Management System Owner: Head, Facilities Engineering Services Section (FESS)
Revision and Date: Revision 2.2 - September 14, 2018
The purpose of the Property and Infrastructure Management System (PIMS) is to effectively and efficiently manage all government-owned real and personal property assets required for operations at Fermi National Accelerator Laboratory (FNAL) in Batavia, Illinois and at the Sanford Underground Research Facility (SURF) in Lead, South Dakota. The Property and Infrastructure Management System consists of a collection of policies, procedures and work instructions that are used to plan, direct, control, coordinate, assure and improve the execution of the elements of the laboratory's property management responsibilities in accordance with DOE Contract No. DE-AC02-07CH11359 (the "Contract") and relevant Department of Energy (DOE) orders and guidance.
Property and Infrastructure Management System defines and oversees a line management responsibility that starts with the Laboratory Directory and extends to the individual technical team members who participate in the Program. The System consists of several, cross-functional business processes that must interface effectively with other management systems. The Head, Facilities Engineering Services Section (FESS), has overall responsibility for establishing and administering the management system
in support of the program.
Comply with PIMS policies, procedures and work
instructions to assure protection, utilization and maintenance of all
government real and personal property.
Annually review, validate, and update Fermilab's real property management system, Facility Infrastructure Database (FID).
The following requirements guide the management of real and personal property in support of Fermilab mission. The Laboratory flows down these requirements to all subcontractors, including to the SURF services contract.
Other DOE orders, regulations, and statutes
FRA and Fermilab policies
FRA Contract Clause Mapping to Management Systems
The Property and Infrastructure Management System is responsible for the establishment, implementation and administration of policies, programs and procedures for cost-effective, risk-based and economical real and personal property management from receipt to final disposition.
4.2 Real Property
Real property management includes management of all fixed assets including land, structures, and buildings through the assets' full life cycle including asset planning and budgeting, acquisition, sustainment, and disposition. All activities are executed in support of the Fermilab mission.
4.3 Personal Property
Personal property management includes management of personal property through the assets' full lifecycle including personal property acquisition assistance (acquisition, receipt), sustainment (storage, issuance, utilization, loans), and disposition (reuse, disposal) in support of the Fermilab mission.
Personal property management at Fermilab is conducted according to the following objectives.
4.3.1 Establish uniform principles, policies, standards and procedures for economical, risk-based (using the graded approach process) and efficient management of personal property.
4.3.2 Operate a program for managing sensitive, equipment, high-risk, precious metals and other accountable personal property.
4.3.3 Operate a program for the re-utilization and/or the timely disposition of personal property.
4.3.4 Utilize methods for continuously improving property management practices through the identification of best practices established by 'best in class' performers.
4.3.5 Use Voluntary Consensus Standards(VCS), such as ASTM International or Industry Leading Practices (ILP), to the greatest degree practical for the management of personal property.
4.3.6 Using a graded approach to risks presented by different types of personal property (accountable, capitalized, high-risk, sensitive, precious metals and administratively controlled including stockroom / stores items) includes additional controls as required.
The following reports are required on an annual basis, in accordance with the contract:
5.1.1 Real Property Reports
The collection of real property data is coordinated by FESS and is provided, in part, by building managers including those managers of leased space at SURF.
5.1.2 Personal Property Reports
The collection of personal property data is coordinated by FESS and is provided, in part, by property custodians including those at SURF.
The Real Property and Personal Property components of the
Property and Infrastructure Management System are reviewed separately by the Department of Energy.
The laboratory does participate in ad hoc reviews by the DOE, IG, GAO, FRA, and other organizations. The FESS Head is responsible for coordinating the responses to any findings from these reviews and audits. All issues are posted, assigned, and tracked through iTrack.
The extension of this management system to Fermilab activities and roles at SURF has been included in the appropriate sections of this document.