Federal Capital Improvements Program (FCIP)€¦ · · 2017-12-04Federal Capital Improvements Program (FCIP) ... Commission prepares comments and recommendations about each proposal

Federal Capital Improvements

Program (FCIP) Federal Agency Web Portal Project Submission Guide

NATIONAL CAPITAL PLANNING COMMISSION

Federal Capital Improvements Program (FCIP) Web Portal Project Submission Users Guide

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A. Introduction

As the central planning agency for the federal government, the National Capital Planning Commission (the Commission) is responsible for planning the orderly development of the federal establishment in the National Capital Region. The agency’s congressionally mandated responsibilities include the annual preparation of the six-year Federal Capital Improvements Program (FCIP). To create the FCIP, each participating federal department and agency (hereafter referred to as “agency”) submits its six-year capital improvements program and proposed capital budget recommendations to the Commission. The Commission prepares comments and recommendations about each proposal from an urban planning perspective. The Commission will review the FCIP during the fourth quarter of the current fiscal year. Following the Commission’s adoption of the FCIP, the report is submitted to the Office of Management and Budget (OMB).

Each year projects are submitted by multiple agencies for inclusion in the FCIP. Cooperation in providing the requested information is imperative for completion of an accurate and up-to-date FCIP document. The instructions within this Web Portal Project Submission Guide are intended to assist agencies in preparing their annual program submission. The Commission requests that agencies prepare submissions in accordance with these instructions and observe the deadlines for submitting program materials.

B. GENERAL SUBMISSION REQUIREMENTS

The designated agency representative should submit to the Commission ONE ONLINE FORM for each project, in the agency’s six-year capital improvements program, to include the following items:

Project Entry Form: This form is required for each capital project an agency is requesting funding for in Fiscal Years (FY) 1 thru 6. Any projects submitted by your agency during the last four years are located below the “Submit a new project” button that appears on the screen (see page 4). These projects can be resubmitted and updated with current information, eliminating the need to resubmit duplicate information.

MAPS: Attach a site location map, in PDF format, indicating the proposed location of the project and its relationship to existing and proposed facilities. The site development plan of an approved master plan that identifies the location of the proposed project may be submitted in lieu of a site map.

C. ONLINE WEB PORTAL SUBMISSION PROCESS1. Directions for Creating Project Entry Forms:

For accurate project tracking, the Commission requests that agencies complete the following information on the Project Entry Form for each “new” project created. The following provides an overview of content entered for each section of the Project Entry Form, along with step by step instructions for entering your information.


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Agency Representative: Enter in the appropriate box the Name, Title (job title), telephone number, and email address of the agency staff person responsible for this project. This person is your agency’s contact for information regarding the project submission.

Project Name and Location: Provide the title (name of the project) for the project in easy to understand terms. For example use “Airfield Reconstruction” instead of “MILCON AR1004 to Reconstruct Landing Surface. Include your department and agency; the location of the actual project by street address (or closet street), city, state and zip code for the project’s location; and the local jurisdiction. Entry fields with a dropdown arrow £ contain selectable options.

Project Implementation: If your project has begun any phase of development enter the start date, percent of work completed, and estimated date of occupancy if known.

Project Description: Provide a concise, accurate, and grammatically correct description of each project including: intended tenants; location; size including gross square feet (gsf); number of parking spaces; whether the project is an addition to an existing building; intended use (e.g., laboratory, office building, warehouse, dormitory, maintenance yard, street improvements, etc.); construction type; and exterior building materials. If the project involves renovation, describe the improvements that will result. Avoid the use of jargon and define all acronyms. If the project contains multiple functions, list all uses and provide the square footage for each use (e.g., a warehouse that also contains office space, a maintenance shop, and restrooms/locker rooms). If utility, landscaping, and street improvements are a part of the project, include this information also.

Project Abstract: From the detailed information provided under project description, provide a short, descriptive abstract of the project. This summary is used to describe the project in its scorecard. Your entry here is limited to 800 characters, therefore a concise, grammatically correct and accurate narrative is critical.

Prior Funding: Enter in the spaces provided, the total of all prior appropriations for the project and indicate the initial funding year(s). Include information on the status of funding request for projects included in the previous fiscal year program submitted by the President to Congress. Commission staff will also coordinate with agency representatives to obtain this information as it becomes available.

Budget Estimate: Indicate the budget estimate for each phase of development (planning, design, or construction) for each fiscal year. The total project cost will be calculated by the online application, and presented in the “Estimated Total Project Cost” box.

