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