**Office of Science**

**Laboratory Infrastructure Division**

**Facilities Management Communiqué**

**July 25, 2001**

**Office of Science Facilities Management Workshop**

The Office of Science (SC) held a Facilities Management Workshop in
Germantown, Maryland on May 3, 2001. SC facility managers from the field
participated in this DOE-employee-only workshop. Topics discussed
included facilities management initiatives, SC infrastructure
modernization initiative, LCAM performance measures, third-party
financing alternatives, and maintenance issues. Presenters were from top
SC management, other DOE headquarters program offices, and multiprogram
and program-dedicated DOE staff from around the SC complex. The agenda
and workshop presentations can be viewed at the SC-82 web site at
<http://www.sc.doe.gov/production/er-80/er-82/index.html> by clicking on
"agenda" within the red box to the right.
(<steven.rossi@science.doe.gov> , 301-903-5534)

**DOE Corporate Activities**

# Planning

-   In order to improve the Facilities Information Management System
    (FIMS) to support facilities and infrastructure management, the
    Field Management Council (FMC) requested comments concerning a draft
    memorandum that would direct the Program Offices to take immediate
    actions to ensure that all critical designated data elements in FIMS
    are accurately populated. Seventeen critical data elements are
    identified. SC submitted comments to clarify them and aid field
    implementation. For example, actual maintenance is to include all
    real property maintenance whether funded from overhead or capital
    funds. Another clarification has to do with inclusion of
    'programmatic' maintenance. As part of the Institutional Planning
    on-site visits, SC-82 staff will be discussing contractor
    calculation of maintenance data and planning of maintenance funding
    in the budget and the outyears. (<steven.rossi@science.doe.gov> ,
    301-903-5534)

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-   Institutional Plans:

    -   BNL \-- SC conducted an On-site Review of Brookhaven National
        Laboratory\'s Institutional Plan on June 20-21, 2001. Assuming
        growth in programmatic funding, in the infrastructure area, the
        Laboratory\'s planning goal is to improve the condition of the
        infrastructure to a \"functional standard\" within ten years by
        committing a significant fraction of the investment needed,
        taking advantage of third party financing of projects with an
        attractive return on investment, and relying on an increase in
        the MEL-FS Program for line item construction projects. As
        defined by the Laboratory, a \"functional standard\" is an
        infrastructure that is fully compliant with law and regulation,
        reliable, meets 21st century mission needs but with less than
        optimum effectiveness, and provides adequate user support. To
        create full 21st century science capability, Program line items
        will be needed. (<david.michlewicz@science.doe.gov> ,
        301-903-8432)

    -   PNNL's draft Institutional Plan FY 2002-2008 states the
        laboratory plans on completing the transfer this fiscal year of
        all of its excess facilities to EM. The on-site review is
        scheduled for July 25-26, 2001. (<caryle.miller@science.doe.gov>
        , 301-903-8434)

    -   ORNL\'s draft Institutional Plan FY 2002-2008 states the
        laboratory has instituted a pilot to test an imitative to
        develop facility use agreements that will define the work
        supported by each facility\'s design and operating boundaries,
        establish service levels that occupants can expect, and link
        work activity with the facility. A pilot project has been
        established for the 4500 complex in FY 2001. The on-site review
        is scheduled for August 7-8, 2001.
        (<caryle.miller@science.doe.gov> , 301-903-8434)

    -   LBNL's draft Institutional Plan is expected to be sent to
        headquarters for review by the end of July.
        (<steven.rossi@science.doe.gov> , 301-903-5534)

    -   ANL-E's On-site review will take place on August 22, 2001. Due
        to managerial changes, the complete IP will not be available
        prior to the On-site review. However, SC -82 will be reviewing
        draft of the Facilities and Infrastructure sections prior to the
        meeting. (<barry.sullivan@science.doe.gov> , 301-903-8438)

## ***Acquisition***

-   SC laboratories have identified about 35 projects that have already
    been or would be funded in the future by third party financing.
    These projects would need little or no funding from DOE. A summary
    listing of the third party financed projects is shown below.
    (<steven.rossi@science.doe.gov> , 301-903-5534)

> ![](media/image1.wmf){width="7.625in" height="8.35763888888889in"}

***Budget***

[MEL-FS Status]{.underline}:

-   The FY 2002 MEL-FS Program President\'s Budget request has been
    agreed to by both the House and Senate Appropriations Committees for
    the full amount of \$30,175,000. This breaks down into:

    -   ORO Landlord: \$7,359,000

    -   PILT: \$1,020,000

    -   Line Item Construction: \$21,796,000. Specific project funding
        is as follows:

  --------- -------------------------- ---------- --------- --------- --------- ---------
  **LAB**   **PROJECT TITLE**          **TEC**    **FY      **FY      **FY      **FY
                                                  2002**    2003**    2004**    2005**

            **FY 2000 PROJECTS**                                                

  ANL-E     Fire Safety Improv. Ph IV  \$8,381    \$2,030                       
            (ES&H)                                                              

            **FY 2001 PROJECTS**                                                

  LBNL      Sitewide Water Distri.     \$8,300    \$4,400   \$2,900             
            Upgr. (ES&H)                                                        

  BNL       Grd. & Surf. Water Protec. \$6,050    \$2,763   \$1,443             
            (ES&H)                                                              

  ORNL      Fire Prot. Systems Upgrade \$5,920    \$3,120   \$2,216             
            (ES&H)                                                              

  ORNL      Facilities HVAC Upgrade    \$7,100    \$3,000   \$3,600             
            (GPF)                                                               

  BNL       Electrical Systems Mods,   \$6,770    \$3,300   \$2,915             
            II (ES&H)                                                           

            **TARGET FY 2002 PROJECT**                                          

  ANL-E     Mech&Control Sys Up PH I   \$9,000    \$803     \$3,000   \$5,197   
            (ES&H)                                                              

  PNNL      Laboratory Systems Upgrade \$9,000    \$880     \$4,000   \$4,120   
            (GPF)                                                               

  ORNL      Research Support Center    \$16,100   \$1,500             \$9,600   \$5,000
            (GPF)                                                               
  --------- -------------------------- ---------- --------- --------- --------- ---------

-   House and Senate Appropriations Committees Reports also inserted
    \$10M into the overall SC budget for a Facility and Infrastructure
    Initiative. The only Committee direction on the allocation of this
    \$10M is that 25% be used to dispose of excess facilities. SC
    management is currently evaluating various options for this \$10M.
    (<barry.sullivan@science.doe.gov> , 301-903-8438)

-   Justification Material for Pre-CD-0 is being finalized and will be
    published on the SC-82 web site in August of 2001.
    (<barry.sullivan@science.doe.gov> , 301-903-8438)

**Construction Safety at SC Laboratories**

-   The draft standard "Approval for Commencement of Formal Concurrence
    on Project OSCH-0003, Safety and Health Program for DOE Construction
    Projects" is complete and the Office of Environment, Safety and
    Health (EH) has approved it for commencement of the formal
    concurrence process. This standard was developed by the DOE
    Construction Safety Advisory Committee\--a chartered Topical
    Committee of the DOE Technical Standards Program. Accordingly, DOE
    Field Offices, Contractors and Laboratories are encouraged to
    coordinate their comments on the draft standard with their
    respective representatives on this Topical Committee after the
    formal concurrence process starts.
    (<david.michlewicz@science.doe.gov> , 301-903-8432)

-   The Occupational Safety and Health Administration's (OSHA) Steel
    Erection Rule will to go into effect January 18, 2002. For the OSHA
    Press Release explaining this, see
    <http://www.osha.gov/media/oshnews/july01/national-20010713.html>.
    For more detailed information, see the July 17, 2001 Federal
    Register notice at
    <http://frwebgate.access.gpo.gov/cgi-bin/getdoc.cgi?dbname=2001_register&docid=01-17944-filed.pdf>.
    (<david.michlewicz@science.doe.gov> , 301-903-8432)

**Operations and Maintenance**

[Maintenance at SC Laboratories]{.underline}: Ensuring that SC
adequately manages maintenance of existing facilities is essential to
requesting additional capital funds from OMB and Congress. The SC
laboratories\' planning target funding for maintenance is \$84.1M in FY
03, up from \$70.2M in FY 02 and \$67M in FY 01. The above target
request for FY 03 is \$110M, up \$26M or 31%. These figures do not
include programmatic maintenance as discussed in the FMC comment above.
There is uncertainty in the accuracy of maintenance data due to
definition interpretation and the fact that the laboratories have not
been asked to provide this planning data to headquarters in the past.
(<steven.rossi@science.doe.gov> , 301-903-5534)

