GSTAT Georgia Building Authority fiscal year 2018 performance summary

Fiscal Year 2018 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 the tenth edition of our annual Performance Summary. We believe these GSTAT reports have not only documented our significant achievements over the past decade, but have also helped us to remain focused on continuous organizational improvement and committed to striving to reach our vision of setting the standard of excellence for facility management in government.

For fiscal year 2018, GBA achieved an overall customer survey rating of over 92% for the second consecutive year while maintaining cost of operations at $3.47 below the BOMA government sector average. GBA was recognized for the eighth consecutive year by the National Procurement Institute for excellence in procurement and also earned the honor of being ranked among the top 150 companies in this year's Atlanta Journal-Constitution's Top Workplaces for 2018. In the category of midsize companies in Georgia (150 499 employees), GBA was ranked #35.

Steve Fanczi Deputy Executive Director

2018 AJC TOP WORKPLACE 2018 - 2011 NPI EXCELLENCE IN PROCUREMENT AWARD
2017 TOBY INTERNATIONAL AWARD (BOMA) 2017 & 2012 TOBY SOUTHEAST REGION AWARD (BOMA)
2017 & 2012 TOBY ATLANTA REGION AWARD (BOMA) 2016 & 2014 IPA AWARD OF MERIT 2015 GEORGIA PEACH AWARD
2014 SOUTHERN LEGISLATIVE CONFERENCE STAR AWARD FINALIST 2013 IPI AWARD OF EXCELLENCE
2013 & 2010 NASFA INNOVATIONS AWARD 2012 & 2010 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 Motor Pool

PARKING AND ACCESS SERVICES

16

Access Control Daily Parking

Monthly Parking

FOOD SERVICES

19

Cafeterias and Banquet Services

EVENTS MANAGEMENT

21

Events on Capitol Hill

SECURITY DATA

22

Security/Visitor Management Data

WORKFORCE DATA

23

Staffing Data/Contracted Services

PORTFOLIO DATA

24

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 within the Capitol Hill Complex. The portfolio includes 49 facilities (6.6 million gross square feet), including 14 office buildings and 17 parking facilities as well as 4 parks/plazas, and 6 historic cemeteries. Mission Statement:
The mission of the Georgia Building Authority is to provide a clean, comfortable, and safe environment on Capitol Hill. For FY2018, 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/maintain overall satisfaction to 92% by FY2020.
Completed FY2018 Strategic Initiatives:
Note: During FY2018, GBA tracked and completed over 30 projects on the agency action plan. 3

OPERATIONAL EFFICIENCIES MEASURES
In FY2018, the cost of operations per rentable square foot (RSF) for GBA managed operations was $7.39 or $3.47 below the BOMA U.S. Government Sector average and $1.37 below the BOMA Private Sector average.
GBA Expense vs. BOMA:
Note: Security services are outsourced to the Department of Public Safety. FY2018 actual expenses were $7.5 million or $2.07 per RSF.

Security Expense vs. BOMA: Security Cost per RSF

DPS - $2.07

BOMA - $.61

GBA Revenue by Source:
Note: In FY2018, 88.5% of GBA revenue was generated from rents. Parking revenue from contractor managed parking decreased 72% ($781,690) from FY2016 mainly from the loss of the 15 Wall Street parking lot during FY2017 ($655,585).
Parking includes revenue generated from both daily and monthly parking fees.
"Other" revenue includes reimbursable work orders, access card fees, flags sales, etc...

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).
4

Base Office Rent vs. BOMA:

Note: Although, the lowest GBA rate is $12.63, during FY2018, GBA actually collected an average of $9.07 per rentable square foot (Total available RSF includes non-billed space such as the State Capitol, Governor's Mansion, and vacant RSF).

GBA Monthly Parking Rates vs. Parking Industry:

Note: Industry rates according to the Colliers International Parking Rate Survey (2018 Atlanta Parking Survey).

Note: Agency parking spaces are an additional $10 per month. Occupancy Measures vs. BOMA:

Note: Office Occupancy Rate = Total non-vacant assignable office space / Total assignable office space. SQFT per Office Worker = Assigned Office Space RSF / # of workers in office buildings. 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 FY2018, the overall customer satisfaction rating for GBA was 92.3%.
Overall Customer Satisfaction by Service:
Note: For the second consecutive year, GBA achieved its goal of receiving an overall customer satisfaction rating of over 92%.
How's My Service Ratings FY2018:

Note: GBA regularly monitors current customer satisfaction levels using an online customer feedback application. During FY2018, the overall "How's My Service" rating was 79% (3.17/4.0).

