Agenda Item No. VI. B. 2.

Washburn University Board of Regents







SUBJECT: Deferred Maintenance and Capital Renewal Assessment



BACKGROUND:



In the fall of 2002, the Kansas Board of Regents performed a study titled "Report on State University Deferred Maintenance and Capital Renewal," in an effort to quantify the physical condition of the state university campuses. The thoroughness and accuracy of the initial report was limited.



At the March 2004 State University Council of Presidents meeting, the President's and Chancellor charged the Business Officers to develop a plan for addressing deferred maintenance that would include annual spending and some revenue bond financing. Facilities audits were conducted by the Director of Facilities for the Kansas Board of Regents, in conjunction with the university architects, in 537 buildings following sample audits that were performed to establish benchmarks.



In July 2004, an RFP was sent to three well-known facilities management consultants, suggested by the Association of Physical Plant Administrators (APPA). The Council of Business Officers and the Campus Architects reviewed their credentials and ISES Corporation, Atlanta, Georgia was selected to ensure the process was applied consistently across the state and to provide validation to the process being undertaken. Following the validation process, in the Fall of 2004, the Kansas Board of Regents presented a report prepared by the ISES Corporation on State University Deferred Maintenance and Capital Renewal. This report was produced in an effort to identify the magnitude of deferred maintenance on the state university campuses.



The report presented cost amounts needed to bring the buildings, utilities and infrastructure of the Kansas Board of Regents' institutions to a current acceptable level and called for the development of a funding plan to address corrective measures recognizing two factors: the need for deferred maintenance backlog reduction and sufficient capital to perform on-going maintenance.



During the past legislative session, concern about the magnitude of higher education deferred maintenance across the state was discussed and a request was made for deferred maintenance cost information to be developed for the state Regents institutions, the 19 community colleges and Washburn.



The Director of Facilities for the Kansas Board of Regents contacted two consultants (3DI and ISES) to provide costs for conducting audits of the 19 community college campuses. Washburn requested to be included in the process with the community colleges.



DESCRIPTION:



The community colleges approved hiring ISES Corporation to perform the facilities assessment for the 19 community colleges based on the need to provide consistent data to the legislature for the Kansas Board of Regents institutions and the state's community colleges. As a result, the Washburn administration also feels it should also use ISES to perform its facilities assessment.



The systems to be included in the assessment are:

Site to 5 feet around buildings; including utility shutoffs, paving, stairs, retaining walls, and other landscape elements

Exterior wall finishes, windows and roof systems

Interior construction and finishes

General Health and Life Safety issues

Recommended ADA improvements

Heating, ventilation and air conditioning (HVAC) systems

Electrical power and communications systems

Plumbing

Fire protection

Elevators

Tunnels, parking lots and other campus infrastructure



Basic services will include:

Documenting relevant background information on existing facilities

Assessing physical condition and determining anticipated life-cycle of overall structure and major component systems

Developing cost estimates and determining priorities for deficiencies

Providing background information on national standards to establish the basis for evaluating backlog maintenance and costs required to remedy deteriorating conditions

Providing an asset database that can be maintained by the campus



FINANCIAL IMPLICATIONS:



The cost of the facilities assessment should not exceed $50,000 with funding provided from Regents' Contingency.



RECOMMENDATION:



President Farley recommends the Board of Regents approve Washburn participating in the state-wide higher education assessment process and entering into a consulting contract with ISES Corporation to provide a facilities assessment of the Washburn campus.



______________________ ______________________

Date Jerry B. Farley, President


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