SB 1516 State-Owned Facility Glossary Term Facility Facility ID Number Definition Facility refers to the name of the building, structure, or building system, not including transportation facilities of the state transportation system. For the purpose of this glossary and web-form, the term facility is used interchangeably for a building or improved structure. Per s. 216.0152, F.S. there is no minimum threshold for reporting facility information. One rule of thumb is if the facility has a roof, and is not adjoined to another facility, it should be listed in the DMS State-Owned Facility web-form. The Facility ID Number is the assigned DMS or DFS unique identification number. If a facility number is not already provided in the web-form, or an agency is adding a facility to the web-form, please list the DMS facility ID number if applicable. If the DMS facility ID number is not applicable, please list the DFS number. Examples of the two facility ID numbers include: A-00759 = This is an example of a DMS facility number 272410/00A00001 = This is an example of a DFS facility number Title Entity If neither facility ID numbers are known, please leave the cell blank. The Title Entity is the owning agency of the facility, as designated in the county property tax rolls. If the facility is owned outright by the agency, please select "Agency-Owned" in the drop-down menu. If the facility is owned by the Board of Trustees, please select "Board of Trustees" in the drop down menu. If the facility is owned by a different government agency from the occupying agency, and the occupying agency has full maintenance and operational control of the facility, please select "Government Lease" in the drop-down menu. If an agency is leasing space in a state-owned facility from another government entity, but does not have full operation and maintenance responsibility of the facility, please do not report this facility in the web-form. In order to limit the double counting of facilities, only report facilities that your agency either owns or has 100% management responsibility for. Address Campus If the owning or managing agency is subleasing space to a tenant in a stateowned facility, please provide the sublease information in the "Sublease" categories in the web-form. The physical address of the facility, not the mailing address or owning address of the agency. Campus refers to if the facility is part of a larger campus. The drop down menu will provide you with a list of campuses in the same zip code. Please note that the list of campuses may not be part of your agency, so please do not choose a campus that is not owned or managed by your agency. If a facility is not part of a larger campus, please leave this cell blank. SB 1516 Glossary March 15, 2011 Page 1
Space Type Location FTE's Gross Square Feet Sublease Number of Subleases Sublease Revenues Subleased SF Parking Revenue Conservation Historic Significance Deed, Covenant or Other Restrictions Space Type is the predominate use of the facility. If the facility has more than one space type, please list the other space types in the "Agency Comments" section, and please list the percentage(s) of the total gross square feet of the other space type(s) in relation to the campus as a whole. 1. Agricultural - Includes barns, farmhouses, etc. 2. Data Center - 24-hour energy intensive IT or server space 3. Educational - Universities, Community Colleges, Schools, etc. 4. Office - All space that can be defined by commercial office purposes 5. Penal - Direct care, custody, or control of prisoners 6. Residential - Dorms or houses for wards of the state (not correctional) 7. Labs - Includes clinics, science labs, and hospitals 8. Conditioned Storage 9. Unconditioned Storage 10. Unenclosed structure - pavilion, farmers market 11. Utility - grounds or maintenance sheds, generator sheds, etc. 12. NOC - Not otherwise classified Location FTE s represents the number of state employees, contractors, and Other Personal Services (OPS) assigned to the property, if applicable. If the facility is an educational facility, please leave this space blank. A method for determining student utilization will be developed in the future. Gross Square Feet is the footprint of the facility; it encompasses all the area of the facility including the outside walls, excluding awnings or canopies. A sublease is when the owning or managing agency, leases out all or some of its space in the facility to another agency or private entity tenant. Please choose from the drop-down menu (Y/N), regarding if there is a sublease on the facility. Parking contracts are not considered subleases, but if there is a parking contract with another agency or private entity tenant at the facility, please list the annual parking revenue in the Parking Revenue field in the web-form. The Number of Subleases refers to the number of sublease contracts the owning or managing agency has with their tenants. Please list a numerical value if applicable. Sublease Revenues is the annual total revenue generated by the sublease(s). Subleased SF is the total square footage of the facility that is subleased out to tenants. Parking Revenues is the annual total revenue generated by parking contracts with tenants or other private entities. Please leave this field blank if not applicable. Conservation indicates if the facility is located on conservation land, as determined by the managing agency. Historic Significance indicates if the facility has historic significance or a historic designation as determined by the Department of State or the National Register of Historic Places. This data field lists any known, existing condition that could interfere or serve as an obstacle in the resale of the real property, such as, but not limited to: deed SB 1516 Glossary March 15, 2011 Page 2
