Mark Helms – University of Florida

Mark Helms, assistant vice president of facilities services at the University of Florida in Gainesville, has been at the forefront of transforming the university’s infrastructure and facility management practices. Helms, a seasoned veteran in the field, brought over 30 years of experience from Virginia Tech University when he joined UF in September 2016. Under his leadership, the Facilities Services team has undertaken ambitious projects to modernize the campus and advance long-term sustainability, ultimately improving the overall student and faculty experience.

As one of the largest public land-grant research universities in the United States, UF spans over 2,000 acres and houses approximately 55,000 students on its Gainesville campus. Overall, the institution has nearly 60,000 people in its student body.

Established in 1853 and continuously operated on its Gainesville campus since 1906, UF is a senior State University System of Florida member. Its sprawling campus includes over 25 million square feet of physical infrastructure, with 17 million square feet under Helms’ direct oversight for maintenance, operations, landscaping and utilities. The Facilities Services team plays a vital role in maintaining and optimizing the campus environment, ensuring that it remains a safe, functional, and appealing place for students, faculty and staff.

Modernizing campus operations with technology & innovation

When Helms first arrived at UF, he encountered a facilities management system that seemed stuck in the 1990s.

“I came into a university dynamic that was very much stuck in the old physical plant era of the 90s,” he recalls. “It was like a step back in the Twilight Zone.”

Determined to move forward, Helms focused on transforming the outdated practices into a modern, data-driven system. His mission was clear: embrace technology and innovation to bring UF’s Facilities Services into the 21st century.

One of his first initiatives was overhauling the software infrastructure that supported daily operations.

“We’ve really changed how we utilize the software that drives our day-to-day business,” Helms notes. “We’re making decisions today based on data, not what we think happens.”

The Facilities Services team can make informed, strategic decisions to optimize maintenance and operational efficiency by consolidating data from various sources into one cohesive platform. This data-centric approach helps reduce costs and enhances accountability and transparency within the department.

Automation and machine learning have become central to campus operations. For example, autonomous mowers and floor cleaning equipment allow staff members to redirect their efforts to more specialized tasks.

“Building automation, with the advancement of machine learning and artificial intelligence, is just wide open,” Helms states.

Additionally, using smart sensors to monitor trash levels has reduced labor efforts while maintaining high standards of cleanliness and hygiene. By incorporating innovative technologies, UF is reducing labor-intensive processes while improving overall efficiency and paving the way for a more streamlined approach to facility management.

Sustainability & energy optimization

Helms’ core focus has been improving the university’s energy efficiency. With utility costs accounting for a significant portion of the budget, Helms and his team have implemented strategies to optimize energy usage and reduce the campus’s carbon footprint.

“Don’t use energy, and you don’t create a carbon footprint,” he emphasizes.

A pivotal project in this area was a $60 million underground distribution enhancement aimed at conserving energy and redirecting savings toward deferred capital renewal projects. This massive upgrade improved energy distribution and freed up financial resources to address overdue maintenance tasks previously postponed due to budget constraints.

Additionally, UF has explored renewable energy solutions by partnering with local utilities to integrate solar power and battery storage. One of the current projects under development is an $85 million solar and battery storage initiative that promises long-term savings and a reduced environmental impact. With a projected 13-year payback, this project combines cutting-edge solar technology with energy storage solutions, allowing the campus to reduce dependence on fossil fuels and lower utility expenses.

In another effort to reduce carbon emissions, the team is introducing a digital twin at one of the energy plants. This cutting-edge technology simulates energy use to predict and optimize consumption patterns, allowing real-time adjustments and improved performance metrics. Using advanced modeling and simulation, UF can make data-driven decisions and contribute to a more sustainable future.

Challenges in higher education facilities management

Additionally, Helms acknowledges that despite the many improvements, challenges remain.

One major issue is the limited budget, often forcing creative problem-solving to stretch available resources.

“There is never enough money,” he admits. “My task is taking creative ideas to my board and leadership that reinvests energy saving into new projects.”

Another challenge is the high turnover rate among entry-level staff, as maintaining a consistent and skilled workforce is crucial for long-term success. To address this, the team is focused on implementing training programs that foster skill development and career progression. Helms believes that providing opportunities for professional growth will encourage employees to build long-term careers rather than viewing their roles as short-term jobs. He also emphasizes adapting to new technologies as automation and AI continues to shape the facilities management landscape.

Furthermore, Helms has worked diligently to foster a culture that values innovation and adaptability. By involving his team in decision-making and encouraging continuous education, he aims to cultivate a skilled and motivated workforce to take on new challenges.

Changing the culture & looking forward

Over the past eight years, Helms has worked to shift the culture within Facilities Services from one of stagnation to one driven by progress and innovation.

“What I did find here was a group of folks that were really hungry to grow and move,” he says.

Helms has cultivated a culture of adaptability and problem-solving by empowering his team with modern tools and knowledge. He frequently reminds his staff that their work, though often behind the scenes, enables groundbreaking research and enhances the student experience.

Helms envisions continued advancements in building automation and smart technologies. He also remains committed to reducing UF’s carbon footprint through sustainable practices and long-term planning. As he nears retirement, he reflects positively on his journey.

“I’ll retire when I quit having fun,” he jokes, emphasizing that his passion for innovation and progress remains strong. Helms is also proud of the strong partnerships developed with local and state energy providers, ensuring that UF remains at the forefront of sustainable practices within higher education.

Helms’ leadership has transformed the University of Florida’s Facilities Services into a modern, efficient, and sustainable operation. Helms’ vision has left a lasting impact on the university, from adopting cutting-edge technologies to fostering a forward-thinking culture.

As UF continues to grow and modernize, Helms hopes his legacy of innovation and sustainability will remain an integral part of the campus community. His contributions enhanced operational efficiency and set a new standard for sustainability in university facility management, leaving a foundation that will benefit future generations of Gators.

“If the leaders of tomorrow look at decisions we made today and can find value, then we succeeded,” Helms says.