Attachment 7 - ARS Energy Water and Sustainability Policy (ARS 134.2).pdf

United States Department of Agriculture Research, Education, and Economics

ARS NIFA ERS NASS

Policy &Procedures

Title: Energy, Water, and Sustainability Policy

Number: 134.2-ARS

Date: November 12, 2013

Originating Office: Facilities Division, AFM/ARS

This Replaces: ARS 134.2 dated August 3, 2009

Distribution: ARS Headquarters, Areas, Locations, NASS, NIFA and ERS offices

This P&P provides the Agency's plan to implement the goals and requirements of the

Energy Policy Act of 2005 (EPACT 2005), Executive Order (EO) 13423 –

“Strengthening Federal Environmental, Energy, and Transportation Management,” the Energy Independence and Security Act of

2007, and EO 13514 – “Federal Leadership in Environmental, Energy, and Economic

Performance.”

Table of Contents

1. Purpose 4

2. Background 4

3. Policy 4

4. Responsibilities 5

5. Authorities 8

6. Definitions 8

7. Acronyms 10

8. Procedures 10

APPENDICES

Appendix 1 Action Plan - REE Energy, Water, and Sustainability Plan and

Implementation Strategies 11

1. Management Plan Framework 11

2. Authorities 11

2.1 Acts, Executive Orders, and Presidential Memoranda 11

2.2 Guidance 14

2.3 Alerts, Bulletins, and P&Ps 15

3. Roles and Responsibilities 16

3.1 NASS, ERS, and NIFA 16

3.2 ARS FD 17

3.3 Acquisition and Property Division (APD) 18

3.4 Business Service Centers (BSCs) 19

3.5 Responsibilities of Areas 23

3.6 Responsibilities of ARS Locations (including NASS, ERS, and NIFA field offices as applicable) 24

3.7 Respnsibilities of Office of the Chief Information Officer and

Information Technical Specialists (OCIO/ITS) 27

4. Glossary, Definitions, and Information 27

5. Management Infrastructure 44

6. Assessing REE Status 45

7. Framing strategies for low or no cost compliance with EPACT 2005, the

EISA of 2007, EO 13423, and EO 13514 46

8. Perform energy/water use audits and re-commissioning/retro-commissioning 48

9. Investigate building component energy and water saving opportunities and rank 49

10. Estimate the investment required to comply with EPACT 2005, the

EISA of 2007, EO 13423 and EO 13514 49

11. Identify facilities that are likely to house the greatest energy savings opportunities and prioitize investments 50

12. Identify similar facilities that can benefit from similar efforts 51

13. Track utility costs 51

14. Provide access to energy savings expertise to BSCs, Areas, and locations 53

15. Identify souces of funding to accomplish energy savings projects 54

16. Monitor process 54

17. Provide appropriate training 54

Appendix 2 References and Acronyms 56

Appendix 3 Low Hanging Fruit - Low or No Cost Actions 62

Appendix 4 THE FIVE GUIDING PRINCIPLES 67

A. Guiding Principles for Sustainable New Construction and Major

Renovations 67

B. Guiding Principles for Sustainable Existing Buildings 71

Appendix 5 Authorized Signing Officers 76

Energy, Water, and Sustainability Policy

1. Purpose

The Energy Policy Act of 2005 (EPACT 2005), Executive Order (EO) 13423 –

“Strengthening Federal Environmental, Energy, and Transportation Management,” the

Energy Independence and Security Act (EISA) of 2007, and EO 13514 – “Federal

Leadership in Environmental, Energy, and Economic Performance” require executive departments and Federal agencies to conserve energy and water; to design, construct, and maintain sustainable facilities; reduce greenhouse gas emissions, and procure environmentally preferable products. They set mandatory goals. The Department of

Energy (DOE) has issued implementing instructions for each. This Policy & Procedure

(P&P) provides a plan for the Research, Education, and Economics (REE) Mission Area to implement these requirements. It applies to all of REE.

2. Background

Reducing operating costs is a top priority for REE. The Federal government is the largest consumer of energy in the country. Congress and the President have charged Federal agencies to lead by example by making significant efforts in conservation of energy and water, good stewardship of resources, and by creating sustainable facilities. Meeting this challenge is mandatory.

REE has over 3,200 buildings in over 100 locations nation-wide and internationally.

They include laboratories, offices, greenhouses, agricultural buildings, and bio-containment facilities. Many of these facilities are very energy intensive. About 85 percent of the total cost of ownership of a facility is in operation and maintenance

(O&M), and about 40 percent of that (or about 1/3 of the total O&M cost) is utilities.

REE also has over 3,600 vehicles. This represents a significant energy expense and an opportunity to save money.

3. Policy

Consistent with REE’s mission and without compromising health and safety, it is REE policy to give energy and water conservation as well as sustainability, prime consideration in the acquisition, use, and disposal of all property and in the performance of all functions. This action will reduce the impact of our activities on the environment and help conserve resources. Efficiency and conservation shall be integrated into the core activities of the Agency. It shall be every employee’s responsibility to ensure that every reasonable effort is made to reduce operating costs and conserve energy, water, and resources.

4. Responsibilities

Responsibility for carrying out the requirements of EPACT 2005, EO 13423, EISA, and

EO 13514 falls on the entire mission area. For more detailed responsibilities see

Appendix 1.

4.1 Facilities Division (FD)

FD will be responsible for creating and overseeing policy for the implementation of

EPACT 2005, EO 13423, EISA, and EO 13514 as it relates to Facilities. The Director of

FD shall be responsible for Facilities Division’s duties under this policy.

4.2 Excluded Facilities

This P&P does not apply to the following facilities:

a. REE facilities that have minimal energy usage per square foot (e.g., sheds, and barns that are not climate controlled).

b. United States Department of Agriculture (USDA) leased facilities where the landlord is responsible for paying the utility bills.

c. General Services Administration (GSA) - controlled space assigned to REE where

REE does not directly pay for utilities.

d. Shared and/or free space provided to REE where REE does not directly pay utility costs.

