# Presentation: 244588

##                                  U.S. Department of Energy’s                                Office of Science

- 2004 FIMS Workshop

**John Yates**
*May 26, 2004*

**Update on SC Facilties and Infrastructure Management**

- 4-5-04

## Topics

- Infrastructure Overview
- Facilities for the Future
- Strategic Plan and Infrastructure
- RPAM Implementation
- Re-organization
- Funding & Facilities for the Future of Science
- Deferred Maintenance & RIC
- Hqs Review of Mission Need for Leasing
- Land Use Plans, Master Site Plans and TYSP
- OSF 3000 Facilities
- RPV Trend Analysis
- SC Fields – RIC, MPI and CFI

- 4-5-04

## SC Infrastructure Overview

- SC is landlord of 10 major labs
- Together they have 1500 buildings, 20M sq.ft. of space, an RPV of $11B RPV with $6B RPV of supporting facilities
- SC builds and operates some of the nation’s most advanced R&D user facilities at its labs ($5B in RPV)
- World Class Science Needs Excellent Supporting Infrastructure
- SC invests in supporting facilities via line item projects, general plant projects, excess facility disposition funding
- Maintenance largely funded from lab overhead & space charges

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##  SC’s Strategic Plan 2004 

- Goal: Establish a modern laboratory system, fully capable of delivering the science our Nation requires
- Strategy:
- Size our facilities to scientific demand, including investing in new replacement support facilities where needed and removing excess facilities
- Increase our annual laboratory maintenance investment to a level consistent with nationally recognized standards (i.e., generally, 2 to 4% of RPV for conventional facilities)
- Increase overall functionality of general-purpose facilities by significantly increasing our annual capital investment
- Support greater flexibility in the use of funds for maintenance and modernization

- 4-5-04

## SC Fully Endorses the New Real Property Asset Management Order 430.1B

- RPAM objective: “to* *establish a corporate, holistic and performance-based approach to real property asset management that links real property asset planning, programming, budgeting, and evaluation to program mission projections and performance outcomes.”
- SC helped develop the Order

- 4-5-04

## 
February 19th - Half-day Tel-video conference
Follow-up meetings at various sites (as necessary)
March 19th - Sites submit Implementation Plans (IPs)
April 5th - Issue Draft TYSP guidance with funding plan
April 27-29 – RPAM Training in CH 
May 7th – SC-82 presents summary of IP's 
May 17th – Sites submit Implementation Progress Reports 
June 1st – Issue Final TYSP Guidance 
July 15th – Sites submit Implementation Progress Report
September 1st  – Sites submit  Implementation Completion Memos   
September 15th – SC Memo to S-2 stating implementation complete
November 1st –  TYSPs due to SC-82

- February 19th - Half-day Tel-video conference
- Follow-up meetings at various sites (as necessary)
- March 19th - Sites submit Implementation Plans (IPs)
- April 5th - Issue Draft TYSP guidance with funding plan
- April 27-29 – RPAM Training in CH
- May 7th – SC-82 presents summary of IP's
- May 17th – Sites submit Implementation Progress Reports
- June 1st – Issue Final TYSP Guidance
- July 15th – Sites submit Implementation Progress Report
- September 1st  – Sites submit  Implementation Completion Memos
- September 15th – SC Memo to S-2 stating implementation complete
- November 1st –  TYSPs due to SC-82

- SC is Implementing the RPAM

- Our Schedule:

- 4-5-04

##      New SC Organization Chart

-      New SC Organization Chart

**SLI Program funds general purpose line items and Excess Facilities**

**       ****Research Programs  fund GPP and program line items**

**Site Managers oversee lab funding of Maintenance**

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## Site Managers responsible for all facilities and especially maintenance of support facilities and allocation of GPP to highest priorities 
Programs fund GPP funding and SLI Program funds line items and excess facilities as directed by SC-1 based on advice/guidance from COO and others   
Program offices fund the operation and maintenance of accelerators, reactor and other program facilities; key performance measure is achieving designated run times reliably
Contractors manage facilities based on DOE guidance and contract requirements 

- Programs fund GPP funding and SLI Program funds line items and excess facilities as directed by SC-1 based on advice/guidance from COO and others
- Program offices fund the operation and maintenance of accelerators, reactor and other program facilities; key performance measure is achieving designated run times reliably
- Contractors manage facilities based on DOE guidance and contract requirements

- Responsibilities

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## Office of ScienceFY 2005 Budget Request by Program 

- *

- * $10M reduction in Health and Safety Improvements and $15.2M reduction in Construction due to difficult budget year with high priority need in other SC programs.

