U.S. Department of Energy’s Office of Science Office of Science “Rollout” February 19, 2004 SC-82 Overview of  DOE Order 4...
<ul><li>Implements DOE Policy 580.1, Management Policy for Planning, Programming, Budget, Operation, Maintenance and Dispo...
<ul><li>A “How To” document </li></ul><ul><li>Stand alone document </li></ul>2 What RPAM is NOT
<ul><li>Ten Year Site Plan (TYSP) </li></ul><ul><li>Roles and responsibilities among federal organizational entities </li>...
<ul><li>In Response to: </li></ul><ul><li>Congressional Direction </li></ul><ul><li>GAO Reports </li></ul><ul><li>Need to ...
<ul><li>Recognizes deterioration of DOE facilities and the inability to evaluate/address their readiness and maintenance s...
<ul><li>Elimination of Excess Facilities </li></ul><ul><li>Unacceptable degree of facility deterioration is a result of in...
7 GAO Reports <ul><li>GAO-03-122 “Federal High Risk Series” , Jan. 2003, places Federal Real Property as a High Risk due t...
<ul><li>Issued May 20, 2002 </li></ul><ul><li>Objective is to establish a holistic planning, programming, budgeting and ex...
10 DOE Policy 580.1 cont. DOE Program Offices have line responsibility DOE functional offices have staff responsibility fo...
<ul><li>F&I Steering Committee (FISC) </li></ul><ul><ul><li>Convened / Chaired by OECM </li></ul></ul><ul><ul><li>HQ & Fie...
<ul><li>RPAM order issued 9-24-03 </li></ul><ul><li>Requirements of the order must be fully implemented by September 30, 2...
<ul><li>Applies to all DOE elements with responsibility for real property assets, including NNSA, except Naval Reactors/Na...
<ul><li>Planning </li></ul><ul><li>Real Estate </li></ul><ul><li>Acquisition </li></ul><ul><li>Maintenance and Recapitaliz...
<ul><li>Overarching function within real property asset management </li></ul><ul><li>Site planning must be consistent with...
<ul><li>TYSP will address how assets support: </li></ul><ul><ul><li>Departments strategic plan </li></ul></ul><ul><ul><li>...
REAL ESTATE <ul><li>Encompasses key activities over the life cycle of real property assets </li></ul><ul><li>Secretary’s r...
Real Estate cont. <ul><li>Land use planning must be established through a recognized process approved by the LPSO </li></u...
<ul><li>LPSOs/CSOs/PSOs must annually identify all project/program mission terminations to site/field managers </li></ul><...
<ul><li>90 day notification to HQ for all disposals by sale or lease </li></ul>Real Estate cont. 19
<ul><li>FIMS data used to meet routine reporting requirements </li></ul><ul><li>Site/Field managers must ensure that FIMS ...
<ul><li>FIMS data is used to determine if individual sites have met the expectations for the Asset Utilization Index (AUI)...
<ul><li>FIMS will be available via the internet  </li></ul><ul><li>FIMS data must be archived after disposal of DOE owned ...
<ul><li>Strategy for meeting mission need:  construction, Alternative Finance, other </li></ul><ul><li>Must consider Life ...
<ul><li>Sustainment – maintenance, repair or replacement </li></ul><ul><li>Recapitalization - alterations, betterments and...
<ul><li>Each site is to have a Maintenance Program </li></ul><ul><ul><li>Condition assessments </li></ul></ul><ul><ul><li>...
<ul><li>Condition Assessments must be performed on all real property assets at least once during any 5-year period using i...
<ul><li>Importance of real property assets to mission </li></ul><ul><li>Mission essential </li></ul><ul><li>Mission determ...
<ul><li>Disposition includes: </li></ul><ul><li>Stabilizing </li></ul><ul><li>Preparing for reuse </li></ul><ul><li>Deacti...
<ul><li>Long – Term stewardship includes </li></ul><ul><li>Physical controls, e.g. fences, markers, signs </li></ul><ul><l...
<ul><li>Property transfers to complete disposition </li></ul><ul><li>Transfer document </li></ul><ul><li>Records, data col...
31 Value Engineering <ul><li>Value Engineering requirements are provided in the following documents: </li></ul><ul><li>Off...
32 Value Engineering cont. Projects < or = to $5M Projects > $5M
33 Performance Goals and Measures <ul><li>LPSO/CSO to establish targets  </li></ul><ul><li>Site/Field Manager development ...
34 Performance Goals and Measures cont. Area of Justified Holdings Area of Current Holdings AUI =
AUI Module Justified Assets Area of all  real property  assets Justified Assets  Current Assets  Asset Utilization Index 3...
36 Performance Goals and Measures cont. ACI = 1 – DM/RPV
Asset Condition Index Information Source   Quantitative Condition Assessment Surveys using Industry Standards as reported ...
