LETTER TO WILLIAM J. CASEY FROM TERENCE C. GOLDEN

• Document Type: CREST
• Collection: General CIA Records
• Document Number (FOIA) /ESDN (CREST): CIA-RDP88G01332R000100050036-7
• Release Decision: RIPPUB
• Original Classification: K
• Document Page Count: 74
• Document Creation Date: December 23, 2016
• Document Release Date: June 7, 2011
• Sequence Number: 36
• Publication Date: December 23, 1985
• Content Type: LETTER

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DDA SUBJECT FILE COPY S
ADDA 13 JAN
DDA REGISTRY
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EXECUTIVE SECRETARIAT + ROUTING AND TRANSMITTAL SUP 10 JAN 19 8 6
TO:
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(Nome. oflloo symbol, room number,
building Agency/Pod)
DIRECTOR OF LOGISTICS
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Date
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REMARKS
#1 - ACTION
PLEASE PREPARE APPROPRIATE RESPONSE FOR
THE DDA'S SIGNATURE.
DO NOT use this form as a RECORD of approvals, concurrences, disposals,
clearances, and similar actions
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soil-102 OPTIONAL FORM 41 (Rev. 7-7G)
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December 23, 1985
Administrator
General Services Administration
Washington, DC 20405 Ex==~tl'~~ fl try
"- 0031
Honorable William J. Casey
Director
Central Intelligence Agency
Washington, DC 20505
Dear Mr. Casey:
As part of the President's initiative to improve real property
management, the General Services Administration (GSA), in concert
with the Office of Management and Budget's direction, is
delegating real property management authorities to agencies
housed in single tenant Government-owned and -leased buildings
nationwide. The authorities to be delegated are: (1) building
management and operations for Government-owned buildings; and
(2) lease management for leased buildings.
Under this program, your agency would control the operations,
establish priorities and implement innovative buildings
management initiatives for all buildings where you are a single
tenant.
In Government-owned buildings, this would include responsibility
for operations, maintenance, guard services, recLrring repairs
and alterations. In leased buildings, your agency becomes the
contracting officer's on-site representative for management of
the lease to ensure compliance with the terms and conditions.
These functions involve the day-to-day matters relating to
building services, including the initial actions to enforce the
lease. All repair and alteration projects, whether for
Government-owned or -leased buildings, having an estimated value
of $50,000 or more must have prior review and approval by GSA.
Since the standard level of service will be funded through the
Federal Buildings Fund, GSA will transfer appropriate direct and
support resources (FTEs and funds), operating equipment and
supplies, and records associated with the delegated building(s).
FTE transfers to be encumbered will be identified prior to the
effective date of the delegation to ensure that GSA employee,
not adversely affected by this program. After the initial
delegation, you would submit a standard level building
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budget request to GSA. At the beginning of the fiscal year, GSA
will transfer the appropriate funds to your agency. Funding for
services required above the standard level provided by GSA should
be obtained through your appropriation process. We have enclosed
a standard agreement which delineates the specific functions to
be delegated.
GSA will assist you in this new direction. We will provide
technical support, training and reimbursable services that were
available prior to your assuming the delegation. We will oversee
the delegation to ensure the building and its systems are being
operated in a satisfactory manner.
Our target for accomplishing this initiative is to begin
delegating facilities in January, concentrating on major
locations first with the goal of completing all delegations by
September 30, 1986. In the spirit of working jointly towards
these commitments, please advise us within 30 days of the date
of this letter of the buildings, locations, target dates for
effecting delegations and your local contact so our regional
offices may complete the necessary pre-delegation arrangements.
Additionally, please designate a headquarters contact to work
with us in coordinating this program at the national level.
Questions regarding the program should be referred to
Ms. Yvonne Jones, 566-1144.
Your support and cooperation in this important Administration
initiative are appreciated.
Sincerely,
lC Ul"
Terence C. Golden
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DELEGATION OF AUTHORITY
FROM: The Administrator of General Services
1. Authority:
Under Section 205(d) of the Federal Property and Administra-
tive Services Act of 1949, as amended, the Administrator of
General Services hereby delegates and authorizes successive
redelegations of authority identified herein within stated
limitations to the (hereinafter referred to as
"Agency").
2. Authorities Delegated:
Authorities vested in the Administrator by Reorganization
Plan No. 18 of 1950, the Federal Property and Administrative
Services Act of 1949, as amended, the Public Buildings Act
of 1959, and the Public Buildings Amendment of 1972, to
perform functions with respect to the operation,
maintenance, repair, preservation, alteration, and
protection of the building(s) identified in Appendix I are
hereby delegated without limitation except as specified
herein or required by law, executive order, or regulation
promulgated pursuant to law. Unless modified, waived or
superseded by provisions contained in this delegation, all
provisions contained in Public Laws and in the Federal
Property Management Regulations (FPMRs), Subchapter D, as
amended, applying to the General Services Administration
(GSA) pertaining to the operation, maintenance, repairs,
alterations, protection, and administration of buildings and
grounds under the authority and control of GSA apply to the
Agency. Any conflicts or disputes pertaining to the
interpretation of this provision and/or application of FPMR
requirements will be settled in accordance with Paragraph 6
of this delegation.
3. Coordination:
Unless specified otherwise, all data transmittals, approval
requests, and required reports are to be submitted to the
appropriate Assistant Regional Administrator for Public
Buildings and Real Property (hereinafter referred to as
"GSA"), who is responsible for all operational coordination
between the Agency . and.GSA.,progra offices. The Agency
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shall designate to each regional GSA the official(s)
responsible for coordination of all building delegation
activities for the respective buildings. GSA will notify
this official prior to any inspections.
4. Resources Management:
A. Funding for Building Operations:
(1) The Agency will continue to pay the full Standard
Level User Charge (SLUC). During the first
quarter of each fiscal year, the GSA, Central
Office, will effect a funds transfer to the Agency
headquarters to provide for the delegated
operational and repair responsibilities. The
amount transferred will be in accordance with
authorized funding levels for the operation and
repair of delegated buildings which will
approximate the amount that would otherwise have
been allowed GSA for accomplishing the delegated
functions.
(2) The procedure for determining the initial funding
level is shown in Appendix II, Figure A. The
amount(s) to be transferred is shown in Appendix
II, Figure B. If the delegation is effected after
the start of a fiscal year, the amount(s)
transferred will be adjusted' accordingly.
(3) In subsequent fiscal years, the Agency will submit
an estimate and appropriate justification to GSA,
Central Office, for funds transfer in accordance
with a GSA, Central Office, budget call to be
issued at least 18 months prior to the beginning
of the fiscal year. GSA, Central Office, will
incorporate the appropriate standard level
requirements within its annual budget submission
to OMB.
(4) Should actions be taken by Congress or OMB which
increase or decrease the funds available to GSA
for building operation and repair, GSA, Central
Office, will make a proportionate increase or
decrease in the amount available to the Agency,
consistent with Congressional/OMB intent in making
the increase/decrease.
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B. Resources to be Transferred:
(1) The delegated building(s) and associated
equipment, supplies, and records shall be
transferred to the Agency in their existing
condition. No additional funding will be
transferred in excess of normal operating funds
outlined in Paragraph 4.A., above. However,
projects underway as detailed in Paragraph 5.D(7)
and (8) will be completed by GSA at GSA expense.
(2) With the approval of the Director, Office of
Management and Budget, as indicated below, and as
required by Section 205(f) of the Federal Property
and Administrative Services Act of 1949, this
delegation further provides for the transfer of
appropriate direct and support FTE ceiling
positions allocated to the building(s) by GSA.
The total number of FTE positions to be
transferred is hown in Appendix III, Figure A,
Encumbered FTE positions to be transferred will be
identified at least 45 days prior to the effective
date of the delegation and provided to the Agency.
(3) All shop equipment, tools, and cupboard stock to
be transferred to the Agency are listed in
Appendix III, Figure B.
C. Financial Accounting Requirements:
The Agency shall submit, quarterly, a cost
accounting statement prepared in the format shown
in Appendix IV, Figure A. Definitions of the
functions are contained in Appendix IV, Figure B.
Object class definitions are prescribed in ONB
Circular A-11. The cost accounting statement
should be prepared on an accrual basis reflecting
the costs of goods or service received during the
period as provided for in the Budget and
Accounting Procedures Act of 1956 (P.1. 863). An
appropriate Agency financial officer shall certify
that this statement is complete and accurate.
D. Personnel Reporting Requirements:
The Agency shall submit, quarterly, a report of
personnel resources expended, prepared in the format
shown in Appendix IV, Figure C. The Agency's designated official identified under Paragraph 4.C of
this delegation shall certify that this report is
complete and accurate.
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E. Records:
(1) The Agency may have access to all historical
records retained by GSA which pertain to the
operation of the delegated building(s).
(2) The Agency shall maintain program and financial
records of all delegation-related activities. The
documentation shall be maintained and retired
consistent with the regulations prescribed by the
National Archives and Records Administration or
the Comptroller General, as appropriate.
5. Program Responsibilities and Limitations:
This paragraph contains, by program areas, definitions and
agency responsibilities and limitations pertaining to the
delegation. In leased buildings, the requirements of
paragraphs 5.A through H apply only to the extent that the
respective requirements are not the responsibility of the
lessor under the terms of the lease agreement. GSA reserves
the right to inspect the delegated building(s) and any
Agency records pertaining to this delegation at any time
during the term of the delegation.
A. Cleaning:
The Agency is responsible for establishing a cleaning
and grounds maintenance program to provide a healthful
and attractive environment, and to preserve and protect
interior finishes and landscaping. This program shall
include janitorial services, pest control, trash
removal, landscape maintenance, snow removal, and the
like.
B. Operation and Maintenance:
(1) All mechanical, electrical, and utility systems in
the delegated building(s) shall be operated in
accordance with energy conservation guidelines
contained in FPMR 101-20.116. All available
architectural, structural, mechanical, and
electrical drawings for the delegated building(s)
and its operating systems are listed in Appendix
V, Figure A.
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(2) The Agency is responsible for establishing a
preventive maintenance (PM) program for all
building operating equipment. Establishment of
such a program will require a complete inventory
of the equipment to be maintained, with identi-
fication of maintenance to be performed and
frequencies. Maintenance shall be done in
accordance with industry, manufacturers', or GSA
standards. The proposed PM program must be
submitted to GSA for approval within 120 days
following the effective date of this delegation.
