Facilities Planning and Construction - University of...

University of Florida

15 December 2010

RCM Unit Budget Review

Facilities Planning and Construction

Facilities Planning and Construction - RCM Unit Budget Review 2

Table of Contents 1. Mission of the Division of Facilities Planning and Construction .................................................................. 3

2. Who We Serve ............................................................................................................................................. 3

3. History .......................................................................................................................................................... 4

3.1. Decentralization from Board of Regents (BOR) ................................................................................... 4

3.2. Establishment of Governance by Board of Trustees (BOT).................................................................. 4

4. Comprehensive Internal Review: Programs & Objectives .......................................................................... 5

4.1. Project Management ........................................................................................................................... 6

4.2. Capital Programs .................................................................................................................................. 7

4.3. Sustainable Building Initiatives/LEED ................................................................................................... 7

4.4. Campus Master Planning ..................................................................................................................... 8

4.5. Decision Support Services - Space Planning & Reporting .................................................................... 9

4.6. Fiscal Management ............................................................................................................................ 10

4.7. Division Strategic Initiatives - Five year Work Plan ............................................................................ 12

5. Organizational Structure and Staffing Plan ................................................................................................ 13

5.1. Management Team ............................................................................................................................ 13

5.2. Project Management - Major Projects............................................................................................... 14

5.3. Project Management - Minor Projects .............................................................................................. 15

5.4. Capital Programs and Fiscal Management ........................................................................................ 16

5.5. Sustainable Building Initiatives/LEED ................................................................................................. 16

5.6. Campus Master Planning ................................................................................................................... 17

5.7. Decision Support Services - Space Planning & Reporting .................................................................. 18

6. RCM Budget Submission ............................................................................................................................ 19

6.1. Budget Request .................................................................................................................................. 21

7. 2010 Internal Performance Metrics and Peer Institution Review ............................................................. 22

7.1. Peer Institution Benchmarking Matrix ............................................................................................... 22

Comparisons were made with 5 institutions for staffing of similar functions............................................... 22

7.2. Internal Performance Metrics ............................................................................................................ 24

7.2.1. Construction Program ................................................................................................................ 24

7.2.2. Sustainable Building Initiatives .................................................................................................. 26


Detailed Unit Budget Review

1. Mission of the Division of Facilities Planning and Construction

The Facilities Planning and Construction Division is responsible to the Vice President for Business

Affairs for development and compliance of the campus master plan, the planning, design and

construction of all physical facilities of the University of Florida state wide and the management and

reporting of its space and physical resources.

Together, these functions underlie a continuing responsibility to provide the facilities necessary for the

fulfilment of academic, research and clinical needs of the University's Strategic Plan within the

resources available, while improving functional efficiency, economic effectiveness, aesthetic appeal

and maintaining flexibility for future change and growth.

2. Who We Serve

Facilities Planning and Construction is dedicated to serving the Gator Nation. Our customer

base consists of but is not limited to the faculty, students, staff, visitors and patients o:

E&G Colleges and Centers

Health Science Center Colleges and Centers

IFAS State-wide Research & Education Centers

University Athletic Association

Student Affairs Divisions (Housing, Recreational Sports)

Auxiliaries (Reitz Union, Food Services, Parking, O'Connell Center)

UF Direct Support Organizations (St. Augustine, UFF)

PK Yonge Schools

UF & Shands Academic Health Center


3. History

3.1. Decentralization from Board of Regents (BOR)

In 2000-01, decentralization occurred with the elimination of the Board of Regents and

authority for governance delegated to the individual universities under Statue 1013. This

statute also created the various Boards of Trustees at each institution. As a result of the

decentralization, the Division of Facilities, Planning & Construction assumed the

responsibilities for the management of the statewide UF Construction Program, Campus

Master Plan and Space Inventory System.

During the initial transition, the governance was revised to provide campus wide involvement

and input into the master plan process and construction program. The Division worked with

the Chairs of Land Use/Facilities Planning Committee, Committee on the Preservation of

Historic Buildings & Sites, Lakes, Vegetation and Landscape Committee and the

Transportation & Parking Committee, to develop orientation materials, develop committee

guidelines, establish committee websites and process for meeting notification and agenda

preparation. The committee process has provided valuable input and functioned as a

communications network to the faculty body.

