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

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Presentation on theme: "David Redman, Director Facilities and Administrative Services Division December 11, 2012 1 HQ Renovation All Hands Relocation From Floor 4 to 5."— Presentation transcript:

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

2 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 2 Agenda

3 Budget Management and Systems Support Joyce Smith, Sandra Reid Headquarters Operations Sally Relyea, Michele OConnell Human Capital Management Lorraine Burroughs Human Resources Management Division Walita Winslow-Wilkins, Janette Black, Tracey Carter 3 Organization POCs

4 Information Technology and Communications Sharon Washington, Mike Barrett Mission Support Directorate Mary Dunn Office of Internal Controls Deborah Bloxon Union Office Pam Barnes 4 Organization POCs

5 Saturday, January 19 th – Wednesday, January 23 rd, 4 th Floor move to the 5 th Floor No move activity Sunday, January 20 th – Monday January 21 st Moving materials will be delivered two weeks prior to move Crates/labels will be provided on Thursday, January 3 rd 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 5 Move Information

6 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 18 th Human Capital Management, Mission Support Directorate, Headquarters Operations 6 Move Information

7 Tuesday, January 22 nd 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 18 th Human Capital Management, Mission Support Directorate, HQ Operations 7 Move Information

8 Tuesday, January 22 nd 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 Move Information

9 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 4 th floor) Must be turned into the locksmith the day before the organization telework day Key request cards for office keys used on the 5 th floor swing space must be turned into the locksmith by Friday, January 4 th (or sooner) Office key distribution will occur within the organization office space and coordinated through the organization POC beginning Monday, January 28 th. 9 Move Information

10 10 Move Guide Provided to POCs in Move Kit

11 Delivery of moving crates Thursday, January 3rd Individual packing beginning Thursday, January 3 rd (or sooner) Vending/Ice Machine removed Tuesday, January 15 th Employees Packed by 5:00 pm Friday, January 18 th Human Capital Management, Mission Support Directorate, HQ Operations Tuesday, January 22 nd 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 11 Key Dates

12 ITCD Equipment Packing (beginning at 5:00 pm) Friday, January 18 th Human Capital Management, HQ Operations, Mission Support Directorate Tuesday, January 22 nd 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 22 nd - Wednesday, January 23 rd January 22 nd Human Capital Mgmt, HQ Operations, Mission Support Directorate January 23 rd Budget Mgmt., Human Resources, Information Technology, Office of Internal Controls, Union Office 12 Key Dates

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

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

15 5 th Floor Internal Swing Space 15 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 New Galley Areas 3 per floor (West, Center, East) Keurig Coffee Maker (2) Microwave (2) Refrigerator (2) Ice Maker Seating Area 16 HQ Renovation Update

17 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 Councils LEED Energy & Atmosphere Prerequisite 2 17 HQ Renovation Update

18 New sound masking and PA system 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 18 HQ Renovation Update

19 Typical Floor Layout 19

20 Typical Floor Layout 20

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 21

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 22

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 23

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 24

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 25

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. 26

27 Evacuation Staging Areas 27

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

29 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! 29

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

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

32 32 Questions


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