HHS Off Site Application 4.2018

Form Approved
OMB No. 0937-0191
Exp. Date 04/30/2021

APPLICATION
INSTRUCTION BOOKLET
FOR THE

DEPARTMENT OF HEALTH & HUMAN SERVICES
FEDERAL REAL PROPERTY ASSISTANCE PROGRAM
OFF-SITE

PROGRAM SUPPORT CENTER
According to the Paperwork Reduction Act of 1995, no persons are required to respond to a collection of information unless it displays a valid OMB control
number. The valid OMB control number for this information collection is 0937-0191 . The time required to complete this information collection is estimated to
average 200 hours/ minutes per response, including the time to review instructions, search existing data resources, gather the data needed, and complete and
review the information collection. If you have comments concerning the accuracy of the time estimate(s) or suggestions for improving this form, please write to:
U.S. Department of Health & Human Services, OS/OCIO/PRA, 200 Independence Ave., S.W., Suite 336-E, Washington D.C. 20201, Attention: PRA Reports
Clearance Officer.

1

TABLE OF CONTENTS
APPLICATION INSTRUCTIONS ........................................................................................................ 3
APPLICATION CHECKLIST ............................................................................................................. 4
APPLICATION FORMAT .................................................................................................................. 5
ATTACHMENT A ............................................................................................................................. 9
ATTACHMENT B .......................................................................................................................... 10
ATTACHMENT C ........................................................................................................................... 12
INTRODUCTION ...................................................................................................................................................... 12
INSTRUCTIONS ........................................................................................................................................................ 12
BASIS FOR DETERMINATION AND DOCUMENTATION ........................................................................................... 13
QUESTIONS ............................................................................................................................................................. 14

ATTACHMENT D ........................................................................................................................... 18

2

APPLICATION INSTRUCTIONS
FEDERAL REAL PROPERTY ASSISTANCE PROGRAM
(OFF-SITE)
Please provide complete responses to each item in the application format. For ease of reference,
begin each response with its respective item number and heading. In an instance where a request
for information is not applicable to your program, please include the heading and state “Not
Applicable.” A good presentation of an application reflects a well thought out plan and objective
for the property.
At HHS’ discretion, applications determined incomplete will either result in a disapproval of the
application or a request for additional information. It is to the applicant’s benefit to err on the
side of providing too much information as opposed to omitting information or not providing
enough detail. It is the applicant’s responsibility to ensure its application presents all the
information requested in a detailed, accurate, and complete manner.
Complete responses to the items contained in the application are due to HHS by the date
specified in the accompanying transmittal letter.
Applications should be submitted electronically as Personal Document Files (PDFs) by email to
rpb@psc.hhs.gov. It is acceptable to submit large files in multiple emails if needed. If the
applicant is unable to submit its application electronically, the applicant should contact staff on
(301) 443-2265 or at rpb@psc.hhs.gov in advance of the application due date for further
instruction.
If you have any difficulties with the application, or have other questions or concerns, please
contact staff on (301)443-2265 or at rpb@psc.hhs.gov.

3

APPLICATION CHECKLIST
Please use the following checklist to ensure that your application is complete before sending it to
HHS. If HHS finds an application to be incomplete, HHS may deny the application.
____1. Provide a detailed response to Items 1-12 of the application
____2. Certify accuracy of application by signing Item 13 of the application
____3. Attach any requested documents, along with other documents the applicant feels will
present a more complete understanding of the proposed use of the property
____4. Certify applicant’s compliance with applicable Federal laws and insurance requirements,
by signing Attachment A
____5. Complete and sign the Resolution to Acquire Property in Attachment B
____6. Complete and certify the Environmental Questionnaire in Attachment C
____7. Provide copies of all relevant documentation for the Environmental Questionnaire

4

APPLICATION FORMAT
Use the following format to complete your application. Include any supporting documentation as
attachments.
 At the top of the first page state the official name, address of the Federal installation where
the surplus property is located (include city, county, and State when giving address), and
GSA and/or landholding agency number assigned to the property.
 Put the GSA and/or landholding agency number assigned to the property at the top of each
additional page.
1.

Applicant Identification
State the legal name of the applicant organization and provide the applicant’s address, phone
number, and email address.

2.

Applicant Organizational Eligibility
A.

