Number range CHAPTERSECTION 1-1: PLAN OF THE MANUAL

1-1-00 Policy

10 Procedures

20 (Reserved)

30 (Reserved)

1-1-00 Policy

This section presents information regarding the organization and
distribution of the United States Department of Health and Human
Services (HHS) Facilities Program Manual, as well as the responsibility
for its maintenance. This Manual supersedes all of Volume II of the PHS
Facilities Manual.

A. ORGANIZATION

The HHS Facilities Program Manual consists of chapters that represent
major subject categories. The chapters are further broken down into
sections, each of which shall set forth HHS policies and procedures with
respect to Departmental facilities-related subjects. The sections are
generally organized in sub-sections as follows: Policy, 1-1-00;
Procedures, 1-1-10; Guidance and Information, 1-1-20; and Reporting
Requirements, 1-1-30. Exhibits/Appendices are included in the manual as
necessary to disseminate forms, examples, and additional detailed
information.

The numbering system for manual chapters shall be in accordance with the
recommended guidelines in the HHS General Administrative Manual (GAM)
dated Oct 31, 1995.

B. DEVELOPMENT AND MAINTENANCE

1.  The Deputy Assistant Secretary (DAS), Office for Facilities
    Management and Policy, Office of the Secretary (OFMP, OS) is
    responsible for the development and maintenance of this manual.

2.  Changes to the HHS Facilities Program Manual will be issued by the
    DAS OFMP/OS.

3.  Users of this manual are encouraged to submit proposed corrections,
    updates, and improvements to OFMP for consideration.

4.  It is OFMP's standard practice to solicit input on proposed changes
    from affected parties prior to publishing a change to the manual.

C. DISTRIBUTION

1.  The HHS Facilities Program Manual will be distributed to each HHS
    Operating Division (OPDIV) and Staff Division (STAFFDIV) responsible
    for the budget formulation, planning, design, construction, leasing,
    operation, maintenance, remediation, and disposal of HHS Facilities.
    Compliance with HHS policy guidelines and requirements outlined in
    the manual is the responsibility of each HHS OPDIV and STAFFDIV.
    Appropriate distribution within each agency shall be assured at the
    agency level. Recipients should include those responsible for
    operations and maintenance requirements throughout the real property
    life cycle.

2.  The manual will also be updated and posted on the HHS Web site for
    the Office for Facilities Management and Policy, Office of the
    Secretary.

D. EFFECTIVE DATE

This manual is effective February 15, 2007. Changes to the manual will
be forwarded with an HHS Issuance Notice. The date of the HHS Issuance
Notice shown at the top of each page of each chapter/section shall be
the effective date of the chapter/section.Number range CHAPTER

1-1-10 Procedures

Application of the HHS FACILITIES PROGRAM Manual

Volume I of the Manual covers planning, programming, budgeting,
approval, acquisition, development, improvement and delivery of HHS
facilities. Volume II of the Manual applies to the overall operations
and maintenance of HHS facilities. The guidance contained herein is
applicable to all HHS organizations responsible for management of leased
or owned real property assets.

The policies in this Manual shall apply unless otherwise provided by law
or regulation. This Manual shall not be construed to alter any law,
executive order, rule, regulation, treaty or international agreement.
The Department expects that HHS OPDIVS and STAFFDIVS will comply with
this Manual. However, noncompliance with this Manual shall not be
interpreted to create a substantive or procedural basis to challenge
agency action or inaction.

Number range CHAPTERSECTION 1-2: HHS Federal Facility Management Policy

1-2-00 Policy

10 Procedures

20 Guidance and Information

30 (Reserved)

1-2-00 Policy

HHS Real Property Management will foster mission success through
initiatives and practices that promote occupant productivity and
efficiency. HHS will maximize the benefit derived from available
resources and timely delivery of those benefits through efficient and
effective portfolio management. Appropriate stewardship of HHS owned,
leased, or otherwise managed properties includes full and balanced
consideration of socio-economic, environmental, and cultural national
priorities.

A. In accordance with the Federal Management Regulation (FMR), executive
agencies must ensure that the management, operation, maintenance, and
disposal of Government-owned and leased buildings is performed in a
manner that provides for quality space and services consistent with
operational needs and accomplishes overall Government objectives. The
management, operation, and maintenance of buildings and building systems
must:

1.  Ensure a safe and healthy workplace free of environmental and other
    hazards;

2.  Be cost effective and energy efficient;

3.  Be adequate to meet the agencies' missions;

4.  Be in compliance with applicable statutory and regulatory mandates;

5.  Meet nationally recognized and relevant standards; and

6.  Be at an appropriate level to maintain and preserve the physical
    plant assets, consistent with available funding.

B. Expanding upon the FMR standards, the Federal Real Property Council
(FRPC) has established guiding principles for all Federal Agencies to
integrate with their real property management initiatives. HHS embraces
and adopts the Federal Real Property Council's (FRPC) ten guiding
principles applicable to Federal real property asset management and will
align HHS-specific asset management objectives and requirements with
those principles including:

> 1\. Support agency missions and strategic goals
>
> 2\. Use public and commercial benchmarks and best practices
>
> 3\. Employ life-cycle cost-benefit analysis
>
> 4\. Promote full and appropriate utilization
>
> 5\. Dispose of unneeded assets
>
> 6\. Provide appropriate levels of investment
>
> 7\. Accurately inventory and describe all assets
>
> 8\. Employ balanced performance measures
>
> 9\. Advance customer satisfaction
>
> 10\. Provide for safe, secure, and healthy workplaces

1-2-10 Procedures

Executive agencies must manage, administer, and enforce the requirements
of agreements (such as Memoranda of Understanding) and contracts that
provide for the delivery of occupancy services. Executive agencies must
provide occupancy services that substantially conform to nationally
recognized standards. As needed, executive agencies may adopt other
standards for buildings and services in federally controlled facilities
to conform to statutory requirements and to implement cost-reduction
efforts.

Executive agencies with delegation of authority from GSA must provide
building services, such as custodial, solid waste management (including
recycling), heating and cooling, landscaping and grounds maintenance,
tenant alterations, minor repairs, building maintenance, integrated pest
management, environmental management, energy management, safety,
signage, parking, and snow removal, at appropriate levels to support
Federal agency missions.

20. GUIDANCE AND INFORMATION

Investment, operational, and disposal decisions with regard to agency
real property assets need to be integrated with and supportive of core
mission activities to effectively manage and optimize real property
assets. To facilitate integrating real property asset management
decisions with the agency mission requires two elements -- a clear
understanding of the agency's mission that drives the allocation and use
of all available resources (human capital, physical capital, financial
capital, and technology/information capital) and an effective
decision-making framework. HHS facilities shall be operated and
maintained to best meet the functional, safety, and environmental needs
of the programs and missions they house.

-   Environmental and Functional Needs: HHS shall operate and maintain
    an environment in which occupants can perform their work with
    maximum efficiency. Real Property Management decision-making will
    support agency missions and strategic goals. Appropriate levels of
    investment will be made to protect real property assets and to
    advance customer satisfaction.

-   Safety, Health and Security: HHS buildings shall operate and
    maintain an environment that is safe and healthy for occupants, and
    that, to the greatest extent possible, offers them maximum
    protection during emergencies or disasters.

