Exhibit B_FPS_Real Property Management Manual.pdf

FOR OFFICIAL USE ONLY

FPS Instruction Manual 15.2.6.1-01

Real Property Management

Department of Homeland Security

Federal Protective Service

Office of the Deputy Director for Technology and Innovation

Thomas J. Doran

Deputy Director, Technology and Innovation

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Table of Contents

FOREWORD

OVERVIEW

CHAPTER 1 - PROJECT REQUIREMENTS

1.1 INTENT

1.2 INDUSTRY CODES AND STANDARDS

1.3 DESIGN AND CONSTRUCTION GUIDANCE

1.3.1 Approving Authority

1.3.2 Design Intent Documents

1.3.3 Design Review

1.3.4 GSA Responsibility

1.3.5 Material Change(s)

1.3.6 FPS Review

1.4 FPS FACILITY STANDARDS

1.4.1 FPS Specific Requirements

1.4.2 FPS Facility Construction Design

1.4.3 Utility Requirements

1.4.4 FPS LAN / Radio Rooms

1.4.5 Radio/Tech/ITFO Lab

1.4.6 Additional HVAC Requirements

1.4.7 Cooling Requirements

1.5 SECURITY REQUIREMENTS

1.5.1 Physical Security Criteria

1.5.2 Site Assessment

1.5.3 Adjacency Requirements

1.5.4 Clearance Requirements

1.5.5 COOP Requirement

1.5.6 Mechanical Electrical Plumbing (MEP) Services

1.6 PARKING

1.7 INTERIOR LAYOUTS

1.8 SUSTAINABLE DESIGN

1.9 ENVIROMENTAL IMPACT ANALYSIS PROCEDURES

1.10 ENVIROMENTAL REVIEW PROCEDURES

1.11 PROJECT SECHEDULE

CHAPTER 2 - REAL PROPERTY ……………………………………………………………………………………………...9

2.1 OVERVIEW

2.2 LEASE ACQUISITION

2.2.1 Leasing Evaluation Process

2.2.2 Occupancy Agreement (OA)

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2.2.3 Memorandum of Agreement (MOA)/Memorandum of Understanding (MOU)

2.2.4 Inner Agency Agreement (IAA) Funding

2.3 ACCEPTANCE

2.4 POST OCCUPANCY

2.5 TERMINATION

2.5.1 Tenant Responsibilities

2.5.2 Additional Requirements for IT and Specialized Equipment

CHAPTER 3. FURNITURE ……………………………………………………………………..………...……………………..16

3.1 OVERVIEW

3.2 FURINTURE AND APPLIANCES

3.3 VENDORS

3.4 REPLACEMENT FURNITURE

3.5 TELEVISIONS

3.6 EXCESS FURNITURE

CHAPTER 4. ANTENNAS ………………………………………………………………………………………………………19

4.1 OVERVIEW

4.2 ANTENNA ACQUISITION

CHAPTER 5. EXPLOSIVE SAFES ……………………………………………………………………………………………20

5.1. OVERVIEW

5.2 REQUIREMENTS FOR EXPOLSIVE SAFES

5.3 ASD FACILITIES RESPONSIBILITIES

5.4 FPS CANINE OPERATIONS BRANCH RESPONSIBILITIES

5.5 REGIONAL RESPONSIBILITIES

CHAPTER 6. SPACE REQUIREMENTS………………………………………………………………………………………22

6.1 OVERVIEW

6.2 FACILITIES ROLE

6.3 IDENTIFYING NEED FOR SPACE

6.4 BUDGET DEVELOPMENT

6.5 SEATING

6.5.1 Seating Priorities for FPS Personnel

6.6 DEVELOPING WORKPLACE STANDARDS

6.6.1 Circulation – Defining and Planning

6.7 SPACE ALLOCATION

CHAPTER 7. CONSTRUCTION DESIGN GUIDELINES…………………………………………………………………….30

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7.1 OVERVIEW

7.2 ADMINISTRATIVE SPACES

7.3 MISSION SPACES

7.4 STORAGE SPACES

7.5 SCIFS

CHAPTER 8. PARKING POLICY ………………………………………………………………………………………………31

8.1 OVERVIEW

8.2 SPARED PARKING SPACES AND PARKING NOTATIONS

8.3 PARKING AGREEMENTS

8.3.1 Occupancy Agreement (OA)

CHAPTER 9. CONSTRUCTION REQUIREMENTS ……..…………………………………………………………………. 32

9.1 OVERVIEW

9.2 PHYSICAL/SECURITY REQUIREMENTS

9.2.1 Contractor Security Requirements

9.2.2 Perimeter, Demising and Secure Wall Requirements

9.2.3 Perimeter Wall

9.2.4 Demising Wall

9.2.5 General Construction of New Demising Walls

9.2.6 Secure Wall (New or Existing)

9.2.7 General Construction of Secure Walls

9.3 PERIMETER, DEMISING AND SECURE AREA DOOR REQUIREMENTS

9.3.1 Construction Requirements for High Security Doors

9.3.2 High Security Locks (Perimeter Doors and where applicable)

9.3.3 Duct Work Openings

9.3.4 Exterior Windows

9.4 OFFICE AND CUBICLE IDENTITY SIGNAGE

9.5 INFORMATION TECHNOLOGY BUILD-OUT STANDARDS

9.6 NETWORK CONNECTIVITY AND COMMUNICATIONS

9.7 VIDEO TELECONFERENCE (VTC)

CHAPTER 10. OPERATIONS AND MAINTENANCE …………………………….…………………………………………36

10.1 OVERVIEW

10.2 OPERATIONS AND MAINTENANCE WORK (O&M)

10.3 BUILDING SERVICES

10.4 GSA MANAGEMENT SERVICES

10.5 REIMBURSABLE WORK AUTHORIZATION (RWA’S) FOR MAINTENANCE

10.6 FUNDING AND FINANCIAL

10.7 PREVENTIVE MAINTENANCE PROGRAM GUIDELINES

10.7.1 Preventive Maintenance

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10.7.2 Breakdown Maintenance

