DEPARTMENT OF ENERGY PROPERTY MANAGEMENT WORKSHOP DAVID STEINAU CINDY HUNT MAY 22, 2013 Exhibit 54: What Are You?

Exhibit 54: Budget Submittal Required by OMB Circular A-11 Justifies the agency's budget request for rent Submitted annually at time of budget submission Who Uses the Exhibit?How? Office of Management and Budgetto evaluate budget request for rent in the context of personnel and program changes General Services Administrationto refine its estimates of rental costs Department of Energyto analyze space requirements and rental costs 5/22/2013 2

Exhibit Preparation See detailed instructions for preparing Exhibit 54 in OMB Circular A-11 5/22/2013 3

Pricing Fundamentals for GSA Space GSA Leased Space Space Measurement At least two space measurement values are specified in the lease contract and identified in the OA:  Rentable square footage (RSF) – the area for which the tenant agency is charged Rent; may include a share of building support and common areas.  Usable square footage (USF) – the area where a tenant agency normally houses personnel and/or furniture.  Common area factor – a conversion factor determined by the building owner and applied to the USF to determine the RSF for the space. 5/22/ GSA Owned Space Space Measurement Based on ANSI/BOMA Z65.1, Standard Method for Measuring Floor Area in Office Buildings  Rentable square footage  Usable square footage  Number of Parking Spaces Predominant Use A building’s predominant use determines its class in the inventory system. The rates for each building class are established using the FAR appraisal instructions or the ROI instructions. GSA assigns four classes of space:  General use  Warehouse  Parking  Unique

Basis for Annual Rent Payments PY: Current GSA Rent Bill + Anticipated Inventory Changes. CY & BY: GSA Base Rent Estimate + Anticipated Inventory Changes BY+1: Automatically calculated using BY Budget Request x OMB CPI + Anticipated Inventory Changes Exhibit 54 Template – Excel workbook used for assisting agencies in completing their Space Budget Justification 5/22/ Sum Worksheet: Produces the OMB Exhibit 54, Space Budget Justification

OMB Exhibit 54, Space Budget Justification Includes: Shell Rent Tenant Improvement Costs Operating Costs Real Estate Taxes GSA Installed (Leasehold) Improvements Security Charges Extra Services Parking Rent Charges for Other Space PBS Fee Joint Use Charges Charges for Integrated Services 5/22/ GSA Occupancy Agreements DOE Leases

Sample: GSA Rent Bill Monthly bill provides: Charge basis (SF) Annual rates Monthly and Y-T-D charges June bill also provides: annual charges annual billing adjustments and corrections 5/22/2013 7

Where Can I Find More Information? 41 CFR – Pricing Policy for Occupancy in GSA Space OMB Circular A-11, Preparation Submission and Execution of the Budget GSA Rent Library: Download Documents, including the GSA Pricing Desk Guide, and Watch videos GSA Rents on the Web ANSI/BOMA Space Measurement Standards 5/22/2013 8

Cindy Hunt, PE, LEED AP, CCE, CFM Facilities Engineer U.S. Department of Energy Office of Acquisition and Project Management Code MA Independence Ave, SW Washington DC management/operational- management/facilities-and-infrastructure 5/22/ David Steinau Realty Specialist U.S. Department of Energy Office of Acquisition and Project Management Code MA Independence Ave, SW Washington DC management/operational- management/real-estate