-   Economy: HHS facilities shall be operated and maintained at the most
    reasonable cost in terms of combined recurring and one-time
    expenditures, without compromising other mission requirements. HHS
    will accurately inventory and describe all of its assets in order
    that full and appropriate utilization of space can be promoted.
    Life-cycle cost-benefit analysis shall be employed to explore
    alternatives for satisfying new requirements. HHS will dispose of
    unneeded assets in accordance with all applicable Federal laws and
    regulations.

-   Conservation and Resources: Energy and water conservation shall be
    given prime consideration in the operation and maintenance of HHS
    buildings. Products, materials, and systems shall be selected with a
    view toward minimizing the use of nonrenewable resources.

-   Preservation of historic and cultural resources shall be given full
    consideration in maintenance and operations of HHS controlled real
    property assets and all federally assisted undertakings.

Number range CHAPTERSECTION 1-3: DEFINITIONS

1-3-00 Policy

10 (Reserved)

20 (Reserved)

30 (Reserved)

1-3-00 Policy

This section establishes definitions of terms used in this manual and
HHS facilities programs. This chapter will assist users of the manual in
understanding and properly applying certain terminology to the
facilities development process. These definitions and all other
definitions in this Manual must be read consistently with all other
similar, relevant definitions set forth in any other potentially
relevant and applicable laws, regulations, and similar government-wide
requirements.

The following terms are defined as they relate to the HHS facilities
management program.

[Acquisition Planning (as defined by FAR)]{.underline} - The process by
which the efforts of all personnel responsible for an acquisition are
coordinated and integrated through a comprehensive plan for fulfilling
the agency need in a timely manner and at a reasonable cost. It includes
developing the overall strategy for managing the acquisition.

[Acquisition Strategy]{.underline} - A business and technical management
approach designed to achieve program objectives within the resource
constraints imposed. It is the framework for planning, directing,
contracting for, and managing a program. It provides a master schedule
for all activities essential for program success. The acquisition
strategy is the basis for formulating functional plans and strategies
including the Acquisition Plan (AP).

[Act]{.underline} - Federal Property and Administrative Services Act of
1949, 63 Stat. 377, as amended.

[Active (as a facility status)]{.underline} - Assigned a current federal
mission or function.

[Agency]{.underline} - In very general terms, an administrative unit of
government. A Department Operating Division (OPDIV) is any of the
agencies under the Department of Health and Human Services which is
responsible for the conception, planning, programming, budgeting, and/or
execution of a program(s) and any associated operating functions.

[Agency Facilities Manager]{.underline} - The person in each HHS agency,
responsible for managing the agency\'s facilities program.

[Alterations]{.underline} - Improvements that consist of any betterment
or change to an existing property to allow its use for a different
purpose or function. (See also the definition of "Improvements".)

[Annual Facility Operating Cost]{.underline} - Facility operating cost
will include all utilities (electric, gas, water, sewage, cleaning or
janitorial costs and roads/grounds expenses etc.), recurring
maintenance, and repair cost.

[As-Built Drawings]{.underline} - Construction drawings revised to show
changes made during the construction process, based on record drawings
(marked-up prints, drawings and other data) furnished by the Contractor
to the Government.

[]{.mark}

[Balanced Scorecard]{.underline} - A tool that translates an
organization's strategy into a comprehensive set of performance
measures.

[Beneficial Occupancy]{.underline} - Beneficial occupancy takes place on
the date when part or all of the work involved in a construction project
is substantially complete and the Government takes possession of the
designated space or spaces to use for the purpose intended. Beneficial
occupancy also initiates the warranty period and any additional
environmental mitigation measures identified in the environmental
documents to be taken after construction. (The use of a project or
portion thereof for the purpose intended.)

[Best Value]{.underline} - The expected outcome of an acquisition in the
Government's estimation that provides the greatest overall benefit in
response to the requirement. Best Value procurement is a method of
acquisition in which proposals contain both price and qualitative
components, and award is based upon a combination of price and
qualitative considerations. Qualitative consideration can be further
subdivided into technical design and/or management plan.

[]{.mark}

[Building and Structures]{.underline} - Any betterment or improvement,
*i.e.*, a facility, which may be added to real property. Buildings and
structures will be classified as:

> a\. [Permanent facility]{.underline} - A building or structure which
> is:
>
> \(1\) Intended for long-time occupancy or use, or
>
> \(2\) Designated as the long-term location of an office or activity,
> or
>
> \(3\) Built on a tract of ground and of materials intended for a long
> life (more than 25 year estimated useful life).
>
> b\. [Semi-permanent facility]{.underline} - Intended for long-time
> occupancy but built on a tract of ground and of materials which limit
> the life expectancy of the structure to less than 25 years.

[Capital Asset]{.underline} - Capital assets are land, structures,
equipment, and intellectual property, including software used by the
Federal Government with an estimated useful life of two years or more.

[Carpool]{.underline} - A group of two or more people regularly using a
motor vehicle for transportation to and from work on a continuing basis.

[Change Order (as defined by FAR)]{.underline} - A written order, signed
by the Contracting Officer, directing the contractor to make a change
that the Changes clause authorizes the Contracting Officer to order
without the contractor's consent.

[Commercial Activities]{.underline} - Within the meaning of subpart D,
Part 102-74 of FMR, are activities undertaken for the primary purpose of
producing a profit for the benefit of an individual or organization
organized for profit. (Activities where commercial aspects are
incidental to the primary purpose of expression of ideas or advocacy of
causes are not "commercial activities" for purposes of the FMR.)

[Common Financial Framework]{.underline} - Includes closely coordinated
planning and budgeting processes; the circulatory system of the network
enterprise.

[Condition Index (as defined by the FRPC)]{.underline} - The ratio of
repair needs to plant replacement value (PRV), calculated as \[(1 -
\$repair needs/\$PRV) x 100\].

[Constructed Asset]{.underline} - A constructed asset is received as
equipment, materials, services, and supplies and built to its final,
functioning form that is not available \"off the shelf,\" but is built
or constructed to unique specifications. The acquisition cost of a
constructed asset is the total of all costs (equipment, materials,
services, supplies, freight, salaries, benefits, overhead, etc.)
incurred in the process of designing and building the asset.

[Construction]{.underline} - The erection of a building, structure, or
facility, including the installation of equipment, site preparation,
landscaping, associated roads, parking, environmental mitigation, and
utilities, which provides space not previously available. It includes
freestanding structures, additional wings or floors, enclosed courtyards
or entryways, and any other means to provide usable program space that
did not previously exist (excluding temporary facilities). Construction
projects are capitalized in accordance with the accounting principles of
the Federal Accounting Standards Advisory Board (FASAB).

[Construction Codes]{.underline} - Any set of standards set forth in
regulations, ordinances, or statutory requirements of a local, state, or
Federal governmental unit relating to building construction and
occupancy, adopted and enforced for the protection of the public health,
safety and welfare, and the environment.

[Contract (as defined by FAR)]{.underline} - A mutually binding legal
relationship obligating the seller to furnish the supplies or services
(including construction) and the buyer to pay for them. It includes all
types of commitments that obligate the Government to an expenditure of
appropriated funds and that, except as otherwise authorized (by the
FAR), are in writing. In addition to bilateral instruments, contracts
include (but are not limited to) awards and notices of awards; job
orders or task letters issued under basic ordering agreements; letter
contracts; orders, such as purchase orders, under which the contract
becomes effective by written acceptance or performance; and bilateral
contract modifications.

