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This section establishes definitions of terms used in this manual and HHS facilities programs. This chapter assists users of the manual in understanding and properly applying certain terminology to the facilities development process. These definitions and all other definitions in this Manual must be read in its entirety and in context with how the term is used in the HHS Facility Program Manual along with any other potentially relevant and applicable laws, regulations, and similar Government-wide requirements.
Also included are definitions from the United States Code (U.S.C.), Federal Real Property Council (FRPC), Federal Acquisition Regulations (FAR), Federal Management Regulations (FMR), General Services Administration Acquisition Manual (GSAM), Construction Management Association of America (CMAA), and the Construction Industry Institute (CII) that are included in this section.
The following terms are defined as they relate to the HHS facilities design, construction, operation, maintenance, occupancy, and disposal and facilities management programs.
2
24/7 carbon pollution-free electricity
Carbon pollution-free electricity procured to match actual electricity consumption on an hourly basis and produced within the same regional grid where the energy is consumed. (Sec. 603(a) of E.O. 14057)
A
Acquisition Planning
As defined by FAR, the process by which the efforts of personnel responsible for an acquisition are coordinated and integrated through a comprehensive plan for fulfilling the agency need in a timely manner and at a reasonable cost. It includes developing the overall strategy for managing the acquisition.
Acquisition Strategy
A business and technical management approach designed to achieve program objectives within resource constraints. It is the framework for planning, directing, contracting for, and managing a program. It provides a master schedule for all activities essential for program success. The acquisition strategy is the basis for formulating functional plans and strategies including the Acquisition Plan (AP).
Adaptation
Adjustment in natural or human systems to a new or changing environment that exploits beneficial opportunities or moderates negative effects.
Agency
In very general terms, an administrative unit of Government.
Alterations
Improvements that consist of any betterment or change to an existing property to allow its use for a different purpose or function. See also the definition of "Improvements".
Architect-Engineer Services
as defined in 40 USC 1102 and the FAR: 1) Professional services of an architectural or engineering nature, as defined by state law, which are required to be performed or approved by a person licensed, registered, or certified to provide such services; 2) Such other professional services of an architectural or engineering nature, or incidental services, which members of the architectural and engineering professions (and individuals in their employ and supervision) may logically or justifiably perform, including studies, investigations, surveying and mapping, tests, evaluations, consultations, comprehensive planning, program management, conceptual designs, plans and specifications, value engineering, construction phase services, soils engineering, drawing reviews, preparation of operating and maintenance manuals, and other related services.
As-Built Drawings
Construction drawings revised to show changes made during the construction process, based on the contract documents (marked-up prints, drawings, and other data) and furnished by the Contractor to the Government. The drawings shall clearly identify that they are the ‘As-Built' drawings.
Authority Having Jurisdiction
The Authority Having Jurisdiction (AHJ) is the entity responsible for determining compliance with applicable codes and standards in design and construction projects, renovation projects and in the maintenance and operation of existing facilities in day-to-day operations. AHJ responsibilities may include any or all the three-step process of interpretation, implementation, and enforcement. Per the NFPA, the AHJ is that person or office charged with enforcing the Life Safety Code. In many states or cities, the AHJ may be the state fire marshal who has local inspectors working on his/her behalf. For most HHS facilities, there is more than one AHJ; each AHJ's approval must be secured. In the event of conflicting AHJ guidance, the most restrictive guidance will apply. For example, the AHJ for a facility may include: the city or state fire marshal, building official (General Services Administration or building owner in the case of leased facilities), The Joint Commission, HHS Operating Division, HHS, and possibility the facilities insurance carrier.
Authority Having Jurisdiction for the Department
The Authority Having Jurisdiction for HHS is Program Support Center (PSC), Real Estate, Logistics, and Operations (RLO). The AHJ is the sole entity within Health and Human Services authorized to issue code interpretations, equivalency determinations, and waivers and variances from the code. Such decisions are binding for all construction projects and existing facilities.
Available Space
The total amount of space that is currently being marketed as available for lease in each period. It includes any space that is available, regardless of whether the space is vacant, occupied, available for sublease, or available at a future date.
B
Back siphonage
Reversed flow of liquid caused by a partial vacuum in the potable water distribution system.
Backflow
The reversal of flow of undesirable (non-potable) liquids, gases, or solids into the distribution piping of the potable water supply. This is created due to the existence of a pressure differential where the pressure on the non-potable side is greater than the pressure on the potable side. There are two different types of backflow: back siphonage and backpressure.
Backflow Preventer (BFP)
A "backflow preventer" shall mean any approved device or assembly or piping arrangement (i.e., air gap) used to prevent backflow into a potable water system.
Backlog Maintenance and Repair
(BMAR) Repair left unaccomplished, put off or delayed (backlogged). If a repair is anticipated in the future, it should not be considered a "need" for condition assessment purposes since it is not needed at the time the assessment is being performed.
Beneficial Occupancy
Beneficial occupancy takes place on the date when part or all the work involved in a construction project is substantially complete and the Government takes possession of the designated space or spaces to use for the purpose intended. Beneficial occupancy also initiates the warranty period and the environmental mitigation identified in the environmental documents. (The use of a project or portion thereof for the purpose intended.)
Best Value
The expected outcome of an acquisition in the Government's estimation that provides the greatest overall benefit in response to the requirement. Best Value procurement is a method of acquisition in which proposals contain both price and qualitative components, and award is based upon a combination of price and qualitative considerations. Qualitative can be further subdivided as to technical design and/or management plan.
Budget Submission
Documentation submitted in the annual budget implementation process to support the real property asset management programs of an OPDIV including Facility Project Approval Agreements, Five Year Timeline, program narratives and performance outcomes. Draft documents are required to support the initial budget submission to the Department in June. Final documents, approved as applicable, are required to support the final budget submission to OMB in September.
Build-Out
Refers to the preparation of space for occupancy including lighting, outlets, partitions, doors, carpet, paint, etc. This could mean either demolition of existing partitions, doors, outlets, etc., and then new interior construction or construction from a shell to meet contract terms.
