general services department - legislative … · general services department ... • conducted by...

GENERAL SERVICES DEPARTMENTFACILITIES MANAGEMENT

George D. Morgan, GSD

NCSL Fiscal Analysts Seminar

October 6, 2016

1

Agenda

• Total Cost of Ownership

• Capital Projects

• Public Facing Website

• Facility Condition Assessment (FCA) Project

2

The Merger

3

Facilities

Management

Division

Property

Control

Division

Building

Services

Division

• Capital Projects

• Real Property Mgmt

• Leasing

• 31 Authorized FTEs

• Operations & Maintenance of

Santa Fe Owned Buildings

• 128 Employees Authorized

FTEsJuly 1, 2013

4

Total Cost of Ownership

Acquisition / Construction

Operations &Maintenance over 40 yrlife

Renewals & Deficienciesover 40 yr life

Operations &

Maintenance

Performed by

Occupying Agency

with Operating

Budget

Renewals &

Deficiencies

Performed by

GSD-FMD

with Capital OutlayAcquisition

Construction

Performed

by GSD-FMD

with Capital Outlay

Amount Provided by Capital Outlay is only a Portion of Total Lifecycle Need

5

Building Total Asset Stewardship

FY 14 FY 17FY 16FY 15

Re-Engineering Project

Mgmt

Lease Portfolio

Management / GIS

Integration

Asset Works ANA &

CPPM

Enterprise Asset

Management

Comprehensive

Master Planning

Analyze Tenant

Agreements

Re-Eng Project Mgmt /

O&M

Asset Inventory

Buildings

Re-Eng Prop Mgmt /

Leasing

Asset Inventory Land &

Leases

Integrated Facility

Management

Total Asset Visibility

Asset Works

Maintenance

Implement and Train to

New AgreementsTenant Agreements

Data Collection &

Verification

Processes

Data

Tools

Guidance

Me

tho

do

logy

Fundin

g

174 Operating

125 Project Admin

Optimized Vacancy Savings

Special Appropriation

• Land Reconciliation

• Tenant Agreements

• Master Planning

Stable Workforce

(6% Churn)

Sustainable

Operations Budget

Fully Budget

Authorized Positions

Sustainable Capital

Outlay Fund

Increase Admin Fee (3% Effective July 1, 2015)

PBRF

Capital Projects

6

GENERAL SERVICES DEPARTMENT

FACILITIES MANAGEMENT

Strategic Goals

• Re-engineer business processes to maximize utilization & benefits of a robust Capital Planning and Project Management system

• Improve organization and communications of Capital Projects status – SharePoint Project Management site

• Deploy an integrated system to improve; fiscal controls, financial accountability, transparency and ensures statutory compliance – AiM (AssetWorks)

• Enable GSD to balance capital priorities with fiscal constraints and track appropriations and projects to a detail level – Capital Asset Management and Planning System (CAMPS)

• Assess GSD’s asset inventory – Facility Condition project

7

NM Veteran's Home Alzheimer's Facility

• Budget: $24,974,075

• Estimated End Date: January 10, 2018

NM Veteran's Home Alzheimer's Facility AiM Site

8

https://fmax.gsd.state.nm.us/fmax/screen/CAPITAL_PROJECT_VIEW?capitalProject=FMD-00046

Old Fort Bayard Hospital Demolition

• Budget $4,182,716

• Estimated End Date: November 11, 2016

Old Fort Bayard Hospital Demolition AiM Site

9


WNMCF Housing Units HVAC Upgrades

• Budget: $1,700,533

• Estimated End Date: August 25, 2016

WNMCF Housing Units HVAC Upgrades AiM Site

10


NMBHI Old Meadows Hospital Demolition

• Budget: $1,770,372

• Estimated End Date: May 27, 2016

NMBHI Old Meadows Hospital Demolition

11


Capital Project Funding

12

Total Amount of Capital Dollars Between 2012-Present (Still Active) $ 149,999,191

