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Special Projects

Special Projects. Dan Taber HSO Norfolk. Topics of Discussion. Project funds Project planning Project programming Project execution. Instructions FMs Need to Be Familiar With. OPNAV Instruction 11010.20F, Facilities Projects Manual NAVFAC Facilities Procedures Manual P-78

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Special Projects

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  1. Special Projects Dan Taber HSO Norfolk

  2. Topics of Discussion • Project funds • Project planning • Project programming • Project execution

  3. Instructions FMs Need to Be Familiar With • OPNAV Instruction 11010.20F, Facilities Projects Manual • NAVFAC Facilities Procedures Manual P-78 • DoD Military Handbook 1191, Medical Military Facilities Design and Construction Criteria

  4. Project Funding Authority Local Project Funding Authority (Commanding Officer Authority): Specific Maintenance and Repair 0 to $200,000 Minor Construction 0 to $100,000 Equipment Installation 0 to $100,000 BUMED Funding Authority (Special Projects): Specific Maintenance > $200,000 Repair >$200,000 Minor Construction 100,000 to $750,000 ** Equipment Installation > $100,000 * A project greater than $7.5M requires Congressional approval. * A project greater than $5M requires ASN approval. * Any project over $2M requires Economic Analysis. ** BUMED is authorized to fund minor construction from $750,000 to $1,000,000 for the remediation of serious threats to life, health and safety.

  5. Key Financial Rule -Bona Fide Needs • “A fiscal year appropriation may be obligated only to meet a legitimate, or bona fide need arising in, or in some cases arising prior to but continuing to exist in, the fiscal year for which the appropriation was made.” GOA / OGC-91-5 Appropriations Law Vol I

  6. Key Financial Rule - WhatBona Fide Needs Means • FY of $$$’s can never precede FY of need • Needs can always be older than the money • Money can never be older than the need • Can include manufacturer’s estimated lead time from order date to operational date • Do not “store” purchases across FYs

  7. Key Financial Rule -Anti-deficiency Act (ADA) The law prohibits making or authorizing an expenditure from any appropriation or fund in excess of the amount available DOD FMR Volume 14 http://www.dtic.mil/comptroller/fmr/

  8. Typical Violations -Anti-deficiency Act (ADA) • Funds obligated in excess of funds available • Statutory or regulatory limits on amounts for an appropriation are violated • Statuary or regulatory limits on purpose for appropriation are violated • Obligations authorized in advance of funds being available • Obligations do not provide bona fide need and corrective funds not available

  9. Key Financial Rule-Incrementation Prohibited • Planned acquisition or improvement of real property facilities through a series of minor construction projects • Splitting of project to reduce costs to a level that meets statutory limitation • Use of minor construction to begin or complete a Military Construction (MCON) project

  10. Special ProjectProgramming Process BUMED Special Projects Programming Board * HSOs and Teachers invited * Meets in October * Locks in current year program and goals for following two years * Projects typically programmed for design in FY0X and execution in FY0X+1. * Approved project list forwarded to field in priority order. Activity identifies Requirement * Facility Condition Assessment * Routine Inspection * Incidental repair/ replacement * Command Initiative * etc. Prepare DD1391 Documentation * Submit to BUMED - Via HSO - Via FEC if required *Econ. Analysis (if required) IMPORTANT STEP!!!!

  11. Project Planning- Requirements Determination • Facility Condition Assessment (AIS) • Customer work requests • Routine zone inspections • Activity business plan • Facility utilization and engineering studies

  12. Project Planning-Work Classification Categories • Maintenance (Sustainment): i.e., cleaning of gutters & downspouts, painting, etc • Repair (Restoration): i.e., replacing broken, rusted gutters & downspouts, replacing failed building siding, etc • Construction (Modernization): • Normal construction (non-health, life and safety) • Health-threatening & life-threatening & safety-threatening

  13. General Notes • Definitions of maintenance and repair are based on components • Components are easily identifiable pieces of the real property facility. (e.g., walls, windows, electrical systems, floors...etc.) • If a component does not exist, it cannot be maintained or repaired

  14. Project Planning-Work Classification: Maintenance • “Keep in shape” • Work required to preserve and maintain a facility in such condition that it may be effectively used for its designated functional purpose

  15. Project Planning-Work Classification:Repair • Put back in shape • Restoration of a facility to such a condition that it may be effectively used for its designated functional purpose. Repair may be overhaul, reprocessing, or replacement of deteriorated component parts or materials