State whether the applicant is a State, political subdivision of the State, or a private
nonprofit organization, tax-exempt under section 501(c)(3) of the Internal Revenue Code
of 1986, as amended. If the applicant is a 501(c)(3) tax-exempt nonprofit organization,
attach a copy of the formal exemption letter from the Internal Revenue Service as Exhibit
1 to the application.
Attach a copy of the document showing statutory or other authority which permits your
organization to acquire and hold title to real property for the proposed use. A copy of the
applicable citation from the Corporations Division of the Secretary of State’s Office,
where the applicant is registered, will satisfy this requirement. If the applicant is a
nonprofit corporation, present evidence showing said corporation’s authorization, under its
charter, to hold title to the real property for which it has applied. Provide a copy of the
charter and State certification. Documents should be submitted as Exhibit 2 to the
application.

B.

3.

Authorized Representative
State the name and title of the official authorized to complete this transfer on behalf of the
applicant and provide their physical address, email address, and phone number. Please note
that the authorized official must sign the application and be named as the authorized official
in the governing board resolution.

4.

Other Point of Contact
If the authorized official is not the representative to be contacted in day-to-day matters
relating to the completion and submittal of this application, please state the name and title of
the appropriate representative and provide their physical address, email address, and phone
number.

5.

Identification of the Requested Real Property
A.

Provide a general description of the requested property, including information related
to the improvements (buildings, structures, etc.). For each building, provide the

5

B.

C.
D.

E.

6.

building number, name, and square footage. The amount of property requested
should not exceed normal operating requirements.
Include a statement that the construction of the building(s) desired will meet the State
and local building regulations for the proposed program of use when relocated on the
new site.
Certify that the property may be lawfully placed at the new site. Provide all
documents issued by the local municipality as evidence of certification, as Exhibit 3.
State where the property will be relocated and provide evidence that the property is
owned by the applicant. If applicant does not own the site, a minimum five-year
lease from the date of conveyance is required. Provide a copy of the ownership deed
or lease as Exhibit 4.
Applicants may generally acquire related personal property included with the
available real property if the need and use are specifically included and justified in
the application. It is subject to the same discount allowance as the real property for
which you have applied. Identify such related personal property by an inventory
showing the description, serial number, or other adequate identification. Applicants
may obtain this information from the landholding and/or disposal agency.

Program of Utilization
Describe the proposed program of utilization for each building/structure requested, including
salvage or conversion plans.

7.

Need
Describe the need for each building/structure requested.

8.

Site Clearance
Indicate that the applicant is able, willing, and authorized to perform site clearance work
as required by the Department and/or holding agency having jurisdiction over the premises.
A performance bond may be required to guarantee satisfactory performance of
site clearance.

9.

Implementation Plan
State the time required to relocate the property and to reconstruct and put it into use.

10.

Ability to Finance
Provide an itemized list of estimated costs anticipated to relocate and reconstruct the
property, and to return the Federal site to the holding agency’s required standards. Give a full
and complete statement of the ability to finance these estimated costs, being sure to
specifically identify all funding sources.
Provide an itemized list of estimated costs anticipated to operate the proposed program
through use of the requested property. Give a full and complete statement of the ability to
finance these estimated costs, being sure to specifically identify all funding sources.

6

11.

Completion of Attachments A, B, and C
A.
B.

C.

12.

The applicant must certify, by signature of Attachment A, its assurance of
compliance with nondiscrimination, and insurance requirements.
Complete the governing board resolution, enclosed as Attachment B, authorizing a
representative to act on behalf of the applicant organization. Be sure to fill out the
information regarding the property name and description. Also note that the
certifying officer must be an official other than the representative named in the
Resolution.
The National Environmental Policy Act of 1969 (P.L. 91-190 42 U.S.C. Sections
4321-4347) requires consideration of the environmental effects that may result from
major Federal actions significantly affecting the quality of the human environment,
including real property conveyances. Your completion of the Environmental
Questionnaire found in Attachment C will assist us in evaluating any potential
environmental effects arising from your proposal. You are required to provide the
documentation supporting your questionnaire responses and may be required to
provide more detailed information at a later time.

