November 14 2017 Topics Building and Room Inventory Overview Facilities Condition Index FCI FY 2018 Deferred Maintenance Project Request Process Building and Room Inventory All state universities are required to maintain a building and room inventory of its Education and General Eam ID: 700723
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Slide1
Space Utilization Advisory Committee
November 14, 2017Slide2
Topics
Building and Room Inventory Overview
Facilities Condition Index (FCI)
FY 2018 Deferred Maintenance
Project Request ProcessSlide3
Building and Room Inventory
All
state universities are required to maintain a building and room inventory of its Education and General (E&G) space.
This
inventory is resident on the THECB web site, and must be submitted in the format as designed by the
THECB
Even
though non-E&G space is not required to be submitted, most institutions, including TWU, submit dormitories and athletic
buildings
To
ensure data accuracy, each institution is audited every 5 years by a team comprised of one THECB auditor and two peer auditors from other universities chosen by the
THECB
A
sample of 35 rooms is selected by the THECB, and the team physically visits each room to determine if the room matches the data submitted to the
THECB
TWU
was last audited in January 2016, and passed the audit with no deficiencies. Bill Beckham has been a peer auditor for two
auditsSlide4
Building and Room Inventory
Building Defined
The
structure is attached to a foundation,
The
structure is roofed,
The
structure is serviced by a utility (exclusive of lighting), and
The
structure is a source of maintenance and repair activitiesSlide5
Building and Room Inventory
Required
Building
Information
Building Number
Building Name
Condition
(Several categories from satisfactory to requires demolition
)
Ownership
Location
On-Campus, Off-Campus, Remote (more than 20 miles from campus
)
Building
Type (General Purpose, Academic, Residence,
Auxiliary)
Initial
Occupancy
Date
Number
of
Floors
Gross
Square
Feet
Zip
CodeSlide6
Building and Room Inventory
Required
Room Information
Building
Number
Room
Number
Classification
of Instructional Program (CIP)
Room
Type
(office, classroom, class lab, etc.) 113 Categories
Functional
Category
(How is the room used) (Academic support, research, maintenance,
mechanical
) 53 Categories
Percentage use -
Most rooms
are 100 percent (Exception Example
: Pioneer Hall the main gym floor
is used
for teaching
kinesiology, athletics, and other events)
Net
Assignable Square Feet (NASF)
Student
Capacity
(Not required on all rooms, but required for classrooms, class labs, reading rooms, etc.)
Floor
(where room is located
)Slide7
Building and Room Inventory
Texas
Higher Education Coordinating Board Building and Room Inventory
https
://
www1.thecb.state.tx.us/apps/facinv/FacSearchBldgResults.cfm
Reporting Manual for Texas Universities CBM 014 (Building) and CBM 011 (Room Inventory)
http://
www.thecb.state.tx.us/reports/PDF/10000.PDF?CFID=69307924&CFTOKEN=23906046
Classification of Instructional Programs (CIP)
https://
nces.ed.gov/ipeds/cipcode/Default.aspx?y=55
Slide8
Building and Room Inventory
CodedSlide9
Building and Room Inventory
TranslatedSlide10
FACILITY CONDITION INDEX (FCI)
FCI is a benchmark indicator for facility conditions based on industry standards.
FCI is used to track recommended maintenance schedules, compare buildings across a portfolio and track when building systems need replacement.
FCI can be used for Strategic Capital Planning for campus assets.Slide11
FACILITY CONDITION INDEX (FCI)
Starts with a Facilities Condition Assessment (FCA)
TWU recently completed an FCA in 2016 with support from VFA
Overall campus inspection process to identify deficiencies
Based on established expected life cycles for materials and equipment
Provides the framework for future deferred maintenance planningSlide12
FACILITY CONDITION INDEX (FCI)
Deferred Maintenance –
Maintenance work deferred on a planned or unplanned basis to a future budget cycle, or until funds are available
Capital Renewal –
Cyclic reinvestment in, or replacement of, capital assets; to extend the useful life and retain usable condition
Capital Replacement Value –
The “actual” cost of replacing a facility today, to perform a similar function and comply with
all
updated applicable laws, codes, and regulations
FCI =
DM/CRV
eg
.
$100/$1000 = 10%Slide13
CAMPUS
TOTAL FCI
AVERAGE
AGE (years)
Houston
Campus
0.08
11
Dallas Campus
0.04
5
Denton Campus E&G
0.28
51
Denton Campus Auxiliary
0.33
47Denton Campus Housing0.4127Total TWU 0.27
FCI and Average Age of Facilities for Denton CampusesSlide14Slide15
2018 Renewal Cost for Building Systems – Due Now
Anticipated Renewal Cost for Buildings Systems through 2038
$334,230,000
$4,575,216Slide16Slide17
Fiscal Year 2018
Maintenance & Operation Projects Slide18
Improvements
to FCI after FY 2017 DM Projects Slide19Slide20
Project Selection & Implementation ProcessSlide21
Project Selection Process
Projects are prioritized utilizing VFA Renewal Reports
Project are selected to lower FCI and increase overall campus condition.
Projects
that are identified by VFA for renewal and not selected
become deferred maintenance.
Projects are
prioritized on a critical and non-critical basis.
The
Maintenance & Operations
projects are a mixture of both E&G and
Auxiliary,
and
include:
deferred
maintenance,
large
non-routine maintenance items,
facility
adaptations,
building
improvements,
and
Infrastructure
FMC also evaluates Life
safety/code
issues through the VFA requirements index and recommendations from TWU’s Risk Management department and the State Office of Risk Management. Project selection is based on assets in deferred maintenance that pose the greatest potential risk. Slide22
Project Process
Project Information Form
Project Request Form
Authorized Signatures From VP or Provost
Disapproved
Approved
Customer is notified
PO is sent to Vendor/Contractor
Preconstruction & Planning Slide23
Questions?
Sources:
APPA Institute for Facilities Management and Texas Higher Education Coordinating Board (THECB)