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National Strategy for the Efficient Use of Real PropertyFiscal Years 2015 - 2020
IVAN GRAFFLemont, IL
May 6, 2015
Agenda• Background• Purpose• Assumptions• Expected Actions
May 6, 2015 FIMS / RE Training 2
Background• Published March 25, 2015• Writers:– Office of Management and Budget (OMB)– General Services Administration, Office of
Government-wide Policy (GSA)• Responds to a Government
Accountability Office (GAO) recommendation [GAO Report 12-645]
May 6, 2015 FIMS / RE Training 3
Purpose• GAO Recommendation: “Publish a national strategy for
managing federal excess and underutilized real property”– Directed to Chair of the FRPC– In collaboration and consultation with FRPC member agencies
• The National Strategy should include:– A statement of purpose, scope, and methodology;– Problem definition and risk assessment;– Goals, subordinate objectives, activities, and performance
measures, including the milestones and time frames for achieving objectives;
– Resources, investments, and risk management;– Organizational roles, responsibilities, and coordination; and– Integration and implementation plans.
May 6, 2015 FIMS / RE Training 4
Assumptions• Agencies must:
1. Acknowledge they have too many buildings
2. Curtail their acquisitions3. Consolidate personnel and stored
items4. Must dispose of un- and under-utilized
real property beginning with leased assets
5. Fund this work through their own budgets.May 6, 2015 FIMS / RE Training 5
Expected Actions• Consolidate!– Identify un- and under-utilized office and
warehouse space• Optional: For GSA space, Consolidated
Activities Program [utilization surveys]• Optional: For all spaces, Client Portfolio
Planning (CPP) [utilization surveys]– Consolidate personnel and stored items– Dispose of the emptied buildings
May 6, 2015 FIMS / RE Training 6
Expected Actions• Reduce! (or at least, Freeze!)– Reduce or at least hold constant the
portfolio of office and warehouse buildings
– Increase the number and rate of asset disposals with GSA’s assistance
– Participate in pilot disposal demonstration initiatives
May 6, 2015 FIMS / RE Training 7
Expected Actions• Cooperate!– Respond to requests from GSA as it:• Validates and verifies Federal Real Property
Profile (FRPP) data• Migrates the FRPP to a new database
May 6, 2015 FIMS / RE Training 8
FIMS / Real Estate Training 10
FREEZE THE FOOTPrINTAn Update
As Presented by Ivan GraffOffice of Asset Management
May 6, 2015
FIMS / Real Estate Training 11
Agenda• A Brief History of the Initiative• The Most Recent Rules• Performance in FY 2013 and 2014• FY 2015: Bridging Past, Present, and Future• A Digest of the New Memorandum• Questions in Need of Answers• Next Steps
May 6, 2015
FIMS / Real Estate Training 12
A Brief History of Freeze the Footprint
Date Who What
05/11/12 OMB M-12-12
12/15/12 DOE FY12 FRPP Submit
03/14/13 OMB MPM-2013-02
03/27/13 GSA Prelim. FY12 Baseline
04/12/13 DOE Internal Info. Request
06/18/13 DOE Submitted Draft Plan
09/03/13 DOE Submitted Final Plan
12/15/13 DOE FY13 FRPP Submit
01/07/14 GSA FY13 Assessment
Date Who What
01/23/14 DOE AAIM Module
04/17/14 OMB Rules Revision Email
04/23/14 GSA Rev. FY13 Assessment
05/21/14 DOE FY13 Self Evaluation
07/15/14 GSA FY14 FRPP Data Dict.
