GSTAT Georgia Building Authority fiscal year 2014 performance summary

Fiscal Year 2014 Performance Summary

Chairman Nathan Deal
Governor

GEORGIA BUILDING AUTHORITY
One Martin Luther King, Jr. Drive, Atlanta, Georgia 30334
Office: 404-656-3253 Fax: 404-657-0337 www.gba.georgia.gov

Executive Director
Steven L. Stancil

On behalf of the Georgia Building Authority (GBA), I am pleased to present our Agency's Fiscal Year 2014 Performance Summary. The data used to create this report was generated in GSTAT, our award winning reporting system which provides management with the ability to quickly review current performance levels in all divisions and service areas. We believe that each member of the GBA Team plays an important and critical role in providing information to assist GBA in setting the standard of excellence.
In fiscal year 2014, GBA earned the International Parking Institute Award of Merit (parking facility design) for the design and construction of the South parking deck, and was also selected as a finalist for the Southern Legislative Conference State Transformation in Action Recognition (STAR) Award for GSTAT. In 2014, GBA Procurement was also recognized for the fourth consecutive year by the National Procurement Institute for excellence in procurement.
Steve Fanczi Deputy Executive Director
2014 IPA AWARD OF MERIT 2014 SOUTHERN LEGISLATIVE CONFERENCE STAR AWARD FINALIST
2013 IPI AWARD OF EXCELLENCE 2012 TOBY SOUTHEAST REGION AWARD (BOMA)
2012 TOBY ATLANTA REGION AWARD (BOMA) 2011, 2012, 2013, 2014 NPI EXCELLENCE IN PROCUREMENT AWARD
2010 & 2013 NASFA INNOVATIONS AWARD 2010 & 2012 GASFA INNOVATIONS AWARD

TABLE OF CONTENTS

Page

STRATEGIC PLAN

3

Strategic Goals Strategic Initiatives

Strategic Measures (Results)

FACILITIES MANAGEMENT

7

Work Load (# of work orders) Mechanical/Electrical/Plumbing Work Orders Elevator Work Orders Custodial Work Orders Reimbursable Work Orders Response Time Utilities Risk Management Motor Pool

PARKING SERVICES

17

Daily Parking Monthly Parking

SUPPORT SERVICES

19

Food Service

Security Access Control Events Management

INTERNAL SERVICES

25

Procurement

Human Resources Information Technology

GBA PORTFOLIO DATA

28

2

STRATEGIC PLAN
The Georgia Building Authority (GBA) is responsible for all maintenance and services associated with the management of buildings and various facilities located in the Capitol Hill Complex. The portfolio includes 33 buildings (7 million gross square feet), 22 parking facilities, 4 parks/plazas, and 6 historic cemeteries.
The mission of the Georgia Building Authority is to provide a clean, comfortable, and safe environment on Capitol Hill. For FY2014, GBA reported two strategic goals to the Governor's Office of Planning and Budget: 1) Improve Operational Efficiencies
Measure - To meet or exceed "Building Owners and Managers Association" (BOMA) cost standards.
2) Improve Customer Satisfaction
Measure To improve overall satisfaction to 92% by FY2017
Note: During FY2014, GBA tracked and completed over 30 projects on the agency action plan. 3

OPERATIONAL EFFICIENCIES MEASURES
In FY2014, the cost of operations per rentable square foot (RSF) for GBA managed operations was $6.97 or $1.88 below the BOMA U.S. Government Sector average and $1.05 below the BOMA Private Sector average.

Note: Security services are outsourced to the Department of Public Safety ($7.3 million or $2.02 per RSF).

COST OF OPERATIONS

Security Expense vs. BOMA: Security Cost per RSF

DPS - $2.02

BOMA - $1.10

GBA Revenue by Source:
Note: In FY2014, 88% of GBA revenue was generated from rents.
Parking includes revenue generated from both daily and monthly parking fees.
"Other" revenue includes reimbursable work orders, access card fees, flags sales, ...