<ul><li>To assess budgets for intended use, following measures are established: </li></ul><ul><ul><li>LPSOs/CSOs will revi...
<ul><li>OECM </li></ul><ul><ul><li>Serves as Department of Energy’s principal point of contact  </li></ul></ul><ul><ul><li...
<ul><li>LPSOs </li></ul><ul><ul><li>Provides annual program direction, guidance and oversight for Order Implementation </l...
<ul><li>Site/Field Managers </li></ul><ul><ul><li>Accountable to LPSO for real property stewardship at site </li></ul></ul...
Roles & Responsibilities <ul><li>Site Manager </li></ul><ul><li>Geographic Area Coordination </li></ul><ul><li>Host for te...
<ul><li>Part of RPAM Order </li></ul><ul><li>Areas covered </li></ul><ul><li>Planning </li></ul><ul><li>Documentation </li...
<ul><li>RPAM is the product of a cross-program and field participatory effort  </li></ul><ul><li>Corporate level, performa...
<ul><li>This presentation was created by: </li></ul><ul><li>The U.S. Department of Energy </li></ul><ul><li>Chicago Operat...
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Office of Science U.S. Department of Energy

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  • RPAM issued 9/24/03 Replaces DOE O 430.1A Life – Cycle Asset Management dated 10/14/98
  • Performance based approach Sets functional requirements Relies on industry standards for support
  • How To Expectations and outcomes are given. Detailed directions on how to reach outcomes are not given. Stand alone 31 documents are referenced. These documents contain requirements that must be met as well as guidance for the management of Federal Property. Managers of the department’s real property should be familiar with the contents of these references as well as the RPAM order.
  • TYSP Establishes site planning to identify and coordinate facilities and infrastructure requirements to support Departments mission. Foster communication between programs, sites, and tenants Links Planning, Programming, Budget, &amp; Evaluation System (PPBES)/Facilities and Infrastructure to TYSP. Roles and responsibilities are clarified Strengthens Communication and accountability Emphasizes Landlord Tenant Relationship Requires qualified federal facilities management staff at all levels FIMS data will be used for Management decisions Indicators or how sites are meeting performance measures Performance Measures In addition to performance measures included in contracts, RPAM includes two measures that will be used for all sites that have government owned property: Asset Utilization Index (AUI) measure of real property holdings against requirements and Asset Condition Index (ACI) measures the condition of the Departments facility assets.
  • Recognizes Supports – The Directive to cover: Corporate Management of all assets, and Provide data ensuring funds budgeted and spent on facilities and Infrastructure (F&amp;I) assets can be tracked and outcomes measured.
  • Elimination Address the large inventory of excess facilities and ensure they are decontaminated, decommissioned, and demolished quickly and cost effectively. (* Any new construction must be offset by the elimination of a like amount of excess facilities.) Unacceptable Established Integrated Facilities and Infrastructure Crosscut Budget requirements.
  • DOE P 580.1 Management Policy for Planning, Programming, Budgeting, Operation, Maintenance and Disposal of Real Property OECM Implementation: Develop and maintain a real property asset program and appropriate directives, procedures and guidance for the Department. Support: With independent analysis, evaluation and Technical Assistance in areas relating to DOE Real Property and Facilities Management.
  • Functional offices: Budget, Chief Information Officer, Legal, Safety, and Contracting
  • FIG During drafting process there was a significant outreach effort to gather input on the various draft versions. Comments were addressed during the drafting process to help ensure a timely review and approval of the Order as well as buy-in from those who would implement the order.
  • These functional areas are interdependent, they should not be performed in a vacuum. These areas should be managed and coordinated in such a manner to ensure real property assets are available, utilized, and in suitable condition to accomplish DOE missions
  • Overarching -Integrates other real property management functions into a coordinated effort to ensure current and future needs are met. Active sites TYSP -result in a consolidated integrated report replacing multiple reports -FIMS data will be used for information
  • Submitted- Submitted either concurrently with responses to the field budget call, or as directed by LPSO, CSO, PSO’s to be consistent with PPBES cycle.
  • Encompass – activities include acquisition by purchase or lease; planning and management including taking inventory, making assignments, conducting utilization surveys, and tracking assets; screening for excess property; and disposal of real property. Delegation – Secretary retains authority for accepting donations and the initiation of condemnation actions or executions of declarations of takings. CRS – Signature authority: At some locations the CRS signs the Realty document, at others the Contracting Officer signs after receiving written approval/authorization from the CRS. The important aspect is not who signs the document, but that there be review and concurrence by the correct subject matter experts prior to undertaking the action, and that there be a clear documentation of who is authorized to sign the documents .
