Section 2 - Office Space
Steps for Leasing of Service Center Space
Service centers that house only one agency do not
require State Administrative Committee (SAC) involvement. Those service centers
will work directly with their state office.
Farm Service Agency (FSA) generally serves as the
lead agency for service center space. FSA is currently operating under General
Services Administration (GSA) delegated leasing authority for general purpose
leasing which includes office space. To ensure leasing authority is properly
administered, FSA is required to follow procedures in both the USDA Leasing
Handbook and handbook 31-AS, Real Property, Personal Property, and Motor Vehicle
Step 1 - Develop Space Requirements
Within 12-18 months prior to expiration of current lease, the USDA Service
Center Implementation Team (SCIT) shall develop space requirements and unique
factors required by all USDA agencies. During this phase, establishing the
agencies' need involves identifying and describing the location (delineated
area) and, developing space requirements (number of personnel to be
housed/total square footage per agency, total square footage for shared usage
areas) as well as any other technical/special space requirements needed. Local
Food and Agriculture Council (FAC) completes and submits AD-2061, Request for
Space, as well as an Acquisition Plan to the SAC for review. SAC approval or
disapproval is provided back to local FAC and the lead leasing agency.
Step 2 - Notifications
County Executive Director (CED) notifies local officials of agency space
needs. CED also checks locally for vacant Federally-controlled space that
meets agency needs. FSA, through their national office, requests permission
from GSA to solicit for space.
Step 3 - Lease Action Summary/Market Survey
CED completes GSA-3627, Market Survey, to identify all possible blocks of
space which meet, or are capable of meeting, the Government's minimum
requirements. Results will be provided to SAC.
If after review of agency space requirements and/or market survey indicates
that full and open competition is not possible, other than full and open
competition procedures to fulfill the space needs can be requested. State
Office Representative provides assistance to CED to determine proper
steps/procedures in obtaining renewal, succeeding or new lease.
Step 4 - Solicitation for Offers (SFO)
The SFO lists the requirements an offer must satisfy to be considered for a
lease award, describes the method used to evaluate offers, and contains
clauses that give the lease legal standing. SAC initiates SFO with Local FAC
input and forwards recommendations to Real Property Leasing Officer (RPLO) for
issuance of SFO. After lease is awarded, the solicitation completed by the
successful offeror (lessor) becomes part of the lease.
Step 5 - Advertise
In accordance with FSA procedure, solicitations must appear for at least
three nonconsecutive days over a three week period. Provide a copy of the
solicitation to all parties who respond to the advertisement as well as any
other potential lessors contacted during the market survey, any potential
lessors from agency source list, as well as, the current lessor. A
confidential list of all parties receiving the solicitation must be kept by
Step 6 - Negotiations and Evaluation
RPLO will issue letter of Realty Specialist Designees (RSD) which will
typically be the CED. RSD will identify and notify RPLO thru State Office
Representative of any nonresponsive offers. RSD shall conduct negotiations,
evaluate offers and keep RPLO informed. Negotiation participants are limited
to the RSD and one representative from each collocated USDA agency (local FAC
members). Only the RSD or RPLO may negotiate final terms during the
preselection process. Local FAC shall review and forward recommended award
selection to SAC. SAC will review and forward recommended award selection to
RPLO for concurrence. RPLO will execute the contract to the successful offeror.
Important: The solicitation and award process is
confidential. Keep all lists of offers as well as contents of offers
Step 7 - Construction/Remodeling Stage
Changes must be avoided once final building plan is approved by FAC, SAC
and RPLO. If changes are determined to be justifiable, they must be approved
by FAC, SAC and RPLO. Contacts with the builder and/or lessor must be made
only by the RSD or RPLO. Since occupancy depends upon the lessor's completion
of space, RSD shall visit building site regularly to monitor building progress
and assure timeframes are met.
Step 8 - Inspections
RSD inspects office space to confirm the lessor has provided the space
agreed upon in accordance with the lease terms. RSD completes weekly
inspections as soon as site preparation begins to ensure solicitation
requirements are met. RSD completes GSA-1204, Condition Survey Report(s).
Final inspection shall be completed one week prior to scheduled occupancy
date. RSD will identify items requiring attention, deficient and/or
uncompleted items on "punch list" and document agreed-to completion date(s).
Step 9 - Other Lease Actions – (in concurrence with FAC and SAC)
Renewal Option – The unilateral right to the original lease contract by
which, at a specified time, or times, the Government may elect to extend the
term of the lease for a specified period of time.
Succeeding Lease – When a lease does not contain a priced renewal option,
and the agency is satisfied with the office space and the lessor’s
performance, the agency may negotiate a succeeding lease.
FSA-875, Reimbursable Agreement – Each time there is a rental rate change,
leased square footage change and/or recurring cost change, CED shall initiate
a reimbursable agreement, obtain all FAC signature(s) and forward to FSA-STO
for all agency state office review/signature and subsequent agency billing.
This process assures FSA receives reimbursement from all collocated agencies.
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