[Contract Award]{.underline} ‑ The official instrument and notification
from the Contracting Officer that the Government has accepted a
contractor\'s bid or offer.

[Contract Modification (as defined by FAR)]{.underline} - Any written
change in the terms of a contract (see FAR
[43.103](http://farsite.hill.af.mil/reghtml/regs/far2afmcfars/fardfars/far/43.htm#P24_3292)).

[Contracting Officer]{.underline} ‑ The individual with authority to
execute contracts on behalf of the Government. This individual is the
sole authorized agent in dealing with the contractor. The Contracting
Officer has authority to negotiate and execute contracts on behalf of
the Government and to make changes, amendments, approve payments,
terminate contracts, and close out contracts upon satisfactory
completion.

[Contracting Officer\'s Technical Representative (COTR)]{.underline} -
The Project Officer or other authorized representative that is
designated by the Contracting Officer.

[Contractor]{.underline} - The person, firm, or corporation, with whom
the Government has executed a contract, that is responsible for
performing the work.

[Corporate Real Estate]{.underline} - The work environment or network of
places where work occurs.

[Cost-Benefit/Cost Effectiveness Analysis]{.underline} - A mechanism to
determine the best solution to satisfy facility requirements by
exploring and comparing the economics of alternatives such as leasing,
constructing a new facility, renovating an existing structure, or an
addition/alteration option.

[Decontamination (]{.underline}41 C.F.R. § 102-71.20) - The complete
removal or destruction by flashing or explosive powders; the
neutralizing and cleaning-out of acid and corrosive materials; the
removal, destruction, or neutralizing of toxic, hazardous, or infectious
substances; and the complete removal and destruction by burning or
detonation of live ammunition from contaminated areas and buildings.

[Defective Work]{.underline} - Work not in conformance with the contract
documents. Materials and equipment, furnished under the contract, that
are not of specified quality and new unless otherwise required or
permitted by the contract documents.

[Deficiency (as defined by FAR)]{.underline} - A material failure of a
proposal to meet a Government requirement or a combination of
significant weaknesses in a proposal that increases the risk of
unsuccessful contract performance to an unacceptable level.

[]{.mark}

[Delegation of Authority]{.underline} - The specific, formal deputation,
assignment, or commitment of a legal power or right to take certain
actions and to make certain decisions having legal significance. Such
delegations must be stated in writing by the official authorized to
delegate the authority.

[Disposal Agency]{.underline} - An executive agency designated by the
Administrator of General Services to dispose of surplus real or personal
property.

[Easement]{.underline} - An interest in land granted for a specified
purpose, such as a highway, utility line, etc.

[Excess Real Property]{.underline} - Any real property under the control
of a Federal agency that is not required for the needs and discharge of
its responsibilities.

[Executive Agency (as defined by FMR)]{.underline} - Any executive
department or independent establishment in the executive branch of the
Government, including any wholly-owned Government corporation.

[Facility]{.underline} - A building or group of buildings, a structure,
utility system, the site, and/or environs associated with the above.

[Facility Condition Index (FCI)]{.underline} - The FCI is a general
measure of facility condition at a specific point in time calculated as
the ratio:

  ------------ ---------------------------------------------------- -----
  1 --         \$ Cost of repair needs                              

               \$ Plant Replacement Value                           
  ------------ ---------------------------------------------------- -----

[Facility Utilization Index (FUI)]{.underline} - The FUI is a general
measure of the usage and thus the vacancy of the asset.

[Family Housing]{.underline} - Buildings used primarily as dwellings for
families/dependents. Includes apartment houses, single houses, row
houses, public housing, military personnel housing, federal employee
housing, and institutional housing.

[Feasibility Study]{.underline} - A detailed investigation and analysis
conducted to determine the financial, economic, technical,
environmental, and other advisability of a proposed project.

[Federal Acquisition Regulation (FAR)]{.underline} - The basic policy
governing Federal agency acquisitions. The FAR contains legal
requirements, regulations, and policies that bear on contracting. The
FAR is available electronically via the internet at
<http://www.arnet.gov/far/>. There are many other useful websites
available for FAR research that also include agency specific supplements
to the FAR.

[Federal Agency (as defined by FMR)]{.underline} - Any executive agency
or any establishment in the legislative or judicial branch of the
Government (except the Senate, the House of Representatives, and the
Architect of the Capitol and any activities under that person's
direction).

[Federal Agency Buildings Manager]{.underline} - Building manager
employed by GSA or a Federal agency that has been delegated real
property management and operation authority from GSA.

[Federal Government Real Property Services Provider]{.underline} - Any
Federal Government entity operating under, or subject to, the
authorities of the Administrator of General Services, that provides real
property services to Federal agencies. This definition also includes
private sector firms under contract with Federal agencies that deliver
real property services to Federal agencies. This definition excludes any
entity operating under, or subject to, authorities other than those of
the Administrator of General Services.

[Federal Restricted Title]{.underline} - The title is held by an
organization or person other than the Federal Government, but the item
of real property can only be alienated (mortgaged or encumbered) by the
owner with the approval of a Federal Government entity.

[Fee Simple]{.underline} - Ownership of real estate in which the owner
has the right to control, use, and transfer the property at will. It is
the most complete ownership interest one can have in real property.

[Final Inspection]{.underline} - Final review of the project by the
Government to verify satisfactory completion of all contract elements,
prior to issuance of the final payment.

[General Contractor]{.underline} - The prime contractor who is
responsible for all of the work at the construction site defined within
the contract, including that performed by all subcontractors.

[General Provisions]{.underline} - The standard clauses that are used by
Government agencies in various types of contracts. Most of these clauses
are set forth in FAR 52, and guidance for their use is set forth in the
Provision and Clause Matrix in FAR Part 52.301. The term also includes
clauses specified in FAR Supplement for agency wide use. FAR 52.102-1
provides that general provisions will be incorporated by reference to
the regulations "to the maximum practical extent" rather than by placing
the full text of clauses in the contract document.

[]{.mark}

[General Services Administration (GSA)]{.underline} - Acting by or
through the Administrator of General Services, or a designated official
to whom functions under this part have been delegated by the
Administrator of General Services.

[GIS]{.underline} - A Global Information System (GIS) is a computer
system capable of capturing, storing, analyzing, and displaying
geographically referenced information; that is, data identified
according to location. Practitioners also define a GIS as including the
procedures, operating personnel, and spatial data that go into the
system.

[Gross Area]{.underline} - The total square footage/square meters in a
building for all floors to the outer surface of exterior walls. Gross
area includes all research and administrative space, retail space, and
other areas such as vending machine space and storage. Gross area also
includes major vertical penetrations greater than two square feet, such
as shafts, elevators, stairs, or atrium space. This figure is used in
defining construction costs for facilities.

[Highest and Best Use]{.underline} - The most likely use to which a
property can be put, which will produce the highest monetary return from
the property, promote its maximum value, or serve a public or
institutional purpose. The highest and best use determination must be
based on the property's economic potential, qualitative values (social
and environmental) inherent in the property itself, and other
utilization factors controlling or directly affecting land use (*e.g*.
zoning, physical characteristics, private and public uses in the
vicinity, neighboring improvements, utility services, access, roads,
location, and environmental and historical considerations). Projected
highest and best use should not be remote, speculative, or conjectural.

