Please enjoy the September 2024 edition of the Capital Assets Management newsletter highlighting key updates across our division. As we continue to move forward in a state of constant improvement, we have some items to share from our departments.

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

Text version of September Deferred Maintenance Status Report

The OMES deferred maintenance plan is underway with several significant developments during the month of September. The plan projects were identified by potential impact on building operations while maintenance has been scheduled by priority and criticality. For the 28 initial priority projects, the facilities management team is in process of soliciting, selecting and awarding the contracts per legal requirements. As the needed investment into our state-owned buildings begins, OMES will be reaching out to impacted agencies prior to the maintenance starting in each building.

See the status of the initial priority projects as of Sept. 23, 2024 below.

• One project's contract was awarded to a construction firm.
• Three projects are awaiting a notice to proceed.
• Ten project design proposals are approved.
• Three project design proposals are under review.
• Two projects are awaiting a design proposal from the on-call consultant.
• Six projects have a design firm selected.
• Three projects were added to an existing renovation.

While not all construction projects will reach completion before the end of the fiscal year, all $56.25 million in funds will be allocated. Of which, $2,740,556.17 has been allocated to current projects.

OMES CAM is in the process of creating a deferred maintenance dashboard in collaboration with OMES Information Services. The dashboard will feature key metrics, including project statuses, budgets and timelines. The dashboard is in the final stages of development; stay tuned for more information.

View the full eight-year deferred maintenance plan. Previous monthly updates can be viewed on the CAM Newsletter archive.

This month, a lighting reinstallation project was completed in the Oliver Hodge Building. The new lighting modernizes the building for a digital work environment and will save an estimated 177,280 kilowatts per hour annually, resulting in a reduction of 32.54 kW demand.  A reduction in energy bills for state-owned buildings means saving taxpayer dollars.

The reinstallation project replaced the building's original 1970s fluorescent lighting fixtures with new LED fixtures. The lighting layout required a reconfiguration of the lighting grid to accommodate the new fixtures and ensure city code compliance. This reconfiguration replaces an over-lit lighting design originally intended for paper-based office environments.

In favor of a modern, energy-conscious solution, this project replaced 760 lighting fixtures, aligning with statewide efforts to promote energy conservation.

In addition to future savings, Facilities Management (OFM) received a rebate of $24,819.20 from OG&E's energy efficiency program that promotes energy conservation efforts. The rebate will go to the facilities revolving fund, which provides funding for maintenance needs in state-owned buildings. OFM is proud to enhance conservation efforts in state-owned buildings. 

October is Energy Awareness Month and OFM would like to encourage us all to be mindful of our energy usage and potential waste. The key to energy awareness is understanding that energy is used all day, and some daily actions consume more energy than others. This emphasizes the importance of minor, daily habit changes that can significantly reduce overall energy consumption. 

Here are some small ideas that can make a big impact:

• Unplug energy vampires: Avoid leaving charging devices plugged in when not in use. Or consider using a power strip for personal electronics and turn the strip off when not in use. 
• Reduce printing: Avoid printing out copies of documents unless necessary. Use double-sided printing as the default. 
• Use central equipment: Use central coffee makers and refrigerators instead of personal units. Avoid electrical space heaters as these are fire hazards, can overload circuits and consume a lot of electricity. 

As Energy Awareness Month kicks off, let's all be conscious about our energy footprint and make small changes to our consumption for a more widespread impact. As we transition into a new season, it's important that we carry these good habits into those colder temperatures.

a 36-story office building and a 32-story office building. Tipton even earned the highest service award twice for his work. He is excited to embark on this new chapter and proud to support OMES. Please join us in welcoming Tipton to the team!

Surplus is seeking input to gauge interest in the possibility of creating a new moving service to better assist state agencies. Our team has created a survey to learn about your agency's anticipated future moving needs and any past experiences with contracted moving services.

The survey is available now through Oct. 20. If you have time, we would greatly appreciate your feedback. All responses are anonymous and confidential. Please include as much detail as possible so we may better understand your agency's moving needs and make informed decisions regarding this service.

