ufc_1_300_08_2023.pdf_safe.pdf

UFC 1-300-08

3 April 2023

UNIFIED FACILITIES CRITERIA (UFC)

APPROVED FOR PUBLIC RELEASE; DISTRIBUTION UNLIMITED

CRITERIA FOR TRANSFER

AND ACCEPTANCE

OF DOD REAL PROPERTY

This Page Intentionally Left Blank

UNIFIED FACILITIES CRITERIA (UFC)

CRITERIA FOR TRANSFER AND ACCEPTANCE OF DOD REAL PROPERTY

Any copyrighted material included in this UFC is identified at its point of use.

Use of the copyrighted material apart from this UFC must have the permission of the copyright holder.

U.S. ARMY CORPS OF ENGINEERS

NAVAL FACILITIES ENGINEERING SYSTEMS COMMAND

AIR FORCE CIVIL ENGINEER CENTER (Preparing Activity)

Record of Changes (changes are indicated by \1\ ... /1/)

Change No. Date Location

This UFC supersedes UFC 1-300-08, dated April 2009.

FOREWORD

The Unified Facilities Criteria (UFC) system is prescribed by MIL-STD 3007 and provides planning, design, construction, sustainment, restoration, and modernization criteria, and applies to the Military Departments, the Defense Agencies, and the DoD Field Activities in accordance with USD (AT&L) Memorandum dated 29 May 2002. UFC will be used for all DoD projects and work for other customers where appropriate. All construction outside of the United States, its territories, and possessions is also governed by Status of Forces Agreements (SOFA), Host Nation Funded Construction Agreements (HNFA), and in some instances, Bilateral Infrastructure Agreements (BIA). Therefore, the acquisition team must ensure compliance with the most stringent of the UFC, the SOFA, the HNFA, and the BIA, as applicable.

UFC are living documents and will be periodically reviewed, updated, and made available to users as part of the Military Department’s responsibility for providing technical criteria for military construction. Headquarters, U.S. Army Corps of Engineers (HQUSACE), Naval Facilities Engineering Systems Command (NAVFAC), and Air Force Civil Engineer Center (AFCEC) are responsible for administration of the UFC system. Technical content of UFC is the responsibility of the cognizant DoD working group. Defense Agencies should contact the respective DoD Working Group for document interpretation and improvements. Recommended changes with supporting rationale may be sent to the respective DoD working group by submitting a Criteria Change Request (CCR) via the Internet site listed below.

UFC are effective upon issuance and are distributed only in electronic media from the following source:

• Whole Building Design Guide website https://www.wbdg.org/ffc/dod.

Refer to UFC 1-200-01, DoD Building Code, for implementation of new issuances on projects.

AUTHORIZED BY:

PETE G. PEREZ, P.E., SES

Chief, Engineering and Construction U.S. Army Corps of Engineers

R. DAVID CURFMAN, P.E., SES

Chief Engineer Naval Facilities Engineering Systems Command

DAVID H. DENTINO, SES

Deputy Director of Civil Engineers DCS/Logistics, Engineering & Force Protection (HAF/A4C) HQ United States Air Force

MICHAEL McANDREW, SES Deputy Assistant Secretary of Defense (Construction) Office of the Secretary of Defense i

TABLE OF CONTENTS

CHAPTER 1 INTRODUCTION

1-1 BACKGROUND

1-2 REISSUES AND CANCELS

1-3 PURPOSE AND SCOPE

1-3.1 Methods of Acquisition

1-3.2 GSA Form 1334

1-4 APPLICABILITY

1-5 GLOSSARY

1-6 REFERENCES

CHAPTER 2 PREPARING THE DD FORM 1354

2-1 WHAT IS DD FORM 1354?

2-2 ACQUISITION TYPES

2-3 CAPITAL IMPROVEMENTS/ENHANCEMENTS TO EXISTING

FACILITIES

2-4 INTRA-DOD SERVICES TRANSFERS

2-5 INVENTORY ADJUSTMENT (FOUND ON SITE)

2-6 VERSIONS OF DD FORM 1354

2-6.1 Draft DD Form 1354

2-6.2 Interim Version

2-6.3 Final DD Form 1354

CHAPTER 3 ROLES AND RESPONSIBILITIES

3-1 ROLES

3-1.2 DoD Construction Agent (DCA)

3-1.3 Project Sponsor (PS)

3-1.4 Real Property Accountable Officer (RPAO) or Approved Accepting Official

3-1.5 Other Involved Personnel

CHAPTER 4 COMPLETING DD FORM 1354

4-1 FORMAT AND INSTRUCTIONS

4-1.1 PAGE OF PAGES

4-1.2 1. FROM

4-1.3 2. DATE PREPARED

ii

4-1.4 3. PROJECT/JOB NUMBER

4-1.5 4. SERIAL NUMBER – designed to be used for version control as needed

4-1.6 5. TO

4-1.7 6. RPSUID/SITENAME/INSTCODE/INSTNAME

4-1.8 7. CONTRACT NUMBER(S)

4-1.9 7a. RPA PLACED-IN-SERVICE DATE

4-1.10 8. TRANSACTION DETAILS

4-1.11 9. ITEM NO

4-1.12 10a. FACILITY NO

4-1.13 10b. RPUID

4-1.14 11. CATCODE

4-1.15 12. CATCODE DESCRIPTION

4-1.16 13. CONS TYPE CODE

4-1.17 14. SUST CODE

4-1.18 15. PRIMARY/UMA

4-1.19 16. PRIMARY/QUANTITY

4-1.20 17. SECONDARY/UMO

4-1.21 18. SECONDARY/QUANTITY

4-1.22 19. COST

4-1.23 20. FUND SOURCE

4-1.24 21. FUND ORG

4-1.25 22. RPA INT TYPE CODE

4-1.26 23. ITEM REMARKS

4-1.27 24. STATEMENT OF COMPLETION

4-1.28 25. ACCEPTED BY

4-1.29 26. PROPERTY VOUCHER NUMBER

4-1.30 27. CONSTRUCTION DEFICIENCIES

4-1.31 28. PROJECT REMARKS

CHAPTER 5 SUPPORTING DOCUMENTATION

5-1 ATTACHMENTS

5-1.1 Acquisition by Construction and Capital Improvements to Existing Facilities

