WO AMENDMENT 6409.12-2014-1
EFFECTIVE DATE: 07/08/2014
DURATION: This amendment is effective until superseded or removed.
6409.12_zero_code
Page 1 of 21
FSH 6409.12 - LEASING OFFICERS’ HANDBOOK
ZERO CODE
Table of Contents
01 - AUTHORITY ........................................................................................................ 2
02 - OBJECTIVES ...................................................................................................... 5
03 - POLICY ............................................................................................................... 5
04 - RESPONSIBILITIES ........................................................................................... 5
04.01 - Washington Office...................................................................................................... 5
04.01a - Director of Acquisition Management ................................................................... 5
04.01b - Director of Engineering ........................................................................................ 6
04.01c - Director of Ecosystem Management Coordination .............................................. 6
04.01d - Director of Law Enforcement and Investigations ................................................. 6
04.01e - Director of Albuquerque Service Center - Budget and Finance ........................... 6
04.02 - Regional Foresters, Station Directors, Area Director ................................................. 7
04.03 - Regional Directors of Acquisition Management ........................................................ 7
04.04 - Forest and Grassland Supervisors .............................................................................. 7
04.05 - Asset Managers, Group Leads of Leasing and Property, or Supervisory Leasing
Specialists ................................................................................................................... 8
04.06 - Real Property Leasing Officers .................................................................................. 8
04.07 - Contracting Officer Representatives .......................................................................... 9
05 - DEFINITIONS ...................................................................................................... 9
06 - ACRONYMS ...................................................................................................... 17
07 - REFERENCES .................................................................................................. 20
WO AMENDMENT 6409.12-2014-1
EFFECTIVE DATE: 07/08/2014
DURATION: This amendment is effective until superseded or removed.
6409.12_zero_code
Page 2 of 21
FSH 6409.12 - LEASING OFFICERS’ HANDBOOK
ZERO CODE
01 - AUTHORITY
The following laws, Executive Orders, regulations, Office of Management and Budget (OMB)
Circulars, and policies are applicable to the acquisition and management of leasehold interest
in real property:
1. Agriculture Property Management Regulations, Subchapter C, Real Property.
Supplements the Federal Management Regulations with policies and procedures for
managing real property in accordance with U.S. Department of Agriculture (USDA)
operational needs.
2. Departmental Regulation 1620-002. Establishes policy for the acquisition,
management, and disposition of owned, leased, or General Services Administration
(GSA)-controlled office and related space in accordance with USDA operation needs.
3. Departmental Regulation 5100-003. Establishes policy for appointing individuals
to execute, modify, administer, and/or terminate a lease on behalf of USDA in
accordance with federal acquisition and real property laws and regulations.
4. Executive Order No. 11988, ‘‘Floodplain Management”. Precludes federal
agencies from leasing space in buildings located within a 100-year floodplain when a
practicable alternative is available.
5. Executive Order No. 11990, ‘‘Protection of Wetlands’’. Precludes federal agencies
from leasing space in buildings located within a wetland when a practicable alternative
is available.
6. Executive Order No. 12072, ‘‘Federal Space Management’’. Subject to the Rural
Development Act of 1972, requires federal agencies to give first consideration to
locating federal facilities in central business areas, and/or adjacent areas of similar
character, when such areas are consistent with program requirements.
7. Executive Order No. 12699, ‘‘Seismic Safety of Federal and Federally Assisted or
Regulated New Building Construction’’. Requires all new buildings that are owned,
leased, constructed, partially paid for by federal funds, or regulated by the federal
Government, be constructed to ensure that appropriate seismic design and construction
requirements are applied.
8. Executive Order No. 12941, ‘‘Seismic Safety of Existing Federally Owned or
Leased Buildings’’. Adopts the standards of the Interagency Committee on Seismic
Safety in Construction (ICSSC) as the minimum level acceptable for use by federal
agencies in assessing the seismic safety of their owned and leased buildings and in
mitigating unacceptable seismic risks in those buildings.
WO AMENDMENT 6409.12-2014-1
EFFECTIVE DATE: 07/08/2014
DURATION: This amendment is effective until superseded or removed.
6409.12_zero_code
Page 3 of 21
FSH 6409.12 - LEASING OFFICERS’ HANDBOOK
ZERO CODE
9. Executive Order No. 13006, ‘‘Locating Federal Facilities on Historic Properties in
Our Nation’s Central Cities’’. Subject to the Rural Development Act of 1972 and
Executive Order 12072, requires federal agencies to give first consideration to locating
federal facilities in historic properties within historic districts when operationally
appropriate and economically prudent.
10. Executive Order No. 13327, ‘‘Federal Real Property Asset Management’’.
Requires federal agencies to report their real property holdings.
