Site Selection Process Step 3 Conduct Search

Diagram Step 3: Conduct Search For Sites

Purpose
GSA’s site selection process supports effective and efficient performance of the customer agency’s missions and programs. Additionally, the process provides an opportunity to support federal policies for sustainability, community planning, historic preservation, and environmental quality in the delineation of the search area and the development of criteria chosen to identify successful sites.

There is no legal requirement that GSA obtain competition in selecting sites for public buildings. However, soliciting for sites is one way of “proving” that the chosen alternative is the best one. The evaluation process should be completed regardless of how the site is obtained in order to document the rationale for the selection. This methodical analysis will answer many questions often asked by Congress, OMB, and the taxpayer regarding how the site was selected.

The search for potential sites requires an understanding of GSA’s real property acquisition procedures, as well as familiarity with real estate and development activities in the local community. Examining a variety of sites demonstrates that the selected site offers the government the best site for all factors considered. This process also provides viable second- and third-choice sites. If the preferred site is eliminated later, then these alternative sites can be used, without restarting the site selection process and adversely impacting the schedule. The examined sites may include sites presented by offerors, identified by the Site Investigation Team, or used in the Feasibility Study. This step describes the activities necessary to complete the search for sites and the evaluation of the site offers.

Recommended Activities
Commence Discussions With Customer Agency and Community
Through discussions with the customer agency and local community, identify appropriate areas and potential sites, define evaluation and other factors, and understand the potential to support local planning and development activities.

Finalize Evaluation Factors
Conduct background investigations to define the evaluation factors and ensure that they comply with customer location requirements, federal mandates, Prospectus limitations, and best practices.

Advertise for Sites
Determine the delineated area for site selection based on project requirements, plus technical and financial factors. Prepare and issue an advertisement for site offers, including donated sites, in accordance with GSA policies and procedures. Review site offers for completion.

Conduct Site Tours and Site Searches
Tour the local marketplace, view the delineated area, and identify potential sites.

Compile Offers
Compile information from submitted offers and all other sources to establish the long list of potential sites.

Duration
This task typically takes nine (9) weeks.

Commence Discussions With Customer Agency and Community
Through discussions with the customer agency and local community, identify appropriate areas and potential sites, define evaluation and other factors, and understand the potential to support local planning and development activities.

Recommended Activities

Meet with the customer agency and local community and engage key stakeholders, including the customer agency, GSA Central Office, local government, local planning agencies, community groups, and congressional delegation. During the meeting(s), review project goals and local development goals to identify possible synergy. Request comments on potential delineated areas and sites, as well as on evaluation factors, to ensure that the process identifies several possible sites. Use Exhibit 3.1: Sample Agenda to help prepare for the meeting(s).
Keep minutes or other reports for all meetings and phone calls. Coordinate all contact with local authorities with the appropriate GSA Regional staff and communicate regularly with the Regional Administrator. The Team Leader should be the control point for all communications.
Meet with representatives of local government and civic organizations, including zoning boards, health departments, fine arts commissions, fire marshals, regional planning commissions, and local/urban design review boards, to ascertain development issues. In these meetings, explore the potential to leverage federal and local development efforts and to fine-tune the evaluation factors in support of the project and local needs.
Contact the state environmental agency and State Historic Preservation Office, when appropriate, and begin to discuss the potential sites’ compliance with state policy, programs, and regulations.
Discuss the needs for publicity, press releases, and other communications activities. Determine who will issue information and how inquiries and potential problems will be addressed. Review schedules for internal and external communications milestones.

Outcomes

Trust and development of consensus aided through ongoing dialogue with all project stakeholders
Definition of delineated area based on local knowledge, customer and local input, and the process
Identification of potential sites

Duration
This task typically takes four (4) weeks. Factors impacting duration:

Total number of meetings to be scheduled with agencies and groups
Characteristics of the potential delineated area
Shared or competing nature of local groups and agencies
Time frame to plan and develop the potential for synergistic partnerships with local government, community groups, and developers

