1 – 800 – Ask OECM Session

1. 2nd Annual FIMS / Real Estate Workshop 1 – 800 – Ask OECM Session

2. 1-800-Ask-OECM • Question Topics: • Disposition • FIMS Fields • FIMS Fields: Cool Roofs • Leasing • Maintenance • Sustainability • Validation FIMS / Real Estate Workshop 2011

3. Disposition For More Information: Phil Dalby • Question: • It's my understanding that once a trailer has been disconnected it reverts back to Personal Property and will be disposed of through the personal property process. If this is the case, why do we need to screen this property for Excess, when it will be screen on the personal property path? • Answer: • Real property trailers retain their character even when disconnected prior to disposition, just like buildings. FIMS / Real Estate Workshop 2011

4. Disposition For More Information: Phil Dalby • Question: • If a structure's estimated disposition year is 15 years out, should that property be excessed? (example: EDY= 2030 Excess Yr: 2012) Does this not give a bad impression on the site? The reason for the EDY being so far out is based on funding availability. • Answer: • Real property should be excessed by the site when it is no longer required by the site. This gives other DOE programs the opportunity to acquire the asset. The Estimated Disposition Year (EDY) should reflect site’s best estimate for when it can dispose of the asset. FIMS / Real Estate Workshop 2011

5. FIMS Fields For More Information: Gary Horn • Question: • Is it feasible to modify FIMS for the creation of a new record only such that the record will remain in a developmental area until complete at which time the touch of one button will move it to the usual "production" area? After a predetermined amount of time (few days to few weeks) the record will automatically move to the "production" area whether complete or not. • Answer: See next slide. FIMS / Real Estate Workshop 2011

6. FIMS Fields For More Information: Gary Horn • Answer: • Although feasible any change where FIMS automatically moves a record from the developmental area to the active database would risk having incomplete records in the active database that might skew data extracts or standard report. FIMS / Real Estate Workshop 2011

7. FIMS Fields For More Information: Ivan Graff • Question: • [Paraphrased] FIMS, Energy Star Portfolio Manager, and USGBC certification systems all contain sustainability data. How can we streamline these systems? • Answer: • These systems track different data for different purposes. FIMS / Real Estate Workshop 2011

8. FIMS Fields For More Information: Phil Dalby • Question: • It is possible for a facility to be declared Excess or Surplus and be operating to effect cleanup. HQ guidance indicates a facility cannot be excess and operating at the same time [as] Excess facilities are made available for public offering. • Answer: • Assets still in operation should not be screened or declared excess. Do not excess until you no longer have a need for the asset and is clean enough for consideration by other agencies. FIMS / Real Estate Workshop 2011

9. Cool Roofs For More Information: Gary Horn • Question: • The R-30 requirement is most[ly] not cost effective for an existing building re-roofing project, mostly due to conflicts with the increased insulation thickness. . . . We respectfully request you review and clarify this issue. • Answer: • According to the memorandum, cool roofs installed prior to June 1, 2010 need not have R-30 insulation. SPO and OECM will review this concern with the named subject matter expert in the memorandum FEMP. FIMS / Real Estate Workshop 2011

10. Cool Roofs For More Information: Gary Horn • Question: • The cool roof date definitions are unclear. Many buildings have multiple roofs, and may never . . . be fully roofed with cool roofs. What was the intended use of the date data? Can it be eliminated? • Answer: • The date predicts when all building roof areas will be cool. This provides leadership with a realistic indicator planned installations. FIMS / Real Estate Workshop 2011

11. Cool Roofs For More Information: Gary Horn • Question: • If we put a new cool roof on an entire building, do we consider this a “ Cool Roof Not Economically Feasible?” I feel that a new roof would not be economical to replace because it has not reached its useable life. • Answer: • Do not check the infeasibility checkbox when roofs have cool roof technology. Likewise for partial cool roofs. FIMS / Real Estate Workshop 2011

