SERVICES DEPARTMENT. Building Services

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1 SERVICES DEPARTMENT The Services Department continued to provide outstanding support during FY The Building Services Unit continued to serve the campus community with effective housekeeping operations in the Resident Instruction buildings. Support Services continued to provide effective labor, trash disposal, and recycling support to the campus. The Material Requisition Section provided exceptional service by ordering, expediting, and providing follow-up on materials for purchase by competitive bid, and in purchasing materials for Physical Plant projects from State or Agency contracts by authority for direct issue of Field Purchase Orders. The UGA Supply Mart continued to provide outstanding support with an obsolete stock reduction program and service to the customers who need items from warehouse stock. Automotive Center continued to make excellent progress in timely and efficient service to the University fleet of vehicles. Detailed unit reports follow. Building Services The Building Services Unit expended 578,435 hours to provide housekeeping in Resident Instruction buildings at a cost of $9,831,872. Housekeeping service was provided to the College of Veterinary Medicine under contract with Southeast Service Corporation. The contract has been renewed for the upcoming fiscal year. Testing of the most current products and materials continued during the year to identify and provide effective tools and chemicals to the housekeeping staff. In addition to monthly safety training, we also held chemical product and cleaning equipment training seminars with various vendors. Additionally, we sent several of our foremen to supervisory leadership training seminars during the year. This year Building Services unit continued to serve the Campus community with effective housekeeping operations and will continue to respond to the needs of faculty, staff, and students. Material Requisition As a service unit within the Physical Plant Division, the Material Requisition Section continued to order, expedite, and follow up on material purchases. This is accomplished by competitive bid, direct issue of Field Purchase Order releases, $50,000 Petty Cash Fund purchasing (renamed Daily Purchasing), and purchasing via credit card (P-Card). Of the Physical Plant Division direct expense budget, Material Requisition expended $549,915 in Petty Cash, $1,489,464 in Purchasing Card transactions, and $6,581,132 in purchase order issues for supplies, materials, equipment, and services. The Petty Cash function continues as an important and integral part of the daily Physical Plant operation. The P-Card (purchasing credit card), has proven to be an invaluable tool in purchasing materials for same day or quick deliveries of materials costing less than F-26

2 $5,000. It has reduced the number of purchase and check requests for small purchases and petty cash purchases accordingly. The average daily expenditure of Petty Cash funds disbursed was $2,216 versus the $3,459 spent in FY The number of purchase requests, check requests, and direct FPO releases has also decreased with the increased use of the P-Card and with the declining budget. ANNUAL ACTIVITY SUMMARY FY 03 FY 02 DIFFERENCE Purchase Requests: 500 $6,581, $10,944,542 (211) ($4,363,407) Purchase Orders: Released for Payment $8,974, $12,127,198 (254) ($3,152,949) Check Requests: 613 $1,267, $2,240,693 (194) ($973,653) Direct FPO s: 205 $979, $773,325 (55) $206,577 Purchasing Card: Issued 1118 $1,489, $1,147, $342,250 Petty Cash/Daily Pur.: Transactions - 3,806 $549,915 6,306 $858,749 (2,500) ($308,834) Average of Daily Petty Cash Expenditures $2,216 $3,459 ($1,243) F-27

3 UGA Supply Mart The UGA Supply Mart completed another successful year supporting Physical Plant operations and other campus Units with supplies and materials. The annual closeout was completed on March 25, 2003 ending with an inventory total value of $1,152,536 which represented a $42,555 decrease in the inventory from last year. The fiscal year ended with 4,544 active stock items in inventory. The annual inventory reconciliation was completed requiring a write up of the inventory in the amount of $9,671 a small adjustment to the book value of the inventory based on the physical inventory. The warehouse inventory was also adjusted in June 2003 for damaged stock items valued at $14,955 and for Surplus/Obsolete stock items valued at $25,037. The damaged and surplus/obsolete stock items were transferred to the Unassigned Property Unit for sale/disposal. The annual dollar value of issues from inventory was in the amount of $3,102,291. This represents a decrease in the amount of $303,975 in comparison with the previous fiscal year. UGA Supply Mart filled 59,041 department requests. Continuous efforts to reduce the warehouse inventory are ongoing via deletions of surplus/obsolete stock items. The warehouse inventory was reviewed for stock items without activity exceeding two years; 539 stock items were marked frozen, valued at $93,296. There were 542 Procurement Card and Petty Cash Purchases made in the amount of $113,368. There were 841 Supply Contracts processed totaling $1,203, and 1256 Purchase Requests processed during the year totaling $1,103, A total of 26 items were added to inventory and 102 items were deleted from inventory. Reorganizing the warehouse area and commodities has been completed to enhance the warehouse for a more user-friendly approach for our customers. Stock location signs are displayed throughout the warehouse for customers and stock items and descriptions are displayed for customer to identify items. The following provides summary activity: Issues made from inventory 59,041 Number of line items issued 94,537 Dollar value of issue from inventory $3,102,291 Total value of warehouse inventory $1,152,536 Average value of warehouse inventory per month $1,231,448 Line items inventoried 10,419 F-28