Debarment, Suspension, Ineligibility, and Voluntary Exclusion Certification
The applicant certifies, by submission of this application, that neither it nor its principals is
presently debarred, suspended, proposed for debarment, declared ineligible, or voluntarily
excluded from participation in federal grant, award or public benefit conveyance programs by
any federal department or agency.
Failure to make required disclosures can result in adverse administrative action including
disapproval of applicant’s application, reversion of the property and any of the remedies
described in 45 CFR § 75.371, including suspension or debarment. (See also 2 CFR parts 180
and 376, and 31 U.S.C. 3321).
Where the applicant is unable to attest to the statements in this certification, it must state such
and include an explanation.
The applicant also certifies, by submission of this application, that neither it nor its
principals, have any federal liens or outstanding judgments against it. Where the applicant is
unable to certify this statement, it must state such and include an explanation.

[REMAINDER OF PAGE INTENTIONALLY LEFT BLANK]

7

13.

Certification

I, ______________________________________, on behalf of the applicant, am aware that
(Name of authorized official)
HHS relies on the accuracy of the statements contained in the application and material false
statements on the application may result in adverse administrative action and/or criminal prosecution
under 18 U.S.C. § 1001.
I, ______________________________________, certify that the information in the application
(Name of authorized official)
is true, accurate and complete to the best of my knowledge. I also understand that the Department of
Health and Human Services’ (HHS’) approval of the application does not constitute the final decision
on whether to transfer the property. Authority to assign the property for transfer rests with the
disposal agency, not HHS.

_______________________________________________________________
Name of Applicant

_______________________________________________________________
Signature and Title of Authorized Official
Date
_______________________________________________________________
Print Name of Authorized Official
If you have any questions regarding the application, or the application process, please call the
Program Support Center, Real Property Management Services, at (301)443-2265 or send an email to
rpb@psc.hhs.gov.

8

ATTACHMENT A

APPLICANT CERTIFICATION
1. The applicant will not discriminate on the basis of race, color, national origin, religion, sex, age,
familial status, or handicap in the use of the property, and will maintain the records required to
demonstrate compliance with the following Federal laws: section 606 of the Federal Property and
Administrative Services Act of 1949; the Fair Housing Act (42 U.S.C. § 3601-19); Executive
Order 11063 (Equal Opportunity in Housing), as applicable; Title VI of the Civil Rights Act of
1964 (42 U.S.C. § 2000d to d-4) (Nondiscrimination in Federally Assisted Programs); Title IX of
the Education Amendments of 1972 (20 U.S.C. § 1681); the prohibitions against discrimination
on the basis of age under the Age Discrimination Act of 1975 (42 U.S.C. § 6101-07) and
implementing regulations; and the prohibitions against otherwise qualified individuals with
handicaps under Section 504 of the Rehabilitation Act of 1973 (29 U.S.C. § 794); the
Architectural Barriers Act Accessibility Standards (ABAAS) (36 CFR 1191, Appendices C and
D); and all other implementing regulations for the above listed statutes.
2. The applicant agrees for itself, its successors and assigns, that it shall insure all conveyed
improvements against loss, damage, or destruction. If any such loss, damage, or destruction shall
occur during the period transferee holds title to said property subject to the conditions and
restrictions of transfer, said insurance and all monies shall be held in trust by the transferee, its
successors or assigns, and shall be promptly used by the transferee for the purpose of repairing
such improvements and restoring the same to their former condition and use or for the purpose of
replacing said improvements with equivalent or more suitable improvements, or if not so used,
the transferee shall cause to be paid over to the Treasurer of the United Stated that part of the
insurance proceeds that is attributable to the Government’s reversionary interest in the property
lost, damage, or destroyed, determined on the basis of the fair market value of the property at the
time of the loss, damage, or destruction.
3. The Applicant agrees that compliance with this assurance constitutes a condition of continued
receipt of Federal financial assistance, and that it is binding upon the Applicant, its successors,
transferees and assignees for the period during which such assistance is provided. If any real
property or structure thereon is provided or improved with the aid of Federal financial assistance
extended to the Applicant by the Department, this assurance shall obligate the Applicant, or in the
case of any transfer of such property, any transferee, for the period during which the real property
or structure is used for a purpose for which the Federal financial assistance is extended or for
another purpose involving the provision of similar services or benefits. If any personal property
is so provided, this assurance shall obligate the Applicant for the period during which it retains
ownership or possession of the property. The Applicant further recognizes and agrees that the
United States shall have the right to seek judicial enforcement of this assurance.

