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Facilities Management
Welcome & Introductions
Lorie Boyd
Facilities Specialist
AgendaThe overall goal of the training is to strengthen your understanding of Facility Management (FM) Process in order to assist you with your day-to-day role of obtaining and sustaining quality CYP environments.
Training Objectives:
• Define what FM is and the role of the Installation CYP Director in the process
• Give an overview of the resources that support CYP FM
• Provide an awareness of instructions and guidelines governing FM
• Outline the different types of projects that exist
• Discuss the POA&M tool
What is Facilities Management?
Facilities Management provides the processes for ensuring that CYP buildings, outdoors areas, and learning
environments are CLEAN, SAFE, and FUN.
Clean
Safe
Fun
Installation CYP Director’s Role in FM includes… Maintaining an awareness of the overall condition of CYP
facilities by having a daily presence during operations. Conducting formal and informal inspections and ensuring your
team is doing the same. Partnering with all available FM resources. Being an advocate for your programs. Tracking the current status of work requests and facility
projects to ensure all FM needs are met.
“No one can whistle a symphony. It takes a whole
orchestra.” – H.E. Luccock
FM Resources: Team Approach
CYP
ID
CNIC FFR CYP N926
Region
NAVFAC Engineering Command
MWR Maintenance Self Help
CNIC FFR FAC & ACQ
N944
Use a Team Approach in achieving successful Facility Management
FM Resource: NAVFAC
Naval Facilities Engineering Command (NAVFAC) Management and oversight for military construction (MILCON) program
through directives, policies, and guidance. Maintains facilities, delivers utilities, and operational services at installations.
• Develops, contracts, and constructs MILCON projects (i.e. CDC, OCONUS YC)• Approves all construction, modification, and repair projects for facilities via a site
approval or work permit • Controls the funds for Sustainment, Repair, and Maintenance (SRM) to repair
Navy properties and facilities, including CYPs – Current fiscal climate limits the NAVFAC support for CYP facility related issues, (don’t be
discouraged there are other solutions)
Primary Contact for all Facility Maintenance Requirements – Call First!
FM Resources: Regions
Region Provides executive level support and coordination of Fleet and Family
Readiness programs for the Installations within the Regions
• Liaison for communication of programming and facility information between Installations and CNIC
• Provides NAFCON and MILCON project support from inception to completion of the facility
• Coordinates site and facility maintenance for Installations • Assists with funding sources
Region is CYP advocate supporting your efforts to operate day-to-day. Reach out to them for operation
resources
FM Resource: MWR Maintenance
MWR Maintenance Provides support in maintaining all MWR facilities at the installation. Support
varies across Navy installations and typically includes,• Assistance with MWR/CYP project development and oversight• Liaison between MWR and Facility Management resources, including NAVFAC,
CNIC N9 • Identifies and develops facility work request• Provides facility repair and maintenance services
• Projects can include small to medium project, ranging from fixing a sink to putting in new cabinetry• Support depends on the availability and level of staffing
Ensure the MWR Director is Informed of CYP Priorities and Requirements – Be sure that
CYP is first to come to mind when resources are available
FM Resource: CNIC N944
CNIC FFR – Facilities & Acquisitions N944 (Millington office) Management and oversight of the Non-appropriated Fund (NAF)
Construction Program (NAFCON) for authorized FFR programs and facilities.
• Interprets governing directives, policies, and instructions as they relate to authorized uses and thresholds pertaining to NAF projects
• Provides the supervision and support throughout the NAFCON process, including inception, documentation, and contracting. (Note: CYP NAFCON projects are limited to CONUS Youth Centers, YSF Ball fields & Facilities)
• Contracts and monitors minor construction and small acquisition procurement projects for MWR and CYP,(e.g. playgrounds, security systems, window shades, etc.)
Understanding this resource is important because they can provide support for
contracting construction projects
FM Resource: CNIC N926B4
CNIC FFR Child and Youth Programs N926B4 Provides guidance and information related to facility and site regulations as
they relate to CYP operations and policy requirements• Assists CYPs and installation FM personnel with facility project development • Interprets CYP and FM instructions and policies to ensure buildings, outdoor
areas, and environments meet CYP operational needs • Acts as the subject matter experts in the Unified Facilities Criteria (UFC), which
provides the planning, design, construction, sustainment, restoration, and modernization criteria required by DoD
• Completes SME reviews for facility projects that includes plans and contract solicitation documentation
• Assists with identifying available funding resources
•
We are Your Advocate and Partner at the CNIC Level – We are here to support the
needs of all CY Programs
Use Your Resources!
Don’t worry
When you feel like this!
FM Instructions and Guidelines
OPNAVINST 1700.9E, Child and Youth ProgramsProvides operational policy and requirements for all aspects of CYP -
Supports FM by establishing baseline facility and environment requirements for all CY programs
OPNAVINST 11010.20H, Navy Facilities Projects Provides Overall policy and guidance to commands for the classification, submission approval, and
reporting of all facility projects
NFPA 101, Life Safety CodeEstablishes standards that have been adopted throughout the US and addresses construction and
occupancy features necessary to minimize the fire risks
Facility Criteria Guidelines take operational requirements and provides the “How To” guidance and criteria to meet the intended use of the facility type
Facility Criteria for Navy and Marine Corps Child Development Centers 4-470-14N of April 2015
Unified Facility Criteria for Youth Centers 4-470-06 of January 2012
Unified Facility Criteria for Continuous Child Care Facilities (24/7 Centers) of April 2011
FM Instructions and Guidelines
These Guidelines are REQUIRED to be used for all Facility Construction and
Renovation Projects
Chinese Proverb
The best time to plant a tree was 20 years ago.The second best time is NOW.
