The University of Iowa Facilities Governance Report Fiscal Year 2005 Introduction The University of Iowa (UI) launched several facilities-related initiatives that provide the framework for enhancing its stewardship of physical facilities. In Fiscal Year 2005, it completed an independent facilities condition assessment of the General Fund buildings on campus, introduced energy management strategies to ebb increasing energy demand, and developed the groundwork to address aggressively campus fire and life safety improvements. These initiatives produced very positive results for the campus; and they continue to serve as future building blocks toward improved stewardship of the campus physical environment. The comprehensive assessment and subsequent analysis of the condition of facilities provides important information about the University’s deferred maintenance needs (catch-up expenses), and capital renewal needs (keep-up expenses). The assessment, conducted by ISES Corporation, was much more thorough than previous assessment methods and uncovered a much larger deferred maintenance backlog than was formerly recorded. The ISES study also revealed the importance of identifying and quantifying capital renewal needs. Capital renewal is the timely replacement or renewal of building components that reach the end of their useful life. Capital renewal investments avoid adding to a deferred maintenance backlog. As a result of the ISES study and subsequent institutional analysis and discussion regarding capital renewal, the UI expanded its total-cost-of-ownership for new facilities to include a capital renewal component. This cost of ownership model led to the collaboration among Regents Universities and the Board Office to develop common definitions, and develop the “Facilities Stewardship Proposal” that was presented to the Board of Regents in November 2005. The University of Iowa is undertaking an aggressive approach to reducing the amount of energy consumed in its facilities. The campus initiated several energy management strategies: including building system improvements, utilities infrastructure improvements, energy purchasing/use strategies, and energy awareness. Promoting energy awareness across campus was largely propelled by the Energy Conservation Advisory Council, which was formed to plan, develop, and review progress toward the energy conservation initiatives. Initiatives that gained impetus in Fiscal Year 2005, discussed in some depth below, have created a firm foundation for the work to come. To focus future efforts, the council membership, representing the UI faculty, staff, students and administration, is currently creating a campus-wide comprehensive energy policy. With the completion of the ISES facilities condition assessment in June 2005, and an updated State Fire Marshal inspection scheduled for completion in Fall 2005, UI is better positioned to review, analyze, and address fire safety deficiencies. A major category of the ISES assessment addressed fire and life safety needs. In addition, ISES data and metrics provided the basis for a decision-making framework related to the long-term renewal or removal of existing facilities. This information will assist UI in working with the State Fire Marshal to determine solutions to building deficiencies that are consistent with both the immediate and long-term use (or non use) of the facility. While the UI has taken major strides forward in taking a long-term institutional view that aims to reduce the total cost of ownership, these efforts do not stand alone in Fiscal Year 2005 and are not complete unto themselves. The interrelationships among various elements of facilities stewardship will continue to be forefront in the UI management of its facilities. Acreage and Space Information Campus Acreage: On-Campus Acreage UI Off-Campus Acreage* 1983 acres 449 acres *Off-campus acreage: Macbride Nature Center and Hills Observatory Gross Square Footage (GSF) by Year of Construction (All campus facilities as of July 1, 2005): Years Pre1930 1931-1950 1951-1960 1961-1970 1971-1980 1981-1990 1991-2000 2001 – present Gross Square Feet of Initial Construction Facilities Replacement Cost* 2,518,907 629,653 1,029,386 2,960,599 2,370,229 2,301,598 2,496,122 1,134,357 896,284,700 183,437,850 310,145,950 902,153,050 800,466,250 774,183,300 916,054,900 408,797,500 Total 15,440,851 $5,191,523,500 *Based upon the recently agreed upon replacement costs by building type. The facility replacement cost (FRC) represents the total expenditure (in current dollars) required to replace a facility, inclusive of construction costs, design costs, project management costs and project administrative costs. The FRC does not include moveable equipment and furniture. The FRC of a new facility equals the total project cost of that facility, minus moveable equipment and furniture. To calculate this value, the University of Iowa, Iowa State University, University of Northern Iowa and the Board of Regents Office agreed to assign the following values for types of construction: Level Type Level 1 Laboratory Intensive Level 2 Mixed Laboratory Level 3 Administration/Office/ Classroom Level 4 Service and Support Level 5 Warehouse/Shop/Storage Description more than 50% of space teaching and research activity requiring high end utilities and equipment less than 50% of space with teaching and research activity requiring high end utilities and equipment dry space with large number of occupants/users production activities with small number of occupants/users limited services Value $450/GSF $350/GSF $300/GSF $200/GSF $100/GSF 2 Gross Square Footage (GSF) by Year of Construction (General Fund – includes Oakdale Campus -- as of July 1, 2005): Gross Square Feet of Initial Construction Years Pre1930 1931-1950 1951-1960 1961-1970 1971-1980 1981-1990 1991-2000 2001 – present Facilities Replacement Cost* 1,769,212 350,036 413,487 894,544 1,574,643 731,596 580,371 695,731 604,453,550 104,127,400 129,823,250 311,749,750 507,252,400 234,757,600 210,309,800 262,194,600 Total 7,009,620 $2,364,668,350 *Based upon the recently agreed upon replacement costs by building type. Highlights of Changes to Gross Square Feet Recorded in FY 2005 Phillip D. Adler Journalism and Mass Communication Building - Opened for classes in January 2005 and replaced the functionally obsolete Communications Center; the 84,500 square foot Adler Building houses the School of Journalism and Mass Communication (College of Liberal Arts and Sciences), The Daily Iowan, and the Department of Cinema and Comparative Literature. Burge Residence Hall - The renovation of Burge Residence Hall included a dining space with a marketplace-style design offering students wide range of services, selection of foods, and operational hours. Mirroring the popular Hillcrest Market Place, which opened in the west campus residence hall area in 2000, the Burge Market Place offers a variety of food stations for each meal. The facility was designed to serve a peak meal volume of 2,800 meals for a weekday lunch. The renovated area includes approximately 59,200 gross square feet. Pomerantz Center - Construction of the new Pomerantz Center, a 73,150 gross square foot facility located across from the John Pappajohn Business Building, brings together a number of University of Iowa career-related services. It houses the Admission Visitors Center, the Academic Advising Center, MBA Career Services, the Executive MBA Program, the UI Alumni Association's Career Information Network, and the Marvin A. and Rose Lee Pomerantz Career Services Program. The building also contains a 400-seat auditorium and six general assignment classrooms that are used by many undergraduate programs. Types and Usage of Space Code 000's 100 200 300 400 Classification Unclassified Classroom All Labs Office Study NASF Campus w/o Hospital 424,603 327,134 1,280,891 1,539,829 519,154 NASF UIHC only 266,706 873 16,937 638,532 18,002 Total NASF 691,309 328,007 1,297,828 2,178,361 537,156 % of Total Excl. Res 8.56 4.06 16.07 26.98 6.65 % of Total All 7.34 3.48 13.77 23.12 5.70 3 500 600 700 800 900 Special Use General Use Support Health Care Subtotal Residence 608,364 676,706 480,582 64,067 5,921,330 1,336,232 700 74,048 82,337 1,055,005 2,153,140 12,635 609,064 750,754 562,919 1,119,072 8,074,470 1,348,867 7.54 9.30 6.97 13.86 100 6.46 7.97 5.97 11.88 85.69 14.31 Total 7,257,562 2,165,775 9,423,337 100 100 Classroom Utilization The most current classroom utilization data is reflected below. The next analysis of classroom utilization data is anticipated in Fiscal Year 2006. Fall 2003 General Assignment Classrooms Departmental Classrooms Departmental Laboratories Number of Rooms Average Room Hours Assigned to Scheduled Classes per Week 198 96 109 33.26 13.79* 16.1 Number of Seats 10,279 5,074 2,646 Utilization of Stations When Room is Occupied 62.17% 51.57% * These hours exclude non-classroom use by departments (conferences, etc.) 71.1% Institutional Shared Policies and Procedures – Cooperation / Coordination among Institutions The Regents Universities are collaborating in a number of facilities-related areas. This collaboration allows the universities to share best practices with each other and to pool our resources to investigate and pursue innovative and cost saving approaches. The first ten are new initiatives; others are sustained efforts. 1. The Regents Code Review Team (RCRT), which has members from Iowa State University, the University of Northern Iowa, the Board of Regents and the University of Iowa, conducted extensive research in various building, fire and life safety codes and made a recommendation to the Building Code Director in cooperation with the State Fire Marshal’s Office, which was favorably received. 2. UI, ISU, and UNI collaborated and developed new, uniform facilities replacement value methodology. 3. UI, ISU, and UNI collaborated with the Board Office’s on changes to the Iowa Administrative Code §681, Chapter 9. 4 4. The facilities management departments and the Board Office coordinated the development of definitions pertaining to the total cost of facilities ownership; including capital renewal, operating costs, and facilities replacement value. 