NASA Procedural Requirements

NPR 8820.2H Effective Date: September 27, 2022 Expiration Date: September 27, 2027

Subject: Facility Project Requirements (FPR) (Updated w/Change 1)

Responsible Office: Office of Strategic Infrastructure

Appendix A. Definitions

Acquisition. The acquiring by contract with appropriated funds of supplies or services (including construction) by and for the use of the Federal Government through purchase or lease, whether the supplies or services are already in existence or must be created, developed, demonstrated, or evaluated. Acquisition begins at the point when Agency needs are established and includes the description of requirements to satisfy agency needs, solicitation and selection of sources, award of contracts, contract financing, contract performance, contract administration, and those technical and management functions directly related to the process of fulfilling agency needs by contract. Acquisitions can include multiple procurements (see the definition of Procurement below).

Adaptive Reuse. The process of repurposing existing buildings for work other than that they were built or designed for while retaining their historic features.

Agency Master Plan (AMP). A comprehensive strategic real property plan integrating long-term asset investment strategies to address overall Agency priorities in alignment with the most current NASA Strategic Plan. This is prepared at the HQ level through a partnership with Mission Directorates, Technical Capability Leaders, and Centers.

Alternative Future Use (AFU). An asset is considered to have an alternative future use if there is a reasonable expectation (i.e., slightly greater than a 50 percent likelihood) that the item will be used on another project (or projects) that has not yet commenced. Alternative Future Use is defined by the Center’s Property Accountants upon review of NF-1739 that is submitted by the FPM. AFU is only a requirement if the asset is being acquired for a research and development project and is typically associated with personal property (not Real Property). Refer to NPR 9250.1.

Approved Facility Project Cost Estimate (AFPCE). The most current and accurate professional cost estimate for a facility project at any given time during the planning, design, or construction phases. The AFPCE incorporates the Engineering Estimate (EE) and accounts for escalation, construction contingency, SIES, and other burden costs. The value of the AFPCE is used to determine the classification of a project in accordance with the Agency CoF threshold values (i.e., determines if a facility activity is a Local Project, an MRC CoF Project, or a Discrete CoF Project).

Asset. Any item of economic value owned by NASA. The item may be physical (tangible) or a right to ownership (intangible) that is expressed in terms of a cost or some other value. An asset can be real property or personal property.

Authority for Early Advertisement. The authority received from FRED to move forward with a design or construction procurement prior to the receipt of funding at the Center.

AHJ. The person at a NASA Center to whom the Center Director has delegated the authority to ensure compliance with NASA-STD-8719.11 and to approve the Certificate of Occupancy (both Temporary and Permanent) for a new or modified building.

Beneficial Occupancy. Full or limited acceptance and approval by the Center’s AHJ for occupancy prior to a facility's construction completion and acceptance. Formal disclosure of Beneficial Occupancy needs to be issued by the CO to the contractor. Refer to NASA-STD-8719.11. The issuance of

Beneficial Occupancy is also the point at which form NF-1046 should be issued to the RPAO such that the new property or existing property modifications can be entered into the Agency’s Real RPMS.

Budget. A financial plan providing a formal estimate of future revenues and obligations for a definite period for approved programs, projects, and activities.

Budget Cycle. The period that elapses from the initiation of the budget process to the completion of the budget process for a particular FY.

Budget Estimate. A fund requirement for any element included in a budget. Collectively, all estimated fund requirements for a particular operating agency or component or consolidation thereof.

Budget Year. The approaching FY (see “Fiscal Year”) or typically the year for which a budget is being formulated.

Building and Equipment Acceptance. A phase during which quality control staff start up and check out equipment in a new construction, repair, or rehabilitation project in accordance with a set of criteria that quality assurance personnel have established. See NASA Reliability Centered Building and Equipment Acceptance Guide for acceptance criteria.

BIM. A process supported by various tools and technologies involving the generation and management of digital representations of physical and functional characteristics of buildings and other structures. BIM models are computer files that, as a minimum, consist of three-dimensional drawings and a database of asset information that can be extracted, exchanged, or networked to support decision-making regarding a constructed asset. NASA’s BIM strategy spans the conceptual study, final design, estimating, detailing, fabrication, construction, and operations and maintenance of real property. Refer to NASA-STD-10001.

Buildings. Constructed assets, each with a minimum of four walls and a roof, typically used for office space for personnel, laboratory space, shop space or for material storage. “Buildings” are one of the two main classifications of real property at NASA (the other being “Other Structures”). See NPR 8800.15, Real Estate Management Program.

Capital Asset (Property Accounting terminology). An asset that has future economic benefit and whose cost is spread over the useful life of the asset as depreciation or amortization expenses. Costs associated with projects determined to be a capital improvement are recognized in an asset account for recognition as an expense of subsequent periods. The criteria for determining which assets will be capitalized is stated in NPR 9250.1. In addition, the useful life of assets is identified in NPR 9250.1 under “Recovery Period for Real Property Assets.”