11. Executive Order No. 13423, ‘‘Strengthening Federal Environmental, Energy and
Transportation Management’’. Directs federal agencies to increase energy efficiency
in all energy-related activities and apply sustainable design principles when
constructing and renovating buildings.
12. Federal Acquisition Regulations (FAR). Establishes policy for the acquisition of
supplies and services by federal agencies. The FAR does not apply to the leasehold
acquisition of real property, but it is adopted to the extent it is referenced in the
General Services Administration Acquisition Regulation (GSAR) which establishes
policy for leasehold acquisitions.
13. Federal Management Regulation (FMR) Bulletin 2008-B1. Requires Agency
Heads to apply directly to the General Services Administration (GSA) for leasing
authority to acquire General Purpose Space less than 19,999 square feet and Special
Purpose Space greater than 2,500 square feet for a lease term of up to 20 years when
the lease amount is below prospectus level.
14. Federal Management Regulation (FMR). Establishes requirements to acquire,
manage, utilize, and dispose of real and personal property.
15. Federal Management Regulation Part 102-73. Grants the Forest Service delegated
authority to acquire Categorical space or Special Purpose space (less than 2,500 square
feet).
16. Federal Property and Administrative Services Act of 1949, as amended.
Authorizes GSA to acquire and provide space for federal agencies. Subsequently
authorizes the Administrator of the GSA to delegate leasing authority to certain federal
agencies to acquire various types of space.
17. General Services Administration Acquisition Manual (GSAM), Part 570.
Establishes policy for leasehold acquisitions in accordance with the requirements of
the General Services Administration Acquisition Regulation (GSAR) and internal
GSA acquisition policies. This is applicable to GSA and agencies that use GSA’s
delegated leasing authority.
WO AMENDMENT 6409.12-2014-1
EFFECTIVE DATE: 07/08/2014
DURATION: This amendment is effective until superseded or removed.
6409.12_zero_code
Page 4 of 21
FSH 6409.12 - LEASING OFFICERS’ HANDBOOK
ZERO CODE
18. General Services Administration Acquisition Regulation (GSAR), Part 570.
Supplements the Federal Management Regulations with policies and procedures for
leasehold acquisitions. This is applicable to GSA and agencies that use GSA’s
delegated leasing authority.
19. General Services Administration Lease Acquisition Circulars (LACs). Establishes
the GSA Leasing Desk Guide as a source of leasing guidance and provides subsequent
Leasing Desk Guide updates. This is applicable to GSA and agencies that use GSA’s
delegated leasing authority.
20. General Services Administration Leasing Desk Guide. Incorporates instruction
previously contained in GSA Realty Services Letters and contains authorities, policies,
technical, procedural guides, and administrative limitations governing lease
acquisitions. This is applicable to GSA and agencies that use GSA’s delegated leasing
authority.
21. Office of Management and Budget (OMB) Circular A–11, Appendix B. Requires
federal agencies to evaluate real property leases in accordance with specific criteria to
determine whether each lease is a Capital or Operating lease. Capital leases are
fiscally burdensome because the agency must fund the entire expense of a capital lease
in the first year of the lease term, whereas operating leases are funded in annual fiscal
year increments.
22. OMB Memorandum, M-12-12, Section 3, “Freeze the Footprint”. Requires all
civilian Executive Branch agencies to maintain a static balance in their directly leased,
owned, and GSA- assigned buildings inventory of office and warehouse space and
compare it to a specific baseline provided by GSA. Any increases to office and/or
warehouse type space must be offset with a corresponding square footage decrease so
the agency does not exceed the baseline in any fiscal year.
23. Public Law 112-74: Service First Authority. Grants the Secretaries of Interior
and Agriculture the authority to conduct activities jointly or on behalf of one another,
collocate in federal offices or leased facilities, make reciprocal delegations of
respective authorities, duties, and responsibilities, and reimburse funds annually.
24. Title 16, United States Code, section 571c. Grants the Forest Service authority to
obtain long-term leases of land for the purposes of erecting permanent facilities.
25. United States Department of Agriculture (USDA) Leasing Handbook. Establishes
policy for procuring and managing space using delegated lease authority from GSA in
accordance with USDA operational needs.
WO AMENDMENT 6409.12-2014-1
EFFECTIVE DATE: 07/08/2014
DURATION: This amendment is effective until superseded or removed.
6409.12_zero_code
Page 5 of 21
FSH 6409.12 - LEASING OFFICERS’ HANDBOOK
ZERO CODE
02 - OBJECTIVES
To acquire and manage leased space in the best interest of the Government using methods that
ensures best value and economic efficiency.
