Okaloosa County BOCC — July 29, 2014 — 3-5 Facilities Maintenance

BOARD OF COUNTY COMMISSIONERS OKALOOSA COUNTY, FLORIDA SERVICE AREA: GENERAL GOVERNMENT DEPARTMENT/PROGRAM: FACILITIES MAINTENANCE/ ADMINISTRATIVE SERVICES UNIT PROGRAM DESCRIPTION: The Administrative Services Unit 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. 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. EXPENDITURES: Expenditures Budget FY12 FY13 FY14 FY15 Category Actual $ Actual $ Original $ Approved $ Personal Services 261,363 251,189 275,733 291,235 Operating Expenses 182,237 196,142 182,148 213,862 Capital Outlay 0 0 0 0 Other 0 0 0 0 Total 443,600 447,331 457,881 505,097 HISTORICAL STAFFING SUMMARY: Category FY12 FY13 FY14 FY15 Full-time 4 4 4 4 Part-Time 0 0 0 0 Relief 0 0 0 0 Total 4 4 4 4 MAJOR ACCOMPLISHMENTS LAST YEAR:  Received and successfully processed over 1800 individual requests for service.  Successfully implemented sustainable facility modifications which are resulting in over $100,000/year in utilities savings.  Reconfigured service delivery processes to provide services to over 1,100,000 s.f. of county buildings without adding staff. 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. Protect the assets in the care of the Facilities Maintenance Department. Ensure the proper and timely accounting for all departmental transactions. KEY OBJECTIVES: 1. Improve work order processing and tracking through improved processes. 2. Ensure budgetary, personnel, and purchasing functions comply with County policies and procedures. 3. Continue to improve departmental inventory management to make the most efficient use of county resources. 4. Maintain service levels in the face of declining resources. 5. Implement sustainable initiatives to reduce utilities consumption in all non-enterprise county facilities by 2%-5% by the end of the fiscal year. PERFORMANCE MEASURES: Actual Estimated Adopted Performance Measures FY11/12 FY12/13 FY13/14 Input Total Work Orders Processed 3,767 3,500 4,000 Output Total Work Orders Closed 3,767 4,000 4,000 Efficiency Percent Completion 99% 100% 100% Effectiveness Customer Satisfaction with work order time-to-completion 99% 100% 100%  BOARD OF COUNTY COMMISSIONERS OKALOOSA COUNTY, FLORIDA SERVICE AREA: GENERAL GOVERNMENT DEPARTMENT/PROGRAM: FACILITIES MAINTENANCE/ CUSTODIAL SERVICES PROGRAM DESCRIPTION: The Custodial Services Unit of the Facilities Maintenance Department provides daily janitorial services to over 418,000 square feet of county office space, common areas, and restrooms. 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. EXPENDITURES: Expenditures Budget FY12 FY13 FY14 FY15 Category Actual $ Actual $ Original $ Approved $ Personal Services 390,810 375,598 394,251 416,416 Operating Expenses 58,810 63,297 60,691 71,258 Capital Outlay 0 0 0 0 Other 0 0 0 0 Total 449,620 438,895 454,942 487,674 HISTORICAL STAFFING SUMMARY: Category FY12 FY13 FY14 FY15 Full-time 10.67 10.67 10.67 12.67 Part-Time 0 0 0 0 Relief 0 0 0 0 Total 10.67 10.67 10.67 12.67 MAJOR ACCOMPLISHMENTS LAST YEAR:  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.  Provided professional daily custodial services to over 35 individual locations with only ten staff.  Provided daily custodial services to an average of more than 41,000 s.f. per day per custodian. PROGRAM GOAL: Provide secure, reliable, and consistent professional custodial services to county facilities at the lowest possible cost to the taxpayers. KEY OBJECTIVES: 1. Ensure budgetary, personnel, and purchasing functions comply with County policies and procedures. 2. Provide adequate custodial services to county offices at the lowest possible cost. 3. Maintain service levels in the face of declining resources. PERFORMANCE MEASURES: Actual Estimated Adopted Performance Measures FY11/12 FY12/13 FY13/14 Input Cost of Services $454,266 $454,942 $493,210 Output S.F. of offices provided Custodial Service 418,386 418,386 418,386 Efficiency S.F. cleaned/custodian 41,839 S.F. 41,839 S.F. 41,839 S.F. Effectiveness Cost/S.F. (per year) $1.09 $1.09 $1.18  BOARD OF COUNTY COMMISSIONERS OKALOOSA COUNTY, FLORIDA SERVICE AREA: GENERAL GOVERNMENT DEPARTMENT/PROGRAM: FACILITIES MAINTENANCE/ GROUNDS KEEPING UNIT PROGRAM DESCRIPTION: 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. 