1. STATE OF TENNESSEE
December 2016 Monthly Report
1/21/2017

2. Agenda
Financials
Operations
Energy Management
Recycling Data
KPI Summary
Success Stories

3. Financial Performance

4. Financial Performance – December YTD (excluding 501.02)
Description
Actual
Budget
Variance %
Gen Business Consulting Services
$3,076,903
$3,957,736
$880,833
22.3%
Insurance
$315,923
$329,000
$13,077
4.0%
Janitorial & Maintenance Supplies
$171,839
$162,733
-$9,106
-5.6%
Janitorial/Custodial Services
$2,831,319
$3,196,380
$365,061
11.4%
Maintenance of Grounds
$548,007
$769,269
$221,262
28.8%
Operational Supplies
$109,788
$101,666
-$8,122
-8.0%
Other
$138,673
$222,918
$84,245
37.8%
Other Maintenance & Services Building
$953,394
$1,446,886
$493,492
34.1%
Security Services
$2,156,126
$2,419,058
$262,932
10.9%
Waste Removal
$160,321
$171,208
$10,887
6.4%
Total
$10,462,293
$12,776,854
$2,314,561
18.1%

5. Financial Performance – December YTD (501.02 only)
Description
Actual
Budget
Variance %
Gen Business Consulting Srvcs $0
0.0%
Insurance
Janitorial & Maint Supplies
$15,561
-$15,561
Janitorial/Custodial Services
$93,741
$13,533
-$80,208
-592.7%
Maintenance of Grounds NonSt
Operational Supplies
Other
Other Maint & Srvcs Bld NonSt
$321,241
$514,244
$193,003
37.5%
Security Services
100.0%
Waste Removal
Total
$430,543
$541,310
$110,767
20.5%

6. Operations

7. Preventive Maintenance: On-Time Completion, December 2016
Volume
Percent
98.8% On-Time
Completion in December
KPI Requirement for On-Time Completion

8. Reactive Maintenance: On-Time Completion, December 2016
Volume
Percent
97% On-Time Completion in December
KPI Requirement for On-Time Completion

9. Customer Satisfaction, December 2016
Reactive Work Orders:
Customer Satisfaction, December 2016
Volume
Percent
97.6% in December
KPI Requirement for Customer Satisfaction

10. Customer Survey Responses
Customer Requests
Response Rate
# of Requests are Customer-initiated and don’t include JLL-initiated work orders

11. Call Center Statistics
Industry Benchmark for Abandoned Rate

12. Recycling

13. Waste Stream
*YTD Dec –Nov. 2016

14. Waste Stream Trend
*YTD Dec –Nov. 2016

15. Waste Type Data by Building
*YTD Dec –Nov. 2016

16. Environmental Impact
*YTD Dec –Nov. 2016

17. Energy Management

18. DGS-FRF Owned FM Total Energy Consumption

19. James K. Polk Building Historical Utility Trend
Electrical utility costs at the building have been on a continuous decrease since 2013
All savings have been accomplished without capital funding
JLL staff generated 65 low-cost/ no-cost energy conservation initiatives over 4-year period
Summary of Initiatives:
Converted inefficient lighting to LED during normal maintenance routines
Synced building equipment run time with building occupancy trends
Installed occupancy sensors for lighting control
Replaced 13 chilled water and hot water pumps with new, high-efficiency models

20. Key Performance Indicators

21. Key Performance Indicators – December 2016 (using revised metrics for FY 17)
Category
KPI
Weighting
Goal
Result
Financial
50%
Savings Creation Operational
30%
Reduce operational costs ( and ) by $560k or 1.92%
18.2% below plan
Savings Creation Utilities
15%
50 new energy conservation initiatives with estimated annual savings of at least $1,000 will be submitted
• 20 ECFs signed by State
• 10 ECFs in State review
Diversity Spend Goal 5%
25% of annual managed vendor spend
39%
Facility Management Efficiency/ Reliability
Reactive Maintenance Completion
12.5%
90% completed on-time within SLA
97%
Preventative Maintenance Completion
(Standard Equipment)
90% compliant based on monthly cycle
98.8%
Equipment up time/down time for
"Critical Building" systems
Unplanned downtime of systems in
"Critical Buildings“ within JLL control  0
Customer Satisfaction
20%
Tenant Satisfaction
10%
90% Satisfaction ("satisfied or highly satisfied")
97.7%
Client Satisfaction
(Annual)
89% Satisfaction ("satisfied or highly satisfied")
TBD 

22. Diversity Spend – December 2016
Name of Sub-contractor(s)
Business Ethnic Code M/W/S
Total Diversity Spend
December Diversity Spend
Walden Security
WBE
$2,454,380.63
$403,237.86
General Building Maintenance I
SBE
$1,604,156.83
$244,262.29
Two Rivers Roofing Inc
$38,940.00
$6,690.00
Mayer Electric Supply Co Inc
$8,627.70
$4,914.52
SDP
$10,566.00
$0.00
DPM of Nashville
$6,493.00
$1,150.00
Wilson Brothers Disposal
$1,497.34
$230.36
Leland Inc
SDVBE
Seal Co Inc
MBE
Air Quest America
$4,124,661.50
$660,485.03
19%
39%
YTD Diversity Spend

23. Success Stories

24. TLETA Backflow Preventer Replacement Situation
Due to extensive corrosion, a 2-inch backflow preventer was leaking, indicating failed gaskets and seats. A full replacement of the apparatus, along with additional adjacent piping that was failing, was necessary.
Outcome
Bradley Adams and Jim Gallacher* self-performed the replacement of the entire assembly (and in one day) so water service could be restored as quickly as possible to the building. This self-performance resulted in $3,300 in savings and minimized downtime at the facility.
*Jim Gallacher had just completed backflow training and is State certified to rebuild these!

25. THANK YOU