Appendices

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Definitions

11-B: An 11-B is a congressionally required study in which GSA reports to Congress regarding the housing needs of a specific locality. This study may or may not recommend a new project. If it does, then the need for the project must be justified through a study such as a Local Portfolio Plan or a Prospectus Development Study.

Allowance Document: The Allowance Document transfers the appropriated funds to the Region.

Architect/Engineer (A/E): The A/E is the architecture/engineering firm selected to perform the design of a project.

Asset Business Plan (ABP): The ABP is a document that provides all information, strategy, and long-term plans necessary to manage the business of operating and optimizing an asset. The GSA Asset Business Plan is a Web based asset management tool that provides building history and projections for many areas, including space and income, that are used to develop long-range strategies for the asset, reinvestment plans, and capital investment priorities.

Building Evaluation Report (BER): The Building Condition Assessment is done through a BER that documents the condition and deficiencies of a building. GSA will identify the BER work (called work items) that is to be addressed by the Prospectus Development Study (PDS). However, a PDS also must recognize other impacted work that may not be fully described in the BER work items or the Feasibility Study.

Building Owners and Managers Association (BOMA): BOMA provides information to and a network forum for industry professionals.

Categorial Exclusion (CATEX): Under the National Environmental Policy Act, a CATEX is an action that normally does not require the preparation of an Environmental Assessment or an Environmental Impact Statement.

Communications Plan: A Communications Plan identifies spokespersons for GSA, the customer agency, and stakeholders; schedules key communications to be disseminated in conjunction with project milestones; identifies potential issues; and includes strategies for responding to those issues.

Computer-Aided Design (CAD): All new construction and major renovations entail drawings created in a standard GSA format, with the help of computer-based programs such as CAD.

Cost Benchmark: A Cost Benchmark is the cost model, based on real, similar facilities, used to evaluate project costs for a similar type of building.

Customer Billing Record (CBR): The CBR is the mechanism that GSA uses to establish rent billing and is created through an Occupancy Agreement.

Design Excellence: For projects that require significant architectural and engineering treatment, programming direction must reflect GSA’s commitment to Design Excellence. General design principles and philosophies are presented in the architecture and interior design chapter of the Facilities Standards for the Public Buildings Handbook.

Due Diligence: “Environmental Due Diligence” is a term that describes the responsibilities of a landowner, such as GSA, to conduct an appropriate inquiry prior to the purchase or development of a parcel of commercial real estate and ensure that all “recognized conditions” have been identified.

Environmental Assessment (EA): The EA is a concise public document that is prepared pursuant to the National Environmental Policy Act (NEPA) to determine whether a federal action would significantly affect the environment and thus require preparation of a more detailed Environmental Impact Statement (EIS). It also

• Briefly provides sufficient evidence and analysis for determining whether to prepare an EIS or a Finding of No Significant Impact (FONSI);
• Aids in an agency’s compliance with the NEPA when no EIS is necessary, which leads to a FONSI; and
• Facilitates preparation of an EIS when one is necessary.

Environmental Impact Statement (EIS): The National Environmental Policy Act requires that federal agencies prepare an EIS for major projects or legislative proposals that significantly affect the environment. It is a decision-making tool that describes the positive and negative effects of the undertaking and lists alternative actions. An EIS is a detailed study that leads to a Record of Decision. It records decisions made and mitigation measures that relate to the environmental impacts of a project.

Environmental Site Assessment (ESA): An ESA is a study of a property’s past use, the environmental conditions at the site and adjoining sites, and the likely presence of hazardous substances. An ESA can contribute to the “innocent landowner” defense under the Comprehensive Environmental Response, Compensation, and Liability Act. (CERCLA)

Facilities Standards for the Public Buildings Service: The P-100 is the primary GSA design criteria/standards document and is typically referenced for compliance in architecture/engineering firm contracts.

Feasibility Study: GSA uses this study to evaluate Prospectus-level proposed projects to ensure that they meet tenant agency space needs and government-owned facility requirements. This study also determines the preferred alternative and basis for preparing a Prospectus Development Study, which will meet the housing needs of the customer agency.

Funding Appropriation: Congress sets aside funding for a project or a particular use.

