Customer Workshop 2012
Reimbursable Work Authorizations (RWAs)
77 Forsyth Street, SWSuite 110Atlanta, GA 30303404.331.3584www.gsa.gov
March 2012
2GSA Public Buildings Service
When Do GSA Customers Use RWAs?
• Alterations to existing space
• Above Tenant Improvement costs
• Above standard services (i.e. overtime utilities)
What is an RWA?
• RWA Definition• Agreement between GSA and customer whereby
PBS agrees to provide goods and services and the customer agency agrees to reimburse GSA’s costs
• Provides written documentation of a formal agreement (GSA Form 2957)
• Identifies specific needs of agency and establishes financial arrangements
3GSA Public Buildings Service
Types of RWAs
• Recurring:
• When above-standard service costs cannot be readily separated from standard operating costs
• Overtime utilities where service is not separately metered/billed
• One fiscal year limit
• R-types
• Non-recurring:
• When above-standard service costs can be specifically identified
• Overtime utilities where service is separately metered/billed
• Alterations
• Consulting or Estimating
• A, B, E, F or N types
4GSA Public Buildings Service
GSA Policies & Guidelines
• GSA RWA Form 2957• Need the Agency’s and GSA’s Funds Certifying Official
signature• RWA File Requirements:• All Signed RWA forms (including amendments)• All correspondence between the GSA & the customer• Copies of the cost estimate• Certified amount on the RWA form must match the cost
estimate• RETA allows users to create or generate and then retain an
electronic copy of these documents
5GSA Public Buildings Service
GSA RWA Form 2957
• Page 1:Customer Only
6GSA Public Buildings Service
Region 4 RWA Mailbox
• Centralization of RWA transmittals
• Primary Point of contact for Region 4 RWA information
7GSA Public Buildings Service
GSA Policies & Guidelines
• Needed for Acceptance of RWA
• Scope of Work is well developed
• Cost Estimate is reasonable
• Bona Fide Need is established by customer
• Agency Fund Certifying Official is knowledgeable about funding authority
8GSA Public Buildings Service
GSA Policies & Guidelines
• RWA Amendments
• Amendments are routinely accepted from agencies• Changes in scope must meet 3 requirements:• Funds are legally available for new purpose• Bona Fide Need exists• The appropriation has not lapsed for obligational
authority• Agencies amend RWAs to increase or decrease
RWA amount
9GSA Public Buildings Service
GSA Policies & Guidelines
• Year-End Internal Controls
• Non-recurring RWA end of fiscal year acceptance “cut-off” date is established by GSA’s Office of the Chief Acquisition Officer via an annual acquisition letter
• RWAs submitted after the acceptance “cut-off” date risk automatic rejection by GSA
10GSA Public Buildings Service
Phase 1Phase 1 Phase 2Phase 2 Phase 3Phase 3 Phase 4Phase 4 Phase 5Phase 5
Cost EstimateCost Estimate ProcessingProcessingManagingand Tools
Managingand Tools
BillingBilling Closeout &
Completion
Closeout & Completion
RWA Phases
Phase 1: Cost Estimate
• RWA– Agency representative contacts GSA employee with a bona
fide need– Work together to develop requirements– Cost Estimate
• Use similar historic project scope & costs• Known scope quantities
• Direct and Indirect (fee) costs• GSA Associate will provide complete estimate
12GSA Public Buildings Service
Phase 1: Cost Estimate
• PBS Cost Estimate Standard Types
13GSA Public Buildings Service
Phase 1: Cost Estimate
• Description of Requested Work– At a minimum, a Statement of Objectives– Type of Work:
• Describe actual work to be performed• List location(s) of work • Sufficient to quantify a cost estimate• Not open-ended or vague
• Amount or Magnitude of Work:• Square footage• # of hours sufficient to funding amount, if known
14GSA Public Buildings Service
Phase 1: Cost Estimate
• Fees: Recurring RWAs
– Incur a flat overhead fee of $100.00 per RWA
– This is due to the minimal amount of administrative costs associated with the recurring process, based on the automatic billing routine
15GSA Public Buildings Service
Phase 1: Cost Estimate
• Fees: Project Management (4%)
– Covers:
• PBS Associates’ (or contact employees hired by PBS) for oversight of Tenant Improvement work
• Applies to Space Programming, Design, and Construction Costs
• Recaptures business line (regional and field office) overhead
– Fee does not apply to:
• Personal property costs such as Furniture, Equipment, Supplies
• PBS Labor Costs billed directly to the RWA
16GSA Public Buildings Service
Phase 1: Cost Estimate
• Fees: GSA’s Sliding Scale
– Recoups indirect general and administrative overhead
– Overhead Fee is based on actual expenses
– The scale is capped @ $30,000 RWA cumulative dollar amount
17GSA Public Buildings Service