5. UI, ISU and UNI developed a common Capital Renewal Reinvestment rate of 1.5% of facility replacement value. 6. Representatives from the University of Iowa visited Iowa State University to exchange information on reducing the cost of central chilled water production and distribution. Topics of discussion included variable primary and primary/secondary pumping of chilled water, building cooling coil retrofits to achieve acceptable building chilled water return temperatures and control methodologies for building and central plant chilled water systems. 7. The three institutions recently began working with A.T. Kearney on a strategic sourcing project. The initial wave of commodities for review includes maintenance supplies and fuels. 8. The first Meeting for Interior Design for UI, UNI and ISU was hosted by the University of Iowa to discuss purchasing policies, furniture contracts and carpet recycling. 9. UI, ISU, and UNI collaborated and developed a series of classifications within the Merit System for Utility Electronic and Instrumentation Technician Series I, II and III. Currently, efforts are ongoing between the three institutions to develop a mechanical maintenance series to replace the Power Plant Repairer classification. 10. UI, ISU, and UNI are evaluating the benefits and potential cost savings from bidding limestone supply and ash removal for all three institutions 11. Utilities departments of UI, UNI and ISU meet quarterly to share ideas/problems and to collaborate on all matters related to utilities. 12. UI Utilities is loaning a portable steam-blow muffler to ISU, avoiding duplicate purchase of expensive equipment. 13. The three universities share a boiler-water chemical treatment contract with NALCO Chemical Company that is administered by ISU. 14. An environmental emissions testing services contract with Comprehensive Emissions Services, administered by ISU, is shared by the three universities. 15. UI’s 5-year fuels testing services contract with Standard Laboratories allows the option to add other Regent institutions at their discretion. 16. UI, ISU, and UNI project design and construction staff and the Board Office meet every three months to discuss general construction and design issues. 17. Representatives of UI, ISU, UNI, and the Board Office meet twice a year with the Master Builders of Iowa; these meetings are to discuss general construction issues. 18. The Regent universities share a common boilerplate construction contract and comply with the same approval rules via capital requests. 19. ISU and UI are members of the Higher Education Facilities Management Association (HEFMA), which meets three times a year. Space Planning personnel from UI, ISU and UNI consult throughout the year. 5 20. Facilities managers and HR staff from UI, ISU, and UNI have collaborated to work on classifications schemes that allow for staff development and career paths for facilities personnel. Energy Conservation and Energy Costs Energy Conservation The University of Iowa is striving to go well beyond a “program or initiative” and embed energysaving best practices into its long-term operational and institutional culture. To help reach this goal, the UI established the campus Energy Conservation Advisory Council in Fall 2004. The Council, chaired by Professor Jerry Schnoor, is a representative committee of faculty, staff and students to help plan, develop, review and implement campus energy conservation initiatives. In addition, the Council has helped spawn a number of burgeoning departmental partnerships with Facilities Management, including the College of Engineering, Engineers for a Sustainable World, Residence Services, the UI Student Government, the Sigma Pi Altruistic Campus Experience project, Information Technology, and Purchasing. These partnerships have helped broaden participation across campus. Other partnerships with service providers have aided in the search for and implementation of innovative technological solutions. Working closely with several business partners, such as Mid American, Johnston Controls, Andover Controls, Stanley Consultants, and others, Facilities management is continuing to integrate best practices into its energy management efforts. While Facilities Management has long been involved in energy conservation and purchasing strategies, partnerships like these help the UI magnify its efforts. Accomplishments in Fiscal Year 2005 included establishing the Energy Conservation Advisory Council, building partnerships, and launching an energy awareness campaign that contributed to a reduction in energy costs (from what it otherwise would have been) of approximately $400,000. In addition to the energy awareness outreach activities on campus, Facilities Management initiated two major types of energy conservation strategies that Facilities Management in Fiscal Year 2005: Campus-wide energy system Improvements and a building energy audit program. Facilities Management hired an energy engineer in November 2004, who began building audits and building improvement programs that contributed to the reduction in expense. Campus-wide energy system improvements involve looking at a specific energy systems, such as lighting, chilled water and steam and identifying both design standards and energy conservation measures that can be implemented on a campus-wide basis. Building energy audits are studies that identify low cost energy conservation measures that can be implemented in the short term for immediate energy savings, and projects that require capital investment to achieve energy savings. 6 Campus-wide Energy System Improvements • Chilled Water Optimization Projects - The University of Iowa initiated two major chilled water projects in Fiscal Year 2005 to both reduce energy consumption and delay the urgency of building additional chilled water capacity. Both the UIHC and the General Education Fund buildings implemented chilled water optimization projects in time for the 2005 cooling season. The energy savings and capacity improvements from these projects will be fully realized Fiscal Year 2006 and beyond. Besides saving energy costs in the short term, these projects reduce capital costs in the future. Chilled water system optimization will be an on-going energy conservation strategy for Facilities Management. Facilities Management purchased PI System, a real-time information management software displaying usage data in real time and archiving data for later analysis. Facilities Management staff are using PI System data for cooling load analysis in order to improve system designs for new construction and renovations. • Lighting Standards Study – Initiated in 2005 and funded by the MidAmerican Energy Advantage Program, the lighting standards study will analyze energy efficiency, life cycle cost, maintainability, lighting quality and light levels for typical spaces, such as offices, classrooms and hallways and develop comprehensive standards for design and operation. The goals of the study are threefold: (1) provide lighting standards and specifications for new construction and retrofit projects; (2) identify lighting efficiency projects that can be implemented in existing buildings; and (3) provide commissioning guidelines for lighting projects to ensure correct installation and energy efficient operation. The study will be complete in Fiscal Year 2006. • Steam Trap Maintenance Program - A campus-wide energy system improvement with a very short-term return on investment, the Steam Trap Maintenance Program was initiated in Fiscal Year 2005 to correct improperly functioning steam traps that waste steam and overheat spaces. Steam trap maintenance programs typically save 5 to 10 % of the steam usage in a building. An individual in Facilities Management was assigned to focus solely on steam traps and to repair or replace any malfunctioning trap. The efforts initiated in Fiscal Year 2005 will be ongoing. Building Energy Audit Program In Fiscal Year 2005, Facilities Management focused on implementing an energy audit program involving collecting information about energy usage and costs for each building, compiling an overview of the building energy systems and the capabilities of the building automation systems (BAS), and determining which buildings warrant more detailed studies. One result of this effort was the identification of potential lighting projects that were packaged into the scope of work for a comprehensive lighting standards study. Another example of an outcome of the audit was the identification of energy inefficiencies discovered within the University Services Building. This relatively new building that was assumed to be operating efficiently until Facilities Management staff identified a multi-year trend of rising energy costs; prompting measures to alter the scheduling of HVAC equipment, improving boiler controls, air balancing, and fixing chiller problems that have caused large increases in energy usage over the last 3 years. The energy conservation measures that were implemented will reduce annual electric costs in the building by more than $20,000. 