Funding Authorization: Congress approves funding for a project or a particular use. (Funds must be authorized and appropriated before becoming available for a project.)

General Construction Cost Review Guide (GCCRG): The Public Buildings Service General Construction Cost Review Guide, which is generally published yearly, provides costs to construct space by space type, escalation and location factors by localities, and a system for developing Cost Benchmarks.

Input Document: An input document is a supporting document, study, or report used to complete the Feasibility Study.

Leadership in Energy and Environmental Design (LEED): GSA has adopted the LEED rating system of the U.S. Green Building Council as a measure for sustainable design. The P-100 and the Capital Investment and Leasing Program (CILP) require that all new and fully renovated building projects meet criteria for basic LEED Certification (higher levels of achievement are Silver, Gold, and Platinum). As of fiscal year 2003, all new and fully renovated buildings must meet a Silver LEED rating.

Lease Construction: Lease construction is new construction of a facility for government use in response to GSA’s formal solicitation for offers. The construction may be on either a preselected site assigned by GSA to the successful offeror or the offeror’s site.

Local Portfolio Plan (LPP): The LPP is a document that provides the method for managing local portfolios and client needs within a specific locality. The LPP provides the basis for market considerations; long-term tenant needs; existing leased and owned facilities; and community considerations to make decisions related to markets, tenant housing, and hold/divest decision-making.

Long List: A long list is a list of all prospective sites considered in the site selection process.

Notice of Intent (NOI): The NOI describes the proposed action, possible alternatives, and the proposed NEPA scoping process. It states the name and address of a person within GSA who can answer questions about the proposed action and EIS.

Occupancy Agreement (OA): An Occupancy Agreement is similar to a lease between GSA and each tenant agency in a building that establishes the rent and space assignment for each agency.

Pro Forma: The investment pro forma analyzes the predicted return on investment and income potential of the project.

Program of Requirements (POR): The POR defines the scope of the project and the tenant improvements or reimbursables associated with a project.

Project Development Rating Index (PDRI): The GSA project team performs a project evaluation, utilizing the Construction Industry Institute’s PDRI process, prior to submitting the Feasibility Study or Prospectus Development Study for funding a capital project. This process determines the Project Team’s effectiveness in preparing a quality submission and assures minimization of risks and mitigation of potential negative issues. This self-evaluation aids in determining areas of project development that may need additional work or study prior to the project’s submission for funding.

Project Management Plan (PMP): This is defined on the GSA/PBS website. For Project Management Plan requirements, visit their website.

Prospectus: The Prospectus is a formal document sent to the Office of Management and Budget and Congress to receive funding authorization. It includes project scope information, budget, and schedule, plus a housing plan. This, if approved, results in authorization letters from both the House and Senate that approve the project, whereas an appropriations bill actually funds the project.

Public Buildings Service (PBS): The General Services Administration’s Public Buildings Service organization manages, owns, and constructs space for housing federal agencies.

Short List: The sites on the short list are the best candidates from the long list and are further evaluated to develop a recommendation for site acquisition. The short list typically includes three (3) sites.

Site Directive (also referred to as Limited Site Directive): The Office of the Chief Architect issues the Site Directive either after the President’s proposed Budget (which includes the Site Design and Prospectus) is submitted to Congress or after Congress approves and the President signs the Budget. With receipt of the Site Directive, Regions are authorized to begin formal site selection actions (and acquisition and professional services procurement actions) up to the point of award. The award is contingent upon project authorization and funding appropriation by Congress.

System for Tracking and Administering Real Property (STAR): STAR is GSA’s building inventory database for space management, leases, and rent billing.

Transaction Screen: The Transaction Screen (see ASTM E 1528-93, Environmental Site Assessments) is an inquiry process designed to meet CERCLA’s “innocent landowner” defense, but does not require the judgment of an environmental professional. It includes a questionnaire with guidelines for interviewing owners and occupants of a property, observing site conditions, and conducting limited research. Based on the results, the user can determine whether additional information is required, proceed to a Phase I ESA, or research other areas of concern. The same type of process can be applied to other lines of inquiry.

Work Plan: The Work Plan is a key tool that the team can use to manage the site selection process. The Work Plan includes information relating to a project’s staff, schedule, scope, budget, approvals, controls, and communications.

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