Section 2-1: Real Property Asset Management Plan

2-1-00 Policy

10 Procedures

20 Guidance and Information

30 Reporting Requirements

2-1-00 Policy

On February 4, 2004, President Bush issued Executive Order (EO) 13327,
Federal Real Property Asset Management, "to promote the efficient and
economical use of federal real property resources in accordance with
their value as national assets and in the best interests of the nation".

A. Summary of EO 13327 Policies and Requirements.

1.  A major provision of this EO is the requirement that agencies
    designate a Senior Real Property Officer (SRPO) who will be
    responsible for developing and implementing an agency asset
    management planning process. The plan is to:

> \"(i) Identify and categorize all real property owned, leased, or
> otherwise managed by the agency, including, where applicable, those
> properties outside the United States in which the lease agreements and
> arrangements reflect the host country currency or involve alternative
> lease plans or rental agreements;
>
> \(ii\) Prioritize actions to be taken to improve the operational and
> financial management of the agency\'s real property inventory;
>
> \(iii\) Make life-cycle cost estimations associated with the
> prioritized actions;
>
> \(iv\) Identify legislative authorities that are required to address
> these priorities;
>
> \(v\) Identify and pursue goals, with appropriate deadlines,
> consistent with and supportive of the agency\'s asset management plan
> and measure progress against such goals;
>
> \(vi\) Incorporate planning and management requirements for historic
> property\...and for environmental management\...; and
>
> \(vii\) Identify any other information and pursue any other actions
> necessary to the appropriate development and implementation of the
> agency asset management plan.\"

2.  In addition, a Federal Real Property Council is established \"to
    develop guidance for, and facilitate the success of, each agency\'s
    asset management plan.\" The Council is composed of all senior real
    property officers, the controller and deputy director for management
    of the Office of Management and Budget (OMB), and the administrator
    of the General Services Administration (GSA). The Council will work
    with the GSA administrator \"to establish appropriate performance
    measures to determine the effectiveness of federal real property
    management. Such performance measures shall include, but are not
    limited to, evaluating the costs and benefits involved with
    acquiring, repairing, maintaining, operating, managing, and
    disposing of federal real properties at particular agencies. The
    performance measures shall be designed to enable the heads of
    executive branch agencies to track progress in the achievement of
    government-wide property management objectives, as well as allow for
    comparing the performance of executive branch agencies against
    industry and other public sector agencies.\"

3.  Finally, under EO 13327, the GSA administrator is directed to
    \"establish and maintain a single, comprehensive, and descriptive
    database of all real property under the custody and control of all
    executive branch agencies, except when otherwise required for
    reasons of national security. The administrator shall collect from
    each executive branch agency such descriptive information, except
    for classified information, as the administrator considers will best
    describe the nature, use, and extent of the real property holdings
    of the federal government.\"

B. The following are the FRPC's Guiding Principles that serve as
strategic objectives for real property management improvement. HHS and
its OPDIVs must ensure that all real property initiatives are carried
out consistent with these principles.

> 1\. Support agency missions and strategic goals.
>
> 2\. Use public and commercial benchmarks and best practices.
>
> 3\. Employ life-cycle cost-benefit analysis.
>
> 4\. Promote full and appropriate utilization.
>
> 5\. Dispose of unneeded assets.
>
> 6\. Provide appropriate levels of investment.
>
> 7\. Accurately inventory and describe all assets.
>
> 8\. Employ balanced performance measures.
>
> 9\. Advance customer satisfaction.
>
> 10\. Provide for safe, secure, and healthy workplaces.

C. OPDIVs will provide vital facility information that will be
incorporated into the overall HHS Real Property Asset Management Plan
(RAMP). The RAMP leads to an increased level of accountability for real
property management within HHS and to OMB. The RAMP provides a complete
inventory of HHS real properties; and with specific real property
information, meaningful goals and objectives. Progress against those
goals can be measured. The RAMP will foster an environment within the
OPDIVs and HHS that will promote better asset management, including
disposal of unneeded Federal Properties.

> The RAMP will lead to a regular and well-organized inventory of HHS
> assets management practices within the OPDIVs. Real-time property data
> will be used to determine what HHS properties should be maintained,
> require cost-effective repairs, or qualify for disposal. The
> information from the RAMP can be used not only to strengthen the
> justification for repairs and disposals, but also to strengthen the
> argument for new real estate authorities, such as increasing the
> opportunity to out lease or sublease, public-private partnership,
> replacement, or sales transactions.

D. The HHS Real Property Asset Management Plan will address, at a
minimum, the Guiding Principles and all required components of an AMP as
delineated by the Federal Real Property Council in their Guidance for
Improved Asset Management.

E. HHS Strategic Plan. The HHS strategic plan charts a course into the
future. The mission, goals, strategies, and objectives contained in the
strategic plan provide clear direction to the program offices
responsible for achieving results and success. HHS' success will only be
accomplished with adequate financial, human, facility, infrastructure,
and technical resources. This Facilities Program Manual addresses how
facility and infrastructure resources will be managed, to be in
alignment with and responsive to the Department Strategic Plan.

F. Management Directives. The Department has issued this manual to
establish improved and consistent processes and decision making across
HHS to govern the management of real property assets. This manual will
be updated as necessary to support changes in the mission and strategic
objectives of HHS and to comply with evolving FRPC guidance. It may be
supplemented by directives which establish reporting requirements and
define roles and responsibilities for real property planning and
management.

2-1-10 Procedures

Each OPDIV shall establish and maintain a single, comprehensive
descriptive database of all real property under its custody and control,
in accordance with the FRPC guiding principle to accurately inventory
and describe all assets. This requirement is fundamental to successful
Real Property Asset Management.

The FRPC has identified and defined mandatory data elements that will be
captured and reported by all agencies. These data elements support the
goals of the executive order, as well as the requirements of the
Performance Measures Committee. In addition to Performance Measures
included among the mandatory FRPC data elements, HHS has established
department specific performance measures. The topic of Performance
Measures is covered in a separate section of this manual.

The FRPC's intent is that agencies will report data at the constructed
asset level. Agencies that do not follow the definitions outlined within
the guidance or do not report at the constructed asset level must
coordinate those deviations from the Guidance with OMB.

2-1-20 Guidance and Information

It is important for HHS and its OPDIVs to maintain complete and accurate
property inventory and management information systems with regard to the
location, size, and other relevant characteristics of real property
assets. Active and efficient stewardship of government assets should be
an objective for every landholding agency to appropriately maintain
those properties that are truly needed.

[Consolidated Real Property Asset Database]{.underline}: HHS provides a
data warehouse for real property asset information. Each OPDIV is
required to provide consistent information, drawn from its own real-time
management systems, to populate the HHS system.

2-1-30 Reporting Requirements

OPDIVs shall make every effort to continually maintain current and
accurate information in the database concerning their real property
inventory, including at a minimum the mandatory data fields required by
the Federal Real Property Council and those data elements specified as
mandatory by HHS. The mandatory data elements are not listed here since
they may change over time based on evolving policies and requirements,
but they will be identified in the database itself. FRPC mandated data
elements are thoroughly described in the most current "Guidance for Real
Property Inventory Reporting" distributed by GSA's Office of
Government-wide Policy.

The data to be reported to GSA on an annual basis is to reflect
information current at the end of each fiscal year (September 30). The
deadline for upload of HHS inventory data to the Federal Real Property
Profile (FRPP) is typically late during 1^st^ quarter each year. To
ensure that HHS meets this deadline, OPDIVs are to complete all data
input no later than 30 days prior to the deadline established for upload
to the FRPP. This is an absolute deadline that cannot be waived.

Note: Although some data elements apply to landholding OPDIVs, all
OPDIVs are required to provide data on the elements that apply to both
landholders and non-landholders.

Section 2-2: PERFORMANCE MEASURES

2-2-00 Policy

10 Procedures

20 Guidance and Information

30 Reporting Requirements

2-2-00 Policy

HHS utilizes the following mandatory performance measures in the
management of real property assets:

-   Mission Dependency

-   Condition Index

-   Facility Utilization

-   Operations and Maintenance Costs

-   Construction Program Performance

Use of other, optional performance measures is encouraged.

A. [Mission Dependency]{.underline}

> HHS measures the "Mission Dependency" of each of its real property
> assets to determine the value an asset brings to the performance of
> the mission as determined by the OPDIV in the categories of Mission
> Critical, Mission Dependent -- Not Critical, and Not Mission
> Dependent. Mission Dependency applies to each facility for each OPDIV.
> The applicability of this metric extends to all properties leased
> and/or owned and operated by the OPDIV.

B. [CONDITION INDEX]{.underline}

> HHS uses Condition Index (CI) as a metric to assess the physical
> condition of its facilities. CI is an indicator of the physical
> condition of a facility *at the time* a visual condition assessment is
> performed. In addition to the metric, the visual condition assessment
> process, which gathers information necessary to calculate CI, yields
> information about specific defects needed for planning and executing
> specific capital repair projects. CI is calculated as the ratio of
> repair needs to asset value. The CI will be calculated annually, will
> be reported as a "percent condition" on a scale of 0% to 100%, and
> will be calculated as \[(1 - \$repair needs/\$PRV) x 100\]. (A higher
> CI indicates that a constructed asset is in better condition.) "Repair
> needs" is the amount necessary to ensure that a constructed asset is
> restored to a condition substantially equivalent to the originally
> intended and designed capacity, efficiency, or capability.
>
> 'Repair need' is a response to deferred maintenance, which is defined
> as maintenance that was not performed when it should have been or was
> scheduled to be and which, therefore, is put off or delayed beyond the
> year of the condition assessment. 'Asset value' is defined as "plant
> replacement value (PRV) where the PRV is the cost in current dollars
> to replace the existing facility with new construction supporting
> existing functions. The process and results of defining deferred
> maintenance are equally critical to consistently calculating the CI
> metric for each facility. CI applies to each HHS owned building and
> structure as reported in accordance with FRPC requirements.

C. [Facility Utilization Index]{.underline}

> HHS utilizes a Facilities Utilization Performance Measure in
> conformance with FRPC guidance to determine the extent of facilities'
> utilization in five major property types occupied by HHS. HHS has
> provided guidance to the OPDIVs for reporting facility utilization.
> The information is reported and kept current in the Automated Real
> Property Information System. The performance measure applies to each
> HHS office, warehouse, laboratory, hospital, and residence (as defined
> by the Federal Real Property Council). Applicability extends to all
> properties leased and/or owned and operated by HHS, but not properties
> owned by the HHS and operated by others, such as the IHS properties
> operated by tribes.

D. [Operations and Maintenance Costs Performance Measures]{.underline}

> The purpose of this measure is to facilitate the ability to compare
> facility operating costs in a meaningful fashion and identify
> facilities that operate most/least efficiently. This will be valuable
> information for decision-makers in determining how to invest resources
> for maximum return or improved performance. Each OPDIV or other HHS
> component will follow uniform procedures in reporting total operating
> and maintenance costs on a 'by building' basis. This performance
> measure applies to all HHS-owned buildings. The operating and
> maintenance cost measure is made up of four component costs:

(1) Recurring maintenance and repair costs;

(2) Utilities (includes central plant operation and purchase of energy);

(3) Cleaning and/or janitorial costs (includes pest control, refuse
    collection, and disposal to include recycling operations); and

(4) Road/grounds costs (includes grounds maintenance, landscaping, and
    snow and ice removal from roads, piers, and airfields).

E. Construction Program Performance Measures

> The purpose of these measures is to -

(1) determine the percent a project changes in scope from planning
    through completion;

(2) to determine the percent a project changes in cost from planning
    through completion; and

(3) to determine the percent a project changes in schedule from planning
    through completion.

> These performance measures apply to all projects that require an FPAA.
> With respect to change in project cost, each OPDIV shall generate a
> Project Budget Template.

2-2-10 Procedures

A. [Mission Dependency]{.underline}

> Each OPDIV is responsible for the following to assure appropriate
> implementation:

1.  Each OPDIV will apply the measure to 100 percent of the facilities
    in its inventory. Reporting will be part of the testing process for
    metric applicability purposes.

2.  Each land-holding OPDIV will utilize an electronic asset inventory
    system. The OPDIV is to ensure that the inventory system has a data
    field called "Mission Dependency," allowing for the input of one of
    the Mission Critical letter designations identified in the
    procedures below. Additionally, a text field must be provided for
    use in providing an explanation for any assets designated as "Not
    Mission Dependent." The OPDIVs will ensure this system is
    coordinated with HHS prior to implementation.

> The OPDIVs will utilize the following procedure:

1.  Each OPDIV will evaluate the functions within each of its assets,
    categorize the asset, and enter the category into the OPDIV's asset
    inventory system using the following designations:

> **Mission Critical** - Without the constructed asset or parcel of
> land, mission is compromised.
>
> **Mission Dependent** - The asset does not fit into Mission Critical
> or Not Mission Dependent categories. The asset's primary function
> supports the Mission.
>
> **Not Mission Dependent** - Mission is unaffected.

2.  Each asset will receive only one categorization designation. Where
    there are multiple functions for a facility, then the highest
    applicable mission dependency category should be utilized.

