ALCOAST 282/22 - FY23 MORALE, WELL-BEING, AND RECREATION (MWR) CAPITAL IMPROVEMENT FUND (CIF) REQUEST FOR PROJECTS

R 292031Z JUL 22 MID200080066090U
FM COMDT COGARD WASHINGTON DC
TO ALCOAST
BT
UNCLAS
ALCOAST 282/22
SSIC 1710
SUBJ: FY23 MORALE, WELL-BEING, AND RECREATION (MWR) CAPITAL
IMPROVEMENT FUND (CIF) REQUEST FOR PROJECTS
A. Coast Guard Morale, Well-Being, and Recreation Manual, COMDTINST
M1710.13D
B. Coast Guard Nonappropriated Fund Instrumentalities (NAFI) Manual,
COMDTINST M7010.5C
C. Civil Engineering Manual, COMDTINST M11000.11B
1. Community Services Command (CSC) is soliciting projects for the
FY23 MWR CIF. This opportunity is available to all Coast Guard
units desiring to improve their local MWR programs. The intent of
this program is to fund large projects (greater than $25,000) that
significantly impact unit MWR service delivery. Per REFs (A) and
(B), the focus will be on MWR CAT A and B activities, but
CAT C activities will also be considered as they can create
long term revenues and profits to support unit MWR operations.
These funds will be Non-appropriated Funds (NAF), which have no
fiscal year timing restrictions on the funds.
2. Background and FY21 & FY22 Update:
a. In FY21, the CIF was created to support large MWR projects,
including Child Development Centers, in the Coast Guard's continuing
effort to improve the readiness, retention, and resiliency of the CG
family. The CIF is funded from Coast Guard Exchange (CGX) profits in
years of significant profitability.
b. In FY21 & 22, there were 357 project submissions from CG
units totaling $61.2M. 130 projects totaling $6.7M were approved
for funding. To date, 63 projects have been completed or partially
completed at a value of $3.12M.
c. For pictures of some of the completed projects, visit:
(Copy and Paste URL Below into Browser)
https://www.coastguardmwr.org/cif
3. FY22 Process for Project Submission:
a. Units must submit their request through their Commanding
Officer to the designated MWR Director for that Area of
Responsibility (AOR), which is the Regional MWR Director at the lead
Base in each District. The MWR Directors will provide the required
submission format to units in their AOR for consolidation. Any
project(s) previously submitted but not awarded in FY22 should be
resubmitted for consideration in FY23. Projects prioritized on a
District consolidated CIF list are not guaranteed to be funded.
b. All submissions will be prioritized within each District
by the Regional MWR Directors after consultation with District
leadership and forwarded to CSC. This priority will be taken into
consideration, but the final prioritization may be different after
the MWR Capital Improvement Board (CIB) deliberates.
c. The MWR CIB will convene and review the submissions to
develop the final prioritization of projects. The goal will be to
ensure equity across the service. The CIB will be led by the CSC and
will include key stakeholders from across the CG. The MWR CIF
project list will be developed by the CIB and presented to the
NPCBOD for approval, subject to the availability of funds.
d. Units whose projects are selected to be funded from the CIF
list will be notified by email as funds become available after the
NPCBOD (Non-Pay Compensation Board of Directors) approves the
priorities for the year. An ALCOAST will be released to provide
additional guidance following approval of the list.
e. To facilitate efficient procurements, funding awarded via
the MWR CIF will be electronically transferred by the CSC to unit
MWR accounts using the regular MWR funds distribution process. These
funds will be sent to the Regional MWR Director for MWR purposes, as
defined in REF (B), for further distribution as necessary. Commands
in receipt of funds for further distribution for procurement must
act expeditiously to ensure the receiving unit gets the funds
quickly to assist in the rapid execution of the project.
f. All procurements must be made in accordance with REF (B).
Items that meet the requirements for inclusion on the unit property
records must be recorded in Oracle Fixed Assets Module (FAM) as
required. Items procured with these funds will be recorded as
appropriated fund property. All procurement information will need
to be forwarded to CSC upon completion.
g. If the actual costs are more than approved, the unit must
cover the additional cost with the appropriate funds as determined
by the unit's procurement office. Should the unit be unable to cover
these costs, the funds awarded for the project must be returned to
the CSC. If the actual costs are less than funds received, the
difference must be returned to the CSC. Substitution of the project
is not authorized.
h. Benefiting units must send pictures (before and after) of
completed projects to the following address: feedback@uscgmwr.org.
i. When a project is completed (NLT AUG 2023), CSC will
require documentation to assist in APF reimbursement for CAT A and
B MWR activities, which are authorized APF (Appropriated Fund)
support. The Regional MWR Directors will compile all AOR units'
projects documentation and approved all receipts for the funds
sent to units for projects, then forward to CSC.
4. Projects will fall into the following MWR categories:
a. CAT A: Fitness - Indoor Gyms; Fitness-Outdoor Gyms; Fitness-
Basketball Courts; Fitness-Indoor Courts (Volleyball/Racquetball);
Fitness-Outdoor Fields/Courts; Indoor/Outdoor Recreation; Unit
Events; Other.
b. CAT B: CDC programs; Youth Programs; Auto Hobby; Bowling;
Library; Theater; Pool; Arts & Crafts; Other.
c. CAT C: Food & Beverage Operations; Lodging; Watercraft; RV
Lot; Lodging (Campgrounds); Golf; Other. Note: New CAT C activities
will be considered but they must be accompanied by a business case
analysis - the CSC MWR program has a sample if necessary.
