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Requirements Document (DRD)

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DRD #: DRD-002 (Rev. 0) Title: Real Property Asset Management

Applicable Contractor(s): 222-S CPCC HMSEC OccMed TWCC Other:

General Contractor Requirements:

Specific Contractor Requirements:

This DOE Requirements Document (DRD) establishes the requirements for Department of Energy (DOE) contractors, that involve the management, planning, acquisition, sustainment, or disposition of real property assets. Contractors are expected to meet these functional requirements through tailoring of their business processes and management practices, use of standard industry practices, voluntary consensus standards, and customary commercial practices where practicable. This DRD is based on DOE Order 430.1C’s stated requirements to establish a data-driven, risk-informed, performance-based approach to lifecycle management of real property assets that aligns with DOE mission needs.

The Contracting Officer (CO) assigns responsibility for real property management to a contractor, the contractor is responsible for compliance with all real property asset management requirements, federal rules and regulations, and all applicable laws, regardless of the entity performing the work. Affected contractors are responsible for flowing down real property requirements to subcontractors to the extent necessary to ensure compliance. Regardless of who performs the work, the contractor is responsible for compliance with the requirements of this DRD. For the Hanford Site with multiple contractors, each contractor shall coordinate with other site contractors to ensure this DRD is implemented in a consistent, efficient, and compliant manner across the site. 1. REQUIREMENTS. DOE Order 430.1C establishes data-driven, risk-informed, performance-based

outcomes to life-cycle management of real property and this DRD includes additional implementing guidance and details to satisfy the Order requirements. The Requirements of the Order, specifically those set forth in Section 4, shall be complied with regarding real property asset management consistent with the performance-based and tailored approach described above. Where specific guidance is not given in the Order or this DRD, contractors have latitude to accomplish the required outcomes via their most cost effective and efficient processes. The Contractor shall ensure all actions involving the planning, acquisition, sustainment, and disposition of interests in real estate and real property assets are reviewed by an authorized Certified Realty Specialist (CRS), as appropriate, prior to execution by a DOE official with real estate delegation authority. The Contractor shall manage real property in a safe, secure, cost-effective, and sustainable manner to ensure compliance with the Order and this DRD. The Contractor shall ensure real property assets are available, utilized, and in a suitable condition to support efficient mission execution. Contractors shall apply industry leading practices, voluntary consensus standards, and customary commercial practices where practicable to ensure all actions involving planning, acquisition, sustainment, and disposition of interests in real property are effectively managed and compliant with the Order and DRD.

2. PLANNING. Based on DOE-furnished program planning guidance, the contractor must:

A. Assess the current real property assets against program mission projections. B. Identify the specific real property asset projects and activities required to meet program mission

projections. C. Support DOE baseline plans for planning, acquisition, sustainment, and disposition of real property,

OSFs, excess facilities, and excess contaminated facilities as required by DOE O 430.1C. D. The Contractor shall support DOE, as requested, in any of the following activities:


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(1) Ensure applicable requirements related and not limited to, adaptation, and sustainability; environment, health, safety and security; earthquake and other natural hazards risks; cultural and natural resource preservation; historic preservation; and climate change resilience are addressed;

(2) Identify general purpose infrastructure and programmatic requirements;

(3) Define real property needs of site tenants;

(4) Identify surveillance and maintenance, and long-term stewardship (LTS) resource requirements;

(5) Ensure that mission and core capabilities are defined for all real property;

(6) Determine the optimum set of facilities and infrastructure needed to maintain each applicable core capability;

(7) Assess the real property portfolio against delineated program mission requirements by core capability at least every five years. More frequent reassessments are required if mission requirements change, the core capability assigned to an asset changes, the asset is repurposed, or there are major changes to the asset’s physical condition or use. Assessments must:

a. Evaluate the relative importance and contributions of all real property to mission accomplishment;

b. Employ a systematic approach to identify the real property assets that directly contribute to the accomplishment of the assigned mission or mitigation of environment, health, safety and security issues; and

c. Determine mission dependency designation for each real property asset in accordance with program guidance and the Department’s FIMS Data Element Dictionary (DED).

(8) Include a prioritized list of real property acquisition, sustainment, and disposition activities and projects;

(9) Include the results of annual utilization, energy, and water surveys;

(10) Include a summary of changes and the annual totals of real property acquisition and disposition building footprint;

(11) Include the reduction or consolidation of space, specifically addressing space policy, program benchmarks for space utilization, and space assignment and utilization standards; and

(12) Rely on data from FIMS and other data collected from each program’s planning process such as sustainment management systems or portfolio management systems.

The contractor must support DOE in providing and maintaining data in Integrated Planning, Accounting, and Budgeting System (IPABS), the Integrated Project List (IPL), Facility Information Management System (FIMS), and the Integrated Facilities and Infrastructure (IFI) Crosscut Budget with high quality data inputs and timeliness of data to support DOE decision-making without the need for requesting data updates on a regular basis.

3. ACQUISITION. The contractor shall support DOE, as requested, in any of the following activities:

A. Ensure that prior to Federal approval, real property acquisitions are supported by a mission need, a

business case analysis, a current utilization survey, and life-cycle cost alternatives analysis;


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B. Ensure construction or renovation of existing DOE-owned buildings above 5,000 gross square feet meet federal sustainability guiding principles and building efficiency requirements;

C. Ensure new solicitations for DOE-leased buildings above 10,000 rentable square feet meet building efficiency, performance, and management requirements;

D. Ensure facilities regardless of ownership comply with applicable federal metering requirements; E. Ensure newly constructed or leased building area, regardless of ownership, with a predominant use of

office or warehouse is offset by building area of an equivalent or greater size; and F. Ensure newly constructed, renovated, or leased building area designated for office use does not exceed

the Department’s office space design standard, an average of 200 square feet of usable area per person, regardless of predominant use of the building.

4. SUSTAINMENT. Establish a cost-effective sustainment program to keep existing operational, excess, and

those facilities transitioning from operational to shutdown in an acceptable safe and stable condition,

functional, or sustainable in support of its current operational status or mission. Contractor sustainment

programs must include:

A. A systematic management process for planning and budgeting for known future cyclical maintenance, repair, and renovation requirements for major building components or infrastructure systems.

B. A mechanism to track direct and indirect funded expenditures for maintenance and repair and renovation at the asset level.

C. The Contractor shall support DOE, as requested, in any of the following activities: (1) Maintain real property assets, including for example, mechanical, electrical, fire safety, alarms, life

safety, HVAC, emergency communications, and confinement/ventilation systems that are installed as part of basic building construction and are essential to the normal functioning of the facility, in a condition suitable for its intended use;

(2) Establish a Maintenance Management Program that promotes operational and worker safety, public health, environmental compliance, and cost effectiveness while meeting the program missions. See Section 6, Maintenance, below for additional requirements of a compliant Maintenance Management Program;

(3) Develop five-year forecast (by fiscal year) as part of the Five Year Site Plan (FYSP) and update annually to identify financial investments for sustainment of real property assets to support DOE strategic plans, program guidance, and Departmental performance targets. Include consideration for desired level of service, remaining service life, current Condition Assessments, Energy Independence and Security Act (EISA) energy and water evaluations, utilizations surveys, the mission dependency of the asset, and projected funding for Deferred Maintenance (DM) reduction. The EISA assessments for each operating covered facility must be performed at least once during any four-year period;

(4) Report asset level annual required maintenance in FIMS for the upcoming fiscal year, including the estimated fully burdened costs of predictive and preventive maintenance and repair activities;

(5) Conduct tailored Condition Assessments, to determine the need for preventive or remedial action, using industry standard graded approaches tailored to the inspection type and frequency that aligns with asset ownership, use, and mission dependency as follows: a. Perform physical Condition Assessments on each real property asset (including operational and

excess facilities) at least once every five-year period or other risk-based interval as approved by DOE;

b. Perform more frequent assessments for real property assets (including operational and excess facilities) identified as mission unique or critical, or assets that pose an increased risk to life safety or the environment, or as mandated by federal, state or local codes;

c. Determine the current physical condition of each real property asset, its estimated time to


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failure, and the optimum period for repairs and replacement based on engineering and maintenance analyses;

d. Estimate the costs to correct deficiencies identified during the Condition Assessments using the DOE Condition Assessment Information System (CAIS) or another nationally recognized cost estimating system that is formatted in UNIFORMAT II and based on annually updated unit cost data (e.g. RS Means; Building News; Craftsman Book Company; Richardson General Construction Estimating Standards). Cost estimates must be updated annually and include contractor indirect costs;

e. Categorize deficiencies as either Deferred Maintenance (DM) or Repair Needs (RN). Document and report DM and RN cost estimates consistent with Federal Accounting Standards Advisory Board requirements and Federal Real Property Council reporting guidance, respectively; and

f. Regardless of the extent of tailoring (in schedule, scope and comprehensiveness) the contractor must maintain a high degree of confidence in their real-time understanding of facility conditions and risks and ensure that DOE Field Office Managers are in concurrence with their risk acceptance perspectives.

(6) Perform a Functional Assessment of each operating real property asset to determine an asset’s current physical condition and its capability to meet mission requirements at least once during any five-year period or other risk-based interval as approved by the cognizant PSO based on industry leading practices, voluntary consensus standards, and customary commercial practices;

(7) Recommission covered facilities at least once during any four-year period, tailored to the size and complexity of the building and its systems and components, to optimize and verify performance of existing systems; and

(8) Record annually the results of Condition Assessments, Functional Assessments, and real property utilization assessments in FIMS.

5. FIVE-YEAR FORECASTS. Support DOE in developing five-year forecasts (by fiscal year, as part of the

FYSP) and update annually to identify financial investments for acquisition, sustainment, and disposition of

real property assets to support DOE strategic plans, program guidance, and Departmental performance

targets which may include:

A. Consideration for desired level of service; B. Remaining service life; C. Current Condition Assessments; D. EISA energy and water evaluations; E. Annual Utilization Survey; F. The mission dependency of the asset, and projected funding for DM reduction; G. Identification of prioritized financial investments in real property; and H. Support DOE in the development of the IFI Crosscut budget in accordance with guidance issued jointly

by the Office of Management and Office of the Chief Financial Officer.

6. MAINTENANCE. The contractor must maintain real property assets in a manner that promotes operational

and worker safety, public health, environmental compliance, and cost-effectiveness while meeting the

program missions. This requires a balanced approach that not only sustains the assets, but also provides

for their safe upkeep while awaiting ultimate disposition for excess facilities.

A. A maintenance management program that includes a Condition Assessment of the real property assets (defined above), a work control system, management of DM, a method to prioritize, and systems to


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budget and track all maintenance expenditures (including DM, RN, etc.). B. Identification of 5-year maintenance and repair requirements (sustainment) and funding for DM

reduction. C. Condition Assessments must be performed on real property assets as described in Section 4.C.(5)

above and may be required more frequently for mission essential facilities, infrastructure, and as mandated by risk.

