David Redman, Director Facilities and Administrative Services Division

1. David Redman, Director Facilities and Administrative Services Division HQ Renovation All Hands Relocation From 3rdFloor to 5th Floor May 21, 2013

2. Agenda • Welcome— David Redman, Director, Facilities and Administrative Services Division • HQ Relocation Reminders • Arnold Rotruck, Paxton Van Lines • Packing Guidelines • Proper Crate Lifting/Stacking • Paul Raudenbush, Chief, Headquarters Security • Information Security • Classified and SBU Information • Safe Relocation

3. Organization POCs Karsheila Henderson (Primary), Gerald Smith (IT) • Astrophysics Division • Sheila Gorham • Earth Science Division • Diane Johnson • Heliophysics Division • Glenda Butzke • James Webb Telescope Program Office, • Carol Reid • Joint Agency Satellite Division • Carol Reid

4. Organization POCs • Planetary Science Division • Jacqueline Mackall • Resource Management Division • Carol Reid • Strategic Integration & Management • Carol Reid

5. Move Information • Moving materials will be delivered two weeks prior to move • Crates will be provided on Wednesday, June 5th • Cardboard boxes have been delivered to organizations for early packing • Organization Cabinets • File and Supply Cabinets • Completely emptied • Securely tape key to top of cabinet • Paxton label must be applied • File pedestals • File pedestals do not have to be emptied and will be moved by Paxton movers • Paxton label must be applied • Key kept by employee

6. Move Information • Overhead Cabinets • Completely emptied • Key left in overhead lock • Employees MUST be packed & ready to move by 5:00 pm the day before the scheduled move date - ITCD will pack computer equipment • Facilities will update workstation/office numbers for individuals related to renovation moves only. If employees move after their relocation, it is the employees responsibility to update their information.

7. Move Information • Office keys • Employees will return keys to the POC in the provided key envelope and complete key issue request card • Key envelope (office keys used on 3rd floor) • Must be turned into the locksmith the day before the organization telework day • White key request cards for office keys used on the 5th floor swing space must be turned into the locksmith by Monday, June 7th (or sooner) • Office key distribution will occur within the organization office space and coordinated through the organization POC beginning Monday, June 24th

8. Offsite Move Information • Eye Street Moves • Performed by Paxton Movers • Paxton packing crates provided May 23rd • No office furniture will be relocated with the exception of chairs • Extreme Teleworkers • Cardboard moving boxes should be used • Available now • Order via FHDS • All furniture, including chairs will be stored at Laurel Warehouse *Special furniture accommodations for Eye Street moves will be addressed on individual basis

9. Offsite Move Information • GSFC Moves • Performed by HQ movers • Items packed in cardboard moving boxes • Available now • Ordered via FHDS • Label all items to be moved • Name • Building Number • Room Number • No office furniture will be relocated with the exception of chairs • *Special furniture accommodations for GSFC move will be addressed on individual basis

10. Move Guide • Provided to POCs in Move Kit

11. Key Dates • Delivery of moving crates • Tuesday, May 2nd • Wednesday, June 5th • Individual packing beginning • Wednesday, June 5th (or sooner) • White key request form • Friday, June 7th • Vending/Ice Machine removed • Friday, June 14th • Move/Telework Day • Tuesday, June 4th (Eye Street) • Earth Science Division • Heliophysics Division

12. Key Dates Move/Telework Day (Cont’d) • Tuesday, June 4th (GSFC) • Astrophysics Division • Earth Science Division • Planetary Science • Tuesday, June 4th (Extreme Teleworkers) • Earth Science Division • Heliophysics Division • Monday, June 24th • Astrophysics Division • Joint Agency Satellite Division • Planetary Science Division

13. Key Dates Move/Telework Day (Cont’d) • Tuesday, June 25th • Earth Science Division • Resource Management Division • Science Mission Directorate • Wednesday, June 26th • Heliophysics Division • Strategic Integration & Management

14. 5th Floor Internal Swing Space Green: Science Mission Directorate

15. HQ Renovation Update • New Galley Areas • 3 per floor (West, Center, East) • Keurig Coffee Maker (2) • Microwave (2) • Refrigerator (2) • Ice Maker • Seating Area • Toasters (Coming Soon)

