**Office of Science**

**Laboratory Infrastructure Division**

**Facilities Management Communiqué**

##### November 21, 2001

**Office of Science Facilities Management Workshop**

The Office of Science (SC) will hold its second annual Facilities
Management Workshop, hosted by Argonne Area Office (Angela Harvey) at
Argonne National Laboratory's Advanced Photon Source (APS) Auditorium on
May 23, 2002. May 22^nd^ will be the Project Management Workshop. SC
facility managers from the field will be invited to participate in this
workshop, which will be open this time to not only Department of Energy
(DOE) employees, but DOE contractors as well. **We are looking for
possible discussion topics from the field**. Some topics we'd like to
have on the agenda include:

-   Practices in Condition Assessment Surveys & Life Cycle Assessment
    and Functional/Suitability Assessments Leading to Capital Projects

-   Lawrence Berkeley National Laboratory (LBNL) Best Practices Study
    (Infrastructure)

-   New Science Laboratory Infrastructure (SLI) Program & SC
    Infrastructure Modernization Roadmap

-   Developments in the Facilities Information Management System (FIMS)

The agenda and workshop presentations from the May 2001 can still be
viewed at the SC-82 web site at
<http://www.sc.doe.gov/production/er-80/er-82/index.html> by clicking on
second item in the third box to the right titled \'Project and
Facilities Management Workshop Presentations.\'
(<steven.rossi@science.doe.gov> , 301-903-5534)

**DOE Corporate Activities**

-   On September 24, 2001, Jim Turi, SC's Acting Deputy Director for
    Operations sent a memorandum to the field expressing full support
    for the schedule outlined in the CFO's August 29, 2001 memoranda
    concerning the improvement of the FIMS with the population and
    validation of the 22 critically designated fields FIMS by November
    29, 2001, with verification and completion of the remaining data by
    the end of FY 2002. Mr. Turi stated that he considers the efforts of
    the field to be of utmost importance to the SC facilities and
    infrastructure (F&I) management initiative. SC is emphasizing
    improvements in the quality of maintenance data (i.e., actual,
    required and deferred) as one of the goals of our FY 2002 F&I
    management initiative. (<steven.rossi@science.doe.gov> ,
    301-903-5534)

-   On September 12, 2001, James Decker, Principal Deputy Director of
    the Office of Science, issued revised guidance for SC stewardship of
    its multiprogram laboratories. The revisions reflect lessons learned
    in implementing the previous guidance issued December 17, 1999.
    ([david.michlewicz@science.doe.gov](mailto:david.Michlewicz@science.doe.gov),
    301-903-8432)

-   DOE is currently implementing the Project Assessment and Reporting
    System (PARS) to deliver project status and analysis information to
    DOE senior managers and key program stakeholders that is reliable,
    accurate, complete and timely. This implementation is part of the
    DOE 1999 Project Management Reform Initiative to improve project
    management practices. This system will provide a corporate ability
    to track and report on Departmental projects using common project
    management data. PARS will be first attempt at a DOE-wide project
    tracking system. Other project tracking systems have been
    implemented by Field and Program offices; however, none collect or
    present the nature and type of project data or information needed to
    meet current requirements. For projects with a Total Project Cost of
    \$5-20 million, the data entry for each project must be completed by
    December 31, 2001. Barry Sullivan is the PARS Administrator for the
    Multiprogram Energy Laboratories-Facilities Support (MEL-FS)
    Program. (<barry.sullivan@science.doe.gov> , 301-903-8438)

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-   We have completed the FY 2001 Institutional Plan cycle and have
    provided comments on all draft plans. One interesting point is
    Brookhaven National 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 alternative 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)

**Members of the SC Laboratory Infrastructure Division**

![](media/image1.wmf)

**Contacts: Field and SC HQs**

An updated list of contacts of Facilities Management personnel can be
found at
<http://www.er.doe.gov/production/er-80/er-82/labs21/contacts.htm> .
Please send any additions/deletions/updates.
(<steven.rossi@science.doe.gov>, 301-903-5534)

#### 

#### 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. (<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 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 October 11,
2001. These numbers may change because of updates in the field. Total
RPV (excluding surplus facilities) according to this data is about
\$12.9 billion. (<steven.rossi@science.doe.gov>, 301-903-5534)

### 

### SC Facilities at SC Laboratories

![](media/image2.wmf){width="7.375in" height="2.5083333333333333in"}

#### Alternative Financing

## 

In July, we sent you a list of about 35 projects that SC laboratories
identified that have already been or would be funded in the future by
alternative financing. These projects would need little or no funding
from DOE. Please provide any updates to the summary listing of
alternatively financed projects shown below.
(<steven.rossi@science.doe.gov> , 301-903-5534)

> ![](media/image3.wmf){width="7.625in" height="8.35763888888889in"}

#### Budget

[MEL-FS Status]{.underline}:

-   The FY 2002 MEL-FS Program President\'s Budget request was approved
    by the House/Senate Conference Report on October 31, 2001, 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)                                                               
  --------- -------------------------- ---------- --------- --------- --------- ---------