All PM must be performed in accordance with the
approved program. Records of PM accomplishment
must be maintained and are to be made available to
GSA for inspection.
(3) Responsibility for the maintenance, recurring
repair, alarm monitoring, and telephone line
charges for fire and water flow alarm systems
installed in the delegated building(s) will be as
follows:
(a) In the NCR, GDA will retain responsibility
and the Agency shall reimburse GSA for the
cost of such work (see Appendix V, Figure
B).
(b) Outside the NCR, responsibility will be
transferred to the Agency, unless systems are
remoted to a central monitoring station, in
which case the provisions of Paragraph
5.B.(3)(a) will apply.
C. Utilities:
(1) The Agency must develop an energy management and
conservation plan to attain the goals of
Executive Order 12003 and the National
Energy Conservation Policy Act, and in accordance
with appropriate FPMRs.
(2) Beginning with the effective date of this
delegation, the Agency shall be responsible for
payment of all utility and fuel bills (including
natural gas, coal, steam, chilled water, oil,
electricity, and water/sewage). GSA and the
Agency will jointly notify the responsible utility
companies of the transfer of billing at least 10
work days prior to the effective date of the
delegation. The Agency shall submit copies of all
utility bills, including inter-agency billings, to
GSA within ten (10) work days of receipt:-
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(3)
(4)
In delegated building(s) receiving steam or
chilled water from another GSA-operated or
-delegated facility (see Appendix VI, Figure
A), the receiving agency shall reimburse
the supplying agency on a quarterly basis
for the cost of producing the utility.
The steam rate(s) is shown in Appendix VI,
Figure A; the cost of providing chilled water will
be determined on the basis of meter readings from
BTU meter(s) in the supply line(s), applied to
the formula provided in Appendix VI, Figure B.
The supplying agency will be responsible for
furnishing, installing, calibrating, repairing,
and replacing the meter(s). The supplying agency
will also be res onsible for computing the
quarterly cost(s) and for billing the receiving
agency.
The receiving agency in Paragraph (3), above,
will be responsible for reading all utility meters
on a monthly basis and forwarding readings to the
supplying agency within 10 days following the end
of each month.
(5) The supplying agency in Paragraph (3),
above, is entitled to verify meter readings
and make utility billing adjustments, as
appropriate.
(6) The Agency shall be responsible for the
maintenance and for recurring repairs of all
electrical transformers and high tension
switchgear. The Agency shall also be responsible
for complying with the EPA's Final Rule on
Polychlorinated Biphenyls (PCBs) in electrical
transformers (40 CFR Part 761), as published in
the Federal Register on July 17, 1985. GSA shall
be responsible for replacement or retrofill of
electrical transformers containing PCBs; and
disposal of PCB-contaminated materials or
equipment.
(7) In those buildings where GSA is currently
participating in a load curtailment program with
the local utility company, (see Appendix VI,
Figure C) the Agency shall take all required
actions to implement the load curtailment plan.
Failure by the Agency to respond to a load -
curtailment signal within prescribed time limits
will result in a penalty charge being assessed to
the Agency by the utility company.
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GSA will provide the Agency with a detailed
curtailment plan for each building which is
included in a load curtailment program.
D. Repairs and Alterations:
(1) Repairs and alterations consist of all repair or
alteration projects costing $10,000 or more,
including material, labor, design, and supervision
costs, and all cyclic painting regardless of
cost. Projects costing less than $10,000 are
considered operation and maintenance and are
included in Paragraph 5.B.
(2) The Agency shall be responsible for the
accomplishment of all recurring repairs and tenant
alterations such as those identified in Appendix
VII, Figure A, regardless of cost. Where the
Agency experiences inordinate or extraordinary
recurring repair requirements, the GSA, Central
Office, will consider requests by the Agency for
additional recurring repair funds. The
accomplishment of all non-recurring repairs
remains the responsibility of GSA.. Examples of
non-recurring repairs are identified in Appendix
VII, Figure A. In the case of a dispute, GSA will
make the determination as to whether a repair is
recurring or non-recurring.
(3) The Agency shall maintain project and financial
records of all completed recurring repairs and
alterations costing $10,000 or more, in accordance
with the provisions of Paragraph 4.E.
(4) All repairs and/or alterations having an estimated
value of $50,000 or more, or which will result in
a change in the classification of space, must have
prior review and approval of GSA.
(a) The request for review and approval of the
project will be submitted to GSA as early in
the planning process as possible, but in no
event less than 60 calendar days prior to the
planned issuance of a solicitation or request
for proposal to accomplish the proposed work.
This request must be made in writing, and
shall be accompanied by narratives, plans,
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drawings, or schematics sufficiently detailed
to allow GSA to evaluate the scope of the
project and its impact on the building
structure or systems.
(b) GSA will respond to the request within ten
working days after receipt. If a technical
review is either required by GSA or requested
by the Agency, GSA will advise the Agency of
the estimated date the technical review will
be completed. GSA will keep the Agency
informed of the progress of the technical
review, and the Agency may not proceed
without written GSA approval.
(c) Upon completion of any approved work, the
Agency shall submit as-built drawings showing
all changes made to the building(s) as a
result of the work.
(5) The Agency shall notify GSA of any foreseeable or
required non-recurring repairs, as they are
identified by the Agency, using the format
provided in Appendix VII, Figure B. For
budgetary purposes, non-recurring repairs must
also be prioritized and submitted to GSA at least
18 months prior to the fiscal year in which the
work is requested, along with any studies,
surveys, or other data which verifies the need for
the requested repairs. GSA will notify the Agency
within 10 working days as to whether or not the
project qualifies, by definition, as a non-
recurring repair; and of GSA's schedule to conduct
a technical review and make a final determination
relative to the validity of the project and
programming, if appropriate. Once approved for
programming, GSA will notify the Agency, on a
fiscal quarterly basis, of its status throughout
the life of the project.
(6) If, at any time during the term of this
delegation, GSA determines that a prospectus is
required, the Agency is responsible for providing
GSA with any information GSA deems necessary for
the preparation of the prospectus.
(7) GSA shall complete any recurring repairs or--tenant
alterations under construction by GSA on the
effective date of this delegation (see Appendix
VII, Figure C). Any recurring repair projects in
the design phase will be completed through design
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and turned over to the Agency, if the project is
not included in the GSA appropriation (see
Appendix VII, Figure D). If the project being
designed is included in GSA appropriations, GSA
will com lete the project (see Appendix VII,
Figure D)-
(8) Surveys and studies in progress on the effective
date of this delegation shall be completed by GSA
(see Appendix VII, Figure E). Accomplishment of
the recommendations of these surveys and studies
will be the responsibility of the appropriate
Agency, in accordance with Paragraph 5.D.2.
(9) Recurring repairs identified, but for which design
has not begun by the date of execution of this
delegation, shall be the responsibility of the
Agency (see Appendix VII, Figure F).
(10) Appendix VII, Figure G, lists those delegated
buildings that are either on, eligible, or
potentially eligible for the National Register of
Historic Places. The AVP'cy is responsible under
the National Historic Preservation Act of 1966, as
amended (Public Law 89-665), and Executive Order
11593, to review all repair, maintenance,
alteration, and restoration work with the
appropriate state historic preservation office and
with-the Advisory Council on Historic
Preservation. The procedure for review by the
state historic preservation office and the
Advisory Council is contained in the Federal
Register, Volume 44, No. 21 (Tuesday, January 30,
1979). Before contacting these organizations, the
project must be approved by GSA's Regional
Historic Preservation Officer.
(11) All Agency-accomplished repairs and alterations
shall conform to FPMR and GSA fire and lifesafety
criteria and physically handicapped accessibility
provisions.
(12) All alterations or repairs to areas containing
asbestos shall be accomplished in accordance with
GSA/EPA-approved procedures, a copy of which will
be provided separately. A list of locations
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with identified asbestos will also be provided
separately. Any other locations containing
asbestos identified by the Agency shall
immediately be reported, in writing, to GSA.
(13) GSA will provide design, supervision, management,
and inspection services upon request by the
Agency, on a reimbursable basis, for repairs and
alterations which are the responsibility of the
Agency under the terms of this delegation.
(14) (NCR only) The Central Support Field Office will
continue to be available to perform repair and
alteration work in the delegated building(s) on a
reimbursable basis. The field office shops
include roofing, stone masonry, moving, and
refrigeration, and can provide services in these
areas. The GSA Sign Shop is also available on a
reimbursable basis for the fabrication of name
plates, office identification signs and numbers,
traffic control signs, etc.
(15) (NCR only) The GSA Alterations Work Groups, which
perform space alterations on a reimbursable basis
for GSA field offices, will be available to the
Agency to perform alterations work in the
delegated building(s) on a reimbursable basis.
E. Protection:
(1) GSA will retain responsibility for mobile patrols,
response to incidents and requests for assistance,
investigations of criminal activities occurring
within the delegated building(s) (these investi-
gations will be coordinated with the Agency's
Inspector General or other designated security
personnel; information may be shared in accordance
with applicable Federal statutes). GSA will also
retain responsibility for security clearances and
suitability determinations for contract guards and
cleaners, physical security surveys, crime
prevention assessments, and crime prevention
awareness presentations.
(2) Security systems now installed in the delegated
building(s) will be transferred to the Agency. A
list of such security systems is provided in--
Appendix VIII, Figure A. Responsibility for all
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maintenance, recurring repairs, alarm monitoring,
and telephone line charges will be assumed by the
Agency.
(3) The Agency may provide guard services for the
delegated building(s), its contents, and its
occupants by contract.
(4) In the event of an emergency situation (i.e.
riots, demonstrations, etc), where capability
exists, GSA will provide Federal Protective
Officers to augment existing contract personnel.
(5) All criminal incidents or other incidents of a
serious nature resulting in personal injury
occurring within the delegated buildings) must be
reported to GSA in the formats provided in
Appendix VIII, Figures B and C. GSA reserves the
right to investigate any fire or accident on the
premises.
(6) All building protection and safety activities must
be accomplished in accordance with pertinent FPNR
and GSA fire and safety criteria.
