Site Selection Process Step 4 Evaluate Long List

Purpose
In this step, the Site Investigation Team—using their knowledge of the project and its requirements, technical factors, and financial factors—reviews and evaluates the long list. Typically, the three (3) most suitable sites that satisfy the evaluation criteria compose the short list for further analysis. Creating the short list is a significant step toward selecting the site.

The team coordinates with representatives of the customer agency and any contractors, such as professional services firms, for NEPA and NHPA studies. The team also should coordinate closely with representatives of local government, the congressional delegation, and stakeholders.

Recommended Activities
Evaluate Long List
The team reviews both offered and unoffered sites for their suitability to support the project requirements, technical factors, and financial factors described in the advertisement and determined by the Site Investigation Team.

Select Short List of Sites
Develop a summary of short-listed sites for review.

Communicate Short List to Stakeholders
The team reviews the short list with the GSA Regional Office team, customer agency, local government, and stakeholders, as appropriate, on a confidential basis.

Notify Offerors
Offerors are notified if their sites have been accepted for the short list and further study. Offerors whose sites did not meet the minimal (“Go/No Go”) criteria also are notified, and their offers are returned.

Duration
This step typically takes three (3) weeks. Factors impacting duration:

• Number of submissions
• Complexity of the submitted sites
• Involvement of local stakeholders

Evaluate Long List
At this time, the team meets to review and evaluate all of the potential sites assembled as the long list. Allow sufficient time for the team to review, discuss, compare, and evaluate all of the sites. Focus on their potential as well as their constraints for the project.

Recommended Activities

1. Schedule the meeting for the team to review and evaluate all of the sites. Make sure that each team member receives all materials to review prior to the meeting.
2. Review the minimum requirements and the general evaluation factors published in the advertisement. In addition, the Site Investigation Team has the discretion to consider any other factors and to evaluate the criteria at any degree of detail that is appropriate. Use Exhibit 4.1: Criteria Categories for Evaluation of the Long-Listed Sites to help determine whether there are additional criteria for the team to use for evaluation.
3. Agree on a methodology to manage the evaluation activities. Site Investigation Teams can choose any methodology, as long as it allows a careful consideration of the evaluation factors. Prepare a worksheet to track the investigation and complete an analysis of each site.
4. Review each site and then compare the sites overall. Identify the three (3) most suitable for the project.

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Outcomes

• Evaluation of all sites
• Identification of the short-listed sites

Duration
This task typically takes one (1) week.

References
“NEPA Activities in Site Selection”; “Appendix B: Major Federal Laws, Executive Orders, Regulations, and GSA Directives”

GSA Guidebook 1: Acquisition of Real Property, “Appendix 18: Specifications for GSA Site Investigation Report—GSA Form 1433”; “Appendix 21: Site Investigation—List of Items Needed” (for city or county sites as applicable); “Appendix 22: Tabulation of Undesirable Characteristics”; “Appendix 24: Fact Sheet—Environmental Site Assessments (ESAs)”; “Appendix 25: Environmental Site Assessment Criteria”; “Appendix 26: Cultural Resource Assessment (Phase I) Requirements”; “Appendix 27: Environmental Impact Statement (EIS) Requirements”; “Appendix 28: Environmental Assessment (EA) Requirements”

U.S. General Services Administration, Public Buildings Service, October 1999, National Environmental Policy Act: NEPA Desk Guide; U.S. General Services Administration, CATEX Checklist; U.S. General Services Administration, Public Buildings Service, Historic Buildings Program, A Guide to Cultural Resource and Historic Preservation Information; Administrative Office of the U.S. Courts, U.S. Courts Design Guide, “Chapter 4” and “Chapter 5” U.S. General Services Administration, Public Buildings Service, U.S. Port of Entry Guidelines; U.S. Department of Justice, United States Marshals Service, Judicial Security Division, May 2000 (rev.), USMS Pub. No. 64.

Select Short List of Sites
Following the site evaluation meeting, complete several follow-up tasks before evaluating the short-listed sites. These include an evaluation summary of the long list, a plan for further review and evaluation, and additional contractor involvement.

Recommended Activities

1. Confirm the short list of the top three (3) selected sites for further study.
2. Draft the summary of findings and justification for sites that did not advance to the short list (see GSA Guidebook 1: Acquisition of Real Property, “Appendix 22”). Note topics for further investigation during the short-list analysis, such as need
   for an ESA; the scoping analysis for CATEX/EA/EIS; or special studies, such as required by NHPA, Section 106.
3. Identify and plan follow-up actions with others at GSA, the customer agency, the congressional delegation, and other stakeholders. Keep in mind that these contacts may be potential sources for additional data collection in Step 5.
4. Give contractors advance notice of when short-listed sites will be ready for evaluation.
   

Outcomes

• Documentation of short-listed sites and undesirable sites
• Preparation of draft summary
• Identification of follow-up tasks with contractors, customer agency, and stakeholders

Duration
This task typically takes one (1) week.

References
“Troubleshooting Guide”; “NEPA Activities in Site Selection”

GSA Guidebook 1: Acquisition of Real Property, “Appendix 20: Utilities List Form”; “Appendix 22: Tabulation of Undesirable Characteristics”; “Appendix 23: Construction Management Site Data Inventory—GSA Form 1239”; “Appendix 24: Fact Sheet—Environmental Site Assessments (ESAs)”; “Appendix 25: Environmental Site Assessment Criteria”; “Appendix 26: Cultural Resource Assessment (Phase I) Requirements”; “Appendix 27: Environmental Impact Statement (EIS) Requirements”; “Appendix 28: Environmental Assessment (EA) Requirements”

Communicate Short List to Stakeholders
Communicate the status of the proposed short list to customer agency representatives and other stakeholders on a confidential basis to update them on the process and solicit further input about each of the potential sites.

Recommended Activities

1. Plan meetings with customer agency representatives and local authorities to discuss the short list of sites. Seek input on issues to be explored in evaluating the short list, as well as linkages between the potential sites and local plans and initiatives. Describe upcoming activities and the schedule to complete the selection. Consider the need for future press releases or other communications with the public and customer agency employees.
2. Continue communications with local businesses and community groups as appropriate.

Outcomes

• Customer agency’s, local authorities’, and stakeholders’ input for short-list analysis
• Continuation of effective communications between GSA and stakeholders

Duration
This task typically takes one (1) week. Factors impacting duration:

• Number of meetings necessary
• Degree of local interest in or opposition to the project or certain sites

Notify Offerors
To complete the activities associated with identifying the short-listed sites, notify offerors of the status of their submittals.

Recommended Activities

1. Develop letters to notify all offerors of the status of their submittals.
2. Create letter templates for noncompliant sites and for short-listed sites.
3. Describe next steps to offerors whose sites have been short-listed.
4. Return materials to offerors whose sites were not short-listed.

Outcome

Notification of status/decision to offerors

Duration
This task typically takes one (1) week.

Reference
GSA Guidebook 1: Acquisition of Real Property, “Appendix 17: Contract to Sell Real Property—GSA Form 1226”

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REFERENCE

• National Historic Preservation Act

RELATED GSA TOPICS

• Facilities Standards (P100)
• U.S. Courts Design Guide 2007