Deferred Maintenance | RBHS

Rutgers-RBHS

Rutgers- RBHS

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Rutgers University – RBHS Overview Rutgers Biomedical and Health Sciences (RBHS) is the umbrella organization for the schools and assets transferred to Rutgers University after the July 1, 2013 breakup of the former University of Medicine and Dentistry of New Jersey (UMDNJ). Composed of eight schools and seven centers and institutes focused on improving human health, RBHS is aligned with Rutgers University-New Brunswick and collaborates with scholars and researchers throughout the university.

The formation of RBHS has established Rutgers as one of the nation's largest academic health centers. RBHS clinical operations under the Rutgers Health banner now log over 2.1 million annual patient visits. The RBHS community of over 7,600 students, and 8,800 faculty and staff are collectively engaged in the mission of achieving excellence in biomedical and health care education, research, and patient care.

RBHS has a footprint across the state that includes over 6.3 million GSF of space in 50 buildings. Primary RBHS facilities and academic centers are in Newark, as well as Piscataway and New Brunswick. RBHS also has a building at 1 Worlds Fair Drive in Somerset and operates an academic center out of leased space in Camden Community College's campus in Blackwood.

A significant number of RBHS buildings in Newark and Piscataway which date to the creation of the CMDNJ over five decades ago have reached a critical physical age. The various building systems (HVAC/ Electrical/ Plumbing/ Elevators) need to be upgraded, replaced, overhauled to maintain their usefulness going forward. Building envelopes (roofs/windows/facades) must be maintained to prevent water penetration and to maintain structural integrity.

Capital renewal and maintenance costs for health care and research facilities are much higher than for traditional academic environments that consist of offices, classrooms, and lecture halls. Medical lab, clinical and research spaces are often complex and highly specialized which have unique HVAC, plumbing, and significant power needs, often with redundant backup systems. These facilities may have additional sterilization, safety, and security systems mandated by regulations.

Like most other university campuses, deferred maintenance is an area of focus. Lean years and budget reductions have led to significant deferred maintenance needs. 68% of the RBHS facilities exceed 25 years of service. Current replacement value exceeds $7.8 billion with an estimated deferred maintenance liability of over $1.28 billion.

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Properly maintained campus facilities reflects the pride of the institution. As a world class institution, the university must address basic facility needs in a fiscally responsible manner to continue to attract and retain talented students, faculty, and staff.

RBHS-NEWARK RBHS has a major presence in the University Heights section of the city of Newark. The origins of this campus date to late-1960's, when multiple square blocks were cleared as part of a major urban renewal project to allow for construction of a new campus for the New Jersey College of Medicine and Dentistry (NJCMD - later to become UMDNJ).

By the late 1970's, the campus included the Medical Science Building, dental school building, Community Mental Health Center, George Smith Library, central power plant, a sprawling Administrative Complex, and a new teaching hospital known as University Hospital.

Overlooking the campus is the 14-story, 420,000 GSF Stanley S. Bergen Building. Formerly known as Martland Hospital, and Newark City Hospital, it was acquired by the State in 1968 to serve as the primary teaching facility for NJCMD. It closed as a health care facility upon the opening of University Hospital. It is currently a RBHS facility that provides space for the School of Health Professions, the School of Nursing and various administrative and clinical offices.

Other major facilities built over time which are part of the RBHS-Newark building inventory include the Doctor's Office Complex, NJMS Cancer Center, and the International Center for Public Health.

The university must confront a significant deferred maintenance issue regarding the 14 single-story prefab structures that make up Administration Complex (ADMC). The ADMC, which collectively total nearly 170,000 GSF, are temporary structures erected in 1969 which have outlived their useful life and should be replaced.

With the dissolution of UMDNJ, University Hospital became an independent, standalone organizational entity. University Hospital was not transferred to Rutgers, but the hospital building remains physically connected and intertwined with the rest of the RBHS complex, with common building systems and services. It has become a significant challenge for the two institutions to apportion utilities costs and to determine deferred maintenance priorities.

Of note are the three parking structures, (P1, P2 and P3) collectively providing 3,910 parking stalls, and are 1.3 million GSF in total size.

