1.1.17 Facilities Management and Security Services

Manual Transmittal

September 27, 2018

Purpose

(1) This transmits revised IRM 1.1.17, Facilities Management and Security Services.

Background

On December 10, 2017, Agency-Wide Shared Services (AWSS) became Facilities Management and Security Services (FMSS).

This section contains the functional statements and responsibilities of the offices within FMSS.

Material Changes

(1) Since the last revision of this Internal Revenue Manual (IRM), Agency-Wide Shared Services (AWSS) has undergone several reorganizations. These are reflected in the IRM and include:

  1. Elimination of the Office of Administrative Services, Office of Strategy and Finance, Embedded EEO and Diversity, and Special Projects Office.

  2. Creation and elimination of the Office of Strategic Planning and Controls and Technology and Investments Strategy.

  3. Realignment of EEO and Diversity Field Services to Equity, Diversity and Inclusion (EDI), reporting to the Deputy Commissioner of Operations Support (DCOS).

  4. Dissolution of Employee Support Services, with Payroll and Personnel Systems as well as the Senior Commissioner’s Representative - Continuity of Operations realigning to the Human Capital Officer (HCO) Travel Services and Credit Card Services Branches realigning to the Chief Financial Officer (CFO).

  5. Realignment of Procurement to the DCOS.

  6. Realignment of Physical Security and Emergency Preparedness and Real Estate and Facilities Management into the combined FMSS.

  7. Realignment of Real Estate and Facilities Management Records and Information Management to Privacy, Governmental Liaison and Disclosure (PGLD).

  8. Renaming of AWSS to FMSS and realignment of various branches within FMSS.

Effect on Other Documents

This IRM supersedes IRM 1.1.17 dated July 26, 2010.

Audience

Servicewide

Effective Date

(09-27-2018)

Richard L. Rodriguez
Chief
Facilities Management and Security Services

Facilities Management and Security Services (FMSS)

  1. The mission of FMSS is to be a strategic partner with our IRS customers, delivering a safe, secure and optimal work environment that promotes effective tax administration.

  2. To accomplish the mission, FMSS:

    1. formulates short and long-range program policies, strategies and objectives for FMSS services to implement the overall IRS support strategy and vision.

    2. designs and develops administrative service programs for all internal IRS organizations.

    3. directs activities to build partnerships with internal stakeholders.

    4. coordinates with other top-level IRS executives to address cross-functional issues, develop strategies, ensure consistency of approach and meet customer needs.

    5. ensures that the IRS management and employees are provided with standards and processes to protect lives, property, assets and information.

    6. ensures alignment and compatibility of real estate actions within the IRS strategic plans and FMSS Business Plan.

    7. administers the IRS rent budget.

    8. formulates, executes and monitors the FMSS financial plan.

    9. manages energy utilization/conservation efforts.

    10. develops and monitors business measurements that integrate budget and performance to balance the level of service with the level of available resources.

    11. develops strategies for improving functional service delivery, customer satisfaction and employee satisfaction.

    12. ensures best practices are implemented throughout the function.

    13. develops and maintains external contacts, including General Services Administration (GSA), National Treasury Employees Union (NTEU), Federal Protective Services (FPS), Department of Homeland Security (DHS) and other professional facilities organizations.

  3. FMSS supports the IRS by managing resources that enable business processes. FMSS has specific objectives to facilitate the IRS mission. Those objectives are:

    1. Being an employee-valued organization

    2. Providing a seamless customer experience

    3. Enhancing strategic partnerships

    4. Streamlining processes to create business efficiencies

    5. Providing a safe and secure work environment for IRS employees

  4. The Chief, FMSS reports to the DCOS and is responsible for providing facilities and physical security for the IRS, through these organizations:

    1. Design & Strategic Campus Planning

    2. Operations East, Mid-Atlantic & West

    3. Project Management

    4. Real Property Management

    5. Security Policy

  5. These organizations provide Servicewide program development and direction for all FMSS products and business lines, including:

    1. Building and energy management

    2. Delegated leaseholder activities

    3. Design, engineering and architectural services

    4. Document destruction services

    5. Environmental services

    6. Forms distribution

    7. Environmental, health and safety services

    8. Logistics contract management

    9. Mail and postal meter contract management

    10. Motor vehicle program management

    11. Office supply contract management

    12. Personal property asset management

    13. Pocket commission management

    14. Project management and execution

    15. Real estate strategy and portfolio management

    16. Security planning and assessment

    17. SmartID and access control

    18. Space management

Chief of Staff

  1. The Chief of Staff reports to the Chief, FMSS.

  2. The Chief of Staff:

    1. conducts streamlining and process improvement studies within FMSS and researches opportunities to improve business practices.

