In federally owned and leased locations, your agency’s rent covers the cost of core and shell (a building’s structure and common space amenities), and includes an allowance for tenant improvements to build out a space that meets your needs.
If your agency wishes to further customize your space in a way that exceeds your TI allowance, you must fully fund the additional work via a reimbursable work authorization, or RWA. Once we accept this RWA, it acts as the contractual agreement between us and your agency to fund and deliver the scope of work. For us to accept your RWA, it must meet important minimum criteria such as:
- An established bona fide need for a contractor to perform the work.
- Scope of work defining objectives and requirements of the request.
- Cost estimate supporting the scope of work.
- Proper funding to fully fund the scope of work.
- Your signature.
Timeline for submission and funding
The timelines and requirements for submitting and funding an RWA for above-standard TI differ in owned and leased space. See the chart below for specific examples.
| Project type | RWA accepted as early as | RWA accepted no later than |
|---|
| New construction or repair and alterations projects in federally owned space (above prospectus or not) | Project is identified, scoped, and estimated | Date of contract award |
| Projects in new leased space (above prospectus or not) | Project is identified, scoped, and estimated | Date of lease award |
| Repair and alterations projects in existing leased space (post occupancy) | Project is identified, scoped, and estimated | Date of contract award |
We can accept a customer-provided estimate as long as one of our project managers or cost estimators acknowledges it in writing as fair and reasonable.
Unexpected cost increases
Unexpected cost increases are common in construction projects. You can fund these with:
- Funds that were available when we accepted the original RWA.
- Currently available funds, if your agency signs a Statement of Further Written Assurance that it no longer has funds that were available when we accepted the original RWA.
- Any no-year funds.
Example scenario
An RWA for above-standard TI in a new lease is accepted in fiscal year 2018 prior to lease award. Upon build-out of space in fiscal year 2019, builders discover asbestos in the walls. This finding increases project costs. You must fund this unforeseen, within-scope cost increase with funds that were available in FY18 or no-year funds. If funds that were available in FY18 or any no-year funds are unavailable, then you must sign a Statement of Further Written Assurance that such funds are no longer available, and then you will provide currently available funds.
U.S. General Services Administration