03 - POLICY
It is Forest Service policy to:
1. Conduct an assessment of Forest Service needs and establish technical
requirements to determine the amount of space necessary to meet mission
requirements.
2. Acquire leased space only if suitable Government-owned facilities are not
available.
3. Acquire space at charges consistent with prevailing market rates for comparable
facilities in the community.
4. Use cost effective methods to manage Forest Service leased space.
5. Integrate lease management actions into the Forest Service’s Real Property
Inventory process.
6. Provide Real Property Leasing Officers with instructions for obtaining and
maintaining a real property leasing warrant.
7. Administer all real property leasing warrants in compliance with DR 5100-003 and
GSAM, section 501.603.
04 - RESPONSIBILITIES
04.01 - Washington Office
04.01a - Director of Acquisition Management
It is the responsibility of the Director of Acquisition Management (AQM) to:
1. Serve as the Head of the Contracting Activity (HCA) as designated by the Chief of
the Forest Service.
2. Develop and implement Service-wide direction for real property leasing in
coordination with the General Services Administration and Departmental policies
(FSM 6404.1).
WO AMENDMENT 6409.12-2014-1
EFFECTIVE DATE: 07/08/2014
DURATION: This amendment is effective until superseded or removed.
6409.12_zero_code
Page 6 of 21
FSH 6409.12 - LEASING OFFICERS’ HANDBOOK
ZERO CODE
3. Provide Service-wide leadership on contracting activities (FSM 7310.41f).
4. Recommend qualified candidates for the issuance of a real property leasing warrant
by the Director of the Office of Procurement and Property Management (OPPM).
5. Coordinate the implementation of the Real Property Management Lease module in
Infra to ensure that accurate lease records are maintained for programmatic, real
property inventory, Federal Real Property Profile (FRPP), and financial management
reporting (FSM 6404.1).
04.01b - Director of Engineering
It is the responsibility of the Director of Engineering to provide overall technical direction for
planning, development, design, construction, operation, utilization, maintenance, and
management of all buildings and related facilities owned, occupied, or permitted by the Forest
Service (FSM 7310.41b).
04.01c - Director of Ecosystem Management Coordination
It is the responsibility of the Director of Ecosystem Management Coordination to develop and
recommend national policy, procedures, coordination measures, technical administration, and
training necessary to implement the National Environmental Policy Act (NEPA) within the Forest
Service (FSM 1950.43).
04.01d - Director of Law Enforcement and Investigations
It is the responsibility of the Director of Law Enforcement and Investigations to ensure
Regional law enforcement plans are completed (FSM 5310.42).
04.01e - Director of Albuquerque Service Center - Budget and Finance
It is the responsibility of the Director of Albuquerque Service Center - Budget and Finance,
(ASC B&F) to:
1. Ensure that all Forest Service leases are recorded on the general ledger, reflected in
the Forest Service’s budget, and reported and disclosed on the Forest Service’s
financial statement.
2. Develop and implement Service-wide direction to ensure that timely and accurate
payments are issued to Lessors.
WO AMENDMENT 6409.12-2014-1
EFFECTIVE DATE: 07/08/2014
DURATION: This amendment is effective until superseded or removed.
6409.12_zero_code
Page 7 of 21
FSH 6409.12 - LEASING OFFICERS’ HANDBOOK
ZERO CODE
04.02 - Regional Foresters, Station Directors, Area Director
It is the responsibility of the Regional Foresters, Station Directors, and the Area Director to:
1. Ensure the acquisition of leased space meets the objectives of the Forest Service
and was considered in the preliminary project analysis (PPA) (FSM 7310.42).
2. Manage activities, including planning, programming, design, construction, safety
and health, maintenance, and operations associated with government-owned and
Forest Service leased facilities (FSM 7310.42).
3. Ensure that physical inventories and data verification of Forest Service leased space
is completed as required by the annual Forest Service Real Property Inventory
Instructions.
04.03 - Regional Directors of Acquisition Management
It is the responsibility of the Regional Directors of Acquisition Management (AQM) to:
1. Nominate qualified candidates for a real property leasing warrant.
2. Terminate or revoke individual delegated real property leasing authority if/when
conditions warrant such action.
3. Develop and implement a budget to ensure that funds are available for lease
administration, real property lease warrant training, developmental opportunities, and
National lease meetings.
4. Ensure that the Asset Management staff maintains the Lease Acquisition Plan (AP)
and uses it to communicate lease status to Program Managers and Line Officers.
5. Perform quarterly review of Lease AP status with Real Property Leasing Officers.
6. Coordinate efforts to complete physical inventories and data verification of Forest
Service leased space as required by the annual Forest Service Real Property Inventory
Instructions.