4 Automotive Center FY 2003 was another productive year of improvements and innovation. The level of activity in all areas of maintenance, service and vehicle rentals remained high in spite of the increased budget cuts. Our transmission service that we put in two years ago is paying off as we have cut replacement cost by 50% (approximately $10,000). BellSouth donated seven (7) CNG work vans and we have put three of them in the fleet. The new Hook-lift that we will be getting soon will also produce lower costs and an increase in efficiency. Work has begun on automating our rental reservations and direct entry fuel tickets. Environmentally, the Automotive Center is in good standing with the Georgia Environmental Protection Division and in full compliance on air conditioning repairs. The Automotive Center continued to support the UGA Recycling Program by recycling tires, waste oil, batteries, metal, coolant and freon. The Preventive Maintenance Program continued to improve as the Campus realized the cost savings involved in regular maintenance, which is instrumental in avoiding major breakdowns and repairs. The Rental Pool continued to provide an excellent source of transportation for the University Staff and Faculty. The unit s goals continue to be Safety, Quality, and Service. Support Services A total of 24,392 hours were expended by Support Services on specific work orders; 11,984 hours were required on 21XXX series work orders (custodial); 4,318 hours on 51XXX series (grounds maintenance); and 6,970 hours were required for 22XXX series work orders (building maintenance). Also campus moves demanded 14,350 hours for 98XXX series work orders. This represents approximately 62,000 total direct work hours for Support Services during the year. Set up for several events included Graduation Commencements in December, May, June, and August; the State Science and Engineering Fair, which was held in the Coliseum; the Block and Bridle Rodeo; Honors Day and the University of Georgia Convocation. This year Support Services successfully completed numerous moves on campus. Support Services conducted several dedication ceremony setups on campus and supported all home football games; NCAA Gymnastics meets; NCAA Tennis matches and swim meets and NCAA Basketball games. Support Services also set up for the Board of Regents visitors to the campus, three high school graduations, ESPN Game Day and moved Candler Hall completely out. F-29

5 Sanitation Services The trash crews collected 354 loads with front loaders and 313 loads with rear packers. Also, 350 loads of soot from the University Steam Plant and 8 loads from the home football games were collected. Physical Plant paid Athens-Clarke County a total landfill fee of $188,495 for the fiscal year and paid the Oglethorpe County Landfill $12,982; this represents a total of 564 loads taken there with dump trucks. Dumpsters at Sanford Stadium were emptied Saturday and Sunday for each home football game. Sanitation Services employees are doing a remarkable job keeping the campus free from all trash and litter. Sanitation Services along with Support Services cleaned up Dawgs After Dark, the Student Activities program, a total of 6 times. UGA Recycling The University of Georgia Recycling Program continued to be a leader throughout the country in the collegiate recycling effort. UGA participated in a number of workshops on recycling during the past year. New receptacles were placed across campus for plastics, newspapers and aluminum cans, and a drop off center at Family Housing. We continue to supply bins and boxes for office paper to a growing number of locations across campus as they become aware of the UGA recycling program. We take the office paper, newspaper, glass aluminum cans, plastic and tin cans to Clarke County Recycling Center and continue to supply the University of Georgia with recycling carts. The recycled tonnage by commodity for FY is as follows: Office Paper Newspaper Aluminum Cans 0.32 Glass Cardboard Plastic.24 Wood Pallets Tin Cans.36 Books Phone Composting 1, After considering the additional labor cost for handling, landfill cost avoidance and miscellaneous revenue, this represents an approximate savings to the University of $37,000 for the 2,600 tons of materials recycled. F-30