U.S. General Services Administration Lessor Duties & FOIA Information June 13, 2012 Dave Hofstetter R4 Leasing Division Industry Day.

U.S. General Services Administration

Lessor Duties & FOIA InformationJune 13, 2012

Dave Hofstetter R4 Leasing Division Industry Day

Lessor Contractual Responsibilities

Paint and / or wall covering: Maintain in “like new” condition Redone when peeling or stained Cyclical repainting

Common Area – Every 3 years*‡

Tenant Space – Every 5 years *‡

Carpet Repair or replace when backing exposed, color

issues, texture variations, tripping hazards Cyclical replacement

Every 10 years *‡

*Use contract specified guidelines if different

‡Move and reassemble furniture after normal working hours

Lessor Financial, Technical and Other Responsibilities

After Award:

Within 15 days provide evidence of:

1) Firm Commitment of Funds2) Names of at least 2 contractors and experience3) License of A/E to practice in state

Government can withhold approval of DID’s until conditions satisfied

Within 10 calendar days of NTP, Lessor to provide

1) Award of construction contract & firm schedule2) Issuance of required permits

CCR – Keep active and renew on a yearly basis to ensure prompt receipt of rental payments

Taxes – Submit documentation for tax abatements, credits or refunds to [email protected] to ensure prompt payments of tax adjustments

Lessor Financial, Technical and Other Responsibilities

After Award (con’t):

Routine building maintenance Response to building issues - rapid and

communicative Keep air within acceptable temperature ranges at

all times Pay attention to fire/life safety and ADA issues Accomplish Small Businss Subcontracting Plan

Small Business Contracting Plan

Post Occupancy Small Business Subcontracting Plan

– Increase Subcontracting Opportunities

– Surpass SBA / GSA Procurement Goals

SB – 30%

HUBZone – 3%

SDB – 5% % of Total Subcontracting $ Available

WOSB – 5%

VOSB – 5 %

SDVOSB – 3%

– Questions:– “How to determine amount of Subcontracting $ available as a

component of Total Lease Award?”

– “How to define realistic and achievable goals?”

Analyze Lease Rate ComponentsRate Component Rate Prsf Can This Component / Subcomponent be allocated to

Small Businesses?

Total Full Service Lease: $40.00 See components

• Building Shell • $25.00 See subcomponents

Shell $18.00 No – SFO/RLP Paragraph establishes requirements that must be provided at lessor’s expense in order to qualify for occupancy. These funds are expended prior to occupancy.

Taxes $ 5.00 No – Collected and distributed by the local taxing authority

Insurance $0.25 No – Under a company-wide policy

Reserves $ 0.25 No – Utilized in an emergency and not routinely allocated to Small Businesses

Management $ 1.50 No – Internal company allocation

• Cost to Amortize Tenant Improvements (TI)

•$ 5.00 No – SFO/RLP Paragraph requires all TI must be performed by the successful Offeror—allocated and spent prior to occupancy

• Annual Cost of Variable Services and Utilities

•$10.00 Yes - $3.00 prsf or $x amount available annually for allocation to Small Businesses – See GSA Form 1217 Lessor’s Annual Cost Statement for details

Electronic Subcontracting Reporting System (eSRS)

http://www.esrs.gov/

http://www.esrs.gov/documents/esrs_contractor_user_guide_1.9.p

df

Sample - Individual Subcontract Report

Page 1

Page 2

Sample - Individual Subcontract Report

Page 3

Sample - Individual Subcontract Report

Sample - Individual Subcontract Report

Page 4

Checklist for Review of Subcontracting Plan

GSA Form 527 Contractor’s Qualifications and Financial Information

Sections:I. General InformationII. Government Financial Aid and Indebtedness III. Financial StatementsIV. Income StatementV. Banking and Finance Company InformationVI. Principle Merchandise or Raw Material Supplier

InformationVII. Construction/Service Contracts InformationVIII. Remarks

GSA Form 527 Contractor’s Qualifications and Financial Information

GSA Freedom of Information Act Overview

GSA FOIA Contacts

Freedom of Information Act

GSA FOIA Website: http://www.gsa.gov/portal/category/21416

How are Requests to be Filed

FOIA Fees

Advance and Assurance of Payment

FOIA Appeals

QUESTIONS?