Occupants of these excluded facilities should still conserve energy, water, and resources in any ways available to them and encourage their landlords to do so.

4.3 The Safety, Health, and Environmental Management Branch (SHEMB) will be responsible for implementing and coordinating the requirements for non-facility ozone depleting compounds and hazardous chemicals and for coordinating the expansion of the

Energy Management System (EMS) program to include EPACT 2005, EO 13423, EISA, and EO 13514.

4.4 The Real Property Management Branch (RPMB) will be responsible for maintaining the Corporate Property Automated Information System (CPAIS) and sustainable leasing, acquisition, and disposal of real property.

4.5 The ARS Facilities Energy Manager (FEM) /Sustainable Program Manager will be responsible for the overall implementation and management of the Energy, Water, and

Sustainability Plan.

4.6 Acquisition and Property Division (APD)

APD is composed of the Acquisition Programs and Oversight Branch and the Property and Support Services Branch. APD will be responsible for procurement policy including green purchasing, fleet transportation, electronics stewardship, and purchase cards.

Procurement policy will include non-facility bio-based products, recycling and recycled products, Energy Star and other energy efficient, environmentally preferable products and water consumption reducing products, Property and Support Services Branch, APD, is responsible for Fleet Transportation relative to petroleum use, renewable, alternative, and flexible fuels, hybrid vehicles, and maintenance of the Federal Automotive

Statistical Tool (FAST) system. APD will be responsible for ensuring compliance with green procurement requirements for Information Technology (IT) acquisitions that are specified by the Office of the Chief Information Officer (OCIO) using the EPEAT, Energy Star , and EO 13221 – “Energy Efficient Standby Power Devices.” APD will develop and implement a comprehensive green purchasing plan and a fleet fuel efficiency plan. The Director of the Acquisition and Property Division shall be responsible for

APD’s responsibilities under this policy.

4.7 Business Service Centers (BSC)

BSCs include the Eastern Business Service Center (EBSC), the Western Business Service

Center (WBSC), and the National Capital Region Business Service Center (NCRBSC).

Beltsville Area and NAL responsibilities:

Location Engineering Contracting Real Property

BARC including

Presque Isle ME and

USNA

Small-BARC, Large-

EBSC, B&F by FD

EBSC BARC with functional support by

FD

NAL Small-NAL, Large-

EBSC, B&F by FD

NCRBSC all except

A-E and construction by EBSC

FD

The BSCs will be responsible for energy and water conservation, reducing use of ozone depleting compounds, renewable energy, reducing petroleum and increasing use of alternative fuels, environmentally preferable products, Utility Energy Service Contracts

(UESC), Energy Savings Performance Contracts (ESPC), and sustainable design.”This includes the incorporation of the Five Guiding Principles of Sustainable High

Performance Buildings into all new and remodeled major buildings, repair and maintenance (R&M) projects and other building projects. The Five Guiding Principles for new construction are:

1. Use integrated design and commissioning

2. Optimize energy efficiency using measurement and verification

3. Protect and conserve water

4. Enhance indoor environmental quality

5. Reduce the environmental impact of materials in Federal buildings

Through policy and operations respectively, all of FD, APD, BSCs, Areas, and locations will be responsible for maintaining sustainability based on the Five Guiding Principles, and building O&M policy and guidance. See APPENDIX 4 for more information on the

Five Guiding Principles.

BSCs are responsible for compliance with EISA section 432 which includes covered facilities; energy managers; energy, water and re-/retro commissioning surveys; and posting to the Compliance Tracking System (CTS) and Energy Star Portfolio Manager®.

BSCs are responsible for data collection and reporting to FD associated with the requirements of EPACT 2005, EO 13423, EISA, and EO 13514.

BSCs are responsible for Information Technology (IT) acquisitions that are specified by the Office of the Chief Information Officer (OCIO) using the EPEAT, Energy Star , and

EO 13221 – “Energy Efficient Standby Power Devices.”

BSC Directors shall be responsible for BSCs’ duties under this policy

4.8 NASS, ERS and NIFA

NASS, ERS and NIFA activities are largely office oriented and conducted in leased space where utilities are included in lease payments. All occupants of these spaces should conserve energy, water and resources in any manner available to them and encourage landlords to do so as well. Vehicle and electronics use shall also conform to this policy.

The Administrators of NASS, ERS and NIFA are responsible for their respective agencies’ duties under this policy.

4.9 ARS Areas and locations

Areas and locations will be responsible for conforming to this policy in R&M projects, and building authority projects within their delegated authority, use of purchase cards, the

National Environmental Policy Act (NEPA) documentation related to facilities, O&M of facilities, record keeping, and reporting. The primary responsibility for green or environmentally preferable purchasing such as Bio-based, Recycled, Energy Star®, FEMP designated, WaterSense products, etc., lies on the program offices. Vehicle use shall also conform to this policy. The Area Director shall be responsible for energy and water conservation and sustainability actions of the employees and programs they supervise and control.

4.10 Office of the Chief Information Officer (OCIO) and Information Technology

Specialists (ITS)

OCIO/ITS will practice good electronics stewardship by utilizing Electronic Product

Environmental Assessment Tool (EPEAT) and Energy Star products, and implementing

IT practices designed to conserve energy and resources. The Chief Information Officer

(CIO) shall be responsible for electronics stewardship. The CIO will have primary responsibility for IT acquisition compliance.

5. Authorities

The Energy Policy Act of 2005 (EPACT 2005)

EO 13423 – “Strengthening Federal Environmental, Energy, and Transportation

Management”

The Energy Independence and Security Act (EISA) of 2007

EO 13514 – “Federal Leadership in Environmental, Energy, and Economic

Performance.”

EO 13221 – “Energy Efficient Standby Power Devices.”

