DEPARTMENT OF PUBLIC WORKS: COMPREHENSIVE PROPERTY DATABASE

 

4-B
DEPARTMENT OF PUBLIC WORKS:
COMPREHENSIVE PROPERTY DATABASE
Problem Identification:
There is presently no computerized information system to manage the property assets of the City of Baltimore.


Recommended Action:
Establish a database of City managed properties for the purpose of optimizing occupancy, planning maintenance and replacement of systems, and identification of properties for possible disposal.

Classification:
Cost Savings


Functional/Operational Area:
Bureau of General Services


Estimated Annual Impact:
$500,000 annual saving in operating expenses initially with additional improvements as appropriate preventive maintenance programs are implemented for major building components.

Estimated Implementation Costs:
Funding for this initiative has already been identified.

Barriers to Implementation:
None

Projected Implementation:
1 year

Next Steps:
Begin collecting all necessary information for inclusion in the database.

Analysis:
General Services provides services to 404 buildings and
properties. Effective management of this large portfolio requires the information be accurately maintained and available to management to allow cost effective asset management decisions to be made. Industry standard database programs designed for the real estate property management business are commercially available. The database should include detailed floor plans; space occupancy/lease information; building systems information (condition, useful life expectancy, maintenance requirements, and capital improvement needs). Once this tool is functional, General Services will be able to:

Identify non-performing assets which can be sold, abandoned or otherwise disposed of thereby reducing the number of facilities requiring operation and maintenance resources and augmenting the City tax base.

Identify properties not used directly by City agencies; determine cost to provide operation and maintenance services to those facilities and recommend appropriate charges for the organizations using the buildings/space.