UNO’s Custodial, Maintenance, and Facility Operation Services UNO Facility Services UNO’s Custodial, Maintenance, and Facility Operation Services Good Morning… My name is WD, Facility Services AVP and DK, Manager FS We were asked to share an update of Facility Services since the outsourcing … It is a major change!

UNO Facility Services UNO Purpose for Outsourcing: A Campus Budget Review committee assessment of UNO’s Facility Services Department and the maintenance of the auxiliary units recommended outsourcing for cost savings and improved performance. Budget constraints significantly reduced staffing and with 27 buildings and over 2.5 million sq. ft of building space, resources were inadequate to meet expected service levels. Budget constraints due to reductions in state appropriations: Since 2008 state funding declined from $73.8 million to $32.7 million (2015) UNO student enrollment has dropped from about 17,000 students pre-Katrina to about 9,000 students today. Change was based on 1). Budgetary Constraints 2). Performance Standards There was a process, not just a decision made by Senior Administration.

Services Provided To Main, East, Offsite Campuses: UNO Facility Services Services Provided To Main, East, Offsite Campuses: Custodial Services (Daily) /Event Setup Coordination (Graduation) Maintenance Trades Services (e.g. Electrical, Plumbing, Carpentry) Utility Plant 24/7 Operations (e.g. HVAC, Water, Gas) Facility Customer Service Center (Work Orders) Facility Administrative Services, FEMA, Leases Stockroom Grounds Keeping Maintenance Motor Pool/Fuel Trac Most of you know our primary services – Custodial, Maintenance, Operations, Grounds, but there is more! It is not easy to explain everything we do, but I can we are constantly busy no matter school breaks, summer, school closed… maybe even busier to get something done when students and faculty are not here. Most of what we do is behind the scenes…

Campus Contract Services: UNO Facility Services Campus Contract Services: Pest Control Solid Waste Elevator Fire Alarm, Fire Pumps, Sprinkler Testing Grease Trap Kitchen Vents Athletics Complex (Baseball/Tennis) Natural Gas Surveying Water Treatment Many of our services are required to meet State inspection regulations, safety protocols, to extend the useful life of equipment, etc. Example: who wants to get stuck on an elevator or wants the fire alarm system not to work. We also have to work with Entergy, Sewer and Water Bd, Levee District, the City, etc. Then, there is stuff that just happens; This week @ three (3) fires, water supply break, bees, pond cleanout rained out again

Physical Scope of Services: UNO Facility Services Physical Scope of Services: 42 Main Campus Buildings Satellite Locations: CERF, St. Claude Gallery Campus Housing * Recreation Center * University Center * Arena * Athletics Complex (Baseball/Tennis)* Grand Total = 2,600,000 sq. ft. *Note: New facilities added to Facility Service housekeeping responsibilities The services that we just covered apply to main, east, and satellite campuses. No matter the number of students, the building still require most services. The biggest change for FS is the addition of the Auxiliaries. Before, each had in-house custodial services, but now part of FS. There has been some learning curve for us.

UNO Facility Services What To Expect? Improved performance standard, from no designated performance standard to APPA 3 standard (APPA: Leadership in Educational Facilities provides rating standards of 1 through 5, with the highest number 5 being the lowest standard) Example at “Housekeeping”: APPA Level 3 – Casual Inattention: Floors are swept clean, but upon observation dust, dirt and stains, as well as a buildup of dirt, dust and/or floor finish in corners and along walls, can be seen. There are dull spots and and/or matted carpet in walking lanes and streaks and splashes on base molding. All vertical and horizontal surfaces have obvious dust, dirt, marks, smudges and fingerprints. Trash containers are empty, clean, and odor-free. This is the performance standard we have established for our services – Casual Inattention. APPA 2 – Ordinary Tidiness; APPA 4 – Moderate Dinginess Important for what APPA 3 is and important for what it is not.

UNO Facility Services What MORE To Expect? Housekeeping Services: Changed from basic trash pickup and tidy cleaning bathrooms based on smell to include in office trash pickup/ vacuuming/ dusting in offices (workload increase), bathrooms cleaned ceiling to floor, floors stripped and waxed, new technology, etc. Maintenance Services: Primarily reactive and minimal preventative maintenance (changed A/C filters) to proactively fixing equipment, added 100s of PMs monthly, long term solutions, etc. Grounds Keeping Services: Contracted services to 99% in-house services Utility Services: Making overdue system upgrades Work Order System: Converted from TMA to Maximo with email correspondence Standardization in Services (i.e. Housekeeping) We are doing more…

What Is Facility Services Doing For You? UNO Facility Services What Is Facility Services Doing For You? Services Hours M T W TH F Comments Trash P/U 11pm to 7:30a X Vacuum Once a week but spot vacuuming Bathroom Floors Lib, Sci, Admin, Math waxed, cleaned once a week Work Orders 24/7 Prioritized at Safety, Health, Risk of Harm Porters 6 am to 8:30 p Here is what most of you want to know…

Facility Services -- Primary Complaints: UNO Facility Services Facility Services -- Primary Complaints: Complaints: Housekeeping -- TP/PT, Trash P/U, Locked/Unlocked Doors (Fix – New Dispensers, Staff To Open Doors) Grounds -- Kubota Vehicle Speeds (Fix -- Training) Maintenance -- Temp Control, Leaks, Maximo “Resolved” Issues (Fix -- Training) Training, Standardizing, Consistency Facility Services will continue to try but can’t seem to please everybody! We are listening to your concerns…

UNO Facility Services Accomplishments Grounds: 100s plants, trimmed trees, power washing (Library, UC, Adm) curve/crosswalk painting, Amphitheatre painted, UNO signs planted Housekeeping: Floors waxed (Library, KH, Math, Sci, Adm/Annex) major vacuuming (Library), bathrooms serviced-TP/Soap dispensers Maintenance: Facility Condition Assessment, Maximo Work Order System, Preventive Maintenance Program, LED Lighting Program Utilities: Controls Upgrades Capital Planning and Design Projects We continue to do more…

Capital Planning & Design Projects UNO Facility Services Capital Planning & Design Projects State Capital Outlay Funded Projects (BOR approved): $9,000,000 Library 4th Floor Buildout (initiated 2007) Science Building – Mechanical Renovations (initiated 2007) FEMA Related Projects (Katrina): $16,000,000 (Bienville Hall) State Major Repairs Funded Projects: $1,000,000 In-House Funded Projects: $400,000 Another major component of Facility Services

Trials and Opportunities UNO Facility Services Trials and Opportunities First University In-state to Out-Source Facility Services Lost institution knowledge Service expectations increased exponentially, while service improvements increased gradually Night-time house keeping services – mostly unseen Broader scope of services has been challenging Implementation of Maximo work order system

UNO Facility Services Summary Is Facility Services Doing Better – Yes! Facility Services provides… Cost Savings (Direct and Indirect) Performance Standard (No excuses about enough staffing or resources, must meet APPA Level Standard 3) Additional Resources for planning, engineering, etc. UNO Facility Services is One Organization doing more than before Continuous improvement occurs with setting expectations and communication

UNO Facility Services Contact information: Warren Davis, Associate Vice President for Facility Services wdavis4@uno.edu 504-280-3237 David Knight, Director of Facilities Operations David.Knight@Sodexo.com 504-520-9806