The Chester County Intermediate Unit Facilities Management

Report
Privileged & Confidential
The Chester County Intermediate Unit
Facilities Management Success
•
Construction Management
410,000 s.f. in new construction
projects.
•
Construction of two vocational schools
and one Educational Services Center.
•
Over 538,000 s.f. in renovation projects.
•
Operations Management
Manage 1,489,000 s.f. at fourteen
primary locations in five county area.
•
Assisting the Octorara Area School
District with Management of Facilities
and Operations.
•
CCIU electricity management
programs have saved $855,796 in 4
years.
•
Awarded $500,000 solar energy grant.
•
Joint Purchasing Program saves
school districts and municipalities over
$1.4 million per year.
Chester County Intermediate Unit Partnership with ServiceMaster
•
Recognition of unique school
operational requirements.
•
Understanding of Collective Bargaining
Agreements and benefit costs.
•
Budgetary challenges created by Act 1
and economic climate.
•
Objective analysis of existing school
district operations.
•
Data driven recommendations and
logical implementation plans.
•
High Customer Service Standards
Comparison of Total Operation and Maintenance Costs
Chester County School Districts
2010-2011 Annual Financial Report Data
Octorara Area SD
Oxford Area SD
Avon Grove SD
Phoenixville Area SD
Kennett Consolidated SD
Unionville-Chadds Ford SD
Great Valley SD
Owen J Roberts SD
Tredyffrin-Easttown SD
Coatesville Area SD
Downingtown Area SD
West Chester Area SD
2,889,807
3,842,058
4,365,133
5,287,464
5,674,849
5,799,728
6,272,925
8,362,149
9,928,111
10,958,814
13,121,864
15,320,913
Comparison of Operation and Maintenance Costs per Student
Chester County School Districts
2010-2011 Annual Financial Report Data
Avon Grove SD
Oxford Area SD
829
1,013
Downingtown Area SD
1,114
Octorara Area SD
1,119
West Chester Area SD
Kennett Consolidated SD
Unionville-Chadds Ford SD
Tredyffrin-Easttown SD
Great Valley SD
Coatesville Area SD
Phoenixville Area SD
Owen J Roberts SD
1,295
1,327
1,414
1,538
1,557
1,576
1,592
1,660
Comparison of Operation and Maintenance Costs per Student
School Districts with Enrollment of 3,700 – 4,800 Students
2010-2011 Annual Financial Report Data
Oxford Area SD
Southeast Delco SD
Springfield SD
Kennett Consolidated SD
Garnet Valley SD
Unionville-Chadds Ford SD
1,013
1,097
1,253
1,327
1,334
1,414
Upper Dublin SD
1,533
Wissahickon SD
1,535
Great Valley SD
Colonial SD
Upper Merion Area SD
Rose Tree Media SD
Cheltenham Township SD
1,557
1,684
1,712
1,772
2,007
Comparison of
Operation and
Maintenance
Costs of
Delaware Valley
School Districts
2010-2011 Annual
Financial Report Data
Privileged & Confidential
8
Privileged & Confidential
With more than 5,000 company-owned and franchise locations in North America,
100+ offices in Pennsylvania alone, Memphis-based ServiceMaster is one of the world’s largest,
and most respected, residential and commercial service networks. ServiceMaster Commercial
combines trusted ServiceMaster® brands, a network of pre-screened and qualified service
providers and a convenient, cost-effective technology platform to manage your facilities’
maintenance needs. Access and manage the array of ServiceMaster® Commercial services, all
from one single portal and through one point of contact.
ServiceMaster By the Numbers
7
5,000
21,000
10,000
8Mil
$3Bil
Trusted
Brands
Locations in
North America
Company
Employees
Service
Vendors
Customers
Serviced
Annual
Revenue
Privileged & Confidential
We utilize the latest technology to streamline processes, collect and view data,
deliver services and generate reports on demand. We will customize a web based
portal for the Kennett Consolidated School District that provides:
Desktop, tablet and mobile
On-demand reporting
Proactive alerts
System connectivity
Request services and access
live information in the office
or field
Up-to-date, customizable
reporting illustrates trends in
spending and service delivery
quality
Proactive, event-driven alerts
bring critical situations to the
attention of managers
Our platform integrates with
your back office to leverage
existing processes, as needed
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Privileged & Confidential
11
ServiceMaster Proposal
Phase 1
Improve Operations and Reduce Costs
 Once ServiceMaster is on site, promptly begin a thorough evaluation of staffing in
order to ensure that departments are properly, efficiently and effectively staffed.
 Our preliminary research of the Kennett Consolidated School District has indicated
that we can potentially reduce the custodial staff , that more efficient equipment
and service delivery techniques can be used and scheduling can be improved
upon. (Proposed changes are subject to collective bargaining restrictions)
 We can estimate that full implementation of our changes will bring savings in
excess of $400,000 annually.
 ServiceMaster will agree to purchase equipment currently owned by the district.
The purchase price and terms can be discussed after inspection.
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ServiceMaster significantly reduces
process and operating costs without any
infrastructure investment.
