GSA - Property Management Support Specialist

Position and Location. Vancro is currently seeking a GSA Contract Property Manager to support activities in St. Croix, USVI (START DATE: 1 OCTOBER 2022).

Job Description:

For purposes of this specification, "Contract Property Management Support Services" is understood to encompass the following three general disciplines:
1. Inspection and management of federally owned facilities within the Field Office, including maintenance and operation inspections according to all applicable GSA property management principals, SOPs, and guidelines.
2. Inspection and management of leased locations within the Field Office according to all applicable GSA lease administration principals, guidelines, and SOPs
3. Construction Management (CM) and Project Management (PM) for repair and alterations type projects in both leased and federally owned locations within the Field Office according to all GSA construction management principles, guidelines, and SOPs. This may be for what GSA considers "simplified acquisition - small projects" under $250,000 and may be for larger projects (generally between 150,000 and the prospectus project limit of 2.8 million) In both cases the CPM will accomplish project estimating, scoping and project development, design/design review (depending on complexity of project) inspection, preparation of punch lists, and project close out activities. In short, the CPM may be involved in all project management and construction management activities, including accomplishing budgeting and accounting activities as required under the direction of the COR. The Contract Property Manager (CPM) assigned to a GSA Field Office can expect to provide the above three general services in the proportion determined by the needs of each GSA Field Office Manager. For example, in one Field Office the Contract Property Manager may be required to perform mainly lease inspection and administration, while in another Field Office the Contract Property Manager may be required to provide mainly project management or construction management duties on projects within federally owned facilities. No allowances will be made for changing of percentages of duties.

Duties and Responsibilities.

Each Contract Property Manager will perform the following basic services:

• Each Contract Property Manager will be a full-time employee, who will work on-site within each Field Office. The awardee will submit to GSA a well-trained, well rounded, and experienced candidate for each Contract Property Manager position based on MINIMUM qualifications in this statement of work.
• The Contract Property Manager shall report to the Contracting Officer's Representatives (CORs) within each Field Office. The Contract Property manager will therefore be considered a contract employee of the Field Office, who must ultimately report to the Field Office Manager (also known as the Senior Property Manager), along with the Assistant Senior Property Manager(s) for each field office.
• The GSA CORs will assign specific duties and responsibilities to the Contract Property Managers, and provide all supervisory direction, including setting scheduled workday hours, overtime, etc. The Contract Property Manager will report to the COR daily to review schedules and assignments
• Contract Property Manager must be businesslike and professional in dress and appearance and will be expected to represent the US Government in dealings with other federal agencies who are GSA's customers. The Contract Property Manager will at times serve as the primary point of contact representing GSA with federal client agency personnel. Will proactively manage customer relationships and communications to enhance customer loyalty and retention in accordance with established GSA guidelines and business processes.
• The Contract Property Manager will be required to perform inspections in machine rooms, roofs or in construction sites in areas where conditions may be difficult and dirty. The contractor will provide his Contract Property Manager with the necessary safety equipment required to do this type of work, including steel toe safety shoes, hard hat, coveralls, etc. The Contract Property Manager must have the physical ability to climb ladders, navigate over and around equipment, etc. The Contract Property Manager must be able to perform moderate lifting (sometimes he may be called upon to deliver items to remote sites, etc.).
• Under direction of COR, the Contract Property Manager must be prepared to interact extensively with building tenants on a recurring basis to assess their facility needs, ensure that those needs are being met or exceeded, and assure that the procedures used to obtain services are responsive and customer friendly.
• The Contract Property Manager will be expected to work an eight-hour shift which must occur during GSA's core business hours (defined as 7 AM to 530 PM, Monday thru Friday, excluding federal holidays) which will be billed as regular hours. Exact shifts start and end times must be approved by the COR.
  There may be times when the CPM may have to adjust his hours to monitor work that occurs beyond core business hours. Time worked beyond the 8 hours in core business hours shall be considered overtime. The Contract Property Manager may be required to work overtime (i.e. beyond 8 hours a day, or on weekends or holidays) based on need of the Field Office for service to monitor construction activities, building shutdowns etc. In cases when the Contract Property Manager must work overtime or holidays and will be paid time and a half.
• Contract Property Manager must PHYSICALLY REPORT to the Field Office each day for the contractor to bill for hours that were worked that day. This is a "location critical" position, which means that TELEWORK or any other alternative work arrangements ("work at home" etc.) is only an option in emergency circumstances.

