1. Space Utilization Advisory Committee November 14, 2017

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

3. 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.

4. 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

5. 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

6. 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)

7. Building and Room Inventory
Texas Higher Education Coordinating Board Building and Room Inventory
Reporting Manual for Texas Universities CBM 014 (Building) and CBM 011 (Room Inventory)
Classification of Instructional Programs (CIP)

8. Building and Room Inventory
Coded

9. Building and Room Inventory
Translated

10. 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.

11. 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

12. 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%

13. 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

15. 2018 Renewal Cost for Building Systems – Due Now
$4,575,216
$334,230,000
Anticipated Renewal Cost for Buildings Systems through 2038

17. 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

18. Improvements to FCI after FY 2017 DM Projects

20. 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

21. 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.

22. 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

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