[PPT] - FY 2019 Budget Workshop Infrastructure & Internal Support PowerPoint Presentation

SLIDE 1

FY 2019 Budget Workshop

Infrastructure & Internal Support Services

May 22, 2018

SLIDE 2

Infrastructure & Internal Support Services

Assistant County Manager Kristian Swenson

Office of Facilities Management Office of Fleet Management Office of Procurement Services Public Works Department Environmental Services Division Road Operations Division Engineering Division

SLIDE 3

Outline

Overview of Office of Facilities Management
Overview of Office of Fleet Management
Overview of Office of Procurement Services

SLIDE 4

Infrastructure & Internal Support Services

Assistant County Manager Kristian Swenson

Office of Facilities Management Office of Fleet Management Office of Procurement Services Public Works Department Environmental Services Division Road Operations Division Engineering Division

SLIDE 5

Office of Facilities Management

SLIDE 6

Outline

Overview of Office of Facilities Management

– Organizational Chart – Overview of Individual Divisions/Offices

Accomplishments
Efficiencies
Benchmarks (Volusia, Seminole, Orange, Osceola, Polk, Sumter,

Marion) – Proposed Office Budget – Summary

SLIDE 7

Office of Facilities Management Overview

The Office of Facilities Management provides oversight for various County construction projects as well as financial, managerial, and architectural support for the Facilities sections, other County Departments, Constitutional Officers, and other groups as directed by the Board of County Commissioners; also oversee the repairs, maintenance, and daily operations of County facilities; monitors and pays County utility bills.

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Assistant County Manager Office of Facilities Management Contracts & Administration Facilities Maintenance Division Manager (1 FTE) Contracts (2 FTEs) Administration (3 FTEs) Contracts

Part-Time Employees

Maintenance Facilities Maintenance Division Manager (1 FTE) Facilities Maintenance (11 FTEs) Jail & Sheriff Maintenance (4 FTEs) Energy Management (4 FTEs)

Office of Facilities Management Organizational Chart

26 FTEs

SLIDE 9

Office of Facilities Management Accomplishments

Completed Construction of:

– Southeast Tax Collector’s Office (Hooks Street) – Northeast Tax Collector’s Office (David Walker Drive)

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Office of Facilities Management Accomplishments

Completed Construction of:

– Fire Station # 14 (Altoona) – Public Defender’s Building Renovation

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Office of Facilities Management Accomplishments

Projects In Progress

– Courthouse Renovation (Completion 2021) – Hickory Point Volleyball Facility – Animal Shelter – 2nd Floor of Cagan Crossings Community Library – Fire Station # 39 (Sorrento)

SLIDE 12

Office of Facilities Management Efficiencies

New Maintenance Software

– Implementation May 11th – Facilities employees are utilizing tablets in real time

Engineered usage audit and subsequent revised

programming of chillers and boilers to maximize efficiency

SLIDE 13

Office of Facilities Management Efficiencies

LED Lighting

– Converting lights as they need replacing to LEDs

Interior Fixtures
Exterior Wall Packs
Parking Garage / Lots
Solar powered / hands free faucet conversions
Preliminary stage to acquire remote monitoring of normal and

emergency power sources for County buildings

SLIDE 14

Office of Facilities Management Benchmarks

154 303 600 149 1,100 218 126 450

200

400 600 800 1,000 1,200

Lake Marion Orange Osceola Polk Seminole Sumter Volusia

Number of County Maintained Buildings (FY2018 Adopted)

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Office of Facilities Management Benchmarks

1,949,384 3,176,598 5,353,335 2,831,006 4,502,521 1,500,000 781,929 3,000,000

1,000,000

2,000,000 3,000,000 4,000,000 5,000,000 6,000,000

Lake Marion Orange Osceola Polk Seminole Sumter Volusia

Square Footage of County Maintained Buildings (FY2018 Adopted)

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Office of Facilities Management Benchmarks

27 45 160 50 80 39 11 41

20

40 60 80 100 120 140 160 180

Lake Marion Orange Osceola Polk Seminole Sumter Volusia

Total Facilities Staff (FY2018 Adopted)

