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NATURE AND PURPOSE

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NATURE AND PURPOSE

    OFFICE OF TREASURY INSPECTOR GENERAL

    FOR TAX ADMINISTRATION

     DATE: December 17, 2001

(600)-80 Real Estate

80.1 Real Estate Standards.

    The standards allow specific amounts and kinds of real estate based on number of staff and functional requirements.

    Only managers will have private offices. Exceptions may be made on a case by case basis, as when space is accepted “as-is,” with existing walled offices.

    All proposed space layouts will be reviewed by a Treasury Inspector General for Tax Administration (TIGTA) Real Estate Analyst and approved by the appropriate Deputy or Assistant Inspector General or his/her designee prior to construction of the space. The Inspector General (IG) is the final arbiter for projects that exceed these standards.

    The maximum average utilization rate for offices of 4 or more employees is 170 square feet per person excluding special use space. Real Estate actions that exceed this will be subject to further review by the TIGTA Investment Review Board.

    Space entitlement for all offices includes 30% circulation space in addition to the total space entitlement.

80.1.1 Office/Cubicle Space Guidelines.

    Audit Director 263 square feet

    Special Agent in Charge 263 square feet

    Deputy Audit Director 210 square feet

    Deputy Special Agent in Charge 210 square feet

    Audit Manager 210 square feet

    Assistant Special Agent in Charge 210 square feet

    Auditor 80 square feet

    Special Agent 80 square feet

    Analyst 80 square feet

    Computer Specialist 80 square feet

    Office Manager/Clerical (GS-8) 80 square feet

    Secretary/Clerical (GS-7) 64 square feet

80.1.2 Special Use Space Guidelines.

     Small Office Medium Office Large Office

    (1-3 persons) (4-8 persons) (9+ persons)

    Operations Manual Chapter 600 1

    OFFICE OF TREASURY INSPECTOR GENERAL

    FOR TAX ADMINISTRATION

     DATE: December 17, 2001

Grand Jury N/A N/A 216 square feet

    Interview Room N/A 120 square feet 120 square feet

    Seized Computer N/A N/A 160 square feet

    Special Use Room 100 square feet 120 square feet 120 square feet

    Tech Equipment N/A 120 square feet 168 square feet

    Office Supply 80 square feet 80 square feet 100 square feet

    Conference Room N/A N/A 288 square feet

    File Room N/A N/A 212 square feet

80.1.3 Information Technology Special Use Space Guidelines.

     Number of Systems Administrators

     1-2 3-4 5+

    Utility/Storage 200 square feet 300 square feet 400 square feet

    Peripherals 64 square feet 64 square feet 64 square feet

    Comp Network/Telecom 144 square feet 144 square feet 144 square feet

    Wiring Closet 78 square feet 78 square feet 78 square feet

    Peripherals will be housed in a 64 square foot workstation to include host computer, printer(s), scanner(s), etc. in office space for all employee use.

    The space allocated for a computer network room includes space for the wiring closet on that floor and should be large enough for most offices. Space requirements for wiring closets, peripheral stations and computer rooms for larger offices will be evaluated in relation to the number of TIGTA employees serviced from those locations.

    The 78 square foot space allocated for wiring closets is for wiring rooms on floors other than where the computer room is housed.

    80.2 Facilities Support. Facilities support includes coordination of building services, telecommunications, recommending or establishing space standards, construction/alteration to TIGTA office space, space acquisition and rent reconciliation. Per the Memorandum of Understanding (MOU) between TIGTA and the Internal Revenue Service (IRS), IRS continues to provide assistance in locations where TIGTA is co-located. TIGTA Real Estate provides oversight, guidance and liaison with IRS. In offices where there is no IRS presence, Real Estate works directly with the General Services Administration (GSA) and the appropriate building management.