3.2. Establishment of Governance by Board of Trustees (BOT)

In 2002, reporting to the UF Board of Trustees Finance & Facilities Committee, policies and

procedures were developed for budgeting, programming, selection of professionals, real estate

management and master planning which are carried out through the Division. New UF rules

were approved through the State of Florida for the evaluation of professionals/contractors and

expanded construction delivery methods. The Division reports to the Board of Trustees on

facility related issues, policy revisions and legislative actions quarterly.


4. Comprehensive Internal Review: Programs & Objectives


4.1. Project Management

Project Management services are governed by Chapter 1013, Florida Statutes. The Facilities, Planning and

Construction Division is responsible for the comprehensive delivery of major capital construction and

renovation projects state-wide for all units of the University as the Owner's Representative, including

E&G, IFAS, HSC, Student Affairs, UAA, UFF, Auxiliaries, Housing, Parking, Museums, Performing Arts

and Recreational Sports. The Division is also responsible for minor projects ($2M and less) for the UF

& Shands Academic Health Center colleges and various Auxiliaries and management of annual service

contracts program. Interior Design services are provided to all campus units.

Comprehensive project delivery includes project planning, programming, budgeting, consultant

selection, contract administration, design, bidding, construction, commissioning, and procurement of

furnishings and equipment. Strict adherence to all FL Statutes 287.055, 1001-75(5), 1013.45, Florida

Building Code, State Fire Code, ADA Requirements, UF Rule FAC 6C1-3.070, UF BOT Policy Nos. 02.2,

02-3, 05-12 and 06-16, Florida Art in State Buildings CA1E063.

As Owner's Representative, the Division works with user groups, campus entities, code enforcement

officials to deliver timely, sustainable, high performance, code compliant and cost effective facilities…

all within applicable laws, rules, and guidelines of the State, Board of Governors, and the Board of

Trustees. For everything from state-of-the art research laboratories and healthcare facilities to

classrooms, libraries, residence halls, parking, bookstores and food services, athletic facilities,

museums and galleries to performing arts venues, FPC manages the construction program in support

of the university's strategic plan, campus master plan and educational plant survey space needs

recommendation.

With the downturn of PECO funding for new construction, emphasis on space management and

utilization of existing buildings will drive the Capital Construction Program. Major renovations and

reuse of campus facilities is being planned to correct code deficient under-utilized buildings. This

emphasis will result in increased energy efficiency within the existing facilities, reduction in deferred

maintenance and conservation of physical resources.


4.2. Capital Programs

On behalf of the University, the Division provides the following services as required through Chapter

1013 of the Florida Statutes:

Management of the University’s 5-year Capital Improvement Program (CIP) and Fixed Capital

Outlay (FCO) Legislative Budget Request together with the campus master plan and educational

plant survey recommendations which serve as the basis for funding needs;

management, planning and programming of the Facilities Enhancement Challenge Grant

Program;

management of the Legislative Budget Requests for New Space;

management of Legislative Authorization Requests for special funding needs such as sale of

bonds, loans, purchase/sale of property.

Benefits to the University come from the role of FPC as the UF representative with the Board of

Governors Office. FPC also provides university feedback to the Board of Governors Office during the

legislative process on proposed statutes, rules, policy language and impact statements.

4.3. Sustainable Building Initiatives/LEED

The LEED/Sustainable Building Program directs UF's Green Building initiatives. Established at UF in

2000, the program utilizes the USGBC's LEED scoring system. UF is recognized as a leader in the U.S.

Green Building Council for certified green square feet. UF is actively involved with the United States

Green Building Council (USGBC), participates on national, regional, and local levels.

The Division was the first in the State of Florida to require a LEED-accredited professional on staff to

manage sustainable building initiatives in all projects through LEED, Labs 21 and Living Challenge. UF is

the first to deliver a LEED Platinum project in the State of Florida, first to integrate green strategies in

all standards and policies and provides in-house management of the certification process resulting in

significant cost savings to the University. The Leadership in Energy and Environmental Design (LEED)

Program employs state-of-the-art strategies for sustainable site development, water savings, energy

efficiency, material selections, and indoor environmental quality for all new construction and

renovation projects.


