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

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

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.

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.

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.

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.

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.

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.

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.

Move Guide Provided to POCs in Move Kit

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

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

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

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

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

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

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

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

Typical Floor Layout

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

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

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

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

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

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.

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.

Evacuation Staging Areas

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

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.

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

HQ Renovation Facilities Points of Contact Project Manager Brian Smith: brian.s.scott-1@nasa.gov Assistant Project Manager John Ferri: john.a.ferri@nasa.gov Move Coordinators Malicha Day: malicha.a.day@nasa.gov Spencer Parker: spencer.t.parker@nasa.gov Please visit our website for more information: http://fasd.hq.nasa.gov/bldg_renovate.html

Questions