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DOE Disposition Process…Shrinking the Federal Footprint…

Monja Vadnais, PE, LEED AP, CFM &

Ivan Graff, PE, LEED AP, CFM

MA-50 - Facilities and InfrastructureFIMS TrainingMay 7, 2015

Agenda

• Disposition• DOE Excess Process• Partial Dispositions• Questions• DOE Bank

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Facility Life Cycle

Know where you are in

the process!

• Portfolio Characteristics– Deciding to declare an asset as excess– Over 50 large Sites, 100s of small

locations – Many sites hosts multiple programs– Excess facilities generally embedded in a complex– Security Issues at almost all sites

• Limits opportunity for commercial reuse

– Contamination issues• Long and complex decontamination & demolition times

– Decreasing budgets4

DOE Disposition Challenges

• $74M spent on assets declared as Excess • $55M Excess assets; non-operating status• DOE Strategic Plan• One for one offset (aka Space Bank)• Freeze the Footprint• Reduce the Footprint•Economic reuse•Mission requirements•Environmental stewardship

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Excess Elimination Drivers

Please archive as soon as you know an asset has been

disposed!

• Site determines asset is excess to site mission• Certified Reality Specialist concurs• Asset(s) are screened by program• Asset(s) are screened by DOE– If no interest expressed• Declared excess to DOE• FIMS Excess indicator set to “YES” & estimated

disposition year• Populate new fields in Excess screen

• Proceed with GSA screening6

DOE Excess Process

• Screen through GSA and HUD– See your local or HQ Reality Specialist!– Keep FIMS updated

• Excess Asset(s) are disposed• Asset(s) archived in FIMS– Ensure correct status– Ensure correct status date • Used for Space Bank, FTF, & RTF

• Archive NLT 09 Nov 2015!!!

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DOE Excess Process - Continued

Don’t get tangled up in red tape, contact your Reality Specialist!

• Site determines asset is excess to site mission• Certified Reality Specialist concurs• Asset(s) are screened by program• Asset(s) are screened by DOE– If no interest expressed• Declared excess to DOE• FIMS Excess indicator set to “YES” & estimated

disposition year• Populate new fields in Excess screen

• Proceed with GSA screening8

DOE Excess Process - Screening

THE DOE SCREENING PROCESS

• Complete a Request for Disposition Form• FIMS website:

http://www.fimsinfo.doe.gov/excess_elimination.htm • Send to RP-ExcessScreening@HQ.DOE.GOV• Asset screened at least seven days• Email & signed Request for Disposition Form at

end of screening period • Contact Monja Vadnais if you don’t hear back

shortly after the screening period is complete– Monja.Vadnais@hq.doe.gov, 202.586.6199

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DOE Screening Process

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DOE Screening Process

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DOE Screening Process

PARTIAL DISPOSITIONS

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• Definition - A partial disposition with respect to FIMS is when a portion of a real property asset is disposed and the remainder of the asset is not planned for disposal in the near term.

• Process– Update FIMS record for the remaining portion of the

asset– Generate a new FIMS record for the disposed

portion – Archive the disposed portion

http://fimsinfo.doe.gov/Downloads/OAPM_Policy_Partial_Demo140723.pdf

Partial Disposition

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A large building is being demolished over several years and one wing of the building is being

demolished each year.

Is this a partial disposition?No, this is not a partial disposition because there is a plan

to dispose of the asset.

What is the correct procedure? The correct procedure would be to wait until the entire

building is demolished and archive the FIMS record. Archive when project is complete.

Partial Disposition – Example #1

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A building has three wings. Wing 1 is demolished. There are no plans on disposing of the other two

wings.

Is this a partial disposition?Yes, this is a partial disposition.

What is the correct procedure? Update FIMS record for the remaining portion of the building, generate a new FIMS record for Wing 1 (the disposed portion), & archive the new record.

Partial Disposition – Example #2

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100 acres of a 500 acre land parcel is being sold however there are no plans to dispose of the

remaining 400 acres.

Is this a partial disposition?Yes, this is a partial disposition.

What is the correct procedure? Same as Example #2. Update FIMS record for the remaining portion of the building, generate a new FIMS record for Wing 1 (the disposed portion), & archive the new record.

Partial Disposition – Example #3

EXCESS & DISPOSITION QUESTIONS

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When should I screen an asset for excess?

Once an asset has no Site or Program mission and none anticipated within the next

budget cycle.