Military Construction (MILCON)
Appropriated Funds • Projects Over $1 Million• CDC Centers, SAC Centers and
OCONUS Youth Center • NAVFAC develops the DD1391 for
project with input from CYP • Requires NAVFAC Installation and
Region support • Congress approves via ASN
submissions • Five year planning process
Director’s Role• Advocates with MWR/NAVFAC/ Chain of
Command (COC) the necessity for a new or repair of a center
• Provides program requirements that includes:
− Number of children− Local operation information
• Partner with all available resources• Reach out to CNIC N926B to assist with
1391 development
Sample Projects: New Child Development Centers Additions to CDC New School Age Centers New OCONUS Youth Centers
Non-appropriated Fund Construction (NAFCON)
Non-appropriated Funds • Projects over $750K • Requires MWR/CYP user to initiate the
request via Pre-Internal Needs Validation (Pre-INVS) and Internal Needs Validation (INVS)
• Final Project Validation Assessment (PVA): Completed by NAVFAC & Endorsed by Chain of Command, including HQ PM
• Congress and OSD Approves via ASN submissions
• Three-year planning process
Director’s Role • Advocates with Chain of Command the
necessity for a new Youth Center • Provides program information that
includes: − Number of Youth and Teens Served − Types of sub-programs offered− Local operation requirements
• Partner with all available resources• Reach out to CNIC N926B to assist with
Pre-INVS and INVS
Sample Projects: New Youth Centers Additions to YC including
gyms, basketball courts with covers
Sample Projects: Cabinet replacement Interior painting Small playgrounds
.
APF Repairs and Minor Construction
Minor Construction - Operation Maintenance Navy (OMN) under $750K
Projects under $500K• Region and Base can approve and fund project
Projects between $500K – 750K• Require “one time authorization” by CNIC O&M
Base Support N46• Development of DD1391 by NAVFAC planning
or PM with Subject Manager Expert (SME) approval
Includes projects funded through UFM process Repair projects in excess of 50 percent of
replacement value for the facility and repair or maintenance over $2M require an economic analysis
Repair projects over $7.5M require ASN (EI&E) approval and a 14 days electronic congressional notification prior to contract
-
Director’s Role • Advocates and/or requests
project to construct, modify, or repair a CYP facility
• Partners with CNIC N926 and NAVFAC for project development & execution
.
NAF Repairs & Minor Construction
Minor Construction < $750K• Up to $200K – region or base can approve & fund• $200 -750K – must be “reported” to OSD &
Congress− If local/region funds are used CNIC N9 can
approve− If central funds are used, requires CNIC
screening and MWR/NEX BOD approval• Sample Projects: New playgrounds, Ball fields,
Small facility addition
Repair < $750K• Up to $500K – region/base can approve & fund• $500K to $750K
− If local/region funds used, CNIC N9 can approve
− If central funds requested, requires CNIC screening and MWR/NEX BOD approval
• Sample Projects: Blinds replaced to shades, Interior painting, Replacement/repair playgrounds
Director’s Role• Requests project to construct,
modify, or repair a CYP facility• Partners with chain of command
and CNIC N926 & N944 for project development
• Maintain a POA&M for tracking through project completion
N944 Facilities & Acquisitions – Assigns Project Manager and contracts project Contract duration process is based on the requested requirements
POA&MExample for procuring
playgrounds to replace existing
Request project CNIC 944 assistance by using the acquisitions guide (included in package)
FAC N944 PM partners with CYP to develop SOW and acquisition plan for project
PM develops Independent Gov Estimate (IGE) budget using market research or historical data.
Note: Vendor’s quotes are no longer acceptable. Only Contracting Officers(KO) seeks quotes.
Solicitation and Award
CNIC N944
PM/CYP Submits SOW, purchase request, & site approval/work permit to ACQ N944
Solicitation and Award by N944
Identify the work to be completed
Ex: new gym flooring in YC
Seek Site approval with local NAVFAC Public Works
NAF Procurement Process for Projects < 750K
Obtain Site Approval or
Work Permit
Develop Project Budget
Statement of Work & Acquisition
Plan
NAVFAC – Assigns Project Manager and Contracts project Contract duration process is based on the project’s requirements
NAVFAC PM works with CYP and HQ in developing requirements
NAVFAC SOW development may have a fee
Statement of work
NAVFAC Acquisition
PM Submits SOW to ACQ
Solicitation and award via contracting
NAVFAC administered projects requires payment to award contract
Independent Gov. estimate (IGE) and TF-2 from NAVFAC to request funding
Funding request:
either a grant or local funds
Fund provided as promise to pay
Project funding request
CYP submits a work request to NAVFAC
PW Identify repair
work for example: paint interiors and replace cabinets in CDC
Submit work request to NAVFAC, some Installation refer to the request as a TF-1 document
APF Procurement Process for Projects < $750K
POAM Example for new cabinets in a CDC
FM: POA&MPlan of Action and Milestones (POA&M)
Planning tool that can be used for all FM Projects – Not just for inspection responses
Plan should be well-thought out and achievable Make sure all partners are on board with the established timeline Set realistic milestones that can be achieved Include an estimated completion date
Revise the POA&M as necessary throughout the project life-cycle Example: If playground installation delayed for two months due to weather – Update
POA&M
For extension requests, keep CNIC informed when the completion date will exceed your estimated date
Questions