200-PG-8812.1.1 Wallops Facilities Review Committee.pdf

DIRECTIVE NO. 200-PG-8812.1.1B APPROVED BY Signature: Original Signed By

EFFECTIVE DATE: December 14, 2020 NAME: David A. Reth

EXPIRATION DATE: July 31, 2024 TITLE: Director of Management Operations

Procedures and Guidelines (PG)

COMPLIANCE IS MANDATORY

Responsible Office: Code 200/Management Operations Directorate

Title: Wallops Facilities Review Committee

PREFACE

P.1 PURPOSE

This procedure defines the responsibilities of the Wallops Facilities Review Committee (WFRC) to ensure Wallops facilities are managed in a safe, lawful, efficient, cost effective, flexible, and environmentally sustainable manner.

P.2 APPLICABILITY

a. This directives applies to all facilities that are owned, occupied, or otherwise managed by Goddard

Space Flight Center’s (GSFC) Wallops Flight Facility (WFF). This directive also applies to real property that is leased or made available to others by WFF on a reimbursable basis (e.g., tenant occupied land or facilities).

b. This directive is applicable to all WFF employees, contractors to the extent specified in their contract, other government agency employees, and any other personnel who occupy or utilize facilities managed by GSFC’s WFF, including those personnel at remote sites and operations.

c. In this document, all citations are assumed to be the latest version unless otherwise noted.

d. In this document, all mandatory actions (i.e., requirements) are denoted by statements containing the term “shall.” The terms “may” or “can” denote discretionary privilege or permission; “should” denotes a good practice and is recommended but not required; “will” denotes expected outcome; and

“are/is” denotes descriptive material.

P.3 APPLICABLE DOCUMENTS AND FORMS

GPR 8812.1, Facilities Review Committee

P.4 CANCELLATION

200-PG-8812.1.1A Wallops Facilities Review Committee

P.5 TOOLS, EQUIPMENT, AND MATERIALS

DIRECTIVE NO. 200-PG-8812.1.1B Page 2 of 12

EFFECTIVE DATE: December 14, 2020

EXPIRATION DATE: July 31, 2024

Not Applicable

P.6 SAFETY PRECAUTIONS AND WARNINGS

P.7 TRAINING

P.8 RECORDS

Record Title Record Custodian Retention

WFRC membership designation WFRC Executive Secretary *NRRS 1/78 F2 (Cut off at end of fiscal or calendar year. Destroy/delete 5 years after cutoff.)

WFRC administrative records (e.g., agendas, minutes, reports, action items)

WFRC Executive Secretary *NRRS 1/78 F2 (Cut off at end of fiscal or calendar year. Destroy/delete 5 years after cutoff.)

* NRRS 1441.1 – NASA Records Retention Schedule

P.9 MEASUREMENT/VERIFICATION

PROCEDURES

1. General

The WFRC is a subset of the Center Facilities Review Committee (FRC) and is responsible for planning and coordinating with the Center FRC, as required, issues concerning the acquisition, utilization, renewal, and phase-out of WFF facilities. The WFRC ensures that WFF infrastructure supports the

Center’s strategic direction by overseeing the space management and allocation of facilities at WFF, including reviewing the proposed siting of new activities. The WFRC also acts as a coordination forum between NASA and tenant organizations for potential operational impacts of facilities-related activities and changes.

2. WFRC Membership

a. The Chair is the Deputy Director of Code 200 (or their designee), and represents Code 200.

DIRECTIVE NO. 200-PG-8812.1.1B Page 3 of 12

b. Directorate Representatives: Each directorate shall designate one civil servant representative and one civil servant alternate as WFRC members. These representatives should be senior level individuals who are knowledgeable of organizational concerns and policies, and are authorized to speak on behalf of their organization on matters involving facilities decision-making processes. Designation may be made by email or memo to the WFRC Executive Secretary. Directorate Representatives are voting members and consist of:

(1) Code 100 (WFF Office of Communications Representative)

(2) Code 200/Chair

(3) Code 300

(4) Code 400

(5) Code 500

(6) Code 600

(7) Code 700

(8) Code 800

c. The Executive Secretary (non-voting) is appointed by the WFRC Chair.

d. Additional WFRC Members (Non-voting): Organizations should designate senior-level individuals who are knowledgeable of organizational concerns and policies and authorized to commit their organizations regarding facility issues. Non-voting WFRC members include:

(1) WFF Code 220 Facilities Management representative,

(2) WFF Code 240 Protective Services representative,

(3) WFF Code 250 Environmental representative,

(4) WFF Code 569 Spectrum Manager,

(5) WFF Code 780 Regional IT Services and Solutions representative,

(6) WFF Code 810 Sounding Rockets Program representative,

(7) WFF Code 820 Balloon Program Office representative,

(8) WFF Code 830 Aircraft Office representative,

(9) WFF Code 840 Range and Mission Management representative;

(10) WFF Code 850 Special Projects representative,

(11) WFF Equal Opportunity Programs representative,

(12) Wallops Employee Morale Association (WEMA) representative, and

(13) WFF tenant and other occupant representatives (e.g. Virginia Commercial Spaceflight Authority

(VCSFA), NOAA Wallops Command and Data Acquisition Station (WCDAS), Navy Surface

Combat Systems Center (SCSC)).

e. Subject Matter Experts (SMEs): The Facilities Management Division (FMD) and other organizations with necessary knowledge and expertise, as deemed appropriate by the Chair, serve as SMEs to the

WFRC. This staff provides advice based on technical knowledge, supports analysis of the Center’s real property, and drafts policy recommendations. The Office of Chief Counsel will provide legal review of issues when requested.

3. Roles and Responsibilities

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3.1. The WFRC

a. Reviews and approves changes to the use of existing space, such as changes to allocation, usage, type, and organizational assignment. Individual allocations within an assigned type of space (e.g., office, shop) are the responsibility of the directorate to which it is assigned. See Appendix B for additional criteria for actions requiring WFRC review.

b. Reviews proposed changes to real property utilization, including construction, renovation, and demolition, and provides concurrence on site selections. See Appendix B for additional criteria for actions requiring WFRC review.

c. Provides a forum for coordination and discussion of potential impacts of proposed facility, real property, or other changes with NASA organizations, customers, and tenants at WFF,

d. Coordinates with the Center FRC, as required, regarding the acquisition, utilization, renewal and phase-out of facilities at the WFF,

e. Communicates WFF requirements and priorities within the Center’s process to the Center FRC,

f. Ensures alignment of facility programs and resources with mission priority, and

g. Appoints working groups to evaluate and address facility problems that require specific analysis and staffing.

3.2. The WFRC Chair

a. Provides overall leadership and guidance to the WFRC and informs members about management issues important to the decision making process,

b. Attends Center FRC meetings and communicates relevant issues or information both to the Center

FRC and back to the WFRC,

c. Meets with the WFRC Executive Secretary, as required, to prepare the agenda,

d. Approves draft and final WFRC documents, and

e. Casts a deciding vote in the event of a tie.

3.3. Directorate Representatives and Alternates

a. Serve as the senior-level individuals knowledgeable of organizational concerns and policies and are authorized to commit their organization regarding facilities issues,

b. Manage their directorate’s assigned real property, are accountable to the WFRC for space utilization, and report any unutilized real property for reassignment, or demolition to the WFRC, DIRECTIVE NO. 200-PG-8812.1.1B Page 5 of 12

c. Ensure that their directorate has the personnel and procedures in place to keep all necessary real property occupancy and utilization data current and useful for management use,

d. Work with the FMD to assess the suitability of real property to meet current mission needs and reallocate real property to better meet the WFF assigned missions,

e. Advocate facilities requirements and concerns to the WFRC and through their directorate to the

Center FRC in the context of overall WFF and Center needs, objectives, and goals, and

f. Periodically consult within their own organizations on facilities issues, and keep them current on decisions made by the Center FRC and WFRC that impact them.

3.4. The WFRC Executive Secretary

a. Prepares and disseminates meeting agendas and minutes,

b. Meets with the WFRC Chair, as required, to prepare the agenda,

c. Schedules WFRC meetings,

d. Maintains WFRC electronic documentation and records (e.g. minutes, presentations, templates), and

e. Tracks and follows up on actions resulting from deliberations.

3.5. Additional WFRC Members

a. Serve as the senior-level individuals knowledgeable of their organizational concerns and policies and are authorized to commit their organization regarding facilities issues,

b. Provide organizational and functional area expertise, perspective, and advice to the WFRC, and

c. Bring presentations and project details for WFRC review in accordance with NASA real property policies and procedures and their respective agreements (e.g., Host – Tenant, Partnership), as appropriate, for minor rehabilitation and major construction activities. See Appendix B for additional criteria for actions requiring WFRC review.