FPC's Sustainability Initiatives Program supports the university's strategic plan as well as the goals of

the Task Force on Sustainability including:

Management of the UF LEED Program for the Capital Building Program, as a single point

of contact with the U.S. Green Building Council;

Management of the LEED Program for campus-wide compliance for minor renovation

and remodelling projects;

Monitoring and technical support of the Progress Energy Rebate Program;

Monitoring and reporting of environmental benefits of LEED certified buildings;

Development of sustainable design concepts, policies and procedures with UF entities;

Benefits of the Sustainability Initiatives Program to the University is reflected in energy savings that have been

experienced with the new construction and major building renovations utilizing energy efficient design

concepts, equipment and practice. In-house LEED management has direct savings to the University through the

project management process. LEED management services through architectural firms range from $40,000 to

$250,000+ per project. Conservative estimates for the UF's program to date would suggest a savings of $1.5M

which would have been charged to each project budget reducing funds available for building and occupant

needs.

4.4. Campus Master Planning

Campus Planning is responsible for the development, implementation, and update of a ten-year

Campus Master Plan (CMP) for the entire University, including the Health Science Center and related

clinics, and all IFAS, Education and General Auxiliary, and Athletic Association facilities on the main

campus, Alachua County Satellite Properties, Ft. Lauderdale Research and Education Center (Davie)

and Mid-Florida Research and Education Center (Apopka). The CMP is mandated by the State of Florida

and developed in accordance with Board guidelines.

In response to legislation passed in 2007 transferring 34 properties to the University, the Division

produced a facilities assessment report, managed and produced a Strategic Plan and is responsible for

the management of the properties reporting to the St. Augustine DSO Board.

The CMP is developed and maintained with in-house mapping and policy-writing capability.

Consultants, paid for with state funding earmarked for CMP development, are used for special studies

and technical tasks rather than for wholesale authoring of the CMP. This approach allows for

continuous quality improvement and direct translation into the Design Services Guide, Design and

Construction Standards, UFBOT Policies and Operating Memorandum, and other implementing


documents. The approach also optimizes the efficiency of planning funds to conduct much-needed

one-time studies that would not otherwise have an available funding source.

Other services/functions performed include:

CMP and historical/archaeological activities managed within FPC directly fulfil statutory

obligations of the University under Chapters 1013 and 267.

Coordination with local governments on growth, development, infrastructure, and disaster

preparedness issues provides mutual benefits to the University and its host community.

Examples of direct benefits to the University from these efforts include: 1) negotiating a storm

water management agreement that saved approximately $29,000 in annual fees; 2) receipt of a

$200,000 federal Hazard Mitigation Grant for building hardening to protect UF computing

resources (for which UF would have been otherwise ineligible); and 3) city implementation of

sidewalks and street lighting in student residential areas, particularly Sorority Row, at no

expense to the University.

Conservation area management efforts protect university property in terms of water quality,

erosion control, invasive exotic plant control, biodiversity, and reduced heat island effect.

These efforts have resulted in receipt of $145,000 in state grants for control of invasive exotic

plant species over three years;

Property management activities, including lease and easement activities, are necessary to fulfil

the university’s obligations to the Board of Trustees of the Internal Improvement Trust Fund;

St. Augustine campus administration is necessary to fulfil the university’s obligations to the

state under Chapter 267.1735 and 267.1736, F.S.;

Historic preservation efforts on main campus and the St. Augustine campus support numerous

multi-disciplinary and interdisciplinary university research, teaching and service initiatives. FPC

planning staff often provide direct support to faculty, including two instances of serving as a co-

PI with faculty on historic preservation grants ($35,000 state, and $150,000 Getty Foundation).

4.5. Decision Support Services - Space Planning & Reporting

DSS is responsible for management and reporting of the UF state-wide space inventory system which

includes building data, space type and building and space assignments under FAC 1013.31

requirements. This information serves as a basis for PO&M funding and the 5-year Capital

Improvement Plan under Chapter 1013 of Florida Statutes. DSS coordinates and monitors the 5-year


Educational Plant Survey as required by FAC 1013.31. DSS is responsible for the development of the

Legislative Budget Request for New Space, UF Space File Reports as mandated through FAC 1013.03..

