Survey Manual

308.62.1 – USGS Facilities Investment Review Subcommittee

 

Date: 04/12/19

OPR: Office of Administration

Instruction: This revises Survey Manual (SM) Chapter 308.62.1, dated March 21, 2012. Changes include clarifying the types of investments that require Facilities Investment Review Subcommittee (FIRS) approval, increasing the investment threshold requiring FIRS approval, and changing the composition of the FIRS and length of membership appointments.

 

1.  Purpose.

A.  The purpose of the Facilities Investment Review Subcommittee is to oversee a Capital Planning and Investment Control (CPIC) process for facilities investments at a level below the Bureau Facility Investment Review Board (IRB) threshold. The established processes for both the FIRS and IRB meet Department of the Interior (Interior) CPIC certification standards and comply with the requirements of the Office of Management and Budget, the General Accounting Office's Investment Management framework, and other legislation and regulations that address capital planning and investment issues.

B.  The IRB process ensures that the U.S. Geological Survey (USGS) facility investment portfolio provides the best blend of investments to meet mission and strategic goals, while minimizing risks and maximizing return on investments. To reach this goal, the IRB oversees a comprehensive investment portfolio selection and control process to incorporate benefits and risk criteria linked to mission goals and strategies.

C.  The FIRS process ensures that facilities investments below the Bureau IRB threshold are managed as strategic business resources, supporting efficient and effective program delivery.

 

2.  Roles and Responsibilities.

A.  The FIRS approves facilities projects to be presented to the IRB on new and ongoing construction and capital investments to create and maintain an investment portfolio which best supports the USGS and Interior missions and strategic goals.

B.  The FIRS is responsible for the following activities:

(1)  Identifying facilities investment integration, co-location, and space consolidation opportunities with other elements of USGS and with other Interior Bureaus below the Bureau IRB threshold.

(2)  Developing and maintaining criteria to support pre-selection, selection, control, and evaluation of the facilities investment portfolio that aligns with the USGS and Interior missions, strategic goals, and business priorities.

(3)  Evaluating and approving all acquisitions of space (GSA occupancy agreements, cooperative agreements that provide space to the USGS, interagency agreements, and commercial leases) with a $500,000 or more annual-cost threshold. This applies to both new agreements/leases and to any renewals or replacements of existing agreements.

(4)  Reviewing ongoing projects at the FIRS threshold to ensure that project status, progress, and outlook are satisfactory and consistent with project plans. Identifying deficiencies in project management and monitoring corrective actions.

(5)  Reviewing all facilities investment proposals that are subject to review by the Bureau IRB.

(6)  Reviewing all construction, tenant improvements, and other facilities infrastructure investments, excluding cyclic maintenance, with a life cycle cost above $500,000.

 

3.  Membership.

A.  The FIRS membership is as shown below:

(1)  The current Regional Director (RD) on the Bureau IRB.

(2)  An Associate Director (AD) for a mission area.

(3)  A Deputy AD.

(4)  Two Deputy RDs.

(5)  Two Regional/Senior Management Officers.

(6)  Two field Cost Center Managers.

(7)  The Budget, Planning and Integration Facilities Budget Coordinator.

(8)  The Chief, Office of Management Services (Chair).

(9)  An Office of Management Services staff member (Secretary and non-voting member).

B.  At the discretion of the FIRS, ex-officio members may be named to provide specialized expertise and advice.

 

4.  Term and Appointments. The RD and the AD are to be appointed by the USGS Deputy Director on a 3-year term. For consistency, the terms of these two positions should be staggered by 1 year. The remaining positions will be appointed by the USGS Executive Leadership Team to serve on 3-year terms.

 

5.  Procedures.  Meetings of the FIRS are held at least quarterly to meet Interior CPIC reporting requirements and to support the USGS and Interior budget cycle. The FIRS may meet more frequently subject to the call of the Chair as circumstances warrant. Members may also be represented by a designated alternate and may have a proxy cast their votes. All members are to be voting members except for the Secretary. The FIRS decides on facilities investments and related issues by voting and these decisions are valid up to the $2,000,000 IRB threshold unless otherwise specified. Changes to investments under $2,000,000 do not require reconsideration by the FIRS if the total cost remains under the IRB threshold, the investment is fully funded, and the nature of the investment is not significantly changed. For a vote to occur, a quorum, defined as a simple majority of voting members, must be present. The Office of Management Services will maintain and distribute minutes of proceedings and records of decisions, issue required reports, and otherwise provide staff support for the FIRS.

 

 

/s/ Katherine M. McCulloch                                                                        04/12/19

__________________________________________                                __________________

Katherine M. McCulloch                                                                               Date

Associate Director for Administration