Les Newell, Deputy Director Facilities and Administrative Services Division

1. Les Newell, Deputy Director Facilities and Administrative Services Division HQ Renovation All Hands August 13, 2013

2. Agenda • Welcome— Les Newell, Deputy Director, Facilities and Administrative Services Division • Renovation Update • Eye Street/HQ Relocation Reminders • Arnold Rotruck, Paxton Van Lines • Packing Guidelines • Proper Crate Lifting/Stacking • Paul Raudenbush, Chief, Headquarters Security • Information Security • Classified and SBU Information • Safe Relocation

3. Renovation Safety • NASA employees are not authorized to visit the renovated floor during construction • Safety precautions are required for authorized personnel

4. HQ Renovation Update • New Galley Areas • 3 per floor (West, Center, East) • Keurig Coffee Maker (2) • Microwave (2) • Refrigerator (2) • Ice Maker • Seating Area • Toasters (2)

5. Typical Floor Layout

6. Typical Floor Layout

7. HQ Renovation Update Office Lighting • Individually controlled • Dimmer Switch • Adjust to personal preference • Programmed by office • Infra red Sensor • Activate lighting upon entering • Automatically turn off 15 minutes after exiting

8. HQ Renovation Update Lighting Override Switch • Core lease hours 6am – 6:30pm • Lights blink 10 minutes prior to shut off • After 6:30 pm override switch must be turned on • Luminescent signage above override switch • Lights will remain on for 30 minutes • 30 minute timeframe is a LEED requirement • Locations (north and south) • West • Center • East

9. 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

10. 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

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

12. 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

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

14. Evacuation Procedures • New sound masking and PA system • Sound masking provided throughout the building • Zone controlled and adjustable • Sound masking also functions as the PA system • If an alarm sounds, listen, then act quickly • 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.

15. Evacuation Procedures • Verify your evacuation routes and staging area, regardless of where you are in the building. • If you need assistance evacuating, report to the freight elevator 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.

16. 1201 Emergency Evacuation Staging Area 3rd Floor Staging 4th Floor Staging

17. Evacuation Staging Areas

18. Organization POCs Office of Communications • Patrice Williams (Primary) • Gwen Pitman (Alternate) Office of Evaluation, Office of Strategy Formulation, and Office of Agency Council Staff • Michelle McNair Science Mission Directorate • KarsheilaHenderson (Primary) • Gerald Smith (Alternate) Astrophysics Division • Sheila Gorham Earth Science Division • Diane Johnson

19. Organization POCs • Heliophysics Division • Glenda Butzke • James Webb Telescope Program Office • Carol Reid • Joint Agency Satellite Division • Carol Reid • Planetary Science Division • Jacqueline Mackall • Resource Management Division • Carol Reid • Strategic Integration & Management • Carol Reid

20. Eye Street Location • Swing space located at 1201 Eye Street, NW • Occupancy on the 3rd/4th floor of 1201 • Shuttle service will be provided between Eye Street and HQ • Metro Center and McPherson Square within two blocks • Parking applications must be submitted to Rose Butler • Application available on HQ Renovation webpage: http://fasd.hq.nasa.gov/docs/Central_Parking_Monthly.pdf

21. Shuttle Schedule Departing Eye Street at 7:30 AM Departing HQ at 7:30 AM

22. Move Information • Moving materials will be delivered two weeks prior to move • Crates will be provided on August 20th • Cardboard boxes have been delivered to organizations for early packing • Organization Cabinets • File and Supply Cabinets • Completely emptied • Securely tape key to top of cabinet • Paxton labels must be applied • Overhead Cabinets • Completely emptied • Key left in overhead lock

23. Move Information Office keys • Employees will return keys to the POC in the provided key envelope and complete key issue request card • Key envelope (office keys) • Must be turned into the locksmith the day before the organization telework day • White key request cards for (final/temporary location) must be turned into the locksmith by Friday, August 23rd (or sooner) • Office key distribution will occur within the organization office space and coordinated through the organization POC beginning September 5th

24. Move Guide • Provided to POCs in Move Kit

25. Move Information • Employees MUST be packed & ready to move by 5:00 pm the day before move date - ITCD will pack computer and phone equipment • 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.

26. Key Dates • Delivery of moving crates • Tuesday, August 20th • Individual packing beginning • Tuesday, August 20th (or sooner) • White key request form • Friday, August 23rd • Organization Move/Telework Days • Thursday, September 5th • Astrophysics Division • Resource Management • Science Mission Directorate • Strategic Integration Management

27. Key Dates • Friday, September 6th • Earth Science Division • Joint Agency Satellite Division • Friday, September 6th (Employees temporarily located at GSFC) • Earth Science Division • Heliophysics Division • Planetary Science Division • Saturday, September 7th (Extreme Teleworkers) • Earth Science • Planetary Science • Strategic Integration and Management

28. Key Dates • Saturday, September 7th(Telework, Monday September 9th) • Planetary Science Division • Heliophysics Division • Monday, September 9th (Employees temporarily located at Eye Street) • Earth Science Division • Monday, September 9th (Employees temporary move to 2nd floor) • Office of Communications • Tuesday, September 10th (Employees temporary move to Eye Street) • Agency Council Staff • Office of Evaluation • Office of Strategic Formulation

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

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

31. HQ Renovation Facilities Points of Contact • Project Manager • Brian Smith: brian.s.smith-1@nasa.gov • Assistant Project Manager • John Ferri: john.a.ferri@nasa.gov • Move Coordinators • Malicha Day: malicha.a.day@nasa.gov • Stacey Brock-Watkins: stacey.brock-watkins@nasa.gov • Vera Zislin: vera.zislin@nasa.gov Please visit our website for more information: http://fasd.hq.nasa.gov/bldg_renovate.html

32. Questions

33. External Swing Space Occupants • 1201 Eye Street, NW 3rd Floor • Office of the Chief Health and Medical Officer • Office of Safety and Mission Assurance (Partial) • 1201 Eye Street, NW 4th Floor • Office of Strategic Infrastructure • 1225 Eye Street, NW 12th Floor • Office of the Chief Information Officer