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2012 CLARK COUNTY SCHOOL DISTRICT MAINTENANCE & OPERATIONS MASTER BRIEF

2012 CLARK COUNTY SCHOOL DISTRICT MAINTENANCE & OPERATIONS MASTER BRIEF. (Updated: 1/8/13 ). Maintenance

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2012 CLARK COUNTY SCHOOL DISTRICT MAINTENANCE & OPERATIONS MASTER BRIEF

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  1. 2012 CLARK COUNTY SCHOOL DISTRICT MAINTENANCE & OPERATIONS MASTER BRIEF (Updated: 1/8/13)

  2. Maintenance The primary mission of the CCSD Maintenance Department is to maintain the facilities and physical plants in such a manner as to ensure the classroom environment will support the educational goals of the district (improving student achievement) in an effective and efficient manner. Operations Our mission is to improve student achievement and the learning environment in a positive and proactive manner. We are committed to shared values; achieving the highest level of customer satisfaction with emphasis on the creation of positive communication with all departments, schools, and community. Utilize environmentally friendly products while researching ways to conserve natural resources to protect the environment. The success of our mission requires the dedication of all staff by the continual re-assessing of building needs, staffing, training, products, and techniques to maintain industry standards. Mission Statements Grounds/Landscaping We create an aesthetically pleasing and safe external environment for students, staff, and the public with the goal of improving student achievement. To do this we perform routine, preventive, and renovation Landscaping and Grounds work focusing on Safety, Efficiency, and Environmental Conservation .

  3. CCSD M&O MASTER BRIEF • Continuous Improvement (ISO 9001:2000) • Better Transparency/customer service • - Higher Accountability/Efficiency • - Decentralization/maximized wrench time M&O Objectives

  4. (March 2004/February 2007/July 2008/February 2010) “Our new way of life: document processes, set goals, measure performance and constantly look for improvements…” CCSD M&O MASTER BRIEF *NOTE: Last FY CCSD discontinued ISO due to funding, however we continue to practice it. ISO 9001:2000 CERTIFICATION Results: • Focus/prioritization of resources • More efficiency/accountability • Cost savings • Better performance • Better customer service • More support!

  5. CCSD M&O MASTER BRIEF Benchmarking Best Practice/Comparisons – 2008 School District Benchmarking comparisons include those from Broward, San Diego and Miami Dade. Comparing CCSD to Broward/San Diego/Miami Dade, we are underfunded between $0.67 - $1.16 per sq/ft in the Maintenance/Grounds budget. Median average would equate to $31,647,767.00 in underfunding for CCSD.

  6. CCSD M&O MASTER BRIEF 2011 Council of Great City Schools

  7. CCSD M&O MASTER BRIEF Accumulative factors affecting maintenance: Budget cuts have forced us to focus more on reactive and less on preventive maintenance.

  8. CCSD MAINTENANCE DEPARTMENT MASTER BRIEF

  9. CCSD M&O MASTER BRIEF • 392 Sites to maintain (357 schools, 35 Administrative) • 7910 Square miles of coverage • General Funded (competing for classroom $) • & RECENT STATE BUDGET CRISIS • 34,656,531 square feet (SF) of building space Challenges New Rancho HS

  10. CCSD M&O MASTER BRIEF Gauging Customer Service • Customer service training - all FTEs • Customer Service Feedback forms • New work order system • Decentralization

  11. CCSD M&O MASTER BRIEF SUITE REQ • New easier user interface to Maximo • Work orders routed quickly & correctly • State of the art scheduling/reporting • Mobile/Smart Device capability • Measurable Key Performance Indicators • Now includes site funded work & TITLE IX

  12. CCSD M&O MASTER BRIEF Focused Customer Service - Mobile Maintenance Vans (MMVs) - small crew (Carpenter, Electrician, Painter, Plumber, Flooring and STA) and equipment trailer performing maintenance sweep of nuisance work orders. Moves to new site each week or two. {RIF – Reduced staff on MMV 5} - Zone Crews – Decentralize crew of 14 people performing reactive maintenance in a small zone of 30-40 older schools. {RIF – Reduced staff in Zone} We are re-organizing to support 4 Zones (Four Corners of LV Valley).

