customer workshop 2012 reimbursable work authorizations (rwas) 77 forsyth street, sw suite 110...

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


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


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


GSA RWA Form 2957

• Page 1:Customer Only


Region 4 RWA Mailbox

• [email protected]

• Centralization of RWA transmittals

• Primary Point of contact for Region 4 RWA information



• 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



• 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



• 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


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



• PBS Cost Estimate Standard Types



• 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



• 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



• 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



• 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



• 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


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


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


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


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



• Customer Tools

• RWA Customer Portal: www.gsa.gov/rwa


http://www.gsa.gov/rwa

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



• eRETA Update– One-year anniversary April 2012

– Nearly 1,000 active users or user requests in process

– Representing over 30 customer agencies



• Federal Customer Guide to RWAs



• Customer Tools

• Bill View & RWA Search:


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


Phase 4: Billing

• RWA Bill


Phase 4: Billing

• New RWA Bill


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


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


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


RWA Customer Letter Templates36


Questions?


customer workshop 2012 reimbursable work authorizations (rwas) 77 forsyth street, sw suite 110...

Documents

gsa customers

rwa information

rwa definitionagreement

formal agreement gsa

signed rwa forms

standard service costs

customer agency

gsas costs