BOP Program Statement 4200.13 § 10

a. General Requirements. The Chief, Facilities Management Branch will establish routing and

approval procedures for FPI/UNICOR funded work orders and projects through Facilities

Management Operational Standards posted on the FMB page of the Bureau’s intranet site.

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Chapter 3. FACILITIES SYSTEMS

1. AUTOMATED SYSTEMS

a. Compliance

This section’s purpose is to provide directions for using the designated CMMS and other

approved Facilities Management software. The only CMMS system authorized for use by the

Bureau of Prisons will be determined by the Chief, FMB and will be utilized at all sites.

Sensitive security information entered into any computer program must be treated as

“SENSITIVE.” Any sensitive and/or security information stored on electronic media must

adhere to the Program Statement Information Security.

b. Required Software Programs

To provide consistent data throughout the Bureau, Facilities Departments must use Bureau

approved and supported software. New purchases and upgrades of software must be approved by

the Chief, FMB and the Information Technology and Data Division designee.

c. Document Control

The Facilities Manager is responsible for ensuring sensitive documents are maintained in a secure

area and not available to inmates. The Facilities Manager must develop a filing system to ensure

sensitive information is properly stored and controlled in accordance with the Program Statement

Information Security

All employee and contractor personal information must be maintained in accordance with the

Privacy Act of 1974.

Architects, engineers, and contractors doing work for the Bureau may be given information

related to institution security. The Bureau requires the holder of sensitive documents to exercise

reasonable care related to the dissemination, storage and handling, and destruction of “Sensitive

But Unclassified (SBU)” documents. To ensure chain of custody is followed when

distributing/sharing sensitive documents, the Bureau’s Document Security Notice, available in the

Facilities Management Operational Standard located on the FMB page of the Bureau’s intranet site,

must be completed and maintained on file.

Records are to be retained or disposed of as outlined by the Program Statement Records and

Information Management Programs or as noted in other sections of this program statement.

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2. TELECOMMUNICATION SYSTEMS AND ELECTRONIC EQUIPMENT

a. General

This section pertains to various types of telecommunications and security electronics systems

used throughout the Bureau. Electronic system maintenance, inspection, and reporting will be

conducted in accordance with Facilities Management Operational Standards located on the Bureau’s

intranet site.

The design, acquisition, installation, testing, and operation of all security electronics systems and

equipment throughout the Bureau must be consistent with current policy, federal regulations,

bulletins, and industry standards.

3. PERIMETER DETECTION SYSTEMS

a. Preventive Maintenance, Reporting, and Records. Maintenance, inspection, reporting, and

recordkeeping will be conducted in accordance with Facilities Management Operational

Standards posted on the FMB page of the Bureau’s intranet site.

4. MECHANICAL SYSTEMS AND POWER PLANT OPERATIONS

a. Compliance

This section must be used in conjunction with the applicable codes, directives, and Facilities

Management Operational Standards.

b. Definitions

1) High Pressure/Temperature Boiler. A boiler operating at a steam pressure in excess of

15 pound-force per square inch (psig), or water boilers in which the pressure exceeds 160

psig or the temperature exceeds 250 degrees Fahrenheit.

2) Low Pressure/Temperature Boiler. A boiler operating at a steam pressure of 15 psig or

less and water boilers in which the pressure does not exceed 160 psig and the temperature

does not exceed 250 degrees Fahrenheit.

3) Domestic Water Heater. A closed vessel used to supply potable hot water heated by

fuels, electricity, or any other source in which temperatures do not exceed 210 degrees

Fahrenheit.

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c. Mechanical Systems Changes

All Heating, Ventilation, and Air Conditioning (HVAC) and refrigeration systems must be sized

and installed in accordance with applicable codes as approved by the Chief, Construction and

Environmental Review Section, FMB.

d. Mechanical System Supervision, Maintenance and Inspection

Mechanical systems to include boilers, chillers, and all related ancillary equipment will be

supervised, maintained, and inspected in accordance with applicable permits, codes, standards,

and directives.

e. Water Treatment

Water treatment procedures for domestic water, and heating and cooling systems will be

established by issuance of a Facilities Management Operational Standard and in accordance with

federal, state, and local requirements.

f. Boiler Repairs

Repairs and alterations to boilers and unfired pressure vessels by welding can be made only by a

contractor holding an American Society of Mechanical Engineers (ASME) “R” stamp, in

accordance with Part 3 of the National Board Inspection Code. Once repairs are completed, the

contractor must complete the National Board Form R-1, then stamp and date the nameplate or

provide certifying documentation as required.

5. ELECTRICAL SYSTEMS

a. General

This section pertains to various types of electrical systems used throughout the Bureau. All

electrical installations, maintenance, inspections, and tests must meet the requirements of the

latest version of electrical and safety codes and regulations. More stringent and specific

requirements may be specified. Maintenance, inspections, and tests required per this section,

and/or by the applicable codes and regulations, must be entered into and tracked in CMMS.

b. Responsibilities

Institution. The Facilities Manager is responsible for the overall administration of electrical

systems in accordance with the applicable Facilities Management Operational Standards to

include:

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■ Notifying the Regional Facilities Administrator when the electrical systems or any part of

the electrical systems are not functioning for more than 24 hours and may expose hazards

or affect the safety and security of the facility.

■ Ensuring electrical materials and equipment for new installations must be in accordance

with the Bureau’s TDG and the National Electrical Code (NEC).

■ Ensuring all electrical safety codes and policy are implemented.

■ Ensuring Only qualified employees work on electric circuit parts or equipment that have

not been de-energized under the lockout and tagging procedures.

■ Ensuring live-line tools comply with applicable tests and intervals.

c. Generating Equipment

Generator maintenance, testing, operating, and reporting procedures will be conducted in

compliance with all applicable permits, codes, directives, and standards.

d. Primary and Secondary Distribution Systems

All primary and secondary electrical systems will have maintenance and inspections established

and performed by qualified personnel per the requirements of NFPA 70B, and the Facilities

Management Operational Standards posted on the FMB page of the Bureau’s intranet site.