10.8 RENT

10.9 OPERATIONS AND MAINTENCE BUDGETING

10.9.1 Maintenance Budgeting

10.9.2 Monitoring Maintenance for Leases

10.10 EXPECTED USEFUL LIFE (EUL) MATRIX

10.11 MAINTENANCE MANUALS

CHAPTER 11. MOVES AND TERMINATIONS (HQ)……………………………………………….………………………..41

11.1 OVERVIEW

11.2 OFFICE MOVE REQUESTS

11.3 RELOCATION

11.4 FORCED MOVE

11.5 MOVE REQUIREMENTS

APPENDIX …………………………………………………………………………………………………………………A1

A: DEFINITIONS .................................................................................................................................................. A1

B: REFERENCES ................................................................................................................................................ B1

C: FACILITY CONSTRUCTION DESIGN GUIDELINES ...................................................................................... C1 Wall Construction ............................................................................................................................................ C1 Administrative Spaces .................................................................................................................................... C4 Mission Spaces ............................................................................................................................................... C21 Storage Spaces .............................................................................................................................................. C33 SCIF................................................................................................................................................................ C37

D: FPS HQ SEAT ASSIGNMENT REQUEST FORM .......................................................................................... D1

E: CALCULATING A WORKSPACE STANDARD (EXAMPLE) ........................................................................... E1

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FORWARD

The Real Property Management Manual is to be primarily used by Federal Protective Service (FPS) personnel as a facility planning and management tool. Other possible users of information in the Real Property Management Manual are General Services Administration (GSA) transaction managers, realty specialists, construction project managers, current and prospective private lessors, architects, and contractors. The Real Property Management Manual provides a benchmark for planning and design of new lease acquisitions, and for the evaluation and renovation of existing space. Nothing contained within this manual shall supersede DHS instruction 119-02-003; DHS Workplace

Standards, September 30, 2014; OR DHS instruction 119-02-001 Revision 1, Real Property Manual, July 2, 2010. If there is any ambiguity or discrepancies the DHS manual and instruction shall be deemed overriding. Criteria can always be more stringent but cannot be less stringent.

This manual will be used by the Facilities Branch (Facilities) in accordance with DHS Directive 119-02, “Real

Property Management Program,” December 10, 2012, for project and program management support. The procedures outlined support division policy defined by the Administrative Services Division (ASD) Management team.

FPS Design Standards (“Standards”) contain criteria and concepts for the planning and design of FPS operated locations. The standards contain FPS organizational, operational, and functional requirements specific to the FPS component. The standards captured here ensure FPS personnel can effectively achieve mission critical core functions and objectives, while also adhering to security, safety, and building code regulations. Any deviations from the FPS Real Property Management Manual and associated standards must be approved by ASD.

In accordance with OMB Memorandum M-12-12, Section 3 “Reduce the Footprint”, March 2015, spaces have been

“adjusted or rightsized”. The Real Property Management Manual includes room data sheets that provide written criteria and plans for personnel workspaces, office support spaces, conference/training rooms, communication spaces, fitness rooms, laboratories, secured and detention spaces and support areas. The space types consist of two components: 1) Mission Space (which does not count against our Square Footage Utilization Rate), and 2)

Administrative Space (cubicles, offices, and all non-mission space). All spaces are identified using these criteria.

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OVERVIEW

Application of the Real Property Management Manual criteria may be influenced by the physical characteristics of the available space such as building and room dimensions, window locations, column spacing, structural floor loading capacity, building access, vertical transportation, and site restrictions. These factors affect the room layout, furniture arrangement, space adjacencies, and compliance with federal and local building requirements for life safety and accessibility. In addition, further design requirements, such as separation between workstations and sanitary considerations shall be considered for minimization of exposure to hazards; must follow CDC and DHS guidelines for these considerations.

The Real Property Management Manual is flexible enough to adapt to building requirements and environmental conditions, but changes from the Real Property Management Manual criteria requires approval by the Director, ADFO, or ASD. The request for variance must include the following information: Mission Requirements, Cost, Square

Footage, Utilization and Schedule Impact. Note: ASD must be notified of deviation by Director or ADFO and reason for the deviation.

Finally, The Real Property Management Manual outlines FPS requirements under the National Environmental Policy

Act (NEPA) and other applicable environmental, historic, cultural, sustainability, energy laws and Executive Orders

(EOs).

CHAPTER 1. PROJECT REQUIREMENTS

A project is defined as any request for the modification, addition, or deletion of space to include planning for these actions. The Project Requirements (PR) provide specific FPS/DHS requirements and Agency Specific Requirements

ASR, which may vary, be more specific, or more stringent than those of the Request for Lease Proposal (RLP) minimum requirements and are intended to give the Offerors additional information to be fully compliant with the RLP.