5-1.2 Transfer Between Services and/or WHS iii

5-1.3 Inventory Adjustment (Found on Site)

APPENDIX A BEST PRACTICES

A-1 DD Form 1354

A-2 PROJECT COST types

A-3 CONSTRUCTION-IN-PROGRESS COST TYPES

APPENDIX B GLOSSARY

B-1 ACRONYMS

B-2 DEFINITION OF TERMS

APPENDIX C REFERENCES

TABLES

Table 2-1 Use of DD Form 1354 by Acquisition Type

Table 3-1 Roles per Acquisition Method

Table 4-1 Crosswalk from DD Form 1391 to DD Form 1354

Table 4-2 RPIM Data Elements by DD Form 1354 Block

Table 5-1 Construction/Capital Improvement Typical Physical, Legal, and Financial Supporting Documentation

Table 5-2 Transfer Between Services Typical Physical, Legal, and Financial Supporting Documentation

Table 5-3 Inventory Adjustment (Found on Site) Typical Physical, Legal, and Financial Supporting Documentation iv

CHAPTER 1 INTRODUCTION

1-1 BACKGROUND.

DoD initially published processes, business rules, and data standards for real property accountability in the Real Property Inventory Requirements (RPIR) document in January 2005. The RPIR was developed by representatives of the Military Departments, Defense Agencies, and was facilitated by the Office of the Secretary of Defense. The RPIR document fully describes the Real Property Unique Identifier (RPUID) and its uses. RPUIDs are assigned by the Data Analytics Integration Support (DAIS) platform, which interfaces with the authoritative source system for each Service’s real property inventory. These organizations also developed the Real Property Acceptance Requirements (RPAR) document, August 2006, which clarifies the role of the RPUID in the DD Form 1354 process.1 All of these requirements have been integrated into DoD’s Business Enterprise Architecture (BEA), the blueprint for DoD’s business transformation.2

1-2 REISSUES AND CANCELS.

This UFC reissues UFC 1-300-08, dated 16 April 2009 (with Change 2). It incorporates guidance for use of DD Form 1354, Transfer and Acceptance of DoD Real Property, dated August 2022.

1-3 PURPOSE AND SCOPE.

This UFC provides for consistent guidance throughout DoD and provides a consolidated reference for:

• Identifying use of a draft, interim, and final version of the DD Form 1354.

• Describing how the DD Form 1354 is used as part of a real property business process.

• Defining the roles and responsibilities in the DD Form 1354 development process.

This UFC covers the entire process, beginning with the identification of the requirement for a DD Form 1354, continuing through updating an interim DD Form 1354, and concluding with steps taken to produce a final. At the time of publication of this UFC, the current version of DD Form 1354 was August 2022. Refer to the Washington Headquarters Service publishing site to ensure the most current version of DD Form 1354 is used.

https://www.esd.whs.mil/portals/54/documents/dd/forms/dd/dd1354.pdf

1 RPIR and RPAR are available online at the OASD(EI&E) RPA library:

https://www.acq.osd.mil/eie/bsi/bei_rpa.html.

2 The BEA is available online at: https://bea.osd.mil/.

1-3.1 Methods of Acquisition.

Although there are other types of acquisition, this UFC establishes the process required for documenting the following:

• Acquisition by construction: Transfer and acceptance of accountability of a newly constructed real property asset from a construction agent to the receiving Service; also provides for the relief of the construction in progress (CIP) account.

• Capital improvement to existing facilities: Transfer and acceptance of accountability for an improvement to a real property asset from a construction agent to the receiving Service; also provides for the relief of the CIP account.

• Intra-DoD transfers: Transfer and acceptance of real property asset accountability between the Services or Washington Headquarters Services (WHS).

• Inventory adjustment: Provides documentation for an undocumented real property asset found on site; includes, but not limited to, “found on site,” category-code adjustments (conversions or diversions), and impairment adjustments (unit of measure quantity or value changes).

These acquisition types are most common. Others include, but are not limited to, gifts, donations, capital leases, seized/condemned, and forfeited, and may use the DD Form 1354 if there is not sufficient supporting documentation. Refer to DoDI 4165.71 and DoD 7000.14-R FMR Vol 4, Chapter 24, Table A4-1, for additional details on acceptable supporting documentation for various acquisition methods. The installation RPAO will work the higher headquarters point of contact for additional assistance.

1-3.2 GSA Form 1334.

Transfer of property from non-DoD Federal Agencies requires GSA Form 1334, Request for Transfer of Excess Real and Related Personal Property. A DD Form 1354 may still be required to ensure proper accountability and valuation of the asset. RPAO will work with their higher headquarters points of contact for additional assistance as required.

1-4 APPLICABILITY.

This UFC applies to Military Departments and WHS. It applies to all organizations having accountability for real property assets throughout the DoD and their respective DoD Construction Agent (DCA), such as U.S. Army Corps of Engineers (USACE), Naval Facilities Engineering Systems Command (NAVFAC), Air Force Civil Engineer Center (AFCEC), the United States Property and Fiscal Officers (USPFO) of the National Guard Bureau (NGB), and the Pentagon workforce. Host nation-funded construction on DoD-managed property will follow the same procedures outlined in paragraph 2-2.1 for acquisition by construction. DoD Construction Agents are responsible for completing the DD Form 1354 for construction funded by other project sponsors to include Defense agencies and DoD field activities.

1-5 GLOSSARY.