6. PLUMBING SYSTEMS

a. Compliance

All work related to new and existing plumbing systems must meet the requirements of the latest

version of the International Plumbing Code (IPC).

b. Methods, Materials, Maintenance, And Testing

A Facilities Management Operational Standard will be issued to establish plumbing methods,

materials, preventive maintenance, inspection/testing requirements, and reporting procedures.

7. HVAC AND BUILDING AUTOMATION SYSTEMS

a. Compliance

The purpose of this chapter is to provide standards to safeguard life, health, and property by

regulating the design, construction, installation, quality of materials, location, operation,

maintenance, and use of mechanical systems within the Bureau. This includes all heating,

ventilating, cooling, refrigeration, non-Central Utility Plant (CUP) boilers, non-CUP chillers, and

other heat or cooling producing equipment or appliances. This section is to be used in

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conjunction with all applicable codes and Facilities Management Operational Standards posted

on the FMB page of the Bureau’s intranet site.

b. Definitions

1) Commissioning. Testing a new HVAC installation within a new or existing building to

verify it meets the designer’s and/or manufacturer’s specifications.

2) Inventory. The orderly documentation of system and equipment data used to provide

detailed identification of what is operated, inspected, and maintained.

3) Recommissioning. Testing an HVAC system that was commissioned in the past to verify

it is still performing efficiently. It may include making repairs or any needed upgrades to

meet codes and standards as well as the Bureau’s requirements.

4) Retro-commissioning. Testing the HVAC system of an old building that was repaired

and upgraded rather than replaced, to verify it meets the designer’s and/or Bureau’s

requirements.

5) Test and Balance. Using specialized tools to perform air and hydronic measurements on

HVAC systems with the intent to optimize performance.

c. Changes To Existing HVAC Systems

Modifications or additions to existing building, mechanical, or utility systems must comply with

the requirements outlined in Chapter 2.

d. Maintenance Program

In accordance with ANSI/ASHRAE/ACCA Standard 180, the institution must have a

maintenance plan that preserves the condition of the HVAC systems and all ancillary equipment

in a manner that enables the system to provide the intended thermal comfort, energy efficiency,

and achieve the intended indoor air quality required for the building it serves. All equipment

under this umbrella must be considered a maintenance worthy item (MWI) and be applicably

entered into CMMS.

Alternative Operations. As part of the institutional maintenance program, an alternative

operation plan must be developed to ensure means of conditioning critical spaces in the event of

equipment failure. Requirements of the alternative operation plans will be established in a

Facilities Management Operational Standard, which will be available on the FMB page of the

Bureau’s intranet site.

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e. Sub-Metering

Sub-metering of energy sources (e.g. electricity, natural gas, and steam) and water is required for

all new construction buildings and major renovations to existing buildings.

All buildings containing industrial or agricultural processes must be metered separately for

energy and water. Water sources dedicated to landscaping must be metered.

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Chapter 4. EXTERNAL CODE COMPLIANCE

1. LIFE SAFETY/FIRE PROTECTION

a. General

The Bureau must comply with all applicable National Fire Protection Association (NFPA),

National Fire Codes (NFC), the International Building Code (IBC), and the Program Statement

National Fire Protection Policy. Where differences exist between the requirements of the

NFPA, NFC, IBC, and Bureau policy, the more stringent requirement applies. The National Fire

Codes impact fire protection and life safety in all areas of an institution. Multiple NFPA codes

are applicable to an institutional setting. These include, but are not limited to, the Automatic

Sprinklers Systems (NFPA 13); Standards for the Inspection, Testing, and Maintenance of

Water-Based Fire Protection Systems (NFPA 25); National Fuel Gas Code (NFPA 54); National

Electrical Code (NFPA 70); National Fire Alarm and Signaling Code (NFPA 72); Life Safety

Code (NFPA 101); etc. All institutions, regional offices, and Central Office, at a minimum, must

have copies of the latest editions of the NPFA 13, 25, 70, 72, and 101. Electronic/internet

versions are acceptable.

Systems that complied with code when installed are considered to be in compliance

(grandfathered), as long as no modification or reconstruction has taken place requiring an

upgrade to the system as described in NFPA 101.

Variance Requests. All life safety code variance requests must be submitted in writing from the

Chief, FMB or Designee to the Authority Having Jurisdiction per the Program Statement

National Fire Protection Policy.

b. Construction Requirements

The institution’s Facilities Manager and Safety Administrator must review all plans for new

construction, alterations, and renovations affecting life safety and fire protection. Once reviewed,

the documents will be forwarded to the Regional Facilities Administrator for submittal to the

Chief, Construction and Environmental Review Section (CERS) for approval.

1) Post-Construction Reviews. Upon completion of new fire protection system(s) and/or

construction affecting life safety issues (i.e., fire rated construction, fire suppression,

detection and alarm systems, means of egress, etc.), the institution Facilities Manager will

submit a request to the Chief, CERS through the Regional Facilities Administrator for a post-construction inspection.

2) Flame Spread and Smoke Generation Requirements. All construction materials used

in renovations and new construction must comply with the flame spread and smoke

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generation requirements of all applicable codes.