Questions

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May my site continue to utilize an asset deemed excess?

An excess asset should be vacant since there should be no mission need for that asset. If the asset is in use, utilization should be limited to

cleanup/shutdown/D&D type efforts.

Questions - Continued

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How do I revert an excess indicator to "N"?

Contact your Real Estate Specialist and/or Excess Screening Coordinator.

If GSA had been notified, they must be contacted and the asset removed from their

surplus screening. Once complete, contact MA-50 to remove the asset from the Excess inventory. A Cancelled

Request for Disposition Form will be provided.Update the FIMS Excess screen.

Questions - Continued

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How do I withdraw a report of excess to GSA (SF 118)?

Contact your Real Estate Specialist who will contact your GSA POC who received the

submitted SF 118. They will notify you on what needs to be done.

Update the FIMS Excess screen

Questions - Continued

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Questions - Continued

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Under which circumstances may I consider abandonment a form of disposition?

Only if the asset is not on Federal land.

Questions - Continued

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When is the defining point in the life cycle of an asset when the FIMS record can be archived?

Once the disposition is complete.

If sold, all legal documentation must be finalized.

If lease has ended, been vacated, and returned to the condition required by the lease.

If demolished, when the asset has been removed from the site. See the next question …

Questions - Continued

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When archiving in FIMS…When is a demolition of an asset considered complete?

1 - The asset is demolished and all debris removed from the site.

2 - The asset is demolished and the foundation remains.

3 - The asset is demolished and rubble remains at the site.

4 - The asset is demolished, rubble remains, and the land is contaminated.

Questions - Continued

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FY2014 Report on DOE’s Disposition of Excess Real Property

http://fimsinfo.doe.gov/excess_elimination.htm

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FY2014 Space Bank

FY 2002 to FY 2013

Dispositions (square feet)

FY 2014 Dispositions (square feet)

FY 2014 Gross Banked

Dispositions (square feet)

FY 2002 to FY 2013 Additions

Subject to Offset (square feet)

FY 2014 Additions subject to

Offset (square feet)

Total Additions Subject to Offset

(square feet)

FY 2014 Net Banked

Area (square feet)

24,035,398 1,212,147 25,247,545 8,583,326 422,521 9,005,847 16,241,698

DOE Space Bank - Results At A Glance FY 2014

• Bank queried from FIMS snapshot• Included Buildings and real property trailers • Does not include leased assets• Construction started prior to FY 2003 no offset required• Assets disposed of in FY 2002 can be used to Offset• Power Administrations exempt from One-for-One

http://fimsinfo.doe.gov/excess_elimination.htm

533,870 SF

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Timeline for FY2015 Report of DOE’s Disposition of Excess Real Property

• Archive disposed assets in FY 2014 – Assets must be archived by 09 November 2015– Note: No assets will be banked if they are not

archived in the Facility Information Management System (FIMS) database

• 15 January 2016 – Program Offices sent FY02 to FY14 Bank information

• 1 February 2016– Comments/concurrence due from Program Offices

• 30 March 2016– Issue FY 2015 Report

Questions?

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Monja Vadnais PE, LEED AP, CFMDepartment of EnergyOffice of Asset Management MA-50Phone: (202) 586-6199Cell: (240) 449-6330Fax: (202) 287-1497monja.vadnais@hq.doe.gov

BACKUP MATERIAL

Expenditures on Excess Assets

Excess Indicator Ownership StatusCount of Property ID

Sum of Annual Actual Maintenance Sum of Op Costs-Total

1,703 $40,441,608 $55,993,292

N 20,036 $1,228,410,749 $687,667,488Y DOE Owned (O)

Active Land 3 $0 $0

D&D in Progress 15 $66,658 $814,250

Deactivation 82 $9,677,124 $2,572,672

In Situ Closed 16 $13,198 $4,496

In Situ Closed (LTM) 4 $0 $733,166

Operating 158 $4,009,958 $2,612,249

Operating Pending D&D 91 $10,391,748 $1,812,723

Operating Under an Outgrant 19 $0 $0

Operational Standby 12 $5,341 $57,637

Shutdown Pending D&D 707 $9,471,990 $4,199,851

Shutdown Pending Disposal 161 $18,071,527 $9,296,619

Shutdown Pending Transfer 2 $0 $0

DOE Owned (O) Total 1,270 $51,707,544 $22,103,663

Y Total 1,270 $51,707,544 $22,103,663

Grand Total 23,009 $1,320,559,901 $765,764,443

FIMS CHANGES PRECIPITATED BY THE

EXCESS CONTAMINATED FACILITIES WORKING GROUP

OF THE

NATIONAL LABORATORY OPERATIONS BOARD

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FIMS Excess Screen

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FIMS Excess Screen

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FIMS Excess Screen

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FIMS Excess Screen: Contamination Category

• Contamination Category– Process Contaminated - Asset has structural

components and/or systems contaminated with hazardous chemical and/or radioactive substances.