Other services provided by DSS include:

Database and web development/maintenance support for all Division functions;

Database or web development work for external divisions is facility related and linked to the UF

STARS system such as PPD, EH&S, CNS, Registrar’s Office and Asset Management;

Maintenance of the Division’s GIS (Geographical Information System) used to support various

mapping needs including the University’s public campus web map, Transportation and Parking’s

printed map and numerous other maps;

Preparation of space allocation and utilization reports and studies;

Building demolition requests, monitoring and reporting;

Building data reports for colleges, units and departments;

Space reporting for federal indirect cost rate;

Development and implementation of the building energy dashboard system;

Development and implementation of carbon mapping for UF Carbon Action Plan;

Development of campus research laboratory space productivity analyses.

4.6. Fiscal Management

The Fiscal Management section of the Division is responsible for contract administration, review and

accounting services for all new construction and renovation projects. Compliance with purchasing,

insurance, audit, funding reversion, grant and lease requirements are mandated as follows:

Fixed Capital Outlay Certified Forward Report - Section 216.301

Fixed Capital Outlay Reversion Report - Section 216.301

Budget Year Appropriations Report - Chapter 1013, F.S.

OEF Cash Draws - Section 1013.65

Prompt Payment Vendor Requirements - FAC 6C10.7004


Purchase Orders for Construction - FAC 6C1-3.070, 6C1-3.071, 6C1.72

Purchase Orders for Commodities - FAC 6C1-020

Project Budgeting, Contracting & Administration - UFBOT 02.2

UF Directives, Building Componentization Manual, Indirect Cost Proposal

Benefit to the university is evidenced through the Owner Direct Purchase Program implemented within

FPC to achieve tax savings by direct purchase of building materials and equipment through the Florida

Department of Revenue Program. These savings remain with the project for furnishings,

telecommunications, equipment and building enhancements during construction.


Function Initiative 2011 2012 2013 2014 2015

CMP Consolidate reporting all UF real estate, leases, easements in UFStars

CMP Develop campus way-finding signage program

CMP Develop building signage program for St. Augustine historic buildings

DSS Develop Building Age and Condition reporting

DSS Implement Energy Dashboard Program in all major campus buildings

DSS BIM conversion of existing campus building plans by laser scanning

DSS Upgrade Project Tracker financial module

DSS Space Planning, Utilization & Analysis for space cost data

DSS Continued development of Carbon Inventory Database/Map

DSS Implement research space productivity reporting campus-wide

FM Implement project audit program

FPC Implement reporting of building attributes in UFStars database

FPC Implementation of SharePoint database file

PM Implement SBVD Program project compliance program

PM Implement 2011-13 Annual Contract Services Program

PM Implement Building and Street Address signage program

PM Develop in-house Commissioning Program

PM Development of BIM Guidelines and Standards

PM Explore Integrated Project Delivery benefits

SBI Expand LEED Existing Building Program state-wide

Legend: (CMP=Campus Master Plan, DSS=Decision Support/Space Planning , FM=Fiscal Management, FPC= Department as whole, PM=Project Management,

SBI=Sustainable Building Initiatives)

4.7. Division Strategic Initiatives - Five year Work Plan


5. Organizational Structure and Staffing Plan

5.1. Management Team

Carol Walker

Assistant Vice President

Howie Ferguson

Training & Development

Assistant Director/Sr PM

Miles Albertson

HSC Minor Projects

Associate Director

Eugene Herring

Administration & Fiscal

Associate Director

Frank Phillips

Facilities Information

Associate Director

Bahar Armaghani

LEED/QA Program

Assistant Director/PM

Linda Dixon

Planning

Assistant Director

Ed Poppell

Vice President – Business Affairs


5.2. Project Management - Major Projects - $2M+ Project Budgets

Carol Walker

Assistant Vice President

Howie Ferguson

Training & Development

Assistant Director/Sr PM

Miles Albertson

HSC Minor Projects

Associate Director

Eugene Herring


Associate Director

Bahar Armaghani

LEED/QA Program


Scott Whiddon

Project Manager

Cydney McGlothlin

Project Manager/

Architect

William Smith

Project Manager

Frank Javaheri

Senior Project

Manager

Fred Rowe

Project Manager


5.3. Project Management - Minor Projects - Project Budgets up to $2M

Miles Albertson

HSC Minor Projects

Associate Director

Eugene Brandner

Assistant Director

Chris Singletary

Project Manager

Marie Brown

Project Manager/

Interior Designer

Raymond Estrella

OPS CAD/BIM

Technician


5.4. Capital Programs and Fiscal Management

5.5. Sustainable Building Initiatives/LEED

Eugene Herring


Associate Director

Dave Heather

Space Coordinator

Etta Green

Fiscal Manager/

Auditor

Brian Giunta

Contract

Administrator

Vacant

Contract

Administrator

Bahar Armaghani

LEED/QA Program


Amanda Chodkowski

LEED Intern

(Proposed)