D. DM estimates, similar to deficiency estimates and RN, will be based on nationally recognized cost estimating systems such as the DOE CAIS, or other nationally recognized cost estimating systems that are formatted in UNIFORMAT II and based on annually updated unit cost data (e.g. RS Means; Building News; Craftsman Book Company; Richardson General Construction Estimating Standards). DM Cost estimates must be updated annually and include contractor indirect costs.

E. A compliant Maintenance Management Program must include: (1) A computerized maintenance management system (CMMS) that meets the CMMS Attribute

Requirements listed in Section 13 of this DRD; (2) A Condition Assessment system; (3) A master equipment list; (4) Maintenance service levels; (5) A method to determine for each asset the minimum acceptable level of condition; methods for

categorizing deficiencies as either DM or RN; (6) Management of the DM backlog; (7) A method to prioritize maintenance work; (8) Establish technical and management processes to align the performance, functional, and physical

attributes of real property facilities, structures, systems, and components in the maintenance program with associated requirements, design, and operational information, including: a. Processes established for all hazard category 1, 2, and 3 nuclear facilities must comply with

applicable DOE standards; and

b. For other facilities, voluntary consensus standards, including ANSI/EIA – 649, National Consensus Standard for Configuration Management or DOE standards must be applied as determined by the responsible DOE element.

(9) comply with applicable DOE maintenance management directives, such as DOE O 433.1B for nuclear facilities in addition to the maintenance requirements of this Order; and

(10) ensure real property asset availability for planned use or disposition using preventive and predictive maintenance and repairs.

7. ENVIRONMENTAL SUSTAINABILITY. Sustainability activities must be consistent with requirements

dictated by statutory, regulatory, and other DOE policies. The Contractor shall align real property planning

with DOE strategic plans and program guidance to include:

A. Applicable requirements related and not limited to sustainability; environment, health, safety and security; earthquake risks; cultural and natural resource preservation; historic preservation; and climate change resilience, adaptation, and sustainability are addressed;

B. General purpose infrastructure and programmatic requirements; C. Real property needs of site tenants; D. Surveillance and maintenance and long-term stewardship (LTS) resource requirements; E. The identification of the mission and core capability associated with all real property; F. The determination of the optimum set of facilities and infrastructure needed to maintain each applicable

core capability; and G. Perform comprehensive energy and water assessments for each operating covered facility at least once

during any four-year period per EISA requirements.


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8. DISPOSITION. When DOE identifies that a program mission or facility is no longer required, the contractor

must initiate preparation of affected real property assets for disposition, including potential reuse for other

missions (such as economic redevelopment or reuse). Disposition activities must be consistent with the

guiding principles and core functions of the Department’s integrated safety management and facility

disposition policies. To prepare for disposition, the contractor must do the following:

A. Identify real property assets that are likely to be declared as excess in a 10-year planning horizon and the anticipated year of excess. This information must be included in FIMS per the FY 2017 Guidance for Evaluating the Department of Energy’s Excess Facilities, Revision 1, March 13, 2017 (FY 2017 ECFWG Guidance).

B. Develop a disposition baseline, including costs to disposition at the facility level, to assess and prepare the facility for disposition. Also costs for the maintenance, surveillance, repair, and any operations must also be reported in FIMS per the FY 2017 ECFWG Guidance

C. Technical, programmatic, and regulatory information is to be used in the disposition preparation and planning process. The disposition baseline must include the following information: (1) Surveillance and maintenance requirements needed to ensure the real property asset, including

its systems, and stored hazardous materials and waste remain in a stable and known condition and that adequate protection is provided to the workers, the public, and the environment pending disposition;

(2) Identification and characterization of hazardous and radioactive materials, waste, and hazardous conditions of the real property asset; and

(3) Assessment and adjustment of the facility authorization basis, as necessary, to reflect conditions and activities pending disposition.

D. Develop a disposition plan that identifies, assesses, and evaluates alternatives and integrates environmental, safety, and health requirements into disposition activities. The disposition plan should be tailored based on the disposition baseline and disposal method to be used (e.g., reuse, demolition, or decommissioning). The disposition plan shall contain a level of detail for what is going to be done, and how/when it will be done to ensure that scope, cost and schedule are reasonable and achievable based on the plan.

E. Identify excess real property that is appropriate for economic development and, if any such property is identified, annually make a list of property available to potentially-interested parties.

F. Determine whether to dispose of real property by sale or lease in accordance with 10 CFR Part 770, or to dispose of it through other processes;

G. Support DOE to notify Headquarters organizations (Office of General Counsel, Office of Management, Office of the Chief Financial Officer, and EM) a minimum of 90 days before any disposal by sale or lease out-grant made under DOE authorities;

H. Long term stewardship (LTS) and future land use considerations must also be considered when performing disposition planning. LTS is the primary responsibility of the Office of Legacy Management (LM), and contractors shall ensure that efforts and plans are coordinated and integrated with LM’s requirements and policies; and

I. Support DOE in updating FIMS data fields during real property asset disposition (e.g., identified as excess, transferred to another program office, placed into inactive status, dismantled, or placed in LTS), and archive information regarding real property assets that have been disposed and add all real property related institutional controls to FIMS.

9. EXCESS ASSET/FACILITY MANAGEMENT. Contractors responsible for disposition of excess assets or

facilities shall:


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A. Identify to DOE real property assets that are needed or no longer needed to meet mission needs;

B. Track annual costs for maintenance, repair and upkeep, at the asset level, for maintaining excess facilities once the asset is declared excess until final disposition and report this value in FIMS;

C. Provide estimated final disposition or decommissioning costs for all excess assets and any assets expected to be excessed in the next 10 years (at the asset level) and report that cost in FIMS per the FY 2017 Guidance for Evaluating the Department of Energy’s Excess Facilities, Revision 1, March 13, 2017 - These costs must be consistent with data in the EM IPABS Planning Module;

D. Assist DOE to screen real property assets in accordance with federal laws, regulations, and the Department’s internal process for screening real property assets prior to declaration of excess;

E. Identify to DOE excess real property that is appropriate for economic development and, if any such property is identified, annually make a list of property available to potentially-interested parties and list within the five-year forecast;

F. Record planned disposition of real property in five-year forecast and in FIMS;

G. Assist DOE to determine whether to dispose of real property by sale or lease in accordance with 10 CFR Part 770, or to dispose of it through other processes;

H. Ensure physical controls, institutional controls, and other mechanisms to protect the workers, public and the environment are in place while performing disposition activities;

I. Assist DOE to dispose of unneeded real property assets declared excess to mission needs using demolition, sale, economic development, lease termination, interagency transfer, or other DOE-approved methods;

J. Assist DOE to perform real estate actions for out-grants in accordance with applicable environmental laws, regulations, and DOE directives, including:

(1) Lease out-grants under the authority in 42 U.S. Code § 7256, commonly referred to as the “Hall Amendment”, must comply with the Joint DOE/Environmental Protection Agency Interim Policy Statement on Leasing, dated June 30, 1998;

(2) Out-grants of excess property may be made if disposal by sale is not practical; (3) Out-grants of non-excess property may be made if the out-grant does not conflict with DOE

missions; and (4) out-grants by lease for economic development are subject to the Congressional notification

requirements. K. Assist DOE in completing the transfer of excess real property assets in accordance with applicable

Departmental directives, including prior written consent from the receiving entity; and

L. Assist DOE in disposing of excess contaminated real property assets in accordance with applicable Departmental directives and federal laws and regulations.

10. FACILITIES INFORMATION MANAGEMENT SYSTEM. The contractor must support DOE in maintaining

FIMS data and records, which are DOE’s corporate real property inventory database for all lands, buildings,

trailers, and other structures and facilities. FIMS data must be current and verified annually. Data in FIMS

must ensure:

A. All real property in which DOE holds a legal interest in or right to use, including outright title, must be documented in FIMS, the Department’s system of record for DOE real property;

B. FIMS data fields must be kept current throughout the real property asset lifecycle and align with the


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FIMS Data Dictionary; C. FIMS data must be consistent across DOE to enable comparable reporting and trend analyses; D. FIMS data must be used to meet Federal Real Property Profile (FRPP) requirements and the

Department’s DM and other real property reporting requirements including, but not limited to, the Agency’s yearly financial statement;

E. Real property records supporting data maintained in FIMS must be maintained in accordance with FIMS User’s Guide requirements and retained per applicable DOE directives and federal regulations;

F. Record annually the results of Condition Assessments, Functional Assessments, and real property utilization assessments in FIMS.

G. Records management changes resulting in revisions to the FIMS User’s Guide must be coordinated through appropriate governance;

H. FIMS information regarding real property assets that have been disposed of, including all related institutional controls, must be archived; and

I. A completion report or equivalent document must be developed for each disposition project and included in FIMS; the completion report/document must describe, at a minimum, project activities, final facility status, cost information, and verification and validation that specific end-point criteria have been met;

11. REAL ESTATE. The contractor must:

A. Submit all real estate proposals to acquire, utilize, and dispose of real property assets to DOE for review and approval;

B. Maintain, in a complete and current condition, all real estate records identified by DOE; and C. Have a land-use planning and management process approved by the Site or Field Office Manager and

EM-1. 12. PERFORMANCE MEASURES. The Contractor is responsible and accountable for any real property under

its management and control and shall assist DOE, if requested, in developing real property asset

performance measures commensurate with their assigned duties and responsibilities, including:

A. Proposing performance measures annually; B. Proposing performance measures that link performance of program goals and budgets to desired

outcomes; and C. Proposing annual performance targets for real property assets. DOE retains sole performance measure authority and will establish and approve all performance measures, and set expected performance outputs and outcomes in annual direction and guidance.

13. CMMS ATTRIBUTE REQUIREMENTS

Requirement

Number

Requirements

1.0 General System Requirements

1.1 The system is a web based application.

1.2 Ability to perform system functions on mobile platforms(s).


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1.3 The system shall provide the functionality to enter, update, track, complete and archive

work orders

1.4 Ability to build and maintain master equipment List including equipment hierarchy from

structures, systems, and components to allow equipment relationships and associated

attributes to be easily identified.

1.5 The system shall provide the ability to enter, update, schedule and track Preventive

Maintenance for equipment and tools.

1.6 The stem shall provide integration with procurement or the fields necessary to track

procurements for new equipment, tools and Resources.

1.7 The system shall provide the capability to perform global updates to data based upon

filter/query results.

1.8 Equipment, PM'S and Work Orders are live links throughout the system.

1.9 Ability to archive and retrieve work documents after they are closed.

1.10 Ability to configure screens, selection tables, and dropdown selections.

1.11 Ability to design and display a splash screen for system bulletin notices for users.

1.12 The ability to interface with other company and site systems, especially those that

maintain data bases that are used In the CMMS, such as, People Core, Pop-Phone,

Caretaker, IOMS and DCMS, HMAPS, etc. To reduce transcriptions errors, ensure

uniformity and consistency of entries, and prevent inaccurate data from being entered

1.13 The ability to generate metrics

1.14 Ability to retain Work, Assets/Equipment, and PM History when there are new Software

Upgrades and Revisions. This Includes the ability to clone/copy these items as well as

report on them.