    80.3 Building Services. Building services include cleaning, utilities, heating and air conditioning, etc. In locations where there is TIGTA Real Estate staff, all Operations Manual Chapter 600 2

    OFFICE OF TREASURY INSPECTOR GENERAL

    FOR TAX ADMINISTRATION

     DATE: December 17, 2001

    requests for building services should be directed to that staff. In other locations, TIGTA employees are to work directly with the appropriate building management office. If there are issues or problems that cannot be resolved, TIGTA management should contact Real Estate for resolution.

    80.4 Parking. Where specifically noted in the lease or occupancy agreement, and paid for as part of the rent paid to GSA, all parking requirements and issues will be addressed by Real Estate. Parking that is not specific to a lease or occupancy agreement and is not considered paid to GSA, is the responsibility of the functional offices. This type of parking can be acquired through the use of the small purchase card as long as the payment does not exceed $2,500 per month, $30,000 per 12-month period. Such local arrangements must allow for cancellation without penalty. Any questions regarding the acquisition of parking should be referred to Real Estate before the parking is acquired.

80.5 Non-Space Related Activity. The respective offices may purchase

    furniture and non-ADP office needs that are not related to space projects and are $2,500 or less. In some instances these purchases must be entered into the TIGTA Property Management System. Refer to TIGTA Property Manual, Chapter 500, Section 140. Purchase of copiers will remain a centralized

    purchase and must be submitted through Management Services as a Request for Procurement. See Chapter 600, Section 40.7. Purchases of office equipment

    and furniture under $2,500 must be approved in advance by the appropriate Deputy or Assistant Inspector General. Voice telecommunication needs that are not part of a space project should be submitted, through the head of function, to the National Director for Performance and Investment/Chief Financial Officer (CFO).

80.6 Requesting Space Alterations or New Space. Altering or acquiring

    space is a multi-step process. Regardless of whether the request is to reconfigure existing space or acquire new space, all such requests must be submitted through the appropriate Deputy or Assistant Inspector General for approval. After approval, the request will be forwarded to the National Director for Performance and Investment/CFO, along with the name of a contact person.

    This section includes the major steps in a space project from start to finish. It also includes a range of time during which each step is ordinarily completed and the roles and responsibilities of executives, functional managers and the Real Estate Analysts in accomplishing the projects.

    Except when otherwise noted, these steps apply to both acquisition of new space and renovation/expansion of existing space.

    Operations Manual Chapter 600 3

    OFFICE OF TREASURY INSPECTOR GENERAL

    FOR TAX ADMINISTRATION

     DATE: December 17, 2001

80.6.1 Roles and Responsibilities.

    80.6.1.1 TIGTA Executives - The TIGTA functional executive approves the space project and any staffing increases associated with it, prioritizes projects, determines the location boundaries (where the office will be physically located), ensures local functional cooperation, approves floor plans and resolves any disputes concerning design or utilization of space.

80.6.1.2 Functional Managers - The TIGTA functional manager completes the

    request for space and forwards it to the appropriate executive for approval. The functional manager works with the TIGTA Real Estate Analyst to determine office layout, furniture and equipment needs, assignment of staff to specific workstations and offices, and telephone requirements. The functional manager also ensures purging/retiring of files (in accordance with the TIGTA Records Disposition Schedule), attends construction meetings, designates a move coordinator, directs staff to pack and purge files to ensure move readiness, and assures that new office layout, telephone, and data information is provided to the TIGTA Information Technology staff responsible for the space project. The functional manager attends the final walk through and acceptance of space to assure that all needs have been met. The functional manager is on site or designates another staff person to be on site during the physical move to resolve any issues that arise. The functional manager is also responsible for key disbursement and maintenance of key records.

80.6.1.3 TIGTA Real Estate Analysts - Roles and responsibilities follow in the

    steps described below. The analyst will contact GSA twice a week to follow up on each step in the process.

80.6.2 Request for Real Estate Project

    Step 1 - When inquires are received about initiating a space project, the Real Estate Analyst will provide the requestor with a copy of the file below, Real Estate Request Analysis, Exhibit (600)-80.1 and instruct him or her on

    completion and approval requirements.

    The Real Estate Analyst must receive a completed and approved real estate request analysis that includes all pertinent requirements and has approval signatures from all functional executives whose staff will be housed in the space.