7 Facilities Management staff worked with UI engineering students on an energy survey of the Iowa Advanced Technology Laboratory for a class project. The $50,000 of potential energy conservation measures this project identified formed the basis of a proposal to have an outside consultant perform a detailed audit of the building. This audit will take place in Fiscal Year 2006. Another aspect of UI’s energy audit strategy is to utilize the resources available through the MidAmerican Energy Advantage program. The program offers incentives and funds energy studies leading to conservation improvements. The partnership with Mid American Energy Corporation has provided financial support needed to implement improvements with attractive returns on investment. The heightened energy awareness and positive outcomes at the UI has helped it glean state and national recognition. Some of the awards and honors that have flowed from this include: • Biomass Fuel Project: APPA “Effective and Innovative Practices” Award, 2005 • Biomass Fuel Project: Governor’s “Special Recognition in Energy Efficiency / Renewable Energy” Environmental Excellence Award, 2003 • UI Power Plant: Governor’s “Special Recognition in Air Quality” Environmental Excellence Award, 2003 • Top 10 on the 2005 A-list in Buildings Magazine highlighting UI Energy Conservation initiatives • Engineers for a Sustainable World (ESW): EPA “People Prosperity and Planet” Award Energy Costs The University of Iowa’s main power plant operates a combined heat and power plant with two solid fuel boilers and two gas boilers. Controlled extraction steam turbines provide the ability to co-generate economically and efficiently approximately one-third of the total facility electric power needs of the campus and hospital complex. Due to the large difference in the costs of fuels, the two solid fuel boilers are used as base-load units and the natural gas boilers are reserved for peaking and backup. In response to recent escalations in natural gas costs, Facilities Management is modifying the winter boiler operating strategy to further reduce the amount of expensive natural gas fuel consumed. In the near future, the University’s steam production capacity will need to be increased to adjust for boilers that are beyond their useful service life, as well as to address subsequent demand growth. A number of alternatives to increase steam production capacity are being evaluated by Facilities Management through a contract with RMF Engineering, Inc. The UI purchases four forms of fuel: stoker coal, fluidized bed coal, natural gas and biomass. It is useful to compare the relative amounts of purchased fuel in Fiscal Year 2005, by the type of fuel consumed and by the cost of each type. 8 FY 05 Consumption (MMBTU) by Fuel Type FY 05 Cost by Fuel Type Stoker Coal 40% Stoker Coal 39% Biomass 7% Biomass 15% Fluidized Bed Coal 23% Fluidized Bed Coal 35% Natural Gas 11% Natural Gas 30% • Natural Gas represents 11% of the fuel consumed to meet the needs of the campus; yet represents 30% of the total cost of fuel. • Biomass (oat hulls) represents only 7% of the total fuel cost, but provides 15% of the annual fuel requirement. Biomass displaces coal as a fuel, is a renewable energy source, and is less than one-half the cost of coal. $ per MMBTU FY 05 Fuel Cost by Type $8.00 $7.00 $6.00 $5.00 $4.00 $3.00 $2.00 $1.00 $Natural Gas Stoker Coal Fluidized Bed Coal Biomass The University of Iowa purchases coal and biomass on an annual contract basis. These annual contracts effectively insulate the university from mid-year fuel price increases. Natural gas is procured on the spot market due to the variability in volume requirements and the need to balance daily. 9 In October 2005, the original cost estimates for fuel prices had to shift to accommodate higher than forecasted natural gas costs: Original Fiscal Year 2006 Estimate Current Estimate Coal $7,541,000 $7,541,000 Natural Gas $4,389,000 $5,597,000 $537,000 $537,000 Biomass Facilities Management continuously monitors the fuel markets for key indicators affecting fuel prices. Daily decisions are made to ensure the most cost-effective fuel mix is being utilized. Additional costs, if incurred, will be borne initially by the Utility Enterprise and then passed on to university customers through mid-year rate adjustments or the next year's rates. The University of Iowa has embraced the economic and environmental advantages of burning biomass fuel (oat hulls). An oat hull is the outer shell of an oat grain that remains after the soft, protein-containing core has been removed by milling the grain. Oat hulls are readily available from the Cedar Rapids Quaker Oats plant. In Fiscal Year 2003, the UI partnered with Quaker Oats to pioneer the use of unprocessed oat hulls in a circulating fluidized bed boiler. Since January 2003, this project has displaced 51,472 tons of coal with biomass, and reduced new carbon dioxide emissions from the UI by 126,912 tons. In FY2005, the UI displaced 22,833 tons of coal with biomass and reduced new carbon dioxide emissions by 56,298 tons. Since beginning this program, fuel savings have totaled $1.5M, with $609,000 in FY 05. From a business perspective, this project is an economic “win-win-win” situation. It helps the University, Quaker Oats, and the State of Iowa. The University provides an economic and reliable outlet for oat hulls that helps to ensure the Quaker Oats Cedar Rapids facility remains competitive and viable. The UI purchases oat hulls at a cost of about half that for an equivalent amount of energy coming from coal, representing more than a half-million dollar reduction annually in purchased energy cost. Finally, by burning biomass, the University reduces greenhouse gas emissions and regulated pollutants resulting in an environmental benefit that is greatly appreciated and lauded by many inside and outside the University. Because of its reduced greenhouse gas emissions, the University was able to join the Chicago Climate Exchange (CCX). CCX is the world’s first multi-national and multi-sector market for reducing and trading greenhouse gas emissions. To allow members to achieve their goals, CCX trades Carbon Financial Instruments (CFI). The University was able to meet its goal for 2003, during the testing and development phase of the biomass project, by entering into an historic transaction with the Iowa Farm Bureau through CCX. Iowa farmers were able to benefit from the two CFI’s purchased by the UI. In addition to managing energy costs through conservation, purchasing and operating strategies, the UI is also containing costs are also being contained by making improvements to the utilities infrastructure. • UIHC Chilled Water Optimization - The University of Iowa Hospitals and Clinics is engaged in a continuing effort to improve the efficiency of their building chilled water systems served by the West Campus central chilled water plants. John Colloton Pavilion improvements completed during 2005 included system hydraulic modeling, upgrading 10 chilled water control valves, eliminating bypasses around cooling equipment and installing pump and control system improvements. At Colloton, these efforts resulted in an overall reduction in chilled water requirements during the 2005 cooling season. Chilled water system hydraulic analyses for Boyd Tower, Roy Carver and John Pappajohn Pavilions have also been completed and will be utilized to begin improvements in those areas in 2006. • West Campus Chilled Water Project - The West Campus Chilled Water Plant is currently being renovated to replace aged inefficient chillers with new units. By May 2006, two new 3,000-ton electric centrifugal chillers will have replaced 5,500 nameplate tons of steam driven equipment at the end of its useful life. The new units will effectively increase the capacity of the plant by approximately 2,000 tons largely due to the inability of the old equipment to achieve nameplate capacity. Further, the new units will result in lower operations and maintenance costs. To meet growing needs, an expansion of the West Campus Chilled Water Plant has also been initiated. The new expansion will include two 4,000-ton steam driven centrifugal chillers. Like the 3,000-ton electric units described above, these units will be significantly more efficient to operate and maintain than the old steam driven equipment being replaced. This facility is scheduled to be operational early in 2007. • East Campus Chilled Water Analysis - The East Campus central chilled water needs are projected to exceed the capacity of the North Chilled Water Plant in the near future. Options for increasing the central chilled water supply on East Campus have been analyzed, and a new facility located at the south end of Madison Street is being evaluated. The new facility would initially be equipped with a 4,000-ton steam driven centrifugal chiller. The new chiller would not only meet the near term capacity needs of the campus, but would significantly improve the efficiency of chilled water production. The anticipated needed completion date for the new facility and its associated distribution connections is 2007. • Bowen Science Electrical Cable Buss Replacement Project - A project to replace aluminum secondary electrical cables in Bowen Science with new copper electrical cables was completed in 2005. The old aluminum system was experiencing multiple failures due to age and oxidation of the aluminum conductors. The new system will provide for improved electrical safety, reliability and efficiency. • Central Chilled Water Production Operational Strategies - When and where possible, chilled water production units are dispatched in the order of lowest cost of operation. This operational strategy considers the cost of the energy source being used to generate steam, and the changing rates for electrical power between peak and off peak periods. Finally, it is important to note that this effort is only the beginning of greater opportunities for significant savings in the future. The staff, tools, technologies and practices put into place with this initial program will place us in a very attractive position to continue with energy conservation efforts. 