Expended $ 66,004,021

Balance after Expenditures $ 83,995,170

Encumbered (Active Contract or Work Order) $ 30,918,036

Allocated (In Planning with Obligations) $ 42,386,605

Balance after Expenditures, Encumberances, Allocations $ 10,690,529

Allocation of Balance

CYFD STATEWIDES $ 537,141

NMCD STATEWIDES $ 4,682,493

DOH STATEWIDES $ 1,369,731

FMD STATEWIDES $ 2,235,274

CBRF SANTA FE WIDE $ 1,865,890

Total $ 10,690,529

Public Facing Website

13



Public Facing Website

• Public access site organized to communicate construction

and repair projects supported by capital funds

• Capital Project Information

State Map by County for Projects

Search Function

List of Active Projects

Scope, Schedule and Budget

By Agency and Project Type

http://fmd.gsd.state.nm.us/AiMWebPortal/CPMain.aspx

14

http://fmd.gsd.state.nm.us/AiMWebPortal/CPMain.aspx

Facility Condition Assessment (FCA) Project

15



Strategic Goals and Objectives

• Maintain an ongoing periodic assessment of the condition of

state facilities

─ FCA & Asset Inventory conducted in 2015 as a Baseline

─ Conduct FCA on 20% of building inventory annually starting in FY17

• Reduce statewide deferred maintenance

16

FCA Benefits

• Accurate Representation of Current Needs:

Deficiencies + Deferred Renewals + Asset Renewals

Supports Capital Planning Process

FCA Data will be used in Generating ICIP Requests

• Supports Informed Repair or Replace Decisions

• Supports the Tracking of Total Cost of Ownership (TCO)

With the Use of AiM

• Provides View of Overall Asset Replacement Value

• Validates Agency Requests for Capital Funding

• Aligns to and Supports 5 Year Strategic Plans

17

FCA Background

Assessment History:

• FCA conducted in 2005

• Conducted by 3D International Corporation

• Full Assessment of State-wide Facilities

• State-wide Average FCI of 40.69%

• Roof Assessment – 2008

• Scope Limited to New Mexico Corrections Department

• Conducted by George Butler Associates, Inc.

• 2.18 million square feet

• Last assessment in 2009

• Scope Limited to 138 Buildings

• Conducted by ISES Corporation

• 3.6 million square feet

• Average FCI = 26%

18

FCA Scope

Facility Condition Assessments:• All state-owned buildings under GSD jurisdiction (603 of 750 Buildings)

• Excluded small buildings

• Excluded buildings scheduled for disposal or demolition

Asset Inventory:• Identified Serialized Assets state-wide

• Collected Equipment / Component data (Make, Model & Serial #)

Deliverables:• Assessments & Asset Inventories

• Deficiency and Asset Renewal Data Files for each Building

• Written FCA Report for each Building

19

FCA Definitions

CRV (Current Replacement Value) =

Cost of replacing an existing asset (building) with a substantially identical

new asset

FCI (Facility Condition Index*) = Deficiencies and Forecasted Renewal Costs for a given Building(s)

Current Replacement Value Typically represents current year needs, but may also refer to a time-frame (i.e., needs over

next 3 years)

Uniformat (System)

A standard for organizing construction information by major system

20

FCA Definitions (continued)

Asset Deficiencies=

Non recurring and unfavorable symptoms of an asset that requires

immediate action

Deferred Renewal=

Assets that are beyond their original useful life

Asset Renewal=

Forecasts the lifecycle of assets in regards to their remaining useful life

20

Sample FCA Report-Bataan Memorial Building

22


23


24

Average FCI by Agency

Human ServicesDepartment (10

Buildings)

New MexicoCorrections

Department (260Buildings)

General ServicesDepartment (29

Buildings)

Worker’s Compensation Administration

(2 Buildings)

Department ofWorkforce

Solutions (13Buildings)

Department ofPublic Safety (38

Buildings)

Department ofHealth (123Buildings)

Children Youth &Families (30Buildings)

Commission forthe Blind (3Buildings)

