facilities and real estate services fy2014 performance ... goals final fres.pdf · facilities and...

Facilities and Real Estate Services FY2014 Performance Goals Anne Papageorge, Vice President Performance Goal

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Section 1: INITIATIVES TO SUPPORT THE EVP GOALS

Create Resources through Effective, Collaborative, and Innovative Approaches

Create Penn’s future expansion capacity through Penn Connects initiatives

Schematic or continued Design services for the following projects:

Hollenberg, Dausch

Neural Behavioral Sciences Building – Complete design, relocate site utilities, demo Mudd and Kaplan, and start construction. Construction to be 15% complete.

Design, site utility work, and demolition of Mudd and Kaplan complete. Bids received for preparation of final GMP, which will be within project budget. Construction approximately 5% complete by the end of March and 15% by the end of the fiscal year.

Spring FY14

New College House –Complete phased design packages, and start construction. Construction to be 15% complete.

Design, mock-ups, and site prep complete. Excavation and caisson work underway. Bids received for preparation of final GMP, which will be within project budget. Construction approximately 5% complete by the end of March and 15% by the end of the fiscal year.

Spring FY14

1


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Mod 7 Expansion –Design to be completed in winter FY14, and begin construction.

Bids received and on budget for chillers and cooling towers. Chillers pre purchased and paid for in order to get significant discount. Cooling towers released for shop drawings. Obtaining regulatory and zoning approvals. Design being completed for bidding the remainder and preparation of the GMP. Cost estimates on budget. Commissioning agent selection underway. Construction expected to begin in April and be approximately 15% complete by the end of the fiscal year.

Spring FY14

Meyerson Hall Phase 1 ($3.5M) Renovation – Studio construction to be completed in the summer of 2013, and full design to be completed.

Phase 1 studios (2nd floor) complete for Fall semester. Exterior phase to be constructed Spring/Summer 2014. Design for Phase 2 studios (3rd and 4th floors) to be complete in March for Summer 2014 construction.

Spring FY14

Richards C+D – Complete design in fall FY14; start construction with 50% completion.

Design and mock-up complete, and GMP received within budget. Construction to begin in April following precursor projects, and to be approximately 15% complete by the end of the fiscal year.

Spring FY14

2


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PSOM Jordan Medical Education Center – Act as the representative of the University and work collaboratively with the Health System and Perelman School of Medicine Facilities personnel to ensure the building meets the design standards of the University. Attend design and construction progress meetings, along with executive project oversight committee meetings.

Steel erection underway. Construction to be approximately 10% complete by the end of March and 25% by the end of the fiscal year.

Spring FY14

World House @ 3803 Locust Walk – Full CDs to be complete and out for subcontractor bid and early package construction will be starting.

Revised schematic design complete; design development expected in April. Obtaining regulatory and zoning approvals. Trustee F&CP presentation in Feb. Targeting to start partial demo in June.

Spring FY14

Generational Bridge – CDs to be completed in fall. Construction to be 50% complete.

Design complete; bids received within budget; construction to start in May and be approximately 50% complete by the end of the fiscal year.

Spring FY14

3


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Perelman Center for Political Science and Economics –DD drawings to be submitted for review and estimating.

Programming complete. Preliminary estimate over budget, so building was redesigned, reducing size. Auditorium included by donor request, increasing size and cost. Completion of schematic design with estimate expected in April. Design of chilled water line relocation underway for completion as an early package. Design Development phase to be approximately 25% complete by the end of the fiscal year.

Spring FY14

Develop relocation plan for current occupants of 133 S. 36th Street

Datz OGC, OCGA and Netter solutions identified. AT Loft under negotiation. 3624 Market identified for CAPS, design commencement in March 14. Tenants’ designs complete by end FY 14

Spring FY14

Hill College House –DD phase to be underway.

Hollenberg, Dausch

Programming completed. Schematic design completion with cost estimate and value engineering expected in April. CM selected for preconstruction services. Design Development phase expected to be approximately 40% complete by the end of the fiscal year.

Spring FY14

4


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Hecht Tennis Center – Complete design and start construction in fall FY14, with completion by June.

Design revised by DRIA due to budget reductions. Revised SD phase documents complete and cost estimates to be provided in March. Construction could start in late summer contingent of DRIA design approval.

Spring FY14

Data Center – Upon final decision to proceed, complete design and construction documents for Trustee approval.

Datz Data Center building is on hold; study of demand underway with consultant; current strategy is to utilize existing resources; no expansion or building of purpose built facility anticipated at this time

Spring FY14

Utilize space analysis to develop SOI for mixed use office/residential development of the north East Corner of 34th and Chestnut contingent upon advancement of New College House.