2. ENVIRONMENTAL

a. General

The purpose of this section is to provide guidance on environmental issues related to facilities

operations, maintenance, repair, renovations, and construction. Refer to Program Statements

National Environmental Protection Policy and Environmental Management Systems for

additional environmental policy requirements. Facilities Managers must be aware of, and comply

with all federal, state, and local environmental codes, regulations, and laws that apply to their

institution.

b. New Activities with an Environmental Impact

During the project planning and review process, Facilities Managers must coordinate with the

local Safety Administrator, Regional Facilities Administrator, and OGC REEL, if needed, to

discuss potential environmental issues. This includes replacement or installation of equipment

that may require a new or modified permit (i.e., boilers, generators, chillers, storage tanks, storm

water, etc.). The National Environmental Policy Act (NEPA) requires an evaluation determining

environmental impact be completed prior to the commencement of a wide variety of projects,

which are identified in more detail in the applicable Facilities Management Operational Standard

posted on the FMB page of the Bureau's intranet site.

c. Interactions With Regulators

The Facilities Manager must make notification of any planned or unplanned institution visits

from regulatory agencies or companies contracted by a regulatory agency in accordance with the

timelines and procedures established in Facilities Management Operational Standards.

d. Permits

The Facilities Manager will enter procedures in CMMS to review all permits, at a minimum of

six months prior to the permit’s resubmission/expiration date. See each permit for specific

requirements. The Facilities Manager must ensure the conditions of all permits are adhered to

and applicable compliance tasks are entered into CMMS to ensure timely completion.

e. Asbestos

All institutions known or suspected to have asbestos-containing material must submit a monthly

report to document asbestos abatement in accordance with Facilities Management Operational

Standards.

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f. Disaster

Disaster, for the purposes of tracking maintenance and repair project information, is defined as

An unexpected event resulting in significant, or catastrophic, damage to critical infrastructure

disrupting communications and/or creating a need for significant support resources creating an

unsafe environment that may result in the evacuation of occupants. This type of disaster would

require a dedicated plan for the assessments of damage, development of priority projects,

funding requests, and implementation.

3. ACCESSIBILITY

a. General

The Bureau must comply with the Architectural Barriers Act (ABA) Standards, as adopted by

the General Services Administration (GSA) in 2006. This applies to existing areas, new

construction, alterations, and renovations. The ABA scoping requirements provides guidance

with regards to the accessibility of existing areas.

4. ENERGY/WATER CONSERVATION AND GREENHOUSE GAS

a. Responsibilities

Each Warden is responsible for the Energy Conservation Program for all activities within their

institution. Each Warden must ensure the institution establishes and meets energy reduction

goals.

b. Energy Conservation Committee (ECC)

An ECC will be established and meet in accordance with Facilities Management Operational

Standards posted on the FMB page of the Bureau’s intranet site. Responsibilities will include,

establishing temperature set point guidelines, building energy management goals, reporting

procedures and refrigerant tracking requirements.

5. HISTORIC PRESERVATION

a. Responsibilities

Facility Manager. The Facilities Manager at each institution is responsible for ensuring

compliance with Bureau policy for any work with potential impacts on historic or cultural

properties and resources. The Facilities Manager will coordinate any planned work through the

Chief, Facilities Programs Section.

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Chapter 5. VEHICLE FLEET

1. GENERAL PROCEDURES

To obtain maximum use, safety, and economy of operations, it is essential to follow an organized

plan for maintenance, repair, and operation of all Bureau automotive and motorized equipment.

All Bureau institutions must follow the operating and preventive maintenance procedures

described herein for Bureau-owned (including UNICOR) motor vehicles, motorized equipment,

and GSA leased vehicles, whether serviced or maintained at the institution’s garage or a

commercial repair facility.

Various Executive Orders, federal and state laws, and regulations apply to the Bureau’s fleet.

These laws are frequently changing and being revised. The institution fleet must comply with the

most current applicable requirements.

Seatbelts must be worn at all times while operating or occupying government vehicles. Hand-held

cellphone use (including texting) by operators is strictly prohibited.

Institution Vehicles, staff assigned to utilize an institution vehicle must remain awake, alert, and

attentive at all times when operating the vehicle.

Staff may not operate institution vehicles while under the influence of alcohol, drugs, or other

medications which may impair their ability to operate a motor vehicle. Staff who are so impaired

must notify the Operations Lieutenant and request sick leave or, if appropriate, to be reassigned

to a different post.

Staff assigned to operate an institution vehicle must ensure the vehicle is utilized only for the

purpose and in the manner indicated by the post or work assignment. This means institution

vehicles must only be utilized on roads or other areas intended for their use.

Assignment of vehicles to specific employees or departments is prohibited.

Vehicle operators of government vehicles are responsible for paying all traffic infractions,

excluding infractions for vehicle maintenance issues. Institutions located in areas with tolls must

ensure vehicles are equipped with toll transponders. If a transponder is not available, vehicle

operators must make every attempt to pay tolls and obtain receipts for reimbursement.

2. VEHICLE ACQUISITION AND REPLACEMENT

All vehicle acquisitions, replacements, additions, and disposals will be administered with the

approval of the Fleet Manager, FMB, utilizing established Facilities Management Operational

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Standards posted on the FMB page of the bureau’s intranet site.

3. UNICOR

The Facilities Management Branch does not purchase vehicles/equipment for UNICOR;

however, Facilities must track all UNICOR vehicles in CMMS. All UNICOR vehicle

acquisitions must be approved by the Fleet Manager prior to purchase.

4. VEHICLE TAGS

Each Department of Justice (DOJ) reportable motor vehicle the Bureau operates, including

UNICOR, must display properly assigned DOJ license plates (J tags) on both the front and rear of

the vehicle. Each roadworthy trailer will display J tags ending in T assigned by the Fleet

Manager.

Non-institution-assigned vehicles used primarily for law enforcement purposes, such as

undercover pursuit and undercover inmate transportation, are eligible to use state tags.

Institutions are not authorized to use state tags without approval. Before obtaining state tags, a

written request must be submitted to the Fleet Manager for review and approval. The request for

state tags must meet the guidelines of 41 C.F.R. § 102-34.185 and JPMR 128-38.51. State tags

are not transferable, and all state-tagged vehicles must comply with state inspection

requirements. When the vehicle is removed from service, the state tags will be returned to the

state licensing office.