11 UI Facilities Management & Executive Order Number Forty-One Executive Order Number 41, issued by Governor Vilsack on April 22, 2005, directs state agencies to obtain at least 10 percent of their electricity from renewable energy sources, to buy energy-efficient equipment, and to reduce their energy use in buildings by 15 percent by 2010 (from a 2000 baseline). In addition, the executive order addresses state-owned vehicles and appropriate fuels. • An industry best practice, building audits for GEF facilities are currently in progress that will identify opportunities to reduce energy consumption and provide valuable information for making future decisions on conservation opportunities. • Currently, approximately 3% of the University’s purchased energy is from renewable biomass used to generate electricity in the Power Plant. Facilities Management is exploring alternatives that would increase renewable energy consumption to the targeted 10% by 2010. This could have a direct bearing on the University’s purchased electricity contracts. • For the GEF facilities, implementation of corrective measures identified by the building audits will allow the University to meet or exceed the 15% consumption reduction target by 2010. Meeting these ambitious targets will require UI to continue to invest in plant modifications and technology. Similar plans will be developed by UIHC and the auxiliaries to meet reduction goals. • The requirement to submit quarterly reports on progress toward the goals of the new executive order would create challenges and additional administrative costs. Given seasonal cycles and quarterly variances in power purchasing strategies and fuels mixes, results of our efforts would be better and more accurately reported on an annual basis. The University of Iowa recommends extracting our reports annually from the energy conservation section of the Board of Regents Facilities Governance Report. • Executive Order 41 requires, where calculable, agencies to purchase lowest life cycle cost equipment. Facilities Management currently follows this practice for GEF facilities and efforts are underway, with the development of a comprehensive campus energy policy, to adopt a campus-wide total-cost-of-ownership decision framework. Condition of Existing Facilities The University of Iowa has completed a comprehensive facilities condition analysis of all its major GEF buildings. ISES Corporation, a Stone Mountain, Georgia, firm with a track record of serving the higher education community, was selected to inspect, document and develop a database of information on the condition of major buildings on campus. To date, ISES has inspected major General Fund buildings (representing 6,448,254 gross square feet of the total) and four Athletics facilities (Carver Hawkeye Arena, Indoor Practice Facility, Recreation Building Athletics section, and Jacobson Building). The Iowa Memorial Union, Residence Services facilities, and campus utilities plants and distribution systems are scheduled for inspection by ISES in Fiscal Year 2006. 12 These inspections result in a detailed analysis and identification of specific deficiencies and corresponding scopes and costs for corrections and modifications. ISES has found the facilities at the University of Iowa to be in better condition than the average of its clients, and the firm was complimentary of steps taken by UI to address roofs, windows and other components. However, this review clearly illustrated the need to attend to capital renewal. Capital renewal is the timely repair or the replacement/rebuilding of major facility components to keep the asset in good condition and from migrating to deferred maintenance. The interrelationships between capital renewal, deferred maintenance, and routine and preventative maintenance must be stressed. Capital renewal that is not performed when needed, (e.g., roof replacement at the end of its useful life is capital repair) becomes deferred maintenance. Deferred maintenance deficiencies are more costly to correct the longer they are deferred. Consequently, the timely renewal of physical assets results in a lower total cost of ownership. In addition, building components that have had a high standard of routine and preventative maintenance will have an extended useful life, which serves to lower the total cost of ownership. The University of Iowa has determined that to avoid adding to the deferred maintenance backlog, it would need an annual capital renewal reinvestment rate of 1.5% of the facility replacement cost. The University of Iowa is reviewing a 5-year plan that will help renew, repair and maintain General Education Fund (GEF) buildings. This comprehensive plan recognizes the need to provide ongoing maintenance and operational care of existing facilities, decommission obsolescent facilities, reinvest in the renewal of long-term physical assets, and reduce the backlog of deferred maintenance. Deferred Maintenance (all campus buildings) Deferred maintenance is the repair or replacement of all, or a part of, an existing capital asset that was not repaired or replaced at the appropriate time because of a lack of funds. The University’s prior deferred maintenance assessments were based upon what was known (usually due to building component failure) by the Facilities Management staff, and not upon a comprehensive systematic review. The comprehensive facilities condition analysis of all the UI’s major GEF buildings and resulting reports, information and databases provide detailed information about current building conditions and deficiencies, the variance of existing building conditions to current codes, and the anticipated near term repair and replacement needs for building systems and components nearing the end of their life cycle. Each building surveyed has a detailed report assessing the condition of the building based within ten broad categories: accessibility, electrical, exterior, fire & life safety, health, HVAC, interior finishes, plumbing, site, and vertical transportation. Written assessments were provided for specific components within each of these categories. Projects were scoped and priced and a priority assigned to each. Each was further coded as either being beyond its useful life; nearing the end of its useful life; or no longer compliant with today’s codes, regardless of condition or life expectancy. While the ISES study assessed facilities over the three broad categories of Deferred Maintenance, Capital Renewal and Plant Adaption, the discussion here is limited to deferred maintenance. It is, however, important to note the ISES found that for approximately every dollar the UI has in deferred maintenance today, it needs to invest two dollars in capital renewal and plant adaption within the next ten years. The estimates for the deficiencies have been calculated based on the R.S. Means Construction Costs Estimating Guides for this area. With the completion of the comprehensive Facilities 13 Condition Assessment (FCA), UI’s estimate of the deferred maintenance backlog has seen a significant upward adjustment over previously annual reports. Total Deferred Maintenance (General Fund Facilities) Fall 2005* ($ Thousands) UI Individual Projects: Buildings** $ 160.9 Utilities Total $ 3.6 $ 164.5 *Does not include dollar amounts for projects to be undertaken in FY 2006 and the deferred maintenance components of ongoing renovation projects. ** Includes site work. The University of Iowa has continued its long-term investment strategy to address deferred maintenance problems in University buildings as part of an ongoing program. Annually, the UI has set aside approximately $2.6 million for targeted deferred maintenance projects affecting academic buildings. This amount was not diminished during the fiscal downturn during 20012005, but no funding increases were possible during this time. However, this is only one piece in the overall plan to address evolving needs of the UI teaching and research, and remove deficiencies. Over the past five years, the University estimates it has eliminated more than $50 Million in deferred maintenance through major and minor renovation projects. Recently completed capital renovation projects in the Biological Building, Engineering Building, and the Hydraulics Laboratory included the elimination of deferred maintenance in those facilities. In a like manner, the recently approved Art Building Renovation and renovations to the Old Capitol and Chemistry Building will significantly reduce deferred maintenance problems in those buildings. ISES has provided complete books on each of the buildings it has inspected. The ISES inspection of all major General Education Fund facilities (over 10,000 gsf) accounted for 92% of all GEF space. The condition of all remaining space was prorated using the Facilities Condition Needs Index (FCNI) that ISES calculated for the overall campus. In general, smaller campus buildings are in relatively poorer condition than major buildings; but application of the campus FCNI provides a reasonable order of magnitude estimate. The deferred maintenance needs for smaller buildings on the main and Oakdale campuses are more than $15 million. The aggregate totals per building for deferred maintenance are listed below, excluding the ongoing repair and renovation projects: 14 Deferred Maintenance General Fund Buildings Building # Building Name Deferred Maintenance Total 0021 0376 0019 0018 0448 0454 0204 0377 0007 0003 0379 0425 0016 0278 0407 0196 0040 0038 0015 0221 0293 0074 0418 0300 0004 0430 0401 0136 0316 0008 0023 0034 0447 0028 0064 0182 0222 0035 0322 0001 ART BUILDING BECKER COMMUNICATIONS BIOLOGICAL SCIENCES LIBRARY BIOLOGY BUILDING BIOLOGY BUILDING EAST BLANK HONORS CENTER BOWEN SCIENCE BOYD LAW BUILDING CALVIN HALL CHEMISTRY CLINTON STREET BUILDING COLLEGE OF MEDICAL ADMINISTRATION COMMUNICATIONS CENTER DENTAL SCIENCE BUILDING ENGINEERING RESEARCH FACILITY ENGLISH-PHILOSOPHY BUILDING FIELD HOUSE GILMORE HALL HALSEY HALL HANCHER AUDITORIUM HARDIN LIBRARY FOR THE HEALTH SCIENCES INTERNATIONAL CENTER IOWA ADVANCED TECHNOLOGY LAB JEFFERSON BUILDING JESSUP HALL JOHN PAPPAJOHN BUSINESS BUILDING JOHN W. ECKSTEIN MED. RESEARCH BLDG. LIBRARY LINDQUIST CENTER MACBRIDE HALL MACLEAN HALL MEDICAL EDUCATION BUILDING MEDICAL EDUCATION RESEARCH FACILITY MEDICAL LABORATORIES MEDICAL RESEARCH CENTER MEDICAL RESEARCH FACILITY MUSEUM OF ART NORTH HALL NURSING BUILDING OLD CAPITOL $ $ $ $ $ $ $ $ $ $ $ $ $ $ $ $ $ $ $ $ $ $ $ $ $ $ $ $ $ $ $ $ $ $ $ $ $ $ $ $ 375,695 656,620 152,130 1,866,992 17,331,573 2,036,982 904,318 6,239,504 166,394 77,324 3,395,750 455,812 6,660 914,573 15,010 5,031,767 61,444 146,546 20,973,973 1,523 4,513,638 1,314,550 8,943 50,835 10,841,735 617,779 506,762 686,319 113,968 - 15 0020 0006 0184 0039 0304B 0002 0022 0011 0115 0188 0024 0050 0029 0450 0203 0205 0198 0033 OLD MUSIC BUILDING PHARMACY BUILDING PHILLIPS HALL PRESIDENT’S RESIDENCE RECREATION BUILDING SCHAEFFER HALL SEAMANS CENTER SEASHORE HALL SOUTH QUAD SPENCE LABORATORIES OF PSYCHOLOGY STANLEY HYDRAULICS LABORATORY THEATRE BUILDING TROWBRIDGE HALL UNIVERSITY SERVICES BUILDING VAN ALLEN HALL VOXMAN MUSIC BUILDING