David Redman, Director Facilities and Administrative Services Division

1. David Redman, Director Facilities and Administrative Services Division HQ Renovation All Hands June 13, 2012

2. Agenda • Welcome— David Redman, Director, Facilities and Administrative Services Division • HQ Relocation Reminders • Move Information • Key Dates • Evacuation Plan • Arnold Rotruck, Paxton Van Lines • Packing Guidelines • Paul Raudenbush, Chief, Headquarters Security • Information Security • Classified and SBU Information • Safe Relocation

3. Organization POCs • Office of the Chief Financial Officer • Jenny Kishiyama, Michelle Shovely (Alternate) • Office of Diversity and Equal Opportunity • Felicia Toney, LaShawn McDuffie (Alternate) • Office of the Inspector General • Diane Strote, Joel Mazelis (Alternate)

4. Move Information • July 12th -14th, 2012, 8th Floor Move to the 5th Floor • Moving materials will be delivered two weeks prior to move • Crates/labels will be provided on June 25th • Organization Cabinets • File and Supply Cabinets • Completely emptied • Securely tape key to top of cabinet • Paxton label must be applied • File pedestals • File pedestals do not have to be emptied and will be moved by Paxton movers • Paxton label must be applied • Key left with employee

5. Move Information • Overhead Cabinets • Completely emptied • Key left in overhead lock • Employees MUST be packed & ready to move by COB • July 11th • Chief Financial Officer • July 12th • Equal Opportunity and Diversity Management • Inspector General • ITCD will pack computer equipment at 5:00 pm the day before the move

6. Move Information • Facilities will update workstation/office numbers for individuals related to renovation moves only. If employees move after their relocation, it is the employees responsibility to update their information. • Office keys • Inspector General keys will remain with employees • Office of Equal Opportunity & Diversity Management, Chief Financial Officer should place keys in provided envelope and return to POC • Complete key request card for 5th floor space

7. Move Guide • Provided to POCs in Move Kit

8. Key Dates • June 25th Delivery of moving crates • June 25th Individual packing • July 6th Vending/Ice Machine removed • July 12th – 13th Organization Telework Day • July 12th – 13th Office of Chief Financial Officer • July 13th Equal Opportunity & Diversity Mgmt., Inspector General • July 12th – 14th Office moves • July 16th Employees report to 5th floor space

9. 5th Floor Internal Swing Space Green: OCFO Yellow: Equal Opportunity & Diversity Orange: OIG

10. HQ Renovation Update • Small Appliance Policy • HQPR 4200.1 • GSA lease requirement • No space heaters, fans, microwaves, refrigerators, coffee makers permitted in office areas • New Galley Areas • 3 per floor • Keurig Coffee Maker • Microwave (2) • Refrigerator (2) • Ice Maker • Seating Area

11. HQ Renovation Update • New task lighting • Existing overhead task lighting will no longer be provided • New fixtures will be provided as part of the renovation • New fixtures required to meet US Green Building Council’s LEED Energy & Atmosphere Prerequisite 2

12. HQ Renovation Update • New sound masking and PA systems • Sound masking provided throughout the building • Zone controlled and adjustable • Sound masking will be utilized as the PA system • GS 15 Employees • 1 row of overheads • (1) 2 drawer Lateral File Cabinet

13. Typical Floor Layout

15. Design Advantages • HVAC wall units will be used properly and help balance the building HVAC system • Reduced “hot” and “cold” spots • Improved air circulation/quality • Increased natural lighting has been proven to increase productivity • Reduce overall energy usage

16. LEED Certification • Piedmont is required to achieve Leadership in Energy and Environmental Design (LEED) Certification • Construction Interiors • Goal is Silver • Requires a partnership between landlord and NASA

17. LEED Certification • NASA can receive LEED points toward certification through the following actions: • Reuse of existing furniture • Provide a thermally comfortable environment that supports the productivity and well-being of occupants • Achieve increasing levels of energy conservation for HVAC beyond the prerequisite standard to reduce environmental impacts associated with excessive energy use

18. Change ManagementPromotions and New Hire - Space Modification Requirements • Space Modification Requests Now Include • Reengineering of Existing Mechanical & Electrical and Data Systems • Reengineering of Existing Life Safety Systems • HVAC system cannot be modified as easily • Additional VAV boxes may need to be installed • Development of Construction Documents • District of Columbia Permitting Application Review and Approval Process

19. Evacuation Procedures • HQ Evacuation procedures remain as they have been, despite renovation work and personnel relocations. • If you are moved to a new area of the building for the renovation, look for the emergency exits and signs and familiarize yourself with your new staging area before an evacuation, so you know where you should report if the alarm sounds. • Verify your evacuation routes and staging area, regardless of where you are in the building. • If an alarm sounds listen, then act quickly

20. Evacuation Procedures • If you need assistance evacuating, report to the galley area on whatever floor you are on. • Once out of the building, do not return until the “all-clear” is given. • Follow directions given by the ICP, Emergency Management, Security, and Building Monitors.

21. Evacuation Staging Areas

22. Packing Guidelines • Packing with the Pax Box System • Build and stack • Legal/Letter/Hanging Files • Stack and pack • Label Placement and Removal

23. Information Security • Classified Information • Sensitive But Unclassified Information • Identifiable markings to indicate sensitive information • SBU Cover Sheet • Burn Bags • Securing Burn Bags • Storage and Pick Up Locations • Safe Relocation Protect Information that Warrants it!

24. Next Steps • Pack and move back to 8th floor – October, 2012 • Targeted All Hands for occupants of floor being renovated • Two weeks prior to leaving the 5th floor • POC meetings with renovation team for updates

25. HQ Renovation Facilities Points of Contact • Project Manager • Brian Smith: brian.s.scott-1@nasa.gov • Assistant Project Manager • Regina Reilly: regina.reilly@nasa.gov • Assistant Project Manager • John Ferri: john.a.ferri@nasa.gov Please visit our website for more information: http://fasd.hq.nasa.gov/bldg_renovate.html

26. Questions