LEED/Sustainability

Assistant


5.6. Campus Master Planning

Linda Dixon

Planning

Assistant Director

Erik Lewis

Senior Planner

Billy Triay

Property Manager

St. Augustine Campus

Wencui Yang

Planning Intern


5.7. Decision Support Services - Space Planning & Reporting

Frank Phillips

Facilities Information

Associate Director

Jodi Chase

IT Expert

Dave Heather

Space Coordinator

Barry Kantner

Facilities CAD

Technician

Adrian Mohuczy-

Dominiak

OPS IT Assistant

(Proposed)

IT Programmer


FY 2012 Projected Annual Uses of Funds Statement

College/Office Name:

Department Name:

DeptID (Level 4)

Person Completing Form:

Phone Number:

FY 2012 Proposed

Budget

FY 2012 Proposed

Budget

(5% Reduction) FY 2011 Budget FY 2010 Actual FY 2009 Actual

FTE 31.00 27.00 28.00 28.00 27.00

Salaries & Benefits

Faculty Salaries

Faculty Fringe Benefit Pool Expense $0 $0

Faculty-COM Salaries

Faculty-COM Fringe Benefit Pool Expense $0 $0

TEAMS/USPS-Exempt Salaries $1,881,990 $1,611,387 $1,685,670

TEAMS/USPS-Exempt Fringe Benefit Pool Expense $649,287 $555,929 $581,556

TEAMS/USPS-Non-Exempt Salaries $223,723 $155,562 $162,336

TEAMS/USPS-Non-Exempt Fringe Benefit Pool Expense $100,004 $69,536 $72,564

Total Salaries & Benefits $2,855,004 $2,392,414 $2,502,126 $2,396,268 $2,371,153

Other Temporary/OPS Faculty Salaries $22,238 $20,260 $21,326

Other Temporary/OPS Faculty Fringe Benefit Pool Expense $534 $486 $512

Graduate Assistants Salaries

Graduate Assistants Fringe Benefit Pool Expense $0 $0 $0

Post Docs/Housestaff Salaries

Post Docs/Housestaff Fringe Benefit Pool Expense $0 $0 $0

Student Assistants Salaries

Student Assistants Fringe Benefit Pool Expense $0 $0 $0

Additional Pay Salaries $600 $460 $460

Additional Pay Fringe Benefit Pool Expense $14 $11 $11

Total OPS & Additional Pay $23,386 $21,217 $22,309 $31,206

Total Salaries & Benefits $2,878,390 $2,413,631 $2,524,435 $2,427,474 $2,371,153

Contractual Services $9,350 $9,387 $9,387 $9,387 $2,096

Repairs & Maintenance $13,000 $13,000 $13,000 $12,603 $9,838

Utilities (PPD Only)

Data Processing $38,350 $32,000 $33,738 $28,352 $19,843

Office Supplies / Software / Materials / Pubs $10,000 $10,000 $15,000 $14,822 $13,835