  • Land use plans are separate from TYSP, more like the old Site Development Plans and Master Plans. The land use plans would have more details about former and current uses while also providing details on long term needs. At the discretion of the PSO’s to determine whether to keep Land Use Plan separate from the TYSP or to combine them. The goal is to create a plan that is more usable for the Programs and site.
  • Site/Field – Utilization status of all buildings will be recorded in FIMS. Reports of Excess and FIMS data must be consistent. 2 nd LPSO/CSO – If after screening another program office has not picked up the excess facility, the responsible LPSO/CSO must plan for the reuse or disposal of the asset.
  • 90 Day – Headquarters Office of General Counsel, Office of Management, Budget and Evaluation and SC-80 (responsible program office) must be notified 90 days before all disposals under DOE authority by sale or lease are finalized
  • (At this time deviate from discussing the seven functional areas as FIMS has already been brought up in discussion on TYSP &amp; RE) Intro Statement – The Facilities Information Management System (FIMS) is the Department’s Corporate data base for real property asset inventory system. It provides DOE and contractor personnel with ready access to DOE facilities information. FIMS data – FIMS must be maintained as the complete and official record of all owned and leased lands buildings, trailers, and other structures and facilities. Information must be maintained as complete and current throughout the life cycle of real property assets. Site/Field managers – A FIMS quality assurance plan should be utilized to provide requirements and guidelines to ensure FIMS data is as complete and accurate as possible. Dollar Values – FIMS and MARS must be reconciled on an annual basis. It is recommended that the two systems be reconciled monthly or as a minimum on a quarterly basis. Deferred – Maintenance data is to be reported in FIMS in accordance with the annual maintenance schedule.
  • In calculating the AUI data from the status utilization and Building Status, data Fields as well as the gross square feet reported in FIMS are used ACI – The Facility Condition Index (FCI) which is derived from data in FIMS is used in calculating the ACI
  • Internet – FIMS will be migrating from the HQ Oracle client/server application to an internet web-base application early this year Outgrants – New data fields that track leases, easements, etc., that have been granted on DOE owned land and facilities Other data bases – Examples of other databases include: DOE Integrated Management Navigation System, Condition Assessment Information System (CAIS) database, and the office of Environmental Management Integrated Planning and Budgeting System.
  • Planning – Acquisition of real property assets through construction must be planned and accomplished to meet program mission projections (TYSP and comprehensive site plan). Planning should include life-cycle cost considerations GPP – Acquisition of real property assets up to $5 million will be accomplished through GPP. GPP used for a variety of purposes to benefit a single program IGPP – IGPP projects are a class of GPPs that are of general institutional nature that do not benefit one specific program but are needed for general site wide purposes. Square foot – House Conference Report 107-258 requires that any increases in facility area resulting from new construction be off set by the transfer, sale, or demolition of excess buildings and facilities of equivalent size at each site. Waivers substituting square footage reduction from another site will be considered on a case by case basis and must be approved by the Secretary through the Chief Financial Officer
  • Property assets are to be maintained in a suitable condition ensuring that operational, safety, health, and environmental concerns are being met in a cost effective manner. This requires a balanced approach that not only sustains the assets but also provides for their recapitalization Sustainment – consists of maintenance and repair activities (including major repairs) or replacement of components and entire systems. Recapitalization extends the service life of facilities or restores lost service life and consists of alterations, betterments and rehabilitation projects needed to keep existing facilities modern and relevant in an environment of changing standards and missions. Five-year sustainment – sustainment requirements developed based on maintenance needs and goals of deferred maintenance reduction in accordance with site specific goals. Sustainment requirements will be summarized in the TYSP. Five-year recap – recapitalization requirements are in addition to sustainment activities (maintenance and repair) and consist of alterations and betterments to replace or modernize existing Facilities.
  • Condition Assessments – Facility inspections must be completed at least once during any 5-year period using inspection methods in accordance with industry standards. Mission critical or safety related facilities may require more frequent inspections CAS must include a standardized, documented inspection process that provides accurate, consistent, and repeatable results. Inspections must be performed by craft or engineering specialists of all architectural, civil/structural, mechanical, and electrical components to determine asset deficiencies Inspections must identify the optimal year to accomplish corrective actions and the estimated cost (including site burden) generated by CAIS or another nationally recognized cost estimating system. CAS software must roll-up deferred maintenance costs by systems, calculate the Facility Condition Index by system, and have the ability to separate rehabilitation and improvement costs from sustainment/maintenance costs
  • LPSOs need to define essential missions at their sites and advise responsible site/field managers. From this guidance each site/field manager must evaluate the relative importance and contributions of all real property assets to mission accomplishment at their site and identify importance in FIMS.
  • Planning for disposition starts when assets are identified as no longer required for current or future programs
  • Decisions made during utilization of assets need to consider their disposition and LTS implications. A balance must be established between accomplishment of DOE missions and the disposition and LTS required to reduce risks to workers and the public, and to minimize real property asset life-cycle.