____________________________________________________________________
Name of Applicant

____________________________________________________________________
Signature and Title of Authorized Official
Date

____________________________________________________________________
Print Name of Authorized Official

9

ATTACHMENT B
RESOLUTION FORMAT FOR OFF-SITE REAL PROPERTY
Whereas, certain property owned by the United States, located in the County of
______________________, State of ______________________, has been declared surplus and
is subject to assignment for disposal for public health purposes by the Secretary of Health and
Human Services under the provisions of 40 U.S.C. §550, as amended, and Title V of the
McKinney-Vento Homeless Assistance Act, as amended; and the rules and regulations
promulgated pursuant thereto, more particularly described as follows [Please insert property
name and description below]:

Whereas, _____________________________________________________ needs and can
(Legal name of applicant)

utilize said property for homeless assistance or public health purposes in accordance with the
requirements of said Acts and the rules and regulations promulgated pursuant thereto, of which
this Board is fully informed, including commitments regarding use and time within which such
use shall commence.
Now, Therefore, Be It Resolved, that ______________________________ has legal authority,
(Legal name of applicant)

is willing, and is in a position financially and otherwise to assume immediate care and
maintenance of the property and ensure its utilization, and that
______________________________________,
(Name of Official(s) legally authorized)

__________________________, is/are hereby authorized, for and on behalf of the
(Title of Official(s))

_______________________________________________________ to do and perform any
(Legal name of applicant)

and all acts and things which may be necessary to carry out the foregoing resolution, including
the preparing, making, and filing of plans, applications, reports, and other documents; the
execution, acceptance, delivery, and recordation of agreements, deeds and other instruments
pertaining to the transfer of said property; and the payment of any and all sums necessary on
account of the purchase price thereof, including fees or costs incurred in connection with the
transfer of said property for surveys, title searches, appraisals, recordation of instruments, or
escrow costs, site work and any other cost necessary to utilize the property, together with any
payments by virtue of nonuse or deferral of use of the property.

10

__________________________________________________________________
Legal Title of Governing Body of Applicant
__________________________________________________________________
Address
__________________________________________________________________
City
State
Zip Code

I, ________________________________________, hereby certify that I am the
(Name of Certifying Officer)

_______________________________, of the ______________________________ and that the
(Title of Certifying Officer)

(Title of Governing Body)

foregoing resolution is a true and correct copy of the resolution adopted by the vote of a majority
of members of _____________________________ present at a meeting of said Board on
(Title of Governing Board)

____________ __________________ at which a quorum was present.
(Date)

____________________________________
Signature of Certifying Officer

Note: The person named in the Resolution cannot sign as the Certifying Officer.

11

ATTACHMENT C

Environmental Questionnaire
Introduction
The Department of Health and Human Services (HHS) is required to include environmental
information in its decision-making activities, including the consideration of applications for the
use of excess and surplus real property for public health purposes under the Federal Real
Property Assistance Program. It is, therefore, necessary for the applicant to submit
environmental information to HHS. HHS uses this information to evaluate the potential
environmental impacts of your proposed program of use, as described in your application.
The General Services Administration (GSA) and other agencies (when appropriate) have
included environmental information in their management of the property, including the decision
to make it available for this program. However, the information provided does not include
information about your program’s use of the property including various actions and/or activities
which were unknown to the other agencies at the time of their disposal decisions.
This application is a request for HHS action (the transfer of Federal property). Therefore, HHS
retains the responsibility to evaluate independently the adequacy and accuracy of the information
submitted, and to make its own evaluation of the environmental issues which may arise.
HHS will use the requested information to determine if the requested action is a Categorical
Exclusion (CatEx) in accordance with the National Environmental Policy Act (NEPA) and its
implementing regulations. If the action is a CatEx, no further environmental review is required.
However, if there is insufficient information to make a determination, additional information will
be required. In some circumstances, such as the renovation of a Historic Property or major
construction, HHS may approve an incomplete application, subject to the completion of an
Environmental Assessment (EA) or an Environmental Impact Statement (EIS), if the application
is otherwise complete. If the applicant does not cooperate or refuses to provide requested
information for either an EA or an EIS, HHS will consider the application incomplete, and thus
disapproved.
Instructions
Please give a detailed response for each question. If a question is not applicable, state as such
along with any information that lead to that determination. Applicants must provide a basis for
determination for each answer and attach all relevant documents used to answer the questions.
Number and answer each question as presented, and include the applicant organization’s name
and the property’s name and location (municipality, and State) on the top of each page.
There is no need to duplicate any efforts made elsewhere. If an EA or an EIS has been
prepared on the proposed project for another local, state, or Federal agency which
addresses all of the requested information, attach the EA or EIS in lieu of attaching a
completed questionnaire.
Failure to provide the requested information will necessitate returning the application for
completion.
12