The Fleet Manager must maintain a central listing of all tag assignments.

a. Lost, Stolen, or Missing J Tags. The Facilities Manager will notify the Fleet Manager

within 48 hours upon notification that a tag is lost, stolen, or missing. A memorandum must

follow, indicating pertinent facts about the missing tag. If recovered, a lost or stolen tag may not

be reused and is returned to the Fleet Manager.

b. Surveyed Vehicle Tags. The J tag will be mailed to the Central Office Fleet Manager within

30 days of the signed BP-A0100, Stores Requisition, Invoice and Transfer Receipt.

Documentation will be maintained on file as to when the tag was mailed.

5. VEHICLE DISPATCHING

Cost-effective procedures must be established for controlling and scheduling vehicle usage to

avoid driving unsafe vehicles as well as limiting unnecessary trips. An institution supplement

including vehicle dispatch procedures will be issued in accordance with this policy and Facilities

Management Operational Standards.

4200.13 5/7/2026 PROPERTY OF US GOVERNMENT 22

6. FLEET CARDS

Each location must designate a fleet card manager who is responsible for maintaining and

reconciling fleet cards. An institution supplement including fleet card issuance and usage

procedures will be issued in accordance with Facilities Management Operational Standards.

7. VEHICLE MAINTENANCE AND REPAIR

All vehicles/equipment (including UNICOR-owned and -leased) must be maintained, inspected,

and reported in accordance with manufacturers’ recommendations, Bureau policies, and

Facilities Management Operational Standards.

Recall Notices – Vehicles. The Fleet Manager receives manufacturer recall notices. The Fleet

Manager or designee will enter pending work orders for all recalls in the applicable database in

CMMS for the institutions to process. The institution will maintain a copy of the completed work

order and any complete recall invoices from the local dealership for the life of the vehicle.

Locations without CMMS access that utilize Bureau fleet vehicles, will be notified electronically of

recall notices.

a. Accountability of Fuel Inventories and Deliveries. The Garage Foreman or designee must

maintain accountability records of fuel received and dispensed. An institution supplement

including fuel dispensing procedures will be issued.

8. ACCIDENT REPORTING

All accidents must be reported promptly to the institution Safety Administrator and Facilities

Manager, in accordance with the Program Statement National Occupational Safety and Health

Policy. An institution supplement including institution specific accident reporting procedures

will be issued.

9. BUS MAINTENANCE

All inmate transport buses will be maintained, inspected, and reported as directed by the Chief,

FMB.

a. Bus Modifications. No alterations, modifications, or equipment additions to a Bureau

prisoner transportation bus may take place without prior written approval of the Chief, Facilities

Operations Section. The Chief, Facilities Operations Section, FMB, must coordinate requested

changes with the Chief, Prisoner Transportation, Designation and Sentence Computation Center

(DSCC); Correctional Services Administrator, Correctional Services Branch; and Bus Center

Manager, FMB, before approval.

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Chapter 6. Design and Construction Standards for New Institution Development

1. INTRODUCTION

CERS oversees budgeting, planning, programming, design, and construction of new institutions

for the Bureau. Responsibilities include capacity planning, budget preparation, site evaluation,

development of guidelines and standards, oversight of design and construction documents,

contract requirements, procurement coordination, project monitoring, and technical support on

architectural, engineering, and construction matters.

2. GENERAL POLICIES AND PROCEDURES

a. Project Budgeting. Budget estimates for proposed new institution projects are based on

project requirements, program scope, and estimating assumptions. Estimates are prepared for

budget requests using historical cost information and updates as necessary.

b. Site Evaluation. Site evaluation and selection are conducted through a documented process

that incorporates environmental review, technical analysis, and other relevant studies to assess

suitability and feasibility.

c. Federal Prison Industries (FPI) Factory and Outside Warehouse Design. For new

construction, including FPI factories or warehouses, design requirements for solicitation

documents are developed in consultation with FPI and included subject to budget availability.

Requirements are based on the Program Statement Factory Construction and Activation

Manual – FPI.

d. Design Criteria Documentation. CERS develops and maintains design criteria to guide the

planning and development of new institutions including:

■ Design Program Guidelines. Define requirements for various types of institutions,

including projected rated capacity, total capacity, space and equipment requirements of

operational components, and other planning and design considerations.

■ Concept Drawings. Help clarify spatial design requirements, selected specifications, as

well as standards and performance criteria for various types of institutions.

■ Technical Design Guidelines. Provide technical design requirements; specifications;

direction for adherence to codes, standards, regulations, and laws; performance criteria

and selected detail drawings, and their application to various types of institutions.

■ Model Documents. Provide security electronics and communications system design

requirements, selected specifications and standards, and performance criteria relevant to

various types of institutions.

e. Revisions or Exceptions to Design Criteria. Routine or technical revisions or exceptions to

4200.13 5/7/2026 PROPERTY OF US GOVERNMENT 24

the above listed criteria are approved by the Chief, FMB. More significant revisions, as

determined by the Chief, FMB, are referred to the Design Criteria Review Committee

(DCRC) to ensure they receive adequate review before implementation. The committee

includes representatives from each division within the Bureau.