Appendix B contains acronyms, abbreviations, and terms.

1-6 REFERENCES.

Appendix C contains a list of references used in this document. The publication date of the code or standard is not included. Unless otherwise specified, the most recent edition of the referenced publication applies.

CHAPTER 2 PREPARING THE DD FORM 1354

2-1 WHAT IS DD FORM 1354?

DD Form 1354 is an instrument used by Military Services and WHS to document the acceptance and valuation of Real Property assets and the addition of the asset to the Accountable Property System of Record (APSR). This UFC covers the four most commonly used cases for changes to the APSR (new construction, capital improvements, transfer of real property assets between Services and WHS, and inventory adjustments). DD Form 1354 may be used for other acquisition types where appropriate documentation does not exist to accurately document the asset. (See Table 24-2, DoD 7000.14-R FMR, Vol. 4, Chapter 24, for examples of acceptable documentation.) DD Form 1354 is part of the life cycle of real property asset accountability business processes that crosses communities such as planning, programming, construction, contracting, financial management and real estate. It is used to document the cost of preparing an asset for use, which includes documenting demolition changes to the footprint for new construction.

2-2 ACQUISITION TYPES.

Acquisition is the process by which DoD acquires a legal interest in a real property asset and accepts the asset into the inventory of the DoD for the first time. A complete listing of all acquisition methods can be found in the Real Property Information Model (RPIM) at https://extranet.acq.osd.mil/ie/. Acquisition by construction and by lease are two common acquisition types.

• Acquisition by construction: Acceptance of a new real property facility (buildings, structures, or linear structures) into DoD inventory and accountability and valuation resulting in a new “footprint.”

• Acquisition by lease: Acceptance of a real property asset via a contract (leasehold agreement) that conveys a real property asset for a specified period of time for a specified consideration. A leasehold agreement must include the right of possession.

2-3 CAPITAL IMPROVEMENTS/ENHANCEMENTS TO EXISTING

FACILITIES.

Capital improvements/enhancements for real property are often referred to as modifications, modernizations, upgrades, and improvements. A capital improvement is any improvement that increases the useful life, capacity, or size or modifies functionality of an existing asset, regardless of the source of funding or capitalization threshold.

Improvements to real property assets must be capitalized when (1) the improvement increases the asset's useful life by two or more years or increases its capacity or size;

and (2) the cost of the improvement equals or exceeds the capitalization threshold (see DoD 7000.14 FMR Volume 4, Chapter 24, paragraph 2.5 (240205)). Examples of capital improvements include:

• Increasing the useful life by two or more years: Major replacements, renovations, or reconstruction to restore facilities deteriorated through years of use.

• Increasing capacity: Changes in internal structural systems with the intent of increasing usable space. Example: raising the roof on a warehouse to increase cubic feet.

• Increasing size: An addition, expansion, or extension to the building (increasing footprint).

• Modifying functionality: Conversion of facility type (change of category code), as in changing an office to a warehouse; or upgrading architectural elements of a facility that are not failing (for example, upgrading a flat roof to a pitched roof or installing an elevator where none existed).

2-4 INTRA-DOD SERVICES TRANSFERS.

A transfer between Services is a real estate action which changes the accountability for DoD real property and installed equipment to or from one Military Department or WHS to another. In accordance with Section 2696 of Title 10, United States Code (U.S.C.), a transfer between DoD Components occurs in the real property asset’s life cycle when there is a change in accountability of any type (physical, legal, or financial). DoD Components must manage real property by periodically reviewing their real property holdings, both land and facilities, to identify unneeded and underused property eligible for transfer. This transfer shifts accountability between DoD Components but does not culminate in an acquisition or disposal to overall DoD inventory and does not require compensation.

2-5 INVENTORY ADJUSTMENT (FOUND ON SITE)

This acquisition method is the discovery of a real property asset that is not currently included in the inventory or correction of inventory when key elements of the APSR are incorrect. Inventory adjustment is used to document assets missing the original acquisition documentation. Often these assets are considered “found on site.” A “found on site” transaction provides documentation for a real property addition to the real property inventory as a result of a physical inventory discrepancy (the asset is not currently in the inventory). Inventory adjustment is also used for correcting discrepancies from the actual asset characteristics and the real property record (changes in size or category code, often because a previous renovation project was not accurately documented as described in paragraph 2-3).

2-6 VERSIONS OF DD FORM 1354.

The three versions of the DD Form 1354 are:

• Draft

• Interim

• Final

Different acquisition methods typically require a different version of the DD Form 1354.

Table 2-1 summarizes appropriate uses for each version.

Table 2-1 Use of DD Form 1354 by Acquisition Type

Acquisition Type Draft Interim Final

New Construction X X X

Capital Improvement X X X

Transfer Between Services X

Inventory Adjustment X

Roles and responsibilities for completing the various versions of the DD Form 1354 are found in Chapter 3. Instructions for completing the form are found in Chapter 4.

Requirements for supporting documentation are found in Chapter 5.

2-6.1 Draft DD Form 1354.

2-6.1.1 Purpose.

The purpose of the draft DD Form 1354 is to capture the information obtained once funding has been authorized, to request the RPUID(s), and to forecast the changes to the real property inventory. It serves as the baseline between the DCA and the RPAO.

The draft establishes the level of detail and the different components of a project and must be provided by the DCA in accordance with the Services’ guidelines.

2-6.1.2 When to Use the Draft Version.

The draft version of DD Form 1354 is used as a working document for acquisition by construction and capital improvement to existing facilities acquisition methods. It is used to effectively capture information during the design or Request for Proposal (RFP) preparation stage. This information may be updated upon:

• changes in scope.

• changes in cost estimates.

• addition or deletion of RPUID.

2-6.1.3 Included Costs.

