Welcome to GSA Realty & Acquisition Support

1. Welcome toGSA Realty & Acquisition Support

2. Agenda • GSA Overview • Operational Reconstitution Planning • Operational Transition Planning • Realty Specialist Perspective • Assisted Acquisitions Overview • Question & Answer

3. GSA Overview • There are eight National Essential Functions (NEFs) • GSA Supports NEF 1 which is: • Ensuring the continued functioning of our form of government under the Constitution. • GSA has a Primary Mission Essential Function (PMEF): • Lead and coordinate Federal Government physical reconstitution efforts, including acquisition and provisioning of real property, commercial goods, and contract services. • GSA has 22 Mission Essential Functions (MEF) • These include: Providing space, IT and network solutions, vehicles, furniture, Information, and other supplies and services. • When we think about this – during emergencies – we do the same things, helping agencies/offices get back to business, but in an expedited manner.

4. Operational Reconstitution Planning

5. Reconstitution Planning Team • The success of your reconstitution planning and implementation may depend on the membership of the reconstitution planning team, consider members from the following areas: • Senior leadership • Facilities/Logistics specialists • Information Technology (IT) • Communications • Human Resources • Operations • Security

6. Developing Milestones • Reconstitution Planning Team should develop milestone planning for the process of reconstitution that includes: • Transfer of essential functions & key supporting activities • Projected end of the crisis or emergency • Assessment of the primary facility • GSA coordination for facilities (temporary or new), if needed • Communications, reporting, and messaging • Movement and logistics • Update and recovery of essential records • Occupation of primary facility to include staffing decisions

7. Facilities • A key step in reconstitution planning is to determine the condition of the facility • Gathering information may be beyond the expertise of the reconstitution manager • It may require information from a structural engineer or other similar experts • The reconstitution manager should seek specialized technical assistance from GSA

8. GSA Support to Acquire Space • Provide GSA with information on your space requirements • GSA provides support to assist the organization in developing and refining space requirements • GSA has knowledge of the market and available space • GSA operates with proven methods of space design, that results in efficient work environments • Early, joint planning shortens and simplifies the delivery process at the most reasonable cost to the government • GSA understands that needs may change during the delivery process and can assist in addressing requirement changes

9. How Does GSA Classify Space? • GSA uses four classes of space: • General use. Includes space for typical office operations, automated data processing areas, training and conference rooms, and other similar spaces • Warehouse. Space in buildings that are finished, heated, cooled, and serviced to lower standards than general-use space • Structured or unstructured parking space. Measured by number of parking spaces, not in square feet • Unique space. Examples - border stations and bird sanctuaries

10. Procedures to Request Space • Provide GSA with the following: • The geographic area for your requirement • Locations you are willing to place your office • Estimated total square footage • How long you need the space? • Who will occupy the space? • Special building features that might limit suitable properties

11. Until an Adequate Facility is Available • Other strategies may need to be developed until adequate facilities are available, these include: • Shift work/Desk sharing • Telework • Shuttle services between other existing organizational facilities • Remember that transportation may not be available following a severe disruption • Consider the use of supplemental staffing available in regional or field offices

12. Operational Transition Planning

13. Requesting Temporary Facilities • GSA requires the SF81, request for space form • GSA Needs Assessment Questionnaire • Information on: • Personnel • Space • Furniture • Communications • Contract Assistance • Other specific requirements

14. Personnel Information • Personnel information that may need to be provided to outline requirements include: • Number of employees that will work at the facility • How will relocation to a new facility impact currently assigned employees • Consider Union coordination, if appropriate • New hires, retirees, or contract personnel • Transportation requirements or access to public transportation • Any special accommodations that need to be considered • On-site (or near-site) lodging requirements

15. Space Requirements • Be prepared to answer the following information requests: • Are there existing facilities or Memorandums of Understanding (MOUs) in place that may be occupied? • What is the desired location and move-in date? • Are there any operations that should be located nearby to meet operational needs (i.e. mail processing facilities)? • What is the minimum square footage requirement? • Do you have specific requirements for storage rooms, office space, briefing rooms, auditoriums, etc.? • It may be difficult to obtain a facility the size of the damaged facility

16. Furniture • A blueprint or schematic of the primary facilities floor plan with operational layout should be in the organization’s essential records packet • The reconstitution team should have determined furniture related information for the temporary facility • Are cubicles required or preferred? For how many? • How many chairs are required? • How many desks? • How many safes? Storage containers? • What are the requirements for number of electrical outlets?

