Customer Workshop 2012 Reimbursable Work Authorizations (RWAs) 77 Forsyth Street, SW Suite 110 Atlanta, GA March 2012

2 GSA Public Buildings Service When Do GSA Customers Use RWAs? Alterations to existing space Above Tenant Improvement costs Above standard services (i.e. overtime utilities)

What is an RWA? RWA Definition Agreement between GSA and customer whereby PBS agrees to provide goods and services and the customer agency agrees to reimburse GSA’s costs Provides written documentation of a formal agreement (GSA Form 2957) Identifies specific needs of agency and establishes financial arrangements 3 GSA Public Buildings Service

Types of RWAs Recurring: When above-standard service costs cannot be readily separated from standard operating costs Overtime utilities where service is not separately metered/billed One fiscal year limit R-types Non-recurring: When above-standard service costs can be specifically identified Overtime utilities where service is separately metered/billed Alterations Consulting or Estimating A, B, E, F or N types 4 GSA Public Buildings Service

GSA Policies & Guidelines GSA RWA Form 2957 Need the Agency’s and GSA’s Funds Certifying Official signature RWA File Requirements: All Signed RWA forms (including amendments) All correspondence between the GSA & the customer Copies of the cost estimate Certified amount on the RWA form must match the cost estimate RETA allows users to create or generate and then retain an electronic copy of these documents 5 GSA Public Buildings Service

GSA RWA Form 2957 Page 1: Customer Only 6 GSA Public Buildings Service

Region 4 RWA Mailbox Centralization of RWA transmittals Primary Point of contact for Region 4 RWA information 7 GSA Public Buildings Service

GSA Policies & Guidelines Needed for Acceptance of RWA Scope of Work is well developed Cost Estimate is reasonable Bona Fide Need is established by customer Agency Fund Certifying Official is knowledgeable about funding authority 8 GSA Public Buildings Service

GSA Policies & Guidelines RWA Amendments Amendments are routinely accepted from agencies Changes in scope must meet 3 requirements: Funds are legally available for new purpose Bona Fide Need exists The appropriation has not lapsed for obligational authority Agencies amend RWAs to increase or decrease RWA amount 9 GSA Public Buildings Service

GSA Policies & Guidelines Year-End Internal Controls Non-recurring RWA end of fiscal year acceptance “cut-off” date is established by GSA’s Office of the Chief Acquisition Officer via an annual acquisition letter RWAs submitted after the acceptance “cut- off” date risk automatic rejection by GSA 10 GSA Public Buildings Service

Phase 1 Phase 2 Phase 3 Phase 4 Phase 5 Cost Estimate Processing Managi ng and Tools Managi ng and Tools Billing Closeout & Completi on RWA Phases

Phase 1: Cost Estimate RWA –Agency representative contacts GSA employee with a bona fide need –Work together to develop requirements –Cost Estimate Use similar historic project scope & costs Known scope quantities Direct and Indirect (fee) costs GSA Associate will provide complete estimate 12 GSA Public Buildings Service

Phase 1: Cost Estimate PBS Cost Estimate Standard Types 13 GSA Public Buildings Service

Phase 1: Cost Estimate Description of Requested Work –At a minimum, a Statement of Objectives –Type of Work: Describe actual work to be performed List location(s) of work Sufficient to quantify a cost estimate Not open-ended or vague Amount or Magnitude of Work: Square footage # of hours sufficient to funding amount, if known 14 GSA Public Buildings Service

Phase 1: Cost Estimate Fees: Recurring RWAs –Incur a flat overhead fee of $ per RWA –This is due to the minimal amount of administrative costs associated with the recurring process, based on the automatic billing routine 15 GSA Public Buildings Service

Phase 1: Cost Estimate Fees: Project Management (4%) –Covers: PBS Associates’ (or contact employees hired by PBS) for oversight of Tenant Improvement work Applies to Space Programming, Design, and Construction Costs Recaptures business line (regional and field office) overhead –Fee does not apply to: Personal property costs such as Furniture, Equipment, Supplies PBS Labor Costs billed directly to the RWA 16 GSA Public Buildings Service

Phase 1: Cost Estimate Fees: GSA’s Sliding Scale –Recoups indirect general and administrative overhead –Overhead Fee is based on actual expenses –The scale is $30,000 RWA cumulative dollar amount 17 GSA Public Buildings Service

