Okaloosa County BOCC — July 29, 2014 — reading text

115,111 115,111 115,111 Input Total Cost of FM services to Jail $204,445 202,665 210,965 All Other County Facilities Maintained (s.f.) 996,802 996,802 996,802 Cost/S.F. to for FM services to Jail $1.78/S.F. 1.76$/S.F. 1.81$/S.F. Output Cost of providing routine and preventative maintenance, $1.05 /S.F. $1.05 /S.F. $1.08 /S.F. and repairs Efficien Maintenance items completed 98% 95% 95% Projects completed 95% 95% 95% Effectiveness Industry Cost/s.f. Comparison $1.50/$3.25 $1.50/$3.25 $1.50/$3.25 Cost of construction projects $21.50/S.F. $22.50/S.F. $24.50/S.F. Packet Pg. 35 FACILITIES MAINTENANCE FY ’15 BUDGET REQUEST Packet Pg. 36  SUMMARY • THE FY ’15 FACILITIES MAINTENANCE BUDGET REQUEST INCLUDES THE FOLLOWING: – TOTAL FUNDING OF $3,230,683 – THIS REPRESENTS AN INCREASE OF ABOUT $250,000 OR 8.4% OVER 2014 Packet Pg. 37  SUMMARY • THE INCREASE IS MADE UP LARGELY OF: – 3 ADDITIONAL STAFF POSITIONS – A SUBSTANTIAL LIST OF MAJOR MAINTENANCE PROJECTS – MARKET INCREASES IN THE GOODS AND SERVICES FM PURCHASES – ONE REPLACEMENT VEHICLE Packet Pg. 38  SERVICE AREA INCREASES TOTAL SERVICE AREA 1,400,000 T O T 1,200,000 A L S Q 1,000,000 A R F 800,000 E T A 600,000 I N 400,000 200,000 0 2 2 2 2 2 2 2 2 2 2 2 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 1 1 1 1 1 1 1 6 7 8 9 0 1 2 3 4 5 6 FISCAL YEAR Packet Pg. 39  ADDITIONAL STAFF 1 NEW CUSTODIAN & 2 NEW STRUCTURAL STAFF Packet Pg. 40  ADDITIONAL STAFF FM HISTORICAL STAFFING LEVELS (All full-time positions) FY '06 FY '07 FY '08 FY '09 FY '10 FY ' 11 FY '12 FY '13 FY '14 FY '15 ADMINISTRATIVE UNIT 5 5 5 4 4 4 4 4 4 4 BUILDING MAINTENANCE UNIT 25 30 30 27 27 25 25 25 25 27 CUSTODIAL SERVICES UNIT 11 2/3 11 2/3 11 2/3 10 2/3 10 2/3 10 2/3 10 2/3 10 2/3 10 2/3 11 2/3 GROUNDS KEEPING UNIT 4 1/3 4 1/3 4 1/3 4 1/3 4 1/3 4 1/3 4 1/3 4 1/3 4 1/3 4 1/3 DEPARTMENT TOTAL STAFFING 46 51 51 46 46 44 44 44 44 47 Packet Pg. 41 ADDITIONAL STAFF – CUSTODIAN FM CUSTODIAN SERVICE AREA GROWTH 600,000 T O 500,000 T A L 400,000 A R E 300,000 A C 200,000 L E A 100,000 N E D 0 2 2 2 2 2 2 2 2 2 2 2 2 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 1 1 1 1 1 1 1 5 6 7 8 9 0 1 2 3 4 5 6 FISCAL YEAR Packet Pg. 42 ADDITIONAL STAFF – CUSTODIAN THE INDUSTRY STANDARD FOR A PROFESSIONAL CUSTODIAN IS CLEANING 12,000 SQ. FT./SHIFT IF AN AVERAGE HOUSE IS ABOUT 1,500 SQ. FT., THEN A PROFESSIONAL CUSTODIAN WOULD NEED TO CLEAN 8 HOUSES/SHIFT Packet Pg. 43 ADDITIONAL STAFF – CUSTODIAN EACH FM CUSTODIAN IS RESPONSIBLE FOR ALMOST 41,000/SHIFT THAT’S ABOUT 28 OF THESE HOUSES/SHIFT Packet Pg. 44 ADDITIONAL STAFF – CUSTODIAN TO PUT IT ANOTHER WAY: IF YOU LIVE IN A NEIGHBORHOOD OF THESE AVERAGE HOUSES, AN FM CUSTODIAN CLEANS YOUR HOUSE AND EVERY HOUSE ON YOUR BLOCK AND EVERY HOUSE ON EVERY BLOCK FOR 7 BLOCKS AND DOES IT EVERYDAY. X7 Packet Pg. 45 ADDITIONAL STAFF – CUSTODIAN FM CUSTODIAN SERVICE AREA GROWTH 600,000 T O 500,000 T A L 400,000 A R E 300,000 A C 200,000 L E A 100,000 N E D 0 2 2 2 2 2 2 2 2 2 2 2 2 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 1 1 1 1 1 1 1 5 6 7 8 9 0 1 2 3 4 5 6 FISCAL YEAR Packet Pg. 46  ADDITIONAL STAFF – CUSTODIAN • THE STEEP INCREASE IN AREA IN FY ’16 IS DUE TO THE COMPLETION OF THE NEW OKALOOSA COUNTY ADMINISTATION BUILDING IN SHALIMAR. • THIS WILL ADD OVER 63,000 sq. ft. TO THE COUNTY’S FACILITIES PROTFOLIO AND TO THE CUSTODIANS’ AREA OF RESPONSIBILITY. • THE GRAPH (BELOW) ASSUMES THAT ONE CUSTODIAN WILL BE ADDED IN FY ‘15 AND 2 MORE CUSTODIANS WILL BE ADDED IN FY ‘16. Packet Pg. 47 ADDITIONAL STAFF – CUSTODIAN AVERAGE SERVICE AREA/CUSTODIAN 45,000 A V 40,000 E R P 35,000 A E G R 30,000 E C A U 25,000 R S E T 20,000 A O D 15,000 C I L A E N 10,000 A N 5,000 E D 0 2 2 2 2 2 2 2 2 2 2 2 2 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 1 1 1 1 1 1 1 5 6 7 8 9 0 1 2 3 4 