(7) GSA will conduct periodic fire and facility safety
and health inspections in the delegated
building(s). Remedial actions necessary to
correct any deficiencies identified by GSA will be
undertaken by the appropriate agency, in
accordance with the provisions of Paragraph 5.D(2)
of this delegation. Pending GSA fire and
lifesafety inspection reports are included in
Appendix VIII, Figure D, along with a list of
required remedial actions.
(8) GSA will provide, where the capability exists, the
following reimbursable services when requested by
the Agency:
(a) Design, installation, maintenance, and repair
of security systems;
(b) Central station monitoring and notification
of designated Agency personnel of emergency
situations for only those systems installed,
maintained, and repaired by GSA on a
reimbursable basis;
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(c) Testing and firearm certification; and
(d) On-site monitoring of contract guards.
F. Concessions:
Administration of all concessions activities will
remain the responsibility of GSA.
G. Contracts
(1) Consistent with GSA operating procedures, the
Agency will continue to use GSA district-wide or
other multi-building contracts for such services
as cleaning, mechanical operation and maintenance
(O&M), landscaping, protection, security systems,
trash removal, etc., until the subject contract
expires. Prior to the effective date of -the
delegation, the Agency shall designate, in
writing, all individuals who will act as 0
Contracting Officer's Representatives for these
contracts. GSA will prorate the distribution of
contract costs between GSA and the Agency. Where
extant, contracts will be listed in Appendix E:
and copies of all such contracts will be provided.
(2) If a single-building service contract is in effect
in the delegated building(s) at the time of the
delegation, the contract will be transferred to
the Agency. Prior to the effective date of the
delegation, the Agency shall designate, in
writing, all contracting officers who shall be
responsible for any existing GSA contracts
transferred to the Agency. These designated
individuals shall be known as Successor
Contracting Officers and shall be identified by
the GSA Contracting Officer, in writing, to the
contractor. Where extant, contracts will be
listed in Appendix IX and all such contracts will
be provided.
(3) If the Agency terminates any of these transferred
contracts for any reason after the effective date
of this delegation, the Agency shall bear any and
all costs of termination, both direct and
indirect. Responsibility for these costs shall
not be transferable to GSA notwithstanding any
errors, omissions, defects, or negligence in the
contractor's performance prior to the effective
date of this delegation.
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(4) Any contract disputes or appeals remaining
unresolved at the time of transfer (see Appendix
IX) will be resolved by the GSA Contracting
Officer who will render a final decision at the
earliest practical date. GSA shall cover the
costs of resolution of these disputes or appeals.
Any disputes or appeals arising after the time of
transfer will be resolved through the Agency's
contract review process.
(5) The Agency will have access to GSA district-wide
requirements (term) contracts until the subject
contracts expire, provided (1) individual orders
citing Agency funds are issued, (2) contractors
bill directly to the Agency, and (3) the Agency
sends a copy of their procurement order to GSA for
informational purposes. The Contracting Officer
responsibilities for these contracts will remain
with GSA. Prior to the effective date of this
delegation the Agency shall designate, in writing,
all individuals who will act as Contracting
Officer's Representatives for these contracts. A
list of all such contracts is contained in
Appendix IX and copies of same will be provided.
(6) As existing GSA-awarded single- or multi-building
contracts expire, the Agency will have the
responsibility for the preparation of
specifications, solicitation of bids, and award of
any new or succeeding contracts. GSA will, upon
request, provide the Agency with GSA contract
specifications and/or guidelines, when available.
Subsequent to award, a copy of each contract is to
be provided to GSA.
(7) The Agency may request GSA to perform, on a
reimbursable basis, any contract procurement or
administration functions which were provided by
GSA prior to this delegation. Such requests must
be made at least 120 days prior to the start work
date of such a contract. A determination will be
made by GSA at the time of any such request as to
whether such services can be provided based on
available resources, GSA workload, and existing
GSA priorities.
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(8) All contracting activities shall be accomplished
in accordance with Federal Procurement Regulations
(FPR), Federal Acquisition Regulations (FAR), and,
if a GSA-awarded contract, with GSA Procurement
Regulations (GSPR), or General Services
Acquisition Regulations (GSAR).
(9) The Agency may procure supplies and materials from
any available GSA sources.
H. Assignment and Utilization of Space:
(1) All space assignments in areas occupied by the
Agency (including, but not limited to, office
space, special space and parking) within the
delegated building(s5 shall be the responsibility
of the Agency.
(2) Space assignments in the delegated building(s) to
tenants other than the Agency will remain the
responsibility of GSA.
(3) The Agency must notify GSA of any changes within
any space in the delegated building(s) that would
affect SLUC billing. Such notifications
(including assignment drawings) must be made as
soon as an action is completed. Changes that
would affect SLUC billing include conversion,
reclassification of space as a result of
alterations (note requirements in Paragraph
5.D.(4), above), and increases or decrease in
space assignments to organizations that have SLUC
billing codes.
(4) The Agency is not authorized to enter into leases
to sublet or outlease any of their assigned space;
however, GSA may award such an outlease in space
identified by the Agency as vacant or otherwise
surplus to their needs.
(5) Where GSA has entered into an outlease agreement
in the delegated building(s) or where another
federal agency or GSA has been assigned s ace in
the delegated building(s) (see Appendix X), the
Agency will assume all building maintenance
functions for that space. The Agency will also be
responsible for providing reimbursable tenant--
alterations and other services when requested"by
such occupants. The terms and conditions of
Paragraph 5.D.(4) remain applicable to any work
accomplished under this paragraph.
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I. Lease Management: (Lease Buildings Only)
(1 )
The Agency will be responsible for management of
the lease contract(s) (see Appendix IX), including
periodic inspections to ensure compliance with
lease terms, establishment of a register to record
all complaints and their resolutions, and written
notification to the lessor(s) to take corrective
action on items which are included in the
lease(s). Prior to the effective date of the
delegation, the Agency shall designate, in
writing, individuals who will act as Contracting
Officer's Representatives for the lease(s).
(2) The Agency head may not redelegate lease
management of a GSA lease outside the Agency.
(3) In the event of a dispute between the Agency and
the lessor(s) concerning any provision of ,the
lease(s), GSA will determine the resolution and
issue a Contracting Officer's Final Decision, if
appropriate. 0
(4) GSA will have the sole authority to authorize
rental payments, rental deductions, and modifi-
cations to the lease agreement(s).
(5) The Agency is not authorized to enter into leases
for space.
(6) Tenant Alterations
(a) To the maximum extent practicable, Agencies
are encouraged to accomplish tenant
alterations by competitive procurements.
Where not feasible due to restrictions by
the lessor(s), negotiated procurements with
the lessor(s) shall be in accordance with
the following:
i) Where Unit Price Agreements (UPAs)
exist (see Appendix IX), they must
be used for accomplishing alterations
provided for in the UPA, provided (1)
individual orders citing Agency funds
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are issued, (2) the lessor bills
directly to the Agency, and (3) the
Agency sends a copy of its procure-
ment order to GSA for informational
purposes. Prior to the effective date
of this delegation, the Agency shall
designate, in writing, individuals
who will act as Contracting Officer's
Representatives for the UPA.
( ii) Where UPAs do not exist, or when
existing UPAs expire or do not provide
for the work required, the Agency may
negotiate a UPA or individual contracts
with the lessor(s) within limitations
or restrictions imposed by federal or
Agency procurement regulations.
Any UPA proposed under this provision
must be submitted to GSA for review
and approval prior.to award.
(iii) Any contract for tenant alterations in
the delegated building(s) must include
in the contract documents the require-
ment that no changes will be made to
the building(s) which will affect the
the lessor's responsibilities under
the terms of the lease(s).
(b) All tenant alterations having an estimated
value of $50,000 or more, or which will
result in a change in the classification of
space, must have prior review and approval
of GSA and are subject to the provisions of
Paragraph 5.D. (4) (a), (b), and (c).
(c) The Agency will be responsible for any claims
from the lessor(s) that result from any
alteration work directed by the Agency.
(d) The Agency will be responsible for adhering
to the 25 percent limitation of the Economy
Act and maintaining records of applicable
expenditures. GSA will furnish the Agency
with the current Economy Act Limitation
balance(s). The Agency will be responsible
for waiving the 25 percent limitation of
the Economy Act (where necessary) and
preparing the required Certificate of
Determination.
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putes:
6. Disputes:
Except as otherwise provided in this delegation, any dispute
concerning a question of fact arising under this delegation
which is not disposed of by agreement shall be decided by
the appropriate GSA Regional Administrator, who shall state
his/her decision in writing and provide a copy to the
Agency. The decision of the Regional Administrator shall be
final unless, within 30 calendar days from the date of
receipt of such copy, the Agency provides the Regional
Administrator with a written appeal addressed to the
Administrator of General Services. The decision of the
Administrator on such appeals shall be final. Pending final
decision of dispute hereunder, the Agency shall proceed
diligently with the performance of this delegation.
7. Termination:
Any or all responsibilities delegated may be terminated
by the Administrator of General Services, upon 120 days
notice, if he/she determines such action to be in the best
interest of the Government. The delegated Agency may
request termination of any or all responsibilities delegated
at any time. Such a request must be made a minimum of 120
days prior to the requested termination date. The
Administrator will make a decision on the request and advise
the Agency within 30 days. In the event of a recision of
the delegation, in whole or in part, funding and staffing
resources for the functions transferred from GSA will be
transferred back to GSA proportionate to the withdrawal of
delegated responsibilities.
8. Evaluation:
Effectiveness of the building delegation program will be
evaluated on a continuing basis. The evaluation will
include review /analysis of cost reports, random on-site
inspections, and meetings with agency officials. A formal
evaluation will be conducted at least annually, using
guidelines set forth in Appendix X. The annual evaluation
will be presented to the Agency for comment prior to final
issuance; the agency will be given at least 30 days to
submit comments which will be incorporated into the final
evaluation report. The Agency is encouraged to conduct an
annual assessment of its buildings operations program and
provide a copy to GSA for information.
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9. Term of Delegation:
This delegation shall be effective , and
shall remain in effect through September o he fifth
full fiscal year from the effective date unless terminated,
in whole or in part, under the provisions of paragraph 7.