Exhibit 3.1: Sample Agenda
Meeting With Customer Agency or Community
Introduce those in attendance Review description of government project Briefly describe overall process, including earlier Feasibility Study and other studies Review current site selection activities, purpose, outcome, and schedule Inquire about the local program and planning activities that may be supported or impacted Review potential delineated area and potential sites Identify potential opportunities and pitfalls Identify additional sites Assign next steps Collect further data Plan additional meetings
Fine-tune the sample agenda, based on project history and time line. Consider these points in preparing for your meeting(s):
Are the meeting participants familiar with the proposed project and the Feasibility Study? Have they been involved in site acquisition for other projects? What is the previous working relationship between this group and GSA and the Team Leader? Is this a first-time meeting or a follow-up? What are the local impacts of the project? Consider the impact on taxes, job creation, growth, revitalization, and other local issues. Has there been any previous community involvement? Will any be planned?

“The Government will select the site considered most advantageous to the United States, all factors considered. In order to ensure that the selected site is most advantageous to the United States, the Government also will consider any unique attributes or other nuances of a site deemed worthy of consideration.”

GSA Guidebook 1: Acquisition of Real Property

Finalize Evaluation Factors
At this point, the process moves from discussing needs and possibilities to describing initial evaluation requirements for the project site. Identifying the appropriate evaluation factors is the initial level of site selection.

Sample Minimum “Go/No Go” Requirements

Is the site within the delineated area?
Does the offeror control the site (through ownership) or hold a valid option?
Can the minimum square footage required for the facility be accommodated on site?

Minimum Requirements and General Evaluation Factors
Minimum requirements and general evaluation factors are used to evaluate sites (and are included in the advertisement for sites). Both help to determine whether the offered site is adequate for the agency’s needs, function, and operation.

The minimum requirements and the general evaluation factors may be drawn from any of the categories of criteria found in Exhibit 3.2: Criteria Categories for the Delineated Area. The weight that the criteria receive in the evaluation distinguishes the criteria defined as minimum requirements from those used as general evaluation factors. The criteria weight may vary for each project and site.

Minimum requirements must be satisfied. These factors are mission critical and are rated as a simple “Go/No Go.” If the site complies with the minimum requirements, then it can be considered further; if it does not, then it is eliminated. Only those factors that are absolutely essential should be defined in this manner.

General evaluation factors identify desirable attributes, but not necessarily essential
factors. The ability of each site to satisfy the factors is evaluated, and factors may be
prioritized or ranked against each other.

Cost considerations identify each site’s impact on the proposed cost of acquiring,
constructing, and operating the site and the facility.

Recommended Activities

Collect data about the potential project and project area to select the appropriate criteria. Become aware of the types of environmental, historic, cultural, and archaeological resources present. Their presence or absence may indicate the type and amount of effort needed for the NEPA and NHPA evaluation of the short-listed sites. Be sure to review those federal policies and Executive Orders that have an impact on the criteria chosen for this project. Plan for preliminary data collection based on this knowledge. Become familiar with local infrastructure systems and their capacity to support the project.
Sample Cost Considerations

Comparison of $/sf;

Additional cost for extension of infrastructure;

Greater time to acquire; and

Impact of parcel configuration on efficiency of layout.
Use Exhibit 3.2: Criteria Categories for the Delineated Area as a checklist to review potential project requirements, technical factors, and financial factors that may be satisfied by the project area. Choose the criteria categories that are appropriate for each project, the customer agency, and the community; not every type of criteria listed is relevant for every project.
Finalize evaluation criteria. The criteria should be written specifically for each project, based on local conditions, customer agency requirements, GSA policies and guidelines, and other technical requirements.

Outcome

Determination of minimum requirements and general evaluation factors representing the correct criteria for site selection

Duration
This task typically takes one (1) week.

Sample General Evaluation Factors

Are floodplains present on the site?
Does the site include
historic structures that can be utilized for the required program?
Does the site include unbuildable areas?