4. Operating Procedures

4.1 Attendance and Quorum

a. The WFRC meets as required to enable the appropriate and timely review of WFF facilities requirements based on mission needs and makes necessary changes to the facilities to meet those needs. All representatives or alternates are expected to attend the scheduled meetings. Attendance of at least 51 percent of the voting membership constitutes a quorum and is authorized to conduct

DIRECTIVE NO. 200-PG-8812.1.1B Page 6 of 12 business on behalf of the entire body. If the designated WFRC voting member cannot attend the meeting, they should designate an alternate.

b. The Chair is responsible for deciding when meetings are held, however, meetings are normally held monthly. Ad hoc meetings to address urgent matters may be called by the Chair.

NOTE: The WFRC is typically scheduled monthly as a confirmed agenda supports; however, it is subject to date change and/or cancellation if there are no agenda items nor voting quorum. If urgent WFRC issues arise, the WFRC can hold a special session either via email or roundtable.

Action sponsors requiring WFRC consideration outside regularly scheduled meetings should contact the WFRC Executive Secretary for scheduling.

4.2 Voting procedures

The WFRC strives for consensus among its members. Directorate representatives or designated alternates each cast one vote. In the case of a tie, the Chair casts the tie-breaking vote.

4.3 Operating Principles and Practices

a. To fulfill its responsibility that facilities are utilized appropriately, the WFRC ensures that real property needs are assessed versus inventory and the following actions are taken:

(1) Eliminate real property not currently required and not required in the foreseeable future through demolition, or other excessing programs.

(2) Leverage the value of real property deemed required but underutilized through third party partnerships, out-leasing, or other innovative actions.

(3) Ensure proposed new facilities are consistent with the strategic goals and objectives of WFF, GSFC, and the Agency.

b. In case the WFRC decision is unacceptable to one or more members who desire to appeal, the

WFRC Chair will elevate the concern to the FRC Chair, who will address it via the Center FRC.

5. Criteria for WFRC Review and Accompanying Dispositions

a. In general terms, proposed changes in land use, facilities, or office space are submitted to the WFRC for review. Specific examples and guidance are found in Appendix B, Criteria for Actions

Requiring WFRC Review. The originating organization, including NASA and tenant organizations, is responsible for bringing the issue to the WFRC. Submit matters for WFRC review to the

Executive Secretary using the prescribed template not later than 1 week prior for review at the next

WFRC meeting.

Note: Actions taken without appropriate WFRC review may risk project delays, temporary hold, additional costs, or potential termination.

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b. All organizations are highly encouraged to present any facilities, real property, or space utilization projects, concerns or issues that do not meet Appendix B criteria but are relevant to the WFRC and its members for information and/or coordination. The WFRC will provide assistance, advice, or raise considerations and concerns as appropriate.

c. NASA projects funded through the Center Funded or Construction of Facilities (CoF) programs are approved by the Center FRC, however WFF proposed projects should be briefed by FMD to the

WFRC for information prior to presentation to the Center FRC. The WFRC Chair will bring forward all concerns, support, or other inputs of the WFRC to the FRC. WFRC members should also ensure their respective Directorate FRC representative is informed, as needed, of their inputs.

d. FMD will brief the WFRC for information on other significant FMD projects at WFF that do not require WFRC review as they are coordinated during the FMD project planning process.

e. High-visibility or other mission critical projects may be approved by Center senior management outside of the WFRC purview, but should be briefed by the originating organization or FMD, as appropriate, to the WFRC for information at the first opportunity.

f. Site concurrence indicates WFRC concurrence on proposed location and usage; e.g. proposed operations are consistent with long term facility plans, do not negatively impact or impede other missions, and there are no anticipated significant environmental, safety, real property, frequency spectrum, or other issues.

NOTE: Site concurrence does not constitute an approval to start construction, demolition or other work, only concurrence with the site selection for the proposed usage. It does not indicate all final approvals (e.g. environmental, safety, real property, frequency spectrum) have been obtained or that the planning, design, procurement, permitting, etc. processes or coordination are completed.