[Historic Properties]{.underline} - Properties listed on the National
Register of Historic Places or determined by the Federal Preservation
Officer (in coordination with the cognizant SHPO or THPO) to be eligible
for listing on the National Register of Historic Places based on
National Register Criteria.

[Hospital]{.underline} - Buildings used primarily for furnishing
in-patient diagnosis and treatment under physician supervision and
having 24-hour-a-day registered graduate nursing services. This category
also includes medical laboratories used for routine testing. This
category excludes buildings used directly in basic or applied medical
research. (Note that IHS is the only HHS OPDIV with hospitals that fit
this definition.)

[Human Resources]{.underline} - Labor, workforce support, and related
policies and programs.

[Improvements (Renovations/Alterations)]{.underline} - Any betterment or
change to an existing property to allow its continued or more efficient
use within its designated purpose (Renovation), or for use for a
different purpose or function (Alteration). Building improvements also
include improvements to or upgrading of primary mechanical, electrical,
or other building systems, and site improvements not associated with
construction projects. Improvements typically increase the useful life
of a facility and are capitalized against the existing property in
accordance with the accounting principles of the FASAB.

[Inactive]{.underline} - Not currently being used, but may have a future
need. Includes real property in a caretaker status (closed pending
disposal) and closed installations with no assigned current federal
mission or function.

[Installation]{.underline} - A separately located and defined area of
real property in which HHS exercises a real property interest. The term
also applies to portions of installations, facilities, or buildings not
owned by HHS but which have been acquired for exclusive use through
lease, permit, or other written agreement.

[Laboratory]{.underline} - Buildings used directly in basic or applied
research in the sciences (including medicine) and in engineering, such
as medical laboratories, meteorological research laboratories; and
buildings used in designing, developing, and testing prototypes and
processes for chemistry and physics. This category excludes medical and
industrial laboratories used for routine testing.

[Landholding Agency]{.underline} - The Federal agency that has
accountability for the property involved. For the purposes of this
definition, accountability means that the Federal agency reports the
real property on its financial statements and inventory records

[Lease]{.underline} - Specific rights to real property that have been
assigned to the Federal Government for a defined period of time. A
federal lease is both a conveyance and contract to possess and use real
property for a pre-determined period of time.

[]{.mark}

[License]{.underline} - The right to use federal property for
non-federal purposes, revocable at the will of the grantor. It does not
convey an interest in the property.

[Life Cycle Cost]{.underline} - The total cost of owning, operating, and
maintaining a building over its useful life, including its fuel and
energy costs, determined on the basis of a systematic evaluation and
comparison of alternative building systems; except that in the case of
leased buildings, the life cycle cost shall be calculated over the
effective remaining term of the lease.

[Load Factor]{.underline} - In a lease, the load factor is the
multiplier to a tenant\'s useable space that accounts for the tenant\'s
proportionate share of common areas (restrooms, elevator lobby,
mechanical rooms, etc.). The load factor is usually expressed as a
percentage and ranges from a low of 5% for a full tenant to as high as
15% for a multi-tenant floor. Subtracting one (1) from the quotient of
the rentable area divided by the useable area yields the Load Factor.

[Maintenance]{.underline} - Work to keep a property, facility, and/or
building system or component in a continuously usable state or
condition. Maintenance may include inspection, cleaning, calibration and
adjustment, lubrication and replacement of constituent parts, materials
and/or sub-assemblies worn, broken, damaged or otherwise comprised.
Maintenance includes routine recurring work, which is incidental to
everyday operations, as well as preventive work, which is programmed at
scheduled intervals, and predictive work, which is indicated by
analysis.

[Management]{.underline} - The safeguarding of the Government's interest
in property in an efficient and economical manner consistent with the
best business practices.

[Metrics]{.underline} - Standard performance measurements.

[Mission Dependency]{.underline} - The value an asset brings to the
performance of the mission as determined by the governing agency's
mission and strategic plan.

[Mission Dependency Index]{.underline} - A risk management metric
mandated by the FRPC to be used to communicate the relative importance
of a facility in terms of mission criticality.

[Nationally Recognized Standards]{.underline} - Encompasses any standard
or modification thereof which:

-   has been adopted and promulgated by a nationally recognized
    standards-producing organization under procedures whereby those
    interested and affected by it have reached substantial agreement on
    its adoption, or

-   was formulated through consultation by appropriate Federal agencies
    in a manner which afforded an opportunity for diverse views to be
    considered.

[Net Area/Net Assignable Square Footage]{.underline} - The area of a
floor or office suite that is suitable for occupancy, including
secondary corridors. It excludes shared space that cannot be reasonably
assigned for program purposes such as main egress corridors, hazardous
waste marshaling areas on the loading dock, and other non-programmable
space. In calculating net area, no deduction is made for columns and
projections that are necessary to the building. Net Area refers to those
portions of the facility available to use for program operations and for
supply storage, building maintenance/operation, and other necessary
support functions. Net Area is measured from the inside of the permanent
exterior wall to the near side of permanent walls separating the area
from stairwells, elevators, mechanical rooms, permanent corridors, or
other portions of the building (since these are not categorized as Net
Area in the program of requirements document).

[Normally Furnished Commercially]{.underline} - Consistent with the
level of services provided by a commercial building operator for space
of comparable quality and housing tenants with comparable requirements.
Service levels are based on the effort required to service space for a
five-day week, one eight-hour shift schedule.

[Occupant Agency]{.underline} - An organization that is assigned space
in a facility under GSA's custody and control through the formal
procedures outlined in 41 CFR 102-71.

[Occupancy Emergency Organization]{.underline} - The emergency response
organization comprised of employees of Federal agencies designated to
perform the requirements established by the Occupant Emergency Plan.

[Occupant Emergency Plan]{.underline} - Procedures developed to protect
life and property in a specific federally occupied space under
stipulated emergency conditions.

[Occupant Emergency Program]{.underline} - A short-term emergency
response program. It establishes procedures for safeguarding lives and
property during emergencies in particular facilities.

[Offer (as defined by FAR)]{.underline} - A response to a solicitation
that, if accepted, would bind the offering party to perform the
resultant contract. Responses to invitations for bids (sealed bidding)
are offers called "bids" or "sealed bids"; responses to requests for
proposals (negotiation) are offers called "proposals"; however,
responses to requests for quotations (simplified acquisition) are
"quotations," not offers.

[Office]{.underline} - Buildings primarily used for office space.

[OPDIV Facilities Manager]{.underline} - The person in each HHS
Operating Division, responsible for managing the OPDIV\'s facilities
program.

[Owned]{.underline} - The Federal Government has fee simple interest in
the real property.

[]{.mark}

[Partial Occupancy]{.underline} - Occupancy by the owner of a portion of
a project prior to final completion.

[]{.mark}

[Performance Management]{.underline} - Process of assessing progress
towards achieving strategic goals.

[Performance Specifications]{.underline} - A specification expressed in
terms of an expected outcome or acceptable performance standard.