3.  The evaluation will be based on the facilities function under normal
    operations, not a catastrophic scenario.

4.  Where any asset is designated as "Not Mission Dependent", the OPDIV
    will complete the text field to provide the explanation for this
    designation.

5.  On an annual basis in the first quarter of each fiscal year, the
    OPDIV will review the asset categorizations and update the asset
    inventory system with any changes.

B. [CONDITION INDEX]{.underline}

> Each OPDIV is responsible for the following to assure appropriate
> implementation:

1.  Each land holding OPDIV will perform a condition assessment process
    to identify repair needs at each OPDIV owned building and structure
    reported in ARIS. The process shall result in the calculation and
    reporting of a Condition Index (CI) according to methods prescribed
    by HHS policies.

2.  Each land holding OPDIV will report CI as part of their annual ARIS
    data submission. The OPDIV is to ensure that their local automated
    inventory system has a data field for CI for export to ARIS.

C. [Facility Utilization Index]{.underline}

> Each OPDIV is responsible for the following to assure appropriate
> implementation:

1.  Each OPDIV or other HHS component will apply this measure to 100%
    percent of its relevant portfolio. Reporting will be part of the
    testing process for metric applicability purposes.

2.  Each OPDIV will utilize an electronic asset inventory system. The
    OPDIV component is to ensure that the inventory system has data
    fields for the relevant property types and for the categories Over
    Utilized, Utilized, Under Utilized, and Not Utilized, allowing for
    the input of one of the Facilities Utilization letter designations
    identified in the procedures below. The OPDIV will ensure this
    system is coordinated with OFMP prior to implementation.

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3.  Each OPDIV component will follow the procedures below to determine
    the utilization of each property type, in accordance with the table
    that follows. On an annual basis in the last quarter of each fiscal
    year, the OPDIV will review the facility categorizations and update
    the building inventory system with any changes.

Summary Table

  ------------ --------- ----------- ----------- ------------ -------------
  Rating       Office    Warehouse   Hospital    Laboratory   Housing

  Over         \>95%     \>85%       \> 120%     \< 200 nasf  N/A
  Utilized                                                    

  Utilized     75-95%    50-85%      80% -120%   200 -- 460   85-100%
                                                 nasf         

  Under        \<75%     10-50%      \< 80%      \> 460 nasf  \<85%
  Utilized                                                    

  Not Utilized           \<10%                                
  ------------ --------- ----------- ----------- ------------ -------------

D. [OPERATIONS AND MAINTENANCE COSTS PERFORMANCE MEASURES]{.underline}

> Each OPDIV or other HHS component is responsible for the following to
> assure appropriate implementation:

1.  Each OPDIV will input operations and maintenance cost data from the
    prior fiscal year (including lease costs for leased assets) for each
    asset by November 15th each year, to facilitate the annual data
    import to ARIS.

2.  Each OPDIV will utilize a computer system (with appropriate backup
    data) to report on the four operating and maintenance component
    costs at the asset level.

E. [Construction Program Performance Measures]{.underline}

1.  **Change in Project Scope**: Reporting will be part of the testing
    process for metric applicability purposes. The following procedure
    shall be utilized to implement this measure:

    a.  Projects shall be measured annually.

    b.  Project Scope shall be defined as FPAA, block 13. Project Scope
        shall be further defined as physical size and characteristics,
        functions, and special features (see FPAA instructions).

    c.  The original HHS approved FPAA shall be the benchmark for
        project scope.

    d.  Annual reporting of this measure will utilize the most recent
        approved FPAA or Quarterly OFMP Report, whichever is most
        recent.

    e.  Final report of change in project scope shall occur when project
        reaches "Operational" (at "Use and Possession" of a facility).

    f.  Deliverable: Reporting of Change in Project Scope shall include
        the benchmark (original) FPAA, subsequent approved FPAA
        amendments, and the most recent FPAA (or Quarterly Report) with
        transmittal memo.

    g.  Additional explanation sheets submitted with FPAA can be
        included with Change in Project Scope.

2.  **Change in Project Cost:** Each land holding OPDIV is responsible
    for the following to assure appropriate implementation:

    a.  Projects shall be measured annually.

    b.  Project Cost shall be defined as FPAA, block 6.b.

    c.  The original HHS approved FPAA shall be the benchmark for
        project cost.

    d.  Utilize an OPDIV generated project budget template to capture
        all project costs and cross reference with the FPAA cost data in
        boxes 9 and 10.

    e.  Annual reporting of this measure will utilize the most recent
        approved FPAA or the Quarterly OFMP Report, whichever is most
        recent.

    f.  Final report of change in project cost shall occur when all
        claims are resolved and the project reaches "Operational" (at
        "Use and Possession" of a facility).

    g.  When submitting final report of change in project cost, provide
        explanation or notation for:

        1.  Final project costs that are unknown (*e.g.,* pending
            litigation)

        2.  Projects that are incremental in "Use and Possession"

    h.  Deliverable: Reporting of Change in Project Cost shall include
        the benchmark (original) FPAA, subsequent approved FPAA
        amendments, and the most recent FPAA (or Quarterly Report) with
        transmittal memo.

    i.  Additional explanation sheets submitted with FPAA can be
        included with Change in Project Cost.

3.  **Change in Project Schedule:** Reporting will be part of the
    testing process for metric applicability purposes. The following
    procedure shall be utilized to implement this measure:

    a.  Projects shall be measured annually.

    b.  Project Schedule shall be defined as FPAA, block 15.

    c.  The original HHS approved FPAA shall be the benchmark for
        project schedule.

    d.  Annual reporting of this measure will utilize the most recent
        approved FPAA or the Quarterly OFMP Report, whichever is most
        recent.

    e.  Final report of change in project schedule shall occur when
        project reaches "Operational" (at "Use and Possession" of a
        facility).

    f.  Deliverable: Reporting of Change in Project Schedule shall
        include the benchmark (original) FPAA, subsequent approved FPAA
        amendments, and the most recent FPAA (or Quarterly Report) with
        transmittal memo.

    g.  Additional explanation sheets submitted with FPAA can be
        included with Change in Project Schedule.

2-2-20 Guidance and Information

A. [Facility Condition Assessment Performance Measures]{.underline}

> HHS recommends various optional metrics to assess the physical
> condition of its facilities. These metrics include: Assessment
> Freshness Index (AFI); Backlog of Maintenance and Repair (BMAR);
> Inventory Quality Index; and Sustainment Rate (SR). Each is described
> below:
>
> 1\. Assessment Freshness Index
>
> Assessment Freshness Index, or AFI, indicates how up-to-date
> facilities assessments are. AFI represents the number of up-to-date
> assessments divided by the total number of assessments required.
> Out-dated assessments may not adequately identify deficiencies that
> require rectification. AFI is one of the metrics available to
> accomplish the goal of maintaining reliable assessment information. In
> support of that goal, AFI supports the metric related to assessment
> 'quantity' (IQI) by providing a measure of assessment 'quality'. AFI
> is a data point that may be used as an indicator by an OPDIV to manage
> risk based on how current their assessment data is. The higher the AFI
> ratio of up-to-date assessments to total assessments is, the more
> reliable the data. Current, credible data is key to making sound
> investment decisions in an environment of scarce resources.
>
> Each land-holding OPDIV is encouraged to use an electronic asset
> inventory data processing system capable of automatically calculating,
> storing, and reporting values of AFI. Upon annual update of their
> assessment information, OPDIVs are encouraged to review their AFI
> ratio, to assess its driving factors, and to adjust their upcoming
> year's assessment plan as warranted.
>
> 2\. Backlog of Maintenance and Repair
>
> The continued use of the term BMAR may be confusing since the FRPC
> does not recognize its use. Likewise, Federal Accounting Standards
> Advisory Board Standard No. 6 uses the term "deferred maintenance"
> instead of BMAR. The Department's Performance Accountability Report
> (as prepared by ASBTF) also speaks to "deferred maintenance". BMAR is
> only mentioned here to suggest that OPDIVs recognize the terms BMAR,
> "deferred maintenance", and "repair needs" as all describing the same
> figure (*e.g.,* the numerator in the equation used to calculate
> Condition Index).
>
> BMAR is essentially the same as "repair needs". That is, a repair need
> is a "need" because it exists at the time of the condition assessment;
> having been left unaccomplished, put off or delayed (backlogged). If
> the associated repair had been done there would be no need (no
> backlog). If a repair is anticipated in the future, it should not be
> considered a "need" for condition assessment purposes since it is not
> needed at the time the assessment is being performed.
>
> 3\. Inventory Quality Index (IQI)
>
> *Inventory Quality Index,* or IQI, indicates the degree to which
> OPDIVs and HHS components are using standard processes and data
> elements to develop facility condition assessment information. IQI
> represents the sum of assessments conducted using the HHS process
> divided by the total number of assessments reported. IQI is one of the
> metrics available to be used to accomplish the goal of optimizing
> standardization of system and component inventory information. It is a
> data point that can be used as indicator of how an OPDIV's assessment
> process conforms with HHS standards. The higher the IQI ratio of
> conforming assessments to total assessments, the more consistent the
> data. Consistent, credible data is key to making sound investment
> decisions in an environment of scarce resources.
>
> Each land-holding OPDIV is encouraged to use an electronic asset
> inventory data processing system capable of automatically calculating
> and storing IQI. Upon annual update of their assessment information,
> OPDIVs are encouraged to review their IQI ratio to assess its driving
> factors and to adjust their upcoming year's assessment plan as
> warranted.
>
> 4\. Sustainment Rate (SR)
>
> *Sustainment Rate*, or SR, indicates the degree to which necessary
> funding for routine maintenance, repair, and replacement projects is
> being expended. SR does not include Capital Improvement projects. SR
> represents the ratio of actual maintenance expenditures divided by
> total required expenditures. The result, multiplied by 100, yields a
> percentage; higher percentages represent better sustainment. If
> sustainment funding drops below acceptable profiles, the shortfall is
> likely to reduce the life of the asset and lead to increased long-term
> costs. Acceptable profiles are typically represented by industry
> standards for like-facilities over time (*e.g.,* 40 years, 67 years,
> 100 years). The determination of acceptable OPDIV funding profiles
> needed to achieve a minimum acceptable SR level will be based on
> OPDIV-specific condition assessments, competing requirements, and
> necessary mitigations.
>
> SR is one of the metrics available to accomplish the goal of
> "obtaining and maintaining appropriate levels of maintenance funding".
> Each OPDIV is encouraged to use an electronic asset inventory data
> processing system capable of calculating, storing, and reporting SR
> values. Upon annual update of their assessment information, OPDIVs are
> encouraged to review their SR ratio, to assess its driving factors,
> and to adjust their budget/investment strategies as warranted.

B. Facility Utilization Index

> Each OPDIV or HHS component will follow the procedures below to
> determine the utilization of each property type as Over Utilized,
> Utilized, Underutilized, or Not Utilized.
>
> Each OPDIV will base its measurement on an annual census. The census
> will count each staff person who both holds an HHS (or OPDIV) ID and
> occupies HHS (OPDIV) facilities. \"Staff includes HHS (OPDIV)
> employees (FTEs), contractors, guest researchers, research fellows,
> tenants (such as day care centers and retail spaces), and volunteers.
> No distinction is made between part-time and full-time employees, each
> of whom is counted as a whole number. The census counts people in all
> facilities, leased or owned.
>
> 1\. Offices -- Defined as buildings primarily used for office space.
> The utilization measure for offices will be based upon the number of
> workstations currently being occupied relative to the total number of
> workstations available.
>
> Office Space Utilized (%) = (Number of Personnel /Number of
> Workstations) X 100

-   Number of Personnel = Each OPDIV would prudently determine the
    definition of "Number of Personnel" based upon their OPDIV factors
    such as FTE, etc.

-   Workstation = A "Workstation" is defined as an area typically used
    for personnel to work. It can include a single desk available to one
    person (1 workstation), single large desk capable of providing
    workspace for 2-3 people (denoted as 2-3 workstations), or one desk
    shared by several temporary employees. Each OPDIV needs to provide
    further refinements applicable to their situation.

-   It does not include building and floor common areas (public elevator
    lobbies, corridors, restrooms) and GSA or HHS joint use areas.

> OPDIVs may utilize automated systems or other methods of calculating
> the utilization of offices that provide results consistent with the
> above noted performance measure.
>
> 2\. Warehouse - HHS warehouses generally operate as centralized
> receiving, distribution, and stores operation. Their functions
> include, but are not limited to the following: receiving, bar-coding,
> staging, and distributing accountable property, short-term storage not
> to exceed six months, staging surplus property for disposal and/or
> reutilization, package, palletize, and stage shipments as necessary.
>
> The utilization of warehouse will be measured by the ratio of occupied
> area to gross square feet. The formula for warehouses will consist of
> the area (square feet) currently occupied for storage, as a percentage
> of the total gross area (square feet) of the warehouse. The formula
> is:
>
> Actual Utilization (%) = (Occupied Units/Design Capacity) X 100

-   Units Occupied = the area (square feet) or number of units that are
    occupied.