  • Transfers – where transfer of real property assets is required, either turning it over to an outside organization or to another office within DOE, applicable DOE policies and guidance and industry standards must be followed. Transfer document - A formal transfer document detailing the acceptance, the disposition and LTS scope, cost and schedule must be signed off by both programs. FIMS will be updated to reflect the transfer and accountability. Records FIMS data fields must be kept current FIMS records for property that has been disposed of must be achieved Records necessary for LTS must be identified and retained A final report must be developed to demonstrate that specific end-point criteria have been met.
  • VE is an organized effort directed at analyzing the functions of systems, equipment, facilities, services, and supplies for the purpose of achieving the essential functions at the lowest life-cycle cost consistent with required performance, reliability, quality, maintainability, environmental protections and safety.
  • For real property asset acquisition, disposition, demolition, repair and recapitalization, projects less than or equal to $5M the LPSO/CSO or Site/Field manager shall assess the application of VE requirements For real property asset acquisition, disposition, demolition, repair and recapitalization projects greater than $5M, VE assessment will be performed in accordance with DOE O 413.3 Program and Project Management for the Acquisition of Central Assets.
  • The LPSOS/CSO’s must establish annual performance targets for their real property assets and state their expected performance outputs and outcomes in their annual direction and guidance. Site/Field Managers will develop site specific measures to assess the level to which the LPSO/CSO established outputs and outcomes have been attained. AUI = Asset Utilization Index ACI = Asset Condition Index
  • The AUI is derived from data in FIMS. The AUI improves as excess facilities are eliminated and consolidation increases the space utilization of the remaining facilities
  • The ACI is also derived from data in FIMS. The ACI measures the condition of the Department’s assets. It reflects the outcomes of real property maintenance and recapitalization policy, planning, and resource decisions. The ACI improves as the condition of the Facilities improve on site. DM = Deferred Maintenance RPV = Replacement Plant Value FCI = DM/RPV
  • To assess the use of real property asset budgets for their intended purposes, the following execution measures are established: On a quarterly basis, headquarters program offices (LPSOs/CSOs) will review their sites’ real property maintenance and disposition budget execution against the amounts shown in the IFI crosscut budget. Assessment of IFI crosscut budget execution for real property maintenance and disposition by headquarters program offices (LPSOs/CSOs) are to be submitted to OECM no later than 45 calendar days following the end of each fiscal year quarter.
  • A qualified Federal facilities management staff must be assigned at cognizant headquarters offices and field elements to implement RPAM Order and ensure accountability. OECM Serves as the Department’s principal point of contact for real property asset management Develops policies and procedures for real property asset management and provides corporate oversight for implementation Develops and monitors Departmental corporate performance measures for real property asset management – currently ACI and AUI
  • Site/Field managers - ensure mission resource requirements for real property assets are prepared to meet program missions, budgets, and planning estimates, with the results documented in the TYSP. Perform a key role coordinating program and tenant activities and real property asset needs at the site. Interrelationship of the parties can be seen in slide (insert)
  • OECM – Additionally Submits reports to congress Sponsors and coordinates the management group that has oversite of FIMS Manages administration and maintenance of the FIMS and CAIS databases Manages the certification program for DOE real estate specialists LPSOs Accountable for the proper stewardship of real property assets at the site, including maintaining the condition of infrastructure to support mission activities Ensure qualified DOE facilities management staff is assigned at HQ and field levels Responsible for identifying and declaring assets excess and reporting these assets to OECM on an annual basis LPSOs of multiprogram sites must coordinate asset needs of all parties with Site/Field Manager for a consolidated TYSP that reflects requirements of all. CSOs/PSOs Work with LPSO to ensure required information is provided and program needs are adequately reflected in the TYSP Site/Field Manager Responsible for real property assets to ensure they support program mission activities reliably, efficiently and effectively. Ensures RPAM Order requirements are implemented through site contracts via a site-specific measurement system Ensures population and validation of data in FIMS and that an adequate condition assessment program for their site is in place. Managers of a multi program site will coordinate activities of all parties and submit a single coordinated TYSP
