Functional Statements > Office of Management

C. Facilities and Management Services

Facilities and Management Services (FMS) is responsible for providing a high quality physical environment and administrative services.  FMS is separated into two Divisions and two Staffs.

Administrative Services Staff

The Administrative Services Staff is responsible for the management and oversight of the Department’s Asset Management Program and the daily operation and execution of administrative functions for employees within Facilities and Management Services.

The Administrative Services Staff consists of two non-organizational functional areas:  asset management and centralized services.
The asset management functional area administers all accountable property, as well as the surplus or disposal of government property. In performing its responsibilities, staff in this functional area:

• Establish and maintain a compliant and effective asset management control system.
• Provide policies and procedures for the management of the department’s assets.
• Perform physical inventory surveys.
• Provide technical assistance for the asset managers in the asset management system.
• Issue and manage Barcodes.
• Administer the Department’s school donation program in accordance with Executive order 12999 (Education Technology Ensuring Opportunity for All Children in The Next Century) through the GSA Computers for Learning Program
• Manage the Department’s Surplus Property and Disposal Programs.
• Manage the Asset Management Help Desk @ (202) 708-7376

The centralized services functional area provides administrative contract and procurement and administrative support for all of Facilities and Management Services.  In performing their duties, staff in this functional area:

• Process contracts and procurements.  This includes developing the statements of work and other procurement documents, reimbursable work agreements with GSA and new or renewal of contract and other procurement vehicles
• Process invoices for all FMS contracts
• Perform Contracting Officer Representative (COR) responsibilities and provide oversight for all FMS contracts
• Maintain liaison with Contract and Acquisition Management in OCFO
• Provide administrative support services to all of FMS including human resources, strategic planning, audit oversight, and correspondence control.

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Federal Real Property Staff

The Federal Real Property Staff oversees and administers the Federal Real Property Assistance Program, a statutorily mandated program described more particularly as Program No. 84.145 in the Catalog of Federal Domestic Assistance and regulated under the Department’s federal regulations set forth at 34 CFR 12. The Federal Real Property Assistance Program assists eligible education organizations in the acquisition, development and management of former federal surplus real property under the Public Benefit Conveyance authority of the Federal Property and Administrative Services Act of 1949, as amended (Public Law 81.142).

In carrying out its responsibilities, program staff:

• Screen available and potentially suitable surplus federal real property with local education organizations
• Provide guidance and direction to eligible education organizations on the policies, procedures and regulations which govern the acquisition, development and disposal of former federal real property
• Evaluate applications for the acquisition of available surplus federal real property and determine the Public Benefit Allowance that each application qualifies for under federal regulations
• Approve and/or disapprove applications for the acquisition of available surplus federal real property
• Develop and execute deeds and other instruments of conveyance as well as corollary agreements including abrogation and release agreements, consent instruments, cooperative Memorandums of Understanding (MOUs), mortgage financing authorizations, escrow agreements and riveters
• Enforce compliance with the terms and conditions of conveyance instruments

For further information about the Federal Real Property Assistance Program, please view “How To Acquire Surplus Federal Real Property For Educational Purposes”. You may contact the Federal Real Property Assistance Program staff for additional information by calling (202) 260-4558 or by email messages to FRPA@ed.gov.

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Facilities Services Division

Facilities Services (FS) provides the highest quality physical work environment for all Department of Education (Department) occupied space. FS partners with other Department offices and the General Services Administration (GSA) to establish and implement policies, standards and procedures for the design, construction, furnishing, operation, maintenance and repair of all Department Headquarters and Regional office buildings. FS delivers project management to include space planning and facility management. FS advises senior level staff and serves as liaison with GSA on all building related matters.  FS is divided into two (2) Customer Service components, consisting of a Headquarters Customer Services Branch and a Regional Customer Services Branch.

The Headquarters Customer Service Branch’s responsibilities include daily service to occupants of Department buildings in the metropolitan DC area, ensuring Department owned and lease facilities are maintained and operated in accordance with agency and federal policy and procedures. The functions are performed in coordination with GSA representatives, to ensure that efficient building operations are provided in Department buildings.  In performing its responsibilities, routine building inspections are conducted to ensure the areas occupied by the associates are free of housekeeping and maintenance problems.

Specific instructions for both Headquarters and Regional employees as to what procedures to follow to obtain services are contained in ACS Directive OM 4:116, Facilities Services, in part VII.C.

Both Customer Service components are responsible for the acquisition, disposal and accountability of space, development of space criteria, planning and design, recommending approval of designs, construction and final acceptance of space, renovations and relocations. Space is assigned in accordance with the ACS Directive, Space Management, and OM: 4-103 and in accordance with current Uniform Federal Accessibility Standards (UFAS) required by the Section 504 of the Vocational Rehabilitation Act, and in accordance with Americans with Disabilities Act (ADA) standards.

FS works closely with Principal Offices, GSA and external contractors to perform the below tasks:

• Develops housing plans for all components within the Department;
• Negotiates the terms, conditions, and cost of occupancy agreements with GSA;
• Monitors and manages the assignment of space throughout the Department;
• Executes policies, procedures, and standards for space management for headquarters and the regions;
• Conducts space utilization reviews and surveys to develop requirements for general and special purpose office layouts;
• Manages, monitors, and tracks all Federal and commercial leases for Department occupied space;
• Maintains computer aided design drawings (CADD) for all buildings;
• Provides furniture design, acquisition, delivery and installation services;
• Provides space designs and coordinates renovations or relocations to support the goals and objectives of the department’s mission;
• Provides expert solutions and advice to ED officials of space management and planning matters and;
• Coordinates with principal offices to develop Program of Requirements (POR) to ensure that space supports the needs of their office.