The PR is not intended to reduce the minimum requirements contained within the base RLP.

This document should be used in conjunction with the task order scope of work and the RLP requirements. If any ambiguity exists, the more stringent requirement shall prevail; however, if there are any conflicts between documents, they shall be brought to the attention of the FPS Project Manager (PM) for clarification.

1.1 INTENT

These Project Requirements are intended to convey the intent of the scope of work but are not to be considered exhaustive or all-inclusive. Where these specifications do not address specific criteria, the Lessor shall include systems, materials and equipment in accordance with sound design practices for similar facilities in the marketplace.

Recognizing that the PR alone cannot convey all the information required for the successful completion of a project, the Government and FPS expects that the design team, having the knowledge and expertise of these facilities will interpret the intent of the PR correctly, and will supplement these documents with their expertise in order to achieve a complete, high quality and fully functional design.

1.2 INDUSTRY CODES AND STANDARDS

All construction shall, at a minimum, be performed in workmanlike manner and constructed in accordance with the latest building codes as applied or enforced by the local jurisdiction and applicable laws, rules and regulations.

1.3 DESIGN AND CONSTRUCTION GUIDANCE

1.3.1 Approving Authority

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FPS shall have the sole approving authority on all matters involving aesthetic design and appearance of base building and tenant improvements, including but not limited to the exterior envelope, main lobby, landscaping and site design, lighting, and toilet rooms to the extent that they relate to the FPS owned or leased portion of the building.

FPS shall coordinate and be reliant upon the design team for preparation of design and finish options.

1.3.2 Design Intent Documents

During the development of the Design Intent Documents (DID’s) and Construction Documents (CD’s), FPS will coordinate with GSA representative (who coordinates with the Lessor, Architect and/or Engineers to identify specific project requirements not specifically identified in the Exhibits and Lease documents).

1.3.3 Design Review

For the purposes of design review and approval prior to release for construction, GSA shall split the CD’s into Shell and Core (SC) and Tenant Improvement (TI) packages, if applicable. The intent for this split is to allow GSA to manage the construction schedule through early issuances of the SC package and associated sub packages for construction work to proceed while the TI package is under development. The TI package development schedule shall consider and work in tandem with the Design Intent Drawings (DID) development process. FPS encourages the combining of the SC and TI cost after approval of the DID’s if the TI Design is being done by the GSA.

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1.3.4 GSA Responsibility

GSA shall prepare and provide DID’s to FPS for approval. DID’s, for the purposes of this project, are defined as floor plans graphically depicting the requirements set forth within the ASR (Agency Specific Requirements) and the POR

(Program of Requirements).

1.3.5 Material Change(s)

Any material changes to the CD’s that vary from the DID’s shall require specific notice to and approval from the FPS

Project Manager (PM) and Contracting Officer (if applicable).

1.3.6 FPS Review

FPS’s review of the DID’s and CD’s does not relieve GSA from being completely responsible for the improvements required by this project. GSA is solely responsible and liable for technical accuracy of the drawing submissions in meeting all requirements of the contract.

1.4 FPS FACILITIES STANDARDS

1.4.1 FPS Specific Requirements

The FPS specific requirements, which amplify or modify the standard requirements outlined in the RLP, are stated by these Project Requirements (PR). The PR contains the Agency specific requirements which apply to the overall project.

In addition to special construction requirements there may be other building specific requirements for lighting, heating, cooling and custodial services that must be considered in the design and construction process (ASD

Environmental Sustainability employee will create/handle these requirements). The unique FPS operational requirements will be considered “above standard” by GSA and will be billed as “overtime utilities” accordingly.

1.4.2 FPS Facility Construction Design

This FPS Facility Construction Design Drawings will be registered as Appendix C within this manual.

1.4.3 Utility Requirements

GSA shall equip the facilities with the required HVAC, electrical, and plumbing services as outlined during the design phase. FPS facilities, such as field offices or Mega Center’s, with specific operational requirements such as shift work or extended hour beyond established core hours may require a zoned HVAC system that reflects their unique mission requirements for 24/7 activities in various parts of the facility as well as emergency stop equipment for zone shut down by area for emergencies. Note: Backup generators or UPS systems may be required due to operational requirements. This will be initiated at design.

1.4.4 FPS LAN / Radio Rooms

These spaces will contain FPS racks, servers and security and TacCom radio equipment that may require 24/7

HVAC cooling. Depending on load requirements these rooms may require separate, Computer Room Air

Conditioning (CRAC) unit(s) (See Appendix C)

1.4.5 Radio/Tech/ITFO Lab

These spaces will contain FPS racks and equipment requiring 24/7 HVAC cooling (if applicable). Depending on load requirements these rooms may require separate, Computer Room Air Conditioning (CRAC) unit(s) (See Appendix C)

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1.4.6 Additional HVAC Requirements

Additional spaces identified during the design phase may also require 24/7 HVAC (If determined by HVAC load calculations).

1.4.7 Cooling Requirements

Exact cooling is to be based on British Thermal Units (BTUs) emitted by equipment. The incorporation of necessary cooling is to be implemented to requirements listed in the design phase.