  13. CCSD M&O MASTER BRIEF 88 sites Future: NW Zone Hub @ Centennial FSC North @ Food Service Warehouse NE Zone Hub 07/01/10 – Done 80 sites Cheyenne Yard NE & NW GroundsEquipment Operators Jefferson YardTemporary: NW Zone Hub Eastern YardEquipment RepairBuilding Engineers Future: Core Shop Hub Arville YardTemporary: SW Zone Hub Grounds SW Russell YardAsphalt & FenceGrounds SE & ERehab Crew 82 sites FSC SouthSE Zone HubCore Maint.Core Grounds Wallace Yard Possible Expansion SWZone Hub 88 sites Future: SW Zone Hub

  14. 453 Full-time employees in 6 departments, 21 shops (430 w/o FSRR/FSRs) CCSD M&O MASTER BRIEF GENERAL REPAIR (60) Carpentry (8) Paint (26) Roofing (11) Flooring (7) Glass (3) STA’s (5) EQUIPMENT REPAIR (69) AVR/CFI (22) Industrial Arts (10) Office Machines (13) Hardware/Locks (10) Clocks/Intercom (7) STA’s (7) Current Maintenance Staffing MECHANICAL/ELECTRICAL (106) HVAC/Refrigeration (49) Electrical (21) Plumbing (19) Energy Monitoring Systems (6) STA’s (9) Preventive Maintenance (2) EXTERIOR/STRUCTURAL (26) Fabrication (9) Furniture Repair (5) Asphalt/Concrete (2) Fence/Playground (3) STA’s (7) MMV (31) Zone (53) FSR/FSRR (23) – Transferred from SPRS (Bond Fund) 07/10 Building Engineers/Night Crew (48) Office/Clerical (28) Administrative (9)

  15. CCSD M&O MASTER BRIEF • Maintenance has a pay-me-now or pay-me-more-later effect • Deferred maintenance leads to required RENOVATION/BOND FUNDS! • Lack of PM results in expensive catastrophic failures at the most • inopportune time. • Currently our CM (Corrective Maintenance) is 81%, PM (Preventive Maintenance) 13%, and EM (Emergency Maintenance) 5% Staffing

  16. CCSD M&O MASTER BRIEF Association of Physical Plant Administrators (APPA): Industry Standards - FTEs recommended for sf of space maintained by craft - What desired level of service do we want? - In 1990 we had 184 FTEs (APPA suggests 349) - In 2006 we had 436 FTEs (APPA suggests 1017) - In 2008 we have 489 FTEs (APPA suggests 1197) - In 2009 we have 453 FTEs (APPA suggests 1203) - In 2010 we have 456 FTEs (APPA suggests 1222) - In 2011 we have 432 FTEs (APPA suggests 1215) - In 2012 we have 430 FTE’s (APPA suggests 1212) Staffing

  17. CCSD M&O MASTER BRIEF Sliding - *CCSD*

  18. CCSD M&O MASTER BRIEF HVAC staffing in detail: - In 2003 we were at 65% of APPA recommended staffing - In 2006 we were at 88% - In 2008 we were at 83% - In 2009 we were at 88% - In 2010 we are at 86% - In 2011 we are at 84% - In 2012 we are at 87% Our biggest deficits right now are in carpentry and paint (13% and 14% of APPA recommended levels respectively). ((Our lifecycle paint program has gone from 10 yrs to 17 yrs to 14 yrs))

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  23. CCSD M&O MASTER BRIEF

  24. CCSD M&O MASTER BRIEF Falling behind the growth curve:in the last 20 years we have lost ground to our growth with regard to staffing…

  25. CCSD M&O MASTER BRIEF Increasing the amount of sf each employee has to maintain reduces the amount of PM they are able to perform 1990 = 9,982,962 sf/184 FTEs = 54,255 sf/FTE *APPA 2006 = 29,088,216 sf/436 FTEs = 66,716 sf/FTE Recommends 2007 = 31,872,277 sf/494 FTEs = 64,519 sf/FTE 28,585 2008 = 34,244,524 sf/489 FTEs = 70,030 sf/FTE sf/FTE 2009 = 34,399,727 sf/453 FTEs = 75,938 sf/FTE 2010 = 34,927,142 sf/456 FTEs = 76,595 sf/FTE 2011 = 34,731,872 sf/424 FTEs = 81,915 sf/FTE 2012 = 34,656,531 sf/430 FTEs = 80,597 sf/FTE Increased PM = better functioning and longer life for equipment which reduces emergency repairs and creates a spiral affect towards improved reliability and classroom environment!

  26. CCSD M&O MASTER BRIEF

  27. CCSD M&O MASTER BRIEF • - Boiler/Chiller Preventive Maintenance – summer/winter • off-season work resulting in fewer emergencies. • Limited capabilities - 7 chiller techs, 6 boiler techs. • New Maximo w/o system will help prove savings and target • return on investment. • Running tracks were maintained via contract (after proving • savings over no maintenance 7 yr life vs. 15 yr).CUT in 09 Staffing

  28. CCSD M&O MASTER BRIEF Staffing - Infrared Thermography: Using thermal camera to detect electrical problems - 1 FTE Infrared Thermographer on staff now - Asking for one additional FTE - Other applications include roofing, plumbing, boilers, and other equipment (fried feline, gym floor flood)