Type of Development/Improvement: Check the appropriate category or categories of development or improvement; then indicate the floor area in square feet; or the volume (for storage tanks); linear measurement (miles of streets, yards of pipeline); etc. It is not necessary to identify "Site Improvements" or "Other", if they are subordinate and minor parts of "New Building Construction" or "Rehabilitation/Renovation".

Employment Estimates: Indicate the total number of existing employees at the project site and the number of employees following project completion.


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Parking: Indicate any changes to the number of parking spaces at the site following completion of the project.

Existing Parking; enter the number of surface parking spaces and garage parking spaces currently available at the project site.

Proposed Parking; enter the number of new surface parking spaces and new garage parking spaces constructed as a result of the project. Also enter the difference between the number of existing and the number of proposed parking spaces.

Historic Preservation: Describe the anticipated historic preservation and other environmental impacts of the proposed project. This includes impacts on historic properties to be addressed under Section 106 of the National Historic Preservation Act and other environmental resources to be addressed under the National Environmental Policy Act such as water resources, floodplains, wetlands, biological resources, natural resources, transportation resources, hazardous materials, and other topics, as appropriate.

Site Plan: Supporting documents including a site location map, in PDF format, must be provided, showing the proposed location of the project and its relationship to existing and proposed facilities. If the project is located on federal property with an approved master plan, the site development plan is sufficient.


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The following section provides step by step instructions for creating a new project online:

STEP 1: Create and verify Your Account

1. Go to the NCPC FCIP secure website for project submission

https://www.ncpc.gov/fcip/submit. Click the ‘Create an Account’ link to get started. Follow the instructions to verify your account. You will receive an email and you must confirm your account to continue.

2. Login into the system using your email address and password. Click the ‘Submit a new project’button to start a new submission. To ensure your project submission receives prompt, accurateprocessing, we ask that you be as specific as possible when completing the requested information.

3. When you have completed your project entry form, click “Save entry for later” at the bottom ofthe page. You may now return to your submissions for editing other projects. You may reviseprojects at any time up until the initial project submission deadline. When you have completed alledits to a project click “Submit Project” to complete the process. This step can be repeated, ifneeded, during the second “Data Call”.

4. At the end of each project submission or editing session, you will receive an email as verification ofa successful data entry transmission.


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Step 2: Select Submit a New Project from the Online Submission task.

Step 3: Enter the agency representative information.


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Step 4: Enter the exact information relating to this project’s title, street address, city, and zip code. The state and local jurisdiction fields are drop-down menu selections.

Step 5: Project Implementation – Enter any information regarding work currently underway (if applicable) relating to this project.


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Step 6: Project Description - Provide descriptive information detailing the specific components (what, why, where, when) related to the projects purpose and need. You must be accurate, and pay careful attention to the correct use of grammar in explaining your project clearly. Avoid jargon and all acronyms used in your description must be defined prior to their use. Your description should be no more than four paragraphs in length.

Step 7: This section requires a brief summary abstract of the project description entered in Step 4 above. You are limited in this section to a maximum of 800 characters. Example, “This project proposes the complete repair and renovation of historic building 246 and its infrastructure, and convert from single occupancy barracks to double occupancy barracks, all within the confines of the existing building footprint. This project is designed to meet energy and transportation requirements. The Department of the Army is revising the previously approved and adopted Joint Base Myer-Henderson Hall and Fort McNair Master Plan. The revised Master Plan is expected to be reviewed by the Commission by the end of 2017.”


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Step 8: Provide information on any funding this project has received in previous years, or under previous names related to this initiative or project. Indicate the amount and previous fiscal years. A drop-down listing is provided for selecting prior fiscal years, and a button “Add Year” for inserting additional year entries.

Step 9: Enter the estimated budget for each type of production phase (planning, design, and construction) for each fiscal year. Amounts in the “Beyond” column will not be calculated in the 6-year totals. Make sure your estimates are in thousands (000s). Example: $12,000 (enter 12 in the box), $1,200,000 (enter 1,200). The “Estimated Total Project Cost” for your project will be automatically calculated from the budget estimates data you’ve entered.

Step 10: Type of development - check the appropriate category or categories of development or improvement; then indicate the estimated floor area in square feet; or the volume (for storage tanks); linear measurement (miles of streets, yards of pipeline); etc. It is not necessary to identify "Site Improvements", if they are subordinate and minor parts of "New Building Construction" or "Rehabilitation/Renovation".


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Step 11: Employment - Indicate the total number of existing employees at the project site and the number of employees following project completion.