1.5 SECURITY REQUIREMENTS

1.5.1 Physical Security Criteria

The project shall comply with FSA Directive 15.8.1.1, Revision 2, “Facility Security Assessment,” March 9, 2018 and

DHS instruction 121-01-017-01 Physical Security Construction and Equipment Specification Instruction Manual, March 21, 2015. FPS has determined all new leased construction shall be based on independent site, location and occupancy variables. The necessary setback distance and mitigation strategies will be determined following a formalized Threat Assessment and Risk Analysis. A Facility Security Assessment is conducted after selection of a site and is not required if moving into an existing federal facility, unless adding FPS as an occupant changes the FSL of the facility.

1.5.2 Site Assessment

FPS shall conduct a Facility Security Assessment to determine the security requirements for this facility. They will conduct a Site/Building Risk Assessment for compliance and/or to determine the requirements for this facility.

1.5.3 Adjacency Requirements

Whenever possible, FPS facilities shall not be located adjacent to, in proximity or and/or within residential areas, drug, explosive, or weapon free zones, educational facilities, religious facilities, other citizen or immigration (such as

EIOR and CIS) related facilities, and/or retail facilities. The FPS PM shall provide direction during Advertisement for

Space and Market Survey phases (If applicable). DHS may determine or require other agencies to co-locate with each other as part of consolidation efforts.

1.5.4 Clearance Requirements

The Lessor shall agree to insert lease terms that conform substantially to the language of the security clearance requirements, which are conducted by GSA, and apply to all contract workers to include but not limit to, design, construction, and maintenance and cleaning service personnel. These requirements will be provided upon request to the Lessor. If applicable, a Building Access Request Form will be provided to the Lessor for use with directions for submittal of the required documentation. Unless the facility is FSL 3 or 4, these services must be paid to GSA by

FPS.

1.5.5 COOP Requirement

The site may be considered a Continuity of Operations (COOP) site (Determined by DHS) in which case it may be necessary to continue FPS’s mission during periods of crisis situations. This may require additional systems (e.g., a backup generator, etc.) to support operations.

1.5.6 Mechanical Electrical Plumbing (MEP) Services

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The Lessor shall provide the Mechanical Engineer (ME) and Structural Engineer SE with the required HVAC and electrical services as outlined during the design phase. The facilities shall reflect and complement the appearance and construction of the exterior façade of the FPS office building.

1.6 PARKING

GSA shall provide the number of parking spaces required by the RLP, to include, but not be limited to, visitors and

FPS Government fleet vehicles. These spaces shall be available on site (preferred location, if not, adjacent would be second preference) maximum distance from parking location to building exit to be 250 feet and shall be secured as required by the Real Property Management Manual described within the RLP. When parking cannot be adjacent, every effort will be made to obtain parking on the same side as the building to ensure officers in an emergency response will not have to cross active streets in urban cities to get to their vehicle to respond. Based on the facility type and size, the vehicles to be accommodated may include cars, vans and buses. This parking should be located adjacent or as close to the building as possible and shall comply with ADA guidelines for number of handicap accessible parking spaces required. For additional parking guidance and information, see 8.3 Parking Agreements

1.7 INTERIOR LAYOUTS

To assist in the design of the spaces, adjacency diagrams and prototypical blocking and stacking schemes may be provided by ASD to demonstrate possible arrangements. While the building shapes will vary in size and design, the adjacencies must be satisfied. A test fit plan with the necessary adjacencies may be required based on the shell and core design of the facility being proposed by GSA. All plans shall be ADA compliant as well as compliant with all applicable local and national building codes. This plan will serve as a schematic design for adjacency purposes only.

Adjacency and specific room requirements that affect the shell design are as follows:

a. The Lobby and FPS Security requirements (See Appendix C): If FPS does not control the main lobby, the security requirements for screening and badging (as required by the FSL designation for the building) may need to be located on an upper floor or on a partial floor. In multi-floor occupancies the security stations, and the required staff, may have to be duplicated. Special attention must be given to the maintenance of egress paths and the conflicts that are typically generated in secured environments.

b. Operating hours: PSO’s often operate during hours where other areas of the building may be closed. It is therefore necessary that the 24/7 personnel have access to the Break Room, Employee Restrooms

(Men’s and Women’s) and Lobby. (May require special access to parking)

c. Visitor Restrooms: Men’s and Women’s restrooms and preferably a Break Room must also be open and available for use by outside contract personnel without accessing secured FPS office areas. The required adjacencies should be considered in the zoning of the HVAC system as well as for the establishment of a security hardline in the test fit. Visitor restrooms should be located outside of leased space whenever possible.

d. A Unisex restroom may be required adjacent and accessed via the FPS lobby for use by FPS public visitors.

e. The FPS Open Office Area (Administrative Area): Must be adjacent to the staff or team they serve and should be placed on the outside wall (if possible) to allow natural light to penetrate the building to the greatest possible degree.

f. Efficient use of space must be considered such as column or window spacing. For buildings of 10,000 Net

Square Feet or greater column spacing cannot be greater than one column per 1000 square feet. For buildings less than 10,000 net square feet column spacing cannot be greater than one column per 500 square feet. Columns located in weapons or defense tactics rooms will not be allowed. Windows are not allowed in weapons, detention, evidence, or IT spaces.

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1.8 SUSTAINABLE DESIGN

FPS is required to meet sustainable building management requirements put into effect through legislation, Executive

Orders (EO), and DHS Management Directives. FPS is committed to incorporating principles of sustainable design and energy efficiency into all its building projects and will seek the applicable LEED certification as specified in the

RLP. GSA must ensure the facility follows all Federal, State and local environmental protection laws and regulations.

