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# Space and Project Management Guide

## Vacating Federal Space

Formal notification of intent to vacate space is required in writing to the Director, Real Property Management Service via space@psc.hhs.gov. PSC will work with your staff to finalize a date and assist with moving and/or project management as needed.

### How do you vacate successfully?

                          - 100% of people, "stuff," files, equipment and trash is removed. 
                          - Tenant representative conducts a walkthrough with PSC space manager.
                          - Space manager either confirms acceptance of the space or provides a list of corrective actions for successful vacation; secondary walkthrough is scheduled.

### Tenant Responsibilities

Current tenant is responsible for up to four months of rent after PSC acceptance of the space.
                          - Vacate date by the 14th of the month, current month counts as 1 of 4 months.
                          - Vacate date on the 15th of the month or later, current month does NOT count as 1 of 4 months.
                          - Four months is worst case; PSC will attempt to turn space into GSA or another HHS tenant ASAP.

### Vacating Leased Space

Consult with PSC Project/Space Management as soon as possible if considering a move to or from leased space. PSC will help you look at options, but also explore other HHS needs that might fit into the space you plan to vacate. Remember, you need written delegation from ASA to enter into your own Occupancy Agreements with GSA; PSC has this delegation and can support your efforts. The eligible termination date depends on the lease and occupancy agreement specifics.The general rule of thumb is that the termination date:
                          - Requires 4-6 months’ notice from HHS.
                          - Requires removal of all people, "stuff," files, equipment, and trash.

## Submitting a New Project or Space Request

For HHS tenants within HHS Regional Offices, please contact your PSC Regional Account Manager (RAM). For all other HHS needs, please submit a Project/Space Request Form by following these steps:
                          - Select "Buildings and Facilities" page from the Left-Navigation Menu.
                          - Locate the Space Request box on the Right-Navigation Menu.
                          - Fill out Project Request Form in plain language, including management/budget official signoff
                          - Email the completed form to  space@psc.hhs.gov .
                          - You will receive an automatic message confirming receipt of your email.
                          - Within 48 hours, PSC will confirm your request & provide a POC and next steps. Your project is now logged & tracked as "Initiated." The project is not yet approved or committed.

## Key Project Roles and Responsibilities

There are multiple roles and responsibilities in space management projects.

### Client Executive Sponsor

                          - Development and present Business Case during project Initiation.  PSC is available to assist in business case development as an ad hoc service.
                          - Monitor project status (PM will provide regular updates) and weigh in on risk, cost, and scope challenges.  Help remove project barriers and challenges. Act as overall decision maker for the project.
                          - Designate internal Project Officer to work closely with PSC and sub-contractors.  Ensure the designee has time and prioritization to fully engage in the project.
                          - Understand the "big picture" and the need to balance OPDIV/STAFFDIV interests with overall HHS and GSA efficiencies and space management.
                          - In most cases, be responsible to either directly fund or authorize funding for the GSA Reimbursable Work Agreements (RWA's), purchases from the GSA Federal Supply Service, and other purchase requests.
                          - Obtain union concurrence on floor plans and move issues, and after completion, be responsible for ensuring compliance with any special arrangements or rules.
                          - With help from the Office of Human Resources' Labor Relations, be responsible for communication to union officials and employees, if appropriate.

### Client Project Officer

                          - Represent the OPDIV/STAFFDIV in project planning.  Be aligned with internal leadership and know when to bring client leadership into conversations directly.
                          - Make tactical decisions and have discretion to determine when to take decisions to the Project Sponsor.
                          - Provide regular, active engagement with PSC and the project support team.
                          - Provide transparency and clarity on status, schedule, cost, and risk.
                          - In consultation with PSC and sub-contractors, be responsible for developing a Program of Requirements (POR) to define requirements for office space, number and grades of staff members, special use space, equipment, furnishings, telecommunications, and any other special needs or functional requirements. 

### PSC Project Manager

                          - Serve client as focal point for all aspects of the project from start to finish.
                          - Identify and document key project roles.
                          - Provide regular project status reports to the PMO and client.
                          - Actively manage project risks and advise client of recommended mitigation strategies.
                          - Actively manage and monitor scope changes. Advise client and governance leadership if project impacts and return on investment calculations.
                          - Maintain required project management documents, up to and including formal closing of the project.
                          - Provide transparency and clarity on status, schedule, cost, and risk.
                          - Coordinate and/or contract with GSA and vendors on client's behalf. 

### Other Key Project Roles

#### PSC Building Operations Services

Building Operation Services handle project requests and demand management. They also:
                          - Serve as the initial intake for maintenance issues and project/space requests.
                          - Facilitate initial dialogue with client and liaisons with Program Management Office (PMO).
                          - Provide oversight over building operations and routine maintenance.
                          - Champion operational issues with client, GSA, and other tenants to reach resolution.
                          - Coordinate with GSA for processing or approval of utility outages and any major structural or system modifications.

#### Office of Security and Strategic Information (OSSI)

OSSI determines the security level(s) in PSC-managed facilities. They oversee building access, vendor badging, adherence to safety and security requirements, and emergency management either directly or through written delegation to another HHS component.

#### HHS Safety Program

The HHS Safety Program establishes building safety standards, including use of space heaters, appliance, etc. For PSC-managed facilities, they work with PSC Building Operations, OSSI, and local managers to advise tenants and enforce safety standards.

#### Contracting Authority (PSC, GSA or OPDIV)

The Contracting Authority oversees the contracts for construction or equipment, furniture, or telecommunications. The PSC Project Manager will coordinate as appropriate.

#### Information Technology (PSC, CIO, GSA or OPDIV)

The IT provider serves as an active team member, working closely with the client to assess and deliver IT needs. The PSC Project Manager will coordinate as appropriate.

## Contact Us

For additional questions or information, contact:

Gopi BorayGopinath.Boray@psc.hhs.gov(202) 690-6084

Content last reviewed March 22, 2024