Parking: enter the number of surface parking spaces and garage parking spaces currently available for this project only, if any, and enter the total. Proposed Parking: Enter the number of new surface parking spaces and new garage parking spaces, if any, and enter the total. Also enter the difference between the number of existing and the number of proposed spaces.


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Step 12: In the space provided, indicate the potential historic preservation and environmental considerations and topics that need to be addressed for the proposed project. This includes compliance with Section 106 of the National Historic Preservation Act, the National Environmental Policy Act, and other relevant Executive Orders, laws, and regulations.


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Step 13: Provide (via file upload, instructions below) a site location map showing the proposed location of the project and its relationship to existing and proposed facilities. The site development plan of an approved master plan that identifies the location of the proposed project is also acceptable.

• Save your project before attempting a file upload by clicking “Save Entry for Later” ①• File upload is now available.• Attached and upload your file. ②• “Save Entry” ①• Click “Top” to return to the top of the page. ③• You can continue entering additional projects or exit the system. ④

Once this step is complete review your submission for accuracy in all areas of input. Please pay close attention to spelling, grammar, content and abbreviations. The success of the FCIP, depends on the success of your submission.

①

②

③


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④

Project Manager - Fax Number, and Email The Commission is committed to assisting federal agencies in preparing their FCIP information. Please contact Stacy Wood, Urban Planner, if you need additional information or have questions.

Contact Information: Attention:

Mr. Stacy Wood National Capital Planning Commission 401 9th Street NW North Lobby, Suite 500 Washington, DC 20004

Tel: 202-482-7237 Fax: 202-482-7272

Email: [email protected]


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Appendix

Background Information

FCIP Function and Process This section describes the basis for preparation of the FCIP:

A. What is a Capital Improvement Project?

For purposes of the FCIP, a capital improvement includes, without limitation: (1) the acquisition of existing buildings, land or interests in land; (2) the construction of new buildings or structures or additions or major alterations to existing buildings or structures (excludes ordinary repair and maintenance); (3) the acquisition of fixed assets; (4) the construction of streets, highways, bridges or other transportation infrastructure; (5) the construction of major utility systems; (6) the undertaking of major site improvements including, without limitation, perimeter security and/or landscape projects; and (7) the environmental restoration of a contaminated federal facility. For purposes of this definition, acquisition shall include procurement through purchase or capital lease as that term is defined in OMB’s Circular A-11.

The cost of a capital improvement is its full-lifecycle costs, including all direct and indirect costs for planning, procurement (purchase price and all other costs to bring it to a form or location suitable for its intended use), operation and maintenance costs (including service costs) and disposal costs.

Expenditures for federal capital improvements can be:

• Funds appropriated by Congress.• Non-appropriated federal funds generated from sources such as retail sales at U.S. postal

facilities, military stores, and officers’ clubs.• Funds provided by the private sector for construction on federal property.• For construction on private land, provided the new structure is for occupancy and/or eventual

ownership by the federal government.

B. Role and Function of the FCIP

The FCIP is a budgeting and planning tool. The Commission reviews proposed federal capital projects within the National Capital Region for their conformity with adopted federal plans and policies and makes recommendations to OMB in support of the President’s Annual Budget preparation. The Commission’s recommendations and comments within the FCIP should not be construed or represented to constitute Commission review and approval of development or project plans pursuant to Section 5 of the National Capital Planning Act, or any other applicable statute.

The Commission’s recommendations and comments within the FCIP are based on the extent to which proposed projects conform to regional planning and development policies as described in plans and programs adopted by the Commission, regional planning bodies, and local and state governments. The


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recommendations and comments represent the Commission’s assessment of the project’s contribution to implementing planning policies and initiatives or support of key federal interests.

As an initial assessment of proposed federal capital projects, the FCIP allows the Commission to identify, at a sufficiently early stage, projects that are important to the orderly development of the federal establishment, as well as projects that have potential adverse impacts or planning problems that require resolution.

Another function of the FCIP is to coordinate proposed federal agency capital projects with agencies’ long-range systems plans; Commission-approved master plans; and Commission-approved site and building plans for federal installations or single facilities. The FCIP functions as a vital first step in project implementation and coordinating tool for interested and affected local, regional, and state agencies. Under a separate process, state and local governments in the NCR submit their capital improvements programs to NCPC for review, allowing the Commission to determine, at the earliest possible time, whether federal interests are affected.