6. Definitions

Alternative fuel includes renewable fuel, natural gas, liquid propane, hydrogen, coal-derived liquid fuel, and electricity. Alternative fuel is fuel that is substantially not petroleum (oil). Renewable fuel is produced from biomass or bio-based oils. Biodiesel

(in a 20 percent or higher blend), 85 percent ethanol/15 percent gasoline (E85), compressed natural gas (CNG), Liquefied Natural Gas (LNG), and Liquid Propane Gas

(LPG) are alternative fuels.

A biobased or BioPreferred® product is a product determined by the USDA to be a commercial or industrial product (other than food or feed) that is composed in whole or in significant part, of biological products including renewable, domestic agricultural materials including plant, animal, marine, or forestry materials. There is a Federal procurement preference for biobased products if they are comparable in price, performance, and availability to non-biobased products.

Electronic Product Environmental Assessment Tool (EPEAT) is a mandatory on-line system to help purchasers in the public and private sectors evaluate, compare, and select desktop computers, notebooks, and monitors based on their environmental attributes.

Electronics stewardship involves purchasing, using, and disposing of computers responsibly.

An Energy Saving Performance Contract (ESPC) is a performance contract between an

Energy Service Company (ESCO) and a Federal customer. A Utility Energy Service

Contract (UESC) is a similar arrangement with a utility. With ESPCs and UESCs, agencies can take advantage of private sector capital to fund energy and water saving equipment and renewable energy systems at Federal facilities. The cost of improvements is paid from the energy savings. Agencies can combine funds, obtain state or utility-sponsored rebates for energy-efficient improvements, and can apply for public benefits funds set aside to promote energy efficiency.

An Environmental Management System (EMS) framework is a continual cycle of planning, implementing, reviewing, and improving to allow an organization to consistently address the effects its operations may have on the environment and support continual improvement. Aspects are examined for their impacts. It is a continuous cycle of improvement which consists of four steps: Plan, Do, Check, and Act.

Environmentally preferable products are products and services that have a lesser or reduced effect on human health and the environment when compared with competing products or services that serve the same purpose. This comparison may consider raw materials acquisition, product manufacturing, packaging, distribution, reuse, operation, maintenance, and disposal. Bio-based, recycled, energy and water efficient, sustainably harvested, low toxicity, and rapidly renewable products are examples of environmentally preferable products.

A facility means any building, installation, structure, or other property owned or operated by, constructed for, or leased to the Federal Government. This includes a group of facilities at a single location or multiple locations managed as an integrated operation, and Contractor-operated facilities owned by the Federal Government. It may be a group of buildings or structures that share the same servicing energy and water utilities so that utility data can be aggregated easily. A covered facility is one in the top 75 percent of energy consumers.

A Flexible Fuel Vehicle is specially manufactured to run on any combination of E-85 and gasoline.

Greenhouse Gases (GHG) include CO2, CH4, SF6, N2O, HFCs, PFCs and other natural or man-made gases in the atmosphere that absorb and emit radiation within the thermal infrared range.

A hybrid vehicle is a vehicle that uses two or more distinct power sources to move the vehicle, usually an internal combustion engine and an electric motor.

A recycled product is one whose content comes in whole or in part from a product that has served its intended use and has been discarded for disposal by the final user.

Renewable Energy means energy produced by solar, wind, biomass, landfill gas, hydrokinetic, ocean (including tidal, wave, current, and thermal), or geothermal resources.

Sustainability is defined as the ability to meet present needs without compromising those of future generations. Sustainability also means incorporating the Five Guiding

Principles as noted earlier. The Five Guiding Principles are explained in APPENDIX 4.

7. Acronyms

A list of acronyms is provided in Appendix 2.

8. Procedures

Facilities Division (FD) will issue the REE Energy, Water, and Sustainability Plan, and

Implementation Strategies in which the actions to be taken and the Agency roles and responsibilities will be defined in more detail in Appendix 1. A list of low or no cost actions is included in Appendix 3.

Signature for approval: Date of approval:

/ s / 11/12/2013

Joon Park

Deputy Administrator

Administrative and Financial Management

Appendix 1 Action Plan

REE Energy Water and Sustainability Plan and Implementation Strategies

1. Management Plan Framework

As directed by EO 13423, the overarching framework of the energy, water, and sustainability plan will be an EMS. Locations will incorporate their responsibilities into their existing EMS. Offices will develop an office EMS. A second level EMS will be implemented at headquarters (HQ). An EMS is a framework that allows an organization to consistently address the effects its operations may have on the environment. It is a continual cycle of planning (plan), implementing (do), reviewing (check), and improving

(act) a process. It is based on an examination of cause and effect at each facility where activities may have an impact on the environment.

The consumption of energy and water are additional impacts that can be tracked by the existing EMS framework. Expanding the scope of EMS to incorporate the requirements of EO 13423 is the stated intent of the Office of the Federal Environmental Executive

(OFEE) and the Interagency EMS Working Group. This will enhance REE’s overall goal of complying with the EOs and other laws.

2. Authorities

2.1 Acts, Executive Orders, and Presidential Memoranda

2.1.1 EPACT 2005 requires Agencies to:

a.) Ensure all Federal buildings have advanced electric meters, where cost effective (10,000 Square Feet (SF) or larger and energy intensive is

USDA’s working assumption for cost effectiveness), by the end of FY

2012.

b.) Ensure all new building designs will be 30 percent more energy efficient than American Society of Heating, Refrigeration, and Air-Conditioning

Engineers (ASHRAE) 90.1-2004.

c.) Routinely use alternative fuel in dual-fueled alternative fuel vehicles

(AFVs) unless an alternative fueling station is too far away or too expensive, and there is an Agency waiver from DOE.