-   Design Capacity = can include any unit of measure based upon the
    material being stored or used. Examples include gross square feet,
    rental area, total number of units, total number or bins, etc.

> HHS uses square feet as the standard unit of measurement and, in most
> cases, GSF will be the standard. However, OPDIVs wishing to use
> another unit of measure will need to convert their units to GSF.
>
> 3\. Hospital - The Indian Health Service (IHS), an OPDIV of HHS, is
> responsible for the administration of the principal Federal health
> care programs for American Indian and Alaska Native (AI/AN) people.
> The IHS provides a unique health care delivery system and for
> approximately 1.34 million AI/AN people living on or near Federal
> Indian reservations or in traditional Indian country, such as in the
> states of Oklahoma and Alaska.
>
> HHS will determine its utilization of its hospitals, including the
> inpatient and clinic components of the hospitals, by comparing
> required program space/existing space based on the IHS Health System
> Planning[^1] (HSP) process where \< 80% is under utilized, 80% to 120%
> is utilized, and \> 120% is over utilized.
>
> Example: The IHS Hospital at Winnebago has 169,678 nsf of existing
> space and according to HSP, Winnebago requires 149,214 nsf. Formula:
> 149,214/169,678 = 88%. 88% is utilized.
>
> 4\. Laboratories - The design capacity for HHS research laboratory for
> planning and occupancy purposes shall not exceed 460 net assignable
> square feet (nasf) per scientist. Research laboratory (*e.g.* *"wet
> laboratory*") space includes: laboratory (based on a standard module
> of 11'x33'), laboratory support, and laboratory related offices.
> Laboratory personnel who are housed within the identified space are
> defined as budgeted FTEs including vacancies for which recruitment has
> been approved and applies to all acquisitions not already advertised,
> as well as to new construction and renovations not yet at an approved
> final design stage. It does not include building and floor common
> areas (public elevator lobbies, corridors, restrooms) and GSA or HHS
> joint use areas. Many HHS laboratories are unique because of the
> diverse missions of the Centers for Disease Control and Prevention,
> the Food and Drug Administration, and the National Institutes of
> Health. The following laboratory functions are excluded and will be
> measured separately from HHS standard laboratory utilization rate:
>
> [Centralized Support:]{.underline} Centralized laboratory stand alone
> support facilities, such as centralized freezers, glass wash
> facilities, and computer centers, are determined by use of appliances,
> equipment and instruments to support research on a centralized basis.
> Net assignable square feet per person will not be employed to
> determine the utilization rate for shared and centralized support
> laboratory spaces. Centralized support space exists to support
> research; therefore, they are utilized so long as there is research.
>
> [Instrument or Special Purpose Laboratories, High Containment
> Laboratories and Clinical Research:]{.underline} Special purpose and
> instrument laboratories are determined by size of equipment and
> instruments. Net assignable square feet per person will not be
> employed to determine the utilization of special purpose or instrument
> laboratories. Special purpose laboratories are utilized or not
> utilized; likewise high containment laboratories (BLS-4) and clinical
> research space will be utilized or not utilized.
>
> [Animal Research Facilities (Vivariums):]{.underline} The utilization
> of animal housing is based on the requirements in the *Guide for the
> Care and Use of Laboratory Animals*. The utilization of the related
> animal research facility support functions are determined by research
> protocols and species housed, including: necropsy, surgery, procedure
> room, cage wash, quarantine area, sterilizer room, isolation, locker
> room, feed and bedding storage, X-ray, treatment room, behavioral
> testing room, microinjection room, transgenic lab suite, diagnostic
> lab suite, environmental experiment room, cage decontamination area,
> surge cage storage, field equipment room, material
> decontamination/entry, incinerator, tissue digester, food preparation
> kitchen, automatic watering system room, CVAC system support room
> shared space for records, locker rooms, animal irradiator, analgesic
> inhaler device, and waste disposal are determined by research
> protocols and species housed. Animal research facility support spaces
> are utilized or not utilized.

-   HHS laboratory spaces that are less than 200 nasf/scientist[^2] on
    average are over utilized.

-   HHS laboratory spaces that are between 200 and 460 nasf/scientist
    are utilized.

-   HHS laboratory spaces that are greater than 460 nasf/researcher on
    average are under utilized.

> 5\. Housing - HHS housing is provided for IHS medical staff in remote
> locations. The Bethesda Campus of the NIH also provides staff housing,
> including a house for the U.S. Surgeon General. The utilization
> performance of housing will be measured based on percentage of
> occupancy of dwelling units per site specific location.

-   HHS dwelling units of a specific site location that are occupied
    between 85% and 100% are utilized.

-   HHS dwelling units of a specific site location that are occupied
    below 85% are under utilized.

> The initial categorization for each facility will be entered into the
> OPDIV\'s or other HHS component\'s building inventory system using the
> following designations:
>
> O Over utilized
>
> U Utilized
>
> N Underutilized
>
> V Not Utilized

C. Operations and Maintenance Costs Performance Measures

> The data in the computerized system will contain the following
> information, with costs measured on a cost per gross square foot (GSF)
> basis.

  ---------- ---------- ------------- --------- ------------ --------- ------- ----------
  Site       Building   Recurring     Utility   Cleaning/    Roads and Total   Comments
             Number     Maintenance   Costs     Janitorial   Grounds           
                        and Repair              Cost         Costs             
                        Costs                                                  

  Site xx    Building   \$ xxxx       \$ xxxx   \$ xxxx      \$ xxxx   \$ xxxx 
             xx                                                                

  Site xx    Building   \$ xxxx       \$ xxxx   \$ xxxx      \$ xxxx   \$ xxxx 
             xx                                                                

                                                                               

  Total Site            \$ xxxx       \$ xxxx   \$ xxxx      \$ xxxx   \$ xxxx 
  xx                                                                           
  ---------- ---------- ------------- --------- ------------ --------- ------- ----------

> If all cost information is not available at the building level then
> costs may be allocated using an algorithm. OPDIVs shall be able to
> describe the algorithm applied for each measure, but need not include
> that explanation in the database. For example an algorithm uses
> weighting factors to allocate costs by building type for Recurring
> Maintenance and Repair, Utilities, and Cleaning/Janitorial costs.
> Roads and Grounds cost do not need to be weighted.
>
> Where some of the operating and maintenance functions are performed by
> contractors and the costs are not allocated at the building level, the
> OPDIVs should revise the contract format to capture actual costs at
> the building level when the requirement is re-solicited.
>
> Explanations for measuring the four components of the operating and
> maintenance costs are described below:
>
> 1\. Recurring Maintenance and Repair Costs (\$/GSF):
>
> a\. Includes the following building systems and/or components:

-   HVAC systems to include building automation systems;

-   Electrical systems to include uninterruptible power systems,
    emergency power, and emergency generators;

-   Plumbing systems to include restroom fixtures, domestic water,
    sanitary sewer, reverse osmosis, natural gas, and compressed air;

-   Chilled water systems;

-   Steam and condensate systems;

-   Fire protection to include fire alarm systems, sprinkler systems,
    exit lights, fire stopping, cooking hoods, rated walls, and rated
    doors;

-   Architectural components to include flooring, doors with associated
    hardware, ceilings, painting, wall coverings;

-   Refrigeration for cold rooms and DX systems;

-   Card access systems to include readers, panels, and software;

-   Medical gas systems;

-   Nurse call systems;

-   Building structure and components;

-   Laboratory fume hood exhaust systems;

-   Roofs, downspouts and gutters;

-   Predictive maintenance monitoring equipment;

-   Perimeter fencing and gates; and

-   Elevators, escalators, and lifts.

> b\. Includes labor and materials for the following services:

-   Preventive or predictive maintenance procedures on building
    equipment and components;

-   Service or trouble calls related to HVAC, electrical, plumbing,
    architectural components such as doors, floors, and windows,
    lighting, fire alarms, and any other component directly related to
    the safe operation of the building;

-   Miscellaneous repairs less than \$10,000;

-   Facility management services;

-   24/7 emergency response (15 minutes);

-   Day to day operations function of routine checks of critical
    equipment or problem areas;

-   Maintaining an accurate building equipment inventory and accurate
    building drawings;

-   Operating support for program related upgrades or capital repairs to
    include shutdowns as well as providing basic information about the
    building and associated systems; and

-   Associated support for all operations and maintenance services such
    as vehicles, vehicle maintenance, training, computer equipment,
    maintenance related software systems, office supplies, copiers, fax
    machines, phones, radios, IT support, and supervision;

> c\. *Does not* include the following:

-   Facility condition assessments;

-   Loading dock management services;

-   Animal care cage wash equipment maintenance and repair;

-   Other miscellaneous program related equipment maintenance and
    repair;

-   Telecommunication systems maintenance and repair; and

-   Portable equipment such as refrigerators, freezers, and laboratory
    equipment.

> 2\. Utilities Costs (\$/GSF):
>
> a\. Includes the following utility distribution systems and central
> utility plant equipment:

-   Primary domestic water distribution system including fire hydrants;

-   Primary sanitary sewer distribution system;

-   Primary natural gas distribution system;

-   Primary compressed air distribution system;

-   Primary chilled water distribution system;

-   Primary steam and condensate return distribution system;

-   Primary electrical distribution system;

-   SCADA System;

-   Metering systems; and

-   Central Utility Plant equipment to include boilers, chillers and air
    compressors;

> b\. Includes labor and materials for the following services:

-   Preventive or predictive maintenance procedures and repairs on all
    Central Utility Plant equipment;

-   Repair of all primary utility distribution systems;

-   Operation of Central Utility Plant;

-   Maintenance and repair of metering systems, and meter reading;

-   Purchase of all utilities to include electricity, natural gas,
    water/sanitary sewer, propane, and fuel oil;

-   Maintaining an accurate Central Utility Plant equipment inventory
    and accurate primary utility systems distribution drawings;

-   Operating support for program related upgrades or capital repairs to
    include shutdowns as well as providing basic information about
    primary utilities systems; and

-   Associated support for all operations and maintenance services such
    as vehicles, vehicle maintenance, training, computer equipment,
    maintenance related software systems, office supplies, copiers, fax
    machines, phones, radios, IT support, and supervision.

> 3\. Cleaning/Janitorial Costs (\$/GSF):
>
> a\. Includes the labor and materials for the following services:

-   Custodial cleaning services to include offices, laboratories,
    restrooms, corridors, stairwells, building entrances, conference
    rooms, and break rooms;

-   Trash/Refuse collection;

-   Window washing;

-   Recycling operations; and

-   Pest control operations.

> b\. *Does not* include the following:

-   Removal of hazardous waste.

> 4\. Roads/Grounds Costs (\$/GSF):
>
> Roads and Grounds costs shall be allocated based on the GSF of a
> building. Because the size of campuses and the build-out per campus
> can vary substantially, the cost per acre can be included in the
> comment field if that helps to explain costs that might seem high as
> compared to a building located off campus or on a densely developed
> campus.
>
> a\. Includes the following services:

-   Maintenance of landscaping to include grass cutting, tree trimming,
    shrub trimming, mulching, fertilizing, application of herbicides,
    shrub bed maintenance, flower planting, tree planting, shrub
    planting, and removal of leaves;

-   Snow and ice removal from all roads, parking lots, sidewalks, and
    building entrances;

-   Maintenance and repair of exterior and transportation signage and
    electronic control devices;

-   Maintenance and repair of roads, sidewalks, parking lots, bridges,
    pavement marking, and street lights;

-   Removal of litter;

-   Street sweeping; and

-   Parking garage cleaning, striping, lighting, and washing.

> b\. *Does not* include the following:

-   Any new construction of roads, sidewalks, or parking lots;

-   Purchase and maintenance of interior plants;

-   Setting up for special events held outdoors; and

-   Work required to comply with changes in security color codes;

2-2-30 Reporting Requirements

Minimum reporting requirements are as follows:

A. MISSION DEPENDENCY is a mandatory real property inventory data
element that each OPDIV shall review at least annually and update the
database with any changes.

B. CONDITION INDEX is mandated by FRPC and must be reported by OPDIVs to
HHS and by HHS to OMB. This first tier performance measure applies to
each HHS owned and operated building and shall be collected and reported
in accordance with HHS prescribed processes.

C. Facilities Utilization is a first tier performance measure mandated
by FRPC. Each OPDIV will base its utilization results on objectively
established space standards and on an annual census conducted in
accordance with Section 2-2-20-B. Each OPDIV is responsible to assure
appropriate implementation including timely entry of the resulting data
into the asset inventory system. The OPDIV will review the facility
utilization categorizations and update the building inventory system
with any changes during the last quarter of each fiscal year (reflecting
the census data).

d\. operations and maintenance cost is a first tier performance measure
mandated by FRPC. It is applicable to all HHS owned, operated, and
leased buildings and must be reported at the constructed asset level by
OPDIVs to HHS and by HHS to OMB.

e\. Construction Program Performance Measures. See reporting
requirements included under 2-2-10 "Procedures".