04.04 - Forest and Grassland Supervisors
It is the responsibility of the Forest and Grassland Supervisors to:
1. Conduct preliminary project analyses for all facilities to be leased (FSM 7310.43).
2. Provide timely and accurate information to Real Property Leasing Officers for the
purposes of planning for, acquiring, and managing Forest Service leases.
WO AMENDMENT 6409.12-2014-1
EFFECTIVE DATE: 07/08/2014
DURATION: This amendment is effective until superseded or removed.
6409.12_zero_code
Page 8 of 21
FSH 6409.12 - LEASING OFFICERS’ HANDBOOK
ZERO CODE
3. Ensure that physical inventories and data verification of Forest Service leased space
is completed as required by the annual Forest Service Real Property Inventory
Instructions.
04.05 - Asset Managers, Group Leads of Leasing and Property, or Supervisory
Leasing Specialists
It is the responsibility of the Asset Managers, Group Leads of Leasing and Property, or
Supervisory Leasing Specialists to:
1. Determine when real property leasing authority is needed to accommodate the
mission needs and objectives of the Agency.
2. Oversee the acquisition, administration, amendment, and termination of real
property leases that are executed by Real Property Leasing Officers.
3. Monitor the completion of continuing education courses by Real Property Leasing
Officers.
4. Ensure that accurate lease records are completed and maintained in Infra, the
Corporate Property Automated Information System (CPAIS), and Lease AP.
5. Ensure that physical inventories and data verification of Forest Service leased space
is completed as required by the annual Forest Service Real Property Inventory
Instructions.
04.06 - Real Property Leasing Officers
It is the responsibility of the Real Property Leasing Officers to:
1. Enter into, administer, amend, and terminate real property leases in accordance
with all applicable laws, Executive orders, regulations, and OMB Circulars that apply
to Federal space acquisition activities.
2. Create and maintain lease records for Forest Service leases in Infra and CPAIS.
3. Provide Forest Service lease updates to the ASC Property/Working Capital Fund
(WCF) Branch.
4. Update and maintain the Lease AP.
5. Utilize the Lease AP to plan milestones for Forest Service leasing needs.
WO AMENDMENT 6409.12-2014-1
EFFECTIVE DATE: 07/08/2014
DURATION: This amendment is effective until superseded or removed.
6409.12_zero_code
Page 9 of 21
FSH 6409.12 - LEASING OFFICERS’ HANDBOOK
ZERO CODE
6. Work with the Property Management Officer to ensure that physical inventories
and data verification of Forest Service leased space is completed as required by the
annual Forest Service Real Property Inventory Instructions.
5. Obtain at least 80 hours of continuing education or training related to real property
leasing every 2 years and record this training in CPAIS.
6. Designate appropriate Contracting Officer Representatives that meet current
Regional requirements.
04.07 - Contracting Officer Representatives
It is the responsibility of the Contracting Officer Representatives to:
1. Serve as the liaison between the tenants and the Lessor to facilitate lease
compliance.
2. Inspect Forest Service leased space to ensure that the Lessor provides the services,
utilities, and maintenance required by the lease.
3. Document all inspection reports and all oral/written communication between the
Lessor.
4. Perform physical inventories and data verification of Forest Service leased space as
required by the annual Forest Service Real Property Inventory Instructions.
5. Maintain hard copy documentation of all training taken and certifications earned
and provide a copy to the Contracting Officer.
05 - DEFINITIONS
Acquisition Plan. A documented strategy that addresses the objectives, timelines, and
negotiation objectives that will be used in the acquisition process. It summarizes the
plan of action and identifies milestones in the acquisition process.
Alter. To repair, remodel, improve, extend, or otherwise modify a building.
American National Standards Institute/Building Owners and Managers Association
Office Area (ABOA). The space where a tenant normally houses personnel, and/or
furniture, for which a measurement is to be completed. This space was previously
referred to as Usable Square Feet (both terms are used interchangeably throughout the
GSA solicitation template) and is based on the American National Standards
Institute/Building Owners and Managers Association (ANSI/BOMA) publication.
WO AMENDMENT 6409.12-2014-1
EFFECTIVE DATE: 07/08/2014
DURATION: This amendment is effective until superseded or removed.
6409.12_zero_code
Page 10 of 21
FSH 6409.12 - LEASING OFFICERS’ HANDBOOK
ZERO CODE
Best Value Tradeoff. A source selection method where award is based on the
evaluation of price and other non-price factors to determine the best value to the
Government. The tradeoff concept provides the opportunity for a cost/technical tradeoff and does not require that an award be made to the Offeror submitting the lowest
price or to the highest technically rated offer, although the ultimate decision may be to
select the lowest priced offer or the highest technically related offer.