2.0 Work Management

2.1 Ability to track and manage cost & schedule attributes for Work Orders.

2.1.1 Ability to identify work resources and hours required to complete the work.

2.1.2 Ability to track labor hours, cost and resource type/skill level on all phases of the work

order.

2.1.3 Ability to track non-labor and/or contract costs associated with Work Orders.

2.1.4 Ability to relate Work Package to WBS element and/or CACN and associated accounting

information.


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2.1.5 Ability to generate schedules.

2.1.6 Ability to track performance indicators such as costs, overdue work, plan vs. actual labor,

and numbers of packages performed for each type, and backlogs.

2.1.7 Ability to generate work orders for PM's.

2.1.8 Ability to track PM as on time, within a grace period, or late.

2.2 Ability to perform work management tasks.

2.2.1 Be able to initiate work through work requests and process approvals through a specific

work flow within the same CMMS.

2.2.2 Ability to associate work plans to work orders and modify (status changes or send for

rework) work plans while the work order is being worked. (Work Change Notices)

2.2.3 Ability to generate work orders from approved work request and provide status of the

work throughout the planning, scheduling, working and closure process.

2.2.4 Ability to screen (filter) work request for need, funding, duplication, priority, work type,

facility mission, and resource availability.

2.2.5 Ability to assign priorities to work.

2.2.6 Ability to document work and test results.

2.2.7 Ability to approve post-maintenance test results.

2.2.8 Ability to document measuring and testing equipment used, Including identification

number, and expiration dates.

2.2.9 Ability to partially release a work order by releasing individual steps, or tailoring criteria

determined by the Release Authority.

2.2.10 Ability to establish job plans for work orders or PM's

2.2.11 Ability to suspend work and provide a means for documenting the reason, whether for

any planned or unplanned reason.

2.2.12 Ability to identify, track, and status parts required to perform work.

2.2.13 Ability to group work packages to be worked during outages, or as related because of

system, equipment, etc.

2.2.14 Ability to document reasons for PM delinquency.

2.2.15 Ability to combine PMs with Corrective Maintenance as post maintenance test only.


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2.2.16 Ability for users to see all pending actions assigned to them.

2.2.17 Ability to retain work package history

2.3 Ability to use automated workflows

2.3.1 Ability to create workflows to establish, execute, close and archive work processes using

both parallel and serial processing.

2.3.2 Ability to automatically record results, identifier, date, and time, at each step of the

Workflow.

2.3.3 Ability to route electronically for review and approval, using either name or position title.

Provide the ability to Identify groups where any person may approve, such as Operations

Manager at a facility, and send to all in the group until one of them approves.

2.3.4 Ability to identify who has reviewed and approved each step in Workflow requiring

approval.

2.3.5 Ability to notify appropriate personnel of unsatisfactory test for equipment and track

corrective work. Allow to track and trend failure codes.

2.3.6 Ability to notify requestor If the work request (or work order) is canceled or completed.

2.3.7 Workflow automation allows for rules to be defined and executed based upon status

changes.

2.3.8 Ability to review and approve documents for other facilities, prime Contractors, etc.,

(data, assets and work orders).

2.4 Ability to attach documents or links.

2.4.1 Ability to link to or reference procedures and other documents within work plans.

2.4.2 Ability to attach electronic files as part of the work instructions while ensuring that they

are protected when the work Instructions are approved.

2.4.3 Ability to link Corrective Maintenance (CM) packages to PM.

2.4.4 Ability to link to procedures, work Instructions, or other systems via the Hanford. Local

Area Network (HLAN) and attach/embed these-in their native format to Work Documents.

2.5 Ability to generate schedules.

2.5.1 Ability to track performance indicators such as costs, overdue work, plan vs. actual labor,

and numbers of packages performed for each type, and backlogs.

2.5.2 In addition to scheduling PMs and other work orders, should have ability to schedule


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misc. non-work order activities (operations activities, procedure. reviews, meetings etc.

2.5.3 Ability to generate "resource loaded/leveled" schedules

2.5.4 Ability to generate daily, weekly, monthly, quarterly, and annual schedules for all work

activities

2.5.5 Ability to filter/generate schedules by multiple parameters, including project, facility,

system, work type, priority, resource.

2.5.6 Ability to status and track schedule performance.

3.0 Asset Management

3.1 Ability to manage equipment work orders.

3.1.1 Ability to review current work documents based upon equipment identification.

3.1.2 Ability to track equipment history including PM, Predictive Maintenance, Meat Time

Between Failure, downtime, and equipment breakdown data for trend analysis.

3.1.3 Ability to track more than one equipment item per Work Order/PM.

3.1.4 Ability to identify spare parts used in Work Order/PM.

3.1.5 Ability to identify other associated items correlating to equipment such as PM

Plans/Activities

3.2 Ability to track and update equipment status.

3.2.1 Ability to track current equipment status.

3.2.2 Ability to track equipment failures by type

3.2.3 Ability to track equipment service life.

3.2.4 Ability to update the status of equipment.

3.3 Other equipment requirements

3.3.1 Ability to Identify equipment related quality and safe designations, or other applicable

features (environmental, fire systems, etc.).

3.3.2 Ability to include safety related information in the Master Equipment List (e.g., failure

modes, effects, and requirements identification), and produce a Safety Equipment list

from the MEL when required for a building or facility.

3.3.3 Ability to identify environmental and other regulatory requirements information on


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equipment record

3.3.4 · Ability to Identify equipment related precautions, conditions, and limitations, either in the

equipment database or through a linked document.

3.3.5 Ability to have separate calibration and equipment tables. The calibration table will hold

calibration items such as air monitors and would need to store calibration dates & times.

OR, be able to designate each component as a type to be able to readily Identify those

requiring calibration.

4.0 Preventive Maintenance (PM) Management

4.1 Ability to schedule PMs

4.1.1 Ability to perform Preventive Maintenance (PM) activities based on calendar, hours of

operation, or other periodic measures, including task on demand. Ability to assign fixed

or float PM Cycle.

4.1.2 Ability to designate a grace or extension period for PM's.

4.1.3 Ability to group PM Activities to be worked during outages, or as applicable to a particular

piece of equipment, system or location.

4.1.4 Ability to forecast PMs on monthly to yearly basis.

4.1.5 Ability to interface with Maintenance, Structures, Systems, Equipment and components

records to determine availability of required items when scheduling at PM Activity.

4.2 Ability to manage PMs.

4.2.1 Ability to crate PM records using customer naming convention

4.2.2 Ability to build multiple work orders for short interval PMs (one to seven day frequency).

4.2.3 Ability to change status from an active to inactive.

4.2.4 Ability to modify PM work plans, safety plans, frequency, etc. and have this require the

PM to be pre-approved prior to work performance, without impacting work orders that

have been previously generated.

4.2.5 Ability to collect condition based (e.g., hours, meter readings) monitoring data for

predictive and corrective maintenance.

4.2.6 Ability to perform set-point calibrations on plant Instrumentation with various set-points

(example: 5 point level check at 0, 25, 50, 75, and 100%).

4.2.7 Ability to calculate upper and lower limits of the calibration ranges based upon desired

reading and instrument tolerance.


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4.2.8 Ability to document reasons for PM delinquency.

4.2.9 Ability to generate work orders for PMs

2.2.10 Ability to establish job plans for work orders or PM's

2.2.11 Ability to track PM as on time, within a grace period, extension, or late (past due).

5.0 Purchasing Management

5.1 Through an Interface with the purchasing and materials management system, provide

the ability for users to generate a Purchasing request.

S.2 Identify material required to perform tasks and, through interfaces with the purchasing

and materials management system, create material reservations and update work orders

with the current material status.

5.3 Ability to establish expected arrival date and status work package If materials are

delayed.

5.4 Ability to associate Work Order with Purchase Order when parts are ordered from

vendor.

5.5 Ability to record/provide the material status, Including Its location, · when supplied by the

user. The ability to kit (combine materials for activities Into one document)

5.6 Ability to track approved Bill of Materials for an equipment item.

6.0 Reporting, Licensing, Interfaces, System Security and Other Vendor requirements

6.1 Provide reporting capability on any field In the CMMS.

6.1.1 Provide the functionality to create custom reports within the software application and

create graphs depicting the information.

6.1.2 Ability to print reports to any selected direct or networked printer.

6.1.3 Ability to print any attached document in the system or entire work package and select

which attachments to include.

6.1.4 Ability to have a set of canned templates for reporting and querying within the

application.

6.1.5 Ability to build, save and e-mail ad hoc reports and queries

6.1.6 Capability to export query data to MS Excel.

6.1.7 Ability to have Auto-Reporting [schedule and distribute (e-mail) reports].


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6.1.8 Ability to track maintenance backlog and performance metrics, and others suggested by

EFCOG Work Management Subgroup.

6.1.9 Provide capability to print out controlled Record Copy prints. When printed out, electronic

approvals are disabled. Additional Record Copy Prints may be printed in specific

circumstances (Loss, Damaged, etc.)

6.2 Provide a flexible licensing structure that meets the needs of all

Hanford Prime Contractors that are required to Implement and use the system.

6.2.1 Ability to use concurrent licensing for system access rather than Named User.

6.2.2 Licensing structure allows for Production, Testing, Development and training

environments at no additional cost.

6.2.3 Licensing costs Must be weighed against costs of Implementation and operation for the

actual cost. Cost per user, number of seats available concurrently, cost of program

modifications, cost of data handled, such as component and PM databases, work

document history, etc.

6.2.4 The CMMS vendor will provide tested security patches to their product in a timely

manner as vulnerabilities are found•

6.3 Provide e::apablllty to Interface with other systems & software oh the Hanford Site local

Area Network (HLA.N).

6.3.1 The system shall provide the capability for the user to define views for external system

interfaces. ·

6.3.2 Need ability to attach documents and URL's.

6.3.3 Ability to generate schedules and upload to scheduling systems (e.g., Primavera, MS

Projects). Plan of the Day (POD) and Plan of the Week (POW) capability as a minimum,

but longer-term schedules for long term planning.

6.3.4 Ability to add, update, delete users based upon information supplied through link with

Hanford People Core (HPC).

6.3.5 Ability to build interfaces to other systems:

Smart Plant (will require Intergraph support)

Prime Contractor's Material Services System (MSS)

Ventyx Asset Suite

Financial and budget systems

Personnel training

Comprehensive Hanford Eligibility Tool (CHET)

Job hazard analysis - document previously unidentified hazards In the work order and


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flag if It has been updated In job hazard system.

Procedures for the Prime Contractor, Hanford Site Standards, and the procedures of Other Hanford Contractors that perform

Work for others (e.g., HFD, RES, Vent and Balance, etc.)

SOS data base

Chemical Inventory database.