Basis for Determination and Documentation
The basis for determination and any requisite documentation must be traceable and establish the
factual data to support the response to each question. The information may include, but is not
limited to:




Printed Material: comprehensive land use plans, zoning maps, city master plans,
environmental baseline surveys, an EA/EIS, other documented Federal determinations,
etc.;
Personal Contacts: communication with accepted authorities on the subject(s) along with
supporting documentation, including the name, organization, the title of the person
contacted and the date of the conversation; and,
Site Visit: initial inspection of the property, and surrounding area, in order to make
preliminary determinations regarding environmental issues, along with supporting
documentation including the date of the site visit, by whom, and observations; testing or
sampling not required at this time.

Guidance
 The requested information will assist HHS in the environmental review of the proposed
Federal action – transferring the property to the applicant organization. Detailed and
clearly stated responses allow HHS to more efficiently and accurately assess the
environmental impact, and are in the applicant organization’s best interest.
 Several questions ask to compare the proposed use to the prior use. If the property is
currently a vacant structure, use the last occupied use of the structure as the point of
comparison. If the structure has been vacant for an extended period of time, or is an
undeveloped tract of land, use its current unoccupied state as the point of reference.
 The questions focus on the impact of the proposed use of property on the surrounding
environment or the demands of the program on public resources. To better answer these
questions, keep in mind the demographics of the area and the demographics of the
clientele, including age, served by the proposed program. For example, if the
surrounding area is industrial or undeveloped, a temporary shelter for homeless youth
will have a different demographic than the surrounding area and most likely require
different and/or additional public resources.
 Due diligence is expected. It is not necessary to consult an environmental professional,
but applicants should research any unknowns, contact local and State officials for
information, and request any available information from the landholding Federal agency,
GSA, and/or the U.S. Department of Housing and Urban Development (HUD).
 Applicants may contact the disposal agency to arrange a site visit.
 Please be sure that any information obtained is current and relevant. If a document is
lengthy or otherwise difficult to attach to the application, provide a citation for the
document so that an outside reviewer can locate the specific reference, e.g., author,
document title, publication date, and page number.

13

 Applicants should contact HHS if they encounter any difficulty or confusion in trying to
find requested information. Applicants may reach a Realty Specialist at (301) 443-2265
or at rpb@psc.hhs.gov.
Questions
CURRENT CONDITION OF PROPERTY
1. Structures or other property:
a. List the year in which they were built.
b. If the structure is over fifty (50) years-old:
i. Is the structure on the National Register of Historic Places?
ii. Contact the State Historic Preservation Officer (SHPO) to determine if the
proposed use will adversely impact a historic property. Document and
provide a copy of any response from the SHPO.
2. Describe any current contamination or adverse environmental condition of the requested
property and the ground water below the property. This includes lead-based paint and
asbestos in any current structures on the property. Applicants should also list any
publicly known contamination on neighboring sites, including if there are any sites on the
U.S. Environmental Protection Agency’s National Priorities List (NPL) within 1 mile of
the property (available at http://www.epa.gov/superfund/sites/npl/npl.htm). An in-depth
search is not required.
3. State any known institutional controls on the property due to environmental
contamination (this may include use restrictions, covenants, deed notices, etc. imposed by
a prior owner or local, State, or Federal agency).
4. Provide copies of any relevant land use plans (Federal, state, or local) for the requested
property, and explain any known conflict(s) between the proposed use and any relevant
land use plans, including zoning.
WASTE AND POLLUTION
5. What kind/amount of waste will the proposed program create (e.g. municipal waste,
construction debris, hazardous waste)?
a. If there will be any hazardous waste produced/disposed of on the property, please
detail which activities will produce the waste. Such activities include, but are not
limited to, dry cleaning, air conditioning repair and service, motor pools,
automobile repair, welding, services stations, gas stations, landscaping,
agricultural and farming activities, print shops, hospitals, clinics, and medical
facilities.
b. Detail the disposal plans for any hazardous waste.

