NC State University. Starting up Housekeeping in new Residence Halls

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1 NC State University Starting up Housekeeping in new Residence Halls Tim Blair Associate Director University Apartments for University Housing Tony Brown Zone Manager for University Housekeeping Randy Reed Deputy Assistant Director for University Housekeeping

2 University Housing & University Housekeeping s program implementation in new Residence Halls was recently applied to Wolf Ridge Apartments on Centennial Campus. This new Residence Hall campus consists of 6 residence halls (the main hall containing a student dining hall) with 1,195 beds that opened over the span of two years. A process needed to be developed that would address areas that had not been considered in previous Residence Hall construction in order to ensure that the buildings would be ready for occupancy at the start of the & academic years.

3 Tim Blair Associate Director University Apartments Wolf Ridge planning and construction Designer selected Fall, 2009 CM at Risk Delivery Began construction Fall, 2010 First buildings opened Fall, 2013 Closed project March 2015 Overview as it relates to total SF Residential vs Common spaces Overall 333,000 square feet Apartment layout decision making process Predominately 4 bedroom units with two baths separated by kitchen/living room area Entrepreneur Village incorporation 1 of 14 Villages within University Housing Garage area Opening/Usage of occupied/unoccupied buildings

4 Tony Brown Zone Manager University Housekeeping Randy Reed Deputy Assistant Director University Housekeeping Staffing Determine level of staffing based on cleaning frequencies set forth for APPA Level 2 cleaning standards (published 2013) Build in buffers for customer requests Special considerations to be factored in for the Oval Dining facility managed by Campus Enterprises (separate contract) that is part of the Tower Hall Residence building

5 FTE Calculation Spreadsheet Routine cleaning is defined by basic daily cleaning maintenance. Each task is timed and entered into the data base where it can be used instantly or averaged with other Spaces with the same use. The more data accumulated the better the system can calculate. These numbers will change on a regular basis because frequency of use may vary depending on the users of the space or the way the space is being utilized. ROUTINE Calculations are based on the time that the Housekeeper is present and on site performing the task. "Minutes to Clean" This value is divided by the minutes that the Housekeeper works (7 hours = 420 minutes) which equals the "Raw FTE". Then the "FTE Allowance" is added (which is the total vacation time of all of the Houskeepers in Housing divided by the number of Housekeepers) gives us the FTE value for the space. Then take the " Total FTE" and divide it by the Square feet of the space to calculate the FTEs per SF. 0 x 3600 Secs x 60 Secs plus << = Secs to Clean H/60 = Mins to Clean SPACE ID SPACE CATEGORY SF Hours Minutes Seconds Seconds to Clean Minutes to Clean APARTMENT BATH ROOM C CONFERENCE ROOM CORRIDOR CARPET LAUNDRY LOUNGE STUDY RESTROOM HIGH USE Hrs - Lunch and 2 Breaks = 7 Hrs or 420 Mins Raw FTE x 420Mins to Clean / Daily Mins Allowance = Raw FTE + Allowance N/A SF / Min to Clean Mins to Clean / SF Total FTE / SF Raw FTE Total CSF per SF Clean per

6 Typical Housekeeping Work Schedule Zone H6 TOWER HALL MONDAY Color: BLUE H-6 Bessie Otey 0 8:00 Spaces to be Serviced Zone morning meeting and issue keys BUILDING TOWER HALL RM 187 DETAIL DETAIL DETAIL DETAIL Entrance Entrance Reception Area Offices Staff A 174 DETAIL ROUTINE DETAIL DETAIL Elevator Corridor Offices Faculty Offices Faculty DETAIL DETAIL DETAIL DETAIL Copy / Print Offices Faculty Mail Sorting Area Vending A 160 PAGE 1