  • To be incorporated into contracts with site specific performance measures Regardless of the performer of the work, contractor is responsible for compliance with the requirements of the CRD
  • Office of Science U.S. Department of Energy

    1. 1. U.S. Department of Energy’s Office of Science Office of Science “Rollout” February 19, 2004 SC-82 Overview of DOE Order 430.1B Real Property Asset Management
    2. 2. <ul><li>Implements DOE Policy 580.1, Management Policy for Planning, Programming, Budget, Operation, Maintenance and Disposal of Real Property </li></ul><ul><li>Consistent with the February 4 th , 2004 Executive Order 13327, Federal Real Property Asset Management: “It is the policy of the United States to promote the efficient and economical use of America's real property assets and to assure management accountability for implementing Federal real property management reforms. Based on this policy, executive branch departments and agencies shall recognize the importance of real property resources through increased management attention, the establishment of clear goals and objectives, improved policies and levels of accountability, and other appropriate action. </li></ul><ul><li>Performance–based approach </li></ul><ul><li>Links planning, programming, budgeting and evaluation to program mission projections and performance outcomes </li></ul>1 What RPAM is
    3. 3. <ul><li>A “How To” document </li></ul><ul><li>Stand alone document </li></ul>2 What RPAM is NOT
    4. 4. <ul><li>Ten Year Site Plan (TYSP) </li></ul><ul><li>Roles and responsibilities among federal organizational entities </li></ul><ul><li>Facilities Information Management System (FIMS) </li></ul><ul><li>Performance Measures </li></ul>3 RPAM Emphasizes
    5. 5. <ul><li>In Response to: </li></ul><ul><li>Congressional Direction </li></ul><ul><li>GAO Reports </li></ul><ul><li>Need to Update LCAM due to organizational changes </li></ul>4 How RPAM came about
    6. 6. <ul><li>Recognizes deterioration of DOE facilities and the inability to evaluate/address their readiness and maintenance status </li></ul><ul><li>Supports efforts to develop a directive establishing requirements for DOE-wide implementation of all facilities and infrastructure programs </li></ul><ul><li>Requires Ten Year Site Plans </li></ul><ul><li>Requires assignment of federal staff at site and HQ for oversight of F&I activity and to ensure accountability </li></ul>5 Congressional Direction
    7. 7. <ul><li>Elimination of Excess Facilities </li></ul><ul><li>Unacceptable degree of facility deterioration is a result of insufficient funding for maintenance </li></ul>6 Congressional Direction (cont.)
    8. 8. 7 GAO Reports <ul><li>GAO-03-122 “Federal High Risk Series” , Jan. 2003, places Federal Real Property as a High Risk due to: </li></ul><ul><ul><li>Deteriorated and outdated property portfolio </li></ul></ul><ul><ul><li>Excess and underutilized inventory </li></ul></ul><ul><ul><li>Lack of facility data </li></ul></ul><ul><ul><li>No comprehensive and integrated planning </li></ul></ul><ul><li>GAO-03-100, Jan. 2003, Major Management Challenges and Program Risks, Department of Energy </li></ul><ul><ul><li>DOE faces major challenges in revitalizing infrastructure </li></ul></ul>
    9. 9. <ul><li>Issued May 20, 2002 </li></ul><ul><li>Objective is to establish a holistic planning, programming, budgeting and execution (PPB&E) process that links real property assets, and the resources dedicated to them, to mission requirements and performance </li></ul><ul><li>OECM will: </li></ul><ul><ul><li>Lead implementation of this Policy </li></ul></ul><ul><ul><li>Support the Deputy Secretary/Chief Operating Officer and line management </li></ul></ul>9 DOE Policy 580.1
    10. 10. 10 DOE Policy 580.1 cont. DOE Program Offices have line responsibility DOE functional offices have staff responsibility for assisting line management with implementation of this policy, and related directives
    11. 11. <ul><li>F&I Steering Committee (FISC) </li></ul><ul><ul><li>Convened / Chaired by OECM </li></ul></ul><ul><ul><li>HQ & Field Reps from EE, EM, DE, NNSA, and SC </li></ul></ul><ul><ul><li>Chartered F&I Working Group (FIG) to draft order </li></ul></ul><ul><li>FIG efforts included: </li></ul><ul><ul><li>Fifteen member working group from field and HQ organizations </li></ul></ul><ul><ul><li>Five three day working sessions </li></ul></ul><ul><ul><li>FISC Guidance </li></ul></ul><ul><ul><li>Outreach to 80 points of contact </li></ul></ul><ul><ul><li>EFCOG and Lab Council Input </li></ul></ul><ul><ul><li>Review of practices of other Federal Agencies </li></ul></ul>Process For Drafting RPAM 8
    12. 12. <ul><li>RPAM order issued 9-24-03 </li></ul><ul><li>Requirements of the order must be fully implemented by September 30, 2004 </li></ul><ul><li>Implements DOE P 580.1 </li></ul><ul><li>Cancels DOE order 430.1A Life-Cycle Asset Management dated 10-14-98 </li></ul><ul><li>Consistent with the new Executive Order 13327 “Federal Real Property Management” issued February 4, 2004 </li></ul>11 DOE Order 430.1B