Overall Employee Satisfaction:

Note: According to the most current research report by the Society for Human Resource Management (SHRM) the national average was 89%.

2016
91%

2017
94%

2018
95%

6

FACILITIES MANAGEMENT

The total number of work orders processed by GBA in FY2018 decreased by 976 (10%).

Total Work Orders by Fiscal Year:

Note: The reduction in work orders processed in FY2018 was primarily caused by a failure to accurately track and record data on custodial and recycling work orders.

The indicators suggest that the true work load was stable and consistent with recent years.

Total Work Orders by Problem Class:
Note: GBA started to refine the use problem classes during FY2018. In FY2019, the distribution of work orders by problem class will be affected by the reduction of the use of the Problem Class "Other"

7

MECHANICAL/ELECTRICAL/PLUMBING (MEP) WORK ORDERS
The overall number of MEP (mechanical, electrical, & plumbing) work orders in FY2018 increased by 5% driven by the reallocation of the problem class "Other". MEPs by Fiscal Year (All Facilities):
Note: During FY2018, the distribution of MEP work orders between problem classes remained consistent with the prior year. MEP per 1,000 Square Feet (Office Buildings Only): MEPs per 1,000sf FY2018 1.05 FY2017 1.00
Note: The number of MEP work orders per 1,000sf also remained constant with the only significant changes being a 39% increase in hot/cold calls at the 2 Peachtree Building. Hot and cold calls will be tracked separately starting in FY2019.
8

ELEVATOR WORK ORDERS
The number of elevator work orders decreased 45% in FY2018, with 60% of the reduction (52 of 87) at the Floyd and at 2 Peachtree Buildings.
Elevators in Service 109
Work Orders per Elevator:

Work Orders per Elevator

FY2017

FY2018

1.8

1.0

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

GBA installed new door restrictors safety devices on the elevators at the Floyd Building and at 2 Peachtree which significantly reduced the number of elevator calls.

Note: The average number of Elevator entrapments per month remained at 2.6 per month in FY2018.

9

CUSTODIAL WORK ORDERS
In FY2018, GBA failed to accurately track and record data on custodial work orders. GBA will evaluate the credibility of FY2017 data in order to establish a new baseline for FY2019. Custodial Work Orders per 1,000 Square Feet (Office Buildings Only):
Recycle Work Orders: Requests for recycle bins are tracked under a separate problem class. During FY2018, GBA failed to accurately track and record data on recycle work orders. GBA will evaluate the credibility of FY2017 data in order to establish a new baseline for FY2019.
10

REIMBURSABLE WORK ORDERS

Reimbursable Work Orders by Fiscal Year:

Note: In FY2017 several tenant agencies added additional staff and re-designed their office spaces. FY2018 saw a return to a standard work load and the number of reimbursable work orders decreased 17% (to approximately 16% of the number of total work orders).

Reimbursable Work Orders as a Percentage of Total Work Orders:

Notable work for FY2018: Replaced carpet for DHS, DNR, AOC, and the Law Department. Renovated office space for DOAS, DECAL, and the Supreme Court. Renovated the 5th floor ladies' restroom in the #19 MLK building with new layout, finishes, and fixtures. Renovated the Department of Agriculture server room.
11

RESPONSE TIME
GBA measures responsiveness by tracking work orders by priority. The priority levels and target response times are:

Priority #1:

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.

Priority #2:

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.

Priority #3:

Target response time - 1 week Corrective Maintenance: this is work that can be worked into currently scheduled tasks.

Priority #4:

Target response time - 30 days Scheduled response: tenant improvement projects, preventive maintenance work orders, and scheduled events.

Response Time by Priority:

Goals: High Priority (1&2): 96% Low Priority (3&4): 92%

Response Time by Labor Group Priority 1&2 (Facilities Only):
Teams: LND Landscaping HSK Housekeeping Teams CEP Central Energy Plant MT Maintenance Teams (Teams North, South, & Peachtree)
Note: In FY2018, there was insufficient data on custodial work orders to evaluate response times for HSK Teams.