Datz, Hollenberg

No progress to date. Will be pushed to FY15 due to NCH schedule.

Spring FY14

3939 Chestnut Street – Contingent on finalization of retail lease, advance and monitor construction completion of 75%.

Datz, Hollenberg

Project approvals obtained from city; in the process of finalizing financing; financial closing delayed due to easement issue with neighboring property; demolition to begin in March pending resolution of easement.

Spring FY14

5


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400 S. 40th Street advance project through appeal process or negotiate with governmental entities to advance to construction.

Datz, Hollenberg

Project in litigation, strategy for remapping/ordinance in process with OGCA and Councilwoman. Overwhelming community support for alternate strategy. Hearing for Preservation Hardship in March.

Spring FY14

Pending board approval, assist UPHS in advancing development of PA Hall site with construction commencing by year end.

Datz, Hollenberg

UPHS is advancing garage independent of developing office tower. Meeting with PIDC conducted in February. Anticipate LOI with BRT by end of fiscal year. Coordinating with UPHS, FRES, and BRT over architect selection; architect selection anticipated final quarter of FY14. Continued discussions w/ BRT for phase 1 tower to be available for occupancy by Q2 2017.

Winter FY14

Construction of the following projects: Dausch

Singh Center for Nanotechnology construction – Edison to be demolished at start of FY14, and site work to follow with project completion expected by year end.

Full project substantially complete in Oct. Analyzing contractor and A/E claims. Closing out sub and multi-prime contractors.

Fall FY14

6


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ARCH –Substantial completion. Substantial completion of building in early Jan and Café at the beginning of Feb. Occupancy occurred prior to start of spring semester. Reopening celebration occurred on Feb. 6th.

Winter FY14

Hutchinson Infill –Substantial completion.

Substantial completion and occupancy in Sept.

Fall FY14

SHDH West Entrance Addition –Substantial completion.

Substantial completion of full project occurred last May.

Summer FY14

Walnut Street Streetscape Improvements, 3200 Block –Substantial completion Sept.; tree plantings in Oct. and early Nov.

Streetscape and steam vault work completed in Oct.

Fall FY14

Ringe Landscape – Completion of project.

Completion in August. Summer FY14

Gregory College House Phase 2 – Begin construction.

THIS PROJECT WAS ADDED

Design completed and GMP expected by the end of March for construction work to occur in the Summer.

Spring FY14

7


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Facilitate University Sustainability Efforts

Continue ongoing efforts to obtain LEED certification on all new design and construction projects; Silver for Golkin, ARCH, Steinberg Hall Dietrich Hall, Nano, Hutchinson, New College House, NBS, and Shoemaker Green as a Sustainable Sites pilot project.

Hollenberg, Dausch, Ogawa

Golkin received LEED Gold certification. Shoemaker Green received Level 2 certification in the Sustainable Sites Initiative. Others on target to reach goals.

Spring FY14

Ensure 10 Energy Reduction Fund (ERF) currently identified projects are implemented to achieve the desired energy savings. Implement a measurement and verification program.

Ogawa Dausch

3 projects are complete; 3 projects are in construction; 2 studies are complete and undergoing cost and funding review; 1 project is undergoing value-engineering; 1study is being developed. M&V proceeding using building metering, engineering calculations and spot metering to collect data as appropriate.

Spring FY14

Green Fund: Continue implementation and monitoring of the 8 FY13 projects; initiate two (max.) additional grant round calls for grant applications, one in the Fall and one in the Spring.

Hollenberg Spring Applications to be accepted in March. One application was awarded in the Fall 2013 round of Green Fund. Of the 8 FY13 projects, six are complete and two have final reports due in June 2014.

Spring FY14

8


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Measure and report the recycling and waste diversion statistics quarterly. Track progress toward the Climate Action Plan goals. Evaluate and implement alternative metrics including, but not limited to total waste/person, Total waste land filled, and total material recycled/diverted from a landfill. Develop and recommend future interim Climate Action Plan goals related to solid waste management.

Ogawa, Hollenberg

FY14 Q3 recycling rate through Jan. was 22.9%. It was 30.6% if food and e-waste were included. Anticipate the FY14 overall recycling rate will be 31% including food and e-waste. ReThink campaign was successful. ESAC Solid Waste subcommittee began working on CAP goal recommendations and will have them complete by the end of FY14.

Spring FY14

Continue to incorporate sustainability criteria in capital projects of Real Estate – Upgrade HVAC system in Hamilton Village office space, install high efficiency heaters at Divinity School PIC and 4015 Roof with solar reflective membrane roofing and insulation.