Waste management databases, etc• 6.4 Provide system security capability.

6.4.1 The system shall provide the ability to restrict system access via user authentication and

data access rights by user and group.

6.4.2 The system shall allow the user to define roles and determine what data Is allowed to be

accessed by each specific role and by Individual-user.

6.4.3 User security will be applied at the field level.

6.4.4 The CMMS vendor agrees to supply a list of 3rd party technologies and versions used In

their application to allow HLAN Information Security to approve for Implementation on

HLA.N.

6.5 CMMS Vendor Requirements & Support.

6.5.1 Vendor ability to provide timely updates/patches:

If the vendors CMMS product uses 3rd party products (e.g., SQL Server) then they will maintain compatibility with all versions currently supported by the 3rd party vendor.

Ability of the vendor to support all versions of Microsoft Windows and Microsoft Office currently supported by Microsoft, or whatever software is the Hanford Site Standard for Prime Contractors.

6.5.2 The system shall include a comprehensive set of user documentation, available

electronically, including general system features, screens, fields, and reports, as well as

on-line help capabilities.

6.5.3 System is capable of operating 24/7 except for scheduled outages.

6.5.4 Ability of the software to perform transaction logging and supports data recovery In the

event of hardware or software failure. Ability to backup/restore system. Backups should

not Impact user access.

6.5.5 The system must run on an Industry standard environment and not require any special or unique hardware to operate.

6.5.6 System can be run on a Virtual Machine (VM) server and a thin client (cloud based unit).

6.5.7 The CMMS vendor will provide help desk support for the product on a local phone (no


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long distance charges) during Pacific Standard Time business hours.

6.5.8 Provide documentation with each version that includes system administration functions

such as installation, hardware, environment considerations, backup, archiving, and

system error messages.

6.5.9 Ability to migrate existing system data.

6.5.10 Where applicable, the software shall interact with MS Outlook for user notifications.

6.5.11 Allow multi-access read/write capability and support a minimum number of

concurrent users, the number considering all Prime Contractors needs for using the

system.

7.0 Managing/tracking work documents

7.1 Allow review/concurrence/approval by users In different partitions under one license

7.2 Provide electronic tracking for location and work status, regardless of different partitions

7.3 Transparency/visibility for forecasting PMs, Identifying due dates, scheduling, work status

and location

7.4 Facilities must be able to track work done for them by OHCs, other projects within the

same company, reliably forecast, confirm work completion, etc.

7.5 Easy retrievability for older documents as feedback and lessons learned for new work

activities; search engines should be viable on archived documents as well as active

documents.

7.6 The ability to use not only some "canned,, reports, but to create specific reports for

specific purposes with the capability of pulling data directly from specified fields in the

CMMS

7.7 The ability to activate or deactivate PMs, reset due dates or allow flexibility in setting the

due dates

7.8 A method of validating data brought from other CMMS programs when a transition is

warranted, while ensuring required surveillance testing is not missed

7.9 Scheduling that pulls required data directly from the CMMS to provide on the schedule, POW/POD, Daily Release She t, etc.

7.10 Provide the ability to identify regulatory drivers applicable to the work scope, or in the

case of PMs, the drivers for the activities, and to be able to promote those drivers to

other documents (e.g., the JCS promote function)

7.11 Provide documentation of user actions.


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7.11.1 Provide fields that document regulatory decision points for those commonly required. At

Hanford this includes reviews for all work for environmental documents covering the

proposed work, determination of radiological work, the USQ processes related to

transportation of hazardous materials and those related to nuclear safety (Hazard

Category facilities).

7.11.2 Provide logic for access/signature fields If a specific qualification is required to perform

the function being documented. (Examples: Responsible Manager, Design Authority or

System Engineer, Fieldwork Supervisor, OSHA designated competent persons, Work

Planners, etc.)

7.12 Variable permissions/access for users. Provide for all users to be able to view all data,

permissions to perform various functions to make changes in the system should be

variable commensurate with user responsibilities.

7.13 Allow the ability to embed (upload) pertinent documents and work instructions for ready

access. Provide user controls on these documents for configuration control.

7.14 Allow the ability to link to websites in the references.

7.15 Intangible quality- user-friendliness. A system that is relatively intuitive means a transition

that allows less downtime, easier for new employees to learn, etc. This is more than

testing a database, but Includes working in the system.

14. ACRONYMS and DEFINITIONS. Acronyms and definitions provided below:

ACI Asset Condition Index GSF Gross Square Feet

AUI Asset Utilization Index HSPB

High Sustainable Performance

Buildings

CAS Condition Assessment Surveys IGPP Institutional General Plant Project

CAIS

Condition Assessment

Information System IFI Integrated Facilities and Infrastructure

CD Critical Decision IEC Infrastructure Executive Committee

CERCLA

Comprehensive Environmental

Response, Compensation and

Liability Act IPADS

Integrated Planning, Accounting, and

Budgeting System

CFR Code of Federal Regulations IPL Integrated Project List


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CMMS

Computerized Maintenance

Management System LM Office of Legacy Management

CPR Corporate Program Review LPSO Lead Program Secretarial Office

CPDS Construction Project Data Sheet LTS Long Term Stewardship

CRS Certified Realty Specialist MA Office of Management

CQPR

Corporate Quarterly

Performance Report M&O Management and Operations

CSO Cognizant Secretarial Office M&R Maintenance & Repair

CY Calendar Year NEPA National Environmental Policy Act

DBT Design Basis Threat NNSA

National Nuclear Security

Administration

DM Deferred Maintenance OCI Operating Cost Index

DOE Department of Energy OMB Office of Management & Budget

D&D Deactivation & Decommissioning OSF Other Structures & Facilities

DM Deferred Maintenance OPC Other Project Costs

DRD DOE Requirements Document OUO Official Use Only

ECFWG

Excess Contaminated Facilities

Working Group PARS

Project Analysis and Reporting

System

EISA

Energy Independence and

Security Act PPBE

Planning, Programming, Budget, and

Evaluation

EM

Office of Environmental

Management PP&E Property, Plant and Equipment

EO Executive Order PE&D Project Engineering and Design

ESPC

Energy Savings Performance

Contracts PMP Project Management Plan

FCI Facility Condition Index PMP Project Management Professionals

F&I Facilities & Infrastructure PrM Proactive Maintenance

FEMA Federal Emergency

PSO Program Secretarial Officer


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Management Agency

FEMP

Federal Energy Management

Program RCRA

Resource Conservation and Recovery

Act

HVAC

Heating Ventilation and Air

Conditioning RN Repair Need

FIMS

Facilities Information

Management System RPV Replacement Plant Value

FRPC Federal Real Property Council S&M Surveillance and Maintenance

FRPP Federal Real Property Profile U.S. United States of America

FY Fiscal Year TBD To Be Determined

FYSP Five Year Site Plan TPC Total Project Cost

GPP General Plant Project TYRT Three-Year Rolling Timeline

GSA General Services Administration VE Value Engineering

Active Facilities: Facilities with a FIMS status of Operating, Operational Standby or Operating Pending Deactivation and Decontamination (facility required for current and ongoing mission needs). Alterations: Adjustments to interior arrangements or other physical characteristics of an existing facility so that it may be more effectively adapted to or used for its designated purpose. Alterations do not result in betterment to a facility (DOE O 430.1 B, Change 2, Real Property Asset Management; hereinafter referred to as DOE O 430.1C). Annual Actual Maintenance: Actual costs incurred in the current fiscal year of all maintenance activities for a building, trailer/modular, or OSF (FIMS User's Guide, 09/05/2012). Projections of actual maintenance should reflect the funding targets. Annual Required Maintenance: Estimates of all costs required to perform maintenance activities for a building, trailer/modular or other structure and facility in the current fiscal year that one would normally expect to be accomplished as determined by engineering/maintenance/life cycle analysis and vendor maintenance schedule. Included are preventive maintenance, predictive maintenance, and any other maintenance activity required for which the current fiscal year is the optimum period of accomplishment. Costs for unforeseen repairs are generally not known and should not be reported in this category. (FIMS User's Guide, 09/05/2012). Projections of required maintenance should be unconstrained. Asset Condition Index (ACI): ACI is the Department's corporate measure of the condition of its facility assets. The ACI reflects the outcomes of real property maintenance and recapitalization policy, planning, and resource decisions. The index is one (1) minus the FCI. FCI is the ratio of DM to RPV. The FCI is derived from data in FIMS (DOE O 430.1C). ACI = 1 – FCI Ratings are assigned to ACI range measures. The goal is (or the ACI to approach one (1). The ACI increases


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and approaches one (1) as the condition of facilities improves at a site. ACI ranges and ratings are as follows: ACI Range ACI Rating 1.00 > 0.98 Excellent 0.98 > 0.95 Good 0.95 > 0.90 Adequate 0.90 > 0.75 Fair 0.75 > Poor Asset Management Plan: Is an FRPC requirement that each Executive Agency will draft an Asset Management Plan (AMP) that addresses, at a minimum, the Federal Real Property Council Guiding Principles and the AMP required components. AMPs are subject to OMB review and approval. Asset Utilization Index (AUI): Consistent with Federal Real Property Reporting Guidelines, utilization will be captured as a percent utilization on a scale of 0 percent to 100 percent for each FIMS record. The rate of utilization for five key facility types is summarized in the table below:

Rate

Categories and Percent Utilization

1. Offices

2. Warehouses

3. Hospitals

4. Laboratories

5. Housing

Over-utilized >95% >85% >95% >85% N/A

Utilized 75-95% 50-85% 70-95% 60-85%

85-100%

Underutilized <75% 10-50% 25-70% 30-60% <85%

Not utilized N/A <10% <25% <30% N/A

Utilization for each category is measured as follows:

Offices: ratio of occupancy to current design capacity.

Warehouses: ratio of gross square feet occupied to current design capacity.

Hospitals: ratio of occupancy to current design capacity.

Laboratories: ratio of active units to current design capacity.

Housing: housing will be measured as a percent of individual units that are occupied.

Standard FIMS Report #093 Reports the Asset Utilization Index and outlines both FRPC guidelines and Office of Acquisition and Project Management guidelines. Active Real Property Assets: A building, structure, or real property trailer with a FIMS status code of Operating, Standby, or Outgranted. A land parcel with a FIMS status code of Active Land. Acquisition: The process of gaining ownership or control of real property or of an interest in real property. Alternatives Analysis: An analysis of alternative approaches to addressing the performance objectives of an investment, performed prior to the initial decision to make an investment, and updated periodically as appropriate to capture changes in the context for an investment decision. [Office of Management and Budget, OMB A-11, Preparation, Submission, and Execution of the Budget, Part 7-Capital Planning Guide].