References
“NEPA Activities in Site Selection”; “Appendix B: Major Federal Laws, Executive Orders, Regulations, and GSA Directives“

GSA Guidebook 1: Acquisition of Real Property; “Appendix 1: Fact Sheet on Summaries of NEPA, Associated Laws, and Executive Orders“; “Appendix 3: Statutes, Regulations, and Administrative Directives That Influence and Control Site Selection“; “Appendix 5: Examples of Site Selection Criteria“; “Appendix 14: Examples of Advertisements for Sites”; “Appendix 21: Site Investigation—List of Items Needed”

U.S. General Services Administration, Office of Governmentwide Policy, Office of Real Property, April 1998, General Reference Guide for Real Property Policy

Exhibit 3.2: Criteria Categories for the Delineated Area
Project Requirements
Required Site Area	Define minimum/maximum site area Site Geometry Site Contiguity Define expansion capabilities
Location Preferences	Define delineated area proximities and adjacencies, based on project requirements & technical factors
Site Coverage	Define site coverage and open space requirements
Security Requirements	Define setbacks and other security requirements
Sustainability	Review redevelopment and rehabilitation potential Analyze alternative transit availability Evaluate energy efficiency or reduction in usage Consider habitat preservation or improvement Determine LEED credit potential
Neighborhood Character/ Immediate Surroundings	Establish neighborhood compatibility with proposed use Favorable/Unfavorable Surroundings Improving/Declining Neighborhood Demographics
Traffic & Transportation	Define requirements/proximity for Public Transit/Walkability Bike Paths Public Parking Areas Overall Road/Traffic Capacity
Image & Visibility	Establish appropriate character/image for project
Local Planning Requirements/ Initiatives	Determine consistency with comprehensive land use plan Determine potential to support local planning initiatives
Budget	Review Prospectus and Allowance Documents
Schedule	Determine site availability requirements

Technical Factors
Site Context/Location Information	Review context from Area Map and Aerial Photos Local Street and Topographic Maps City Master Planning Map(s) Preview project impact on local goals, programs, and issues
Physical Elements	Hydrology Check for: Existing Floodplains and Watersheds Wetlands Drainage Problems Stream Valley Buffers Topography Determine Impact on Development Patterns Physical Features Identify Unique Features or Landmarks Identify Existing Improvements and Buildings Evaluate Potential of Existing Structures Vegetation and Landscape Evaluate Potential of Existing Vegetation and Landscape Archaeological Features Determine Known Archaeological/Cultural Districts/Areas Environmental Hazards Determine Known Hazards Threatened, Rare, and Endangered Species Determine Existence of Known Species Sustainability Determine Consistency With Sustainable Design Principles Conservation Program and Regulations Determine Known Conservation Regulations, Initiatives, and Areas
Zoning and Local Codes	Determine overall impact of local codes Height Restrictions Floor Area Ratio Setback Requirements Parking Ratios
Public Streets and Alleys	Determine special requirements for roadways and streets
Subsurface/Geotechnical Conditions	Determine local geo-technical, subsurface, and soil conditions
Seismic Conditions/Requirements	Determine state and local seismic requirements/parameters/zones
Energy Conservation/Utilities	Determine utility/infrastructure requirements for project Assess local systems’ capacities and conditions
Sewer	Determine local sanitary sewer capacity and condition Determine local storm water regulations and capacity
Historic Preservation/Site History	Determine existing historic or cultural districts Identify local historic planning groups and programs
Existing Use, Ownership, and Control	Determine impacts of existing use, ownership, and control
Community Services	Establish proximity requirements to community services

Financial Factors
Site Acquisition and Relocation Costs	Establish site acquisition budget
Demolition/Remediation Costs	Establish range of site demolition/remediation costs
Site Construction and Preparation Costs	Establish range of site construction and preparation costs
Infrastructure Improvements	Review plans for local infrastructure improvements
Local Economic Development Impact	Establish target local economic development impact goals
Funding Sources Through Partnering	Establish target funding levels/percentages through partnering
GSA Financial Performance	Establish GSA financial performance targets
Note: This checklist is not exhaustive. Each project and each location will have unique factors. Use this checklist as a starting point to select the most appropriate factors for each project.

The selection of the delineated area must comply with all government laws and Executive Orders.

The Regional Counsel ensures that all applicable regulations and Executive Orders are followed.

The definition of the delineated area creates the first opportunity to support local planning initiatives.

Advertise for Sites
Soliciting or advertising for sites is a way of demonstrating, through comparison and evaluation, that one alternative is the best one. No matter how the site is obtained, the evaluation process always must be completed.