    13. 13. <ul><li>Applies to all DOE elements with responsibility for real property assets, including NNSA, except Naval Reactors/Naval Propulsion Program </li></ul><ul><li>Contractor requirement document sets applicable requirements for Site/Facility management contracts </li></ul><ul><li>Applies to other-than Site/Facility management contracts on a case by case basis </li></ul>12 Applicability
    14. 14. <ul><li>Planning </li></ul><ul><li>Real Estate </li></ul><ul><li>Acquisition </li></ul><ul><li>Maintenance and Recapitalization </li></ul><ul><li>Disposition and Long-Term Stewardship </li></ul><ul><li>Value Engineering </li></ul><ul><li>Performance Goals and Measures </li></ul>13 Functional Areas Addressed
    15. 15. <ul><li>Overarching function within real property asset management </li></ul><ul><li>Site planning must be consistent with DOE P 430.1 Land and Facility Use Planning </li></ul><ul><li>For active sites, the TYSP will document site planning and performance </li></ul>14 Planning Ten Year Site Plan (TYSP)
    16. 16. <ul><li>TYSP will address how assets support: </li></ul><ul><ul><li>Departments strategic plan </li></ul></ul><ul><ul><li>Secretary’s 5-year planning guidance </li></ul></ul><ul><ul><li>Landlord and Program guidance </li></ul></ul><ul><ul><ul><li>SC Facilities for the Future </li></ul></ul></ul><ul><ul><ul><li>SC Strategic Plan </li></ul></ul></ul><ul><ul><ul><li>SC Future of the Laboratories (coming 2004) </li></ul></ul></ul><ul><li>TYSP will be updated and submitted annually </li></ul><ul><li>SC has drafted preliminary guidance; detailed guidance to go out by April 5st for Nov 1 st submission </li></ul>15 Planning Ten Year Site Plan cont.
    17. 17. REAL ESTATE <ul><li>Encompasses key activities over the life cycle of real property assets </li></ul><ul><li>Secretary’s real estate authority can be re-delegated </li></ul><ul><li>All real estate actions to acquire, manage, and dispose of real property must be reviewed and approved by a DOE Certified Realty Specialist (CRS) before executing the action </li></ul>16
    18. 18. Real Estate cont. <ul><li>Land use planning must be established through a recognized process approved by the LPSO </li></ul><ul><li>Land use plan must be kept current and support the TYSP </li></ul>17
    19. 19. <ul><li>LPSOs/CSOs/PSOs must annually identify all project/program mission terminations to site/field managers </li></ul><ul><li>Site/field managers must annually report to responsible LPSOs/CSOs/PSOs real property that is not utilized </li></ul><ul><li>LPSOs/CSOs must report to OECM no later than 12/31 of each year property that is not needed to support program missions </li></ul>Real Estate cont. 18
    20. 20. <ul><li>90 day notification to HQ for all disposals by sale or lease </li></ul>Real Estate cont. 19
    21. 21. <ul><li>FIMS data used to meet routine reporting requirements </li></ul><ul><li>Site/Field managers must ensure that FIMS data is verified annually as complete and accurate </li></ul><ul><li>FIMS dollar values must be reconciled by asset type with the accounting Management Analysis Reporting System (MARS) </li></ul><ul><li>Deferred, required, and annual maintenance must be reported in FIMS </li></ul>20 FIMS
    22. 22. <ul><li>FIMS data is used to determine if individual sites have met the expectations for the Asset Utilization Index (AUI) </li></ul><ul><li>FIMS data is also used in determining if the expectations for the Asset Condition Index (ACI) performance measure have been met </li></ul>21 FIMS cont.
    23. 23. <ul><li>FIMS will be available via the internet </li></ul><ul><li>FIMS data must be archived after disposal of DOE owned real property assets </li></ul><ul><li>Outgrants of DOE owned real property assets must be reported in FIMS </li></ul><ul><li>Real property data in other reporting systems must be consistent with FIMS data </li></ul>22 FIMS cont.
    24. 24. <ul><li>Strategy for meeting mission need: construction, Alternative Finance, other </li></ul><ul><li>Must consider Life Cycle costs </li></ul><ul><li>Line items vs General Plant Projects (GPP) </li></ul><ul><li>Institutional General Plant Projects (IGPP) </li></ul><ul><li>Square Foot Off-set for new construction at each site, unless secretarial waiver approved for elimination at another site </li></ul>23 Acquisition
    25. 25. <ul><li>Sustainment – maintenance, repair or replacement </li></ul><ul><li>Recapitalization - alterations, betterments and rehabilitation </li></ul><ul><li>Sustainment requirements must be developed and summarized in the TYSP </li></ul><ul><li>Recapitalization plans are also required to be developed and included in the TYSP </li></ul>24 Maintenance and Recapitalization
    26. 26. <ul><li>Each site is to have a Maintenance Program </li></ul><ul><ul><li>Condition assessments </li></ul></ul><ul><ul><li>Work control system </li></ul></ul><ul><ul><li>Management of deferred maintenance </li></ul></ul><ul><ul><li>Method to prioritize maintenance projects </li></ul></ul><ul><ul><li>Cost accounting systems to budget and track maintenance expenditures </li></ul></ul>25 Maintenance and Recapitalization cont.