The draft may include expected project costs to be capitalized by RPUID and costs such as acquisition; planning and design (P&D) after funding and design approval;

supervision, inspection and overhead (SIOH); and estimated acquisition and/or construction contract costs. Appendix A-2 provides a list of the costs typically included.

This list is part of the Real Property Construction in Progress Requirements (CIPR) document, developed by representatives of the Military Departments, Defense Agencies, and OSAD(EI&E).3

2-6.1.4 Tenant Organizations.

Tenants on DoD installations, who are responsible for the acquisition of a new asset, must submit the elements included on the draft DD Form 1354 to the Installation Management Organization (IMO) Real Property Accountable Officer (RPAO) to facilitate assignment of appropriate facility numbers and RPUIDs.

2-6.2 Interim DD Form 1354.

2-6.2.1 Purpose.

The interim DD Form 1354 allows transfer of accountability from the DCA to the accountable Service or WHS on the placed-in-service date prior to determination of final costs, such as in contract closeout or claims settlement. The interim DD Form 1354 may be used for all acquisition methods or transaction types to include both the Acquisition by Construction and Capital Improvement to Existing Facilities.

2-6.2.2 When to Use the Interim Version.

An interim DD Form 1354, usually based on the latest draft DD Form 1354 iteration, is prepared at the placed-in-service date after substantial completion of construction in preparation for facility acceptance or building occupancy.

2-6.2.3 Included Costs.

The draft DD Form 1354 includes actual project costs to be capitalized as reflected in the CIP account by RPUID. It includes costs such as, but not limited to, P&D, SIOH, and construction contracts. The cost matrix illustrating the types of construction costs to be accumulated in the CIP account is available in the CIPR document. The interim DD Form 1354 includes the Unit of Measure Accountability (UMA) and the Unit of Measure Operational (UMO), where appropriate, quantities by category code(s) for each RPUID.

These costs will support the valuation used for financial reporting.

2-6.2.4 Use of Multiple Interim Forms.

Multiple interim DD Forms 1354 may be required when a construction project contains multiple facilities with different turnover dates, or when a portion of a single large facility or a phase of a multi-phase construction project is placed into service. At this time, all cost information accumulated in the CIP account is transferred to the real property asset account. All additional project costs incurred following the placed-in-service date must be transferred from the CIP account to the real property asset account by RPUID and documented on the final DD Form 1354.

3 CIPR is available online at the OASD(EI&E) library: https://www.acq.osd.mil/eie/bsi/bei_rpa.html.

2-6.2.5 Placed-in-Service Date.

The placed-in-service date will be established on an interim DD Form 1354 and is not to be updated with the final DD Form 1354. If there are multiple interim DD Forms 1354 for a single project, the final DD Form 1354 will include the placed-in-service date from the first interim DD Form 1354. The placed-in-service dates for subsequent interim DD Forms 1354 will be annotated on the final DD Form 1354 in block 28, PROJECT

REMARKS.

2-6.2.6 Box 14 (Sustainability Code).

The sustainability code indicates project achievement of High Performance and Sustainable Building requirements as defined in UFC 1-200-02. See Paragraph 4-1.17 for instructions.

2-6.3 Final DD Form 1354.

2-6.3.1 Acquisition by Construction and Capital Improvement to Existing Facilities.

The final DD Form 1354 must be completed after the final costs for the project are known. The DCA furnishes the final DD Form 1354 to the accountable Service or WHS.

There is only one final project DD Form 1354 even where there are multiple interim DD Forms 1354. The final DD Form 1354 establishes the final costs incurred for each facility in a project. All additional expenses incurred following the placed-in-service date on the interim DD Form 1354 must be transferred from the CIP account to the real property asset account in accordance with DoD 7000.14-R, Vol. 4, Chapter 24, paragraph 2.4.1.2.1. The final DD Form 1354 distributes unallocated costs across the assets as appropriate and marks financial closeout of the CIP account for the project.

This process updates the final valuation cost of the assets.

2-6.3.2 Transfer Between Services and/or WHS.

The final DD Form 1354 (and associated supplemental information) lists all real property assets, and all data/information required as specified in RPAR, to complete the transfer from one Military Service or WHS to another. A carrying memorandum signed by the Deputy Assistant Secretaries of the losing and gaining Services is included with the DD Form 1354 for transfers of real property.

2-6.3.3 Inventory Adjustment.

Undocumented real property assets discovered on site should have a Final DD Form 1354 prepared, with all known information, to initiate the real property inventory record and asset information file which will eventually contain, at a minimum, audit supporting documentation. Due diligence must be performed to locate supporting documentation and document this information on the DD Form 1354. If supporting documentation is not located, an estimated acquisition date can be established, method of acquisition should be Inventory Adjustment (Found on Site), and date should be the date of like or similarly-aged assets on the installation. Additional methods of determining estimated placed-in-service dates are listed in Table A4-3, DoD 7000.14-4-R FMR, Chapter 24, Vol 4. Any other missing information must be determined and recorded. Any cost information must be substantiated in accordance with DoD 7000.14-4-R FMR, Chapter 24, Vol 4.

2-6.3.4 Acquisition by Lease.

Although not detailed in this UFC, the DD Form 1354 can be used for lease acquisitions if there is not sufficient supporting documentation (e.g., lease agreement).

Requirements are similar to those for Transfer Between Services. RPAOs will work with their headquarters POC to ensure complete documentation requirements.

CHAPTER 3 ROLES AND RESPONSIBILITIES

3-1 ROLES.

The following offices/individuals have a role in the DD Form 1354 process:

• DoD Construction Agent (DCA) (NAVFAC, USACE, AFCEC)

• Project Sponsor (PS)

• Installation Management Office (IMO) (e.g., Directorate of Public Works/Facilities Management Office/Base Civil Engineer

(DPW/FMO/BCE))

• IMO Real Property Accountable Officer (RPAO) or approved accepting official

• IMO Realty staff

The above are key participants in the transfer and acceptance process. In some instances, the same person may perform more than one role. Other participants, such as safety and fire inspectors, contracting officers, and construction contractors are not specifically addressed in this UFC, but they may also play a role in the transfer and acceptance process. Table 3-1 shows these roles for the acquisition methods discussed in Chapter 2.