> []{.mark}

[Plant replacement value (PRV) (or functional replacement
value)]{.underline} - The cost of replacing an existing asset at today's
standards.

[Portfolio Flexibility]{.underline} - The degree to which physical
assets are aligned with and responsive to business needs.

[Portfolio Optimization]{.underline} - Matches the resources of the
enterprise to the core business strategy.

[Post-Occupancy Evaluation (POE) Survey]{.underline} - The process of
inspecting and analyzing recently completed and occupied facilities with
a primary objective of determining both positive and negative lessons
learned. The lessons learned are to be disseminated and used to promote
long-term program improvements.

[Prescriptive Specification]{.underline} - The traditional method of
specifying materials or techniques found in design-bid-build projects.
The range of acceptable product, manufacturers, and techniques, etc, is
stipulated in detail to be followed by the builder.

[Project Officer]{.underline} - The government representative legally
designated by the Contracting Officer as the authorized technical
representative for administering A/E, construction and/or service
contracts on behalf of the Contracting Officer, [exclusive]{.underline}
of contractual matters. The Project Officer is not authorized to issue
any instructions or directions which affect any increases or decreases
in the scope of work or which would result in the increase or decrease
of the cost of the contract or a change in performance period of the
contract.

[Public Area]{.underline} - Any area of a building which is ordinarily
open to members of the public, including lobbies, courtyards,
auditoriums, meeting rooms, and other such areas not assigned to a
lessee or occupant agency.

[Public Body]{.underline} - Any State of the United States, the District
of Columbia, the Commonwealth of Puerto Rico, the Virgin Islands, or any
political subdivision, agency, or instrumentality of the foregoing.

[Public Building]{.underline} -

> (1)Any building which is suitable for office and/or storage space for
> the use of one or more Federal agencies or mixed ownership
> corporations, such as Federal office buildings, post offices,
> customhouses, courthouses, border inspection facilities, warehouses,
> and any such building designated by the President. It also includes
> buildings of this sort that are acquired by the Federal Government
> under the GSA Administrator's installment-purchase, lease-purchase,
> and purchase-contract authorities.
>
> \(2\) "Public building" does not include buildings:
>
> \(a\) On the public domain.
>
> \(b\) In foreign countries.
>
> \(c\) On American Indian and native Eskimo properties held in trust by
> the United States.
>
> \(d\) On lands used in connection with Federal programs for
> agricultural, recreational, and conservation purposes.
>
> \(e\) On or used in connection with river, harbor, flood control,
> reclamation or power projects, or for chemical manufacturing or
> development projects, or for nuclear production, research, or
> development projects.
>
> \(f\) On or used in connection with housing and residential projects.
>
> \(g\) On military installations.
>
> \(h\) On Department of Veterans Affairs installations used for
> hospital or domiciliary purposes.
>
> \(i\) Excluded by the President.

[Punch List]{.underline} - A list of unsatisfactory or incomplete work
items that are identified by government representatives during an
inspection of the work after the contractor has notified the Contracting
Officer that work is substantially complete. The contractor must
complete all punch list work items satisfactorily before the final
acceptance of contract work.

[]{.mark}

[Quality Assurance (QA)]{.underline} - An integrated system of
management activities involving planning, implementation, assessment,
reporting, and quality improvement to ensure that a process, item, or
service is of the type and quality needed to meet project requirements.

[Quality Control (QC)]{.underline} - The overall system of technical
activities that measures the attributes and performance of a process,
item, or service against defined standards to verify that they meet the
stated requirements; operational techniques and activities that are used
to fulfill requirements for quality.

[Quality Management]{.underline} - Processes required to ensure the
project will satisfy the needs and objectives for which it was
undertaken, consisting of quality planning, quality assurance, quality
control, and quality improvement.

[Quality System]{.underline} - A structured and documented management
system describing the policies, objectives, principles, organizational
authority, responsibilities, accountability, and implementation plan of
an organization for ensuring quality in its work processes, products
(items), and services. The quality system provides the framework for
planning, implementing, and assessing work performed by the organization
and for carrying out required QA and QC.

[Real Property]{.underline} - Any interest in land (together with the
improvements, structures, and fixtures located thereon) under control of
any Federal agency, except the public domain, or lands reserved or
dedicated for national forest or national park purposes.

[Renovation]{.underline} - Improvements that consist of any betterments
or changes to an existing property to allow its continued or more
efficient use within its designated purpose. (See the definition of
'Improvements'.)

[Rentable Area]{.underline} - The square footage for which rent can be
charged. Generally it is the gross area of the full floor less the area
of all vertical penetrations (elevator shafts, stairwells, mechanical
shafts etc.) Rentable area can be measured in many ways, but the most
common measurement for office buildings is according to BOMA standards.

[Repair]{.underline} - The restoration of a failed or failing primary
building system or real property facility component to a condition that
restores its effective use for its designated purpose. A repair does not
increase the underlying value of an existing facility and is typically
not capitalized. An example of a primary building system would be the
structural foundation and frame, domestic waste system, or building
HVAC; a real property component would be a piece of the primary building
system such as a roofing system, central chiller/boiler, generator, or
elevators. A failed or failing primary building system or real property
component may be the result of action of the elements, fire, explosion,
storm and/or other disasters, and by use near to or beyond its expected
useful life or technical obsolescence.

[Repair needs]{.underline} - The estimated dollar amount necessary to
restore a constructed asset to a condition substantially equivalent to
the originally intended and designed capacity, efficiency or capability.

[Reporting Agency]{.underline} - Agency reporting the property to the
General Services Administration.

[Request for Proposals (RFP)]{.underline} - The document that completely
describes the procurement process, forms the basis for proposals, and
ultimately becomes a potential element in the contract.

[Section Eight (a)]{.underline} - Section 8(a) of the Small Business Act
is a program for minority disadvantaged contractors, where contractors
are certified and contracted with the Small Business Administration
(SBA). HHS in turn contracts with SBA for services.

[Stakeholders]{.underline} - Individuals and organizations that are
involved in or may be affected by the undertaking.

[Standards]{.underline} - Something considered by an authority or by
general consent as a basis of comparison; an approved model. Standards
tell the user how something is commonly done and are usually regarded
only as recommendations that do not have the force of law. Nationally
recognized standards are frequently collected as reference information
when codes are being prepared. In many instances, entire sections of the
standards are adopted into the regulated codes by reference, and then
become legally enforceable.

[State Government-Owned]{.underline} - A US state government holds title
to the real property, but specific rights for use have been granted to a
Federal Government entity.

[Statement of Work]{.underline} - The Statement of Work is a document in
the acquisition process that describes the work to be performed or the
services to be rendered, defines the respective responsibilities of the
Government and the contractor, and provides an objective measure so that
both government and the contractor will know when the work is complete
and payment is justified. Common elements of the Statement of Work are
Background, Project Objectives, Scope of Work, Detailed Technical
Requirements, Deliverables, Reporting, Schedule, Special Considerations,
and References.

[Subcontractor]{.underline} - A person or entity that has a direct
contract with the Contractor to perform any of the work at the site.

[Surplus Real Property]{.underline} - Any related real property and
related personal property reported as excess that has been screened by
GSA for needs of the Federal agencies or waived from such screening by
GSA and has not been designated by GSA for utilization by another
Federal agency.