GOAL MADE 12

UTILITIES
Electrical consumption decreased 2% in FY2018 as GBA continued in house LED lighting retrofits and building automation improvements. ESCO Energy Savings:
Note: Total Cost Avoidance since FY2007 has been over $33 million. Consumption vs. Cost by Fiscal Year:
Note: In FY2018, GBA used 46% less kilowatt hours than in FY2007 (the year GBA began implementing major energy conservation projects ESCO).
13

Water Consumption (Gallons) by Fiscal Year:

Note: Water consumption levels decreased 10% in FY2018.
Overall water consumption has decreased 39% since FY2012 (from 83,094,883 gallons)

Note: In FY20014 GBA replaced 31 supplemental air-conditioning units in the Judicial Building that used domestic water resulting in significant reductions in water consumption from previous years.

Natural Gas (Therms) by Fiscal Year: Year: Year:

Note: In FY2018, natural gas consumption increased by 14% as GBA added new boilers on the south side of Capitol Hill. Consumption in the future is expected to decrease when the boilers in the Central Energy Plant are replaced they are 37 years old, inefficient, and too large.

Total Therms FY2017 - 515,570 FY2018 - 586,560

14

ILITIESVehicle Check Outs by Fiscal YeaMr: OTOR POOL

Vehicle Usage by Fiscal Year:
The total number miles (including DOC) decreased by 12% from 120,788 to 106,262.

SPO Vehicle Usage by Fiscal Year:

Note: DOC vans do not usually get back to the transitional center until after 4pm so the vans are not consistently checked in/out and are therefore excluded from the average miles per log calculations.
Fuel Usage by Fiscal Year:

Note: The average miles per log by SPO agencies decrease from 15 miles to 12 miles.
GBA Fleet by Age:

Note: In FY2018, GBA purchased a new, fuel efficient recycle truck and started using a new recycle center that is 15 miles closer than the previous facility. (Diesel consumption decrease 34%)
Average Cost per Gallon (Unleaded) by Fiscal Year:
Cost per Gallon (Unleaded)
FY2017 - $1.77
FY2018 - $1.77

Note: Totals include two Kubotas and a JGL lift.

15

PARKING AND ACCESS SERVICES

ACCESS CONTROL

GBA manages an online system and maintains over 1,100 access readers to provide tenant agencies with controlled access to both public and non-public entrances. Access Card data is dynamic and represents a snapshot in time (chart is as of 1st quarter FY2019).

Active Access Cards (located on Capitol Hill):

Note: In FY2018, there were 10,858 workers located on Capitol Hill (10,498 + 360 GSU employees at the 2 Peachtree Annex Building who do not use the GBA Capitol Hill access control system)

Active Access Cards (not located on Capitol Hill):

Note: The number of workers with active access cards located off of Capitol Hill decrease 5% during FY2018.
Note: In FY2018, the overall number of individuals with active Capitol Hill access cards increased 4% from 13,812 to 14,419 Active Access Cards (not located on Capitol Hill) by Agency:
Note: 54% of active access cards not located on Capitol Hill are managed by 10 agencies (excluding GBA contractors).
16

DAILY PARKING

GBA manages some limited daily parking in the Pete Hackney Deck and contracts with private vendors for the management of visitor only parking lots. Daily parking revenue decreased 23%.

Pete Hackney Daily Parking Revenue:

Contractor Managed Daily Parking:

Note: With a severe shortage of visitor parking on Capitol Hill and a sharp increase in monthly permits in Pete Hackney (now overbooked), GBA raised the daily rate to $10 in December to control demand resulting in a 25% increase in revenue.

Note: Overall contractor managed parking decreased as the result the loss of two facilities during FY2017 (Braves Parking & 15 Wall Street).
Contractor Managed Parking was rebid for FY2018.
GBA agreed to rent abatement for Steve Polk Parking lot due to the Courtland Street Bridge Project.

ELECTRIC VEHICLE CHARGING

Four centralized EV stations were installed in FY2014. The charging stations were not online for the last three months of the fiscal year due to the Capitol Square extension project.

EV Charging Station Utilization:

FY2017 Averages (last full year): Average 88 transactions per month Average 4.4 transactions per day Average charging time 2:05hrs Average gross margin per month $271 (gross margin = revenueservice charges-cost of utilities)

Note: Gross margin (operating cost) does not include the annual subscription fee of 1,120 and the annual maintenance fee of $1,720.

Sustainability

(Data FY2014 FY2018)

Income:

Total Gross Margin

$9,576

Expenses:

Startup Investment $17,072

Subscription/Fees

$14,809

Income Expenses: -$22,305

17

MONTHLY PARKING
Rented Percentages and Revenue by Facility:

Note: Monthly parking data is dynamic and represents a snapshot in time (chart is as of 1st quarter FY2019).
Monthly permits generate over $107,000 per month.
Fixed rate permits, which are billed annually, generate over $517,000 annually (they include Agency spaces, legislators, interns, and lobbyists).
The Pete Hackney Deck was overbooked for the first time in its history (108%).

