MANAGING FACILITIES COSTS
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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
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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. OBJECTIVE. - PowerPoint PPT Presentation
Transcript of MANAGING FACILITIES COSTS
MANAGING FACILITIES
COSTSPRESENTERS:
Sam Todd, Executive Director of OperationsPeak to Peak Charter School
John Wilcox, Facilities Director,
Peak to Peak Charter School
Derek Karr, Client Executive,
Property & Casualty Charter School Practice LeaderHUB International
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.
What are ways to reduce costs or add revenues?
Is getting the lowest price always the best option?
QUESTIONS FOR THOUGHT
TODAY’S AGENDA•Contracted services best practices
•‘Preferred vendors’ vs. lowest cost
• In-house employees vs. contracted
•Construction owner’s rep
•Facilities revenue sources
•Facilities advisory committee
•Engaging your community
•Facilities risk management
CONTRACTED SERVICES• Custodial services• HVAC maintenance• Grounds care• Snow removal• Electrical• Roofing• Plumbing• Pest control• Glass repair/replacement• Property/casualty insurance
• Long-term relationship• Trust• Priority preference• Negotiating leverage• Troubleshooting capability• Valued as customer• Smaller firms
PREFERRED VENDOR vs. LOWEST PRICE
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
In-House Employees
PROS:• Sense of community• Ownership/quality of
work• Dedication
CONS:• More supervision,
training• Hiring difficulty• Employee benefits costs
CUSTODIAL SERVICES
Contracted Service
PROS:•Less supervision•Deal only with contract mgr•Control costs with contract
CONS:•Less commitment•High turnover•Not part of community
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
• Select experienced construction professional
• Objectively represents school’s interests with contractors
• Can protect from mistakes and save school money
CONSTRUCTION OWNER’S REP
REVENUE SOURCES
• Building room rentals
• Gymnasium rental
• Athletic field rentals
• Sponsorship signs
• Include administrators, board members, parent volunteers
• Keep it small
• Provide advice, help make decisions on key facilities issues
FACILITIES ADVISORY COMMITTEE
FACILITIES WEB PAGE
• Site plan
• Utilities usage/costs
• Future building plans
• Written communications
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.
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
CHOOSING A CONSTRUCTION COMPANY
• Indentify who will carry the Builders Risk during construction
• Ask for the company’s 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
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
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?
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?
QUESTIONS?
CONTACT INFO:Derek Karr: [email protected]
John Wilcox: [email protected]
Sam Todd: [email protected]