Datz Divinity gas conversion complete; Hamilton Village HVAC upgrade installation underway with first phase of work Phase I (roof top units, distribution ductwork in northwest quadrants, VAV’s, ceilings and lighting) complete by end of 3rd quarter. The 4015 Walnut Street roof project deferred to FY15 due to competing higher return projects. Instead, 3944 and 4025 Pine Street houses were equipped with energy efficient HVAC systems and low flow water devices. 4025 Pine project included new Thermopane windows and infrared hot water heater. 4104 Walnut Street property repositioning to begin in Q4 including energy efficient windows and HVAC system installation.

Spring FY14

9


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Increase energy conservation towards the University’s FY14 goal of a 17% reduction in consumption and a 25% reduction in carbon footprint compared to the FY07 baseline as identified in the Climate Action Plan. Evaluate normalized energy

conservation (for space and weather) to determine Penn’s progress toward the CAP goals.

Ogawa, Hollenberg

FY14 raw energy use through January 2014 is 11.0% more than the FY07 baseline. This is due to an increase in steam use due to the colder weather this fall and winter. Anticipate raw energy use will be 2.5% more than FY07 baseline by the end of FY14. FY14 normalized energy use through January 2014 is 8.1% less than the FY07 baseline, after adjusting for the colder weather in the fall and winter. Revised projections for normalized usage by the end of FY07 are 1.0% less than the FY07 baseline.

Spring FY14

Coordinate with TC Chan to predict future campus wide energy usage requirements incorporating known or anticipated changes such as Century Bond projects and new construction.

TC Chan has updated the energy model incorporating Century Bond data and other known capital projects.

Develop and recommend future interim Climate Action Plan goals related to energy conservation and carbon footprint.

The ESAC Energy/Utilities subcommittee has developed a CAP energy/carbon draft goal recommendation. This goal was reviewed with the committee in Q3 and will be incorporated into the draft of the updated CAP in Q4.

Spring FY14

10


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Submit energy benchmarking data as required by the City. Review and determine the best use of this data.

Ogawa, Datz

Benchmarking data aggregated for the entire campus and submitted on time. All UCA Properties have submitted 2012 Energy Data or applicable Exemption Forms for exempt properties was submitted in January. CY2013 data submitted prior to the 6/30/2014 due date.

Fall FY14

Implement Infrastructure Improvements

Continue building re-commissioning program with completion of audits in 12 buildings. Review completed audits and take actions to address all valid findings.

Ogawa, Dausch

All FY13 final reports have been received, repair work in progress. Recommendations for energy savings modifications have been reviewed and approved items are being implemented. All FY14 audits awarded and are in progress. By the end of FY14, we anticipate all FY13 findings will be completed and FY14 audits will be completed.

Spring FY14

Create an additional O&M In House Preventative Maintenance (PM) team. Continue to increase PMs on Fan Coil Units (FCU), Fume Hoods, and Control Systems. Survey and input all building equipment into AiM. Analyze results of PM data to proactively identify problems and/or adjust maintenance needs as appropriate.

Ogawa PM Coordinator position approved in March. Anticipate filling this position in Q4. Additional PMs of control/HVAC systems being negotiated with union/contractors and were started Q3. All building equipment surveyed and in AIM. Further PM program expansion postponed until later in FY14 or FY15 due to budget limitations. Pilot testing of iPads for the PM team in progress with results expected Q4.

Fall FY14

11


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Continue to add at least one bike corral / year at designated locations at campus perimeter, removing interior corrals as and where appropriate and adding CCTV cameras. The corral at 38th and Hamilton Walk is planned for FY14.

Hollenberg 38th and Hamilton corral completed in Oct. South precinct evaluated. Planned expansion of corrals at 38th & University Avenues, Levine Hall, 34th & Spruce Street, and 36th & Spruce Streets will be completed late Spring 2014.

Spring Fy14

Installation of Utility Meters Complete installation of remaining 70 (19%) meters (9 steam, 3 chilled water, and 58 electric). Collect data for all buildings, comparing actual to formula allocations. Evaluate results and communicate with Schools. Ensure any meter or data integrity problem is investigated and corrected.

Ogawa, Jost Dausch

As of March 2014, remaining meters are: December 2013, remaining meters are: 0 steam (100% installed, finalizing communications with 8), 3 chilled water including one that was added to the list (96% complete), and 4 electric that were added to the list (98% installed, communications to be completed with remaining 6 by the end of the fiscal year). Consumption data is being monitored for accuracy and variance to the utility allocation. Cyber Security goals on schedule. Phase 1 50% complete. Implementation expected to begin Summer.