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## Construction Projects by Site  

| Project Name | Site | TPC($K) |
| --- | --- | --- |
| Center for Nanoscale Materials | ANL | $36,000 |
| Mechanical and Control Systems Upgrade-PH I | ANL | $9,070 |
| BNL Center for Functional Nanomaterials | BNL | $85,000 |
| Research Support Building-PH I | BNL | $18,270 |
| User Research Center | BNL | $17,970 |
| B Physics at the TeVatron (BTeV) | Fermi  | $225,000 |
| Neutrinos at the Main Injector (NuMI) | Fermi  | $171,442 |
| Run IIb DØ Detector Project | Fermi  | $19,900 |
| Run IIb CDF Detector Project | Fermi  | $13,500 |
| U. S. CMS | Fermi/CERN  | $167,250 |
| U. S. ATLAS | Fermi/CERN  | $163,750 |
| U.S. LHC Accelerator | Fermi/CERN  | $110,000 |
| CEBAF Center Addition-PH I | Jefferson Lab | $10,720 |
| The Molecular Foundry | LBNL | $85,000 |
| User Support Building | LBNL | $15,235 |
| Building 77 Rehabilitation-PH II | LBNL | $13,500 |
| Gamma Ray Energy Tracking In-beam Nuclear Array | LBNL | $15,000 |

- 4-5-04

**Notes:**
UT-Battelle at ORNL:
Construction of 300,000 sq. ft. of facilities (Computational Sciences Building, Research Office Building, Engineering Technology Facility) funded by $71M in taxable revenue bonds, payable over 25 years; bond payments retired through lease payments by ORNL.
State investment of $14M (Joint Institute for Computational Sciences/ Oak Ridge Center for Advanced Studies).
DOE’s $1.4B investment in SNS, plus other facilities (e.g., $14M Mouse House) was a convincing argument for ORNL’s future.
Battelle invested about $2M to make this deal work (programming, some design and construction oversight).

## Construction Projects by Site  

| Project Name | Site | TPC($K) |
| --- | --- | --- |
| Spallation Neutron Source | ORNL | $1,411,700 |
| Center for Nanophase Materials Sciences | ORNL | $65,000 |
| Research Support Center | ORNL | $16,262 |
| Fire Protection System Upgrade | ORNL | $6,020 |
| SNS Instruments | ORNL | $75,000 |
| Quasi-Poloidal Stellarator  Experiment | ORNL | $23,110 |
| Fundamental Neutron Physics Beamline | ORNL | $9,800 |
| National Compact Stellarator Experiment | PPPL | $86,300 |
| Center for Integrated Nanotechnologies | Sandia - NM | $75,800 |
| Linac Coherent Light Source | SLAC | $240,000 |
| Large Area Telescope | SLAC | $133,400 |
| Safety and Operational Reliability Improvements | SLAC | $15,800 |
| Rare Isotope Accelerator | TBD | $1,100,000 |
| Facility for the Characterization and Imaging of Molecular Machines | TBD | $250,000 |
| Facility for the Production and Characterization of Proteins & Molecular Tags | TBD | $230,000 |

- 4-5-04

**Notes:**
UT-Battelle at ORNL:
Construction of 300,000 sq. ft. of facilities (Computational Sciences Building, Research Office Building, Engineering Technology Facility) funded by $71M in taxable revenue bonds, payable over 25 years; bond payments retired through lease payments by ORNL.
State investment of $14M (Joint Institute for Computational Sciences/ Oak Ridge Center for Advanced Studies).
DOE’s $1.4B investment in SNS, plus other facilities (e.g., $14M Mouse House) was a convincing argument for ORNL’s future.
Battelle invested about $2M to make this deal work (programming, some design and construction oversight).

## Facilities for the Future of Science 

- SC issued *the report “Facilities for the Future of Science: A Twenty-Year Outlook”* on *November 10, 2003 *
- Portfolio of 28 prioritized new scientific facilities and upgrades to current facilities spanning the scientific disciplines to ensure the U.S. retains its primacy in critical areas of science and technology well into the next century

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## SC’s General Purpose Facility & Infrastructure Investment* 

**$186**

**$181**

- Indirect Funded

- Direct Funded

**********for****** ******Conventional Facilities Only; does  not include “programmatic investments” such as light source or accelerator upgrades, new accelerators, nanoscience centers, etc..***

