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The space intake portal is how agencies submit their space requirements for new or to replace existing occupancies. The portal is designed to capture the initial information about your project. Requirements are not static - we understand that agency needs evolve. Information submitted to the portal will facilitate a more collaborative and flexible approach to fulfilling your mission needs. The portal is scalable and intended to handle space requests of all sizes, including shared space requests for a small amount of personnel.
The portal is available to authorized personnel of any federal agency/portal users will be verified before any space requests can be submitted.
If you need new or expanded space - To submit a request for new space that is not currently located in our real estate inventory, i.e., a new office location, returning delegation, or an expansion of an existing space in our real estate inventory, you must first complete a new requirement request form with the following information:
Once submitted, we will review your request and send you a personalized link to our space intake portal where you will submit your strategic requirements. New requirement requests received by the 3rd week of the month will receive a unique link to the portal the first week of the following month.
You will be asked a series of questions and will have the ability to upload documentation as needed, including SF-81s, Program of Requirements, and other supplemental information for your project needs. No special access is needed other than the link you receive. After you receive your link to the portal and are ready to prepare your submission, use the table below to gather the information required.
| Requirement | Description |
|---|---|
| Agency Point of Contact | Name, email, and phone number of the person GSA will work with to finalize the space requirement. |
| Authorized Space Requester | Name, title, email, and phone number of the person who is authorized to request space on behalf of the agency. This may be the same as the agency point of contact. |
| Agency Bureau Information | How many agency bureaus are part of the requirement and identify the Agency and Bureau names. |
| Location | State, market, or city in which your requirements needs to be located. When federal agencies don’t have a legislative mandate to be in a specific city, targeting a Core Based Statistical Area or CBSA, or market rather than a single city location can provide access to a wider range of cost-effective office options that still meet the needs of federal agencies. |
| Duration of space need | Choose the option that best captures the amount of time your agency will require the space. |
| Mission/operational need statement | Provide a description of the high-level operation or mission at this specific location, including agency office components to be housed, e.g., field office operations for the Western District. |
| Number of assigned staff | Anticipated number of employees and full-time contractors reporting to the location. |
| Projected Average Daily Occupancy | Executive Branch agencies only: Average daily occupancy defined as the average number of employees and full-time contractors actually performing duties in person in a public building or federally-leased space at least 40 hours per week over a 2-month period. |
| Office/Office Support | Total usable square footage required for office and office support spaces. |
| Special Space | Type(s) of special space required and associated usable square footage, if applicable. |
| Warehouse space | Total warehouse square footage required, if applicable. |
| Antenna | Total antenna required, if applicable. |
| Parking | Total official parking space(s) required, structural and/or surface, if applicable, and additional information as needed. |
| Private Offices | Indicate if private/enclosed offices are required, how many, and the reason for the need, e.g., confidentiality, design standards, union agreement. |
| Adjacency Requirement | Indicate if your mission requires or prohibits being adjacent to a specific agency/entity and provide additional details. |
| Shared Space Restrictions | Indicate if space sharing is prohibited and you are not able to share your space with another agency or entity and provide additional details. |
| Contiguous space requirement | Indicate if breaking up the requirement into multiple blocks of space is prohibited and provide additional details, including if portions of the requirement could be housed separately. |
| Floor level requirements/restrictions | Indicate if you have floor level restrictions and provide additional information on the restriction. For example, can’t be located on the first floor, and provide additional details. |
| Setback or site fencing requirements | Indicate if there are setback or site fencing requirements and provide additional details. |
| Unique or specific floor plate/column spacing | Indicate if there are unique or specific floor plate/column spacing requirements and provide additional details. |
| Freight or other special elevator access | Indicate if freight or other special elevator access is required for the operations of your space and provide additional details. |
| Carport | Indicate a carport is required, e.g., a car shelter with open sides that is usually attached to the side of a building, and provide additional details. |