Spring FY14

Secure approvals from alumni boards and administration in FY14 for implementation in FY 2015 for OFSA capital improvement plan. Provide support for the completion of all identified FY14 projects

Datz

Presented to leadership and received approval to precede with Alumni budget discussions; meetings complete as of 3/7. 29 projects completed at a value of approximately $750k; Access Control System installation in 23 houses planned to be completed in FY14. Value is approx. $350k. 17 projects deferred.

Spring FY14

12


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Continue to identify survey and replace DGS control systems. Design and construct the following: John Morgan Phase 2, Caster, Addams, Meyerson, Annenberg Center, Cret Wing. Complete construction John Morgan Phase 1.

Dausch, Ogawa

John Morgan Ph 1 construction is complete. CRET Wing construction to be complete by year end; Meyerson included in HVAC Century Bond projects. Caster, Addams, Williams, Annenberg, & John Morgan Phase 2 have been designed and bid with construction scheduled over the summer of 2014.

John Morgan Summer Ph 1 FY14 all others Spring FY14

Century Bond planning and implementation: Ensure next phase of lighting and HVAC projects meet design/construction timelines. Implement a measurement and verification program to validate predicted energy savings.

FRES

SAS Chemistry 1973 Wing HVAC Upgrade and lighting in McNeil, Caster –construction completed; completion of design for lighting projects identified in the feasibility study that require design; DDs completed for HVAC system replacement in approximately 10 to 15 buildings.

Chem 73 HVAC 75% complete; with completion in Oct. 2014. Caster and McNeil lighting awarded in February. Schematic design contracts awarded on 9 of 9 HVAC projects; 3 partial schematic designs completed; 6 schematic designs to be completed in Q4.

Spring FY14

Lighting Upgrades in CRB, Chem ‘58, Tanenbaum, Franklin, 3401 Walnut, and Sweeten – construction completed.

All projects are under construction; completion in Q3.

Fall FY14

13


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Lighting projects identified in feasibility study that requires lamp/ballast replacement only - construction completed.

Scope identified on lighting retrofits in 35 buildings that require lamp/ballast replacement only. 7 buildings in construction with RFPs being prepared for 14 buildings in Q3 and 14 more in Q4. 16 Buildings expected to be completed this year.

Winter FY14

Manage Utility Expenses

Monitor Penn’s utility expenses and take actions to minimize supply costs. These actions could include, but are not limited to monitoring utility bills for accuracy, identifying/obtaining rebates or grants, and participating in PJM Demand Response programs. Monitor the LSE activities and procure electricity hedges as needed. Manage the Veolia O&M allowance to best improve the campus steam distribution system.

Ogawa, Jost

LSE hedge management plan based upon the revised Trustee hedge limits approved and implemented. Worked with Consultants and Veolia to understand and better position Penn to anticipate the significant market fluctuations that drove January’s extreme utility bills. Intervened in Veolia’s base rate case. Reconciled O&M allowance to Veolia charges and increased summer spending budget to match allowance.

Spring FY14

Complete a comprehensive utilities master plan addressing long term campus wide utilities infrastructure requirements.

Ogawa RFP scope of work was prepared and proposals were solicited in Q3. Proposals were reviewed and consultant selected in Q4. Master plan to be completed in Q3 of FY15.

Spring FY14

14


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Enhance sourcing strategy

Establish a team with O&M, D&C, and Purchasing to evaluate the organizational structure needed to manage FRES contracted services. Establish a process to manage vendor pre-qualification and required documentation for O&M vendors. Compete the Siemens Controls, UPS Maintenance, window cleaning, and emergency restoration contracts.

Ogawa, Dausch

Awarded Summer Turnaround Housekeeping, Controls and Emergency Restoration contracts. RO/DI Water contract was extended. Fire Alarm, UPS Maintenance, Fire Sprinkler, and Window Cleaning RFPs in development for Q4 release. Elevator contract scope being updated with contract option to be awarded in Q4.

Spring FY14

Enhance accounting, reporting, data integrity, and management controls to better manage financial resources

Monitor O&M Metrics and comparisons to industry benchmarks (ex. Sightlines, APPA) and take appropriate action based upon those findings.

Ogawa Monitoring O&M data as part of Lean process. Received results of the Sightlines survey. Issued a data call request to the Education Advisory Board for Housekeeping data with data expected FY15 Q1

Spring FY14

15


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Training and Development

Continue to improve the coordination and development of staff and training initiatives

Jost

Implement Leadership Training course for each FRES division as appropriate for that staff.

Hold annual Leadership retreat and

quarterly FRES update meetings

Training on Emotional Intelligence and Negotiation skills scheduled for spring months. Leadership retreat held Nov 13; Follow up session held on Dec 17. Three FRES Updates to date; topics were Affirmative Action and Engagement survey results, one to discuss University results and one to discuss FRES focus group results.