The approving official for each function is:

    Office of Audit Deputy Inspector General

    Operations Manual Chapter 600 4

    OFFICE OF TREASURY INSPECTOR GENERAL

    FOR TAX ADMINISTRATION

     DATE: December 17, 2001

Office of Investigations Deputy Inspector General

    Office of Chief Counsel Chief Counsel

    Office of Information Technology Assistant Inspector General, and

    Office of Management Services Assistant Inspector General.

    This approval may be re-designated, but this re-designation must be provided in writing to the National Director for Performance and Investment/CFO.

    The National Director for Performance and Investment/CFO will assign the request to a Real Estate Analyst who will work with the contact person to gather and develop requirements. The Real Estate analyst will also coordinate with (OIT) via Helpdesk ticket, to ensure that data connections and other (IT) requirements are included. These requirements will be used to develop estimated costs associated with the project. The final requirements and associated estimated costs will be submitted to the appropriate functional head for final approval. Once approved, Real Estate will budget for all cost except those relating to OIT support. No project will begin until funds have been identified.

    Once final approval and budget issues have been resolved, the Real Estate Analyst will work with GSA, OIT and any other parties to negotiate leases, prepare floor plans, coordinate telecommunication requirements, furniture needs, etc. The Real Estate Analyst will ensure that the requestor and appropriate functional head are kept informed of the progress of the project, and of any issues that arise during the life of the project. All floor plans and furniture layouts will be approved in writing by the requestor and appropriate functional head before actual construction begins.

    Once a project has received final approval, any changes that are put forth by the requestor or functional head will stop the project. The appropriate functional head must approve the requested changes, in writing. If approved, the project requirements and cost estimates will be revised and funds identified prior to resumption.

    The space request can be completed fairly quickly. The entire process should be completed in one to two weeks, depending on executive availability.

    Step 2 - The Real Estate Analyst uses the approved space request to develop a SF-81 Request for Space and forwards it to GSA for action.

    The Real Estate Analyst should prepare, obtain CFO approval, and forward the SF-81 to GSA within one week of receipt of approved space request. Operations Manual Chapter 600 5

    OFFICE OF TREASURY INSPECTOR GENERAL

    FOR TAX ADMINISTRATION

     DATE: December 17, 2001

    If the request is for space reconfiguration without increasing or decreasing overall space holdings, no SF-81 is required. In that case the Real Estate Analyst provides the scope of work to GSA and prepares an RWA (Reimbursable Work Authorization) for funding as described in Step 10. A RWA is a funding document that an agency provides to GSA so work can be completed and paid for directly by GSA. Depending on the scope of the work, the Office of Information Technology (OIT) may have to be involved. See Step 3.

    The Real Estate Analyst will work directly with either GSA or IRS. Some IRS facilities offices are willing to assist and provide a local presence.

Help Desk Ticket

    Step 3 As soon as the SF-81 is forwarded to GSA, the Real Estate Analyst will send a help desk ticket to OIT alerting them that we are looking for new space and asking for their input to the requirements package to be sent to GSA. The OIT representative will provide IRS/GSA with the TIGTA networking requirements for the project. The OIT representative will be the continuing contact on these requirements with IRS/GSA/vendors for the duration of the project and will develop information necessary to prepare and process a Requisition Tracking System (RTS) requisition for cabling/telecom work. This same information will be provided to GSA if they are subcontracting the work and it will be paid from an RWA.

    The Real Estate Analyst should assure that the OIT representative knows whom to contact in GSA and vice versa if there are technical concerns to be resolved. The analyst should keep the OIT representative apprised of important timeframes during the project (e.g., lease award, build-out start date, construction meetings that the OIT representative should attend, move date, etc.) so IT technical oversight of the project will be continuous.

    The Real Estate Analyst will ask the OIT contact to assure disposal of excess IT equipment according to OIT requirements. The Real Estate Analyst will also notify the TIGTA Personal Property Management Officer via e-mail to ensure enough advance time to follow all procedures required to excess property as a result of the move.

