Memorandum

City of Lawrence

Public Works

TO:	Mark Thiel, Assistant Public Works Director
FROM:	Steve Bennett, Building Maintenance and Structures Manager
DATE:	July 18, 2014
RE:	2014 Public Works - Facilities and Structures Division Mid-Year Update

I wanted to take this opportunity to provide a mid-year update and status of our 2014 Facilities and Structures Program.

The Facilities and Structures Division is responsible for five budgets:

Lawrence Douglas County Community Health Department [$1,033,046.00]
Lawrence Arts Center [$153,210.00]
Lawrence Municipal Airport [$210,038.00]
Facilities and Structures [$770,357.00]
Three parking garages: Riverfront Parking Garage, New Hampshire Parking Garage and the Vermont Street Parking Garage

The division has seven full time employees – five skilled maintenance workers (electrician, HVAC technician, multi-trade maintenance person for all buildings, one assigned to health facility, one assigned to airport, one assigned to parking structures) and a custodian for City Hall. The Facilities and Structures Division is responsible for building maintenance for approximately 41 municipal buildings. We maintain the downtown lighting infrastructure; three parking structures; downtown parking lots and city owned street lighting. We respond to Planning/Development Services and Police reports of graffiti. We spend a minimum of eight hours a week on Maintenance activities at the I.T.C. Center on Bob Billings Parkway. This division also provides technical support for other departments as well. This division is also responsible for snow and ice removal at the three parking structures, around numerous buildings and also the runways, taxiways and all other areas at Lawrence Municipal Airport. This division has been very active in the relocation of the library to the Borders building-everything from cleaning out the building to HVAC, plumbing and electrical repairs. We also are responsible for mowing at the Lawrence/Douglas County Health Building and Lawrence Municipal airport. The airport has approximately 475 acres to be mowed.

As of June 30, 2014 the Division highlights are:

NHPG top deck replaced 13 250W metal halide fixtures with 50W LED units on 20’ poles. Accomplished absolutely nothing on interior lighting replacement.
VPG installed glare shields and realigned about 2 dozen fixtures that were causing an objectionable glare.

· Replaced fire alarm system after water damage and sealed to stop the water from running into the storage room at the Vermont Garage.

Installed parking space signage at the Vermont Street Parking Garage.

· Downtown replaced two 30’ poles and 57 10’ poles. These were the worst of the 200.

· Assisted with installation of lights and outlets for Free State Arts Festival.

· Repaired damaged wire for street lighting.

· Re-fed power to Border’s parking lot from City panel and replaced 6 lights with LEDs.

City Hall added more cubicles in Utility Billing area and PW inspectors/building maintenance area.
Updated lock software at City Hall.
Replaced 10 100W exterior can lights with LED’s totaling 126W at City Hall.
Installed bottle filler drinking fountain on 1^st floor at City Hall.
Remodeled PW conference room with wall covering, carpet, cabinet removal, sound board and Emergency Status Monitor.
Remodeled City Clerk’s office and 4^th floor break room.
Maintenance Garage removed old parts room addition to make room for new tower revolving parts bin bins.
ITC repaired minor wind damage to flashing and sign.
FM4 Replaced 2 bollard and 2 flag lights with LED fixtures. Replaced 6 400W pole lights with 85W LED units.
Prepared fire alarm procedures for City Buildings.

· Installed elevator entrance enclosure on the top deck at the New Hampshire parking garage.

· Painted parking stalls at the North Lawrence Depot, Riverfront Garage, and Vermont Garage.

· Replacing the high bay lighting in the SWAN building with energy efficient lighting.

· Built office in planning department for the Assistant Planning Director.

Development Services added another door to an office.

· Started working on the vehicle relocation line for the street division. Installing new electrical service for the street division fleet, for winter warm up, on the sander rack.

· Updated the CO2 sensor system, calibrated entire system at the parking garage.

· Replaced rusted pipes on fire system lines in New Hampshire Parking Garage.

· Painted parking lines in parking garages. Installed pigeon control at the New Hampshire Parking Structure.

· Painted parking garage metal rails and curbs.

Remove Mezzanine area at the central maintenance garage in preparation for their new parts carousel.
Repaired roof to Solid Waste building from critter damage, twice.
Restriped the Lawrence Visitor Center parking lot

Some projects for the Community Health Building include:

· Bert Nash room 122, remove all cabinets and counters and reinstall in room 114.