Capitalized Events (Real Property terminology). Also called “Recordable Events.” Assets with a unit acquisition cost that meets or exceeds 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. See NPR 8800.15. Only the Property Accountants will consider a subset of Recordable Events as “Capital Assets.”

Capital Improvement. An individual improvement or modification to an existing Property, Plant, and Equipment (PP&E) item that adds to its future economic benefit and whose cost is spread over the remaining useful life of the PP&E item being improved or modified. The criteria for determining which modifications or improvements should be capitalized as capital improvements is stated in NPR 9250.1. The PM will issue a form NF-1739, CDF to the Center’s Property Accountants to determine if a facility project will be considered a capital improvement.

Category C. Used for projects requesting funds that had not been part of the President's Budget (e.g., emergency repairs).

Centers. Ten primary NASA field installations, each led by a Center Director. The following are Centers:

a. Ames Research Center (ARC).

b. Armstrong Flight Research Center (AFRC).

b. Glenn Research Center (GRC) at Lewis Field.

c. Goddard Space Flight Center (GSFC).

d. NASA Office of JPL Management and Oversight (NOJMO).

e. Jet Propulsion Laboratory (JPL), a Federally Funded Research and Development Center.

f. Johnson Space Center (JSC).

g. Kennedy Space Center (KSC).

h. Langley Research Center (LaRC).

i. Marshall Space Flight Center (MSFC).

j. Stennis Space Center (SSC).

Center Cultural Resource Manager (CRM) (previously called the Historic Preservation Officer). A NASA employee who is designated by the Center Director and given the responsibility of managing cultural resources at the Center or Component Facility pursuant to NHPA, Archeological Resource Protection Act (ARPA), Native American Graves Protection & Repatriation Act (NAGPRA), and other legal authorities, per NPR 8510.1.

Center Master Plan. A Center's statement of its concept for the orderly management and future development of the Center's real property assets, including land, buildings, physical resources, and infrastructure. The plan provides a narrative, statistical, and graphic record of current capabilities and conditions (natural features, buildings, structures, utilities, transportation systems, and other improvements), as well as necessary changes to support NASA Missions. Center Master Plans need to comply with the AMP.

Centralized Functions. Those functions managed either by NASA HQ or by an identified Center and delivered to all Centers accordingly.

Certificate of Occupancy. A certificate issued after construction completion by the Center's AHJ to certify that the facility is ready for occupancy. This often leads to Beneficial Occupancy of the facility.

Change in Scope. A change in work elements that are defined on form NF-1509 and in the project’s Functional Requirements Document. These changes result in a deliverable differing from a prior approval by the next higher authority (e.g., local supervisor, FRED). Also see ‘Descope. ’

Change Order. A written direction from the CO to the contractor modifying the contract as originally awarded.

Chief Financial Officer. The official in charge of all fiscal and financial plans and operations.

Commissioning. A quality process that focuses on verifying and documenting that all facility systems and assemblies are planned, designed, installed, tested, operated, and maintained to meet the owner’s project requirements. Commissioning can be associated with a single system or expanded to include all systems within the facility (i.e., Total Building Commissioning).

Commitment. When funds are set aside for a particular purpose but not yet obligated. Issuing a purchase request (PR) is an example of a commitment.

Component Facilities. NASA installations geographically separated from the NASA Centers to which they are assigned (see "Centers"). The Component Facilities annotated with their assigned NASA Centers are as follows:

a. Deep Space Network (DSN), Goldstone, CA; Canberra, Australia; Madrid, Spain (NOJMO/JPL).

b. Ground Network at KSC (GSFC).

c. Katherine Johnson Independent Verification and Validation Facility (IV&V), Fairmont, WV (GSFC).

d. Michoud Assembly Facility (MAF) (MSFC).

e. Jet Propulsion Laboratory (JPL), NASA Office of JPL Management and Oversight (NOJMO).

g. Armstrong Test Facility (ATF), Sandusky, OH (GRC).

i. Space Network (White Sands, NM) (GSFC).

j. Wallops Flight Facility (WFF), Wallops Island, VA (GSFC).

k. White Sands Test Facility (WSTF), White Sands, NM (JSC).

l. Columbia Scientific Balloon Facility (CSBF), Palestine, TX (GSFC).

m. Goddard Institute for Space Studies (GISS), Columbia University, NYC (GSFC).

Computerized Maintenance Management System (CMMS). Computer software that is used to monitor, plan, and schedule facility and equipment maintenance functions. The software provides historical data, report writing capabilities, job analysis, and more. The data in the system describe equipment, parts, jobs, crafts, costs, step-by-step instructions, and other information involved in the maintenance effort. Refer to NPR 8831.2.

Condition-Based Maintenance (CBM). Facility and equipment maintenance scheduled only when the condition of the facility or equipment requires it. CBM replaces maintenance scheduled at arbitrary time or usage intervals. It usually involves the application of advanced technology to detect and assess the actual condition. See NPR 8831.2.