Describe Restriction Utility Costs reversions, zoning restrictions, historic designations, right of ways, covenant restrictions, etc. Describe Restriction refers to the data element above. If you answered yes to the above field, please describe any known property restrictions. If you answered no, leave this field blank. Please note, the list of restrictions should be limited to restrictions that would serve as an obstacle in the resale of the real property. Utility Costs is the total annual utility cost for the facility. The utility costs include: 1. Electricity 2. Natural Gas 3. Domestic Water 4. Sewer 5. Irrigation 6. Diesel 7. Propane 8. Any other known utility cost at the facility. The utility cost should be reported as one sum total of all the above listed costs. Operating Costs If the facility is part of a campus, and costs are not individually metered at each facility, please provide the facility s proportionate share of the utility cost, by determining its percentage of the total gross square feet of the campus. For example, if there are two facilities in a campus, both of identical size, split the total costs of the utilities by two, and you have the proportionate share of the utility costs per building. The operating costs are all the known costs to maintain and operate the facility. The operating costs can be either contractual services, in-house staff costs, or a mixture of both. If an agency has a contract with a private management company to provide all operating cost services, please provide the total annual cost for this contract. If operating costs are calculated at a regional or agency-wide level, please provide the individual facility s proportionate share of the operating costs, by determining its percentage of the total gross square feet of the region or agency. All costs should be listed as annual costs for FY 09-10, if applicable. Operating costs are defined by the following six categories: 1. Facility Security - includes either contractual services or in-house staff and supply costs to provide facility security. 2. Landscaping - includes all costs to maintain the facility s grounds, including staffing and supplies. 3. Janitorial - includes all custodial costs, including staffing and supplies. 4. Maintenance and Repairs - includes all minor repair and upkeep costs. Examples include small paint jobs, carpet upgrades, minor envelope repairs, etc. Please do not include major capital improvement projects, such as chillers, boilers, etc. These should be listed in the Deficiencies field of the web-form. SB 1516 Glossary March 15, 2011 Page 3
5. Facility Insurance - annual cost paid to DFS Risk Management to insure the facility. 6. Facility Manager or Facility Management Company - annual contractual or in-house costs of a facility manager s salary, benefits and supplies. Operating costs should be listed as a total of the six operating cost categories. While operating costs typically include utility costs, please do not include them in this field. Utility costs will be listed in the Utility Cost field. Date Built ID Structure Value Land Value Debt Amount Assessment Date Unused Land Agency Comments Deficiency The year the facility s construction was completed. ID is the property tax ID number, which can be found on the local property appraiser s website. This is the unique number that each property appraiser assigns to the land parcel, where each state-owned facility resides. structure value is the assessed value of the facility, which can be found on the local county property appraiser's website. Sometimes the property appraisers separate the assessed value of the land and the facility. If only one value is provided for the land and facility, please provide the total assessed value into the " Structure Value." If an assessed value is not provided by the property appraisers, please leave the cell blank. land value is the assessed value of the land underneath the facility. Some property appraisers separate the assessed values of the facility from the land value. If the values are separated, please input the land value here. If not, please leave the cell blank. Debt amount is the outstanding debt on the facility. If there is no outstanding debt, please input 0 (zero). assessment date refers to the date the local property appraiser assessed the facility. If an assessment date is not provided, please leave the field blank. Unused land refers to any portion of the land that could be subdivided and sold to another entity. If the facility has any unused land, please select yes, if not, please select no. Agency comments are a free form for additional information pertaining to the facility. Please include any additional information that would add value to the analysis of the facility asset. Deficiencies are a list of needed capital improvement projects (roof replacement, HVAC equipment, lighting, etc.) at the facility. Listed in the webform, are deficiencies reported in the SFI database. The SFI team from DMS surveyed buildings on a three year cycle. It is possible some if not all of the deficiencies listed for a facility will need to be updated/deleted. If a deficiency no longer applies to a facility, please delete the deficiency on the web-form. In the Deficiency Category drop-down menu, please select the category that best fits the description of the proposed deficiency. These categories are provided in the LBR template agencies use to submit their proposed capital improvement projects to the legislature. In the Funds Now Appropriated drop-down menu, please select yes if the project is currently funded by the legislature, and please select no if the SB 1516 Glossary March 15, 2011 Page 4
project has not been funded by the legislature. Please list the estimated total cost of the deficiency project in the Estimated Cost cell. In the Brief Description category, please give a description of the capital improvement project. An example would be, Replace 10 th floor Air Handler Unit. Please do not include projects estimated to cost less than $5,000. SB 1516 Glossary March 15, 2011 Page 5