[Termination]{.underline} - The unilateral cancellation of a contract by
the Government for either: (a) convenience (in the best interest of the
Government) or (b) default (failure of a contractor to perform as
required).

[Turnkey]{.underline} - A variation of design-build project delivery in
which one entity is responsible to the owner for design and
construction, plus designated real estate services that may include
project financing and site selection/purchase.

[]{.mark}

[Usable Square footage]{.underline} - The secured area (square footage)
occupied exclusively by the tenant within a tenant\'s leased space. The
useable area times the load factor for common area results in rentable
area on which rent is charged. Useable area can be measured in many
ways, but the most common measurement for office buildings is according
to BOMA standards. It does not include restrooms, elevator shafts, fire
escapes, stairwells, electrical and mechanical rooms, janitorial rooms,
elevator lobbies, or public corridors (for example, a corridor leading
from the elevator lobby to the entrance of a tenant\'s office).

[Use Permit]{.underline} - The right of one Government agency to use the
property of another agency on a temporary basis. It does not transfer
control of the property, but only its temporary use.

[Using Organization]{.underline} - Agency occupying the property.

[Value (as defined for facilities by FRPC)]{.underline} - The
functional/plant replacement value; the cost of replacing existing
facilities.

[Vanpool]{.underline} - A group of at least 8 persons using a passenger
van or a commuter bus designed to carry 10 or more passengers. Such a
vehicle must be used for transportation to and from work in a single
daily round trip.

[Warehouse]{.underline} - Buildings used for storage, such as ammunition
storage, covered sheds, and buildings used primarily for storage of
vehicles or materials. Also included are underground or earth-covered
ammunition storage bunkers and magazines. This category excludes water
reservoirs and POL storage tanks, which are storage structures. (Note
that HHS warehouses are not used for storing some of the materials
described in the FRPC definition. Some typical uses for HHS warehouses
include storage of personal property; furniture fixtures and equipment;
vehicles and mail distribution. All of the HHS warehouses are included
within the broader FRPC definition.)

[Weakness (as defined by FAR)]{.underline} - A flaw in the proposal that
increases the risk of unsuccessful contract performance. A \"significant
weakness\" in the proposal is a flaw that considerably increases the
risk of unsuccessful contract performance.

[Workplace Resources]{.underline} - The integrated support assets that
serve to enable the work of the enterprise, including capital, real
estate, labor, technology, and raw materials.

[Zonal Allocations]{.underline} - The allocation of parking spaces on
the basis of zones established by GSA in conjunction with occupant
agencies. In metropolitan areas where this method is used, all agencies
located in a designated zone will compete for available parking in
accordance with instructions issued by GSA. In establishing this
procedure, GSA will consult with all affected agencies.

Number range CHAPTERSECTION 1-4: ABBREVIATIONS and ACRONYMS

1-4-00 (Reserved)

10 (Reserved)

20 Guidance and Information

30 (Reserved)

20. GUIDANCE AND INFORMATION

The following list of abbreviations and acronyms is provided for the
benefit of the reader.

Abbreviations and Acronyms

A/E Architectural/Engineering

AAALAC American Association for\
Accreditation of Laboratory\
Animal Care

ABA Architectural Barriers Act

ACHP Advisory Council on Historic Preservation

ACP Agency Capital Plan

ADA Americans with Disabilities Act

ADPL Average Daily Patient Load

ADR Alternative Dispute Resolution

AIA American Institute of Architects

AMP Agency Master Plan

ANSI American National Standards\
Institute

AP Acquisition Plan

ASAM Assistant Secretary for\
Administration and Management

ASBTF Assistant Secretary for Budget, Technology, and Finance

ATBCB Architectural Transportation\
Barriers Compliance Board

B & F Building and Facilities

BMAR Backlog of Maintenance and\
Repair

BMP Best Management Practice

BOMA Building Owners and Managers Association

CADD Computer Aided Drafting &\
Design

CBD Central Business District

C & D Construction and Demolition

CDC Centers for Disease Control & Prevention

CEQ Council on Environmental Quality

CFR Code of Federal Regulations

CICA Competition in Contracting Act

CII Construction Industry Institute

CIP Capital Improvements Plan

CIRB Capital Investment Review Board

CO Contracting Officer

COR Contracting Officer's\
Representative

COTR Contracting Officer's Technical Representative

CRE Corporate Real Estate

CRV Current Replacement Value

D & F Determinations and Findings

DAS Deputy Assistant Secretary

DCIS Department Contracts Information System

DOD Department of Defense

DOL Department of Labor

EA Environmental Assessment

EIS Environmental Impact Statement

EO Executive Order

EPA Environmental Protection Agency

EPP Environmentally Preferable\
Purchasing

ESPC Energy Saving Performance\
Contract

FAR Federal Acquisition Regulations

FCI Facility Condition Index

FCIP Federal Capital Improvements Program

FDA Food and Drug Administration

FEMP Federal Energy Management\
Program

FF&E Furniture, Fixtures, and\
Equipment

FMR Federal Management Regulation

FONSI Finding of No Significant Impact

FPAA Facility Project Approval\
Agreement

FPDS Federal Procurement Data System

FPMR Federal Property Management Regulations

FY Fiscal Year

GAM General Administration Manual

GSA General Services Administration

GSAR General Services Administration Acquisition Regulations

HCA Head of the Contracting Activity

HHS U. S. Department of Health and Human Services

HHSAR Health and Human Services\
Acquisition Regulations

HQ Headquarters

HR Human Resources

HRSA Health Resources and Services Administration

HUD Housing and Urban Development

HVAC Heating, Ventilation, and\
Air-Conditioning

IAQ Indoor Air Quality

IDC Indefinite Delivery Contract

IDIQ Indefinite Delivery, Indefinite Quantity

IFB Invitation for Bids

IHS Indian Health Service

IRIS Integrated Recourses and\
Infrastructure Solutions

ISC Interagency Security Committee

IT Information Technology

JCAHO Joint Commission on\
Accreditation of Healthcare\
Organizations

JOC Job Order Contract

LCC Life Cycle Cost

M^2^ Square Meter

M & I Maintenance and Improvement

M & M Medicare/Medicaid

MEP Mechanical, Electrical, and Plumbing

NCPC National Capital Planning\
Commission

NCR National Capital Region

NEPA National Environmental Policy Act

NFPA National Fire Protection\
Association

NHPA National Historic Preservation Act

NIH National Institutes of Health

NPS National Park Service

NRHP National Register of Historic Places

NTTAA National Technology Transfer and Advancement Act

OASH Office of the Assistant Secretary for Health

OCR Office of Civil Rights

OFCCP Office of Federal Contract\
Compliance

OFMP Office for Facilities Management and Policy

OMB Office of Management and Budget

OPDIV Operating Division

OPV Outpatient Visits

OS Office of the Secretary

PAR Pre-Acquisition Review

PDRI Project Definition Rating Index

PHS Public Health Service

PJD Program Justification Document

PL Public Law

PO Project Officer

POE Post Occupancy Evaluation

POR Program of Requirements

PPD Planning and Programming Documents

PS&D Planning, Studies and Design

PW Present Worth

R & I Repair and Improvement

RFP Request for Proposals

RSF Rentable Square Footage

SADBUS Small and Disadvantaged\
Business Utilization Specialists

SAVE Society of American Value\
Engineers

SBA Small Business Administration

SF Square Foot

SFO Solicitation for Offers

SHPO State Historic Preservation Officer

SLA Supplemental Lease Agreement

STAFFDIV Staff Division

THPO Tribal Historic Preservation\
Officer

UFAS Uniform Federal Accessibility Standards

USC United States Code

USF Usable Square Footage

VE Value Engineering

VEC Value Engineering Coordinator

VECP Value Engineering Change\
Proposal

VEP Value Engineering Proposal

SECTION 1-5: Roles and Responsibilities

1-5-00 (Reserved)

10 (Reserved)

20 Guidance and Information

30 Reporting Requirements

1-5-20 Guidance and Information

HHS facilities program roles and responsibilities are as follows:

A. United States Department of Health and Human Services

The Department of Health and Human Services is the United States
Government\'s principal agency for protecting the health of all
Americans and providing essential human services, especially for those
who are least able to help themselves.

