Memorandum

Memorandum

City of Lawrence

Public Works

TO:	Mark Thiel, Assistant Public Works Director / Infrastructure
FROM:	Steve Bennett, Building and Structures Manager
Date:	January 27^th, 2014
RE:	2013 Facilities and Structures Year-End Update

I wanted to take this opportunity to provide a yearend update and status of our 2013 Facilities and Structures Program.

The Facilities and Structures Division is responsible for five budgets—

Lawrence Douglas County Community Health Department [$1,018,588.]
Lawrence Arts Center [$153,210.]
Lawrence Municipal Airport [$195,579.]
Facilities and Structures [$760,289.]
Three parking garages: Riverfront Parking Garage, New Hampshire Parking Garage and Vermont Street Parking Garage.

The division has seven full time employees – five skilled maintenance workers (electrician, HVAC technician, multi-trade maintenance person for all buildings, one assigned to health facility, one assigned to airport, one assigned to parking structures) and a custodian for City Hall. The Facilities and Structures Division is responsible for building maintenance for approximately 40 municipal buildings. It maintains the downtown lighting, parking structures; downtown parking lots and city owned street lighting. We respond to Planning/Development Services and Police reports of graffiti. We spend a minimum of eight hours a week at the I.T.C. Center on Bob Billings Parkway. This division also provides technical support for other departments as well. This division is responsible for snow and ice removal at the three parking structures, around numerous buildings and the runways, taxiways and all other areas at Lawrence Municipal Airport. We are responsible for mowing at the Lawrence/Douglas County Health Building and Lawrence Municipal airport. The airport has approximately 475 acres to be mowed. Contract management for airport hangar leases, city wide elevators maintenance, and the custodial contract for the city.

As of January 1, 2014 the Division highlights are:

Performed all the electrical work for the installation of the new brine system, for street division, at 1910 Wakarusa Drive.
Relocated wall to accommodate new project inspectors, built 10 cubicles from pieces of Herman Miller furniture the city has stored.

· Cleaned, repaired, painted, and installed new LED lighting in the Pickney tunnel. Also installed the art work for the Pickney Tunnel Project.

· Installed LED solar operated light east of City Hall as a trial for evaluation.

· Worked directly with the City/County Sustainability Coordinator, Eileen Horn on energy conservation projects.

· Installed a stand-alone HVAC auxiliary unit for the City Manager. This unit will supply heat and air-conditioning.

· Started replacing the high bay lighting in the SWAN building with energy efficient lighting. Container maintenance side has been completed, we will be completing the recycling side this year.

· Built office in planning department for the Assistant Planning Director.

· We are working on the vehicle relocation line for the street division. It is about 80% completed. Installing new electrical service for the street division fleet, for winter warm up, on the sander rack.

· Updated the CO2 sensor system, calibrated entire system at the parking garage.

· Replaced rusted pipes on fire system lines in New Hampshire Parking Garage.

· Painted parking lines in parking garages. Installed pigeon control at the New Hampshire Parking Structure.

· Painted parking garage metal rails and curbs.

· Remodeled 2^nd floor offices of City Hall. New carpet, rebuilt cubicles.

· Installed bottle fill water fountain on 1^st floor City Hall.

· Removed deteriorated awning on East 9^th street.

Some projects for the Community Health Building include:

Bert Nash room 126, renovated.
VNA rearrangement and install new storage.
Termite treatment around the perimeter of the building.
Clean and paint Bert Nash classrooms.
Begin work with VNA on new cooler for server room.
Began security improvements as recommended by Police and Fire.

· Some projects for Lawrence Municipal Airport include:

o Overgrown brush on the north-west side of the airport was removed. This helped with some wildlife problems.

o Over-seeded yard for terminal and water line improvement.

o Repaired fuel farm switches and gaskets.

o Keeping record of all wildlife sightings.

o Repaired and painted the LAWRENCE sign in safety area of runway.

Repaired snow equipment and prepared for storage.

o Bird proofed the hanger as much as possible

o Mowed, mowed, and mowed.

o Crack seal for main runway and taxiway.

o Sewer installation at the airport.

o Resurfacing project has been completed on the main runway and taxiway.

o Restriping the runway and taxiway.

o Resurfaces areas around Hanger A, B and C.

o Stabilization of the wing of the building foundation.

· LED lighting was made the standard for the City’s pedestrian lighting. This has been accepted by contractors and developers as well. We are presently evaluating LED lighting for parking garages and parking lot lighting.

Our Work Order system request form is accessed through the intranet. When a request is received we designate the priority, person it is assigned to, completion date, and estimated time involved. This is entered into the main system and an e-mail notification is sent to the person performing the work. When the work is completed the ticket is closed out. The date the work was completed, hours used, and a completion notification sent to the person who requests the work order. We have four “types” of work orders and six priority classifications:

Types of work orders

Priority classifications

· Scheduled repairs

· Emergency repairs

· Preventive maintenance

· Demand

· Emergency (2 hours response)

· High (24 hour response)

· 2 to 3 days

· 1 week

· 1 month

· “on the list” of projects / repairs

At any time through the process the person requesting the work may check for updates on the ticket. We track quantity of work orders by type, priority, labor and property. Reports are only limited by the information that is entered. As part of all work orders, once closed, the requester is sent a customer satisfaction survey. We track and respond to all surveys for improved customer service. We completed 2180 Work Orders in 2013.

Projects scheduled for the next year are:

· Evaluating Lighting at Fire/Med /# 5 bay area.

· Assisting Traffic with evaluating cobra head replacements. We are looking at LED or other possible energy saving designs.

· Recycling for City Hall.

· Evaluate RFP’s for LED use for New Hampshire parking garage. This division will install the fixtures.

· Possible enclosure for the exposed elevators at the New Hampshire parking garage.

· Library expansion.

· Replace fifty 10 foot light poles on Mass Street.

· Seal and tuck-point City Hall.

· Seal and tuck point DCSC and Fire Med. #1.

· Install safety fencing in the open stairwell of the DCSC.

Looking forward:

· Crack sealing at the airport is needed. There is a pavement management program for the airport, which is required by the FAA. Their funding is based on how well we maintain their improvements.

· The apron by the terminal needs to be sealed. We are getting separation and gravel which as stated earlier, is a hazard for airplanes.

· Energy conservation projects as identified by the energy audits for the Arts Center.

· We need another position to help with the daily upkeep and the maintenance of the new parking structure at 725 Vermont.

· Replace Circon DDC controls at City Hall. Circon is not manufactured anymore.

· Replace City Hall HVAC units with energy efficient units.

· Install DDC controls at Senior Center.

· Replace HVAC at the SWAN building.

· Construct two 10 hanger units at Lawrence Municipal Airport.

· Replacing the rest of the 10’ Victorian lights in downtown Lawrence with LED fixtures.

Please let me know if you have any questions.