NACBA 07 Workshop C-11NACBA 07 Workshop C-11

Facilities Care & Facilities Care & ManagementManagement

July 13, 2007July 13, 2007

www.churchadminpro.com2003-2007 churchadminpro.com

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 needed2. Equipment3. Cost analysis

TKC can help you in that way

Thy Kingdom Clean (1991)

Questions I receive1. 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.

Thy Kingdom Clean (1991)

Today’s OutlineI. Facility Management Forecast – 2007, 2010II. OutsourcingIII. Lifecycle Cost ManagementIV. BudgetingV. CategoriesVI. Top 10 – Why Facilities FailVII. Top 10 – Hot Topics in Church Facilities MgmntVIII. Resources

I. Facilities Management Forecast

A. 2007-08

1. Rapid pace of change2. Changing technology3. Building automation4. Security issues5. Sustainability6. Do more with less7. Aging Facilities – (Bldg boom of 90’s)8. Aging Workforce (20% +60, 33% by 2050)9. Senior population – how to accommodate

B. Top Issues & Trends for 07-08

1. Linking Facilities Management to Strategya. Planning for growth & expansion in facilities

(churches)b. Key components for FM in building design

i. The obvious – HVAC, EMS, Other Systemsii. Roof systemsiii. Housekeeping spaceiv. Storagev. Safetyvi. Securityvii. Floor surfacesviii. Waste management

2. Emergency Preparednessa. Analyze vulnerabilitiesb. Develop & implement protection strategyc. Develop response plansd. Identify resourcese. Train and drill

B. Top Issues & Trends for 07-08

3. Rapid pace of changea. Challenges for facilities management

i. Securityii. EMSiii. Outsourcingiv. Ethnic work force – cultural diversityv. Innovationvi. Learning challenges

B. Top Issues & Trends for 07-08

4. Sustainability (maintain)

a. Energy conservationi. LEED – Leadership in Energy & Environmental Design

B. Top Issues & Trends for 07-08

5. Emerging Technologya. Multiple systems – one system

i. EMSii. Lightingiii. Securityiv. Fire Protection

b. BIM – Building Information Modeling Softwarei. Architect Contractor Ownerii. Will include and replace CADiii. Owner (church) will need the software for FMiv. Facilities manager will need proficiency in BIM

B. Top Issues & Trends for 07-08

6. Broadening Diversity in the workforcea. Shortages of skilled laborb. Training challengesc. Aging workforce

B. Top Issues & Trends for 07-08

7. Aging buildings - #1 Concerna. Deferred maintenance has caused problemsb. 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 Impressionsa. In designing new space, Facility Managers said:

i. Provide more storageii. Design for planned ministriesiii. Design state-of-the-art mechanical systems

b. Suggested exterior improvements:i. 49% - Landscappingii. 38% - Paintingiii. 13% - Increased funding for maintenance

c. Suggested interior improvements:i. 46% - Paintingii. 38% - New floor coveringiii. 16% - Increased funding for maintenance

B. Top Issues & Trends for 07-08

8. Cogun survey, 2005, Creating Good Impressionsd. What requires most of your time? Facility Managers

said:i. Mechanical systems – repair and ongoing maintenance and

control

B. Top Issues & Trends for 07-08

II. Outsourcing

A. Factors in Decision

1. Frequency of need2. Inadequate available workforce3. Training and supervision4. Flexibility5. Cost6. Questions to ask:

a. Will Contractor respond to a Request for Proposal ?b. Can Contractor provide manpower needed?c. Does the Contractor understand church special needs?d. What equipment & supplies will be used in the facility?e. Background checks on workers?f. Adequate supervision?

B. Can a Contractor save $$ ?

1. Specialization allows higher productivity2. Amortization of equipment investment over time3. Multi-year fixed price

C. Outsourcing Advantages

1. Flexible workforce to meet needs2. Makes startup easier3. Requires less training4. Greater efficiency5. Increased labor pool6. Better equipment7. Special needs accommodated easier8. Labor problems belong to contractor

C. Outsourcing Advantages

9. Revise contract as change requires with time10. Emergencies are handled better (flood example)11. Good budgetary planning12. Reduced management burden

D. Outsourcing Disadvantages

1. Usually more expensive in dollarsa.However, less time for church managers

2. Communication challenges3. Language barriers – communication4. No employee loyalty from contract personnel5. May involve use of cheaper supplies & materials6. Security concerns7. Attitudes of contract personnel8. Hidden costs9. Margin of success to failure

E. Request for Proposal - RFPCopy 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 3,000b. a conference center which seats 1,500c. traditional church educational space for preschool, children, youth, and adult totaling

approximately 110,000 square feetd. a recreation center consisting of 2 gym floors, dressing rooms, crafts room, fireplace meeting

room, cardiovascular workout room, weight room, snack bar, and control arease. Offices for a staff of 28 pastors and support stafff. Commons areas, hallways, stairwells, 2 elevators, and numerous entrances and exitsg. Numerous restrooms and fixturesh. Large quantities of glass and windowsi. Varied floor surfaces of carpet, ceramic tile, CVTj. All work proposed is for inside only, and entrance ways. No lawns or properties are

proposed.