3. APPLICABLE BUILDING CODES, REGULATIONS, STANDARDS, AND LAWS

Federal statutes, regulations, and executive orders require Bureau institutions to comply with

nationally recognized model building codes.

a. Building Codes. The International Building Code (IBC) of the International Code Council

and National Fire Protection Association (NFPA) 5000 – Building and Construction Safety Code

are recognized. The latest edition is used, with IBC as default if none is specified.

b. Life Safety Code. NFPA 101 Life Safety Code and related NFPA standards apply. Where

requirements differ, National Fire Codes take precedence. Compliance is confirmed through

reports and inspections by Fire Protection Engineers.

c. National Electrical Code. NFPA 70 National Electrical Code and referenced NFPA

standards are required.

d. National Fuel Gas Code. NFPA 54 National Fuel Gas Code and referenced NFPA standards

are required. Compliance is confirmed through reports and inspections by registered engineers.

e. Plumbing Codes. The plumbing code corresponding to the selected model building code is

used.

f. Seismic Design and Construction Standards. Executive Order 13717 requires compliance

with seismic safety standards, including IBC and NFPA 5000. State specific requirements may

also apply. Compliance is confirmed through reports and inspections by architects and engineers.

g. Zoning Laws and Similar Laws. OGC should be consulted to determine the extent to which

zoning, landscaping, building height, historic preservation, and similar laws and regulations

apply.

h. State and Local Government Consultation. Consultation, review, and inspection by state

and local officials are part of the process. Recommendations are considered, but federal

compliance may not be legally compelled.

i. Accessibility. Architectural Barriers Act of 1968, 42 U.S.C. § 4151 et seq., and

Rehabilitation Act of 1973, 29 U.S.C § 701 et seq. include requirements concerning accessibility

for disabled persons.

4200.13 5/7/2026 PROPERTY OF US GOVERNMENT 25

j. Occupational Safety and Health. Executive Order 12196, Occupational Safety and Health

Programs for Federal Employees, dated February 26, 1980, requires federal agencies to comply

with the Occupational Safety and Health Act of 1970, as amended (29 U.S.C. § 668). Specific

requirements are contained in 29 CFR 1910, Occupational Safety and Health Standards.

k. Environmental Standards. The National Environmental Policy Act (NEPA) of 1969, as

amended, ensures agencies consider the significant environmental consequences of their

proposed actions and inform the public about their decision making. NEPA establishes

procedural requirements for federal agencies to follow before undertaking major federal actions.

Decision points likely to involve the NEPA process during Bureau projects include: (1)

Construction of a new federal correctional institution; (2) Closing of an existing federal

correctional institution; (3) Activation of a surplus facility for conversion to a federal

correctional institution; (4) Significant change from the original mission of a federal correctional

institution; and (5) New construction at an existing federal correctional institution which might

significantly impact upon the existing community environment.

l. Value Engineering. Office of Management and Budget (OMB) Circular No. A-131, Value

Engineering (VE), dated December 26, 2013, issued pursuant to 31 U.S.C. § 1111, requires

federal agencies to use VE as a management tool, where appropriate, to reduce program and

acquisition costs.

m. Energy Standards and Laws. Compliance with federal energy efficiency standards (CFR

Title 10, Part 433, Energy Efficient Standards for the Design and Construction of New Federal

Commercial and Multi-family High Rise Residential Buildings, Part 436A, Methodology and

Procedures for Life Cycle Cost Analysis and CFR Title 10, Part 436 C, Agency Procurement of

Energy Efficient Products), the Energy Policy Act of 2005, the Energy Independence and

Security Act of 2007 (EISA 2007), and the Energy Act of 2020.

n. Executive Order 14148, Section 2 Revocation of Orders and Actions. Revokes Executive

Order 14057.

o. Sustainability. Guiding Principles for Federal Leadership in High Performance and

Sustainable Buildings, as set forth in an Interagency Memorandum of Understanding.

4. INITIATION AND APPROVAL OF PROJECTS

Projects for new institutions are approved through the budget process and assigned to CERS,

FMB, for implementation. Project initiation includes defining scope, budget, schedule, design

criteria, contracts, and site information. Development follows the requirements set in the project

initiative, with revisions documented as needed. Design submissions and directives clarify

requirements and authorize construction documents. Final development and construction

documents are managed according to approved directives, with revisions tracked and approved

4200.13 5/7/2026 PROPERTY OF US GOVERNMENT 26

by the chief responsible.

5. NAMING BUREAU PROPERTY PROCEDURES

Naming of Bureau Property after individuals who have made significant contributions to the

Bureau or the field of corrections, covers Bureau-owned or leased buildings, rooms, outdoor

structures, and roads. It includes existing facilities, new construction, renovations, and

expansion.

Past employees and correctional, legislative, and judicial professionals may be honored. This

honor is mainly bestowed on individual’s post-mortem. If an individual is living or is a staff

member on active duty, approval is granted only in extraordinary circumstances.

Proposals are submitted directly by the Regional Director, or by the Warden through the

Regional Director to the Executive Staff for approval and include:

■ The rationale for naming the structure.

■ If an individual is still living.

■ An indication that he/she does not object to the use of his/her name.

If approved, the proposal, related correspondence, and final approval are kept as part of the

institution’s permanent documentation.

Entire institutions continue to be named by type of facility and location, for example:

■ United States Penitentiary (USP) Atwater.

■ Federal Medical Center (FMC) Devens.

■ Federal Correctional Institution (FCI) Englewood.

6. PROCURMENT AND CONTRACT SUPPORT

Procurement and contracting support are provided by the Office of the Procurement Executive

(OPE). CERS program administration and project management staff coordinate work with OPE

personnel.

Procurement activities and contract administration are governed by the Federal Acquisition

Regulation (FAR), and the Justice Acquisition Regulation (JAR). Staff responsible for any aspect

of contract procurement or administration must review the applicable portions of these

documents carefully.

Only Contracting Officers (CO) have authority to enter into or modify contracts. Certain CERS

4200.13 5/7/2026 PROPERTY OF US GOVERNMENT 27

staff are designated as CORs for contracts for which they have management responsibility.

CORS are appointed in writing by the CO, who also specifies the extent and limits of their

authority for contractual matters.

The procurement process begins with advance planning and requests for contract action, which

include scope, requirements, and budget estimates. Architect-Engineer (A-E) contracts,

construction management contracts, construction contracts, design-build, and design-bid-build

contracts are used depending on project needs. Evaluation boards and selection authorities

review proposals and performance. Contract administration includes monitoring, reporting, and

performance evaluations throughout the project lifecycle.

