Facilities Management County Administration Building 300 Monroe Avenue NW, Grand Rapids, MI Phone: (616) Fax: (616)

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1 Facilities Management County Administration Building 3 Monroe Avenue NW, Grand Rapids, MI Phone: (616) Fax: (616) Mission To manage County facilities and projects striving for customer satisfaction by recognizing and meeting the needs of departments, providing a safe environment for employees and visitors, while maintaining fiscal responsibility, in accordance with the policies and procedures of Kent County. Overview The Facilities Management Department provides technical and managerial support of County buildings and properties. The department renovates, repairs, maintains, constructs, and operates County properties; manages major capital improvement projects; and monitors and tracks leases between other departments and private businesses and other governmental units. The department is also involved in the sale and purchase of County facilities and real estate. The department has budgetary control of the operation and maintenance of multiple County properties, including the County Administration Building, Kent County Courthouse, 82 Ionia, Juvenile Detention Center, Health Department facilities (including clinics and Animal Shelter), and numerous other County facilities and properties. Approximately 1.3 million square feet of County Strategic Goals Strategic issues for the Department include: To provide the most cost effective and efficient facilities and operations as a collaborative effort between Facilities Management and the users of the facilities. facilities are included in the responsibilities of the department. Expenses incurred for the operation and maintenance of these properties, as well as Facilities Management Administration, are included in the department history of uses. Operational Goals Manage the energy consumption of County facilities to provide optimum energy efficiencies To provide safe, quality, value-based Facilities Management services to Kent County To plan, organize and administer County building project development, including land acquisition and sale; facility renovation and construction projects and administer the County Lease program, for the best value- maximizing quality and minimizing cost, for long term asset preservation Organizational Structure Facilities Management $15,122, FTE *General Gov't $15,122, FTE *Health Department $679,83 4. FTE *Juvenile Detention $728, FTE *General Government *accounted for in Health & Welfare *accounted for in Health & Welfare * Facilities Management includes 29.8 total FTE, 2.8 FTE in the General Government Functional Area and 9. FTE in the Health & Welfare Functional Area. See page 18 for the Health Department and page 178 for Juvenile Detention which is under the Child Care Division. 1

2 Selected Key Performance Measures Indicator Expected Outcome: Natural gas savings through the utilities program $7, $5, $96,25 $79, Percent of maintenance projects, tracked by CMMS, completed on schedule 98.46% 93.% 91.3% 9.% Cost of utilities per square feet of building $1.77 $1.84 $1.91 $2. Number of lost time safety incidents (FM employee) Percent of projects over $25, completed on or under budget Efficiency: Square feet managed per employee 42,621 41,871 42,433 42,28 Average cost per square feet of building $6.4 $6.36 $6.8 <$6.5 Department Revenue by Category Adopted Adopted General Fund Charges for Services $ 1,119,961 $ 1,148,91 $ 1,1,2 $ 1,123,5 Reimbursements 2,742,256 2,867,85 2,953,593 2,732,188 Other 3,871,45 3,783,87 3,885,284 3,794,122 Total General Fund 7,733,666 7,799,82 7,939,77 7,649,81 Other Revenue 49.23% Adopted Revenues $7,715,1 Charges for Services 14.56% Other Funds Special Projects 4, ,667 4, 65,2 Total Revenue $ 7,737,912 $ 8,84,469 $ 7,943,77 $ 7,715,1 Reimbursements 36.21% Department Expenditures by Category Adopted Adopted General Fund Personnel $ 1,437,779 $ 1,46,666 $ 1,491,633 $ 1,61,686 Commodities 89,73 88,26 123,63 12,98 Contractual Services 12,95,532 12,223,858 12,618,69 12,724,337 Capital Outlay 15,395 Other Expense 25,77 79,835 81,225 59,498 Transfer to Cap Bond 946,9 612,242 61,6 611,936 Total Uses 14,594,28 14,48,22 14,924,617 15,118,437 Adopted Uses $15,122,53 Contractual Services 84.17% Other Funds Special Projects 1,377 39,976 4,32 4,93 Total Department $ 14,595,585 $ 14,52,177 $ 14,928,937 $ 15,122,53 Personnel FTE Commodities.8% Personnel 1.59% Transfers Out 4.5% Other Charges.39% 2

