Attachment 16 - CLS 406 Attachment 2 Real Property.docx

Attachment 05

Real Estate/Real Property Administration

11 May, 2021

Table of Contents

1.0 Real Property Management

1.1 Overview. The Contractor shall review accountable real property records to serve as the basis for real property facilities accounting, reporting, planning and developmental study and analysis. Since a large portion of the installation funding, and higher headquarters decisions on stationing and future use of the installation is dependent on the accuracy of these records, the maintenance of these records is crucial and subject to highest level of Army and GAO review and critiquing. The Contractor shall provide technical advice and assistance concerning real property matters and provide real property inventory information as requested. The Contractor shall provide services to support the Garrison in the life cycle process of managing all real property matters including accounting for improvements made to the land, physical inventory, and utilization inspections, including all related references contained in regulations, policy, or other directives and as specified in the items below.

· Real Property Physical Inventory: Twenty percent (20%) a year of approximately 3000 facilities.

· Annual Real Property Utilization survey: IAW AR 405-70 Utilization of Real Property

· Real Property Installed Equipment survey:

· Relocatable Inventory

· Review/Update Records – Electronic & Physical Folders

· Real Property monthly Reports: see deliverable references in content below.

· GFEBS additions, updates, and corrections

1.2 Performance Standards

· STD: The Contractor shall assist the DPW Realty Specialist in maintaining accurate and auditable real property facility records in GFEBS and in electronic and hard copy files. The Contractor shall make changes to the real property facility records within five (5) working days of RPAO approval. A list of the real property facilities is provided in TE Q.

· AQL: No more than five (5) deficiencies per month.

· STD: The Contractor shall assist the DPW Realty Specialist in maintaining an accurate database for utilities and structures in GFEBS and in electronic and hard copy files. The Contractor shall make changes to the database within five (5) working days of RPAO approval.

· AQL: No more than five (5) deficiencies per month.

· STD: The Contractor shall review/update real property equipment surveys and maintain an accurate and auditable real property equipment listing in GFEBS to track the individual pieces on the installation that are maintained by SRM funding. These surveys, at a minimum, will coincide with the twenty percent (20%) per year Real Property Physical Inventory. Equipment will be verified during scheduled preventive maintenance, discrepancies reported, and changes provided to the real property department for corrections. Newly installed equipment will be reported to real property personnel including all data plate information (make, model, serial number, etc.) Changes will be entered in GFEBS. A list of the real property equipment is provided in TE P.

· AQL: No more than five (5) deficiencies per month.

· STD: The Contractor shall submit by the second (2nd) day of each month to the RPAO a monthly summary report of Real Property Inventory of facilities on the installation. The report shall include as a minimum all new acquisitions, capital improvement to existing facilities, facilities under construction, and disposal. Refer to TE DDD, Deliverable 6.102 for guidance.

· AQL: Pass or Fail.

· STD: The Contractor shall submit by the second (2nd) day of each month to the RPAO a monthly report of Real Property changes report of all changes made in GFEBS RE80. Refer to TE DDD, Deliverable 6.103, and the Audit Readiness Handbook for guidance.

· AQL: Pass or Fail.

· STD: The Contractor shall submit to the RPAO by October 15th of each year an Annual Construction Report including a report of construction in progress, which will result in changes to the Real Property inventory. Refer to TE DDD, Deliverable 6.105 for guidance.

· AQL: Pass or Fail.

· STD: The Contractor shall conduct physical inventory of all real property assigned on a five (5) year cycle IAW AR 405-45 and Audit Readiness Handbook. The IMCOM approved inventory document shall include all required audit elements in facility files and GFEBS to include, but not limited to, date/stamp photo, description, facility manager (FM), address, utility availability, condition, use, lease data, size, dimensions, and all equipment. Again, with the equipment, information in the system may not be current; therefore, the Contractor shall be required to update the Real Property Records accordingly with RPAO approval. Twenty percent (20%) of the physical inventory which will be broke down quarterly shall be completed by the tenth (10th) of the following quarter (Jan 10, April 10, July 10, and Oct 10). The Contractor shall provide a report of the completed inventory (to include Inventory Worksheet and Appendix D. Discrepancies found, recommended changes and updated forms needed such as 1354s, 337s and memorandums) to the RPAO on the inventory completion date. Refer to TE DDD, Deliverable 6.106 for guidance.

· AQL: Pass or Fail.

· STD: The Contractor shall assist the DPW Realty Specialist in entering GFEBS additions, updates and corrections found in the monthly rave kit and deemed cost report and Physical Inventory findings/reports provided by the Government. Corrections shall be made to records within five (5) working days of report being provided by the Government and submitted to the RPAO.

· AQL: Pass or Fail

· STD: The Contractor shall maintain and dispose of records IAW AR 25-400-2 The Army Records Information Management System (ARIMS) and all other pertinent directives as supplemented through direction of the KO.

· AQL: Pass or Fail.

1.3 Deliverables

· 6.102 Real Property Inventory Monthly Report

· 6.103 Real Property Changes in GFEBS RE80

· 6.104 Real Property Error Report in HQIIS

· 6.105 Annual Construction in Progress Report

· 6.106 Annual Physical Inventory Report

2.0 Utilization Studies

The Contractor shall perform annual space utilization studies.

2.1 Performance Standards regarding Utilization Studies

· STD: The Contractor shall submit an Annual Administrative Space Utilization Report before 1 June of each year to the COR. Refer to TE DDD, Deliverable 6.107 for guidance.

· AQL: Pass or Fail.

· STD: The Contractor shall prepare reports and conduct verification surveys IAW AR 210-20 Real Property Master Planning for Army Installations, AR 405-70 Utilization of Real Property, AR 405-45 Real Property Inventory Management, and DA PAM 405-45 Real Property Inventory Management.

· AQL: 100% compliant with all regulations.

2.2 Deliverables

· 6.107 Annual Administrative Space Utilization Report

3.0 Re-locatable Buildings

These types of property shall be entered into the real property records by prefix type IAW Dugway Proving Ground Relocatable Buildings Standing Operating Procedures (SOP) to differentiate them from real property and in accordance with GFEBS guidelines be classified as such.

3.1 Performance Standards

· STD: The Contractor shall ensure that information regarding re-locatable structures is entered into GFEBS or Relocatable electronic and hardcopy files; IAW with the DPG Relocatable Buildings SOP; assist the DPW Realty Specialist in maintaining records for all relocatable facilities. Verification of existing inventory shall be completed annually, and creation of new relocatable facility records shall be completed within thirty (30) calendar days of acceptance. Ensure DMOs are submitted for appropriate prefixed facility number signs for each building within seven (7) working days of discovery.

· AQL: No more than one (1) deficiency per quarter.

4.0 Definitions

· Real Property Management: Deals with accountability for land, buildings, structures, and linear structures (improvements, utility systems, etc.) for which the Army has ownership or rights to use.

· Transfer and Acceptance of Real Property: All changes to Real Property records are entered into the GFEBS accounting system based on sequentially numbered DD 1354 Transfer and Acceptance of DoD Real Property forms.

· Real Property Installed Equipment: Installed equipment is an item affixed and built into a separate real property facility as an integral part of the facility. This type of equipment is necessary to make the facility functional. Such items, if removed, would destroy, or reduce the usefulness of the separate real property facility.