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
(No Transcript)
15
(No Transcript)
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