2.1.2 EO 13423 requires Agencies to:

a.) Reduce energy intensity by 3 percent per year through FY 2015 based on

FY 2003 consumption levels.

b.) Reduce GHG emissions by 3 percent annually or 30 percent through FY

2015 based on FY 2003 levels through reduction of energy intensity.

c.) Reduce potable water consumption associated with buildings by 2 percent per year based on FY 2007 consumption levels through FY

2015.

d.) Purchase or produce renewable energy as a percentage of the current year’s electrical consumption in the amount of 3 percent in FY 2007-

2009, 5 percent in FY 2010-2012, and 7.5 percent from FY 2013 on.

e.) Have 15 percent of the building inventory sustainable by FY 2015.

f.) Reduce use of petroleum consumption, increase use of alternative fuels, and purchase alternative fuel hybrid and plug-in hybrid vehicles when commercially available.

g.) Increase AFV use at least 10 percent annually.

h.) Reduce total fleet petroleum consumption by 2 percent annually through the end of FY 2015 based on the FY 2005 baseline.

i.) Recycle and purchase recycled products.

j.) Purchase Energy Star or Federal Energy Management Program

(FEMP) designated energy efficient products.

k.) Purchase 95 percent of electronics using EPEAT and enable Energy

Star features on 100 percent of computers.

l.) Purchase bio-based products.

m.) Purchase environmentally preferable products n.) Use paper of at least 30 percent postconsumer fiber content o.) Reduce ozone depleting compounds.

p.) Reduce hazardous chemicals.

q.) Increase the use of EMS.

r.) Incorporate sustainability into lease provisions.

s.) Incorporate The Five Guiding Principles into all new designs. They are:

3. Protect and conserve water

2.1.3 EISA requires Agencies to:

a.) Reduce vehicle fuel consumption. Reduce petroleum consumption by 20 percent by 10/1/2015 from a FY 2005 baseline.

b.) Increase vehicle alternative fuel use by 10 percent by 10/1/2015 from a

FY 2005 baseline.

c.) Increase use of hybrids, Neighborhood Electric Vehicles (NEVs), and more fuel efficient vehicles.

d.) Have at least one renewable fuel pump at each Federal fueling center.

e.) Include energy efficiency and renewable energy in lease language.

f.) Use energy efficient new and replacement lighting and bulbs.

g.) Reduce energy consumption in buildings by 30 percent by FY 2015 based on FY 2003.

h.) Have an energy manager for each facility.

i.) Perform facility energy audits, water surveys and re-commissioning surveys of facilities every four years, and implement energy efficiency improvements within 2 years.

j.) Reduce fossil fuel generated energy consumption in new facilities and major renovations starting design in 2010 – 55 percent, 2015 – 65 percent, 2020 – 80 percent, 2025 – 90 percent, and 2030 – 100 percent.

k.) Use a green building certification system.

l.) Use energy efficient equipment for replacements.

m.) Install advanced metering of natural gas and steam by the end of FY

2016 where cost effective.

n.) Lease only Energy Star buildings when over 10,000 SF.

o.) Provide solar hot water heaters for 30 percent of hot water demand in new buildings.

p.) Purchase appliances requiring less than 1 watt of standby power.

q.) Purchase Energy Star or FEMP designated energy-efficient products.

r.) Prohibits Federal agencies from acquiring “light-duty motor vehicles

Gross Vehicle Weight Rating (GVWR) 8,500 or under and medium duty passenger vehicles (MDPVs, GVWR between 8,500 and 10,000) that are not low GHG-emitting vehicles.”

2.1.4 EO 13514 requires Federal Agencies to:

a.) Measure, report, and reduce GHG emissions from direct and indirect activities.

b.) Conserve and protect water through efficiency, reuse, and storm water management.

c.) Reduce potable water consumption intensity by 2 per cent per year through FY 2020 or 26 per cent by the end of FY 2020 from a FY 2007 baseline. Implement water management strategies including water-efficient and low-flow fixtures and efficient cooling towers.

d.) Reduce industrial, landscaping, and agricultural water consumption by 2 per cent annually or 20 per cent by the end of FY 2020 from a baseline of

FY 2010.

e.) Consistent with State law, identify, promote, and implement water reuse strategies that reduce potable water consumption.

f.) Eliminate waste, recycle, and prevent pollution.

g.) Divert at least 50 per cent of non-hazardous solid waste including construction waste and demolition debris by the end of FY 2015.

h.) Ninety five per cent of new contract actions for products and services should use energy efficient, water efficient, bio-based, environmentally preferable, EPEAT certified, non-ozone depleting, recycled content, and non-toxic/less toxic alternatives.

i.) Promote electronics stewardship.

j.) Beginning in FY 2020, design all buildings to be zero-net-energy by

FY 2030.

k.) Strengthen viability and livability of communities in which federal facilities are located.

l.) Consider energy impacts and alternative energy in National

Environmental Policy Act (NEPA) Environmental Assessments.

2.1.5 EO 13221 requires Federal Agencies to:

Purchase electronics and appliances requiring less than 1 watt of standby power or the lowest standby mode power consumption available.

2.1.6 Presidential Memorandum -- Implementation of Energy Savings Projects and

Performance-Based Contracting for energy savings – December 2, 2011

Implement and prioritize Energy Conservation Measures (ECM) utilizing performance based contracts (ESPCs and UESCs), complete required energy and water evaluations, and provide transparency and accountability in energy management systems.

2.1.7 Presidential Memorandum -- Driving Innovation and Creating Jobs in Rural

America through Bio-based and Sustainable Product Procurement – February 21, Ensure that executive departments and agencies effectively execute

Federal procurement requirements for biobased products, including those requirements identified in EO 13514 and prescribed in the 2002

Farm Bill, as amended by the 2008 Farm Bill.