DELEGATED BY: Date
ADMINISTRATOR OF GENERAL SERVICES
DELEGATED TO: Date
APPROVAL AS TO
TRANSFER OF RESOURCES: Date
DIRECTOR, OMB
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APPENDIX I
(page of
DELEGATED BUILDINGS
A^L'I'OY /BUREAU BLDG . NO .
BLDG. NAME BLDG. ADDRESS
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APPENDIX II
FIGURE A
(page 1 of 2)
PROCEDURE FOR DETERMINATION OF INITIAL ANNUAL FUNDING TO BE
TRANSFERRED
The level of funds to be transferred with the delegated
building(s) for each full or partial transition year will be
determined by GSA according to the formula below.
1. Determine the Annual Salary Rate (ASR) of the FTE positions
to be transferred, escalated for anticipated salary
increases. This determination is based on the subject field
office's average salary rate, and on the average salary rates
of regional wage grade positions, by craft.
2. Determine the benefits, at 10%, associated with the FTE in
Step 1.
3. Sum the results of Steps 1 and 2.
4. Determine the actual cost of utilities and fuels from actual
bills for the prior fiscal year, and escalate for estimated
inflation through the transition period.
5. Determine the annual contract cost of all service contracts
in effect, escalated for inflation through the transition
period.
6. Sum the results of Steps 3 through 5.
7. Determine, by category (i.e. utilities, mechanical,
custodial, and other), the recurring reimbursable operation
and maintenance (0&M) costs for the last fiscal year from the
GSA Recurring Work Authorization Report (FR100C), and
escalate at the same rates as Steps 1, 4, and 5, through the
transition period.
8. Deduct the result of Step 7 from the result of Step 6.
9. Determine 15% of the result of Step 3 to use as an estimate
of supplies, materials, and equipment.
10. Sum the results of Steps 8 and 9, to determine the annual
estimate of direct 0&M costs.
11. Determine 5% of the result of Step 10, for contingencies.
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APPENDIX II
FIGURE A
(page 2 of 2 )
12. Sum the results of Steps 10 and 11.
13. Determine the annual average repairs and alterations direct
recurring transfer amount based on the latest actual three-
year average of direct recurring repairs and alterations
accomplished in the delegated building(s). Escalate this
average for estimated inflation through the transition
period.
14. Sum the results of Steps 12 and 13, to determine the total
amount of funds to be transferred for the transition period.
NOTE: Standard level services which will continue to be provided
by GSA, but on a reimbursable basis, will not be
reimbursable during the transition period.
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APPENDIX II
FIGURE B
(page of )
TOTAL LEVEL OF FUNDING TO BE TRANSFERRED
Building Name:
Building Address:
City:
State:
Building No.:
[Insert Funding Calculations Below]
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APPENDIX III
FIGURE A
(page of )
FTE TO BE TRANSFERRED
Building Name:
B,,!1Uir,g Address:
City:
State:
Building No.:
Total FTE to be transferred:
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APPENDIX III
FIGURE B
(page of )
SHOP EQUIPMENT, TOOLS, AND CUPBOARD STOCKS TO BE TRANSFERRED
Building Name:
Building Address:
City:
State:
Building No.:
QUANTITY
DESCRIPTION/ITEM
SERIAL NUMBER
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APPI?NDIX IV
FIGURE A
(page of )
COST ACCOUNTING STATEMENT
QUARTER ENDING:
Building Name:
Building Address:
Building No.:
FUNCTION
SUPPLIES
AND
TOTAL
II
LABOR
CONTRACTS
MATERIALS
ALL
TOTAL
OC
OTHER
QTR
YTD
11,12,13
O25
C 2
6 OC:
all
others
OC: all
OC
: all
A. Buildings Management
A10: Cleaning
A30: Utilities
A40: Mechanical 0&M
A99: All Other Bldgs. Mgmt
SUBTOTAL
B. Protection
B10: Security protection
SUBTOTAL
C. Repair and Alteration
N10: Recurring Repairs
($10,000 to $50,000)
N20: Recurring Repairs
($50,000 to $100,000)
N30: Recurring Repairs
0100,000 to $500,000)
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APPENDIX IV
FIGURE A
(page of )
FUNCTION,
LABOR
OC 11,12,13
C. Repair and Alteration (Cont'd)
N40: Recurring Repairs
(Over $500,000)
N50: Recurring Tenant Alterations
N60: Cyclic Painting
SUBTOTAL
D. Administration
900: Administrative Support
SUBTOTAL
TOTAL
SUPPLIES AND TOTAL TOTAL
CONTRACTS, MATERIALS ALL OTHER QTR YTD
OC 25 OC 2 OC:all others OC:al} OC: 411
1
I certify that the statement above represents all the costs incurred under the Delegation
of Authority to operate the subject building, and that the accounting is in conformance
with the accounting principles established by the Comptroller General, OMB, and the
Economy Act of 1932
as amend
d ("A
t
,
e
n
i-Deficiency Act").
Signed: Title:
Date:
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APPENDIX IV
FIGURE B
(page 1 of 2)
COST ACCOUNTING FUNCTION CODES
Function
Code Title and Definition
A. Buildings Mangement:
Cost of labor, contracts, supplies and materials, and all other
costs incurred in the operation and maintenance of buildings.
Cleanin . Cost of all interior and exterior building
clean ng, including incinerator operation, trash separation,
associated with saleable wastepaper and other products, ands
removal from the building. This includes all labor,
supplies and equipment, and contractual services.'
A30 Utilities and Fuels. Cost of all utility services,and fuels
to maintain proper environmental conditions including gas,
water and sewage, electricity, steam, coal, oil, and chilled
water.
A40 Mechanical Operations and Maintenance. Cost of labor,
supervision, supplies, materials, and contractual services
for:
1. Electrical system operation and maintenance, including
clocks, intercommunication systems, relamping, and cleaning
light fixtures.
2. Heating, air conditioning, and ventilating systems
operations and maintenance, including boilers, refrigeration
compressors, air handlers, etc.
3? Plumbing and sewerage systems operation and
maintenance, and central drinking water cooling systems.
4. Elevator, escalator and dumbwaiter. maintenance. NOTE:
Cleaning of elevator cars and escalators will be charged to
the A10 function; manual operations of elevators will be
charged to the A99 function.
5. Fire protection systems maintenance, such as fire alarm
and sprinkler systems, fire extinguishers, etc. not
performed by GSA on a reimbursable basis.
6. Incidental repairs. Cost of labor, supervision,
supplies, materials, and contractual services for-all
maintenance, repairs, replacements, modifications-, and
restorations whose estimated cost is less than $10,000, not
already included in the tour, watch, preventive maintenance,
and service call programs.
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APPENDIX IY
FIGURE B
(page 2 of 2)
All Other Buildin s Mana ement. Includes all other building
operation an maintenance costs not applicable to the
categories above.
B. Protection
Cost of labor, contracts, supplies and materials, and all other
costs incurred in providing for the physical security
of persons and property as well as those costs associated with
security alarm system maintenance when not performed by GSA on a
reimbursable basis.
ding
protection o ui ings through Governmentnorrcont
racct
personnel, and all operations and maintenance costs incurred
in providing electrical and mechanical security alarm
systems and devices when not performed by GSA on a
reimbursable basis.
C. Repair and Alteration
N10 Recurring Repairs
($10,000 to $50,000
N20 Recurring Repairs
($50,000 to $100,000)
N30 Recurring Repairs
($100,000 to $500,000)
N40 Recurring Repairs
(Over $500,000)
N50 Recurring Tenant Alterations
N60 Cyclic Painting
The definitions of the Repair and Alteration functions are
covered in paragraph 5.B of this delegation.
D. Administration
900 Administrative Support- Cost of all labor, contracts
supplies and materials, and, all other costs
.incurred in providing for the management admf'nistration
of this delegation. _
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APPENDIX IV
FIGURE C
(page of )
QUARTERLY REPORT OF PERSONNEL RESOURCES (1)
(Quarter Ending: )
Building Name:
Building Address
Building No:
NAME
PERCENT OF TIME (2)
POSITION TITLE SERIES GRADE Before After
ASR Dele ation Delegation
I certify that the information provided is complete and accura
the best of my knowledge. to to
SIGNED:
DATE:
TITLE:
(1) Personnel who expend 50 percent or more of
quarter in support of building operations are to bemidentifiedhon
this report.
(2) Indicate the approximate erce of emlst time building operational activitiest(1) beforeethe dele atiot an
(2) during the current reporting period. and,
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Building Name:
Building Address:
Building No.:
APPENDIX V
PIGURE A
(page of
All available architectural, structural, mechanical, and elect
drawings and/or schematics for the delegated buildin ri
operating systems will be listed here. and its
g(s)
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APPENDIX V
FIGURE B
(page of
ESTIMATE OF REIMBURSABLE COSTS FOR MAINTENANCE
AND RECURRING REPAIRS OF
FIRE AND WATER FLOW ALARM SYSTEMS
Building Name:
Building Address:
Building No.:
Estimated
Annual Current
Manhours Labor Rate
Estimated Costs of Current Other
Supplies and Materials Contract Costs Costs
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APPENDIX VI
FIGURE A
(page of )
INTERAGENCY UTILITIES RESPONSIBILITIES
1. The following delegated building(s) receives steam from a GSA
central plant or another GSA-operated or -delegated facility:
Building Name:
Building Address:
Building No.:
Steam Rate (in $) per 1,00Q lbs:
[list additional buildings)
2. The following delegated building(s) supplies steam to another GSA-
operated or -delegated facility:
Building Name:
Building Address:
Building No.:
Steam Rate (in $) per 1,000 lbs:
[list additional buildings]
5. The following delegated building(s) receives chilled water from a
GSA central plant or another GSA-operated or -delegated facility:
Building Name:
Building Address:
Building No.:
[list additional buildings]
The following delegated building(s) supplies chilled water to
another GSA-operated or -delegated facility:*
Building Name:
Building Address:
Building No.:
[list additional buildings]
he formula in Appendix VI, Figure B, will be used for determining
ie chilled water costs.
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APPENDIX VI
FIGURE B
(page of )
FORMULA FOR DETERMINING CHILLED WATER COSTS
TOTAL BTU'S 1 12,000 = TOTAL TONS
TOTAL TONS x 1.2* x COST PER KWH** - $
* This constant factor converts tons into KWH.