Note: The BOMA measure is for the Government Sector; however, most public entities do not provide the level of security required on Capitol Hill (which includes Law Enforcement and a State Patrol Post).
9% 3%
88%

4

Note: During FY2014, GBA collected an average of $8.93 per rentable square foot (based on the total available RSF).
Note: Industry rates according to the National Parking Association (North America Parking Rate Survey 2013). Note: Agency spaces are an additional $10 per month.
Note: Office Occupancy Rate = Total rented assignable office space / Total assignable office space. SQFT per Office Worker = Leased BOMA Office Space RSF / # of office workers on Capitol Hill. SQFT per Maintenance Staff = Total BOMA GSF / full-time building maintenance staff. Parking Ratio = Number of monthly parking stalls / exterior GSF (office space) X 1000. Parking Income per Stall = Parking income / spaces (GBA managed only). 5

CUSTOMER SATISFACTION MEASURES
GBA conducts annual surveys to determine customer and employee satisfaction levels. For FY2014, the overall customer satisfaction rating for GBA was 90%.
Note: In FY2014, GBA moved from a ten point rating scale to a nine point rating scale.

Note: GBA regularly monitors customer satisfaction using an online customer feedback application. During FY2014, the overall "How's My Service" rating was 92% (3.68/4.0).

Note: GBA overall employee satisfaction rating for FY2014 was 91%.

2013
93.4%

2014
91.0%

6

FACILITIES MANAGEMENT
The number of work orders processed by GBA in FY2014 remained consistent with the prior year.
Note: The work load stability can be attributed to improved preventative maintenance procedures and an increased emphasis on data management and work order tracking over the last several years.
Note: The distribution of work orders by problem class also remained consistent with the prior year.
7

MECHANICAL/ELECTRICAL/PLUMBING (MEP) WORK ORDERS
The overall number of MEP work orders in FY2014 remained constant.

MEPs per 1,000sf FY2014 1.20 FY2013 1.18 FY2012 1.78
Note: During FY2013, GBA sold the Tradeport Building and also closed 130 Memorial Drive.

Note: During FY2014, the distribution of MEP work orders also remained consistent with the prior year.
8

ELEVATOR WORK ORDERS
The number of elevator work orders increased 45% in FY2014.

Work Orders per Elevator

FY2013

FY2014

2.5

3.5

Note: Does not include "no problem found" calls.

Renovations to the Pete Hackney Parking Deck elevators are scheduled for completion in FY2015.

2PT Annex elevators are old and experienced several parts failures (many of them are not available any longer and have to be made or retrofitted).

TW had several elevator issues with door latch failures and wiring problems.
Note: Elevator entrapments increased from two per month in FY2013 to three per month in FY2014 (The increase in entrapments was not concentrated by building or location).
9

CUSTODIAL WORK ORDERS
In FY2014, custodial work orders increased 44%. The largest categories of increase were `trash collection' and `general cleaning' within our larger facilities indicating the increase was due to the transition of the new cleaning contractors for Capitol Hill. GBA has implemented new inspection processes and performance penalties and expects to see significant reductions in custodial calls during the next fiscal year.
Note: Over 61% of the increase in custodial work orders was in the Two Peachtree Building and the Floyd Towers.
Work Orders per 1,000sf FY2013 - .21 FY2014 - .31
Note: In FY2012, GBA created a new problem class to separate the tracking of request for recycle bins from routine custodial work orders and improve the ability to analyze housekeeping issues. In FY2013, GBA implemented a new procedure placing permanent smaller recycle bins in copy rooms and copy stations at Two Peachtree.
During FY2014, requests for recycle bins decreased 23%. 10

REIMBURSABLE WORK ORDERS
Note: The number of reimbursable work orders remained consistent with the prior year.
Note: Reimbursable work orders as a percentage of total work orders also remained consistent with the prior year.
Notable work: The relocation of EPD office space (Floyd) and renovation of labs at #7 MLK. The renovation of the snack bar at Two Peachtree. The renovation of labs for the Department of Agriculture. 11

RESPONSE TIME
GBA measures of responsiveness by tracking work orders by priority. The priority levels and target response times are:
Target response time - 30 minutes (4 hours off-site/after-hours) Emergency Maintenance: this is non-scheduled and represents a Health or Safety Hazard or poses an imminent Threat of further Building Deterioration. Personnel need to stop current task to respond. Target response time - 24 hours Maintenance: this is work that can be responded to after completion of current task or within 24 hours to include the next business day. Target response time - 1 week Corrective Maintenance: this is work that can be worked into currently scheduled tasks. Target response time - 30 days Scheduled response: tenant improvement projects, preventive maintenance work orders, and scheduled events.
Goals: High Priority (1&2): 94% Low Priority (3&4): 98%
Note: The number of work orders categorized as priority #1 increased by 50% from FY2013.
12

UTILITIES
Electrical consumption was reduced for the seventh consecutive year and was 1% less than FY2013.
Note: Total Cost Avoidance since FY2007 has been over $17 million.
Note: In FY2014, GBA used 41% less kilowatt hours than in FY2007 (the year GBA began implementing major energy conservation projects ESCO).
13