14

6. What pollution prevention measures, if any, does the applicant plan for the location,
design, construction, or operation of the proposed use (including soil, sedimentation, or
erosion controls, and source reduction/recycling)?
7. Does your State or local government require a storm water control plan for the proposed
use of the property?
SURROUNDING COMMUNITY
8. What is the scope of the use of the surrounding property (e.g. residential, commercial, or
mixed-use), and is the proposed use uncharacteristic of the area?
9. Will there be any change in the community noise level, relevant to the time of day, due to
the proposed use of the property?
10. Describe any direct or indirect effect on nearby parkland, other public lands, or areas of
recognized or scenic value.
11. Will the proposed use of the property emit, or cause to be emitted, any air pollutants?
12. Will the proposed use of the property change the amount of carbon dioxide and other
greenhouse gases released as compared to the prior use of the property?
PUBLIC RESOURCES
13. Does the proposed program require the construction/development of any new public
facilities or services (e.g. schools, medical facilities, roads, sewage, or public
transportation)?
14. Will the proposed use of the property require an increase in or the generation of more
energy/electricity? (Contact the local utility or supplier and document the name and date
of contact.)
15. Will the proposed use of the property require an increase in other non-electric utilities
such as natural gas?
16. Will the proposed use of the property change the amount of solid waste generated on the
property compared to the prior use?
17. Will the proposed use of the property increase the amount of wastewater in need of
treatment from the property compared to the prior use?
FEDERAL LAW
18. Safe Drinking Water:
a. Is the property in proximity to an EPA designated sole source aquifer?

15

b. Will the proposed use of the property change the amount of drinking water
needed as compared to the prior use?

19. Floodplains:
a. Is the property located in a flood plain?
b. Will the proposed use of the property encourage development in a floodplain?
20. Wetlands and Navigable Waters (lakes, rivers, streams, etc.; including any ditch, culvert,
or other source of water that has a hydrologic connection to a larger body of water):
a. Are there any wetlands or water resources on or near the property?
b. Does the proposed use of the property require construction in wetlands?
c. If construction is required, will there be any dredging or filling of a wetland or
water resource?
21. Coastal Zone Management:
a. Will the proposed use of the property directly affect a designated Coastal Zone?
(Coastal Zones are not necessarily the just area immediately next to the coast;
some zones encompass the entire State, such as Florida, or major watersheds such
as the Chesapeake Bay watershed.)
b. If so, provide the State Coastal Zone Management Plan and highlight any
potential conflicts? (Each State adjacent to a coast, including those located in the
Great Lakes region, should have a State office to manage its coastal zone
development and use.)
22. Wild and Scenic Rivers:
a. Is the property located near a wild, scenic, or recreational river area?
b. If so, will the proposed use create conditions inconsistent with the character of the
river?
23. Farmland Protection:
a. Will the proposed use of the property convert any agricultural lands to nonagricultural uses?
24. Wilderness:
a. Is the property located near a designated Wilderness Area or other public land
with a similar designation?
b. If so, will the proposed program have any direct or indirect effect on the
Wilderness Area or public land?
25. Endangered Species:
a. Does the property have, or is it located near, any critical habitat of an endangered
or threatened species?
b. Will the proposed use of the property affect, directly or indirectly, any Federal or
State listed endangered or threatened species?

16

DUE DILIGENCE
26. Demonstrate that the applicant has performed due diligence to ensure that the proposed
use of the property will not result in a known violation of applicable (Federal, State, or
local) laws or regulations that protect the environment or public health and safety. If the
proposed use will result in a known violation, explain fully.
27. Describe, within reason, any known controversy over the environmental effects of the
proposed use for the property.
CERTIFICATION
28. Either complete a copy of the below certification or complete and remove this page from
the application.

I, ______________________________________, certify that the information in the
(Name of Authorized Official)

Environmental Questionnaire is true, correct, and accurate to the best of my knowledge.
I understand that HHS may require more environmental information prior to either the
approval/disapproval of the application or transfer of the requested property. Such information
may include, but is not limited to, Environmental Assessments or Environmental Impact
Statements.