  16. Repair Concurrent with Restoration • If done concurrently with restoration of failed or failing components, and • Economically justified, repair includes • Incidental increases in quantities or capacities • Replacement with more durable parts or materials • Compliance with current Navy standards and codes

  17. Repair Concurrent with Restoration Includes (cont) • Rearrangement of utility systems without increase of total area or population served • Rearrangement of failed or failing building components • Additional utility or protective systems components to permit efficient and safe use of replacement system

  18. Construction • The erection, installation, or assembly of a new facility • The addition, expansion, extension, or complete replacement of an existing facility • The relocation of a facility from one installation to another • Installed equipment made part of the facility, related site prep, excavation, filling, landscaping, or other land improvements • Must result in a complete and usable facility or a complete and usable improvement to an existing facility

  19. Equipment Installation • Equipment installation projects entail modifications to real required solely for the installation of an item of personal property. • Personal property includes accessory equipment and furnishings that are moveable in nature and not affixed as an integral part of the real property facility. • Personal property may also include specialized medical equipment necessary for a specified function in the medical or dental facility.

  20. Equipment Installation-Procurement Costs • Attachment of the new equipment • Material and labor to install ancillary equipment (HVAC, UPS, etc.) • Items in support of the equipment (false floors, lead shielding, concrete pads, secondary utilities, etc.) • These costs are born by the procurement account

  21. Equipment Installation-Construction Costs • Major structural changes to the facility • Extension of primary utility distribution systems • Construction of a required major exterior support structure • These costs are born by the SRM account, SAG FB/R2

  22. Project Planning- Facility Master Plan • Multi-year view of needed projects • Includes maintenance/repair and alteration projects • Coordinated with executive steering committee • Prioritized list of projects supporting mission

  23. Project Planning-Project Documentation-DD1391 • Project Title • Program Element – O&M, DHP • Project Number • Project Cost • Block 11 (Minimum Requirement Data) • Property Record Card Number • PRV • Responsible Maintenance UIC • Reported on current AIS or supported by a BCA

  24. Project Planning-Project Documentation Attachments • Vicinity map and site plan • Site approval and waivers • Engineered cost estimate • Economic analysis • Environmental Impact Statement • Photographs • Business Plan

  25. Project Programming-DD1391 Submission • To BUMED via the HSO • FEC Review only if directed by HSO or BUMED • Received at BUMED not later than 31 July

  26. Special ProjectsProgramming Board • Purpose: • Prioritize & program special projects • Activities must: • Update project lists/estimates/design status! • Provide slides/photos/etc to justify prioritization • Priority must relate to deficiency severity • JCAHO violation/life safety • Interruption of delivery of healthcare? • Reflected in AIS?

  27. Special ProjectsProgramming Board • Who attends: • Healthcare Support Office Facilities Managers • Naval Medical Center PWOs • BUMED Facilities Staff • Other activities which report directly to BUMED with major projects (Mission Specifics) • Conducted annually • Program will be “published” by November

  28. Special Project Screening • Do we have maintenance responsibility for the facility? (If not, why are we doing this project?) • Is the project within CO’s authority? • Is the amount of “construction” in the project near or over $750K? • Is the amount of “repair” > 50% of the PRV and > $500K? If so, you need an economic analysis. • Is the project > $2.0m? Need economic analysis. • Is the project > $5.0m? Need ASN approval. • Is the project > $7.5m? Need Congressional notification. • Is this an energy/environmental project? Is it clearly indicated? • Are all repair/construction costs broken down? • Are ALL costs included in the estimate (e.g., SIOH, etc) • Have you considered non-project costs such as moving expenses/equipment in your budgeting?

  29. BUMED Priorities • Life Safety upgrade/JCAHO Correction • Facility/System Condition (AIS Deficiency) • Patient Care/Optimization/Modernization • Economic Payback • Activity Priority • Prior Year Project

  30. Special Project Fiscal Year Execution Schedule • July 31, CY XX: All DD 1391s for consideration at upcoming board received at BUMED • October, CY XX: Programming Board meets • November, CY XX: Project List Posted to BUMED Web Page • January 31, CY XX+1: All reservations for funds for design and construction received at BUMED • June 30, CY XX+1: All funds obligated • Continuing Resolution Acts (CRAs)

