Blank IGE Perimeter Security System.xls

XLS spreadsheet 189 KB Posted Oct 8, 2008

Attached to: Install new Bosch control panel, and key pads to replace the existing Radionics System equipment for the perimeter security system.
Solicitation number: 3PPE-BID-09-001
Issued by: General Services Administration Public Buildings Service

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After cost/prices have been added to this please send along with SF 1442.

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Other files

File	Type	Posted
SOLICITATION_3PPE_BID_09_001.Will.doc	DOC document	Oct 24, 2008
52.212-1 Instruction to Offerors Commercial Itmes.doc	DOC document	Oct 8, 2008
SOLICITATION FOR OFFERS cover page for construction.doc	DOC document	Oct 8, 2008
Construction Table of Contents.doc	DOC document	Oct 8, 2008
Construction Cotnract Clauses 3508ref.doc	DOC document	Oct 8, 2008
Reps. and Certs.3503SAP.doc	DOC document	Oct 8, 2008
Non-Response MEMORANDUM.doc	DOC document	Oct 8, 2008
52.204-6 Data Universal Numbering System	—	Oct 8, 2008
Security Requirements Clearance of Personnel.doc	DOC document	Oct 8, 2008
SOW CH Perimeter Security System.doc	DOC document	Oct 8, 2008
SF 1442.xpx	XPX file	Oct 8, 2008
52.213-4 Terms and conditions-Simplified Acquis. Other than Commercial Item).doc	DOC document	Oct 8, 2008
Construction Wage Determination.htm	HTM file	Oct 8, 2008
Labor Standards 3505.doc	DOC document	Oct 8, 2008
52.232-33 Payment by Electronic Funds Transfer.doc	DOC document	Oct 8, 2008
52.219-22 Small Disadvantaged Business Status.doc	DOC document	Oct 8, 2008

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	ORIGINATING OFFICE:			DATE:	PROJ. NO.	CONTRACT NO.
				25-Aug-08	N2355180
ESTIMATE	PROJECT AND CITY:				PURPOSE
WORKSHEET	US Custom House				IGE for Perimeter Security System
	200 Chestnut St				ITEM:
	Philadelphia, Pa 19106				Replace Intrusion Detection System
ESTIMATE VALID TO:	ESTIMATED BY:			DATE SUBMT.:	SHEET NO.
30 days		Will Oliver		25-Aug-08
	QUANTITY		MATERIAL		LABOR RATE = $
	NO.	UNIT	PER	SUB	TOTAL	LABOR	MATERIAL & LABOR
DESCRIPTION OF WORK	UNITS	MEAS.	UNIT	TOTALS	HOURS	COST	TOTALS
Supply all labor,material and supervision				$0.00		$0.00	$0.00
necessary to complete the line items below.				$0.00		$0.00
SOW Replace 2 panels with 1 panel and						$0.00
re-wire all contacts				$0.00		$0.00
				$0.00		$0.00	$0.00
Bosch D9412GV2 Panel Package	1	ea		$0.00		$0.00	$0.00
Bosch D1260 ATM Style Kepypad	1	ea		$0.00		$0.00	$0.00
BATB-40 (Spare Battery Ecnlosure)	1	ea		$0.00		$0.00	$0.00
D1 1218 (12v. 18ah batteries)	2	ea		$0.00		$0.00	$0.00
Temper Switches for Panel	2	ea		$0.00		$0.00	$0.00
Sentrol Door Contacts (1076H &	18	ea		$0.00		$0.00	$0.00
Bosch Request to Exit PIRs	7	ea		$0.00		$0.00	$0.00
Ditek Surge Suppression RJ31X	2	ea		$0.00		$0.00	$0.00
Replace all 85 wireless batteries	85	ea		$0.00		$0.00	$0.00
F&I 18/4 stranded copper wire	10	rolls		$0.00		$0.00	$0.00
Conduit	2000	ft		$0.00		$0.00	$0.00
Programming/trainig	0			$0.00		$0.00	$0.00
5 year extended warranty		ea		$0.00	0.0	$0.00	$0.00
				$0.00		$0.00	$0.00
Subtotals				$0.00		$0.00
				$0.00		$0.00	$0.00
				$0.00		$0.00	$0.00
				$0.00		$0.00	$0.00
				$0.00		$0.00	$0.00
				$0.00			$0.00
				$0.00			$0.00
				$0.00		$0.00	$0.00
				$0.00		$0.00	$0.00
				$0.00		$0.00	$0.00
				$0.00		$0.00	$0.00
				$0.00		$0.00	$0.00
				$0.00		$0.00	$0.00
				$0.00		$0.00	$0.00
				$0.00		$0.00	$0.00
				$0.00		$0.00	$0.00
				$0.00		$0.00
SUB-TOTALS				$0.00		$0.00	$0.00
				$0.00			$0.00
				$0.00	$ - 0		$0.00
				$0.00	$0.00	$0.00	$0.00
				$0.00		$0.00	$0.00
TOTALS							$0.00
GENERAL SERVICES ADMINISTRATION					GSA FORM 3320 (12-99)

