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March 24, 2004


Dear Facilities / Real Estate Professional:

On behalf of IBM CORPORATION, a leading technology firm, we're pleased to invite you to join in the Facilities Forum 2004 Study: FACILITIES ASSET MANAGEMENT.    

This study will address important strategic issues such as:

	How do leading firms determine their precise capital investment levels?
	What are the right ratios for facilities renewal? upgrades? new space?
	What are the major cost drivers for different types of investment?
	 
As you know, facilities assets often require millions in annual capital investment. Comparing costs and methods among professionals should yield important business insights in key areas.  We believe your firm will enjoy significant benefits by joining in this confidential study.

To participate, complete and return the enclosed survey, or forward it to the appropriate individuals at your firm for their response.  Guerin Associates, Inc., an independent consulting firm, will be compiling and reporting responses. In keeping with best benchmarking protocol, all results will be reported in confidential, masking code format.

Participants will receive a report of comparative results, at no cost to your firm.

You may want to copy pages and distribute different sections to managers for individual areas.  You can also participate in selected parts of this project. (Sections C, D and E are optional. Companies completing these sections will receive results for these areas.)

Please return forms to Guerin Associates no later than MARCH 31.

We hope you'll join in this important study, and we plan to report results as soon as possible.  (Feel free to contact us if you wish to participate, but need more time.)

Please call Guerin Associates (908-903-9070) for any clarifications.

Sincerely,


Michael F. Guerin  AIA, PE
President

Note: Grubb & Ellis Management Services, a service provider for IBM, will also receive study results.  However, all company masking codes will be known only to Guerin Associates.



Asset Management Benchmarking Survey
Note:  Please use US$ and 2003 data unless otherwise noted.  If another time period is used, please note with explanation.  Additional sheets or marginal notes may also be used as needed.
You may respond for your entire company, for US and/or Non-US, for a specific region, or for areas / business units under your group�s responsibility, based on your available data.

*NNN = Triple Net
A. General Information

1.	For what geographic or business scope are you reporting? (E.g. Global; US; Mfg Only; etc.) 
															

2.	What type(s) of facilities space does this scope include?  (Check all that apply.)
___  Office / Admin Space			___  Warehouse / Distribution
___  Laboratory / Research			___  Major Data / Computer Center
___  Manufacturing / Production 		___  Pilot Plant(s)
___  Other:  					___  Other:  				

3.	How many buildings and approximately what square footage are included for 2003? 
	No. of Bldgs:  Owned __________  *Leased (NNN): __________   Leased (Other): __________  
	Million SF:     Owned __________  *Leased (NNN): __________   Leased (Other): __________  
								(___ GSF or ___ RSF?) 	(___ GSF or ___ RSF?)

4.	What was the Current Replacement Value (CRV) for facilities in your response (2003)?
	(Buildings only, excluding land and contents such as computers, production equipment, furniture)
		Owned ______________ *Leased (NNN) _______________ *Leased (Other) ______________
						(if available)				 (if available)			
5.	Do you employ CRV (or other measures) to gauge facilities spending?  Describe measures and spending target(s) used (such as % CRV, % Revenue, $ per headcount, etc.)
															
															

6a.	What is your capital building expenditure (millions) for facilities in your response?
							  Owned		 Leased (NNN)		Leased (Other)
	a. Planned for 2004		$			$			$		
	b. Actual for 2003		$			$			$		
	c. Previous 5 Yrs (�98 � �02)	$			$			$		

6b.	Were there any major changes in SF or special factors such as mergers / acquisitions?  Explain: 																																						

B. Facilities Spending	

7.	Please complete the following table as completely as possible with data available.
	(Use decimals & abbreviations if needed:  $1K = $1,000; $1.234M = $1,234,000; etc.)
	Note: A is generally considered as expense; B, C, D and E are usually capital investments.
Estimate your total costs for:
(Check which facilities are included in costs)
___ Owned    ___ Leased (NNN)    ___ Leased (Other) 2004
Planned or Projected2003
Actual or Estimated
1998-2002
Inclusive
RemarksA. Ongoing Repairs & Maintenance (�Baseline� M&R excluding Operations, Customer Service, etc.)  Include both planned repairs and unplanned �emergency� repairs, even if emergencies are a major expense.

$

$

$
�Going out of business model�
Estimate what percent of the above amounts would be spent if your firm had planned to occupy these facilities at minimal cost for a maximum of 5 years?

%

%

%
B. Facility Renewal (i.e. Normal, usually planned improvement or replacement of building HVAC components, M&E systems, roofs, walls, etc. to extend the useful life of the facility)

$

$

$
C. Facility Upgrades 
(i.e. Costs of major modifications to comply with new space uses, code requirements, aesthetic improvements or technological requirements)

$

$

$
D. Other Infrastructure Expenditure
Describe: _____________________________________

$

$

$
E. New Buildings or Additions 
(i.e. Costs for new space such as new buildings, additions or �cold shell fit-out�)
Note: Be sure to note any revised SF figures in response to Question 6 above.

