# Presentation: 259477

## Office of Acquisition and Property Management (PAM)
Space Coordination Office (SCO)
April 2008

- Space Coordination Office (SCO)
- April 2008

**DOI Space Management and Policy**

**Department of the Interior**

## Space Management Initiatives

- 5-Year Space Management Plans
- Metrics
- Utilization Goal of 200 Usable Square Feet Per Person (11/28/2008 PAM Memorandum)
- DOI Strategic Plan/Collocation

**Department of the Interior**

## DOI Strategic Plan/Collocation

**Department of the Interior**

| FY 2008 | 216 |
| --- | --- |
| FY 2009 | 225 |
| FY 2010 | 234 |
| FY 2011 | 241 |
| FY 2012 | 245 |

- PAM/SCO site visits to evaluate collocation potential

## Space Management Initiatives Related to Asset Management

- DOI Asset Management Plan
- Site-Specific Asset Business Plans (ABP)
- Scorecards

**Department of the Interior**

## Space Management Partnership

- One representative per Bureau/Office
- Reports to Asset Management Team
- Same Level as Asset Management Partnership
- Quarterly Meetings

**Department of the Interior**

## Space Management

- Buildings
- DOI-Owned
- DOI-Leased
- GSA-Provided
- Federally (GSA) Owned
- Commercially (GSA) Leased
- Tenant Improvements
- Leasehold Improvements

**Department of the Interior**

## DOI Space Portfolio Overview

- 115M square feet DOI-owned
- 4M square feet DOI-leased
- 14M square feet General Services Administration (GSA)-provided

**Department of the Interior**

## DOI GSA-Provided Profile October 2007

- 1,100 GSA Occupancy Agreements
- 14.1M rentable square feet
- $18.75/square foot average
- FY 2007 GSA rent $253M
- FY 2008 GSA rent $265M (E)
- FY 2009 GSA rent $269M (E)

**Department of the Interior**

## GSA/PBS Fees

- FY 2008 - October 2007 – 7 percent for cancelable Occupancy Agreements
- FY 2008 – October 2007 – 5 percent for non-cancelable Occupancy Agreements

**Department of the Interior**

## FY 2008 - October 2007 Basic Security Fee increased from $0.39 to $0.57 per rentable square foot

FY 2009 – DHS “Penny” letter dated August 15, 2007, increase to $0.58 per rentable square foot

- FY 2009 – DHS “Penny” letter dated August 15, 2007, increase to $0.58 per rentable square foot

**Department of the Interior**

- DHS Security

## DHS Security

**Department of the Interior**

- GSA
- Included on PBS Rent Bill
- Building Specific Amortized Capital Improvements:  Real Property Security Fixtures & Features, including Blast Mitigation, Window Glazing, Progressive Collapse, Bollards, Building Access Control Systems, etc.
- DHS
- Included on DHS Bill
- Basic and Building Specific Operating Charges
- Security Equipment, Contract Guards

## Exhibit 54Space Budget Justification

- June submission to POB fixed cost estimates.  Includes _all_ rent:  General Services Administration, and non-Federal (direct leases with commercial lessors) or other Federal organizations.
- September submission required by OMB Circular A-11.

**Department of the Interior**

## Space Management Timeline

**Space Management Timeline**

| Date Due | Task |
| --- | --- |
| Quarterly – 10th of the month before quarter ends:  September 10, 
December 10, March 10, June 10 | Space Management Scorecards (MMS, NBC, OMS) – All others submit real property scorecards to asset management point of contact |
| Semi-Annually - October 4 and April 4 | Lease Report on active Bureau/Office direct leases |
| February 1 | Assessments and Targets for Improving Space Management Performance (Consistent with 1st Tier Metrics) |

## Space Management Timeline 

| Date Due | Task |
| --- | --- |
| March 15 | List of Vacant Space |
| Annually on or about June 15 - 1 week after GSA issues its Rent Estimates | Space Budget Justification - Exhibit 54 – Fixed Costs |
| Annually – 
September 1 | Space Budget Justification - Exhibit 54 - OMB Circular A-11 |