Building Owners and Managers Association (BOMA). A professional association that
develops and publishes standards for measuring office space in the private industry.
Buildout. The construction of new (first generation) or relet (second generation) space
in accordance with the tenant’s specifications, including configuring (space planning
and design) and finishing (construction).
Capital Lease. A lease that meets one of the following six criteria:
(1) Transfers ownership of the property to the Lessee by the end of the noncancelable lease term,
(2) Contains an option to purchase the leased property at a bargain price,
(3) The lease term is greater than or equal to 75 percent of the estimated economic
life of the leased property,
(4) The present value of rental and other minimum lease payments, excluding the
portion of payments representing executory costs, equal or exceed 90 percent of
the fair market value of the leased property,
(5) Is built to the unique specification of the Government as Lessee, and
(6) Is marketable only to the Government sector.
Central Contractor Registration (CCR). The primary vendor database for the
Government that validates vendor information and electronically shares the secure and
encrypted data with Federal agencies’ finance offices to facilitate paperless payments
through electronic funds transfer.
Certificate of Appointment. A specific form (SF-1402) which documents the
delegation of leasing authority conveyed to an individual.
Certificate of Occupancy. A certificate issued by a local government stating that a
building and/or tenant suite is in a condition suitable for occupancy, sometimes called
an Occupancy Permit.
WO AMENDMENT 6409.12-2014-1
EFFECTIVE DATE: 07/08/2014
DURATION: This amendment is effective until superseded or removed.
6409.12_zero_code
Page 11 of 21
FSH 6409.12 - LEASING OFFICERS’ HANDBOOK
ZERO CODE
Common Area Factor. The conversion factor determined by the building owner and
applied to the ABOA square feet to determine the rentable square feet for the offered
space. This term is also referred to as the U/R ratio.
Condemnation. The sovereign power of the Federal Government, authorized by the
Fifth Amendment to the U.S. Constitution, to take private property, such as leasehold
estates, for public purposes upon the payment of “just compensation”.
Consumer Price Index (CPI). The Consumer Price Index is a measure of the average
change over time in the prices paid by urban consumers for a market basket of
consumer goods and services.
Construction Drawings (CDs). Drawings that provide the specifications, engineering
calculations, and construction details necessary to construct the space. They are also
the basis for determining code compliance, obtaining building permits, evaluating
contractual performance, and determining legal liability for occupants’ safety and
welfare. Construction Drawings reflect both the lease requirements and specifications
in the Design Intent Drawings.
Contracting Office’s Representative (COR). An appointed individual with the
authority to assist in the technical monitoring or administration of a contract.
Corporate Property Automated Information System (CPAIS). A database that serves
as the USDA subsidiary ledger for owned real property and the primary inventory
reporting and portfolio management tool for all real property.
Delineated Area. A description of an area by words, sketch, design, or diagram. The
term is generally used to describe a suitable geographic area in which to lease space or
locate a facility in accordance with mission requirements.
Design Intent Drawing (DID). Drawings that show partitions and doors, schematic
demolition, voice, data, and electrical outlet locations, level of finishes, generic
furniture layout, and any additional details necessary to communicate the “design
intent” for the purpose of preparing construction documents.
DIDs do not contain mechanical, electrical, or plumbing specifications or drawings.
They do not carry furniture or computer and telecommunication specifications; nor do
they contain signage, artwork, keying, or hardware schedules.
Design Intent Drawing Schematic (DID schematic). Drawings that represent the
approved layout concept for the lease acquisition under optimal configuration
conditions.
Discounting. The conversion of future costs or income into present value.
WO AMENDMENT 6409.12-2014-1
EFFECTIVE DATE: 07/08/2014
DURATION: This amendment is effective until superseded or removed.
6409.12_zero_code
Page 12 of 21
FSH 6409.12 - LEASING OFFICERS’ HANDBOOK
ZERO CODE
Energy Star® Rating. The rating a building earns using the Energy Star® Building
system to compare energy performance in similar buildings in similar climates. A
score of 50 represents average building performance.
Facilities Master Plan (FMP). A document that each National Forest, Grassland, and
Research Station is required to put together to depict facility locations, unit standards,
existing and proposed buildings, and related improvements. The FMP guides, in a
general way, the acquisition, continued use, and disposal of facilities. See FSH
7309.11, chapter 20, section 22 for more details.
FedBizOpps. The single location (previously referred to as the General Service
Administration’s electronic posting system) where government agencies publish
procurement opportunities over $25,000 and for any sole source activity.
Federal Real Property Profile (FRPP). A government-wide database that captures
required elements as established by Federal Real Property Council and provides an
overview of the Federal Government’s Real Property Assets.
Firm Term of Lease. The non-cancelable duration of the lease during which the
Government has contractually committed to make rental payments with or without
occupancy.