7. PROJECT FILE DOCUMENTATION

CERS supervises a process for maintaining files containing documents of government and

contractor operational or technical activities, events, and actions associated with planning,

programming, site evaluation and selection, contracting, design and construction management,

close-out, and transfer of a completed project to activation staff. Three sets of files are

maintained; official contract files by OPE, field office projects files by on-site Construction

Representatives, and central office project files by Project Managers. Files are archived

according to the Records and Information Disposition Schedule.

8. STAFF MEMORIALS

The term “memorial” is defined as a commemorative object that is intended as a reminder of

someone who has died or an event in which people died. A commemorative memorial is

intended as a reminder of a person or event or as a celebration of someone’s life and work.

Staff memorials will be planned and developed in accordance with established procedures and,

when appropriate, honor persons who have significantly contributed to the Bureau or the field of

corrections. Significant contributions are:

■ Instrumental in the long-term, major development or growth of correctional programs or

measures.

■ Instituted or implemented improvements to Bureau or correctional operations that yielded

significant cost, time, or other savings to the agency.

■ Championed a major Bureau or correctional program, activity, or mission.

■ Made the ultimate sacrifice to the Bureau by honorably giving his/her life in the line of duty.

Past employees and correctional, legislative, and judicial professionals may be honored. This

honor is only bestowed on individual’s post-mortem.

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This policy covers memorials such as benches, parks, fountains, pedestals, trees, and other

plants. The memorial is installed only under the conditions that there be no expense or liability

incurred by the Bureau in connection with its purchase, fabrication, transportation, delivery, and

erection. The memorial is not permitted to bear an inscription that includes the name of the

person(s) or entity responsible for its purchase or installation.

A detailed explanation of where donations will come from for the memorial, and how the

donations are collected, is submitted to the Bureau’s Ethics Office for approval before

solicitation. Government employees cannot solicit contributions from outside entities; all

donations must be in accordance with the Program Statement Acceptance of Donations and

applicable laws and regulations. While plaques and small displays are acceptable (upon approval

from the Ethics Office), any capital improvements to federal property must be approved by the

Bureau’s Ethics Office; by the Departmental Ethics Office, Justice Management Division; and

by the Deputy Attorney General.

a. PROCEDURES FOR NAMING

No special form or format is required. Proposals:

■ Are submitted directly by the Regional Director, or by the Warden through the Regional

Director.

■ List the person or persons to be memorialized and the other data to be inscribed on the

memorial.

■ Include the rationale for the memorial.

■ Include a scale plan depicting the details of the design, materials, finish, carving,

lettering, and arrangement of the proposed inscription.

■ Include a breakdown of all costs related to the memorial, and specific information on

how the memorial will be funded.

■ Include specific information on who will be performing the work involved in creating

this memorial (staff, inmates, etc.).

■ Are forwarded to the Ethics Office for review.

■ Are forwarded to the Bureau’s Executive Staff for approval.

If the Executive Staff approves, the proposal, related correspondence, and final approval are

retained in accordance with Bureau Records and Information Management Programs.

4200.13 5/7/2026 PROPERTY OF US GOVERNMENT 29

Chapter 7. Mobile Home Sites, Staff Housing

1. INTRODUCTION

To define the Federal Bureau of Prisons’ minimum requirements for establishing sites for staff-owned and -occupied mobile homes. Care must be taken in the needs assessment, planning,

construction, and operation of these sites to meet the goal of decent, affordable housing for staff

and their families.

For this program statement’s purposes, a “mobile home” is a structure transportable in one or

more sections that is built on a permanent chassis and designed to be used as a dwelling when

connected to utilities. Plumbing, heating, air-conditioning, and electrical systems are contained

within the structure.

The shortage of safe, affordable housing is acute in some regions. Public Law 88-459 (5 U.S.C.

5911) authorizes Government agencies to provide quarters and facilities to civilian employees

when conditions of employment or housing availability warrant. Constructing mobile home sites

to serve as reservation housing in areas of excessive housing costs and low rental vacancy rates

is one way of alleviating this problem.

2. NEEDS ASSESSMENT AND COMPLIANCE WITH THE NATIONAL

ENVIRONMENTAL POLICY ACT

Construction of mobile home sites may be undertaken only when the need has been clearly

identified by a survey of the availability of privately owned rental housing, including rental

mobile home sites, and approved by the Regional Director before final approval by the Assistant

Director, Administration Division.

a. Survey. Institutions considering construction of mobile home sites have a survey conducted

by a licensed appraisal firm focusing on the cost and vacancy rates of privately owned rental

housing within 20 miles of the institution. The survey includes information pertaining to

qualifying income and vacancy rates, and identifies proximity to public services, crime rate, and

other attributes of the area related to the desirability of existing rental housing.

b. Review and Approval. Survey results are forwarded to the Regional Director, who reviews

prior to submitting to the Assistant Director, Administration Division, who makes the final

approval or disapproval to proceed.

c. Compliance with the National Environmental Policy Act. After approval of the Needs

Assessment, but prior to the commitment of any resources, the proposed action must be

evaluated in accordance with the National Environmental Policy Act.

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d. Institution Supplement. Following final approval to proceed with a project and compliance

with the National Environmental Policy Act, an institution supplement shall be issued prior to

occupancy. At a minimum, the supplement shall include the current “Articles of Covenant”

available on the FMB page of the Bureaus intranet site, rental rate procedures, procedures for

eviction, Housing Committee procedures, ensure all operating standards are met, and annotate

construction standards exceeding those established in section three of this chapter.