Normal Calculator

NON-RECURRING RWA												0
OVERHEAD & SALARY CALCULATOR							Step 2: Enter info for any direct costs - do not include management services covered under the 4% Fee					1
Estimate Date: 10/8/2008				Step 1: enter type			If amending RWA, include total direct costs for original RWA and amendments					0
				↓			↓					1
			Enter RWA Service Type:	construction and related services			Job Title	Grade	Hours	Rate	Total	construction and related services
					←	Step 3:				$ - 0	$ - 0	new business / non-construction
ENTER RWA ESTIMATE INCLUDING ALL AMENDMENTS				$0.00		Enter Estimate				$ - 0	$ - 0
										$ - 0	$ - 0
			IN-HOUSE DIRECT SALARIES	$ - 0		OR				$ - 0	$ - 0
			TRAVEL / MISC. ESTIMATE	$ - 0						$ - 0	$ - 0
			4% FEE	$ - 0		For Goal Seek:				$ - 0	$ - 0
			RWA SUBTOTAL	$ - 0		Goal Seek will not				$ - 0	$ - 0
						work on this sheet.				$ - 0	$ - 0
										$ - 0	$ - 0	Grade	Base Rate	Grade	fee rate	Grade	NB rate
			RWA SUBTOTAL	$ - 0						$ - 0	$ - 0	1		1		1
			TOTAL OVERHEAD	$ - 0						$ - 0	$ - 0	2		2		2
										$ - 0	$ - 0	3	$ 24.99	3	$ 15.17	3	$ 19.57
			TOTAL RWA COST	$ - 0						$ - 0	$ - 0	4	$ 31.74	4	$ 19.26	4	$ 24.85
										$ - 0	$ - 0	5	$ 41.51	5	$ 25.19	5	$ 32.50
if agency is amending an existing RWA, please complete:							Travel					6	$ 45.31	6	$ 27.50	6	$ 35.48
TOTAL AMOUNT AUTHORIZED UNDER ORIGINAL RWA and/or OTHER AMENDMENTS							Misc					7	$ 47.46	7	$ 28.80	7	$ 37.16
							Total				$ - 0	8	$ 55.01	8	$ 33.39	8	$ 43.07
												9	$ 57.06	9	$ 34.63	9	$ 44.67
			AMENDMENT AMOUNT DUE	$ - 0								10	$ 68.01	10	$ 41.28	10	$ 53.25
												11	$ 84.72	11	$ 51.42	11	$ 66.33
	Data & Calculation Table - Make NO Changes											12	$ 99.78	12	$ 60.56	12	$ 78.12
	RATE	RANGE		SUBTOTAL	MAX/RNG							13	$ 112.20	13	$ 68.10	13	$ 87.85
	0.1	0	2499	0.00	250							14	$ 134.30	14	$ 81.51	14	$ 105.14
	0.09	2500	9999	0.00	675							15	$ 154.43	15	$ 93.73	15	$ 120.90
	0.08	10000	24999	0.00	1200
	0.07	25000	49999	0.00	1750
	0.05	50000	99999	0.00	2500
	0.03	100000	299999	0.00	6000
	0.015	300000	999999	0.00	10500
	0.005	1000000	2425000	0.00	7125
Form Rev. Date:		12/31/02

