NASA Procedural Requirements

NPR 8800.15F Effective Date: October 08, 2024 Expiration Date: October 08, 2029

Subject: Real Estate Management Program (Updated with Change 2)

Responsible Office: Office of Strategic Infrastructure

Appendix A. Definitions

5-Foot Line Concept (Inside). Any costs associated with a building and everything within an imaginary five-foot line surrounding the building will be accountable to the building. This includes construction costs for the facility such as architectural/structural, mechanical, and electrical work and the associated related personal property/collateral equipment.

5-Foot Line Concept (Outside). Any costs associated with the building that are outside the imaginary five-foot line will be accounted for separately from the building. This includes costs normally associated with developing the site such as site clearance and demolition, earthwork and landscaping, storm and sanitary sewers, mechanical and electrical utilities, roads, bridges, marine facilities, and airfield pavements. This also includes construction costs associated with testing, excavation, removal, and treatment and disposal of hazardous contaminated soil, water, or groundwater.

Acquisition. Permanent and non-permanent transfer of rights in real property to NASA. Permanent transfer of rights includes purchase, condemnation, gift, and transfer from another Federal agency. Permanent acquisition is recorded as NASA-owned property in the RPMS. Non-permanent transfer of rights includes lease, right-of-way, easement, permit, license, or other in-grant. Non-permanent acquisitions are recorded as in-grants, not as NASA-owned property.

Appraisal. A written statement prepared independently and impartially by a qualified appraiser setting forth an opinion of defined value of an adequately described property as of a specific date, supported by the presentation and analysis of relevant market information.

Appurtenance. Property fixtures such as antennas, clean rooms, vacuum chambers, sidewalks, outside lighting, ballfields, tennis courts, shaker tables, etc. that are permanently affixed to real property.

Beneficial Occupancy. Full or limited acceptance and approval by the Center’s Authority Having Jurisdiction (AHJ) for occupancy prior to a facility’s construction completion and acceptance. Formal disclosure of Beneficial Occupancy is issued by the CO to the contractor. The issuance of Beneficial Occupancy is also the point at which NF1046 should be issued to the RPAO such that the new property or existing property modifications can be entered into the RPMS.

Beneficial Occupancy Date. The date real property is accepted by NASA and is available for use.

Building-Type Equipment. See “Equipment, Building-Type” definition.

Buildings. Constructed assets, each with at least four walls and a roof.

Built-in or Large, Substantially Affixed Equipment or Property. See “Equipment, Built-in or Large, Substantially Affixed” definition.

Capital Assets. Assets that have a unit acquisition cost meeting or exceeding the threshold set forth in NPR 9250.1, have an estimated useful life of two years or more, are not intended for sale in the ordinary cost of operations, have been acquired or constructed with the intention of being used or being available for use by NASA, and have an alternative future use.

Capital Event. A type of Recordable Event in which the project meets or exceeds the capitalization threshold set forth in NPR 9250.1.

Capital Improvements. Modifications to existing assets that meet the criteria set forth in NPR 9250.1.

Capital Lease. An in-grant that is equivalent to an installment purchase of real property as identified during the OMB scoring process. Any in-grant that does not meet the criteria for an operating lease and is not a lease-purchase is considered a capital lease.

Categorical Exclusion. The group of actions that individually or cumulatively do not result in an adverse environmental impact. Real Estate CatExs are listed in NASA NEPA regulations, which specify that a Record of Environmental Consideration (REC) be prepared to document that the proposed transaction fits within the CatEx.

Condemnation. The legal process of acquiring private property for public use or purpose through the Government’s power of eminent domain. Condemnation usually is not used until all attempts to reach a mutually satisfactory agreement through negotiations have failed. An agency then goes to court to acquire the needed property.

Construction. The erection of new or substantial modification of existing buildings and/or other structures including support systems (e.g., utilities, sidewalks, parking lots, driveways.) Construction may be funded through CECR, EUL, and NHPA authorities.

Construction of Facilities. A centralized Agency program that funds planning for future facility needs, design of facilities projects, new construction projects, major modification of existing facility projects, repair of existing facility projects, consolidation and demolition projects, and energy and water reduction projects. CoF projects include the acquisition/ installation of related personal property/collateral equipment, the acquisition/installation of allowable outfitting items as defined in NPR 8820.2, and project commissioning. CoF Program funding is included in the CECR account.