| Wareyard or exterior covered storage | Indicate if wareyard is required and provide additional details. Wareyard is open, often fenced, outdoor area primarily used for storing equipment, containers, trailers, or bulk goods that are typically oversized or weather-resistant. Wareyards are essential for facilitating the smooth flow of inbound and outbound shipments and for temporarily storing freight awaiting processing. |
| Large size vehicle capacity | Indicate if oversized vehicle parking requirements, i.e., buses, trailers, etc. and requirements - turning radius, height restrictions and provide additional details. |
| Loading dock access | Indicate if a loading dock is required for ongoing operational purposes and provide additional details. |
| Facility security | Provide the required facility security level, if known, and provide additional details. |
| Unique security requirements | Indicate if there are unique security requirements in the space and provide additional details. |
| High risk use operation | Indicate if the occupancy has a high risk use operation and any available details, i.e., high risk laboratory, explosive materials storage, firing ranges, etc. High risk operation is defined as routine procedures, activities, and tasks that make up a federal agency’s operation, and by their nature, are intrinsically high risk. See the full directive on what is not considered high risk. |
| Backup generator | Indicate if a backup generator is required and any available details on use/size and provide additional details. |
| Server Room/other type of room with 24/7 operation | Indicate if you require a room with a 24/7 operations, inclusive of HVAC, electrical, plumbin, and provide additional details. |
| Building operations | Indicate if the operational requirement is for above standard operation and provide additional details. Standard operation is 5 days a week for 10 hours a day or 50 hours per week. |
| Work Patterns | Executive Branch agencies only: Provide information on work time spend at a desk and general type of work being done. This information will help GSA develop a space program based on your input. This space program is built upon recommended ratios for meeting rooms and support spaces, and factors in occupancy levels to optimize administrative office space in compliance with WRDA/USE IT and OMB M-25-25. |
After you submit your requirements through the Space Intake Portal, we’ll use that information to create a Client Project Agreement or CPA. The CPA is a document that we create together to define what you need for your space project.
Specifically, the CPA will:
The CPA is a formal agreement that shows all parties agree on what your agency requires in terms of space. When you sign the CPA, you’re saying that the information in it is correct and represents what you need for the project.
Important: The CPA might have some financial information, but signing it doesn’t mean you’re committing to spend money on the project. It’s just a rough estimate based on what we know so far. Like other project agreements, all the rules about our Rent Space Pricing Policy still apply.
Note: Once your requirements move into execution and procurement phases, GSA’s Project Delivery and Leasing teams will seamlessly incorporate any necessary updates to the project, ensuring your evolving needs are continuously and professionally addressed.
Some activities are not handled through this portal:
If we have already agreed that you’ll stay in your current space, you don’t need to use the portal. Stay in place strategies will be discussed during ongoing portfolio planning conversations.
For technical assistance, contact: PBSSpaceintake@gsa.gov.
If you have questions about your submission, reach out to the Client Strategy Customer Lead assigned to your project.
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Rates for Alaska, Hawaii, and U.S. territories and possessions are set by the Department of Defense.
Rates for foreign countries are set by the Department of State.
Rates are available between 10/1/2023 and 09/30/2026.
The End Date of your trip can not occur before the Start Date.
Traveler reimbursement is based on the location of the work activities and not the accommodations, unless lodging is not available at the work activity, then the agency may authorize the rate where lodging is obtained.
Unless otherwise specified, the per diem locality is defined as "all locations within, or entirely surrounded by, the corporate limits of the key city, including independent entities located within those boundaries."
Per diem localities with county definitions shall include"all locations within, or entirely surrounded by, the corporate limits of the key city as well as the boundaries of the listed counties, including independent entities located within the boundaries of the key city and the listed counties (unless otherwise listed separately)."
When a military installation or Government - related facility(whether or not specifically named) is located partially within more than one city or county boundary, the applicable per diem rate for the entire installation or facility is the higher of the rates which apply to the cities and / or counties, even though part(s) of such activities may be located outside the defined per diem locality.
U.S. General Services Administration