Note: GBA replaced 31 supplemental air-conditioning units in the Judicial Building that used domestic water. Overall water consumption for FY2014 was 22% less than FY2013.
Note: Natural gas consumption increased 8% in FY2014 (from 634k therms to over 706k therms) as Capitol Hill experienced severe winter storms in January and February.
14

ILITIES
Claims by Fiscal Year:

RISK MANAGEMENT

For FY2014, GBA elected a $40,000 insurance deductible on Building and Contents which resulted in a premium reduction of $135,517 (the net savings to GBA was over $86,000).
GBA exceeded the DOAS CLCP goal of not exceeding five workers compensation claims by one claim (six claims in FY2014).
Net Paid by Type of Coverage:
Note: The overall number of claims remained lower than our historical experience. 15

ehicle Check Outs by Fiscal Year:

MOTOR POOL

GBA Fleet by Age:

Note: GBA reduced the total number of logs by 4%, while total miles remained constant.
Started tracking DOC inmate van.
Added a hub-meter to the packing truck adding an additional 5,416 miles (34mi average)
Fuel Usage by Fiscal Year:

Note: GBA added two vehicles to the fleet from the transfer of the CLOB maintenance function.

Note: Total fuel consumption decreased 11%.

Average Cost per Gallon (Unleaded) by Fiscal Year:

Note: The average cost per gallon for unleaded decreased 2% from $3.15 per gallon in FY2013 to $3.09 per gallon in FY2014.

16

PARKING SERVICES

DAILY PARKING

GBA generated over $1.4 million in revenue from daily parking operations. GBA manages some limited daily parking in the Pete Hackney Deck and contracts with private vendors for the management of visitor-only parking lots.

Pete Hackney Daily Parking Revenue:

Contractor Managed:

Note: In FY2014, total revenue at Pete Hackney increased 2% from $316k to $321k.
Credit card transactions increased from 51% of sales to 57%. FY2013 does not include $6.8k (cash) collected before the automated pay machines were installed.

ELECTRIC VEHICLE CHARGING

Note: In FY2014, GBA invested $17,072 to create a centralized EV charging station for Capitol Hill (Current ROI = 21.7 years).

EV Charging Station Utilization:

Average 34 transactions per month (1.7 per day)
Average charging time 1:27hrs Average gross margin per month
$65.52 (gross margin = revenueservice charges-cost of utilities) Gross margin (operating cost) does not include the annual subscription fee of $920 and the annual maintenance fee of $1,560.

17

MONTHLY PARKING
Rented Percentages and Revenue by Facility:
Waitlist by Facility by Priority Selection: Note: There are 1,195 individuals on the parking wait list (all have current parking assignments and are waiting for a preferred location).
The number of individuals on the waitlist decreased by 27% from FY2013 (after the opening of the new South Parking Deck).

Note: Monthly parking data is dynamic and represents a snapshot in time (chart is as of 1st quarter FY2015).
Monthly permits generate over $91,000 per month.
Fixed rate permits, which are billed annually, generate over $499,000 annually (they include Agency spaces, legislators, interns, and lobbyists).
Permits for Agency Spaces decreased by 13% after the opening of the South Parking Deck (from 1,336 to 1,169).

Citations by Violation Type: Note: In FY2014, GBA implemented hand held ticketing devices for parking monitors and began implementing AVI hang tags. 25% of citations were for not displaying parking permit.
18

SUPPORT SERVICES
GBA provides or contracts for other miscellaneous services including Food Services, Security and Access Control, and Events Management.
FOOD SERVICES
In FY2014, the Capitol Hill food service provider, Eurest Dining, generated over $3,500,000 in revenue and posted a net loss of $118,487.
Note: Banquet sales were significantly impacted by the snow storm in January and ice storm in February.
The average plate dropped in January to $13.89 versus same time prior year of $28.24.
Note: The number of banquet events increased from 523 in FY2013 to 566 in FY2014 (average plate decreased from $26 to $17).
19

Cafeteria Customers by FY Month:

FY2013 Level
Note: The overall net loss in the cafeterias was up 9% (from $359,684 to $393,223). Correspondingly the customer count decreased by 9%.
Over 55% of the decrease was in January and February.