Rent $9,000 $7,000 $7,000 $9,426 $4,146

Printing & Reproduction $145 $145 $150 $143 $376

Insurance

Telephone $6,555 $5,555 $5,600 $5,557 $18,226

Postage & Freight $2,750 $2,600 $2,705 $2,705 $3,006

Food

Advertising $450 $450 $450 $492 $377

Travel and Training $30,000 $17,711 $24,079 $20,174 $9,701

Dues & Subscriptions $2,350 $2,342 $2,342 $2,342 $1,650

Scholarships

Graduate Assistantship Tuition Waivers

Miscellaneous Other/ Contingencies $61

Concession Fund Expenses

Total Operating Expenses $121,950 $100,190 $113,451 $106,062 $83,093

Equipment $60,000 $39,294 $50,000 $23,187 $29,534

Library Resources

Financial Aid Appropriation

Risk Management Insurance

Debt-Service

Total Other $60,000 $39,294 $50,000 $23,187 $29,534

Administrative Overhead $7,553 $7,553 $7,553

Other Transfers Out $58

Net Transfers $7,553 $7,553 $7,553 $0 $58

Total Expenditures $3,067,893 $2,560,668 $2,695,439 $2,556,723 $2,483,838

Direct Bill to Component Units (provide details below) $85,000 $85,000 $85,000 $45,231 $35,957

Support Unit Total Expenditures $2,982,893 $2,475,668 $2,610,439 $2,511,491 $2,447,882

Business Affairs

Facilities, Planning & Construction

7001

Marsha Brewton/Eugene Herring

352-273-4000

6. RCM Budget Submission


Total Salaries & Benefits93.66%

Contractual Services0.35%

Repairs & Maintenance

0.48%

Data Processing1.25%

Office Supplies / Software / Materials /

Pubs0.56%Rent

0.26%

Printing & Reproduction

0.01%

Telephone0.21%

Postage & Freight0.10%

Advertising0.02%

Travel and Training0.89%

Dues & Subscriptions0.09%

Equipment1.85%

Administrative Overhead

0.28%

Other3.13%

2011 FY Projected Budget

Total Salaries & Benefits94.95%

Contractual Services0.37%

Repairs & Maintenance0.49%

Data Processing1.11%

Office Supplies / Software / Materials /

Pubs0.58%

Rent0.37%

Printing & Reproduction0.01%

Telephone0.22%

Postage & Freight0.11%

Advertising0.02%

Travel and Training0.79%

Dues & Subscriptions0.09%

Equipment0.91%

Other1.91%

2010 FY Actual Budget


6.1. Budget Request

Divisional roles and responsibilities have increased to support key UF initiatives:

RCM space and cost metrics

Administration of St. Augustine properties

Building Energy Dashboard Program

Carbon Action Plan database development and campus carbon mapping

Research Space Utilization/Productivity Reporting

Grant and Fundraising Conceptual Design Development (BIM technology)

Financial Analysis for Bond Issuance, Market Analysis, Loan Repayments

Over the last 5 years, the Division has reduced its workforce as follows:

Project Managers - 3

Programmer - 1

HR Coordinator - 1

Secretary - 2

CADD Engineers - 2

Three new positions are anticipated to meet strategic initiatives:

LEED Program Coordinator - responsibilities include the implementation of the LEED Program

for Existing Buildings for minor projects; management of energy rebate program for minor

projects; participation on an in-house commissioning team, assist with development of building

energy dashboard program, energy utilization analysis and reporting and support of LEED

Program for major projects. This position supports the goals of the Task Force on Sustainability

and FPC's sustainable building initiatives and goals;

Programmer - responsibilities include management of sustainability and carbon mapping

initiatives; implementation of building energy dashboards on major existing campus structures;

capture of building attributes for energy efficiency opportunities, BIM integration of building

plans and IT support of space utilization database updates;

Administrative Assistant - responsibilities include staff support for Faculty Committees;

management of Committee website, management of Division's budget, management of

Division's website; Division file system conversion to database and HR coverage.


7. 2010 Internal Performance Metrics and Peer Institution Revi ew

7.1. Peer Institution Benchmarking Matrix

Comparisons were made with 5 institutions for staffing of similar functions -

Ohio State University, Michigan, University of Virginia, Nebraska, and Penn

State University.

UF Ohio State (multiple campuses) Michigan (3 campuses) University of Virginia Nebraska Penn State ( main campus )

Enrollment 52,112 64,000 58,000 21,000 49,031 45,000

Size (Acres) 2,000 1,700 1,920 3,405 44,694 8,625

GSF Constructed past 5 years 1,800,000 - - 653,500 1,900,000 -

$ Constructed per year $250,000,000 - - $208,400,000 $214,500 $125,000,000

Land Grant University (Y/N) Y Y N N Y N

Project Management 12 45 62 79 76 30

Capital Programs/Pre-Planning

0-(Absorbed by current

staff with multiple duties) 0 - (Use Consultants) - 0 - (Use Consultants) 0 - (Use Consultants) -