3-1.2 DoD Construction Agent (DCA)

The DCA has primary responsibility for the DD 1354 process for construction and capital improvement acquisitions. The DCA does not have a role in transfers between services or inventory adjustments.

The DCA documents the design/scoping phase by applying the rules in DoD FMR 7000.14-R, Volume 4, Chapter 24, “Real Property,” or Volume 11B, Reimbursable Operations Policy - Working Capital Funds (WCF), as well as specific Service guidance.

DCA actions in paragraphs 3-1.2.1 through 3-1.2.1.3 may be performed by the project manager, construction manager or field office, dependent on the management structure for the specific contract.

3-1.2.1 Management of DD Form(s) 1354.

3-1.2.1.1 Draft and Interim DD Form 1354 Preparation, Facility Inspection and Acceptance.

The DCA will initiate the draft DD Form 1354 when requesting an RPUID and facility number at the beginning of the construction project. The DCA will complete the Interim DD Form 1354s in collaboration with the PS and RPAO and ensure they are signed and furnished to the PS and RPAO. The DCA notifies the PS and RPAO when construction is substantially complete and schedules an inspection (sometimes referred to as the building occupancy inspection or the Red Zone inspection). The DCA, or representative, sets up an acceptance inspection with the contractor, the PS, and the RPAO or designated representative, to review the facility and inspect for quality workmanship prior to signing the interim DD Form 1354, and occupying the facility.

Once the DCA, PS, inspection engineers, RPAO and other approving parties attending the inspection have agreed the construction is acceptable, the DCA accepts the construction from a contractor on behalf of the government using contract procedures.

This is the placed-in-service date recorded in block 7a. The DCA signs the interim DD Form 1354 and provides it and supporting documentation to the RPAO, or approved accepting official, for acceptance into the federal inventory. The DCA must include a copy of contractual deficiencies (“punchlist”) as an enclosure to the Interim DD Form 1354 and reference it in block 27. Government liability starts upon the placed-in-service date of the real property asset. Occupancy of new construction or improvements should not occur prior to the placed-in-service date.

3-1.2.1.2 Post-Acceptance Oversight.

After acceptance of the real property asset, the DCA operates in an oversight capacity to ensure contract deficiencies, if any, are corrected. If a phased project, additional interim DD Forms 1354 may need to be issued. Upon contract completion, the final DD Form 1354 is completed and signed. The DCA’s signature on the final DD Form 1354 indicates all the contract requirements have been met (all invoices have been paid, all claims resolved) and the contract files are ready to be retired. The DCA maintains any required supporting documents per DoD 7000.14-R FMR Vol 4 Chapter 24, Table 24-2.

3-1.2.1.3 Preparation of Final DD Form 1354 and Project Closeout.

The DCA will complete a final DD Form 1354 at the close-out of the project, updating any differences in costs from the interim DD Form 1354 and provide it, along with any additional supporting documentation, to the RPAO. The placed-in-service date does not change with the Final DD Form 1354.

3-1.3 Project Sponsor (PS).

The PS is the DoD Component that establishes the project requirements, priorities, program, and budget. DoD agencies and combatant commands are not authorized to hold real property assets; these assets are held in the real property inventory of the real property accountable Service for the site where the asset is located. DoD agencies and combatant commands must obtain approval from the Military Department that will hold the real property asset in their inventory before approval of the DD Form 1391.

The PS should participate in the acceptance walk-through of the facility, working with the DCA to identify any discrepancies between the contract documents and completed facility (for example, punch list items). The PS is not the accepting organization but is informed of the placed-in-service date (building occupancy) when the DCA accepts the facility from the contractor. The placed-in-service date is the date used to reconcile all costs incurred and accumulated in the CIP account. The PS provides all costs to the DCA, whether incurred by or provided to the DCA, for inclusion in the full cost of the asset prior to the DCA signing the final DD Form 1354 statement of completion (block 24). See DoD 7000.14-R FMR, Vol. 4 Chapter 24, 2.4.1.2.2.

3-1.4 Real Property Accountable Officer (RPAO) or Approved Accepting Official.

The RPAO has been delegated the responsibility by an appropriate authority to ensure individual real property assets are accepted into and accurately accounted for in the real property inventory. RPAO is responsible for custody, records maintenance, and safekeeping of records for all lands and facilities (building, structures, and linear structures) under their purview. The RPAO must ensure documentation is retained in accordance with applicable laws, regulations, and instructions. See Table 5-1.

3-1.4.1 Delivery of RPUID to DCA.

The RPAO or approved accepting official ensures at least one RPUID is provided to the DCA for the draft DD Form 1354, no later than the time both design and funding authorizations are received. All other necessary RPUIDs will be provided to the DCA for completion of acceptance documentation, including interim DD Forms 1354.

3-1.4.2 Recording Construction Project Assets into APSR.

For construction projects, the RPAO, or delegated representative, accepts and accurately records the real property assets into the APSR, as verified by the RPAO signing and dating the interim DD Form 1354 in block 25. The accepted-by date and the placed-in-service date represent different actions in the process and are not usually the same. A copy of the RPAO-signed DD Form 1354 will be provided to the DCA and PS, if required, upon signature. The RPAO must update the real property inventory as needed after receipt of the interim and final DD Form 1354s.

3-1.4.3 Real Property Transfers.

For transfers of real property, the losing MILDEP or WHS RPAO prepares the Transfer DD Form 1354.

3-1.4.4 Assets Found On-Site.

For assets found on site, the RPAO ensures the DD Form 1354 and appropriate supporting documentation are prepared and entered into the real property inventory.

