Repair Project Approval Office of the Assistant Chief of Staff for Installation Management Bill Allen (703) 601-0705 0705 bill.allen@us.army.mil Michael Dean (703) 601-0703 0703 mike.dean@us.army.mil 1of? 11/3/2008 12:15 PM
Repair Project Approval Installation Management Command Anthony White (703) 602-5362 Anthony.white@hqda.army.mil 2of? 11/3/2008 12:15 PM
Public Law US Code, Title 10 Sec 2661 Authority to use O&M for real estate Sec 2801 - Definitions Sec 2805 - Construction Sec 2811 - Repair 3of 52 11/3/2008 12:15 PM
Army Policy AR 420-1 Army Facilities Management AR 420-10* Management Of Installation Directorates Of Public Works AR 415-15 / 19* Army Military Construction Program Development And Execution/ Nonappropriated-funded d d Construction Project Development And Approval Memorandum, DAIM-ZA, Subject: Interim Policy Change for AR 420-1, Army Facilities Management, on Maintenance and Repair and Construction Project Approval Authority, dated 19 Feb 08 4of 52 11/3/2008 12:15 PM
Army Precedent DA PAM 420-11* Project Definition and Work Classification 5of 52 11/3/2008 12:15 PM
Important Terms Funded Costs Unfunded Costs Repair Maintenance Phased Project Repair to Replacement Ratio Construction Life, Health, Safety Normal Conversion Non-construction Equipment Equipment-In-Place Installed-Building-Equipment 6of 52 11/3/2008 12:15 PM
Funded Costs AR 420-10 Paragraph 4-6.c Project Costs (1) Government-owned real property, materials, supplies, services, rental trailers and buildings, utilities, or items applicable to the project. (2) Installed capital equipment and installed building equipment. (3) Transportation costs applicable to materials, supplies, real property p items, installed equipment, and Government-owned equipment. (4) Civilian labor costs including labor costs of foreign national civilians, but not including civilian prisoner labor. Costs of foreign military troops such as Korean Augmentation to the U.S. Army will be treated as unfunded costs. However, costs for labor provided by foreign quasi-military organizations that are paid from the Operation and Maintenance, Army (OMA) appropriation, such as the Korean Service Corps, are funded costs. (5) Supervision and inspection costs. *(6) Troop travel and per diem directly related to the project. (7) Costs for maintenance and operation of government-owned equipment (including organic troop unit equipment) and rental cost for non-government equipment. (8) Costs for preparation of operation and maintenance manuals for installed systems. *(9) Demolition and site preparation costs. (10) The cost of installing equipment in place in new facilities. *(11) Costs of mitigation identified in environmental documentation completed in accordance with AR 200-2. * Discussed in more detail later 7of 52 11/3/2008 12:15 PM
Unfunded Costs AR 420-10 Paragraph 4-6.f Project Costs (1) Costs financed from military personnel appropriations. (2) Depreciation of government-owned equipment (except depreciation cost of a plant owned by capital working funds). (3) Materials, supplies, and items of installed equipment that have been obtained from other U.S. Government agencies or foreign governments without reimbursement. When such items become available as excess distributions from other Government agencies, their value will be at Federal Supply Catalog prices or estimated replacement value according to AR 37-60. (4) Costs of real property items relocated on the same installation ti except transportation and relocation costs. (5)* Planning, engineering, and design costs before and during construction. (6) Costs for licenses and permits required by state or local laws for pollution abatement or by Status of Forces Agreements overseas. (7)* Material costs of equipment-in-place items. (8) Civilian and military prisoner labor. (9)* DPW overhead costs such as second line supervisors and above, and their utilities, supplies, and equipment. * Discussed in more detail later 8of 52 11/3/2008 12:15 PM
Repair USC Title 10, Section 2811; (e) Repair Project Defined. - In this section [2811], the term "repair project" means a project to restore a real property facility, system, or component to such a condition that it may effectively be used for its designated d functional purpose. 9of 52 11/3/2008 12:15 PM
Phased Repair Projects Sequenced work executed over multiple fiscal years on a Real Property Facility. All phases must be approved as a single project. DA 4283 / DD 1391 project approval. Phases are based on work process and not on funds availability. Approval is for life of project 10 of 52 11/3/2008 12:15 PM