Build-to-Suit
A term describing a particular property, developed specifically for a certain occupant to occupy, with structural features, systems, or improvement work designed specifically for the needs of the tenant. A build-to-suit can be leased or owned by the tenant. In a leased build-to-suit, a tenant will usually have a long-term lease on the space.
Building and Structures
Physical betterments or improvements, such as facilities, constructed on real property. Buildings and structures are classified as: 1) Permanent facility A building or structure which is: a. Intended for longtime occupancy or use, or b. Designated as the long-term location of an office or activity, or c. Built on a tract of ground and of materials intended for a long life (more than 25 year estimated useful life) 2) Semi-permanent facility - Intended for long-time occupancy but built on a tract of ground and of materials which limit the life expectancy of the structure to less than 25 years.
Building Manager
Building (Facility) manager employed by GSA or a federal agency that has been delegated real property management and operation authority from GSA.
Buildings and Facilities Funding
(B&F funding) An application within the HHS budget request to support Line-Item Projects (construction, improvements, or repairs) or Lump Sum amounts such as Repair and Improvements (R&I), Maintenance and Improvements (M&I), etc.
C
Capital Asset
Land, structures, equipment, and intellectual property used by the Federal Government with an estimated useful life of two years or more.
Carbon pollution-free electricity
Electrical energy produced from resources that generate no carbon emissions, including marine energy, solar, wind, hydrokinetic (including tidal, wave, current, and thermal), geothermal, hydroelectric, nuclear, renewably sourced hydrogen, and electrical energy generation from fossil resources to the extent there is active capture and storage of carbon dioxide emissions that meets EPA requirements. (Sec. 603 (d) of E.O. 14057)
Carpool
A group of two or more people regularly and jointly using a motor vehicle for transportation to and from work on a continuing basis.
Central Business District
The designation of a Central Business District (CBD) and Suburban refer to a particular geographic area within a metropolitan area, describing the level of real estate development found there. A high density, well-organized core within the largest city of a given metropolitan area, characterizes the CBD.
Change of Occupancy Classification
The change in the occupancy classification of a building or portion of a building.
Change of Use
A change in the purpose or level of activity within a building that involves a change in application of the requirements of a code or standard but does not require a change of occupancy classification.
Child-occupied facility
A building, or portion of a building visited regularly by the same child, under 6 years of age, on at least two (2) different days within any week (Sunday through Saturday), provided that each day's visit lasts at least 3 hours, combined weekly visits last at least 6 hours and combined annual visits total at least 60 hours.
Circulation
Two different definition pending if internal or external of the facility: 1) Internal to the facility includes the primary circulation (connects the building core and common spaces (e.g., elevators and exit stairs)) and secondary circulation (aisles between individual spaces (e.g., offices and workstations), and support spaces). 2) External to facility consists of the internal road network, access points, parking facilities, pedestrian and bicycle movement systems, public transportation, and service access flow.
Codes
Any set of standards set forth in regulations, ordinances, or statutory requirements of a local, state, or federal governmental unit relating to building design, construction, maintenance, operation, and occupancy, adopted, administered, enforced for the protection of the public health, safety and welfare, and the environment.
Common Area
The area in a building and on its floors that provides services and circulation to building and floor occupants according to ANSI/BOMA standards.
Common Space
Prorated portion of public space providing services and horizontal circulation to all building occupants (e.g., lobbies, restrooms, elevators, exiting corridors and stairwells, garages, etc.), not including joint use space.
Concept Design
Drawings, sketches and/or graphics showing alternatives used to define a project's scope during the initial programming phase of the project.
Condition Index
As defined by the FRPC, the ratio of BMAR to plant replacement value (PRV) (see also Facility Condition Index), calculated as [(1 $BMAR/$PRV) x 100].
Congressional Reprogramming
The shifting of funds from one object to another within an appropriation. An appropriation for construction is required by 41 U.S.C. 12, so any reprogramming action for construction purposes would be within the building and facilities (B&F) appropriation. Funds may not properly be reprogrammed from a non-B&F appropriation to fund construction. Reprogramming actions do not represent requests for additional funds from the Congress, rather, the reapplication of resources already available. A transfer of funds between appropriations requires specific statutory authority.
Constructed Asset
A constructed asset is built or constructed to unique specifications and is unavailable "off the shelf." The acquisition cost of a constructed asset is the total of all costs of production (equipment, materials, services, supplies, freight, salaries, benefits, overhead, etc.) incurred in the process of designing and building the asset.
Construction
The erection of a building, structure, site improvement, or facility, including the installation of equipment, site preparation, landscaping, associated roads, parking, environmental mitigation, and utilities that provides space not previously available. It includes freestanding structures, additional wings or floors, enclosed courtyards or entryways, and any other means to provide usable program space or infrastructure that did not previously exist (excluding temporary facilities). Construction projects are capitalized in accordance with the accounting principles of the Federal Accounting Standards Advisory Board (FASAB).
Construction and demolition waste and debris
Waste materials and debris generated during construction, renovation, demolition, or dismantling of all structures and buildings and associated infrastructure.
Construction Documents
Scaled, hardline drawings communicating a client's exact requirements for build-out. A construction document package contains full and complete furniture plans, finish plans, telephone/electrical plans, construction/demolition plans, and plumbing, mechanical, structural, and electrical engineering plans.
Construction Management
(as defined by CMAA) A version of the project delivery system that uses a construction manager to facilitate the design and construction of a project by organizing and directing personnel, materials, and equipment to accomplish the purpose of the design. A professional service that applies effective management techniques to the planning, design, and construction of a project from inception to completion for the purpose of controlling time, cost, and quality.
Construction Manager
A firm or business organization with the expertise and resources, who has the responsibilities under contract to the Government for coordination and accomplishment of overall project planning, design, and construction.
Contract
(as defined by FAR) A mutually binding legal relationship obligating the seller to furnish the supplies or services (including construction) and the buyer to pay for them. It includes all types of commitments that obligate the Government to an expenditure of appropriated funds and that, except as otherwise authorized (by the FAR), are in writing. In addition to bilateral instruments, contracts include (but are not limited to) awards and notices of awards; job orders or task letters issued under basic ordering agreements; letter contracts; orders, such as purchase orders, under which the contract becomes effective by written acceptance or performance; and bilateral contract modifications.
