Figure 13.6.1

• Provides the necessary resources in order for UDOT to maintain their facilities in a state of good repair

• Oversees and coordinates with the Lands and Building Project Managers to ensure all programs and projects are on schedule and provides additional assistance if needed

• Provides a prioritized list of Capital Improvement and Capital Development projects to senior leaders for review and approval

• Ensures all funding is accounted for and is in place for the facilities projects

• Coordinates with DFCM on Capital Improvement, and Capital Development projects

• Maintains a prioritized list of Capital Development projects for a five-year outlook

• Acts as a member of the Capital Improvement Committee

• Provides all required reports and costs to DFCM as required by the legislature; such as Water costs, Repair costs for O&M that UDOT expended money on, Insurance changes or claims against insurance for damages

• Oversees the Capital Improvement Program acting as the Co-Chair.

• Provides a prioritized list of projects to the Director of Maintenance / Senior Leadership for approval

• Coordinates with the Regions to ensure all Capital Improvement projects have a complete application for submittal

• Manages all the Capital Improvement projects that are approved by the legislature in concert with DFCM and the respective division(s)

• Manages the Rest Area Contract for the Department and ensures that all requirements of the contract are being met and upheld

• Reviews and approves all invoices for additional work at the Rest Area(s) that are beyond the day to day maintenance and requires repairs

• Manages the budget for the Rest Area and advises the Director of Maintenance on cost projections or overruns

• Manages all UDOT Capital Development projects in concert with DFCM in developing the program, overseeing the design and construction, and closeout of the project

• Works with the Region Facilities Coordinators on issues that are in need of immediate attention

• Oversees the Roof Repair program for UDOT administered through DFCM

• Reviews and approves all invoices/pay requests from the Rest Area contractor

• Processes invoices for the Rest Areas once they are approved

• Tracks and organizes the expenditures on all facilities as required by an annual report to DFCM

• Coordinates with DFCM to ensure all funding is itemized correctly based on each project

• Building and tracking agency-wide performance dashboards for all litter and sweeping programs across the state.

• Tracking overall condition and reporting litter statistics on all route segments throughout the state.

• Developing a financial plan that meets agency requirements for stormwater drainage management, contractual litter cleanup, sweeping obligations, and mowing needs.

• Managing UDOT’s volunteer litter pickup program, “Keeping Utah Beautiful”. Reporting and tracking information from the Region Litter Coordinators.

• Managing the "Sponsor a Highway" contractual litter pickup program.

• Coordinating with the Department of Natural Resources (DNR) and the Regions, the management of the Carcass Removal contracts.

• Coordinating the state “Set Aside” group contracts, Region litter crew pickup contracts, and UCI/correctional facility crew contracts to meet Region needs.

• Working with the new "non-covered loads" litter funds and with UDOT’s Communication team on the funding, campaigns, and expenditure of funds in the counties where funds were collected.

• Gathering statistics from various Maintenance Stations and Region litter clean-up efforts that are charged through the various Maintenance Station billing.

• Providing the necessary planning to improve highway beautification.

• Providing community outreach through the coordination of events such as, but not limited to:  poster contests with local students, Keeping Utah Beautiful advertising, and public outreach campaigns in coordination with the UDOT Communications group.

Figure 13.6.2 -  (Region vs Central & Interaction)

The Region Director leads and oversees all maintenance activities, employees, and operations carried out within the region. They work directly with the district engineers to set direction and provide guidance in achieving a common goal to help preserve UDOT maintenance facilities. They coordinate with the District Engineers and Region Staff to identify the most critical needs for their region facilities. 

The District Engineers oversee and facilitate the needs for Maintenance facilities repairs or replacements. They coordinate with the Facilities Manager within the Regions along with Maintenance personnel to generate an overall region needs list that is used to prioritize needs for the regions. They ensure the facility requests have all the supporting documentation, cost estimates, need statement and scope of work to determine the best course of action to receive funding. They work with Central Maintenance on Capital Development projects as part of the project team along with the architects, engineers, and contractors. 