7 Tim Blair Associate Director University Apartments Additional Considerations with regards to work schedules Oval Dining Hall Restrooms and main corridor at Tower Hall Although not part of service agreement with Housing this area has major impact on overall perception of cleanliness in Tower Hall, the main residence hall on this campus University Housekeeping will, as needed, correct any cleanliness issues so as to leave a good impression on this building since many students use this dining facility within the building Adjustments to standard cleaning practices based on a new 12 month leasing agreement. Change in culture and practice from the rest of the residence halls student lease agreements. New Agreement between University Housing and Housekeeping Impact on housekeeping s ability to clean during the standard summer months. Domino effect on other operations within each unit Finishes in each space Communication between maintenance/housekeeping/staff

8 Randy Reed Budget FY Start-up Equipment and consumables for 2013 Fall Semester startup and first year operation. Budget projections for startup and first year operations 2 Buildings Tower & Lakeview FY Object Description Budget FTE Authorized Positions (FTE) EPA Regular Salary SPA Regular Salary Overtime Pay Premium Pay Longevity - Total SPA Salary 176, Temp Employee Wages 6, Employee Benefits 75, Contracted Services 49 Total Personnel Compensation $ 258, Household Supplies 45, Current Services Repair Supplies Maintenance Equipment 1, Motor Vehicle Supplies Office Supply Computer Hardware PC Software < $5, Other Supplies - Total Supplies & Materials 48, Travel Communications Printing and Binding 6

9 Procurement of Supplies and Equipment FY Startup Tower Hall & Lakeview EQUIPMENT - POWERED Cost Qty Extended Cost Carpet Extractor $1, $1,800 Wide Area Vacuum (CRI Certified) $ $1,973 Upholstery Extractor $ $653 Back Pack Vacuums (CRI Certified) $ $984 Kaivac Cleaning Machine 1250 (CRI Certified) $2, $2,400 Burnisher 2370 (CRI Certified) $1, $1,210 Versamatic 18" vacuum (CRI Certified) $ $2,840 Tennant T1 Scrubber $2, $2,200 DriStar Low Moisture Carpet Cleaner $3, $6,000 Janitor Carts $ $1,720 $21,780 EQUIPMENT - OTHER Cost Qty Extended Cost Floor Sign w / Multi-Lingual "Wet Floor" Imprint 2-Sided $ $79 Broom, Jumbo Smooth Sw eep Angle Broom (Black) $ $21 Wet Pad - 18" Microfiber - Blue $ $158 Wet Pad - 18" Microfiber - Green $ $158 Wet Pad - 18" Microfiber - Red $ $53 Wet Pad w / Scrubber - 18" Microfiber - Blue $ $201 Dust Pad - 8" Microfiber Room - Green $ $84 Dust Pad w / Fringe - 18" Microfiber Economy - $108 Green $ Dust Pad w / Fringe - 24" Microfiber - Green $ $144 Microfiber All-Purpose Mitt $ $74 Quick Connect Flex Dusting Wand w / HP Sleeve $ $29 Microfiber Wand Duster Replacement Sleeve $ $30 Vacuum Bags - Versamatic 10/pk $ $20 Water Hog Indoor Mat 4x6 $ $1,110 Spacelinks 4x6 Exterior Mats $ $664 Closet Organizer/Tool Holder (Gray) $ $227

10 FY Start-up for remaining buildings (4)

11 Developing Client Relationships Intentionality of the Design related to Housing/Housekeeping interaction Monthly meetings with AD Informal tours and meetings with AD, Maintenance staff and Admin Associates

12 Building Construction and Turn Over Working to identify and help correct construction issues through monitoring of outside contractors and reporting to Housing any deficiencies Walk-throughs with Housing and Contractors weekly Participating in final walk through and building turn over to Housing Identifying warranty issues and concerns Fire Safety, HVAC, Construction and Exterior skin Flooring in Tower, carpet squares in hallways, etc.

13 Planning with Historical Data in Mind Collaborating with existing Housekeeping managers to identify potential roadblocks to program development and generate new ideas for handling the complexities of a 12 month lease program.