– Industrial contaminated – Facilities that contain no residual hazardous substances other than those present in normal building materials and components, such as asbestos-containing material, lead-based paint, or equipment containing PCBs or ozone depleting substances.

– Not Contaminated – Asset is neither process nor industrial contaminated.

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FIMS Excess Screen: Disposal Readiness

• Disposal Readiness– Not Ready for Stabilization – asset may still be occupied

or in use.

– Ready for Stabilization – asset has been vacated and is ready for stabilization of the major systems, materials, etc.

– Ready for Cleanup/D&D – asset has been stabilized and is ready for cleanup of industrial and/or process contamination

– Ready for Disposal – asset is ready for sale, transfer to a non-DOE entity, demolition, etc.

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FIMS Excess Screen: Disposal Complexity

• Disposal Complexity– Very Complex • >100,000 GSF• Intricate process systems• Extensive contamination• Potential structural failures

– Complex• >10,000 GSF & <100,000 GSF• Standard structure configuration• Structure is degraded but can be re-inforced

– Insignificant

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FIMS Excess Screen: Disposal Complexity - Continued

Complexity Component

Complexity Factor / Definition

Very Complex Complex Insignificant

Structure SizeFacility is greater than or equal to 100,000 GSF

Facility is greater than 10,000 GSF but less than 100,000 GSF

Facility is less than or equal to 10,000 GSF

Structure Arrangement / Configuration

Unique architectural features (height, appurtenances, etc.) or very robust structure or multiple below-grade levels.

Standard frame structure with slab-on-grade or basement configuration.

Simple light-frame structure with slab-on-grade configuration.

Process System(s)

Intricate process systems (piping, tanks, process vessels, glove box lines, etc.) occupy a significant portion of facility space.

Facility contains some basic process systems (piping, tanks, process vessels, etc.) or laboratory benches.

No systems other than normal building utility systems.

Facility Contents

Materials/items contained within the facility are extremely hazardous or toxic and represent a serious threat to workers or the environment.

Materials/items contained within the facility represent a potential hazard to workers or the environment.

Materials/items contained within the facility pose no threat to workers or the environment.

Contamination Levels / Types

Extensive contamination that has potential for major environmental consequence (i.e., reportable release) or serious impact to human health or site mission.

Contamination is present and could result in minor impact to the environment, human health, or site mission.

No contamination present.

Site Infrastructure Interference

Major reconfiguration of site utilities/infrastructure required supporting removal of facility; or other large facilities are in close proximity.

Some re-routes of site utilities/infrastructure will be necessary.

Facility has no interference with utilities/infrastructure of other surrounding buildings.

Physical Condition of structure and

building systems.

The risk of structural failures during demolition cannot be controlled by temporary structural modifications and re-enforcements; structural failures are likely to place workers at risk of injury or death. Building systems not suitable for use during demolition; replacement systems require more than simple routing of lines through building.

Structure is degraded but can be re-enforced or otherwise made safe, removing any risk of worker injury or death due to structural failure; Building systems have failed, but can be restored or easily replaced with temporary systems.

Structure is intact; building systems are functional and can be used during demolition.

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FIMS Excess Screen: Mission Impact

• Disposal Complexity– Significant Impact – Retention of the facility has significant

impact and is preventing the achievement/progress of specific Site mission goals.

– Major Impact – Mission can be achieved with major adjustments to the scientific/programmatic schedule and costs.

– Minor Impact – Mission can be achieved w/ minor adjustments to the scientific/programmatic schedule and costs.

– No Impact - No impact on Site mission.

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FIMS Excess Screen: Public Health & Env. Stewardship

• Public Health & Env. Stewardship– Significant Impact – Could present a very significant

radiological, chemical, hazardous material release to the environment that could impact the off-site public.

– Major Impact – Could present a significant radiological, chemical, hazardous material release to the environment that could impact site personnel.

– Minor Impact – Could present a minor radiological, chemical, hazardous material release to the environment that could impact local employee health.