Average FCI 22.86% 22.50% 20.71% 18.79% 16.07% 13.89% 12.73% 12.27% 9.15%

0.00%

5.00%

10.00%

15.00%

20.00%

25.00%

24

Major Buildings (Greater than 5,000 Gross Square Feet) Highest FCI

26

DPS District 10Headquarters

Central NewMexico

CorrectionalFacility E-Medical

Admissions

Southern NewMexico

CorrectionalFacility

EducationVocation

Penitentiary ofNew MexicoTown CenterNorth Facility

Southern NewMexico

CorrectionalFacility Gym

Southern NewMexico

CorrectionalFacility A-

Administration

Penitentiary ofNew MexicoTown CenterSouth Facility

Southern NewMexico

CorrectionalFacility

Warehouse/Tower

Los LunasCampus

NatatoriumWendell Chino

Farmington Los Lunas Las Cruces Santa Fe Las Cruces Las Cruces Santa Fe Las Cruces Los Lunas Santa Fe

FCI 2016 124.33% 109.20% 101.78% 99.69% 99.64% 95.97% 87.96% 78.70% 76.59% 75.04%

0.00%

20.00%

40.00%

60.00%

80.00%

100.00%

120.00%

140.00%

*Buildings Greater than 5,000 Gross Square Feet

2016 Needs ($) by Agency26

Total Current Needs ($) listed on sheet: $206,961,274 Total Current Needs ($) by State: $288,701,656

New MexicoCorrectionsDepartment

(260 Buildings)

GeneralServices

Department(29 Buildings)


Department ofPublic Safety(38 Buildings)

HumanServices




Children Youth& Families (30

Buildings)


(2 Buildings)

Commission forthe Blind (3Buildings)

Current Needs $98,366,143 $46,062,385 $39,106,711 $8,133,345 $4,985,827 $4,261,014 $3,927,095 $1,424,841 $693,915

$0

$20,000,000

$40,000,000

$60,000,000

$80,000,000

$100,000,000

$120,000,000

Total Needs ($) by Agency Through 2021

27

Total Needs ($) Through 2021 listed on sheet: $336,944,824 Total Needs ($) Through 2021 by State: $435,313,791

New MexicoCorrectionsDepartment

(260 Buildings)

GeneralServices



Department ofPublic Safety(38 Buildings)

HumanServices




Children Youth& Families (30

Buildings)


(2 Buildings)

Commissionfor the Blind (3

Buildings)

Needs Through 2021 $164,590,398 $77,243,784 $55,836,994 $8,706,875 $7,434,886 $6,567,382 $12,537,996 $2,829,464 $1,197,045

$0

$20,000,000

$40,000,000

$60,000,000

$80,000,000

$100,000,000

$120,000,000

$140,000,000

$160,000,000

$180,000,000

2016 Needs ($) by Uniformat (System)

Total Current Needs ($) by State: $288,701,656

29

Foundations, $4,844,802

Basement Construction, $105,089 Superstructure, $2,061,834

Exterior Enclosure, $139,670,316

Roofing, $18,654,067

Interior Construction, $7,310,780

Stairs, $1,798,676

Interior Finishes, $50,450,996

Conveying Systems, $662,466

Plumbing, $6,901,904

HVAC, $25,202,435

Fire Protection Systems, $9,239,625

Electrical Systems, $12,566,579

Equipment, $1,226,350

Furnishings, $2,517

Special Construction, $1,650,152

Site Improvements, $6,127,426

Site Civil/Mechanical Utilities, $37,550

Site Electrical Utilities, $153,293

General Requirements, $34,800

Total Needs ($) by Uniformat (System) Through 2021

Total Needs ($) Through 2021 by State: $435,313,791

30

Foundations, $6,508,693 Basement Construction,

$496,240

Superstructure, $5,299,598

Exterior Enclosure, $170,878,282

Roofing, $42,907,929

Interior Construction, $11,615,486

Stairs, $3,452,183

Interior Finishes, $80,792,622

Conveying Systems, $1,744,066

Plumbing, $14,641,203

HVAC, $43,016,445

Fire Protection Systems, $9,508,551

Electrical Systems, $25,967,945

Equipment, $4,001,211

Furnishings, $2,517

Special Construction, $1,650,152

Site Improvements, $11,428,611

Site Civil/Mechanical Utilities, $144,646

Site Electrical Utilities, $1,135,612

General Requirements, $121,800

QUESTIONS?GENERAL SERVICES DEPARTMENT

30

THANK YOUGENERAL SERVICES DEPARTMENT

George D. Morgan

505-470-6986

30

general services department - legislative … · general services department ... • conducted by...

Documents