WENDELL JOHNSON SPEECH & HEARING CTR WESTLAWN ESTIMATE FOR SPACE NOT ASSESSED $ $ $ $ $ $ $ $ $ $ $ $ $ $ $ $ $ $ $ 1,836,442 8,438,793 270,786 48,535 64,545 54,660 92,603 11,159,555 1,364,988 3,600,342 488,694 954,296 8,943 1,133,930 213,750 8,943 11,368,232 Total GEF Deferred Maintenance $ 120,573,156 INSTITUTE FOR RURAL & ENVIR. HEALTH MULTI-TENANT FACILITY OAKDALE HALL OAKDALE STUDIO A PHYSIOLOGY RESEARCH LABORATORY TECHNOLOGY INNOVATION CENTER ESTIMATE FOR SPACE NOT ASSESSED $ $ $ $ $ $ $ 1,472,942 22,217 30,489,430 2,514,510 893,726 1,110,134 3,799,958 Total Oakdale Deferred Maintenance $ 40,302,917 Total All General Fund Buildings Deferred Maintenance* * Excludes work planned for FY 2006 * Excludes deferred maintenance components of ongoing renovation projects $ 160,876,074 STEAM CURRIER CONDENSATE $ 30,000 STEAM HPS, Condensate repairs ETC outside of RCP $ 1,000,000 STEAM SEASHORE TUNNEL CONDENSATE $ 200,000 STEAM IMU Tunnel Condensate $ 275,000 STEAM MAIN PP FIRE SAFETY-FIRE ALARM PH1 $ 200,000 ELECTRIC NEW East Campus Loop(Art) 2002 estimate $ 850,000 WATER MAIN WATER PLANT Filter NO 1 Modifications $ 120,000 WATER DOMESTIC Water in Orthopedics Tunnel 2000 estimate $ 150,000 WATER MAIN WATER PLANT Activated Carbon Feed $ 70,000 0213 0435 0225 0230 0330 0227 Utilities 16 WATER REPLACE Water Line Med Labs to EMRB WATER $ 240,000 Remove Water Lines from Steam Tunnels $ 500,000 Total Utilities Deferred Maintenance* $ 3,635,000 TOTAL GENERAL FUND AND UTILITIES $ 164,511,074 *Does not include Deferred Maintenance scheduled in FY 2006 Deferred Maintenance Items Completed during FY 2005 in General Fund Facilities and Utilities (All sources of Funds) Building Project Source of Funds Estimated Cost Comm. Studies Building Roof – replace entire roof Building Renewal $ 205,000 Field House HVAC – replace chiller Building Renewal $ 167,000 Boyd Law Building HVAC – replace chillers Building Renewal $ 248,000 Jessup Hall HVAC – replace 1 floor units Building Renewal $ 223,000 Lindquist Center Exterior Accessories – plaza waterproofing TTI $ 509,000 Spence Laboratories Plumbing – replace domestic piping Building Renewal $ 147,000 Van Allen Hall Plumbing – replace domestic and waste piping Building Renewal $ 285,000 Facility Condition Assessments Assess 6 buildings (700,000 sq. ft.) Building Renewal $ 50,000 Theatre Building Electrical – replace wiring Building Renewal $ 280,000 Eckstein Med. Res. Bldg. Interior Finishes – flooring and wall repairs Building Renewal $ 42,100 Macbride Hall Plumbing – abate and insulate piping Building Renewal $ 24,000 Gilmore Hall Windows – replace all wooden windows Building Renewal $ 384,000 112,000 st Medical Research Center HVAC – connect Oto. Area to chilled water GEF-Operations & Maint $ Boyd Law Building Controls – replace HVAC controls GEF-Operations & Maint $ 68,100 Hardin Library HVAC – control and system upgrades GEF-Operations & Maint $ 133,100 Hardin Library Interior Finishes – replace ceilings GEF-Operations & Maint $ 32,600 Phillips Hall Controls – upgrade HVAC controls GEF-Operations & Maint $ 10,700 Jessup Hall Controls – upgrade HVAC controls GEF-Operations & Maint $ 10,700 Field House Plumbing – replace condensate pump GEF-Operations & Maint $ 10,600 Iowa Advanced Technology Lab Interior Finishes – plaster and paint repairs GEF-Operations & Maint $ 44,600 Medical Research Center Plumbing – replace domestic water pump GEF-Operations & Maint $ 24,700 Dental Science Building Plumbing – replace domestic water pumps GEF-Operations & Maint $ 70,600 Boyd Law Building Interior Finishes – replace ceiling tile GEF-Operations & Maint $ 21,900 109 River Street HVAC – replace boiler GEF-Operations & Maint $ 24,800 English Philosophy Building Interior Finishes – ceilings, floors and painting GEF-Operations & Maint $ 43,900 Dental Science Building Plumbing – replace water heater GEF-Operations & Maint $ 46,300 Trowbridge Hall Electrical – retrofit lighting GEF-Operations & Maint $ 27,000 Calvin Hall Electrical – retrofit lighting GEF-Operations & Maint $ 12,500 Westlawn Interior Finishes – replace flooring GEF-Operations & Maint $ 17,900 Calvin Hall Building Envelope – pointing and caulking GEF-Operations & Maint $ 13,100 Pharmacy HVAC – modify chilled water system GEF-Operations & Maint $ 45,400 Dental Science Building Controls – upgrade HVAC controls GEF-Operations & Maint $ 23,400 Van Allen Hall Interior Finishes – replace floor tile – rm. 301 GEF-Operations & Maint $ 13,500 Library Interior Finishes – paint room 2005 GEF-Operations & Maint $ 15,100 Biological Sciences Library Controls – upgrade HVAC controls GEF-Operations & Maint $ 17,000 17 Library Interior Finishes – paint room 1103 GEF-Operations & Maint $ 13,800 Medical Research Center Elevator – replace hoisting machine & motor GEF-Operations & Maint $ 19,000 Hydraulics Research E. Annex Roof – replace north roof section GEF-Operations & Maint $ 22,700 Medical Education Building Roof – replace gutter and downspouts GEF-Operations & Maint $ 19,000 Phillips Hall Electrical – retrofit lighting GEF-Operations & Maint $ 13,900 Phillips Hall Building Envelope – pointing and caulking GEF-Operations & Maint $ 15,000 Art Building Plumbing – replace condensate pump GEF-Operations & Maint $ 12,100 Hancher Auditorium Controls – upgrade HVAC controls GEF-Operations & Maint $ 20,400 $ 3,539,500 $ 139,000 Subtotal Oakdale Hall HVAC – replace chiller in Room NB-15 Oakdale Renewal Oakdale Campus Assess 5 buildings (388,000 sq. ft.) Oakdale Renewal $ 29,000 Oakdale Hall Roof – repairs from 2004 inspection Oakdale Renewal $ 12,000 Oakdale Research Facility Roof – new coating and new gutters Oakdale Renewal $ 14,000 Oakdale Hall Building Envelope – masonry repairs Oakdale Renewal $ 20,000 Oakdale Hall Interior Finishes – Painting GEF-Operations & Maint $ 24,800 Iowa Rural Environ. Health HVAC – replace heat exchanger GEF-Operations & Maint $ 23,600 Subtotal $ 262,400 20,000 Campus Landscape Campus Tree Planting TTI $ Campus Landscape Campus Sign System Update Building Renewal $ 5,000 Campus Landscape Jefferson St./Old Biology Streetscape Building Renewal $ 25,000 Campus Landscape President’s Res. Landscaping Phase 1 Building Renewal $ 25,000 Campus Landscape Hancher Memorial Garden Wrap-up Building Renewal $ 2,400 Campus Landscape Quad, WL, IC Walls – Master Plan Building Renewal $ 50,000 Campus Landscape Pentacrest Walk Repl. E. Side MH & SH Building Renewal $ 32,000 Campus Landscape Pentacrest Steps to Madison Building Renewal $ 83,000 Campus Landscape Dubuque St. Corridor Landscape Imp. TTI $ 30,000 Campus Landscape Campus Lighting Upgrades (Pentacrest) Building Renewal $ 50,000 Campus Landscape Concrete repairs – Nursing Building Building Renewal $ 4,400 Campus Landscape Concrete repairs – Hwy. 6/Westlawn Curve Building Renewal $ 3,800 Campus Landscape Concrete repairs – Med Lab/Quad Ravine Building Renewal $ 4,500 Campus Landscape Concrete repairs – Art Building Building Renewal $ 700 Campus Landscape Concrete repairs – North Hall Building Renewal $ 5,200 Campus Landscape Concrete repairs – Macbride Hall Building Renewal $ 1,500 Campus Landscape Replace sidewalk – LC to Capitol St. Building Renewal $ 10,000 Campus Landscape Replace sidewalk – Seamans Center Building Renewal $ 31,000 Campus Landscape Biology Courtyard Restoration TTI $ 81,000 Campus Landscape Finkbine Lot Access-Bike Trail TTI $ 45,000 Campus Landscape Jessup/Macbride Courtyard Walks TTI $ 15,000 Campus Landscape PBB Retaining Wall/Steps Extension SE TTI $ 5,000 Campus Landscape Cleary Walkway Plaques and Signs Building Renewal $ 11,500 Subtotal $ 541,000 Utilities STEAM STEAM Steam Distribution Improvements – Power Plant to Pentacrest Utilities Renewal & Improv. $ 935,000 OLD Capital Tunnel -Abate & reinsulate Tunnel Utilities Renewal & Improv. $ 220,000 18 Clean Old Capital Steam Tunnel Utilities Renewal & Improv. $ 215,000 Clinton St. Steam Tunnel Reconstruction Utilities Renewal & Improv. $ 901,000 STEAM Hawkins G3 to G9 Hawkins Drive Steam Distribution Utilities Renewal & Improv. $ 1,523,000 STEAM Oakdale Gas Boiler Controls Utilities Renewal & Improv. $ 100,000 STEAM PP Interior Water Piping Upgrades Utilities Renewal & Improv. $ 320,000 Davenport St. Steam Tunnel Reconstruction Utilities Renewal & Improv. $ 660,000 Centra Vac's @ WCWP Utilities Renewal & Improv. $ 380,000 Underground Water Service Piping Upgrades to PP Utilities Renewal & Improv. $ 98,900 $ 5,352,900 $ 9,695,800 STEAM STEAM STEAM C.WATER WATER Subtotal TOTAL General Fund and Utilities Deferred Maintenance In Fiscal Year 2006, renovation of Old Capitol will remove $965,099 in deferred maintenance, and renovation of the Chemistry Building will remove $8,665,787 in deferred maintenance. Chemistry includes several phases. Scheduled work beyond Fiscal Year 2006 that will reduce deferred maintenance has not been listed above; the portion of the building not scheduled for renovation has deferred maintenance that is reflected in our list by building. Following the construction and occupancy of the new Hygienic Laboratory Building, Oakdale Hall will be either substantially or totally razed. The total demolition of Oakdale Hall would effectively eliminate more than $30 million in deferred maintenance needs. Top 25 General Fund Deferred Maintenance Items Fiscal Year 2006 Building Deficiency Estimated Cost Bowen Science Building Windows - repair/replace skylights $ 250,000 Eckstein Medical Research Bldg. Roof - replace all sections $ 310,000 English Philosophy Exterior Repairs - repair steps $ 100,000 Trowbridge Hall Roof - replace entire roof $ 280,000 North Hall Roof - replace upper roof $ 250,000 Halsey Hall Windows - replace windows $ 250,000 Dental Science Building Elevator - modernize south duplex $ 230,000 Dental Science Building Elevator - modernize south freight $ 100,000 Trowbridge Hall Exterior Accessories - replace retaining wall $ 170,000 Fieldhouse Building Envelope - point and caulk $ 2,200,000 Fieldhouse Windows - replace windows $ 695,000 Medical Education building Windows - replace remaining old windows $ 400,000 Medical Education building Plumbing - Replace supply piping $ 390,000 Bowen Science Building