1. David Redman, Director Facilities and Administrative Services Division
HQ Renovation All Hands
Relocation From Floor 4 to 5
David Redman, Director Facilities and Administrative Services Division
December 11, 2012

2. Agenda
Welcome— David Redman, Director, Facilities and Administrative Services Division
HQ Relocation Reminders
Arnold Rotruck, Paxton Van Lines
Packing Guidelines
Proper Crate Lifting/Stacking
Paul Raudenbush, Chief, Headquarters Security
Information Security
Classified and SBU Information
Safe Relocation

3. Organization POCs Budget Management and Systems Support
Joyce Smith, Sandra Reid
Headquarters Operations
Sally Relyea, Michele O’Connell
Human Capital Management
Lorraine Burroughs
Human Resources Management Division
Walita Winslow-Wilkins, Janette Black, Tracey Carter
8-12 crates will be provided to employees. Additional crates will be available if needed.

4. Organization POCs Information Technology and Communications
Sharon Washington, Mike Barrett
Mission Support Directorate
Mary Dunn
Office of Internal Controls
Deborah Bloxon
Union Office
Pam Barnes
8-12 crates will be provided to employees. Additional crates will be available if needed.

5. Move Information
Saturday, January 19th – Wednesday, January 23rd, 4th Floor move to the 5th Floor
No move activity Sunday, January 20th – Monday January 21st
Moving materials will be delivered two weeks prior to move
Crates/labels will be provided on Thursday, January 3rd
Cardboard boxes have been delivered to organizations for early packing
Organization Cabinets
File and Supply Cabinets
Completely emptied
Securely tape key to top of cabinet
Paxton label must be applied
8-12 crates will be provided to employees. Additional crates will be available if needed.

6. Move Information Overhead Cabinets
File pedestals
File pedestals do not have to be emptied and will be moved by Paxton movers
Paxton label must be applied
Key kept by employee
Overhead Cabinets
Completely emptied
Key left in overhead lock
Employees MUST be packed & ready to move by 5:00 pm
Friday, January 18th
Human Capital Management, Mission Support Directorate,
Headquarters Operations
8-12 crates will be provided to employees. Additional crates will be available if needed.

7. Move Information
Tuesday, January 22nd
Budget Management, Human Resources, Information Technology, Office of Internal Controls, Union Office
Go to locations
Chief Health and Medical Office, Strategic Infrastructure, Chief Information Officer
ITCD will pack computer equipment at 5:00 pm the day before the move
Friday, January 18th
Human Capital Management, Mission Support Directorate,
HQ Operations
8-12 crates will be provided to employees. Additional crates will be available if needed.

8. Move Information
Tuesday, January 22nd
Budget Management and Systems Support, Human Resources, Information Technology and Communications, Office of Internal Controls
Go to locations – Chief Health and Medical, Chief Information Officer, Strategic Infrastructure
Facilities will update workstation/office numbers for individuals related to renovation moves only. If employees move after their relocation, it is the employees responsibility to update their information.
8-12 crates will be provided to employees. Additional crates will be available if needed.

9. Move Information Office keys
Employees will return keys to the POC in the provided key envelope and complete key issue request card
Key envelope (office keys used on 4th floor)
Must be turned into the locksmith the day before the organization telework day
Key request cards for office keys used on the 5th floor swing space must be turned into the locksmith by Friday, January 4th (or sooner)
Office key distribution will occur within the organization office space and coordinated through the organization POC beginning Monday, January 28th.
8-12 crates will be provided to employees. Additional crates will be available if needed.

10. Move Guide
Provided to POCs in Move Kit

11. Key Dates Delivery of moving crates Thursday, January 3rd
Individual packing beginning
Thursday, January 3rd (or sooner)
Vending/Ice Machine removed
Tuesday, January 15th
Employees Packed by 5:00 pm
Friday, January 18th
Human Capital Management, Mission Support Directorate,
HQ Operations
Tuesday, January 22nd
Budget Management, Human Resources, Information Technology, Office of Internal Controls, Union Office
Go to locations
Chief Health and Medical Office, Strategic Infrastructure, Chief Information Officer

12. Key Dates ITCD Equipment Packing (beginning at 5:00 pm)
Friday, January 18th Human Capital Management, HQ Operations, Mission Support Directorate
Tuesday, January 22nd Budget Management, Human Resources, information Technology, Office of Internal Controls
(Go to locations) Chief Health and Medical Officer,
Chief Information Officer, Strategic Infrastructure, Union Office
Organization Telework Day: Tuesday, January 22nd - Wednesday, January 23rd
January 22nd Human Capital Mgmt, HQ Operations, Mission Support Directorate
January 23rd Budget Mgmt., Human Resources, Information Technology, Office of Internal Controls, Union Office