$

$

$

8.	Please estimate costs (included in A&B above) for deferred maintenance �catch-up.� (i.e. Actual expenditures for Repairs and Renewals which should have been accomplished in 
	an earlier time period for optimal asset preservation).  Use same time columns as above.

    Deferred Maintenance �Catch-up� 

$
$Total
$
9.	Please estimate (for the same time periods) the deferred maintenance �backlog.� (i.e. The estimated cumulative costs of Repairs and Renewals which should have been done in the
	 year(s) indicated, but were/are postponed)  

    Deferred Maintenance �Backlog� 

$
$Avg / Yr
$
10.	What do you estimate is the increased cost of deferred maintenance, for each year the above projects are/were delayed past the optimal time of repair / renewal?  

			  None			  0% - 2%		  2% - 5%	
						  5% - 10%		  More than 10%

C. Management Approach (Optional)

11.	Briefly describe your firm�s philosophy regarding preservation of its facilities assets.
													
													

12.	How is spending affected by business unit financial results?  (For example, do local tenants 
	determine how much is invested in Repairs & Maintenance? In Capital?) 
													
													

13.	Does your company utilize an enterprise-wide database of facility assets?  (e.g. A central 
	CAD/CAFM system)  Describe the system and the major data maintained at the corporate level.
													
													

14.	Does your system maintain records of the financial value of physical assets?  Describe what is included (e.g. buildings, major bldg. equipment, furniture, computers, etc.), and how current values are determined for major categories in your system.
													
													
													

15.	Do you conduct or obtain condition assessments of your facilities?  List what is included (e.g. buildings, major bldg. equipment, furniture, computers, etc.), and how assessments are obtained (e.g. via in-house engineering, outside consultant, published references, etc.)
													
													
													

16.	Are these assessments used to estimate asset longevity, projected maintenance costs 
	and/or facilities spending alternatives?  How are these developed, and by whom?
													
													
													

17.	How often are facilities assessments updated, and how comprehensive are the audits?
													
													

18.	What is the minimum dollar threshold for capitalization of facilities expenditures?
										$			

19.	Are capital expenditures in leased facilities included in your asset management 
	system?  Describe dollar thresholds and/or criteria for capitalization in these areas:
	A.  Construction (e.g. Tenant Improvements)  						
	B.  Major Bldg. Equipment  								
	C.  Furniture  										
	D.  Computers  										
	E.  Other:  										

20a.	In your opinion, what is the order of importance of these factors in determining the extent 
	of facilities spending in these column categories?  (Rank order each column 1 thru 12.)
						Ongoing	Facility		Facility	
						R&M		Renewal	Upgrade	Other
A.	Facility Age										
B.	Facility Complexity									
C.	Customer Perceptions									
D.	Employee Recruit / Retention								
E.		Corp. Financial Results									
F.			Local Financial Results									
G.	Typical Industry Pattern								
H.	Changing Space Needs									
I.			Changing Technologies									
J.			Design / Construction Quality								
K.	Deferred Maintenance Backlog 								
L.		Other:  										

20b.	Remarks (if any) on Response to 20a:
													
													
													


D. Technology (Optional)

21.	Which software systems do you employ, and how widely are they used at your firm?
A. CAD  											
B. CAFM  										
C. Facilities Condition Assessment  							
D. Real Estate Information Systems  							
E. Real Estate Transactions / Lease Management  						
F. Other Asset Management Tools  							

22.	What technological innovations have you implemented, or are you considering?
	(e.g. web-based portfolio management, integrated facilities assessment system, etc.)
													
													
													

E. Conclusion (Optional)

23. 	What are the three most critical success factors for effective Asset Management?
	#1. 											
	#2. 											
	#3. 											

24. 	What are the three most significant challenges to successful Asset Management?
	(Note any major pitfalls or problems to avoid.)
	#1. 											
	#2. 											
	#3. 											

Thank you for your time in completing this survey!
Please indicate below the lead contact for your company.  This person will receive the 
survey results and report, which may be distributed internally as needed.

Name/Title/Dept.
Company Name
Street Address
City, State, Zip
Phone, Fax, E-mail


PAGE  


Page PAGE  2
Copyright 2004 Guerin Associates, Inc.		Facilities Forum� 2004
All Rights Reserved		Confidential to Project Participants

Copyright 2004 Guerin Associates, Inc.		Facilities Forum� 2004
All Rights Reserved		Confidential to Project Participants






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