3. CONSTRUCTION STANDARDS

Construction standards in this program statement are minimum standards. Any federal, state, or

local codes requiring more stringent standards, including those related to environmental

legislation, supersede these requirements. Institutions may also establish more stringent

construction requirements.

a. Construction Restrictions. No construction may take place within a 100-year flood plain, in

areas protected as wetlands (where soil conditions prohibit proper placement of mobile home

pads), or before completion of Section 106 efforts of the National Historic Preservation Act,

where applicable. The ability to anchor mobile homes to resist seismic, wind, and snow loads per

American Society of Construction Engineers (ASCE) 7-05, “Minimum Design Loads for

Buildings and Other Structures,” is mandatory.

b. Streets and Sidewalks. Streets leading to individual pads must be paved and a minimum of

20 feet wide. The width of the street is increased by 8 feet for each side where parking is

permitted. A sidewalk, minimum of 4 feet wide, is provided along the front edge of the pad. The

sidewalk connects with either the driveway (if one is provided) or the street. It is installed to

promote drainage away from the pad and prevent the ponding of water.

c. Lot Requirements. Each lot is provided with a poured concrete pad to reduce the formation

of ditches and odor buildup. The pad is sized to accept a double-wide mobile home and contains

provisions for anchoring a single-wide home. It must be at least 12 feet from the front lot line, 20

feet from the side lot lines, and 20 feet from the rear lot line, and is poured so as to prevent the

flow of storm water under the home. A driveway may be provided for each lot. It must be a

minimum of 20 feet in length and 10 feet in width, paved and constructed so as to allow for

proper drainage away from the pad.

d. Grading. Public areas, individual lots, and sidewalks are graded to control storm water

runoff and prevent ponding. These areas must comply with federal accessibility standards per the

Architectural Barriers Act (ABA).

e. Site Lighting. Adequate lighting is provided to illuminate streets, driveways, and walkways

at night. Lighting levels limitations will be included in the institution supplement, but reference

to local codes and standards is recommended.

4200.13 5/7/2026 PROPERTY OF US GOVERNMENT 31

f. Services Included. Each lot is provided with water, sewer, electrical, telephone, and trash

removal services. Natural gas services are provided if available. Utilities extend upward from the

pad and are protected by a concrete collar extending a minimum of 3 inches above the pad and a

minimum of 12 inches from the outside of any conduit. Utilities must be protected from freezing.

Utilities entering the site must contain shutoffs activated by ground shaking if the site is located

in seismic zone 2 or higher as identified by the Seismic Zone Map of the United States in the

Uniform Building Code (UBC). All utilities are located underground.

g. Water Service. Water service to the site must meet National Fire Protection Association

(NFPA) requirements. Local municipal fire departments are consulted before ordering hydrants

to ensure compatibility with their equipment.

h. Sewer. Sewer lines four inches or less in diameter must have cleanout intervals no greater

than every 50 feet. Sewer lines larger than four inches have cleanout intervals no greater than

every 100 feet.

4. RENTAL RATES

Rental rates are set by the Central Office, Property Management Section, per Office of

Management and Budget (OMB) Circular A-45, revised using the Quarters Management

Information System (QMIS) and the Program Statement Property Management Manual.

5. HOUSING COMMITTEE

A Housing Committee is established per the Property Management Manual and sets criteria

for selecting tenants. The Housing Committee also ensures periodic inspections of each lot and

its surrounding area and establishes time frames for correction of deficiencies for inclusion in

each rental agreement. Owners not maintaining their homes and lots to a high standard of

appearance are notified of any deficiencies. If the owner does not correct these within a period

set by the Housing Committee, the committee, with the Warden’s approval, can terminate the

rental agreement and require removal from the premises of the mobile home and all personal

property.

6. OPERATING STANDARDS

Operating standards in this program statement are minimum standards and may be superseded by

state or local occupancy codes prescribing more stringent standards.

a. Financial Responsibility. Owners must obtain liability insurance per the institution

supplement. The owner of the mobile home is solely responsible for payment of fees and taxes

related to the home.

4200.13 5/7/2026 PROPERTY OF US GOVERNMENT 32

b. Mobile Home Size and Safety. Minimum dimensions of a mobile home eligible to occupy a

pad are 50 feet in length and 10 feet in width. The institution supplement may increase these

dimensions. The mobile home must meet the Federal Manufactured Home Construction and

Safety Standards, 24 CFR 3280. A seal is affixed to a mobile home meeting 24 CFR 3280.

c. Occupancy. Pad occupancy is limited to owner-occupied mobile homes. At least one

occupant must be a current Bureau employee, under no circumstances may a mobile home be

subleased or rented. A mobile home purchased with financing is considered to be owner-occupied. The owner is solely responsible for installation and removal of the home.

d. Utility Connections. Procedures for connecting utilities are defined by the Housing

Committee. Connections must comply with local codes.

e. Parking. Parking is limited to driveways (if provided) and streets where permitted. Each lot

is limited to two passenger-carrying vehicles. Vehicles must be registered and maintained in a

safe operating condition. Exceptions are at the institution’s discretion. (See Current Articles of

Covenant Document, available on the FMB page of the Bureau’s intranet site.)

f. Accessory Building. One accessory building may be permitted at the institution’s discretion.

It must be of wood or metal construction, no more than 140 square feet in area, and located in an

area designated in the institution supplement.

g. Skirting. Skirting must be applied to the mobile home within 30 days of placement on the

pad. The skirting material must be durable, compatible with the material of the home, and allow

adequate ventilation under the home.

h. Mobility/Site Restoration. Mobile homes must be maintained in such a state that it is

capable of being removed from the property via typical movement for a home of this type. The

site must be restored to its initial condition by the owner when vacated. Accessory buildings and

similar items brought to the site are removed within seven days of vacating.

i. Firearms Prohibition. Per the Program Statement Property Management Manual,

personal firearms and/or weapons may not be kept in staff owned mobile homes located on

Bureau institution grounds. This includes all firearms and other types of weapons such as, but

not limited to, crossbows, bows, arrows, explosive devices, ammunition, or pellet guns. Persons

violating this provision may be subject to administrative discipline.