Note: Total sales by licensees were down 2% driven by a reduction of over $24k in January and February (total sales were up 1% for the other 10 months).
Sales by Licensee:

20

SECURITY
Security data is collected and maintained by the Department of Public Safety (DPS) - Capitol Hill Police Division. Capitol Hill Activity by Type:
Note: Contract Security represents the number of "confiscated badges" (expired) by contract security officers.
Calls to DPS Communication Center:
Note: CAD data is tracked by the DPS Communications Center.
Life/Safety Equipment: Note: GBA maintains over 360 security cameras on Capitol Hill.
GBA converted 145 cameras to digital during FY2014.
21

ACCESS CONTROL
GBA manages an online system and maintains over 1,000 access points (including 920 access readers) to provide tenant agencies with a system to control access to non-public entrances.

Active Capitol Hill Access Cards:

Note: As a result of the annual card audit, tenant agencies deactivated over 660 access cards from the system.

Capitol Hill Visitor Activity:
Note: During FY2014, there were over 91,000 visitors at the Floyd Building and at the Two Peachtree Building:
38,109- Two Peachtree 52,924 Floyd Building

Note: There are an additional 360 GSU employees at the 2 Peachtree Annex Building (They do not use the GBA Capitol Hill access control system).
Note: In FY2014, there were 9,368 workers located on Capitol Hill (12,034 + 360 3,026 = 9,368)

22

EVENTS MANAGEMENT
Events by Location by Fiscal Year:
Note: The total number of events scheduled around Capitol Hill increased 8%, driven by a 7% increase at the State Capitol Building.
Events at the State Capitol by Fiscal Month:
Note: The estimated attendance of events held at the State Capitol was over 37,000. Events at the State Capitol by Size (Washington Street Only):
Note: There were 17% fewer events held at the front steps of the Capitol.
Because of severe weather, several outdoor events were cancelled and/or relocated indoors.
There were eleven street/lane closures (below the annual average of 16-20). 23

Production Events by Location:
Note: Production Events filmed at GBA locations have generated over $1,300,000 since FY2009. Note: Pullman Yard was not available as a filming location during FY2012.
Production Event by Type of Production:
FY2014 Number of Production Days:

Notable Productions:
Solace
Kill the Messenger Fast & Furious 7 Taken 3 Insurgent Selma Hunger Games - Mockingjay

24

INTERNAL SERVICES

Internal services which support GBA operations include Procurement, Financial Services, and Information Technology.

PROCUREMENT SERVICES

P-Card Transactions by Fiscal Year:

Purchase Orders Issued by Fiscal Year:

Note: During FY2014 P-Card utilization remained constant accounting for 76% of purchases. (Non-Revenue) Contracts by Division:
Note: Access & Parking includes $7.3 million for the contract with DPS for Security Services on Capitol Hill.
Task Order Contracts by Division: Note: Task order contracts include construction services, moving services, cabling services, and mechanical.
25

GBA Services by Resource:

HUMAN RESOURCES

GBA Budgeted Position Count by Fiscal Year:

Workforce by Years of Service:

Note: Since 1998, GBA has reduced staff by 67% by eliminating non-mission critical services (such as daycare operations and vanpools) and contracting for services when cost effective (food services, security services, etc...).
Note: The budgeted position count increased from 211 to 216 with the addition of the CLOB maintenance staff in FY2014.
26

INFORMATION TECHNOLOGY
Telecommunication Lines by Group: Active Land Lines by Type:
GBA Enterprise Systems: 27

Portfolio Summary:

GBA PORTFOLIO DATA
GBA Office Buildings:

Note: During FY2014, GBA sold the Olympia Building and demolished the 214/216 buildings and most of the #1 Deck, and opened the South Parking Deck.
Facility Condition Assessment (Office Buildings):

GBA Parking Facilities:

Closed

Note: GBA utilizes a Level 1 Facilities Assessment using a mathematical model and the life cycle of building component systems to determine the present condition of facilities.

Closed
Closed
28

Other GBA Properties:

Office Buildings by Age:

Other GBA Maintained Grounds:
PARKS/PLAZAS TOTALS
CEMETERIES TOTALS TOTAL ACREAGE
29

77% 23%

Note: 77% of GBA Office Buildings are over 50 Years Old.
TW Building renovated in FY2006
Health Building renovated in FY2008

Note: GBA maintains an additional 20 acres at the Governor's Mansion (18) and at the State Capitol (2).

Cemeteries

Miles from Atlanta:

Cassville

54

Jonesboro 19

Kingston

57

Marietta

20

Milner

57

Resaca

74

NOTES
30

GBA Capitol Hill Property Map: 31