Note: This cell should reflect total contract costs, before GSA labor, fees, and overhead.

QuickRef.

Revised February 12, 2003

RWA ESTIMATING

GSA Fees and OH – Quick Reference Sheet

(Steps match the RWA Calculator Sheet)

Step 1 - For Construction and Related Services (Federal or Leased Space):

N type RWA – One Time Projects (Use the RWA Calculator, set to “Construction and Related Services”)

Routine Projects up to $2,500.00:

Step 2: Leave it blank. Not applicable.

Step 3: Enter estimate

Note: Only GSA Sliding OH applies. The RWA calculator will not add in the 4% Fee.

Routine projects above $2,500.00

Step 2: Leave it Blank. Not applicable. (If the project is Non-Routine, discuss the estimated number of hours

for Non-Routine services to be used with the RWA Program Coordinator for your office, or with your supervisor).

Step 3: Enter Estimate

Note: 4% Project Management Fee and GSA Sliding OH apply

For New Business or Non-Construction Services (OT Utilities, services, miscellaneous ,etc...)

R Type RWAs: Recurring (OT Utilities in Federal Buildings)

$100.00 GSA OH only (DO NOT use RWA Calculator)

Note: R type is alive for 1 year only.

F Type RWAs: Non-Recurring - (Lease Space OT Utilities, Misc. jobs)

Step 1: Use the RWA Calculator set to “New Business/ Non-Construction”

Step 2: Estimate actual number of hours for GSA professional time.

Step 3: Enter Estimate

Note: Only GSA Sliding OH applies. The RWA calculator will not add in the 4% Fee.

Notes – All N and F are coded BA-80; R is coded BA-61

If GSA pays = R type; If agency pays lessor = F type

Single work requests against a F type RWA should not exceed $2,000.00

Attach completed estimate, completed RWA Calculator page (except for R type), and any back-up information applicable.

Worksheet

RWA Overhead Worksheet
	Instructions:
	1. Type in the estimated amount of the RWA w/o overhead in column 1.
	The spreadsheet will automatically calculate the overhead amount in column 2
	and the total amount of the RWA in column 3.
				Total Amount
	Amount of RWA	Amount of		Of RWA
	w/o Overhead	Overhead		including Overhead
	RWA's between $1 and $2,499
	$ - 0	$ - 0		$ - 0
	RWA's between $2,500 and $9,999
	$ - 0	$ 25		$ 25.00
	RWA's between $10,000 and $24,999
	$ - 0	$ 125		$ 125.00
	RWA's between $25,000 and $49,999
	$ - 0	$ 375		$ 375.00
	RWA's between $50,000 and $99,999
	$ - 0	$ 1,375		$ 1,375.00
	RWA's between $100,000 and $299,999
	$ - 0	$ 3,375		$ 3,375.00
	RWA's between $300,000 and $999,999
	$ - 0	$ 7,875		$ 7,875.00
	RWA's between $1,000,000 but less than or equal to $2,425,000
	$ - 0	$ 17,875	1/	$ 17,875.00
	RWA's over $2,425,000	$ 30,000	1/
	1/ PBS policy caps the overhead charged to an RWA at $30,000.