· Health Dept. room 209 (Directors office) disassemble systems furniture and reconfigure away from window. Repainted office while I had it cleaned out moving furniture.

· Repainted all 15 Health Dept. clinic rooms.

Some projects for Lawrence Municipal Airport include:

Re-lamping with LEDs and LED retrofit kits at City Hall and Airport Terminal. Replaced about 100 lamps with LED units and 14 fixtures with retrofit kits
Airport upgraded a PAPI light control with newer control board and tuned output to FAA standard. Rewired doors from auto to constant pressure and added signage. Replaced 400W MH up lights in terminal with 85W LED units.

· Remodeled the Pilots lounge, new carpet, paint chairs and counter/table tops.

· Did a survey of large cracks in the apron.

· Cleaned & resealed expansion joint community hanger.

· Replanted grass along entrance to airport-(sewer project).

· Filled washouts on back side of guard-rail on main drive----sprayed large area of bind weed on grounds.

· All toilets draining to holding tank have new valves.

· Had all electric hanger doors wired to constant pressure for safety---had east hanger door brain box replaced.

· Striped calking out of bay windows on north side of terminal & resealed.

· Cut- thinned & sprayed more brush on west oxbow.

· Grading and rip rap was used to control water runoff west of terminal. Cleaned the concrete drainage pipes on airport road.

· Over-seeded yard for terminal after sewer installation.

· Repaired fuel farm switches and gaskets.

· Keeping record of all wildlife sightings.

· Repaired snow equipment and prepared for storage.

· LED lighting was made the standard for the City’s pedestrian lighting. This has been accepted by contractors and developers as well. We are presently evaluating LED cobra head lighting for and parking lot lighting.

Our Work Order system request form is accessed through the intranet. When a request is received we designate the priority, person it is assigned to, completion date, and estimated time involved. This is entered into the main system and an e-mail notification is sent to the person performing the work. When the work is completed the ticket is closed out. The date the work was completed, hours used, and a completion notification sent to the person who requests the work order. We have four “types” of work orders and six priority classifications:

Types of work orders

Priority classifications

Total completed

· Scheduled repairs

· Emergency repairs

· Preventive maintenance

· Demand

· Emergency (2 hours response)

· High (24 hour response)

· 2 to 3 days

· 1 week

· 1 month

· “on the list” of projects / repairs

· 9

· 225

· 1105

· 193

· 586

· 87

Total

· 2205

At any time through the process, the person requesting the work may check for updates on the ticket. We track quantity of work orders by type, priority, labor and property. Reports are only limited by the information that is entered. As part of all work orders, once closed, the requester is sent a customer satisfaction survey. We track and respond to all surveys for improved customer service. At present we are evaluating all budgets to insure we have adequate funding for the rest of the year.

Projects Scheduled For The Remainder Of This Year

· Renovation at the Community Health Building.

· Continued lighting upgrading and energy savings.

· Mandatory recycling for City Hall.

· Evaluate daylight harvesting & LED use for New Hampshire parking garage.

· Painting at the Riverfront garage and New Hampshire garage.

· Completion of Library expansion and parking garage construction.

· Electrical project has been awarded for the airport runways and taxiways.

· Salt dome roof replacement.

· City Hall break room addition

· City Hall 4^th floor remodel

Looking Forward

· Crack sealing at the airport is needed. There is a pavement management program for the airport, which is required by the FAA. Their funding is based on how well we maintain their improvements.

· The apron by the terminal and around the hangers needs to be sealed. We are getting separation and gravel which as stated earlier, is a hazard for airplanes.

· Energy conservation projects as identified by the energy audits for the Arts Center.

· We need another position to help with the daily upkeep and the maintenance of the new parking structure at 725 Vermont.

· We need a maintenance building for lifts, trucks, and equipment. Presently we have equipment and supplies stored everywhere possible. A maintenance building would clear out the stairwells and others area at City Hall where furniture and equipment is stored.

· The garage sweeper will need to be replaced in the next 2 years; we will address this in a budget request for 2015.

· Replace Circon DDC controls at City Hall. Circon is not manufactured anymore.

· Replace City Hall HVAC units with energy efficient units.

· Install DDC controls at Senior Center.

· Replace HVAC at the SWAN building.

· Construct two 10 hanger units at Lawrence Municipal Airport.

· Replacing the rest of the 10’ Victorian lights in downtown Lawrence with LED fixtures.