October 16 th , 2019 - PowerPoint Presentation

October 16th, 2019DOE Sustainability Performance Office DOE Sustainability Dashboard Open Line Help Call

UpdatesAvailable on Dashboard:FY 2020 Site Sustainability Plan (SSP) GuidanceWord version of Executive Summary Table and Sustainable Acquisition tablesFY 2020 SSP Guidance Review – Training SlidesComing soon: FAQ on the Dashboard by October 18th EISA 432 Training

FY2019 Reporting ScheduleDate(s) Action/Event March 4, 2019 Dashboard opened for FY 2019 data entry. September 30, 2019 to December 5, 2019 SPO to QA/QC data and work with sites to finalize FY 2019 data for December 6th data entry closing of Dashboard. October 7, 2019 End of year Dashboard facility basic FIMS information update. October 25, 2019 Green Building page locked for data entry until February/March 2020. All updates must be completed before this date. November 15, 2019 Final FY 2019 Federal employee travel data uploaded to Dashboard. November 20, 2019 Preliminary FY 2019 fleet data uploaded to Dashboard. November 22, 2019 FY 2019 Dashboard data and Excluded Buildings Self-Certification are due with appropriate level(s) of approval. If not using the Dashboard approval process be sure to upload a completed Dashboard Data Accuracy Self-Certification. December 6, 2019 FY 2020 SSP narrative and optional Plan Signature Document are due with appropriate level(s) of approval.  Dashboard closes for FY 2020 SSP entry. December 27, 2019 Dashboard snapshot for OMB/CEQ/FEMP annual reporting. February 21, 2020 Final FY 2019 fleet data uploaded to Dashboard.

Reminder: Sustainability reporting (data and plan) for the site level must include:All programs, if you are a multi-program siteThe prime management and operating (M&O) contractorSub-contractorsSite officeKeep in mind, if a multi-location site, the data is split by location while the plan is for all locations. Sustainability Reporting

Sites should forecast 5-10 years out, depending on the dataset available. While we prefer a 10 year projection, we are giving sites the flexibility to provide projections based on their “comfort level” with the data (i.e. energy/water estimates usually more accurate).Projections

Sites should provide design information on new buildings and inventory for the following areas:EISA §438 Stormwater complianceGuiding PrinciplesANSI/ASHRAE/IESNA Standards 90.1If not meeting these or the information is not available, please specify “No” or “N/A”, rather than leaving the response blank. New Buildings/Inventory

Metering and ECM spreadsheets state that you cannot update items marked in red. Please ignore this warning!If you update these columns, just note, “updated by site” in the column’s header.If the spreadsheet does not allow you to edit these columns, you can copy/paste into a new file to edit.Metering/ECMs

Fleet Management Guidance has been provided to the Federal Fleet Managers via email. If you have any questions please contact your respective Federal Fleet Manager. However, if your Federal Fleet Manager has any questions, they may reach out to DOE Fleet Program Manager, Benjamin Robles (benjamin.robles@hq.doe.gov). Fleet Management

Non-fleet Vehicles & Equipment (V&E) is any equipment for which the fuel is not part of fleet/FAST or a building/facility. Examples include:GeneratorsLandscape equipmentHelicopters/ Jets, etc.Non-fleet Vehicles & Equipment

Do any of your sites utilize PSC or FSC codes? If so, would a crosswalk between the two types of codes help with narrowing the scope of what is an "eligible" contract?Please consider letting us know what system you use for tracking contracts, particularly for sustainable acquisition (i.e. SAP, Oracle, etc.).For the SA Progress Table, consider providing the percent of contracts with opportunity for sustainable acquisition. Sites can edit the table or add this to the description in the narrative below the table . Sustainable Acquisition

Feedback is welcome and encouraged! Please contact SPO if there are any issues with the SSP or Dashboard. Send us an email at sustainability@hq.doe.gov or give us a call at (202)-586-8645. Contact us!