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Management Services Division

Management Services (MS) provides a wide variety of administrative services to the Department.  MS is responsible for planning, establishing, directing, controlling, and implementing policy, standards, and procedures governing all aspects of the following functions: supply management, motor vehicle and transportation operations, shuttle services, parking services, health, and fitness services, notary public administration, photocopy services, transit benefits program, and the workers compensation program.  MS also manages EDPUBS, a multi-million dollar contract servicing the Department’s storage and delivery of publications; mail services to include the management of the centralized mail management programs of the Department, and the ED Notebook, the Department’s vehicle for information sharing.

The Management Services Division has two Branches:

Support Services Branch
Transportation Services Branch

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Support Services Branch

The Support Services Branch is responsible for the Department’s mail services, ED Notebook, and ED Pubs.  In addition, the Support Services Branch is responsible for the management and oversight of the FMS budget formulation and execution processes to include the review and processing of Reimbursable Work Authorizations (RWAs) Purchase Orders, Interagency Agreements, and contract vehicles.   The Branch is responsible for occupational health services, workers’ compensation program, transit benefits distribution and oversight, notary public administration, and printing and copying.

In performing its responsibilities, the Support Services Branch:

• Administers the EDPUBS contract servicing the Department’s storage and delivery of publications.  This contract is the prime contract with the public nationwide in issuing Department publications.
• Manages the centralized mail management programs of the Department including Federal Express and Unite Postal Service 
• Manages the relationships with any ED regional coordinator to ensure compliance with department policy on mail services.
• Serves as liaison to the mail service providers to troubleshoot any problems and coordinate the provision of services to ensure high levels of customer service. 
• Subject matter expert on the ED mailroom, and provides accurate and timely information to all users of these services.
• Serves as the Department’s expert on mail services
• Develops and implements various contract vehicles.
• Provides monthly expenditure reporting to the FMS Executive Director, which outlines current allocation, total spent against allocation, allocation balance, percent of allocation spent, and amount obligated and committed. 
• Conducts weekly reviews, processing, and reporting of RWAs, purchase orders, and requisitions to include contract renewals, new procurements, travel, training, etc.
• Develops and maintains Standard Operating Procedures, training plan, check lists, and performance measurements
• Establishes and maintains partnership with Executive Office for processing of financial documentation
• Perform quality review and assurance of invoices and expenditures
• Develop and maintain FMS Acquisition Plan
• Plans, develops and implements an occupational health program consisting of consultative, technical, training and evaluation services for department work locations, employees and other Federal agencies.
• Conducts investigations of health complaints, occupational accidents, injuries and illnesses.  Reviews findings of unhealthful working conditions (including employee requests for medically-related accommodations) with department officials, employee groups, representatives of the disabled, Union officials and individual employees.
• Develops and administers a comprehensive physical and mental health fitness program with attention to the ergonomic aspects of employees’ relationship to their working environment, to promote and maintain employee health, including the arrangement of appropriate training through the auspices of the Training and Development Team.
• Administers the Department-wide Workers’ Compensation Program, maintaining liaison with GSA, Public Health Service, Department of Labor, and regional Human Resources Group on reported incidents, evaluating individual compensation claims, and representing the Department at various adjudicatory hearings related to claims.
• Manages the Occupant Emergency Plan (OEP) Program for each of DoED facilities in coordination with the on-site building managers, Facilities and Management Services, and the OEP teams in each location.
• Implements the Occupants Emergency Plan, consisting of Facility Preparedness Plans, Facility Self-Protection, emergency preparedness manual, open building proposal for accessibility to the disabled, fire safety, and motor pool and vehicle safety.
• Performs Occupational Safety and Health functions as they relate to implementation of OSHA standards.
• Maintains an on-going effort to assess employee safety-related security needs and develops corrective action plans, in conjunction with other OM offices and Principal Offices throughout DoED to enhance overall employee safety.
• Establishes and maintains a facility inspection process and conducts investigations of safety complaints, occupational accidents, and injuries.  Reviews findings of unsafe working conditions with department officials, employee groups, representatives of the disabled, Union officials and individual employees.
• Manages the Department’s printing and copying program.
• Administers the national transit benefits program and assures that all transit distributions are within the allowable benefit for individual employees.
• Manages a notary public administration program.

Transportations Services Branch

The Transportation Services Branch is responsible for the management and oversight of the Department’s transportation services.

In performing its responsibilities, the Transportation Services Branch:

• Develops and oversees shuttle services between and among the Department’s Headquarters operating locations.
• Oversees parking resources in the Headquarters region and monitors any contract parking services.
• Establishes and maintains a motor vehicle management and operations program to provide for Headquarters transportation requirements.
• Allocates and dispatches motor vehicle resources to meet daily requirements consistent with established policy and guidance.
• Manages the Department’s employee transportation program including the shuttle services, motor pool vehicle program and parking.

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