    2. links the FMSS Business Plan with the FMSS and IRS Strategic Plans and ensures its implementation and success.

    3. identifies and coordinates FMSS special projects to target the specific needs of FMSS customers.

    4. conducts liaison activities with IRS internal organizations providing services to FMSS for human resource management and communication needs.

    5. has oversight for developing the FMSS Strategic Plan as it relates to the IRS Strategic Plan, outlining strategic goals that provide a roadmap to achieve the FMSS mission and vision.

Deputy Chief

  1. The Deputy Chief, FMSS manages the Associate Director(s) (AD):

    1. Associate Director, Design and Strategic Campus Planning

    2. Associate Director, Operations East

    3. Associate Director, Operations Mid-Atlantic

    4. Associate Director, Operations West

    5. Associate Director, Project Management

    6. Associate Director, Real Property Management

    7. Associate Director, Security Policy

  2. The AD:

    1. ensures programs within their control function properly and provide the necessary services to meet customer needs.

    2. manages FMSS Headquarters (HQ) Program Managers.

    3. manages FMSS Territory Managers (TM) responsible for field operations.

Design and Strategic Campus Planning (DSCP)

  1. DSCP manages key program areas for FMSS that potentially affect every IRS employee. They provide facilities-related guidance and support for the entire IRS inventory including managing operations for approximately 6.3 million square feet of space at delegated facilities.

  2. The DSCP staff:

    1. oversees the Computer-Aided Design (CAD) program for viewing/modifying facility floor plans and linking CAD drawings to Graphic Database Interface (GDI).

    2. maintains workplace safety and protects the environment from potential impact by IRS facilities and operations.

    3. manages facility energy usage through awareness, operational efficiency and conservation, and fulfills federal reporting requirements.

    4. manages the fleet of GSA vehicles for the IRS.

    5. oversees building management functions at the facilities where IRS has delegated authority for operations and maintenance by GSA.

    6. manages projects and long-term planning at IRS campus locations and major facilities.

    7. provides architectural and engineering design, evaluation, and consultation support services.

  3. For specific policy information, see:

    1. IRM 1.14.5, Occupational Health and Safety Program

    2. IRM 1.14.7, Motor Vehicle Fleet Management Program

    3. IRM 1.14.12, IRS Environmental Compliance Program

Operations

  1. The mission of the FMSS Operations is to implement the policies established by FMSS HQ organizations through their day-to-day activities and provide services to all IRS employees.

  2. Operations consists of HQ and Field functions. The HQ staff includes the AD and staff assistants in Operations East, Mid-Atlantic and West, reporting to the FMSS Deputy Chief. The Field staff includes the TM, their Section Chiefs and support staff reporting to the Operations AD in HQ.

  3. Operations East includes the Andover, Atlanta, Brookhaven, Covington and Memphis territories.

  4. Operations Mid-Atlantic includes the New Carrollton, Washington DC territories and the Centralized Services Section (CSS).

  5. Operations West includes the Austin, Fresno, Kansas City, Oakland and Ogden territories.

  6. The Operations staff:

    1. provides review and oversight, plans, organizes, coordinates and directs a comprehensive facilities management and security services program that includes space planning and design, building and maintenance management, safety, security, property management, mail management, warehousing and supply programs in conjunction with the FMSS HQ office.

    2. works with the Chief and Deputy Chief, FMSS to develop and assign goals for territory managers, reviews, approves multi-year program plans developed by the territories and manages development and implementation of policy changes.

    3. manages business improvements, processes and systems in support of their customers.

    4. formulates, executes and monitors facilities management support funds in conjunction with the Chief, FMSS.

    5. works with the GSA and DHS officials as well as other agencies to resolve FMSS issues affecting service delivery.

    6. coordinates workload demands among assigned field FMSS territories to ensure equitable service delivery to customers.

    7. conducts capacity requirement and workload analysis for field FMSS territories in their areas.