  31. Special ProjectFunding Process BUMED issues funds reservation * based on current estimate * authority to advertise Activity Requests funds *Send request via the HSO in actual contract amount Activity ready to advertise (1391 submitted and approved) * Send request for funds reservation to BUMED via the HSO. * Include method of execution and drop dead date to guarantee a current year award BUMED issues actual funds to activity via HSO ROICC/OICC Advertises or Negotiates Contract * Bid opening or final negotiation sets contract price Contract Awarded

  32. Special Project Modification Funding Check for prior year funds available locally (at the MTF) - if available, fund modification locally. Contract awarded w/ prior year funds If no local funds available Check for prior year funds available at the HSO. If no funds available at HSO HSO requests funds from BUMED (by letter, fax or email to MED 332A). Include statements that HSO and MTF do not have correct FY funds available. Must be endorsed or signed by the comptroller. ROICC estimates cost of contract modification. Someone (ROICC, activity, contractor, etc.) identifies requirement for contract modification. BUMED provides funds. Request funds through HSO (by letter, fax or email to MED 332A). . Contract awarded w/ current yr funds Special Projects

  33. Sub-activity Group (SAG) Definitions (The Old Way) • O&M, DHP • Sag FA • M1 - maintenance and repair (CO authority) • M2 - maintenance and repair (special projects) • Sag FB • R1 - minor construction (CO authority) • R2 - minor construction (special projects)

  34. Sub-activity Group (SAG) Definitions (Current) • O&M, DHP • Sag FA • M1 - Sustainment (CO authority) • M2 - Sustainment (special projects) • Sag FB • R1 - restoration and modernization (CO authority) • R2 - restoration and modernization (special projects)

  35. Other ProjectFunding Sources • FEDERAL ENERGY MANAGEMENT PROGRAM (FEMP) • ENERGY/RESOURCE CONSERVATION PROJECTS • USE THIRD PARTY FINANCING FOR OTHER ENERGY • SAVINGS PROJECTS. • EG. Energy Savings Performance Contracts (ESPC) • Utility Demand Side Management Contracts (UDSM) • NAVY ENVIRONMENTAL HEALTH CENTER (NEHC) • CENTRALLY MANAGES ENVIRONMENTAL PROJECTS • - ODS • - UST REMOVAL • - PCB REMOVAL • - ENVIRONMENTAL STUDIES • NAVY CENTRALIZED DEMOLITION PROGRAM • UNSPECIFIED MINOR CONSTRUCTION (UMC)

  36. Project Execution-Design • FM coordinates MTF review • Among departments • Across building systems • Check/review for impediments to operations/maintenance • Avoid designs that increase work time and/or dollars (request expert review) • Review phasing plan • Coordinate with end users

  37. Project Execution-Design • Review equipment plans and specs • Can equipment be maintained/operated (what is technical skill requirement) • Ensure training provided by contractor • Consider 1 year maintenance from vendor • Require design documents to be compatible with FM Databases • CAD, Equipment list, DMLSS

  38. Project Execution-Design • Require destructive testing for hazardous material • Facilitate relationships with base agencies • PWC/PWD, Fire Marshall, Security, Safety • Need their review of designs • Identify initial outfitting requirements • Secure funding/approvals

  39. Project Execution-Construction • All changes go through contracting officer • Do not go directly to contractor • Coordinate scheduled disruptions • Utility outages; Traffic pattern changes • Alteration work is most difficult • Coordinate phasing • Things go wrong; Need contingency plans • Interim life safety measures, infection control standards • Keeping staff informed is best way to success

  40. Project Execution-Construction • Government furnished/contractor installed equipment • Ensure utilities adequate • Verify that utility tie in to equipment is provided by either construction contractor or equipment vendor • Ensure structural support adequate • Ensure order and delivered on time • Review equipment submittals • MFR operation/maintenance requirements • Warranty info • Special tools • Spare parts • Training • Develop transition/occupancy plan

  41. Tips • Remove old “OBE” projects from our system to aid in prioritization • Send in a letter to cancel the project • Use local funds when available • Request one time authority if over the CO’s threshold (if repair must be supported by AIS entry) • Priority to reducing backlog versus new construction!! • Make sure we know what you have designed and ready • Helps when/if we have a year end dump to have something ready • Could be modifications to existing projects underway • Use your FEC’s creative contracts i.e.: JOC/SOC/TOC/IQ… or consider such vehicles as GSA/DLA/VA or Army or Air Force Tool Box

  42. Keep us informed !! Email Phone FAX Letters Visits Telegraph

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