R23-3-11. Standards and Requirements Related to Operations and Maintenance of State-Owned Facilities

  (1) No later than October 1 of each calendar year, each agency shall report operations and maintenance expenditures for state owned facilities covering the prior fiscal year to the Board Director in accordance with Section 63A-5-103(2)(e)(iv) and this rule. All data must be entered into the Riskonnect database by the agency in accordance with the format outlined by the Board Director.

  (2) The facility maintenance standards shall include utility metering requirements to track the utility costs as well as all other necessary requirements to monitor facility maintenance costs.

  (3) The adopted Board facility management standards including annual reporting requirements shall be published on the Division of Facilities Construction and Management website.

  (4) The Board Director shall oversee the conducting of facility maintenance audit for state-owned facilities.

  (5) Each agency shall create operations and maintenance programs in accordance with this rule 23-3 and have it included in the agency institutional line items. On or before September 1, 2016, and each September 1 of every following year, each agency shall revise the agency's budget to comply with Section 63A-5-103 and this Rule R23-3-11(6), including but not limited to, the inclusion of the amount the agency received and expended on operations and maintenance for the immediately preceding fiscal year. The Board Director may request when it is in the interest of the Board to understand the amount of operations and maintenance funding available for a building, that an agency provide the information of the amounts received and expended on a per-building basis.

  (6) The Board Director in the annual capital needs request sent to the agencies, shall provide an adjustment for inflationary costs of goods and services for the previous 12 months from the issuance of the annual needs request. When the annual report of each agency is reviewed by the Board and later submitted to the Office of the Legislative Fiscal Analyst and the Governor's Office of Management and Budget, it shall include the review and adjustment for inflationary costs of goods and services. All matters in this subsection shall be in accordance with Section 63A-5-103(2)(e)(iv) and this rule.

  (7) The report by the agencies to the Board Director shall also include the actual cost for operations and management requests for a new facility, when applicable.