**Space Management Timeline**** **
- Continued

**Department of the Interior**

## Space Management Timeline 

| Date Due | Task |
| --- | --- |
| September 15 | 5-Year Space Management Plan Updates |
| September 15 | 1st and 2nd Tier Metrics |
| September 15 | List of targets for relocation, collocation and consolidation potential |

**Space Management Timeline **
- Continued

**Department of the Interior**

## GSA Space Leasing Delegation

- “Can’t Beat GSA Leasing” 1996 – Now the Provider of Choice Program
- GSA Federal Management Regulation Bulletin 2008 – B1 issued October 5, 2007
- Limited to 19,999 rentable square feet
- No delegation to lease space on behalf of other Federal Agencies – exception Service First

**Department of the Interior**

## Executive Orders/LawsSpace Management Regulations

- 13327 Federal Real Property Asset Management
- Code of Federal Regulations (CFR), 41 CFR 101-17 through 21, and 41 CFR 102-71 through 85
- Department Manual (DM) 425 DM 1 and 2, Space Management.
- Federal Management Regulations 102-72 and 102-73.

**Department of the Interior**

## Executive Orders/LawsSpace Management Regulations - continued

- Rural Development Act of 1972 - requires that agencies give first priority to rural areas, unless the agency mission or program requirements call for locations in an urban area.
- Executive Order 12072, Federal Space Management – requires that first consideration be given to locating Federal facilities in urban areas within the central business area.
- Executive Order 13006,** **Locating Federal Facilities on Historic Properties in Our Nation’s Central Cities.

**Department of the Interior**

## Executive Orders/LawsSpace Management Regulations - continued

- Executive Order 12941, Seismic Safety of Existing Federally Owned or Leased Buildings.
- Executive Order 12699, Seismic Safety of Federal and Federally Assisted or Regulated New Building Construction.
- Executive Order 13327, Federal Real Property Asset Management – promotes the efficient and economical use of Federal real property resources in accordance with their value as national assets.
- Executive Order 13423, Federal Environmental, Energy, and Transportation Management.

**Department of the Interior**

## Executive Orders/LawsSpace Management Regulations - continued

- Davis-Bacon Act – establishes requirements related to wage rates for laborers and mechanics employed by contractors and subcontractors on public buildings.
- Randolph Sheppard Act - authorizes the operation of stands or vending facilities in Federal buildings by blind persons.

**Department of the Interior**

## Executive OrdersEnergy & Greening

- 13423 Federal Environmental, Energy, and Transportation Management
- 13148 Greening the Government through Leadership and Environmental Management
- 13134 Developing & Promoting Biobased Products and BioEnergy

**Department of the Interior**

## Executive OrdersEnergy & Greening - continued

- 13134  Developing & Promoting Biobased Products and BioEnergy
- 13123  Greening the Government through Efficient Energy Management
- incorporate lease provisions that encourage sustainable design and energy efficiency
- 13101  Greening the Government through Waste Prevention, Recycling & Federal Acquisition
- include environmental and recycling provisions in the acquisition of leased space

**Department of the Interior**

## GSA Pricing Policies

- Pricing Desk Guide Online:
- http://www.gsa.gov/rentpricingpolicy
- Pricing Policy Clarifications:
- Click link for Pricing Policy Library
- Rent on the Web
- http://www.gsa.gov/rentontheweb

**Department of the Interior**

## PAM ManagementDOI Space Policy

**Department of the Interior**

**Michael Keegan**
- 	Associate Director, Facility & Property Management
- 	Phone: 202-208-3347
- 	E-mail: Michael_Keegan@ios.doi.gov
- 	Fax:  202-219-4244
**Michael C. Wright**
- 	Space Management Analyst
- 	Phone: 202-208-5399
- 	E-mail: Michael_C_Wright@ios.doi.gov
- 	Fax:  202-208-3687 or 202-219-4244
**Lavera Hamidi**
- 	Space Management Analyst
- 	Phone: 202-208-3668
- 	E-mail: Lavera_Hamidi@ios.doi.gov
- 	Fax:  202-208-3687 or 202-219-4244