Rates

Non-Recurring RWA's - Overhead Rates
Line	RWA Range	Overhead Rate for each RWA Range
1	$1 to 2,499	10.00%
2	$2,500 to 9,999		9.00%
3	$10,000 to 24,999			8.00%
4	$25,000 to 49,999				7.00%
5	$50,000 to 99,999					5.00%
6	$100,000 to 299,999						3.00%
7	$300,000 to 999,999							1.50%
8	$1,000,000+								0.50%
The overhead to be added to an RWA falling within the range in:
Line 1 equals 10% of the RWA Amount.
Line 2 equals 10% of the maximum range in Line 1 plus 9% of the amount over $2,499.
Line 3 equals 10% of the maximum range in Line 1 + 9% of the difference between the maximum ranges in lines 2 and 1
plus 8% of the amount over $9,999.
Line 4 through Line 8 - See attached spreadsheet with computation formulas.

Fee Policy.doc

Region 3 RWA Salary & Fee Policy

Policy

This policy statement is being issued to ensure full compliance with the standards for charging salaries and fees Reimbursable Work Authorizations (RWAs) stipulated in the National Pricing Desk Guide, Edition No.3 and Pricing Clarification #8. By following this single policy statement, Region 3 will also promote a consistent approach to pricing RWA work.

Application

This policy is effective on the date of issue. The policy includes all types of RWAs. The salaries and fees chargeable to an RWA may vary based on RWA type, the type of work, dollar value, and, occasionally, the customer. This statement covers all of those scenarios.

Costs Chargeable to RWAs

There are 5 different layers of costs that may be applied to any RWA. The application of each of these levels will vary depending on the RWA type, scope of work, dollar value, and customer. The 5 possible layers of cost are listed below:

1) Contracted Costs: PBS must charge the RWA all of the contracted-out "hard" and "soft" costs required to deliver the RWA scope.

a. Hard costs are defined as the work specifically requested in the RWA. For example, a construction contractor's cost to build-out space and a custodial firm's charge for overtime cleaning services are hard, contracted-out costs.

b. Soft costs include all of the additional contracted services needed to deliver the RWA scope. For a construction project, soft costs include the price of design, construction management, inspection, space planning, relocation & moving and other related services. Estimating service above and beyond the initial budgetary estimate are also soft costs.

2) In-House Salary Costs: PBS must also charge the RWA for in-house "hard" and "soft" costs.

a. In-house hard costs include the salaries of any PBS employee directly performing the work requested by the RWA. For example, the group force cost to provide extra cleaning paid via RWA would be a hard cost. Construction work performed by GSA personnel is also a hard cost chargeable to the RWA.

b. In-house soft costs include the salaries of any PBS employee performing the same services described in item 1.b., above. For example, if PBS elects to provide construction management & daily inspection services with in-house personnel, then those individuals' salaries should be charged to the RWA. The same holds true for design & estimating services, as well as space planning, and relocation services.

3) Travel Costs: Travel caused by the RWA should be charged to the RWA. However, the travel must be "remote", that is, require the PBS employee to travel outside of the commuting area.

a. The National Pricing Guide requires PBS to obtain agency approval before charging travel costs to the RWA. Travel must therefore be estimated up-front, clearly communicated to the agency, and agreed to when the RWA funds are authorized.

b. Incidental travel is not chargeable to the RWA.

i. If PBS personnel travel for several hours to conduct a progress inspection on a construction job and a small portion of the project is funded by RWA, then the RWA should not be charged. The inspection of RWA-funded work is incidental to the inspection of the whole project.

ii. If a project is funded exclusively or mostly by RWA(s), then travel costs may be charged.

4) 4% Project Management Fee: Tenant Improvements (TIs) not amortized in rent may be paid via RWA. RWAs for TI work should be assessed the 4% fee for project management and oversight.

a. All RWAs for construction & construction related services are for tenant-requested improvements not amortized in the rent and are therefore subject to the 4% fee.

b. The 4% fee is applied in addition to charges for in-house direct soft costs, described in paragraph 2.b., above.

c. The 4% fee reimburses PBS for the cost of project management, customer management, acquisition & procurement, financial tracking, and business line overhead. The 4% fee also reimburses PBS for the cost of overseeing contracted-out soft costs described in paragraph 1.b., above.