Quad Ravine / WL Exterior Repairs Elevator - modernization $ 250,000 Exterior Repairs - replace retaining walls, steps, patios $ 650,000 Library Elevator - modernization $ 200,000 Fieldhouse Elevator - modernization $ 100,000 Theatre Building Exterior Repairs - Brick Plaza Repairs $ 60,000 Trowbridge Hall Windows - replace windows $ 550,000 Nursing Building Building Controls - replace HVAC controls $ 315,000 19 Van Allen Hall Elevator - modernize center elevator $ 100,000 Museum of Art Exterior Repairs - repair brick plaza $ 315,000 Nursing Building Elevator - modernize elevator $ 30,000 English Philosophy HVAC - retrofit $ 2,760,000 Speech and Hearing HVAC - retrofit $ 1,930,000 Total $ 12,885,000 Deferred Maintenance Items Planned for or Continued in FY 2006 General Fund Facilities and Utilities (all sources of funds) Building Project Estimated Cost Source of Funds Chemistry Building Def. Maint. Component of renovation $ 8,665,787 Eckstein Med. Res. Bldg. Roof - replace entire roof $ 309,000 Building Renewal Field House Roof - replace section 12 $ 186,000 TTI Nursing Building Exterior Accessories - plaza waterproofing $ 696,000 Building Renewal Old Capitol Exterior Accessories - Renovate west terrace $ 871,000 Building Renewal Old Capitol HVAC - replace basement air handling unit $ 110,000 TTI Old Capitol Def. Maint. Component of renovation $ 965,099 Capital Project Spence Laboratories Plumbing - replace domestic water piping $ 147,000 TTI Trowbridge Hall Elevator - replace elevator $ 281,000 Building Renewal $ 12,230,886 $ 116,000 Subtotal Oakdale Hall HVAC - replace chiller in Room E-10 Capital Project Oakdale Renewal Oakdale Hall HVAC - controls in "H" section $ 25,000 Oakdale Renewal Oakdale Hall Building Envelope - masonry study at dock $ 9,000 Oakdale Renewal $ 150,000 Subtotal Campus Landscape Campus Tree Planting - FY 2006 $ 20,000 Campus Landscape Campus Sign System Update $ 5,000 TTI TTI Campus Landscape MA - rebuild stone walls at outflow $ 10,000 TTI Campus Landscape President's Residence Phase 2 $ 30,000 TTI Campus Landscape Hawkeye Streetscape Plan $ 15,000 Building Renewal Campus Landscape Cleary Walkway Plan $ 5,000 Building Renewal Campus Landscape Hancher Entrance Plaza Restoration $ 120,000 Campus Landscape Campus Furniture Replacement - FY 2006 $ 25,000 Building Renewal Campus Landscape West Side River Walk Replacement $ 45,000 Building Renewal TTI Campus Landscape Clinton St. Lighting Improvements $ 28,000 Building Renewal Campus Landscape Med Lab - Lighting Improvements $ 3,000 Building Renewal Campus Landscape Speech and Hearing - Lighting Improvements $ 12,000 Building Renewal Campus Landscape Campus Entrance Plan $ 50,000 Building Renewal Campus Landscape Nursing Building Renovate Entrance $ 15,000 TTI Campus Landscape NE Field House Walks and Landscape $ 17,000 Building Renewal $ 400,000 Subtotal 20 STEAM Old Capital Phase 2 Structural $ 750,000 Utilities Renewal & Improv. STEAM Hillcrest Steam & Condensate Replacement Upper $ 500,000 Utilities Renewal & Improv. STEAM Burlington St. Tunnel Steam Tunnel Rebuild Station 0+00 to 4+00 $ 1,823,500 Utilities Renewal & Improv. STEAM Burlington Street Tunnel Asbestos Abatement 200,000 Utilities Renewal & Improv. ELECTRIC XLPE Cable Replacement Phase 1 of 4 $ 100,000 Utilities Renewal & Improv. ELECTRIC UPGRADE Lindquist Electrical Service to 15K $ 500,000 Utilities Renewal & Improv. WATER East Campus Hydrant Renovation $ 205,000 Utilities Renewal & Improv. Misc North Hall Steam Tunnel & Water $ 470,000 Utilities Renewal & Improv. WATER OAKDALE Water Plant Well System Imp. $ 175,000 Utilities Renewal & Improv. WATER Water Tower Restoration Utilities Renewal & Improv. $ $ 400,000 Subtotal $ 5,123,500 GRAND TOTAL $ 17,904,386 Source of Funds Summary: Summary – Source of Funds Building Renewal Oakdale Renewal Treasurer’s Temporary Investments General Education Fund – Operations & Maint. Utilities Renewal & Improvement Various * Total FY 2005 $2,400,100 $214,000 $705,000 $1,023,800 $5,352,900 $0 $9,695,800 FY2006 $2,357,000 $150,000 $643,000 $0 $5,123,500 $9,630,886 $17,904,386 Total $4,757,100 $364,000 $1,348,000 $1,023,800 $10,476,400 $9,630,886 $27,600,186 *Includes multiple funding sources for the following projects: Chemistry Building (deferred maintenance component of renovation) - Combination of Academic Revenue Bonds, Utilities Renewal & Improvement, Treasurer’s Temporary Investment, Building Renewal, Federal Grant Funds and Private Gifts. Old Capitol (deferred maintenance component of renovation) - Combination of Insurance Proceeds, Private Gifts, State Appropriations, Building Renewal and Treasurer’s Temporary Investment. Fire Safety and Environmental Regulatory Compliance (All Campus Buildings) Fire Safety The University of Iowa implemented a number of significant process improvements related to its management of fire safety. Coupled with these improvements, representatives from Public Safety and Facilities Management, joined in support of the efforts by the State Fire Marshal’s Office to update the fire and building codes affecting the Regents universities. Led by the UI Assistant Vice President and Director of Public Safety, the Regents Code Review Team (RCRT), which is comprised of members from Iowa State University, the University of Northern Iowa, the Board Office and the University of Iowa, conducted extensive research in various building, fire, and life safety codes and made a recommendation to the State Fire Marshal’s Office to adopt the International Building Code, which was favorably received. The State Fire Marshal’s Building Code Director, with support from the RCRT, is on track to receive approval to use a more up-to-date building code beginning in 2006. This change will greatly aid architects and engineers design safe, code compliant structures. The RCRT will continue to work with the State Fire Marshal’s Office to adopt a more modern, universally accepted set of fire codes for Regents universities, as well as other state institutions. 21 Under the University of Iowa’s fire safety program, each building is inspected and evaluated separately by representatives from the State Fire Marshal’s office, with assistance from the UI Fire Safety and Security Coordinator. Additionally, the Iowa City Fire Department conducts two inspections a year to (1) focus on the prevention of fire incidents and (2) become familiar with UI buildings for fire fighting purposes. Additionally, Facilities Management has utilized the ISES facilities condition assessment to identify and categorize/prioritize fire safety deficiencies. After fire safety inspections and evaluations are complete, methods of correction and timetables are approved by the State Fire Marshal. Any space deemed unsafe by the State Fire Marshal or the University Public Safety Department with consultation from the Fire Safety Advisory Group (FSAG) is vacated by the University until corrections can be made. The State Fire Marshal inspection on record for Fiscal Year 2005 was conducted in 2002. However, in calendar year 2005, an inspection was conducted by the State Fire Marshal and the report will be released in Fiscal Year 2006. FIRE SAFETY DEFICIENCIES Additional Funding Needed to Correct Fire Safety Deficiencies Identified by the State Fire Marshal1 General Fund Facilities ($ Thousands) (Spring 2005) FY 20052 UI $ 3,168.7 (Fall 2005) FY 20063 $1,815.6 1 Excludes work to be included as part of major renovations in the Board’s FiveYear Capital Program, in buildings to be demolished, and for which waivers from the State Fire Marshal are to be requested. 2 As reported in February 2005, excludes work to be undertaken during FY 2005. 3 To be reported in February 2006, excludes work to be undertaken during FY 2006. The remaining $1,237,367 from the 2002 State Fire Marshal’s report of deficiencies is comprised of three components: International Center Seashore Hall Other $706,619 471,079 59,669 With demolition plans under consideration for the International Center and the renovation of Seashore Hall on UI’s capital plan, the UI will contact the State Fire Marshal to seek an agreement on measures taken on an interim basis. It is anticipated that a significantly smaller investment, similar to the agreement reached on the Communication Center, will be required. The UI will, in effect, complete all of the remaining 2002 deficiencies in Fiscal Year 2006 and transition to addressing the deficiencies cited in the updated State Fire Marshal’s 2005 report. In addition to the correction of deficiencies, the University continues to provide maintenance and periodic replacement of building fire safety systems, including fire alarms, sprinkler and detection 22 systems. The advanced age and obsolescence of a number of fire alarm systems on the campus indicate that continued support for modernizing these systems will be necessary. The University is proceeding to correct fire safety deficiencies in campus buildings, utilizing operating funds, academic bonds (if available) and treasurer′s temporary investments. To focus its resources with the highest return, the University of Iowa utilizes the Fire Safety Advisory Group to assess the University's fire correction efforts and make recommendations for improvements to the Senior Vice President & Treasurer regarding campus fire safety. These recommendations include policies, inspections, communications with the State Fire Marshal and local fire authorities, review of the annual Fire and Environmental Safety Report, and prioritization and identification of capital projects. This group is chaired by the Assistant Vice President and Director of Public Safety (formerly an officer with the State Fire Marshal) and includes representatives from Risk Management, Health Protection, Residence Services, Public Safety, and Facilities Management. The UI Fire Safety and Security Coordinator also serves as a member of the Fire Safety Advisory Group. This new position is designed to enhance the campus fire safety program by providing liaison with state and local fire and emergency management officials; assisting with fire safety inspections of university buildings; enforcing fire