Space Utilization Advisory Committee November 14, 2017

Topics Building and Room Inventory Overview Facilities Condition Index (FCI) FY 2018 Deferred Maintenance Project Request Process

Building and Room Inventory All state universities are required to maintain a building and room inventory of its Education and General (E&G) space. This inventory is resident on the THECB web site, and must be submitted in the format as designed by the THECB Even though non-E&G space is not required to be submitted, most institutions, including TWU, submit dormitories and athletic buildings To ensure data accuracy, each institution is audited every 5 years by a team comprised of one THECB auditor and two peer auditors from other universities chosen by the THECB A sample of 35 rooms is selected by the THECB, and the team physically visits each room to determine if the room matches the data submitted to the THECB TWU was last audited in January 2016, and passed the audit with no deficiencies. Bill Beckham has been a peer auditor for two audits This data is used by the THECB to generate many reports for the Legislature.

Building and Room Inventory Building Defined The structure is attached to a foundation, The structure is roofed, The structure is serviced by a utility (exclusive of lighting), and The structure is a source of maintenance and repair activities

Building and Room Inventory Required Building Information Building Number Building Name Condition (Several categories from satisfactory to requires demolition) Ownership Location On-Campus, Off-Campus, Remote (more than 20 miles from campus) Building Type (General Purpose, Academic, Residence, Auxiliary) Initial Occupancy Date Number of Floors Gross Square Feet Zip Code

Building and Room Inventory Required Room Information Building Number Room Number Classification of Instructional Program (CIP) Room Type (office, classroom, class lab, etc.) 113 Categories Functional Category (How is the room used) (Academic support, research, maintenance, mechanical) 53 Categories Percentage use - Most rooms are 100 percent (Exception Example: Pioneer Hall the main gym floor is used for teaching kinesiology, athletics, and other events) Net Assignable Square Feet (NASF) Student Capacity (Not required on all rooms, but required for classrooms, class labs, reading rooms, etc.) Floor (where room is located)

Building and Room Inventory Texas Higher Education Coordinating Board Building and Room Inventory https://www1.thecb.state.tx.us/apps/facinv/FacSearchBldgResults.cfm Reporting Manual for Texas Universities CBM 014 (Building) and CBM 011 (Room Inventory) http://www.thecb.state.tx.us/reports/PDF/10000.PDF?CFID=69307924&CFTOKEN=23906046 Classification of Instructional Programs (CIP) https://nces.ed.gov/ipeds/cipcode/Default.aspx?y=55

Building and Room Inventory Coded

Building and Room Inventory Translated

FACILITY CONDITION INDEX (FCI) FCI is a benchmark indicator for facility conditions based on industry standards. FCI is used to track recommended maintenance schedules, compare buildings across a portfolio and track when building systems need replacement. FCI can be used for Strategic Capital Planning for campus assets.

FACILITY CONDITION INDEX (FCI) Starts with a Facilities Condition Assessment (FCA) TWU recently completed an FCA in 2016 with support from VFA Overall campus inspection process to identify deficiencies Based on established expected life cycles for materials and equipment Provides the framework for future deferred maintenance planning

FACILITY CONDITION INDEX (FCI) Deferred Maintenance – Maintenance work deferred on a planned or unplanned basis to a future budget cycle, or until funds are available Capital Renewal – Cyclic reinvestment in, or replacement of, capital assets; to extend the useful life and retain usable condition Capital Replacement Value – The “actual” cost of replacing a facility today, to perform a similar function and comply with all updated applicable laws, codes, and regulations FCI = DM/CRV eg. $100/$1000 = 10%

Denton Campus Auxiliary FCI and Average Age of Facilities for Denton Campuses CAMPUS TOTAL FCI AVERAGE AGE (years) Houston Campus 0.08 11 Dallas Campus 0.04 5 Denton Campus E&G 0.28 51 Denton Campus Auxiliary 0.33 47 Denton Campus Housing 0.41 27 Total TWU 0.27

2018 Renewal Cost for Building Systems – Due Now $4,575,216 $334,230,000 Anticipated Renewal Cost for Buildings Systems through 2038

Maintenance & Operation Projects Fiscal Year 2018 Maintenance & Operation Projects Mechanical DGL FCU & piping Admissions CRAC unit replacement Library exterior door replacement Electrical ACT electrical replacement Guinn electrical replacement Plumbing Bralley Annex sump pump & piping replacement CFO condensate pump & piping DGL domestic water replacement Structural MCL parking lot Old Main rotunda repairs MCL tile replacement Red Bud sidewalk repairs ACT expansion joint replacement Envelope F&R, ACT & Marketing

Improvements to FCI after FY 2017 DM Projects

Project Selection & Implementation Process Run VFA Reports Review proposed projects with FMC Staff Select critical deferred maintenance project within budget Step 1 Project Selection Initiate Project Request Process Project Funding Planning & Coordination Construction Step 2 Project Implementation Contractor provides all close out documents. System data is updated in VFA. Project close-out documents are loaded in TMA for future preventative maintenance scheduling Step 3 Project Close-Out

Project Selection Process Projects are prioritized utilizing VFA Renewal Reports Project are selected to lower FCI and increase overall campus condition. Projects that are identified by VFA for renewal and not selected become deferred maintenance. Projects are prioritized on a critical and non-critical basis. The Maintenance & Operations projects are a mixture of both E&G and Auxiliary, and include: deferred maintenance, large non-routine maintenance items, facility adaptations, building improvements, and Infrastructure FMC also evaluates Life safety/code issues through the VFA requirements index and recommendations from TWU’s Risk Management department and the State Office of Risk Management. Project selection is based on assets in deferred maintenance that pose the greatest potential risk.

Project Process Project Information Form Project Request Form Disapproved Authorized Signatures From VP or Provost Approved Customer is notified PO is sent to Vendor/Contractor Preconstruction & Planning

Questions? Sources: APPA Institute for Facilities Management and Texas Higher Education Coordinating Board (THECB)