FACILITIES MAINTENANCE

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1 FACILITIES MAINTENANCE APPLICATION OF OPERATING RESOURCES FEDERAL APPROPRIATIONS GENERAL TRUST DONOR/SPONSOR- DESIGNATED GOV T GRANTS & CONTRACTS FY 2007 ACTUAL FY 2008 ESTIMATE FY 2009 ESTIMATE FTE $000 FTE $000 FTE $000 FTE $ , , , STRATEGIC GOAL: ENHANCED MANAGEMENT EXCELLENCE Federal Resource Summary by Performance Objective and Program Category Performance Objective/ FY 2008 FY 2009 Change Program Category FTE $000 FTE $000 FTE $000 Enhanced Management Excellence Facilities Implement an aggressive and professional maintenance program Security and Safety Provide world-class protection for Smithsonian facilities, collections, staff, visitors, and volunteers , , , , , ,007 Total , , ,727 BACKGROUND AND CONTEXT Facilities Maintenance focuses on facility preservation activities and encompasses the upkeep of property and equipment, or the work necessary to realize the originally anticipated useful life of a fixed asset. The Office of Facilities Engineering and Operations (OFEO) is responsible for the maintenance and repair of an infrastructure of approximately 12 million square feet of owned and leased buildings and structures, including 19 museums and galleries, nine research centers, and the National Zoological Park (NZP). The buildings and structures range from the well-known museums to supporting structures such as guard booths, animal shelters, and hay barns. 216

2 The National Research Council (NRC) recommends that annual maintenance funding total 2 to 4 percent of the physical plant replacement value. The Institution s FY 2008 replacement value is conservatively estimated at $5.3 billion. This equates to a minimum required funding of approximately $100 million for maintenance and minor repair projects. These requirements have been validated through the Facility Condition Assessment process and Reliability Centered Maintenance (RCM) analysis, and were reviewed by the Government Accountability Office (GAO) in 2005 and in Additionally, as new and renovated museums and major exhibitions open, maintenance requirements rise dramatically due to technological advances and the increased number of systems supporting the Smithsonian s infrastructure. In its April 2005 and September 2007 reports to Congress, the GAO formally recognized the deteriorating condition of Smithsonian buildings and cited the seriously underfunded maintenance program as one of the principal causes. The GAO reports reviewed the findings of the 2001 National Academy of Public Administration s report and found that current funding does not meet requirements. Most of the current maintenance funding is consumed with day-to-day emergencies and unplanned repairs created by insufficient maintenance. The quality, effectiveness, and longevity of repairs are compromised by the need to stretch inadequate resources to meet overwhelming needs. The FY 2009 budget increase for maintenance will help to address the accelerated degradation of building systems and components in order to decrease capital repair costs. The FY 2009 budget estimate includes an increase of 52 FTEs and $17,727,000. This increase includes $952,000 for necessary pay for existing staff as well as 52 FTEs and $16,775,000 to support vital maintenance contracts, as well as maintenance and repair projects in support of the Smithsonian s most critical systems. MEANS AND STRATEGY To support the Institution s goal of Enhanced Management Excellence, OFEO continues an aggressive, long-range facilities maintenance and minor repair program, using an RCM approach that includes benchmarking efforts with organizations such as the Association of Higher Education Facilities Officers (APPA). RCM is a widely accepted maintenance industry philosophy that incorporates a cost-effective mix of predictive, proactive, preventive, and reactive maintenance practices. Benchmarking efforts resulted in a staffing goal to achieve APPA s recommended level-2 standard for building 217

3 maintenance (1 to 5 rating scale with 1 being the highest), referred to as Comprehensive Stewardship. The Comprehensive Stewardship level of maintenance will ensure that equipment and building components are in operating condition; that sufficient staffing is in place to respond to maintenance calls in a timely manner; and that electrical and mechanical systems are routinely tested and upgraded. With increased funding in FY 2009, the Institution can approach APPA s level 2 Comprehensive Stewardship service. OFEO will continue its efforts to achieve the full staffing level of Comprehensive Stewardship because it is no less than what should be expected at the world s largest and most visited museum complex. Additionally, OFEO will continue providing protection for the Institution s facilities, collections, staff, visitors, and volunteers through state-of-the-art physical security measures. Requested resources in FY 2009 will enable OFEO to maintain and repair physical security systems throughout the Institution, and ensure that all security monitoring systems are maintained at the same levels. In FY 2007, the Institution completed a Program Assessment Rating Tool (PART) evaluation of the facilities Operations and Maintenance Program. The Institution received the highest PART rating score, which confirms the Government Accountability Office s conclusion that the maintenance program is effectively managed and, if properly resourced, will achieve longterm results in improving the Institution s essential infrastructure. STRATEGIC GOAL AND FY 2009 ANNUAL PERFORMANCE GOALS Enhanced Management Excellence Implement an aggressive and professional maintenance program (352 FTEs and $64,615,000) Ensure that planned maintenance costs remain at 55 percent of total maintenance costs Maintain temperature and relative humidity levels within the target range 80 percent of the time Ensure that critical electrical power is available 99.9 percent of the time Ensure that meantime between repairs of vertical transportation units is more than 70 days Provide world-class protection for Smithsonian facilities, collections, staff, visitors, and volunteers (7 FTEs and $4,531,000) Ensure that physical security protection systems operate as intended 99 percent of the time 218