Collateral Equipment. See “Related Personal Property/Collateral Equipment” definition.

Current Replacement Value. The total escalated value of the original cost of a real property asset in present-day dollars. The CRV is not an estimated cost to rebuild or replace the asset but is the book value of the asset escalated by the Building Cost Index found in the Engineering News-Record.

Decommissioning. The formal process for changing the status of a real property asset from “active” to “inactive” or “decommissioned.” Assets are decommissioned when they are not currently needed to support a NASA mission or function but have a planned need in the future.

Deconstruction. The disassembly of a facility by the careful salvaging of reusable or recyclable elements.

Demand Services. Any services that a tenant requests to obtain from NASA on demand. Examples of demand services are janitorial services, utilities, facility O&M, etc. Demand services, are provided under a Reimbursable Space Act Agreement entered into in accordance with NASA policy and procedure.

Demolition. The act of tearing down real property to clear an existing site, which results in the elimination of the property from the Agency’s inventory. Partial demolition involves the tearing down or removal of portions of real property but does not result in the total elimination of the real property from the Agency’s inventory.

Design. The process of developing, planning, and communicating project requirements into workable drawings and specifications to accomplish the project within the established scope, objectives, and budget. This encompasses both the preliminary design and final design for facility projects. It also includes providing cost estimates, design analysis, and a construction schedule for the planned project at each design review stage.

Destruction. A method of disposition that includes demolition, deconstruction, and natural or man-made events such as fire, earthquake, flood, or explosion.

Divestment (Disposal). Divestment is the removal of a real property asset from the responsibility of NASA through destruction or conveyance to another entity (e.g., sale, gift). Conveyance includes transfer of ownership or conversion to personal property.

Dominant Estate. A parcel of real property that is benefited by an easement granted to the owner of an adjoining piece of property (the servient estate).

Easement. A privilege or right which the owner of the easement has in or over the lands of another to use or enjoy.

Emergency Repair. Repair of an existing facility or component(s) after a major breakdown or accident, as authorized by the National Aeronautics and Space Act, as amended, 51 U.S.C. § 20113(a). FRED defines “emergency” as so urgent that it cannot wait to go through the normal PPBE cycle. For all emergency repairs, the replacement of components or materials will be of the size or characteristics originally designed or currently required to meet demands or needs.

Eminent Domain. The right of the Government to take private property for public use. In the United States, just compensation is required to be paid for private property acquired in connection with Federally funded programs or projects.

Energy Savings Performance Contract. A partnership between a Federal agency and an energy service company (ESCO). The ESCO conducts a comprehensive energy audit for the Federal facility and identifies improvements to save energy and water. In consultation with the Federal agency, the ESCO designs and constructs a project that meets the Agency’s needs and arranges the necessary funding. The ESCO guarantees that the improvements will generate energy and water cost savings sufficient to pay for the project over the term of the contract. After the contract ends, all additional cost savings accrue to the Agency.

Engineering Estimate. The total facility project cost estimate, which includes the cost for materials, labor, real estate actions, services for project-specific environmental and historic preservation compliance, and project commissioning requirements. The Engineering Estimate (EE) includes contractor supervision, overhead, and profit for both the prime contract contractor and any subcontractors. The EE also includes all labor and material costs for related personal property/collateral equipment and installed non-collateral equipment. The EE does not include escalation; construction contingencies; or supervision, inspection, engineering, and services (SIES).

Enhanced Use Lease. An out-grant lease executed under 51 U.S.C. § 20145 for underutilized NASA-owned real property which allows NASA to retain and use the lease proceeds.

Enhanced Use Lease Net Proceeds. The amounts of monies collected from EULs minus lease administration costs and support services provided by NASA.

Enhancement. A modification to an asset that increases its size, capacity, or capabilities beyond its originally designed conditions.

Environmental Assessment. A document developed through the NEPA process when a real estate CatEx cannot be applied to the proposed real estate transaction due to the potential for environmental impacts. If the EA concludes any potentially significant impacts can be avoided or minimized to less than significant, a Finding of No Significant Impact (FONSI) is signed by the Responsible Official. If significant environmental impacts are expected, preparation of an EIS is required. For details, contact the Center EMO.

Environmental Impact Statement. A document developed through the NEPA process when environmental impacts associated with implementing a proposed real estate transaction are significant. The EIS decision document is a Record of Decision (ROD) signed by the responsible official. For details, contact the Center EMO.