**Important: Cost/KWLH, including demand and fuel adjustment charges
?or each quarter, will be computed by the supplying agency by
dividing the total electrical dollar cost during each quarter in
question for the previous year by the total KWH (energy tota3) for
the same time frame, and multiplying by an estimated inflatt'on
factor to be.determined annually by GSA.
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APPENDIX VI
PIGURE C
(page of
BUILDINGS WITH A LOAD CURTAILMENT PLAN
Building No. Building Name Building Address City State Utility Co.
LOAD CURTAILMENT PLANS WILL BE PROVIDED SEPARATELY
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APPENDIX VII
FIGURE A
(page 1 of 2)
EXAMPLES OF AGENCY REPAIRS AND ALTERATIONS RESPONSIBILITIES
UNDER THE DELEGATION (RECURRING REPAIRS)
1. Scheduled interior and exterior painting.
2. Recurring caulking, cleaning, painting, and repair of exterior
architectural building finish systems, including openings.
3. Corrective actions that must be undertaken to repair defective
mechanical, plumbing, electrical, firesafety, and elevator/escalator
system components and individual pieces of equipment. The replacement
of a major piece of equipment such as a chiller, electrical
substation, etc. is not considered recurring in nature.
4. Waterproofing, replacement, or repairs to roofin
decks, which do not require structural alterations.plThescompleteg
replacement of a structural roof is not considered recurring in
nature.
5. Recurring cleaning, refinishing, repairs, and restorations to
architectural metals.
6. Recurring repairs to exterior sitework including paving, bridges,
approaches, striping, signage, drainage systems, fences, barriers,
landscaping, lawn sprinklers, and loading docks.
7. Recurring repairs or replacement of interior architectural finish
systems, such as repair of damaged finished walls, repair/replacement
of damaged or deteriorated floor finishes such as carpet, floor tile,
etc.
8. Incidental, day-to-day tenant alterations, such as the relocation of
partitions, electrical or telephone outlets, doors, etc., compatible
with and not adversely affecting the building structure, mechanical,
electrical, fire, and lifesafety systems. These alterations are of
the type previously done reimbursably by GSA for the Agency.
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APPENDIX VII
FIGURE A
(page 2 of 2)
EXAMPLES OF GSA REPAIRS AND
ALTERATIONS RESPONSIBILITIES UNDER
THE DELEGATION (NON-RECURRING REPAIRS)
Definition: Any improvement to a building structure, its grounds,
equipment and/or one or more of its systems which:
(a) Materially prolongs the useful life of the building by
replacement, upgrading or installation of a new building
system(s) and/or
(b) significantly extends, enlarges, or enhances the
building structure.
Examples:
1. Replacement of major equipment such as chiller, electricalesubstation.
2. Conversion of elevator from manual to automatic.
3? Airconditioning (central) a building that previously was not
airconditioned.
4. Constructing an extension to existing building.
5. Replacement of building structural roof.
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APPENDIX VII
FIGURE B
(page of )
FORESEEABLE NON-RECURRING REPAIRS
Balding Name and Address:
2. Building No:
3. Project Title:
4? Be6 ription and Location of Work:
5. Total Estimated Cost:
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APPENDIX VII
FIGURE C
(page of )
RECURRING REPAIRS OR TENANT ALTERATIONS UNDER CONSTRUCTION
Building Name:
Building Address:
Building No.:
Project Description Current Status
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Estimated Estimated
Completion Date Cost
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APPENDIX VII
FIGURE D
(page of )
RECURRING REPAIRS IN DESIGN STATUS
Building Name:
Building Address:
Building No.:
Project Current Estimated Estimated Estimated
Description Status Completion Date Design Cost Construction Cost
* INDICATES PROJECTS INCLUDED IN GSA APPROPRIATIONS WHICH WILL BE
COMPLETED BY GSA
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SURVEYS AND STUDIES IN PROGRESS TO BE COMPLETED BY GSA
APPENDIX VII
FIGURE E
(page of )
Building Name:
Building Address:
Building No.:
Project
Current
Status
Estimated
Completion Date
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APPENDIX VII
FIGURE F
(page of
)
RECURRING REPAIRS IDENTIFIED AND TO BE TRANSFERRED TO THE AGENCY
Building Name:
Building Address:
Building No.:
Estimated Cost
Remarks
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APPENDIX VII
FIGURE G
(page of )
PROPERTIES EITHER ON, ELIGIBLE, OR POTENTIALLY
ELIGIBLE FOR THE NATIONAL REGISTER OF HISTORIC PLACES
AND HISTORIC DISTRICTS
Building No. Building Name Building Address City State ConstDate
ructed
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APPENDIX VIII
FIGURE A
(PAGE OF )
SECURITY SYSTEMS INSTALLED IN THE DELEGATED BUILDING(S)
" '-'? ? ?lame:
Building Address:
Building No.:
c? System Location of Device(s) Location of Monitoring Station
COPIES OF ANY AVAILABLE SCHEMATICS, RECORDS, AND PREVENTIVE MAINTENANCE
DOCUMENTS WILL BE PROVIDED SEPARATELY.
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OFFENSE/INCIDENT REPORT
.r,1-w"a~f ?.E P.I..1T40 EE01AAATTLT. so A 11,1 Y?AL E? OwG~AI a Y CO..T...{,ArIOM AiL~P/c YEMT
-.a'.swctDCD.AM Rcv(RCE o. SOAP. IOCNTIcy ITEM: 0R01OLLO.ru.
c.oc .o a "of I. n,E S. OgIOI O. uU01.1 f. CA{I CO.I.oI Oo
I 1 I
IE. "TUMI so sots aoc11T 1 OAT E A vn ' wooTEo
It R0.OEMISTRATON
M cool
W
11
MINE AND AOOREEE
IN
Afr..r 5. Apt IM .. a.r _ fb.. . Wa, Cn.Irl
TOLEM CT
4VT. RSONAL
A14ALRE COVERED
REGISTRA-
TION
S. ORMIMMN
^ GOV-T.
SVP
.. col 04 /repA.n.wd I. 1011 IPTIRO OIARACTER*TICE?
i 1 I-- ' O MODEL
11111 111 1111--
16 VAIYE VRVIVAI OR VRIOVE FEATVRQ
- 1. VMS Of POOPS RTY
F antes umcultEO RECOVERED ^utlEING ^-ARTIAL RECOVERY
E. NMI Of Mg a VARTITr 4691111110160111,
.. RRARO RAPE
0OOV T? QPERSONAL
~ s. AL
1 I I I I I I I I I ? COlOO If. ?100E1
. Pawn a"E a ETATV5 01-OOPEETY
^OEa*EO QIA?OEQ/REO ^RECOVEREO 0MIWNG ^PARTIAL RECOVERY
I I
IS. RARRATIVc p/.e/dYd l.m 6 a Y/. US, mmm of"bmi
==NOTIFICATION
a u.wtw .1.L"
AOENCY
a OMLOING
MANAGER
..OTHER, %
MOTI1IE0
I I I
I I I
W
I I I
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^ via ^ No
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A wNEOt STORED
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MENTS
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t MO-ERTY
I. SUPPLE.
RECEI-TIA
MENTAL
6-I IO[NTIFIEO L-1 CONTRACT
^ GOVT a NON GOVT
EMPLOYEE ^ EM-LOVEE
SOTS: cm O71A Fw 1E07. s Ol.w Y. ErVwl A% Otiop. Owr01. An. Rob". R.any.1r. W.m.w Y.N.
ift CADGE
31
CASE
REFERRED
TO
I I I
a OETVRREO TO SERVICE
^aRELEAEEO ^.. WA
4""C?t..fnOIREw 7.$3
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I I I
^ .. WA I O.. ARRElTEO~ O `KTOTATe0og
;! 0 NQ
 Q w ti ..,J ... ^, . . F-
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GSA FIRE INCIDENT REPORT CON F T OIRI IJI ~~,,,~-, i ^raunlr. I~l~rat PB.0
I 1NCIOCNT NO. f1.. 6, 1.1:. it 6
dad ear. iRrrnrw.n I I
NN an ..
1. MO. DAV VA. L. DAY OF WEEK L TIMC
L I I I I I I
9. BUILDING NAME AND ADDRESS trt%. Starr. ZIP code)
ITRAN.
ACT .Or.
J. REVISED RCPORI
MO.DAY YR.
1 I
'LIIIIIIIII11
GROUP 10 N( v., Itrt't)u1
bJO. TYPE OF MATERIAL IGNITED
L
22. METHOD OF DETECTION
A - Occupants
? . watchman
C ? PdliCC Pat-O1
O- Passerby
E . Occupants of
Re igh bor ing
budi
F ? Othher arson
2E.
S LOSSES
GSA
OT61C R FEDERAL
ca
t e
e ete
mared or "r w"
N N-;:EDERt,
L.UMAP"t
29
Pro off tropcownly/
NO
OF INJURIES
NO
OFDE.T.i5
p
Y JIIt11.1
.
.
.
GSA
C?- :
NO
OF INJURIES
_
T i
NO
OF D:
:
10
O?I
LIST ACCID
N
l
OTHER
.
.
.
.
.
E
T (Form 7090) INCIDENT NUMBER(S) FOR ALL INJURIES AND/OR DEATHS
CODES FOR SECTIONS IV THROUGH VII AS APPROPRIATE - Y - YES
N Of A. on to -.1top
32. SPRINKLERS IN FIRE AREA ......................
13. OPERATED AT FIRE ?....? .........................
34. TVPf OF ALARM CONNECTION ...............
35. OPERATION FIRST INDICATION OF
76. NUM?ER OF HEADS ACTIVATCC1.....
37. TYPE OF SPRINKLER SYSTEM L
(Enter ?pprr.prwt. rude in ions )
A - Wet
B - Dry
C?Deluge - ovate.
D . Deluge - foam
E . Reaction
F ? Othe. (Spec.(. )
G ? Unknown
A ? Satisfactory ? eItingulshed fire
? ? Satisfactory ? held fire in check
C - No operation . fire too small
O ? No Wrinkled In fire area
E ? Unsatisfactory (Explain In "ornatim)
F ? Performance undetermined or not r?oorteo
0
SECTION V ? AUTOMATIC FIRE DETECTION SYSTEM (Complete if finpa6mleke incident)
29. ! ETTIOfe PROVIDED /f!?naur? is
Nor A. go p, 171 .....?.??....-?.?.?. ? ....??...