4200.13 5/7/2026 PROPERTY OF US GOVERNMENT 33

REFERENCES

Program Statements

Environmental Management Systems

Factory Construction and Activation Manual - FPI

Information Security

National Occupational Safety and Health Policy

National Environment Protection Policy

National Fire Protection Policy

Property Management Manual

Records and Information Management Programs

Use of Appropriations

Acceptance of Donations

Other References

Federal Bureau of Prisons Technical Design Guidelines

Office of Management and Budget Circular A-131

Executive Order 12196 (as amended)

Executive Order 13717

Executive Order 14148

Federal Acquisition Regulation

Justice Acquisition Regulation

Other Regulations

Federal Acquisition Regulation (FAR), including 40 U.S.C. § 541-544

Code of Federal Regulations (C.F.R.)

Federal Property Management Regulations (FPMR)

Standard for Electrical Equipment Maintenance from the National Fire Protection Association

(NFPA), NFPA 70B

ANSI/ASHRAE/ACCA Standard 180, Standard Practice for Inspection and Maintenance of

Commercial Building HVAC Systems

Architectural Barriers Act (ABA) of 2006

Environmental Protection Agency (EPA) Guidelines for Air and Water Quality and applicable

state and local air and water quality environmental regulations.

National Environmental Policy Act of 1969 (as amended) (42 U.S.C. § 4321-4347)

Energy Efficiency Standards for the Design and Construction of New Federal Commercial and

Multi-Family High-Rise Residential Buildings (10 Code of Federal Regulations [CFR] Part 433)

Federal Energy Management and Planning Programs (10 CFR Part 436)

Occupational Safety and Health Standards (29 CFR Part 1910)

National Fire Protection Association’s (NFPA’s) National Fire Codes:

 Life Safety Code (NFPA 101)

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 National Electrical Code (NFPA 70)

 National Fuel Gas Code (NFPA 54)

 National Fire Alarm Codes and Standards (NFPA 72)

Energy Policy Act of 2005 (P.L. 109-58)

Energy Independence and Security Act of 2007 (P.L. 110-140)

Energy Act of 2020

ACA Standards

Performance-Based Standards and Expected Practices for Adult Correctional Institutions (5th

Edition): 5-ACI-2A-01, 5-ACI-2A-02(M), 5-ACI-2E-11, 5-ACI-1A-22, 5-ACI-4A-24, 5-ACI-

3A-28, 5-ACI-2A-02(M), 5-ACI-3B-01(M), 5-ACI-3B-02(M), 5-ACI-2B-03(M), 5-ACI-3B-

04(M), 5-ACI-3B-06, 5-ACI-3B-08, 5-ACI-3B-09, 5-ACI-1B-01, 5-ACI-1B-12, 5-ACI-2C-01,

5-ACI-2C-02, 5-ACI-2C-04, 5-ACI-2C-05, 5-ACI-2C-06, 5-ACI-2C-07, 5-ACI-2C-08, 5-ACI-

2C-09, 5-ACI-2C-10, 5-ACI-2C-11, 5-ACI-2D-01, 5-ACI-2D-02, 5-ACI-2D-03, 5-ACI-2D-04,

5-ACI-2D-05, 5-ACI-2D-06, 5-ACI-2D-07, 5-ACI-2D-08, 5-ACI-2D-09, 5-ACI-2D-10, 5-ACI-

2E-02, 5-ACI-2E-03, 5-ACI-2E-04, 5-ACI-2E-05, 5-ACI-2E-06, 5-ACI-2E-07, 5-ACI-2E-08, 5-

ACI-2E-09, 5-ACI-2E-10, 5-ACI-2E-11, 5-ACI-2E-12, 5-ACI-2E-13, 5-ACI-2F-01, 5-ACI-2F-

02, 5-ACI-2F-03, 5-ACI-2G-01, 5-ACI-2G-02, 5-ACI-2G-03, 5-ACI-3A-03

Performance-Based Standards and Expected Practices for Adult Local Detention Facilities (5th

Edition): 5-ALDF-1A-05, 5-ALDF-1A-06(M), 5-ALDF-1A-09, 5-ALDF-1A-11, 5-ALDF-1A-

13, 5-ALDF-1A-15, 5-ALDF-1A-16, 5-ALDF-1A-17, 5-ALDF-1A-18, 5-ALDF-1A-19, 5-

ALDF-1A-20, 5-ALDF-1A-21, 5-ALDF-1A-22, 5-ALDF-2A-01, 5-ALDF-2A-02, 5-ALDF-2A-

06, 5-ALDF-2A-17, 5-ALDF-2A-22, 5-ALDF-2A-31, 5-ALDF-1B-01, 5-ALDF-1B-03, 5-

ALDF-1B-04, 5-ALDF-1B-05, 5-ALDF-1C-04(M), 5-ALDF-1C-07(M), 5-ALDF-1C-08M, 5-

ALDF-1C-09(M), 5-ALDF-1C-10(M), 5-ALDF-1C-11(M), 5-ALDF-1C-12, 5-ALDF-1C-13,

5-ALDF-1C-14, 5-ALDF-1C-15, 5-ALDF-7D-12, 5-ALDF-7D-14, 5-ALDF-2E-09, 5-ALDF-

4A-01, 5-ALDF-4A-02, 5-ALDF-4A-01, 5-ALDF-4A-02, 5-ALDF-4B-23, 5-ALDF-4B-08, 5-

ALDF-4B-09, 5-ALDF-5A-10, 5-ALDF-5B-01, 5-ALDF-5C-26, 5-ALDF-5B -01, 5-ALDF-6B-

01, 5-ALDF-7E-05, 5-ALDF-7D-23

Standards for the Administration of Correctional Agencies, 2nd Edition: 2-CO-2A-01, 2-CO-2A-

02, 2-CO-2B-02, 2-CO-2B-03

Records Retention Requirements

Requirements and retention guidance for records and information applicable to this program are

available in the Records and Information Disposition Schedule (RIDS) on the Bureau’s intranet

site.

4200.13 5/7/2026 PROPERTY OF US GOVERNMENT 35