2.2 Guidance

2.2.1 ARS adopts the measures stated in the guidance listed below:

2.2.2 Implementing Instructions: Federal Agency Implementation of Water Efficiency and Management Provisions of EO 13514 -http://www.whitehouse.gov/sites/default/files/water_implementing_instructions.p df

2.2.3 Technical Guidance on Implementing the Stormwater Runoff Requirements for

Federal Projects under Section 438 of the Energy Independence and Security Act.

http://www.epa.gov/owow/NPS/lid/section438/pdf/final_sec438_eisa.pdf

2.2.4 Establishing Baseline and Meeting Water Conservation Goals of Executive Order

13423 http://www1.eere.energy.gov/femp/pdfs/water_guidance.pdf http://www.whitehouse.gov/sites/default/files/water_implementing_instructions.pdf http://www.whitehouse.gov/sites/default/files/water_implementing_instructions.pdf http://www.epa.gov/owow/NPS/lid/section438/pdf/final_sec438_eisa.pdf http://www1.eere.energy.gov/femp/pdfs/water_guidance.pdf

2.2.5 Guidance for the Implementation and Follow-up of Identified Energy and Water

Efficiency Measures in Covered Facilities -http://www1.eere.energy.gov/femp/regulations/facility_cts.html and http://www1.eere.energy.gov/femp/pdfs/eisa_project_guidance.pdf.

2.2.6 Facility Energy Management Guidelines and Criteria for Energy and Water

Evaluations in Covered Facilities – http://www1.eere.energy.gov/femp/pdfs/eisa_s432_guidelines.pdf

2.2.7 Federal Greenhouse Gas Accounting and Reporting Guidance – http://www.whitehouse.gov/sites/default/files/microsites/ceq/revised_federal_gree nhouse_gas_accounting_and_reporting_guidance_060412.pdf

2.2.8 [GHG] Technical Support Document -http://www.whitehouse.gov/sites/default/files/microsites/ceq/technical_support_d ocument_1.pdf

2.2.9 Five Guiding Principles - http://www.wbdg.org/pdfs/hpsb_guidance.pdf (Six

Guiding Principles Currently in Draft)

2.2.10 Instructions for Implementing Executive Order 13423 -

http://www.fedcenter.gov/_kd/go.cfm?destination=ShowItem&Item_ID=6825

2.2.11 Operations & Maintenance Best Practices Release 3.0 – (Contains RCx, Metering and O&M) http://www1.eere.energy.gov/femp/pdfs/omguide_complete.pdf

2.2.12 Implementing Instructions – Sustainable Locations for Federal Facilities -http://www.whitehouse.gov/sites/default/files/microsites/ceq/implementing_instru ctions_-_sustainable_locations_for_federal_facilities_9152011.pdf

2.3 Alerts, Bulletins, and P&Ps

The following Alerts, Bulletins, and P&Ps shall remain in force until replaced or rescinded:

2.3.1 ARS Facilities Design Standards 242.1 –

http://www.afm.ars.usda.gov/ppweb/PDF/242-01M.pdf

2.3.2 ARS Facilities Operation and Maintenance 242.8 -

http://www.afm.ars.usda.gov/ppweb/PDF/242-8.pdf

2.3.3 Energy Efficient Light Bulbs 11-156.0-ARS –

http://www.afm.ars.usda.gov/ppweb/Bulletins/2011/11-156-

0%20Energy%20Efficient%20lights.pdf http://www1.eere.energy.gov/femp/regulations/facility_cts.html http://www1.eere.energy.gov/femp/pdfs/eisa_project_guidance.pdf http://www1.eere.energy.gov/femp/pdfs/eisa_s432_guidelines.pdf http://www.whitehouse.gov/sites/default/files/microsites/ceq/revised_federal_greenhouse_gas_accounting_and_reporting_guidance_060412.pdf http://www.whitehouse.gov/sites/default/files/microsites/ceq/revised_federal_greenhouse_gas_accounting_and_reporting_guidance_060412.pdf http://www.whitehouse.gov/sites/default/files/microsites/ceq/technical_support_document_1.pdf http://www.whitehouse.gov/sites/default/files/microsites/ceq/technical_support_document_1.pdf http://www.wbdg.org/pdfs/hpsb_guidance.pdf http://www.fedcenter.gov/_kd/go.cfm?destination=ShowItem&Item_ID=6825 http://www1.eere.energy.gov/femp/pdfs/omguide_complete.pdf http://www.whitehouse.gov/sites/default/files/microsites/ceq/implementing_instructions_-_sustainable_locations_for_federal_facilities_9152011.pdf http://www.whitehouse.gov/sites/default/files/microsites/ceq/implementing_instructions_-_sustainable_locations_for_federal_facilities_9152011.pdf http://www.afm.ars.usda.gov/ppweb/PDF/242-01M.pdf http://www.afm.ars.usda.gov/ppweb/PDF/242-8.pdf http://www.afm.ars.usda.gov/ppweb/Bulletins/2011/11-156-0%20Energy%20Efficient%20lights.pdf http://www.afm.ars.usda.gov/ppweb/Bulletins/2011/11-156-0%20Energy%20Efficient%20lights.pdf

2.3.4 Accepting Utility Rebates and Recycling Proceeds (ARS Specific) 11-160.0-ARS

– http://www.afm.ars.usda.gov/ppweb/Bulletins/2011/11-160-ARS.pdf

2.3.5 Use TUMS for Utility Payments 11-303 – [This will be edited when AXIS replaces TUMS] http://www.afm.ars.usda.gov/ppweb/Bulletins/2011/11-303.pdf

2.3.6 Electronics Stewardship 10-100.3-ARS –

http://www.afm.ars.usda.gov/ppweb/Bulletins/10-100-3.pdf

2.3.7 Capturing Operation and Maintenance Costs

http://www.afm.ars.usda.gov/ppweb/Bulletins/2012/12-302.pdf

2.3.8 Biobased Product Procurement Preference Program DR 5023-002 -http://www.ocio.usda.gov/directives/doc/DR5023-002.pdf

2.3.9 APD Alert - Biobased Label and Solicitation Synopsis Biobased Language

Requirement – http://www.afm.ars.usda.gov/acquisitions/pdffiles/APDAlert2011-10.pdf