Sustainability requirements are encapsulated in the Guiding Principles for High Performance and Sustainable

Buildings.

1.9 ENVIRONMENTAL IMPACT ANALYSIS PROCEDURES

The National Environmental Policy Act (NEPA) of 1969 (42 USC 4321 et. seq.), as amended, establishes policy and requirements governing all Federal Departments with respect to protecting the environment. FPS will follow specific requirements established by NEPA and by the associated implementing regulations promulgated by the Council on

Environmental Quality (CEQ) (40 CFR 1500-1508), and requirements contained in current version of DHS Directive

023-01 Environmental Planning Program and associated instructions. NEPA requires all Federal Departments to consider all potential environmental consequences of their activities prior to initiation of a Federal action. Specifically, Section 102(2)(c) of NEPA requires all agencies of the Federal Government to include an environmental Impact

Statement "in every recommendation or report on proposals for legislation and other major Federal actions significantly affecting the quality of the human environment."

1.10 ENVIRONMENTAL REVIEW PROCEDURES

All major Federal actions above the simplified acquisition threshold must have an environmental review performed prior to the non-retrievable or recoverable expenditure. The environmental review must be completed, and documentation approved before the reimbursable work authorization is issued to the service provider.

DHS has three levels of environmental review:

• Un-asterisked Categorical Exclusions,

• Asterisked Categorical Exclusion that require a Record of Environmental Consideration (REC);

• Environmental Assessment (EA)/Finding of No Significant Impact (FONSI); and

• Environmental Impact Statement (EIS)/Record of Decision (ROD).

All environmental reviews must be conducted, and documents prepared, as required, in accordance with applicable laws and regulations, DHS Directive 023-01 Environmental Planning Program and associated instructions prior to the expenditure of federal funds.

When submitting project requests, the following information must be included in the package:

1. Completed FPS Environmental Impact Analysis Checklist (aka: NEPA checklist), see Appendix F1 for a copy of the checklist;

a. Date of construction of the building is important to the analysis and shall be noted in the checklist, Section II, 11.A.

2. Copies of the GSA NEPA and Historic Preservation documents for the building or space;

Buildings that are 45 years of age or older are of priority concern as they will require additional consultations with

GSA Historic Preservation Specialists and potential consultations with State Historic Preservation Offices (SHPOs).

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Coordination with the FPS Environmental Compliance Office (ECO) may reduce or eliminate project timeline delays and budget increases. Note: Due to length of time required for this component, early coordination is recommended

1.11 PROJECT SCHEDULE

GSA shall provide an overall project schedule giving the dates (FPS prefers calendar days over working days) on which various phases of design and construction will be completed to coincide with FPS required occupancy date

(refer to the “Lease Term Commencement Date” paragraph in the General Information section of the RLP). A preliminary schedule is to be provided within 30 calendar days after award of the lease contract and a finalized schedule no later than 60 calendar days after lease award.

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CHAPTER 2. REAL PROPERTY

2.1 OVERVIEW

This section outlines the principles in planning and implementation for new spaces and the management of all space for FPS, whether located in Headquarters or the Field. These principles apply to all FPS offices.

2.2 LEASE ACQUISITION

When it has been determined that leasing a new space is the best option (assumes that FPS looks internally at their available spaces first). FPS will first attempt to acquire offices and types of special space through GSA and leverage the real estate resources that GSA makes available to their constituent agencies through the Federal Real Property Profile (FRPP). GSA is the federal government’s primary federal real property and asset management agency, with 11 regional offices nationwide that oversee acquisition of real property for the federal customer. By law, GSA acts as a procurement agent for federal agencies, seeking economies of scale for the government. The GSA space procurement process typically begins with a federal agency approaching GSA with a mission-related need leading to process initiation. According to Federal Management Regulation (FMR), prior to entering a new lease, GSA must first consider existing vacant spaces in federally owned buildings, or existing government leased space in the desired area. The only exceptions to utilizing GSA services for leased facilities are as follows:

• There are unsuitable alternatives in the GSA inventory of available properties.

• The required geographical location is too remote to warrant inclusion in the GSA inventory.

• In accordance with DHS Delegation Number 00500, Revision 01 “Delegation to the Chief Readiness

Support Officer”, issued June 5, 2012, OCRSO real property, has the appropriate authority to issue real property warrants and can engage in real property acquisitions, as defined in the Federal Acquisition

Regulation (FAR).

• GSA delegated authority (verified in writing by GSA according to guidelines in the Federal Management

Regulation (FMR).

2.2.1 Leasing Evaluation Process

GSA leasing is a preferred method of acquiring space. Even when a DHS real property warrant and statutory direct authority are possessed, GSA is to be the sole provider for acquisition.

When engaging GSA for a lease evaluation, a GSA Leasing Specialist will typically ask for a requirements package

(ASR, POR, and Real Property Management Manual). This information is critical and provides GSA with the necessary documentation to provide an accurate cost estimate (Independent Government Cost Estimate, IGCE).

Once the leasing evaluation is completed, a space is to be acquired through a new lease transaction. A GSA Realty

Specialist will work with the appropriate FPS asset management office to:

Finalize the space requirement package, including physical security requirements specified by the appropriate

Physical Security Specialist;

Develop an estimate for tenant improvement costs, including general and customized tenant allowances;

Work with the project’s parameters such as location, amenities, and infrastructure, to locate suitable properties. GSA is legally obligated to seek out certain spaces over others. Priorities are given below, in order of greatest to least:

• Federally owned inventory – The Federally owned inventory is GSA’s first choice for all new leasing actions.