Phase 1: Cost Estimate Estimated Cost Typical Non Recurring RWA: Construction Costs & Contingencies + Architecture/Engineering (A/E) Costs + Construction Management (CM) Costs + PBS Direct Labor Costs (if applicable) + PBS Direct Travel Costs (if applicable) + 4% Project Management (PM) Fee + RWA Overhead Fee (sliding scale) = Total Amount of RWA 18 GSA Public Buildings Service

Phase 2: Processing Request: Agency Submits RWA –RWA must be submitted with signature by the Agency’s Funds Certifying Official confirming: Funds are legally available There is a bona fide need All unique funding and procurement requirements of the Requiring Agency have been disclosed All Requiring Agency internal reviews have been completed –RWA may be submitted via attachment (preferred), mail, fax 19 GSA Public Buildings Service

Phase 2: Processing Receipt of RWA –GSA acknowledges receipt of RWA –GSA Project Manager assigned –GSA processes RWA Assigns RWA number Fills out remaining blocks on RWA 20 GSA Public Buildings Service

Phase 2: Processing Acceptance of RWA –GSA Funds Certifier officially accepts RWA by signing RWA –RWA is entered into the RWA Entry & Tracking Application (RETA) by local office 21 GSA Public Buildings Service

Example: Single-Year Appropriation Phase 2: Processing One-year or Annual appropriation: An appropriation that is available for obligation only during a specific fiscal year. This is the most common type of appropriation. It is also known as a “fiscal year” or “annual” appropriation. (RETA FAQs #37)* Customer appropriations are to be executed within the life of the appropriation (in this instance 1 year) for obligation & five years for expensing, at which time the appropriation is cancelled. (RWA National Policy Document Sec 3.2.2) Year 1 Period Of Contract Performance (Liquidation Period) FY2012 Period Of Funding Appropriation Availability FY2018 FY2013FY2014FY2015FY2016FY2017 Year 2 Year 3Year 4Year 5Year 6 Appropriation Year As of 9/30/2012 period of funding appropriation expires for new obligations As of 9/30/2017 Appropriation is cancelled by congress GSA Accepts RWA 1/15/2012

Phase 3: Managing and Tools Project Lifecycle –Review project objectives –Confirm scope, schedule, and budget –Discuss alternatives –GSA / Agency agreement –Deliver service –Close out RWA 23 GSA Public Buildings Service

Phase 3: Managing and Tools Customer Tools RWA Customer Portal: GSA Public Buildings Service

Phase 3: Managing and Tools 25 GSA Public Buildings Service eRETA – What is it? eRETA stands for External RWA Entry and Tracking Application A customer-facing application where real-time RWA information and documentation is available to customers Replaces the "RWA Search" Website Roll-out Spring 2011

Phase 3: Managing and Tools 26 GSA Public Buildings Service

Phase 3: Managing and Tools eRETA Update –One-year anniversary April 2012 –Nearly 1,000 active users or user requests in process –Representing over 30 customer agencies 27 GSA Public Buildings Service

Phase 3: Managing and Tools Federal Customer Guide to RWAs 28 GSA Public Buildings Service

Phase 3: Managing and Tools Customer Tools Bill View & RWA Search: 29 GSA Public Buildings Service

Phase 4: Billing RWA Billing –What triggers a Bill? Inspection or Receiving Report –4% Project Management Fee automatically applied on top of “eligible” expenses –Overhead automatically applied to all expenses –Billing Term is identified on GSA Form 2957 Block 9B 30 GSA Public Buildings Service

Phase 4: Billing RWA Bill 31 GSA Public Buildings Service

Phase 4: Billing New RWA Bill 32 GSA Public Buildings Service

Phase 5: Closeout RWA Closeout –Residual funds with GSA is still an obligation on Agencies’ books –RWAs should be closed after work has been physically completed and inspected by the customer 33 GSA Public Buildings Service

Phase 5: Closeout RWA Closeout Glossary –Substantial/Physical Completion: Work is complete –Contractual Completion: Contract closed –Financial Completion: All costs have been billed and all invoices have been paid. RWA Close-out notice submitted to agency; agency may deobligate remaining funds –Residual/Excess Funds: Balance remaining on RWA at completion of scope 34 GSA Public Buildings Service

Phase 5: Closeout RWA Cancellations –Customer Agency may cancel an RWA anytime before charges are incurred by PBS against an RWA Customer must submit an Amendment to cancel the RWA –If GSA has incurred costs, GSA will bill the Customer Any remaining funds may be de-obligated by the customer 35 GSA Public Buildings Service

RWA Customer Letter Templates 36 GSA Public Buildings Service

Questions? 37 GSA Public Buildings Service