E. Request for Proposal - RFP2. 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 workc. Provision of all supplies needed to perform the proposed workd. Hiring and training of all proposed personnele. Full time supervision of all shifts of workf. No limits on schedule requirements

E. Request for Proposal - RFP3. 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 proposalc. Description of services to be includedd. Estimates of manpowere. Costs including but not limited to hourly wage rates, workman’s comp insurance, benefits,

overhead, equipment amortization, and profitf. Statistics used in calculating #5 aboveg. Relevant Experience / References

E. Request for Proposal - RFP4. 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 - RFP5. 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 conceptB. Hire Architects who have experience in church

facilitiesC. Master and long-range plans must address

maintenance and replacementD. 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. Easy indicator of cost per square foot (CSF)2. Can be easily charted / tracked3. Can be computed for prior years4. Compares easily to other indexes5. Consistent basis for budgeting year to year

C. Costs of Ownership

1. Operationsa. Utilitiesb. HK / Custodial

2. Supplies3. Maintenance & Repair4. Replacement5. Alterations & Improvements

D.Consequences of Underfunding

1. Safety failures2. Excessive costs for replacement & repairs3. Higher utilities4. HVAC service failures5. Poor aesthetics & morale

E. Budgeting should include:

1. Preventative maintenancea. Groundsb. Exterior and Roofc. Signaged. Interiorse. Electrical f. Plant & HVAC Systemsg. Security & Life Safety Systemsh. Furnishings, Fixtures, & Equipment (FF&E)

E. Budgeting should include:

2. Custodiala. Janitorialb. Trash / Waste Disposal & Managementc. Window Cleaningd. Carpet Cleaninge. Pest Controlf. Blinds & Drapesg. Pews

E. Budgeting should include:

2. Maintenance & Repaira. Groundsb. Exterior & Roofc. Interiorsd. Plant & HVACe. Elevatorsf. EMSg. Security & Life Safety Systemsh. Electricali. Signagej. Other

V. Categories of Maintenance

A. Inspect & repair only as necessary (IRAN)B. Cyclical Repair (roofs)C. Preventative MaintenanceD. Predicted MaintenanceE. Breakdown MaintenanceF. Repair Projects

VI. Top 10 – Why Facilities Fail

A. Under-funding Housekeeping & MaintenanceB. No standards of upkeepC. Poor supervision of employeesD. Failure to maintain equipmentE. Failure to trainF. Failure to keep up with technologyG. Failure to update finishes and interiorsH. Failure to cycle assetsI. Under staffJ. Failure to inspect and follow-up

VII. Top 10 – Hot Topics in Church Facilities Management

A. Safety & Risk AssessmentB. OutsourcingC. Hosting Outside Events (Northpointe, GBC)D. How to staff for HK, Custodial needs (CSF)E. Security, Disaster Preparedness & PandemicsF. Policies & ProceduresG. Life Cycle CostsH. First Impressions (casino quote)

I. EMS / HVACJ. Software & Technology

VIII. Resources

A. www.churchadminpro.com Click on logo below

VIII. Resources

B. Articles1. Understanding Life-cycle Costs2. Keep Up Appearances3. Self-Inspection Safety Checklist for Churches4. Northpointe Church Atlanta Facilities Resources5. First Impressions - Creating WOW Experiences in

Your Church – Mark Waltz (Granger Church)6. Facility Manager’s Operation and Maintenance

Handbook7. IFMA Current Trends in Facilities Management Study8. IFMA Lifecycle Model

VIII. Resources

C. Emergency & Pandemic Preparedness - Facilities1. www.iflu.org2. World Health Organization (WHO) Pandemic Bird Flu

Study3. “Preparing for a Pandemic”4. Pandemic flu government Site – church checklist5. Workplace Planning6. “A Shooter in the Church”7. Many other helpful articles

VIII. Resources

D. Last but not all1. Software

i. www.schooldude.com ii. Track-It

2. Best new innovationi. Cyberlock by Videx

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Contact

Ron Chandler

ron@churchadminpro.comRon.Chandler@shelbyinc.com

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2003-2007 churchadminpro.com

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