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Office of Facilities Management Benchmarks

$2.53 $2.54 $9.16 $5.35 $6.04 $6.81 $7.93 $4.53

$- $1.00 $2.00 $3.00 $4.00 $5.00 $6.00 $7.00 $8.00 $9.00 $10.00

Lake Marion Orange Osceola Polk Seminole Sumter Volusia

Cost per SF to Maintain (FY2018 Adopted)

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Office of Facilities Management Benchmarks

71,867 70,591 33,458 56,620 56,282 38,462 71,084 73,171

10,000

20,000 30,000 40,000 50,000 60,000 70,000 80,000

Lake Marion Orange Osceola Polk Seminole Sumter Volusia

SF Maintained per Staff Member (FY2018 Adopted)

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Office of Facilities Management Benchmarks

$4,925,738 $8,078,112 $49,057,079 $15,137,385 $27,194,272 $10,212,115 $6,201,747 $13,576,664

$- $10,000,000 $20,000,000 $30,000,000 $40,000,000 $50,000,000 $60,000,000

Lake Marion Orange Osceola Polk Seminole Sumter Volusia

Total Facilities Budget (FY2018 Adopted)

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Office of Facilities Management Benchmarks

Outsourced Maintenance Lake Marion Orange Osceola Polk Seminole Sumter Volusia Automatic Door Openers

Backflow Valve
Building Ext Maint (Roof/Flooring)
Chiller & Boiler Maintenance
Custodial
Elevators
Fire Protection
Fountain Maintenance
Generator
HVAC
Lawn Services
Lightning Protection
Overhead Doors & Automatic Gates
Pest Control
Pressure Cleaning
Security Screening Machines
Septic
UPS
Well Repair/Maintenance
Outsourced Maintenance

SLIDE 21

Office of Facilities Management

Proposed Budget

FY 2018 Adopted Budget FY 2019 Proposed Budget % Change Personal Services $ 1,598,548 $ 1,583,292

1.0 %

Operating Expenses $ 3,307,090 $ 3,163,980

4.3 %

Capital Outlay $ 20,100 $ 0

100.0 %

Total Expenditures

$ 4,925,738 $ 4,747,272

3.6 %
Funding Sources – General Fund - 100%
Highlights – Overall reduction of $178,466
Reductions in Personal Services, Professional Services, Contractual Services, Utility Services, Repair and Maintenance, and

Facilities Chargebacks.

Increases in Insurance and IT Repair and Maintenance (purchase of tablets for final implementation of maintenance software)

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Infrastructure & Internal Support Services

Assistant County Manager Kristian Swenson

Office of Facilities Management Office of Fleet Management Office of Procurement Services Public Works Department Environmental Services Division Road Operations Division Engineering Division

SLIDE 23

Office of Fleet Management

R. Keith Stevenson, Director

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Outline

Overview of Office of Fleet Management

– Organizational Chart – Overview of Individual Divisions/Offices

Accomplishments
Efficiencies
Benchmarks (Alachua, Marion, Orange, Pasco, Polk, St. Lucie)

– Proposed Office Budget – Summary

SLIDE 25

Office of Fleet Management Overview

The Office of Fleet Management provides assistance with specification preparation, acquisition and disposal, licensing and titles, asset management tracking, fuel services, repair and maintenance, maintenance contract management, and overall assessment of the County’s fleet.

SLIDE 26

Office of Fleet Management Organizational Chart

Assistant County Manager Office of Fleet Management Director (1 FTE) PARTS Fleet Management Supervisor (1 FTE) Accounting Technician (2 FTEs) Parts & Supply Technician (1 FTE) Preventive Maintenance Technician (1 FTE) Financial Analyst (1 FTE) SERVICE Fleet Management Supervisor (1 FTE) Mechanic II (1 FTE) Mechanic / Welder / Fabricator (1 FTE) Mechanic I (8 FTEs)

18 FTEs

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Office of Fleet Management Accomplishments

Awarded the Blue Seal of Excellence from

National Institute for Automotive Service Excellence (ASE)

– Third Year Achieving Blue Seal of Excellence

Reviewed utilization of County vehicles

– Since June 2017 reassigned 12 vehicles that were previously underutilized

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Office of Fleet Management Accomplishments

