Item 3. Staff Presentation- AFM ACME — original pdf

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AFM-AACME Facility Management Facility Management, Building Services, and AARC Support September 2026 What sites from ACME has AFM acquired in the last year? Budgetary Changes & Staffing Transitioned Facilities Facility Operator Facility Manager Facility Name Site Added to AFM Management Portfolio Square Feet ACME ACME ACME ACME ACME ACME ACME ACME ACME ACME ACME ACME ACME ACME ACME ACME ACME AFM Mexican American Cultural Center AFM Asian American Resource Center AFM Carver Museum AFM Carver Genealogy Center AFM Doughtery Arts Center AFM Millenium Youth Complex AFM African American Cultural Facility AFM Dedrick-Hamilton House AFM Montopolis Negro School AFM O Henery AFM Susanna Dickinson AFM Elisabet Ney AFM Zilker Hillside AFM Umlauf Museum AFM Old Bakery AFM Renaissance Artist Market AFM Conelly-Yerwood 1-Oct-25 1-Oct-25 1-Oct-25 1-Oct-25 1-Oct-25 1-Oct-25 1-Oct-25 1-Oct-25 1-Oct-26 1-Oct-26 1-Oct-26 1-Oct-26 1-Oct-26 1-Oct-26 1-Oct-26 1-Oct-26 1-Oct-26 56,241 11,700 36,000 1,890 24,600 55,000 5,100 1,114 2,750 1,327 1,935 4,000 7,250 8,000 7,480 NA 1,500 FY25-26  8 Facilities (including AARC) ~191,645 sq ft FY26-27  9 Facilities (As of Oct 1, 2026) ~34,242 sq ft ~225,887 Total Square Feet AARC comprises 5.18% of ACME’s total facility square footage 3 Transitioned Personnel ACME STAFFING BUDGET CURRENT STATUS 7.75 FTEs Transferred from APR to AFM in FY25 $632,224 Annual budget associated with transferred positions All Filled One position was vacant at the time of transition 6.00 FTEs Added to AFM via City Budget process in FY26 $530,382 Annual budget associated with positions All Filled 13.75 Total FTEs $1,162,606 Total ACME Personnel Budget Positions support services across ACME facilities No transferred or additional FTEs are dedicated exclusively to AARC. 4 Transition Costs through 2026 Expenses were primarily supported by the Facilities Management Fund, with select purchases funded through the Support Services Fund. $0 in operational funds were received during the transition. ACME PORTFOLIO AARC FACILITY AARC SHARE ~ $705,100 Spent/ Encumbered ~$127,120 Spent/ Encumbered ~19% of ACME Total AARC SPECIFIC FACILITY EXPENSES HVAC PLUMBING SECURITY EQUIPMENT $92,804.00 (Leak, Compressor, Condensers, ballroom issues, VRF, Coolers) $22,914.26 (Water Main Leak, Water Heater) $13,601.00 (Entech Sales & System Service) 5 Upcoming FY27 Budget $2,300,304 Total ACME Budget $104,918 Dedicated AARC Expense $87,000 Planned AARC Budget ~3.8% of AFM budget for AARC One-time Expense Covers: Audiovisual equipment Budget Covers: Personnel Contracted Goods & Services Utilities Does not include: HVAC PMs Landscaping Carpet Replacement 6 What facility and management services does AFM provide? Services & Site Coordination AFM Facility Services  AFM Service Level Guide  Maintenance (Mechanical, Electrical, Plumbing)  Security  Custodial  Landscaping &Pest Control  Life and Safety Equipment Maintenance  Regulatory Inspections  Facility services contract management  Project Management (CIP & non-CIP)  Facility Condition Assessments  Budget service enhancement requests & deferred maintenance AFM Responsibility AACME Responsibility Service Level Guide: Maintenance, HVAC, custodial, security services Submit Work Order Requests using AFM Request Form Landscaping, pest control Manage contracts and maintenance related to specialty equipment Consider requests related to events if submitted in advance Manage facility events including equipment setup and breakdown Manage onsite facilities staff Collaborate on FY27-28 Budget Requests for AACME Sites Collaborate on FY27-28 Budget Requests for AACME Sites Initiate and Collaborate with AFM (and CDS as applicable) on CIP Projects Pay AE and non-AE utility costs Fund AE and non-AE utility costs until end of FY26 for Phase II sites 8 AFM Work Order Process All Service Requests • AFM Service Request Form Questions, concerns, or planning needs: • Contact AFM-ACME Building Manager Emergency requests • Call 911 as applicable • Call AFM WO Service Desk during regular working hours • Call Austin 311 for After-hours emergencies to route to AFM on-call/ afterhours team 9 Site Specific Coordination  AFM will manage contracts, invoicing, and coordinating with vendors for contracted services such as pest control and landscaping.  For contracted services: 1. AFM will coordinate with the vendor and the AACME site Program Manager to determine the service date and time 2. The AACME site Program Manager will notify the AFM Building Manager when the service has been completed 3. AFM will complete the WO and invoice processes. 10 AFM Facility Condition Assessments (FCA’s) Comprehensive Assessment Facility Condition Assessments (FCAs)  FCAs conducted via 3rd Party, includes:  Building system lifecycle, replacement cost, and risk analysis  Condition assessment of all exterior and interior systems and features  Corrective action recommendations with costs  Deficiency Prioritization  Current Replacement Value (CRV)  Facility Condition Index (FCI) score  Asset Tagging and Inventory  Preventive Maintenance Schedule Development  ADA assessment  Energy Audit AFM Initiate with Contractor Contactor Assesses Identifies Assets Contractor determines asset condition and deficiencies AFM Prioritizes needs (Risk, Urgency, Impact) AFM Plans maintenance and capital needs AFM Performs work as planned or as needed AFM Monitors, Tracks, and reassess conditions 12 Escalating Critical Issues and Building Concerns Emergency repairs & Reporting Critical Issue Communication City Staff Requests • Submit all service requests through the AFM Service Request Form. • Call AFM Building Manager to discuss critical requests or concerns Public Requests • Call Austin 311 to submit a complaint/ request, which will be routed to AFM (can be anonymous) • Report to the ACME site manager, who will notify AFM through the request form. Interdepartmental Coordination • AFM WO Service Desk coordinates with applicable departments when necessary 14 Contacts & Resources AFM Contacts & Resources General Information AFM Service Level Guide Service Requests Form: AFM Service Request Form Specific Concerns Building Manager: Email: building.services@austintexas.gov Phone: (512) 974-3960 After-hours: Contact Austin 311 Tracy Wittenbach tracy.wittenbach@austintexas.gov (512) 978-1371 Assistant Building Manager: Shanon Franklin Shanon.Franklin2@austintexas.gov (512) 978-0882 16