3-1.5 Other Involved Personnel.

The Realty staff is responsible for all real property actions for their assigned properties from the beginning of the acquisition/disposal process through final acceptance/release.

The RPAO will coordinate with the Realty staff to ensure real property transactions are appropriately prepared and executed, and the real property inventory is updated accurately.

The DPW/FMO/BCE directs master planning services, construction, and real property maintenance at the installation and its sites. The individuals performing these tasks within these organizations may be known as the Public Works Officer, Director of Public Works, or the Staff Civil Engineer.

Table 3-1 Roles per Acquisition Method

Acquisition Method Role Primary Actions

Construction and Capital Improvements

Project Sponsor (PS) • Initiates, sponsors, and funds construction project.

• Obtains at least one RPUID from the Installation Management Organization’s RPAO at the start of the project.

• Attends final inspection.

• Acknowledges to DCA that asset meets PS requirements.

• Receives copy of all DD Forms 1354.

• Provides a copy of all auditable supporting documentation to RPAO for its respective portion of the project for which it has financial responsibility.

• Ensures all capitalized project costs incurred by the PS and accumulated in the CIP account are provided to DCA for inclusion in the full cost of the asset.

DCA or Public Works Officer/Engineer (responsibility usually based on construction threshold)

• Ensures at least one RPUID is initially assigned to the project.

• Has primary responsibility for construction.

• Ensures DD Form(s) 1354 is/are prepared and furnished to the RPAO and PS IAW Service directed timeline.

• Notifies PS of substantial construction completion and schedules inspection.

• Verifies acceptable contract performance and receives constructed facilities from contractor on behalf of the government establishing the placed-in-service date.

• Ensures contract deficiencies, if any, are corrected.

• Ensures contract is closed out and retains supporting documents.

Acquisition Method Role Primary Actions

RPAO • Ensures RPUID(s) for the project are provided to the DCA and/or PS upon request.

• Signs the DD Form 1354 on behalf of the accountable organization to accept the RP into the APSR as of the placed-in-service Date IAW Service timeline.

• Ensures data recorded is accurate, complete, and retained in accordance with applicable laws and regulations.

Transfer Between Services

Public Works Officer/ Base Civil Engineer

• Facilitates logistics of transfer.

RPAO of losing installation

• Ensures all required forms, source materials, and transfer documents, along with supporting documentation, are accurately prepared and transmitted for appropriate signature in accordance with applicable laws and regulations.

• Ensures all transfers are accurately recorded in the inventory.

RPAO of gaining installation

• Ensures the forms, source materials, and transfer documents, along with supporting documentation received from the losing installation, are complete and used to accurately place the assets on the inventory and are retained in accordance with applicable laws and regulations.

• Ensures all assets are accurately recorded in the inventory.

Realty staff • Supports RPAO.

Inventory Adjustment (Found on Site)

Public Works Officer/ Base Civil Engineer

• Assists in determining and substantiating the category code and acquisition cost.

RPAO • Ensures DD Form 1354 is prepared and supporting documentation is collected for real property assets found on site.

• Ensures information recorded is accurate, complete, and retained in accordance with applicable laws and regulations.

• Accepts the asset into the real property inventory.

Realty staff • Supports RPAO.

CHAPTER 4 COMPLETING DD FORM 1354

4-1 FORMAT AND INSTRUCTIONS.

This chapter focuses on completing the DD Form 1354 for a military construction (MilCon) project, which is one of the more common uses. In most cases, the data elements will be the same for other acquisition types and capital improvements.

Detailed block-by-block instructions are provided with examples and a description of the source of the information for preparing the DD Form 1354. Associated RPIR or CIPR data elements are also included. Because this form is used for a variety of purposes, not all of the data blocks are required for each usage. When a block is not to be filled out, enter N/A for “not applicable.” There should be no blank data fields except in block 23, ITEM REMARKS, where blanks are allowed.

Most of the information needed for MilCon projects on the DD Form 1354 is originally contained in the DD Form 1391, “FY __ Military Construction Project Data” and the project folder. During the construction process, some of the information may change.

Table 4-1 shows a crosswalk from blocks in the enacted DD Form 1391 to the blocks in the DD Form 1354. The latest DD Form 1391 should be validated by the project designers prior to use in preparing a DD Form 1354. In the absence of a DD Form 1391, a work request often provides similar data needed to complete the DD Form 1354. Reference the latest version of the RPIM available on the OSD Real Property Accountability web site https://www.acq.osd.mil/eie/bsi/bei_rpa.html (right hand navigation bar, located under the Tools heading; Common Access Card required).

Table 4-1 Crosswalk from DD Form 1391 to DD Form 1354

DD Form 1391 DD Form 1354 block Number block Name block Number block Name

3 Installation and Location 6 Real Property Site Unique Identifier/ Site Name/Installation Code/ Installation Name

6 Category code 11 Category Code

7 Project number 3 Project/Job Number

9 Cost estimates

Item 9 Item No.

U/m

15/17 Unit of Measure Accountability (UMA)/Unit of Measure Operational

(UMO)

Quantity 16/18

Total Quantity UM 1/Total Quantity

UM 2

Cost 19 Cost 10 Description of Proposed

Construction 28 Project Remarks

A blank DD Form 1354 is provided as Appendix A. Note the reverse of the form provides a brief description for each block on the form.

Table 4-2 summarizes the narrative information in paragraphs 4-1.1 through 4-1.31. A single example is used for all the example entries to the DD Form 1354 data fields in the narrative portion of this chapter. The example is a Military Construction, Army (MCA) project to construct a new battalion headquarters and classroom, and associated structures and utilities. Although a data element may be a code in the system that is using the data element, it should not be displayed without meaningful text.