5) Sliding Scale General & Administrative Overhead: PBS's G&A overhead is also chargeable to the RWA and is collected through the sliding scale overhead. The G&A overhead starts at 10% and the percentage decreases as the RWA amount increases. The maximum amount is $30,000. The G&A overhead charge reimburses PBS for:

a. Regional non-business line overhead, such as Regional Office administration.

b. Central Office salaries & overhead.

c. Finance (7BC) administration, including processing and billing the RWA.

Differentiation of Fees due to RWA Type, Scope, Dollar Value, and Customer

The RWA Type, scope, dollar value, and customer may affect the charges applicable to the RWA.

1) RWA Type: Recurring and non-recurring RWA are subject to different G&A overhead rates.

a. R-Type (recurring) RWAs are assessed a one-time $100 processing fee and the sliding scale G&A overhead does not apply.

b. All non-recurring RWAs are subject to the sliding scale G&A overhead rate

2) RWA Scope: RWAs for non-construction-related services are treated differently from RWAs for construction and construction-related services.

a. All RWAs for construction and construction-related services are considered to be for TIs not amortized in the rent and are subject to the 4% project management fee. Construction-related services are defined as all soft costs necessary to deliver the RWA work, including, but not limited to:

1) design services

2) construction management & inspection services

3) estimating services (after the initial budgetary estimate)

4) space planning services

5) any other service necessary to deliver fully occupiable space through construction project

b. The 4% fee does not apply to non-construction-related RWAs. Some examples of non-construction-related service RWAs are listed below:

1) furniture purchase, delivery, and installation

2) relocation and move services

3) cleaning services

4) guard services

5) overtime utilities

6) FEMA emergency & disaster relief activities

3) Dollar Value: One dollar value affects the fees applied to RWAs.

a. Under $2,500: The 4% fee on RWAs for construction and related services under $2,500 will automatically be waived. The administrative cost of processing fee outweighs the fee itself. This threshold applies to the entire RWA amount, inclusive of amendments. The 4% fee would be applied to a $2,500 amendment to an existing RWA.

4) Customer: The 4% fee does not apply to RWAs for New Business customers. The 4% fee compensates PBS for services that are not otherwise funded through the fees already included in our rent. New Business customers do not occupy GSA-controlled space and are not subject to the Pricing Deskguide. All other fees apply to New Business RWAs, including: contracted-out and in-house hard & soft costs, travel, and the sliding scale overhead.

For more information and a definition about New Business RWAs, go to: http://insite.midatlantic.gsa.gov/library/resources/newbusiness.cfm .

Policy Guide.doc

Region 3 RWA Salary & Fee Implementation Guide

As stated in the Region 3 RWA Salary & Fee Policy, there are 5 possible layers of costs and fees on any RWA. This guide is being issued to provides direction on how to estimate those costs and bill customers for RWA charges.

Estimating RWAs

The RWA calculator has been modified to comply with the Regional Salary & Fee Policy. The calculator contains 3 steps to assist in preparing the RWA estimate:

Step 1: Select "construction & related service" or "New Business / non-construction." The 4% fee will be applied to construction & related services RWAs over $2,500. The 4% fee will not be applied to New Business and non-construction RWAs.

Step 2: Use billing table to estimate in-house salaries. If amending an RWA, the salary estimate should include all of the time needed for the original RWA plus all amendments. Go back to your earlier estimates to get the hours already estimated. Add any new hours required now because of the RWA amendment.

The billing table must also be used to enter a travel estimate. That travel estimate will automatically populate in cell E10 of the calculator. Due to the protection feature on the sheet, the travel estimate cannot be directly entered into cell E10.