Contract Award
The official instrument and notification from the Contracting Officer that the Government has accepted a Contractor's bid or offer.
Contract Documents
Those documents that comprise a contract, e.g., in a construction contract, the Government-Contractor agreement (Standard Form 252, General Provisions and Clauses, Special Contract Requirements, other provisions in the Uniform Contract Format, specifications, plans and/or drawing, all addenda, modifications, and changes thereto, together with any other items stipulated as being specifically included.)
Contract Modification
(as defined by FAR) Any written change in the terms of a contract (see FAR 43.103).
Contracting Officer
The individual with authority to execute contracts on behalf of the Government. This individual is the sole authorized agent in dealing with the Contractor. The Contracting Officer has authority to negotiate and
execute contracts on behalf of the Government and to make changes, amendments, approve payments, terminate contracts, and close out contracts upon satisfactory completion.
Contracting Officer's Representative
(COR as defined by FAR) The Government representative legally designated by the Contracting Officer as the authorized technical representative for administering architect-engineering, construction, and/or service contracts on behalf of the Contracting Officer exclusive of contractual matters. The project manager is not authorized to issue any instructions or directions that effect any increases or decreases in the scope of work or that would result in the increase or decrease of the cost or a change in performance period of the contract.
Contractor
The person, firm, or corporation with whom the Government has executed a contract, that is responsible for performing the work.
Cost-Benefit Analysis
Mechanism to determine the best solution to satisfy facility requirements by exploring and comparing the economics of alternatives such as leasing, constructing a new facility, renovating an existing structure or an addition/alteration option.
Cost Effectiveness Analysis
see cost-benefit analysis.
Cross-Connection
Any physical arrangement whereby a public water system is connected, directly or indirectly, with any other water supply system, sewer, drain, conduit, pool, storage reservoir, plumbing fixture, or other device which contains, or may contain, contaminated water, sewage, or other waste or liquid of unknown or unsafe quality which may be capable of imparting contamination to the public water system because of backflow. Bypass arrangements, jumper connections, removable sections, and swivel or changeover devices through which or because of which, backflow could occur are cross-connections.
D
Decontamination
The process of removing, destroying, or neutralizing toxic, hazardous, or infectious substances that have accumulated on personnel and equipment or located on site.
Deep energy retrofit
Leverages whole building approaches and integrative design to maximizes energy efficiency and emissions reductions. As defined in the E.O. 14057 Implementing Instructions, a deep energy retrofit must reduce annual site energy use intensity by at least 40 percent from a pre-renovation, FY 2019 baseline (FY 2019 represents the most recent year of pre-pandemic levels of facility operations).
Delegation of Authority
The specific, formal deputation, assignment, or commitment of a legal power or right to take certain actions and to make certain decisions having legal significance. Such delegations must be stated in writing by the official authorized to delegate the authority.
Deliverables
Defined in the Statement of Work and could be partial, complete, or a mix of both depending on the stage of the project. 1) In the context of Design: all drawings, specifications, models, etc., prepared by the offeror in response to an awarded contract. 2) In the context of, Construction: the complete project including all the record drawings, conformed specifications, operations, and maintenance manuals delivered by the Contractor required for beneficial occupancy.
Design
(as defined in the FAR) The process of defining the construction requirement (including the functional relationships and technical systems to be used, such as architectural, environmental, structural, electrical, mechanical, and fire protection), producing the technical specifications and drawings, and preparing the construction cost estimate.
Design-Bid-Build
(as defined by FAR) The delivery method where design and construction are sequential and contracted for separately with two contracts and two Contractors.
Design-Build
(as defined by FAR) Design and construction are combined in a single contract with one Contractor.
Design Professional
An individual or firm that is registered by the state board of technical registration to practice to practice architecture, engineering, geology, landscape, land survey or any combination of professions and any person employed by the registered individual or firm.
Design Proposal
A portion of a design-build proposal that contains design factors, usually including function, layout, materials, aesthetics, and specifications. Design proposal falls under the general category of qualitative evaluation factors.
Disability
A physical or mental impairment that substantially limits one or more of the major life activities of such individual (found at 28 CFR § 36.105).
Disposal Agency
An executive agency designated by the Administrator of General Services to dispose of surplus real or personal property.
E
Earned Value Management
Earned value management (EVM) is a management technique that relates resource planning to schedules and to technical cost and schedule requirements. All work is planned, budgeted, and scheduled in time-phased ''planned value'' increments constituting a cost and schedule measurement baseline.
There are two major objectives of an earned value system: to encourage Contractors to use effective internal cost and schedule management control systems; and to permit the Government to be able to rely on timely data produced by those systems for determining product-oriented contract status. For example: As work is performed, it is ''earned'' on the same basis as it was planned, in dollars or other quantifiable units such as labor hours and materials. Planned value compared with earned value measures the dollar volume of work planned versus the equivalent dollar volume of work accomplished.
Earned value compared with the actual cost incurred (from Contractor accounting systems) for the work performed provides an objective measure of planned and actual cost. For firm fixed price, the intent is to compare the original Contractor planned milestones, their start/finish date, planned monthly progress and value to the actual dates and actual percentage completion for the same. A reference for earned value assessment or earned value management is the PMI Project Management Body of Knowledge (PMBOK Guide) and the DoD Earned Value Management System Interpretation Guide.
Easement
An interest in land granted for a specified purpose, such as a highway, utility line, etc.
Enforcement
The act of ensuring that existing buildings are operated and maintained in accordance with the codes and standards to which they were designated, constructed, and accredited.
Equipment
1) Fixed Equipment: Equipment providing shared performance and infrastructure systems per the designed and/or installed standard of care of the facility. Fixed equipment is physically and permanently affixed to the facility and may not be detached without negatively impacting the shared performance and infrastructure systems of the facility. 2) Moveable Equipment: Equipment providing localized performance and infrastructure systems enhancements to the designed and/or installed standard of care of the facility. Moveable equipment may be physically affixed to the facility and may be detached without negatively impacting the shared performance and infrastructure systems of the facility. 3) Special Purpose Equipment: Equipment provided for, or supporting, a specific programmatic need outside of the designed and/or installed standard of care of the facility. Special-purpose equipment is dependent on the performance and infrastructure systems provided by fixed equipment, or moveable equipment, or both.