Training & Certifications

– National Institute for Automotive Service Excellence (ASE) & Emergency Vehicle Technician Certification Commission, Inc. (EVT)

Fleet employees currently hold 85 ASE Certifications
Fleet employees currently hold 13 EVT Certifications

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Office of Fleet Management Efficiencies

Performance Measures
Monitoring Contract Performance (Parts & Service)
Monitoring Fuel Credit Card Transactions

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Office of Fleet Management Benchmarks

909 1,318 1,500 3,684 Unavailable Unavailable 304

500

1,000 1,500 2,000 2,500 3,000 3,500 4,000

Lake Alachua Marion Orange Pasco Polk

St. Lucie

Fleet Size (FY2016)

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Office of Fleet Management Benchmarks

19 21 22 66 42 37 1

10

20 30 40 50 60 70

Lake Alachua Marion Orange Pasco Polk

St. Lucie

Total Fleet FTEs (FY2016)

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Office of Fleet Management Benchmarks

10 10 15 47 27 24 N/A

5

10 15 20 25 30 35 40 45 50

Lake Alachua Marion Orange Pasco Polk

St. Lucie

Total Technician FTEs (FY2016)

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Office of Fleet Management Benchmarks

9 11 7 19 15 13 1

2

4 6 8 10 12 14 16 18 20

Lake Alachua Marion Orange Pasco Polk

St. Lucie

Total Management / Supervisor / Support Staff FTEs (FY2016)

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Office of Fleet Management Benchmarks

91 132 100 78 Unavailable Unavailable Unavailable

20

40 60 80 100 120 140

Lake Alachua Marion Orange Pasco Polk

St. Lucie

Assets per Technician (FY2016)

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Office of Fleet Management Benchmarks

4,028 967 8,617 17,890 Unavailable Unavailable 1,015

2,000

4,000 6,000 8,000 10,000 12,000 14,000 16,000 18,000 20,000

Lake Alachua Marion Orange Pasco Polk

St. Lucie

Annual Number of Work Orders (FY2016)

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Office of Fleet Management Benchmarks

10 8 Unavailable 9 Unavailable Unavailable 6

2

4 6 8 10 12

Lake Alachua Marion Orange Pasco Polk

St. Lucie

Average Age of Fleet in Years (FY2016)

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Office of Fleet Management Benchmarks

FY2016 Types of Assets Maintained

Did your Fleet maintain ? Lake Alachua Marion Orange Pasco Polk Buses (School or Transit)

Electrical/Utility Servicing Vehicles (Bucket Trucks)
EMS
Fire Apparatus
Generator Sets
Solid Waste Handling Vehicles
Sweepers
Water / Waste Water Utility Vehicles
Watercraft

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Office of Fleet Management

Proposed Budget

FY 2018 Adopted Budget FY 2019 Proposed Budget % Change Personal Services $ 1,040,418 $ 1,049,852 .9 % Operating Expenses $ 2,544,218 $ 2,889,788 13.6 % Capital Outlay $ 29,900 $ 16,000

46.5 %

Reserves $ 115,906 $ 0

100 %

Total Expenditures

$ 3,730,442 $ 3,955,640 6 %

Funding Sources – Internal Service Fund

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Infrastructure & Internal Support Services

Assistant County Manager Kristian Swenson

Office of Facilities Management Office of Fleet Management Office of Procurement Services Public Works Department Environmental Services Division Road Operations Division Engineering Division

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Office of Procurement Services Barnett Schwartzman, Director

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Outline

Overview of Office of Procurement Services

– Organizational Chart – Overview of Individual Divisions/Offices

Accomplishments
Efficiencies
Benchmarks (Alachua, Marion, Orange, Pasco, Polk, St. Lucie)

– Proposed Office Budget – Summary

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Office of Procurement Services Overview

The Office of Procurement Services completes the timely and effective award of new contracts with management of other general purchasing activity, provides for the management and fulfillment of the County’s Document Services section, and the management of the County’s Fixed Inventory.