The state's First Access program provides an avenue for reduced costs when purchasing office supplies, furniture or equipment. The program offers nonprofits, municipalities, state agencies and school districts the opportunity to purchase State Surplus items before they're available at public auction. As government entities are eligible, agencies may register and purchase needed items at a reduced rate. 

Those who qualify must register as a GovDeals buyer, then request to join First Access. For your request to be approved, your organization must demonstrate its qualification. Detailed instructions on how to register for GovDeals and First Access are available on the Surplus website.

In an effort to supply agencies with enough information so that they may meet the minimum requirements of Executive Order 2023-14, we have training available for the myGeotab platform. The system provides agencies with the autonomy to maintain their vehicles in the system even if a Geotab device is not installed. 

All agencies with Fleet vehicles can now add and update their vehicles and troubleshoot for non-reporting devices using the myGeotab platform. Documents for these procedures are included in the Agency Administrator training.

In September, the Fleet team also hosted a user training reviewing the features of the platform. The training was recorded for any agency that missed the training and for future staff that take over management of their agency's Fleet. We are working with OMES HCM Statewide Learning Services to upload this to Workday@OK and will share a link once available.

As mentioned in last month's newsletter, all agencies must use the myGeotab platform to reconcile their fleet vehicle and asset data by Oct. 1. Please contact Nate Pumphrey if you need assistance to meet this deadline.

Additional trainings are completed on an agency-by-agency basis with each agency Fleet admin. If your agency still needs to complete the myGeotab training, please make arrangements with your Fleet admin. If you are unsure of who your agency Fleet admin is, please contact your OMES account manager.

On Oct. 9, Fleet Management invites Fleet contacts and agency leadership to join us for "Fleet Listens" session. 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 Fleet Management. This is an open forum for your teams to address any concerns, issues or questions you may have in doing business with our office.

In advance of the session, please RSVP and suggest any topics of interest or questions you have for discussion. If you did not receive an invite and are interested in attending, please reach out to your OMES account manager.

Fleet's motor pool is transitioning to a new system called Keyosk. You may have previously heard of this system referred to as Traka in a listening session or newsletter. Keyosk is an electronic kiosk for keys that works to simplify the vehicle checkout process.

As rental cars are returned to the lot, users will return their motor pool keys to the electronic Keyosk cabinet from they were initially checked out. FMD is actively working to create a comprehensive ecosystem between the myGeotab platform, Keyosk and the online reservation system to improve user experience for Fleet vehicles. Keyosk is currently being beta-tested, so stay tuned for more information as the system gets ready for the mass rollout to agencies.

Aesthetic and functional improvements to our daily rental and leasing office are ongoing as we prepare to provide better motor pool and daily rental services. As renovations continue, we have a few guidelines to be aware of that will improve your experience during renovations.

• Follow any special instructions provided at the time of vehicle rental or return.
• Our ground floor office is not occupied. Please come upstairs for any on-site needs.
• Parking and return lanes change frequently, so be on the lookout for changes in how to return a vehicle.
• Vehicle keys are currently transitioning to our Keyosk, electronic key cabinet system. We will provide an update once complete as this will provide for a more convenient customer experience.
• Please pardon the dust!

Visit the Capitol Event Reservation webpage to find out more.

Jump to a section:

• Wald's Words of Wisdom
• Deferred Maintenance
• Facilities Management
• Surplus
• Fleet Management
• Staff Spotlight
• Interagency Mail
• Construction and Properties
• Real Estate and Leasing Services
• Capitol Event Reservations
• Resources
• Contact our team

This month, we highlight a valued member of our Fleet Management team.

James Merritt is a key player in the smooth operation of the state's fleet. For Merritt, it's more than just tossing people keys. In his role, Merritt facilitates the pickup and drop-off of rental vehicles and takes pride in creating a seamless process for fleet drivers. Merritt goes out of his way to ensure any unforeseen circumstances are promptly responded to or eliminated. The extra effort Merritt adds is often recognized and celebrated by our customers. A recent customer shared:

“Your employee, James Merritt, blew me out of the water with his professionalism, patience and eagerness to explain the process. He walked me through all aspects of returning a car after hours, made sure I knew how to look up fuel options wherever I was in the state and he didn’t rush me in all of it. It’s apparent he likes his job and is good at what he does. I am grateful that I didn’t feel awkward asking questions or clarifying what I needed to know. I think it’s important to let managers and supervisors know when we see someone doing great in their job, so I wanted to drop a line in support of James.”