5. Project Types:
a. Large Equipment and Supplies Procurements: These projects
are primarily executed at the base level within the local
procurement offices under NAF procurement rules within REF (B). In
FY21 & FY22 most CIF projects fell into this category. These types
of projects funded FY23 are expected to be completed within FY23,
with documentation submitted to the Regional MWR Directors for
verification, then forwarded to CSC when completed.
b. Construction and Services Procurements: These projects are
more complicated and require more time and coordination to execute.
Therefore, the execution window for these projects will be on a
2-year cycle. Projects awarded in FY23 will be expected to be
completed by FY24. Upon receipt of these funds, units need to
engage immediately to get into the planning cycle for execution.
All construction projects that recapitalize or improve Coast Guard
owned facilities must be executed in accordance with REF (C), and in
close coordination with the Facility Asset Manager at the servicing
CEU. Assigning a Contracting Officer and a System for Awards
Management's (SAM) project number for any construction project is
mandatory.
(1) Units should engage and execute through the
contracting offices, the CEU/FE staffs, and other stakeholders.
Construction projects that are over $35,000 that cannot be executed
at the unit level will need to be coordinated within the Shore
Infrastructure Logistic Center (SILC) Regional Planned Obligation
Prioritization (R-POP) planning process. This ensures that the
project receives appropriate contracting support and is properly
awarded at the CEU level. Under the SILC Mission Readiness Product
Line (MRPL), the Community Service Asset Line (CSAL) Manager is
engaged in this program and will be able to assist. Construction
projects will be considered based on the focus of: (a) maintenance
driven projects ahead of improvement or alteration and (b) no
projects which generate new square footage should be pursued unless
there is a fully funded equal or greater offset provided as part of
the project submission or accompanied by a sound business case.
(2) Regional MWR Directors will ensure these
requirements are met before submitting construction projects. As
noted in paragraph 2 of this message, the Shore Infrastructure
Logistics Center-Mission Readiness Product Line/Community Services
Asset Line (CSAL) will help guide units through the applicable civil
engineering processes, to include coordinating communications with
the local CEU.
(3) If a project cannot be completed within the 2-year
window, then funding will be required to be returned to CSC for
reallocation.
6. FY23 Projected Timeline:
15 AUG Completion date for FY22 Large Equipment and Supplies
Projects; unit documentation submissions due to CSC
22 AUG Completion date for Construction/Service Projects that were
originally approved in FY21; unit documentation submissions
due to CSC
02 SEP Unit Submissions Due to Regional MWR Director
16 SEP District Approved Consolidated Project List Due to CSC
01 OCT Funding due back to CSC for Construction/Service Projects
that were originally approved in FY21 and have not been
completed within 2-year window
11 OCT MWR CIB Held to Review Projects and Develop NCPBOD
Recommendation
18 OCT NPCBOD Vote for Approval of Projects (as applicable)
01 NOV Notification of FY23 Project Approvals & Funding Transferred
to units AUG '23 Unit documentation for completed projects
due to CSC
7. Any questions may be directed to feedback@uscgmwr.org or to the
appropriate cognizant authority for MWR purposes. POCs by district:
Base Boston (D1): CIV Jennifer Young (617) 223-3467 or
Jennifer.M.Young@uscg.mil
Base Portsmouth (D5): CIV Jeffrey Wapner (757) 483-8671 or
Jeffrey.D.Wapner@uscg.mil
Base Miami (D7): CIV Stephen Ondriezek (305) 535-4564 or
Stephen.C.Ondriezek@uscg.mil
Base NOLA (D8): CWO Robert Arseneaux (504) 253-4795 or
Robert.M.Arseneaux@uscg.mil
Base Cleveland (D9): CWO Megan Johnson (216) 902-6282 or
Megan.E.Johnson@uscg.mil
Base Alameda (D11): CIV Laurie Capp-Carter (510) 437-3579 or
Laurie.A.Capp-Carter2@uscg.mil
Base Seattle (D13): CIV James Graddy (206) 217-6357 or
James.A.Graddy@uscg.mil
Base Honolulu (D14): CIV Neil Morgan (808) 842-2953 or
Neil.L.Morgan@uscg.mil
Base Kodiak (D17): CIV Joseph Dermer (907) 487-5059 or
Joseph.L.Dermer@uscg.mil
Mission Readiness Product Line: LCDR Daniel Lagdon (510) 637-5502 or
Daniel.J.Lagdon@uscg.mil
Community Service Asset Line: LTJG Kiera Hollenbeck (510) 647-5554
or Kiera.J.Hollenbeck@uscg.mil
CSC: Mr. Michael Criswell (757) 842-4926 or
Michael.A.Criswell2@uscg.mil
8. RDML D.C. Barata, Commander, Personnel Service Center (PSC),
sends.
9. Internet release is authorized.