Summary of Post Occupancy Evaluation Policy 

PURPOSE:  The purpose of this policy is to evaluate design and program intent against building performance; reduce repetition of problems by providing lessons learned; identify opportunities to save time and money without reducing quality; and produce data that will aid in resource allocation for proper maintenance and operations. 

APPROVED:  February 8, 2006 

POLICY:  ORF will conduct an indicative Post Occupancy Evaluation (POE) on new or renovated facilities 12 to 18 months after the last occupant moves into the facility.  A POE may also be performed on existing facilities on a 10-15 year cycle at ORF discretion as time and budget permit.  The results of the POE will indicate if an investigative and/or diagnostic POE on the facility is required.   

ORF will include the need for a POE in the pre-program planning phase of the project, and the Program of Requirements will include a POE for every new or renovated “whole” facility NIH funds.   

POE results will be maintained in a web-based database.  

RESPONSIBILITIES:  The ORF Division of Policy and Program Assessment (DPPA) is responsible for conducting POEs and for maintaining a web database of results and lessons learned.  DPPA is responsible for communicating with Project Officers, Facility Managers, and other stakeholders about the database. 

Project Officers/Program Managers are responsible for directing A/Es to the POE database for use in preparing Programs of Requirements. 

FUNDING:  POEs can be funded in several ways.

1. The preferred funding mechanism is Agency Program Evaluation funds.  Information on this mechanism is available from the NIH Office of Evaluation at http://opasi.nih.gov/ .
2. A central ORF fund is available at the Director’s discretion.
3. Funds may be incorporated into the A/E Statement of Work and the POE provided by the A/E of record.
4. Where an existing contract is in place, a POE may be added to the scope.
5. Additional contract mechanisms identified as needed by ORF.