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Alternative Financing (AF): A process whereby DOE and its operational elements obtain the use of privately-developed capital assets through a lease. Alternative financing may be used by the DOE itself, or by DOE Management and Operations (“M&O”) contractors with the prior approval of the DOE, to obtain the use of real property assets as appropriate. [DOE G 430.1-7, Alternative Financing Guide]. Annual Utilization Survey: Annual survey used to identify real property that is not utilized, is underutilized, or is not being put to optimal use and results in a determination of whether continuation of the current use or another use would better serve the public interest. [Federal Management Regulation 41 CFR Part 102-75.60]. Asset: Item, thing or entity that has potential or actual value to an organization. [International Organization for Standardization (ISO) 55000, Asset management — Overview, principles and terminology]. Authorization Basis: Safety documentation supporting the decision to allow a process or facility to operate. Included are corporate operational and environmental requirements as found in regulations and specific permits and, for specific activities, work packages or job safety analysis [per DOE G 450.4-1C, Integrated Safety Management System Guide, dated September 29, 2011]. (DOE O 430.1C). Benchmarking: The systematic process of measuring one’s performance against recognized leaders for the purpose of determining best practices that lead to superior performance when adapted and utilized. [Committee for Oversight and Assessment of U.S Department of Energy Project Management; Board on Infrastructure and the Constructed Environment; Division on Engineering and Physical Sciences; National Research Council, Measuring Performance and Benchmarking Project Management at the Department of Energy, 2005 from Construction Industry Institute, Construction Industry Institute Data Report, Austin, Texas, 1995)]. Best Practice: A method, procedure, process, or rule used to maintain quality as an alternative to mandatory legislated standards and can be based on self-assessment or benchmarking. The method or technique that has been generally accepted as superior to any alternatives because it produces results that are superior to those achieved by other means or because it has become a standard way of doing things, e.g., a standard way of complying with legal or ethical requirements. Betterments: Capitalized improvements to facilities that result in better quality work, increased capacity, and/or extended useful life as required to accommodate regulatory and other changes to requirements. Determining when and to what extent expenditure should be treated as betterment requires judgment. The proper basis for determining whether betterment is effected is when the effect of the replacement is related to each unit when a minor item is replaced in each of a number of similar units, rather than to the cumulative costs. Listed below are the various terms that are commonly used to describe various categories of betterments.

Construction is the erection, installation, or assembly of a new plant facility; the addition, expansion, improvement, or replacement of an existing facility; or the relocation of a facility. Construction includes equipment installed in and made part of the facility and related site preparation; excavation, filling and landscaping, or other land improvements; and design of the facility. Examples of improvements to an existing facility include the following types of work:

Replacing standard walls with fireproof walls.

Installing a fire sprinkler system in a space that was previously not protected with a sprinkler system.

Replacing utility system components with significantly larger capacity components (e.g., replacing a 200-ton chiller with a 300-ton chiller) and converting the functional purpose of a room (e.g., converting


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an office into a computer room).

Conversion is a major structural revision of a facility that changes the functional purpose for which the facility was originally designed or used.

Major renovation and replacement is a complete reconstruction of a facility that has deteriorated or has been damaged beyond the point where its individual parts can be economically repaired. If the item replaced is a retirement unit, its original costs (including installation cost) are removed from the plant and capital equipment accounts, and the cost of the newly installed item (including installation cost) is added to the plant and capital equipment accounts. (DOE O 430.1C).

Business Case Analysis (BCA): A structured methodology and document that aids decision making for obtaining best value for achieving operational requirements while balancing cost, schedule, performance, and risk by identifying and comparing alternatives including the mission and business impacts (both financial and non-financial), risks, and sensitivities. Business case analysis documents generally include: a justification for initiating a project or task; the specific performance measures that are affected by the investment and how those measures are affected the rationale for the investment; supporting analysis of alternative solutions; a recommendation; and, associated specific actions with an implementation plan to achieve stated organizational objectives and desired outcomes. [adapted from Department of Defense Produce Support Business Case Analysis Guidebook, April 2011; additional guidance can be found in Office of Management and Budget, OMB A-11, Preparation, Submission, and Execution of the Budget, Part 7-Appendicies (current version)]. Capital Equipment: Heavy equipment includes all vehicles, railroad stock, processing or manufacturing machinery, shop machinery, reactor or accelerator machinery, and reserve construction machinery. Special and scientific equipment includes medical, laboratory, and security equipment. Automated data processing equipment includes computers, printers, cathode ray tubes, operating system software, and interface peripherals. (DOE Accounting Handbook, Chapter 10, Property, Plant, and Equipment). Certified Realty Specialist (CRS): A DOE employee, in the realty specialist series, who is certified in one or more of the three specialty realty areas: acquisition, leasing, and land management and disposal. Employees so certified are authorized to prepare and implement real estate actions within certified specialty areas, and to provide the required review and approval prior to execution by a DOE official with a delegation of authority for real estate actions. Detailed guidance and procedures for becoming a CRS are found in the DOE Acquisition Certifications Program Handbook. Closure Plan: The plan to deactivate, decontaminate, decommission and dispose of the site and its facilities. (DOE O 430.1 C) Closure Site: A site at which DOE missions (other than long-term stewardship) will be completed and facilities dispositioned within the ten year planning cycle. (DOE O 430.1C) Commissioning: A systematic process (i) of ensuring, using appropriate verification and documentation, during the period beginning on the initial day of the design phase of the facility and ending not earlier than 1 year after the date of completion of construction of the facility, that all facility systems perform interactively in accordance with— ‘‘(I) the design documentation and intent of the facility; and ‘‘(II) the operational needs of the owner of the facility, including preparation of operation personnel; and ‘‘(ii) the primary goal of which is to ensure fully functional systems that can be properly operated and maintained during the useful life of the facility. [42 U.S. Code § 8253].

Recommissioning: A process (i) of commissioning a facility or system beyond the project development and warranty phases of the facility or system; and ‘‘(ii) the primary goal of which is to ensure optimum


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performance of a facility, in accordance with design or current operating needs, over the useful life of the facility, while meeting building occupancy requirements.

Retro commissioning: A process of commissioning a facility or system that was not commissioned at the time of construction of the facility or system.

Condition Assessment: The process of periodic physical inspection, assessment, measurement and interpretation of the resultant data to indicate the condition of a specific asset so as to determine the need for some preventative or remedial action. It is a crucial part of asset management to determine its current condition, remaining useful life and estimated cost to correct any deficiencies. (DOE O 430.1C) Configuration Management: A technical and management process for establishing and maintaining consistency of a product’s functional and physical attributes with its requirements, design and operational information throughout its life. [ANSI/EIA – 649-B, Configuration Management Standard] Construction: A combination of engineering, procurement, fabrication, erection, installation, assembly, or demolition to create a new building, structure, or other real property asset; the addition, expansion, improvement, or replacement of an existing real property asset; or the relocation of a real property asset. Construction includes: installed equipment; related site preparation; excavation, filling and landscaping, or other land improvements; and design of the facility. [adapted from 48 CFR § 2.101; DOE Financial Management Handbook. Chapter 10; and DOE G 413.3-21, Cost Estimating Guide] Contaminated Facilities: DOE facilities that have structural components and/or systems contaminated with hazardous chemicals and/or radioactive substances, including radionuclides. This definition excludes facilities that contain no residual hazardous substances other than those present in building materials and components, such as asbestos-containing material, lead based paint, or PCB-containing equipment. This definition excludes facilities in which bulk or containerized hazardous substances, including radionuclides, have been used or managed if no contaminants remain in or on structural components and/or systems. (DOE O 430.1C) Contracting Officer: A person with authority to enter into, administer, and terminate contracts and make related determinations and findings; includes certain authorized representatives of the contracting officer acting within the limits of authority as delegated by the contracting officer. [DOE O 541.1B, Appointment of Contracting Officers and Contracting Officer Representatives] Core Capability: The ability to conduct programmatic activities that would be degraded should the asset fail to perform as intended. Corrective Maintenance: The repair or restoration of failed or malfunctioning equipment, systems, or facilities to their intended functions or design conditions. It does not result in a significant extension of the expected useful life. (DOE O 430.1C) Cost: A monetary valuation of effort, material, resources, time and utilities consumed, risks incurred, and opportunity forgone in production and delivery of a good or service.

Direct Cost: Any cost that is identified specifically with a particular final cost objective. Direct costs are not limited to items that are incorporated in the end product as material or labor. Costs identified specifically with a contract are direct costs of that contract. All costs identified specifically with other final cost objectives of the contractor are direct costs of those cost objectives. [Federal Acquisition Regulation 2.101]


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Final Cost Objective: A cost objective that has allocated to it both direct and indirect costs and, in the contractor’s accumulation system, is one of the final accumulation points. [Federal Acquisition Regulation 31.001].

Indirect Cost: Any cost not directly identified with a single final cost objective, but identified with two or more final cost objectives or with at least one intermediate cost objective. [Federal Acquisition Regulation 2.101]

Indirect Cost Rate: The percentage or dollar factor that expresses the ratio of indirect expense incurred in a given period to direct labor cost, manufacturing cost, or another appropriate base for the same period. [Federal Acquisition Regulation 2.101]

Covered Facility/Facilities: Facilities that constitute 75 percent of the Department’s facility energy use. [42 U.S. Code § 8253, Energy Conservation and Production Act] Customary Commercial Practice: A method, procedure, process, or rule used in a particular field or profession routinely found in the marketplace for commercial products and serves. It is directly connected with the promotion, sale or supply of a product or service to or from a consumer whether before, during or after a commercial transaction in relation to a product. Deactivation: Placing a facility in a stable and known condition including the removal of hazardous and radioactive materials to ensure adequate protection of the worker, public health and safety, and the environment, thereby limiting the long-term cost of surveillance and maintenance. Actions include the removal of fuel, draining and/or de-energizing non-critical systems, removal of stored radioactive and hazardous materials, and related actions. Deactivation does not include all decontamination necessary for the dismantlement and demolition phase of decommissioning, (e.g., removal of contamination remaining in the fixed structures and equipment after deactivation). (DOE O 430.1C) Decommissioning: Refers to closing and securing nuclear facilities or nuclear materials storage facilities. In addition, provide adequate protection from radiation exposure and isolate radioactive contamination from the human environment. It takes place after deactivation and includes surveillance, maintenance, decontamination, and/or dismantlement. These actions are taken at the end of the life of a facility to retire it from service with adequate regard for the health and safety of workers and the public and protection of the environment. The ultimate goal of decommissioning is unrestricted release or restricted use of the Site. (DOE O 430.1C) Decontamination: The removal or reduction of residual radioactive and hazardous materials by mechanical, chemical or other techniques to achieve a stated objective or end condition. (DOE O 430.1C) Deficiency: The difference between an asset’s current physical condition and its most recently configured capacity, efficiency, or capability. [adapted from APPA, Operational Guidelines for Educational Facilities-Maintenance] Deferred Maintenance and Repair (DM): Maintenance and repairs that were not performed when they should have been or were scheduled to be and which are put off or delayed for a future period. [Federal Accounting Standards Advisory Board, Statement of Federal Financial Accounting Standards 42, Deferred Maintenance and Repairs] Record in FIMS only the DM cost estimates associated with real property assets. Deferred Maintenance and Repair (DM) Reduction: A program funded separately from maintenance and repair, renovation or new construction that results from grouping DM activities, and sometimes other needs, into projects. The purpose of the program is to control a massive backlog of maintenance work. [adapted from APPA, Capital Renewal and Deferred Maintenance Programs, 2009]