Section 2-3: Facility Condition Assessments

2-3-00 Policy

10 Procedures

20 Guidance and Information

30 Reporting Requirements

X2-3-A Guideline Specification for HHS Facility Condition Assessments

2-3-00 Policy

HHS facilities policy, in general, is to exercise responsible
stewardship of its infrastructure. Linking facilities requirements to
the budget decision-making process is a key element of stewardship, with
facility condition assessments being fundamental to establishing
facilities requirements. HHS specific policy relative to facility
condition assessments is as follows:

A.  HHS land-holding OPDIVS will conduct visual facility condition
    assessments of their constructed assets (buildings and structures)
    at a minimum of once every five years to identify associated
    deficiencies.

B.  A "desk-top" assessment will be conducted every year in the
    off-years of the visual assessment cycle. The purpose of a desk-top
    assessment is to update the cost-basis of visual assessments, to add
    any deficiencies that have emerged since the last visual assessment,
    and to delete any deficiencies that have been mitigated since the
    last visual assessment.

C.  Condition assessment data will be reported in compliance with HHS
    ARIS (Automated Real Property Information System) data and data
    transport standards. Note that Condition Index (CI) is a required
    field for ARIS reporting purposes but that total Repair Needs is
    not. The CI reported shall be calculated as follows, and formatted
    on forms and reports as a percentage value:

(1 -- (total repair needs/plant replacement value)) x 100

D.  Available capital will be invested in the maintenance, repair,
    renovation and construction of facilities consistent with condition
    assessment metrics, sound business practices, and HHS/OPDIV
    priorities. Among the top priorities is to reduce repair needs so as
    to achieve a condition that reflects comprehensive stewardship of
    Department assets. For classification purposes, ranges of CI will
    be:

> Level 1: Excellent: CI \>/= 95% and \</= 100%\
> Level 2: Good: CI \>/= 90% and \< 95%\
> Level 3: Fair: CI \>/= 65% and \< 90%\
> Level 4: Poor: CI \< 65%
>
> HHS's goal is to achieve a minimum CI of 90 per every constructed
> asset in a land-holding OPDIV\'s owned portfolio.

E.  The Facilities Condition Assessment Program (FCAP) will be a pillar
    of the land-holding OPDIV facilities program as it is an essential
    investment decision-making tool for OPDIV and HHS senior management.
    CI will be one of the indicators used to grade OPDIV scorecards.

2-3-10 Procedures

Consistent identification of repair needs is a key to an effective
condition assessment program. The following elements are provided to
assist in implementing an effective program and in linking it to a
land-holding OPDIVs budget decision-making process. These elements are
not intended to supersede policy or to limit OPDIV flexibility.

A.  ASTM standard E 2018-01 "Standard Guide for Property Condition
    Assessments: Baseline Property Condition Assessment Process" shall
    be considered in developing an assessment program.

B.  As a compliment to ASTM E2018-01, assessment and data quality
    control procedures shall follow the Guideline Specification for HHS
    Facility Condition Assessments attached as Exhibit X2-3-A.

C.  Assessment scope for reported CI shall include only physical
    deficiencies that exist at the time the assessment is conducted and
    should not include program related deficiencies (*i.e.,*
    deficiencies that require correction from a funding source other
    than facilities). "Repair needs" should be linked to existing
    defects. If a physical defect affects the mission or operation of a
    facility at the time the assessment is being conducted, then it
    should be considered to be a "repair need". Potential defects that
    have not manifested into physical defects that affect mission or
    operation, but based on analysis of industry standard EUL/RUL data,
    will do so before the next scheduled assessment, should not be
    identified as a "repair need" since they are not reflective of the
    condition of the facility at the time it is being inspected. Layout
    alterations, additions, customer-requested improvements, or any
    other projects that are not linked to defects are not "repair
    needs".

D.  Standard/recognized cost sources such as R.S. Means or DoD Cost
    Estimating Guide shall be used to estimate repair needs and plant
    replacement values.

E.  Plant Replacement Value (PRV) shall be the total cost, at current
    rates, for constructing existing assets to current construction
    standards using existing asset sizes and layouts. PRV shall not
    include personal property, *e.g.*, portable fixtures, furnishings,
    and equipment that are not part of the constructed fabric of the
    asset.

F.  Only include repair needs greater than a minimum threshold value of
    \$1,000.

G.  The total cost for each repair need, including both direct and
    indirect costs, shall be identified. Total cost shall include the
    rates/costs used for non-construction items associated with repair
    needs. Such items/rates may include, but are not limited to,
    Contingencies, Architects/Engineers fees, Pre-design & Design Fees,
    Contracting Fees, and Management Fees.

H.  All valid repair needs, regardless of priority, shall be used to
    calculate the CI value. Estimates of potential available budget or
    potential project timing, though they may be used in prioritization,
    are irrelevant and should be ignored when calculating CI.

I.  Replacements that have become necessary due to failure of aged or
    obsolete systems should be identified as repair needs. Allowances
    should be made for performing repairs or replacements with modern
    systems.

J. The prioritization of deficiencies across an OPDIV's portfolio shall
be based on the careful consideration of the mission dependency and use
of the constructed asset, as well as on the nature of the associated
deficiencies and the risks associated with them. Hence, it is important
that the assessment data includes the mission and use of the constructed
assets as well as the nature (category), severity of the deficiencies,
and other prescribed attributes. It is this data set that facility
planning/programming personnel shall rely on in developing projects,
annual budget submissions, and out-year plans.

2-3-20 GUIDANCE AND INFORMATION

Guidance for developing effective condition assessment contracting and
data collection procedures are contained in the Guideline Specification
at Exhibit X2-3-A. This guidance is provided in recognition of the
significant time and effort required to organize and/or contract for
services, collect, validate, and document accurate condition assessment
information and to calculate and report an accurate, reliable condition
index. It is important for facility management personnel to recognize
and consider that other facility management objectives, both at the
OPDIV and Department levels, are supported by the assessment process. To
realize maximum benefit, the process must be efficient and the data
collected must be accurate, complete, and useful.

2-3-30 Reporting Requirements

OPDIV's are required to report CI for each constructed asset (buildings
and structures) by November 30^th^ as part of their annual ARIS data
submission.

**HHS Facility Condition Assessment Program**

**Assessment Guidance**

[Facilities Management]{.smallcaps}

[Business Process and Technology Planning]{.smallcaps}

[for]{.smallcaps}

![](media/image1.png){width="4.965277777777778in"
height="1.2722222222222221in"}

**DEPARTMENT OF HEALTH AND HUMAN SERVICES (HHS)**

FACILITY CONDITION ASSESSMENT GUIDANCE

*The assessment guidance contained in this document is created
specifically for the Department of Health and Human Services (HHS)
landholding operating divisions (OPDIVs). It shall be used in
conjunction with ASTM E2018-01 (produced by ASTM International); which
is the current recognized standard for facility condition assessment. If
discrepancies arise between this assessment guidance document and ASTM
E2018-01, this HHS document shall be used. This guidance document is
intended for use only when assessing assets that are reported by HHS to
OMB and shall not be used for any other purpose. To the extent allowed
by federal law, this guidance document shall be reproduced by and on
behalf of HHS (including HHS contractors and tribal members whose tribe
is operating a facility pursuant to an Indian Self-Determination Act
agreement who must have access to this guidance document) and shall not
otherwise be reproduced or used by or for any other organizations.*

Table of Contents

HHS Facility Condition Assessment Program 19

Assessment Guidance 20

**1.0 Introduction** 21

> 1.1 Document Use 21
>
> 1.2 Objectives 21
>
> 1.3 Limitations 22
>
> 1.4 Anticipated Results 22

**2.0 Assessor & Reviewer** 22

> 2.1 Qualifications 23

**3.0 Assessment Scope** 23

> 3.1 Standard of Care 23
>
> 3.2 Scope Elements 24
>
> 3.3 Identification of Deficiencies & Repair Needs 27
>
> 3.4 Describing Deficiencies & Repair Needs 29
>
> 3.5 Costing Repair Needs 30
>
> 3.6 Classification of Repair Needs 31
>
> 3.7 Metrics -- Calculation and Reporting 32
>
> 3.8 OPDIV-Defined Scope Information 33
>
> 3.9 Technology Requirements 34

APPENDIX A -- Glossary 35

APPENDIX B -- Typical Assessment Elements 37

APPENDIX C -- Typical EUL Data 44

APPENDIX D - FRPC Predominant Use Category Codes for Buildings and
Structures 45

**1.0 Introduction**

## **1.1 Document Use**

> *This document is intended to be used by OPDIVs to help define
> appropriate scope of work documents for performing facility condition
> assessments at their facilities. In addition to requirements defined
> by the guide, OPDIVs will need to prepare a request for proposal and
> define OPDIV (or site) specific requirements. Sections of this guide
> that are highlighted within boxes may be used by HHS OPDIVs as
> necessary and may be inserted into specifications or Request for
> Proposals (RFPs) as required. Text written in italics is intended to
> be guidance information.*

## **Objectives**

> *The objectives of this guide are to:*
>
> ***Objective 1** - Provide OPDIVs with a standardized template and
> suggested content for a visual assessment project.  OPDIVs are
> required to perform visual assessment of each OPDIV owned & operated
> constructed asset at a frequency of no greater than five years.  In
> addition, OPDIVs must maintain a Condition Index (CI) for each owned
> and operated constructed asset and report the CI to HHS OFMP
> annually.  Maintaining a CI involves updating the capital repair
> projects list to account for completed and new projects as well as
> updating the estimated cost basis for each project.  The purpose of
> the objective is for OPDIVs to utilize similar practices consistent
> with industry best-practices in order to streamline OPDIV efforts and
> so that results are uniformly superior.*
>
> ***Objective 2** - Define, for real property constructed assets owned
> and operated by HHS, the scope, level of detail, processes and
> practices for performing facility condition assessments (FCA) and
> generating condition index (CI) metrics by performing visual surveys,
> research and interviews.*
>
> ***Objective 3** - Define assessment and reporting methods and results
> so that they support and contribute to both Department and Federal
> requirements for reporting real property management information.*
>
> ***Objective 4** - Provide assessment results in useful formats, to
> include a written report that identifies repair needs and condition
> index values for each constructed asset and electronic data sets to
> allow recordkeeping, analysis and reporting.*
>
> *Terminology used throughout this guide and in ASTM E2018-01 is
> referenced in Appendix A.*
>
> *The objective/purpose of the facility condition may be communicated
> to assessors as follows:*
>
> **1.2.1 Purpose**
>
> The purpose of the Facility Condition Assessment is to:
>
> 1\. Identify and communicate "repair needs" to operating departments
> (OPDIVs)*.* The term "repair needs" means "the amount necessary to
> ensure that a constructed asset is restored to a condition
> substantially equivalent to the originally intended and designed
> capacity, efficiency or capability." (FRPC Guidance for Real Property
> Inventory Reporting -- Section 2.11).
>
> 2\. Produce a "Condition Index" (CI) for each constructed asset. CI is
> a general measure of the constructed asset's condition at a specific
> point in time. CI is calculated as the ratio of repair needs to "plant
> replacement value (PRV)". The CI will be reported as a "percent
> condition" on a scale of 0% to 100% (positive whole numbers; for cases
> in which the calculation results in a negative number, the percentage
> should be reported as zero)*.* The higher the CI the better the
> condition the constructed asset is in. The "Plant Replacement Value"
> is the cost of replacing an existing constructed asset at today's
> standards. (see Section 3.7 for formula)

## **Limitations**

> *Contractual and legal obligations are entirely beyond the scope of
> this guidance document. Neither the guide as a whole nor individual
> elements should be used in legal documents without HHS and/or OPDIVs
> first applying appropriate contractual and legal language and review
> processes. This applies to both internal and external (e.g.,:
> agreements with outside assessors or reviewers) uses.*
>
> *The guide is a companion to HHS facility management policy documents.
> As such, it must be reviewed, revised and updated whenever policies
> are revised and/or re-interpreted.*
>
> *Appendix C of this guide identifies many physical conditions that may
> exist in HHS constructed assets, but it does not describe every
> possible physical condition. HHS is encouraged to revise Appendix C of
> the guide as new common physical conditions are discovered in HHS
> constructed assets.*
>
> *This guide does not replace the need for assessors to have completed
> suitable training for performing facility condition assessments and is
> not a substitute for such training.*
>
> *This guide does not address safety concerns when performing visual
> assessments. It is the responsibility of the OPDIV and assessor using
> this guide to establish and define appropriate safety and health
> practices.*

## **1.4 Anticipated Results**

> *This guide will:*

-   *Describe and define the practice necessary for performing facility
    condition assessments of HHS constructed assets;*

-   *Describe and recommend standard of care and practices for visual
    assessments and research;*

-   *Describe and recommend protocols for communicating results in a
    manner meaningful to the OPDIVs and to the Department;*

-   *Facilitate consistent FCA results.*

# **2.0 Assessor & Reviewer**

> *The quality of a FCA is highly dependent on the qualifications of the
> assessment team. Improved assessment results are achieved by using
> both assessors and reviewers. Assessors and/or Reviewers may be either
> HHS staffs or contractors. Either resource must, however, meet all
> qualifications described in Section 2.1.*
>
> *Ideally, these should be two functionally separate individuals or
> teams. Assessors and reviewers do not need to be organizationally
> independent from each other and are often part of the same company,
> team or organization.*
>
> *The descriptions of the assessors and reviewers may be communicated
> as follows:*
>
> **2.0 Assessor & Reviewer**
>
> The Assessor is the person or team that performs the visual
> assessments and records the results. The Reviewer is the person or
> team that checks the accuracy of the assessor's results and
> presentation of their findings.