Equipment, Building-Type. A term used in connection with facility projects to connote the equipment normally required to make a facility useful and operable. It is built in or affixed to the facility in such a manner that removal would impair the usefulness, safety, or environment of the facility. Such equipment includes elevators, heating, ventilating, and air-conditioning systems, transformers, compressors, and other like items generally accepted as being an inherent part of a building or structure and essential to its utility. It also includes general building systems and subsystems, such as electrical, plumbing, pneumatic, fire protection, and control and monitoring systems.

Equipment, Built-in or Large, Substantially Affixed. A term used in connection with facility projects of any type other than building-type equipment that is to be built in, affixed to, or installed in real property in such a manner that the installation cost, including special foundations or unique utilities service, or the facility restoration work required after its removal is substantial.

Equipment, Collateral. See “Related Personal Property/Collateral Equipment” definition.

Equipment, Non-collateral. Equipment other than related personal property/collateral equipment when acquired and used in a facility or test apparatus and can be severed and removed after erection or installation without substantial loss of value or damage to the premises where installed. This equipment is not required to make the facility useful or operable for its intended purpose.

Excess Real Property. Real property that is no longer needed to carry out the mission of NASA. Real property is not considered excess until it is reported to GSA.

Fair Market Value (FMV). FMV as determined by NASA consists of base rent together with support service costs, as well as any other sublease or participating rent as the circumstances may require and as approved by the REB Chief.

Facilities Maintenance. The recurring day-to-day work required to preserve facilities (buildings, structures, grounds, utility systems, and related personal property/collateral equipment) in such condition that they may be used for their designated purpose over an intended service life. It includes the cost of labor, materials, and parts. Maintenance minimizes or corrects wear and tear and, thereby, forestalls major repairs. Facilities maintenance includes preventive maintenance, predictive testing and inspection, grounds care, programmed maintenance, repair, trouble calls, replacement of obsolete items, and service requests (not a maintenance item but work performed by maintenance organizations). Facilities maintenance does not include new work, work on non-collateral equipment, or maintenance performed in the central plant by plant operations personnel.

Facility. Land, buildings, structures, and other real property improvements including utility systems and related personal property/collateral equipment. The term does not include operating materials, supplies, special tooling, special test equipment, or noncapitalized equipment.

Federal Transfer. The process of permanently changing the ownership (custody and control) of real property from one Federal agency to another.

Fee Simple. A legal term describing the most common and absolute type of property ownership. The owner's property rights are indefinite and can be freely transferred or inherited as the owner desires.

Gift. The unconditional acceptance of services, money, or property by NASA without stipulations or restrictions.

Historic Property. Any district, site, building, structure, or object included on or eligible for inclusion in the NRHP per the criteria provided in Criteria for Evaluation, 36 CFR § 60.4.

Holding Agency. The agency responsible and accountable for property purchased for the United States from its appropriated funds or acquired by transfer from other Federal agencies, donations, or other means.

Improvements. An addition to land, buildings, other structures, and attachments or annexations to land that is intended to remain so attached or annexed, such as sidewalks, drives, tunnels, utilities, and installed related personal property/collateral equipment.

In-Grant. Any grant, issued to NASA, of an interest in, or a right to use real property, owned by others, in part or in entirety for a prescribed period of time. An in-grant is generally accomplished by means of a lease, easement, permit, or license.

Interim Facility Requirement. A short-term (not to exceed three years) requirement for facilities caused by peaks in NASA missions or to satisfy other urgent requirements.

Land Improvements. The cost of nonpermanent, depreciable improvements to land used in general operations. Also includes similar costs to land subject to stewardship reporting, as well as land rights of limited duration that are associated with general operations. The distinction between land and land improvements is that while land has an indefinite life and is non-depreciable, land improvements have an estimated useful life (definite life) and are capitalized and depreciated. Examples of land improvements include parking lots, driveways, fences, and lawn and garden sprinkler systems.

Lease. A written document by which the owner transfers the rights of dedicated use, quiet enjoyment, and/or exclusive occupancy of land and/or structures to another person or entity for a specific period of time in return for a specific consideration, usually monetary..

Lease Administration Costs. Lease administration costs are defined as the full cost to the Agency in connection with the lease. These costs are included in the FMV rent for each lease and cover indirect costs to the Agency such as appraisals, environmental assessments, and contract support.

