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Goal 7.0 SUSTAIN EXCELLENCE IN OPERATING, MAINTAINING, AND RENEWING THE Facility AND INFRASTRUCTURE PORTFOLIO TO MEET LABORATORY NEEDS
Appendix B Volume 2, Self-Evaluation FY2006

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SLAC contact is John Weisend, Conventional and Experimental Facilities Department Head
650-926-5448, weisend@slac.stanford.edu

Summary evaluation

Objective 7.1 – Manage Facilities and Infrastructure in an Efficient and Effective Manner That Optimizes usage and Minimizes Life Cycle Costs

7.1a - SLAC identified a goal of 1.0% for MII in FY06 in the Ten Year Site Plan. The total planned maintenance expenditure stated in the Ten Year Site Plan for FY06 was $8.5m with an RPV of $850m, yielding the 1% goal. The actual expenditure was $9.3m resulting in a improved MII of 1.1% though this is under the SC MII goals of 2.0%.

In the FY2007 – FY2016 TYSP (submitted in June 2005) SLAC set $8.323 million as the target for the FY2006 maintenance budget. In the FY2008 – FY2017 TYSP (submitted in June 2006) the $8.3 million figure was confirmed, with carryover funding included, as the targeted actual spend. The actual maintenance cost for FY2006 was $9.3 million. Using the RPV of $904,804,001 that was current until August, 2006, SLAC’s MII was 1.03%.

SLAC believes that a maintenance expenditure of 2% of RPV, or about $18 million, would have had a significant negative impact on its research program and is not warranted because the Laboratory’s deferred maintenance is only $31 million. A contractor has recently recalculated the RPVs for the nineteen unique site buildings and underground structures (which comprise nearly one-half of the site square footage) and a proposal will be submitted to DOE by end of October 2006 to adjust the RPVs for these high value, low maintenance facilities, for the MII determination, to a value commensurate with the systems and components that require maintenance.

7.1.b DM reduction goal for FY06 is $125k as stated in the Ten Year Site Plan. Our actual DM reduction exceeded this amount as all facilities shops spend two days a month of effort dedicated to DM reduction and credit has been taken for projects that result in DM reduction. We are also doing a better job of tracking DM reduction work.

7.1.c(1) SLAC is achieving an 85% completion rate for scheduled fleet services maintenance and 80% for scheduled HVAC preventative maintenance. Staffing limitations and access restrictions are controlling the performance in this area. We are not currently prioritizing preventive maintenance items in a consistent way. This will be improved next year as part of the CMMS implementation and in FY07 we expect to finish all the highest priority PMs on schedule.

7.1.d SLAC completed all of the energy goals for FY06 that were not contingent on the availability of funding. The complete FY06 Energy Management Report will be submitted by the end of November to the Energy Manger of Office of Science instead of being attached to the Performance Measures as directed by the Energy Manger in September.

Objective 7.2 – Provide Planning for and Acquire the Facilities and Infrastructure Required to Support Future Laboratory programs

7.2.a Effective integrated planning for the acquisition, utilization, maintenance, recapitalization and disposition of real property. The target was 100% of integrated planning milestones identified and agreed to by DOE-SC and SLAC in the areas of deferred maintenance, maintenance plan, FIMS and Rehab and Improvement Cost

Proposed Milestones:

• Identify DM Deficiencies planned for correction by fiscal year for all colors of money: SLI, GPP, direct funded maintenance, indirect funded maintenance, and the SC DM Reduction Initiative.
  • This was done in the TYSP as described in the table which follows.

DM Reduction Program

• The DM in the TYSP was projected to be $29.5 million at FY2006 end, whereas it is in fact $31.1 million. As stated in the TYSP, “It must be emphasized that the annual estimated additions of DM in the table below are very rough, particularly because a third party CAS inspection program is being initiated for OSFs in FY2006 which may result in the identification of more deferred maintenance than expected.” The OSF inspection did indeed result in more DM than expected.
• Identify the maintenance portion of GPP and line item projects that (are?) a combination of improvements and maintenance. This has been done. The Infrastructure Plan lists planned GPP projects for the next 10 years, and those GPPs that will address deferred maintenance are identified. SLAC has only one line item project, SORIP, and its deferred maintenance reduction has been identified.
• Establish a formal system for notifying SSO of the prioritization of all types of facility projects prior to finalizing the projects planned for accomplishment during the current fiscal year and planned for accomplishment during future fiscal years.
• Review all facility project needs to identify criteria for the planned color of money and obtain concurrence from SSO. Projects were identified through the budgetary process and funded accordingly by color of money. The budgetary process consists of collecting project requests from the Directorates, rating the projects using the CAMP process and submitting the list to the SLAC Infrastructure Committee. The SLAC Infrastructure Committee then makes its project recommendations to the Laboratory Director within the funding limits afforded by the Laboratory FY budget plan.
• Submit a draft 2006 TYSP that conforms to HQ Guidance at least one week prior to the date for submission to HQ. The draft was submitted to the SSO for review three business days before the due date for submission to HQ.
• Submit the Integrated Facilities and Infrastructure Budget that conforms to Budget Guidance at least one week prior to the date for submission to HQ.
• Complete annual Condition Assessment Survey (including formal inspection reports with estimates) for all FIMS building and trailer assets scheduled for inspection during FY06. This was done.
• Complete annual Condition Assessment Survey (including formal inspection reports with estimates) for identified FIMS Other Structures and Facilities (OSF) assets scheduled for inspection during FY06. This was done.
• Establish a system for use during FY06 for identification of completed DM to support credible Quarterly Reporting of the amount of DM reduction by color of money. The non-project DM was listed in the CEF Service Request System by item, allowing identification of items as they are completed. The projects which included DM were identified and tracked in the Infrastructure Plan. An Excel spreadsheet was prepared each quarter, beginning with Q2, that summarized remaining and completed (by quarter) DM by asset.
• Perform reconciliation of FIMS data and MARS data acceptable to the CH Service Center based on the FIMS User’s Guide. This was done. FIMS and STARS financial data for capitalized assets are reconciled.

7.2 b The SORI project is within 5% of target for cost and schedule. Cumulative costs to date are $5,130K in accrued and committed funds. The cost (cost and committed funds) target is $5,334K for a percentage of 96% which is within the -5% target for cost. The lower tier milestone targets are expected to be one month late. CD3 was achieved as scheduled. Letter grade is B+.

7.3 c Effective execution of facility and infrastructure projects greater than $250K for FY06. Letter grade is B+.