Condition-Based Monitoring. Also known as Predictive Maintenance. The continuous or periodic monitoring and diagnosis of systems and equipment to forecast failure. See NPR 8831.2.

Constructability. The optimal use of construction knowledge and experience during the planning, design, procurement, and field execution phases of a facility project to achieve overall project objectives (definition consistent with the Construction Industry Institute – CII).

Construction. The construction of new or major modification of existing buildings and/or other structures including support systems (e.g., utilities, sidewalks, parking lots, driveways). The CECR, EUL and NHPA accounts are the only accounts at NASA appropriated for Construction with an AFPCE equal to or greater than $1 million. The procurement definition of construction is found in FAR 2.101.

Construction Completion. The point when final inspections have been completed and the facility is accepted in the following manner:

a. Construction has been completed in accordance with the plans and specifications.

b. All project commissioning activities have been completed.

c. All construction deficiencies noted on the “punch list” are corrected.

d. The contractor or construction agency acknowledges the listed deficiencies and ensures corrective action within the contract.

Construction Contractor. A business entity (i.e., person, corporation, partnership, or joint venture) that has satisfied the CO that they are qualified to perform the work as described in the construction contract documents.

Construction of Facilities (CoF). 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 Appendices D and E, and project commissioning. CoF Program funding is included in the CECR Account. The CECR, EUL, and NHPA accounts are the only NASA accounts appropriated for Construction activities with an AFPCE greater than $1 million.

Construction-Operations Building Information Exchange (COBie). A U.S.-originated specification relating to managed asset information including space and equipment. It is closely associated with BIM approaches to design, construction, and management of built assets.

Contingency (Construction). An allowance included in the AFPCE for unanticipated construction cost increases. Examples include unanticipated construction costs incurred due to final design errors and omissions, field conditions not identified within the contract documents, and incomplete or changing user requirements.

Contract. Either an agreement or an order for the acquisition of supplies or services signed by a CO. The award of a new contract and/or an amendment to an existing contract is considered a funding obligation.

Contract Award Date. The date on which the CO and a representative from the construction contractor signs the contract.

Contracting Officer (CO). Any person who can bind the Federal Government to a contract. The CO holds an official warrant that allows them to negotiate on behalf of the U. S. Government. A CO has the authority to enter into, administer, or terminate contracts and make related determinations and findings such as changes to contract cost, schedule, and scope.

Contracting Officer's Representative (COR). An authorized representative of the Federal Government with an understanding of the technical aspects of a contracted project. The COR acts according to the authority delegated to them by the CO.

Conventional Furniture (or Case-Good Furniture System). Metal/wood office furniture components such as a desk, computer table, credenza, and hutch unit that do not interlock or connect and have no power or communications distribution through the units. Conventional furniture is typically used in single and shared-occupant offices.

Current Year. The present FY (October 1 through September 30).

Data Call. A request to the field Centers from FRED to identify institutional CoF project requirements as part of the Construction of Facilities Program.

Decommissioning. The formal process for changing the status of a real property asset from “active” to “inactive.” 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. This method is preferable to Demolition, because it diverts salvageable equipment and materials for reuse instead of disposal into landfills. When procuring deconstruction services, it should be noted that “disassembly” falls under “dismantling,” which is included in the definition of “dismantling, demolition, or removal of improvements.” “Dismantling, demolition, or removal of improvements” is defined in FAR 37.300 (Scope of subpart) as, “dismantling or demolition of buildings, ground improvements and other real property structures and for the removal of such structures or portions of them.”

Demolition. The act of tearing down of 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. Demolition projects are focused on reducing the Agency’s real property footprint and/or CRV.

Demountable Panels. Specialty (non-office) items sold by many furniture manufacturers. They are also called moveable wall panels, modular office privacy walls, office space dividers, and architectural walls.

Descope. The process of removing work items from a design statement of work or a construction package that results in cost or budget reductions. Projects that are descoped need to meet the definition of “functional” upon construction completion.

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 construction schedule for the planned project at each design review stage.

Design Review. A collaborative effort during which users and technical experts verify that the design adequately addresses the project scope, objectives, and technical requirements.

Direct Costs. A price that can be completely attributed to the production of specific goods or services. Direct costs refer to materials, labor, and expenses directly related to the accomplishment of a contract.

Discrete Facility Project. A CoF project with an AFPCE of $10 million or more. Discrete Facility Projects have a unique Work Breakdown Structure (WBS) number in NASA’s financial system (SAP).

Drawings. Graphic representations on either electronic media or paper that convey the intent of the project requirements.

Earned Value Management (EVM). A tool for measuring and assessing project performance through the integration of technical scope with schedule and cost objectives during the execution of the project. EVM provides quantification of technical progress, enabling management to gain insight to project status and project completion costs and schedules. Two essential characteristics of successful EVM are EVM system data integrity and carefully targeted monthly EVM data analyses.