Repair to Replacement Ratio Required on each DD Form 1391 EF Total funded cost of all known repair and construction Divided by Replacement cost of facility, including demolition & disposal See DA Pam 420-11 Paragraph 3-4 UNIFIED FACILITIES CRITERIA (UFC) UFC 3-700-05 DESIGN GUIDE: CONSTRUCTION COST ESTIMATING 11 of 52 11/3/2008 12:15 PM
Approval Documents DA Form 4283 Local approval may contain more than one work classification Memorandum Higher Headquarters approvals usually based on DD Form 1391s. Local Approvals not contained in the 4283. 12 of 52 11/3/2008 12:15 PM
DA Form 4283 Used for Approval of Design Used for Approval of an Undertaking at the Garrison a single DA Form 4283 approves Repair & Maintenance Construction Normal Construction Non-Construction Amounts over Garrison authority need DD Form 1391 EF submitted to next higher for Approval 13 of 52 11/3/2008 12:15 PM
For a Successful Approval: Use Work Classification to determine funded & unfunded d costs Funded costs are approved by Higher Headquarters Unfunded costs are locally approved Design (before, during and after construction) ti EIP MCA funds install items that would normally be considered EIP in order to allow the user move directly into the building. This does not apply to Repair. Most notable in this group are the communications and LAN cables and their junction boxes. These items are not real property and are not funded as part of a real property repair project. Determine the type and availability of funds State in your memorandum requesting approval the type of funds and their availability 14 of 52 11/3/2008 12:15 PM
What s Needed To Request M&R Project Approval? A DD form 1391 (submitted through PAX system) A memo through IMCOM requesting approval (electronic transmittal) 15 of 52 11/3/2008 12:15 PM
Repair Regardless of the cost of the project. During the repair you will bring the system or component, or facility, up to current codes and standards in conjunction with repair. If not justify why!!! 16 of 52 11/3/2008 12:15 PM
DD Form 1391 EF Describes the portion of the undertaking that needs higher headquarters approval. Costs, Scope, Justification, Mandatory statements Associated Construction Approves only one type of work. Repair & Maintenance Or LHS construction if above Garrison Authority Funded Project Costs 17 of 52 11/3/2008 12:15 PM
For a Successful Approval: Describe clearly and succinctly the major elements of the work that you will be doing in the undertaking. If you are installing a sprinkler and one does not exist, state that is what you are doing. Then give the reason you feel it is repair. If the building is being converted state that is what is happening. If there is an associated project it must appear on the 1391. If not state there is no associated project and why. 18 of 52 11/3/2008 12:15 PM
DD Form 1391 EF Project Description What systems and components are going to be work on and what the end result of the project will be. Do Not use the word upgrade, in Repair DD Form 1391 to describe what you wish to accomplish. UPGRADE implies construction; upgrade implies that the system or component is serviceable, does not need repair, and you would like to improve its quality or performance in some way. One sentence on who will be using the building is sufficient. Repair stands on building condition not who is in the building. 19 of 52 11/3/2008 12:15 PM
What Should Be Included In DD 1391 Documentation? Project Justification: must show that the project involves existing, failed or failing facility, systems, or components or obsolete utility systems. 20 of 52 11/3/2008 12:15 PM
DD Form 1391 EF Project Justification: Repair means "to restore a real property facility, system or component to such a condition that it may effectively be used for its designated functional purpose " Repair Projects are justified by the condition or lack of performance of a real property system or component. If enough systems and components of a building or facility are failed or failing then the entire building or facility can be considered to be failing and be brought up to codes and standards to such a condition that it may effectively be used for its designated functional purpose. Utility system or utility system component may be considered failed or failing when that item is energy inefficient, or technologically obsolete, has been in service for at least 3 years, and the replacement project has a payback of 10 years or less. 21 of 52 11/3/2008 12:15 PM
