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Enterprise Asset Management

February 13, 2013

Customer Utility Board

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Budget Phases

BASE CSL

Pkg 010 Pkg 031 Pkg 060

Pkg 090 Pkg 091 Pkg 092 Pkg 093

POP’s Approved Modified Denied Reductio

n Exercise

11-13 LAB

ARB GBB LAB

Normal Budget Build Process

What Really Happened

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What we knew at GBB of $205,807

Pkg 031 = State Government Service Charge ($92,860) DAS Assessment/Charge for Service Reduction

COO - Assessment ETS - Charges for Services EGS - Charges for Services

Policy Option Packages (POP’s) EAM Surplus Property – Pkg 114 for Workload –

($112,947) did not move forward

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What was released at GBB ($2,904,769) BASE ($114,638)

PERS Reduction Package 010 ($48)

PERS Reduction Package 031 ($92,860)

SGSC Package 081 $882

PERS Reduction Package 090 ($1,954,712)

HB 3182 Budget Reductions PERS Reduction if positions were used

Package 092 ($69,958) PERS Reduction

Package 093 ($558,997) PERS Reduction

Package 116 Supreme Court Building Policy ($1,491) PERS Reduction

Package 114 Surplus Staffing Policy ($112,947)

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EAM Budget AdjustmentsBudget Category Budget Phase Amount Item Category

SS Pkg 031 ($92,860) SGSC

Both Pkg 114 ($112,947) POP Pulled

Pre-GBB Release $ (205,807)

PS Base ($114,638) PERS

PS Pkg 010 ($48) PERS

PS Pkg 081 $882 PERS

SS Pkg 090 ($1,954,712) Reductions

PS Pkg 092 ($69,958) PERS

PS Pkg 093 ($558,997) PERS

PS Pkg 116 ($1,491) PERS

Post -GBB Release ($2,698,962)

Total Reductions ($2,904,769)

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EAM – Planning & Construction Management

Planning & Construction ARB GBB NET

$5,594,574 $5,523,628 ($70,946)

PRICE LIST

Project Management Hourly Rate

Senior Project Manager $136 $136 -

Mid-Level Project Manager $110 $110 -

Interior Project Manager $101 $101 -

Entry Level Project Manager $87 $87 -

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EAM – Planning & Construction Management

Total Reductions to Program At GBB – ($70,946)

Recommendation – No Change to Rates for this program

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EAM – Rent Program

History of the Uniform Rent

Rate 2005-09 2007-09 2009-11 2011-13 2013-15

Office Space

$1.32 $1.32 $1.38 $1.38 $1.45 per square foot per month

Storage Space

$0.47 $0.47 $0.50 $0.50 $0.50 per square foot per month

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EAM – Rent Program

$1.30

$1.35

$1.40

$1.45

$1.50

$1.55

$1.60

$1.65

$1.70

$1.75

$1.80

Lloyd District $1.74

Salem $1.70

Eugene $1.51

DAS Uniform Rent , $1.45

Market Rent vs. DAS Uniform RentRates exclude Property Taxes

Rent

per

square

foot

per

month

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EAM – Rent ProgramARB

Net changes GRB

Debt Service $30,481,120 0.32 Debt Service $30,481,120 0.33

Depreciation $16,821,286 0.18 Depreciation $16,821,286 0.18

Utilities $12,291,412 0.13 ($300,000) Utilities $11,768,389 0.13

Total $59,593,818 0.63 ($300,000) Total $59,070,795 0.63

Admin Trx $746,547 0.01 Admin Trx $746,547 0.01

Operating Trx $819,010 0.01 Operating Trx $819,010 0.01

Transfers $183,973 0.00 Transfers $183,973 0.00

PS $19,363,748 0.20 ($431,710) PS $18,932,038 0.20

S&S $13,737,843 0.15 ($433,540) S&S $13,527,326 0.14

Cap Outlay $109,115 0.00 Cap Outlay $109,115 0.00

Total $34,960,236 0.37 ($865,250) Total $34,318,009 0.37

Grand Total $94,554,054 1.00 ($1,165,250) Grand Total $93,388,804 1.00

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EAM – Real Estate ServicesLeasing

2013-2015 Fee Matrix

Transaction Type Fee

Lease Renewal: Two (2) year term or less

1.75% of the Net Rent gross value of the first 2 years

Lease Renewal: Greater than two (2) year term

2% of the Net Rent gross value of the first 2 years

New Leases3% of the Net Rent gross value of the first 2 years

Existing Leases1% of the Net Rent gross value of the first 2 years

DAS-owned building lease portfolio management

$500.00 per agency per biennium

On Demand Lease Administration Services

$92.00 per hour after the first hour of service

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EAM – Real Estate Services (Cont.)