safety and emergency management directives; collecting and preparing related documentation for dissemination to key personnel; and researching and enforcing all applicable codes, standards, laws to ensure that the University is in compliance. Significant progress toward a safer campus was achieved in FY 05. • Bowen Science Building - During periodic UI inspections it was discovered that the integrity of the aluminum wiring distribution system in the Bowen Science Building had deteriorated to the point there was real concern about the possibility of electrical fires. A project was initiated to replace aluminum conductors with those of copper. • Chemistry Building - The University is committing half a million dollars per year for four years from Fire and Environmental safety funds as part of the funding source for the Chemistry Building renovation project in order to bring that facility up to current fire safety standards. • Communications Center - The 2002 the State Fire Marshal’s Office report listed the Communications Center for serious fire safety deficiencies. Given the advanced age of the building, its overall condition, and its questionable future, the UI desired to avoid significant investments in the building until a long-term decision is made whether to renovate or raze the facility. However, the building still has value as a short-term temporary swing space and continues to be occupied. Representatives from the UI Department of Public Safety and Facilities Management met with representatives from the State Fire Marshal’s Office and developed a plan that allowed the University to continue using the space while successfully addressing major fire safety concerns such as detection, fire suppression and exiting at a greatly reduced cost. The University installed a partial sprinkler system and made other corrections that will allow the building to be occupied until final decisions are made respecting the building and site. • Plaza Center One and Old Capitol - Other significant fire and life safety projects that began in FY 05 and are nearing completion include the installation of a new fire alarm and 23 detection system in Plaza Center One and installing a new intelligent fire alarm and detection system along with a complete sprinkler system in the historic Old Capitol building. The GEF and Oakdale campus buildings comprise nearly 7 million square feet of space. The fire and environmental safety issues associated with this space are supported by a strong institutional commitment to the fire and environmental safety program. The institution expended $2,167,500 in Fiscal Year 2004 and $1,502,500 in Fiscal Year 2005, with $1,560,000 programmed for Fiscal Year 2006, in addition to the programmed amounts for fire safety expenditures and project costs included in the major projects within Five Year Capital Plan. Fire Safety Items Completed During FY 2005 General Fund Facilities Building Bowen Science Building Chemistry Building CLSB EMRB Biology Building Jefferson Building Communications Center Medical Research Facility Library Deficiency Replace aluminum wiring Various Fire Safety Upgrades Install sediment system Recharge Halon system Modify Marlock system for ACU exiting Install "Hold Open" to protect stairway Fire Safety Improvements Install panic hardware - NE stairwell Install stairwell fire doors Source of Funds Revenue Bonds Building Renewal / TTI Revenue Bonds Building Renewal Revenue Bonds Revenue Bonds Revenue Bonds Revenue Bonds Revenue Bonds TOTAL Estimated Cost $ $ $ $ $ $ $ $ $ 681,000 500,000 31,000 2,000 10,000 15,000 196,000 7,500 60,000 $ 1,502,500 Fire Safety Items Planned for or Continued in FY 2006 General Fund Facilities Building Chemistry Building Chemistry Building Plaza Center One Medical Education Building Medical Education Building Calvin Hall Van Allen Hall Pharmacy Building Van Allen Hall Field House Bowen Science Building Medical Research Facility Nursing Building Lindquist Center TOTAL Deficiency Various Fire Safety Upgrades Fire Alarm upgrades - non-renovated areas Upgrade Fire Alarm System Replace Fire Alarm System Replace Sprinkler heads Replace Sprinkler heads Fire Safety Improvements Replace CO2 System Replace CO2 System Replace CO2 System Replace detection equipment on CO2 System Replace detection equipment on CO2 System Install powered door operator - North Ent. Install powered door operators - Curr. Lab Source of Funds Estimated Cost Building Renewal / TTI Building Renewal / TTI Building Renewal / TTI Building Renewal / TTI Building Renewal / TTI Building Renewal / TTI Building Renewal / TTI Building Renewal / TTI Building Renewal / TTI Building Renewal / TTI Building Renewal / TTI Building Renewal / TTI Building Renewal / TTI Building Renewal / TTI $ $ $ $ $ $ $ $ $ $ $ $ $ $ 500,000 270,000 46,000 100,000 10,000 25,000 500,000 25,000 20,000 15,000 25,000 5,000 9,500 9,500 $ 1,560,000 All programmed projects for Fiscal Year are anticipated to be completed during that period. 24 Summary – Source of Funds Building Renewal Treasurer’s Temporary Investments Revenue Bonds Total FY 2005 $502,000 $0 $1,000,000 $1,502,000 FY2006 $500,000 $1,060,000 $0 $1,560,000 Total $1,002,000 $1,060,000 $1,000,000 $3,062,000 Residence Services Additionally, The University has historically maintained space in the residence halls at a high level of fire safety by correcting deficiencies that have been identified by inspections of the State Fire Marshal. To bring these buildings to an even higher level of safety, the University is nearing the end of a phased initiative to install full and partial sprinkler protection systems and new fire alarm systems in the ten major campus residence halls. These improvements go beyond the requirements of the state fire code. The first nine projects, in the Currier, Stanley, Mayflower, Burge, Parklawn, Daum, Hillcrest, Rienow, and Quadrangle Residence Halls, are complete. When measured by housing occupancy, these projects bring the program to 91% completion. The subsequent completion of the final project, the modernization of the Slater Residence Hall fire safety systems, is tentatively scheduled to begin construction by June of 2007. However, Slater Hall does meet applicable fire codes now and has an alarm system with detectors in rooms as well as common spaces. In Fiscal Year 2005, the FSAG met with the Iowa City Fire Chief and the Fire Marshal to address the issue of enhancing quick access to our residence halls for emergency fire response. As a result, small exterior vaults, called “Knox Boxes” storing building entry keys were installed on the outside of residence halls and some selected general fund buildings for fire department use. Also in FY05, Residence Services replaced all outdated and non-compliant portable fire extinguishers in residence halls and university apartments. University of Iowa Hospitals and Clinics (UIHC) The UIHC fire and life safety inspections are handled through surveys and inspections: Joint Commission on Accreditation of Healthcare Organizations (JCAHO) - The JCAHO conducts a survey of the hospitals life safety systems, approximately every three years. The last JCAHO survey was on December 2004. During the survey, they identified several deficiencies with regard to doors, which were subsequently resolved within 30 days of their visit. Koffel Associates - UI Hospitals and Clinics engage a Fire Protection and Code Consulting firm, Koffel Associates to inspect the facilities for compliance with NFPA 101 regulations per JCAHO accreditation requirements. One third of the facilities are survey annually. The most recent survey occurred in September 2005. Iowa City Fire Marshal - The Iowa City Fire Department conducts inspections of the UIHC twice a month. Over the course of the year, the entire facility is inspected. Recent surveys did not require capital projects. 25 State Fire Marshal - The State Fire Marshal is contracted by the Department of Inspections and Appeals to inspect hospitals in the state. The Department of Inspections and Appeals randomly selects JCAHO-accredited hospitals for the State Fire Marshal to inspect. Insurance Risk Surveys – The University’s property/casualty insurance provider, Factory Mutual, conducts site inspections every three years and conducts an annual review of the status of their recommendations. Their last site visit made in July 2003 resulted in 23 recommendations. Seven of the recommendations were resolved in 2004. Two additional recommendations were resolved in 2005 and the balance of the items is in process with anticipated resolution in 2006. The UI Hospitals and Clinics have several continuous processes for identifying and resolving Life Safety Code deficiencies. The processes include preventative maintenance, testing, and facilities inspection procedures to manage environmental risk and enhance facility operational reliability. The facility life-safety inspections, testing and maintenance processes include: Function Life Safety and Interim Life Safety Evaluation ............................. Fire/Smoke wall verification (penetrations) ................................. By Safety & Security, Epidemiology, Capital Management Facilities Services, All Departments, Capital Management Maintenance/Engineering Smoke damper inspection........................................................... Maintenance/Engineering Medical Gas Systems inspection ................................................ Maintenance/Engineering, Respiratory Therapy Maintenance/Engineering New Construction Document Review…………………………… Fire door inspection..................................................................... UI Hospitals and Clinics continues to make steady progress towards having its 3.5 million gross square feet facility fully sprinkled. The table below details the progress made in providing sprinkler coverage and the schedule for developing a fully sprinkled facility. Percentage of facility with sprinkler coverage Dec 2003 Dec 2004 Dec 2005 Dec 2006 88.6 % 93% 98.8% 100% Planned The UI Hospitals and Clinics has a comprehensive fire safety program. Program highlights include: Hands-on fire safety training is conducted bi-annually for staff members; Fire drills are conducted quarterly on all shifts and include clinics and inpatient areas; Periodic surveys of facility conditions are conducted to verify code compliance (i.e. UI Hospitals and Clinics firewall condition survey, fire department survey, insurance carrier fire-risk consultant survey); Construction documents are reviewed for code compliance; Selected construction documents are reviewed with state and local fire marshal agencies; An outside fire-risk consultant reviews UI Hospitals and Clinics pump tests; Hot work permit program; and Construction Project Risk Assessment Program. In December 2004, UIHC submitted a Plan for Improvement to JCAHO. The plan detailed 2365 life safety deficiencies identified by Koffel Associates, in December 2004 and a timetable to 26 resolve them. As of October 2005, 72 percent of the items had been completed; one item required an extension. The following table lists the planned resolution of the deficiencies and the status for their completion. Statement of Conditions - Plan For Improvements Status Status Report - October 2005 Calendar year Identified deficiencies Completed Open Overdue* 2004 1st 2nd 3rd 4th Total 579 237 334 72 1222 579 237 334 71 1221 100% 100% 100% 99% 100% 0 0 0 1 1** 0 0 0 0 0 2005 1st 2nd 3rd 4th Total 57 251 1 0 309 57 251 1 0 309 100% 100% 100% 100% 0 0 0 0 0 0 0 0 0 0 2006 1st 2nd 3rd 4th Total 5 58 376 14 453 0 5 128 0 133 0% 9% 34% 0% 29% 5 53 248 14 320 0 0 0 0 0 2007 1st 2nd 3rd 4th Total 160 0 35 173 368 12 0 0 31 43 8% 0% 18% 12% 148 0 35 142 325 0 0 0 0 2008 1st 2nd 3rd 4th Total 0 0 14 0 14 0 0 0 0 0 0% 0% 0 0 14 0 14 0 0 0 0 0 2366 1706 72% 660 0 Total *Overdue - Items that are not completed within 6 months of plan completion date and requiring an extension **Extensions granted for PFI item GH5-02 27 UI Hospitals and Clinics fire safety program projects total: Fiscal Year 2005....................... Fiscal Year 2006....................... • • $ 2,103,000 $ 2,395,000 Excludes work to be included as part of major renovation Fire safety projects at the UI Hospitals and Clinics are funded by the University Hospital Building Usage Fund and UIHC Bonds Environmental Compliance Air Operating Permits: The University has two full Title V Air Operating Permits under the Clean Air Act, one for the main Power Plant and one for the remainder of the University including UIHC. The Oakdale campus is managed under a current voluntary permit application with the Iowa Department of Natural Resources. The Operating Permits are issued for a period of five years; therefore, both the permits were due for renewal in January 2005. Revised Title V applications were submitted to Iowa DNR in July 2004 to renew both Operating Permits. The Title V Operating permit for the Power Plant was reissued on October 26, 2005. The Main Campus permit remains pending. Asbestos: Environmental Services (Environmental Compliance Office) manages all asbestos abatement work and is involved when a project or activity might result in asbestos disturbance. Environmental Services conducts bulk sampling of potential asbestos-containing materials at the beginning of a project, supervises the abatement portion of the projects, performs clearance air samples at the completion of a project, and maintains records of abatement projects. Identification and removal of asbestos-containing material is done on a case-by-case basis for each project that might disturb asbestos-containing material. There is no overarching plan to remove all asbestos systematically from the University’s facilities, thus the scope of work for each project and each year depends on the scope of ongoing construction, renovation, and demolitions. During fiscal year 2005, approximately $935,000 was paid to asbestos abatement contractors. Environmental Services manages approximately 300 asbestos related requests a year. Hazardous Material Spill Notifications: The Iowa Department of Natural Resources requires that certain spills be reported to them within six hours of occurrence/discovery. Accordingly, The University of Iowa has a procedure for handling a “Hazardous Materials Incident.” This procedure has been followed. Five written reports of small releases to the environment were submitted in Fiscal Year 2005. Mercury: Mercury residues discovered in sanitary sewers during remodeling and renovation projects continue to be collected and properly disposed. Mercury amalgams are collected from dentistry patient work and rinse water processed through an engineered residue filtration system. All residues are properly disposed. Polychlorinated Biphenyls (PCBs): All known University electrical transformers have been retrofilled with non-PCB fluid or disposed. During relamping projects, electronic ballasts from fluorescent light fixtures that contain PCB are collected and disposed as PCB waste 28 Spill Prevention, Control, & Countermeasure Plan (SPCC): A comprehensive SPCC plan, comprised of 23 separate facility plans was completed in 2001. The United States Environmental Protection Agency amended its SPCC regulations on July 17, 2002. The amended SPCC regulations required all existing SPCC plans to be reviewed and amended, if necessary, on or before August 17, 2004. The deadline for amending SPCC plans for existing facilities has been extended to February 17, 2006, and the deadline for implementing the amended plans has been extended to August 18, 2006. The University retained an engineering consultant, Shive/Hattery, to review and revise the existing plans as necessary to comply with the amended SPCC regulations. The original 23 plans have been revised and consolidated into 18 separate facility plans. The monthly inspections are done and reported as per the plan. Storm Water Pollution Prevention Plan (SWPPP): Under the Phase 1 regulations, the University had four separate water pollution prevention plans and discharge permits covering separate areas of the institution. The University submitted an application in March 2003 under the Phase 2 Storm Water Regulations. The Phase 2 regulations require owners of storm sewer systems to obtain permits for the discharges from their storm sewer systems and to implement certain minimum control measures to minimize contamination of storm water that is discharged. The Iowa Department of Natural Resources issued the University’s storm sewer system permit on May 10, 2004. The Phase 2 regulation also reduced the size of land-disturbing activities (i.e. construction) that are required to be covered by a storm water discharge permit from five acres to one acre. Molybdenum Management Program: The University is currently implementing a program to minimize the discharge of molybdenum into the sanitary sewer system. Molybdenum has been present in corrosion inhibitors that have been used in central chilled water systems on the campus. The program includes a phased transfer to the use of inhibitors that contain no molybdenum. Resource Conservation and Recovery Act (RCRA): Hazardous waste disposal is managed by the University’s Health Protection Office. An EPA permitted hazardous waste disposal facility is operated on the Oakdale Campus by HPO. Approximately 269,000 pounds of hazardous waste were disposed last year. Regulated Waste Management Facility: The University has retained OPN Architects and CUH2A to perform a program validation and conceptual study for a new facility to manage regulated waste streams. The new building is intended to replace and consolidate current operational facilities housing hazardous, radioactive and infectious waste, and will be located on the Oakdale Campus. Permission to proceed on this was granted by the Board of Regents in November 2005. Underground Storage Tanks (USTs): In 2005, the underground piping associated with the UIHC diesel and jet fuel tanks was replaced and relocated as a part of the Emergency Treatment Center project. Buried piping replacement is regulated the same as a tank closure by Iowa DNR. Notifications were submitted to the Iowa DNR, required sampling conducted, and a report, “Underground Tank Closure Report-Piping Removal” was submitted to Iowa DNR. All known USTs at the University of Iowa currently meet the required technical standards for leak detection, and for spill/overfill/corrosion protection. No 2006 expenditures related to USTs are anticipated, except the $65 per tank annual tank registration fees. 29 Programs are also in place to recycle certain ancillary wastes. Fluorescent bulbs that contain mercury are being recycled through General Stores. Electronic waste that contains lead and other toxic materials is being recycled through University Surplus. In addition, the University has programs for recycling used oil, white goods, Freon, precious metals, lead, and parts washing solvents. Summary In Fiscal Year 2006, The University of Iowa will continue to build on the accomplishments and successes of Fiscal Year 2005. A sustained energy conservation effort will take greater hold as the UI Energy Conservation Advisory Council expands its membership and mission, and collaborates with Facilities Management to develop a comprehensive campus energy policy that will help UI meet the goals of Executive Order 41.The UI will also build on the work by ISES by developing long-term plans and strategies for the systematic renewal of campus facilities. Fire and Life Safety will continue to be a central campus focus, as the UI develops a strategy to address the updated State Fire Marshal’s report and the financial commitment to correct deficiencies. The University of Iowa is on a path to transform the manner in which it plans, designs, builds, operates, maintains and powers its facilities and grounds. To meet this challenge, Facilities Management is implementing a set of strategic initiatives that will improve its ability to meet its stewardship obligations and responsibilities. As part of this effort, a comprehensive new campus master plan, to be presented to the Board of Regents in March of 2006, will set a new direction and vision for transforming the physical and facilities environment consistent with institutional strategic plans and aspirations. 30