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• Advanced Acquisition Process (AAP)1 – This GSA program leverages GSA relationships with the private-sector owners to determine upcoming vacancies in their portfolios. The program allows GSA to rapidly identify available space for acquisition on behalf of the DHS Component office.

• Market Survey – When GSA has no available space in the federal inventory, and no suitable inventory can be located in the AAP, GSA initiates a market survey. This process requires both GSA and DHS Component office participation in a Market Survey.

2.2.2 Occupancy Agreement (OA)

An Occupancy Agreement serves as a complete, concise statement of the specific financial terms and conditions by which a federal agency occupies a GSA-controlled space, whether it is government-owned or leased by GSA on the agency’s behalf. When a project is initiated, an OA draft/proforma is created. There are several key components that make up an Occupancy Agreement.

Facilities and the ECO (as applicable) must review, and DHS approve, the draft OA/proforma prior to GSA’s making any major contractual commitments associated with the space request. Due to changes in negotiations during the leasing process and changes of lease terms (e.g. years leased), there may be several draft OAs/proforma revisions that GSA will ask DHS to sign prior to the final version. There are two critical steps during the development of a Draft

OAs that will need to be signed as a condition of the project moving forward (prior to the execution of a design contract or feasibility study for federal buildings or prior to the market study for leased space) and an updated draft

OA before award of the lease contract. A Final OA is generated when the new space has been accepted by FPS and

GSA, and the data has been entered into the GSA finance system. Billing begins when the Final OA is completed and verified by GSA. The Final OA does not need to be signed for the billing to begin. However, DHS needs to verify the billing information in the Final OA, and sign and return to GSA for a complete record (must be entered into Real

Property Data Warehouse (RPDW).

2.2.3 Memorandum of Agreement (MOA)/Memorandum of Understanding (MOU)

A memorandum of agreement (MOA) is a type of agreement between two or more parties (typically between another agency or lessor and FPS) and consists of the following key components: Purpose, Scope, Authorities, Definitions, Responsibilities, Policy and Procedures and Signatures. MOA’s do not require exchange of funds. If a MOA requires funding, it must be accompanied by an Inter-Agency Agreement (IAA) See 2.2.4 for funding. MOA’s shall be reviewed by the ECO for compliance prior to acceptance.

A memorandum of understanding (MOU) is a type of agreement between two or more parties (typically between GSA and FPS) that indicate an intended common line of action. Funding may or may not be required for this agreement.

This Agreement encompasses all aspects of the relationship between the two Parties and supersedes previous

Memorandum of Agreements on this subject, establishing a current policy to:

a. Control the provision of and payment of operating expenses, support services, material and other related costs at [FPS Facility Physical Address].

b. Identify documents that describe the services and support provided, coordination and points of contact, and security policy and procedures

Note: MOU’s shall be reviewed by the ECO for compliance prior to approval

1 This is for National Capital Region (NCR) only.

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2.2.4 Inner Agency Agreement (IAA) Funding

The obligations in the IAA are subject to the availability of funds. Nothing in the IAA authorizes reimbursements for services or supplies until the IAA is incorporated into an interagency agreement that complies with 31 U.S.C. §§ 1501 and the Economy Act. No provision of the MOA will be interpreted to require obligation or payment of funds in violation of 31 U.S.C. § 1341 (the Anti -Deficiency Act).

While the Parties do not intend for the IAA be a binding commitment to transfer funds or to represent a financial obligation between the Parties, the Parties do contemplate that the IAA (or its essential terms) will be incorporated into an interagency reimbursable agreement for provision of services.

The Servicing Party will bill the Requesting Party quarterly for actual costs, which will be paid for or applied against advance payments (if any). The Requesting Party will reimburse all recurring costs of the office space on the date the interagency agreement is executed and the funding obligated. These costs are not to exceed the actual office space costs, plus the incidental costs associated with Servicing Parties responsibilities described in this MOA. The costs will be revised each fiscal year (FY) to reflect the actual space changes.

Note: If funds are being obligated, ECO shall review prior to acceptance

2.3 ACCEPTANCE

Space Acceptance is the commitment from an agency to occupy specified GSA-controlled space. After the complete buildout, there is a final inspection from the agency representatives and GSA. A punch list is generated, and a substantial completion date is developed after punch list items are corrected. GSA obtains a Certificate of Occupancy with the agreement on space measurement. Once FPS accepts the space as substantially complete, operationally functional, and acquires the keys, the rent will commence immediately.

2.4 POST OCCUPANCY

Within 60 days of occupancy, GSA shall furnish to Facilities as-build drawings of the occupied space as well as any manuals, warranties or manuals required. Any changes to the original OA terms shall be disclosed in addition to contact information regarding building management, property management, and the GSA lease administrator.

2.5 TERMINATION

Space utilization (including hiring projections and attrition), lease expirations, and other extenuating circumstances

(damage or maintenance issues, rent increases) are all taken into consideration as FPS/DHS continuously monitors its property portfolio. If properties fall under the historic preservation or other environmental compliance, they shall be reviewed by the ECO. If the resulting analysis depicts spaces that need to be terminated, the following actions must occur:

2.5.1 Tenant Responsibilities

The following items are required for termination of a space (Also see Figure 1 “Process to Return/Dispose of Space” and Figure 2 “Additional Procedures to Return/Dispose of Space” below):

a. There is a minimum requirement of 1 year and 6 months before space can be terminated. A 120-day notice to terminate is required. Altogether, the occupancy requirement and required termination notice period totals 1 year and 10 months.

b. A 120-day notice must be provided to GSA to clearly address the effective date of the space release and the duration, and what specific blocks of space and/or Occupancy Agreements (OAs) will be terminated.

