Transcript Slide 1

NACBA 07 Workshop C-11
Facilities Care & Management
July 13, 2007
www.churchadminpro.com
2003-2007 churchadminpro.com
Thy Kingdom Clean (1991)
 Still a good resource
 Concept is practical and works
 Changes
 Such as, Carpets more durable
 Maint-free finishes
 Better equipment, etc.
 Standards are changing due to tech &
equipment
 Multi-use facilities require more labor
Thy Kingdom Clean (1991)

In the end – concept of how to meet
the Housekeeping, Maint, & Demands
of maintaining a facility is the key to
determining
1. Manpower needed
2. Equipment
3. Cost analysis

TKC can help you in that way
Thy Kingdom Clean (1991)

Questions I receive
1. I’m opening a new facility. How do I
determine manpower and equip needs?
2. Is there a formula to compute manpower
needs?
3. What about contract housekeeping?
a. Do you retain your own staff?
b. How do you split duties?
c. What about setups and takedowns?

In summary:
1. Use the concept in TKC.
2. Make it work for you.
Today’s Outline
I. Facility Management Forecast – 2007, 2010
II. Outsourcing
III. Lifecycle Cost Management
IV. Budgeting
V. Categories
VI. Top 10 – Why Facilities Fail
VII. Top 10 – Hot Topics in Church Facilities Mgmnt
VIII.Resources
I. Facilities Management Forecast
A. 2007-08
1.
2.
3.
4.
5.
6.
7.
8.
9.
Rapid pace of change
Changing technology
Building automation
Security issues
Sustainability
Do more with less
Aging Facilities – (Bldg boom of 90’s)
Aging Workforce (20% +60, 33% by 2050)
Senior population – how to accommodate
B. Top Issues & Trends for 07-08
1.
Linking Facilities Management to Strategy
a.
b.
Planning for growth & expansion in facilities
(churches)
Key components for FM in building design
i. The obvious – HVAC, EMS, Other Systems
ii. Roof systems
iii. Housekeeping space
iv. Storage
v. Safety
vi. Security
vii. Floor surfaces
viii. Waste management
B. Top Issues & Trends for 07-08
2.
Emergency Preparedness
a.
b.
c.
d.
e.
Analyze vulnerabilities
Develop & implement protection strategy
Develop response plans
Identify resources
Train and drill
B. Top Issues & Trends for 07-08
3.
Rapid pace of change
a.
Challenges for facilities management
i.
ii.
iii.
iv.
v.
vi.
Security
EMS
Outsourcing
Ethnic work force – cultural diversity
Innovation
Learning challenges
B. Top Issues & Trends for 07-08
4.
Sustainability
a.
(maintain)
Energy conservation
i.
LEED – Leadership in Energy & Environmental
Design
B. Top Issues & Trends for 07-08
5.
Emerging Technology
a.
Multiple systems – one system
i.
ii.
iii.
iv.
b.
EMS
Lighting
Security
Fire Protection
BIM – Building Information Modeling Software
i.
ii.
iii.
iv.
Architect  Contractor  Owner
Will include and replace CAD
Owner (church) will need the software for FM
Facilities manager will need proficiency in BIM
B. Top Issues & Trends for 07-08
6.
Broadening Diversity in the workforce
a.
b.
c.
Shortages of skilled labor
Training challenges
Aging workforce
B. Top Issues & Trends for 07-08
7.
Aging buildings - #1 Concern
a.
b.
Deferred maintenance has caused problems
Key Stat
i.
2-4% of the replacement value should be the budget
for maintenance and repair for facilities (IFMA)
B. Top Issues & Trends for 07-08
8.
Cogun survey, 2005, Creating Good Impressions
a.
In designing new space, Facility Managers said:
i. Provide more storage
ii. Design for planned ministries
iii. Design state-of-the-art mechanical systems
b.
Suggested exterior improvements:
i. 49% - Landscapping
ii. 38% - Painting
iii. 13% - Increased funding for maintenance
c.
Suggested interior improvements:
i.
ii.
iii.
46% - Painting
38% - New floor covering
16% - Increased funding for maintenance
B. Top Issues & Trends for 07-08
8.
Cogun survey, 2005, Creating Good Impressions
d.
What requires most of your time? Facility Managers
said:
i.
Mechanical systems – repair and ongoing maintenance and
control
II. Outsourcing
A. Factors in Decision
1.
2.
3.
4.
5.
6.
Frequency of need
Inadequate available workforce
Training and supervision
Flexibility
Cost
Questions to ask:
a.
b.
c.
d.
e.
f.
Will Contractor respond to a Request for Proposal ?
Can Contractor provide manpower needed?
Does the Contractor understand church special needs?
What equipment & supplies will be used in the facility?
Background checks on workers?
Adequate supervision?
B. Can a Contractor save $$ ?
1. Specialization allows higher productivity