Lease Termination. The right of either party to an in-grant or out-grant lease to end that agreement prior to the expiration date. The right of termination and the process will be stated in the lease agreement.

Lease-Purchase. A type of lease in which ownership of the asset is transferred to NASA at, or shortly after, the end of the lease term. Such a lease may or may not contain a bargain-price purchase option.

Leasehold Improvements. NASA-funded costs of capital improvements to leases, rights, interests, and privileges relating to land not owned but held by NASA. Leasehold improvements also include NASA-funded costs of improvements made to land, buildings, structures, and facilities, as well as easements and ROWs, where NASA is the lessee or the cost is charged to a NASA contract.

Lessee. Tenant: a person or group to whom a lease is granted.

Lessor. Landlord: a person or group who grants a lease.

License. Authority to enter or use another entity’s land or property, without possessing estate in it and it is revocable at will. A license is a use agreement and conveys no ownership rights to the property. Such use could otherwise constitute a trespass if not for the granting of the license.

Licensee. A person or group to whom a license is granted.

Licensor. A person or group who grants a license.

Market-Based Percentage Rental Rate. The market-based percentage rental rate is a percentage rate determined by market research and analysis, generally through an appraisal. This percentage rate is applied to the FMV of the asset to determine the annual rent for the leasehold.

Market Survey. An analysis of existing and available real properties, including their features and amenities that might be available for lease. The market survey generally looks at these comparable properties to determine FMV rent for NASA out-grant leases.

Market Value/Appraised Value. The amount in cash, or on terms reasonably equivalent to cash, for which in all probability the property would have sold on the effective date of the appraisal (after a reasonable exposure time on the open competitive market) from a willing and reasonably knowledgeable seller to a willing and reasonably knowledgeable buyer with neither party acting under any compulsion to buy or sell, giving due consideration to all available economic uses of the property at the time of the appraisal.

Mission Relevance. A numeric score given to a real property asset that is used to gauge the asset’s mission criticality to NASA. It is derived from utilization (capacity, demand) and requirement (mission need, redundancy, interruptibility) data.

NASA Entity. A term used to describe any organization, such as a Center, Site, Mission Directorate, Program, or Project. This also includes NASA contractors performing work for the Agency.

Non-collateral Equipment. See “Equipment, Non-collateral” definition.

Non-NASA Entity. A term used to describe organizations that may be located at or near a NASA facility but are not performing work for the Agency.

Operating Costs. The costs for services related to the normal performance of functions for which the facility is used. These include utilities, cleaning and/or janitorial services, and road and grounds maintenance.

Operating Lease. An in-grant lease that meets the OMB A-11 criteria for scoring and reporting purposes.

Other Structures. Improvements to land, other than buildings, such as airfield pavements, harbor and port facilities, distribution systems, antennas, towers, and roads and bridges. This classification also includes structures that are not completely enclosed like picnic shelters, pavilions, and covered storage areas.

Out-Grant. Any grant of an interest in, or a right to use, NASA real property, in part or in entirety for a prescribed period of time, to a non-NASA entity. An out-grant is generally accomplished by means of a lease, easement, permit, or license.

Permit. A type of out-grant for a specific limited use. A permit is a license that is only used with Federal tenants. Permits are a privilege, revocable at will, granted to another Federal agency to use real property for a specific purpose; permits confer no possessory interest.

Permanently Affixed. Structures or other appurtenances that are constructed or installed in such a way that the removal would impair the usefulness, safety, or environment of the facility.

Personal Property. Property that is tagged, monitored, and excessed by NASA’s logistics function. See the definition of “Equipment, Non-Collateral.”

Project. A specific investment that has defined goals, objectives, requirements, life-cycle costs, a beginning, and an end. A project yields new or revised products or services that directly address NASA's strategic needs.

Public Benefit Conveyance. A PBC allows the Federal Government to transfer title of surplus property to qualified state and local governmental agencies and private nonprofits for public uses for up to a 100 percent discount. Properties that qualify for a PBC can be used to provide educational, health care, and correctional facilities or to improve transportation, retain historic monuments, and beautify communities through park and recreational improvements. The intent of a PBC is to support property uses that benefit the community as a whole. A PBC can provide access to property for public and non-profit entities that may not otherwise have been able to acquire it for community uses.