Phase 1: Cost Estimate
• Estimated Cost Typical Non Recurring RWA: Construction Costs &
Contingencies
• + Architecture/Engineering (A/E) Costs• + Construction Management (CM) Costs• + PBS Direct Labor Costs (if applicable)• + PBS Direct Travel Costs (if applicable)• + 4% Project Management (PM) Fee• + RWA Overhead Fee (sliding scale)• = Total Amount of RWA
18GSA Public Buildings Service
Phase 2: Processing
• Request: Agency Submits RWA
– RWA must be submitted with signature by the Agency’s Funds Certifying Official confirming:
• Funds are legally available• There is a bona fide need• All unique funding and procurement requirements of the Requiring Agency have been
disclosed• All Requiring Agency internal reviews have been completed
– RWA may be submitted via email attachment (preferred), mail, fax
19GSA Public Buildings Service
Phase 2: Processing
• Receipt of RWA– GSA acknowledges receipt of RWA
– GSA Project Manager assigned
– GSA processes RWA• Assigns RWA number
• Fills out remaining blocks on RWA
20GSA Public Buildings Service
Phase 2: Processing
• Acceptance of RWA– GSA Funds Certifier officially accepts RWA by
signing RWA
– RWA is entered into the RWA Entry & Tracking Application (RETA) by local office
21GSA Public Buildings Service
Example: Single-Year Appropriation
Phase 2: Processing
One-year or Annual appropriation: An appropriation that is available for obligation only during a specific fiscal year. This is the most common type of appropriation. It is also known as a “fiscal year” or “annual” appropriation. (RETA FAQs #37)*
Customer appropriations are to be executed within the life of the appropriation (in this instance 1 year) for obligation & five years for expensing, at which time the appropriation is cancelled. (RWA National Policy Document Sec 3.2.2)
Year 1
Period Of Contract Performance(Liquidation Period)
FY2012
Period Of Funding Appropriation
Availability
FY2018FY2013 FY2014 FY2015 FY2016 FY2017
Year 2 Year 3 Year 4 Year 5 Year 6Appropriation
Year
As of 9/30/2012 period of funding appropriation expires for new obligations
As of 9/30/2017 Appropriation is
cancelled by congress
GSA Accepts RWA 1/15/2012
Phase 3: Managing and Tools
• Project Lifecycle– Review project objectives
– Confirm scope, schedule, and budget
– Discuss alternatives
– GSA / Agency agreement
– Deliver service
– Close out RWA
23GSA Public Buildings Service
Phase 3: Managing and Tools
• Customer Tools
• RWA Customer Portal: www.gsa.gov/rwa
24GSA Public Buildings Service
Phase 3: Managing and Tools25
GSA Public Buildings Service
eRETA – What is it?•eRETA stands for External RWA Entry and Tracking Application •A customer-facing application where real-time RWA information and documentation is available to customers •Replaces the "RWA Search" Website •Roll-out Spring 2011
Phase 3: Managing and Tools26
GSA Public Buildings Service
Phase 3: Managing and Tools
• eRETA Update– One-year anniversary April 2012
– Nearly 1,000 active users or user requests in process
– Representing over 30 customer agencies
27GSA Public Buildings Service
Phase 3: Managing and Tools
• Federal Customer Guide to RWAs
28GSA Public Buildings Service
Phase 3: Managing and Tools
• Customer Tools
• Bill View & RWA Search:
29GSA Public Buildings Service
Phase 4: Billing
• RWA Billing– What triggers a Bill?
• Inspection or Receiving Report– 4% Project Management Fee automatically applied on top of “eligible”
expenses
– Overhead automatically applied to all expenses
– Billing Term is identified on GSA Form 2957• Block 9B
30GSA Public Buildings Service
Phase 4: Billing
• RWA Bill
31GSA Public Buildings Service
Phase 4: Billing
• New RWA Bill
32GSA Public Buildings Service
Phase 5: Closeout
• RWA Closeout– Residual funds with GSA is still an obligation
on Agencies’ books
– RWAs should be closed after work has been physically completed and inspected by the customer
33GSA Public Buildings Service
Phase 5: Closeout
• RWA Closeout Glossary– Substantial/Physical Completion: Work is complete– Contractual Completion: Contract closed– Financial Completion: All costs have been billed and all
invoices have been paid. RWA Close-out notice submitted to agency; agency may deobligate remaining funds
– Residual/Excess Funds: Balance remaining on RWA at completion of scope
34GSA Public Buildings Service
Phase 5: Closeout
• RWA Cancellations– Customer Agency may cancel an RWA anytime before
charges are incurred by PBS against an RWA • Customer must submit an Amendment to cancel the RWA
– If GSA has incurred costs, GSA will bill the Customer• Any remaining funds may be de-obligated by the customer
35GSA Public Buildings Service
RWA Customer Letter Templates36
GSA Public Buildings Service
Questions?
37GSA Public Buildings Service