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Home My WebLink AboutMINUTES - 04051988 - 2.1 TQ "-` BOARD OF SUPERVISORS FROM: Phil Batchelor, County Administrator l=lra Costa DATE'. Ap r i 1 5, 1988 SUBJECT:, Building Maintenance SPECIFIC REQUEST(S) OR RECOMMENDATION(S) & BACKGROUND AND JUSTIFICATION RECOMMENDATION 1 . Receive report from the County Administrator on the status of the maintenance of County buildings.. BACKGROUND Attached hereto is a status report from the Director of General Services on the maintenance of County buildings. The General Services Department is responsible for the maintenance of over 300 building locations totalling over 2,300,000 square feet. The attached report indicates that the department has. been able to complete major maintenance projects .amounting to $1, 306,840 during the last three fiscal years. In addition, the ongoing preventive maintenance and routine repair for roofing, mechanical systems, electrical systems- elevators, painting and carpet cleaning require the dedication of all remaining funds budgeted annually for maintenance. The General Services Department is able to accomplish a great deal within the funding constraints established, however; the department, like other County departments, would be able to do a much better job at meeting their objectives and service requirements if- an increased level of funding could .be made available. ' The present and. anticipated fiscal constraints facing the County makes it unlikely that the situation will improve soon for any County activity. It is . important to recognize the accomplishments of County departments and provide"encouragement and support in working through these difficult times. CONTINUED ON ATTACHMENT: X YES SIGNATURE: - RECOMMENDATION OF COUNTY. ADMINISTRATOR RECOMMENDATION OF BOARD COMMITTEE APPROVE OTHER - S I GNATURE I S I: rnn O ACTION OF BOARD ON April 5 . 1988 AFPROVED AS RECOMMENDED X OTHER VOTE OF SUPERVISORS I HEREBY CERTIFY THAT THIS IS A TRUE X UNANIMOUS (ABSENT IV ) AND CORRECT COPY OF AN ACTION TARN AYES: NOES: AND ENTERED.ON THE MINUTES OF THE BOARD- ABSENT: ABSTAIN: OF SUPERVISORS ON THE DATE SHOWN. CC: County Administrator ATTESTED April 5 , 1988 - - --------- General Services % PHIL BATCHELOR, CLERK OF THE BOARD OF SUPERVISORS AND COUNTY ADMINISTRATOR BY ,DEPUTY M382/7-83 - Contra Co3ta County RECEIVED GENERAL SERVICES DEPARTMENT 1220 Morello Avenue, Suite 101 MAR 231988 Martinez, California 94553-4711 Extension 4920 Office of Cciun,tY A d m 1nistrator DATE: March 21, 1988 TO: Phil Batchelor, CountyWjiiistrator FROM: Barton J. Gilbert, it for eneral. Services SUBJECT: Status of Building Maintenance Programs General Services Department building maintenance activities and efforts may be summarized in two categories, as follows: 1. Major contract maintenance and repair projects. 2. On-going maintenance, repairs, cleaning, and preventive maintenance programs. A detailed listing of these two categories is as follows: MAJOR CONTRACT MAINTENANCE PROJECTS COMPLETED DURING FISCAL YEARS 1985-86, 1986-87, 1987-88 TO DATE Project Amount . Status New carpet, San Pablo, Central, and Pittsburg Libraries $ 34,215 Completed Reroofing, El Sobrante Library 11,968 Completed Reroofing, Pinole Library 38,000 Completed Exterior painting, Rodeo Veterans Building 13 ,900 Completed Electrical improvements, Rodeo Veterans Building 992 Completed Surface restoration of exterior walls, Courthouse, Martinez 256,794 Completed Reroofing, 651 Pine Street, Martinez 79,088 Completed Reroofing, Edgar Childrens ' Shelter (Pride House) 59,750 Completed Reroofing, Courthouse, Martinez $197,839 Completed `Phil Batchelor, County Administrator -2- March 21, 1988 Major Contract Maintenance Projects, continued Project Amount Status Reroofing, 1130 Escobar Street, Martinez (Sheriff) 102,114 Completed New carpet, 100 Glacier Drive, Martinez (Lions Gate) 20,000 Completed Fan renovation, Martinez Detention Facility 36,264 Completed New carpet, 834 Court Street, Martinez (Assessor) 11, 500 Completed New carpeting at various Civic Under Center locations 52, 321 Construction Remodeling and new carpeting, 4th Floor, 651 Pine Street, Martinez (Building Inspection/ Land Information) 13 ,735 Completed Reroofing, Merrithew Memorial Under Hospital 287,500 Construction Reroofing, Central Library, Pleasant Hill 31,169 Completed Reroofing, Byron Boys' Ranch ( 1985) 18,982 Completed Reroofing, Byron Boys ' Ranch ( 1987) 40 ,709 Completed ON-GOING MAINTENANCE, REPAIRS, CLEANING, AND PREVENTIVE MAINTENANCE PROGRAMS 1. Heating, ventilating and cooling systems- The primary mission of the Operating Engineers Division is operating and maintaining these systems. Routinely, components of these systems are inspected, adjusted, cleaned, tested, and drive belts and filters are changed. The Division has a staff of 18 , and its budget for fiscal year 1987-88 is $780,816. In addition to work done by the Operating Engineers, the Building Maintenance Division annually contracts for inspec- tion, testing, and servicing of the larger, more complex pieces of equipment. This includes limited disassembly and checking of internal parts such as bearings and drive shafts and an oil analysis, and serves to identify repair/replace- ment needs before failure occurs. Cost for this service in 1987 was $31,664. Funds to effect needed repair or replace- ment are requested as part of the annual General Services Department plant acquisition budget submission. For fiscal year 1987-88, $54,400 was requested and received. DPhil Batchelor, .County Administrator -3- March 21, 1988 On-going Maintenance, continued 2. Roofs. In 1980, an annual program was begun to inspect and perform maintenance on roofs. This program continues, although its main focus has been repairing roofs where leaks appeared during the previous rainy season. Expenditures are estimated to have been $50,000 a year, with about 60o having been expended on roofs at Merrithew Memorial Hospital. 3 . Electrical systems. Annual tests and inspection of electri- cal systems and electrically powered non-patient-care equipment is conducted at the Hospital and outlying clinics. This program complies with health care facility accredita- tion requirements. Precise costs are not available, but are estimated at $60,000 annually. 4. Carpet cleaning. Limited carpet cleaning has always been , done; however, in fiscal year 1986-87 , a program was begun to deep clean all carpets annually. Expenditures in that fiscal year were $30,897. This program continues. 5. Elevators. All elevators in County buildings are inspected, maintained, and tested in accordance with State standards. Expenditures, including necessary repairs, were $131,658 in fiscal year 1986-87. 6. Painting. In fiscal year 1986-87, approximately $270,000 was spent on painting County buildings, much of which was done on building exteriors. Funds were provided from the mainte- nance and plant acquisition budgets. 7. Fire Sprinklers. Fire sprinkler systems in buildings are inspected, tested, and repaired as necessary on a five-year cycle. Costs have averaged about $8, 000 a year. Other preventive maintenance is commonly done as part of repair work. For example, an electrician replacing a failed circuit breaker will also check the connections on other breakers in the panel, and a carpenter repairing a door lock will also check the hinges and door closer. Funds provided in the General Services Department budget are not sufficient to meet our desired level of maintenance. While. certain maintenance functions have been deferred, this is not to be misinterpreted as a lack of concern in establishing priorities for maintenance and repair projects. We make every effort to identify those projects which, if not undertaken, would cause expenditure of additional funds and/or damage or destruction to the facility involved. BJG:dcg