To use the table, enter the title and select the grade of each in-house person performing on the RWA. The rate will automatically populate based on the grade and RWA type. Wage grade rates are not included on the table. Those rates vary substantially by field office and employee. Operation Support will forward loaded rates to the field offices on an annual basis. Those rates should be used to estimate time for wage grade employees.

The hours input into the table will vary based on the type of RWA:

a. Construction & related services: Enter the number of hours that individual will spend directly performing the RWA work. Do not include any services covered under the 4% project management fee. The list below shows some examples of direct work and project management services:

b. New Business / non-construction: Enter the number of hours that individual spend working on the RWA. Include hours for all in-house effort required by the RWA, regardless of whether the services are management or direct according the table above.

Please note: The hourly rates will differ depending on whether the RWA is defined as construction-related or New Business / non-construction. The difference in hourly rates is due to the inclusion/exclusion of overhead captured under the 4% fee. Because the 4% fee compensates PBS for business-line overhead, the hourly rates for construction-related RWAs is lower. In addition, all of the hourly rates are lower than rates used in the past, because non-business-line overheads charged under the sliding scale fee have also been removed from the rate calculation.

Step 3: Enter the full RWA amount or use the MS Excel goal seek feature to "back-into" RWA amount. The RWA amount must include the original RWA amount plus all amendments. If the agency submitted $100,000 RWA and is now adding $50,000, then $150,000 must be entered into the RWA amount field (cell E7). When using the goal seek feature, $150,000 would be entered into the "To Value" field in the goal seek table.

The RWA amount returned on the TOTAL RWA COST line will be the total amount inclusive of all amendments. Use the space underneath that line to determine how much the agency will owe in an amendment. Enter the amount already authorized by the RWA plus any amendments in the space provided. The last line of the calculator will subtract this amount from the TOTAL RWA COST to give the amount owed for this amendment.

Billing RWAs

Each type of cost & fee for an RWA is billed in a different manner.

Contracted-out Costs: Billed to the agency as vendor payments are processed against the project.

In-house Salary Costs: In-house salary costs may be billed to the RWA in two ways, depending on the who is performing the services:

a. Cleaners, mechanics, elec techs, and planner/estimators: These craft coded employees can bill the RWA by inserting the building / RWA# in their electronic timecard in the ETAMS labor distribution system. Employees should check with their supervisors/Field Office manager for policies regarding charging directly to RWAs.

b. All other employees: Salary costs must be submitted to Finance (7BC) for a manual transfer to the RWA. Contact the budget analyst for the RWA to execute a cost transfer. All in-house direct salary cost transfers should follow the accounting code:

To move costs from Budget Activity 61: 192.X.org code.61.11.9R2.cost element.etc

To move costs to Budget Activity 80: 192.X.org code.80.11.9R2.010.etc

The cost element for the transfer must be 010.

Travel Costs: All travel costs must be submitted to Finance (7BC) for a manual cost transfer. Contact the budget analyst for the RWA to execute a cost transfer.

4% Project Management Fee: The 4% project management fee must also be manually transferred to the RWA for billing. To eliminate the affects of de-obligations on the fee, the fee should be billed based on payment made to date. The timing of the fee transfers will depend on the authorized amount of the RWA.

a. RWAs $25,000 and under: The fee should be transferred when the RWA is closed. The fee amount will be 4% of the payments processed under the RWA.

b. RWAs over $25,000: The fee should be transferred on a quarterly basis. The fee amount will be based on 4% of the payments processed to date, less any fee already transferred to the RWA.

All 4% fee cost transfers should follow the accounting code:

To move costs from Budget Activity 61: 192.X.org code.61.11.9R2.cost element.etc

To move costs to Budget Activity 80: 192.X.org code.80.11.9R2.001.etc

The cost element for the transfer must be 001.