Electronic Security Systems. That part of facility physical security concerned with safeguarding personnel and property by use of electronic systems. These systems include, but are not limited to, intrusion detection systems (IDS), enterprise physical access control systems (EPACS), and closed- circuit television systems (CCTV).

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 of 1958, as amended. 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. Also see “Category C.”

Energy Savings Performance Contract (ESPC). 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 (EE). The total facility project cost estimate which includes the cost for materials, labor, real estate actions, services for project-specific environmental and historical compliance, and project commissioning requirements. The EE includes contractor supervision, overhead, and profit for both the prime contract contractor and any subcontractors. Also, the EE includes all labor and material costs for related personal property/collateral equipment and allowable installed non-collateral equipment. The EE does not include escalation, construction contingencies, or SIES. The EE value is identified on the NF-1509.

Enhanced Commissioning. A set of best practices that go beyond fundamental commissioning to ensure that building systems perform as intended by the owner. These practices include designating a commissioning authority prior to the construction documents phase, conducting commissioning design reviews, reviewing contractor submittals, developing a system manual, verifying operator training, and performing a post-occupancy operations review.

Enhanced Use Lease (EUL). An out-grant lease executed under Lease of non-excess property (Enhanced Use Lease – EUL,) 51 U.S.C. § 20145 for underutilized NASA-owned real property that allows the Agency to retain and use the lease proceeds. For more information, see NPR 8800.15, Real Estate Management Program, and NM 8800.82, NASA Desk Guide for Enhanced Use Leasing of Real Property.

Enterprise Function. Functions that are delivered to all Centers regardless of where they are managed. An example could include a single download of a software package that is managed at one location and utilized by all Centers (e.g., IBM TRIRGA is the FRED-Approved Database).

Environmental Analysis. The process of making the initial evaluation of the environmental considerations of a proposed action including alternative proposals.

Environmental Assessment (EA). One of three possible documents required for compliance with the 42 U.S.C. § 4321 et seq. process. The three documents in order of increasing effort and cost are a Categorical Exclusion (CATEX), an EA, and an Environmental Impact Statement (EIS). The EA is the correct path when the environmental impact is low but does not qualify as a CATEX. For details, contact the Center Environmental Management Office.

Environmental Impact Statement (EIS). A document developed through the NEPA process when the impact to the environment is significant, e.g., a change in mission to a Center or the Agency with significant environmental ramifications—air/water quality, noise, soil contamination, or an increased risk (perceived or real) to the public. For details, contact the Center Environmental Management Office.

EUL Net Revenue. The amounts of cash consideration received for an EUL more than the full costs to NASA in connection with the lease.

Expense. Costs associated with projects determined to be non-capital are expensed and charged to operations in the accounting period in which the costs were incurred. As an example, a maintenance activity or a repair to an asset may be considered an expense unless it extends the useful life of the asset by two years or more (and therefore may be considered a capital improvement). See NPR 9250.1.

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 PM, PT&I, grounds care, PGM, repair, TCs, ROI, and SRs (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. For additional information, refer to NPR 8831.2.

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.

Facility Acquisitions. The acquisition of an interest in land, buildings, other structures and facilities, or leasehold improvements. The normal facility acquisition methods include purchase, transfer, lease, easement, use permits, and rights of way.

Facility Closure Plan. Before the RPAO modifies the status of an active facility to “Inactive,” an assigned individual will prepare a Facility Closure Plan (FCP) that includes a baseline survey of the condition of the facility’s building systems derived from the most recent Deferred Maintenance Assessment (DMA). In addition, this plan includes a list of specific tasks to prevent the facility from becoming a safety risk and a list of all building facility systems that will remain active to comply with safety and security requirements for the duration of the closure.

Facility Project. Work related to the construction of a new facility or the major modification or energy/water usage improvements of an existing facility, or the demolition of an existing facility with an AFPCE greater than or equal to $100,000 (excluding preventative maintenance work). A Facility Project may be funded with local Center funds or funded under the CECR CoF Programs per the requirements of this document. A facility project needs to be functional upon completion and not dependent on additional funding to be complete and usable.

FPM. The individual responsible for organizing, managing, and directing the phases of a facility project to accomplish work within schedule and cost. For local Facility Projects, some Centers define a Local Authority Project Manager (LAPM) who has identical duties.

Failure Modes and Effects Analysis (FMEA). A process used to determine which parts fail, why they usually fail, and what effect their failure has on the total system. This is an element within Reliability Centered Maintenance (RCM) (see Reliability Centered Maintenance Guide for Facilities and Collateral Equipment).

Filing Systems. Products not integral to a furniture system (systems or modular) required to store work- related items within or adjacent to individual work areas. This can include bookcases, file cabinets (vertical and lateral), storage cabinets, and movable pedestal units. These products may or may not be included under a facility project AFPCE.

Fiscal Year (FY). The Federal Government’s accounting period that begins on October 1 of the calendar year and ends on September 30 of the following calendar year. FY is designated by the calendar year in which it ends.

