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Form #: B-52 <br />7/18/91 <br />DEPARTMENT: <br />DEPARTMENT OF FINANCE <br />REQUEST FOR COUNCIL ACTION <br />Works DATE: 10/23/23 <br />STAFF CONTACT', Julann Sonomura PHONE: 961-8321 <br />A. REQUEST'. <br />The Department of Public Works Building Division is requesting a resolution to create a new Facilities <br />Program Manager full-time position. <br />B. BACKGROUND AND JUSTIFICATION (USE ADDITIONAL SHEETS AS NEEDED)'. <br />The Building Division is responsible for maintaining the County of Hawaii facilities. The Facilities <br />Program Manager would oversee three sections of the Building Division that are primary components of a <br />building's life cycle: Design & Engineering, General Services, and Repair & Maintenance. While each unit <br />performs a specialized function, their efforts need to be closely coordinated, tracked, and managed to <br />maximize the county's investment in each facility. <br />Due to the rapidly aging facilities and years of deferred maintenance, there is an urgent need for asset <br />management. Asset management would ensure that facilities are inventoried, inspected, maintained, <br />repaired, and renovated or replaced in a timely manner. A Facilities Program Manager would have the <br />ability to lauch and utilize an asset management software program needed to track a building's life cycle. <br />Data produced from the asset management program can ensure that timely inspections are conducted, <br />maintenance is scheduled regularly, and repairs are completed promptly. The frequency, severity, and cost <br />of repairs would indicate when larger projects should be planned, well ahead of the need. <br />An asset management approach is proactive whereas the current system for facility management is <br />reactive. Presently, when building occupants notice problems, they submit Work Order Requests. Many <br />requests are generated when termite damage is observed, or when roofs are leaking. Waiting for users to <br />observe and then request repairs results in further damage and higher costs. <br />A Facilities Program Manager would have the ability to establish an asset management software program <br />and maximize the ability of knowledgable staff to proactively maintain and repair facilities. And, when <br />facilities are beyond their useful life, asset management would contribute to the scope of work for new <br />facilities and maintenance plans. Thus, having a Facilities Program Manager and asset management <br />program will help reduce the overall cost of maintaining County facilities. <br />SIGNED. "/� C/—� DATE: OCT 2023 <br />Department Head <br />