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1.1 What is the purpose of this chapter? This chapter
describes the following for all the chapters in Part 370, Space Management:
A. Overall U.S. Fish and Wildlife Service (Service) lease
space management policy,
B. Scope,
C. Authorities,
D. Responsibilities, and
E. Terms we use in the chapters.
1.2
How is Part 370, Space Management, organized? Table 1-1 shows how
we have organized Part 370, Space Management.
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Table 1-1: Organization of
Part 370
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Chapter
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Content
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370 FW 1, Policy,
Responsibilities, and Terms for Lease Management
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Provides overall background information
for the Part and describes the Service’s responsibilities for lease
management.
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370 FW 2, Planning,
Requesting, and Approving Lease Space
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Describes how to determine how much lease
space is needed and how to make a request for lease space and get approval.
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370 FW 3, Managing and
Relinquishing Lease Space
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Explains how we manage day-to-day
operations at lease spaces, how and when we can alter lease spaces, and how
we can relinquish lease space.
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370 FW 4, Delegation of
Leasing Authority
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Describes when the Service can lease its
own space and how to get approval to do so.
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1.3 What is the Service lease space management policy? It is our policy
to:
A. Comply with all Federal leasing policy, requirements,
and directives.
B. Use available Service-owned or existing General
Services Administration (GSA)-provided office or warehouse space that satisfies
our space requirements. If we can’t use available space, we may:
(1) Acquire additional Government-owned or lease office or
warehouse space through GSA, or
(2) Seek Delegation of Leasing Authority (see 370 FW 4) from GSA to acquire office or
warehouse space from someone other than GSA.
C. Evaluate opportunities to consolidate office space in
Service-owned facilities, or collocate with other Departmental bureaus or
Federal agencies to gain space efficiencies when feasible.
D. Plan our space:
(1) In compliance with the Service’s space utilization
standards found in 370 FW 2,
(2) Using the Service’s Space Calculator Tool (see Exhibit 1) to develop
requirements and document that space utilization standards and guidelines are
met,
(3) When possible, using “open floor” space designs
compatible with greening and cost reduction goals (see planning models in the
Space Management
Handbook),
and
(4) In accordance with GSA’s requirements to update our
lease space to meet national and local building codes, energy and
water-conservation efficiencies, life-safety, accessibility and environmental
requirements, etc.
E. Plan our administrative portion of owned office space
using the same utilization and allocation standards as we do in our lease
space.
1.4 What is the scope of this chapter? This chapter
applies to leased space, service-owned space, and Service-Managed but Not
Service-Owned (SMNSO) space.
1.5 What are the authorities for the chapters in Part
370?
A. Federal Property Management Regulations (41 CFR 101-17 and
102).
B. 425 DM 1 through 6, Space Management.
C. Utilization Guidelines from the Department of the
Interior Deputy Assistant Secretary, Policy Management and Budget, and the Director,
Office of Acquisitions and Property Management.
D. GSA Acquisition Manual
(GSAM) Part 570,
Acquiring Leasehold Interests in Real Property.
E. Executive Order
12072,
Federal Space Management.
F. Executive Order
13327,
Federal Real Property Asset Management.
G. Office of
Management and Budget (OMB) Circular A-123, Management’s
Responsibility for Internal Control.
H. The Fish and Wildlife Act of 1956 (16 U.S.C. 742a-742j).
1.6 What terms do you need to know to understand the
chapters in Part 370?
A. Categorical Space Leasing. This is a specific
lease contracting authority that GSA has delegated to the Service, through
the Department. We use this to acquire specific types of space such as boat
docks, airplane hangars, and antenna and self-storage space.
B. Delegation of Lease Management
Authority.
This is authority that GSA may delegate, through the Headquarters (HQ)
Division of Contracting and General Services (CGS) or Regional CGS offices,
to a designated Regional Space Coordinator or other Service employee to
coordinate with landlords’ representatives on the day-to-day operations and
maintenance aspects of our GSA lease space. See 370 FW 3 for more information.
C. Delegation of Leasing Authority. This is authority
that GSA may give to Federal agencies to lease certain types and amounts of
space. GSA has to provide a specific delegation to us for leasing non-emergency
office and warehouse space. We have a blanket delegation of authority for
categorical space leasing. Only a Warranted Leasing Contracting Officer may
execute this authority. See 370 FW 4 for more information.