## **Qualifications**

> *Qualifications should include factors such as experience, education,
> training, certification, and professional registration/licensure in
> appropriate subjects. The following minimum qualification standards
> should be used and, in addition, each OPDIV should augment their
> standards to account for local factors such as asset type and scope
> (special functional use, asset size, age, complexity, etc.), and the
> OPDIV's risk tolerance level.*
>
> *Each OPDIV will need to decide what characteristics demonstrate
> professional competence and compare this with the subject property
> type and scope (size, complexity, etc). For example, a shed may be
> assessed by an individual with a basic background in construction
> (e.g., building engineer), while a high-rise building should be
> assessed by an experienced Registered Professional (e.g., professional
> engineer).*
>
> *The qualification requirements of the assessors and reviewers may be
> communicated as follows:*
>
> **2.1 Qualifications**
>
> **2.1.1 Qualifications of the Assessor:**
>
> An Assessor shall have a minimum of 1 year professional experience and
> demonstrated professional competence in the scope element for which
> he/she is responsible for assessing (*e.g.,* architectural experience
> for the assessment of physical building elements and mechanical
> engineering experience for the assessment of mechanical systems, etc).
>
> **2.1.2 Qualifications of the Reviewer:**
>
> A Reviewer shall have a minimum of 3 years professional experience and
> demonstrated professional competence in the performance of facility
> condition assessments. In addition, the Reviewer should have
> acceptable qualifications and experience commensurate with the subject
> property type and scope (size, complexity, etc). Suitable experience
> combined with Registered Architect (RA), Professional Engineer (PE)
> licensure/registration, or Chartered Surveyor (MRICS) designations
> will demonstrate professional competence for Reviewers.

# 

# **3.0 Assessment Scope**

## **3.1 Standard of Care**

> *\[ASTM E2018-01, Section 3 also discusses Standard of Care\]*
>
> *OPDIVs should balance the costs and time demands involved in
> performing condition assessments. It is unreasonable for OPDIVs to
> expect assessors to identify every deficiency in minute detail or
> undertake exhaustive analysis where not warranted.*
>
> *Standard of care requirements may be communicated to assessors as
> follows:*
>
> **3.1 Standard of Care**
>
> Assessors and reviewers shall perform condition assessments using the
> degree of care and skill ordinarily exercised by licensed
> professionals practicing in the same or similar locality under similar
> conditions.
>
> Assessors shall make visual observations, review records, and conduct
> interviews to enable them to identify and describe repair needs that
> are required at the asset.
>
> Assessors shall gather sufficient information to provide
> reasonably-accurate opinions of costs for repair needs (20% error
> against actual costs shall be considered to be reasonably accurate).
> Assessors are not expected to enter every single room or area of a
> building, but should review sufficient areas to obtain the necessary
> information to identify and report repair needs.
>
> Representative observations may be used when assessing conditions at
> similar locations and construction types. Where repetition is apparent
> and sampling can be justified, Assessors may perform representative
> sampling techniques and extrapolate the results.

## **3.2 Scope Elements**

> *Consistent assessment scope definitions are necessary for the
> generation of consistent assessment results that provide useful
> metrics to allow direct comparison of different constructed assets.*
>
> *The following scope of services should be included in a facility
> condition assessment.*

2.  **Scope Elements**

> Assessments shall identify and evaluate physical deficiencies. In
> addition, assessments shall identify and discuss existing warranties,
> provide opinions of costs for repair needs, and provide a comparison
> of estimated useful life to remaining useful life. In addition, a
> checklist for the elements that should be reviewed during an
> assessment is provided in Appendix B*.*
>
> *\[If OPDIVs use the reference checklist, include Appendix B in the
> Scope of Services document\]*
>
> **3.2.1 Site Systems:**
>
> Identify the extent of the site systems and visually observe the
> systems for each of the following (if present). Site assets that are
> not reportable as 'constructed assets' to OMB are considered to be
> land elements. Land elements are not included in Federal Real Property
> Council (FRPC) reporting requirements. Constructed site assets not
> reportable under FRPC rules should be separately identified if they
> are to be assessed for HHS or OPDIV internal use.
>
> Adjoining assets - if part of building or within the boundary,
> include:
>
> **Drainage:** Identify and observe the condition of the storm water
> collection and drainage systems and note any problems with the removal
> of storm water and evidence of poor curbing and gutter systems.
>
> **Site Elements:** Identify and observe the condition of site elements
> such as sidewalks, plazas, patios, decks, retaining walls, irrigation
> systems, fountains, lighting, signage, ponds, and recreational
> facilities, and note any physical deficiencies.
>
> **Utilities:** Identify and observe the condition of on-site utility
> systems that are owned and operated by HHS. Examples may include water
> systems, wastewater treatment systems, power generation systems, gas
> supply pipelines, telecommunications lines, etc. Exclude utilities
> that are the responsibility of utility companies. Review operating
> costs against age and use of the systems. Assessors should not access
> concealed spaces (*e.g.,* underground services, manholes or utility
> pits).
>
> *\[While OPDIVs may elect to assess land elements, repair needs should
> not be included in CI metrics. Land elements are therefore excluded
> from this assessment scope.\]*
>
> **3.2.2 Structural Systems:**
>
> Identify and observe the condition of the structure for each
> constructed asset. Observe the substructure, including the foundation
> system, superstructure, or structural frame (floor and roof framing
> systems). Observe the structural elements for visible signs of
> distress (wall cracking, displacement, etc.). Perform seismic
> evaluations (Probable Maximum Loss (PML) Studies) in high earthquake
> risk areas that have been identified according to NEHRP guidelines.
>
> Observations of the building's structure generally are to be limited
> to vantage points that are on-grade or from readily accessible
> balconies or rooftops. In order to adequately understand the
> structure, where drawings are available, assessments should include a
> detailed drawing review. The assessment should not include a review of
> original design assumptions, calculations, or structural design
> analyses. Entering of crawl or confined space areas is excluded
> (however, the assessor should observe conditions to the extent easily
> visible from the point of access to the crawl or confined space
> areas), determination of previous substructure flooding or water
> penetration unless easily visible or if such information is provided.
>
> Observations of the building's structure generally are to be limited
> to vantage points that are on-grade or from readily accessible
> balconies or rooftops. In order to adequately understand the
> structure, where drawings are available, assessments should include a
> detailed drawing review. The assessment should not include a review of
> original design assumptions, calculations, or structural design
> analyses. Entering of crawl or confined space areas is excluded
> (however, the assessor should observe conditions to the extent easily
> visible from the point of access to the crawl or confined space
> areas), determination of previous substructure flooding or water
> penetration unless easily visible or if such information is provided.
>
> **3.2.3 Building Exterior Elements:**
>
> Identify and observe the condition of the building envelope including
> facades and/or curtain wall system, glazing system, exterior sealants,
> exterior balconies, windows, doors, stairways, parapets, canopies, etc
> and record physical deficiencies, including masonry pointing and
> sealant repair requirements. Identify the apparent or reported ages of
> building exterior elements and, combined with visual observations,
> identify the remaining useful life (RUL).
>
> High level access either by ladders, lifting machines or exterior
> suspended platforms or slings is excluded. Observations of the
> building's exterior generally are to be limited to vantage points that
> are on-grade or from readily accessible balconies or rooftops.
>
> **3.2.4 Roof Systems:**
>
> Identify and observe the condition of the roof systems, accessories
> and details (exposed membrane and flashings) including, parapets,
> slope, drainage, etc. Identify previous repairs, evidence of
> significant ponding, or roof leaks. Observe flashing and penetration
> details for condition and conformance with standard accepted industry
> practices. Inquire as to the age of the roof and whether a roof
> warranty is reported to be in effect. Identify the apparent or
> reported ages of roof systems and, combined with visual observations,
> identify the remaining useful life (RUL).
>
> Assessors should not walk on pitched roofs, or any roof areas that
> appear to be unsafe, or roofs with no built-in access. Assessments
> should exclude determining roofing design criteria.
>
> **3.2.5 Interior Finishes and Appliances:**
>
> Identify and observe the condition of floor, wall, ceiling and door
> finishes of typical internal areas, including, but not limited to,
> lobbies, corridors, assembly areas, and restrooms. Observe the
> condition of building amenities or other special features that are
> secured to the building fabric or are major components (such as pools,
> spas, fountains, major kitchen appliances, etc). Portable items (such
> as furniture or portable kitchen appliances) are beyond the scope of
> the condition assessment process. Assessors are not required to
> activate or operate appliances or fixtures. Assessments should exclude
> determining or reporting STC (Sound Transmission Class) ratings, and
> flammability issues/regulations.
>
> **3.2.6 Fire and Life Safety:**
>
> Identify and observe the condition and capabilities of structural fire
> protection, means of egress, fire suppression systems, and fire
> detection and alarm systems. Risks to general health and safety shall
> also be observed and recorded. Identify and observe the condition of
> life safety and fire protection systems, including sprinklers and
> standpipes (wet or dry, or both), fire hydrants, fire alarm systems,
> water storage, smoke detectors, fire extinguishers, emergency
> lighting, stairwell pressurization, smoke evacuation, etc. Identify
> the apparent or reported ages of life safety/fire protection systems
> and combined with visual observations identify the RUL. Assessments
> should exclude determining NFPA hazard classifications, classifying,
> or testing fire rating of assemblies.
>
> **3.2.7 Plumbing:**
>
> Identify and observe the condition of the plumbing systems, including
> piping (sanitary, storm and supply water), fixtures, and domestic hot
> water production, etc. Identify the apparent or reported ages of
> plumbing systems where available and, combined with visual
> observations, identify the RUL. Assessment should exclude determining
> adequate pressure and flow rate, fixture quantities, or pipe size
> verification.
>
> **3.2.8 Mechanical Systems:**
>
> **Heating Systems:** Identify and observe the condition of the heat
> generating and distribution systems, previous replacements/upgrades,
> the apparent level of maintenance exercised, and whether a maintenance
> contract is reported to be in place. Identify the apparent or reported
> ages of heating systems and, combined with visual observations,
> identify the RUL. The assessment should include a review of operating
> costs in relation the age and use of the heating systems. Observation
> of equipment in concealed spaces is excluded (*e.g.,* interiors of
> chimneys, flues or boiler stacks).
>
> **Cooling and Ventilation Systems:** Identify and observe the
> condition of air conditioning and ventilation systems including air
> handlers, cooling towers, chillers, package units, split systems,
> thermal storage equipment, distribution systems, etc. Identify
> previous replacements/upgrades, apparent level of preventive
> maintenance exercised, and whether a maintenance contract is reported
> to be in place. Also identify and observe the condition of
> refrigeration equipment for cold storage systems, special computer
> cooling equipment, etc. Identify the apparent or reported ages of air
> conditioning and ventilation systems and, combined with visual
> observations, identify the RUL. The assessment should include a review
> of operating costs in relation the age and use of the air conditioning
> and ventilation systems. Observation of concealed spaces is excluded
> (*e.g.,* air plenums). Process-related equipment is also excluded from
> the assessment scope.
>
> **3.2.9 Electrical:**
>
> Identify and observe the condition of the electrical service and
> electrical distribution system including distribution panels,
> transformers, meters, emergency generators, lighting systems, security
> systems, telecommunications systems and other such asset-related
> equipment or systems*.* Observe types of wiring, energy management
> systems, emergency power, lighting protection, etc. Identify the
> apparent or reported ages of electrical systems and, combined with
> visual observations, identify the RUL of the electrical components.
> Assessments should exclude the removal of electrical panel and device
> covers, electrical testing, EMF issues, or operating of any electrical
> devices. Process-related equipment is also excluded from the
> assessment scope.
>
> **3.2.10 Vertical and Horizontal Transportation:**
>
> Identify and observe the condition of elevator cabs, escalators and
> moving walkways, equipment and controls in machine rooms, hoistways,
> cabs, communication equipment and lobby finishes. For safety reasons,
> assessors shall be escorted at all times by qualified elevator
> inspectors or maintenance personnel within machine rooms or hoistways.
> Identify the apparent or reported ages of vertical transportation and
> horizontal transportation systems and, combined with visual
> observations, identify the RUL. Assessments should exclude unescorted
> access of machine rooms and hoistways and entering concealed spaces
> such as elevator/escalator pits or shafts.
>
> **3.2.11 Accessibility Issues**
>
> Perform cursory level site reconnaissance to observe major systems
> that may not comply with the applicable accessibility requirements.
> This should also include a review of accessibility into and around
> facilities, including access from parking areas and nearby public
> transit routes. While HHS OPDIVs are not required to make each of
> their existing facilities accessible, they are obligated to comply
> with Section 504\'s program accessibility standard. See 45 C.F.R.
> 85.42. Under Section 504\'s accessibility standard, an HHS OPDIV is
> obligated to operate each program or activity so that, when viewed in
> its entirety, it is accessible to and usable by persons with
> disabilities. In meeting that requirement, an OPDIV would not be
> required to take any action that would result in a fundamental
> alteration or undue financial and administrative burden.
>
> *\[OPDIVs should note that it may be necessary to seek legal counsel
> for Accessibility Issues.\]*