This function is currently handled by the DHS real property (Example: FPS would like to provide official

Real Property Management Manual Page 12 of 42 notice of 120-day cancellations rights for OA agreement ACOXXXXX effective January 1, 2020).

Notification shall be sent to GSA regional representative.

c. There may be associated cost with the termination of space (typically through the RWA process). The requesting party shall be responsible for paying for these costs (unless it is a forcing function in which case the forcing agency will be responsible for these costs)

d. GSA will respond with an acceptance of termination or return questions if the space is deemed not marketable. All space returned must be marketable to GSA and must have an egress not within a secured corridor that FPS has sole access to.

e. If FPS is moving to another location, the termination notice including the list of OA’s to be terminated should be provided using language that addresses the completion of move-in of the new location; this is so that GSA understands that the date could fluctuate and is contingent upon the completion of another project.

f. FPS notifies DHS management of space(s) to be terminated in addition notifies the Physical Security

Division, Property Branch, Fleet Branch and IT Division with an estimated termination date.

g. Occupancy Agreements should be reviewed for other real property items that are part of the OA agreement, such as parking and antenna space (rooftop and node). Although the FPS office space may terminate, the IT or Tactical Communications Division (ITD/TacCom) may still have a need for the antenna. This cost, if any shall be paid for by the Region responsible for the antenna and should be through a new OA.

h. If any conduits are going into the FPS space identified for termination, they will need to be relocated prior to the space release.

i. A comprehensive review conducted by Facilities will ensure the space was removed from Rent On The

Web (ROW) 30-60 days after the date of termination. Note: GSA bills in arrears.

j. A Regional Representative shall conduct a walk through with the GSA Building Manager to review all aspects of the space.

1) The representative should review the most recent Facility Inspection and current OA, as well.

2) The Regional Representative and GSA Building Manager will review and define space that will or will not be needed after space reduction (such as parking, antenna, storage, Canine Explosive

Storage Magazine)

3) Above Standard Service Systems [HVAC], Overtime Utilities, or shared space [fitness center, Mat room, etc.]). Upon completion of the review, the Region Representative will annotate the Space

Request Form accordingly.

k. The Regional office creates a draft SF 120 (Report of Excess Personal Property) and recommends a projected completion date in which the Region will declare, transfer or dispose of excess personal property. This completion date will provide reasonable assurance to the Region and ASD that the Region will have vacated all required space by the completion date. This completion date will be referred to as the

“last billing date,” which coincides with the proposed vacate date.

A transitioning out process is outlined by the following:

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• In government owned property, tenants must coordinate with GSA to ensure removal of all personnel, furniture, files, equipment and trash required by lease. The FPS Region/Facilities representatives conduct a walkthrough of space to ensure everything has been removed.

• The Regional representative must either confirm the acceptance of the space or provides a list of corrective actions to successfully vacate including assistance from Facilities with the use of the form SF-120 for disposal of excess equipment. A secondary walkthrough should then be scheduled, and if deemed successful; keys and or alarm access must be returned to GSA.

Note: If any of the above items are still left in the space, the Region may be held liable to pay for rent the following month or until all items are cleared (does not relieve HQ from rent obligation).

2.5.2 Additional Requirements for IT and Specialized Equipment

In order to ensure space is released back to GSA in a timely manner and removed from inventory, the following items must be considered:

a. It is the responsibility of the ITFO and ITD to coordinate all IT items to be removed. Notice needs to be provided to GSA ahead of time if the IT rack is being abandoned in place. This is considered agency-special equipment and it is the responsibility of the agency to remove it out of the space.

b. Cables are permitted to be left in the space; when removing cables, the cables should be removed from the panel as well. This is normally included as part of GSA’s shell cost offered to the incoming tenant.

The same principle applies for lease space.

c. All switches, UPS, and access control systems, monitoring devices must be removed and or disabled so

GSA has access. Separate HVAC units are part of Real Property and shall be abandoned in the space.

d. ECO shall review list of equipment being decommissioned for inventory/reutilization purposes

Note: There may be fees associated with this these actions that shall be paid for by the Region. If it is determined that these items can stay per the lease and it is not cost effective to remove them, they shall remain in place.

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FIGURE 1: Process to Return/Dispose of Space

Facilities communicates termination date with effected divisions/ branches (See chapter 2.5 for additional actions required)

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FIGURE 2: Additional Procedures to Return/Dispose of Space

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CHAPTER 3. FURNITURE

3.1 OVERVIEW

This section outlines the procedures of acquiring furniture and appliances within Facilities. As part of the workplace standards initiative, the following policy will apply to all FPS Regions and HQ Divisions looking to procure furniture or appliances with a purchase value equal or more than $1000.00 (per individual item). For requests less than $1000.00

(per individual item) the request will be sent to the BOM for review. ASD will review requests over $1000 (per individual item) to determine the impact on the location’s physical infrastructure (electrical, data/telecom) prior to authorizing the purchase request. Amounts greater than $1000 (per individual item) will require ASD approval.

