United States Department of Agriculture

Marketing and Regulatory Programs

Agricultural Marketing Service

Animal and Plant Health Inspection Service

Grain Inspection, Packers and Stockyards Administration

DIRECTIVE MRP 5101.1 2/5/01 

REAL PROPERTY MANAGEMENT

1. PURPOSE

This Directive states the policy for Agency-owned real property management and 

maintenance in the Marketing and Regulatory Programs (MRP).

2. AUTHORITY

Authority to acquire real property by purchase, donation, or lease is granted by 

Congress through specific legislation and the Federal Property and Administrative 

Services Act of 1949, as amended. Implementing regulations include Title 41, Code 

of Federal Regulations, Chapter 101 and the Agriculture Property Management 

Regulation, Subchapter N.

3. REPLACEMENT HIGHLIGHTS

This Directive replaces APHIS Directive 5101.1, Real Property Management, dated 

3-10-93, and FGIS Directive 5100.1, Real Property Management, dated 12-28-93.

4. DEFINITIONS

a. Real Property. Any interest in land, together with the improvements, structures, 

fixtures, and accessories.

 b. Management of Real Property. Development and implementation of uniform 

policies, standards, techniques, and procedures pertaining to the overall 

management of real property actions. This includes acquisition, construction, 

utilization, maintenance, control and accountability, disposition, and conformance 

to State and local codes and regulations.

Distribution: MRP Originating Office: MRP-BS-ASEU
 c. Preventive Maintenance. The planning, budgeting, and scheduling of repairs 

within a set time frame on a recurring basis so the property is always in good 

condition and emergency repair situations are precluded. This includes 

maintenance of all building machinery and equipment to ensure that they are in 

safe and efficient operating condition. Competent personnel are secured to 

perform maintenance and specialists are utilized for electrical and other hazardous 

work. This applies to Agency-owned temporary buildings, fences, walls, and all 

other parts of the property.

 d. Accountable Real Property Officers. Local officers in charge or facility managers.

5. POLICY

 It is MRP policy to:

 a. Acquire real property when it is needed for effective program operation and 

suitable Government-owned or private facilities are not available. A cost analysis 

will be performed before the acquisition of real property is made.

 b. Construct improvements when they are needed for effective program operation. 

Construction improvements are allowable only if suitable Government-owned 

facilities are not available and the work cannot be performed competitively by the 

private sector or universities.

 c. Ensure that property is fully utilized and maintained on a preventive basis.

 d. Dispose of unneeded or underutilized property through excess property or other 

authorized disposal procedures.

 e. Recover a proportionate share of common administrative services, including real 

property maintenance costs, from non-MRP tenants and reinvest the income in 

remedial and preventive maintenance. 

 f. Ensure facility manager, building engineer, and related positions in MRP-owned 

facilities are filled with highly qualified candidates. 

6. RESPONSIBILITIES

 a. Administrative Services Enhancement Unit (ASEU) is responsible for:

(1) Developing uniform policies, standards, techniques, and procedures pertaining 

to the overall management of real property and building construction. This 

includes acquisition, utilization, disposition, maintenance, accountability, and 

control.

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(2) Serving as the MRP liaison with the U.S. Department of Agriculture, Office of 

Procurement, Property, and Emergency Preparedness, and the General 

Services Administration on real property management policy matters.

(3) The ASEU Director serves as the Head of the Real Property Leasing Activity 

(HRPLA) for MRP with overall responsibility for managing the real property 

leasing activity.

(4) Verifies the need for a warranted real property leasing officer (RPLO). 

(5) Ensuring that building construction, additions, or improvements are made in 

accordance with local codes and regulations.

(6) Participating in the revaluation of potential candidates for key facility 

management and engineering positions in all MRP-owned facilities. 

(7) Providing architectural and engineering services to inspect the facilities and to 

develop facility condition assessment reports for major MRP field/regional 

facilities. 

(8) Notifying and providing information on Agency-owned property to 

Minneapolis Business Site (MBS) on new constructions, improvements, and 

repairs for capitalization and inventory purposes.

(9) Directly provide, or provide resources for architectural and engineering 

services for the planning, design, and construction of new facilities, 

alterations, and major repair of facilities required by MRP. 

b. MBS is responsible for overseeing operational and procedural functions in the real 

property management program including:

(1) Entering into, administering, amending and/or terminating real property 

leasehold contracts in accordance with Federal acquisition and property laws 

and regulations for MRP field/regional offices.

(2) Submitting to the HRPLA nominations for Real Property Leasing Officers 

(RPLO). 

(3) Maintaining pertinent data (inventory, maintenance, etc.) on MRP-owned 

real property, including repairs and improvements.

(4) Providing guidance and technical advice to designated Accountable Real 

Property Officers in coordination with the regional administrative officers.

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(5) Conducting and participating in periodic real property utilization surveys to 

ensure proper use and maintenance of property in the field.

(6) Negotiating cost recovery with non-MRP tenants in MRP-owned space.

c. Accountable Real Property Officers are responsible for:

(1) Maintaining accountability control and proper custody over real property 

assigned.

(2) Conducting or participating in real property inventories and making the 

necessary reports to MBS.

d. Officers in charge of field/regional offices are responsible for executing a 

preventive maintenance program to include the following:

(1) Ensuring that space alterations, repairs and improvements are sufficient to 

meet the MRP mission (41 CFR 101.20.002-1).

(2) Ensuring that modifications do not exceed the building design loads, will not 

adversely alter the performance of building systems, or create unsafe or 

hazardous conditions.

(3) Ensuring that structural features and mechanical and electrical systems are 

adequate to meet the MRP mission.

(4) Ensuring compliance with accident and fire prevention policies, all other 

agency safety and health policies and issuances, local and State safety and 

environmental regulations and Occupational Safety and Health Administration 

and EPA regulations.

(5) Ensuring that competent personnel will perform plumbing, electrical, or other 

work requiring specialized technical skills or licenses.

(6) Ensuring that identified facility deficiencies are corrected in a timely manner. 

(7) Ensuring that buildings, building equipment, utilities, and infrastructure are 

maintained either by maintenance staff or by contract maintenance services.

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7. INQUIRIES

Direct inquiries regarding real property policy to the Procurement and Property 

Policy Team, ASEU at 301-734-8468. Operational questions or inquiries should be 

directed to MBS at 612-370-2388.

MRP directives are accessible on the Internet at www.aphis.usda.gov/library and 

www.ams.usda.gov/issuances.

/s/ W.J. Hudnall

Deputy Administrator

MRP Business Services

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