D. Delineated Area. This is a designated geographical
area that GSA establishes (in conjunction with the Service) for which they
will consider offers for our commercial lease space needs.
E. Lease. A lease
is a binding legal document that establishes the rights and responsibilities
of the parties to the lease. It usually is a contract through which an owner of
an asset conveys the right to use its asset to another party for a specified
period of time (the lease term) for specified periodic payments.
F. Occupancy Agreement. An
occupancy agreement is a GSA document we use to formalize arrangements,
terms, and funding for GSA-provided space.
G. Prospectus-level Lease. This
is a lease that is at or above thresholds that GSA establishes that are applicable
to Federal agencies operating under, or subject to, the authorities of the
Administrator of GSA. For our policy, thresholds are established for the
construction, alteration, and leasing of space. You can find the current
prospectus threshold value for each fiscal year by visiting GSA’s Web site and entering
“prospectus thresholds” in the Search field.
H. Service-Managed but Not Service-Owned
Space (SMNSO). This
is space that we may manage and control day-to-day
use through an interagency or cooperative agreement, but that we don’t own.
The formal agreements must also acknowledge responsibility for maintenance
and repairs.
I. Utilization Rate. This is the unit of measure and
Departmental compliance standard we use to plan the amount of office and
office support space we allocate for employees and operations. See 370 FW 2 for more information.
J. 5-Year Space Management Plan. We use the 5-Year
Space Management Plan to establish Regional and HQ space management goals and
report the effectiveness of our space leasing program. The objectives of
the plan are to:
(1) Describe our strategy for space management;
(2) Outline our inventory of owned assets,
direct leases, and GSA occupancy agreements;
(3) Report significant changes in our space portfolio;
(4) Assess space-related performance metrics we report to
the Department; and
(5) Align Regional/HQ planning and space use with
Departmental goals and program requirements.
1.7 Who is responsible for implementing this policy? See Table 1-2.
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Table 1-2: Responsibilities for the Lease Space Program
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These
officials…
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Are
responsible for…
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A.
The Director
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(1) Approving space
management policy, and
(2) Ensuring
resources are available to administer a lease space management program.
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B.
The Deputy Director (Operations)
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Ensuring
program and Regional compliance with lease space policies and initiatives.
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C.
The
Assistant Director – Business Management and Operations (AD-BMO)
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(1) Administering
the Servicewide lease space management program in
accordance with Departmental policies, procedures, and strategic goals;
(2) Approving HQ
lease space requests and allocations;
(3)
Approving
Regional lease space requests of 50,000 Rentable Square Feet (RSF) and
greater;
(4) Coordinating
with senior GSA officials on leasing issues; and
(5) Including lease
space management as a component of the Service’s internal control program.
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D. The HQ Directorate
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(1) Ensuring program
compliance with lease space policies, procedures, and strategic goals;
(2)
Designating
a HQ Manager to serve as a “Facilities” contact to coordinate with CGS on
HQ lease space and facilities issues; and
(3) Sending HQ space
requests to CGS for coordination, processing, and review and approval by
the AD-BMO.
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E.
Regional Directors
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(1) Ensuring Regional compliance with
lease space policies, procedures, and strategic goals;
(2) Allocating adequate
resources to manage lease space activities within the Region;
(3) Approving lease
space requests up to 50,000 RSF within the Region (excludes HQ program
operations located within the Region). They must:
(a) Send lease space
requests of 50,000 RSF and greater (including prospectus-level leases) to the
HQ CGS for review and approval by the AD-BMO, and
(b) Once approved by
AD-BMO, prospectus-level lease requests must then be sent to the Department’s Director, Office of Acquisitions
and Property Management for approval;
(4) Approving
non-monetary agreements between other bureaus, Federal agencies, State and
local entities, and non-profit groups that provide use of SMNSO space for
Service employees and operations. These agreements:
(a) Must be
authorized by statute and established for mission or cooperative purposes, and
incidentally provide support space, and
(b) Are executed as
either an interagency or cooperative agreement or memorandum of understanding
(only a Contracting Officer may execute monetary agreements, after recommendation from the Regional Space
Coordinator); and
(5)
Approving
the Regional 5-Year Space Management Plan.
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F.