2. Amortization of equipment investment over time
3. Multi-year fixed price
C. Outsourcing Advantages
1.
2.
3.
4.
5.
6.
7.
8.
Flexible workforce to meet needs
Makes startup easier
Requires less training
Greater efficiency
Increased labor pool
Better equipment
Special needs accommodated easier
Labor problems belong to contractor
C. Outsourcing Advantages
9. Revise contract as change requires with time
10. Emergencies are handled better (flood example)
11. Good budgetary planning
12. Reduced management burden
D. Outsourcing Disadvantages
1. Usually more expensive in dollars
a. However, less time for church managers
2.
3.
4.
5.
6.
7.
8.
9.
Communication challenges
Language barriers – communication
No employee loyalty from contract personnel
May involve use of cheaper supplies & materials
Security concerns
Attitudes of contract personnel
Hidden costs
Margin of success to failure
E. Request for Proposal - RFP
Copy of this Form available on www.churchadminpro.com
Key Components of a Request for Proposal
1.
Description of Work: XYZ Baptist Church [XYZBC] is accepting proposals for all housekeeping
services at their facilities located at 388 Z Avenue, XYZ, AZ. The facilities comprise approximately
380,000 square feet, consisting of:
a. a worship center which seats 3,000
b. a conference center which seats 1,500
c. traditional church educational space for preschool, children, youth, and adult totaling
approximately 110,000 square feet
d. a recreation center consisting of 2 gym floors, dressing rooms, crafts room, fireplace meeting
room, cardiovascular workout room, weight room, snack bar, and control areas
e. Offices for a staff of 28 pastors and support staff
f. Commons areas, hallways, stairwells, 2 elevators, and numerous entrances and exits
g. Numerous restrooms and fixtures
h. Large quantities of glass and windows
i. Varied floor surfaces of carpet, ceramic tile, CVT
j. All work proposed is for inside only, and entrance ways. No lawns or properties are
proposed.
E. Request for Proposal - RFP
2.
Proposals: Contractors desiring to submit proposals can exercise freedom in their proposal as
long as the basic requirements, described below, are met:
a. Weekly cleaning requirements per generally accepted cleaning standards for public facilities
for all square footage based on usage of facilities. Appointments to be accepted for
measurement of floor space, access to drawings, and a physical inspection of the actual
facilities.
b. Provision of all equipment needed to perform the proposed work
c. Provision of all supplies needed to perform the proposed work
d. Hiring and training of all proposed personnel
e. Full time supervision of all shifts of work
f. No limits on schedule requirements
E. Request for Proposal - RFP
3.
Structure of Proposals: Proposals should include the following:
a. Contractor Description (Primary Product; Years in Business; Licenses; Memberships; Other
Pertinent Information)
b. Pertinent company information relative to proposal
c. Description of services to be included
d. Estimates of manpower
e. Costs including but not limited to hourly wage rates, workman’s comp insurance, benefits,
overhead, equipment amortization, and profit
f. Statistics used in calculating #5 above
g. Relevant Experience / References
E. Request for Proposal - RFP
4.
Evaluation and Award
a.
Proposals will be evaluated by the church Administrative Team (staff) and the church
Maintenance Ministry Team (volunteers). Contractors may be interviewed if deemed
necessary by the Team. The selected proposal will be the one that demonstrates the best
combination of performance and cost.
E. Request for Proposal - RFP
5.
Questions:
Questions on this Request for Proposal may be directed to ___________ [Church Administrator]
or ____________ [Director of Plant & Properties] at 902.750.5550. Respondents are welcome to
visit the church or make appointments for a guided tour.
III. Lifecycle Cost Management
III. Lifecycle Cost Management
A. Not a new concept
B. Hire Architects who have experience in church
facilities
C. Master and long-range plans must address
maintenance and replacement
D. Formula
1.
New Cost
+ Annual Maintenance & repair for usable life
Total Cost
E. Example
III. Life Cycle Cost Management
Carpet Life (insert chart)
IV. Budgeting
A. Facility Operating Gross Sq
Foot Index (GSF)