Fully Serviced Lease. A lease in which the monthly rent includes the cost of certain
types of services, which may include janitorial services, trash collection, utilities,
water and sewer charges, property taxes, and so forth.
General Services Administration Real Estate Exchange (G-REX). An interactive
online portal for agencies to request leasing authority from GSA to acquire General
Purpose or Special Purpose space. It is both a functional tool and a site for current real
property lease-related information.
Green Building Certification System. A third-party evaluation system used by the
Federal Government and the private sector for measuring the sustainability
performance of new and existing buildings.
Green Globes®. A third-party green building certification system that is both a guide
for integrating green design principles and an assessment protocol.
Gross Annual Rent. The annual rent paid to the Lessor including operating costs and
costs of ownership.
Holdover. A tenancy that is created when the tenant continues to occupy the premises
beyond the expiration date of the lease term.
WO AMENDMENT 6409.12-2014-1
EFFECTIVE DATE: 07/08/2014
DURATION: This amendment is effective until superseded or removed.
6409.12_zero_code
Page 13 of 21
FSH 6409.12 - LEASING OFFICERS’ HANDBOOK
ZERO CODE
Infra. An integrated database which includes programs to manage information needs
for individual and grouped assets such as buildings, water and wastewater systems,
roads, bridges, dams, communication systems, recreation sites, administrative sites,
and rangeland management units.
Interagency Agreement. The instrument used when one Federal agency/department is
in a position to provide materials, supplies, equipment, work, or services of any kind
that another Federal agency or department needs to accomplish its mission.
Interagency Security Committee Security Levels (ISC). The physical security criteria
established by the Interagency Security Committee that must be applied to all Federal
facilities.
Leadership in Energy and Environmental Design (LEED). A voluntary performance
standard developed by the U.S. Green building Council (USGBC) for sustainable
building design, operation, and maintenance of buildings.
Lease. A conveyance to a person/entity for the right to exclusive possession of
property for a definite period of time by a Lessor. It may include operational services
provided by the Lessor.
Lease Acquisition Plan Module. The Lease Acquisition Plan module (Lease AP) is a
program within WorkPlan that serves as an acquisition planning tool for RPLOs.
Lease Extension. A time frame beyond the expiration date of a lease to allow for
continued occupancy for the short term, pending long term solution.
Lease Renewal (Option). The right, but not the obligation of the Lessee to continue a
lease upon specified terms and conditions, including lease term and rent.
Lessee. One who possesses the right to use or occupy a property under a lease
agreement.
Lessor. One who conveys the right to use and occupy a property under a lease
agreement.
Lowest Price Technically Acceptable. Source selection approach in which award is
made to the Offeror presenting the lowest priced offer that is technically acceptable
and meets the Government’s minimum requirements.
Market Research. The process of gathering information about the market to identify
ranges of fair and reasonable costs for the type of space desired. It typically involves
consulting commercial databases, real estate brokers, and other sources of expertise. It
may or may not involve directly contacting commercial lessors.
WO AMENDMENT 6409.12-2014-1
EFFECTIVE DATE: 07/08/2014
DURATION: This amendment is effective until superseded or removed.
6409.12_zero_code
Page 14 of 21
FSH 6409.12 - LEASING OFFICERS’ HANDBOOK
ZERO CODE
Market Survey. The process of gathering information about the market and visiting
specific properties to determine whether suitable property is available to satisfy the
space need.
Net Annual Rent. Annual rent less operating costs. The following supplies and
services are considered operating costs that may be subtracted from the gross annual
rent: utilities, janitorial, and property protection. The following ownership cost may
also be subtracted from the gross annual rent: building maintenance/reserves (these
costs are excluded from the Capital Lease Scoring analysis but are not defined as
operating costs). NOTE: Triple net leases exclude operating costs, plus the following
ownership costs: taxes, insurance, and building maintenance/reserves.
Operating Lease. See the definition for a capital lease. If the lease is not a capital
lease, it is considered an operating lease.
Operating Services. Services that support the use of a leased property, such as heating,
ventilation, air conditioning, utilities, and custodial services.
Preliminary Project Analysis. A preliminary step in the facility management process
that documents all viable project alternatives and provides recommendations for
further specific project development action. See FSH 7309.11, chapter 20, section 23
for more details.
Present Value Analysis. A method used to determine the current dollar value of the
entire rent stream.
Price Negotiation Memorandum. A record of negotiation setting forth the principal
elements of the negotiation for inclusion in the lease file.
Real Property Leasing Officer (RPLO). An appointed individual with the authority to
enter into, administer, amend, and terminate real property leasehold contracts in
accordance with Federal acquisition property laws and regulations.