17. Communications • Include communications and IT diagrams for the primary facility included in the essential records packet including info on: • Unclassified telecommunications systems and networks • Unclassified and secured phones • Classified computers, networks, and servers • Cable and/or satellite drops • Primary telephone circuit number and billing number • Requirements for radios include types and models • Satellite services to include voice, video or data • Federal Executive Branch organizations must include NCSD 3-10 requirements

18. Security • Is the facility secure or can it be made secure? • The facility must meet the organization’s security needs and must also be safe for personnel • If a facility is otherwise suitable but is not secure, explore whether it can be made secure and at what cost • Location plays a significant role in the cost to make a location secure, so planners should do a risk assessment on the new location to ensure that it can meet security requirements • Are there requirements for areas to support classified operations? • Is Sensitive Compartmented Information Facility (SCIF) space required

19. Other Requirements • Pre-identification of special requirements that may need to be considered for temporary facilities include: • Vehicle requirements • Vehicle storage or parking • Access to public transportation • Emergency generators and maintenance support • Loading docks • Warehouse space • Container Express (CONEXs) or shipping containers

20. Overview • Operational Reconstitution Planning • Operational Transition Planning • Now let’s talk to GSA Realty and Acquisition Experts

21. Realty Overview Mike Gawell Realty Specialist, GSA Region 8

22. Current Space Damaged • Something has happened to make your workspace uninhabitable. • What do you, as the impacted agency/office, do now?

23. Current Space Damaged -continued • Work with GSA and/or Lessor (or whomever owns the space) to conduct an evaluation of your impacted/uninhabitable workspace to determine extent of damage – is it a small area, one wing, entire space? Determine course of action – repair, rebuild, replace

24. What do you do now? • Contact the GSA Field Office Manager • 303-236-8000 • Provide SF 81 • Provide GSA Needs Assessment Questionnaire • Provide POC, Reconstitution Manager, per the plan

25. What can GSA do to help? • GSA can find temporary space (while lessor or GSA re-builds space) • GSA can find new permanent space

26. How will GSA do this? • Key questions GSA will ask: • What type of damage has the space sustained? • Fire? Flood? Etc. • What type of space are you looking for?

27. What will GSA do? • Work with POC to determine the needs of the agency/office • Work with SF81 and the GSA Needs Assessment Questionnaire to determine these needs • Help put agency/office into new temporary space or new permanent space

28. Reasonable Expectations • For a Disaster Lease – Once needs are identified, it may take one to two weeks to lease a temporary new space with no modifications • For a new Permanent Lease (“bare bone” space) – Expect new lease to take, at a minimum, a month to 6 months to set up. • Everything is contingent upon how prepared your agency/office is at the time of the damage.

29. To be successful? • Create a detailed Reconstitution Plan • Identify who your Reconstitution Team will be • SF81 and Needs Assessment documents ready • Contact GSA Field Office Manager once your space sustains damage

30. Questions?

31. Reconstitution:FAS is here to serve . . . You JohnA. Grant, Regional Director

32. FAS exists to serve you • How can FAS assist me with reconstitution? • How do I contact them?

33. Furniture • Telecommunications • Computers • Supplies • Transportation Reconstitution

34. FAS Support: Personnel • Personalized service • Customer Service Directors • Personal Property Management • Network Services • Assisted Acquisition Services • Located at DFC

35. Systems • Online systems for purchasing and market research • Automated RFI, RFP, RFQ • Online contracts • Online access to surplus property

36. General • FAS has assisted acquisitions groups that can help you with contracting, if needed • Anything - our group at the DFC • Furniture • IT Commodities • On site training available • Just a phone call away • We are here to serve. . YOU

37. Questions?

38. Thank you for your time For more information, contact : John Grant, 303-236-7546 Cheryl Ansaldi, 303-236-7575