## 

## **3.3 Identification of Deficiencies & Repair Needs**

> *Instructions on identification and reporting of repair needs may be
> communicated to assessors as follows:*

3.  **Identification of Deficiencies & Repair Needs**

> **3.3.1 Questionnaire**
>
> The assessor shall generate and provide {OPDIV), occupant/user, or
> both, with a pre-survey questionnaire. The purpose of this
> questionnaire should be to obtain details of available records
> (including drawings) and to provide an indication of
> construction/installation dates and recent maintenance history.
> Examples of the type of information that should be requested are
> provided in Sections 3.3.3 and 3.3.4.
>
> *\[Commercially-available assessors will have their own questionnaire,
> which is normally issued to the asset/building managers for them to
> provide advance information prior to site visits.\]*
>
> **3.3.2 Visual Observations**
>
> During the site visit, the assessor shall record the general physical
> condition of the constructed assets and identify physical deficiencies
> observed or reported. Assessors shall use pre-defined checklists to
> collect all necessary assessment information^1^. Testing, measuring,
> or preparing calculations to determine adequacy, capacity, or
> compliance with any standard is typically not required. However,
> sufficient quantities should be estimated and recorded to allow
> Assessors to identify repair needs and formulate opinions of costs.
>
> Assessors shall document physical deficiencies and repair needs with
> photographs. Photographs should include examples of each repair need
> as a minimum. Excessive photographs of typical systems and components
> that do not help document repair needs should be avoided.
>
> *\[See Appendix B for details of "necessary assessment information"\]*
>
> **3.3.3 Interviews**
>
> Prior to the site visit(s), {OPDIV} will identify those individual(s)
> that are knowledgeable of the physical characteristics, maintenance,
> and repair of the property and available for interview. During the
> assessment interviews, assessors shall inquire about:
>
> \- Approximate ages of systems
>
> \- Previous repairs and replacements and their costs
>
> \- Preventive maintenance details and frequencies
>
> \- Pending repairs and improvements
>
> \- Frequency of major repairs and replacements
>
> \- Ongoing problems or issues related to physical condition or
> building use\
> (*e.g.,* known roof leaks or inadequate heating/cooling). Avoid
> questions about availability of space or items considered to be
> "desired".
>
> \- Existence of ongoing or pending litigation related to physical
> condition.
>
> The Assessor shall comply with ASTM E2018-01, Section 7.7.
>
> **3.3.4 Maintenance History Reviews**
>
> Where available, {OPDIV} will provide the following information for
> review by assessors. This information shall be requested in the
> pre-survey questionnaire (see Section 3.3.1).
>
> \- Certificate of Occupancy
>
> \- Safety inspection records
>
> \- Warranty information
>
> \- Records indicating the ages of systems such as roofing, paving,
> plumbing, heating, air conditioning, electrical, etc.
>
> \- Historical costs for repairs, improvements, replacements, etc.
>
> \- Description of future work and contracts/proposals for executed and
> planned capital projects.
>
> \- Outstanding code violations.
>
> \- Previous assessments and studies and the status of any
> previously-identified repair needs.
>
> \- Drawings and specifications (as-built or construction).
>
> Assessors may gather information from previous facility condition
> assessment reports. However, the assessor should exercise care when
> relying upon this information. Assessors shall comply with ASTM
> E2018-01, Section 3.5 for reliance on previous information.
>
> **3.3.5 Expected Useful Life (EUL) Matrix**
>
> When the annualized cost to maintain a building system or component
> exceeds its annualized replacement cost, then it has exceeded its
> expected useful life (EUL). In these circumstances a suitable repair
> need should be identified, which will usually be replacement of the
> system or component.
>
> The following organizations have published standard guides for use in
> calculating EUL data for various building systems and components.
>
> \- Building Owners & Managers Association (BOMA)
>
> \- RS Means
>
> \- Building Cost Information Service (BCIS)
>
> Assessors shall use these guides when identifying EUL information.
> Assessors shall make adjustments to the standard EUL data to reflect
> individual conditions, such as location, exposure, levels of
> maintenance, etc.
>
> Assessors should also identify systems and components that are likely
> to reach the end of their expected useful life during the assessment
> forecast period or before the next planned assessment (see Section
> 3.8.1). The unexpired life should be recorded as the RUL, and a repair
> need should be identified and triggered at the end of the RUL.
>
> *\[Repair needs may not simply reflect physical deficiencies but may
> be required due to age and maintenance costs. Abbreviated EUL data
> from recognized organizations are represented in Appendix D.\]*

## 

## 

## **3.4 Describing Deficiencies & Repair Needs**

> ***\[**ASTM E2018-01, Section 10 discusses producing an understandable
> assessment.\]*
>
> *The consistent identification of repair needs is a key element of an
> effective condition assessment program. See Section 3.6 and Appendix C
> for guidance relative to categorizing, and prioritizing repair needs.
> This guidance is provided to assist in implementing an effective
> condition assessment program and linking it to an OPDIV's budget
> decision-making process. It is not intended to supersede policy or
> limit OPDIV flexibility.*
>
> *The assessment results are also only valid at the point in time at
> which the assessor's observations and research were performed.*
>
> *Instructions on how to describe repair needs may be communicated to
> assessors as follows:*
>
> **3.4.1 Understandability**
>
> For each material physical deficiency, Assessors shall identify one or
> more repair need, which may include recommending further research or
> testing, or both, if necessary. The assessor should provide sufficient
> detail (*i.e.*, location within asset, work required, opinion of cost,
> and the reason for the repair need) so that {OPDIV} can formulate an
> outline scope of work for the repair need without needing to revisit
> the asset.
>
> *Ideally, OPDIVs should communicate their desired report format that
> best meets their own individual preferences and operational
> requirements. OPDIVs should provide the desired report headings to the
> assessors. These headings typically include the following:*

-   *Executive Summary (including summarized repair needs and metrics)*

```{=html}
<!-- -->
```
-   *Scope of Services*

-   *System Description, Conditions, Recommendations and Photographs*

> *In the absence of specific requirements, report format requirements
> may be communicated to assessors as follows:*
>
> **3.4.2 Report Formats**
>
> Assessors shall provide written reports in accordance with ASTM
> E2018-01, Section 10.
>
> *Classification and organization of repair needs can help OPDIVs run
> reports that present and summarize condition assessment data in a
> consistent manner.*
>
> *Common classification requirements may be communicated to assessors
> as follows:*

3.  **Common Classification**

> Assessors shall associate one of the following classifications with
> each identified repair need.

+------------------+---------------------------------------------------+
| Type of Repair   | Common Classification Reference                   |
| Need             |                                                   |
+------------------+---------------------------------------------------+
| Physical Repair  | Provide Uniformat II (Level 3) reference,         |
| Needs            |                                                   |
|                  | (*e.g.,* B2010 Exterior Walls, B3010 Roof         |
|                  | Coverings, C3010 Wall Finishes, D3030 Cooling     |
|                  | Generating Systems, D5010 Electrical Service &    |
|                  | Distribution, etc).                               |
+------------------+---------------------------------------------------+
| Code-related\    | Provide relevant code name and clause number,     |
| Repair Needs     |                                                   |
|                  | (*e.g.,* National Fire Protection Association --  |
|                  | NFPA, International Building Code -- IBC, Local   |
|                  | Codes, etc).                                      |
+------------------+---------------------------------------------------+
| Accessibility\   | Provide relevant clause reference from Americans  |
| Repair Needs     | with Disabilities Act Guideline clause (ADA-AG)   |
|                  | or Fair Housing Act (FHA).                        |
+------------------+---------------------------------------------------+

**3.5 Costing Repair Needs**

> *The consistent calculation of costs associated with repair needs is
> critical to providing information that allows for direct comparison of
> CI metrics.*
>
> *Instructions on how assessors should prepare consistent opinions of
> costs for repair needs may be communicated as follows:*
>
> **3.5.1** **Requirements**
>
> When calculating Repair Needs costs, Assessors shall:
>
> \- Identify the total cost for each repair need.
>
> \- Only include physical deficiencies, not program-related
> deficiencies.
>
> \- Only include 'repair needs' greater than the minimum threshold
> value of \$1,000. If there are similar separate repair needs that can
> be grouped and are below this threshold requirement, but collectively
> total over \$1,000, such items should be included as one grouped item.
>
> \- Identify and include replacements that have become necessary due to
> failure of aged or obsolete systems. Allowances should be made for
> performing repairs or replacements with modern systems.
>
> \- Identify and include the rates/costs used for non-construction
> costs associated with "repair needs" using standard rates issued by
> each OPDIV. These rates may include but are not limited to
> Contingencies, Architects/Engineers fees, Pre-design & Design Fees,
> Contracting Fees, and Management Fees.
>
> **3.5.2 Acceptable Cost Sources**
>
> Assessors shall use the following sources to provide acceptable
> opinions of costs for repair needs:
>
> \- RS Means, DoD Estimating Guide or other nationally recognized cost
> estimating standard
>
> \- Actual historic costs adjusted for inflation and location (*i.e.,*
> recent costs incurred for similar work).
>
> \- Contractor's actual quotations

## **3.6 Classification of Repair Needs**

> *It is not the intent of the facility condition assessment program to
> bring an existing building or structure into full compliance with the
> latest building code. The purpose of this section is to assist in
> providing uniformity in the classification of deficiencies.*
>
> *The use of a facility generally determines its life-safety and health
> risk. The classification of buildings and structures or portions
> thereof is based on the purpose for which the building or structure is
> used. Use groups, as defined below, shall be used to determine the
> appropriate deficiency classification; provided found in Appendix C.*
>
> *In order to allow assessors to provide consistent priorities for each
> repair need, the following classes shall be communicated by the OPDIV
> to the Assessor; and the OPDIV shall assign each asset to one of these
> classifications.*
>
> **3.6 Classification of Repair Needs**
>
> **3.6.1 Asset Classifications**
>
> {OPDIV} has classified each constructed asset into one of the
> prescribed categories. The Assessor shall reference these categories
> when assigning priorities to each repair need. \[See Appendix D - FRPC
> codes for \"predominant use categories\" of buildings and
> structures.\]
>
> *A list of deficiencies represents the work necessary to bring the
> facility into a proper and acceptable state of repair so that it will
> maintain and enhance the OPDIVs mission and its work environment.*
>
> **3.6.2 Maintaining Integrity of Deficiency Definitions**
>
> Assessors shall classify deficiencies and repair needs as objectively
> as possible. In no case shall a higher classification be assigned to
> increase the likelihood that a deficiency will be funded. The
> integrity of the system must be maintained through professional
> objectivity.
>
> *Instructions need to be provided by OPDIVs to assessors explaining
> how deficiencies and repair needs should be classified (e.g.,
> prioritized). The deficiency classification system may be communicated
> to assessors as follows:*
>
> **3.6.3 Deficiency Classifications/Prioritization**
>
> It is strongly recommended that repair needs be classified into one of
> three categories as follows. While it is not required that OPDIVS use
> these letter-type codes, the coding schemes used must support
> reporting of deficiency details in these three summary groupings when
> requested by the Department.
>
> **THE FOLLOWING CLASSIFICATIONS ('S', 'A' & 'MR') SHOULD BE CONSIDERED
> TO BE REPAIR NEEDS AND SHOULD BE INCLUDED IN CI CALCULATIONS:**
>
> [Classification 'S']{.underline}- Projects for immediate
> implementation to correct hazardous life safety and health
> deficiencies.
>
> [Classification "A"]{.underline} - Projects to correct accreditation
> and Federal regulation related deficiencies. At the OPDIV's
> discretion, this category may be further subdivided into:
>
> A1 Deficiencies that are identified in an accreditation report such as
> AAALAC and JCAHO.
>
> A2 Deficiencies that are not in compliance with Federal or
> Departmental regulations or local codes.
>
> [Classification 'MR']{.underline} - Projects for repair, replacement,
> or maintenance*.* At the OPDIV's discretion, this category may be
> further subdivided into:
>
> MR1 Deficiencies requiring repair, replacement, or maintenance that
> may result in an interruption of facility operations if not corrected.
>
> MR2 Deficiencies requiring repair, replacement, or maintenance that
> have minimal impact on operations that can be abated through OPDIV
> maintenance until the deficiency can be corrected.
>
> **THE FOLLOWING CLASSIFICATIONS SHOULD [NOT]{.underline} BE CONSIDERED
> TO BE REPAIR NEEDS AND SHOULD [NOT]{.underline} BE INCLUDED IN CI
> CALCULATIONS:**
>
> IMPROVEMENT PROJECTS - user requested or otherwise - are not to be
> considered to be repair needs.