Renewal Option. A unilateral right specified in the lease, by which, at a specified time
or times, the Government may elect to remain in its current location for a specific
period of time at a pre-negotiated rental rate.
Rentable Square Feet (RSF). The space for which the Lessee is charged rent. The
rentable space may include a share of building support/common areas such as elevator
lobbies, building corridors, and floor service areas. Floor service areas typically
include restrooms, janitor rooms, telephone closets, electrical closets, and mechanical
rooms. The rentable space does not include vertical building penetrations and their
enclosing walls, such as stairs, elevator shafts, and vertical ducts.
WO AMENDMENT 6409.12-2014-1
EFFECTIVE DATE: 07/08/2014
DURATION: This amendment is effective until superseded or removed.
6409.12_zero_code
Page 15 of 21
FSH 6409.12 - LEASING OFFICERS’ HANDBOOK
ZERO CODE
Request for Lease Proposals. See Solicitation for Offers.
Restoration. The physical replacement or repair of the premises at the termination of
the Lessee’s occupancy to the same condition existing at the commencement of
occupancy, except for reasonable and ordinary wear and tear and damage by the
elements.
Simplified Lease Acquisition Threshold (SLAT). A dollar value that is less than or
equal to $150,000 average annual rent for the term of the lease, including option
periods and excluding the cost of services paid for by the Government.
Simplified Lease Model. Lease model used when the lease does not exceed the
simplified lease acquisition threshold.
Solicitation for Offers (SFO). A request for negotiated proposals. For lease
acquisitions, this is also commonly referred to as a request for lease proposals. For
leases acquired using GSA’s delegated lease authority, the solicitation for offers is
separated into a request for lease proposal and a lease contract.
Source Selection. The processes and techniques for selecting a source or sources
outlined in GSAM part 570. These include the Lowest Price Technically Acceptable
and the Best Value Trade-off Process.
Source Selection Plan. A written document that outlines the Government’s strategy
for evaluating competitive proposals to enter into a Government lease and identifies
how the best value to the Government will be determined.
Special Use Authorization. A permit, term permit, lease, or easement which allows for
the occupancy, use, rights, or privileges of National Forest System land.
Standard Lease Model. Lease model used when the lease acquisition does not fall
within the parameters of the other lease models. This model is based on the traditional
Tenant Improvement/Solicitation for Offers (TI/SFO) that accommodates the
complexities of Level IV security requirements, extensive tenant alterations, and
prospectus-level leases.
Standstill Agreement. An agreement that preserves the status quo between the Lessor
and the Government.
Streamlined Lease Model. Lease model used when the lease acquisition does not
exceed $500,000 net annual rent and Level I, II, III security requirements.
WO AMENDMENT 6409.12-2014-1
EFFECTIVE DATE: 07/08/2014
DURATION: This amendment is effective until superseded or removed.
6409.12_zero_code
Page 16 of 21
FSH 6409.12 - LEASING OFFICERS’ HANDBOOK
ZERO CODE
Sublease. A lease agreement conveying a part of leased real property to another
person/entity with the Lessee acting as the Sublessor under the terms of the preexisting lease. The Sublessor retains liability for rent payments.
Succeeding Lease. A lease whose effective date immediately follows the expiration
date of an existing lease for space in the same building and will replace the existing
lease.
Succeeding/Superseding Lease Model. Lease model used when space requirements
have not changed, minimal or no tenant improvements are needed, and a stay in place
solution is appropriate.
Superseding Lease. A lease that replaces an existing lease, prior to the scheduled
expiration of the existing lease term.
Supplemental Lease Agreement. A document used to change or modify an existing
lease.
Sustainable building. The creation and responsible management of a healthy built
environment based on resource efficient and ecological principles.
Tenant Improvement (TI). The finishes and fixtures required to take the building from
its “shell” condition to usable space. Some examples of TI include: electrical and
telephone cable distribution from the building core to the workstations, floor
coverings, thermostats, window coverings, supplemental power for special equipment,
structural enhancements to accommodate heavier floor load, increased ceiling heights,
or security systems.
Tenant Improvement Allowance. The dollar amount that can be spent to construct,
alter, or finish the space for the agency’s occupancy.
Turnkey Project. A space acquisition approach used by the Government in which the
Government defines the full requirement in the solicitation for offers, including buildout requirements, and all of the costs are negotiated before award.
Telephone Utility Maintenance System (TUMS). A USDA web application that
enables the Forest Service to make utility payments to utility providers and serves as a
paperless maintenance system for telephone and utility vendors.
Usable Square Feet (USF). This term is used interchangeably with the term
ANSI/BOMA Office Area (ABOA).
