Office of Facilities Deferred Maintenance UTSA Strategic Resource Planning Council Deferred Maintenance UTSA Strategic Resource Planning Council March 18,

Office of Facilities Terms Deferred Maintenance (DM) – An existing or imminent building maintenance-related deficiency from prior years that needs to be corrected, or scheduled preventive maintenance tasks that were not performed or were postponed due to insufficient funding. Current Replacement Value (CRV) – Essentially it is the total current cost to replace a facility or group of facilities with comparable facilities. Annual Facility Maintenance Operating Expenditures – All expenditures to provide service and routine maintenance related to facilities and grounds. Includes expenditures for major maintenance funded by the Annual Facilities Maintenance Operating Budget. 1http://facilities.utsa.edu

Office of Facilities Fall 2008 Deferred Maintenance = $74 million Fall 2008 Current Replacement Value = $ 1,057 million FCI = $74 million/$1,057 million = 7.02 % NACUBO FCI Recommendations – Good – 0 to 5% – Fair – 5% to 10% – Poor – greater than 10% Deferred Maintenance (DM) Current Replacement Value (CRV) 2 Facility Condition Index (FCI) FCI =

Office of Facilities Overall DM Backlog and Facility Condition Index YearGSF Calculated CRV $(000's) Deferred Maintenance Backlog $(000's)FCI (%) ,326,868 $ 421,584 $ 25, % ,434,245 $ 454,139 $ 27, % ,675,745 $ 530,737 $ 37, % ,141,785 $ 652,952 $ 58, % ,559,254 $ 773,494 $ 66, % ,559,254 $ 850,843 $ 72, % ,220,497 $ 1,057,301 $ 74, %

Office of Facilities Current Replacement Value Index (CRVI) UTSA Facilities Operations 2008 = approx. $6.0 million FRRM E&G Current Replacement Value = $700.6 million $6.0 million / $700.6 million = 0.86% Recommended CRVI is 2% to 4% Annual Facility Maintenance Operating Expenditures Current Replacement Value CRVI = Represents the level of funding provided to adequately maintain the institution's educational and general (E&G) capital assets. 4http://facilities.utsa.edu

Office of Facilities Current Annual “Facilities Asset Renewal” Process Facilities provides annual update of UT System Facility Renewal and Rehabilitation Model (FRRM) – Provides high level forecast of major building component life cycles and expected failures – Tracks accumulated deferred maintenance and replacement value amounts, used in calculation of FCI Maintenance and Engineering staff identify specific projects based on failures or observed deterioration of system performance Use relatively new (2 year old) objective criteria to prioritize Deferred Maintenance projects 5http://facilities.utsa.edu

Office of Facilities Planned Annual “Facilities Asset Renewal” Process Implementing campus-wide formal Preventive Maintenance program Pilot program of engineered facility condition assessments – Supports realistic FCI calculation – Provides project specific requirements – Provides improved multi-year project planning Deficiency database to track identified requirements: – Improves input data for FRRM – Provides increased opportunities to address deficiencies in renovation projects Application of objective priority criteria assures most important work gets done Annual Facilities Work Plan with well coordinated, firm, weekly schedules Monthly Operations Reviews to manage performance 6http://facilities.utsa.edu

Office of Facilities DM Project Scoring and Ranking CategoryScoreCondition DescriptionSafety RAC*Weight Human Safety 15 Injury has occurred Injury very likely to occur1 9 Injury moderately likely to occur2 6 Safety related but injury not likely to occur3 3 Safety minimally related4 Asset Preservation 9 Imminent failure; no action requires replacement No action causes repairable damage 6 No action causes occupant discomfort 4 No action causes cosmetic unsightliness 2 No action causes minimum discomfort or unsightliness Program Support 5 No action strongly affects program No action mildly affects program 3 No action strongly affects residential life or workplace 2 No action mildly affects residential life or workplace 1 No action causes no direct effect Regulatory 15 Required for compliance (, etc.) Improves accessibility or supports expected regulations Community Services 4 Provides benefit to the community outside of UTSA 0.5 Maximum Score is *RAC = Risk Assessment Code 7http://facilities.utsa.edu

Deferred Maintenance Funding History 8

Office of Facilities Current Project Lists FY04-FY07 “Old” Funding Projects and Expected Completion Dates 18 Mar http://facilities.utsa.edu

Office of Facilities Current Project Lists FY08 “Base” Funding 18 Mar 2009 Projects and Expected Completion Dates 10 * Engineering and Project Management Projects

Office of Facilities Current Project Lists FY08 Additional $662K DM Funding Projects and Expected Completion Dates 18 Mar http://facilities.utsa.edu

Office of Facilities Current Project Lists FY09 “Base” DM Funding 18 Mar 2009