Space Bank & Freeze the Footprint May 22, 2013

1. Space Bank & Freeze the FootprintMay 22, 2013 Phil Dalby, PE, LEED AP, CFM Office of Acquisition and Project ManagementProperty Management Virtual Workshop

2. Agenda • 2012 Disposition of Excess Real Property • Freeze the Footprint • Questions

3. Disposition of Excess Real PropertyFY 2012 Status of Banked Square Feet for Future One-for-One Offsets

4. DOE’s Space Bank • Bank queried from FIMS • Bank Includes Owned Buildings and real property trailers 15 square feet could save you…

5. DOE’s Footprint

6. DOE’s Leased Assets

7. FY 2012 Dispositions By Method

8. FY 2012 Disposed vs. Acquired

9. Dispositions & Acquisitions2002 to 2012

10. FY 2013 Excess Elimination ReportTimeline • Now to 8 November 2013 • Sites archive real property assets disposed of in FY 2013. • Assets must be archived by 8 November 2013 • Note: No assets will be banked if they are not archived in the Facility Information Management System (FIMS) database • 15 January 2014 • Program Offices sent FY 2002 to FY 2013 Bank information • 1 February 2014 • Program Offices provide concurrence or comments via email • 30 March 2014 • Issue FY 2013 Excess Elimination Report

11. Freeze the Footprint

12. Freeze the FootprintBackground • OMB Memorandum M-12-12, “Promoting Efficient Spending to Support Agency Operations”, 5/11/12 • Section 3:  Freeze the Footprint (FTF) • Management Procedures Memorandum (MPM) 2013-02, “Implementation of OMB Memorandum M-12-12 Section 3: Freeze the Footprint”, 3/14/13 • Total square footage of domestic office & warehouse inventory shall not increase compared to FY2012 baseline • OMB & GSA will annually monitor consistent with FRPP reporting cycle – Report results every Spring

13. Baseline Development • Actions: • March 27 – GSA Provided Preliminary Square Foot (SF) Baseline • DOE FY 2012 Federal Real Property Profile (FRPP) submission • GSA Occupancy Agreements with DOE • April 5 – Program comments had been due to OAPM • April 10 – DOE Responded to GSA on Preliminary Baseline • April 16 – DOE Updated Response to GSA on Preliminary Baseline • Permits • FRPP changes (partial) • April 18 – FY 2012 FRPP Corrections Requested • April 24 – Datacall corrections due • May 1 – Revised Baseline Provided by GSA

14. Freeze the Footprint - BreakoutFY 2012 Baseline (Nominal Nos.)

15. Freeze the Footprint - BreakoutFY 2012 Baseline (Nominal Nos.) Notes: 1. “Other” also includes Power Marketing Administrations (PMAs) and the Federal Energy Regulatory Commission (FERC) 2. NNSA includes Naval Reactors 3. All DOE owned, DOE leased and GSA Occupancy Agreements for buildings and trailers. 4. DOE owned, DOE leased and GSA occupancy agreements for office and warehouse space.

16. Anticipated Acquisitions– DRAFT (Nominal Nos.) • Timeline: • April 15 - Requested New Acquisition Information from Programs • May 3 – Program responses had been due to OAPM • April 18 – FY 2012 FRPP Corrections Requested • April 24 – Datacall corrections due

17. Dispositions – DRAFT(Nominal Nos.) • Timeline: • May 8 – Disposition data pulled from FIMS

18. MSBA Footprint Result – DRAFT(Nominal Nos.)

19. FY 2013 Real Property Plan &Future Required Actions • Real Property Plan: • May 15 –“Draft” Real Property Plan Submitted to GSA • June 15 – Submit Final Real Property Plan to GSA • Certified by the Senior Real Property Officer & Chief Financial Officer • Finalize Internal Controls & Governance • Additional information requests still to come • Examples • Data Clarification • Annually • Office and Warehouse Square Footage shall not increase • Annual Agency Self Evaluation with GSA spot check • Annual Financial Report to include Real Property Footprint

20. Current Practice • Real Property Disposition and Oversight by OAPM: • Request for Disposition • Departmental Space Bank • Annual Excess Elimination Report • New Real Property Footprint Deficiencies: • Over the last 5 years 90% of our assets (by count) and 73% (by SF) have an acquisition of cost ≤ $2M • No visibility for assets ≤ $10M - (65% of new office & warehouse SF) • Limited visibility of assets $10M ≤ $50M - (8% of new office & warehouse SF) • Only tracked when entered into Facilities Information Management System (FIMS) after acquisition

21. Strategies & Recommended Actions • DOE-wide approach to Internal Controls & Governance • Minimize mission impact • Facilities & Infrastructure Steering Committee (FISC) recommends Departmental governance model • Visibility of Future Acquisition at all Levels • Future FIMS with corrections after completion • Internal Review of Baseline, Planned Acquisitions, and Dispositions • Data call & required current year certification/offset Challenge: Policy Change became effective immediately

22. Key Take Aways • Existing DOE Space Bank Accounting will continue • Space Bank Sub-set: New Targets for Space Accounting • Office and warehouse space • Need heightened oversight of all new/proposed office and warehouse space • FISC – new governance • What is the Teeth? • Potential OMB Marks for non-compliance with GSA as watchdog

23. Questions? Phil Dalby PE, LEED AP Department of Energy Office of Acquisition and Project Management (OPAM) – MA-652 Phone: (202) 586-4548 Cell: (202) 615-3405 Fax: (202) 586-3695 phil.dalby@hq.doe.gov