Operations Support will be developing a spreadsheet to assist both Regional and Field Office budget analyst in the transfer process. The sheet will show the RWA number, payments made to date, and the amount of fee needed to be transferred.

Sliding Scale G&A Fee: The sliding scale fee is automatically calculated by Finance and applied to every bill issued to the agency. In the case of recurring RWAs, which receive a one-time $100 charge instead of the sliding scale, the fee is also automatically billed by Finance.

Comments.doc

Comments & Responses to Draft RWA Fee Policy

1. Q: The 4% fee will not be enough to cover CM costs on most jobs. Is that cost reimbursed in the rent? If so, how does it flow back into the BA54 program?

A: The 4% fee is not intended to cover CM costs. Nor is it intended to cover design, inspection, punchlist preparation and re-inspection. The design, CM, and inspection services required for an RWA-funded project are chargeable directly to the RWA. This holds true whether the services are contracted-out or provided by in-house staff. The 4% fee covers project management and overall project oversight. For example, GSA's cost to oversee a contracted-out CM is project management and reimbursed through the fee. GSA's cost to have an employee inspect the jobsite and function as a CM is an in-house salary cost. That employee's salary is to be charged directly to the RWA.

In effect, any RWA may have up to five different cost segments:

a) the cost to contract-out all of the "hard" & "soft" costs

b) the in-house salary cost for all "hard" & "soft" costs

c) travel costs, if the travel is caused by the RWA

d) the 4% fee for project management and oversight

e) the sliding scale overhead for G&A.

The original draft policy did not clearly explain the distinction between direct costs chargeable to RWA and services provided under the 4% fee. The National Pricing Policy is not particularly clear either. The revised Regional RWA policy provides as much clarity as possible about this issue, given the information available in the Pricing Deskguide and Companion document.

2. Q: Do we charge any PM time (hours x hourly rates) on RWAs under $2,500?

A: No, not for PM work. However, we can, and should, charge any in-house salaries for direct costs. Those direct costs may include activities such as design work, construction management services, and/or inspections conducted by in-house personnel. The waiver only applies to the 4% fee. All direct costs are billable to the RWA, regardless of the dollar value.

3. Q: Will the RWA calculator be changed to reflect the new policy?

A: Yes. The old calculator is still on Insite 3. As soon as the new calculator is finalized, the old one will be replaced.

4. Q: How do we charge for CM services on New Business?

A: CM services are direct "soft" costs chargeable to the RWA. If contracted-out, then the RWA estimate must include the cost of the CM contract. If performed in-house, then a level of effort estimate based on the number of hours multiplied by the employee's rate must be prepared and included in the RWA estimate.

5. Q: Does the policy have to be this long?

A: It would be good to shorten it, but there's a lot of ground to cover. In an effort to reduce it some, the policy statement and implementation pieces have been separated into 2 documents. That allows the reader to focus on the issue that matters most to them, instead of looking through the whole policy.

In addition, the policy has been re-written to concentrate on the five cost segments and their application. The section about why the 4% fee should be applied and how it fits within our overall pricing scheme have been removed. That information can been obtained by reading the Pricing Deskguide.

6. Q: Can we include a summary table of what the fee includes and des not include?

A: Yes. The problem with any such table is that it cannot be all inclusive. We run the risk of pricing certain activities incorrectly because they do not appear in the table. Despite this potential problem, the new implementation guide includes a table.

7. Q: If you have an amendment that's less than $2,500, does the waiver still apply?

A: No. The waiver is intended to cover RWAs with a total cost of $2,500. We don't want agencies giving us ten $2,500 RWAs to get a $25,000 job done with no fee. To avoid this, the new RWA calculator has been revised to deal with this situation as best as possible.