    27. 27. <ul><li>Condition Assessments must be performed on all real property assets at least once during any 5-year period using industry standard practices </li></ul><ul><li>Condition Assessment Systems (CAS) </li></ul><ul><li>Inspections </li></ul><ul><ul><li>Determine asset deficiencies </li></ul></ul><ul><ul><li>Identify when corrective actions will be accomplished and their cost </li></ul></ul><ul><li>CAS software </li></ul>26 Maintenance and Recapitalization cont.
    28. 28. <ul><li>Importance of real property assets to mission </li></ul><ul><li>Mission essential </li></ul><ul><li>Mission determination </li></ul><ul><li>FIMS </li></ul>27 Maintenance and Recapitalization cont.
    29. 29. <ul><li>Disposition includes: </li></ul><ul><li>Stabilizing </li></ul><ul><li>Preparing for reuse </li></ul><ul><li>Deactivation </li></ul><ul><li>Decommissioning </li></ul><ul><li>Decontaminating </li></ul><ul><li>Dismantling </li></ul><ul><li>Demolishing </li></ul><ul><li>Disposing of real property assets </li></ul>28 Disposition and Long-Term Stewardship
    30. 30. <ul><li>Long – Term stewardship includes </li></ul><ul><li>Physical controls, e.g. fences, markers, signs </li></ul><ul><li>Institutional controls, e.g. notations on maps, records, and deeds </li></ul><ul><li>Information and other mechanisms needed to ensure protection of people and the environment </li></ul>29 Disposition and Long-Term Stewardship
    31. 31. <ul><li>Property transfers to complete disposition </li></ul><ul><li>Transfer document </li></ul><ul><li>Records, data collection, management and reporting requirements </li></ul>30 Disposition and Long-Term Stewardship
    32. 32. 31 Value Engineering <ul><li>Value Engineering requirements are provided in the following documents: </li></ul><ul><li>Office of Management and Budget (OMB) Circular A-131, Value Engineering , dated 5-21-93 </li></ul><ul><li>Public Law 104-106, Section 4306, Value Engineering for Federal Agencies (41 U.S.C. 401et seq.) </li></ul><ul><li>DOE N413.2, Value Engineering , date 12-30-02; and </li></ul><ul><li>ASTM Practice 1699-00, Standard Practice for Performing Value Analysis for Buildings and Building Systems </li></ul>
    33. 33. 32 Value Engineering cont. Projects < or = to $5M Projects > $5M
    34. 34. 33 Performance Goals and Measures <ul><li>LPSO/CSO to establish targets </li></ul><ul><li>Site/Field Manager development of site specific measures </li></ul><ul><li>Corporate measures for AUI and ACI are included in DOE O 430.1B </li></ul>
    35. 35. 34 Performance Goals and Measures cont. Area of Justified Holdings Area of Current Holdings AUI =
    36. 36. AUI Module Justified Assets Area of all real property assets Justified Assets Current Assets Asset Utilization Index 35 Information Source Facility Information Management System (FIMS) Asset Utilization Index By Program or individual sites 1.00 > AUI > 0.90 0.90 >AUI > 0.75 0.75 >AUI Satisfactory Marginal Unsat AUI Performance Measures DOE Order 430.1B RPAM <ul><li>Outcome Drivers </li></ul><ul><li>Ten Year Site Plans </li></ul><ul><li>Utilization Surveys </li></ul><ul><li>Acquisition Program </li></ul><ul><li>Resource allocation </li></ul><ul><li>Outcome Drivers </li></ul><ul><li>- Excess Elimination </li></ul><ul><li>- D&D Program </li></ul><ul><li>- Ten Year Site Plans </li></ul><ul><li>- Resource allocation </li></ul><ul><li>Budget execution </li></ul><ul><li>Acquisition Program </li></ul>Information Source Area of justified holdings through annual utilization surveys as reported in Facility Information Management System (FIMS)
    37. 37. 36 Performance Goals and Measures cont. ACI = 1 – DM/RPV
    38. 38. Asset Condition Index Information Source Quantitative Condition Assessment Surveys using Industry Standards as reported in FIMS Deferred Maintenance <ul><li>Outcome Drivers </li></ul><ul><li>Maintenance Program </li></ul><ul><li>Recapitalization Program </li></ul><ul><li>Excess Elimination </li></ul><ul><li>Resource allocation </li></ul><ul><li>Budget execution </li></ul><ul><li>- Ten Year Site Plans </li></ul>Replacement Plant Value (RPV) 37 Outcome Drivers - Excess Elimination - Resource allocation - Budget execution - Ten Year Site Plans - Acquisition Program Information Source Facility Information Management System (FIMS) Asset Condition Index Program Site Site 1.00 > ACI > 0.90 0.90 >ACI > 0.75 0.75 >ACI Satisfactory Marginal Unsat ACI Performance Measures DOE Order 430.1B RPAM ACI Module (ACI = 1- DM / RPV )