## 

## **3.7 Metrics -- Calculation and Reporting**

> *Instructions to assessors on how to calculate CI metrics for each
> constructed asset may be communicated as follows:*
>
> **3.7.1 Condition Index**
>
> For each constructed asset, Assessors shall calculate and report the
> Condition Index (CI), as follows:
>
> *- CI Formula*---Use the following formula to calculate a CI value for
> each constructed asset:
>
> CI = (1 -- (Repair Needs/Plant Replacement Value)) x 100.
>
> \- CI values shall be formatted as a percentage on forms and reports.
> All [valid]{.underline} (*i.e.,*Class' S', 'A' & 'MR') repair needs,
> regardless of priority, should be used to calculate CI values.
> Estimates of potential available budget or potential project timing,
> though they may be used in prioritization, should be ignored when
> calculating CI.
>
> \- CI field shall be formatted per ARIS specifications for data
> transfer.

## **3.8 OPDIV-Defined Scope Information**

> **3.8.1 Required Information** \[ASTM E2018-01, Section 4 discusses
> required information\]
>
> *As the requirements for each OPDIV and location are different, OPDIVs
> will need to provide certain information to assessors prior to
> performing assessments. The following master list includes items that
> an OPDIV should include in an assessment briefing/RFP.*
>
> *Information may be communicated to assessors as follows:*
>
> **3.8 {OPDIV} Supplied Information**

1.  **Timeline Requirements:**

> \* Critical contract performance dates:
>
> Contract Award: \_\_\_\_\_\_\_\_\_\_\_\_
>
> Start Date: \_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_
>
> Site Visit(s): \_\_\_\_\_\_\_\_\_\_\_\_\_\_\_
>
> Submit Report(s): \_\_\_\_\_\_\_\_\_\_\_
>
> \* Planned Assessment Frequency: Every \_\_\_\_\_ Years
>
> \* Start Year for assessment results: 2\_\_\_\_.\
> *\[This is typically the current year if the FCA is completed before
> June 30; or following year if the FCA is completed after July 1.\]*
>
> \* Forecast period for assessment results: \_\_\_\_\_ Years\
> *\[e.g., 1, 3, 5, 10 or 20-year forecast period. A 10-year forecast
> period is generally the industry standard. Alternatively, if funding
> for assessments is limited, the forecast period may equal the
> assessment frequency.\]*
>
> **3.8.2 Constructed Asset details**
>
> \* Number of assets: \_\_\_\_\_\_\_\_\_\_
>
> \* Location of each asset: \[Provide List\]
>
> \* Type/Use of each asset: \[Provide List\]
>
> \* Size of each asset: \[Provide List\]
>
> \* Number of floors for each asset: \[Provide List\]
>
> \* Brief description of property construction: \[Provide List\]
>
> \* Approximate age of each asset: \[Provide List\]
>
> \* Plant Replacement Value (PRV) for each constructed asset: \[Provide
> List\]
>
> *\[If PRV is unknown it may be necessary to instruct the assessor to
> estimate these values as part of the Condition Index (CI)
> calculations.\]*
>
> *\[This information can be effectively presented to Assessors in a
> tabular format\]*
>
> **3.8.3 Access Restrictions**
>
> \* Site contact for each asset: \[Provide List of Names and Contact
> Details\]
>
> \* Security & identification requirements (*e.g.,* badges): \[Describe
> Requirements\]
>
> \* Working hour restrictions: \[Text or List (if different for each
> asset)\]
>
> \* Office space availability: \[Text or List (if different for each
> asset)\]
>
> *\[This information can be effectively presented to Assessors in a
> tabular format\]*

4.  **Availability of background information**

> \* Drawing availability: \[Provide List of Drawings per Asset\]
>
> \* Maintenance history availability: \[Provide List of Documents per
> Asset\]
>
> *\[This information can be effectively presented to Assessors in a
> tabular format\]*

**3.9 Technology Requirements**

*OPDIVs are required to report CI results to HHS in a format that can be
uploaded into the HHS ARIS system. While most assessment software
packages should be able to satisfy this requirement, OPDIVs should also
evaluate how they want to use the assessment results to plan and manage
capital projects and how they want to manage assessment information
(e.g., OPDIV ability to manipulate repair needs, priorities, costs,
produce reports, etc).*

*Most commercially-available assessors prefer to use their own
proprietary assessment software systems. If these are required, OPDIVs
will need to specify their own technology requirements. If OPDIVs use
their own in-house systems, details, training, and access will need to
be provided to assessors.*

*Software requirements may be communicated to assessors as follows:*

> **3.9 Technology Requirements**
>
> Assessment information shall be collected and stored within an
> automated data-processing system that allows secure real-time access
> and remote manipulation of information*.*
>
> As a minimum requirement, Assessor-supplied software should be capable
> of providing the following functions:
>
> Calculate CI Information per Constructed Asset
>
> \* Export CI Information to HHS ARIS system
>
> \* Enter & Alter Classifications/Prioritizations of Repair Needs
>
> \* Enter & Alter Costs for Repair Needs
>
> \* Enter & Alter Repair Need Status information (*e.g.,* is it
> planned, in design, completed)
>
> \* Obtain and View Repair Need Information and Photographs
>
> \* Produce Pre-defined and User-defined Queries and Reports
>
> *If required, OPDIVs should also define the following for the
> Assessor:*

-   Required interaction with existing IT systems

-   Photograph parameters (file format and size, naming protocol, file
    storage location, etc)

-   Data Entry Methods

    -   On-site / Web / Remote

-   Reporting Methods

    -   Required pre-defined queries and reports

    -   Required user-defined queries and reports

-   Communication

    -   Web Capability requirement

    -   Intranet Capability requirement

-   Ownership of Information (OPDIV or Assessor). Typically OPDIVs
    should have ownership rights for all information produced by outside
    assessors and be able to distribute assessment information and
    results freely without hindrance.

**APPENDIX A**

**Glossary**

This section provides definitions, descriptions of terms, and a list of
acronyms, where applicable, for the words used for defining condition
assessment processes.

-   A list of industry-standard terms may be found in Section 2 of ASTM
    E2018-01.

Additional terms:

-   *AAALAC,* n--- Association for Assessment and Accreditation of
    Laboratory Animal Care International.

-   *Assessor*, *n*---the entity or individual that is responsible for
    the observance of and reporting on the physical condition of
    constructed assets in accordance with this guide*.* The assessor
    generally is an independent contractor; however, the assessor may be
    an HHS employee*.* The assessor may be an individual that is both
    the assessor and reviewer as described in Section 6.

-   *ARIS, n*---HHS data-processing system used to capture information
    on constructed assets.

-   *ASTM, n*---American Society for Testing and Materials
    ([www.astm.org](http://www.astm.org/)).

-   *BCIS, n*---see [www.bcis.co.uk](http://www.bcis.co.uk/)

-   *BOMA, n*---see [www.boma.org](http://www.boma.org/)

-   *Chartered* *surveyor*, *n*---designation reserved for a person
    professionally qualified, examined, and chartered by the RICS
    ([www.rics.org](http://www.rics.org/)) to perform facility condition
    assessments.

-   *Condition Index, n (CI)* ---the second of four performance measures
    established by the Federal Real Property Council. It is defined in
    Section 2-2 of the HHS Facilities Program Manual.

-   *Constructed asset, n*---buildings and structures (not land) that
    are required to be reported by HHS to OMB

-   *de minimis*, *adj*---describes repair needs with costs below the
    HHS defined threshold value (\$1,000 as of January 2006).

-   *Facility Condition Assessment (FCA)*, *v*---the process by which a
    person or entity observes a property, interviews sources, and
    reviews available documentation for the purpose of developing an
    opinion and reporting current physical condition (similar to ASTM
    definition of "property condition assessment").

-   *HHS, n*---Department of Health and Human Services.

-   *JCAHO, n*---Joint Commission on Accreditation of Health Care
    Organizations

-   *OMB, n*---United States Government Office of Management and Budget

-   *OPDIV, n*---Operating department of Health and Human Services
    (*e.g.,* National Institutes of Health (NIH), Centers for Disease
    Control and Prevention (CDC), Indian Health Service (IHS), and Food
    and Drug Administration (FDA)).

-   *Opinions of costs*, *n*---determination of costs, a preliminary
    budget, for a suggested repair need (similar to ASTM definition of
    "opinions of probable costs")

-   *NEHRP, n*---The National Earthquake Hazards Reduction Program
    (<http://www.nehrp.gov/>)

-   *Plant Replacement Value, n (PRV)---*shall be the total cost, at
    current rates, for constructing existing assets to current
    construction standards using existing asset sizes and layouts. PRV
    shall not include fixtures, furnishings and equipment that are not
    part of the constructed fabric of the asset.

-   *PML, n*---Probable Maximum Loss

-   *Remaining useful life (RUL)*, *n*---the unexpired amount of time in
    years that an item, component or system is estimated to function.
    RUL may be calculated as the EUL (in years) minus the Age (in
    years). RUL values should be adjusted to reflect actual conditions
    observed during visual assessments (See ASTM E2018-01 for EUL
    definition).

-   *Repair need*, *n*--- means the amount necessary to ensure that a
    constructed asset is restored to a condition substantially
    equivalent to the originally intended and designed capacity,
    efficiency, or capability. It is an opinion as to a course of action
    to remedy or repair a physical deficiency*.* Such an opinion may
    also be to conduct further research or testing for the purposes of
    discovery to gain a better understanding of the cause or extent of a
    physical deficiency (whether observed or highly probable) and the
    appropriate remedial or reparatory response. A suggested repair need
    may be preliminary and does not preclude alternate methods or
    schemes that might be more appropriate to remedy the physical
    deficiency or that may be more commensurate with HHS requirements.
    Also, repair needs only include physical deficiencies, not
    program-related deficiencies. If a physical deficiency affects the
    mission or operation of a facility, then it should be considered to
    be a repair need and the appropriate system or component should
    either be repaired or replaced. Repair needs that have not yet
    manifested into physical deficiencies that affect mission or
    operation, but, based on analysis of industry standard EUL/RUL data,
    will do so before the next scheduled visual assessment, should also
    be identified as a repair need. Layout alterations, additions,
    improvements, or any other projects that are not linked to defects
    are not repair needs.

-   *Reviewer*, *n*---the individual that both exercises responsible
    control over the assessor and who reviews the results of the FCA
    prior to delivery to HHS/OPDIVs.

-   *RS Means, n*---see [www.rsmeans.com](http://www.rsmeans.com/)

-   *Visual survey*, *v*---the assessor's site visit of the constructed
    asset, consisting of non-intrusive visual observations, survey of
    readily accessible, easily visible components and systems of the
    constructed asset (similar to ASTM definition of "walk-through"
    survey).

**APPENDIX B**

**Typical Assessment Elements**

*The following list highlights the elements typically reviewed during a
facility condition assessment. A contracted assessor should provide
their own formatted checklist for use during an assessment (see Section
3.3). It is not intended to be a finite list, simply a list to assist
OPDIVs define the elements that should be reviewed during the assessment
process.*

These information points should be collected by Assessors and are used
to aid the identification of repair needs and formulation of realistic
opinions of costs for performing the identified repair needs.

**Site Features**

-   Type/Material

-   Age

-   Approximate Quantity (Area/Length)

-   Condition

-   Previous Repairs

**Structural Systems**

-   Foundation Type

-   Bearing Pressures

-   Foundation Wall Type

-   Waterproofing & Underdrain Methods

-   Grade Slab/Structural Slab Construction and Thickness

-   Column Type (& Spacing)

-   Elevated Floor Slab Construction

-   Roof Framing/Support System

-   Post-Tensioning (if present)

-   Previous Repairs

-   Building Loads

-   Seismic Zone

-   Wind Loads

-   Condition

-   Previous Repairs

**Roof Systems**

-   Roof Type

-   Age

-   Surface Material

-   Manufacturer

-   Substrate

-   Insulation

-   Deck

-   Slope

-   Warranty

-   Previous Repairs

-   Leak History

-   Roof Area

-   Flashing Details

-   Parapet Wall/Coping

-   Drainage (Inc. \# Drains)

-   Overflow Protection

-   Gutters & Downspouts

    -   Condition

    -   Previous Repairs

-   Other (Check - Weathering, Cracking, Ponding, Open Seams,
    Blistering, Wrinkling, Missing Ballast, Holes/Tears, Fasteners,
    Flashing, Pitch Pockets, Walk Pads)

**Building Exterior Elements**

-   Exterior Wall Type

-   Insulation Type & Thickness

-   Wall Areas (per elevation)

-   Sealants Type & Spacing

-   Window Type

-   Glazing Type

-   Window Quantity/Area (per elevation)

-   Window Sealants Type

-   Window Installation Date

-   Leaks

-   Condition

-   Previous Repairs

-   Other (Check- Cracking, Displacement, Weep Holes, Settlement, Trim
    Rot, Efflorescence, Corrosion)

**Interior Finishes & Appliances**

-   Floor Finish Type

-   Wall Finish Type

-   Ceiling Finish Type

-   Lighting Type

-   Finish Surface Area (Quantities)

-   Door Type (Inc. Hardware)

-   Major Kitchen Appliances

-   Major Components (*e.g.,* pools, spas, fountains, etc)