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. EXPENDITURES: Expenditures Budget FY12 FY13 FY14 FY15 Category Actual $ Actual $ Original $ Approved $ Personal Services 190,597 183,178 195,187 206,161 Operating Expenses 27,934 30,066 28,888 33,918 Capital Outlay 0 0 0 0 Other 0 0 0 0 Total 218,531 213,244 224,075 240,079 HISTORICAL STAFFING SUMMARY: Category FY12 FY13 FY14 FY15 Full-time 4.33 4.33 4.33 5.33 Part-Time 0 0 0 0 Relief 0 0 0 0 Total 4.33 4.33 4.33 5.33 MAJOR ACCOMPLISHMENTS LAST YEAR: 1. Provided regular quality lawn cutting, edging, trimming, hedging, and tree trimming services to over 30 individual locations with around the county. 2. Professionally maintained over 35 individual parking areas at county facilities throughout the county. 3. Cleaned over 200,000 square feet of carpet in county facilities. 4. Successfully completed over 2,000 individual equipment repairs and maintenance activities. 5. Successfully operated and maintained several complex landscape irrigation systems at county facilities. 6. Treated the grounds for insect and pest control at more than 37 county facilities PROGRAM GOAL: To provide 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. KEY OBJECTIVES: 1. Ensure budgetary, personnel, and purchasing functions comply with County policies and procedures. 2. Provide adequate grounds keeping services to county facilities at a low cost. 3. Ensure the safe operation of all work related equipment. 4. Maintain current service levels in the face of declining resources. PERFORMANCE MEASURES: Actual Estimated Adopted Performance Measures FY12/13 FY13/14 FY14/15 Cost of providing lawn care, pest control, hedging, Input trimming, tree service, parking lot cleaning and landscape $221,661 $223,160 $233,076 irrigation maintenance, and carpet cleaning. Output Grounds maintenance (acres/week) 107.0 107.0 107.0 Efficiency Acres/groundskeeper 35.67 35.67 35.67 Effectiveness Cost per year to maintain (acre/year) $2,071.60 $2,085.61 $2,178.28  BOARD OF COUNTY COMMISSIONERS OKALOOSA COUNTY, FLORIDA SERVICE AREA: GENERAL GOVERNMENT DEPARTMENT/PROGRAM: FACILITIES MAINTENANCE/ BUILDING MAINTENANCE UNIT PROGRAM DESCRIPTION: The core mission of the Building Maintenance Unit is to provide routine and preventative maintenance to county owned and operated buildings 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. EXPENDITURES: Expenditures Budget FY12 FY13 FY14 FY15 Category Actual $ Actual $ Original $ Approved $ Personal Services 1,423,141 1,367,745 1,449,699 1,531,203 Operating Expenses 349,378 376,037 327,661 384,711 Capital Outlay 0 0 66,000 46,100 Other 0 0 0 0 Total 1,772,519 1,743,782 1,843,360 1,962,014 HISTORICAL STAFFING SUMMARY: Category FY11 FY12 FY13 FY14 Full-time 25 25 25 25 Part-Time 0 0 0 0 Relief 0 0 0 0 Total 25 25 25 25 MAJOR ACCOMPLISHMENTS LAST YEAR: 1. Completed 4 separate remodeling projects completely in-house within the allowed budgets and in under 12 weeks, so the former Shalimar Annex could be completely vacated on or before May 5th. 2. Completed numerous emergency storm repairs to a variety of county facilities. 3. Successfully completed over 4,000 service requests at more than 80 individual county-owned and leased facilities. 4. Completed sustainable upgrades to over 300 individual devices at county facilities. 5. Successfully completed enclosing the former drive-thru to provide an additional office at the Tax Collector’s offices at the Brackin building. PROGRAM GOAL: 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. Preserve and protect the counties buildings at a low cost to the taxpayers. 3. Maintain and extend the useful life and utility of assigned county facilities. 4. Reduce overall utility consumption through the promotion and utilization of conservation techniques and the installation of more utility efficient devices. 5. Ensure the safe operation of all work related equipment. PERFORMANCE MEASURES: Actual Estimated Adopted Performance Measures FY12/13 FY13/14 FY14/15 S.F. Jail Maintained 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.