Flash Bid Report (NASA Form 1579). A form that summarizes the results of a project bidding process and identifies if funding residuals exist.

Fragmentation. The planning, development, or execution of a project by splitting the scope into two or more interdependent projects to circumvent the appropriate budget approval process. Centers and programs are prohibited from fragmenting projects.

Full Disclosure. The act of providing full scope, justification, cost, and schedule transparency of a facility project from a Center to FRED and from FRED to Congress (as applicable). Full disclosure is also required to prevent the appearance of project fragmentation. This concept outlines all reasonably identifiable elements of cost necessary to achieve a fully function and operable facility for all stages of planning, approval, and management of a facility project. The estimated cost of the facility project needs to include every associated element of real property including non-collateral equipment. It needs to also identify all other equipment required to the extent practicable. Project full disclosure is documented on form NF-1509.

Full Funding. The provision of funds to cover all project costs including the design, construction, and activation phases and all activities necessary to support those phases.

Functional Project. A project that, upon completion of the construction and commissioning phases, is fully operable and usable for its intended purpose. Functional projects do not require additional future funding to become totally operable and usable.

Funds Reprogramming. The moving of funds between line items of a given account within a given FY. For a Discrete CoF Project line item, reprogramming of funding less than $500,000 can be accomplished by NASA HQ with notification to Congress (see Upward Variation). For a Discrete CoF Project line item, reprogramming of funds of an amount equal to or greater than $500,000 requires Congressional approval (see Operating Plan Change).

Funds Transfer. The moving of funds from one account to another. This is the process that a given Program initiates to transfer funding from their account to the CECR Account for construction projects that have a CCE of $1 million and greater (e.g., creation of a Program-Direct CoF project). Funds transfers require Congressional approval either through the standard budget process (project identification in a CJ for an IOP or through an in-year budget change process (project identification in an Operating Plan Change). Refer to the Administrative Provisions in the FY Appropriations language.

Government-Furnished Property. Property owned by the Government and provided to a contractor for use in the performance of a contract. The Government could also install Government-furnished property.

Ground Support Equipment. Equipment, implements, and devices required for handling, servicing, inspecting, testing, maintaining, aligning, adjusting, checking, repairing, and overhauling an operational end item or a subsystem or component thereof.

Health and Safety Plan (HASP). A comprehensive written document developed by a construction contractor that is specific to the contract scope of work and applicable to all subcontractors. A HASP explains how the construction contractor affirmatively and proactively assesses work for hazards, complies with applicable Federal, state, local, and NASA health and safety requirements, and provides controls for the specific hazards identified. This document is submitted by the contractor to the CO for review and approval prior to commencing any field activities.

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.

Incrementally Funded Project. A project that is approved by Congress to be incrementally funded over multiple program years. All increments of the project need to be clearly defined and disclosed to FRED by completing an NF-1509 form prior to execution. The products produced by each project increment need to be usable but may not be considered as fully “functional.”

Indirect Cost. Labor and material costs that are not related to specific projects.

Initial Operating Plan (IOP). A yearly internal plan which sets forth the specifics on how NASA intends to apply Agency financial resources during the FY to fulfill its mission. It includes all programs and projects and requires Congressional approval.

Institutional Facilities. A classification of assets that support all Center personnel. This includes buildings for the general morale and welfare of the Center population and for supporting all programs and tenants (including general office buildings, housing for human resources, legal, security or other administrative functions, cafeterias, and child-care facilities) or other structures such as roads, bridges, parking lots, general transportation systems, perimeter fences, and utility generation/distribution systems.

Institutional Project. A project involving the new construction, upgrade, or repair of institutional facilities. Institutional projects with an AFPCE below $1M are typically funded with local Center funding. Institutional projects with an AFPCE of $1M or above are funded under the CECR Account. All Institutional Projects greater than $100,000 require full disclosure on form NF-1509.

Integrated Systems Test (IST). A series of acceptance tests to a new or modified testing facility that incorporates a test article to check out all the operational systems and confirm design requirements. Costs for IST activities are not included within the AFPCE for a CoF project.

Invitation for Bids. The solicitation documents used to acquire a project requirement under sealed bidding rules in the FAR and NASA FAR Supplement.

Land Acquisition. An acquisition of title to land including any interest in the land such as mineral and water rights, easements, rights of way, or interagency permits whether obtained by purchase or other means.

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

Life-Cycle Cost. An estimate of the economic impact over a selected design life of a project or project alternative. This estimate includes first cost, energy consumption, periodic replacement of equipment or materials, operations, maintenance, and residual value.

Life-Cycle Cost Analysis (LCCA). A method for assessing the total cost of facility ownership. An LCCA considers all costs of acquiring, owning, and disposing of a building or building system. This analysis is especially useful when project alternatives that fulfill the same performance requirements, but differ with respect to initial costs and operating costs need to be compared to select the one that maximizes net savings. Refer to NASA Business Case Guide for Real Property and Facilities Project Investments.