-   The "Annual Project Formulation Process for Line Item Construction
    Projects" guidance, including the Justification Material for
    Critical Decision (CD)-0, was finalized and placed on the SC-82 web
    site in September of 2001. This process is being implemented for the
    FY 2004 budget cycle. This supplemental budget justification is
    currently being reviewed and evaluated in support of FY 2004 budget
    preparation. This guidance provides information on the development,
    submission, and evaluation of proposed laboratory infrastructure
    projects. (<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}: Maintenance issues are an
OMB and Congressional concern where the Department needs to identify
steps we intend to take to improve our facilities and infrastructure
management because of our low infrastructure investments. Congressional
language in the FY 2002 budget states \"The Department must develop an
improved system and allocation of resources for its facilities and
infrastructure.\" The National Research Council will be asked to
evaluate the steps the Department is taking to improve facilities and
infrastructure management. The Department is directed to identify in the
FY 2003 budget request maintenance and infrastructure costs and the
adequacy of this funding to meet mission requirements by site and
program. The Site/Area Offices need to reemphasize maintenance
management for FY 2002. Highest priority for

FY 2002 in our view is quality of maintenance data (actual, required and
deferred) and consistency with recently issued FIMS maintenance
definitions. It is important to systematically and quantitatively
determine required maintenance at our laboratories so that management
can determine what funds need to be allocated and expended for
maintenance. We also suggest performance measures/indicators such as the
following for the SC laboratories:

-   Benchmark process/procedures for determining \"required
    maintenance\" against those used by corporate and other SC
    multiprogram laboratories and approaches and, develop and implement
    any identified process/procedure improvements.

-   Reduce corrective maintenance to X to Y% of total maintenance where
    total actual maintenance is defined per FIMS guidance.

-   Develop process and procedure for preparing five-year maintenance
    funding plan (current year, budget year-1, budget year and budget+1
    and budget year+2) showing projected actual and required and prepare
    plan. Maintenance is as defined in FIMS and includes both capital
    and overhead funding. (December 1, 2001)

-   Performance indicator to be tracked: actual maintenance costs per
    square foot (for FY 2000) and projected actual and required
    maintenance costs per square foot based on five-year maintenance
    funding plan mentioned above. (Maintenance as defined in FIMS) (DOE
    space only) (<steven.rossi@science.doe.gov> , 301-903-5534)

#### FY 2002 Performance Measures

In reviewing the FY 2002 performance measures that have been submitted
to date, we have found that LBNL and PNNL have included maintenance
performance measures. LBNL has included maintenance performance measures
in the past. PNNL for the first time has included the maintenance
performance measure as follows: 'Provide management and operational
excellence in achieving adequate investment in maintenance and energy
conservation efforts.' We are preparing a summary of the SC
laboratories' performance measures for infrastructure and expect to have
it ready in time for the next Communiqué.
(<steven.rossi@science.doe.gov>, 301-903-5534)

#### Utilities

SC and the Office of Energy Efficiency and Renewable Energy, Federal
Energy Management Programs (FEMP), are working to resolve several issues
regarding draft DOE Order 430.2X Departmental Energy and Utilities
Management, e.g., the approval of documents by FEMP for the acquisition
and sale of utilities services and the submittal to FEMP for FEMP\'s
approval of all contracts, contract modifications (excluding
administrative or incremental funding modifications), or other
arrangements with a utility company for energy conservation measures or
demand-side management services or other utilities incentive programs.
SC\'s position is there is no justification for the granting of veto
authority over a program\'s acquisition to an advisory/regulatory body.
(<caryle.miller@science.doe.gov> , 301-903-8434)

#### Condition Assessment/Suitability Initiative

We are working to develop a suitability index. LBNL is helping us, and
you will be contacted in the near future.
(<steven.rossi@science.doe.gov>, 301-903-5534)

**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 the Office of Environmental
    Management (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 is awaiting
    EM-1 approval. (<david.michlewicz@science.doe.gov> , 301-903-8432)

-   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.
    (<david.michlewicz@science.doe.gov> , 301-903-8432)

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-   FY 2004 - SC has proposed to transfer to EM ten contaminated
    facilities, including nine at ORNL and one (the Bevatron) at LBNL,
    with a total area of approximately 600,000 square feet, and an
    annual S&M cost of approximately \$221,000.
    ([david.michlewicz@science.doe.gov]{.underline} , 301-903-8432)

-   The FY 2002 Energy and Water appropriation bill added \$10M to the
    overall SC budget for a Facility and Infrastructure Initiative. The
    bill directs DOE to use at least 25% of that amount to dispose of
    excess facilities. SC management has decided to allocate all of the
    \$10M to excess facilities. SC-82 has collected information from all
    SC sites on excess facilities that are candidates for clean-up
    and/or removal under this new SC Excess Facilities Disposal
    initiative. They are either radiologically non-contaminated, or the
    contamination is too low for them to be candidates for high-priority
    cleanup by EM. A total of 59 projects with a total estimated cost of
    \~\$33M have been identified and are summarized by laboratory in the
    table below. (<david.michlewicz@science.doe.gov> , 301-903-8432)

###### 

###### 

###### Summary of Projects By Lab By Type

  ------------ -------------- ------------ ----------- --------------- ------------
  **Lab**      **All          ** **                    **Disposals**   ** **
               Projects**                                              

               **TEC (\$K)**  **Number**   ** **       **TEC (\$K)**   **Number**

               ** **          ** **        ** **       ** **           ** **

  ANL-E        \$3,720        12                       \$1,350         5

  BNL          \$3,755        19                       \$3,755         19

  FERMI        \$488          2                        \$488           2

  LBNL         \$12,650       11                                        

  LLNL         \$1,500        5                        \$1,500         5

  ORNL         \$6,725        8                        \$5,250         6

  PNNL         \$997          1                        \$997           1

  PPPL         \$3,500        1                                         

                                                                        

  **Total:**   **\$33,335**   **59**       ** **       **\$1,340**     **38**
  ------------ -------------- ------------ ----------- --------------- ------------

**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)

***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> .***