Waitlist by Facility by Priority Selection:

Citations by Violation Type:
At the advisement of the Office of Homeland Security, all GBA parking facilities require a valid permit be displayed on the rearview mirror or dash.

Note: There are over 1,400 individuals on the parking wait list (all have current parking assignments and are waiting for a preferred location).

Note: Citations for not displaying permits increased by 40% in FY2018. The majority of the increase (66%) was in Butler Deck and Pete Hackney.

18

FOOD SERVICES

In FY2018, the Capitol Hill food service provider, Eurest Dining, generated over $6,100,000 with sales exceeding expenses by over $580,000.

Sales vs. Expenses:

Note: In FY2018 the total number of customers served increased 1% while overall sales increased 8%.

Sales at the Twin Towers cafeteria increased 16%.

Banquet sales increased 4%.

Sales by Location:

Note: The number of banquet events increased 1% from 488 in FY2017 to 494 in FY2018 and sales increased over $119,000 (4%), with an average plate of $35.90.
19

Cafeteria Customers by FY Month: Sales by Licensee:

Note: In FY2018 the overall net loss in the cafeterias was $78,593 (the Coverdell cafeteria posted a profit of $26,382).
Customer count at the Twin Towers cafeteria increased 2.6%
Customer count at the Coverdell cafeteria decreased 2.5%

Note: Total sales by licensees remained constant at nearly $830,000. 20

EVENTS MANAGEMENT

Events by Location by Fiscal Year: Events at the State Capitol:

Note: The overall number of events scheduled around Capitol Hill decreased 5%.
Report only includes confirmed events (filtered for initiated, cancelled, or declined).
GBA replaced the event management system in FY2017 and all data was reviewed and validated.
Note: The number of events at the State Capitol decreased 6%.
In FY2016, available locations for public events at the State Capitol were restricted to the south wing and a half day for the rotunda.

Events at Liberty Plaza by Size:

Note: There were four street closures in FY2018 (two were not during business hours). Before the opening of Liberty Plaza the average was between 16-20 closures per year.
21

SECURITY DATA
Security data is collected and maintained by the Department of Public Safety (DPS) - Capitol Hill Police Division.
Capitol Hill Activity by Type:

Note: CAD data is tracked by the DPS Communications Center.

Note: "Contract Security" represents the number of confiscated badges (expired) by security officers.

Life/Safety Equipment:
Note: GBA maintains over 400 security cameras on Capitol Hill (including the Governor's Mansion).
Analog cameras have been upgraded with digital encoders.

Capitol Hill Visitor Activity:

Note: During FY2016, GBA expanded the use of the visitor management system to the Health and Trinity Washington Buildings. The system will be expanded to the 244 Building in FY2019.

Note: 60% of the visitors to the Floyd Building were in the West Tower.

22

GBA WORKFORCE DATA

GBA Budgeted Position Count by Fiscal Year:

Workforce by Years of Service:

GBA Services by Resource:
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: For FY2018 the "appropriated agency position" count was 216 and the "budgeted position count" was 164.

23

Portfolio Summary:

PORTFOLIO DATA
GBA Office Buildings:

Note:

Underground parking square footage is included in the GSF of the associated building.

#1 Parking Deck was demolished during FY2018.

GBA Parking Facilities:

Facility Condition Assessment (Office Buildings):

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.
24

Other GBA Properties:

Office Buildings by Age:

Other GBA Maintained Grounds: 25

Note: 86% of GBA Office Buildings are over 50 Years Old.
TW Building renovated in FY2006
Health Building renovated in FY2008
2 Capitol Square Building renovated in FY2015

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

GSTAT NOTES
In response to a 140% increase in pricing by Quickbase, GBA transition GSTAT to a new product called Zoho - the three years saving will be over $1 million.
GBA streamlined the GSTAT Report to focus on external services (Procurement, Risk Management, and Information Technology) are still track via internal GSTAT reports.
Construction began on the new Judicial Complex. The 140 and 146 Buildings on Memorial Drive were demolished to prepare for the
construction of the new GBA warehouse. The remaining portion of the #1 Parking Deck was removed for the construction of the
Capitol Square extension. During FY2019, Memorial Drive Park will be converted to session parking and eventually
a bus stop for Capitol Hill as outlined in the Capitol Hill Masterplan.
NOTES
26

GBA Capitol Hill Property Map: 27