Prepared by: Adam Pugh May 10-12, 2016 FIMS/RE Annual Training

Gain an understanding of DOE’s requirements for a Condition Assessment Program. Understand the flexibility of DOE’s Condition Assessment Information System (CAIS) to estimate the cost of found deficiencies. Learn about available resources to help you in your Condition Assessment Program. 2

Condition Assessment Survey (CAS) in the Commercial Sector CAS is required for understanding financial risk. Standard & Poor’s Structured Finance Rating Real Estate Finance, Property Condition Assessment Criteria. ASTM E2018 – 8, Standard Guide for Property Condition Assessment. The commercial sector recommends a CAS be completed every 3 to 5 years to evaluate an asset’s deficiencies. 3

CAS DOE Requirements DOE Order 430.1b requires a CAS be performed on all real property assets at least once during any 5-year period. It is DOE’s policy that the CAS be done no later than 1,826 days (five years) following its acquisition or its previous CAS. Real Property Data Related to Operations and Maintenance Guidance (updated yearly). 4 GAO High Risk Real Property Management List (all agencies): March 2016, GAO , Improving Data Transparency and Expanding the National Strategy Could Help Address Long-Standing Challenges GAO High Risk Real Property Management List (all agencies): March 2016, GAO , Improving Data Transparency and Expanding the National Strategy Could Help Address Long-Standing Challenges

A CAS is a physical inspection to ensure previous repair needs were completed, to identify new repair needs, and to validate current repair needs. The repair costs for the deficiencies identified during the condition assessment must be estimated using the DOE Condition Assessment Information System (CAIS) or another nationally recognized cost estimating system. Costs must include contractor overhead/burden. 5

What types of inspection methods should be used? Non-invasive (Standard)  Inspections of the readily-accessible elements including structural components, roofing system, exterior components (i.e., siding, trim, exterior walls, exterior doors, etc.), plumbing system, heating system, cooling system, electrical system, and interior components (i.e., ceilings, floors, interior walls, interior doors, etc.) Invasive (Non-Standard)  Methods are generally those that require specialized equipment and analysis. Examples include removing the front of an electrical panel, infrared/heat detection, vibration analysis, and core sampling. 6

All equipment and material age are considered to be the age of the asset unless it can be determined otherwise. Evaluate the asset against the health and safety codes associated with the asset’s year of construction. (For example, if a building was constructed in 1980 then it is appropriate to evaluate the asset against the 1980 building codes rather than the 2016 building codes.) Identify problems early to reduce total cost of ownership. 7

When areas of a facility are unavailable for inspection (such as a high security room), discuss the condition of the asset with the facility manager or representative. Record deficiencies at the component level, the assembly level, or the system level depending on the type and extent of the deficiency. (Example: If one roof shingle is missing, record at the component level. If a section of the roof needs to be replaced, record at the assembly level. If the entire roof needs to be replaced, record at the system level.) Costs classified by building elements in the UNIFORMAT II formatting system. 8

UNIFORMAT II, Work Breakdown Structure A10-Foundations D50-Electrical Systems A20-Basement Construction E10-Equipment B10-Superstructure E20-Furnishings B20-Exterior ClosureF10-Specialty Systems B30-RoofingF20-Selective Building Demo C10-Interior Construction G10-Sitework Preparation C20-Interior Stairs G20-Sitework Improvements C30-Interior Finishes G30-Sitework Mechanical Util. D10-Conveying Systems G40-Sitework Electrical Util. D20-Mechanical – Plumbing G90-Sitework Other D30-Mechanical – HVAC D40-Mechanical – Fire Protection 9

Pre-Inspection Planning (Homework!!) Pull the last CAS report. Pull a report showing all completed and outstanding work orders from the maintenance management system. With input from the asset manager, determine if there are any new issues with the asset that are not yet recorded in the maintenance management system. Determine the asset’s heath, security, and safety access requirements to ensure the asset is available for inspection. 10

Pre-Inspection Planning (Homework Cont’d) Use the Inspector’s Work Breakdown Structure: Gather copies of inspection reports that were completed by outside sources (i.e., SMEs, etc.). Example: if a site has a utilities department, then that department may have all the information required to complete a CAS on the light poles Example: if a state requires an inspection of underground fuel lines, then that report may have all the required CAS information. 11

Tailored Approach The condition assessment program shall utilize a tailored approach based on facility status, mission and importance and the magnitude of the hazards associated with facilities and infrastructure. DOE Order b To best utilize available resources and determine the appropriate level of effort for each real property survey, consider the following: Operation Status  Operational  Non Operational - CAS only needs to be done for safety, environmental, and security purposes. 12

Tailored Approach continuing… Mission Dependency  Mission Critical  Mission Dependent, Not Critical  Not Mission Dependent Hazards  Nuclear  Life Safety  Non Hazardous Materials 13

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After completing the CAS and reviewing the field notes, record the results in the cost estimating system. The Condition Assessment Information System (CAIS) is DOE’s in-house inventory system for recording the current physical condition of real property assets and is available to all Sites/Programs. In CAIS, costs are classified by building elements in the UNIFORMAT II formatting system. RSMean data within CAIS contains material, labor, and equipment costs from 935 local communities across the US. 20

CAIS 3.0 was officially deployed in April 1, 2015 and it's not your grandmother's CAIS anymore! Multiple tracking options: track only deficiencies identified on a CAS or track all systems, assemblies, and components regardless of whether or not deficiencies exist. It can estimate modernization cost. Over 10 pick-lists that can be customizable 9 flexible, site-defined fields. Project module allows Site/Program to build project cost across multiple assets and/or construction discipline. Ad-Hoc tool allows Site/Program to develop reports to meet the need of their customers. 21

22 RN and DM by Major System

23 Site Sustainment Model

CAIS and CAS Training: June 28-30, 2016, Grand Junction, Full Annual Meeting: October 18-20, 2016, Nevada Site Office CAIS Website: DOE RS Means Models RS Means CostWorks CAS Documentation Monthly Teleconference 24

25 The CAIS Community is growing! In the last 12 months, 15 sites chose the CAIS system as their preferred condition assessment system. Also, there are more system users. The total number of users increased from 40 to 170.

Adam Pugh Department of Energy Office of Asset Management Phone: (202)