    8. ensures best-in-class services at an acceptable cost to all customer segments and a solid business approach for the FMSS operations.

    9. ensures timely execution of program activities, determining appropriate program emphasis to achieve goals, managing territory resources, ensuring proper application of IRS and government-wide policies and regulations and maintaining uniform standards.

    10. ensures successful integration and communication between field FMSS territories and the Business Unit (BU) for those areas assigned.

    11. supervises and is responsible for the activities of each TM.

  7. The TM:

    1. serves as principal advisor to executives and operating line managers, ensuring that all FMSS requirements are fully met and integrated into the overall management of the organizations served.

    2. establishes FMSS program objectives, ensures timely execution of program activities, determines appropriate program emphasis to achieve goals, manages territory resources, and ensures proper application of IRS and government-wide policies and regulations.

    3. prepares short and long-range work plans, budgets, goals and objectives.

    4. serves as a local point of contact for all BU serviced by their territory.

    5. supervises and is responsible for the activities of sections dedicated to delivering assigned programs to customers.

    6. protects IRS employees, visitors, facilities, critical business operations and assets.

Project Management

  1. Project Management:

    1. provides FMSS oversight, direction, and technical support for the execution and operation of real estate projects and programs as well as logistics programs.

    2. provides centralized support in cross-functional services by working with Subject Matter Experts (SME) to ensure the Internal Management Documents (IMD) (IRM, Policy Statements, Delegation Orders (DO), etc.) are aligned and current.

  2. The Project Management staff:

    1. establishes and communicates procedures for IRS real estate project delivery.

    2. evaluates and processes BU requirements for all real estate projects.

    3. oversees customer satisfaction for space projects.

    4. manages program responsibilities for furniture acquisition, partners with IRS Procurement, and monitors the national chair and file cabinet contracts.

    5. manages program responsibility for the Furniture Refreshment Strategy (FRS).

    6. develops and maintains the National Workspace Standards (NWS) and Taxpayer Assistance Center (TAC) standards.

    7. provides program oversight for TAC design and projects.

    8. manages and coordinates the Project Investment Fund and final headquarters approval of project funding.

    9. reviews and coordinates FMSS support for Servicewide Information Technology (IT) projects.

    10. works with GSA and other agencies to meet real estate program goals.

    11. develops and tracks operational measures for space reduction savings and portfolio project costs.

    12. manages the Space, Time and Resources (STAR) tool to support FMSS and develops guidelines to support the STAR functionality.

    13. develops requirements for FMSS initiatives covering projects for space reduction/relocation/renewal, furniture refreshment, alternate work space, etc.

    14. administers the Servicewide contract for warehouse, transportation, repair and other logistics services in IRS locations.

    15. administers the National Mail Services Contract and the National Postage Meter Contract and provides oversight of mail operations at all non-campus sites.

    16. provides policy, oversight and strategic planning for the IRS’ personal property assets.

    17. improves program effectiveness through data analysis and research.

    18. oversees and manages performance measurement and reporting activities for FMSS and performs data analysis for presentation to internal and external stakeholders.

    19. performs quality assurance reviews in order to ensure controls are in place to identify and mitigate risks for FMSS functions and activities.

    20. provides coordination for responding to the Government Accountability Office (GAO) and the Treasury Inspector General for Tax Administration (TIGTA) audits and inspections.

    21. leads education and outreach efforts related to control activities.

    22. coordinates development of significant year-end reporting materials.

    23. establishes and executes action plans to mitigate risks.

    24. provides financial guidance and resource management including budget formulation, development and execution.

    25. serves as FMSS liaison with Chief Financial Officer (CFO).

  3. For specific policy information, see:

    1. IRM 1.14.2, Supply Purchasing Program

    2. IRM 1.14.3, Furniture and Equipment Standards

    3. IRM 1.14.4, Personal Property Management

    4. IRM 1.22.1, Mail and Transportation Management

Real Property Management (RPM)

  1. RPM provides:

    1. oversight for managing the real property assets at the IRS.

    2. services and resources to achieve the FMSS mission by leveraging centralized budget and technology expertise.

    3. FMSS employees with guidance, oversight, and implementation of the latest approved IRS technology and data automation systems available to reach FMSS goals and directives to enable and support the IRS mission.

    4. partnership with FMSS business owners, IT and other service providers to consult and develop technology advancement strategies and systems consistent with FMSS and IT Strategic Plans.