13. Key Dates Go to locations Closed January 23rd
Chief Health and Medical, Chief Information Officer, Strategic Infrastructure
Office Moves: Tuesday, January 22nd – Wednesday, January 23rd
January 22nd Human Capital Management, HQ Operations, Mission Support Directorate
January 23rd Budget Management, Human Resources, Information Technology, Office of Internal Controls, Union Office
Go to locations Chief Health and Medical, Chief Information Officer, Strategic Infrastructure
Report to the 5th floor space: Wednesday, January 23rd – Thursday, January 24th
January 23rd Human Capital Management, HQ Operations, Mission Support Directorate

14. Key Dates Report to the 5th floor space (continued):
January 24th Budget Management, Human Resources, Information Technology, Office of Internal Controls, Union Office
January 25th (Go to locations) Chief Health and Medical, Chief Information Officer, Strategic Infrastructure
Employees return to the 4th Floor
April 3, 2013

15. 5th Floor Internal Swing Space
Blue: Budget Management and Systems Support
Yellow: Human Capital Management
Pink: Human Resources Management
Orange: Information Technology and Communications
Purple: Office of Internal Controls
Green: Mission Directorate
Red: Headquarters Operations

16. HQ Renovation Update New Galley Areas 3 per floor (West, Center, East)
Keurig Coffee Maker (2)
Microwave (2)
Refrigerator (2)
Ice Maker
Seating Area

17. HQ Renovation Update New task lighting
Existing overhead task lighting will
no longer be provided
New fixtures will be provided as part
of the renovation
New fixtures required to meet US
Green Building Council’s LEED Energy
& Atmosphere Prerequisite 2

18. HQ Renovation Update New sound masking and PA system GS 15 Employees
Sound masking provided throughout the building
Zone controlled and adjustable
Sound masking also functions as the PA system
GS 15 Employees
1 row of overheads
(1) 2 drawer Lateral File Cabinet
2 Pedestals

19. Typical Floor Layout

20. Typical Floor Layout
New glass front and doors for offices. Shows frosting to the 65 inch level.

21. Design Advantages
HVAC wall units will be used properly and help balance the building HVAC system
Reduced “hot” and “cold” spots
Improved air circulation/quality
Increased natural lighting has been proven to increase productivity
Reduce overall energy usage

22. LEED Certification
Piedmont is required to achieve Leadership in Energy and Environmental Design (LEED) Certification
Construction Interiors
Goal is Silver
Requires a partnership between landlord and NASA

23. LEED Certification
NASA can receive LEED points toward certification through the following actions:
Reuse of existing furniture
Provide a thermally comfortable environment that supports the productivity and well-being of occupants
Achieve increasing levels of energy conservation for HVAC beyond the prerequisite standard to reduce environmental impacts associated with excessive energy use

24. Change Management Space Modification Requirements
Space Modification Requests Now Include
Reengineering of Existing Mechanical & Electrical and Data Systems
Reengineering of Existing Life Safety Systems
HVAC system cannot be modified as easily
Additional VAV boxes may need to be installed
Development of Construction Documents
District of Columbia Permitting Application Review and Approval Process

25. Evacuation Procedures
HQ Evacuation procedures remain as they have been, despite renovation work and personnel relocations.
If you are moved to a new area of the building for the renovation, look for the emergency exits and signs and familiarize yourself with your new staging area before an evacuation, so you know where you should report if the alarm sounds.
Verify your evacuation routes and staging area, regardless of where you are in the building.
If an alarm sounds listen, then act quickly
Anyone in the HQ building needing evacuation assistance should report to the galley area on their floor when notified of an emergency requiring evacuation. Special needs monitors will report to the galley areas to provide evacuation assistance during an emergency.

26. Evacuation Procedures
If you need assistance evacuating, report to the galley area on whatever floor you are on.
Once out of the building, do not return until the “all-clear” is given.
Follow directions given by the ICP, Emergency Management, Security, and Building Monitors.
Anyone in the HQ building needing evacuation assistance should report to the galley area on their floor when notified of an emergency requiring evacuation. Special needs monitors will report to the galley areas to provide evacuation assistance during an emergency.

27. Evacuation Staging Areas

28. Packing Guidelines Packing with the Pax Box System Stack and pack
Build and stack
Legal/Letter/Hanging Files
Stack and pack
Label Placement and Removal

29. Protect Information that Warrants it!
Information Security
Classified Information
Sensitive But Unclassified Information
Identifiable markings to indicate sensitive information
SBU Cover Sheet
Burn Bags
Securing Burn Bags
Storage and Pick Up Locations
Safe Relocation
Protect Information that Warrants it!
Of the employees relocating to Eye Street 45, plus one employee with a motorcycle space, currently have parking spaces here at HQ. 70 spaces will be available at Eye Street.

30. Next Steps Continued POC meetings with renovation team for
Pack and move to the 5th floor
Targeted All Hands for occupants returning to the renovated 4th floor
Four weeks prior to leaving the 5th floor

31. HQ Renovation Facilities Points of Contact
Project Manager
Brian Smith:
Assistant Project Manager
John Ferri:
Move Coordinators
Malicha Day:
Spencer Parker:
Please visit our website for more information:

32. Questions