Working with GSA to find Real Estate

Step 4 - If the new office will be located in commercial space, the Real Estate

    Analyst will follow up with GSA on a regular basis (at least twice a week) to Operations Manual Chapter 600 6

    OFFICE OF TREASURY INSPECTOR GENERAL

    FOR TAX ADMINISTRATION

     DATE: December 17, 2001

    ensure timely initiation of a Solicitation for Offers and selection of lessor. The analyst will carefully review the solicitation to ensure all TIGTA requirements, including physical security requirements, are accurately stated and included.

    The Real Estate Analyst should meet with functional managers to determine telephone requirements. The analyst will then ask GSA or IRS for assistance in obtaining bids from two or three vendors. The analyst should obtain funding approval from the CFO and forward to TIGTA acquisitions the information necessary to place the order. These orders are often time consuming to complete and the analyst should obtain and forward this information as early in the process as possible.

Solicitation for Offers

    If the new office will be located in a federal building, the Solicitation for Offers is not necessary and GSA should be able to identify available space within 2-3 weeks after receipt of the SF-81.

    GSA should issue the Solicitation for Offers for commercial space within three to four weeks from receipt of SF-81. The solicitation process can take from 8 to 12 weeks to complete. Potential lessors are asked to respond fairly quickly to the initial solicitation, but are allowed several weeks to submit their proposal and at least two more weeks to submit a best and final offer.

    GSA conducts a market survey that the Real Estate Analyst and functional representatives should attend. Potential sites are reviewed for acceptability. Then GSA compares the proposals and selects the property we will occupy.

Occupancy Agreement/New Address

    Step 5 - The Real Estate Analyst should receive and review the Occupancy Agreement (OA) for the new office space. Then the analyst will forward the OA to the CFO for signature approval.

    As soon as the OA is signed, the Real Estate Analyst should determine if there is an IRS mailroom in the building and coordinate with the IRS to ensure TIGTA will have mail service when we move in.

    If there is no IRS presence in the building, the Real Estate Analyst will contact Administrative Services in the Office of Management Services (OMS). The OMS analyst will work with the IRS to establish a postal account and initiate a request Operations Manual Chapter 600 7

    OFFICE OF TREASURY INSPECTOR GENERAL

    FOR TAX ADMINISTRATION

     DATE: December 17, 2001

    through the TIGTA acquisitions staff to procure a mail/postage meter so they can meter their own mail.

    The Real Estate Analyst will also assure that the express mail account in the old building is cancelled and a new account established at the new address by contacting Administrative Services in OMS. The Real Estate Analyst will provide the OMS analyst with the address, contact name and telephone number for the new express mail account. The OMS analyst will work with the IRS to establish the account for the new location.

    The Real Estate Analyst will contact the TIGTA Personal Property Management Officer to provide the building mailing address, the GSA property ID, the floor and room number of the space occupied, the personal property to be located there, and the identity of the employees who will occupy the new space. Personnel will also be provided the list of employees moving to the new location at this time to assure enough lead time to process necessary personnel actions that could affect locality pay, state and local taxes, etc.

    GSA should provide the OA within two to three weeks after selection of the new office space.

    Step 6 - The Real Estate Analyst will provide the designated OIT representative with the new office address (especially important in commercial space for T-1 line installation purposes). Remind the OIT rep that he/she is responsible for procuring any necessary network equipment (e.g., hubs, routers, network cabinets, etc.). Ask the OIT representative to provide the necessary information to TIGTA acquisitions as soon as the need is identified and follow up to assure that the RTS requisition is completed timely.

Floor Plans

    Step 7 - The Real Estate Analyst will work with GSA/IRS to develop floor plans for the new space. The on-site managers from all affected functions will have input into the plan, as well as the OIT representative assigned to the project. The proposed plan will be sent to the national office for functional executive approvals.

    It can take three to four weeks to develop a floor plan that all occupants agree meets their requirements. The space analyst depends on GSA/IRS to draw the plans after input from TIGTA management. Sometimes several revisions are necessary before all requirements are included.

