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Deferred Maintenance

Building and Property Services maintains and provides utilities to state buildings, parking facilities and grounds included in the agency's inventory. This inventory includes the Governor's Mansion, most of the buildings and garages located in the Capitol Complex and North Austin Complex, the State Aircraft Pooling Board as well as other facilities located throughout the state. The Division maintains 45 buildings and 17 parking garages totaling more than 9.7 million square feet. The Division is authorized 166.5 FTEs and is comprised of the following eight programs.

Administration Program provides for the maintenance of the Division records, files, procurements, contracts, policies and procedures; processes employee personnel actions and all maintenance service orders; provides administrative support for Division Managers and Supervisors; and, maintains office equipment, supplies, telephones, and computer equipment and services. All requests for services are received by the administrative staff and directed to the specific service technician or program for correction. Administration bills the using agencies for services that are chargeable. The Program also maintains all Performance Measure data for the Division and publishes the Facility Tenant Manual. The Manual is available in Word 97 and Portable Document Format (pdf)*.

Risk Management/Safety Program is responsible for ensuring that all TBPC programs operate in accordance with established safety guidelines and that risk associated with these programs are identified and mitigated where possible. This program is established to minimize and control exposures to loss that could effect its human, physical, fiscal, and environmental resources and provide its employees with a reasonably safe place of employment free of recognized hazards which could cause or contribute to accident, injury or illness. This Program also represents the TBPC with the DPS/Division of Emergency Management and the Governor's Emergency Management Council in all disaster related emergency situations within the State.

Grounds Maintenance Program is responsible for the maintenance and repair of the grounds, parking facilities and surface lots on the agency's inventory in Travis County. The program is responsible for over 4 million square feet of landscape area and 5 million square feet of parking lots and garages, reviews landscape plans for new and remodeled buildings on the TBPC's inventory, and provides support for special events and State functions.

Operations and Maintenance performs total maintenance and repair of building systems internal and external. Examples are electrical, HVAC, plumbing, carpentry, painting, hardware, fire alarm systems, building automation systems and architectural systems. The Program maintains 24 hours, 7 days per week, three central power plants which provide heating and cooling for State Office Buildings within the Capitol Complex and North Austin Complex, as well as maintain and monitor twelve stand alone systems in buildings not receiving chilled water and/or steam from our Central Power Plants. An Electronic Controls System section maintains and programs the fire alarm systems and the HVAC energy management systems for the facilities. The fire systems are comprised of multiple computer programs and approximately 10,000 smoke/heat detectors. Our Preventive Maintenance Section provides for periodic inspection of equipment to uncover conditions leading to equipment breakdown or harmful depreciation, and the correction of the condition to prevent such loss. Preventive maintenance includes examination, lubrication, replacement of parts, minor adjustments and minor repairs of equipment and systems which are performed on a scheduled basis, i.e. (weekly, monthly, quarterly, etc.).

Minor Construction Program performs minor renovations and rehabilitation for the tenants in TBPC buildings. This program is 100% cost recovery. There are times when this section will contract and administer outside vendors in renovation projects. Minor Construction Director administers seven requirement contracts to support Minor Construction and Building Property Services sections to help meet our customers needs.

Deferred Maintenance Program (DMP) was established to meet capital improvement needs for each state owned facility on the TBPC inventory. Projects under the Deferred Maintenance Program must meet the following criteria:

  • repair or replace broken critical building systems that have exceeded their life expectancy and to avoid liabilities associated with life-safety or federally mandated compliance programs and disruption of vital government operations;
  • eliminate any deferred maintenance by upgrading buildings and equipment to lower maintenance cost and liabilities;
  • upgrade building systems to increase current building capacities such as the 153 Rule that allows more employees per square foot to be housed in state-owned office buildings; and
  • improve performance levels consistent with industry standards through installation of high efficiency equipment with new technology to lower utility costs and maintain realistic preventive maintenance practices
. Deferred Maintenance Program Funding:

The 75th Legislature authorized $11,920,237 for FY 98-99 for the completion of projects. The 76th Legislature authorized funding for approximately 60 DMP projects for FY 00-01. The appropriated funds for these projects total $14,900,000. Those projects are slated for completion during the 00-01 Biennium.

Energy Management/Utilities/LoanSTAR

  • Energy Management: One of the more influential efforts has been in the area of continuous commissioning. A periodic tune-up and re-examination of building use often identifies low cost measures that can have dramatic and lasting effects on energy use. Maintenance Support provides technical support to daily maintenance efforts, essential to maintaining efficiency. Most assistance is in the areas of systems trouble-shooting and input on the general approach to maintenance and operation of systems. Design Review and Input is another effort with long term effects yet with relatively low cost implications in the process of design review and input from an energy perspective. These review efforts extend to new construction, tenant additions, deferred maintenance projects and maintenance repairs. During and after initial occupancy of a facility, the focus shifts to adapting the finished product to best support the client's program, while maintaining the intended efficiency.

    Summary: In addition to effectiveness in the area of energy performance, all efforts further focus on simplicity and maintainability over the life of the facility. Any system must first satisfy the requirements of the supported function.

  • Utilities: Responsible for providing and managing the utilities for approximately 42 conditioned facilities totaling over 6 million square feet. Presently, annual costs are approaching $10M. In 1995, in collaboration with the University of Texas, TBPC was able to negotiate a more favorable rate structure with Austin Energy that applies to the vast majority of facilities on TBPC inventory
  • LoanSTAR: A revolving loan program administered by the State Energy Conservation Office. Seed money for the program resulted from refunds, secured by the U.S. Department Of Energy, of oil over-charges occurring in the late 1970's and early 1980's. The program offers low interest loans to various governmental entities to accomplish Energy Cost Reduction Measures (ECRM). The loan is repaid from the savings generated.
TBPC began participation in the program in 1989, with the first loan in the amount of $3.9M. Between 1995 and 1998, there was a second round of loans, with work totaling just over $1.5M. Work is underway on the most current loan of $1.1M. The current loan establishes funding for lighting and variable frequency drives retrofits as well as control systems upgrades and boiler replacements. Each of the funded ECRMs must meet certain payback criteria and are monitored by third parties during installation. A sampling of projects are monitored after retrofit to confirm performance. PUC Team: TBPC is part of a pilot project in conjunction with the Public Utility Commission, Office of the Attorney General and the Department of Economic Development Board in an attempt to prepare for deregulation of the electric production industry.

Contract Management Program (out of Austin Facilities) oversees the contracted property management firms performing these duties in Waco, Houston, Fort Worth, Corpus Christi, San Antonio and El Paso. The facilities in these cities total approximately 1 million square feet of space with over 3,300 occupying tenants. Private sector property management firms staff these facilities and report to our Contract Administrator. These firms are responsible for managing the maintenance, operations, security, grounds and custodial functions of the property.