Government Office Building Projects
National Capital Region BPA Task Order for Lease Management Services
Coast and Harbor was a awarded a second task order under the Blanket Purchase Agreement awarded in May, 2017 by the National Capital Region (NCR) of the US General Services Administration (GSA).. Under this Task Order, Coast and Harbor has a Planning Manager and eight Senior Project Managers assisting the Leasing Project Management Division of NCR (LPMD). Their scope includes assisting LPMD to manage the entire leasing process for multiple Federal agencies. Each Coast and Harbor team member is responsible for multiple leases and for coordinating and performing the following activities for each lease.
Project Highlights
- Requirements development, which includes amount of space and other agency specific requirements and special requirements primarily related to security, develop Client Project Agreement (CPA), initial Occupancy Agreement (OA) which includes the agreement for tenant agency to pay rent, sets limits on what GSA can procure based on tenant agency’s funding, contains business terms.
- Market survey, which includes determining available space in federal buildings, available space in already leased facilities, and available space in commercial market, assess market conditions, develop negotiation objectives, tour potential properties and determine which ones should get the RFP.
- Solicitation development, which includes developing the request for lease proposals, including the amount and type of space, location requirements, agency specific and security requirements, the tenant improvement allowance and other business terms, and the evaluation factors.
- Negotiations, which focuses on such items as shell costs, operating costs, TI amortization rate and overhead fees, building specific amortized capital, and parking. Negotiations conclude with request for Final Proposal Revisions, and documenting negotiations with a price negotiation memorandum
- Award, which includes having the tenant agency sign the OA and provide additional funding through a Request for Work Authorization if necessary
- Design of build-out phase, starts with Design Intent Documents (DIDs), which include floor plans, layout, and fit-out plans as provided by the Lessor, Agency, or GSA. The DIDs, as approved by the tenant agency and GSA, are included in the lease by amendment. The DIDs are developed into Construction Documents (CDs), which are always provided by Lessor’s A/E and are used to get construction bids for tenant improvements.
- Tenant improvement negotiations, which involves the Lessor obtaining bids for the TI work based on the CDs. Support GSA approval by performing an Independent Government Estimate and reviewing the construction schedule to evaluate bids.
- Construction phase: Monitor construction through site-visits, and inspections as needed, monitor schedule, arrange installation of furniture/IT/security/telecom
- Acceptance of space: Assist GSA with final inspection, which involves generating a punch list, determining whether to grant substantial completion, obtain certificate of occupancy, reach agreement on amount of space, accept space and get the keys for the space
- Initiate Rent: Issue a lease amendment to establish lease terms and start rent. Issue Final OA to bill tenant agency
The Departments whose agencies’ leases Coast and Harbor is assisting NCR to plan and manage include:
- Department of State
- Department of Homeland Security
- Department of Justice
- Department of Health and Human Services
- Department of Transportation
- Department of Labor
Client
US General Services Administration
Location
National Capital Region (Washington, DC and adjoining counties in Maryland and Virginia)
Value
$810,259,000
Status
Ongoing
Government Office Building Projects