12/15/14 DOE FY14 FRPP Submit
01/06/15 GSA FY14 Assessment
03/25/15 OMB MPM 2015-01
04/09/15 DOE FY14 Self Evaluation
May 6, 2015
FIMS / Real Estate Training 13
The Most Recent Rules• Based on:– Office of Management and Budget email, April 17,
2014– FRPP Data Dictionary, July 15, 2014
• GSA maintains DOE has 498,404 SF as of FY 2014
May 6, 2015
BaselineBaseline Remains
Newly Acquired
Reports of Excess to
GSA
FIMS / Real Estate Training 14
What’s Included? • Office or warehouse assets . . . – Inventoried in the Federal Real Property Profile – As of FY 2012 – Inventoried first as such in FY 2013 or thereafter– For which DOE has GSA occupancy agreements
• Building area recorded in the most recent year– Gross building area for DOE-owned & -leased– Useable building area for occupancy agreements– Land and structures have no building area
• Offsets only for Reports of Excess to GSA for buildings in the FY 2012 inventory
May 6, 2015
FIMS / Real Estate Training 15
What’s Included? • Not relevant –– Usage code changes• From predominant-use office or warehouse • To predominant-use office or warehouse • What matters: The asset’s usage in the baseline or when
first inventoried thereafter– Ownership changes• From DOE-owned or -leased • To DOE-owned or -leased • What matters: DOE-owned & leased, GSA-owned &
leased vs contractor-owned & leased, permits
May 6, 2015
FIMS / Real Estate Training 16
GSA Tabulation Method, Jan. 2015
A.Using the FY 2014 inventory submission:1. Add up the FY 2014 area of all the remaining buildings
included in the FY 2012 FtF baseline.2. Add to this the area of all buildings first inventoried
after FY 2012 with an office or warehouse use code.3. Subtract the area of all buildings with a report of excess
date and an office or warehouse use code.B. Add to this the GSA-supplied usable building area
tally for occupancy agreements.C. Subtract the FY 2012 baseline from this tally.
May 6, 2015
FIMS / Real Estate Training 17
Examples
May 6, 2015
2012 2013 2014 Result
# 1EXCESS
Offset
# 2 Ignored
# 3 Included
FIMS / Real Estate Training 18
Examples
May 6, 2015
2012 2013 2014 Result
# 4ADD
No Area
# 5 Included
# 6 No Area
EXCESS
FIMS / Real Estate Training 19
Revised FY 2013 Position
May 6, 2015
PGM DOE O and D GSA OAs Total DOE O and D GSA OAs Total FtF BalanceEA 13,698 0 13,698 13,698 0 13,698 0EE 411,951 70,786 482,737 411,951 91,807 503,758 21,021EM 9,328,626 587,384 9,916,010 9,275,524 582,319 9,857,843 -58,167FE 986,072 10,698 996,770 984,335 8,991 993,326 -3,444FERC 0 508,686 508,686 0 508,686 508,686 0IN 0 15,738 15,738 0 12,920 12,920 -2,818LM 91,687 57,517 149,204 94,705 57,517 152,222 3,018MA 16,824 1,819,305 1,836,129 19,469 1,695,401 1,714,870 -121,259NE 1,171,585 0 1,171,585 1,158,727 0 1,158,727 -12,858NNSA 11,632,999 276,202 11,909,201 11,306,502 274,666 11,581,168 -328,033NR 1,402,206 0 1,402,206 1,529,559 0 1,529,559 127,353PA 1,482,072 551,498 2,033,570 1,772,487 545,465 2,317,952 284,382SC 5,162,126 136,153 5,298,279 5,212,134 166,403 5,378,537 80,258
Total 31,699,846 4,033,967 35,733,813 31,779,091 3,944,176 35,723,267 -10,546
FY 2013 GSA Revision April 23, 2014FY 2012 Baseline Approved by GSA
NOTE: DOE Owned and Leased Assets measured in gross square feet; GSA Occupancy Agreements in useable square feet
FIMS / Real Estate Training 20
FY 2014 Position
May 6, 2015
NOTE: DOE Owned and Leased Assets measured in gross square feet; GSA Occupancy Agreements in useable square feet