12. Leasing For More Information: Tom Geronikos • Question: • Since it appears that there is a clear benefit and support to aligning both “Certified Realty Specialist” and “Real Estate Contractor Officer” certifications, what is the reason for not doing it at the HQ level? • Answer: • DOE is the only agency that does not warrant its certified realty specialists. OECM has attempted to establish a warranted Real Estate Contracting Officer program. NNSA does warrant its CRS’s. OECM has continued to push to provide the effective use of authority to the CRS at the site level. Last fall, delegations of authority were sent to all program offices with a request that all CRS’s receive the delegated authority. The RECO would replace the designation of CRS, due to the presence of stipulated contracting authority. FIMS / Real Estate Workshop 2011

13. Leasing For More Information: Tom Geronikos • Question: • What can the CRS community as a group do to lobby and push for this at our local office levels? • Answer: • All CRS’s should have formal delegations of authority. If not, they should discuss with site management. CRS’s need to emphasize their continuing education needs as well. FIMS / Real Estate Workshop 2011

14. Maintenance For More Information: Adam Pugh • Question: • What is allowed within a "graded approach" as defined within the order [O 430.1B] for Condition Assessment Surveys? • Answer: • The nature of the inspection should reflect the asset’s mission dependency and status while taking into consideration the extent and type of hazards or physical barriers present. FIMS / Real Estate Workshop 2011

15. Maintenance For More Information: Ivan Graff • Question: • Do you capitalize replaced retirement units purchased with operating funds? • Answer: • Yes you do, per the DOE Accounting Handbook Chapter 10. FIMS / Real Estate Workshop 2011

16. Maintenance For More Information: Ivan Graff • Question: • Is another measure beside ACI or FCI being considered to determine if a site must designate part of its operating budget toward DMR? • Answer: • Sites may use the leading indicators of their choice, subject to program approval, to signal increasing maintenance investments. Per O 430.1B, OECM uses ACI to evaluate programs, not sites. However, should programs wish to apply the indicator to their sites, the National Research Council's Recommendation that sites should invest 2% to 4% of its plant value in maintenance would support that decision. FIMS / Real Estate Workshop 2011

17. Maintenance For More Information: Ivan Graff • Question: • What is the purpose of RPV values requested for contractor leased space? The total site RPV includes both owned and leased space, while the DM only includes owned space. The calculation for total site FCI = total site DM/ total site RPV, is a skewed calculation because of the leased space. Shouldn't the Site FCI be defined as Total Site FCI = Total Owned DM / Total Owned RPV? On the other hand, shouldn't FCI be only on a facility basis and not on a site basis? • Answer: See next slide FIMS / Real Estate Workshop 2011

18. Maintenance For More Information: Ivan Graff • Answer: • The FRPP requires reporting RPV for leased assets. Although reported DM includes just owned assets, it should probably include DM for leased assets for which DOE bears maintenance responsibility. Sites may wish to compute and trend asset FCI, but O 430.1B does not require this. FIMS / Real Estate Workshop 2011

19. Sustainability For More Information: Ivan Graff • Question: • Does performing an air sample after moving into a building replace flushing? • Answer: • The Guiding Principles for New Construction state: "After construction and prior to occupancy, conduct a minimum 72-hour flush-out with maximum outdoor air consistent with achieving relative humidity no greater than 60 percent. After occupancy, continue flush-out as necessary to minimize exposure to contaminants from new building materials." FIMS / Real Estate Workshop 2011

20. Validations For More Information: Phil Dalby • Question: • Source Documentation for Outgrant Indicator, Excess Indicator and Sustainability cannot be older than 1 year. There needs to be an exception for LEED Certifications, Outgrants of 10 to 20 years, and Facilities SURPLUS under the DOE National Surplus Facilities Management Program established in 1976 and administered by the Richland Operations Office at the time. • Answer: • Data elements with an annual review requirement may include data that does not change. Source documentation would indicate where appropriate no changes have occurred. FIMS / Real Estate Workshop 2011

21. Thanks for joining us! Please contact the experts listed with your follow-up questions.