Table 4-2 RPIM Data Elements by DD Form 1354 Block

Block Number Block Name RPIM Data Element

PAGE OF PAGES N/A

1 FROM Asset Construction Agent Code Address information

2 DATE PREPARED N/A

3 PROJECT/JOB NUMBER Project Number

4 SERIAL NUMBER (Optional) N/A

5 TO Installation Code Installation Name Installation Reporting Component Code

6 RPSUID/INSTCODE/INSTNAME Real Property Site Unique Identifier Installation Code Installation Name Site Name

7 CONTRACT NUMBER(S) Instrument Number Instrument Amendment Number Project/Work Order Number

7a. RPA PLACED-IN-SERVICE DATE RPA Placed-in-Service Date

8 TRANSACTION DETAILS Acquisition Method Type Code

9 ITEM NO. Asset Configuration Design Use CATCODE Code

Land Acquisition Tract Identifier Asset Configuration Design Use Total

Size Unit of Measure Code

10 FACILITY NO./RPUID Facility Number Real Property Unique Identifier

11 CATCODE Asset Configuration Design Use CATCODE Code

12 CATCODE DESCRIPTION N/A

Block Number Block Name RPIM Data Element

13 CONS TYPE CODE Construction Type Code

14 SUST CODE Facility Sustainability Code

15 UMA RPA Total Unit of Measure Code Asset Configuration Design Use Unit of

Measure Code Site Land Total Area Unit of Measure

Code

16 QUANTITY RPA Total Unit of Measure Quantity Asset Configuration Design Use Size

Quantity Site Land Total Area Quantity

17 UMO N/A

18 QUANTITY N/A

19 COST Acquisition Original Asset Recorded Cost Amount

Project Detail Fund Cost Amount Project Total Fund Cost Amount Acquisition Basic Cost Acquisition Cost to Government Amount Acquisition/Capital Improvement Cost

Amount Facility Total Accumulated Depreciation

Amount Facility Book Value

20 FUND SOURCE Acquisition Fund Source Code Project Detail Fund Code

21 FUND ORG Acquisition Organization Code Project Detail Organization Code

22 RPA INT TYPE CODE RPA Interest Type Code

23 ITEM REMARKS N/A

24 STATEMENT OF COMPLETION N/A

25 ACCEPTED BY N/A

26 PROPERTY VOUCHER NUMBER N/A

27 CONSTRUCTION DEFICIENCIES N/A

28 PROJECT REMARKS N/A

4-1.1 PAGE OF PAGES.

Enter the page number and the total number of pages comprising each DD Form 1354 project or transaction. When two or more pages are required to describe the information required for blocks 1 through 23, complete blocks 24 through 26 only on the first or signature page. Signing officials should initial subsequent or unsigned pages.

4-1.2 1. FROM.

Enter the name of the construction or transfer agent accomplishing the new acquisition, construction, or capital improvement of existing facilities or initiating the transfer of existing real property.

Example: U.S. Army Corps of Engineers Kansas City District Area Engineer

RPIM Data Element: Asset Construction Agent Code Address information (address data elements are those in BEA)

4-1.3 2. DATE PREPARED.

Enter the date the DD Form 1354 is prepared. Use YYYYMMDD format for all dates.

This is the date used to track different editions when revisions are necessary. The form is considered prepared when it is ready for signatures in blocks 24 and 25.

Example: Use 20080715 for date: 15 JUL 2008

RPIM Data Element: N/A

4-1.4 3. PROJECT/JOB NUMBER.

Enter the PS’s project number. Specifically for new MilCon, use the project number assigned on a DD Form 1391. For transfers and inventory adjustments, this field is optional.

Example: DD Form 1391 project number 20027

RPIM Data Element: Project Number

4-1.5 4. SERIAL NUMBER – designed to be used for version control as needed.

This is an optional number that may be assigned to the DD Form 1354 for version control. Each version of the DD Form 1354 for the same project can have a new serial number.

Example: 2008-0001, 2008-0002, where 2008 is the fiscal year and the last four digits are the sequence number.

Note: The Navy uses a serial number like W25G1Q04TU12345, where W25G1Q is the Unit Identification Code (UIC) of the organization in block 1, 04 is the fiscal year, TU is the standard document type, and 12345 is a 5-digit serial number.

RPIM Data Element: N/A

4-1.6 5. TO.

Enter the name of the organization or agency to which the transfer will be made.

Always include the installation code and name of the gaining installation. Installation codes are available from individual Service databases of installations or provided by the gaining installation RPAO.

Example: Directorate of Public Works Fort Riley Installation Code 20605

RPIM Data Elements: Installation Code Installation Name Installation Reporting Component Code

4-1.7 6. RPSUID/SITENAME/INSTCODE/INSTNAME.

Enter the Real Property Site Unique Identifier (RPSUID), site name, installation code, and installation name of the physical location for the real property asset being transferred/accepted.

Example: 5502 Hunter Army Airfield Installation Code 13395 Fort Stewart

RPIM Data Elements: Real Property Site Unique Identifier Installation Code Installation Name Site Name

4-1.8 7. CONTRACT NUMBER(S).

Enter the construction contract number (multiple contract numbers, if applicable) in this block if any project work is performed under a contract. Include the delivery order number in addition to the contract number if the contract could authorize work under different delivery orders that are not related to the project described in the DD Form 1354. For internally executed projects, enter the Work Order Number(s). These are Service-specific number(s) related to the project. For transfers and inventory adjustment (found on site), the field is optional.

Example: DACA31-98-D-0052.

RPIM Data Elements:

or

Instrument Number Instrument Amendment Number Project Number

CIPR Data Element: Work Order Number

4-1.9 7a. RPA PLACED-IN-SERVICE DATE.