4 Complete 100 percent construction of the perimeter barrier project at the National Museum of American History FY 2009 REQUEST EXPLANATION OF CHANGE The FY 2009 budget estimate includes an increase of 52 FTEs and $17,727,000. This amount includes $952,000 for necessary pay for existing staff, and 52 FTEs and $16,775,000 to support new facility maintenance requirements, Institution-wide maintenance and minor repair projects and contracts, and physical security maintenance requirements. The increases are as follows: (+$13,690,000, +34 FTEs) Funding is requested to approach APPA s level 2, Comprehensive Stewardship, and begin to fully implement RCM methodologies. The requested funds provide $4,549,000 to support the maintenance and minor repair projects throughout the Institution and $6,297,000 for contracts, supplies, materials, and equipment to support other general maintenance requirements. In addition, $2,844,000 and 34 FTEs will support staff salaries and benefits for maintenance of building systems, plumbing requirements, window repairs, sheet-metal repairs, and inspection of fire and life-safety equipment throughout the Smithsonian, as follows: Title Grade FTEs Amount General Engineers GS ,000 Engineering Technicians GS ,000 Construction Representatives GS ,000 Utilities Systems Repair Operators WG ,422,000 Electrician WG ,000 Machinist WG ,000 Painters WG ,000 Carpenter WG ,000 Mason WG ,000 Pipefitter WG ,000 Total 34 $2,844,000 (+$250,000) This increase provides for additional contract support at leased space in Herndon, Virginia, which houses the Institution s information technology data center. The funding will ensure that most of the building system maintenance will be performed using RCM methodology. 219

5 (+$1,327,000, +14 FTEs) This increase supports the monitoring and performance of preventive maintenance on new building systems at the DWRC Courtyard enclosure and Pod 5 at the Museum Support Center to ensure optimum performance and extend the useful life of these critical building systems. The request provides for salaries and benefits for one GS-12 assistant building manager ($104,000), 10 WG-11 utilities systems repair operators ($790,000), and three WG-11 maintenance mechanics ($237,000); and supplies and materials ($196,000). (+$558,000, +4 FTEs) This increase supports the NZP Asia Trail facilities to ensure that critical building systems are maintained to strict maintenance protocols, and that electrical systems are routinely inspected, tested, and maintained according to code. Funding will support the salaries and benefits of three WG-11 utilities systems repair operators ($237,000) and one WG-11 electrician ($79,000); as well as supplies, materials, and equipment ($242,000). (+$400,000) This increase fully funds security system maintenance contracts to ensure that all security systems are properly maintained at the National Museum of the American Indian (NMAI), Steven F. Udvar- Hazy Center, the NZP, the National Postal Museum, and the DWRC in the same manner as other Smithsonian security systems. This will ensure the safety and security of staff, visitors, and collections. (+$250,000) This increase funds maintenance contracts for the newly installed vehicle bollard security systems at the NMAI, National Air and Space Museum, National Museum of Natural History, and the National Museum of American History. These automated systems require substantial routine preventive maintenance to ensure their long-term operability and to minimize downtime. Funding will ensure continual operations and minimize security and safety risks. (+$300,000) This increase provides for locksmith contractor services to supplement in-house staff due to increased requirements from new and renovated facilities. Funds will be used to secure and maintain locks, vaults, safes, and critical collection storage areas at all Smithsonian locations. These contract services will also ensure that exhibit cases are secure and artifacts are protected. If the FY 2009 request is not allowed, base funds will be inadequate to arrest the deteriorating condition of the Smithsonian s buildings and supporting infrastructure, thereby endangering the collections and placing staff and visitors health and safety at increased risk. Furthermore, the quality, effectiveness, and longevity of repairs will be further compromised 220

6 by the need to stretch existing resources to meet overwhelming needs. The Smithsonian s ability to maintain more reliable mechanical equipment, reduce energy usage, and improve the environment to safeguard the National Collections, staff, and visitors will be severely impaired. This may result in unacceptable environmental issues such as increased mold and microbe proliferation, indoor air-quality problems, and potential and real hazards to staff and visitors. Lastly, the long-term implications of a continuing shortfall in maintenance funding include: potential damage to the collections, and higher risk of theft or damage, due to the Institution s inability to provide a safe and secure environment for their preservation potential damage to buildings due to flooding and fire if critical protection systems fail potential collateral injuries to the public and staff, with associated risks of litigation and adverse publicity significant increases in energy costs as system efficiencies degrade major increases to Facilities Capital Revitalization requirements NONAPPROPRIATED RESOURCES General trust funds support salaries and benefits and other related costs. Donor/sponsor-designated funds provide support for costs related to Smithsonian programs, such as horticulture operations, architectural history, and historic preservation projects. 221

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