FY 2012 Baseline Approved by GSA FY 2014 DOE Based on GSA
PGM DOE O and D GSA OAs Total DOE O and D GSA OAs Total FtF BalanceEA 13,698 0 13,698 13,698 0 13,698 0EE 411,951 70,787 482,738 411,951 16,844 428,795 -53,943EM 9,328,626 587,385 9,916,011 9,279,528 561,032 9,840,560 -75,451FE 986,072 10,698 996,770 984,113 50,324 1,034,437 37,667FERC 0 508,686 508,686 0 508,587 508,587 -99IN 0 15,738 15,738 0 12,920 12,920 -2,818LM 91,687 57,517 149,204 94,705 57,517 152,222 3,018MA 16,824 1,819,305 1,836,129 19,469 1,701,973 1,721,442 -114,687NE 1,171,585 0 1,171,585 1,118,751 0 1,118,751 -52,834NNSA 11,632,999 276,202 11,909,201 11,403,853 263,768 11,667,621 -241,580NR 1,402,206 0 1,402,206 1,672,100 0 1,672,100 269,894PA 1,482,072 551,498 2,033,570 1,196,835 583,621 1,780,456 -253,114SC 5,162,126 136,153 5,298,279 5,147,667 136,153 5,283,820 -14,459
Total 31,699,846 4,033,969 35,733,815 31,342,670 3,892,739 35,235,409 -498,406
FIMS / Real Estate Training 21
FY 2015: A Pivotal Year• Final year of comparison to FY 2012 Baseline• Basis for FY 2016 – FY 2020 Baseline• Would have had to update the “Freeze the
Footprint” plan under MPM-2013-02 . . .• OMB published replacement guidance, MPM-
2015-01, on March 25, 2015
May 6, 2015
FIMS / Real Estate Training 22
Federal Real Property Profile 2015
May 6, 2015
FIMS / Real Estate Training 23
FRPP FtF Related Validation 2015
May 6, 2015
Data Anomaly Universe of Data Anomaly
Lower Threshold
Upper Threshold
FTF SF Decrease
FTF Criteria for All Office and Warehouse assets
None Flag FTF asset where the SF decreased in 2015 compared to 2014
FTF assets Disappear
FTF Criteria for All Office and Warehouse assets
Explain why a FTF asset (based on RPUID) was not reported (missing asset report)
Explain why a FTF asset (based on RPUID) was not reported (missing asset report)
FIMS / Real Estate Training 24
Reduce THE FOOTPrINTAn Introduction
As Presented by Ivan GraffOffice of Asset Management
May 6, 2015
FIMS / Real Estate Training 25
Replacement OMB Policy FY 2016 – FY 2020, Highlights
• Freeze the Footprint for Offices and Warehouses – Baseline from the FY 2015 FRPP submission
• Reduce the Footprint– Reduction targets for owned (a) office, (b)
warehouse, & (c ) all other uses– Document for dispositions . . .
• Investment costs• Cost reductions over one and seven year periods
• Set a Standard for Office Space Allocation
May 6, 2015
FIMS / Real Estate Training 26
Timeline
May 6, 2015
Date Who What04/14/2015 GSA Draft monitoring and reporting methods and templates04/29/2015 DOE Comments on draft methods and templates05/19/2015 GSA Final methods and templates.07/10/2015 DOE Real Prop. Efficiency Plan (RPEP), FYs 2016 - 2020 – draft final09/10/2015 DOE Real Property Efficiency Plan (RPEP), FYs 2016 - 2020 – final12/31/2015 DOE CFO FRPP accuracy certification letter due to GSA30 days later DOE Receive then comments due on FY 2015 FtF baseline02/13/2016 GSA FRPP data analysis03/15/2016 DOE Real Prop. Efficiency Plan (RPEP), FYs 2017 - 2021 – draft final03/25/2016 DOE Newly Acquired or Renovated Office Workstations Standard60 days later DOE Meet with GSA then finalize RPEP, FYs 2017 - 202112/31/2016 DOE CFO FRPP accuracy certification letter due to GSA02/13/2017 GSA FRPP data analysis03/15/2017 DOE Real Prop. Efficiency Plan (RPEP), FYs 2018 - 2022 – draft final60 days later DOE Meet with GSA then finalize RPEP, FYs 2018 - 202212/31/2017 DOE CFO FRPP accuracy certification letter due to GSA
CYCLE REPEATS TWICE MORE THROUGH FY 2019