Centralizing the acquisition process is intended to facilitate standardization and approval.

Note: Purchase of items through the DHS Strategic Sourcing Initiative existing BPA for Office Supplies by purchase card holders is outside the scope of this manual.

3.2 FURNITURE AND APPLIANCES

The acquisition and procurement of furniture greater than $1000 for all FPS offices shall be facilitated and approved by Director, Assistant Director for Field Operations (ADFO), or ASD and shall be reviewed by ECO for NEPA compliance (unless BPA is used). This is inclusive of all furniture requests regardless of the procurement method, which includes: FPS Headquarters sponsored projects, the FPS Consolidated Contracting Group (CCG), and

Procurement card (p-card) transactions. For the purposes of this policy, furniture & appliances will include, but not be limited to the following:

Furniture

Desks Systems-Furniture (Cubicles) Conference Tables Lateral File Cabinets

Credenzas Seating Conference Chairs Free Standing Storage Units

Seating Free-standing Desks Multi-use Cabinets Lockers

Guest Chairs File Cabinets Conference Storage Units Weapons/Ammo Safes

Conference Tables Pedestal Files Audio/Visual Storage Multi-use Storage Racks

Bookshelves Overhead/Hanging Files Side/Guest Chairs Print/Copy Furniture

Lounge Furniture (Sofa) Lighting

Break-Area Tables & Chairs

Appliances

Refrigerators Dishwashers Commercial Ice Makers Supplemental Heating & Cooling Units

Microwaves Range Units Commercial Freezers Water Heaters

Commercial Coffee Machines Stove/Oven Units

Washing & Drying Machines Disposal Units

TABLE 1: Furniture and Appliance List

Sustainable furniture products can be found on the Environmental Protection Agency’s (EPA) website for Greener

Products and Services here: https://www.epa.gov/greenerproducts/recommendations-specifications-standards-and-ecolabels-federal-purchasing#officereg

Sustainable appliances can be found here: https://www.energystar.gov/productfinder/ https://www.epa.gov/greenerproducts/recommendations-specifications-standards-and-ecolabels-federal-purchasing#officereg https://www.epa.gov/greenerproducts/recommendations-specifications-standards-and-ecolabels-federal-purchasing#officereg https://www.energystar.gov/productfinder/

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3.3 VENDORS

Vendors shall be vetted through the contracting office and made available to FPS for use through Blanket Purchase

Agreement (BPA)’s and other funding vehicles, such as PCTW’s or RWA’s.

3.4 REPLACEMENT FURNITURE

In order to maintain a suitable work environment, FPS office furniture will be reviewed for automatic replacement once the age of the furniture reaches ten (10) years (See Figure 3, below). If it is determined that furniture needs replacing, it shall be placed on the funding list for consideration. FPS offices may request furniture replacement every seven (7) years. Furniture requests received prior to the ten (10) year period will be reviewed by ASD for approval.

Prior to purchasing new furniture an audit/effort should be conducted to assess if furniture reuse is an option. Results of this effort shall be attached to the new furniture request.

FIGURE 3: Furniture Replacement Process

3.5 TELEVISIONS

Televisions reinforcement (blocking) and conduit will be provided for new construction in all offices rated the status of

Branch Chief or above. Purchase of televisions shall be the sole responsibility of the Regions except for conference rooms, break rooms, and training rooms for new construction only (ASD will purchase these). Televisions shall be wall mounted with pivot brackets typically in the middle of the wall across from the furniture (on the same side as the door location). Blocking shall be installed at the TV mount location during construction. The power outlet and cable shall be mounted at 60” above the finished door. See Appendix C for more specific details. Existing offices may be retrofitted to accommodate TVs and may require special mounting brackets in lieu of wall bracing, this may require cutting and repairing drywall to install cabling after the fact.

Energy Star and Electronic Product Environmental Assessment Tool (EPEAT) rated televisions will be purchased.

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3.6 EXCESS FURNITURE

Furniture Excess disposal or abandonment is the sole responsibility of the region to initiate and coordinate. The

Furniture disposal process (If FPS cannot reuse the furniture, GSA may be willing to accept the furniture allow it to remain in place) is a minimum of 60 days and should be started no later than 45 days after the notice of termination is issued to ensure all items are removed by the termination date. Please Note: Furniture being left in the space is considered hold over by tenant and will result in GSA continuing to bill rent for the space.

In accordance with FPS excess reporting procedures, all excess furniture must be reported on the SF120 and sent to fpspropertymanagement@fps.dhs.gov for processing. Refer to the Property Management Manual for guidance on the furniture disposal process.

mailto:fpspropertymanagement@fps.dhs.gov

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CHAPTER 4 - ANTENNAS

4.1 OVERVIEW

Antennas play a critical role and functionality in FPS facility missions and processes (See Figure 2, Chapter 2), allowing the facility to expand communications across great distances. All efforts are made to research and account for the acquisition and installation of antennas in new construction schemes, but because of new construction

(obscuring the pathway of travel), and increased requirements, installation may be required after the initial set-up.

4.2 ANTENNA ACQUISITON

At the current time, the Joint Wireless Program Management Division of DHS is working on a new initiative referred to as Tactical Wireless Communications (TacCom) to determine how many antennae are needed and how to obtain appropriate funding.

Most of the current antennae within the FPS footprint are located on federal property or alternatively on private property.