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Demolition: Destruction and removal of physical facilities or systems. [DOE O 413.3B, Program and Project Management for the Acquisition of Capital Assets] Direct Costs: Any costs that are (can be) identified with a particular program the first time the costs are charged. These costs are directly charged to a program since they are directly related to and are being incurred principally for the benefit of the program receiving the charges. These costs generally consist of direct labor, materials and supplies. (DOE Budget Formulation Handbook) Direct Funded: Funds allotted to a single program in support of a specific objective. [DOE Financial Management Handbook, Chapter 10] Disposal: Permanent transfer of DOE control and custody of real property assets to a third party who thereby acquires rights to control, use, or relinquish the property. Disposition: Those activities that follow completion of program missions, including but not limited to: stabilization and deactivation; surveillance and maintenance; and decommissioning. Disposition Baseline: The technical, programmatic, and regulatory information which serves as input to the disposition preparation and planning process, and is essential to meeting the goal of maximum risk reduction and long-term cost savings in the elimination of excess real property assets. (DOE O 430.1C) Energy Savings Performance Contracts (ESPC): ESPC is designed to accelerate investment in cost effective energy conservation measures in existing Federal buildings and thereby save taxpayer dollars. Such contracts typically provide for installation of energy conservation measures financed with private sector funds which are repaid out of the resulting energy cost savings over time. http:/www1.eere.energy.gov/femp/financing/superespcs_esperule.html. Excess Contaminated Facilities Working Group (ECFWG): A group chartered through the National Laboratory Operations Board to provide a venue for discussing and resolving enterprise-wide crosscutting issues relating to the stabilization/deactivation and decommissioning of excess facilities. The group guides and improves the Department’s approach to disposition prioritization and planning, shares and leverages best practices, improves and integrates data collection and reporting through FIMS, and is responsible for the bi-annual report to Congress on excess facilities. Excess Real Property: Real property assets no longer required to support the Department’s needs, present or future missions or functions, or the discharge of its responsibilities. An asset may remain in the Department’s custody and control with residual or incidental use pending final disposition between the time of an excess determination and the removal of the asset from the Department’s real property inventory. Excess real property carries a designation of “Yes” in the FIMS Excess Indicator field. Expense Funded Projects: Project activities funded with operating dollars. Examples of these projects include normal maintenance and repair, such as painting, cleaning, and small repair jobs not resulting in an addition, replacement of a retirement unit, or betterment. (DOE Accounting Handbook, Chapter 10, Property, Plant, and Equipment) Facility/Facilities: Land, buildings, and other structures, their functional systems and equipment, and other fixed systems and equipment installed therein, including site development features outside the plant, such as landscaping, roads, walks, parking areas, outside lighting and communication systems, central utility plants, utilities supply and distribution systems, and other physical plant features. These include any of the DOE-


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owned, -leased, or -controlled facilities, and they may or may not be furnished to a contractor under a contract with DOE. (DOE O 430.1C) Facility Condition Index (FCI): DOE adopted the FCI in 1998 as its tool for measuring the condition of its facilities. The FCI is the ratio of the cost of deferred maintenance to the facility's RPV. The cost of deferred maintenance deficiencies is determined by condition assessment inspections. FIMS data is used to calculate FCI. (DOE O 430.1C) Facilities and Infrastructure Steering Committee (FISC): A committee chartered by the Senior Real Property Officer to staff and assist in the development and implementation of DOE real property asset management strategic goals and initiatives. The group shares industry leading practices, voluntary consensus standards, and customary commercial practices for adoption by programs as appropriate. Facilities Management & Operations: Activities associated with operating real property and providing facility related services. Examples of activities include: facilities operations management; facility alteration; engineering and analysis; sustainment related assessments and surveys; facilities planning; janitorial services; pest control; recycling and refuse collection and disposal; roads and grounds management; snow removal; and other similar services incurred to use a facility. Federal Real Property: Any real property owned, leased, or otherwise managed by the Federal Government, both within and outside the United States, and improvements on Federal lands. [Executive Order 13327, Federal Real Property Asset Management] Federal Real Property Asset Management (Executive Order 13327): On February 4, 2005, President Bush signed Executive Order 13327, Federal Real Property Asset Management (http://www.whitehouse.gov/news/releases/2005/02/20050204-1.html). This Executive Order is intended to significantly improve the management of Federal Government properties by establishing a Federal Real Property Council; establishing a Senior Real Property Officer for each executive agency, and reforming authorities for managing Federal real property. Federal Real Property Council (FRPC): On February 4, 2005, President Bush signed Executive Order 13327, Federal Real Property Asset Management, which created an interagency FRPC to develop guidance, serve as a clearinghouse for best practices, and facilitate the efforts of the Senior Real Property Officers. Five-Year Real Property Planning and Budgeting Documentation: Planning and budgeting documentation that identifies the program’s annual and strategic mission requirements and priorities, and links these to real property asset investments. Real property asset investments must be consistent with program missions, budgets, and planning estimates. Planning documentation identifies cost efficiencies, excess real property assets for disposition, consolidations where practicable, and addresses mission requirements through an appropriate mix of renovation, new construction, and disposal of excess real property. This documentation can constitute multi-year planning for real property. Five-Year Rolling Timeline (FYRT): Defines actions the Department will take over the next five years to implement the Department of Energy Asset Management Plan real property goals and objectives and government-wide initiatives. It is updated yearly, adding the next year’s actions. The Department of Energy’s FYRT is designed as a ‘living-document’ and establishes specific real property management improvement activities, targets, milestones, or benchmarks aligned with the performance areas defined by DOE O 430.1C, Real Property Asset Management. Functional Assessment: An objective review to determine the difference between an asset’s current physical


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condition and its capability to meet mission requirements to serve a designated function or use. Functional Assessments result in designations such as adequate, substandard, and inadequate and are used to identify an asset’s functionality. General plant projects (GPP): Miscellaneous minor new construction projects of a general nature, the total estimated cost of which may not exceed the statutory limit of $10 million. GPP are necessary to adapt new facilities or improve production techniques, to effect economies of operations, and to reduce or eliminate health, fire, and security problems. These projects provide for design and/or construction, additions, improvements to land, buildings and utility systems, and they may include the construction of small new buildings, replacements or additions to roads, and general area improvements. (DOE Accounting Handbook, Chapter 10, Property, Plant, and Equipment) General purpose Equipment (GPE): Refers to items of plant and equipment, including both real and personal property, that are owned by DOE, are recorded in the completed plant accounts, and meet the monetary and service life criteria for capitalization (i.e., a service life of 2 years or more, and a cost equal to or greater than $25,000), regardless of the appropriation or fund charged. Group purchases of similar items that each cost less than the minimum ($25,000) but when combined constitute a significant investment, are considered capitalized property, such as automated information system components. For additional details and exclusion concerning plant and capital equipment, see the DOE Accounting Handbook. (DOE Budget Execution Manual 135.1-1, Attachment 1-2 (25), 6-5-97. Definition tracks current proposal for revision) General Purpose Infrastructure: Active, real property assets providing functions, services or utilities essential to enable or support the Department’s mission at a Site. These assets are not exclusively dedicated to specific or explicit Program requirements or core capabilities; rather, these assets support multiple mission needs. It does not include: Mission Unique Facilities; User Facilities; or Programmatic Real Property. Grandfathered: Refers to projects that meet the provision that approval for start of construction was provided prior to FY 2003. Approved Grandfathered projects are not required to meet the Congressional space offset requirement. Projects whose start of construction [when the project receives Critical Decision-3 (CD-3)] is prior to the end of FY 2002 are considered Grandfathered. Gross Square Feet (GSF): The area of all floor areas on all levels of a building or trailer in square feet as determined by using an industry standard methodology such as ANSI/BOMA Z65.3-2009, Gross Area of a Building: Standard Methods of Measurement. (FIMS User's Guide, 02/18/2017). Inactive: Not currently being used but may have a future need. Includes real property in a caretaker status (closed pending disposal) and closed installations with no assigned current federal mission or function. (FY 2006 Federal Real Property Reporting Requirement - FRPC Data Changes) Inadequacy: The difference between an asset’s current physical condition and its capability to meet mission requirements based on an analysis of current and future needs by subject matter experts (SMEs) familiar with the asset and its subsystems. Analysis may consider issues such as environment, safety, and health and/or risk, capability to perform current mission, ability to attract and maintain key staff, and the ability to meet DOE requirements. Where applicable, as for utility systems, reliability and capacity required to perform current mission should also be considered. Indirect Costs: Are costs that are not identified with a single, specific final cost objective. These costs, collected in cost pools, are distributed or allocated to a final cost objective based on a predetermined methodology. Site overhead costs, service centers, and organizational burden are examples of indirect costs. (DOE Budget Formulation Handbook)


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Indirect Funded: Funds derived from overhead type charges. [DOE Financial Management Handbook, Chapter 10] Industry Leading Practice (ILP): Generally accepted processes, including best practices, that have been proven throughout related businesses, to be managerially and economically effective, efficient, and successful at meeting particular objectives of a contractor’s management system, and where specified, in compliance with the required Government Outcomes. The ILP should be based on empirical research, evidence and literature pertaining to that business practice, product or system as a “leading” practice. In order for a process to become an ILP, it should be widely used. Generally, there should be supporting historical data from an accepted source, e.g., trade publications, literature, etc. [Unpublished version of DoD 4161.2‐M, this definition was developed by a team of DoD and NASA Employees as part of the efforts to rewrite the DoD Property Manual] Industry Standard: A set of criteria within an industry relating to the standard functioning and carrying out of operations in their respective fields of production. In other words, it is the generally accepted requirements followed by the members of an industry. It provides an orderly and systematic formulation, adoption, or application of standards used in a particular industry or sector of the economy. Industry standards vary from one industry to another. Industry standards facilitate global as well as domestic competitiveness. It is a crucial tool for developing and meeting industry goals. For example, in the automotive industry, tire sizes and durability must fall within a standardized range. Standardization serves as a quality check for any industry. [http://definitions.uslegal.com/i/industrial-standards] Infrastructure: All real property that enables or supports activities or the Department’s mission at a site. Infrastructure Executive Committee (IEC): A group chartered through the National Laboratory Operations Board responsible for analyzing the status of the Department’s general purpose infrastructure, formulating recommendations, preparing annual enterprise-wide investment recommendations to Departmental leadership concurrently with the IFI budget formulation. The IEC is co-chaired by the Senior Real Property Officer and a senior-level program official. Installed Equipment: The mechanical and electrical systems that are installed as part of basic building construction and are essential to the normal functioning of the real property asset and its intended use. Examples are heating, ventilating, and air conditioning systems; elevators; manufacturing and processing systems; and communications systems. Installed equipment is considered part of the real property asset. Institutional Controls: Non-engineering measures intended to affect human activities in such a way as to prevent or reduce exposure to hazardous substances. Institutional controls are almost always used in conjunction with, or as a supplement to, other measures such as waste treatment or containment. There are four categories of institutional controls: governmental controls; proprietary controls; enforcement and permit tools with institutional controls components; and information devices. For this DRD, institutional controls are those governmental controls such as deed notifications, easements, use restrictions, leases and other property interests that are inventoried as records and notes in records in the Facilities Information Management System. Institutional General Plant Project (IGPP): IGPP are miscellaneous minor (i.e., less than $5 million) new construction projects of general institutional nature benefiting multiple cost objectives and required for general-purpose site-wide needs. IGPP do not include projects whose benefit can be directly attributed to a specific or single program. Examples of IGPP are: multi-programmatic/inter-disciplinary scientific laboratory; institutional training facility; site-wide maintenance facilities and utilities; new roads; multi-programmatic office space; and multi-programmatic facilities required for "quality of life" improvements.