FIMS / Real Estate Training 27
Federal Real Property Profile 2015
May 6, 2015
FIMS / Real Estate Training 28
A Closer Look at the Requirements
May 6, 2015
REDUCTIONS FREEZING
Office Warehouse Other Office & Warehouse
DOE Owned? ● ● ● ●DOE Leased, GSA-Owned, & -Leased? ● ● ●
Building Area? ● ● ● ●Building Count? ●
Baseline? ●Annual Net Reduction Target? ● ●
Disposals Only Target? ● Asset Level Attribute Data? ● ●
Summary Level Attribute Data? ● Asset Level Prior Year Cost Data (≥ 2,500 GSF)? ● ●
Summary Level Prior Year Cost Data? ●
FIMS / Real Estate Training 29
Real Property Efficiency Plan (RPEP)• Updated annually, with a rolling five year time
span• Contents– Internal controls• Route acquisition decisions• “Reserve” disposed or excess space for acquisitions• Waive office workstation design standard• Track space acquisitions or dispositions• Prioritize dispositions based on investment return,
mission, etc.
May 6, 2015
FIMS / Real Estate Training 30
RPEP Contents (2 of 4)• Targets for owned –
– Office building area reductions– Warehouse building area reductions– Other building disposals (number and area)
• Narratives on –– Cost effective alternatives to acquisition– Plans to increase the efficiency of office space– Prioritizing consolidations and disposals– Strategies for achieving goals without compromising mission– The project planning and budgeting process– Calculating, retaining, and sharing costs incurred and avoided– Freeze the Footprint successes and challenges (publish)– 3 examples of office or warehouse space reductions (publish)
May 6, 2015
FIMS / Real Estate Training 31
RPEP Contents (3 of 4)• Office and Warehouse– Acquisitions– Expansions– Consolidations– Co-locations– Disposals
• Asset Level Data, Years 1, 2, & 3– RPUID– Use
– Size– Ownership– Location– Est. Disposition Date– Est. Acquisition Date
• Year 4 & 5– Net office building
area changes– Net warehouse
building area changes
May 6, 2015
FIMS / Real Estate Training 32
RPEP Contents (4 of 4)• Documentation of Costs
– Projects completed in the previous fiscal year– One and cumulative seven-year time periods
– Office and warehouse space– Owned and leased– ≥ 2,500 square feet
• Asset-level investment costs• Asset-level cost reductions
– Other space (owned only)• Total investment costs• Total cost reductions
May 6, 2015
FIMS / Real Estate Training 33
Newly Acquired or Renovated Office Workstation Standard (NAROWS)
May 6, 2015
“[A] gencies shall issue a . . . design standard for maximum useable square feet by workstation for use in the design of owned and leased domestic office space, including GSA occupancy agreements, that it occupies.” MPM 2015-01, Section I(2)
“The policy shall apply, at a minimum, to all spacerenovations and new acquisitions for all agency
components. Agency components may implement different standards based upon mission
requirements.” MPM 2015-01, Section I(2)
FIMS / Real Estate Training 34
Questions in Need of Answers
May 6, 2015
Portfolio Optimization
Space Standard
Disposition Targets Documentation
of Costs
FIMS / Real Estate Training 35
Next Steps
1. GSA to finalize guidance and templates by May 19, 2015
2. FISC meetings to answer questions3. SRPO memorandum: Confirming data and
updating AAIM4. Real Property Efficiency Plan draft final due
July 10, 2015
May 6, 2015
FIMS / Real Estate Training 36May 6, 2015
Look for the Updateson PowerPedia:
https://powerpedia.energy.gov/wiki/FTF
Questions:Ivan Graff202-586-8120