Okaloosa County BOCC — August 6, 2015 — Facilities Maintenance — reading text

BOARD OF COUNTY COMMISSIONERS OKALOOSA COUNTY, FLORIDA SERVICE AREA: GENERAL GOVERNMENT DEPARTMENT/PROGRAM: FACILITIES MAINTENANCE PROGRAM DESCRIPTION: The Administrative Services of the Facilities Maintenance Department provides program budget planning and management, work order processing, department level accounting, contract management, payment processing for county facilities utility bills, construction project planning and accounting, purchase order processing, inventory management, a variety of customer service activities, and general support of the department’s other functional units. The Custodial Services of the Facilities Maintenance Department provides daily janitorial services to over 418,000 square feet of county office space, common areas, and restrooms. The Grounds Keeping Unit of the Facilities Maintenance Department provides programmed periodic lawn and landscape care, parking lot and sidewalk cleaning, carpet cleaning, and exterior pest control services for assigned facilities, and small equipment maintenance and repair services for all the functional units of the Facilities Maintenance Department. The core mission of the Building Maintenance Unit is to provide routine and Preventative Maintenance/HVAC/Electrical to county owned and operated buildings/County Jail and to certain leased offices, as proscribed by the terms of the lease, and to provide high-quality, professional, low-cost remodeling services to meet the needs of those who do business in county facilities. REVENUE: Facilities Maintenance is funded within the General Fund. Supporting revenue of the General Fund are ad valorem taxes, communications service tax, local business tax, permits and fees, state shared revenue, charges for services, judgments and fines, miscellaneous revenue and transfers from other funds. MAJOR ACCOMPLISHMENTS LAST YEAR: Ø Received and successfully processed over 1700 individual requests for service. Ø Developed 18 policies and procedures for compliance in the American Public Works Association`, awarded accreditation for 5 years. Ø Provided secure, professional, and reliable custodial services to an annual aggregate of over 90,000,000 square feet of county office space cleaned over the most recent twelve months. Ø Provided daily custodial services to an average of more than 41,000 square feet per day per custodian. Ø Provided regular quality lawn cutting, edging, trimming, hedging, and tree trimming services to over 30 individual locations with around the county. Ø Successfully completed over 2,000 individual equipment repairs and maintenance activities. Ø Successfully completed over 1700 service requests at more than 80 individual county-owned and leased facilities. Ø Completed numerous emergency storm repairs to a variety of county facilities. Ø Remodeled Office Space in the Brackin Building for the Property Appraiser Ø Facilitate new leases with Opp Inc. and Elder Services for space at the Old FWB Hospital. PROGRAM GOAL: Provide quick and efficient processing of all customer service requests. Provide timely processing of all requests for payment from product/service providers. Provide courteous, professional assistance to those who contact the FM department for information and other requests. Afford secure, reliable, and consistent professional custodial services to county facilities at the lowest possible cost to the taxpayers. Offer quality landscape care, irrigation system maintenance and repair, carpet cleaning, small engine and equipment repair and maintenance, and outside pest control at a low cost. Preserve and protect county owned facilities and to provide safe and adequately clean and comfortable county government buildings at a low cost to the taxpayers. Provide pre-approved minor remodeling services to accommodate the operational needs of the various service delivery units occupying county facilities. Provide pre-approved major remodeling, renovation, and construction services. Provide owner representation and project management on various assigned county construction projects. Maintain the county jail to be in compliance with regulatory requirements. KEY OBJECTIVES: 1. Ensure budgetary, personnel, and purchasing functions comply with County policies and procedures. 