August 2024

Jump to a section:

• General updates
• Deferred Maintenance updates
• Facilities Management
• Surplus
• Fleet Management
• Real Estate and Leasing Services
• Construction and Properties
• CAM website updates
• Capitol Event Reservations
• Staff spotlight
• State Suppliers Expo
• Resources
• Construction updates

Good morning,

We're excited to share the August 2024 edition of the Capital Assets Management newsletter highlighting developments across our division. It has been a year since I joined the CAM team and I'm proud to reflect on the progress our seven departments have made in the past 365 days. As we continue to move forward in a state of constant improvement, we have some key updates to share from across the division.

As always, if you have any questions or concerns, please contact me or my team for assistance.

Respectfully,

Nathan Wald
CAM Administrator
Office of Management and Enterprise Services

Did you know that Central Printing has produced over 4 million envelopes alone so far in 2023? Or that Interagency Mail has processed approximately 713,000 pieces this calendar year? Central Printing and Interagency Mail are proud to do their part in serving those who serve Oklahomans, and are doing so with over a 99% on-time success rate. 

The planning process continues for the OMES' eight-year deferred maintenance plan. The Office of Facilities Management (OFM) team is actively identifying projects from phase one. These projects have been classified by priority of the asset and severity of operational impact to agencies, if the asset were to no longer be in working condition. Many of these assets are beyond their useful life and have been maintained by the diligence of the OFM team over the years. We have 28 total projects in process or in planning at this stage.

Six projects are in the solicitation for design phase, two projects are in the process of getting set up in the Roofing Asset Management Program (RAMP), and ten projects are awaiting final design approval by the OFM team. There is an additional two projects that have been sent out to bid for consultants, while another project has been awarded and seven have had their design proposals approved.

The CAM team is actively soliciting firms to design air handler and air terminal unit replacements at Will Rogers, Sequoyah, Denver Davison and MC Connors buildings. The Quad Building entryway design has been completed and will be sent out for solicitation next.  

View the full eight-year deferred maintenance plan.

As mentioned in our recent listening session, the Office of Facilities Management (OFM) team is currently in the process of testing a new auto-mow system. We are actively exploring options to more efficiently mow in an effort to reduce costs and save taxpayer dollars. The mowers will run at night and have safety precautions including sensors to ensure they work properly. We are excited to have the opportunity to demo this automatic mowing system and take steps towards a more efficient state.

On Aug. 6, OFM hosted the first "Facilities Management Listens" session. In this session, we got an opportunity to hear from a few of our agencies and answer questions about deferred maintenance. The OFM team would like to thank all those that attended and participated in the session. If you have any further feedback or questions, please reach out to David John directly.

OMES announced a partnership with the Canadian Valley Technology Center Campus in El Reno, Oklahoma. Over 80 aircraft mechanic students will benefit from a newly obtained Raytheon Hawker Beechcraft TI-A Jayhawk, allowing them to train on a real aircraft and gain hands-on experience in a real-world environment.   

OMES acquired the aircraft through its federal donation program, operated by Federal Surplus. This program enables local non-profits to access valuable resources that support community development and education. By sourcing this aircraft, our team aims to help the community and support the next generation of airplane mechanics. 

Read the press release or watch the News 9 interview.

Rules for Risk Management have been updated effective Sept. 11, 2023. These rules have a direct impact on drivers of Fleet vehicles. Below are excerpts of the two most significant changes. For additional rule changes, visit the Oklahoma Administrative Code webpage.

The first rule change refers to the period in which at-fault accidents occur that results in a declaration of being uninsurable. The new rule is 260:70-9-1(2)(H). Which states that any driver of a motor vehicle, while functioning as an agent of the State, that is involved in two at-fault accidents in a 12-month period shall, in addition to paragraph G, be declared uninsurable by the Risk Management Administrator for a period of three months following the second accident. The previous rule stated that two at-fault accidents within a 24-month period rather than within a 12-month period would result in being declared uninsurable.

The second rule change refers to reporting requirements for learning of the occurrence of a loss. The new rule is 260:70-11-2(d)(3). Which states that the loss must be reported to Risk Management within seven days of learning of the occurrence of a loss. Failure to report a loss will result in denial of coverage. The previous rule stated that the loss must be reported immediately rather than within seven days.

Construction is set to begin soon at our Stiles Avenue location. Specifically, on the first floor Daily Rental office and the second floor Leasing office. These renovations include the addition of an ADA-accessible restroom to the facility. The renovations are part of our effort to improve access, efficiency and create more professional workspaces for employees and customers.

Daily Rental customers may continue to pick up keys at the desk located at the bottom of the stairwell until other accommodations are made.

The universal use of Geotab by all agencies eliminates the need for state entities to report usage and expenses through the Monthly Fleet Report (MFR). These reports are no longer required effective July 1, 2024. However, a template is available for any agency wishing to continue using the report. Request the template via email at mfr@omes.ok.gov.

FMD will be reaching out to agencies to reestablish the Motor Vehicle Advisory Committee (MVAC). This committee will focus on developing statewide standards, policies and rules for vehicle acquisition, leasing, maintenance, repair and disposal by all state agencies. All agencies with statutory authority to own 25 or more vehicles are automatically granted membership to the committee. Stay tuned for more information.

Beginning in September, the Fleet Management department (FMD) will be rolling out comprehensive Geotab procedures and training documentation to prepare fleet administrators to manage their vehicles and data. Our goal is so supply your agency with as much information to where you may meet, at least, the minimum requirements of the Executive Order.