The
Chief, CGS in the HQ
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(1)
Developing and implementing the Service lease space policy and supplemental
procedures;
(2)
Providing guidance and oversight to the Regions and programs on lease space
program management issues and processing lease requirements in the
Financial and Business Management System (FBMS);
(3)
Managing
and coordinating HQ lease space activities, including authorizing GSA
occupancy agreements and allocating space costs to HQ programs through
FBMS;
(4) Reviewing and
processing for the AD-BMO’s approval Regional space requests of 50,000 RSF
and greater (including prospectus-level leases that must also receive
approval from the Department);
(5)
Coordinating with GSA, the Department, and internal and external auditors;
(6)
Preparing and coordinating Servicewide data calls
and reports (including the Service’s lease space budget and future lease
obligations reports);
(7)
Conducting Servicewide internal management
control reviews for leasing;
(8)
Developing the Service’s 5-Year Space Management Plan;
(9)
Managing the Service’s Leasing Contracting Officer warrant system;
(10)
Reporting leased space in the Federal Real Property Profile (FRPP); and
(11)
Approving (second-level approver) new direct leases in FBMS.
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G.
The
Chief, Division of Engineering (in HQ) and Regional Engineering Staff
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Providing
guidance and working with program offices and project managers in designing
renovations and new construction to ensure that the space management policy
guidance is followed.
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H. The Assistant Regional
Directors - Budget and Administration
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(1)
Administering the Regional lease space management program, and
(2)
Working with program Assistant Regional Directors to review/approve space
requests and ensure they comply with this lease space policy.
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I. Chiefs, CGS (Regions)
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(1)
Implementing the Regional lease space management program;
(2)
Interpreting
program requirements and resolving day-to-day issues and questions;
(3)
Working with administrative offices and field stations in the Regions to
implement lease space activities;
(4)
Planning and managing space and assignments according to Departmental and
Service policy and strategic goals;
(5)
Processing and managing lease actions and requirements in FBMS;
(6)
Authorizing GSA occupancy agreements for lease space;
(7)
Developing the Regional 5-Year Space Management Plan;
(8)
Evaluating and determining the need to establish a Warranted Leasing
Contracting Officer in the Region (see 370 FW 4
for more information about delegation of leasing authority); and
(9)
Designating a Regional Space Coordinator.
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J. Regional/HQ Space Coordinators
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(1)
Serving as the primary contact and coordinator for space leasing and
providing advice and guidance for day-to-day lease matters within the
Region/HQ;
(2)
Coordinating with CGS and GSA on lease space activities;
(3)
Entering and managing the Region’s/HQ’s lease space assets (i.e., direct
leases, GSA occupancy and Department of Homeland Security agreements) and
reconciling monthly lease payments in FBMS;
(4)
Maintaining copies of lease space records and GSA occupancy agreements (see
370
FW 3);
(5) Preparing and sending recurring
reports and plans to CGS, such as:
(a) Annual Regional 5-Year Space
Management Plan,
(b) Delegation of leasing authority
requests sent to GSA national headquarters (applies to Warranted Leasing Contracting Officers only), and
(c) Annual Randolph-Sheppard Act
report (vending reporting for Service-owned and leased space);
(6) Preparing individual non-recurring
lease space requests issued from the Service Director or Deputy Director
(Operations); and
(7) Reporting capitalized leasehold
improvements through FBMS (see 370 FW 3).
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K. Contracting Officers with a
Service-Issued Leasing Warrant
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(1)
Meeting GSA training requirements;
(2)
Serving
(if designated) as the Regional/HQ Space Coordinator;
(3)
Authorizing GSA occupancy agreements for lease space with concurrence from
the Chief, CGS;
(4)
Approving lease contracts in FBMS; and
(5)
Executing Service leases within delegation of authority limits.
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L.
Managers, Project Leaders, Facility Managers (or designated administrative
support personnel)
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(1)
Incorporating
the requirements of this lease space policy in their overall planning and
management of Service-owned, SMNSO, and lease facilities;
(2)
Performing
on-site leasing coordination activities with landlords (when designated) and
reporting to the Regional/HQ Space Coordinator as needed; and
(3)
Providing
staffing requirements for space to engineering prior to planning for
renovation and new construction.
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M.
Employees
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(1)
Using space safely, efficiently, and economically; and
(2)
Reporting
safety hazards in any space to appropriate authorities.
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