Campus Master Planning 2 28 (planning & real estate) - 0 - (Use Consultants) 4 6

Decision Support/Space Planning 4 10 10.3 12 - 5

Fiscal Management 2 10 7 6 1

Instit

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Peer Institution Benchmarking


In comparison to institutions with similar student enrollment, campus acreage, workload (volume and

dollar value), the Division appears to be understaffed for the roles and functions that it performs. It is

anticipated that with the decline of PECO funds, more funds will be spent on major renovation

projects. These projects will require the Division to manage renovation projects under the same

statutory requirements as new construction projects. However, the complexity of pre-planning will be

greater to investigate and document existing building conditions, code compliance and strategies for

reuse of the building.

In our research and discussions with peer institutions, we have found several different business

strategies:

Project Management includes Assistant Project Managers and Project Engineers to support the

Sr. Project Managers and/or Project Managers - UF Project Managers don't have support staff;

Institutions limit projects per Project Manager to 1-2 - UF PMs carry 4-5 major and/or 20-25

minor projects per Project Manager;

Project Management at several institutions is all inclusive - UF decentralizes project

management by unit;

Institutions include CADD technicians to develop drawings - UF employs 1 PT OPS to support

minor projects only;

Capital Program Development - Several institutions employ consultants - UF includes this

responsibility in the Associate Director and AVP positions;

Sustainable Building Initiatives/LEED - Institutions hire A/E firms to manage their LEED Program

- UF includes this program responsibility in the Asst. Director/Project Manager position;

Campus Master Planning - Institutions have hired consultants for master planning and have

included real estate development and/or support of real estate in their planning sections - UF

separates some real estate development and land easement tracking to units such as IFAS - FPC

Planning Office manages the campus master plan in-house with limited consultants;

Space Management and Fiscal Management for Facilities Departments appear to have slightly

more staff - UF has one vacancy to fill;

Although the Division has considerably less staff in project management and support, the roles and

responsibilities are very similar. The Division's budget request would be supported by the

benchmarking results as reported. It also supports the efforts made by the Division to move to a more

efficient web-based process, use of new BIM technology, in-house support of LEED and Planning

Programs to provide Best Practice delivery.


7.2. Internal Performance Metrics

7.2.1. Construction Program

E&G, 354,854 , 27%

Auxiliary, 379,840 , 28%

Health Science Center, 489,891 ,

37%

IFAS, 73,912 , 5%UAA, 36,312 , 3%

Constructed 2006-2010 (%by budget entity)


0

2

4

6

8

10

12

14

16

$0

$100,000

$200,000

$300,000

$400,000

$500,000

$600,000

2006 2007 2008 2009 2010

# P

roje

cts

$ V

alu

e C

om

ple

ted

Major Projects Completed 2006-2010

$ Value Completed # Projects

$7,447,410 $6,822,251

$4,524,416

$13,178,465 $13,096,492

0

10

20

30

40

50

60

70

80

90

$-

$2,000,000

$4,000,000

$6,000,000

$8,000,000

$10,000,000

$12,000,000

$14,000,000

2006 2007 2008 2009 2010

# P

roje

cts

$ V

alu

e C

om

ple

ted

Minor Projects Completed 2006-2010

$ Value Completed # Projects


7.2.2. Sustainable Building Initiatives


7.3. Fiscal Management Workload Metrics – CY 2010

7.3.1. Financial Transactions

The Fiscal Project Team (Project Manager, Contract Administrator, AVP) reviewed

and processed on-time documentation to assure prompt payments in accordance

with FL Statutes.

$255,220,965 Total

Construction Contracts Amount

15 Projects

984 Regular

Purchase Oders

1829

Regular Invoices

257

Pay Applications

331 Contract Change Orders

633 PO Change Orders


Owner Direct Purchase Program

Through the efforts of our ODP Program, approximately $3M tax savings went back to the 15 project budgets for

occupant and building needs.

15 Total Projects

Projects Under

Construction 2008-2010

$255,220,965 Total

Construction Contract Amount

$51,138,877 Total ODP Purchase

Order value

ODP State Tax Savings

Program

$2,894,653

Facilities Planning and Construction - University of...

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