  29. CCSD M&O MASTER BRIEF • Diesel fuel cleaning: Emergency generators are cycled once every week. • Fuel in the tanks sits dormant and solids and moisture develop • compromising fuel pumps and other components. • Over the past few years we have had at least 8 fuel pump failures (roughly • $20,000 of repairs). • The cleaning program costs roughly $1 per gallon annually. For less • than $800/year we could have avoided these repairs (saving about • $19,200). Staffing

  30. CCSD M&O MASTER BRIEF Wrench Time By the Month Before RIF 2009-31% After RIF 2009- 24% Global 2011-51% Currently – 34% AVG 2011 December 2011 Feb 2012 Mar 2012 Apr 2012 May 2012 June 2012 Jan 2012 - National Average shows 35% is good, best in class is 65% PEAK Industrial Solutions, LLC

  31. CCSD M&O MASTER BRIEF - BUDGET CUT/RIF has affected our ability to respond to work orders in a timely manner. Priority 1 Response Time 01-Jul-08 To 21-Sep-08 Priority 1 Work Orders 6.2 % were non-compliant 01-Jul-09 To 21-Sep-09 Priority 1 Work Orders 11.9 % were non-compliant Today, 8.9% are non-compliant even though Priority 1 work orders decreased by 2.5%

  32. CCSD M&O MASTER BRIEF Backlog work eventually becomes deferred work which eventually requires bond monies! Current BacklogMaint Only Backlog TODAY 1 Year Old BacklogMaint Only Last Year’s Backlog was at 11,204

  33. CCSD M&O MASTER BRIEF APPR WAPPR WMATL INPRG

  34. CCSD M&O MASTER BRIEF • Reduced overtime looks like a good thing on the surface – but what happens to all the • work that doesn’t get done? The answer is that it becomes deferred work that is either • taken care of by capital projects or it waits until it becomes a catastrophic failure. Overtime (Pay me now or pay me more later) November 2010 November 2011

  35. Operations

  36. CCSD M&O MASTER BRIEF • New QA/QC Program to ensure accountability for school cleanliness. • 6 test school pilot for ‘Team Cleaning’. • - Improve our recycling program – reduce solid waste by 50%. OPERATIONS Objectives

  37. CCSD M&O MASTER BRIEF What you Didn’t know Operations Manages: District-wide recycling program - saves over $1M/yr Provides coverage andassistance at school polling sites for Elections Dept Provides Pest Management for pigeons, bees, androdents Provide annual training for P.A.C.E (Provides Assessment for Career and Education) students and Skills USA programs Perform Fire Sprinkler Flow Test (quarterly), Fire Extinguisher Inspection, and complete Fire Sprinkler Riser checklist (monthly)

  38. CCSD M&O MASTER BRIEF OPERATIONS CURRENT STAFFING Administration - 2 Pest Control Supervisor - 1 Office/Clerical - 7 Senior Pest Control Technicians - 3 Support Staff Training Supervisor - 1 Pest Control Technicians - 2 Custodial Supervisors - 7 Floor Care Supervisor - 1 Assistant Custodial Supervisors - 2 Senior Floor Care Technicians - 2 Support Staff Trainers - 2 Floor Care Technicians – 6 Head Custodian III (High Schools/Facilities) - 38 Head Custodian II (Middle/High Schools /Facilities) - 66 Head Custodian I (Elementary Schools/Facilities) - 212 Head Custodian (Special Schools) - 3 Custodial Leaders (High/Alternate Schools/Facilities) - 50 Custodians (Elementary/Middle/High Schools) – 1,047 Temporary Custodians 94 TOTAL STAFFING = 1,546 (Full Time Equivalent)

  39. CCSD M&O MASTER BRIEF Benchmarking Median CCSD

  40. CCSD M&O MASTER BRIEF Median CCSD

  41. CCSD M&O MASTER BRIEF • Where does this leave us competitively? • External auditors state we are at the high end of the industry productivity range • The MGT audit suggested we are overextended • The merger will allow us better metrics for benchmarking • We are a $78M annual target with a huge overhead cost – our fringe is 35% - abouttwice the private sector norm for cleaning • Saving half this fringe is a $12M savings (without further efficiencies)

  42. Landscaping and Grounds

  43. CCSD M&O MASTER BRIEF Grounds/Landscaping Objectives • Reduce related injuries. • Establish winter school site clean-up process. • Improve recycling program. • Monitor vehicle use efficiency. • Survive the economy (do more with less) • Conserve Water working with SNWA.

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  48. CCSD M&O MASTER BRIEF QUESTIONS ? Randy Shingleton – rshingleton@interact.ccsd.net Jimmy Brimmer – jbrimmer@interact.ccsd.net Dean Kiernan – ndkiernan@interact.ccsd.net Alan Paulson – ahpaulson@interact.ccsd.net Download a copy of this slideshow at http://maintenance.ccsd.net/MAINTENANCEMASTERBRIEF

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