    39. 39. <ul><li>To assess budgets for intended use, following measures are established: </li></ul><ul><ul><li>LPSOs/CSOs will review budget execution against IFI Crosscut Budget quarterly </li></ul></ul><ul><ul><li>Assessments by LPSOs/CSOs to be submitted to OECM </li></ul></ul>Performance Goals and Measures cont. 38
    40. 40. <ul><li>OECM </li></ul><ul><ul><li>Serves as Department of Energy’s principal point of contact </li></ul></ul><ul><ul><li>Develops policies and procedures </li></ul></ul><ul><ul><li>Develops and monitors performance measures </li></ul></ul><ul><li>Qualified DOE Federal facilities management staff </li></ul>Responsibilities 39
    41. 41. <ul><li>LPSOs </li></ul><ul><ul><li>Provides annual program direction, guidance and oversight for Order Implementation </li></ul></ul><ul><ul><li>Issue program missions, budgets, and planning estimates covering a 10-year planning horizon </li></ul></ul><ul><ul><li>Approve TYSPs and land-use management plans for their sites </li></ul></ul><ul><li>CSOs/PSOs </li></ul><ul><ul><li>Also issues program missions, budgets, and planning estimates covering a 10-year planning horizon </li></ul></ul><ul><ul><li>Approve TYSPs related to their programmatic responsibilities at related sites. </li></ul></ul><ul><ul><li>Ensure Program direction and guidance is consistent with LPSO/CSO/PSO agreement for site real property matters </li></ul></ul>Responsibilities 40
    42. 42. <ul><li>Site/Field Managers </li></ul><ul><ul><li>Accountable to LPSO for real property stewardship at site </li></ul></ul><ul><ul><li>Ensures qualified DOE facilities staff is available for implementation of order at site </li></ul></ul><ul><ul><li>Coordinates real property assets and budgets to meet program missions </li></ul></ul><ul><ul><li>Ensure that FIMS data is verified annually as complete and accurate </li></ul></ul><ul><ul><li>Identifies mission essential real property assets </li></ul></ul><ul><ul><li>Submit a coordinated TYSP to LPSO </li></ul></ul>Responsibilities cont. 41
    43. 43. Roles & Responsibilities <ul><li>Site Manager </li></ul><ul><li>Geographic Area Coordination </li></ul><ul><li>Host for tenant Programs / Activities </li></ul><ul><li>Infrastructure Support Provider </li></ul><ul><li>TYSP Coordinator </li></ul>LPSO CSO/PSO Field Program Office Site Mission / Program / Requirements / Resources TYSP ( Program / Infrastructure) Requirements / Resources TYSP ( Program / Support) Mission / Program <ul><li>Infrastructure Support Agreement Btwn Office and Site Manager </li></ul><ul><li>TYSP Coordination </li></ul>HQ Coordination OMBE OECM <ul><li>Departmental </li></ul><ul><li>Policy / Oversight </li></ul><ul><li>PPB &E </li></ul><ul><li>Metrics </li></ul><ul><li>FISC </li></ul>Infrastructure 42
    44. 44. <ul><li>Part of RPAM Order </li></ul><ul><li>Areas covered </li></ul><ul><li>Planning </li></ul><ul><li>Documentation </li></ul><ul><li>FIMS </li></ul><ul><li>Real Estate </li></ul><ul><li>Maintenance </li></ul><ul><li>Disposition and Long-Term Stewardship </li></ul><ul><li>Value Engineering </li></ul>Contractor Requirements Document 43
    45. 45. <ul><li>RPAM is the product of a cross-program and field participatory effort </li></ul><ul><li>Corporate level, performance-based approach links real property asset management to program missions and performance outcomes </li></ul><ul><li>Directs identification and balancing of acquisition, sustainment, recapitalization and disposal requirements into a comprehensive Ten Year Site Plans </li></ul>Summary 44
    46. 46. <ul><li>This presentation was created by: </li></ul><ul><li>The U.S. Department of Energy </li></ul><ul><li>Chicago Operations Office </li></ul><ul><li>Laura Troche </li></ul><ul><li>Heidi Ramirez </li></ul><ul><li>Gloria Baldwin </li></ul><ul><li>Max Rosenquist </li></ul><ul><li>Steve Neus </li></ul>CREDITS

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