Appendix

Introduction & Major ChangesSection Previous Guide Current Guide Executive Summary Sites were allowed to select whether to include the summary table or not, as it was optional. Sites must include the summary table Energy/ Water/ Renewable Energy Management Recommended Charts, Graphs, & Tables Required Charts, Graphs, or Tables Acquisition & Procurement N/A Required new FY 2019 Sustainable Acquisition Progress Table. Sites may use the SSP narrative module in the Dashboard and approve their plan via the completion process or upload a Word or PDF plan with supporting documents as an attachment to the Dashboard’s SSP Module in the Executive Summary category. Selecting ‘status quo’ is no longer an option. Appendices include i tems such as ( see guidance for full list ): Reporting Schedule Executive Summary Table EO 13834/ Statutory Crosswalk / SRIP Targets Sample Charts, Graphs, and Tables Please update the Site-Level Policy Tracker in the Dashboard. Visit the Dashboard Resources Page for additional guidance documents.

SSP Category ChangesExecutive Summary (narrative + table)Sites must include Executive Summary table (see Appendix E or Dashboard) Performance and plans should be quantified whenever possible Fleet section has been grayed out for current year’s performance Fleet data will not be finalized by SSP deadline 12 categories (listed in table below)Performance Status Status Quo will no longer be an option SSP Category name changes ‘Green Buildings’ to ‘Sustainable Buildings’ ‘Organization Resilience’ to ‘Resilience’ 14 SSP Categories Energy Management Water Management Waste Management Fleet Management Clean and Renewable Energy Sustainable Buildings Acquisition and Procurement Measures, Funding, and Training Travel and Commute Fugitives and Refrigerants Electronic Stewardship Resilience

Waste Management:Tracking amount generated rather than divertedProvide the tons of non-hazardous solid waste generated and the percentage of non-hazardous solid waste sent to treatment and disposal facilities, as well as the tons of C&D waste generated.Fleet Management:FAST data will not be finalized by the deadline for the SSP submission. Please provide qualitative descriptions, strategies, and plans for improving fleet management. Sustainable Buildings: Focus on buildings with the greatest cost efficiency gains from meeting the Guiding Principles (GPs) instead of a GSF threshold, as all buildings meeting the GPs will receive credit. SSP Categories - Items to Note

FY 2019 Verification SelectionSites selected for Verification:ASCOST Y-12 Fermi BNL SLAC TJNAF PNNL SPR NREL Ports HQ Please let us know if you have not receive the verification request.

FY2019 FAST Reporting UpdatedDate(s) Action/Event June 1, 2019 to June 30, 2019 Enter EPACT Section 701 waivers and EISA Section 246 fueling center data information. August 1, 2019 to August 31, 2019 OMB Circular A-11 data call for fleet budget submission. October 1, 2019 FAST opens for FY 2019 data entry of actual inventory, disposal, cost, fuel, and mileage along with future acquisition, disposal, and cost projections. October 1, 2019 to November 27, 2019 FAST FY 2019 data is reviewed for inconsistencies by NNSA and DOE’s Federal Fleet Managers. November 28, 2019 to December 16, 2019 FAST FY19 data reviewed by HQ Fleet Program Manager from November 28 - December 16 December 16, 2019 FAST closes for FY 2019 data entry. February 14, 2020 FAST FY 2019 Snapshot for the Dashboard .

Similar to the metering module, due to continued Dashboard reporting issues with this module, please complete the upload template for this module.Several sites have provided updated ECM information in the past. SPO will be emailing a copy, please use this file to provide updates instead of a new template. Heads up, for next week we’ll be reviewing some anomalies in ECM data to watch out for and address. Dashboard Issues: Efficiency & Conservation Measures

Site should focus on buildings with the greatest cost efficiency gains from meeting the Guiding Principles (GPs) instead of a GSF threshold, as all buildings meeting the GPs will receive credit. FIMS is now locked for data entry, but you are still able to review the entries. Be sure to review the “Sustainability” field and ensure for buildings meeting GPs, “Evaluated and meets the guidelines” is selected. If you need to make an adjustment, work with your FIMS lead and inform SPO.The Dashboard collects more information on sustainable buildings to track progress for buildings to validate FIMS entries, project performance based on GP % for building subject to GP but not yet compliant, and recertification. Note, the recertification process and guidance will be provided once CEQ has reviewed GSA’s recommendations. Reporting Advice: Sustainable Buildings