This position, based upon the individual region, coordinates with the district engineer(s), region facility manager and the area supervisor(s) to discuss and prioritize the region's needs. They assure the building/facility repair needs are descriptive, justified and assist in the Region prioritization process to be reviewed by the Region Director. They help to separate the projects into the appropriate funding categories (Maintenance-funded, Region-funded, apply for capital improvement funds, or capital development funds). They also coordinate with Central maintenance and may be asked to participate in the Capital Improvement Committee.

The area supervisor coordinates with the station supervisors to organize and prioritize their stations facility repair needs requests. The area supervisor then works directly with the maintenance engineer, district engineer, region facility manager and other area supervisors in prioritizing the region’s land & buildings priority repair needs.      

UDOT’s investment in facilities is estimated to be $1.3 Billion dollars. The protection of this investment starts with the Maintenance station supervisor. The station supervisor should be aware and directly involved in the following activities that will help to preserve and protect UDOT’s facilities.

The station supervisor provides the maintenance and repair needs list information for the building/facilities within their station boundaries. Once the station supervisor has identified the repair needs for the facilities in their area, the supervisor works proactively with the area supervisor to provide the list of repair needs for capital improvement funding request consideration through the region lands and building team. 

The station supervisor is responsible for maintaining their facility by following the Facilities Maintenance Standards along with the Preventive Maintenance Program. It is the responsibility of the station supervisor to review, update, and document all work that is performed within the buildings and grounds of their maintenance station. The station supervisor should coordinate with the facilities manager on any work activities that may be outside the knowledge, skills, and abilities of the maintenance station personnel. The station supervisor is audited on an annual basis by the facilities manager who provides an assessment of the station’s effectiveness on maintaining their facility. For more information regarding the annual audit see the Preventive Maintenance Audit Program.  

The purpose of the DFCM requirements is to outline the minimum requirements for maintaining state-owned facilities in a manner that will maximize the life of these facilities.

The station supervisor is responsible for the rest areas as outlined above. The station is responsible for the following:

• Snow removal within the parking lot, gore areas and on and off ramps to the rest areas

• All major drainage features are the responsibility of the maintenance station

• High mast lasting

• Roadway signs 

The UDOT Region land and building facility crews are tasked with managing and overseeing the condition of UDOT owned buildings to help preserve these facilities. Each Region has similarities along with unique differences with their land and buildings that may require specialized maintenance needs. The land and building crews work with UDOT central maintenance facilities project managers, maintenance stations, region employees and contractors to ensure all buildings and assets are maintained and kept in a state of good repair. Here are some of the programs they use to effectively manage the UDOT facilities:

• Operations & Maintenance Manual - The operation and maintenance manual is a detailed document containing the instructions to manage and maintain UDOT facilities.

• Warranty Docs - Outlines the terms and conditions of the warranty to address faulty product issues with newly constructed UDOT facilities.  

• Facilities Management System Work Orders - Identifies facilities repair request needs submitted electronically to UDOT region facilities manager. UDOT is currently working to integrate this statewide into their current maintenance management system.  

• DFCM Condition Assessment Reports; currently being provided by BVNA (Bureau Veritas North America) Inspections - Identifies a list of repairs and needs for UDOT Buildings.  

• Statewide Contracts - for services needed to maintain the buildings and grounds

  • Examples: HVAC, Electrical, Plumbing, Mechanical, etc,

• UDOT Agency Contracts

Operations and Maintenance Manual 

The region facility manager receives minor repair need requests for their assigned building facilities through work order requests from station supervisors and region employees. 

Some of these minor repair requests consist of electrical, plumbing, HVAC, roofing, office furniture installation/repairs, carpentry, sheetrock, painting issues etc.. The facility manager will prioritize the repair need requests and identify the repair process by utilizing their crew or if needed they will use a UDOT approved contractor. Regions have worked with UDOT procurement to acquire contracts to help with the tremendous workload (coordinate with the Region Contract Specialist), while other regions may have their special crews assist with the needed work. Examples of these “contracts” are:  

• Snow Removal

• Lawn Care & Irrigation

• Window & Carpet Cleaning etc.

• Mechanical / HVAC

• Electrical