40. SYSTEM PRESIGNAL ?..?.?.....? ???? ?.,
43. DETECTORS IN FINE AREA....?.....?.._..-
a2. OPERATED AS RESULT OF FIRE ..... ?_....
47. TYPE OF ALARM CONNECTION.
tea. DETECTOR FIRST INDICATION OF FIRE
AS. TYPE OF DETECTION SYSTEM
(Enter appropriate eodc in liver )
A A. Fixed temperature G - Unknown
? ? Rate of rive
C ? Combination
O ? STOke
E ? Other (Speei(y/
F -Heat (T)oe not anuun)
tea. PR ESIGNAL--- I r ... TION .: :::: w....??
0 Performance .,.c,
termtne0 O? not
silted
H ? ComO?na' w
list not.
Sl. ALARM TRANSMITTAL SATISFACTOR '
(1l NO, explain do II?rNliue)
SECTION VII .OTHER FIXED EQUIPMENT AND SYSTEMS IComplew if free or smoke incidenfl
52 SPEC
.IAL FIXED EXTINGUISHING
SYSTEMS (Enter appropriate code an aoi )....
A ? None F ? Foam
? ? Carbon db?1de total flood C. .Arne.
Y ? --ev1On^ Ioiar'Icod
E - Dry oo~rA,
SS. ST41IDPIPE AVAU $LE?..?
A . Automatic
? ? Manual
C - Not operated
S1. SPECIAL SYSTEM PERFORMANCE (Faroe appr..
A ? Fire too small for system operation
? ? Operated Hl isfactorlly - SIII leire uitneo liar
C ? Operated utlsflCtOrlly . 11116 / In Chet..
O ? Operated unsatlsfactOiIly (Eapl?in in flan, g,.. 1
E - Operation N/A
Si. STANO-IPE USE ?Y Wolfer appropri?Ie coat in 6".11
A . Fare d'DIH"Wnt ? ? Occupants/Fore MipOe
C - Sol" A site ? 0. Other E ? alone
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I ILII11111111111IIIIl1H-1 I I
SECTION 11 - DAMAGE ASSESSMENT lCompfere if fire oramoke inciden(1
?morciprietr code
"e rr? )
G ? Sprinkler
activation
M . Fort detection
syslem activation
I ? Other means
J ? Not dttecled
during burning
stage
17 REGION NO.
l'
k I I
11 1 1 1 1 1 1 I I 1I 1 1 1 1 1? 1 I
(Codes 10 be reed in items 24. 23. 2E and 27)
A ? Confined to object of origin
? S. Confined to area of origin
C ? Confined to room of origin
D ? Confine0 In fi.r r.rM ^ww.w?.?.... w. ?
origin
5ConfIM4 to floor of origin
F ? Confln.d to building of wig in
a - Extended beyond bu;l Ding of or.gln
H ? Not a structure fire
I ? No tannage of Enls type
SFCTION III ? DOLLAR LOSSES AND INJURIES /F,
r
re
i
S3. SPECIAL EXTINGUISk?IING
SYSTEMS OPERATED Weiler
?pp'oprrne code on bna l .........
IS1. SIaFFICSEf1RMIATER AVAILA?LE FROM
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SECTION VIII EXTINGUISHERS /Cornfolen, it tore or somo.e rncrdent)
$S INSTALLED PORTABLE EXTINGUISHERS ? NOT i1RC DEPARTMENT CARRIED trotter appropriate St, MOW MANY VSEO/,.....
..'ode to (lee1.......?.......?....._.-_...... ? .......................-....................?.......-......_?~.~?.._..
A A. Erlkyuwnfrs S ? Ptevleed but C - Ooe.atea
D? ?a nY1N4CnWIly
Opt provided not used satisfactorily (Lapie
splatn tno nerreftw)
SECTION IX ? FIRE DEPARTMENT IContplere if fir, or s mo*e incidenfl
60. 010 FIRE DEPARTMENT RESPON'
t (Enter appropriate tote in box)
Lj =1 i1. FIRE DEPARTMENT 62. FIRE DEPARTMENT
A ? NO ? S. YES, Public INf dertment that reports to NFPCA CALLED VI Al..._..._ RESPONDED WITHIN
MINUTES OF N
C -YES , Public Ike Nparlrrm?nt that ots not report to NFPCA
OTIFI?
O YES, GSA /Na departnNnt F. C and O
dO
CATION
,W-SECT X -MISCELLANEOU
S (Conptereonsdincidenal
di. AT TIME OF INCIDENT THE sulLo.NG WAS (rater appropelefe cote
In box) ..
M. AT TIME OF INCIDENT THE BUILDING HAD At (Enter appro.
~~ ?_,?,~?M, .....
prfete code in teal
A. OcswMl/ by t+w11e persons Not occupied
a. Occupied by "Neplmp pesters ? Vacant
C ? eo
a
r
A A. G.eard/Mlalcpanan ? A and a
s Fire br1NM ? ROn srtklNtlq ? ^ And C
ew
d by eRNdren of seed pe
sons only
C ? Fire brigade ? perlWasslIM ? None
45. OCCUPANTS WERE (footerapproprt.se code M box) -..~.. ?
K. WAS EVACUATION/ItuLOCATION SATISFACTORY?
A ? Ewew1N S ? Relocated C ? Both 0 . Neither
V ? YES ? N ? NO A ? Not aopllcable (It A J. o:pWrr in aonef(ue)
67. OEFICIENCIES OR PROBLEM AREAS (Safer appropriate cote do boa
aamt appINa an Rarttho) ....~._...--.-?._..~ ?
EXPLAIN DEFICIENCIES OR PROBLEM AREAS
A ? Oelov to atarot psnsmNt.I to local file departeltant
? - Delay M We SSpartRtent resaonse time
C? ? Fire dbpatawM NulplnsM breakdown
O ? Fled depon"Wat People""" letkNnclas
? ? FasNlty S M prMsaloa derenitatlon detlclaocles ?
F ? Delay in g atop ataram to occupants
G.- ~Oeupnt M1tdrfrdwce or confusion
N ? SuNdlog esu4MNM breakdown
I ? Entlegulkleq agents. eater. etc.
it ? 40,11hor Sr ssmsMatlons. list ties.
SECTION XI ? PROPERTY REPORT
(ConpAm N (M or ~ks iRe/drnf/.
ILIE PROVE Y
VR.
MAKE
MODEL
SERIAL NO.
LICENSE NO (It any)
fig. EQUIPMENT INVOLVED
odd HINITION
YR.
MAKE
MODEL
SERIAL NO.
VOLTAGE (/t any)
70. BRIEF HISTORY OF INCIDENT (Colwell Important detepa: aft.eO ettftfeaal alteefs M atNed. P501. aisd r.4eteA?a Tway be /weisrded).
SECT ION X111 -COMMENTS (Complete on ell incidlsnfs) litre additions/ s/meets as neeessery)
7l. ACTION(S) TAKEN AND RECOMMENDATIONS TO PREVENT RECURRENCE (BUILDING MANAGER)
7i COMMENTS (AREA MANAGER. BRANCH CHIEF. ETC.)
73. COMMENTS (CHIEF. REGION ACCIDENT AND FIRE PREVENTION BRANCH)
a. NV / NATUR
SECTION XIV ? PREPARER OF THIS REPORT (C1tn eearee1/ owidentsi
7& TIT&& 74L DATE
GSA Powell S3 BACK t*Ev. a?7e
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APPENDIX VIII
FIGURE D
(PAGE OF )
REMEDIAL ACTIONS RESULTING FROM FIRE AND LIFE SAFETY INSPECTION REPORT
Building Name:
Building Address:
Building No.:
Remedial
Action
Required
Responsible Current
Agency Status
Required/Estimated Estimated
Completion Date Cost
A COPY OF THE REFERENCED FIRE AND LIFE SAFETY INSPECTION REPORT WILL BE
PROVIDED SEPARATELY
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CONTRACTS EXTANT IN THE DELEGATED BUILDING
Building Name:
Building Address:
Building No.:
Contractor
Type of Name and Effective Expiration
Contract Contract No. Address Date Date
APPENDIX IX
(page of )
Current
Dates of Annual
Renewal Contract
Option(s) Cost
GSA
Contracting
Officer
Name
Address
Telephone
A FACT SHEET ON UNRESOLVED CONTRACT DISPUTES OR APPEALS WILL BE PROVIDED SEPARATELY, IF APPLICABLE.
COPIES OF ALL CONTRACTS WILL BE PROVIDED SEPARATELY.
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APPENDIX I
(PAGE OF )
OTHER ASSIGNMENTS IN THE DELEGATED BUILDINGS
Building Name:
Building Address:
Building No.:
Tenant
Location(s)
Occupiable Sq. Footage
COPIES OF OUTLEASES WILL BE PROVIDED SEPARATELY
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APPENDIX XI
Pg. 1 of 21
BUILDING DELEGATION EVALUATION GUIDELINES
OPERATIONS AND MAINTENANCE
1. PERFORMANCE nQAT-A Delegation
Reference
A. The building, equipment and systems are S.B.(1l,(2)
operated and maintained in a manner that
will provide for the orderly operations
of the Government and ensure preservation
of the Government's assets.
B. An approved preventive maintenance program 5.B.(2)
has been established for all building
systems and operating equipment.
C. Preventive maintenance is being
accomplished in accordance with the
approved program.
D. Appropriate documentation of the building 4.E.(2)
operations and maintenance program is
maintained.
E. Provisions of the Federal Property 2.A.
Management Regulations and Executive
Orders are being complied with, as
applicable.
II. PROGRAM DO UMENTATTON
A. Inventory of all building components,
equipment, and systems.
B. Copy of approved preventive maintenance
program.
C. Building operating plan reflecting
operating procedures, hours of
:operation, contingency plans, and
:the like.
D. Individual tour and/or watch operator
Anmianmen? nlmnr_
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E. Record of preventive maintenance
scheduled and accomplished, including
certification, on individual building
components, equipment, and systems.
F. Description of equipment including
manufacturers' specifications, data,
and the like.
