DEPARTMENT OF THE ARMY HEADQUARTERS FORT CARSON Fort Carson

DEPARTMENT OF THE ARMY HEADQUARTERS FORT CARSON Fort Carson, CO 80913-4145 2 February 2009 *FC REG 420-14 ASSIGNMENT Facilities Engineering AND UTILIZATION OF BUilDINGS, STRUCTURES, AND FURNISHINGS History. This publication is a major revision. Summary. To establish a uniform system for the assignment, termination, control, utilization, and occupancy of garrison facilities and property for units, directorates, and activities. Applicability. This regulation is applicable to all Department of Defense (DoD) temporary or permanently assigned units, directorates, and activities at Fort Carson utilizing facilities and furnishings. Proponent and exception authority. The proponent of this regulation is the Directorate of Public Works (DPW). The proponent has the authority to approve exceptions or waivers to this regulation that are consistent with controlling law and regulations. Army management control process. This regulation contains management control provisions but does not identify key management controls that must be evaluated. Supplementation. Supplementation of this regulation and the establishment of command and local forms are prohibited without prior approval from DPW, 5050 Tevis St, Fort Carson, CO 80913. Suggested improvements. Users are invited to send comments and suggested improvements on DA Form 2028 (Recommended Changes to Publications and Blank Forms) directly to DPW, 5050 Tevis St, Fort Carson, CO 80913. (IMWE-CAR-PW) FOR THE COMMANDER: COL, FA Garrison Commander A L. D' ector STER Human Resources Distribution. This publication is available in electronic media only. *This regulation supersedes FC Reg 420-14, dated 5 January 1998 T able of Contents Chapter 1 Responsibilities Chapter 2 Procedures Appendix References Glossary 02 02-04 05 06 Fe REG 420-14 * 2 FEBRUARY 2009 UNCLASSIFIED Chapter 1 RESPONSIBILITIES. The Directorate of Public Works (DPW) controls the assignment of all Operations and Maintenance, Army (OMA) funded buildings, structures, and furnishings. See AR 37-49 (Budgeting, Funding, and Reimbursement for Base Operations Support). The DPW, Master Planning Division (MPD) manages occupancy, assignment, utilization, and clearance of space in all other buildings, structures, parking areas, and associated furnishings. Chapter 2 PROCEDURES. a. Units, organizations, and activities requiring initial or additional assignment of space and furnishings, to include temporary or training requirements, will submit a request in memorandum format to the DPW, MPD. b. Requests will be reviewed and signed by regiment, brigade, or group commanders, directors-or equivalent leaders, or their designated representative. Include the following data as appropriate, in each request for space assignment: (1) The amount and type of space requested, inclUding furnishings and the rationale and criteria for such a request. See space utilization criteria for administration and related activities in AR 405-70 (Utilization of Real Property), chapter 2. (2) An explanation of how the space will be utilized. (3) An explanation of the mission requirements for the space and how it is related to the activity's space requirements. A definition of the requirement as new or increase of existing requirements will be identified. (4) A description of how and where the need is currently being met, if applicable. (5) The date the space is needed and the anticipated duration of the requirement. (6) The number and occupation of personnel who will use the space and any applicable shift requirement. (7) A list of required utilities, services, or any special requirements or modifications. (8) The impact of not receiving requested space on personnel working conditions. (9) A list of any specialized equipment proposed for use in the facility, not including assigned furnishings. (10) An identification of any special requirements that may affect the decision on space or assignment. For example, hazardous storage, security requirements, etc. c. The DPW, MPD will review to ensure that the requester has fully justified their need for space; all proposed assignments will be first internally coordinated within DPW to ensure that fire regulations, environmental procedures, and energy conservation guidelines are met. Furthermore, a Force Protection Plan should be included by the requestor based on the utilization after the occupancy of the facility. 2 FC REG 420-14 * 2 FEBRUARY 2009 d. A responsible officer is required to sign for facilities and furnishings. A responsible officer will be a commander or accountable officer, or DoD civilian employee on appointment orders in accordance with (lAW) AR 735-5 (Policies and Procedures for Property Accountability). Units, organizations, or activities not assigned to Fort Carson must meet the requirements to receive facilities and property at the installation level lAW AR 735-5, AR 710-2 (Supply Policy below the National Level) and the regulations listed in the appendix. Once DPW, MPD has approved a building or facility for assignment, the responsible officer of the assigned organization will accept formal responsibility for use of the facility by signing FC Form 647 (Facility Assignment Record), or its automated equivalent for real property and a DA 2062 (Hand Receipt/Annex Number), or its automated equivalent for furnishings. A FC Form 83 (Key Control Register) or its automated equivalent will be utilized for the issue of keys. (1) All facilities occupied by a battalion, directorate level organization, or higher will be assigned to a single responsible officer within that organization, unless an exception is submitted and approved by DPW. Responsible officers may sub-hand receipts facilities to users, who are not required to meet the rank criteria outlined above for responsible officers. In the event of separate units or tenant organizations which do