[FPMR TEMP. REG. D-71, SUPPLEMENT 1] April 22, 1986. WORK SPACE MANAGEMENT REFORM 1. Purpose. This supplement cancels the fiscal 1986 reporting requirements set forth in section 101-17.009 of FPMR Temporary Regulation D-71, June 26, 1985. 2. Effective date. This supplement is effective upon publication in the FEDERAL REGIS TER. 3. Expiration date. This supplement expires June 30, 1987, unless sooner revised or superseded. 4. Explanation of changes. a. FPMR Temporary Regulation D-71 requires the head of each Federal agency to submit GSA Form 3530, Work Space Management Plan, to the General Services Administration no later than May 15 of each year. b. The requirement for annual submission to GSA of the GSA Form 3530 and the annual submission to OMB of Exhibit 24D of OMB Circular A-11, Rental Payments to GSA, has been reviewed by GSA and OMB officials, as well as agency representatives. It has been concluded that these two forms should be combined to ensure consistency and to reduce workload. Because the new form is in the developmental stages, agencies will not be required to submit their annual Work Space Management Plans by May 15. In the future, Work Space Management Plans and budgets will be submitted simultaneously. In this regard, we expect the new form to be available for use for the fiscal year 1988 budget cycle. Further instructions will be issued with respect to the availability of the new form and the revised reporting date. Paul Trause, Acting Administrator of General Services. [FPMR TEMP. REG. D-72] March 28, 1985. DELEGATION OF AUTHORITY TO TENANT AGENCIES TO CONTRACT FOR REIMBURSABLE SPECIAL SPACE ALTERATIONS 1. Purpose. This regulation amends instructions regarding the use of the provisions in Part 101-20, Management of Buildings and Grounds. 2. Effective date. This regulation is effective April 24, 1985. 3. Expiration date. This regulation expires two years from effective date (April 24, 1987), unless sooner superseded or canceled. 4. Background. General Services Administration (GSA), in its efforts to improve the management of the reimbursable program, will delegate greater authority to client agencies for accomplishing alterations which are not provided by Public Building Service (PBS) under the Standard Level User Charge (SLUC). Under the delegation, agencies may accomplish, within PBS guidelines and standards, alterations valued at $25,000 or less. These alterations may be ordered from ongoing indefinite quantity contracts or unit price agreements, or contracted for directly whether or not these GSA contracts are available. The increase in authority delegated to agencies to contract for their own alterations should result in elimination of a large number of smaller reimbursable work requests and allow GSA and tenant agencies to more effectively use its resources to provide better services. 5. Effect on other directives. Until further notice agencies are directed to take no actions pursuant to the following provisions of Part 101-20.105 is amended by revising paragraph (a) to read as follows: (a) Special Space alterations, except for communications/security systems, required by occupant agencies above the standard level provided by GSA and prescribed in § 101-20.102. (1) Agencies may order special space alterations in Government owned and leased buildings from GSA indefinite quantity contracts or unit price agreements, or contract directly for special space alterations within the following parameters. (2) Where GSA has operative indefinite quantity contracts and unit price agreements for accomplishment of space alterations in Government-owned and leased buildings, respectively, agencies may order against these contracts and agreements. Agencies wishing to use this authority shall submit names and addresses of proposed ordering officials and their alternates to the GSA buildings manager, who will submit them to the GSA contracting officer. Each agency shall be limited to one designated ordering official and one alternate in any building. The contracting officer shall designate in writing the ordering official and alternate by name and will authorize the contractor to accept orders from only the designated ordering official or alternate. The GSA contracting officer will advise the agencies' ordering officials and their alternates, in writing, of their responsibilities, authorities, and limitations under these contracts and agreements. Designated agency ordering officials may, with the prior written approval of the GSA buildings manager on each order, order special space alteration services available under these contracts and agreements. The GSA buildings manager with the assistance of the GSA contracting officer, Real Estate or Buildings Management Divisions, where applicable, shall review and approve the orders and modifications thereto based on, but not limited to, the following criteria: (i) The work is compatible with, and will not adversely affect, building structures, fire and safety systems, mechanical/electrical systems, or historically preserved building features. (ii) The work conforms to GSA standards for safety, space utilization, fire protection, and handicapped access. (iii) In leased buildings, the work is acceptable to the lessor, not the responsibility of the lessor, and within the Economy Act Limitations. (iv) Whether it is feasible for Government (force account) personnel to perform the work. (v) Whether it is feasible to combine the work with other similar scheduled work in a building. (vi) In Government-owned buildings, the work is not already included in a prospectus. (vii) Only scheduled items have been ordered. (3) No individual order or combination of orders for a special space alteration project against GSA contracts or agreements shall exceed $25,000. Requirements aggregating more than $25,000 shall not be split into several orders of less than $25,000. Agencies shall use the Optional Form 347, Order for Supplies or Service or an approved agency purchase order form to order special space alteration services under these GSA contracts and agreements. Any disputes between any agency ordering official and a contractor concerning the provisions of, or performance under, an indefinite quantity contract or unit price agreement that cannot be resolved by mutual agreement shall be referred to the GSA contracting officer for appropriate action. For all orders against GSA contracts or agreements, agency ordering officials