For Kennett Consolidated School District,
it means:
MORE EFFECTIVE FACILITY SERVICE
MANAGEMENT
 Single point communication to better
manage staff/vendors throughout entire
portfolio of locations
 immediate access to all
service and budget information via
online portal.
 better document organization by having
direct access to all critical data via the
online portal.
 customized reports to meet the needs
ad requirements of all level of
management
 Best in Class service providers
ENHANCED COMMUNICATIONS
 place and track service requests by
phone, fax, e-mail, cell, etc.
 dedicated Management team support
 24/7/365 operations
INCREASED CONTROL
 Allows management to monitor all services in real
time for all staff.
 Provides full visibility from one vantage point via
online portal
 Proactive alert system to alert appropriate staff of
priority events or situations
 Work Order management technology
ENSURED COMPLIANCE
 Legal compliance by working directly with school
districts legal representation
 budgetary certainty by entering budgets into
online portal and keeping a real time accounting
of all activity
 contractor licensing via our vendor management
team
 risk management handled by ServiceMaster
 Insurance & tax issues handled by Service Master
support staff
REDUCED COSTS
 Provides manual/administrative processing
efficiencies via our central support staff
 streamlines inefficient processes
 Leverage ServiceMaster’s buying power
Projected Savings: Option One (Recommended)
Existing Night Custodial Staff compared to ServiceMaster Services
Projected Saving at existing staff level
Night Staff Only
Projected Savings thru Staff reconfigurations
and ServiceMaster Programs
In-hous e
SVM Empl oyee
Savings
% from Baseline Total
2013
2014
2015
$ 1,401,799 $ 1,513,728 $ 1,595,023
$ 1,140,174 $ 1,168,678 $ 1,197,895
$ 261,624 $ 345,049 $ 397,127
18.7%
22.8%
24.9%
In-hous e $ 1,401,799
SVM Empl oyee $ 1,009,054
Savings $ 392,744
% from Baseline Total
28.0%
$ 1,513,728
$ 1,034,280
$ 479,447
$ 1,595,023
$ 1,060,137
$ 534,885
31.7%
33.5%
Projected Savings: Option Two (Recommended for Future Consideration)
Existing Day & Night Custodial Staff compared to ServiceMaster Services
2013
2014
2015
$ 1,641,116 $ 1,772,580 $ 1,868,054
$ 1,339,434 $ 1,372,920 $ 1,407,243
$ 301,682 $ 399,660 $ 460,811
18.4%
22.5%
24.7%
Projected Saving at existing staff level
Night & Day Staff Only
In-hous e
SVM Empl oyee
Savings
% from Baseline Total
Projected Savings thru Staff reconfigurations
and ServiceMaster Programs
In-hous e $ 1,641,116 $ 1,772,580 $ 1,868,054
SVM Empl oyee $ 1,205,491 $ 1,235,628 $ 1,266,519
Savings $ 435,625 $ 536,952 $ 601,536
% from Baseline Total
26.5%
30.3%
32.2%
Projected Savings: Option Three (Recommended for Future Consideration)
Existing Head Custodial Staff compared to ServiceMaster Services
Projected Saving at existing staff level
Head Custodians Only
Projected Savings thru Staff reconfigurations
and ServiceMaster Programs
2013
2014
2015
In-hous e $ 460,018 $ 500,283 $ 529,175
SVM Empl oyee $ 422,168 $ 432,722 $ 443,540
Savings $ 37,850 $ 67,560 $ 85,634
% from Baseline Total
8.2%
13.5%
16.2%
In-hous e $ 460,018 $ 500,283 $ 529,175
SVM Empl oyee $ 379,951 $ 389,450 $ 399,186
Savings $ 80,067 $ 110,832 $ 129,988
% from Baseline Total
17.4%
22.2%
24.6%
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Projected Savings: Supplemental Supply Savings with Option 1 and 2 (Recommended)
Existing Supply Expense compared to ServiceMaster Services
2013
2014
2015
Supply Costs
In-hous e $ 88,518 $ 90,288 $ 92,094
SVM $ 64,794 $ 66,375 $ 67,998
Savings $ 23,724 $ 23,913 $ 24,096
% from Baseline Total
26.8%
26.5%
26.2%
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Summary of Recommendations
 Engage ServiceMaster to provide night custodial services only (Option One) and
related supply procurement effective July 1, 2013.
Projected Savings in 2013-2014:
$416,468
 Evaluate ServiceMaster transition and performance during 2013-2014.
 Based on ServiceMaster performance, KCSD staffing turnover, and future budget
development; consider the expansion of ServiceMaster services to include Lead
and Day custodial positions in the future.
 Begin dialog with neighboring school distrcts about possible regional operations
and maintenance management arrangement to leverage the skills and talent of
the KCSD staff and reduce costs through shared services.
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Questions and Next Steps?
Bob Baldwin
Vice President - Commercial
The ServiceMaster Company
860 Ridge Lake Blvd. (A2-1696)
Memphis TN 38120
Office: 1 (901) 597-1838
Cell: 1 (703) 402-6958
Twitter: @WeServeYou
www.servicemastercommercialsolutions.com
Joseph P. Lubitsky
Director of Administrative Services
Chester County Intermediate Unit
455 Boot Road
Downingtown, PA 19335
Phone: 484-237-5070
Fax: 484-237-5081
[email protected]
Charles R. Gibson, Jr.
President
ServiceMaster Building Services
623 Jeffers Circle
Exton, PA 19341
Office: (610) 363-5766
Cell: (610) 322-5262
[email protected]
THANK YOU!!
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