Limitation. A statutory or administratively imposed restriction within an appropriation or other authorization act that establishes the maximum threshold for a specific purpose.

Localized Functions. Functions that are managed and executed within the confines of a Center.

Local Funding. Funding that is managed at a Center level that will be obligated within two years of the year of appropriation.

Long-Lead Items. Items that, because of their complexity of design, complicated manufacturing processes, or limited production, require an extraordinary length of time for delivery.

Major Modification. A project involving work on an existing facility with an AFPCE that exceeds 50 percent of the CRV for the space or system in question. In many cases, a major modification will require that a facility’s systems be updated to comply with current industry codes and standards (e.g., as identified in the International Existing Building Code - IEBC). A major modification can “reset the clock” on a facility.

Maintainability. The design, installation, and operational characteristics of an item used for ease of keeping it operational, e.g., designed access to a chiller’s coils for easy cleaning.

Maintenance and Operations (M&O) Manuals. Organized procedural information specifying methods of operating and maintaining building systems, related personal property/collateral equipment, and support equipment. M&O personnel use the manuals in the performance of day-to-day maintenance and repair tasks. Preferably, the manuals are in an electronic format such that they can be stored within a CMMS.

Minor Construction and Revitalization (MCR) Project (also called a Minor CoF Project). A CoF project with an AFPCE of at least $1 million and less than $10 million. Institutional CoF MCR projects are identified in the CECR Account under the Institutional CoF line item and Program-Direct CoF MRC projects are identified under each of the Mission Directorate line items.

Modular Furniture (or Non-Panel Based Systems). Freestanding furniture modules/components such as a desk, bridge, computer table, hutch, and pedestal that connect to form a workstation.

New Capability. A facility project that supports new programmatic or institutional requirements. This includes projects for major modification of existing facilities when the facility supports new programmatic or institutional requirements.

New Construction. A facility project where new real property is built. (See “Construction.”)

Non-Collateral Equipment. Equipment other than related personal property/collateral equipment that, when acquired and used in a facility or test apparatus, can be severed, and removed after erection or installation without substantial loss of value or damage to the premises where installed. Non-collateral equipment is often classified as Personal Property and capitalized based on the criteria outlined in NPR 9250.1.

Notice to Proceed (NTP). The date a CO directs a contractor to start work. In some construction contracts, there may be two NTPs: one to begin the flow of project submittals including the site-specific safety and health plan and one to begin field work.

Obligation. The award of a contract or purchase order by a CO to satisfy a contractual agreement. See also Commitment. After funds are committed on a purchase request, the CO acquires a contract with a construction contractor. Obligation occurs at the time the contract is signed.

Operational Readiness Review. The final NASA review of a facility immediately prior to placement into its intended operation.

Operating Plan Change. A change to the annual internal plan that sets forth the specifics on how NASA intends to apply Agency financial resources during the FY to fill its mission. It includes all changes to the IOP and previous Operating Plan Changes (if any) and requires Congressional approval.

Other Burden Costs. A CoF funding allowance used for items not addressed under SIES. Activities could include, but are not limited to, funding for other onsite contractor services, drafting services to produce as-built drawings from construction contractor furnished red-lines, Government-furnished property (GFP) refurbishment, support during utility outages, or transportation of special equipment that might need to be included in the project.

Other Structures. Improvements to land, other than buildings, such as airfield pavements, harbor and port facilities, utility distribution systems, antennas, cooling towers, and roads and bridges. This classification also includes structures that are not completely enclosed, like electrical substations, picnic shelters, pavilions, and covered storage areas. See NPR 8800.15, Real Estate Management Program.

Option. A unilateral right in a contract by which, for a specified time, the Government may elect to purchase additional supplies or services called for by the contract or may elect to extend the term of the contract. Options do not need to be awarded at the same time as the contract base bid work. FRED encourages Centers to structure bid packages with options to ensure that at least the base bid work can be awarded within the AFPCE. Options can also include contract deductions.

Partnering. A Government-contractor relationship to foster the achievement of mutually beneficial goals (see NFS, 48 C. F. R., Chapter 18). Per the Whole Building Design Guide, partnering is a formal program used by the Project Delivery Team to improve communications to avoid disputes and work towards mutually beneficial goals. Partnering creates opportunities for more efficient resolution of issues through higher levels of trust, personal satisfaction, and increased collaboration.

Partnership Agreement Maker (PAM). A Web-based software product that allows for a systematic routing of documents within NASA. It records the electronic approval and related stipulations of required reviewers or their identified alternatives.

Past-Year. The FY immediately prior to the current FY.

Payback. The amortization period defined in years calculated by dividing the total budget estimate by the total expected discounted annual savings.

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

Phased Project. A strategy which structures projects over multiple program years to renew or repair a building or other structure. The building or other structure needs to be independent and functional upon the completion of any given phase (e.g., a phase cannot be dependent on future funding to be functional). Phased projects need to be fully disclosed to FRED.

