How to plan for your portfolio space needs

Together, we’ll prioritize projects that make the biggest difference for both your agency and the federal government. This approach is designed to create a more efficient and strategic process for federal real estate requirements.

Our process ensures everyone is aligned on deadlines, terminology, and responsibilities as we address your customer agency space needs.   Following this process is important for both PBS and you because we want to:

• Decrease spending
• Decrease space
• Use space more efficiently as required by the USE IT Act

Every GSA space project goes through five main steps: identification, initiation, planning, execution, and closeout. As you move through these steps, we build on the needs you told us about at the beginning, turning your requirements into the best possible space plan for your agency.   

1. Identification: We look at your current space and work with you to find ways to use it better and save money. This phase begins when you submit your requirements in the PBS Space Intake Portal. Once the project parameters and space strategy are agreed upon, they are finalized in a Client Project Agreement, or CPA.
2. Initiation: A project manager is assigned, and they work with you to refine details about what you need.
3. Planning: Your agency’s requirements are finalized, then we’ll develop a schedule and budget, and provide it to you to obtain funding commitment.                                                                                                                                        
4. Execution: Final requirements packages are determined, a lease request or Request for Proposal is issued, your agency approves the OA and funding prior to contract award, and the project is awarded.
5. Closeout: Final inspections are conducted, punch list items are completed, the OA is finalized to begin rent payments, and GSA Facilities Management administers the occupancy.

1. Strategic requirements
   These requirements represent high level information that establishes basic project parameters. This information includes existing occupancy information, total square feet, approximate headcount, location, use of space, parking, and utilization rate for the follow on project. Identifying strategic requirements on time is critical to a project’s overall success.
2. Technical requirements
   These requirements are developed by refining the strategic requirements into specific details needed to deliver the project. This includes things like any special requirements your agency has, security needs, and basic layout plans. The project manager goes over these details with you at the beginning of the project. This is the final step before we can ask for lease proposals or start construction. These details will inform the project management plan.

Important: We’ll share the initial timeline, costs, and space agreement with you before we award the lease.

• PBS customer services and resources
• Occupancy and utilization reporting guidelines
• Client enrichment series - Virtual training