Spring FY14

90% of staff to complete a professional development, whether internal or external training, attendance at a conference, seminar, lecture or informational meeting, online educational opportunities, cross-training within departments etc.

On target for completion by year end. 78% of staff has attended training. Emotional Intelligence and Negotiations skills training for staff is planned for the 3rd and 4th Qtrs. Leading in a Union Environment scheduled for Trades leadership in 4Q. 95% of housekeepers and 91% of Trades employees have received some type of training to date. 19 new employees attended new employee orientation in Q2, 13 new employees scheduled for orientation in Q4.

Spring FY14

16


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Support new initiatives from central HR, including follow up from Employee Engagement Survey

Meeting held with each Executive Director to develop department specific action plans. Results of FRES focus groups discussed with leadership team. Performance management to be emphasized during evaluation process. Follow up communications of the Know Your Numbers campaign. Communications to staff for the StayWell website.

Fall FY14

Complete compliance training for staff and union, to include Americans with Disabilities Act, and Respectful Workplace/Sexual harassment education

Jost, Ogawa

35 Directors attended sexual harassment training, 29 Principles of conduct sessions offered to date with 400 employees attending, 30 Respectful Workplace sessions offered with 422 people attending. More sessions are scheduled.

Summer FY14

Accomplish all training for O&M union staff identified in the specific shop goals. Results will represent in percentage, the hours of training accomplished FYTD compared to the total hours scheduled for FY14. Implement tracking database to ensure compliance.

Ogawa In January and February, 566 hours and 1300 hours of training for Housekeepers and Trades respectively. This is below the targeted amount due to the weather related impacts. By the end of FY14, we anticipate the union staff will have received 75% (~20 hrs/ person for Housekeeping and 30 hrs/ person for Trades) of the training scheduled for this FY.

Spring FY14

17


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Engagement Committee will sponsor 3 events for year; blood drive, sponsor families for Christmas and Bring your daughters and sons to work day.

Jost Blood Drive held in July, made 81% of goal. Christmas event raised money, clothing and personal items for Peoples Emergency Center and planning underway for Daughters and Sons day. Employee Fun Committee started in Q1 and group has hosted several activities for employee morale, including trivia contests, heart health social and luau social.

Spring FY14

FRES O&M sessions to educate and inform non-O&M partners on “core” knowledge.

Ogawa Three O&M educational sessions were provided in Q3 with one session scheduled for Q4 bringing the total for FY14 to six sessions.

Spring FY14

Performance Evaluations

Continue to ensure 100% completion of annual employee performance evaluation process.

Jost On target. Training for newly hired managers will be implemented in Spring. Performance Management Best Practices and training on all related topics from central HR communicated to all staff.

Spring FY14

Improve Labor Relations

Track and report monthly grievance statistics. Continue to work with the union leadership to reduce grievances through improved communication.

Ogawa LU115 had 1 grievance in Q3. In Q4, LU115 grievances are expected to be consistent with last year (0 grievances in Q4 FY13). LU835 had 28 1st & 2nd level grievances in Q3 vs. 52 total 1st & 2nd levels in Q3 FY13. In Q4, LU835 grievances are expected to increase as more PM work and routine maintenance are contracted (there were 43 grievances received at 1st & 2nd levels in Q4 FY13).

Spring FY14

18


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The endeavor meetings are happening on a regular basis (with appropriate documentation) – this will allow a strong defense of any grievances associated with the endeavor process – these typically make up over 60% of overall total.

Prepare or update O&M policies/practices as required. Ensure compliance by conducting routine internal and/or external audits of the policies/practices.

Ogawa Inventoried housekeeping policies and began developing a plan to create the missing policies. This plan will be created and prioritized by the end of FY14. Audit of Housekeeping OT/Hiring and discipline practices to be completed in Q4.

Spring FY14

Support Initiatives to provide high quality work and living environment for faculty and staff

Construction of the following projects: Dausch and Ogawa, Jost

SCADA Implementation - complete

installation on first bid package. Obtain resources required for project support.

Contract executed with migration vendor; finalizing contract with software vendor; implementation to begin in Q4 with data migration.

Spring FY14

Work with DPS and BSD to create enforceable bike policy that support bike parking and riding strategy.

Hollenberg Bicycle Committee is being led by BSD, with participation of FRES, DPS, and other campus stakeholders. Bicycle policy presented to Senior Roundtable; adoption underway – anticipated acceptance Spring 14. Bike circulation map is posted on the FRES website.

Fall FY14

19


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Space Planning/Relocation Strategy – accommodate Penn Connects major new buildings and renovation needs, including known scheduling needs for PCPSE and a programming study in Stiteler.