B. The Office for Facilities Management and Policy

[]{.mark}

The Office for Facilities Management and Policy (OFMP) provides
Department-wide leadership and direction in master planning; facilities
planning and design, construction, leasing, operations and maintenance,
and space utilization; and management programs (environmental
management, historic preservation, energy management, and occupational
safety and health). OFMP provides technical assistance to HHS Operating
Divisions (OPDIVs) in evaluating the effectiveness of their facilities
programs and policies and fosters creativity and innovation in the
administration of these functions and the Capital Investment Review
Board. OFMP serves as HHS representative to other Federal and
non-Federal agencies and is the focal point reporting to OMB and the
Federal Real Property Council (FRPC) on facilities activities and
performance.

C. Senior Real Property Officer

The Deputy Assistant Secretary, Office for Facilities Management and
Policy is designated as the Senior Real Property Officer for HHS.
Established by Executive Order 13327, the Senior Real Property Officer
is designated among the senior management officials within each agency.
This Senior Real Property Officer serves as the senior manager tasked
with developing and implementing an agency asset management plan.
Specifically, the Officer is responsible for:

-   identifying and categorizing all real property owned, leased, or
    otherwise managed by the agency;

-   prioritizing actions to be taken to improve the operational and
    financial management of the agency\'s real property inventory;

-   making life-cycle cost estimations associated with the prioritized
    actions;

-   identifying legislative authorities that are required to address
    these priorities;

-   identifying and pursuing goals, with appropriate deadlines,
    consistent with and supportive of the agency\'s asset management
    plan and measure progress against such goals;

-   incorporating planning and management requirements for historic
    property under Executive Order 13287 of March 3, 2003, and for
    environmental management under Executive Order 13148 of April 21,
    2000; and

-   identifying any other information and pursue any other actions
    necessary to the appropriate development and implementation of the
    agency asset management plan.

D. Federal Real Property Council

Established by Executive Order 13327, the Federal Real Property Council
serves as a working group to facilitate the success of the agency's
asset management plans. The Council is composed of all agency Senior
Real Property Officers, the Comptroller of the Office of Management and
Budget, and the Administrator of General Services. The Deputy Director
for Management of the Office of Management and Budget is a member and
serves as the chair of the Council. The Council establishes appropriate
performance measurements for evaluating the costs and benefits involved
with acquiring, repairing, maintaining, operating, managing, and
disposing of Federal real properties at particular agencies. The Council
also serves as a clearinghouse for best practices in evaluating actual
progress in the implementation of real property enhancements.

E. HHS ORGANIZATIONS WITH REAL PROPERTY MANAGEMENT RESPONSIBILITY

HHS organizations with real property management responsibility perform
day-to-day execution of the facilities management program including
master planning; facilities design, construction, leasing, operations
and maintenance, space utilization; and management programs
(environmental management, historic preservation, energy management, and
occupational safety and health). These organizations develop and
implement internal procedures necessary to comply with departmental
policy and guidance including all statutory and regulatory requirements.

F. HHS Capital Investment Review Board

[Purpose of the Board]{.underline}: The HHS Facility Capital Investment
Review Board was established to make recommendations for strategic
management of HHS real property assets and to advise the Assistant
Secretary for Administration and Management (ASAM) and the Secretary on
major facility capital investment issues. The Board also advises,
assists, consults with, and makes recommendations to the ASAM, the
Secretary, and when appropriate, the Assistant Secretary for Budget
Technology and Finance (ASBTF), regarding the broad range of
responsibilities.

[Authority of the Board]{.underline}: See Volume 1 of this manual for
additional information on the responsibilities, authorities, and matters
which require review the board.

1-5-30 REPORTING REQUIREMENTS

The Senior Real Property Officer shall, on an annual basis, provide to
the Director of the Office of Management and Budget and the
Administrator of General Services:

\(i\) information that lists and describes real property assets under
the jurisdiction, custody, or control of that agency, except for
classified information; and

\(ii\) any other relevant information the Director of the Office of
Management and Budget or the Administrator of General Services may
request for inclusion in the Government-wide listing of all Federal real
property assets and leased property.

SECTION 1-6: GSA Delegations of Authority

1-6-00 Policy

10 Procedures

20 (Reserved)

30 (Reserved)

1-6-00 Policy

The Administrator of General Services may delegate and may authorize
successive redelegations of the real property authority vested in the
Administrator to any Federal agency. Delegations must be in the
Government's best interest, which means that GSA must evaluate such
factors as whether a delegation would be cost effective for the
Government in the delivery of space. Federal agencies must exercise
delegated real property authority and functions according to the
parameters described in each delegation of authority document, and
Federal agencies may only exercise the authority of the Administrator
that is specifically provided within the delegation of authority
document.

The basic types of GSA Delegations of Authority are:

a.  Delegation of Leasing Authority;

b.  Delegation of Real Property Management and Operation Authority;

c.  Delegation of Individual Repair and Alteration Project Authority;

d.  Delegation of Lease Management Authority (Contracting Office
    Representative Authority);

e.  Delegation of Administrative Contracting Officer (ACO) Authority;

f.  Delegation of Real Property Disposal Authority;

g.  Security Delegation of Authority; and

h.  Utility Services Delegation of Authority.

    1-6-10 Procedures

    A. Leasing

    Delegations of authority related to real estate leasing include the
    following: Categorical space delegations and Agency special purpose
    space delegations. With respect to Agency special purpose space
    delegations, the Department has been delegated authority to lease
    laboratories (lease terms, including all options, limited to 5
    years). The Administrator of General Services has issued a standing
    delegation of authority (under a program known as "Can't Beat GSA
    Leasing") to the heads of all Federal agencies to accomplish all
    functions relating to leasing of general-purpose space for terms of
    up to 20 years regardless of geographic location. This delegation
    includes some conditions Federal agencies must meet when conducting
    the procurement themselves, such as training in lease contracting
    and reporting data to GSA. An Administrative Contracting Officer
    (ACO) delegation, in addition to lease management authority,
    provides Federal agencies with limited Contracting Officer authority
    to perform such duties as paying and withholding lessor rent and
    modifying lease provisions that do not change the lease term length
    or the amount of space under lease.