G. Description of repairs or replacement
to building component_s,~~; went, ^=
systems.
B. Inspection certificates and test
results for boilers, unfired pressure
vessels, and elevators.
1. Service call records.
J. Water sample analysis reports for
refrigeration equipment and boilers.
K. Copy of all current maintenance
contracts, including all amendments,
as applicable.
L. Record of unusual incidents,
occurrences, or requirements affecting
the operation of the building.
III. E4 LUATTON GUID .TNES
APPENDIX XI
Pg. 2 of 21
Delegation
Reference
5. B. (2)
A. Agency has submitted proposed PM program S.B.(2)
to GSA for approval within 120 days
after delegation.
B. When applicable, Agency has established S.A. (1) (2) ,
and implemented a plan to manage and and (6)
administer the contract(s) to ensure
adherence to specifications, and that
specified services are provided.
C. An inspection program has been '5.8.(2)
established, implemented, and
documented to ensure that Pig! is
accomplished in accordance with the
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APPENDIX XI
Pg. 3 of 21
Delegation
Reference
D. Agency is operating all equipment S.B. (1)
in accordance with energy conservation
guidelines contained in FPMR 101.20.16.
E. A service call procedure has been S.B.(2)
established and implemented to ensure
timely response and corrective action
to occupant complaints.
F. Condition of building components,
equipment, and systems reflects
proper maintenance, repair, and
operation.
G. The Agency is providing full service 5.H.(5)
and support to other GSA-assigned
occupants of the building.
H. Occupants are satisfied with 2.A
building operating service.
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BUILDING DELEGATION EVALUATION GUIDELINES
ENERGY MANAGEMENT
APPENDIX XI
Pg. 4 of 21
Delegation
1. PERFORMANCE GOALS Reference
A. Building equipment and systems are
operated in an energy efficient
manner.
B. A building energy management and
conservation program has been
developed and implemented.
C. Appropriate documentation of the
energy management and conservation
program has been developed and
implemented.
D. Provisions of the Federal Property
Management Regulations and Executive
Orders are being complied with, as
applicable.
II. PROGRAM DOCUMENTATION
A. An energy management and
conservation plan has been developed
to attain the goals of FPMRs,
Executive Order 12003, and the
National Energy Conservation Policy
Act.
5.B. (1)
4. E. (2)
B. All utility and fuel bills including 5.C. (2)
natural gas, coal, steam, chilled
water, oil, electricity, water and
sewage.
C. Utility meter readings, including 5.C.(2) and
chilled water, on a monthly basis. (4)
D. Electric utility. load plots, if 5.C. (1)
available.
,E. ? Stems usage recording plats, if
,applicable and available.
F. Flectrical load curtailment plans, S.C. (7)
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APPENDIX XI
Pg. 5 of 21
III. EVALUATION GUIDELINE Defegancen
Reference
A. Agency is forwarding copies of
all utility bills to GSA in a
timely manner.
B. The implemented building energy
management and conservation program
adheres to energy conservation
provisions; energy efficient
lighting practices; and energy
efficient heating, ventilation
and air conditioning operations
contained in FPMRS, Executive
Order 12003, and the National Energy
Conservation Policy Act, as applicable.
C. A procedure for analyzing energy
consumption data has been established
and implemented to identify energy
conservation opportunities.
D. Actions have been initiated to take
advantage of identified energy
conservation opportunities
E. Low- and no-cost energy conservation
procedures and techniques are
practiced.
S.C. (1)
F.. Where the Agency is supplying chilled 5.C.(3)
water to another building, the Agency
has furnished and installed a BTU
meter and computed quarterly costs
according to Appendix VI, Figure B.
G. Where applicable, the receiving agency S.C. (4)
has forwarded monthly utility meter
readings for chilled water or steam to
the supplying agency in a timely manner.
H. The Agency has taken actions to implement 5.C.(7)
the .load curtailment plan when notified
by the utility company.
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BUILDING DELEGATION EVALUATION GUIDELINES
CLEANING
APPENDIX XI
Pg. 6 of 21
Delegation
I. PERFORMANCE GOALS Reference
A. The building and grounds are cleaned 2.A
and maintained so as to provide a
healthful and
attractive environment.
B. A cleaning and grounds maintenance 5.A
program has been established to
ensure scheduled services are
provided.
C. Appropriate documentation of the 4.E.(2)
cleaning and grounds maintenance
program is maintained.
II. PROGRAM DOCUMENTATION
A. Copy of cleaning and grounds
maintenance program, including
work schedules.
B. Inspection reports for cleaning
and grounds maintenance.
C. Records of supplies and materials, and
inventory of equipment for items used
in the cleaning and grounds maintenance
program.
D. Copies of all cleaning and grounds S.A; S.G.
maintenance and trash contracts, (1),(2) and
including all amendments, as (6) .
applicable.
E. Service call records.
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APPENDIX XI
Pg. 7 of 21
III. EVALUATION Delegation
Reference
A. The cleaning and grounds maintenance 5.A
program has been implemented.
B. An inspection program has been
established, implemented, and
documented.
C. Condition of the building reflects R
proper cleaning and grounds maintenance.
D. When applicable, the Agency has established 5.A(1),(2)
and implemented a plan to manage and and (6)
administer the contract(s) to ensure
adherence to specifications and that
specified services are provided.
E. A service all procedure has been
established and implemented to ensure
a timely response to occupant
complaints.
F. The Agency is provided full service and 5.H.(5)
support to other GSA-assigned occupants
of the building.
G. Occupants are satisfied with building 2.A.
cleaning and grounds maintenance services.
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PROTECTION
APPENDIX XI
Pg. 8 of 21
Delegation
I. PERFORMANCE GOALS Reference
A. To provide for the safety, health, and 5.E.(2),(3)
protection of life and property,
including personal property in the
building and on the,grounds.
B. A safety, health and protection program 6.E. (6)
has been established ,inA 1mn1 pmPntpti
to ensure the protection of life and
property from fire, criminal activity
and environmental hazards.
C. Appropriate documentation of the fire 4.E.(2)
safety health and protection, program is
maintained.
D. Provisions of the Federal Property 2.A.
Management Regulations and Executive
Orders are being complied with,
as applicable.
II. PROGRAM DOCUMENTATION
A. A current and complete occupant 4.E.(2)
Emergency Plan exists for the building.
B. Offense/Incident Reports, GSA Forms 3155. 5.E.(5)
C. Inventory of security systems. 5.E.(2)
D. Copy of latest Report for Facility 5.E.(7)
Safety, Health, of Fire Protection
Survey, GSA Form T-849.
E. Records of fire, health, and life
safety inspections and/or reports,
and actions taken on existing and/or
potential hazardous conditions.
2.A.,5.E. (7)
Inspection records, of guard contract 5.E_ (3)
performance, if applicable.
G. Suitability and certification records
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APPENDIX XI
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Delegation
III. EVALUATION GUIDELINES Reference
A. When applicable, the Agency has
established and implemented a plan
to manage and administer guarding,
security and/or fire safety
systems and contracts to ensure
adherence to specifications, and
that specified services are
provided.
B. Completed copies of Offense/Incident 5.E. (5 )
Reports (GSA Forms 3155) and Fire
Incident Reports (GSA Form 53) have
been forwarded to GSA in a timely
manner.
C. Current GSA Rules and Regulations 2.A
are posted in a conspicuous place(s)
within building.
D. Timely and complete action has been S.E.
taken to identify and correct fire,
health, and life-safety deficiencies
which are the responsibility of the
Agency and to notify GSA of those
for which GSA is responsible.
E. Periodic fire- and/or life-safety S.E. (6)
evacuation drills are conducted.
F. Building protection, health, and S.E. (6)
safety requirements are provided
in accordance with pertinent
FPMR and GSA fire and safety
criteria.
G. Occupants are satisfied with
building safety and security
services.
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BUILDING DELEGATION EVALUATION GUIDELINES
REPAIRS AND ALTERATIONS
APPENDIX XI
Page 10 of 21
Delegation
I. PERFORMANCE GOATS Reference
A. The building and its components
are maintained in a state of repair.
that will ensure uninterrupted operations
and protect the Government's assets.
B. A repair program has been established
to ensure the continuing operational
integrity of the building, its
equipment and systems, and the
protection of the Government's
assets.
S.D. (2)
C. Alterations are accomplished in 5.D. (10) ,
accordance with accepted construction (11)
practices and in keeping with the
engineering and architectural
features of the building, including
historic preservation requirements,
where applicable.
D. Appropriate documentation of repairs 4.E.(2),
and alterations is maintained. 5.D.(3)
E. Provisions of the Federal Property 2.A
Management Regulations and
? Executive Orders are being complied
with, as applicable.
II. PROGRAM DOCUMENTATION
A. Project records of all completed 5.D.(3)
recurring repairs and tenant
alterations costing $10,000 or
more which identify the description
and location of work, fiscal year
of implementation, and actual
total cost.of each project.
B. 3tecords of scheduled,:and aacccmp1ished
cyclical painting.
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APPENDIX XI
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Delegation
Reference
C. Copies of requests for GSA review and 5.D.(4)
approval of recurring repairs and tenant
alterations estimated to cost $50,000 or
more or resulting in a change in the
classification of space, with
supporting data and'GSA response.
D. As-built drawings of approved projects ' 5.D.(4) (c)
costing $50,000 or more or resulting in
a change in the classification of
space.
E. Copies of requests for GSA accomplishment 5. D. (5)
of non-recurring repairs, in the required
format.
F. Copies of correspondence with GSA, the 5.D. (10) _
state historic preservation office, and
the Advisory Council on Historic
Preservation regarding review and approval
of repair, maintenance, alteration, and
restoration work, where applicable.
III. EVALUATION GUIDELINES
A. All necessary recurring repairs are being 5.D.(2)
accomplished or have been programed for
accomplishment.
B. Required cyclical painting is being S.D. (1) , (2)
accomplished and records of areas painted
are kept current.
C. Requests for project review and approval, S.D. (4) (a) ,
where required, were submitted in a timely (b)
manner and no work was begun without GSA
approval.
D. Foreseeable non-recurring repairs are 5.D.(5)
reported to GSA in a timely canner as
:they are identified, and a prioritised
listing of required non-recurring
repairs vas submitted 16 months .prior
.to the fiscal year .in which the work
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E. Requests for project review and approval
and reports of foreseeable non-recurring
repairs were accompanied by required
supporting data adequately describing
the scope of each project and verifying
whether the project was recurring or
non-recurring.