Hollenberg, Datz

RFP for backfill of Stiteler, Solomon, and McNeil Building approved by provost office and issued in January. Architect selection underway. Architect will be selected in Spring 14.

Spring FY14

Coordinate with Penn Medicine on planning and design of possible relocation of Convention Avenue.

Hollenberg Two alternatives under evaluation; presented to city agencies in two meetings.

Spring FY14

Glenolden- Advance decanting and

decommissioning of facility by April. Continue to advance disposition strategy

and close out of PIDC financing by year end.

Datz Decommissioning of space underway as vacated; property marketing continues with limited interest. A LOI has been submitted and currently under review with a proposed sale value at $3.5 M. Occupancy anticipated through July 2014. Also evaluating potential subdivision of space as option but PADEP restrictions and rezoning will extend timeframe.

Spring FY14

Continue to improve workplace safety. Identify and resolve workplace hazards through at least monthly field inspections. Rotate participants in the field inspections through all AMs, Trade/Housekeeping Supervisors/Managers, Engineering staff, and Directors

Ogawa 54 site visits were completed by a variety of Trade Supervisor/ Managers, Housekeeping Leadership, and Area Managers. 159 issues were identified and 126 are resolved.

Spring FY14

20


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Continue the Lean Six Sigma process improvement in the Housekeeping, Work Control Center, and PM Shops. Monitor work order metrics to maintain an average backlog in the trades of less than 30 days.

Ogawa Housekeeping Lean effort underway with anticipated completion of 50% of the initial pilot by year end. Reviewing proposals for consultants to assist in Call Center Lean effort. Anticipate starting Lean effort for Work Control Center Q4. PM shop completed and in pilot. Total backlog of all shops in Q3 is projected as an average of 2.1 weeks. This slightly higher than the 1.9 weeks in Q3 FY13. Overall, FY14 backlog is expected to stay relatively constant as the shops have completed the initial Lean effort. Shop backlog is managed by using OT or contractors as needed to maintain a 2-4 week avg backlog.

Spring FY14

Complete master planning initiative for South Bank at Gray’s Ferry. Finalize shuttling and continuity

strategy Continue to market and secure

occupancies to support schools and centers and or 3rd party users.

Datz, Hollenberg

Master planning nearing completion with major stakeholder meetings complete; presentation to President and Provost in Q2; Trustees in Feb. Occupancy continues to grow including greenhouse for Dental, 2 new tech transfer tenants and expansion of Working Dogs. On demand shuttle service with Business Services active as of March. Report to be finalized Spring 14.

Fall FY14 Spring FY14

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Support Economic Inclusion Goals

Achieve contracting goals on construction projects within EIP (>$5 million) – typically 25 - 35% M/WBE. Also track local business spending. Achieve field participation goals on projects within EIP (>$5 million) – Typically 20 to 30% minority and female trade labor. Prioritize local residents and/or LEB apprentices. Projects to include, Nanotech Center, Hutchinson Infill, Steinberg-Dietrich, ARCH, Chem ’73 HVAC, NCH, and NBS.

Dausch Nanotech completed at 30% contracting and 25% combined work force. Steinberg-Dietrich completed at 42% contracting and 20.6% combined work force. Hutchinson completed at 31% contracting and 18% work force. ARCH completed at 36% contracting and 20% combined workforce. Chem 73, NCH, and NBS will continue to be tracked through construction.

Spring FY14

Real Estate Operating Efficiencies and Advances

Secure LOI for UPHS 115 S. 40th development parcel

Datz

Solicitation slated for Q4. Spring FY14

SOM asset management study; assist in finalization of model and support in third party leasing master plan.

Datz Model complete and being re-worked. In conjunction with the introduction of FMC, met with senior management in Dec. to review master plan. 3535 Market 15 year renewal completed; assisted with Dept Psych lease consolidation.

Spring FY14

22


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Advance construction of EVO on Chestnut Street; work with BRT on finalizing development plan for Walnut St pad.

Datz EVO construction 55% complete as of 3rd quarter. Anticipated 85% complete by end of fiscal year. Space Planning for Penn occupancy underway. Selection of architectural firm for Walnut Street and space planning for coordination of tenant work anticipated by end of FY; FMC tower at Cira South design presented to DRC in December and follow up anticipated in April.

Spring FY14

Penn China/Wharton-finalize leased space selection, advance project through architectural design and CD creation in anticipation of building project with approval from CPG

Datz Trustee approval for full project in Nov.; lease executed Jan.; Design commenced Feb. DD complete in May with CD commencement in June.

Winter FY14

WXPN/World Café Live-negotiate modification of ground lease

Datz Completed in Sept. Spring FY14

Begin implementation of retail master plan as vacancies occur.