Equivalency
An alternative means or providing an equal or greater degree of safety than that afforded by strict conformance to prescribed codes and standards, and that represents compliance with the intent of the code or standard. Code Equivalency Determinations may only be issued by the AHJ.
Excess Real Property
Real property under the control of a Federal agency that is not required for the current or future needs of the agency and has been designated for disposal.
Executive Agency
(as defined by FMR) Any executive department or independent establishment in the executive branch of the Government, including any wholly owned Government corporation.
Existing Facility
a facility in existence on any given date, without regard to whether the facility may also be considered newly constructed or altered under this part.
F
Facility
all or any portion of buildings, structures, utility system, sites, complexes, equipment, rolling stock or other conveyances, roads, walks, passageways, parking lots, or other real or personal property, including the site where the building, property, structure, or equipment is located.
Facility Condition Index
The Facility Condition Index (FCI) is a general measure of facility condition at a specific point in time (see also Condition Index).
Facility Manager
see building manager.
Facility Operations and Maintenance Cost
Facility operating cost will include all utilities (electric, gas, water, sewage, cleaning or janitorial costs and roads/grounds expenses etc.), and recurring maintenance and repair cost.
Facility Project Approval Agreement
(FPAA - HHS Form 300) a written agreement between designated OPDIV officials (i.e., Project Manager, Project Director and OPDIV Board Member) and the Department that evidence documenting the OPDIV's commitment to execute a particular project. The FPAA documents the project's scope and description, basis of need, funding source(s), and total cost from all sources. It identifies project schedule milestones, including completion of design, construction, activation, and operational phases.
Facility Project Budget
A summary of all anticipated project costs necessary for a construction, improvement, or repair project to complete planning, design, construction, and activation including equipment and result in a fully operational facility. The source(s) of funding shall be identified in the project's budget. The facility project budget is documented on the HHS Form 300, Facility Project Approval Agreement.
Feasibility Study
A detailed investigation and analysis conducted to determine the financial, economic, technical, environmental, and other advisability of a proposed project.
Federal Acquisition Regulation
(FAR) The basic policy governing federal agency acquisitions. The FAR contains legal requirements, regulations, and policies that bear on contracting. The FAR is available electronically via the internet at https://www.acquisition.gov/browse/index/far.
Federal Agency
(as defined by FMR) Any executive agency or any establishment in the legislative or judicial branch of the Government (except the Senate, the House of Representatives, and the Architect of the Capitol and any activities under that entity's direction). HHS and GSA are examples of Federal Agencies.
Federal Real Property
Any interest in land (together with the improvements, structures, and fixtures located thereon).
Federally Leased Space
Space for which the United States Government has a right of occupancy by virtue of having acquired a leasehold interest.
Federally Owned
"in Federal ownership," and similar terms, as used in this order, do not include properties acquired by agencies because of foreclosure or similar actions and that are held for a period of less than five years.
Fee Proposal for Design Services
A proposal for architectural-engineering (A/E) services to be rendered by the selected A/E in response to a request for proposal (RFP). The fee proposal will be the basis of negotiating a design contract in design-build or design-bid-build delivery projects.
Final Inspection
Final review of the project by the Government to verify satisfactory completion of all contract elements, prior to issuance of the final payment.
Fixed Equipment
See equipment definition.
Full Funding
Appropriations (regular or advanced) as enacted that are sufficient to complete a capital project before any obligations may be incurred. Requests for acquisition of capital assets must propose full funding to cover the full costs of the project or a complete and usable segment of the project, consistent with the policy stated in section 300.6(b) of OMB Circular A11.
Function
The natural or characteristic action performed by a product or service.
Functional replacement value
See plant replacement value.
G
General Contractor
The prime Contractor who is responsible for all the work at a construction site defined within the contract, including that performed by all subcontractors. The government contract is with the prime contractor and not with the subcontractors.
General Provisions
The standard clauses that are used by Government agencies in various types of contracts. Most of these clauses are set forth in FAR 52, and guidance for their use is set forth in the Provision and Clause Matrix in FAR Part 52.301. The term also includes clauses specified in FAR Supplement for agency wide use. FAR 52.102-1 provides that general provisions will be incorporated by reference to the regulations "to the maximum practical extent" rather than by placing the full text of clauses in the contract document.
General Services Administration
(GSA) An independent agency of the United States government established in 1949 to help manage and support the basic functioning of federal agencies.
Greenhouse Gases
Gases that trap heat in the atmosphere.
Gross Area
The total square footage/square meters in a building for all floors from the outside face of exterior walls, disregarding such architectural projections as cornices, buttresses, and roof overhangs. Gross area includes all space used for agency activities, as well as shared use and building amenity spaces. Gross
area also includes major vertical penetrations such as shafts, elevators, stairs, or atrium space. This figure is used in defining construction costs for facilities.
H
Heritage Tourism
The business and practice of attracting and accommodating visitors to a place or area based on especially on the unique or special aspects of that locale's history, landscape (including trail system), and culture.
HHS Division
Refers to HHS Operating Divisions and Staff Divisions.
Highest and Best Use
The most likely use to which a property can be put, which will produce the highest monetary return from the property, promote its maximum value, or serve a public or institutional purpose. The highest and best use determination must be based on the property's economic potential, qualitative values (social and environmental) inherent in the property itself, and other utilization factors controlling or directly affecting land use (e.g., zoning, physical characteristics, private and public uses in the vicinity, neighboring improvements, utility services, access, roads, location, and environmental and historical considerations). Projected highest and best use should not be unlikely, speculative, or conjectural.
Historic Properties
Properties listed on the National Register of Historic Places or determined by the Federal Preservation Officer (in consultation with the cognizant SHPO or THPO) to be eligible for listing on the National Register of Historic Places based on National Register Criteria.
Holding Agency
The HHS Division or Federal Agency that has accountability for the property involved.