5.1. Dispositions of WFRC Reviews

Once reviewed, dispositions and actions for the different types of issues are:

5.1.1. Site Concurrence, Change in Facility Use, Structural or System Modifications:

a. Executive secretary records decision in WFRC minutes.

b. Project Manager (PM) responsibilities should be agreed upon and specified in the decision and annotated in the WFRC minutes (e.g.: Code 228, other NASA code, tenant point of contact)

(1) PM will ensure NASA or other required safety, environmental, frequency, real property, etc.

approvals are completed prior to construction beginning

(2) Code 228 will assist other NASA Code and tenant PMs with information, checklists, advice and support, as applicable, to ensure NASA requirements are fulfilled

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(3) Code 221 Real Property will advise, assist, and process real property actions to support NASA and non-NASA activities involving any NASA real property.

c. Reporting requirements back to WFRC may be specified in the decision and annotated in the minutes. If not specified, no further reporting to the WFRC is required unless subsequently requested. The Executive Secretary is responsible for adding requested updates to applicable agendas.

d. Conditional Concurrences should only be given when a needed input is not available to the WFRC, but all other considerations or concerns appear to be addressed. The conditional concurrence should specify the required action or information requested, responsible organization, and suspense date.

The “conditional” should be removed once the required information is satisfactorily provided to the

WFRC.

5.1.2. Space Utilization or Occupancy Change approval:

a. Executive secretary records decision in WFRC minutes

b. Executive secretary sends approval to the Code 221 Wallops planner for recordation in the Locator

& Information Services Tracking System (LISTS)

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Appendix A – Acronyms

CoF – Construction of Facilities

FMD – Facilities Management Division

FRC – Facilities Review Committee

LISTS – Locator & Information Services Tracking System

NOAA – National Oceanic and Atmospheric Administration

PM – Project Management or Project Manager

SCSC – Surface Combat Systems Center

SME – Subject Matter Expert

VCSFA – Virginia Commercial Spaceflight Authority

WCDAS –Wallops Command and Data Acquisition Station

WEMA – Wallops Exchange and Morale Association

WFF – Wallops Flight Facility

WFRC – Wallops Facilities Review Committee

DIRECTIVE NO. 200-PG-8812.1.1B Page 10 of 12

Appendix B – Criteria for actions requiring WFRC review

This list provides guidance for actions requiring WFRC review, but may not be all inclusive. If unsure if your action requires review, contact the WFRC Executive Secretary to obtain clarification.

Site Approval for any addition, change, or removal of real property:

• Construction / Installation of a new structure, tower, antennae, building, pad, launcher, etc.

• Demolition or removal of a structure

• Any installation for greater than 30 days of relocatable or semi-rigid structures (e.g. trailers, CONEX boxes, tents, shelters, sheds)

• Excludes CONEX or land-sea containers stored in FMD approved laydown areas, as well as construction trailers in a construction zone during the duration of an approved project

• Installation of exterior Cabling or Conduit (ex: Running Cabling from a Building to an Antenna)

Change in Facility Use that Would Impact Safety, Environmental, Security, or Other Operations:

• Radio Emissions

• Explosive Hazards

• Emittance / Radiation Hazards

• Discharges from the Facility (solids, liquids, or gases)

• Use / Storage of Hazardous / Regulated Materials

Space Utilization or Occupancy Changes

• Any change in space type (e.g. lab to office, office to lab)

• Any transfer of space allocation between NASA directorates and/or tenants

• Any other changes that cannot be resolved at the Directorate Level

Note: Space changes that do not require WFRC review should be submitted to the Code

221 Wallops planner by the WFRC member for recordation

Structural Modifications initiated and/or conducted by other than NASA FMD:

• Removing / Constructing Walls, Doors, Windows

• Penetrations / Drilling Holes in Interior & Exterior Walls or Roofs (ex: Mounting Equipment)

• Modifications affecting Americans with Disabilities Act compliance (e.g. Removal of Ramps, automatic opening doors)

• Installation of Overhead Cranes

System Modifications initiated and/or conducted by other than NASA FMD:

• Communications

• Electrical

• Emergency Power (ex: hardwiring a UPS System)

• Water or Waste Water

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• Storm Water

• Hazardous Systems (e.g. high-pressure compressed air, flammable gases, hazardous materials)

• Fire Protection/Suppression

• Modification of lock or security systems (e.g. card key)

• HVAC

• Installation of equipment that may have significant impact on facility systems (power, water, sewer requirements, etc.)

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CHANGE HISTORY LOG

Revision Effective Date Description of Changes

Baseline

07/13/2018 Initial Release

A 07/31/2019 Reorganization of content; clarified and updated roles and responsibilities, added specific criteria and dispositions for various categories of WFRC actions

B

12/14/2020 Administrative change to reflect reorganization of Code 803 to

Code 390