For a Successful Approval: In the Project Justification Block State whether or not the facility is considered failing. A facility that is considered failing can be brought up to codes and standards as a unit, not just the components. List the components and systems of the facility and state its condition giving examples of failure. 22 of 52 11/3/2008 12:15 PM
DD Form 1391 EF Project Justification: Describe the conditions of the components and systems. Walls; stained, insulation is wet, walls are mildewed. Window hardware in 35% of the windows does not function property. Windows can not be secured. Repair parts are difficult find and expensive when located because this model window is out of production. All windows are considered to be in a failing condition. Roof has had 5 leaks in 5 years. Damage to the interior of the building has been repair each time. Roof is considered to failing and will be repaired by replacement with a pitched roof per Army standards. d 23 of 52 11/3/2008 12:15 PM
Seismic A Seismic Evaluation and Mitigation Are Required When a Project: Significantly extends the facility's useful life or Significantly increases the facility's value or Cost exceeds 50 percent of the current replacement value 24 of 52 11/3/2008 12:15 PM
Statements t t Required by Statute Saue This project is consistent with force structure plans. Repair is more cost effective than replacement. This project is an appropriate use of operation and maintenance funds. 25 of 52 11/3/2008 12:15 PM
DD Form 1391 EF Additional Information: Mandatory Statements See Handout 26 of 52 11/3/2008 12:15 PM
Required Additional Information o 1. The project is consistent with force structure plans. 2. The repair of this facility is more cost effective than replacement. The estimated replacement cost of this facility is %. The repair to replacement ratio (R/R) cost of percent. 3. This is an appropriate use of Operation and Maintenance funds. 4. Asbestos, lead-based paint, bio-hazard or other hazardous materials, if found, will be handled, stored and disposed of in accordance with current laws and regulations. 5. The facility will meet the Standard of "Substantial Life-Safety" upon completion of the project. 6. This project has been coordinated with the installation physical security plan and all physical security measures are included. Alternative methods of meeting this requirement have been explored during project development. 7. All required anti-terrorism/force protection measures are included. 8. Sustainable principles will be incorporated into the design, development, and construction of the project in accordance with Executive Order 13123 and other applicable laws and executive orders. 27 of 52 11/3/2008 12:15 PM
Required Additional Information o 9. The design cost is approximately $. 10. Communications and Information Management equipment costs are: (TAB F to complete). a. b. c. 11. Unfunded furniture cost is estimated at $. 12. Other Equipment-In-Place cost is estimated at $. 13. $ SRM was spent on M&R for this facility in FY and $ SRM was spent on M&R for this facility in FY. 14. This facility has an ISR rating of last reporting cycle. Upon completion of the project it will have an ISR rating of. 15. This building is CAT CODE XXXXX. The CAT CODE (is changing or has not changed within the past two years). {Give details if changes has occurred}. 28 of 52 11/3/2008 12:15 PM
Maintenance & Repair Approval Authority Project approvals are Per Project The HQ IMCOM limit for combined Maintenance & Repair project is $750K or $5M if the R/R is less than 50%. A maintenance project is a repair project. So for a single undertaking a maintenance project and a repair project on the same facility, the total of the two projects is the approval amount required. 29 of 52 11/3/2008 12:15 PM
WWII Wood If total funded project cost > $40/ft 2, Garrison Commander approval is required in addition to project approval Goal is elimination of WWII wood 30 of 52 11/3/2008 12:15 PM
Maintenance & Repair Approval Authority Rep/Rpl > 50% < $750K IMCOM, ACOM, ASCC, DRU $750K HQDA < $5M IMCOM Rep/Rpl < 50% $5M HQDA > $7.5M Congressional notification & 14-day waiting period 31 of 52 11/3/2008 12:15 PM
OMA Project Re-Approval IMCOM $5M 0% Increase > $5M Stop Work Request Re-Approval 32 of 52 11/3/2008 12:15 PM