Hospital
Building used primarily for furnishing in-patient diagnosis and treatment under physician supervision and having 24-hour-a-day registered graduate nursing services. This category also includes medical laboratories used for routine testing. This category excludes buildings used directly in basic or applied medical research.
Human Resources
Labor, workforce support, and related policies and programs.
I
Implementation
The act of ensuring that the design and construction of new buildings and the operation, repair, renovation, and modification of existing buildings is accomplished in accordance with applicable codes and standards.
Improvements
(Renovations/Alterations) Any betterment or change to an existing property to allow its continued or more efficient use within its designated purpose (Renovation), or for use for a different purpose or function (Alteration). Building improvements also include improvements to or upgrading of primary mechanical, electrical, or other building systems, and site improvements not associated with construction projects. Improvements typically increase the useful life of a facility and are capitalized against the existing property in accordance with the accounting principles of the FASAB.
Inactive
Not currently being used but may have a future need. Includes real property in a caretaker status (closed pending disposal) and closed installations with no assigned current federal mission or function.
Incremental Funding
Incremental funding or partial funding is dollars provided in the appropriations process that are not enough to cover the full cost of the project or a complete and usable segment of the project.
Installation
A separately located and defined area of real property in which HHS exercises a real property interest. The term also applies to portions of installations, facilities, or buildings not owned by HHS but that have been acquired for exclusive use through lease, permit, or other written agreement.
Integrated Pest Management Plan
(IPMP) A planned program incorporating continuous monitoring, education, record-keeping, and communication to prevent pests and disease vectors from causing unacceptable damage to operations, human, property, material, or the environment. IPMP uses targeted, sustainable (effective, economical, environmentally sound) methods including education, habitant modification, biological control, genetic control, cultural control, mechanical control, physical control, regulatory control, and, where necessary, the judicious use of least hazardous pesticides.
Integrated Project Team
(IPT) A multi-disciplinary team established to manage and analyze performance and capability of a project or portfolio of projects in meeting program requirements.
Internal Rate of Return
The compound rate of interest that, when used to discount study period costs and benefits of a project, will make the two equal.
Interpretation
The act of evaluating the intent of code and standard requirements that are unclear, ambiguous, or in conflict with a competing code or standard. Code Interpretations may only be issued by the AHJ.
L
Laboratory
Buildings used directly in basic or applied research and investigation in the sciences (including medicine) and in engineering, such as medical laboratories, meteorological research laboratories, and regulatory laboratories; and buildings used in designing, developing, and testing prototypes, products, and processes for chemistry and physics.
Laboratory Space
Assigned primary space equipped to conduct scientific experiments, tests, investigations, or to manufacture chemicals, medicines, etc.
Laboratory Support Space
Assigned secondary laboratory and related internal circulation space.
Land Purchases
Specifically designated funding in an OPDIV's budget and/or appropriation for the acquisition of land. All acquisitions of land require specific statutory authority, 41 U.S.C. 14. All land acquisitions must be submitted to and approved by the HHS Capital Investment Review Board.
Landholding Division
The HHS Division that has accountability for the property involved. For the purposes of this definition, accountability means that the federal agency reports the real property on its financial statements and inventory records.
Latent Defect
Latent defect is defined in the FAR Subpart 2.1, as "a defect that exists at the time of acceptance but cannot be discovered by a reasonable inspection".
Lease
Specific rights to real property that have been assigned to the Federal Government for a defined period. A federal lease is both a conveyance and contract to possess and use real property for a pre-determined period.
Lease Action
Extension, succeeding, superseding, replacement, or new requirement lease or Occupancy Agreement (OA). Lease actions exclude administrative actions (e.g., billing adjustments; confirmation of the lease commencement date; GSA's administrative OAs that do not require agency signature, such as those that reset rates for GSA-owned space based on appraisal cycles; etc.).
Leased Space
All of the space that has a financial lease obligation. It includes all leased space, regardless of whether the space is currently occupied by a tenant. Leased space also includes space being offered for sublease.
Lessor
One who lets property under a lease.
License
The right to use federal property for non-federal purposes, revocable at the will of the grantor. It does not convey an interest in the property.
Life Cycle Cost
(LCC) The sum of all costs over the useful life of a building, system or product including the costs of design, construction, acquisition, operation, maintenance, repairs, disposal, and salvage (resale) value, if any, using present worth costs. Consistent with 42 USC § 8254 the study period for determining life cycle costs shall not exceed 50 years from beneficial use. For evaluating proposed capital investment projects, the modes of analysis to be used include: 1) Total Life Cycle Costs 2) Net Savings 3) Saving-to-Investment Ratio 4) Discounted Payback Period 5) Internal Rate of Return
M
Maintenance
Upkeep to sustain a property, facility, and/or building system or component in a continuously safe and usable state or condition. Maintenance may include inspection, cleaning, calibration and adjustment, lubrication and replacement of constituent parts, materials and/or sub-assemblies worn, broken, damaged or otherwise comprised. Maintenance includes routine recurring work, which is incidental to everyday operations, as well as preventive work, which is programmed at scheduled intervals, and predictive work, which is indicated by analysis.
Major Renovation
A construction project that results in either a change of occupancy of any space within a building, the modification of an entire occupancy within a building, or a modification or reconfiguration of 50% or more of the total gross square feet of a building.
Management
The safeguarding of the Government's interest in property in an efficient and economical manner consistent with the best business practices.
Market
Geographic boundaries that serve to delineate core areas that are competitive with each other and constitute a generally accepted primary competitive set of areas. Markets are building type specific, and are non-overlapping contiguous geographic designations having a cumulative area that matches the boundaries of the entire Region. Markets can be further subdivided into submarkets.
Master Plan
A set of physical development plans for a specific site. An OPDIV Agency-wide Master Plan (AMP) must include all sites containing facilities in their inventory. Master plans analyze and document overall multiple building designs, their interrelationships and site requirements, including but not limited to: 1) Land use 2) Site development and utility infrastructure 3) Future expansion 4) Landscaping 5) Grading and drainage 6) Pedestrian and vehicular circulation and parking 7) Support services 8) Off-site improvements 9) Environmental impacts
Metrics
Standard performance measurements.