– No Impact - Unlikely to impact personnel.

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FIMS Excess Screen: Safety

• Safety– Significant Impact – Asset is unsafe for any access due to

deterioration/deferred maintenance

– Major Impact – Asset poses major safety concerns to Site employees due to deterioration/deferred maintenance.

– Minor Impact – Asset condition poses minor safety concerns to Site employees due to deterioration/deferred maintenance.

– No Impact - Asset condition poses no safety concerns to Site employees.

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FIMS Excess Screen: Reference Table

MISSIONPUBLIC HEALTH/ENVIRONMENTAL

STEWARDSHIPSAFETY DISPOSAL READINESS

COST AVOIDANCE (OPPORTUNITY COSTS)

Retention of the facility has no impact on Site mission

No Impact - Over the retention period of the facility, the facility and its contents are not expected to pose radiological, chemical or

hazardous material release to the environment that could impact local employee, site visitors,

and/or public health. Compliant with environmental requirements, slight probability

for near termnon-compliances.

No Impact - Facility condition poses no safety

concerns to Site employees

Not Ready for Stabilization – asset may

still be occupied or in use.

Facility Deactivation and/or D&D will lead to <$50K real, incremental,

operating costs (e.g. from deferred, annual maintenance, safety

management program surveillance reductions, etc.) that can be avoided when analyzed over a 5 year horizon

after completion of the project.

Retention of the facility has minor impact on Site mission. Mission can be achieved with

minor adjustments to scientific/programmatic

schedule and cost operations

Minor Impact - Over the retention period of the facility, if not actively managed, the facility and its contents could present a minor radiological,

chemical, hazardous material release to the environment that could impact local employee

health. Occasional minor deviation of environmental compliance requirements.

Minor Impact - Facility condition poses minor safety concerns to Site

employees due to deterioration/deferred

maintenance

Ready for Stabilization – asset has been vacated

and is ready for stabilization of the major systems, materials, etc.

Facility Deactivation and/or D&D will lead to <$500K real, incremental,

operating costs (e.g. from deferred, annual maintenance, safety

management program surveillance reductions, etc.) that can be avoided when analyzed over a 5 year horizon

after completion of the project.

Retention of the facility has major impact on Site mission. Mission can be achieved with

major adjustments to scientific/programmatic

schedule and cost operations

Major Impact - Over the retention period of the facility, if not actively managed, the facility and

its contents could present a significant radiological, chemical, hazardous material

release to the environment that could impact site employees and visitor, along with local employee health. Frequent minor violations

environmental compliance requirements.

Major Impact - Facility condition poses major safety concerns to Site

employees due to deterioration/deferred

maintenance

Ready for cleanup/D&D – asset has been

stabilized and is ready for cleanup of industrial

and/or process contamination

Facility Deactivation and/or D&D will lead to <$1M real, incremental,

operating costs (e.g. from deferred, annual maintenance, safety

management program surveillance reductions, etc.) that can be avoided when analyzed over a 5 year horizon

after completion of the project.

Retention of the facility has significant impact and is

preventing the achievement/progress of

specific Site mission goals.

Significant Impact - Over the retention period of the facility, if not actively managed, the facility and its contents could present a very significant

radiological, chemical, hazardous material release to the environment that could impact

the off-site public, site employees and visitors, along with local employee health. Serious

frequent violations of environmental compliance requirements.

Significant Impact - Facility condition is

unsafe for any access as a result of

deterioration/deferred maintenance

Ready for Disposal – asset is ready for sale, transfer to a non-DOE entity, demolition, etc.

Facility Deactivation and/or D&D will lead to <$10M real, incremental,

operating costs (e.g. from deferred, annual maintenance, safety

management program surveillance reductions, etc.) that can be avoided when analyzed over a 5 year horizon

after completion of the project.

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FIMS Excess Screen: Estimated Costs

• Est. Annual MSRO – Identify the range of projected expenses for maintenance, surveillance, repairs and operating costs.– $0 to $10K– >$10K to $100K– >$100K to $1M– > $1M

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FIMS Excess Screen: Estimated Costs - Continued

• Est. Cleanup & Disposal Cost – Enter a number using either an AFDCS Liability

Estimate, EM project cost estimate, or other. This is the cost for cleanup, decontamination, dismantlement/demolition, and/or sale.

• Anticipated Repair Costs– Used to identify anticipated repair expenses (>$5M)

associated with a facility.