Policy on Real Property Management

Policy on Real Property Management

PROP - KB0013565

1.  Purpose

This policy describes Fermi National Accelerator Laboratory’s (Fermilab) program for compliant lifecycle management of conventional real property assets.

This policy is not a contract and is not intended to create any obligations on Fermi Forward Discovery Group, LLC (FermiForward). This policy may be terminated or changed by FermiForward at any time, with or without notice.

2.  Scope

This policy applies to the management of all Fermilab conventional real property assets throughout the real property asset lifecycle (planning, acquisition, sustainment, management, operation, disposition).

3. Applicability

This policy applies to FermiForward and all its employees, affiliates/users, and subcontractors. 

4.  Effective Date and Date Reviewed/Updated

This policy went into effect on February 13, 2019, and its update was effective on April 9, 2025.

5.  Policy

The Fermi Forward Discovery Group, LLC (FermiForward) manages conventional real property assets in accordance with the Department of Energy’s contract 89243024CSC000002, using a lifecycle approach intended to maximize every asset’s usefulness as effectively, economically, and environmentally responsibly as possible in support of the FermiForward Science and Research mission. Real property assets are planned / budgeted, acquired, sustained, managed, operated, and dispositioned consistent with requirements set forth in the directives identified in paragraph 8, Authorities.

a.  Planning / Budgeting and Prioritization

Conventional real property asset needs are determined through periodic planning / budgeting and assessment exercises and are prioritized based on several factors including their criticality to the continued success of FermiForward’s science mission. The Fermilab Campus Master Plan (CMP) illustrates the long-term intentions for the lab’s real property portfolio. The Annual Lab Plan (ALP) forecasts five-year real property investments needed to achieve the CMP. The prioritization of all future real property projects is the responsibility of the Senior Leadership Infrastructure Group (SLIG).

b.  Acquisition, Design, and Construction of Improvements

Real property improvements are funded, designed, and constructed following the prioritization developed by the SLIG. All acquisition actions executed FermiForward are completed under the authority of the Chief Financial Officer (CFO) and are carried out on behalf of the Department of Energy (DOE). 

The design of real property improvements follows the planning, prioritization, and acquisition processes. The Infrastructure Services Division (ISD) oversees the design of real property improvements in coordination with FermiForward stakeholders, the SLIG, and the Deputy Director for Projects and Engineering. Real property construction is coordinated by ISD according to applicable regulations, standards, and contracts.

c.  Sustainment

ISD oversees the sustainment (transition to operations, operations, maintenance, and recapitalization) of real property assets with oversight from the Chief Operating Officer (COO), and in coordination with the CFO, Directorates, Divisions, Projects, and the SLIG. Real property assets are operated and maintained in accordance with all applicable environmental, safety, health, and quality requirements. Real property asset sustainment is conducted effectively, economically, and efficiently to maximize and extend the life of assets. ISD Infrastructure Managers oversee and facilitate real property sustainment processes.

d.   Disposition

FermiForward plans and executes facility end-of-life activities in coordination with ongoing campus planning. ISD oversees the disposition of real property assets with oversight from the COO, CFO, and SLIG, and according to applicable regulations, standards, and contracts.

e.   Reporting

Fermilab real property asset acquisition, sustainment, and disposition is tracked and reported using automated data management and reporting tools. The COO oversees and ISD manages real property data and associated inputs to real property data management tools (e.g. Facilities Information Management System – FIMS, Condition Assessment Information System– CAIS).

6. Definitions

Acquisition is the process of gaining ownership or control of real property or of an interest in real property.

Conventional Real Property Assets are real property assets providing functions, services, or utilities essential to enable or support FNAL’s mission and not classified as Programmatic Real Property (reactors, accelerators, and similar facilities or equipment used to accomplish scientific work and  listed in the Facilities Information Management System as “Other Structures and Facilities” under the 3000 series usage codes).

Disposition includes those activities that follow completion of program missions, including but not limited to: stabilization and deactivation; surveillance and maintenance; and decommissioning.

Planning and Budgeting identifies the program’s annual and strategic mission requirements and priorities, and links these to real property asset investments. Real property asset investments must be consistent with program missions, budgets, and planning estimates. Planning identifies cost efficiencies, excess real property assets for disposition, consolidations where practicable, and addresses mission requirements through an appropriate mix of renovation, new construction, and disposal of excess real property. This constitutes multi-year planning for real property.

Real Property is

a.  Any interest in land, together with the improvements, structures, and fixtures located thereon (including prefabricated movable structures, such as Butler-type storage warehouses and Quonset huts, and house trailers with or without undercarriages), and appurtenances thereto, under the control of any Federal agency, except—

i. The public domain;

ii. Lands reserved or dedicated for national forest or national park purposes;

iii. Minerals in lands or portions of lands withdrawn or reserved from the public domain that the Secretary of the Interior determines are suitable for disposition under the public land mining and mineral leasing laws;

iv. Lands withdrawn or reserved from the public domain but not including lands or portions of lands so withdrawn or reserved that the Secretary of the Interior, with the concurrence of the Administrator of General Services, determines are not suitable for return to the public domain for disposition under the general public land laws because such lands are substantially changed in character by improvements or otherwise; and

v. Crops when designated by such agency for disposition by severance and removal from the land.

b. Improvements of any kind, structures, and fixtures under the control of any Federal agency when designated by such agency for disposition without the underlying land (including such as may be located on the public domain, on lands withdrawn or reserved from the public domain, on lands reserved or dedicated for national forest or national park purposes, or on lands that are not owned by the United States) excluding, however, prefabricated movable structures, such as Butler-type storage warehouses and Quonset huts, and house trailers (with or without undercarriages).

c. Standing timber and embedded gravel, sand, or stone under the control of any Federal agency, whether designated by such agency for disposition with the land or by severance and removal from the land, excluding timber felled, and gravel, sand, or stone excavated by or for the Government prior to disposition.

Real Property Asset is a parcel, building, real property trailer, other structure  or facility, or interest acquired by or operated for the benefit of the Department of Energy.

Senior Leadership Infrastructure Group (SLIG) consists of the lab director approved group of senior leaders charged with reviewing, updating, and validating infrastructure needs to support future science and operations at FNAL.

Sustainment is the maintenance, repair, or renovation activities necessary to keep a real property asset in good working order over its useful life.

7. Responsibilities

The Property and Infrastructure Management System Owner is responsible for ensuring consistent laboratory compliance with this policy.

The Senior Director for Infrastructure Services implements and manages changes to this policy by assigning appropriate resources.

8. Authorities

Prime Contract No. 89243024CSC000002

Prime Contract No. 89243024CSC000002, Clause H.44(a) Real Property Asset Management (The clause provides generally that the Contractor shall comply with Departmental requirements and guidance for real property asset management. We interpret this clause to include DOE Order 430.1C Real Property Asset Management as modified from time to time.)

DOE Order 413.3b, “Program and Project Management for the Acquisition Capital Assets”

DOE Order 458.1, “Radiation Protection of the Public and the Environment”

Other applicable regulations, orders, and statutes set forth in the Department of Energy’s contract with Fermi Forward Discovery Group, LLC (FermiForward), 89243024CSC000002

9. Owner

The Senior Director for Infrastructure Services is the owner of this policy.

10. Review Cycle

This policy shall be reviewed every three years.

11.  Communication Plan

The requirements of this policy shall be communicated by the Senior Director for Infrastructure Services to all employees, affiliates/users, and subcontractors. This policy shall be available on the Fermilab policy website. 

Revision History