Minor Renovations
Projects necessary to install movable or special-purpose equipment, inclusive of those physical changes directly incident to and required to accommodate these types of equipment. Minor-renovation projects include related design, inspection services and construction management services. Minor-renovation excludes all general improvements, such as alteration of existing laboratories, conversion of existing office space into laboratories, or other structural or physical changes to a facility which are not directly related to the installation of moveable or special-purpose equipment.
Mission Dependency
The value an asset brings to the performance of the mission as determined by the governing agency's mission and strategic plan.
Model Building Codes
Building codes developed and maintained by a standards organization independent of the jurisdiction responsible for enacting the building code. Model building codes are adopted as law by local jurisdictions.
N
Nationally Recognized Standard
Any standard (or modification thereof that) which, has been adopted and promulgated by a nationally recognized standards-producing organization under procedures whereby those interested and affected by it have reached substantial agreement on its adoption, or was formulated through consultation by appropriate federal agencies in a manner that afforded an opportunity for diverse views to be considered.
Net-zero emissions buildings
A building that is designed and operated so that, when connected to a regional electrical grid fully serviced by carbon pollution-free electricity, the scope 1 and 2 GHG emissions from all operational end uses are zero on an annual basis.
Net Savings
The net savings is the time-adjusted savings less time-adjusted costs taken over the study period.
No Commercial Value
real property, including related personal property through an agency's determination, has neither utility nor monetary value.
Non-Regressive Code
When changes or modifications to a code occur, the requirements apply only to new construction and major renovations. The Standard for Health Care Facilities as described in the NFPA 99 is an example of a non-regressive code.
O
Occupancy Agreement
(OA) An agreement with GSA to occupy a space in a GSA-owned or GSA-leased property for a set time, and at a set price.
Occupants
Full-time and part-time employees and resident, office worker contractors permanently assigned to a facility (does not include janitors, security guards, etc.).
Offer
(as defined by FAR) A response to a solicitation that, if accepted, would bind the offeror to perform the resultant contract. Responses to invitations for bids (sealed bidding) are offers called "bids" or "sealed bids"; responses to requests for proposals (negotiation) are offers called "proposals"; however, responses to requests for quotations (simplified acquisition) are "quotations," not offers.
Office Building
Buildings primarily used for office or administrative activities.
Office Space
Primary tenant area where people work in either offices or cubicle space. This includes and is not limited to all internal circulation space, which connects offices and cubicles.
Office Support Space
Support spaces in an office are typically used for secondary activities, which includes such spaces as file storage, reception areas, copy rooms, conference rooms, supply storage, circulation, training rooms,
LAN, or telephone rooms, libraries, break/kitchen rooms, and its associated internal circulation space any similar space assigned to a specific tenant.
OPDIV Facilities Director
The person in each HHS Operating Division, responsible for managing the OPDIV's facilities program.
Operating Division
(OPDIV) Any of the agencies under the Department of Health and Human Services that is responsible for the conception, planning, programming, budgeting, and/or execution of a program(s) and any associated operating functions within its delegated authority.
Owned
The Federal Government has fee simple interest (full ownership including holding title and full legal rights) in the real property.
Owner
The company, entity, or individual that holds title on a given building or property.
P
Partial Funding
See incremental funding.
Partial Occupancy
Occupancy by the Government of a portion of a project prior to final completion.
Performance Specifications
Requirements expressed in terms of an expected outcome or acceptable performance standard.
Persons
Includes HHS (component) employees or Full Time Equivalents (FTEs), U.S. Public Health Service Commissioned Corps, Contractors, inspectors, guest researchers, and research fellows. No distinction is made between part-time and full-time persons, each of whom is counted as a whole number.
Pesticide
Any substance or mixture of substances intended for preventing, destroying, repelling, or mitigating any pest, and any substance or mixture of substances intended for use as a plant regulator, defoliant, or desiccant.
Plans and specifications
drawings, descriptions, criteria drawings, specifications, and other data that stipulate the requirements for construction.
Plant replacement value
(PRV or functional replacement value) The cost of replacing an existing asset at today's standards.
Pre-Project Planning
The process for developing sufficient strategic information through which HHS land-holding OPDIVs can address risk and determine required resources for successful construction projects.
Present Worth
(PW) – The time-equivalent value of past, present, or future cash flows as of the beginning of the base year.
Program Justification Document
(PJD) One of the planning and programming documents that the OPDIV may develop for obtaining approval for the project and its scope, for identifying potential environmental impacts, and for developing a cost estimate for inclusion in the HHS budget. Generally, the PJD includes an Introduction, General Overview, Space and Occupancy Summary, Staffing Summary, and an Executive Summary. To form a Program of Requirements (POR), technical requirements are attached to the PJD.
Program of Requirements
(POR) One of the planning and programming documents that the OPDIV may develop that describes the proposed facility. It includes estimates of design and construction costs, space requirements, environmental requirements, and other program information. The POR can be developed by an A/E firm.
Project Definition Rating Index
(PDRI) A pre-project planning tool developed by the Construction Industry Institute (CII) that measures how completely the project scope has been defined. The PDRI score is required as part of the submission of OPDIV Facility Project Approval Agreements (HHS-300).
Project Manager
(PM) leads, directs, and controls the Government's activities as they relate to the design review of an HHS facility. The PM is the Point of contact for the Government, the PM serves as the Government's authorized representative with respect to communicating and distributing comments to the A/E. The PM holds and chairs design review meetings with OPDIV program and technical staff to evaluate design review comments. The PM determines if the review comments are within the scope of the A/E's contract. If comments are not within the scope, the PM will reject the comments and does not forward them to the A/E.
Public accommodation
a private entity that owns, leases (or leases to), or operates a place of public accommodation.