If an acceptable site is identified for donation or exchange by a local government or if the federal government already has an acceptable site, then the advertising process may not be necessary. The Region makes the final determination with input from the PM and Site Investigation Team Leader whether to advertise for sites. (For more detail, see the “Troubleshooting Guide,” Managing the Acquisition: Does the site selection process require a competitive procurement?) When a site is not advertised, it is not necessary to establish a delineated area.

The advertising for a site focuses on a particular area suitable for the project. Typically, the site search delineated area is the central business area unless the customer agency has location requirements that justify a site outside that area. The choice of one area over another may create opportunities for both the project and the community. Some project requirements, technical factors, or financial factors may be satisfied by the choice of the project area. Setting the boundaries of where to locate the project and search for potential sites is the purpose of defining the delineated area.

“Exercise careful judgment in stating selection criteria in the advertisement in order to preserve discretion for GSA to consider other factors. The statement of minimum criteria will serve to assure submission of offers that are at least minimally responsive.”

GSA Guidebook 1: Acquisition of Real Property

The Delineated Area
Establishing the delineated area is a significant action. The future location and character of the project determines the relationship to the local community and cost of the project. More than that, the area selected also holds the potential to support other federal and local planning initiatives.

The delineated area defines the project area in geographic terms. The delineated area should be large enough to provide a number of sites for comparison and evaluation. It may be as small as several blocks in a dense urban area, or as large as an entire central business area in a rural community.

The Site and Design Prospectus may set parameters on the delineated area, so be sure to review the Prospectus to ensure “Prospectus integrity.” Project requirements, technical factors, or financial factors that can be addressed by the general location or that are partially influenced by location should be considered in the definition of the delineated area. Examples of location-specific factors (as distinguished from site-specific factors) are proximity to other federal and public facilities, shops and services, and transportation routes and systems; or inclusion in a particular neighborhood, land use or zoning use district, or redevelopment area. There are a number of Executive Orders that deal with general location, such as first consideration of inclusion in a central business area (E.O. 12072) or historic district (E.O. 13006). In addition, note that E.O. 11988 (“Floodplain Management”) takes precedence over E.O. 12072 and E.O. 13006. When the delineated area is defined to satisfy these factors, it ensures that all potential sites within the delineated area also comply.

The development of the advertisement must follow all federal regulations and guidelines, Executive Orders, and other applicable laws. The advertisement’s language ensures that site owners supply adequate information to the GSA to enable selection of the best site, based on its ability to meet the project requirements, technical factors, and financial factors. The description of the delineated area and the evaluation factors are key items included in the advertisement for sites.

Recommended Activities

Review GSA procedures, Executive Orders, and other laws that apply to advertising for sites, including delineated area definition, minimum requirements, and general evaluation factors. “Appendix D” includes a sample advertisement. Use the list of references at the end of this section to identify materials in GSA Guidebook 1: Acquisition of Real Property. Be sure to review those federal policies and Executive Orders that impact defining the criteria.
Determine whether a delineated area or general project location area was identified in the Feasibility Study or Site and Design Prospectus. Set boundaries for the delineated area.
Prepare the advertisement and review it internally before publication.

Request that the offeror provide site information that will help the team review offers. For example, the advertisement usually requests an offer letter; an accurate description of the site; evidence of ownership; and a plat of the site. In addition, site topography; location map; title; property surveys (with metes and bounds); utility information; soil information; existing structures and condition; as well as any previous development studies, traffic reports, and surveys, among other items, also could be requested.

Send copies of public notices, advertisements, and publication schedules to the Commissioner of Public Buildings, the Office of the Chief Architect, and the Congressional and Intergovernmental Affairs Office in case they receive inquiries about site selection activities.