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RBHS PISCATAWAY/ NEW BRUNSWICK RBHS has a footprint within Piscataway on the western edge of the Busch campus. The oldest buildings in RBHS-Piscataway are a core grouping of buildings constructed in 1966, that include the Research Tower, Kessler Teaching Labs, and the University Behavioral Health Center. These buildings collectively total over 500,000 GSF of space and have reached critical physical age.

Buildings built over time that are part of the RBHS building inventory in Piscataway include the School of Public Health, Center for Advanced Biotechnology and Medicine, Environmental & Occupational Health Sciences Institute and Levine Hall - Ernst Mario School of Pharmacy.

Another eight RBHS facilities are clustered in rough proximity to RWJ Barnabas Hospital in Downtown New Brunswick. Apart from the Chandler Health Center, all are of more recent vintage. Significant RBHS facilities in New Brunswick include the Clinical Academic Building, Child Health Institute, and the Cancer Institute of New Jersey.

Capital Renewal Vs Deferred Maintenance Capital Renewal is the upgrading or replacement of major building systems, and supportive infrastructures. Capital Renewal recognizes the debilitating effect of the aging process on facilities, major building systems, and supportive infrastructures. Projects in this category address the physical deterioration aspect of long-term use, the need for overall facility renewal due to functionally inadequate building systems that have exceeded their life expectancy, and the upgrading of supportive infrastructures which are no longer capable of adequately performing their functions. Capital Renewal addresses buildings and infrastructure that, overtime, have exceeded their intended design life, and consequently, their deterioration reduces functionality. Over the years, budget reductions and rise in construction labor and materials has limited the number of capital and deferred maintenance projects. Energy conservation projects are also undertaken to reduce costs and provide a more sustainable campus, and Life-safety and Code Compliance projects are carried out to create a safer environment for our students, faculty, staff and guests. There is currently no dedicated Cost Pool to address capital renewal nor is there allocated funds within the IP&O-Facilities cost pool. Instead annual discussions take place with the Chancellor’s office to determine project priorities and funding needs.

The Chancellor provides self-funds, Responsibility Center unit funds or internal bank loans to fund the approved projects.

Deferred Maintenance is when, due to lack of funding or time, capital renewal is not performed when it was scheduled or should have been performed. Therefore, capital

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renewal is put off or delayed into the future. The Deferred Maintenance components include, but are not limited to, electrical, plumbing, HVAC systems, building envelopes, and interior finishes. There is currently no dedicated Cost Pool to address deferred maintenance nor is there allocated funds within the IP&O-Facilities cost pool. Instead annual discussions take place with the Chancellor’s office to determine project priorities and funding needs. The Chancellor provides self-funds, Responsibility Center unit funds or internal bank loans to fund the approved projects.

Challenges and Risks New construction, capital renovations and deferred maintenance projects need to be approached strategically. Even if we were to obtain all of the funding needed to resolve the deferred maintenance backlog, the sheer number of projects would massively disrupt the entirety of campus. The university lacks sufficient swing spaces to absorb impact units when executing so many projects at once. These are some of the challenges we face on top of an aging building portfolio and infrastructure.

A growing deferred maintenance backlog results in an increased risk of system failure.

As systems begin to fail, Facilities must divert resources to reactive maintenance activities. This leaves fewer resources for preventive maintenance, ultimately increasing

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the amount of deferred maintenance. As a result, we must address maintenance on multiple fronts at once, or risk diluting the impact of our interventions. The graphic below shows the interrelationship between deferred, reactive, and preventive maintenance.

Process to Manage Deferred Maintenance IP&O has developed a process to address the challenges and risks that come with deferred maintenance. Facilities inspects, tracks, and estimates the cost of deferred maintenance on an annual basis through IP&O’s Facilities Condition Analysis program.

The purpose of the Facilities Condition Analysis program is to identify, quantify (provide budget estimates), and prioritize deferred maintenance projects and capital renewal projects according to the urgency of need and significance of potential failure.