Power Purchase Agreement. A partnership authorized or allowed by some States, between a Federal agency and a renewable energy developer. The developer installs a renewable energy system on Federal land or facilities. In exchange, the Federal agency agrees to purchase the power generated by the system throughout a contract term per a contract rate. These power purchase payments repay the developer over the contract term. The developer owns, operates, and maintains the system for the life of the contract.

Predictive Testing and Inspection (PT&I). The use of advanced technology to assess the condition of equipment, utilities, and systems. When using RCM, the PT&I data obtained allow for planning and scheduling preventive maintenance or repairs prior to failure. Refer to NPR 8831.2.

Procurement. Acquisition by contractual instrument (contracts, orders, or calls/orders against Basic Purchase Agreements – BPAs) with appropriated funds of supplies or services (including construction) by and for the use of the Federal Government through purchase or lease, whether the supplies or services are already in existence or must be created, developed, demonstrated, and evaluated. Acquisition begins at the point when agency needs are established and includes the description of requirements to satisfy agency needs. Acquisitions may sometimes be split into more than one solicitation for many possible reasons. For example, depending on what is being acquired, different sets of contractors may only be able to perform different parts of government requirements. These different parts would likely be separated into separate solicitations. Each solicitation would be a separate procurement, though all such procurements would still be part of the same acquisition. Whether an acquisition is done through one procurement or more than one procurement, the procurement would also include selection of sources, award of contracts (or orders or BPA calls), contract financing, contract performance, contract administration, and those technical and management functions directly related to the process of fulfilling agency needs by separate contract.

Program. A strategic investment by a Mission Directorate or Mission Support Office that has a defined architecture and/or technical approach, requirements, funding level, and a management structure that initiates and directs one or more projects. See NASA Space Flight Program and Project Management Handbook.

Program-Direct CoF Project (or Program-Funded CoF). A facility project for which the AFPCE equals or exceeds $1 million in AFPCE for which a NASA Mission Directorate transfers funding into the CECR Account.

Progress Payment. A partial expenditure of funds made to a contractor as work progresses. Usually this is in accordance with a schedule of values submitted by the contractor at the time of notice to proceed.

Project. New facility construction, existing facility work (repair, major modification, energy and water reduction), and facility demolition on NASA real property with an estimated cost greater than or equal to $100,000 (excluding preventative maintenance work).

Project Definition Rating Index (PDRI). A Construction Industry Institute best practice tool used in front-end planning to determine how well a project is defined. This tool is used throughout project development but is scored at the 30-percent design stage. The scoring system is based upon a 1000- point scale, and a low score (i.e., 200 or less) reflects a well-defined project.

Project Scope. The description of a facility project limits, objectives, and planned result. The scope of a facility project typically includes a description of its location, purpose, capabilities, capacity, physical dimensions, configuration, and utilities affected.

Purchase Request (PR). A document or electronic file used to convey funds to the CO. It also describes the supplies or services required and includes a Government cost estimate for those supplies or services. The issuance of a purchase request or purchase order constitutes a funds commitment.

Real Property. Property that is attached directly to land or land itself. This includes land, buildings, structures, air space, utility systems, improvements, and appurtenances permanently annexed to land referred to as assets. The term real property also includes related personal property also known as collateral equipment. It is property that is owned, leased, occupied, and/or controlled by NASA, and includes Government Owned, Contractor Held (GOCO) real property. Trailers and Quonset huts permanently affixed to land will be recorded in RPMS until they are detached and transferred to personal property.

RPAO. An individual assigned to FRED that is responsible for regional management and accountability of a defined subset of Centers’ real property assets. Refer to NPR 8800.15.

Real Property Management System (RPMS). NASA’s enterprise database for recording, maintaining, and reporting real property data. Information concerning every real property asset under NASA’s management by the RPAO community is stored in the RPMS. Refer to NPR 8800.15.

Recapitalization. The process by which NASA renews its real property assets over the entire service life of its facility inventory to maintain operational capability. Implementation can occur through restoration and modernization of existing structures or through total replacement. The process may include phased replacement of entire systems or subsystems over long periods or a single replacement project.

Recordable Event. See “Capitalized Event.”

Reduce the Footprint. A facilities philosophy to ensure that the Agency purchases, constructs and/or operates new property only when existing capabilities (including those owned by NASA and other external entities) cannot be used or modified cost-effectively. In addition, this philosophy ensures that NASA real property inventory is right sized in accordance with projected future operations and maintenance budgets. Reduce the Footprint initiatives defined in NPD 8820.2 mandate that facilities disposal will be at least 125 percent of the new/additional construction of facilities.

Regionalized Functions. Functions that are managed by NASA HQ or a defined Center and delivered to a subset of Centers (typically within a geographical region such as Eastern, Southern, etc.).

Related Costs. Estimated cost elements of project work that are not included in the AFPCE. Related costs will be identified on form NF-1509.

