How a University Portfolio Eliminated Unresolved Issues and Reduced Emergencies

Services Provided

The Challenge

The client managed a portfolio of over 100 buildings within Virginia. Roofing decisions were typically made reactively with emergencies and small projects going through Facility Management. Large-scale projects (roof replacements) were approved and managed by Capital Projects. Budgeting for repairs and capital improvements was inconsistent due to a lack of clear data on roof condition, remaining life, and priority risks.

This led to:

• Unplanned emergency repair costs
• Difficulty forecasting capital needs
• Little coordination between Capital Projects and Facility Management
• Increased tenant disruption
• Limited documentation for portfolio reporting

The Objectives

The facility group wanted to shift from reactive spending to a predictable, long-term roofing strategy.

• Reduce emergency roofing events
• Prioritize high-risk roofs
• Improve reporting for asset management and budgeting

The Approach

1

Step 1: Portfolio Assessment

• Roof Type, Roof Grade
• Expected Replacement Date
• Roof Deficiencies
• Photo documentation

Inspection Report — Campus Overview Map

Site Overview — Roof Sections & Grades

Sample Report — Section 1 Summary

Sample Report — Section 2 Summary

2

Step 2: Lifecycle Forecasting

• Recommended repair vs. replacement timing
• Assigned Risk Potential (High, Medium, Low)

Sample Deficiency Report — Repair Recommendations

Sample Deficiency Report — Open Seam Repair

3

Step 3: Emergency Management Outside of Plan

• Utilize emergency services for work outside of budgeted repairs

The Result

"Facility Managers experienced a significant drop in the number of roof-related issues and eliminated the unresolved and on-going issues which had caused friction between Facilities and tenants."

Ongoing Partnership

We continue to support the portfolio through:

• ✓Annual Roof Condition Assessments
• ✓Annual Budget Updates
• ✓Planning for Phased Replacements
• ✓Annual Preventative Maintenance
• ✓Continued Leak Response and Planned Repairs