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PRIORITIZATION CRITERIA Priority 1: Currently Critical. These are needs and/or projects which significantly impact the use of the building and require immediate action to return a facility to normal operation, stop accelerated deterioration, or correct a cited safety hazard, especially those conditions which potentially impact an entire Campus or pose a significant risk to health and safety.

Priority 2: Potentially Critical. These needs and/or projects will become critical within a year if not corrected expeditiously. Situations in this category include intermittent interruptions, rapid deterioration, and potential safety hazards.

Priority 3: Necessary, Not Yet Critical. These needs and/or projects include conditions requiring reasonably prompt attention to preclude predictable deterioration or potential downtime and the associated damage or higher costs if deferred further.

Once priorities are assessed by University Facilities, a proposed project list is developed, and a three-year rolling forward list is maintained. The list is shared with the Chancellor’s office to inform them of the projects and to reach consensus.

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FACILITIES COMPONENTS ASSESSMENT: ROOFING • Membrane, single ply, built-up, or shingle and slate roofing • Sheet metal flashing • Rigid insulation at roof • Roof hatches • Skylights • Applied membranes at roofs and decks • Roof drains • Beams, girders, trusses, joists and decking • All roof and ceiling framing BUILDING EXTERIORS (HARD) • Prestressed concrete, brick or cinderblock exteriors • Exterior doors and door hardware • Exterior windows, frames, glass and glazing • Caulking and sealant • Brick pointing ELEVATORS AND CONVEYING SYSTEMS •Elevators •Cables •Control Systems HVAC - EQUIPMENT / CONTROLS •Exchangers and circulating pumps •Fan coil units •Condensing units •Exhaust and ventilation units •Direct Digital Controls, Energy Management Systems •Temperature controls •Ventilating and air conditioning •Heat exchangers and vacuum pumps Note: HVAC-Equipment and Controls are for the basic functionality of the building. It does not include specific or specialized HVAC equipment and controls for high tech labs, vivarium, medical labs, server rooms, and areas with special needs.

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HVAC - DISTRIBUTION SYSTEMS • Ductwork • Grilles, diffusers • Piping • Insulation • Condensate drain piping • Floor drains Note: HVAC – Distribution Systems are for the basic functionality of the building. It does not include specific or specialized HVAC Distribution Systems for high tech labs, vivarium, medical labs, server rooms, and areas with special needs.

ELECTRICAL EQUIPMENT • Building transformers, service panels and fuses • Emergency power within the building • Light fixtures and controls power receptacles • Emergency lighting and generators • Motors Note: Electrical Equipment are for the basic functionality of the building.

It does not include specific or specialized Electrical Equipment for high tech labs, vivarium, medical labs, server rooms, and areas with special needs.

FIRE PROTECTION SYSTEMS • Fire sprinkler systems • Gas or Halon systems • Fire alarm detection devices, horns, strobes, heat detectors, pull stations • Fire actuated doors Note: Fire Protection Systems are for the basic functionality of the building. It does not include specific or specialized Fire Protection Systems for high tech labs, vivarium, medical labs, server rooms, and areas with special needs.

PLUMBING ROUGH-IN • Sanitary sewer waste and vent piping • Domestic and industrial water supply • All building service piping to the building • Backflow preventers Note: Plumbing Rough-in are for the basic functionality of the building.

It does not include specific or specialized Plumbing Rough-in for high tech labs, vivarium, medical labs, server rooms, and areas with special needs.

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UTILITIES INFRASTRUCTURE - EQUIPMENT • Site main switchboards and switchgear • Site transformers • Electric substations • Storm sewer piping and fittings • Storm or sewer lift stations • Site pumps and generators • Local chillers and boilers • Rooftop AC and heating units • Furnaces • Water heaters • High-voltage distribution systems • Underground conduit • Substation switchgear • Natural gas distribution system • Central heating and cooling plant equipment (including boilers, chillers, cooling towers, compressors, and surface condensers) SITE UTILITIES - DISTRIBUTION • Electrical conduit, wire, manholes, pull boxes • Storm, sewer, gas and water lines • Chilled water and steam supply and return piping • Communication systems conduit

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SUPPORTI NG TODAY, ENVISIONING TOMORROW