Preparation of the FCIP requires the cooperation and assistance of participating federal agencies in submitting their capital improvements programs to the Commission by the established deadlines. In the spring, the Commission’s draft recommendations for capital projects for the next six fiscal years are prepared. The first year of the FCIP represents funding requests contained in the President’s budget transmitted to Congress (FY 2019), while the second to sixth years (FYs 2020- 2024) represent extended funding of projects or new projects that are scheduled year-by-year until they are ready for funding consideration. A draft FCIP is prepared for review in June, and NCPC coordinates with federal agencies to ensure that the most current project descriptions and budget estimates are accurately included. The Commission approves this final FCIP in September for timely transmittal to OMB.

Projects in the FCIP are reviewed for consistency with, and for their contribution to, the following plans:

1. Comprehensive Plan for the National Capital: Federal Elements

2. Extending the Legacy: Planning America’s Capital for the 21st Century

3. Memorials and Museums Master Plan

4. The Monumental Core Framework Plan: Connecting New Destinations with the NationalMall

5. The CapitalSpace Plan: Ideas to Achieve the Full Potential of Washington’s Parks andOpen Space

6. Southwest Ecodistrict Plan


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Copies of the Commission’s plans, including those noted above, are available in PDF format at https://www.ncpc.gov, or by calling the Commission at (202) 482-7200, or by emailing [email protected].

Major Steps in Preparing the Federal Capital Improvements Program

C. Office of Management and Budget Review Policies

With the passage of the Government Performance and Results Act of 1993, OMB placed increased emphasis on linking federal agency resources with performance, comparing proposed projects with federal agencies strategic plans. In addition, it’s a priority for Federal agencies to dispose of surplus properties and make more efficient use of the Government’s real estate assets. “Freeze the Footprint”, “OMB Management and Procedures Memorandum No. 2013-02, M-12- 12 Section 3, is a policy for federal real estate, restricting the growth of office and warehouse inventories. Agencies must take this memorandum into consideration while developing capital projects for the FCIP program. This policy aims to further improve the management of the Federal Government’s real property assets.

D. Legal Authority

Preparation of the FCIP is pursuant to Section 7 of the National Capital Planning Act (40 U.S.C. § 8723(a)), which requires that the Commission annually review and recommend a six-year program of federal public works projects for the National Capital Region. In addition, Section 31.9(d) of the Office of Management and Budget Circular No. A-11 Preparation, Submission, and Execution of the Budget (July


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2013) states that “you must consult with the National Capital Planning Commission in advance regarding proposed developments and projects or commitments for the acquisition of land in the National Capital area.”

E. Project Submission Recommendations

The Commission requests that the participating departments and agencies comply with the following recommendations, when appropriate, in submitting their capital programs for inclusion in the FCIP;

Each federal agency should use the Comprehensive Plan for the National Capital: FederalElements(Comprehensive Plan) as a planning policy guide in preparing submission of proposedprojects for the capital improvements program;

The status of all approved master plans should be assessed approximately every five years byfederal agencies. Master plans should be revised, as needed, to incorporate all projectproposals before submitting the master plans to the Commission as part of the capitalimprovements program; submission should indicate if a proposed project is included in anapproved master plan.

Proposed development projects should be evaluated for compliance with applicable federal,state, and local requirements regarding historic preservation or environmental protection,including impacts on traffic and nearby properties. Implementation may require review byfederal, state, county, and city officials pursuant to historic preservation or environmentalregulations, including issuance of permits promulgated under the authority of federal law.;

The Commission urges any agency planning a project that could affect a 100-year floodplain orwetland area, or generate additional stormwater runoff, to identify measures, during thepreliminary project plan review stage, that will mitigate any potential adverse impact;

As stated in the Federal Workplace Element of the Comprehensive Plan, the federalgovernment should achieve not less than 60 percent of the region's federal employment in theDistrict of Columbia. The Commission uses this policy to preserve the historic concentration offederal employment in the seat of the national government. The Commission encouragesfederal agencies to help realize this goal by locating and maintaining staff, within the District ofColumbia. Agencies and departments are also encouraged to consider locating federal facilitiesin the designated Central Employment Area (CEA) within the District of Columbia, as definedwithin the Comprehensive Plan;


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Example – Project Scorecard Format

Federal Capital Improvements Program (FCIP) Web Portal Project Submission Users Guide Federal Capital Improvements Program (FCIP) Web Portal Project Submission Users Guide Federal Capital Improvements Program (FCIP) Web Portal Project Submission Users Guide Federal Capital Improvements Program (FCIP) Web Portal Project Submission Users Guide

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Documents

Federal Capital Improvements Program (FCIP)€¦ · · 2017-12-04Federal Capital Improvements Program (FCIP) ... Commission prepares comments and recommendations about each proposal