#### Utilities

[Status of SC Utilities Involvement]{.underline}: SC laboratories are
continuing to use Energy Savings Performance Contracts and the Utility
Incentives Program to improve reliability of existing systems and save
energy. The contracts include installation of variable speed motors,
replacement with higher efficient motors, and chiller and compressor
retrofits. All are facing the prospect of increased power supply costs
in the midterm as existing power contracts expire. Laboratories have
upgraded their emergency equipment to better meet unexpected outages.
(<caryle.miller@science.doe.gov> , 301-903-8434)

**Disposition**

[Excess Facilities at SC Laboratories]{.underline}:

-   FY 2001 - SC is in the process of finalizing the transfer of 23
    contaminated facilities at PNNL to EM. EM is currently funding the
    surveillance and maintenance (S&M) for these facilities so no target
    budget will need to be transferred with the facilities. This
    transfer should be completed by August 30, 2001.
    (<barry.sullivan@science.doe.gov> , 301-903-8438)

-   FY 2003 - SC has proposed to transfer to EM 19 contaminated
    facilities at five SC laboratories that are excess to current
    planned laboratory operations: 3 at BNL; 3 at ANL-E; 10 at ORNL; 2
    at ORISE; and 1 at LANL. Walk downs of these facilities by an
    evaluation team comprised of EM, SC, and contractor representatives
    have been completed and reports are being developed. After receipt
    of these reports, Memoranda of Agreement will be developed, budget
    transfers negotiated, and transfers completed in FY 2003.
    (<barry.sullivan@science.doe.gov> , 301-903-8438)

-   FY 2003 - The FY 2002 SC Infrastructure and Facilities Crosscut data
    indicated that SC has 56 contaminated (1.3 million sq. ft.) and 122
    non-contaminated excess buildings (the latter includes 34 trailers)
    (1.4 million sq. ft.). These constitute 13% of SC total space. The
    Infrastructure Frontier Report identified about \$138 million for
    **normal** **facility retirements** (ones on a regular schedule) and
    \$130 million for **accelerated** retirements. **Normal facility
    retirements** would address two kinds of facilities - contaminated
    ones to be transferred to EM for final disposition and
    non-contaminated ones for which SC will perform final disposition.
    Funds cover S&M, other deactivation costs, and actual clean up in
    the case of non-contaminated facilities. Currently, SC laboratories
    fund these activities from overhead; the laboratories are requesting
    direct funding to speed the process, to reduce overhead impacts and
    to avoid negative impact to planned research activities. SC is
    proposing an excess facilities funding initiative in FY 2003, which
    would establish a \$13 million per year activity to address the
    needs of facility retirements. (<barry.sullivan@science.doe.gov> ,
    301-903-8438)

**Members of the SC Laboratory Infrastructure Division**

![](media/image2.wmf)

**Ask Steve**

In an attempt to answer your questions in the laboratory infrastructure
field, please submit your most burning questions to us. Steve will take
your thoughtful questions and seek out the most appropriate response and
post it in this spot in future newsletters.

(<steven.rossi@science,doe.gov> , 301-903-5534)

**Statistics on SC's Holdings**

SC-82 maintains a listing of SC holdings at its multiprogram and program
dedicated laboratories using data from the Facilities Information
Management System (FIMS). The attached summary of SC facilities at our
laboratories includes figures of building and other structures and
facilities (OSFs) replacement plant value (RPV), numbers of
buildings/trailers and gross square footage (GSF) as of July 3, 2001.
Total RPV (excluding surplus facilities) according to this data is about
\$12.8 billion. (<steven.rossi@science.doe.gov>, 301-903-5534)

### SC Multiprogram Laboratories

![](media/image3.wmf){width="7.125in" height="1.1777777777777778in"}

### 

### SC Program-Dedicated Laboratories

![](media/image4.wmf){width="7.125in" height="1.225in"}

**Contacts: Field and SC HQs**

A list of contacts of Facilities Management personnel can be found at
<http://www.er.doe.gov/production/er-80/er-82/labs21/contacts.htm>

#### 

#### Items of Interest From the Field

In this space, we invite each site office to submit items that would be
of interest to other site offices. In future issues, we would like to
include such items that the site offices believe to be best practices as
well as general facilities management happenings in the field. We look
forward to hearing from you.

***For more information on the specific items, recipients of this
Communiqué are urged to contact those SC staff listed with each item.***

***This Communiqué will be issued by SC-82 quarterly. Comments on this
Communiqué may be provided to Steve Rossi at 301-903-5534 or
<steven.rossi@science.doe.gov> .***