Purchases. When a new asset is purchased instead of constructed, the asset is recorded at actual cost plus any associated costs to install, including any transportation charges. This includes related personal property/collateral equipment. Any invoices or other approved cost reports to support the actual cost and installation of the asset will be included with the NF1046.

Real Estate. For the purposes of this NPR, the term “real estate” refers to real property under Agency control and the legal ownership interests in real property that may include fee simple ownership, leaseholds, easements, licenses, permits, or reversionary rights.

Real Estate Agreement. The term used to describe any written arrangement between a grantor of rights or interests in real property and a grantee of rights or interests in real property that allows the grantee to use or hold property interests in the real property of the grantor. NASA real estate agreements can be in the form of an in-grant where NASA represents the grantee role or an out-grant where NASA represents the grantor role. A real estate agreement can be in the form of a lease, license, permit, easement, ROW, or other agreement.

Real Estate Agreement Management System. An electronic system for creating, routing, and storing real estate agreements.

Real Estate Branch. The REB within FRED of OSI is responsible for real estate agreements, real property accountability, divestments of real property, and facility utilization.

Real Estate Contracting Officer. A Government employee designated by NASA OSI who is responsible for executing real estate contracts (agreements) between NASA and non-NASA entities based on warranted accreditation.

Real Property. The term “real property” refers to land and property that is attached directly to land including buildings, structures (including relocatable structures), air space, mineral and/or water rights, utility systems, improvements, and appurtenances permanently affixed to land and referred to as assets. Real property also includes related personal property, also known as collateral equipment. Real property may be owned, leased, occupied, and/or controlled by NASA, and includes GOCH real property.

Real Property Accountable Officer. A Government employee designated by FRED to be responsible for management and accountability of the real property assets under the custody and control of NASA.

Real Property Management System. NASA’s electronic system for recording, maintaining, and reporting real property data.

Recorded Value. The original cost of the property plus improvements, modifications, removals, or other related actions.

Relocatable Structures. Buildings or other enclosed structures used as working space, shelter, or storage that are designed to be easily erected, dismantled, moved, and reused. This includes office/house trailers, prefabricated modular structures, tents, Conex boxes, rigid and nonrigid inflatable structures, and similar structures. Relocatable structures may be either real or personal property. Specifically excluded from this definition are built-in-place, pre-engineered metal buildings and wood-frame buildings.

Related Personal Property/Collateral Equipment. Related personal property/collateral equipment is personal property that is affixed and becomes an integral part of real property. This property can be related to, designed for, or specifically adapted to the functional capacity of the real property, and removal of this property would diminish the economic value or functional capability of the real property. As defined in this NPR, related personal property/collateral equipment can consist of building-type equipment and built-in large, substantially affixed equipment. See the definition of “Equipment, Non-Collateral.”

Rentable Square Feet. Includes usable square feet plus a portion of the building’s common space.

Repair. Facility work required to restore a facility or component, including related personal property/collateral equipment, to a condition substantially equivalent to its originally intended and designed capacity, efficiency, or capability. It includes the substantially equivalent replacements of utility systems and related personal property/collateral equipment necessitated by incipient or actual breakdown. It includes restoration of function, usually after failure.

Rural Area. Any area other than a city or town that has a population greater than 50,000 inhabitants and the urbanized area contiguous and adjacent to such a city or town.

Scoring. The process of estimating the change in Government spending and collections resulting from enacted or proposed legislation compared to what would happen in the absence of that legislation.

Servient Estate. A parcel of land that is subject to an easement.

Signing Official. A NASA employee delegated the responsibility to execute agreements for NASA and/or accept real property on behalf of NASA.

Sustainability. Sustainability involves the design and management of built structures, whether at the scale of buildings, infrastructure, or urban environments; the performance of materials throughout their whole use-cycles; and the use of renewable energy resources in building operation and maintenance to reduce global greenhouse gas emissions.

Urban Area. A statistical geographic area defined by the U.S. Census Bureau consisting of a central place(s) and adjacent densely settled territory that together contain at least 50,000 inhabitants, generally with an overall population density of at least 1,000 per square mile.

Utility Energy Services Contract. A partnership between a Federal agency and a serving utility company. The utility company arranges funding to cover the capital costs of a project, which are repaid over the contract term from cost savings generated by the energy efficiency measures.

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