2.3.10 APD Alert - Electronics Procurement –

http://www.afm.ars.usda.gov/acquisitions/pdffiles/APDALERT2011-02.pdf

2.3.11 APD Alert – Refrigerants –

http://www.afm.ars.usda.gov/acquisitions/pdffiles/APDAlert2010-09.pdf

2.3.12 APD Alert - Vehicle Allocation Methodology (VAM), Vehicle Replacement Plan -http://www.afm.ars.usda.gov/acquisitions/pdffiles/APDALERT2013-P01P.pdf

2.3.13 APD Alert – Mandatory Use of E85 Fuel

http://www.afm.ars.usda.gov/acquisitions/pdffiles/APDALERT2013P2.pdf

2.3.14 APD Alert – Utility Procurement – [This will be edited when AXIS replaces

TUMS]

http://www.afm.ars.usda.gov/acquisitions/pdffiles/APDAlert2013-01.pdf

2.3.15 APD Alert – Sustainable Acquisition -

http://www.afm.ars.usda.gov/acquisitions/pdffiles/APDAlert2012-17.pdf

2.3.16 Federal Buildings Personnel Training Act (FBPTA) – (Policy under development)

2.3.17 APD Alert 2013-13 ESPC -

http://www.afm.ars.usda.gov/acquisitions/pdffiles/APDAlert2013-13.pdf

3. Roles and Responsibilities

3.1 NASS, ERS and NIFA

http://www.afm.ars.usda.gov/ppweb/Bulletins/2011/11-160-ARS.pdf http://www.afm.ars.usda.gov/ppweb/Bulletins/2011/11-303.pdf http://www.afm.ars.usda.gov/ppweb/Bulletins/10-100-3.pdf http://www.afm.ars.usda.gov/ppweb/Bulletins/2012/12-302.pdf http://www.ocio.usda.gov/directives/doc/DR5023-002.pdf http://www.afm.ars.usda.gov/acquisitions/pdffiles/APDAlert2011-10.pdf http://www.afm.ars.usda.gov/acquisitions/pdffiles/APDALERT2011-02.pdf http://www.afm.ars.usda.gov/acquisitions/pdffiles/APDAlert2010-09.pdf http://www.afm.ars.usda.gov/acquisitions/pdffiles/APDALERT2013-P01P.pdf http://www.afm.ars.usda.gov/acquisitions/pdffiles/APDALERT2013P2.pdf http://www.afm.ars.usda.gov/acquisitions/pdffiles/APDAlert2013-01.pdf http://www.afm.ars.usda.gov/acquisitions/pdffiles/APDAlert2012-17.pdf http://www.afm.ars.usda.gov/acquisitions/pdffiles/APDAlert2013-13.pdf

NASS, ERS and NIFA will develop an Office EMS. All occupants of leased spaces should conserve energy water and resources in any manner available to them whether or not utilities are paid for as part of the lease payment. Agencies using motor vehicles should purchase, lease, and operate them in accordance with this policy and EPACT

2005, EO 13423, EISA, and EO 13514.

3.2 ARS FD

FD will:

Develop and implement policies and procedures to incorporate the requirements of EPACT 2005, EO 13423, EISA, and EO 13514 into all new and existing facilities.

Expand the EMS framework to include all aspects of EO 13423.

Specifically:

3.2.1 Safety, Health, and Environmental Management Branch (SHEMB) will:

a.) Develop and implement policies to reduce the use of hazardous chemicals and promote the purchase of lower risk chemicals and toxic materials from a priority list they establish.

b.) Promote the reduction and prohibition of the use of ozone depleting compounds in consumer and laboratory goods unless another non-ozone depleting compound will not accomplish the Agency’s mission.

c.) Coordinate the expansion of the EMS framework to include all aspects of

EPACT 2005, EO 13423, EISA, and EO 13514.

3.2.2 Real Property Management Branch (RPMB) will:

a.) Incorporate requirements for energy and water conservation, sustainability, and renewable energy into all leases.

b.) Ensure that existing facilities conform to, or are brought into conformance with, the requirements of EPACT 2005, EO 13423, EISA, and EO 13514.

Sustainability of the facility inventory will be maximized and documented.

c.) Dispose of assets in a manner that will optimize energy, water, and resource conservation.

d.) Ensure that all newly leased buildings of 10,000 SF or over have achieved an Energy Star rating within the most recent year.

e.) Ensure that each prospectus for a new project includes energy and water conservation and renewable energy.

f.) Include language in leases about identification of hazards, reducing hazardous chemicals, and not releasing ozone depleting chemicals.

g.) Track sustainable buildings in the Corporate Property Automated

Information System (CPAIS).

3.2.3 Capital Investment Asset Management Branch (CIAMB) will:

a.) Manage assets in a manner that will optimize energy, water, and resource conservation.

b.) Develop policy to require that facilities have an operation and maintenance plan, and perform preventive maintenance to ensure that equipment and systems perform efficiently and economically for their planned useful life.

c.) In accordance with Public Law 111-308, The Federal Buildings Personnel

Training Act, assure that the core competencies identified by GSA for personnel performing building operations and maintenance, energy management, safety, and design functions are demonstrated and include competencies relating to building operations and maintenance, energy management, sustainability, water efficiency, safety (including electrical safety) and building performance measures.

3.2.4 The Facilities Energy Manager (FEM) /Sustainability Program Manager will:

a.) Be responsible for the overall implementation and management of this plan.

b.) Champion, develop, and implement policies, programs and initiatives to encourage and effect measurable improvements in energy and water conservation, and sustainability;

c.) Interpret this plan against the requirements of EPACT 2005, EO 13423, EISA, and EO 13514.

d.) Monitor related reporting needs and calls for data in order to report to the

Department or other Agencies in accordance with established reporting deadlines.

e.) Coordinate the activities of FD in carrying out this plan.

f.) Disseminate energy and water conservation and sustainability information to the Agency.

h.) Coordinate utility procurement and alternative utility procurement.

3.3 Acquisition and Property Division (APD)

3.3.1 APD Acquisition Programs and Oversight Branch (APOB) will:

a.) Develop, promulgate, and maintain green purchasing policies.