shall furnish within 10 calendar days of preparation one copy each of the ordering document and final payment document to the buildings manager and to the GSA Contracting Officer. The final payment voucher shall be supported with the following documents: (i) Contractor's release of claims against the Government. (ii) Contractor's certification of payments to subcontractors and suppliers. (iii) Certification that work has been inspected and accepted and meets the provisions of the contract, and that the contractor has complied with all provisions of the contract regarding the subject delivery order. (4) An agency may contract directly for services up to a maximum of $25,000 per project, after obtaining written approval of the GSA buildings manager, regardless of whether GSA contracts or agreements are in effect. Agencies contracting directly must provide the GSA buildings manager with complete documentation of the scope of work and contract specifications at the time of submission for approval. GSA review and approval for agency-written contracts will be based on the same criteria applied to orders aganist GSA contracts and agreements. (5) Agencies shall be responsible for inspecting and certifying satisfactory completion of the ordered work and for contractor compliance with the provisions of all agency-ordered work, whether against GSA contracts and agreements or agency-written contracts. Agencies shall institute procedures that are adequate to ensure separation of the ordering process from the inspection and acceptance process. Where alterations will affect the classification or utilization of space, or involve special wall finishes or other nonstandard items or facilities, Real Estate Division's approval is required. The agency's initial approval submission on all alterations under this delegation of authority must include a layout of the agency's space to assist in the evaluation. The agency must identify the amount of alterations subject to the Economy Act limitation, and, if GSA advises that the 25 percent limit has been reached, the agency must prepare a Certificate of Determination before the work will be approved. As built drawing must be submitted within 30 days of completion. Dwight Ink, Acting Administrator of General Services. [FPMR BULLETIN D-207] October 11, 1985. PUBLIC BUILDINGS AND SPACE; SUPPLEMENTAL SPACE CONTRACT 1. Purpose. FPMR Temporary Regulation D-71, Work Space Management Reform, requires the development of supplemental space factors for each bureau and operational unit housed in GSA space. This bulletin provides information on the award of a contract to Geisler Smith Associates for the purpose of assisting GSA in the development of these factors. 2. Expiration date. This bulletin expires on September 30, 1986. 3. Background. On September 27, 1985, the General Services Administration (GSA) awarded a contract to Geisler Smith Associates for the performance of space planning services. Geisler Smith was hired to assist GSA's Office of Real Estate in the development of supplemental space factors required by FPMR Temporary Regulation D-71, Work Space Management Reform. Factors are required to be developed by March 31, 1986, for each bureau or operational unit housed in GSA space. Once developed, the factors will remain in effect until or unless agency missions change and will be used to determine short term requirements con tained in Standard Forms 81, Request for Space, received from agencies as well as long term planning needs reflected in community surveys and prospectus projects. Geisler Smith Associates has strong experience in space planning and programming as well as facility planning and received a competitive award in a joint venture with Capital Program Management, Inc. The term of the contract is one year although it is expected that most of the work will be completed by March 31, 1986. 4. Scope. Geisler Smith's initial task requires policy familiarization through a series of briefings presented by GSA. The contractor will then develop material for supplemental space workshops to be presented to GSA's client agencies during October and November 1985. Development of supplemental space factors will follow completion of the workshops. Representatives of Geisler Smith Associates will be contacting officials of GSA client agencies in October to arrange attendance at workshops and begin the process of developing supplemental space factors. Bill Sullivan, Commissioner, Public Buildings Service. 101-25.101-1 General. 101-25.101-2 Supply through storage and issue. 101-25.101-3 Supply through consolidated purchase for direct delivery to use points. 101-25.101-4 Supply through indefinite quantity requirement contracts. 101-25.101-5 Supply through local purchase. 101-25.102 Exchange or sale of personal property for replacement purposes. 101-25.103 Promotional materials, trading stamps, or bonus goods. 101-25.103-1 General. 101-25.103-2 Promotional material received in conjunction with official travel from transportation companies, rental car companies, or other commercial activities. 101-25.103-3 Trading stamps or bonus goods received from contractors. 101-25.103-4 Disposition of promotional materials, trading stamps, or bonus goods 101-25.104 Acquisition of office furniture and office machines. 101-25.104-1 Redistribution, repair, or rehabilitation. 101-25.105 [Reserved] 101-25.106 Servicing of office machines. 101-25.107 Guidelines for requisitioning and proper use of consumable or low cost items. 101-25.108 Multiyear Sec. 101.25-110-2 Tires obtained through Fed eral Supply Schedules or regional term contracts. 101-25.110-3 Tires motor vehicles. accompanying new responsibil 101-25.110-4 Recordkeeping ities. 101-25.111 Environmental impact policy. 101-25.112 Energy conservation policy. 101-25.113 Leasing of motor vehicles. 101-25.114 Supply management and assistance. surveys Subpart 101-25.2—Interagency Purchase 101-25.201 General. 101-25.202 Factors to be used to determine assignment of purchase responsibility. 101-25.203 Centralized purchases by GSA. 101-25.204 Centralized purchases by designated executive agencies under authority delegated by the Administrator of General Services. 101-25.205 Arrangement for performance of purchasing functions other than centralized. 101-25.206 Independent purchases by executive agencies. publications. 101-25.109 Laboratory and research equip 101-25.500 Scope of subpart. ment. 101-25.501 General. |