Operations Manual Chapter 600 8

    OFFICE OF TREASURY INSPECTOR GENERAL

    FOR TAX ADMINISTRATION

     DATE: December 17, 2001

    The final floor plan approval process can take several weeks due to time necessary to resolve issues between functions and executive availability.

    Step 8 - IT should be provided a final plan as soon as it is approved so the OIT representative can finalize requirements and complete information necessary to procure necessary equipment, cabling, etc.

    GSA should also receive a final plan as soon as it is approved. GSA provides the plan and voice/data/network/security requirements to interested contractors so they can provide bids for the job.

    Contractors are allowed several weeks to complete their bids. There is often paperwork flowing back and forth between GSA and the contractors before final offers are complete. When all necessary paperwork is received and evaluated by GSA, a contractor is selected.

    This process can take three to five weeks to complete. There are often several revisions of offers before final offers are completed.

Equipment/Furniture Requirements

    Step 9 - Once the approved plans are in hand, the Real Estate Analyst works with the on-site TIGTA managers to determine equipment/furniture needs. This includes the need for additional fax or copy machines.

    The Real Estate Analyst provides the needs to GSA for cost inclusion in the RWA if that is how the project will be handled. If not, the analyst will obtain national office funding approval and forward the information necessary to prepare RTS requisitions to TIGTA acquisitions for processing to assure that necessary equipment/furniture is procured timely and added into the property inventory system.

    This process can take two to four weeks because needs have to be determined, vendors selected after receiving bids from at least two, and information provided to GSA or input into RTS for procurement action.

    Step 10 - GSA provides the Real Estate Analyst with the project costs submitted by the selected contractor. The analyst reviews these costs and questions any that seem unnecessary or extravagant. When the analyst determines that costs are appropriate and reasonable, the analyst initiates a RWA to include all costs (including space alterations, equipment, GSA fees, etc.) and enters RWA into RTS after approval by the TIGTA CFO.

    Operations Manual Chapter 600 9

    OFFICE OF TREASURY INSPECTOR GENERAL

    FOR TAX ADMINISTRATION

     DATE: December 17, 2001

    If certain other services (moving services, surplusing of excess equipment, etc.) will be paid directly by TIGTA to appropriate vendors, the analyst will ask GSA /IRS for suggested vendors, obtain two or three cost estimates, and obtain funding approval from the CFO. After receiving funding approval, the analyst will forward to TIGTA acquisitions the information necessary to purchase items that must be included in the TIGTA property inventory system. Otherwise the analyst will prepare the RTS or credit card purchase, ensuring that property to be entered into the TIGTA Property Management System is reported to the Personal Property Management Officer.

    The analyst will enter the RWA into RTS within three days of receipt from GSA. If there are questions concerning charges, this process could take up to a week of longer, depending on GSA response time.

Physical Move

    Step 11 - If GSA is handling the physical move by subcontracting movers, the analyst should meet with them as often as possible (some of this coordination can be done telephonically or via e-mail) to assure that they are handling everything involved with the move.

    If GSA is not handling the physical move, the Real Estate Analyst will ask GSA to recommend a moving company with which they have worked successfully in the past. The analyst will ask for references and call previous clients to assure movers have a good reputation.

    The Real Estate Analyst will also ensure that the Audit and or Investigative staff ship TIGTA files to the Federal Record Center, if appropriate.

    Step 12 - The Real Estate Analyst will obtain a construction build out schedule from GSA. This should also be provided to the OIT representative and to designated functional representatives, as well as any changes/updates. For projects involving construction of more than a wall or two, the Real Estate Analyst and the OIT representative should attend construction meetings at critical points in the process to assure that the walls are where they are supposed to be and that the TIGTA security and network requirements are properly included.

    There is frequently a several week delay between acceptance of contractor bid by GSA and start of the actual work. The build out can take from 4 to 8 weeks depending on the size of the project.

Operations Manual Chapter 600 10

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