Real Property Transactions – Land Sales

This program manages the real property transactions (purchases, sales, exchanges, easements etc.) by DAS and other state agencies as required/requested (ORS 270). Real property transactions are billed on a fee-for-service rate ($122 per hour) plus direct costs associated with the transaction.

Statewide Facilities Coordination (SFC)

These charges cover Department of Administrative Services’ expenses for coordinating/facilitating potential development of new building or facilities, and planning of major construction projects by all state agencies under ORS 276.227. The costs are allocated to agencies based on budgeted Full-Time Equivalent (FTE) positions for each state agency with 15 or more FTE. Agencies with less than 15 FTE employees are not assessed.

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EAM – Real Estate Services (Cont.)Real Estate Services ARB GBB NET

$3,442,779 $3,042,235 ($400,544)

Recap of Changes

Base - PERS Changes ($34,831)

Package 031 - SGSC ($5,738)

Package 082 - May 2012 Reduction $882

Package 090 - Reduction ($313,515)

Package 092 - PERS ($5,266)

Package 093 - PERS ($42,076)

Total ($400,544)

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EAM – Real Estate Services

Total Reductions to Program At GBB – ($400,544)

Recommendation – No Reductions to rates

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EAM – Fleet & Parking Services

DAS Statewide Fleet Administration Under  the  authority  of  ORS  283.310  the  Department  of  Administrative  Services  (DAS)  Statewide  Fleet Administration shall control and regulate the acquisition, operation, use, maintenance, and disposal of and access to motor vehicles used  for  state business.    In addition, DAS Fleet  is  responsible  for providing safe, dependable transportation in a cost effective manner.

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EAM – Fleet & Parking ServicesFleet & Parking Services ARB GBB NET

$40,104,554 $39,440,903 ($663,651)

Recap of Changes

Base - PERS Changes ($24,165)

Package 031 - SGSC ($14,823)

Package 090 - Reduction ($530,000)

Package 092 - PERS ($10,528)

Package 093 - PERS ($84,135)

Total ($663,651)

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EAM – Fleet & Parking Services Total Reductions to Program At GBB –

($663,651) Recommendation – Daily rental rates were

reduced in the price list.Daily Rental Rates ARB GBB Net

Vehicle Type Daily Rate Daily Rate Change

SEDAN – FWD & AWD (inc. alt-fuel, flex-fuel, hybrid) $49.00 $40.00 ($9.00)SPORT UTILITY VEHICLE (inc. flex-fuel and hybrid) $79.00 $60.00 ($19.00)

7 PASSENGER MINI VAN $69.00 $60.00 ($9.00)

12 PASSENGER VAN $79.00 $70.00 ($9.00)

CARGO VAN $59.00 $45.00 ($14.00)

PICKUP $69.00 $60.00 ($9.00)

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EAM – Surplus Property

 Property Distribution The State Surplus Property program collects and disposes of state and local government surplus personal property.  It utilizes a variety of marketing methods, including fixed price sales and online auctions.  Customers include state and local governments, qualified non-profit organizations and the public.  State Surplus is self supporting and receives no general funds to operate the program.  Surplus is governed by ORS 279A, which states that the program may recover the cost of property disposal through the amount received through sale of items or that Surplus bills agencies for the difference. The Surplus program has no control over the quality, quantity or resale value of items sold in any given period.

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EAM – Surplus PropertySurplus Property ARB GBB NET

$5,173,228 $4,590,229 ($582,999)

Recap of Changes

Base - PERS Changes ($17,076)

Package 010 - PERS ($1)

Package 031 - SGSC ($8,127)

Package 090 - Reduction ($387,324)

Package 092 - PERS ($6,398)

Package 093 - PERS ($51,126)

Total ($470,052)

POP Package 114 - Staffing ($112,947)

Total ($582,999)

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EAM – Surplus Property

Division following Recommendations from CUB in October 2012.

Presented reductions in costs to the CUB because program was not generating enough revenue for 13-15.

POP 114 for staffing did not move forward.

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Other Information

LFO Reduction Exercise Possible more reductions during session If more reductions are realized adjustments can be

made If not, rates remain static

Legislative Session – Changes from GBB to LAB based upon legislative direction.

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Questions?