not fall under a directorate, brigade, group, or regiment, DPW will assign facilities directly to a responsible officer within that organization. (2) Facility users must obtain a user identification code by contacting the DPW customer service section, prior to assignment of real property. Responsible officers must meet the requirements to receive facilities and property at the DPW furnishings warehouse lAW AR 735-5 and AR 710-2. (3) Assigned facilities will not be transferred between units, directorates, or activities without prior coordination with DPW. All transfers will be conducted by the DPW, MPD and approved by the DPW. (4) Users agree not to use the space for any purpose other than that for which it is assigned without prior authorization by DPW. (5) The real property building or structure, and installed equipment may not be altered, remodeled, expanded, or removed without an approved work order request, DA Form 4283 (Facility Engineering Work Request). The assigned furnishings will not be altered, relocated, or removed without first coordinating with the DPW, MPD and lAW AR 735-5 and AR 710-2. (6) Upon acceptance of facilities, responsibility for minor maintenance, interior/exterior cleanliness, grounds maintenance, snow removal, and ice control, rests with the responsible officer of the assigned unit. Users will follow DPW instructions for the prevention of winter freeze damage and vandalism. Willful wrongdoing or negligence may result in individuals, units, organizations, or activities paying for losses. Tenants or units occupying a minor portion/space of buildings signed by a major organization will be responsible for their proportionate share of space, common areas, and outside land areas. Emergency and routine repairs beyond unit capabilities will be accomplished by work order through the DPW, service order desk at 526-5345. (7) Individuals and/or units may be charged for repairs resulting from non-fair wear and tear or loss of assigned garrison property. Charges will be made through a Statement of Charges, Cash Collection Voucher, or Financial Liability Investigation of Property Loss, lAW AR 735-5. The responsible officer will initiate the appropriate action prior to repairs or replacement. e. At the time of assignment, DPW personnel and the responsible officer will conduct a real property inventory lAW AR 405-45 (Real Property Inventory Management) and AR 735-5. A record of the facility's condition will be made using the remarks section of FC Form 1685-E (Facility Inspection) and any additional sheets as necessary, or its automated equivalent. A joint property inventory of furnishings be conducted between DPW personnel and the responsible officer and annotated on a DA Form 2062 or its automated equivalent. A joint inventory of all assigned keys will be conducted and annotated on an FC Form 83-E or its automated equivalent. Fe REG 420-14 * 2 FEBRUARY 2009 3 f. Upon termination of occupancy or assignment of property, the responsible officer, who has signed for the facility, property, and/or furnishings will: (1) Notify DPW at least fifteen working days in advance of the date desired to vacate an assigned building and to request an appointment for a pre-clearance inspection and scheduling of the subsequent clearance with a representative from the DPW, MPD. A clearance checklist will be provided along with information for all requirements. (2) The responsible officer will ensure that the space or facility is in a clean and sanitary condition, with no major maintenance deficiencies outstanding, as outlined in the clearance briefing and checklist. If major deficiencies, damages, or losses exist, the responsible officer will provide documented proof that a work request, identifying such deficiencies, has been submitted to DPW for repairs and/or that a Statement of Charges, Cash Collection Voucher, or Financial Liability Investigation of Property Loss, lAW AR 735-5, has been initiated for facility/furnishings damage or losses. (3) When the clearing inspection indicates property damage, or missing equipment or furnishings, obviously not a result of fair wear and tear, DPW will furnish an estimate of damage or replacement so either a Statement of Charges, Cash Collection Voucher, or Financial Liability Investigation of Property Loss lAW AR 735-5 may be completed, as appropriate, by the vacating responsible officer. This action will be accomplished prior to final clearance. This will be processed through the DPW, MPD. (4) Responsible officers must ensure that facilities and garrison property are transferred properly during their tenure. This includes all requests, assignments, transfers, and terminations and that they are processed lAW this regulation and though the DPW, MPD. 4 FC REG 420-14 * 2 FEBRUARY 2009 Appendix References Section I Required Publications AR 37-49 Budgeting, Funding, and Reimbursement AR 405-45 Real Property Inventory Management AR 405-70 Utilization of Real Property AR 420-1 Army Facilities Management AR 710-2 Supply Policy below the National Level AR 735-5 Policies and Procedures for Property Accountability CTA 50-909 Field and Garrison Furnishings and Equipment Section II Related Publications This section contains no entries. Section III Prescribed Forms DA 2062 Hand Receipt/Annex for Base Operations Support Number DA Form 4283 Facility Engineering Work Request FC Form 83-E Key Control Register FC Form 647-E Facility Assignment Record FC REG 420-14 * 2 FEBRUARY 2009 5 Glossary Section I Abbreviations AR Army Regulation CO Colorado DA Department of the Army DoD Department of Defense DPW Directorate of Public Works FC Fort Carson lAW In Accordance With MPD Master Planning Division OMA Operations and Maintenance, Army St Street Section II Terms This section contains no entries Section III Special Abbreviations and Terms This section contains no entries. 6 FC REG 420-14 * 2 FEBRUARY 2009