GSF Index =
Annual Facility Maint Oper $$
Gross Area (Sq. Ft.)
2. Custodian Staffing Formula (cust per Sq. Ft.=CPF)
Manpower (CPF) = Total Square Footage
10-15,000 sq. ft. per man
B. Advantage of Using GSF Index
1.
2.
3.
4.
5.
Easy indicator of cost per square foot (CSF)
Can be easily charted / tracked
Can be computed for prior years
Compares easily to other indexes
Consistent basis for budgeting year to year
C. Costs of Ownership
1. Operations
a. Utilities
b. HK / Custodial
2.
3.
4.
5.
Supplies
Maintenance & Repair
Replacement
Alterations & Improvements
D.Consequences of Underfunding
1.
2.
3.
4.
5.
Safety failures
Excessive costs for replacement & repairs
Higher utilities
HVAC service failures
Poor aesthetics & morale
E. Budgeting should include:
1. Preventative maintenance
a.
b.
c.
d.
e.
f.
g.
h.
Grounds
Exterior and Roof
Signage
Interiors
Electrical
Plant & HVAC Systems
Security & Life Safety Systems
Furnishings, Fixtures, & Equipment (FF&E)
E. Budgeting should include:
2. Custodial
a.
b.
c.
d.
e.
f.
g.
Janitorial
Trash / Waste Disposal & Management
Window Cleaning
Carpet Cleaning
Pest Control
Blinds & Drapes
Pews
E. Budgeting should include:
2. Maintenance & Repair
a.
b.
c.
d.
e.
f.
g.
h.
i.
j.
Grounds
Exterior & Roof
Interiors
Plant & HVAC
Elevators
EMS
Security & Life Safety Systems
Electrical
Signage
Other
V. Categories of Maintenance
A.
B.
C.
D.
E.
F.
Inspect & repair only as necessary (IRAN)
Cyclical Repair (roofs)
Preventative Maintenance
Predicted Maintenance
Breakdown Maintenance
Repair Projects
VI. Top 10 – Why Facilities Fail
A.
B.
C.
D.
E.
F.
G.
H.
I.
J.
Under-funding Housekeeping & Maintenance
No standards of upkeep
Poor supervision of employees
Failure to maintain equipment
Failure to train
Failure to keep up with technology
Failure to update finishes and interiors
Failure to cycle assets
Under staff
Failure to inspect and follow-up
VII. Top 10 – Hot Topics in
Church Facilities Management
A.
B.
C.
D.
E.
F.
G.
H.
I.
J.
Safety & Risk Assessment
Outsourcing
Hosting Outside Events (Northpointe, GBC)
How to staff for HK, Custodial needs (CSF)
Security, Disaster Preparedness & Pandemics
Policies & Procedures
Life Cycle Costs
First Impressions (casino quote)
EMS / HVAC
Software & Technology
VIII. Resources
A. www.churchadminpro.com
Click on logo below
VIII. Resources
B. Articles
1.
2.
3.
4.
5.
Understanding Life-cycle Costs
Keep Up Appearances
Self-Inspection Safety Checklist for Churches
Northpointe Church Atlanta Facilities Resources
First Impressions - Creating WOW Experiences in
Your Church – Mark Waltz (Granger Church)
6. Facility Manager’s Operation and Maintenance
Handbook
7. IFMA Current Trends in Facilities Management Study
8. IFMA Lifecycle Model
VIII. Resources
C. Emergency & Pandemic Preparedness - Facilities
1. www.iflu.org
2. World Health Organization (WHO) Pandemic Bird Flu
Study
3. “Preparing for a Pandemic”
4. Pandemic flu government Site – church checklist
5. Workplace Planning
6. “A Shooter in the Church”
7. Many other helpful articles
VIII. Resources
D. Last but not all
1.
Software
i.
ii.
2.
www.schooldude.com
Track-It
Best new innovation
i.
Cyberlock by Videx
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Ron Chandler
[email protected]
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