Public Building
(as defined in 40 U.S.C. 3301) 1) Any building, whether for single or multi-tenant occupancy, and its grounds, approaches, and appurtenances, that is generally suitable for use as office or storage space or both by one or more federal agencies or mixed ownership Government corporations, including federal office buildings, post offices, customhouses, courthouses, appraisers stores, border inspection facilities, warehouses, record centers, relocation facilities, telecommuting centers, similar federal facilities and any other buildings or construction projects that the inclusion of which the President considers to be justified in the public interest. It also includes buildings of this sort that are acquired by the Federal Government under the Administrator of General Services installment-purchase, lease-purchase, and purchase-contract authorities. HHS buildings are considered "Public Buildings" except as noted in paragraph 2 below. 2) "Public building" does not include buildings or construction projects: a. On the public domain (including that reserved for national forests and other purposes); b. On the property of the Government in foreign countries; c. On American Indians and Alaska Native properties held in trust by the United States; d. On lands used in connection with federal programs for agricultural, recreational, and conservation purposes, including research in connection with the programs; e. On or used in connection with river, harbor, flood control, reclamation or power projects, or for chemical manufacturing or development projects, or for nuclear production, research, or development projects; f. On or used in connection with housing and residential projects; g. On military installations including any fort, camp, post, naval training station, airfield, proving ground, military supply depot, military school, or any similar facility of the Department of Defense; h. On Department of Veterans Affairs installations used for hospital or domiciliary purposes. i. That the Exclusion of which the President considers to be justified in the public interest.
Q
Qualification Based Selection
A form of selection based upon qualifications of the offeror for the project followed by negotiations to determine the contract cost.
Quality Assurance
(QA) An integrated system of management activities involving planning, implementation, assessment, reporting, and quality improvement to ensure that a process, item, or service is of the type and quality needed to meet project requirements.
Quality Control
(QC) The overall system of technical activities that measures the attributes and performance of a process, item, or service against defined standards to verify that they meet the stated requirements; operational techniques and activities that are used to fulfill requirements for quality.
Quality Management
Processes required to ensure the project will satisfy the needs and objectives for which it was undertaken, consisting of quality planning, quality assurance, quality control, and quality improvement.
R
Record drawings
The final compiled drawings submitted by a Contractor or subcontractor to show the construction or installation of work as actually completed under the contract.
Regressive Code
When changes or modifications to a code occur, the requirements may apply to new and existing structures and/or equipment. A regressive code is specifically arranged in a manner that details the requirements for compliance for new and existing facilities separately. The NFPA 101 is an example of a regressive code.
Related Personal Property
means any personal property which is an integral part of real property or is related to, designed for, or especially adapted to the functional or productive capacity of the real property and removal of this personal property would significantly diminish the economic value of the real property.
Renewable energy
marine energy or electric energy generated from solar, wind, biomass, landfill gas, ocean (including tidal, wave, current, and thermal), geothermal, municipal solid waste, or new hydroelectric generation capacity achieved from increased efficiency or additions of new capacity at an existing hydroelectric project.
Renewable energy certificate
The technology and environmental (non-energy) attributes that represent proof that 1 megawatt-hour (MWh) of electricity was generated from an eligible renewable energy resource, can be sold separately from the underlying generic electricity with which it is associated.
Renovation
Improvements that consist of any betterments or changes to an existing property to allow its continued or more efficient use within its designated purpose. See also the definition of "Improvements."
Rent
The amounts GSA charges for space and related services to its agencies with tenancy in GSA-controlled space. Rent is capitalized to differentiate it from the "rent" that GSA pays lessors.
Rentable Area
The square footage for which rent is charged. Generally, it is the gross area of the building less the area of all vertical penetrations (elevator shafts, stairwells, mechanical shafts etc.) Rentable area can be measured in many ways, but the most common measurement for office buildings is according to BOMA standards.
Rentable Square Feet
(RSF) Usable and common space for which the tenant is charged rent, including a prorated share of HHS shared space (if any). Note: GSA bills RSF and joint use space separately.
Rental Rates
The annual cost of occupancy for a particular space quoted on a per square foot basis.
Repair
Restoration of a failed or failing primary building system or real property component to a condition that restores its effective use for its designated purpose.
Repair-by-Replacement
Correction of deficiencies in an existing building by replacing the building when it is more advantageous than renovating the building.
Repair needs
The estimated dollar amount necessary to restore a constructed asset to a condition substantially equivalent to the originally intended and designed capacity, efficiency, or capability.
Request for Proposals
(RFP) The document that completely describes the procurement process, forms the basis for proposals, and potentially becomes an element in the contract.
Resilience
The ability to anticipate, prepare for, and adapt to changing conditions and withstand, respond to, and recover rapidly from disruptions.
S
Schematic
Drawings and other documents illustrating the scale and relationship of project components for approval by the Government. In addition, a statement of probable construction cost is included.
Scope 1 GHG
Direct greenhouse gas emissions from sources that are owned or controlled by the agency. Emissions are primarily associated with fuel combustion for (owned) generation of electricity, heat, cooling, or steam; fuel combustion for agency-controlled mobile sources; intentional or unintentional GHG releases, i.e., fugitive emissions; and manufacturing, industrial and laboratory processes energy.
Scope 2 GHG
Indirect greenhouse gas emissions resulting from the generation of electricity, heat, or steam purchased by an agency.
Scope of Work
(sometimes referred to as ‘Scope') Defines the project and states the Government's requirements. The scope of work may include criteria and preliminary design, budget parameters, and schedule or delivery requirements.
Sealed Bid
A prospective Contractor's reply to the solicitation form used for formally advertised procurements.
Shared Space
Prorated portion of HHS-controlled, joint use space available for use by multiple HHS components, for which a prorated cost is included in each component's total assigned space.
Significant Impact
A substantial, or potentially substantial, adverse change in a site/facility by a proposed project that affects the HHS Divisions' ability to accomplish its mission.
Solicitation for Offers
(SFO) See definition for request for proposals per GSAM 570.102.
Space
The area within the confines of buildings and land incidental to their use that is under Federal agency's custody and control.
Special-Purpose Equipment
See equipment definition.
Specifications
A part of contract documents for construction. A written document describing in detail materials to be used, installation requirements, quality of workmanship, and other criteria for acceptable work; usually used in conjunction with construction drawings. Under the Construction Specifications Institute Master Format specifications are comprised of 50 divisions. Specifications can be described as proprietary, performance, prescriptive, or reference specifications.
