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MANAGING FACILITIES COSTS

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MANAGING FACILITIES COSTS PRESENTERS: Sam Todd, Executive Director of Operations Peak to Peak Charter School John Wilcox, Facilities Director, Peak to Peak Charter School – PowerPoint PPT presentation

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Title: MANAGING FACILITIES COSTS


1
MANAGING FACILITIES COSTS
  • PRESENTERS
  • Sam Todd, Executive Director of Operations
  • Peak to Peak Charter School
  • John Wilcox, Facilities Director,
  • Peak to Peak Charter School
  • Derek Karr, Client Executive,
  • Property Casualty Charter School Practice
    Leader
  • HUB International

2
OBJECTIVE
  • To examine various ways to get more bang for
    your buck with your facilities budget, and look
    at some best practices in facilities management.

3
QUESTIONS FOR THOUGHT
  • What are ways to reduce costs or add revenues?
  • Is getting the lowest price always the best
    option?

4
TODAYS AGENDA
  • Contracted services best practices
  • Preferred vendors vs. lowest cost
  • In-house employees vs. contracted
  • Construction owners rep
  • Facilities revenue sources
  • Facilities advisory committee
  • Engaging your community
  • Facilities risk management

5
CONTRACTED SERVICES
  • Custodial services
  • HVAC maintenance
  • Grounds care
  • Snow removal
  • Electrical
  • Roofing
  • Plumbing
  • Pest control
  • Glass repair/replacement
  • Property/casualty insurance

6
PREFERRED VENDOR vs. LOWEST PRICE
  • Long-term relationship
  • Trust
  • Priority preference
  • Negotiating leverage
  • Troubleshooting capability
  • Valued as customer
  • Smaller firms

7
UTILITIES COSTS
  • Seek alternative energy providers
  • Manage occupancy schedule
  • Invest in good HVAC controls
  • Use occupancy sensors
  • Measure manage demand
  • Get utility rebates
  • Retrofit lighting
  • Ensure no taxes charged
  • Track utilities cost/ft2
  • E-Rate

8
CUSTODIAL SERVICES
  • In-House Employees
  • PROS
  • Sense of community
  • Ownership/quality of work
  • Dedication
  • CONS
  • More supervision, training
  • Hiring difficulty
  • Employee benefits costs
  • Contracted Service
  • PROS
  • Less supervision
  • Deal only with contract mgr
  • Control costs with contract
  • CONS
  • Less commitment
  • High turnover
  • Not part of community

9
CUSTODIAL BENCHMARKS
SCHOOL DISTRICT P2P
Elementary 25,000 ft2 35,000 ft2
Middle 32,000 ft2 35,000 ft2
High 33,000 ft2 40,000 ft2
10
CONSTRUCTION OWNERS REP
  • Select experienced construction professional
  • Objectively represents schools interests with
    contractors
  • Can protect from mistakes and save school money

11
REVENUE SOURCES
  • Building room rentals
  • Gymnasium rental
  • Athletic field rentals
  • Sponsorship signs

12
FACILITIES ADVISORY COMMITTEE
  • Include administrators, board members, parent
    volunteers
  • Keep it small
  • Provide advice, help make decisions on key
    facilities issues

13
FACILITIES WEB PAGE
  • Site plan
  • Utilities usage/costs
  • Future building plans
  • Written communications

14
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15
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16
FACILITIES RISK MANAGEMENT
  • Request certificate of insurance from all vendors
    and parties who use your facility.
  • Minimum liability limits of 1,000,000
  • Umbrella limits of 1,000,000
  • Workers Comp limits of 100,000 each accident ,
    100,000 disease per employee/500,000 policy
    limit.
  • These are Colorado State minimum limits for
    Workers Comp.

17
CERTIFICATES OF INSURANCE
  • Request to be Additional Named Insured
  • Request a Waiver of Subrogation
  • Request a Hold Harmless Agreement
  • Ask your vendor if they do background checks on
    contracted employees

18
CHOOSING A CONSTRUCTION COMPANY
  • Indentify who will carry the Builders Risk during
    construction
  • Ask for the companys safety record and workers
    comp mod rate
  • Know the ins and outs of the contract Most
    insurance does not cover breach of contract!!
  • Background checks/ immigration status

19
FACILITIES ADVISORY COMMITTEE
  • Quarterly facility walk-through
  • Indentify slip, trip, and fall hazards
  • Develop a safety culture with safety training
    engage the kids too!!
  • Indentify key maintenance projects
  • Protect pipes in the Fall
  • Maintain school grounds, parking lots, and
    playgrounds
  • Inspect roof and drainage

20
SECURITY AND EMERGENCY RESPONSE
  • Conduct a threat and hazard assessment
  • General conditions Do you have a security
    concern?
  • Exterior security controls Good lighting?
    Shrubbery and plants maintained?
  • Interior security controls Can classrooms and
    other rooms be secured?

21
SECURITY AND EMERGENCY RESPONSE
  • Security Hardware Maintenance Is preventive
    maintenance done and is the log up to date?
  • Exterior and interior security cameras Do
    cameras cover all areas?
  • Exterior doors and alarms Are door controls
    present?
  • Security Staffing Responsibilities indentified
    with written description? What does your
    liability become and are you protected?

22
QUESTIONS?
  • CONTACT INFO
  • Derek Karr derek.karr_at_hubinternational.com
  • John Wilcox john.wilcox_at_bvsd.org
  • Sam Todd sam.todd_at_bvsd.org
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