DashboardEnsure Energy Manager information is up to dateBenchmarking (Portfolio Manager)Missing or incorrect US Agency Designated Covered Facility IDMissing or incorrect US Federal Real Property Unique IDCommon error is entering FIMS “Property IDs” instead of FIMS “Real Property Unique IDs” Incomplete site energy use - all 12 months of energy use must be reported along with correct IDs in the correct fields to receive credit for benchmarkingECMs (Template)Must report energy savings for ECMs Must report water savings for ECMs Must report ECM status and/or provide updates If unsure of estimated savings, update status from “verified” to “identified” Identified - Potential measure identified through an evaluation or by site energy manager(s) for which estimates are very rough and a formal proposal for the implementation of the measure has not been put forward. Verified - The identified measure’s sustainability metrics and costs have been checked for accuracy and confirmed. Awarded/Funding Approved - Contract awarded/funding approved and/or construction has begun. Operational - Construction complete and system is operating. Cancelled - Project terminated or dropped. Provide short reason in “Additional Information”. Reporting Advice: EISA 432

Training & Education:Includes organized instructions such as conferences, workshops, seminars, or courses. The cost includes both the training and associated costs (i.e. travel).Reporting Advice: Training & Education

USPS BlueEarth’s Federal Recycling ProgramSimple and free way to recycle electronics! Recycle items such as empty ink cartridges and unwanted small electronics.Optimal for recycling small quantities of electronics.Meets Federal requirements to be a certified recycler. DOE sites, employees, and contractors can submit a form at fedrecycling.com, and accepted electronics can be mailed in for recycling, free of charge! Waste Management

Office of Management and Budget’s definition of contracts:New contracts, including blanket purchase agreementsSolicitations for new contracts Modifications to existing contracts to add sustainable acquisition requirementsTask orders under existing multi-year contractsIndefinite Delivery Indefinite Quantity (IDIQ)Multiple Award ContractsMultiple Award Schedules In addition, small agencies whose contract actions are primarily p-card purchases can review those purchases. Large agencies should not review purchase card purchases.Sustainable Acquisition

Sustainable Acquisition:Required Progress Table (select table for FAR or DEAR clauses)Report the total number of eligible contract actions, total number of contract actions with SA clauses, total eligible contract dollars, and total contract dollars with SA clauses . Calculate the percent of actions and percent of obligations ($) with SA clauses . Sustainable Acquisition   FY 2019 Sustainable Acquisition (SA) Progress   Metric Recycled EE Biobased Multi-Statutory EPP Statutory+ Total Number of Eligible Contract Actions             Number of Contract Actions w/ SA Clauses               Percent of Contract Actions w/ SA Clauses               Total Eligible Contract Dollars ($)               Total Contract Dollars ($) w/ SA Clauses               Percent of Contract Dollars w/ SA Clauses         If FAR clauses are specified in your contracts, please fill out the following table:

Sustainable AcquisitionFY 2019 Sustainable Acquisition (SA) Progress Metric Total Number of Eligible Contract Actions   Number of Contract Actions w/ SA Clauses   Percent of Contract Actions w/ SA Clauses   Total Eligible Contract Dollars ($)   Total Contract Dollars ($) w/ SA Clauses   Percent of Contract Dollars w/ SA Clauses   If DEAR clauses   are specified in your contracts, please fill out the following table : Biobased Product Purchase and Targets (# of actions): FY19: _____; FY20: _____ Providing an estimate for FY20 will assist SPO with setting biobased targets in FY20 , which is required by OMB and CEQ. Biobased Reporting: Regardless of which table is utilized, sites should specify the number of contract actions for biobased product purchases in FY 2019 and estimate the purchases for FY 2020, if available.