3 Program Expenditures Adopted Adopted Administration $ 317,462 $ 35,272 $ 368,281 $ 391,388 Administration Bldg 589,68 592,677 6, ,599 63rd District Court 142,4 162,282 16,52 176,55 82 Ionia 1,173,549 1,188,888 1,258,717 1,31, North Monroe 34,328 Boiler Plant Operations 1,232,72 1,14,24 1,3,222 1,263,868 Cooperative Extension 36,544 34,65 41,511 42,51 Courthouse 7,824,98 7,948,33 8,19,92 8,28,9 Human Services Comp 2,794,934 2,916,269 2,929,545 2,954,925 IT Building 126,11 131, ,66 144,434 Northwest Center 16,591 15,564 16,574 17,216 Fallasburg Dam 1,377 39,976 4,32 4,93 Total $ 14,595,585 $ 14,52,177 $ 14,928,937 $ 15,122, History of Uses (in millions) Significant Accomplishments Ongoing substantial energy conservation with automated building controls systems for HVAC and lighting, and continuous integration of energy efficient equipment. Replacement of the exterior window glass in the County Administration Building with energy efficient windows. Construction completion of the L and M sections of the Correctional Facility -- Jail Bed Replacement Project. Construction completion of the Sheriff s Marine Patrol Storage Facility. Securing a location for a new combined South Health Clinic. Significant Budget Issues No significant budget issues to report. Kent County 63rd District Court facility 3

4 DEPARTMENT: FACILITIES MANAGEMENT Department Mission Statement: To manage County facilities and projects striving for customer satisfaction by recognizing and meeting the needs of departments, providing a safe environment for employees and visitors, while maintaining fiscal responsibility, in accordance with the policies and procedures of Kent County. Service Area: Facilities ManagementOperations Goals To provide safe, quality, value-based Facilities Management services to Kent County. Manage the energy consumption of County facilities to provide optimum energy efficiencies. Objectives Manage routine and preventive maintenance programs tracked by the Computerized Maintenance Management System (CMMS) at assigned facilities for compliance with all codes and regulations-complete maintenance projects minimum 9% on schedule. Ensure a safe working environment - lost time safety incidents for Facilities Management employees Score a minimum of 3.25 on a 4. scale in the annual Administrative Services Survey. Provide Facilities Management services for less than $6.5 per square feet per year. Outcomes Percent of maintenance projects, tracked by CMMS, completed on schedule Number of lost time safety incidents (FM employee) Administrative Services Survey Cost of utilities per square feet of building % 9.% 93.% $1.77 $1.8 $ % 91.3% 9.% NA 3.25 $1.85 $1.91 $2. 4

5 Efficiencies Square feet managed per FTE 42,621 42,621 41,871 Average cost per square feet of building $6.4 $6.25 $ ,871 42,433 < $6.5 $ ,28 < $6.5 Outputs Number of square feet maintained by Facilities Management ,257,341 1,257,341 1,256, ,256,139 1,272,979 1,266,239 5

6 Service Area: Facilities Project ManagementPlanning Goal To plan, organize and administer County building project development, including land acquisition and sale; facility renovation and construction projects and administer the County Lease program, for the best value-maximizing quality and minimizing cost, for long term asset preservation. Objectives Manage County construction projects over $25, to be completed a minimum 1% on-schedule. Administermanage County construction projects over $25, a minimum 1% within or under budget. Provide a safe working environment- lost time safety incidents (contractors). Manageadminister County lease program, both landlord and tenant agreements. Outcomes Percent of projects over $25, completed on schedule Number of lost time safety incidents (Contractors) Percent of projects over $25, completed on or under budget Outputs Dollar amount of CIP projects managed $17,5, $3,5, $5,3, Number of leases $3,5, $3,235, 3 32 $1,89, 29 6

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