16. HQ Renovation Update • New task lighting • Existing overhead task lighting will no longer be provided • New fixtures will be provided as part of the renovation • New fixtures required to meet US Green Building Council’s LEED Energy & Atmosphere Prerequisite 2

17. HQ Renovation Update Office Lighting • Individually controlled • Dimmer Switch • Adjust to personal preference • Programmed by office • Infra red Sensor • Activate lighting upon entering • Automatically turn off 15 minutes after exiting

18. HQ Renovation Update Lighting Override Switch • Core lease hours 6am – 6:30pm • Lights blink 10 minutes prior to shut off • After 6:30 pm override switch must be turned on • Luminescent signage above override switch • Lights will remain on for 30 minutes • 30 minute timeframe is a LEED requirement • Locations (north and south) • West • Center • East

19. HQ Renovation Update • New sound masking and PA system • Sound masking provided throughout the building • Zone controlled and adjustable • Sound masking also functions as the PA system • GS 15 Employees • 1 row of overheads • (1) 2 drawer Lateral File Cabinet • 2 Pedestals

20. Typical Floor Layout

21. Typical Floor Layout

22. Design Advantages • HVAC wall units will be used properly and help balance the building HVAC system • Reduced “hot” and “cold” spots • Improved air circulation/quality • Increased natural lighting has been proven to increase productivity • Reduce overall energy usage

23. LEED Certification • Piedmont is required to achieve Leadership in Energy and Environmental Design (LEED) Certification • Construction Interiors • Goal is Silver • Requires a partnership between landlord and NASA

24. LEED Certification • NASA can receive LEED points toward certification through the following actions: • Reuse of existing furniture • Provide a thermally comfortable environment that supports the productivity and well-being of occupants • Achieve increasing levels of energy conservation for HVAC beyond the prerequisite standard to reduce environmental impacts associated with excessive energy use

25. Change ManagementSpace Modification Requirements • Space Modification Requests Now Include • Reengineering of Existing Mechanical & Electrical and Data Systems • Reengineering of Existing Life Safety Systems • HVAC system cannot be modified as easily • Additional VAV boxes may need to be installed • Development of Construction Documents • District of Columbia Permitting Application Review and Approval Process

26. Evacuation Procedures • HQ Evacuation procedures remain as they have been, despite renovation work and personnel relocations. • If you are moved to a new area of the building for the renovation, look for the emergency exits and signs and familiarize yourself with your new staging area before an evacuation, so you know where you should report if the alarm sounds. • Verify your evacuation routes and staging area, regardless of where you are in the building. • If an alarm sounds listen, then act quickly

27. Evacuation Procedures • If you need assistance evacuating, report to the freight elevator galley area on whatever floor you are on. • Once out of the building, do not return until the “all-clear” is given. • Follow directions given by the ICP, Emergency Management, Security, and Building Monitors.

28. Evacuation Staging Areas

29. Packing Guidelines • Packing with the Pax Box System • Build and stack • Legal/Letter/Hanging Files • Stack and pack • Label Placement and Removal

30. Information Security • Classified Information • Sensitive But Unclassified Information • Identifiable markings to indicate sensitive information • SBU Cover Sheet • SBU Bins/Burn Bags • Securing Burn Bags • Storage and Pick Up Locations • Safe Relocation Protect Information that Warrants it!

31. Next Steps • Continued POC meetings with renovation team • Pack and move to the 5th floor • Targeted All Hands for occupants returning to the renovated 3rd floor • Four weeks prior to leaving the 5th floor

32. HQ Renovation Facilities Points of Contact • Project Manager • Brian Smith: brian.s.smith-1@nasa.gov • Assistant Project Manager • John Ferri: john.a.ferri@nasa.gov • Move Coordinator • Malicha Day: malicha.a.day@nasa.gov • Stacey Brock-Watkins: stacey.brock-watkins@nasa.gov • Vera Zislinvera.zislin@nasa.gov Please visit our website for more information: http://fasd.hq.nasa.gov/bldg_renovate.html

33. Questions