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Are overtime utilities severable or nonseverable?
Overtime utilities are severable because a benefit is received each time the overtime utilities are used.
Are overtime utilities recurring or nonrecurring?
Overtime utilities that are separately billed to us or separately metered are nonrecurring as the costs can be specifically identified. Recurring RWAs are used for overtime utilities where the costs cannot be specifically identified and are billed based on the estimate.
What type of RWA should be used for overtime utilities in leased space?
N Types because PBS cannot use recurring RWAs (R Types) for leased space if the lessor provides specific invoices/bills for the above standard services.
What type of RWA should be used for overtime utilities in owned space?
R Type for non separately billed overtime utility services and an N Type for separately metered and/or billed overtime utility services.
How specific does the scope need to be on a severable services RWA?
The description of requirements on a severable service RWA must have enough specificity to award a contract and include:
What do I do if I have a severable service where I cannot provide a level of detail needed to award a contract? Or if the services are “ad-hoc” or “as needed”?
The RWA will need to be an F Type and follow the F Type rules (see RWA Policy). The description of requirements should include the phrase “F Type” to ensure the RWA is set up properly.
How does PBS handle overtime utilities required by a customer who is operating under a Continuing Resolution?
A CR should not prevent a customer from paying for its utilities. If a customer is unable to pay for the entire year of overtime utilities, then we should reduce services to the period of performance to the CR period until the CR ends. The RWA will need to be modified once when the CR ends. Customers should also keep in mind that the flat $500 fee for recurring RWAs (e.g., OUs in GSA owned space) is charged in the first month of billing, regardless of whether the RWA is fully funded or partially funded due to the CR. A user guide for our employees and customers on how to process overtime utility RWAs during a CR can be found at gsa.gov/ereta on the “eRETA Training Materials” page.
Does PBS require a Scope of Work and Cost Estimate to accept an RWA?
Yes. Customers may not send an RWA for acceptance without an approved Summary Cost Estimate, SCE, or Overtime Utility Estimate, OUE, linked to their Work Request.
Who pays for increased costs for projects where PBS drastically underestimated costs?
The customer must always pay cost increases. It is important for the project manager to manage the customer’s expectations, especially utilizing the ranges of accuracy identified on the SCE form.
Where can I go if I have more questions on OUEs?
Please email OFM’s general OUE question mailbox, OUET.help@gsa.gov, should you have any additional questions on OUEs.
When is the Summary Cost Estimate used versus the Overtime Utility Estimating Tool?
The OUET is used for all above-standard services such as:
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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