    5. IT Portfolio and Project Management for the Graphic Database Interface (GDI) and Enterprise Physical Access Control System (ePACS) applications including contractor management, financial planning, and budgeting, and end user support.

    6. Knowledge Incident/Problem Service Asset Management (KISAM) liaison and subject matter expertise representing business lines.

    7. Computer-Assisted Facilities Management (CAFM) program management.

    8. Contracting Officer's Representatives (COR) for IT portfolio support contracts.

    9. Management of office rent including budget projections and rent appeals.

  2. The RPM staff:

    1. develops policy and implements guidance, procedures, objectives, practices and standards for the administration, management and oversight of the IRS real property, space management and delegated leasing programs.

    2. develops and administers long-term space and housing strategy.

    3. facilitates the integration of DSCP requirements into the long-term space and housing strategy for campus locations.

    4. manages and executes the IRS real property lease contracting program using authority delegated by GSA, Treasury and IRS Procurement.

    5. provides real property and space management subject matter expert training and technical support to FMSS staff.

    6. ensures that IRS real estate management practices are consistent with presidential directives, executive orders, federal laws, regulations and policies.

    7. represents IRS with Treasury, GSA, contractors, industry trade and professional organizations, and other stakeholders regarding the management of real estate and other cross-functional issues.

    8. collaborates and communicates with internal FMSS program areas to identify gaps that impact their service to the IRS.

    9. partners and coordinates with external service providers to develop effective solutions to help FMSS carry out its mission.

    10. ensures FMSS meets its strategic goals and objectives by analyzing external mandates and influences.

  3. The Customer Advocates:

    1. provide primary customer support for Business Operating Division(s) (BOD) planning and hiring initiatives that require FMSS services.

    2. assist in the resolution of issues, problems and concerns and communicate directly with BOD customer representatives.

    3. participate in BOD organizational development planning on long-range issues such as space plans, funding issues and customer requirements.

    4. review FMSS strategic initiatives and recommend solutions that both support FMSS policies and procedures and BOD requirements.

    5. serve as primary point of contact on corporate level projects.

    6. serve as a communication conduit between each BOD and FMSS.

    7. manage the Space Advisory Group (SAG) to broker challenges and solutions facing multiple BOD.

  4. For specific policy information, see:

    1. IRM 1.14.6, Real Property Management Program

    2. IRM 1.14.8, Identifying Space Efficient Buildings

    3. IRM 1.14.9, IRS Parking Program

Security Policy

  1. FMSS Security Policy develops and communicates physical security policy and procedures to provide a comprehensive, Servicewide program to protect IRS employees, visitors, facilities, critical business operations and assets.

  2. The Security Policy staff establishes policies and procedures for:

    1. issuing ID cards and non-enforcement Pocket Commissions (PC) to identify the bearer as a representative of the IRS.

    2. controlling the physical access of employees, contractors, and visitors to IRS facilities.

    3. identifying, assessing, and prioritizing the physical security risk to IRS facilities.

    4. providing an appropriate level of physical security at IRS facilities, including guidelines for the use of guard and canine services and various types of security devices.

    5. providing emergency protection for life and property in and around facilities occupied by IRS personnel.

    6. reporting and notifying appropriate personnel of physical security related incidents in and around facilities occupied by IRS personnel.

    7. supporting stakeholder organizations to mitigate security risks associated with contractor access to IRS systems, facilities, and/or Sensitive But Unclassified (SBU) data.

    8. managing, handling and protecting classified national security information within the IRS.

  3. For specific policy information, see:

    1. IRM 1.4.6, Managers Security Handbook

    2. IRM 10.2.1, Physical Security

    3. IRM 10.2.5, Identification Media

    4. IRM 10.2.6, Non-Enforcement Pocket Commissions

    5. IRM 10.2.8, Incident Reporting

    6. IRM 10.2.9, Occupant Emergency Planning

    7. IRM 10.2.11, Basic Security Concepts

    8. IRM 10.2.12, Security Guard and Explosive Detector Dog Services and Programs

    9. IRM 10.2.14, Methods of Providing Protection

    10. IRM 10.2.15, Minimum Protection Standards (MPS)

    11. IRM 10.2.18, Physical Access Control (PAC)

    12. IRM 10.9.1, National Security Information