-   Condition

-   Previous Repairs

**Fire and Life Safety**

> Means of Egress & Life Safety

-   Use Group

-   Type of Construction

-   Occupant Load

-   \# Exits/Floor

-   Exit Remoteness

-   Exit Lights

-   Emergency Lights

-   Battery Back-up

-   Max. Travel Dist

-   Stairs (Width, Doors & Fire Resistance)

-   Fire Door Rating

-   Signage

-   Penetrations

-   Maintenance of Egress Areas (Obstructions)

> Emergency Power System

-   System Type

-   Emergency Power Generator

-   Generator Load Bank Tests

-   UPS System

-   Age of Systems

-   Condition

-   Previous Repairs

**Fire Alarm System**

-   System Type

-   Annunciator Panel Manufacturer & Location

-   Pull Station Location and Type

-   Strobes/Bells Location and Type

-   Fire Extinguishers Location and Type

-   Age of Systems

-   Previous Fire Alarm Test Results

-   Condition

-   Previous Repairs

> Automatic Fire Suppression System

-   Sprinkler System Type

-   Sprinklered Locations

-   Fire Pump Type and Suitability

-   Age of System

-   Condition

-   Previous Repairs

> Standpipe System

-   Wet-pipe Standpipes

-   Valves & Connections

-   Street Level Connections (siamese)

-   Fire Pump Type and Suitability

-   Age of Systems

-   Condition

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-   Previous Repairs

> **Smoke Management Systems**

-   Type of System

-   Smoke Dampers Type and Location

-   Stairwell Pressurization Fans

**Mechanical Systems**

**Common Elements (for all types of equipment):**

-   Manufacturer

-   Model No

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-   Age of Systems

-   Condition

-   Previous Repairs

**Heating Systems**

-   Heating Source (Steam/Hot Water/Direct Gas-Fired/Electric)

-   Boiler Type (Fuel-Oil/Nat. Gas/Electric)

-   Boiler Product (Steam/Hot Water)

-   Boiler Capacity

-   Boiler Type: (Fire Tube/Water Tube/Cast Iron/Other)

-   Boiler Feed Water System

-   Water Treatment

-   Condensate Return System

-   Heat Exchangers

Heating Water Pumps

-   Type

-   Motor HP

Heating Water Piping

-   Material (Black Steel/Copper, Welded/Soldered/Victaulic)

-   Insulation

-   Risers (# of Risers & Size)

> **Cooling and Ventilation Systems**

Condenser Water System

-   Cooling Tower Type (Crossflow/Counterflow, Induced Draft/Forced
    Draft, \# Cells)

-   Nominal Capacity

-   Equipment Served

-   Piping Type

-   Insulation

-   Water Treatment

Pumps (Condenser & Chilled Water)

-   Type

-   Motor HP

Chilled Water System

-   Chiller Type (Centrifugal/Reciprocating, Hermetic/Open, Water
    Cooled/Air Cooled)

-   Nominal Capacity

-   Refrigerant

-   Expansion Tank

-   Heat Exchanger

Chilled Water Piping

-   Material (Black Steel/Copper, Welded/Soldered/Victaulic)

-   Insulation

-   Risers (# of Risers & Size)

Air Handling Units

-   Typical Capacity

-   Motor HP

-   Coils (Chilled Water/Heating Water/Steam/Other)

-   Drain Pans

-   Casing

-   Outside Air (Central/Per AHU/Other)

-   Starter (X-Line/VFD/RV)

-   System Type (Constant Volume/VAV/FPMB/Multi-zone)

-   Self-Contained/Split System

-   Ducts (Metal/Other)

-   Insulation

Heat Pumps

-   Air/Water Cooled

-   Capacities

> Fan Coil & Induction Units

-   Capacities

-   Type (2-Pipe/4-Pipe/Other)

-   Controls

-   Drain Pans

> Fans

-   Capacities

-   Motor HP

-   Starter (X-Line/VFD)

> Exhausts

-   Capacities

-   Motor HP

**Electrical Systems**

Service Entrance

-   Utility Company

-   Transformer (Vault, Pad Mounted, Pole Mounted)

-   Transformer ownership

-   Service Characteristics (Voltage, Phase, Watts)

-   Service Conductors (Busway, Underground Ducts, Aerial Drop, Copper,
    Aluminum, Concrete Encased, Other)

-   Meter Ownership

Main Electrical Room

-   NEC Clearances

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-   Fire Protection

-   Storage/Piping in Room

Main Switchgear

-   Bus & Mains Rating

-   GFI Protection

-   \# of Distribution Sections

-   \# of Feeder Devices

-   Feeder Breakers/Switches

Motor Control Center

-   \# of Sections

-   \# of Devices

-   Bus Rating

-   Type of Protective Devices (Circuit Breakers / MCP's/Fusible
    Switches)

-   Type of Starters (Magnetic / VFD)

> Distribution Panels

-   Bus Ratings

-   Feeder Devices (Breakers / Switches)

-   \# of Feeder Devices

-   Types of Loads Served

> Panelboards

-   Overcurrent Devices (Circuit Breakers / Fusible Switches / Plug
    Fuses)

-   \# Devices

-   Bus Rating

> Transformers

-   Type

-   Ratings (Voltage, Phase, Watts)

> Power Distribution

-   Conduit

-   Conductors (Copper / Aluminum)

-   Insulation (Thermoplastic / Rubber / Cloth / Other)

-   Busway (Feeder / Plug-In)

> Emergency Power Systems

-   Generator Type & Fuel Source (Diesel / Nat. Gas / Gasoline)

-   Characteristics (Voltage, Rating)

-   Tank Capacity

> Security Systems

-   Cameras

-   Monitors

-   Sequencers

-   Recording Capabilities

-   Electric Door Locks

-   Card Readers/Keypads

-   Internal Communications

> Lighting Protection System

-   Material (Copper / Aluminum)

**Plumbing Systems**

> Domestic Cold Water

-   Incoming Water Pipe Size & Material

-   Insulation

-   Booster Pumps

-   Motor HP

-   Controls

-   Capacity

-   Distribution Piping Material

> Domestic Hot Water

-   Water Heater (Central/Distributed)

-   Fuel (Steam/Nat. Gas/Electric/Other

-   Style (Instantaneous/Remote Storage/Self-Storage)

-   Heating Capacity

-   Tank Capacity

-   Circulating Pumps

-   Motor HP

-   Hot Water Piping Material

> Storm Drainage

-   Roof Drains

-   Overflow Drains

-   \# of Risers

-   Piping Material

-   Sump Pumps

-   Motor HP

> Sanitary Drainage

-   \# of Risers

-   Piping Material

-   Ejector Pumps

-   Motor HP

**Vertical & Horizontal Transportation**

-   Speed

-   Capacity

-   Type

-   Manufacturer

-   Age

-   Machine Room Characteristics & Equipment

-   Hoistway Characteristics & Equipment

-   Car Characteristics & Equipment

### Accessibility

###  Accessible Entrance

-   Location & Setting

-   Parking

-   Entrances

> **Access to Goods and Services (Horizontal Circulation)**

-   Interior Doors

-   Corridors

-   Stairs

###  Access to Restrooms

-   Entrance Doors & Lobbies

-   Signage

-   Stalls

-   Appliances

> **Elimination of Remaining Barriers**

-   Drinking Fountains

-   Telephones

-   Mail Boxes

-   ATM's, etc

> **APPENDIX C**

**Typical Estimated Useful Life Data**

Repair needs may not simply reflect physical deficiencies but may be
required due to age and maintenance costs. When the annualized cost to
maintain a building system or component exceeds its annualized
replacement cost, then it has exceeded its expected useful life (EUL).
In these circumstances a suitable repair need should be identified,
which will usually be replacement of the system or component.

Several organizations have published standard guides for use in
calculating EUL data for various building systems and components.
Assessors should use these guides when identifying EUL information.
Assessors should make adjustments to the standard EUL data to reflect
individual conditions, such as location, exposure, levels of
maintenance, etc.

Abbreviated EUL data from the following organizations is provided as
follows:

  ---------------------------------- --------- --------- --------- -------------
  System / Component (EUL in \#      BOMA      RS Means  BCIS      **Average**
  Years)                                                           

  EPDM Roof                          15        20        25        **20**

  Asphalt Built-up Roof              25        28        35        **29**

  Modified Bitumen (2-ply)           20        25        20        **22**

  Asphalt Shingles (Average)         22        20        N/A       **21**

  Slate Roof                         75        70        75        **73**

  Curtain Wall -- Glass              30        N/A       45        **38**

  Curtain Wall -- Metal              40        35        45        **40**

  Exterior Windows (wood frame)      30        40        35        **35**

  Exterior Windows (aluminum frame)  30        50        45        **42**

  Vinyl Flooring                     12        18        15        **15**

  Exterior Roll-up Doors             N/A       35        25        **30**

  Interior Doors -- Hollow Core      N/A       30        35        **33**

  Carpet (Broadloom)                 5         8         15        **9**

  Interior Paint (Walls)             5         5         N/A       **5**

  Suspended Ceiling                  25        20        25        **23**

  Fire Alarm System                  10        15        N/A       **13**

  Sprinkler System                   25        20        35        **27**

  Air-Conditioners (Package)         15        20        15        **17**

  Air-Handling Units (Packaged)      25        15        N/A       **20**

  Boilers (Gas)                      25        30        20        **25**

  Furnaces                           18        15        N/A       **17**

  Unit Heaters (Electric)            10        15        N/A       **13**

  Fans (Axial)                       20        20        15        **18**

  Fan Coil Units                     20        15        N/A       **18**

  Ductwork                           30        N/A       35        **33**

  Package Chillers (Reciprocating)   20        20        15        **18**

  Cooling Towers (Metal)             18        15        N/A       **17**

  Condensers (Air-Cooled)            20        15        N/A       **18**

  Pumps (Base-Mounted)               25        20        15        **20**

  Electric Transformers              30        30        N/A       **30**

  Automatic Transfer Switch          25        18        N/A       **22**

  Emergency Generator                20        25        N/A       **23**

  Interior Light Fixtures            20        20        15        **18**

  Elevator (Hydraulic)               15        N/A       30        **23**

  Elevator (Traction)                20        N/A       30        **25**

  Domestic Water Heaters             10        15        N/A       **13**

  Exterior Pavement                  30        25        25        **27**
  ---------------------------------- --------- --------- --------- -------------

**APPENDIX D**

**FRPC Predominant Use Category Codes for Buildings and Structures**

Excerpted from "Quick Guide -- Predominate Use Categories and Codes",
*Real Property Inventory -- Interim User Guidance for FY2005 Reporting*,
Federal Real Property Council, page 33 of 65. OPDIVs and Assessors
should verify values shown on these tables with current FRPC
publications at the time assessments are performed.

**[Building Predominant Use Categories]{.underline}**

  ---------------------- ------------------------------------------------
  Code                   Predominant Use Category

  10                     Office

  14                     Post Office

  21                     Hospital

  22                     Prison (Government Owned only)

  23                     School

  29                     Other Institutional Uses

  30                     Family Housing

  31                     Dormitories/Barracks

  41                     Warehouses

  50                     Industrial

  60                     Service

  72                     Communications Systems

  73                     Navigational and Traffic Aids

  74                     Laboratories

  80                     All Other
  ---------------------- ------------------------------------------------

**[Structure Predominant Use Categories]{.underline}**

  --------- -------------------------------- ----------------------------
  Code      Predominant Use Category         Valid Units of Measure

  12        Airfields Pavements              Square Yards

  13        Harbors and Ports                Square Yards

  15        Power Development and            Each, Linear Feet
            Distribution                     

  16        Reclamation and Irrigation       Each, Linear Feet

  18        Flood Control and Navigation     Each, Linear Feet

  40        Storage (other than buildings)   Each, Linear Feet

  50        Industrial (other than           Each, Linear Feet
            buildings)                       

  60        Service (other than buildings)   Each

  65        Space Exploration Structures     Each

  66        Parking Structures               Square Yards

  70        Research and Development (other  Each
            than Labs)                       

  71        Utility Systems                  Each, Linear Feet, Miles

  72        Communications Systems           Each, Miles

  73        Navigation and Traffic Aids      Each
            (other than buildings)           

  75        Recreational (other than         Each
            buildings)                       

  76        Roads and Bridges                Lane Miles, Square Yards

  77        Railroads                        Miles

  78        Monuments and Memorials          Each

  79        Miscellaneous Military           Each
            Facilities                       

  82        Weapons Ranges                   Each

  80        All Other                        Each, Lane Miles, Linear
                                             Feet, Miles, Square Yards
  --------- -------------------------------- ----------------------------

[^1]: Required program space in the HSP is determined by numerous
    factors such: as demography, function or discipline, staff travel
    time, service radius, work load threshold, work load limits, bed
    days, visits, man hours, exams, meals, staff, service, linen,
    billable test, births, work units, storage index, and surgical
    procedures

[^2]: Research at the National Institutes of Health is similar to a
    university biomedical research program that utilizes a large number
    of Post Doctorate Fellows in their research laboratories and
    therefore their density would be higher. The Centers for Disease
    Control and Prevention and the Food and Drug Administration
    biomedical research programs are more aligned with industry and
    their density would be lower.