Importance of Planning in Facilities Maintenance:
Resource Allocation: Planning allows facilities managers to allocate resources effectively by identifying maintenance needs, prioritizing tasks, and scheduling work orders based on available resources, budget constraints, and urgency.
Preventive Maintenance: Planning enables the implementation of preventive maintenance programs, which involve scheduling regular inspections and maintenance tasks to identify and address issues before they escalate into costly repairs or downtime.
Budget Management: Effective planning helps facilities managers develop maintenance budgets and allocate funds strategically to address immediate needs and invest in long-term asset preservation and improvement initiatives.
Optimized Operations: Planning facilitates the coordination of maintenance activities with other operational processes, minimizing disruptions to daily operations and maximizing the efficiency of maintenance efforts.
Risk Mitigation: By identifying potential risks and developing mitigation strategies in advance, planning helps minimize safety hazards, regulatory compliance issues, and other risks associated with facility maintenance.
Importance of Job Order Contracting (JOC) in Facilities Maintenance:
Streamlined Procurement: Job order contracting streamlines the procurement process by establishing pre-negotiated contracts with qualified contractors for a wide range of maintenance and repair services. This reduces the time and administrative burden associated with soliciting bids for individual projects.
Flexibility and Responsiveness: JOC provides facilities managers with the flexibility to initiate maintenance and repair projects quickly in response to urgent needs or unexpected issues without the delays typically associated with traditional procurement methods.
Cost Control: Job order contracting offers cost control benefits by establishing unit prices for common maintenance tasks and establishing maximum contract values. This helps prevent cost overruns and provides transparency in pricing for both facilities managers and contractors.
Quality Assurance: JOC contracts often include performance metrics and quality standards to ensure that contractors deliver high-quality workmanship and meet specified requirements. This helps maintain the integrity and safety of facilities while ensuring value for money.
Long-Term Relationships: Establishing long-term relationships with qualified contractors through job order contracting fosters collaboration and trust, which can lead to improved communication, efficiency, and accountability in maintenance projects over time.
In summary, effective planning and the use of job order contracting are essential components of successful facilities maintenance programs. By strategically planning maintenance activities and leveraging JOC for streamlined procurement and execution, facilities managers can optimize resource allocation, minimize downtime, control costs, and ensure the long-term functionality and safety of their facilities.
Welcome to facilities maintenance and the importance of planning. In this webinar, we will discuss the challenges faced in facilities maintenance, the impact of a failure to plan, and the benefits of job order contracting. This webinar is presented by Gordian, a leading provider of construction procurement solutions.
Facilities Maintenance Mobile Application
Housekeeping and Introduction
Before we begin, let’s cover a few housekeeping items. Please note the control panel on your screen, where you can submit questions at any time. If you experience any technical difficulties, please send us a message in the question section, and someone will assist you promptly. Now, let’s introduce our two speakers for today’s webinar. Dwayne Pierre-Antoine is the Regional Director at Gordian, responsible for client and staff performance in the US Great Lakes region. He has extensive experience in job order contracting and will be sharing his expertise with us today. Our second speaker is David Spooner, the Manager of Facilities for Duluth Public Schools in Minnesota. With over 22 years of experience in facilities management, David will share his insights on the importance of planning and the benefits of job order contracting in the education sector.
The Challenges of Facilities Maintenance
One of the major challenges faced in facilities maintenance is the lack of adequate funding. Publicly funded entities, like school districts, often have limited budgets based on factors such as student occupancy. Budget reductions can lead to staff shortages and a failure of leadership to understand the importance of maintenance and operations tasks. This lack of understanding can result in a negative perception of facilities departments and a failure to prioritize preventive maintenance. Another challenge is the rapid advancement of technology in building systems. Newer technologies can become obsolete within a decade, requiring costly upgrades. This lack of manufacturer support for legacy equipment can lead to increased maintenance and replacement costs. Additionally, hiring and retaining qualified staff who have the necessary skills to operate and maintain these advanced systems can be a challenge. Time constraints also pose a challenge in facilities maintenance. With buildings being occupied year-round, maintenance and construction work must be scheduled around the needs of the occupants. This can result in higher costs and less time for preventive maintenance, leading to an increase in reactive maintenance.
The Impact of Deferred Maintenance
Deferred maintenance refers click here to the postponement of necessary repairs or upgrades. The Gillum’s inverse-square rule states that deferred maintenance can result in paying up to fifteen times more for repairs compared to addressing them in a timely manner. This cycle of deferring maintenance and relying on reactive maintenance leads to increased costs and downtime, negatively impacting the occupants of the building. Maintenance backlogs are also a common issue in facilities management. The backlog of deferred maintenance can increase over time, putting a strain on budgets and resources. Studies have shown that between 2007 and 2015, the deferred maintenance backlog grew at a rate of 16% for private institutions and 24% for public institutions per square foot. This backlog can hinder the ability to address critical maintenance needs and result in further deterioration of facilities.
Developing a Long-Range Facility Plan
To address the challenges of facilities maintenance and ensure proper planning, it is crucial to develop a long-range facility plan. This plan should involve assessing the condition of facilities, evaluating building systems, and prioritizing maintenance and capital projects based on available resources. It is essential to have accurate data and metrics to support budgetary needs and requirements. In Duluth Public Schools, a ten-year capital facilities plan is required by state statute. This plan defines deferred capital expenditures and maintenance work to prevent further deterioration of facilities. By having a well-defined plan, decision-makers can understand the long-term effects of deferred maintenance and make informed choices regarding funding allocations.
The Benefits of Job Order Contracting
Job order contracting (JOC) is an effective procurement method for completing a large number of individual projects with a single competitively bid contract. JOC allows agencies to save time and maximize budgets by streamlining the procurement process. Some of the benefits of JOC include simplified procurement, faster response time, improved quality of work, and preset pricing. JOC promotes collaboration and flexibility among all parties involved, including the agency, contractor, and subcontractors. The transparent nature of JOC eliminates the adversarial relationship often seen in traditional construction procurement methods. By using JOC, agencies can complete projects faster and at a lower cost without compromising quality.
The Success of Job Order Contracting in Duluth Public Schools
Duluth Public Schools implemented JOC for the renovation of the Woodland Hills building, which would serve as an education facility for at-risk clients. The JOC process allowed for a design-build approach, ensuring the project was completed on time and on budget. The collaborative nature of JOC facilitated open communication between the contractor, architect, machine learning A.I. and the school district, resulting in a successful project. The transparency and efficiency of JOC were evident throughout the project, as all parties worked together to meet the timeline and budget constraints. The use of cooperative purchasing through NJPA provided additional benefits, including the assurance of a competitively bid contract.
Conclusion
In conclusion, facilities maintenance requires proper planning and the implementation of effective strategies. Job order contracting offers a solution to the challenges faced in facilities management, providing a streamlined procurement process and ensuring projects are completed on time and on budget. By developing long-range facility plans and utilizing JOC, organizations can improve facilities maintenance and achieve better outcomes for their facilities and occupants. Thank you for joining us in this webinar on facilities maintenance and the importance of planning. We hope you gained valuable insights into the benefits of job order contracting. For more information on Panther CMMS Software and their procurement solutions, please visit PantherCMMS.com.
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