_______________________________________________________________
Name of Applicant

_______________________________________________________________
Signature and Title of Authorized Official
Date

_______________________________________________________________
Print Name of Authorized Official

17

Attachment D

Protection and Maintenance Standards
The following is an excerpt from the GSA’s Customer Guide to Real Property Disposal, as
referred to in the Federal Management Regulations (FMR) § 102-75.965 (41 CFR § 102-75.965):
Protection Standards
For all protected properties-• If a property is within the range of municipal or other public protection services but is outside
the geographic boundaries of the service provider, then advance arrangements should be made
with the local authorities to provide police and fire protection.
• If a property or facility has large areas that need protection, then use automobiles to patrol the
area.
• If a property is fenced, only keep open a minimum number of gates.
Fire protection or security personnel are not needed at-• Facilities that have no buildings, structures or related personal property.
• Facilities where the value of the improvements and/or related personal property (or realizable
recovery of their value) is less than the cost to protect and maintain the property for one year.
• Facilities with little value, which can be locked or boarded up and are located within public
police and fire department service areas.
• Facilities where major buildings do not contain large quantities of easily removable personal
property and also are equipped with automatic sprinklers supervised by a monitoring service.
• Facilities where agreements can be made with a lessee of a portion of the property to protect
the remaining portion(s) at no cost or nominal cost.
Properties that need a resident custodian (guard) are-• Facilities containing little removable personal property but have many buildings that will be
sold for off-site use when
- the buildings have low realizable value
- the buildings are spaced far enough apart that loss of more than a few buildings in a single
fire is improbable
- the buildings are located near water for firefighting purposes and the local public fire and
police protection services will respond promptly.
• Small inactive industrial and commercial facilities that need to remain open for inspection and
public fire and police protection can be secured by telephone.
• Facilities whose highest and best use is salvage.
• Facilities with only salvage value but are potentially dangerous and attractive to children or
curiosity seekers and posting signs is not sufficient to protect the public or the property.
Properties needing continuous guard service are-• Fenced facilities with high market value require one guard on duty at all times (5 guards in total
are required).
• These properties are permitted one open gate which can be locked during patrols.

18

• All buildings can be locked.
• Local fire and police protection can be secured by telephone.
Properties needing a high degree of protection
At a minimum, two firefighter-guards will be on duty at all times for the classes of facilities
listed below. Consider all relevant and pertinent factors when deciding on the number and
assignment of the guards.
• Facilities with a high market value that require an on-site fire-fighting force adequate to subdue
fires until outside help arrives.
• Facilities with a high market value without access to outside assistance require an on-site firefighting force adequate to extinguish fires.
• Facilities with a high market value with large areas to patrol.
• Facilities with a high market value with no fencing and containing large quantities of personal
property susceptible to pilferage.
• Facilities with a high market value needing several gates open for operating purposes.
Firefighter-Guards
Firefighters and guards provide fire protection and security for excess and surplus real property
requiring both forms of protection. Combine the duties of each to the maximum extent possible.
In the interest of cost savings, they can also be used for various miscellaneous services such as
grass/weed removal, servicing fire extinguishers and other activities related to the general
protection of the property.
Operating Requirements of Protection Units
Firefighter-guards or guards should periodically patrol facilities requiring protection. The
frequency of the patrols will be determined by the location and size of the facility, type of
structures and physical barriers, and the amount and type of activity at the facility. In some
instances, a centralized monitoring service provider will suffice.
Watchman’s Clock
To ensure adequate coverage of the entire property by firefighter-guards or guards, an approved
watchman’s clock should be provided, with key stations strategically located to enable guards to
cover the entire property.
Protection Alarm Equipment
Automatic fire detection devices and related equipment and services can substantially reduce
protection costs. However, using these devices are primarily for obtaining fire and police
protection in an emergency. Such devices can supplement or in some cases, eliminate the need
for guard patrols.
Sentry Dogs
Some high market value facilities that cover a large area and/or are in remote locations, invite
intrusion by curiosity seekers, hunters, vagrants, etc. These facilities require special protection
measures. Using sentry dogs is a cost effective alternative to additional security personnel. Get
advice on the use, care, and training from the nearest police department using sentry dogs. Also,
when sentry dogs are used to protect government property, post a sign with view unobstructed
that says "Warning—This Government Property Patrolled by Sentry Dogs."