8. Q: Does the sliding scale overhead apply to New Business RWAs under $2,500?

A: Yes. In fact, the sliding scale overhead applies to all non-recurring RWAs, no matter what the dollar value. The waiver is only for the 4% fee on construction RWAs under $2,500. All other charges (direct contract costs, direct in-house salaries, travel, and sliding scale overhead) apply to construction RWAs under $2,500. Those same charges apply to all New Business RWAs. The new policy is clearer about this issue.

9. Q: The new calculator lists salaries and fees on the same line. Isn't this confusing when you might have both salaries and fee?

A: Yes. The calculator has been revised. It now launches the level of effort billing table for all RWA types. The table may be used to price the in-house salary cost construction RWAs and non-construction/new business RWAs. The 4% fee applies only applies when RWA type is construction and the dollar value is over $2,500.

10. Q: If we place a supply schedule CADD order for a customer do we only charge salaries based on hours x rate? Do we apply just the 4% fee? Do we apply both? How about RWAs for furniture or carpet?

A: This questions involves the definition of construction-related services and distinction between direct costs and fee services. If the RWA is classified as construction, then the 4% fee would apply. Direct salaries would not, because procurement and acquisition services are part of project management and oversight. If the RWA is classified as non-construction, then the fee would not apply. Direct salaries would, based on the hours x rate. The new policy includes a better definition of construction-related services and tries to distinguish direct costs from fee services.

11. Q: The policy says any RWA for construction is above the adjusted tenant improvement allowance. What does "adjusted" mean? How does this apply to buy-downs of the customization allowance? How about when the agency is about buying-down TI's to the "as-is" rate in a backfill situation?

A: The word "adjusted" was chosen on purpose to encompass any buy-down that lowers the TI amount. This was a mistake. The Pricing Deskguide states that an RWA for TI work is only acceptable in three situations:

a) when alterations are being made to already occupied space,

b) when the agency exceeds the full (general + customization) allowance

c) when the agency is backfilling vacant space

Unless we are in backfill situation, agency cannot give us an RWA to buy-down the customization allowance. Buy-downs of the customization allowance at initial occupancy must be paid via a lump sum adjustment in STAR. That rent payment flows into the FBF, theoretically offsetting the increased BA53, BA54, BA51, or BA55 expense. GSA is assumed to be funded to provide tenants with the full amount of the TI allowance and, therefore, an RWA cannot be accepted to offset any TI expense below the allowance threshold, except in a backfill situation. That would constitute a supplement to GSA's Congressionally approved budget.

While this is an interesting point, the Regional RWA salary and fee policy statement is not the right place for it. As stated in Answer #1, above, the policy has been revised to concentrate on what needs to be included in the price of an RWA. The policy starts with the assumption that an RWA is acceptable for the work. The decision about whether or not an RWA is the proper funding mechanism for certain work is a separate issue that has no impact on salaries or fees applied that RWA.

12. Q: The policy says that the fee covers the full range of services provided by the entire project team. Isn't it true that the fee doesn’t cover any services contracted-out? What if a member of the team is providing in-house CM? Their time wouldn’t be included in the fee, even though he/she is a part of the project team.

A: The key element to distinguishing between fee services and direct costs is the type of work being performed. Oversight, management, customer relationships, and procurement activities are covered by the fee. Design, construction management, and inspections are direct costs. Just as all contracted and in-house CM costs chargeable to the RWA, all project management work, contracted or in-house, is covered by the 4% fee. If we choose to contract-out the management of a project, then that contract cost cannot be charged directly to the RWA. The cost of the project management contract is recovered through the fee.

13. Q: The policy says that it is inappropriate to charge the 4% on New Business RWAs. Isn’t this a bit strong? Aren't there cases where we would want to use a fee-based approach for New Business RWAs?

A: The 4% fee arises strictly out of the National Pricing Deskguide. The Deskguide is not a comprehensive statement of how GSA prices everything, it only covers how we price space. Because New Business customers are not in GSA-controlled space, the 4% fee should not apply to them.

File details come from the government source that posted it. Updated Nov 14, 2017.