Related Personal Property/Collateral Equipment. Encompasses building-type equipment, built-in equipment, and large, substantially affixed equipment/property and is normally acquired and installed as part of a facility project as described below (also see Non-collateral Equipment):

a. Building-Type Equipment. 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.

b. Built-in or Large, Substantially Affixed Equipment. 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.

Reliability-Centered Maintenance (RCM). A process used to determine the most effective approach to maintenance. It involves identifying actions that, when taken, will reduce the probability of failure and are the most cost effective. It seeks the optimal mix of Condition-Based Actions, other Time- or Cycle-Based actions, and a Run-to-Failure approach. (See NASA Reliability Centered Maintenance Guide.)

Renewal by Incremental Repair (R by IR). Renewal of horizontal infrastructure (e.g., institutional utilities distribution) or systems by repair by wholesale replacement accomplished in project phases. Each phase needs to be functional and usable upon completion. R by IR is considered a subset of Institutional CoF “Repair.”

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 or extend its service life. 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.

Resources Authority Warrant. A document granting authority to initiate, commit, obligate, and outlay funds for approved projects and activities. A CO will have a resources authority warrant.

Spare Parts. Items particular to a system or end item held in reserve or for backup. Spare parts typically should not be part of a facility project AFPCE.

Special Test Equipment (STE). Single or multipurpose integrated equipment engineered, designed, fabricated, or modified to accomplish special purpose testing. This includes items or assemblies of equipment including foundations and similar improvements necessary for installing special test equipment, and standard or general-purpose items or components that are interconnected and interdependent to become a new functional entity for special testing purposes. STE is assembled and subsequently removed from a facility within a defined timeframe that is significantly less than the life of the building or structure. STE is not required to make a building or structure functional and is therefore not included in the AFPCE (typically funded independently by programs or customers).

Substantial Completion. The status of a facility project that has completed all required inspections and any discrepancies recorded on a "punch list" (any discrepancies recorded on the punch list that do not require further reinspection).

SIES. A CoF funding allowance used to provide services including, but not limited to, the necessary controls to ensure contractor conformance to Government-furnished drawings and specifications. In addition, SIES can fund services to isolate exiting utilities, the review of equipment submittals and shop drawings, and surveying services.

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.

Systems Furniture (or Panel-Based System). Furniture whose foundational panels or frames can support surfaces and other components and can be configured to form workstations and delineate space. Typically, the units are designed to distribute 120 V power and communications cabling through the panels to the workstation.

Upward Variation. Changes to a Discrete Project budget (less than $500,000) that require notification (but not approval) by Congress. This action reprograms funding from Minor CoF MRC elements (Renewal, Repair, Demolition, Energy, or FP&D) to a Discrete Project. Upward Variation requests need to be approved and coordinated with the FRED Program Manager and the MSD Resource and Performance Management Office as soon as the need for a change is identified. An Upward Variation to a Discrete Project can occur a maximum of once per FY. Funds provided under an Upward Variation are to come from the same FY as the Discrete Project in need.

Usable. The product of a facility project that can be used for either it’s originally intended purpose or for some future need. As an example, a project intended to produce a large antenna could have work scope elements that include the installation of a foundation and a structural pedestal. If the full project scope is completed including the installation of the antenna, the project would be considered fully “functional.” However, if the project scope is reduced and only the foundation and pedestal are completed, the structure could be considered as “usable” for either the installation of a future antenna or as a structural element for some other future need.

Utility Energy Services Contract (UESC). A partnership between a Federal agency and a serving utility company. Typically, 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. UESCs also can be partially or entirely direct-funded up front from agency funds.

Value Engineering. The systematic engineering process to determine the lowest practical overall cost of a facility consistent with the requirements of performance, reliability, and maintainability.

Work Breakdown Structure (WBS). A product-oriented hierarchical division of the hardware, software, services, and data required to produce the program/project end product(s) structured according to the way the work will be performed, reflecting the way in which program/project costs, schedule, technical, and risk data are to be accumulated, summarized, and reported. In the context of this document, the WBS is used when incorporating EVM.

Work Breakdown Structure (WBS) Number. A numbering system used in NASA’s financial system to identify how projects are structured under a program.

Workspace Accessories. Assorted equipment items that may be required by building personnel to perform their daily duties and are not to be included within a facility project AFPCE. This includes, but is not limited to, the following:

a. Boards and Easels: Includes whiteboards, dry-erase boards, tack boards, cork boards, display easels, table-top easels, and flip-chart holders.

b. Computer Accessories: Includes elevated computer stands, screen filters, keyboard trays, mouse pads, docking stations, monitor stands, and other accessories that support computer use.

c. Power and Data Accessories: Includes voice/data outlets, electrical distributors, and cable management products.

d. Task Lighting: Free-standing lighting fixtures to illuminate work surfaces.

e. Privacy/Boundary Screens: Free-standing, movable screens that define space and provide visual and/or acoustic privacy (not part of systems or modular furniture products).

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