The green purchasing policies will include procurement preference for bio-based products, recycled products, Energy Star , FEMP designated and other energy-efficient products, products with low standby power consumption, EPEAT and water saving products including WaterSense products, low toxicity products, non-ozone depleting compounds, and other environmentally preferable products. The green purchasing policies will include training of Contracting Officers (CO), CO’s representatives, and purchase card holders through the use of memos, bulletins, policy guidance or classes, and maintain a record keeping system that will document and quantify program compliance.

b.) Inform card holders of policies for use of purchase cards to comply with APD green procurement policies for environmentally preferable products, recycled and biobased products, WaterSense and

Energy Star , FEMP designated or other energy-efficient products.

c.) Develop policy to procure electronics using specifications created by Office of the Chief Information Officer (OCIO) that conform to the electronics stewardship and energy conservation requirements of EO 13423, EO 13221, and the green purchasing program with electronics disposal done according to the existing Federal

Management policy.

d.) Create policy on utility procurement.

3.3.2 APD Property and Support Services Branch (PSSB) will:

a.) Develop and implement policies for meeting the goals of EPACT

2005, EO1342, EISA, and EO 13514, addressing alternative fuels, vehicles with increased fuel economy, hybrid vehicles, NEVs, and plug in hybrid vehicles when fleet purchases are justified and when such vehicles meet the mission requirements; substitution of cars for light trucks, increased vehicle load factors, decreased vehicle miles traveled, and decreased fleet size.

b.) Be responsible for documenting, collecting, and entering data into the FAST system. APD will ensure that the vehicle fuel type, consumption and cost records are maintained for fleet vehicles captured in the FAST system.

c.) Train specifiers, purchasers, and users of vehicles on the use and availability of vehicles and alternative fuels, and on record keeping requirements.

d.) Provide reports to FD for the annual GHG and sustainability report and other calls for data.

e.) Provide oversight of vehicle acquisitions, disposals, and reporting as requested.

3.4 Business Service Centers (BSCs)

BSCs will:

3.4.1 Incorporate the requirements of EPACT 2005, EO 13423, EISA, and EO

13514 into all new major construction and modernization projects.

3.4.2 Comply with Design Manual 242.1.

3.4.3 Promote the reduction and prohibition of the use of ozone depleting compounds for refrigeration, fire suppression, and other uses except where it is not cost effective to replace equipment or if another non-ozone depleting compound will not accomplish the Agency’s mission.

3.4.4 Design all construction projects to be sustainable and incorporate the Five

Guiding Principles of the Sustainable High Performance Buildings

Memorandum of Understanding. The Five Guiding Principles are:

3. Protect and conserve water

3.4.5 For designs starting on or after August 10, 2012, all new designs shall meet

ASHRAE 90.1-2007. For designs starting before August 10, 2012, design all new facilities to achieve energy consumption levels that are at least 30 percent below

ASHRAE 90.1-2004, if life cycle cost effective, subject to 71 Federal Register

(FR)70275 or the State Energy Code whichever is more stringent. Energy modeling is recommended.

3.4.6 Design all new projects to incorporate all cost effective water conservation measures available. Cost effectiveness is based on a payback period of 10 years or less. Building life is considered to be 40 years.

3.4.7 Consider energy, water conservation, and sustainability in preparing environmental assessments.

3.4.8 Use energy-efficient new and replacement lighting and bulbs in all designs.

3.4.9 Design all new buildings and major renovations to reduce fossil fuel generated energy consumption in 2010 – 55 percent, 2015 – 65 percent, 2020 – 80 percent, 2025 – 90 percent, and 2030 – 100 percent.

3.4.10 Design all new buildings and major renovations to provide solar hot water heaters for 30 percent of hot water demand where cost effective.

3.4.11 Commission all new construction and modernization projects.

3.4.12 Meter all utilities at each building where practicable. All electric, natural gas, steam and water meters will be advanced (smart) meters where cost effective. It is presumed to be cost effective to install advanced electric meters in energy intensive buildings 10,000 SF or over. Advanced meters will be connected to the Internet not the building management system. To the greatest extent possible, the meters for all utilities will be connected to the advanced electric meter. Cyber-security and virus protection measures will be provided in the metering network. Advanced meters shall be networked nationwide.

3.4.13 Design all construction projects to provide for indoor environmental quality including thermal comfort with personal control, sound absorbing materials and isolation, preventing bacteria, mold and fungi, controlling odors and contaminants, integrating natural and artificial light, providing water quality, high performance windows and natural ventilation, protecting buildings during construction, protecting air intakes, monitoring air quality, avoiding products containing formaldehyde, volatile organic compounds (VOCs), and other harmful off-gassing or sources of exposure.

3.4.14 Require in all contracts for design and construction,, energy and water efficient, recycled, bio-based, sustainably harvested products, rapidly renewable, and other environmentally preferable products; to the greatest extent possible reduce and divert waste, recycle, reduce hazardous chemicals, and prohibit ozone depleting compounds. Divert 50 percent of non-hazardous solid waste by FY 2015.

3.4.15 Incorporate beneficial landscaping into all projects.

3.4.16 Follow an accepted methodology for establishing the sustainability of a building such as Leadership in Energy and Environmental Design

(LEED), Green Globes, Energy Star or Labs 21. Achieve the equivalent of LEED silver.

3.4.17 Establish, support, and administer ESPCs and UESCs. Review

Measurement and Verification (M&V) reports and process annual payments.

3.4.18 Locations, Area Offices and BSCs will coordinate with the Facilities

Energy Manager before making any early buy down on an ESPC.

3.4.19 Ensure that all new designs for construction or major renovations include renewable energy where cost effective.

3.4.20 Engineers and Contracting Officers (COs) shall ensure that appropriate clauses are included in all construction and architect-engineering (A-E) service contracts and specifications regarding this policy.