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Integrated Facilities and Infrastructure (IFI) Crosscut Budget: A crosscut budget exhibit developed to ensure sustained improvement in real property management. It constitutes the resources required to implement acquisition, sustainment, and disposition requirements leveraging annual and five-year real property planning documentation. This crosscut budget identifies real property construction, renovation, maintenance and repair, and demolition projects by program and site. The IFI crosscut budget reflects anticipated direct costs as well as estimates of indirect costs. The IFI crosscut budget is developed in conjunction with the Department’s budgeting process. Chartered bodies such as the IEC and ECFWG use the IFI crosscut budget formulation process to make recommendations to Departmental leadership. Land-Use Planning: Is a formal, integrated planning process that is used to identify an appropriate mix of land uses at each site and guidelines for development. (DOE O 430.1C) Lead Program Secretarial Office (LPSO): Is a PSO that is responsible for implementation of policy promulgated by HQ staff and support organizations for a field office. The LPSO owns the site, manages its own program projects, and acts as a host for tenant CSOs or PSOs by providing facility and/or infrastructure support. (DOE O 430.1C) Level of Service: Parameters, or combination of parameters, which reflect social, political, environmental and economic outcomes that the organization delivers. Parameters may include: include safety, customer satisfaction, quality, quantity, capacity, reliability responsiveness, environmental acceptability, cost and availability. [International Organization for Standardization (ISO) 55000, Asset management — Overview, principles and terminology] Life-Cycle: The life of an asset from planning and budgeting through acquisition, sustainment and disposition. Life-Cycle Cost: The overall estimated cost for a particular program alternative over the time period corresponding to the life of the program, including direct and indirect initial costs plus any periodic or continuing costs of operation and maintenance. [OMB Circular A-94, Guidelines and Discount Rates for Benefit-Cost Analysis of Federal Programs] Line Item Projects: Those separately identified project activities that are submitted for funding and are specifically reviewed and approved by Congress. (DOE O 430.1C) Long-Term Stewardship (LTS): The physical controls, institutional controls, and other mechanisms needed to ensure protection of people and the environment at sites where DOE has completed or plans to complete cleanup (e.g., landfill closures, remedial actions, removal actions, and facility stabilization). This concept includes land-use controls, monitoring, maintenance, and information management. Maintenance: Work required to preserve property in a condition suitable for its designated purpose including inspection, adjustment, lubrication, cleaning, and selective part replacement of components. It includes preventive and predictive maintenance. [adapted from 41 CFR 102-71.20]

Predictive Maintenance: Those activities involving continuous or periodic monitoring and diagnosis to forecast component degradation so that "as needed" maintenance can be scheduled. (DOE O 430.1C)

Preventive Maintenance: Those periodic and planned actions taken to maintain a piece of equipment within design operating conditions and extend its life and performed before equipment failure or to prevent equipment failure. (DOE O 430.1C)

Proactive Maintenance: The metric/measure of the amount of actual dollars spent annually on Proactive Maintenance (preventive and predictive) of DOE real property assets to the actual dollars


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spent annually on total maintenance, expressed as a percentage. Proactive Maintenance = Preventive + Predictive Maintenance x 100% Total Maintenance

Management: The safeguarding of the Government's interest in property, in an efficient and economical manner consistent with the best business practices. [41 CFR 102-71.20] Mission Dependency: The value an asset brings to the performance of the mission as determined by DOE in one of the following categories (FRPC):

Mission critical: Land or constructed assets deemed necessary to perform the primary missions assigned to a particular site. This would encompass any facility or infrastructure predominantly used to perform scientific, production, environmental restoration or stockpile stewardship and without which, operations would be disrupted or fail to meet safety requirement.

Mission dependent, not critical: Land or constructed assets that play a supporting role in meeting the primary missions assigned to a particular site. Loss of Mission Dependent, Not Critical assets would not immediately disrupt operations and can be reasonably restored or otherwise addressed prior to impacting operations.

Not mission dependent: Land or constructed assets that are not in support of the primary missions assigned to a particular site but support secondary missions and/or quality of workplace initiatives. Loss of a Not Mission Dependent asset results in inconvenience and indirectly impacts operations if unavailable for an extended period. Further, assets determined to be excess to the site mission fall under this category.

Mission Unique Facility: One-of-a-kind, physically unique, large-scale, technically complex, long-lived operations that are critical resources to the mission of the DOE and to the nation. These facilities are essential to the development of the innovative, breakthrough technologies required for DOE to deliver on its core mission. They each were specifically designed, constructed, and are being operated to provide mission-essential, unique capabilities and are not reconfigurable for alternate use. Examples of mission unique facilities include: Accelerators (Particle and Light Sources), High Performance Computing Facilities, Fission Reactors, Fusion Research Devices, High Performance Lasers, Other Large, Unique Production and Waste Processing Facilities. Modernization: Activities that keep existing facilities relevant and updated in an environment of changing standards and missions. This includes activities that improve quality, increase capacity, extend an asset’s useful life, or enhance an asset’s value. Obsolete: Property no longer needed due to changes in technology, laws, customs, or operations. [adapted from Statement of Federal Financial Accounting Standards 3: Accounting for Inventory and Related Property] Operating Efficiency: Is any measures used to track the operating efficiency of assets. For example, cleaning, maintenance, and utility costs tracked per square foot, or energy consumption tracked by the British Thermal Units (BTU) consumption per gross square foot. Operating Facilities: Facilities that have a FIMS status code of operating, operating standby, operating pending excess, operating under out-grant, or operating pending decontamination and demolition/disposition. (DOE O 430.1C) Operation: An ongoing endeavor or activity that uses strategic assets for a defined function or purpose. Operations (or operating) activities are ongoing and repetitive. Optimum Period: That time in the life-cycle of an asset when maintenance actions should be accomplished to


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preserve and maximize the useful life of the asset. The determination is based on engineering/maintenance analysis and is independent of funding availability or other resource implications. Other Structure and Facilities (OSF): Real property asset that is not classifiable as a building, real property trailer, or land. Including but not limited to: site utility systems used to generate, provide, or distribute services such as heat, electricity, sewage, gas, and water; roads, walks, parking areas, and bridges; dams, retaining walls, wells and monitoring equipment; flood and storm water control systems; towers; tanks; fences; outside lighting; and, communication systems. Other Project Costs: For purposes of allocating indirect costs to DOE construction/capital projects, this would mean that (in addition to fringe and organizational burden) an equitable share of all general and administrative and other site wide common support activities would be charged to all cost objectives, regardless of the type of funding. In most, if not all, instances, this would result in the application of the same overhead/indirect rate to both operating and construction/capital projects. However, this does not preclude the use of a different rate if there are cost centers/costs which are material and do not have a causal and beneficial relationship to construction/capital projects. (DOE Budget Formulation Handbook) Performance Measures: A quantitative or qualitative characterization of performance toward an objective. Personal Property: Is generally property that can be moved, i.e., not permanently affixed to and part of the real estate. Generally, items remain personal property if they can be moved without seriously damaging or diminishing the functional value of either the real estate or the items themselves. Examples of personal property include, but are not limited to, shop and lab equipment, motor vehicles or aircraft, construction equipment, and automated data processing and peripheral equipment. (DOE O 430.1C) Plant, Property & Equipment: Tangible assets that meet the capitalization criteria, that are not intended for sale in the ordinary course of operations, and have been acquired or constructed with the intention of being used, or being available for use by the entity. Plant, property, and equipment includes site infrastructure. (DOE O 430.1C) Program: A collection of organizational resources, with independent line management and specific budget authorization and appropriations, aimed at accomplishing a set of goals. Program Office: A Headquarters organization responsible for executing program management functions, and for assisting and supporting Field Office and Sites in environment, safety and health, administrative, management, and technical areas. Programmatic Equipment: Refers to personal property used by programmatic personnel, including the personal property meeting the threshold for the list of capital equipment. (DOE CFO, FY 2003 Real Property Deferred and Annual Maintenance Reporting Requirement). Programmatic Real Property: Refers to reactors, accelerators, and similar devices used by programmatic personnel and listed in the Facilities Information Management System as “Other Structures and Facilities” under the 3000 series usage codes, such as 3009, 3209, 3221, 3251 and 3261. Programmatic Requirements: Facilities-specific needs that are established to meet the mission of the facility or organization, inclusive of evolving technological, programmatic or regulatory demands. Project Engineering and Design Fund: Design funds established for use on preliminary design, which are operating expense funds. Typically, project engineering and design funds are used for preliminary and final