WO AMENDMENT 6409.12-2014-1
EFFECTIVE DATE: 07/08/2014
DURATION: This amendment is effective until superseded or removed.
6409.12_zero_code
Page 17 of 21
FSH 6409.12 - LEASING OFFICERS’ HANDBOOK
ZERO CODE
Warrant. A delegation that defines the extent of authority vested in an individual to
enter into, administer, amend, and terminate leasehold interests in real property;
specifically, the signatory authority of an individual to obligate funds and
contractually commit the Forest Service.
WorkPlan. A web-based tool used by the Forest Service Budget staff to plan and track
project status.
06 - ACRONYMS
ABAAS - Architectural Barriers Act Accessibility Standard
ABOA - ANSI/BOMA Office Area
AGPMR - Agriculture Property Management Regulations
ANSI/BOMA - American National Standards Institute/Building Owners and Managers
Association
AQM - Acquisition Management
ASC-B&F - Albuquerque Service Center, Budget & Finance
ASC-WCF - Albuquerque Service Center, Working Capital Fund
ASC - SWAM - Albuquerque Service Center, Service-wide Accounts Maintenance
BOMA - Building Owners and Managers Association
CBA - Central Business Area
CCR - Central Contractor Registration
CFO - Chief Financial Officer
CICA - Competition in Contracting Act
CIO - Chief Information Office
CLPs - Continuous Learning Points
CPAIS - Corporate Property Automated Information System
CPI - Consumer Price Index
WO AMENDMENT 6409.12-2014-1
EFFECTIVE DATE: 07/08/2014
DURATION: This amendment is effective until superseded or removed.
FSH 6409.12 - LEASING OFFICERS’ HANDBOOK
ZERO CODE
DHS - Department of Homeland Security
DOI - Department of Interior
DR - Departmental Regulation
EFT - Electronic Funds Transfer
E.O. - Executive Order
EPLS - Excluded Parties List System
FAR - Federal Acquisition Regulations
FMMI - Financial Management Modernization Initiative
FMP - Facility Master Plan
FMR - Federal Management Regulations
FRPP - Federal Real Property Profile
GAO - Government Accountability Office
G-REX - General Services Administration Real Estate Exchange
GSA - General Services Administration
GSAM - General Services Acquisition Manual
GSAR - General Services Acquisition Regulations
HCA - Head of Contracting Activity
ISC - Interagency Security Committee
IT - Information Technology
LAC - Lease Acquisition Circular
LEED - Leadership in Energy and Environmental Design
MLS - Multiple Listing Services
NEPA - National Environmental Policy Act
6409.12_zero_code
Page 18 of 21
WO AMENDMENT 6409.12-2014-1
EFFECTIVE DATE: 07/08/2014
DURATION: This amendment is effective until superseded or removed.
FSH 6409.12 - LEASING OFFICERS’ HANDBOOK
ZERO CODE
NFC - National Finance Center
OCIO - Office of the Chief Information Officer
OGC - Office of General Counsel
OMB - Office of Management and Budget
OPPM - Office of Procurement and Property Management
PBS - Public Buildings Service
PPA - Preliminary Project Analysis
RHPO - Regional Historic Preservation Officer
RLP - Request for Lease Proposals
RPLO - Real Property Leasing Officer
RSF - Rentable Square Feet
RSL - Realty Services Letter
SF - Square Feet
SFO - Solicitation for Offers
SLA - Supplemental Lease Agreement
SLAT - Simplified Limited Acquisition Threshold
TICS - Tenant Improvement Cost Summary table
TUMS - Telephone Utility Maintenance System
UFAS - Uniform Federal Accessibility Standards
UMA - User Management Account
USDA - United States Department of Agriculture
USF - Useable Square Feet
6409.12_zero_code
Page 19 of 21
WO AMENDMENT 6409.12-2014-1
EFFECTIVE DATE: 07/08/2014
DURATION: This amendment is effective until superseded or removed.
6409.12_zero_code
Page 20 of 21
FSH 6409.12 - LEASING OFFICERS’ HANDBOOK
ZERO CODE
07 - REFERENCES
1. USDA Office of General Counsel (OGC) Letter on Subleasing dated October 14,
2009. This letter rescinds a previous OGC opinion and clarifies that USDA agencies
may not enter into subleases for properties that they have leased using GSA’s
delegated leasing authority. See exhibit 01 for more details.
WO AMENDMENT 6409.12-2014-1
EFFECTIVE DATE: 07/08/2014
DURATION: This amendment is effective until superseded or removed.
FSH 6409.12 - LEASING OFFICERS’ HANDBOOK
ZERO CODE
06 – Exhibit 01
OGC Letter on Subleasing
6409.12_zero_code
Page 21 of 21