3.4.21 Structure contracts and statements of work to reduce GHG.

3.4.22 BSCs are responsible for compliance with EISA section 432 which includes covered facilities; energy managers; energy, water and re-/retro commissioning surveys; and posting to the Compliance Tracking System

(CTS) and Energy Star Portfolio Manager®. Covered facilities shall be identified. Each covered facility shall have a qualified energy manager.

Energy managers shall conduct an energy audit, water survey and re-

/retro-commissioning survey of 25 per cent of the covered facilities annually so that 100 percent of covered facilities are assessed annually.

Energy managers shall post annual footprint data, assessment data, energy conservation measures, projects, and measurement and verification data in the CTS. Energy managers shall post monthly utility consumption benchmarking data in Energy Star Portfolio Manager® for each individually metered building at covered facilities for which complete building level energy consumption can be measured or accurately estimated. The energy manager may be a full time, shared, collateral duty employee or a contractor. The energy manager may cover a location, an area, or multiple areas . The energy manager will participate in the EMS committees for their facilities. Energy managers will provide initiative and disseminate energy and water conservation and sustainability information. For more information on these requirements see the matrix on pages 4 through 7 of Guidance for the Implementation and Follow-up of Identified Energy and Water Efficiency Measures in Covered Facilities at http://www1.eere.energy.gov/femp/regulations/facility_cts.html.

3.4.23 BSCs are responsible for data collection and reporting to FD associated with the requirements of EPACT 2005, EO 13423, EISA, and EO 13514.

Among other things, collect annual data on cost and consumption for each utility fuel used by each location, potable and non-potable water, renewable energy, non-FAST vehicles and equipment fuel, refrigerants, certain tank gasses, waste disposal, new designs and ESPCs and UESCs for the annual GHG and sustainability report.

3.4.24 Support utility procurement and alternative or third party utility procurement.

3.4.25 BSCs will disseminate information to their staff, Areas and locations. It is expected that the Facilities, Propertyand Safety Branch Chief, the

Acquisition Branch Chief, and Energy Managers will play an important role.

3.4.26 Engineers and COs will ensure that appropriate clauses to carry out this policy are included in all maintenance, construction, A-E, and other service contracts and specifications.

3.4.27 BSCs are responsible for documenting and collecting data to be entered into the FAST system, ensuring that fuel use and cost for all on-site government fuel pumps to vehicle operations module of USDAs property/fleet system. They will ensure that the vehicle fuel type, consumption, and cost records are maintained for both fleet vehicles captured in the FAST system (updated by APD)

3.4.28 BSCs are responsible for approving Vehicle Allocation Methodology

(VAM) for all vehicle requests, ensuring compliance with Agency and

Federal fleet policies.

3.4.29 BSCs are responsible for notifying locations of mandated E85 use

(vehicles that do not have a waiver) and monitoring E85 fuel use in agency vehicles that do not have a waiver from using E85 fuel • Ensure that facilities have an O&M plan in accordance with P&P 242.8, and perform preventive maintenance to ensure that equipment and systems perform efficiently and economically for their planned useful life.

3.4.30 In accordance with Public Law 111-308, The Federal Buildings Personnel

Training Act (FBPTA), in cooperation with FD, insure that the core competencies identified by GSA for personnel performing building O&M, energy management, safety, and design functions are demonstrated and include competencies relating to building O&M, energy management, sustainability, water efficiency, safety (including electrical safety) and building performance measures.

3.4.31 Design facilities to be resilient and adapted to the effects of climate change and ensure that climate risk-management considerations are fully integrated into federal infrastructure, according to the President’s Climate Action Plan of June

2013.

3.5 Responsibilities of Areas

http://www1.eere.energy.gov/femp/regulations/facility_cts.html

3.5.1 Area Directors (ADs) working with BSCs and FD will be accountable for energy and water management and sustainability of functional areas under their supervision in their Areas.

3.5.2 Areas working with BSCs and FD will perform all R&M and construct projects within their authority in a manner that will optimize their energy and water conservation and sustainability. Incorporate the applicable portions of the Five Guiding Principles of the Sustainable High

Performance Buildings into all projects as noted earlier.

3.5.3 Areas will conduct their programs and activities to minimize their impact on the environment and conserve resources.

3.5.4 The primary responsibility for green or environmentally preferable, energy and water efficient purchasing such as Bio-based, Recycled, Energy Star, FEMP designated, WaterSense products, etc., lies on the program offices.

3.5.5 Energy and water conservation and sustainability will be a consideration in the Area’s NEPA process.

3.5.6 Area purchase card holders will be aware of the requirements for sustainability, energy and water efficiency, and environmentally preferable products and give them procurement preference.

3.5.7 Areas will assure, through training and verification, that all area and location employees under their direction are knowledgeable regarding energy and water conservation, and sustainability requirements, even if they are not covered by the FBPTA.

3.5.8 Areas will practice responsible electronics stewardship.

3.5.9 Areas are responsible for reaching the goals set forth in EPACT 2005, EO

13423, EISA, and EO 13514 within their Areas.

3.5.10 Areas will recommend actions and request adequate funds in budgets under their jurisdiction to implement the requirements of this plan.

3.5.11 Areas will identify and allocate necessary and qualified staff to carry out the requirements of this plan.

3.5.12 Areas will ensure that EMS committees disseminate information, provide initiative, guidance and assistance, and coordinate energy and water efficiency improvements and sustainability.

3.5.13 Areas and locations forward vehicle data to BSCs and that data is, in turn, sent to APD by BSCs to be entered into the FAST system. Areas and locations will be responsible for documenting and collecting data to be entered into the FAST system for their respective vehicles, ensuring that fuel use and cost for all on-site government fuel pumps is completely and accurately reported for the vehicle operations module of USDA’s property/fleet system. They will ensure that the vehicle fuel type, consumption, and cost records are maintained for both fleet vehicles captured in the FAST system (updated by APD) and non-fleet vehicles and other equipment not captured in the FAST system.