Datz Master Plan final draft complete and under review by retail broker; presentation to EVP and report submission by end of March.

Spring FY14

Complete space planning and develop 3901 Walnut Street; secure entitlements and advance construction to 50% complete by year end.

Datz, Hollenberg

Design and space plans complete; development agreement finalized; construction mobilization commenced in Feb; reintroducing retail in 1st level.

Spring FY14

23


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Develop renovation plans, budget and timeline for 4025-33 Pine Street

Datz Renovation substantially completed in Sept. Handicap unit to be completed by end of FY.

Fall FY14

Continue to improve life safety systems in off campus residential properties; Complete installation of Chestnut Arms sprinkler project.

Datz Sprinkler system installation has been completed at Webster Manor, 3944 and 4025-33 Pine Street. Sprinkler installation at Chestnut Arms is approximately 95% complete and will be completed by end of 3rd quarter. Sprinkler System installation at 4104 Walnut Street to begin in Q4.

Spring FY14

Continue pursuit of options to address graduate housing with development projects along 40th Street. Evaluate Walnut Street Pad as mixed use market rate housing with BRT.

Datz EVO at Chestnut St. 55% complete by end of 3rd quarter 85% complete by end of FY. HUB 3939 to commence in March pending easement agreement with Metropolis. Walnut Street Pad: schematic design complete and reviewed by DRC in April.

Spring FY14

Maintain overall average occupancy in excess of 95% for residential portfolio and 85% for commercial portfolios.

Datz On target for both residential and commercial. On target or better for end of FY

Spring FY14

Continue 40th St Summer series in collaboration with UPPD and UCD by additional event in fall.

Datz Fall event conducted; 2013 summer series complete. June event in planning.

Spring FY14

24


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University City District meetings with Director and report of outcomes

Datz Ongoing discussion including UC Green, 40th and Market and state of University District and retail. Funding street improvement projects on 40th and Market. Two façade projects completed with matching funds from city Façade Improvement grants. In addition, FRES completed 4001 Chestnut façade inclusive of art installation.

Spring FY14

Section II: INDIVIDUAL DIVISION GOALS

Improve Capital Project Mgt documentation and controls to increase efficiency and enhance project performance

Conduct meetings on completed major projects to identify lessons learned through this experience, and apply this knowledge toward improving future projects. Projects to include SHDH Addition, Hutchinson, Nano, and ARCH.

Dausch

SHDH meeting completed. Hutchinson scheduled in April. ARCH will be in the Spring. Nano to follow claims resolution.

Spring FY

Working with OACP, complete financial and process audits for major construction projects. Projects to include SHDH Addition, Hutchinson, Nano, and ARCH.

Dausch, Jost

Nano multi-prime completed with no findings, SHDH completed and reconciled with contractor, and draft reports expected for Hutchinson, Nano CM at risk portion, and ARCH by the end of the fiscal year.

Spring FY14

25


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Implement IT applications as well as electronic processes to allow better management of division-wide operations.

Upgrade current version of AiM Work Order Tracking system. This upgrade provides greatly enhanced functionality for mobile work force and includes newly designed Facilities Condition Assessment module. Continue to enhance web front end as required by customer input.

Jost, Ogawa

AiM upgrade on schedule; unit testing of reports and interfaces complete. Turn over to ISC for integration testing early March. System expected to be in production Q4 FY14

Fall FY14

Complete Facility Center upgrade, which is the software used for campus space management. The current version is out of date and no longer supported.

Jost, Hollenberg

On schedule for April deployment; training scheduled; data migration, interface testing in progress; Web Updater reviewed by customers with positive feedback.

Spring FY14

Initiate a BIM pilot test to evaluate the cost/value associated with BIM. Use to develop potential guidelines for FRES

Jost, Dausch, Ogawa,

BIM utilized on Nano MEP and on Hutchinson. Laser scanning of 133 S 36th St currently underway to create BIM model of existing building. TC Chan engaged to prepare a BIM Design Guide. FRES BIM needs determined and existing consultant guides and best practices reviewed by March. Set of consultant BIM protocols for new construction and a FRES internal guide of BIM protocols for O&M drafted, including O&M pilot test of the protocols with a designated set of campus buildings completed by year end.

Spring FY14

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Status Key dates

or Estimates


Develop and implement best practices and standards for Facilities Condition Assessment at Penn. Evaluate and select software to automate data gathering, analysis and reporting. Create software implementation plan and schedule.

Ogawa, Jost

Facilities Condition Assessment (FCA) software configuration initiated in Q3 and will be completed in Q4. RFP for initial FCA building assessments issued in Q4 and assessments underway at end of Q4.