F. If requested, the Agency provided
information necessary for the
preparation of a prospectus for
the delegated building.
G. All recurring repairs and tenant
alterations accomplished by the
Agency conform to FPMR and GSA
firesafety, health, lifesafety,
and handicapped accessibility
provisions and, as applicable,
historic preservation requirements.
H. All Agency tenant alterations
maintain the existing building
character and use, and match the
existing in quality, finish, style,
and workmanship.
I. The Agency is providing full service
and support to other GSA-assigned
occupants of the building.
J. Occupants are satisfied with the
overall state of repair of the
building.
APPENDIX XI
Pg. 12 of 21
Delegation
Reference
5.D. (4) (a) ,
(b)
S.D. (6)
S.D. (10) ,
(11)
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BUILDING DELEGATION EVALUATION GUIDELINES
RESOURCE MANAGEMENT
APPENDIX XI
Pg. 13 of 21
Delegation
1. PERFORMANCE COALS Reference
A. To operate, maintain and repair
the building in a cost efficient
manner.
B. To establish and maintain an
accrual cost accounting system
which is accurate, timely, and
provides required cost data to
monitor all expenditures by object
all expenditures by object class and
function. '
C. To provide and maintain all
required financial and personnel
records and reports.
II. PROGRAM DOCUMENTATION
A. Copies of all quarterly accounting 4.C.,D.
and personnel staffing statements
transmitted to GSA, in the
required formats.
B. Copies of all source documents
relevant to the accounting and
staffing data.
C. Documentation of the annual authorized 4.E.(2)
personnel and funding levels.
D. Copies of all functional statements 4.E. (2)
for each organization associatted with
the operation of the delegated
building.
E. Copies of organizational charts with a
-list and description of the positions
:and grades.
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APPENDIX XI
Pg. 14 of 21
III. EVALUATION GUIDELINES Delegation
Reference
A. Certified financial reports
accurately display all costs by
labor, supplies/materials, and
contracts for each functional
area (i.e., repairs, alterations,
cleaning, mechanical, utilities,
protection, administrative support,
and the like).
4.C.
B. A specific accounting classification 4.D.
has been established to record all
costs related solely to the operation
of the building.
C. The Agency's operating costs and 2.A.
repairs and alterations costs, by
total and by functional area, are
comparable to those of GSA and/or
characteristics.
D. The Agency is performing periodic
cost analyses, including year-end
projections, and taking appropriate
actions based upon the results
of the analyses.
E. Financial records are maintained and 4.E.(2)
retired in accordance with NARA or
the Comptroller General regulations,
as appropriate.
F. Agency's current staffing is 4.D.
consistent with established staffing
plans and is adequate to perform
the functions associated with the
operation of the building.
G. The accounting and reporting systems 2.A.
contain adequate data to enable the
Agency to monitor resources and to
operate the building effectively.
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APPENDIX
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BUILDING DELEGATION EVALUATION GUIDELINES
CONTRACT MANAGEMENT
Delegation
I. PERFORMANCE GOALS Reference
A. Contracts are procured under 5.G.
formally advertised procedures
to the maximum extent practicable.
B. All contracting activities are 5.G.(8)
accomplished in accordance with
applicable Federal Procurement
Regulations (FPRs), Federal
Acquisition Regulations (PARs),
General Service Procurement
Regulations (GSPRs), General
Services Acquisition Regulations
(GSARs), and/or agency
procurement regulations, as
appropriate.
C. A fair portion of acquisitions, as 5.G.
approved by the Small Business
Administration, are set-aside under
Section 8(a) of the Small Business
Act for small disadvantaged minority
concerns.
D. A contract administration program S.G. (1) ,
has been developed and implemented. (2),(6)
E. Appropriate documentation of all. 4.E.(2)
contracting activities is maintained.
II. PROGRAM DOCUMENTATION
A. Contract files include all required 4.E. (2) ,
documentation relevant to the pre-award 5.G.(8)
phase, post award phase and contract
administration phase. Such documentation
shall include, but shall not be limited to,
acquisition plans. Department of Labor
Wage Determinations, source lists, synopsis
of solicitations, justifications for
negotiations, determinations of:responsive-
ness and responsibility, cost-and/or
pricing analyses, contract award documents,
contract modifications, and contract
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APPENDIX XI
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Delegation
Reference
B. Procurement assignment logs, and 5.G.(8)
librar
of
y
applicable procurement
regulations.
III. EVALUATION .OTnET TNFc
A. Procurement requests and in-house
commercial industrial type
activities are reviewed to ensure
compliance with 0MB Circular
A-76.
B. Mailing/source lists have been
established for various supplies/
services.
C. Solicitations are properly
advertised in the Commerce
Business Daily, where required.
D. Where the negotiated method of
procurement is utilized, in lieu
of the formally advertised
method, there is appropriate
justification (Determination
and Findings for its implemen-
tation in accordance with
applicable procurement
regulations).
E. In negotiated procurements, where
applicable, in accordance with
procurement regulations, the
following items are also included
in the contract file:
a) Cost Analysis of Proposal
.bl Price Negotiation Memorandum
:ca Certificate of Current Cost
and Pricing. Data
5. G.
5.G. (8)
S.G. (8)
5.G. (8)
5.G. (8)
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F. All required clauses and provisions, S.G.(8)
in accordance with the applicable
procurement regulations, are
contained in the solicitation.
APPENDIX XI
Page 17 of 21
Delegation
Reference
G. Prior to contract award, a determination S.G.(8)
of bidder/offeror responsibility has
been made.
H. Prior to contract award, a price
analysis has been performed to
determine price reasonableness.
S.G. (8)
I. Proper monitoring of the Small
Business Administration's compliance
with procurement regulations in
relation to the issuance of
Certificates of Competency, and the
selection and processing of 8(a)
set-aside procurements.
J. Proper processing of adjustments to S.G.(8)
contract prices resulting from the
exercise of economic price adjustment
clauses contained in the contracts
for multi-year and option type
procurements.
K. Proper monitoring in accordance with S.G.(8)
procurement regulations of the
contractors' compliance with
socio-economic requirements (i.e.,
subcontrating plans, labor surplus
area requirements, etc.).
L.
Reporting requirements as required
contract are submitted in an
accurate, complete, and timely
manner.
5. G. (8)
M.
Responsibilities delegated to the
5.G. (1) ,
Agency to _act as the Contracting
Officer's Representative for
. contracts 'awarded by GSA are
being satisfactorily accomplished
(2),(5)
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APPENDIX XI
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N. Actions are being taken with regard 5.G.(8)
to contractor non-performance in
accordance with the terms and
conditions of the contract
(i.e., monetary deductions from
payments due the contractor,
execution of 'cure' or 'show cause'
letters, etc.)
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BUILDING DELEGATION EVALUATION GUIDELINES
SPACE ASSIGNMENT AND UTILIZATION
APPENDIX XI
pg. 19 of 21
Delegation
1. PERFORMANCE GOALS Reference
A. A space assignment and utilization 5.H.
program has been established to
ensure the effective management
of space.
B. Appropriate documentation of space 4.E.(2)
assignment and utilization is
maintained.
C. Provisions of the Federal Property
Management Regulations and Executive
Orders are being complied with, as
appropriate.
II. PROGRAM DOCUMENTATION
A. Copy of current assignment plans
showing block assignments and
space classification for each
Agency component having separate
agency/bureau code for SLUC purposes.
5.H. (1)
B.' Copies of all correspondence to GSA 5. H. (3)
(including assignment drawings)
regarding changes which would affect
SLUC billing.
III. EVALUATION GUIDELINES
A. Space utilization inspection program S.H.(1)
has .been established, implemented,
and:documented to ensure that space
is properly utilized and that
reductions. in space assignments are
:,accomplished in accordance with
? Agency. space- reduction plan.
Notification and/or aDDroval 5 . H_ (3 )
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APPENDIX XI
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BUILDING DELEGATION EVALUATION GUIDELINES
LEASE MANAGEMENT (LEASED BUILDINGS ONLY)
Delegation
I. PERFORMANCE GOALS Reference
A. A lease management program has been 5.I.
to ensure the provision of services
required in the lease.
B. Appropriate documentation of the lease 4.E.(2)
management program is maintained.
I
C. Provisions of the Federal Property 2.A.
Management Regulations and Executive
Orders are being complied with, as
applicable.
II. PROGRAM DOCUMENTATION
A. Copy of the current lease, including 5.H. (1)
all amendments.
B. Copy of current, approved unit price 5.I.6.(a)
agreement, if applicable. (i)
C. Copies of outleases, if applicable. 5. H. (5)
ections conducted to 5. I. (i)
p
orts of ins
Re
p
D
.
ensure compliance with lease
performance standards concerning
heating, ventilation, air condi-
tioning, lighting, elevators, .
maintenance, security, janitorial
services, and the like.
E. Record of all complaints and their
resolution relative to lessor's
compliance with lease terms.
F. Copies of all Agency correspondence
with the lessor or his representatives.
G. Copies of all correspondence with GSA
5.I.
(1)
5.I.
(3)
concerning administration of the lease.
H. Economy Act records :are current 5.1. G. (d )
and complete.
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III. EVALUATION CRITERIA
A. Agency is aware of responsibilites
and limitations regarding lease
management and has taken no leasing
actions which are not authorized
by the delegation (i.e., out
leasing, redelegation of lease
management, rental payments, rental
deductions, modification to lease
agreement, new lease agreements,
and the like).
B. Agency has established and
implemented a plan to manage
and administer the lease to
ensure adherence to
specifications and to ensure
that specified services are
provided.
C. Persistent deficiences in lessor
have been reported to GSA with
supporting documentation.
D. The Agency is providing full
service and support to other
GSA-assigned occupants of
the building.
E. Occupants are satisfied with
the building condition and with
services provided by the lessor.
F. All alterations accomplished in
accordance with Economy Act
requirements. -
APPENDIX XI
Pg. 21 of 21
Delegation
Reference
5. B.(4),
S.I.(4),(S)
5. H. (I)
5.B.(5) -
S. I. G. (d)
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