    When Federal agencies do not exercise the delegation of authority
    for general purpose space mentioned in FMR 102-72.30(b), GSA may
    consider granting an ACO delegation when Federal agencies:

-   Occupy at least 90 percent of the building's GSA-controlled space or
    Federal agencies have the written concurrence of 100 percent of
    rent-paying occupants covered under the lease; and

-   Have the technical capability to perform the leasing function.

    B. Facility Management

Facility management delegations give Executive agencies authority to
operate and manage GSA buildings day to day, to perform individual
repair and alteration projects and manage real property leases. The
principal types of delegations involved in the management of facilities
are:

\(a\) Real property management and operation authority;

\(b\) Individual repair and alteration project authority; and

\(c\) Lease management authority (Contracting Officer Representative
authority).

Delegated functions may include building operations, maintenance,
recurring repairs, minor alterations, historic preservation,
concessions, and energy management of specified buildings subject to the
conditions in the delegation document. An Executive agency may be
delegated real property management and operation authority when it:

-   Occupies at least 90 percent of the space in the
    Government-controlled facility or has the concurrence of 100 percent
    of the rent-paying occupants to perform these functions; and

-   Demonstrates that it can perform the delegated real property
    management and operation responsibilities.

    C. delegation of individual repair and alteration project authority
    from GSA

With this delegation of authority, Executive agencies have the
responsibility to perform individual repair and alterations projects in
GSA Buildings. Executive agencies are delegated repair and alterations
authority for reimbursable space alteration projects up to the
simplified acquisition threshold, as specified in the GSA Customer Guide
to Real Property. Executive agencies may be delegated repair and
alterations authority for other individual alteration projects when they
demonstrate the ability to perform the delegated repair and alterations
responsibilities and when such a delegation promotes efficiency and
economy. When an Executive agency does not exercise the delegation of
authority mentioned in FMR 102-72.30(b) to lease general purpose space
itself, it may be delegated, upon request, lease management authority to
manage the administration of one or more lease contracts awarded by GSA.

D. delegation of lease management authority (contracting officer
representative authority) from GSA

An Executive agency may be delegated lease management authority when it:

\(a\) Occupies at least 90 percent of the building's GSA-controlled
space or has the written concurrence of 100 percent of rent-paying
occupants covered under the lease to perform this function; and

\(b\) Demonstrates the ability to perform the delegated lease management
responsibilities.

D. Executive agencies' responsibilities under a disposal For real
property delegation of authority from GSA

With this delegation, Executive agencies have the authority to utilize
and dispose of excess or surplus real and related personal property and
to grant approvals and make determinations subject to the conditions in
the delegation document. While disposal delegations to Executive
agencies are infrequent, GSA may delegate authority to them based on
situations involving certain low-value properties and when they can
demonstrate that they have the technical expertise to perform the
disposition functions. GSA may grant special delegations of authority to
Executive agencies for the utilization and disposal of certain real
property through the procedures set forth in FMR 41CFR 102-75.

E. Executive agencies' responsibilities under a utility service
delegation of authority from GSA

With this delegation, Executive agencies have the authority to negotiate
and execute utility services contracts for periods over one year, but
not exceeding ten years for their use and benefit. Agencies also have
the authority to represent the consumer interests of the Federal
Government, if so provided in the delegation of authority.

Section 1-7: As Built Drawings

1-7-00 Policy

10 Procedures

20 Guidance and Information

30 (Reserved)

1-7-00 Policy

OPDIVs shall maintain a set of as-built drawings for each building or
structure in their inventory. "As-built drawings" or "record drawings"
are understood to be drawings that show final as-built conditions of the
project for all disciplines including architectural, mechanical,
electrical, plumbing, controls, FF&E, civil, and landscaping information
at a minimum.

1-7-10 Procedures

Facilities personnel must be made aware of the importance of obtaining
accurate red-line drawings (as-builts) or electronic building records
after completion of facility maintenance/ repair/ construction projects.
This applies to projects of any size that alter as-built facility
conditions. It applies whether the work is performed by contract or
in-house forces.

Updating and maintaining good as-built construction documents or
electronic building records requires clear processes, well defined
responsibilities, commitment of resources, and discipline. It is an
on-going operational requirement to have accurate and accessible
facility records for safe and efficient facility operations. Contractors
are normally required to maintain "red-lines" at the job site by marking
up design drawings with changes detailed clearly in red as construction
progresses. At contract completion, an important closeout item is the
submission of final as-builts. The as-built process is completed when
original design drawings or electronic building records have been
modified to permanently reflect the redlined changes.

1-7-20 Guidance and Information

Organizations will be most successful in obtaining accurate and timely
as-builts when processes are employed which require and verify regular
updates instead of waiting until the end of a project.

The following are recommended practices:

> 1\. Recognize benefit in keeping red-lines current at all times during
> a construction project. Require contractors to update red-lines on a
> regular (at least monthly) basis. Perform monthly review of red-lines
> with contractors (in some cases weekly) and implement invoice
> retention if they are not up-to-date and accurate.
>
> 2\. Specify that the construction contractor will prepare the final
> as-built drawings, both working red-lines and final in CADD or GIS.
> Recommend strict contract language and firm enforcement. Use of
> language available in Unified Facilities Guide Specification (UFGS)
> 01780A is suggested.
>
> 3\. Software compatibility issues from one CADD system to another
> create an impediment to efficient and accurate creation of as-builts.
> To the maximum extent possible, facilities departments should specify
> that all documents be delivered to them (beginning with design) in a
> format fully compatible with the software system they use in their
> daily operation. The following contract language approach may be
> useful:
>
> "The target platform is a(n) (insert description) Work Station with
> a(n) (insert description) operating system and (insert description)
> type CADD system. The contractor shall ensure that all digital files
> and data (*e.g*., base files, reference files, cell libraries) are
> compatible with the target CADD system (*i.e*., basic and advanced
> CADD software, platform, database software), and adhere to other
> standards and requirements specified herein. The term "compatible"
> means that data can be accessed directly by the target CADD system
> without translation, preprocessing, or post-processing of the
> electronic digital data files. It is the responsibility of the
> designer and contractor to ensure this level of compatibility."
>
> 4\. Specify use of the most current National CADD Standard to obtain
> the benefits of consistent, industry-wide drawing conventions;
> however, CADD Standards go only so far. Each OPDIV is required to
> develop additional requirements for line weights, colors etc.
>
> 5\. Approved red-line changes should be incorporated into the original
> electronic design files and become designated as As-built Construction
> documents.
>
> 6\. The ideal situation is to have an up-to-date master set of primary
> reference drawings for each facility. Develop and maintain up-to-date
> master drawings of each facility that integrate changes from multiple
> projects into one primary reference set. (Various terms are used to
> mean the same thing: record set, reference drawings, facility
> configuration drawings, baseline drawings). This practice should
> produce benefits not only in safety, but in efficiency and accuracy of
> operations, maintenance, and repairs; future designs; facility
> studies; and space management
>
> 7\. There should be clear written guidance outlining responsibilities
> and procedures for the As-built process.

-   One of the most insidious problems for facility managers is
    undocumented modifications to electrical panels. This area warrants
    particular attention and special control procedures.

-   Include guidance for designating drawings as 'Retired', 'Archived',
    'Superseded', 'Obsolete', etc.; instead of letting the active files
    grow to unmanageable levels.