Spring FY14

Enhance FRES communications

Promote Penn as a leader in campus planning and urban development.

Rizzi, Hollenberg

Spring FY14

Internal and external media coverage of Penn Connects and other significant construction projects at major milestones, including Singh Center, SH-DH addition, Hutch Infill, ARCH, NBS, New College House, PS&E, World House, Richards, Meyerson.

Dausch, Datz, Ogawa

Multiple local and design press interviews and media hits for DHSD, Hutch, NCH, PCPSE, Meyerson and the ARCH opening and historic restoration, NBS beginning construction, and South Bank master planning update. Anticipated coverage for design of World House and Hill College House, and the start of Richards renovation in Q4.

Promote Penn Connects 2.0 with creation and updates of project pages on website

Rizzi Updates made to following PC webpages and highlighted on FRES/University websites when possible: What’s New, South Bank, The ARCH, NBS.

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Status Key dates

or Estimates


Develop and implement an O&M specific communication plan to address communicating with employees who do not have a Penn e-mail account and to start capturing in house or vendor supplied training electronically.

Rizzi, Ogawa

FRES newsletter: O&M version Winter issue compiled and distributed; anticipated videotaping of more O&M training seminars for sharing in Q4.

Promote key Penn real estate acquisitions, plans, retail, and/or arts news for campus and University City, including Retail Master Plan Update, project milestones on HUB 3939, 3901 Walnut, 40th & Pine.

Rizzi, Datz

Ongoing coordination of Cira South Evo marketing and tracking with Campus Crest, Penn grad school contacts, GSC, Off Campus Services; planning for openings of Federal Donuts and Chat Time in March; promoted retail through numerous ads in DP and other local publicity. Hub3939, 3901 Walnut and 40th & Pine planned for Q4.

Creation of South Bank Marketing Brochure

Rizzi, Datz

Marketing content for SB, including updated power points for presentations to University groups, proposal and leasing brochure for potential tenants. Planning underway for TedXPhilly event in March.

Develop new University Square retail website for promotion of shopping, dining, and services; rollout of retail marketing and branding campaign

Rizzi, Datz

Anticipated planning to begin in Q4, in coordination with recommendations from the retail master plan

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Status Key dates

or Estimates


Promote Penn as a leader in environmental sustainability and conduct outreach to further progress our Climate Action Plan goals.

Rizzi, HollenbergOgawa

Track and report on progress towards Climate Action Plan goals; submission of progress report to STARS

Quarterly metrics compiled; ongoing work on STARS draft to be completed for review Q3 submission; ISCN GULF Charter case study compiled and circulated. Submission by year end

Internal and external communications of sustainable projects and initiatives, including LEED certifications granted, sustainable aspects to campus construction projects, Green Fund project updates and new grants, Green Office and Green Room programs, tree giveaway programming, energy awareness month, waste minimization and recycling programs

Promoted Green Office, Green Fund, ISAC; coordinated Power Down Challenge calendar, branding, posters and ads, daily news content and outreach with campus partners; compiling GCP e-newsletter for Q3 send. Green Room certification launched; implemented ReThink your footprint waste minimization campaign; tree giveaway planned bi-annually.

Increase circulation of Green Campus Partnership e-newsletter and continue timely updating of website, with expanded social networking usage and followers

Website updated daily; Social media utilized daily to weekly; Facebook and Twitter followers expanding each quarter with increased usage and coordination with news outreach; Facebook followers have increased in FY14 (as of March) from 370 to 455 (+23%); Twitter followers increased from 852 to 1186 (+40%).

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Status Key dates

or Estimates


Communicate FRES division goals, achievements, progress, and recognition through compilation of 3 FRES newsletters, ongoing updates to website, staff profiles, timely meetings and announcements

Rizzi, HollenbergDausch, Ogawa, Datz, Jost

Winter FRES Newsletter distributed in Jan; next FRES newsletter to be distributed in May/June.

FRES Progress Report – create every other year, compile in Q1 with FY13 status; distribute by early Q2.

Bi-annual report distributed in Q3.

Stretch Goals

Status Key dates or Estimates

Support Campus Improvements

34th Street streetscape - advance design and construction documents for 34th Street Streetscape

Hollenberg, Dausch

Kick off meeting and stakeholder meetings held. Feasibility study to be complete Spring FY14.

Spring FY14

3600 Woodland Walk - revisit conceptual design and advance schematic design

Hollenberg, Dausch

Schematic design complete. 50% Construction documentation complete. Budget being evaluated.

Spring FY14

33rd Street from Smith Walk to Spruce Street Streetscape improvements – advance feasibility

Hollenberg, Dausch

Project will be designed in FY15. Spring FY14

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