- **Based on $6B RPV of conventional facilities

**$209**

**Goal: $240M (4% of RPV**)**

- SC’s General Purpose Facility & Infrastructure Investment*

** ****Line Items, Excess & GPP Total**
**Invest Indicator****
**Maintenance Total **
**Invest Indicator****

** ****$75.5           $77.1          $70 **
**1.26%            1.29%        1.17%**
**$104.5           $97          $132.1**
**   ****1.7%           1.6%          2.2%**

**IGPP          $6                 $7            $6.5**

- +$35

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## Rehab & Improvement Needs Outweigh Deferred Maintenance Needs

- _Total $1,561.1_

- * OSF = other non-building structures and facilities like roads and utility systems

- $451.6

- $1,109.5

- (Excludes SC facilities at: ORNL at Y-12, Notre Dame, MIT, Lovelace, LLNL, Sandia and Cal Tech)
- FY 03 FIMS Data Report 122

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## Deferred Maintenance andRehab & Improvement Costs by Lab

- * OSF = other non-building structures and facilities like roads and utility systems

- FY 03 FIMS Data

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## Leasing 

- SC Hqs is now reviewing Site Office approved mission need justification for all new space leases of 10,000 sf or more
- Provide “concurrence” to Certified Realty Specialist working the leasing terms and conditions
- SC-82 is coordinating
- SC TYSP Guidance requires leasing plans for the up-coming year to be included

- 4-5-04

**Notes:**
UT-Battelle at ORNL:
Construction of 300,000 sq. ft. of facilities (Computational Sciences Building, Research Office Building, Engineering Technology Facility) funded by $71M in taxable revenue bonds, payable over 25 years; bond payments retired through lease payments by ORNL.
State investment of $14M (Joint Institute for Computational Sciences/ Oak Ridge Center for Advanced Studies).
DOE’s $1.4B investment in SNS, plus other facilities (e.g., $14M Mouse House) was a convincing argument for ORNL’s future.
Battelle invested about $2M to make this deal work (programming, some design and construction oversight).

## Land Use Plans, Master Site Plans and Ten Year Site Plans  

- The Land Use Plan (LUP) is required and is largely a zoning plan
- Many sites have Master Site Plans (MSP) that show development plans and siting of new facilties
- SC TYSP Guidance encourages sites to include their LUP and MSP in the TYSP
- Makes sense functionally and resource wise

- 4-5-04

**Notes:**
UT-Battelle at ORNL:
Construction of 300,000 sq. ft. of facilities (Computational Sciences Building, Research Office Building, Engineering Technology Facility) funded by $71M in taxable revenue bonds, payable over 25 years; bond payments retired through lease payments by ORNL.
State investment of $14M (Joint Institute for Computational Sciences/ Oak Ridge Center for Advanced Studies).
DOE’s $1.4B investment in SNS, plus other facilities (e.g., $14M Mouse House) was a convincing argument for ORNL’s future.
Battelle invested about $2M to make this deal work (programming, some design and construction oversight).

## OSF 3000 Facilties  

- The OSF category 3000 facilties are considered “programmatic” facilities and are excluded from certain actual and deferred maintenance calculations
- The FIMS definitions are very high level and subject to local interpretation
- For example: are support systems like chillers and electrical substations included?
- SC is undertaking a review of the OSF 3000 facilities to determine how interpreted and implemented and if additional guidance and more specific definitions are required
- Expect to have results later this summer

- 4-5-04

**Notes:**
UT-Battelle at ORNL:
Construction of 300,000 sq. ft. of facilities (Computational Sciences Building, Research Office Building, Engineering Technology Facility) funded by $71M in taxable revenue bonds, payable over 25 years; bond payments retired through lease payments by ORNL.
State investment of $14M (Joint Institute for Computational Sciences/ Oak Ridge Center for Advanced Studies).
DOE’s $1.4B investment in SNS, plus other facilities (e.g., $14M Mouse House) was a convincing argument for ORNL’s future.
Battelle invested about $2M to make this deal work (programming, some design and construction oversight).