Determine the advertising period. The optimum situation is to leave the advertisement open for thirty (30) days. However, if the schedule does not permit, or if the advertisement is being used mainly as a validation formality and the preferred site is fairly firm, then the advertisement may run for a shorter period. The time limitation for responding to the advertisement does not preclude the Site Investigation Team from accepting late offers. The team should continue to investigate sites for as long as it is feasible.
Place public notices and advertisements for potential sites in a variety of venues, including local publications (preferably, two daily local newspapers; if not, then use a weekly) and the FedBizOpps website to ensure the widest possible circulation. Provide copies of the advertisement to the local Property Management Office for display in public areas of the federal building lobby if possible. If it becomes necessary to amend the announcement or advertisement, then it should be revised as early as practicable and through the same process as above.
Meet with walk-in offerors at the place and times posted in the public notice and advertisement.
Review offers for completeness. Make sure that each offeror’s file is complete. Request missing information from offerors in order to complete the files and prepare for the evaluation.

Outcomes

Selection of a delineated area to satisfy project requirements, technical factors, and financial factors
Completion and publication of the advertisement in accordance with GSA procedures
Receipt of offers for review

Duration
This task typically takes five (5) weeks. Factors impacting duration:

Project schedule
Purpose of soliciting offers for this project
Number of options for publication
Local interest in providing sites

References
“Troubleshooting Guide”; “NEPA Activities in Site Selection”; “Appendix B: Major Federal Laws, Executive Orders, Regulations, and GSA Directives”; “Appendix D: Sample Advertisement”

GSA Guidebook 1: Acquisition of Real Property, “Appendix 5: Examples of Site Selection Criteria”; “Appendix 14: Examples of Advertisements for Sites”

Remember to bring a camcorder or a camera to record your observations and add graphic documentation to the project record.

Conduct Site Tours and Site Searches
There is no substitute for the actual experience of visiting the delineated area and potential sites. A field visit often reveals important views and visual relationships; information about the neighborhood character and amenities; as well as a better understanding of scale, proximity, and adjacencies.

By touring the local marketplace and viewing the delineated areas and potential sites, additional information may be gained that identifies other potential sites and suggests fine-tuning of the evaluation criteria. The team can identify potential sites to be analyzed and considered without a formal offer from the site owner or agent.

Recommended Activities

Tour delineated area to understand the neighborhood and identify other potential sites and evaluation criteria. Prepare a worksheet to help collect and record information about each site (see Exhibit 3.3: Site Tour Evaluation Worksheet).
Include customer agency representatives, a real estate representative, an appraiser, and an architect/engineer from either the GSA Regional Office or the GSA Central Office in the site visits.
Visit any sites that could be donated to the government.
Visit sites that are part of a redevelopment area.
Consider potential site exchange opportunities.
Tour sites identified by local groups.
Make additional inquiries into the marketplace.

If the delineated area is modified, then the site search should be re-advertised.

Outcome
Application of local and field knowledge to define the delineated area and the evaluation factors for developing the advertisement

Duration
This task typically takes two (2) weeks.

Reference
GSA Guidebook 1: Acquisition of Real Property; “Appendix 21: Site Investigation—List of Items Needed”

Exhibit 3.3: Site Tour Evaluation Worksheet
Site Information

Site Name:

Site Size:

Site Address:

Site Location:

Character of the Parcel
Distinguishing Features:

Existing Structures on Site:

Other Existing Development:

Topography:

Physical Features:

Access and Circulation:

Vegetation:

Water Bodies, Wetlands, Floodplain, Surface Drainage:

Immediate Surroundings
Neighborhood Character:

Land Uses:

Shading and Solar Access:

Noise Sources (Street, Rail, Aircraft):

Odors:

Views and Vistas:

Adjacent Land Uses:

Adjacency to Roads and Public Transit:

Former Site Uses, History of Existing Structures:

Historic Preservation, Special Districts, and so forth:

Compile Offers
Compile the information from all of the submitted offers and from any other sites that the team identified for evaluation. Organize the information so that the team will be able to access and review the information easily. This activity establishes the long list of potential sites for evaluation.

Recommended Activities

Compile all site data from the various offers and from any other identified sites into a standardized data collection format, such as folders, binders, or a database.
Make sure to date stamp and log all offers. Label and record all maps, drawings, and electronic data for future reference.
Determine whether there are any common characteristics among the long list of sites that require NEPA, CERCLA, NHPA, or special studies. If this is the case, then it may be possible to start the preliminary data collection and analysis tasks of these studies.

Outcome

Organization of the long list of offered sites, with backup materials for easy review

Duration
This task typically takes one (1) week.