Step 1: Confirm Readiness
Purpose
The Regional Offices establish the appropriate process for each project, based on the project requirements, expected time needed for site selection, availability and expertise of Regional staff, and other factors. (See Exhibit 1.1: Capital Program Delivery Process.)
The purpose of the readiness review is to assess when to begin the formal and informal site selection activities, to determine whether there are any significant changes in the assumptions of the Feasibility Study and Site and Design Prospectus, and to identify any emerging issues and information that can impact site selection.
A readiness review can identify changes in GSA regulations and programs, local market and real estate development conditions, the mission or operations of the customer agency, or the current availability of sites since the completion of the Feasibility Study. Identifying changes early on allows the Team Leader to plan and manage the schedule, budget, and team resources appropriately.
Recommended Activities
Review Feasibility Study and Other Documents
Review the Site and Design Prospectus, Feasibility Study, and Project Management Plan to identify new and unchanged conditions for the project.
Confirm Status of Project Approvals and Funding
Confirm approvals, funding, and schedule for GSA and the customer agency.
Duration
This task typically takes two (2) weeks.
Review Feasibility Study and Other Documents
The Feasibility Study (with the Project Management Plan, when available) comprises the business proposal for the project. As part of the capital delivery program, it establishes the design and site acquisition budgets that GSA proposes to Congress. The Feasibility Study reflects all relevant input documents and related information that define the customer agency’s operation and facility needs. The study identifies the basic requirements of the project, defines viable alternatives, analyzes the alternatives, evaluates delivery methods, and recommends the preferred solution while taking into account portfolio and facility needs, GSA and customer agency parameters, and financial and technical constraints.
The Team Leader should review the Site and Design Prospectus, the Feasibility Study, and related documents to assess their validity to provide ongoing support for site selection. Identify any topics or assumptions that may need to be modified because of recent changes in the customer agency, local community, or economic conditions. The review also should consider recently enacted changes to GSA programs, initiatives, and federal regulations to identify conditions and factors that have emerged since completion of the Feasibility Study and ensure that such conditions and factors are addressed in the site selection process.
The Team Leader should confirm key project criteria:
• Project requirements;
• Site cost assumptions;
• Relocation cost assumptions;
• Project approvals and funding; and
• Project schedule.
Identify changes to the project conditions, assumptions, and priorities by reviewing the following:
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Recommended Activities
1. Review previously prepared documents and studies and assess the validity and
usefulness of this information.
- Review Feasibility Study to determine any changes to project requirements for the building, parking, and site location; budget and financial analysis; market conditions and development costs; neighborhood and community conditions.
- Review input documents used to establish the basis for the Feasibility Study.
See Exhibit 1.2 for a list of typical input documents. - Revalidate the “preferred alternative” identified in the Feasibility Study. If the scope and/or the cost varies significantly from the Feasibility Study’s preferred alternative, then the financial analysis should be reverified as still being the
best and preferred solution, using the PBS financial tools. Determine whether the preferred alternative includes donated or purchased sites. Consider how advertising for sites can support the evaluation process. - Review the impact of the project on Regional performance measurements,
targets, and strategic goals. - Determine whether the delineated area has been formally or informally established. Determine whether the Site and Design Prospectus defined a delineated area.
2. Review GSA programs at the Regional and national levels.
- Identify new GSA policies, directives, or programs.
- Review any new Executive Orders and federal regulations.
3. Update customer agency requirements.
Review program goals and special requirements in light of current agency needs, personnel projections, and operation.
4. Update community stakeholders, local officials, and congressional delegations on project status.
Identify and plan to meet with stakeholders to discuss project scope and schedule.
5. Review local real estate conditions.
- Discuss local market and development conditions. If the Feasibility Study describes a delineated area, then review the neighborhood and market conditions.
- Discuss any sites (as represented by state and local planning officials or others) that could be donated to the government, are a part of a redevelopment area, and/or could be acquired at a substantial discount or through exchange.
6. Identify items that may impact the scope, schedule and critical path, and team composition, especially long-lead-time items such as NEPA studies and public meetings, NHPA studies, and meetings to build community support.
Outcomes
- Updated project requirements, program goals, and special requirements
- Renewed contact with customer agency and updated input
- Renewed contact with stakeholders and local officials and receipt of their updated input
Duration
This task typically takes one (1) week. Factors impacting duration:
- Time elapsed since Feasibility Study completion
- Team Leader’s familiarity with project
- Change in team members and representatives from GSA, customer agency, local officials, and stakeholders.
References
“NEPA Activities in Site Selection”; “Appendix A: Glossary”, “Appendix B: Major Federal Laws, Executive Orders, Regulations, and GSA Directives”; “Appendix E: Professional Organizations and Resources for Site Selection”U.S. General Services Administration, Office of Real Property, March 2001, Facility Standards for the Public Buildings Service; U.S. General Services Administration, Office of Governmentwide Policy, Office of Real Property, April 1998, General Reference Guide for Real Property Policy
| Input Documents1 | Federal Construction | Lease Construction |
|---|---|---|
| Studies/Surveys |  |
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| Accessibility Survey | |
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| Agency Requirements/Requests or Judge/Courtroom and “any Court” Analysis (Courthouse only) |
|
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| Appraisals | |
|
| Asset Business Plan | |
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| Construction Cost Estimate | |
|
| Cultural Resource Study | |
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| Environmental Studies2 | |
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| Fire/Safety Study | |
|
| Floodplain Analysis | |
|
| Hazardous Materials Survey | |
|
| Housing Plans | |
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| Market Analysis | |
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| Master Plan | |
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| Occupancy Agreements | |
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| Parking Study Supplemental Data Sheet | |
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| Site/Geotechnical Studies | |
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| Threat/Risk Assessment | |
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| Wetland Determination | |
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| Site Plan | |
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| Cost Form 3596 | |
|
| Note: 1. Not all documents are developed for every project. 2. Studies may include CERCLA, NEPA, and others. |
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| The Office of the Chief Architect issues the Site Directive after the President’s Budget is signed and submitted to Congress. The design award and real estate purchase contract(s) are contingent upon project authorization and funding appropriation by Congress and necessary for the acquisition and purchase of the site. The Allowance Document transfers the appropriated funds to the Region. |
Confirm Status of Project Approvals and Funding
After the Site and Design Prospectus is prepared and enters the review and approval cycle, each Region decides when to begin preliminary site investigations. The timing reflects preferences of the Regional Office, the complexity of the project requirements, and potential acquisition strategies. In the past, some Regions waited until the Site Directive or Allowance Document was issued to begin site selection. This is not recommended because it can create a significant delay in the provision of the facility.
Until specific site acquisition funds (BA51) are authorized and appropriated by Congress, the Regions should plan for and provide planning funds (BA61) from the Regional budget. The availability and the amount of funding should be reviewed at this time. Check the Site and Design Prospectus budget and the source of funding for preliminary site investigations.
Recommended Activities
Review the Site and Design Prospectus for the amount of funding requested. Verify progress of the site and design authorization and appropriation and identify the date for the release of funds for design and site acquisition.
Confirm the availability of funds to carry out preliminary site investigation activities, especially those activities that may precede receipt of the Allowance Document. Preliminary site selection funds may be available from the Region’s Budget Activity 61 (BA61) funds or through an RWA from the customer agency. Common site selection expenses may include travel and contractors. Step 2 (Develop the Work Plan) of the Guide provides more information about identifying contractors for the project.
Outcome
Confirmation of amount and type of funding for site selection
Duration
This task typically takes one (1) week.