5 6 Packet Pg. 48  ADDITIONAL STAFF – PEST CONTROL • FM’s Pest Control Specialist position was eliminated a few years ago due to budget cuts. • Our former Pest Control Specialist was still working for FM as a carpenter, so we were able to continue to provide the service … for a while. • I advised the County Administrator when the position was eliminated that we would have to bring the position back when the time came. Packet Pg. 49  ADDITIONAL STAFF – PEST CONTROL • That time has come. The staff member who currently provides the service is retiring at the end of this calendar year. • The pest control service can be outsourced. – The last time we put the work out for quotes, the lowest price was over $90,000/year ++. • The service can be provided internally for less than $40,000/year. Packet Pg. 50  ADDITIONAL STAFF – BUILDING SUPERINTENDENT • With broad-based building maintenance skills, this position will be staged at the south courthouse. • When the new OC Administration Building is completed, the Building Superintendent will be primarily responsible for the south courthouse and the OC Administration Building. • This new position will free up current HVAC staff to attend to their core responsibilities and will be available to provide back-up at other facilities as needed. Packet Pg. 51  ADDITIONAL STAFF THE ADDITIONAL STAFF POSITIONS MAKE UP JUST UNDER ½ OF THE BUDGET INCREASE REQUESTED FOR FY ‘15 Packet Pg. 52  MAJOR MAINTENANCE PROJECTS • THE DEFINITION FM USES FOR A MAJOR MAINTENANCE PROJECT IS A MAINTENANCE ITEM THAT IS ESTIMATED TO COST OVER $1000 IN MATERIALS OR SERVICES TO COMPLETE. • THE EXACT QUANTITY OF MAJOR MAINTENANCE PROJECTS VARIES WIDELY FROM YEAR-TO-YEAR. • THE FY ‘14 BUDGET FOR THIS LINE ITEM WAS $16,400 Packet Pg. 53  MAJOR MAINTENANCE PROJECTS • THE TOTAL AMOUNT REQUESTED FOR THE 15 MAJOR MAINTENANCE PROJECTS FOR FY ‘15 IS $78,500. • INCLUDED ON THE LIST OF PROJECTS IS: Packet Pg. 54  MAJOR MAINTENANCE PROJECTS • ROOF COATING MATERIALS FOR VARIOUS COUNTY BUILDINGS. • SCHEDULED LAMP REPLACEMENTS FOR THE UVC LIGHT PROGRAM. • X-RAY MACHINE AND SECURITY CAMERA INSPECTION AND MAINTENANCE AT COUNTY COURTHOUSES. • SECURITY DEVICE REPLACEMENT, EXPANSION, AND MAINTENANCE. • AND A VARIETY OF SIMILAR ITEMS. Packet Pg. 55  FM FY ‘15 BUDGET REQUEST • THE BULK OF THE REMAINDER OF THE INCREASE IN THE BUDGET REQUEST IS TO FUND MARKET INCREASES IN COST OF THE GOODS AND SERVICES THAT THE FACILITIES DEPARTMENT PURCHASES. Packet Pg. 56 I’M NOT QUITE THROUGH YET, BUT LET’S PAUSE FOR: QUESTIONS? Packet Pg. 57  SPECIAL REQUEST • RECENTLY, THE HEALTH DEPARTMENT MADE A REQUEST THAT FM PROVIDE CUSTODIAL SERVICES FOR ALL THREE OF THEIR FACILITIES. • THE HEALTH DEPARTMENT CURRENTLY OUTSOURCES THEIR CUSTODIAL SERVICES. • THE COUNTY PAYS A PORTION OF THE CONTRACT AND THE STATE PAYS A PORTION. • THIS WILL ADD OVER 66,000 sq. ft. TO THE CUSTODIANS’ AREA OF RESPONSIBILITY. Packet Pg. 58  SPECIAL REQUEST • IF THE BOARD APPROVES THIS REQUEST, THE BOARD WILL NEED TO APPROVE FUNDING: – FOR 2 CUSTODIAN POSITIONS – ADD $7,000 TO FM JANITORIAL SUPPLIES – ADD $1000 TO GENERAL GOVERNMENT EQUIPMENT FOR ADDITIONAL CUSTODIAL EQUIPMENT – AND AUTHORIZE FLEET TO TRANSFER AN ADDITIONAL VEHICLE TO FM. Packet Pg. 59  SPECIAL REQUEST • SERVICE COST BREAKDOWN – Payroll Expense = $64,171 – Equipment = $ 1,000 – Supplies = $ 7,000 – Vehicle Fuel & Maint. = $ 1,829 »TOTAL $74,000 Packet Pg. 60 Packet Pg. 61 Packet Pg. 62 Packet Pg. 63 Packet Pg. 64  BOARD OF COUNTY COMMISSIONERS AGENDA REQUEST DATE: July 29, 2014 TO: Honorable Chairman and Members of the Board FROM: Ernie Padgett, County Administrator SUBJECT: Capital Improvement Program (CIP) The attached document provides the budget for the Capital Improvement Program. Packet Pg. 65 Packet Pg. 66 FM CIP REQUEST FY ‘15 Packet Pg. 67  FM CIP REQUEST - FY ‘15 Amount