##  Determining RPV for Use Computing Indices 

| OSF RPV |  |  |  |  |   |   |
| --- | --- | --- | --- | --- | --- | --- |
| OSF RPV Total | Remove RPV for Cat 3000 | Remove RPV for Selected Site Prep, Grading & Landscaping Assets* | Remove RPV for OSF that will be excessed FY 06 or before | RPV for Conventional OSF (H minus sum of  I, J, & K)  |   | RPV for Calculating MII    Bldgs + Trailers
 + OSF          (Columns D+F+L) |
|             H |               I |           J |        K |            L |   |   |
| $572,384,776 | $316,083,086 | $14,392,808 | $1,911,903 | $239,996,979 |   | $1,266,698,363 |

| 4Excludes Operating Excess facilities (i.e., those with a Excess Indicator of "Y" and '1' or '2" in the Building Status field in FIMS) that will be excessed in FY 06 or before (see worksheet "Op Ex RPV > FY06" for list) |
| --- |

| 5Site Preparation, grading and landscaping separate from new facilities.  MARS Code 460; reviewed all and excluded most; see worksheet "Site Prep Detail" |
| --- |

|                                     | Buildings RPV |  |  |   | Trailer RPV |
| --- | --- | --- | --- | --- | --- |
| Lab1  | RPV for Active Bldgs
(FIMS Report 113) | Add in RPV for Operational Excess that will be excessed after FY 064 | Building RPV -        Columns B plus C |   | RPV for Real Property Trailers |
|   |            B |       C |          D |   |          F |
| ANL | $1,025,116,326 | $1,585,058 | $1,026,701,384 |   |   |

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## RPV Changes  

- SC Hqs is requiring notification of significant (5%) planned changes in RPV or, in one or more of the following: buildings, trailers, OSF category 3000, and OSF–other (non-cat 3000)
- Changes may be due to:
-  additions and deletions
-  movement of a facility to or from OSF 3000
-  new site factors
-  use of new models
-  updated model costing
- SC TYSP’s will include a summary explanation of RPV change since last Plan

- 4-5-04

**Notes:**
UT-Battelle at ORNL:
Construction of 300,000 sq. ft. of facilities (Computational Sciences Building, Research Office Building, Engineering Technology Facility) funded by $71M in taxable revenue bonds, payable over 25 years; bond payments retired through lease payments by ORNL.
State investment of $14M (Joint Institute for Computational Sciences/ Oak Ridge Center for Advanced Studies).
DOE’s $1.4B investment in SNS, plus other facilities (e.g., $14M Mouse House) was a convincing argument for ORNL’s future.
Battelle invested about $2M to make this deal work (programming, some design and construction oversight).

##  Landlord Program Field

- OECM uses this field to assign maintenance responsibility for the facility
- This field generally relates to who constructed the facility and not who manages the facility
- For example, SC is the designated landlord for the Combustion Research Facility at Sandia Livermore, but SC is a tenant and pays space charge
- NNSA as landlord & Sandia manages the facility
- This approach provides a consistent site wide approach to facility management, rather than numerous landlords working to different standards
- SC is requesting that the landlord field should reflect who manages the conventional aspects of a facility, not who built it

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##  New SC Planning Data Fields in 2003Will be Continued

- Conventional Facility Indicator (CFI)
- Modernization Planning Indicator (MPI)
- Rehabilitation and Improvement Cost (RIC)

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## Definitions

**Rehab and Improvement Cost (RIC)** - The cost to rehab/improve/modernize a general purpose/conventional property to support current and planned mission activities as documented in the lab's Strategic Facilities Plan (SFP) excluding those costs already reported in the FIMS Deferred Maintenance field.
**Deferred Maintenance (DM)** - The maintenance that was not performed when it should have been or was scheduled to be and which, therefore, is put off or delayed for a future period.  A cost required to restore a facility to its current use as-built condition.

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##   Purpose of New Fields

- To identify _*general purpose/conventional facilities*_* as a subset of all facilities (i.e., versus *programmatic ones)
- To measure rehab, improvement and replacement costs of _*general purpose/conventional facilities*_ to support planned missions
- To reflect modernization plans for _*general purpose/conventional facilities*_ identified in the lab prepared Strategic Facilities Plans

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## Conventional Facility Indicator (CFI)

**Indicates the percentage of an ****OSF Category 3000 FIMS**** ****asset**** that is deemed general purpose/conventional  (GP/C) **
**CFI = **
**“****100” if totally GP/C        **
**“****0”     if totally Programmatic   **
**>0 and <100 if mixed programmatic and GPC **
**An example of a “mixed” asset is an accelerator beam line and tunnel listed in FIMS as “one” Other Structure and Facility (OSF) record.  The RPV of the building or tunnel and the equipment related to the shell is the GP/C portion.  The RPV of magnets and installed equipment that are part of the research device constitute the programmatic portion*****.*****  If the RPV of the GP/C portion is 24% of the total RPV, then the CFI would be 24%**
**  **
** **