2. Continue to improve departmental inventory management to make the most efficient use of county resources. 3. Provide full custodial services to county offices at the lowest possible cost. 4. Provide adequate grounds keeping services to county facilities at a low cost. 5. Maintain and extend the useful life and utility of assigned county facilities 6. Ensure the safe operation of all work related equipment PERFORMANCE MEASURES: Actual Estimated Adopted Performance Measures FY13/14 FY14/15 FY15/16 Jail Maintenance (S.F) 115,111 115,111 115,111 All County Facilities Maintenance (S.F.) 996,802 996,802 1,060,302 Input County Facility Grounds Maintenance (acres/week) Lawn 107 107 107 care, Landscape irrigation, trimming, edging Total Work Orders Processed 3767 3500 1700 Number of Full time Equivalents FM/Jail (FTE’s) 48 48 51 Custodial work provided to offices (S.F.) 418,386 418,386 481,886 Output Acres per Groundskeeper per week 35.67 35.67 35.67 Total Work Orders Closed 3767 4000 1700 Work orders completed 99% 100% 100% Equipment Repair work orders (lawn mowers, vacuum Efficiency 400 cleaners, edger, pole saw, buffers, sweepers) S.F. cleaned/custodian 41,839 S.F 41,839 S.F 34,420 S.F. Work Orders Percent Complete 99% 100% 100% Effectiveness Work performed without downtime (Grounds keeping) 98% Maintenance Items completed 98% 95% 95% Total Work Orders completed on time 99% 100% 96% HISTORICAL STAFFING SUMMARY: Category FY13 FY14 FY15 FY16 Full-time Administrative & Support 20 20 20 22 Full-time Management & Professional 1 1 1 1 Full-time Operations & Trades 27 27 27 28 Total 48 48 48 51 EXPENDITURES: Expenditures Budget FY13 FY14 FY15 FY16 FY15/FY16 Increase/ Category Actual Actual Original Approved +/- Decrease Personnel Services $2,173,838 $2,246,815 $2,503,888 $2,563,523 $59,635 2.4% Operating Expenses $657,753 $634,586 $703,749 $823,444 $119,695 17.0% Capital Outlay $0 $65,713 $46,100 $50,700 $4,600 10.0% Debt Service $0 $0 $0 $0 $0 0% Grants & Aids $0 $0 $0 $0 $0 0% Other Uses $0 $0 $0 $0 $0 0% Total $2,831,591 $2,947,114 $3,253,737 $3,437,667 $183,930 5.7% ACCOUNTS: FY14 FY15 FY16 FY15/FY16 Increase/ Code Category Approved Approved Approved +/- Decrease 10 SALARIES & WAGES $1,638,442 $1,755,478 $1,754,327 -$1,151 -0.1% Due to losing higher level director/supervisors 20 BENEFITS $676,428 $748,410 $809,196 $60,786 8.1% Increase due to all employees on County Health Insurance 31 PROFESSIONAL SERVICES $0 $0 $2,250 $2,250 0% New line item added Hepatitis B shots for our custodians 34 CONTRACT SERVICES $0 $5,000 $10,000 $5,000 100% Added more for temporary labor 40 TRAVEL & PER DIEM $0 $0 $150 $150 0% 41 COMMUNICATIONS SERVICES $4,475 $4,475 $10,850 $6,375 142.5% Added 15 new phone lines for safety purposes for employees 42 FREIGHT & POSTAGE $0 $100 $250 $150 150.0% 43 UTILITY SERVICES $2,000 $2,000 $2,500 $500 25.0% 45 RISK MANAGEMENT ALLOCATION $52,887 $58,500 $61,844 $3,344 5.7% Property Insurance reallocation 46 REPAIR & MAINTENANCE $369,137 $457,315 $502,098 $44,783 9.8% Elevator contract for new building/HVAC increase for new units/new line item irrigation repair for pumps, motors, sprinkler heads 47 PRINTING & BINDING $100 $100 $150 $50 50.0% 49 MISCELLANEOUS CHARGES $1,175 $1,984 $2,250 $266 13.4% 51 OFFICE SUPPLIES $2,800 $2,800 $3,200 $400 14.3% 52 OPERATING SUPPLIES $165,236 $169,297 $223,402 $54,105 32.0%  Added safety supplies for 51 steel toed boots/ new tools vacuums, buffers, drills concrete equipment, mechanical and electrical tools 54 BOOKS/PUBS/SUBS & MEMBERSHIPS $678 $678 $1,500