Among these training materials will be written procedures and video demonstrations, as well as virtual and in-person training opportunities to be made regularly available going forward.

During September, all agencies that own or lease vehicles must use these procedures to:

1. Reconcile their actual fleet data with the assets and data listed in the myGeotab database. Even if Geotab devices have not been installed in any vehicles, agencies are still required to reconcile their data within the system.
2. Identify, locate, and triage vehicles with Geotab devices that are not communicating for reinstallation or replacement.

 This should be completed by all agencies by Oct. 1, 2024.

On Sep. 17, Real Estate and Leasing Services is hosting a listening session focused on REALS services and operations. The session is a collaborative space for our team to identify what areas we can improve and how to better assist your agency in working with our office. This is an open forum for your teams to address any concerns, issues or questions you may have.

OMES Central Purchasing (CP) will also be in attendance at the session to fully address any procurement questions you may have regarding REALS operations.

In advance of the session, we ask that you RSVP. If you did not receive an invite and would like to attend, please reach out to your OMES account manager.

Our team processed inventory data from REALS and Risk, matching as much information as possible. We have been able to match and reconcile about 76% of the information from the surveys we have received. Our team has only received around 82% of the surveys back. We are still in the process of contacting the agencies whose data we were unable to match. Please keep an eye out for communication from our team requesting your assistance to reconcile discrepancies in your agency's data.

We are excited to share that our team has received approval to increase the monetary limits for our IDIQ program. This change will go into effect on Sept. 16, 2024. Effective four weeks from today, the maximum consultant fee will increase from $100K to $250K and the estimated construction cost limit will rise from $1M to $2.5M.

This change will allow us the flexibility to utilize the IDIQ program in more ways than ever before, allowing us to drive your impactful projects forward. Don't hesitate to reach out to our team via email with any questions or concerns.

The Emergency Declaration PIM which covers emergency declarations under the Central Purchasing Act in Title 74 as well as the Competitive Bidding Act in Title 61 has been updated and is effective as of Aug. 5, 2024. The prior version was not in compliance with statutory and rule changes.

This memorandum has been jointly prepared by CP and CAP. The intent of this PIM is to assist agencies by condensing and consolidating the process agencies must follow when responding to an emergency. This document aims to help clarify jurisdiction between CP and CAM as well as define the legal requirements and the procedure for making an emergency acquisition.

Until further notice, CAP will utilize our shared email rather than the ServiceNow catalog items for all requests. The catalog items that were live on ServiceNow are now disabled.

Your team may submit documentation, requests and questions to our office through email. Any tickets that were submitted on ServiceNow prior to this announcement are being addressed by the team.

On Aug. 21, our team hosted a "Doing Business with CAM" session focused on CAP operations. During the session, we had the opportunity to train our customers on CAP's delivery methods, change order and emergency project processes as well as how to engage our office for project needs and questions. 

Thank you to all who participated in the session; we greatly value your time and feedback as we work to enhance our partnerships.

We are working on a comprehensive division-wide website update. As we work on making the website a better resource for your team, we would greatly appreciate feedback on the current state of the CAM website.

Please use this form to submit anonymous feedback or ideas.

Visit the Capitol Event Reservation webpage to find out more.

This month, we are highlighting a member on our Real Estate and Leasing Services (REALS) team.

Eva Thurman assists customers with real property sales, purchases, easements and surface leases. Her extensive knowledge about chain of title and title issues has enabled REALS to increase the level of service provided to our customers. Thurman works tirelessly to assist customers with property sales and purchases, and her expertise helps ensure the closing process goes smoothly.

Her willingness to go the extra mile to help others extends beyond customers and to others on the REALS team. Thurman's broad understanding of real estate and the variety of services offered by REALS enables her to pitch in and help others on the team whenever they need assistance.  

Thurman has over 25 years of industry experience, beginning with courthouse level research and progressing to executive vice president and operations management at a national real estate insurance company. She has knowledge of real estate in various forms, including underwriting and mortgage lending and banking transactions. She is a vital part of our team and we are so thankful for her and all she does to make us successful!

Visit the OMES CAM webpage online.

The planning process is progressing for the Allen Wright Memorial Library project. The Construction Manager, REES, provided the following update regarding the status of site visits, designs and schedules.

The Mechanical and Electrical (MEP) Assessment site visit was completed on Aug. 7. On Aug. 13, REES conducted the Library Collections assessment meeting. Shortly following, on Aug. 15, our team had a meeting and discussed the proposed draft schedule and provided our project manager with the current project schedule. The Structural Assessment and the Architectural Assessment site visits were also both completed on Aug. 21.

As the site visits have all been completed, our next step is the designs and reports. The MEP Assessment Report, Library Collections Assessment Report, and the Architectural Report are all in process and set to be completed by early September. Project meetings are scheduled for Aug. 29, Sept. 12 and Sept. 26 to discuss the next steps. The Final Project Assessment and Pre-Design package are expected to be completed in early October.

We’re pleased to share that the Kelley Building renovation project is advancing smoothly and on schedule. Our architect, REES, is diligently working on the development design drawings, which are expected to be completed by Sept. 13. Following this, Flintco, our construction manager, will begin their next pricing exercise.

In our ongoing efforts to align with community needs, the project team is collaborating closely with the Latino Community Development Agency (LCDA). This partnership is crucial in ensuring that the building requirements are met, and responsibilities are clearly defined. We’re excited about this collaboration and are committed to bringing their vision to fruition.

The construction timeline remains on track, with a projected start date in early 2025. To stay on schedule, careful coordination of the project timeline is essential, particularly in ordering equipment with long lead times.