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Office of Procurement Services Organizational Chart

Assistant County Manager Office of Procurement Services Director (1 FTE) Procurement Procurement Associate (1 FTE) Contracting Officer II (1 FTE) Senior Contracting Officer (3 FTEs) Document Services Document Services Associate (1 FTE) Office Associate I Part-Time Employee Fixed Assets Fixed Assets/Surplus Specialist (1 FTE)

8 FTEs

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Office of Procurement Services Accomplishments

Earned the Award of Excellence in

Public Procurement

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Office of Procurement Services Efficiencies

Restructured contracts for flexibility in order to more

efficiently meet County’s needs

Automation initiatives through Procurement Automation

Workflow System (PAWS)

– Task Orders, Change Orders, Solicitation Review, and Contract Preparation

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Office of Procurement Services Efficiencies

Modification / Streamlining / Consolidation of

Commodity Codes

Reassignment of commodity codes to increase

productivity

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Office of Procurement Services Efficiencies

Member of Local Purchasing Cooperative

– Purchasing Officials of Lake Cooperative Purchasing Program (POOL)

Participating entities include: Cities and Towns of Lake County

and the Lake County School Board

Current County POOL contracts

– Fuel products – Collection, recycling and proper disposal of used oil, used oil filters, used antifreeze, sludge, pads, and oil absorbents

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Office of Procurement Services Benchmarks

6 9 5 29 9 10

5

10 15 20 25 30 35

Lake* Alachua Marion Orange Pasco Polk

Total Procurement Department FTEs (FY2016)

*This does not include the FTEs associated with Document Services and Fixed Assets.

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Office of Procurement Services Benchmarks

3 2 1 15 2 1

2

4 6 8 10 12 14 16

Lake Alachua Marion Orange Pasco Polk

Number of Staff who hold Procurement Certification (FY2016)

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Office of Procurement Services Benchmarks

151 63 260 318 209 313

50

100 150 200 250 300 350

Lake Alachua Marion Orange Pasco Polk

Number of Solicitations Issued (FY2016)

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Office of Procurement Services Benchmarks

1,525 1,802 1,070 5,675 2,551 5,978

1,000

2,000 3,000 4,000 5,000 6,000 7,000

Lake Alachua Marion Orange Pasco Polk

Total Number of Purchase Orders Issued (FY2016)

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Office of Procurement Services Benchmarks

254 200 214 196 283 598

100

200 300 400 500 600 700

Lake Alachua Marion Orange Pasco Polk

Number of Purchase Orders Issued Per Procurement FTE (FY2016)

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Office of Procurement Services Benchmarks

$88,705,164 $16,500,000 $25,731,060 Unavailable $62,540,913 Unavailable

$- $10,000,000 $20,000,000 $30,000,000 $40,000,000 $50,000,000 $60,000,000 $70,000,000 $80,000,000 $90,000,000 $100,000,000

Lake Alachua Marion Orange Pasco Polk

Total Value of All Solicitations (FY2016)

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Office of Procurement Services Benchmarks

$3,481,613 $1,460,000 $11,087,614 $16,709,985 $6,306,119 $9,455,588

$- $2,000,000 $4,000,000 $6,000,000 $8,000,000 $10,000,000 $12,000,000 $14,000,000 $16,000,000 $18,000,000

Lake Alachua Marion Orange Pasco Polk

Purchasing Card Dollar Volume (FY2016)

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Office of Procurement Services Benchmarks

$92,186,777 $62,400,000 $307,029,050 $548,358,043 $176,997,915 Unavailable

$- $100,000,000 $200,000,000 $300,000,000 $400,000,000 $500,000,000 $600,000,000

Lake Alachua Marion Orange Pasco Polk

Total Organization Purchasing Dollar Volume (FY2016)

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Office of Procurement Services

Proposed Budget

FY 2018 Adopted Budget FY 2019 Proposed Budget % Change Personal Services $ 614,219 $ 583,087

5.1 %

Operating Expenses $ 278,552 $ 279,074 .2 %

Total Expenditures

$ 892,771 $ 862,161

3.4 %
Funding Sources – General Fund 100%

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Summary

Questions
Overview of Department of Public Works on June 5

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