19

Maintenance Standards
The following standards or criteria should be used as a guide for the upkeep of excess and
surplus real property:
Temporary Buildings and Structures
Vacant temporary structures should not be maintained except in unusual circumstances.
Temporary buildings housing personal property that cannot be readily removed to permanent
structures should be maintained only to the extent necessary to protect the personal property.
Permanent Buildings and Structures
(a) Don’t paint the interior. Only spot paint exterior wood or metal surfaces to prevent serious
deterioration.
(b) Limit carpentry and glazing to only that which is necessary to close openings to prevent
weather damage and pilferage, repair damage to floors, roofs, and side-walls to prevent
further damage, shoring and bracing to prevent structural damage, and other similar
operations.
(c) Patch damage to roofing and sheet metal as necessary.
(d) Perform masonry repairs, such as brick, tile, and concrete work only to prevent leakage or
disintegration or to protect against imminent structural damage.
(e) Don’t heat buildings for maintenance purposes except in unusual circumstances.
Mechanical and Electrical Installations
These include plumbing, heating, ventilating, air conditioning, sprinkler systems, fire alarm
systems, electrical equipment, elevators, and other similar systems.
For inactive facilities:
• Maintain mechanical and electrical systems only when necessary to stop or prevent serious
deterioration.
• Employ personnel for this work temporarily, at periodic intervals when an inspection indicates
that this work is necessary.
• De-energize electrical systems, drain water from all fixtures, turn off heat, and secure the
building against unauthorized entry.
• Drain sprinkler systems during freezing weather and reactivate when there is no danger of
freezing.
For active facilities:
• Keep equipment in reasonable operating condition.
• Operate equipment to service private tenants or procure utility services to distribute to private
tenants only to the extent necessary to comply with a lease or permit, or in cases where tenants
can’t get these services directly from utility companies or other sources.
• Inspect (periodically) facilities that have elevators and/or high-pressure boilers and related
equipment. Inspections should be made by qualified, licensed inspectors to protect against
injury or death to personnel and damage to property.
• Use individual heaters, when practical, instead of operating heating plants.
Grounds, Roads, Railroads, and Fencing

20

• Limit grounds maintenance to the removal of vegetation in order to avoid fire hazards and to
control poisonous or noxious plant growth in accordance with State and local laws and
regulations.
• Plow fire lanes where needed.
• Remove snow from roads and other areas to the extent necessary for access for maintenance,
fire protection, and other similar activities.
• Sell hay crops (wherever practicable) to the highest bidder (s) with the purchaser performing all
labor in connection with cutting and removal.
• Use agricultural and/or grazing leases to reduce costs of grounds maintenance, where practical.
• Maintain the portion of road network necessary for fire trucks and other minimum traffic.
These roads should be maintained to the extent necessary to allow safe passage at a reasonable
speed.
• Maintain railroads to the extent necessary for protection and maintenance operations or as
required in lease or permit provisions.
• Clear ditches and drainage facilities to allow surface water run-off.
• Fencing and other physical barriers should be sufficient to protect against unauthorized entry.
Utilities
In cases where utilities are purchased by contract, review the utility contracts to see if you can
save money by revising them.
For inactive properties:
• Maintain water systems, sewage disposal systems, electrical distribution systems, etc., to the
extent necessary to provide minimum service.
• De-energize electrical systems and turn off the water in buildings or areas that don’t require
these services.
• Don’t maintain utilities not in use or that service dismantled or abandoned buildings/structures.
For active properties:
• Operation rates for water supply, electrical power, and sewage disposal facilities should be far
below normal capacities.
• Use engineering studies to determine structural and operating changes necessary for maximum
economy.
• Turn off, rather than repair, leaky water lines unless they are necessary for fire protection or
other purposes.
Properties Disposed of as Salvage
Do not spend money to maintain property whose highest and best use is salvage.
Repairs
Limit repairs to additions or changes necessary for preservation and maintenance of the property
to-• Deter or prevent excessive, rapid, or dangerous deterioration or obsolescence.
• Restore property damaged by storm, flood, fire, accident, or earthquake when restoration is
required.

21

22