As a former automotive technician in our shop, Merritt has a keen eye for identifying potential issues with vehicles before they get back on the road. We are grateful for his experience, care and concern for his fellow employees and customers. 

OMES Interagency Mail is committed to providing the best possible customer service. In doing so, we are seeking feedback on our quality of service and customer experience. We have prepared a short survey to help us identify areas of improvement.

Please take a moment and fill out this short survey to help us enhance our services.

The Sallisaw Veterans Home project is slated to be completed in January 2025. There are four buildings in total with two already turned over to the Department of Veterans Affairs (ODVA) for furniture installation and training on Sept. 20. Out of the four, building 400 is the most complete at this time. ODVA has scheduled furniture delivery to building 400 in October and building 300 shortly thereafter. Building 100 will be turned over to ODVA on Nov. 25, and building 200 will follow on Jan. 15, 2025, one month ahead of schedule. The State Fire Marshal has approved the turnover schedule and plan.

Building 400 is in the final stages with cleaning, final installation of doors and hardware and system testing. In August, building 300 completed the final installation of systems, flooring, interior trim, doors and hardware. The final clean and system testing for buildings 300 and 400 started the week of Sept. 13.

During September, the Allen Wright Library project has had a few developments. The on-site assessment and the architectural assessment were completed in early September. Additionally, the MEPF Assessment and the Structural Assessment Reports were completed and sent to Rees, the project construction manager. This month, we hosted several project meetings with key players like our visioning workshop with the leadership team and listening sessions with leadership, staff and stakeholders.

Several final steps in the programming planning are in the works. With the building assessment report, the final project assessment and the predesign package slated to be completed in early October.

The CAP team is excited to welcome a new staff member into the fold. John Seright is joining the team as a project manager with an extensive background in state service as a construction and maintenance administrator for DOC. While supervising the maintenance department, he empowered the inmates to install more than 60 package HVAC units, complete the Guardian Angels Canine Program Kennel and Training Center, build the first cosmetology school in an Oklahoma prison, and build the Prison Fellowship Program Building, all while receiving several awards for costs savings. He also started S&S Property Maintenance, a construction and remodeling company. 

When not devoting his time to work, Seright and his wife, Amanda, are active members of the Re-entry Investment/Student Education Program (RISE) Program. Due to his extensive volunteer work, he recently received a Governor's Commendation. Please welcome Seright to the team!

Everything is moving forward smoothly on the Kelley Building Renovation project and it remains on schedule. Our architect, Rees, recently provided the development design drawings, and Flintco, our construction manager, is currently working on pricing based on these documents.

Our ongoing, active collaboration with the Latino Community Development Agency remains a vital to our commitment to meeting community needs. This partnership allows us to ensure the building aligns with their needs and that all responsibilities are clearly defined. We’re excited about this collaboration and dedicated to realizing their vision.

The construction timeline is still on track, with work slated to begin in early 2025. We're carefully coordinating all aspects of the project to maintain our schedule, which includes ordering equipment with long lead times in a timely manner.

We'll keep you updated as we continue to make progress on this significant project!

QUAD, the construction manager on the Jim Thorpe Building project, has an update to convey the scope reflective of this month’s work.

Final construction documents have been completed and sent to OMES for review, including the civil, architectural, exterior envelope and specialty restoration, and MEP scopes. The structural and landscaping plan completion and preparation for public bidding is in the final stages.

All supplemental demolition activities have been completed. Temporary fall protection barriers are all in place for worker protection and safety. Former floor core hole patches and concrete curbs at select restroom walls have been completed. Former floor electrical boxes are being removed and the floor structure is being patched to match the original construction integrity. The layout for all interior walls among all floors has also been completed.

All Early Core MEP packages have been awarded to subcontractors, and we are in the process of procurement with creation of submittals and shop drawings. The majority of electrical panel gear has been received and is being stored as we await a few final items. With the main switch gear anticipated to ship in the first quarter of 2025 and the historic window replacement in fabrication with an anticipated ship date by November.