I am writing today to share information on an effort to address longstanding Facilities Management challenges that are no fault of the staff but keep the campus from functioning to its potential. While the situation is not unique to Winthrop, it is frustrating, nonetheless. You have likely heard that a robust local labor market for trades employees and decreased interest in full-time grounds and custodial work have hampered our ability to fill positions. The competitive market for these employees has resulted in high turnover and difficulty in recruiting and retaining them despite our efforts to increase salaries. The result has been work request delays, and our current facilities team members being stretched thin. They are doing a great job, but high vacancy rates are putting too much stress on them and resulting in service gaps. Fully one third of our positions in Facilities Management are now vacant, and we are increasingly relying on vendors to backfill the department. We love our team members and appreciate the excellent work they do, but we cannot continue with the status quo.
An option we are now pursuing is outsourcing most facilities management functions with a single vendor. CFO and Vice President for Finance and Business Affairs Kevin Butler has worked with the state on an RFP that will be posted later this week. Facilities employees were briefed by Kevin earlier today, and I want to share with the campus community the possible outcomes of the process, which is expected to run through the end of the fiscal year.
If we are able to secure a vendor to provide these services at a price we can afford, the result would be a limited reduction in force (RIF). Our RFP requires the successful vendor to interview our staff for positions within the organization, and our hope is that all of them will want to continue working as part of the Winthrop team under new, outside management.
The process for a reduction in force is determined by a RIF Plan that would be developed by Winthrop’s Human Resources division and submitted to the State Division of Human Resources for approval. A RIF Plan identifying employees who would be affected will be developed after an outside facilities management vendor is identified and Winthrop has more information about the date facilities operations may transition.
If we secure a vendor through the RFP, we will maintain a limited number of full-time positions in the areas of campus planning, capital projects management, environmental health and safety, and sustainability. Generally, other positions will likely be transitioned away from state employment at Winthrop; however, the university may be able to negotiate with the vendor special circumstances under which some employees may be retained as Winthrop employees.
If we are not able to secure a viable contract through the RFP process, then we will continue operating as we are now, including reliance on skilled workers from outside the campus to address our needs.
I understand that this news is hard to hear; likewise, this has not been an easy decision to make. But we must determine a way to provide the service our students, faculty and staff expect and deserve. The administration regularly hears from the campus community about the challenges our current situation presents on a daily basis to those who live and work here, not to mention the burdens on those trying their best to do their jobs without the resources and support to do so. The vendors in this space use tools unavailable to us to maintain (and supplement when necessary) the workforce, ensure consistent service levels, address requests in a timely manner, and more.
We absolutely understand how this decision can and will affect employees who have given years of service to Winthrop. We pledge to handle the transition with the care and compassion these employees deserve and to assist them to the next phase to the extent possible.
A list of FAQs has been developed and is below. Kevin and I will share the outcome of the RFP process as it plays out.
Edward
Edward A. Serna
President
Frequently Asked Questions
Is this a cost savings move?
No, we do not expect significant cost savings. The decision is based on level of service and how we can best manage the physical campus.
Why are we not investing in our employees rather than eliminating them?
We are investing in our core business—teaching and learning—by providing facilities support in a different way, just as we have with food service, the bookstore, police dispatch, and other outsourcing.
What happens in regard to employees’ health and retirement benefits?
Human Resources would work with employees individually under the RIF Plan and help them determine their options.
Will we still hire for vacant positions while this process unfolds?
Yes, and we will be transparent with new hires about the future and how the situation may change. We need to maintain facilities staff to manage needs in the interim.
For employees at or close to retirement, what will happen?
Some will be eligible to retire and may choose to do so. While we are not able to develop a plan until an outside facilities management vendor is actually identified and we know more about a transition date, we are exploring the possibility of providing monetary incentives to assist those who are retirement eligible or close to being eligible in making their individual decision to retire. An incentive program would depend on the identification of funding for the program. Employees may contact Human Resources to discuss their individual circumstances regarding retirement eligibility.
What areas will be affected?
Employees in Central Energy, HVAC/Plumbing, Electrical, Structural, Grounds, Custodial, Set-Up/Moving, Electronic Security Keys/Cores, Central Supply, Property Controls, Utilities, Farm Area, Post Office, and support services.
Are other areas of campus being considered for outsourcing/privatization?
Other areas of campus have been outsourced for a number of years, including food service,
the bookstore, and police dispatch services, with much success. At this time, the
RFP for facilities management and another RFP to potentially outsource medical-related
services in Athletics are the only areas being considered for outsourcing/privatization.
How do other campuses our size handle their facilities’ needs?
Many state institutions in South Carolina are encountering similar issues. Some outsource all or a portion of the custodial and grounds functions, and all outsource larger projects. Outsourcing facilities management operations is a model that has been successful at many institutions across the nation.
When would contract implementation be?
Ideally by July 1, 2025, but it could, and likely would, be later.