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## Modernization Planning Indicator (MPI)

- Indicates plan for that GP/C in the laboratory’s Strategic Facilities Plan (SFP)
- Field completed for all assets including excess
- Field not required for programmatic facilities (CFI = 0)
- MPI =
- “1” asset to be replaced by another new facility
- “2” asset to be demolished without replacement
- “3” asset to continue to operate, with or without maintenance and RIC investments

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## Rehabilitation and Improvement Cost (RIC)

- The estimated cost to rehab/improve/modernize a continuing _general purpose/conventional_ (GP/C) asset (i.e., CFI >0 and MPI =3) to support current and planned mission activities as documented in the lab’s SFP _*excluding those costs already reported in the FIMS Deferred Maintenance (DM) field*_
- Also, the estimated cost to replace a GP/C asset (MPI = 1) or demolish a GP/C asset that is not replaced (MPI = 2)
- This field is applicable to all SC owned buildings and OSF
- The sum total of all the DM and RIC for general purpose/conventional facilities should “approximate” the modernization investments identified in the laboratory’s SFP
- Expected quality of cost estimates is similar to that found in SFPs

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## Rehabilitation and Improvement Cost (RIC)

- _Replacing GP/C Assets _
- The “Modernization Planning Indicator” for each asset being replaced should be set to “1”
- When a group of assets are to be replaced by a new asset, the total estimated cost (TEC) of the new asset should be allocated to the assets being replaced
- The sum of DM and RIC for all the assets being demolished should equal the TEC of the new asset (Note: this check can only be performed by the site; FIMS will not have “project” information to allow verification)

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## Rehabilitation and Improvement Cost (RIC)

- _Demolishing a GP/C Asset _
- Set “Modernization Planning Indicator” to “2”
- RIC is estimated demolition cost

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## Rehabilitation and Improvement Cost (RIC)

- _Rehab and Improvement of a GP/C Asset_
- Set MPI to “3”
- Generally, the sum of DM and RIC should not exceed RPV

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## FIMS Generated Information

- Total Rehabilitation and Improvement Cost (TRIC): calculated for each general purpose/conventional asset as the sum of its DM and RIC.
- Total Summary Condition Index (TSCI): calculated for each general purpose/conventional asset as the TRIC divided by RPV expressed as a percentage
- Standard FIMS Reports – bottom of Maintenance Tab for “Office of Science Custom Report Menu”

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## Sample Planning Analysis 

**Lab Planning staff crosswalks SFP Projects to Individual Facilities: **

| SFP Project Number and Name
21 - Fire Safety, IV  

22 - Mechanical & Control, I

23 - Bldg 364 Chiller Upgrades
24 - Replace Instrument Calibration Fac
25 - Demolish Bath House | TEC
$1.2
$.30
$.70
$.80
$2.2$3.0
$1.2
$3.5
$1.9
$.40 | Buildings  
201
203
421
562
222
245
479
364
020
001 | MPI
3
3
3
3
3
3
3
3
1
2 |  |
| --- | --- | --- | --- | --- |
|  |  |  | 
 |  |
|  |  |  |  |  |
|  |  |  |  |  |
|  |  |  |  |  |

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## Sample Planning Analysis 

| Facility |  CFI | MPI |     RIC
($000) | Comment* |  |
| --- | --- | --- | --- | --- | --- |
| 121
202
203
204
205
391
424 | 100
100
100
0
100
0
100 | 3
1
2
-
3
-
3 | $3,000
$500  
$30
-
$1,450
-
0 | SFP Projects 10, 23 & 43 
SFP Project 19
SFP Project 3
Programmatic Facility 
SFP Project 27
Programmatic Facility
No SFP Projects  |  |
|  |  |  |  |  |  |
|  |  |  |  |  |  |
|  |  |  |  |  |  |
|  |  |  |  |  |  |
|  |  |  |  |  |  |
|  |  |  |  |  |  |
|  |  |  |  |  |  |

**Lab Planning staff sorts by facility and prepares table of required info **
**for entry by FIMS Administrator:**

- * This is not a data field in FIMS – shown here for information  purposes

**FIMS Fields:**
**-----------------------------------------------**

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## Implementation of New Fields

- Updated annually, generally the same time the DM field is updated in October

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## Contact

- John Yates
- Director, Laboratory Infrastructure Division
- Office of Laboratory Policy and Infrastructure
- Office of Science
- Department of Energy
- 301-903-8435
- fax: 301-903-8442
- E-mail: john.yates@science.doe.gov

- 4-5-04