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design and related activities for design-bid-build strategies, and for preliminary design and related costs in design-build strategies. (DOE O 413.3B, Program and Project Management for the Acquisition of Capital Assets) Property Administrator: An authorized representative of the contracting officer appointed in accordance with agency procedures, responsible for administering the contract requirements and obligations relating to Government property in the possession of a contractor. [FAR Part 45, Section 45.101, Definitions - Government Property] Quarterly Performance Report (QPR): Reports of real property metrics that are provided to the Office of Acquisition and Project Management and used to assess EM performance. Real Estate: Land plus any natural or artificial (man-made) improvements that are attached or have been added. Real Estate Actions: Activities related to acquisition, management, and disposal of real property interests. Acquisition of real property interest includes, but is not limited to: fee title; public domain land withdrawals; in-grants of easements, permits, licenses, and leases. Management of real property interests includes, but is not limited to: out-grants of easements, permits, licenses, and leases; resolution of encroachments, boundary disputes, and disputes regarding the nature and extent of real property interests. Disposal of real property interests includes, but is not limited to: disposal of fee title; release or termination of in-grant easements; and establishment of institutional controls by restrictive deed covenant or easement. Real Estate Contracting Officer (RECO): A Certified Realty Specialist who has been issued a contracting officer warrant to execute real estate actions, within prescribed limits. Real Property: Any interest in land, together with the improvements, structures, and fixtures located thereon (including prefabricated movable structures, such as Butler-type storage warehouses and Quonset huts, and house trailers with or without undercarriages), and appurtenances thereto. Real Property Asset: Distinct parcel, building, real property trailer, other structure or facility, or interest acquired by or operated for the benefit of the Department of Energy. Real Property Trailer: A trailer affixed to the ground or permanently connected to a utility service. Recapitalization: Major renovations or reconstruction activities, including facility replacements, needed to keep existing facilities modern and relevant in an environment of changing standards and missions. This includes the restoration and modernization of existing facilities but not the acquisition of new facilities or the demolition of old ones, unless the demolition is carried out as part of a renovation project or in conjunction with construction of replacement footprint elsewhere. (DOE O 430.1C) Recommissioning: The term “recommissioning” means a process of commissioning a facility or system beyond the project development and warranty phases of the facility or system; and the primary goal of which is to ensure optimum performance of a facility, in accordance with design or current operating needs, over the useful life of the facility, while meeting building occupancy requirements. Renovation: Activities needed to keep existing facilities in an acceptable condition, functional, and sustainable in support of current missions. This includes restoring or replacing existing building systems (e.g. roofs, HVAC, electrical distribution, building controls, windows, etc.). It does not include activities to increase facility quality or capacity or to accommodate a change in the use of the facility or to accommodate regulatory or other


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requirement changes. It does not include activities with the primary purpose of extending an asset’s useful life or improving energy efficiency. It does not include new facility acquisition. It does not include demolishing old facilities unless the demolition is an essential part of a renovation activity. Repair: The restoration of failed or malfunctioning equipment, system, or facility to its intended function or design condition. It may include replacement of parts, components, or assemblies. Repair does not include activities directed towards expanding the capacity of an asset or otherwise upgrading it to serve needs different from, or significantly greater than, its current use. [adapted from Statement of Federal Financial Accounting Standards 40: Definitional Changes Related to Deferred Maintenance and Repairs: Amending Statement of Federal Financial Accounting Standards 6, Accounting for Property, Plant and Equipment] Repair Needs (RN): The estimated cost to restore a real property asset’s component system failures noted during a condition assessment survey to a state substantially equivalent to the most recently configured capacity, efficiency, or capability. The “needs” originate from the real property asset, not necessarily management. Repair needs will always equal or exceed DM; the difference between the two depends on each noted deficiency’s optimum period and acceptability to management. [adapted from Federal Real Property Council, 2013 Guidance for Real Property Inventory Reporting] Replacement: A complete reconstruction of a plant record unit that has deteriorated or has been damaged beyond the point where its individual parts can be economically repaired. If the item replaced is a retirement unit, its original costs (including installation cost) are removed from the Plant and Capital Equipment (P&CE) accounts, and the cost of the newly installed item (including installation cost) is added to the P&CE accounts. [DOE Accounting Handbook, Chapter 10, 10-1 b (4) (c)] Replacement Plant Value (RPV): Cost to replace the existing structure with a new structure of comparable size using current technology, codes, standards, and materials. Senior Real Property Officer: The individual designated by each Federal Agency who is responsible for the effective management of agency real properties; consistent with the guidance and requirements of the FRPC (Executive Order 13327). Service Life: The normal operating life (stated in years) in terms of utility to the owner. [Statement of Federal Financial Accounting Standards 6: Accounting for Property, Plant, and Equipment (adapted from Kohler’s Dictionary for Accountants)] The Service Life is used in computing depreciation on an asset. The DOE Financial Management Handbook contains a table of DOE standard service lives for various types of property. Site: A geographic area owned or leased by or for the Federal Government for the performance of DOE program activities. The term includes any buildings, trailers, infrastructure, land, or other improvements. Stabilization/Deactivation: An interim process where the facility is placed in a stable know condition including removal of hazardous and radioactive material to ensure adequate protection of workers, public and environment, thereby limiting the long term surveillance, stabilization, and maintenance costs, while awaiting ultimate decommissioning. Standard: A document that provides requirements, specifications, guidelines or characteristics that can be used consistently to ensure that materials, products, processes and services are fit for their purpose. [International Organization for Standardization (ISO)] A Standard or Technical Standard includes all of the following:

Common and repeated use of rules, conditions, guidelines or characteristics for products or related processes and production methods, and related management systems practices;


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The definition of terms; classification of components; delineation of procedures; specification of dimensions, materials, performance, designs, or operations; measurement of quality and quantity in describing materials, processes, products, systems, services, or practices; test methods and sampling procedures; formats for information and communication exchange; or descriptions of fit and measurements of size or strength; and

Terminology, symbols, packaging, marking or labeling requirements as they apply to a product, process, or production method. [Public Law 104-113, National Technology Transfer and Advancement Act of 1995]

Standby facilities: Facilities with a FIMS designation of Operational Standby (future programmatic use other than cleanup expected). Status: DOE's FIMS requires an asset's status to be categorized by one of the following FIMS codes: 1) Operating; 2) Operating Standby; 3) Shutdown Pending Transfer; 4) Shutdown Pending D&D; 5) D&D in Progress; 6) Operating Pending D&D; 7) Operating Under an out-grant; 8) Federal Transfer (archive); 9) Sale (archive); 10) Demolished (archive); 11) Deactivation; 12) Shutdown Pending Disposal; 13) Active; 14) Inactive; 15) Public (benefit) Conveyance (archive); 16) Lease Termination (archive); or 17) Other Disposition (archive). For the purposes of reporting status consist with FRPC reporting requirements, buildings, structures and land parcels will be reported under one the following status values: 1) Active; 2) Inactive; 3) Excess; or 4) Out-grant/Out-leased. For required annual reporting to the FRPC, DOE's OAPM will automatically map an asset's FIMS Value to an appropriate FRPC Value. For specific information as to how FIMS Values are mapped annually to FPC Values, refer to the most recent FRPC reporting instructions. Surveillance and Maintenance (S&M): Activities conducted during a period of asset dormancy when the facility is inactive. These activities maintain the facility safety envelope and may include periodic inspection and maintenance of structures, systems, and equipment to ensure that, at a minimum, any contamination is adequately contained and that the potential hazards to workers, the public, and the environment are eliminated or mitigated and controlled. Sustainment: Maintenance, repair, or renovation activities necessary to keep a real property asset in good working order over its useful life. Total Project Cost (TPC): DOE has traditionally identified project costs in two categories: (1) total estimated cost, and (2) other project cost. The sum of the total estimated cost and other project costs make up the total project cost.

Total estimated cost includes project costs incurred after CD-1 such as costs associated with the acquisition of land and land rights; engineering, design, and inspection; direct and indirect construction/fabrication; and the initial equipment necessary to place the plant or installation in operation. Total estimated cost may be funded as an operating or capital expense.

Other project costs include all project costs that are not identified as total estimated cost costs. Generally, other project costs are costs incurred during the initiation and definition phases for planning, conceptual design, research and development, and during the execution phase for startup and operation. Other project costs are always operating funds. (DOE O 413.3B)

Transfer: Turning a real property asset or site over to another office within the Department for reuse or to support the transition from one disposition phase to another. Transfer of Facilities: Transferring programmatic and financial responsibility of -land and/or facilities from one program office to another. (DOE O 430.1C)


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Useful Life: The length of time (stated in years) an asset will be functioning. The useful life of an asset begins at the beneficial occupancy date or project completion equivalent milestone (such as construction completion or transition to operations) and ends when the asset is no longer in the Department’s real property asset database. Utilities: Systems used to generate or distribute any services such as heat, electricity, sewage, gas, and water. Utilization Assessment: Commonly referred to as utilization, is an objective review to determine the portion of a real property asset in use. It is independent of the status of an asset or space assignment. It is a measure of how an asset or facility is being used in relation to its capacity. Designations levels such as over-utilized, fully-utilized, under-utilized, and not-utilized are used to identify an asset’s utilization.

Unutilized property means an entire property or portion thereof, with or without improvements, not occupied for current program purposes for the accountable executive agency or occupied in caretaker status only. (41 CFR § 102-75.1160; accord 45 CFR § 12a.1; 24 CFR § 581.1.)

Underutilized means an entire property or portion thereof, with or without improvements, which is used only at irregular periods or intermittently by the accountable landholding agency for current program purposes of that agency, or which is used for current program purposes that can be satisfied with only a portion of the property. (41 CFR § 102-75.1160; accord 45 CFR § 12a.1; 24 CFR § 581.1.)

Utilized means anything that is not defined as “unutilized” or “underutilized.”

Utilization Justified Assets: The summation for a site of the product of each operating facilities area, in square feet, times its utilization rate in FIMS. For land, it is the acreage of the site identified as fully utilized under an Executive Order 12512 survey (reference s). (DOE O 430.1C) Validation: The process of establishing evidence that provides a high degree of assurance that a product, service, or system accomplishes its intended requirements. Value engineering (VE): 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, and safety. For purposes of DOE Order 430.1C, value analysis, value management, and value control are considered synonymous with VE. (DOE O 430.1C) Waiver: In Conference Committee Report 107-258 accompanying the FY 2002 Energy and Water Development Appropriation Bill, the Committee established the requirement that for each DOE site, the footprint added by construction of new facilities must be offset by the elimination of an equal amount of excess footprint at the site. The Secretary of Energy can, on a case-by-case basis when it is deemed impractical due to critical mission requirements, provide a waiver to allow the offset requirement to be met through the reduction of excess facilities at another site. Verification: The process of evaluating that a product, service, or system (or portion thereof, or set thereof) meets a set of design specifications. Voluntary Consensus Standard: A type of standard developed or adopted by voluntary consensus standards bodies, through the use of a voluntary consensus standards development. [OMB A-119, Federal Participation in the Development and Use of Voluntary Consensus Standards and in Conformity Assessment Activities, January 27, 2016]


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Work Breakdown Structure (WBS): A hierarchically-structured cost estimating framework or format that organizes and classifies the extent of a real property asset. Each descending level represents an increasingly detailed definition of the asset. [adapted from NISTIR 6389, UNIFORMAT II Elemental Classification for Building Specifications, Cost Estimating, and Cost Analysis] A real property asset may contain:

Component. A single item or small piece of equipment that performs a distinctive and necessary function in the operation of an assembly. Components are usually removable in one piece and are considered indivisible for a particular purpose or use.

Assembly. A grouping of individual work items, components, or subassemblies, with appropriate quantities, to provide a basis for cost estimating.

System. A collection of assemblies that performs a given function regardless of the design specification, construction method, or materials used. Examples are: mechanical, electrical, plumbing, and fire protection systems.

Work for Others: Work for Others is the performance of work for non-DOE entities by DOE/contractor personnel and/or the utilization of DOE facilities that is not directly funded by DOE appropriations. (DP F&I Assessment, Phase I, Report 2000-No source listed) Supplemental Requirements: N/A

Implementation Impacts: None