RWA process

Who you contact depends on what your question is about. See the list of regional RWA Managers, whose contact information can be found under “Contact Us” at www.gsa.gov/rwa.

PBS makes every effort to send the fiscal year-end letters to customer agencies in the third quarter of each fiscal year. These letters are directly emailed to all customer agencies.

In the Policy and Guidance section on the external RWA website at www.gsa.gov/rwa.

Yes.

No, all Federal customers must use eRETA to send all RWA information to GSA. Non-Federal customers (private entities and state and local governments) cannot access eRETA so they will still submit page 1 of the RWA Form 2957. Visit www.gsa.gov/rwa for more information.

Since this is a customer code, the customer is responsible for providing the correct value. Customers should confirm with their internal Finance office if uncertain. Valid Treasury Symbols are available to the public at Treasury’s “Shared Accounting Module” (SAM) site.

No, all RWA information must be initiated by the customer in eRETA for all Federal customers. PBS will only enter information for non-Federal customers.

Prior to RWA acceptance, the Description of Requirements must include the location, the type of work, the purpose or objective and the outcome of the work, the required delivery timeframe, and the description of work in enough detail that GSA can develop a detailed cost estimate and award a contract.

The scope of work is used to create the cost estimate, so a project scope should be developed before PBS can estimate its cost. GSA must approve and link a Summary Cost Estimate (SCE) to the customer’s Work Request before they can submit to GSA for potential acceptance into an RWA.

Yes, and customers may not submit their Work Requests for potential acceptance into an RWA without an estimate (SCE or OUE) linked.

Every project will have a scope of work that gives detail as to what the project involves and drives the cost estimate. The Description of Requirements can function as the scope of work for less complex projects, but there must be sufficient detail for an accurate cost estimate to be created from the information provided.

Yes.

Yes, but only for the travel portion and not for developing the scope of work.

Currently, no.

No. If the customer needs to deviate from the RWA scope after the fiscal year in which the RWA was accepted has expired, then PBS must ask for a new RWA.

Customers may only amend for new scope in the same fiscal year as when the original RWA was accepted. Otherwise a new RWA is required.

If there is a change needed to the scope or requirements accepted as part of the original RWA, the customer should work with the PBS project manager to define the change in requirements to determine next steps. The project manager will provide either a revised or new SCE to reflect the changes or additions, and the customer must submit either a new RWA or an amended RWA in eRETA, depending upon whether or not the changes were within the scope of the original RWA or not and whether the customer agency’s funds from the original RWA remain available or have expired.

It is advised that scope changes be related to original program/scope, especially if obligations to a contractor have occurred. If the scope changes are completely outside of the original scope, then PBS should close the project, return the funds to the customer, and ask for a new RWA. This is a matter of keeping our RWA projects clear and free from confusion.

Yes, because the RWA would have to be amended or a new one provided and would require a new signature certifying the bona fide need and funding availability.

This depends on the variables surrounding the project; regional resource availability, project complexity, etc. Once a fully executable RWA is received (RWA is fully funded and the customer clicks the “send to GSA button in eRETA”), GSA aims to route RWAs for signature within 15 business days. GSA encourages customers to engage in continuous and open communication with RWA Managers to ensure timely responses.

Yes, schedules are required and procurement activities and milestones must be shown if the procurement is anticipated more than 90 days beyond the acceptance of the RWA.

A schedule is only required for acceptance if the award date by PBS is anticipated beyond 90 calendar days from RWA acceptance. If a schedule is not provided then PBS will begin execution of the RWA within a reasonable time, further defined by PBS as 90 calendar days.

No. DIDs and CDs will allow for increasingly accurate cost estimates. If estimates increase as a design matures, PBS must ask for an amendment to the previous RWA. If no RWA was collected during a lease project because no known lump sums existed and the DIDs and CDs lead to lump sums, then PBS will ask for the RWA at that point.

Yes. PBS encourages this approach, but must ensure that each phase is a fully deliverable project as detailed in the individual scopes of work.

No, there should be a description of the service the customer needs. It is only assumed the services to be provided are of a miscellaneous nature when an F Type RWA is used.

This is not a practice PBS supports. A customer agency is required to pay for the services they request and use. If PBS receives an RWA with this verbiage, or any vague or ambiguous language, PBS will return the RWA to the customer requesting the language be removed and the RWA resubmitted.

RWA substantial completion means the customer agency may take beneficial occupancy of the space. There may still be punch list items remaining, but the customer can use the space for its intended purpose.

RWA substantial completion happens when the last item in the RWA scope of work is complete.

No. PBS should record RWA substantial completion prior to final contractor payments.

Completion is based on the scope of work for each RWA, not the entire “Project.” The completion date on each RWA is based on when each RWA is substantially complete.

Yes. Customers can cancel RWAs after they have been accepted.

The customer should submit an N-input code (Cancel/Early Completion) amendment in eRETA. If costs have been incurred on any nonrecurring RWA, PBS should follow the substantial completion process instead of this cancellation process. If costs have not been incurred, upon receipt of a cancellation request from the customer, PBS should take steps to cancel the RWA in RETA.

• Completion means the RWA project is physically and substantially complete and the customer can take beneficial occupancy.
• Closeout means that the project is financially ready for closure, meaning all funds have been obligated, expensed, billed and collected. This signifies the termination date in RETA can be set.
• The termination date triggers the Closeout Letter, alerting the customer that he/she can de-obligate any remaining balance.

Letters are available in the documentation/audit section of eRETA/RETA.