Staff Division
(STAFFDIV) Any of the agencies under the Department of Health and Human Services where the HHS Office of the Secretary is responsible for the conception, planning, programming, budgeting, and/or
execution of a program(s) and any associated operating functions withing its delegated authority.
Stakeholders
Individuals and organizations who are involved in or may be affected by the undertaking.
Standard of care of a facility
The expected or resulting facility environment that complies with minimum code requirements plus program of requirements specific to the facility.
Standards
Establishes design and performance criteria for HHS facilities.
Statement of Work
The Statement of Work is a document in the acquisition process that describes the work to be performed or the services to be rendered, defines the respective responsibilities of the Government and the Contractor, and provides an objective measure so that both the Government and the Contractor know when the work is complete, and payment is justified. Common elements of the Statement of Work are Background, Project Objectives, Scope of Work, Detailed Technical Requirements, Deliverables, Reporting, Schedule, Special Considerations, and References.
Subcontractor
A person or entity that has a direct contract with the Contractor to perform any of the work at the site.
Submittal
Plans and associated information comprising shop drawings, catalog submittals, etc. Submittals are used to manage project process and to measure progress or demonstrate compliance with drawings and specifications.
Substantial Completion
The time when the contract work is complete to the point that the Government may take over the facility and receive beneficial occupancy for the purpose intended.
Surplus Real Property
Excess real property not required by any federal landholding agency for its needs or the discharge of its responsibilities, as determined by the Administrator of GSA.
Sustainable Design Features
Aspects of the design including material selection, systems, selection, or construction process intended to comply with Federal sustainability requirements or to achieve certification through a third-party sustainability rating system. Sustainable design features support the Department's Mission "to protect the health of all Americans and provide essential human services, especially for those who are least able to help themselves." Contained in the HHS Strategic Sustainability Performance Plan are specific Departmental goals for sustainability.
System for Award Management
(SAM.gov) Web-based, government-wide application that collects, validates, stores, and disseminates business information about the federal government's trading partners in support of the contract awards, grants, and electronic payment processes.
T
Temporary Construction
Construction of temporary buildings required to support extraordinary, urgent, short-term needs
Termination
The unilateral cancellation of a contract by the Government: 1) Convenience (in the best interest of the Government). 2) Default (failure of a Contractor to perform as required).
Turnkey
A variation of design-build project delivery in which one entity is responsible to the Government for design and construction, and designated real estate services that may include project financing and site selection/purchase.
Two-Phase Design-Build Selection Procedures
A selection method in which a limited number of offerors (normally five or fewer) are selected during Phase 1 to submit detailed proposals for Phase Two (see FAR Subpart 36.3).
U
Undertaking
A project, activity, or program funded in whole or in part under direct or indirect jurisdiction, including those carried out by a Federal agency, carried out with Federal financial assistance, or require a Federal permit, license, or approval.
Use Permit
The right of one Government agency to use the property of another agency on a temporary basis. It does not transfer control of the property, but only its temporary use.
Useable Square Feet
(USF) The office and office support space area assigned to a specific tenant including a pro-rata share of any joint use space. The inclusion of joint use space in the USF calculation is the General Service Administration (GSA) standard. The GSA USF and other definitions along with how office spaces are calculated can be found in the GSA National Business Space Assignment Policy (NBSAP). https://www.gsa.gov/real-estate/design-and-construction/spatial-data-management/national-business-space-assignment-policy
Utilization Rate
(UR) The ratio of the total number of occupants to the total USF of office and office support space, or to laboratory, laboratory support and related office space - plus a prorated portion of shared space, if any.
V
Value
1. (as defined for facilities by FRPC) The functional/plant replacement value; the cost of replacing existing facilities. 2. A quantifiable metric used in VE analysis, defined as the ratio of function to cost (Value = Function ÷ Cost).
Value Engineering
(VE) The formal technique by which Contractors may (1) voluntarily suggest methods for maximizing value and share in any resulting savings or (2) be required to establish a program to identify and submit to the Government methods for maximizing value. Value engineering attempts to optimize value by
lowering overall costs, increasing overall function, or through a combination of both. In some cases, value engineering may increase value without reducing cost or may even increase cost. Value engineering is not a means to reduce initial cost without consideration of long-term impacts.
Value Engineering Change Proposal
(VECP) A proposal developed by a construction Contractor under a value engineering clause in its construction contract that typically involves sharing in any resulting savings. VECPs are intended to optimize value by lowering overall costs, increasing overall function, or a combination of both. In some cases, proposals may increase value without reducing cost or may even increase cost.
Value Engineering Proposal
(VEP) As used in this section, a VEP in connection with an A/E design contract, is a proposal for change developed by the A/E design firm, employees of the Federal Government, or a specialized VE consulting firm. The proposal is like the VECP described above and is generally performed on a partially completed facility design. However, it is noted that there is no cost sharing of projected savings during the design phase. In some cases, proposals may increase value without reducing cost or may even increase cost.
Vanpool
A group of at least eight persons using a passenger van or a commuter bus designed to carry ten or more passengers. The vehicle must be used for transportation to and from work in a single daily round trip.
Variance
A condition wherein strict conformance to the code is not achieved and another means utilized that may not be equal to the intent of the code. Code variances may only be issued by the AHJ.
Vector
Organisms that play a role in the transmission of a pathogen/infective agent from one host to another (between humans or from animals to humans).
W
Waiver
A condition wherein the code is not implemented in a particular situation. Code Waivers may only be issued by the AHJ.
Warehouse
Buildings used for storage, covered sheds, and buildings used primarily for storage of vehicles or materials. This category excludes water reservoirs and propane storage tanks, which are storage structures. (Note that HHS warehouses are not used for storing some of the materials described in the FRPC definition. Some typical uses for HHS warehouses include storage of personal property; furniture fixtures and equipment; vehicles and mail distribution. All the HHS warehouses are included within the broader FRPC definition).
Z
Zero-emission vehicle
A vehicle that when operating produces zero tailpipe exhaust emissions of any criteria pollutant (or precursor pollutant) or greenhouse gas
