73,171 71,867 71,084 70,591 70,000 56,620 56,282 60,000 50,000 38,462 40,000 33,458 30,000 20,000 10,000 - Lake Marion Orange Osceola Polk Seminole Sumter Volusia
Office of Facilities Management Benchmarks Total Facilities Budget (FY2018 Adopted) $60,000,000 $49,057,079 $50,000,000 $40,000,000 $27,194,272 $30,000,000 $20,000,000 $15,137,385 $13,576,664 $10,212,115 $8,078,112 $10,000,000 $6,201,747 $4,925,738 $- Lake Marion Orange Osceola Polk Seminole Sumter Volusia
Office of Facilities Management Benchmarks Outsourced Maintenance Outsourced Maintenance Lake Marion Orange Osceola Polk Seminole Sumter Volusia Automatic Door Openers ● ● ● ● ● Backflow Valve ● ● Building Ext Maint (Roof/Flooring) ● ● Chiller & Boiler Maintenance ● ● ● ● Custodial ● ● ● ● ● ● ● Elevators ● ● ● ● ● ● ● Fire Protection ● ● ● ● ● ● Fountain Maintenance ● ● ● Generator ● ● ● ● HVAC ● ● ● ● ● Lawn Services ● ● ● Lightning Protection ● ● ● ● Overhead Doors & Automatic Gates ● ● ● ● ● ● Pest Control ● ● ● ● ● ● ● Pressure Cleaning ● ● ● ● Security Screening Machines ● ● ● Septic ● ● ● ● UPS ● ● ● Well Repair/Maintenance ● ●
Office of Facilities Management Proposed Budget FY 2018 FY 2019 Adopted Budget Proposed Budget % Change Personal Services $ 1,598,548 $ 1,583,292 - 1.0 % Operating Expenses $ 3,307,090 $ 3,163,980 - 4.3 % Capital Outlay $ 20,100 $ 0 - 100.0 % Total Expenditures $ 4,925,738 $ 4,747,272 - 3.6 % • Funding Sources – General Fund - 100% • Highlights – Overall reduction of $178,466 • Reductions in Personal Services, Professional Services, Contractual Services, Utility Services, Repair and Maintenance, and Facilities Chargebacks. • Increases in Insurance and IT Repair and Maintenance (purchase of tablets for final implementation of maintenance software)
Infrastructure & Internal Support Services Office of Facilities Management Office of Fleet Management Assistant County Manager Kristian Swenson Office of Procurement Services Environmental Services Division Public Works Department Road Operations Division Engineering Division
Office of Fleet Management R. Keith Stevenson, Director
Outline • Overview of Office of Fleet Management – Organizational Chart – Overview of Individual Divisions/Offices • Accomplishments • Efficiencies • Benchmarks (Alachua, Marion, Orange, Pasco, Polk, St. Lucie) – Proposed Office Budget – Summary
Office of Fleet Management Overview The Office of Fleet Management provides assistance with specification preparation, acquisition and disposal, licensing and titles, asset management tracking, fuel services, repair and maintenance, maintenance contract management, and overall assessment of the County’s fleet.
Office of Fleet Management Organizational Chart 18 FTEs Assistant County Manager Office of Fleet Management Director (1 FTE) Financial Analyst PARTS SERVICE (1 FTE) Fleet Management Supervisor Fleet Management Supervisor (1 FTE) (1 FTE) Preventive Mechanic / Welder / Parts & Supply Mechanic I Accounting Technician Mechanic II Maintenance Fabricator Technician Technician (2 FTEs) (8 FTEs) (1 FTE) (1 FTE) (1 FTE) (1 FTE)
Office of Fleet Management Accomplishments • Awarded the Blue Seal of Excellence from National Institute for Automotive Service Excellence (ASE) – Third Year Achieving Blue Seal of Excellence • Reviewed utilization of County vehicles – Since June 2017 reassigned 12 vehicles that were previously underutilized
Office of Fleet Management Accomplishments • Training & Certifications – National Institute for Automotive Service Excellence (ASE) & Emergency Vehicle Technician Certification Commission, Inc. (EVT) • Fleet employees currently hold 85 ASE Certifications • Fleet employees currently hold 13 EVT Certifications
Office of Fleet Management Efficiencies • Performance Measures • Monitoring Contract Performance (Parts & Service) • Monitoring Fuel Credit Card Transactions
Office of Fleet Management Benchmarks Fleet Size (FY2016) 4,000 3,684 3,500 3,000 2,500 2,000 1,500 1,318 1,500 909 1,000 304 500 Unavailable Unavailable - Lake Alachua Marion Orange Pasco Polk St. Lucie
Office of Fleet Management Benchmarks Total Fleet FTEs (FY2016) 70 66 60 50 42 37 40 30 22 21 19 20 10 1 - Lake Alachua Marion Orange Pasco Polk St. Lucie
Office of Fleet Management Benchmarks Total Technician FTEs (FY2016) 50 47 45 40 35 30 27 24 25 20 15 15 10 10 10 5 N/A - Lake Alachua Marion Orange Pasco Polk St. Lucie
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