This is the date the real property asset (or a portion of the asset) is available and accepted for use by DoD. Complete in accordance with paragraph 3-1.2.1.3 and DoD 7000.14-R FMR Vol. 4, Chapter 24, section 2.4.1.3. The Accepted By date (block 25c) and the placed-in-service date are not usually the same date; the placed-in-service date is typically prior to the signatures on the DD Form 1354. For new construction and capital improvements, the placed-in-service date is the date warranties begin and the government assumes liability for the asset from the contractor.

For transfers between Services, the placed-in-service date is the date the asset was originally constructed to capture the actual age of the facility or asset for depreciation calculations.

For inventory adjustments, the placed-in-service date is the date the asset was acquired or the date the adjustment was made which necessitates the DD Form 1354 (date the renovation or conversion was completed). If the date is unknown, estimate the date and document with an attestation memorandum outlining the process used to research the date and rational for establishing the estimated date. DoD 7000.14-R FMR Vol 4 Chapter 24, paragraph 4.6.5 contains order of precedence for establishing age of an asset, and assumed placed-in-service dates in Table A4-3.

4-1.10 8. TRANSACTION DETAILS.

This block is divided into three subparts:

• Subpart a identifies the type of acquisition for this project.

• Subpart b provides the reason the DD Form 1354 is being issued, in terms of an event. Check only one box.

• Subpart c identifies the version of this DD Form 1354 (draft, interim, or final). Check only one box.

4-1.10.1 8a. TYPE.

Insert an “X” in the appropriate box of Subpart a to indicate whether the transaction involves acceptance of new construction, transfer of existing facilities, capital improvements to existing facilities, or inventory adjustment (found on site). Select the acquisition type for the primary facility. If there are multiple acquisition types (for example, construction and capital improvement), select the acquisition type for the preponderance of the project.

4-1.10.1.1 ACQUISITION _________________.

Fill in the acquisition method. The acquisition method code for construction is CONS;

reference the latest version of RPIM for all other acquisition methods.

4-1.10.1.2 TRANSFER BETWEEN SERVICES.

This denotes transfer of accountability for existing real property asset(s) and includes transfers between WHS and the Services.

4-1.10.1.3 CAPITAL IMPROVEMENT.

This denotes the real property asset size or capacity, useful life, or operating efficiency of an existing real property asset.

4-1.10.1.4 INVENTORY ADJUSTMENT.

This is the discovery of a real property asset not currently included in the real property inventory, or discovery of a change to the asset not accurately listed in the Real Property record.

RPIM Data Element: Project Type Code

4-1.10.2 8b. WHEN/EVENT.

Insert an “X” in the appropriate box of Subpart b to indicate when (in terms of an event) the DD Form 1354 is issued (transfer and acceptance occurs). Check only one box.

4-1.10.2.1 TOTAL ASSET PLACED-IN-SERVICE.

Check when the transfer or acceptance of the whole asset occurs.

RPIM Data Elements: RPA Placed-in-Service Date

Capital Improvement Placed-in-Service Date

4-1.10.2.2 PARTIAL ASSET PLACED-IN-SERVICE.

Check when the transfer or acceptance documented by this interim DD Form 1354 is for only a portion of the project or a phased turnover of one or more facilities in a multiple facilities project. When each phase is placed-in-service, it will have its own interim DD Form 1354.

RPIM Data Elements: RPA Placed-in-Service Date Capital Improvement Placed-in-Service Date

4-1.10.3 8c. VERSION.

Use this to indicate whether the DD Form 1354 is a draft, interim, or final. Check only one box.

4-1.11 9. ITEM NO.

A key step in preparing a DD Form 1354 is identifying the various components or items of the project. Enter a separate line and item number for each new real property asset, facility addition, capital improvement, or deletion, including additions to, or deletions from, utility systems or other previously existing facility records. If there are more item numbers than will fit on a single page, attach the list of additional items as a separate document or spreadsheet (hard copy or electronic).

4-1.11.1 Multiple Use Assets.

If the real property asset has more than one use, identify each with the appropriate facility category code and unit of measure. List these multiple uses such that the multi-purpose facility has one item number and several different lines, one for each category code.

RPIM Data Elements: Asset Configuration Design Use CATCODE Code (may be more than one) – blocks 11 and 12

Asset Configuration Design Use Total Size Unit of Measure Code (may be more than one) – block 15 or 17, as appropriate

If land is purchased as part of the project, show it as a separate line item.

RPIM Data Element: Land Acquisition Tract Identifier (may be more than one) – block 23

4-1.11.2 Demolition.

There are two ways to account for the demolition portion of the project within the footprint of the new construction and to document the reduction of real property:

1. Attach an Authorization for Demolition form (Service-specific form) to the DD Form 1354 to document category codes and quantities of demolished real property. These should be listed separately from constructed/ transferred item numbers.

2. Indicate as additional DD Form 1354 item numbers all demolished real property facility numbers (block 10a.) and category codes (blocks 11 and

12) using negative numbers (shown in parentheses) for units of measure (block 16 or 18, as appropriate), and indicate N/A for costs in block 19.

Disposal cost within the footprint of the project is added into total construction cost of the new facility prompting the demolition. Capture demolition on the interim DD Form 1354 to allow for timely updates to the Real Property record.

4-1.11.3 IBE and EIP Lists.

Separate lists of installed building equipment (IBE) (real property) and equipment in place (EIP) (personal property) may be attached to the DD Form 1354 in accordance with Service guidance.

4-1.12 10a. FACILITY NO.

Enter the facility number assigned to each item number. The facility number is assigned in accordance with the installation’s master numbering plan of the host installation and is unique within the installation. The installation RPAO provides the facility number(s) to the DCA early in the design phase for construction. For capital improvements and transfers between Services, the facility number is already available.

For inventory adjustment (found-on-site) real property assets, the facility number is supplied by the RPAO or delegated representative.

RPIM Data Element: Facility Number

4-1.13 10b. RPUID.

Enter the RPUID assigned to each real property asset provided by the host installation.

The RPUID is a unique non-intelligent code used to permanently identify a real…