Conversion Two steps for a Conversion Obtaining the authority and changing the real property records AR 405-70, paragraph 3.6.f. -- A documented and approved conversion or diversion does not constitute a modification project approval or an authorization for funding of the same. Real Property Construction Project to make the changes needed for the facility to be effectively [complete and useable] used for the new use. Repair that is needed before the conversion is needed after the conversion and can still be executed as repair to the extent it would have been required for the former use. 33 of 52 11/3/2008 12:15 PM
Conversion Conversion is Construction RPF is excess and > 5yrsold Approved change in category code and design use of a facility Meets documented shortfall Consistent w/rpmp & IDG Work that normally would have been done regardless of conversion is Repair 34 of 52 11/3/2008 12:15 PM
What Is Non-Construction? Costs associated with installing personal property into existing real property facilities is Non-Construction Construction. The cost of transporting, installing, and connecting this equipment is funded with the same appropriation that t bought the equipment. Check AR415-15 or DA Pam 420-11 Approved on a DA Form 4283 as supporting equipment-in-place. 35 of 52 11/3/2008 12:15 PM
For a Successful Approval: Classify Work Maintenance & Repair Construction Equipment-In-Place (Non-Construction) Nearly all Information Management items are EIP. The user or DOIM pays for cables and other equipment. Real Property provides cable trays and conduits and the room the equipment is housed. Determine funded & unfunded costs 36 of 52 11/3/2008 12:15 PM
What Should Be Included In DD 1391 Documentation? Facility Number & Location Repair/Replacement Ratio Type of Funds to be Used Phased Project Statement Provide PN for any Associated MCA or UMMCA project 37 of 52 11/3/2008 12:15 PM
What Should Be Included In DD 1391 Documentation? More than on Source of Funds Each source must have separate, auditable, project tasks Project tasks for each source clearly described. 38 of 52 11/3/2008 12:15 PM
What Should Be Included In DD 1391 Documentation? Ensure that the project Start and Completion dates shown on the DD 1391 are updated and correct 39 of 52 11/3/2008 12:15 PM
Sustainment and Restoration / Modernization Sustainment means the maintenance and repair activities necessary to keep a typical inventory of facilities in good working order. Sustainment includes regularly scheduled maintenance as well as cyclical major repairs or replacement of components that occur periodically over the expected service life of the facilities. Due to obsolescence, sustainment alone does not keep facilities "like new" indefinitely, nor does it extend their service lives. A lack of full sustainment results in a reduction in service life that is not recoverable in the absence of recapitalization funding. 40 of 52 11/3/2008 12:15 PM
Sustainment and Restoration / Modernization Restoration includes repair and replacement work to restore facilities damaged by inadequate Sustainment, excessive age, natural disaster, fire, accident or other causes. Modernization includes alteration of facilities solely to implement new or higher standards, to accommodate new functions, or to replace building components that typically last more than 50 years. 41 of 52 11/3/2008 12:15 PM
Summary Determine source and availability of funds Type of funds to be used is disclosed either in Additional Information on DD 1391 or in request Memo. Calculate repair to replacement ratio Ratios are a guide for approval purposes. Ratios over 50% do not mean project will not be approved or get greater scrutiny. Submit memo and DD 1391 electronically. Type of Funds to be used. Availability of funds (very important for project over $7.5M). Funds in hand. Subject to Availability of Funds. Funds requested. 42 of 52 11/3/2008 12:15 PM
Summary Total funded repair cost Contingency and S&A Associated construction cost Associated Project Scope 43 of 52 11/3/2008 12:15 PM
What About Facilities Damaged by Fire, Storm, Flood, Freeze, or Other Natural Occurrences? Project approval requests that require HQDA approval will be submitted within 30 days Approvals and congressional notifications will be obtained while prospective contractors are preparing their proposals 44 of 52 11/3/2008 12:15 PM
SRM Repair & RLB Approval 40% Approved As Written 30% Delayed - Incomplete 30% Returned for Correction 22% of SRM Projects Are Re-Approvals Estimates were not rounded up and no consideration given for inflation 45 of 52 11/3/2008 12:15 PM
Questions? 46 of? 11/3/2008 12:15 PM