Inspection of Work in Federal Facilities:

• The Contract Property Manager, under direction of the COR, will be required to perform inspections of construction and building maintenance contract work in federally owned buildings within the Field Office. (The term "BUILDING MAINTENANCE CONTRACTS" includes janitorial, cafeteria, mechanical, and elevator maintenance services, and is often referred to as simply "MAINTENANCE" or SERVICE" contracts).
  Inspections will be accomplished according to GSA guidelines and standards. Under direction of COR the Contract Property Manager will become familiar with the GSA PBS PROGRAM GUIDES and with the specifications for all Field Office construction and maintenance contracts that he is required to review.
• The Contract Property Manager may also be called upon to draft letters to the construction/service contractors, including "CURE LETTERS", in which these deficiencies are formally noted. After transmission of inspection reports and/or letters, the Contract Property Manager shall perform follow up inspections and perform appropriate documentation as required.
• The Contract Property Manager will conduct inspections of contractor's work in a professional, respectful, and businesslike manner, making advance arrangements and notifications of the construction and maintenance contractors as required. The Contract Property Manager may be empowered by the COR to set up meetings with the construction and building maintenance contractors as required.
• Much of the work to be inspected and reviewed by the Contract Property Manager will be of a basic building technical level, so that a professional in the field of construction and building operations should be able to accomplish subject inspections with a minimum of outside assistance. There may be exceptions, in which GSA requires a CPM with specialized technical skills (particularly in the area of automated Building Management/Control Systems) If a candidate with these specialized technical skills is required, the contractor will be advised. To the initial response to this solicitation, candidates with a more general technical background will be considered acceptable.

Inspection of Work in Leased Locations:

• The Contract Property Manager, under direction of the Lease administration Manager (LAM)/COR or the Lease Contracting Officer (LCO), will be required to perform inspection of some or all the leased locations within the field office to determine if the lessor is fulfilling all of the requirements of the lease.
• The Contract Property Manager shall become familiar with the Region 2 Lease Administration Guide and related SOPs, and GSA PBS PROGRAM GUIDE policies and procedures.
• The Contract Property Managers shall prepare lease inspection reports and draft letters to lessors (including draft "Cure Letters") for LAM's/COR's or LCO's.
• The Contract Property Manager will conduct lease inspections in a professional, respectful, and businesslike manner, making advance arrangements and notifications with both the tenants and lessors as required by the COR. The vast majority of the work to be inspected and reviewed in a lease is general of a less complex and technical nature than the construction and service contract inspections detailed above, so a professional in the field of construction and building operations should be able to accomplish subject inspections with a minimum of outside assistance.
• The focus of lease inspections will generally be on customer issues, ensuring that tenant agency customer requirements are met by the lessor.

Construction Management (CM) and Project Management (PM) Duties:

• The Contract Property Manager, under direction of the COR, will be required to estimate projects for construction and services in both leased and federally owned space in accordance with the requirements for project acquisition and management found in the attached GSA PBS Program Guides, Project Management Guides and applicable SOPS (including the Small Project SOP).
• Majority of these projects will be below the SIMPLIFIED ACQUISITION THRESHOLD of $250,000.00, and generally not excessively complex, and generally will not always require a formal engineer's certification or "stamp". The above is a TYPICAL REQUIREMENT for most projects. GSA welcomes Contract Project Managers with an exceptional technical background who can take on complex projects with complex technical requirements.
• Whether it is a large project or a small project, the Contract Property Manager will be responsible for managing the project from "cradle to grave" under direction of the COR, inputting everything from the estimates and scopes of work to the financial documents for contract award and closeout under the direction of the COR and in accordance with GSA standards.
• Under direction of the COR the Contract Property Manager is responsible for improving customer and client agency satisfaction with building services, maintaining, and preserving the real property assets, maintaining, or lowering operating costs, and ensuring the provision of quality facility related services. The Contract property manager will be expected to attend and/or host meetings as required and represent GSA interests as defined by GSA.
• The Contract Property manager will establish and monitor specific programs and statistical goals reflecting customer satisfaction requirements and help ensure that short- and long-range plans and programs are implemented to substantially exceed those goals and requirements. Contract Property Manager must be aware of and take part in GSA Tenant Satisfaction Surveys and assist in administration of the same.
• The Contract Property Manager will be the property management point of contact and work with the project team on all space modification and/or alterations of leased space.
• The Contract Property Manager will provide appropriate and necessarily follow up with client agencies, contractors, GSA project team members and management.
• The Contract Property Manager will follow all guidelines and requirements for GSA PROJECT MANAGERS found within the GSA PROJECT MANAGEMENT GUIDELINES, and related documents, when working on GSA projects.
• The CPM must be a team-member, focused individual, able to handle difficult requirements under challenging circumstances, in a professional and courteous manner.
• The Contract Property Manager will work closely with GSA and the client agency on all reimbursable above standard services ensuring services are properly scheduled with the client agency and building owner and proper funding is in place.
• The Contract Property Manager will be responsible for periodic inspections of leased facilities and enforcing requirements of the lease contract.
• The Contract property manager will properly document all building inspections on the appropriate forms.
• The Contract property manager shall prepare reports, documents and letters for the review and signature of the GSA manager.
• The COR will develop a quality control program and ensure the quality of all work performed by the property manager.
• The Contract Property Manager assigned to work in the Caribbean Field Office must be bilingual, i.e. he/she must be fluent in both Spanish and English.
• Advise the COR immediately of any dangerous conditions, accidents, and any other safety conditions requiring immediate action.
• Prepare and maintain a running list of observed Defects and Omission for all construction contact work and provide a weekly copy of the construction contractor and Contracting Officer's Representative. At the end of each work week submit a composite list of Defects and Omissions to the COR. Monitor and re-inspect if the work should be accepted.
• Assist the COR in the review of the contractor's payment requests by verifying the value in place, materials stored on or off the site, assuring that the percentage completion of each category of work is correct.
• The Contract Property Manager will in the pre-final and final punch lists along with the A/E and the COR and submit a written report to the COR for approval.
• Keep the COR advised of potential disputes with analysis and recommendations as to what actions should be taken. The analysis of claims should be detailed from the basis of the government's position should the matter be carried to appeal.
• Perform basic CAD drafting and specification writing services as required for project design, engineering coordination, and changes to the contract documents during construction.
• Enforce all OSHA Safety Regulations during construction on behalf of GSA.
• Serve as the on-site "face-in-the-building" during construction projects. Coordinate any government-tenant-construction contractor issues that may arise during construction. Ensure that a supervisor for the general contractor is on site when work is being performed by subcontractors or deliveries are being made. Be present for after-hours inspections such as Fire Alarm and Elevator inspections.
• Act as a troubleshooter for the COR on all issues connected with the project. Review all contract documents and inspect construction for the purpose of advising the COR of potential problems.
• The Contract Property Manager is not permitted to authorize the following actions (although he may assist in preparation of documents, etc.):
  - Contract Modifications - this includes substitutions of materials or equipment outside of those defined in the contract documents.
  - Make final decisions on claims, disputes, or interpretations of contract requirements.
  - Make final acceptance of work performed
  - Issue stop-work orders, except for work activities that are life threatening.
• The Contract Property Manager must possess a valid driver's license.

Software/Applications & System Tools. Below are descriptions of some systems/tools located on the PBS Portal or provided on the Local Area Network that may be utilized.

• Windows 2010 server or newer
• Windows 10, Windows XP and Windows 7 client
• MS Office 2010 or newer, MS Excel 2010 or newer
• Citrix ICA, Checkpoint VPN and Cisco IP Communicator, Horizon VPN
• Google Mail
• Adobe Acrobat Professional and Nuance Converter Enterprise Foxit
• Internet Explorer

Minimum Qualifications of Proposed Contract Property Manager:

• The Contract Property Manager assigned to work in the Caribbean Field Office must be bilingual, i.e. he/she must be fluent in both Spanish and English.
• Proposed individual(s) shall have a minimum of five (5) years progressive work experience in managing design and construction projects OR managing large owned commercial or residential buildings OR a large portfolio of leased locations. In all three of the above cases the proposed Contract Property Manager must possess a working knowledge of architectural, structural, civil, mechanical, electrical disciplines, fire alarm, and control systems.
• Possess a professional college degree and a professional license in engineering, architecture, business, real estate, or a related field OR demonstrate 10 years of management experience in property management, construction project management, lease management, or engineering/architecture.
• Demonstrate the ability to manage multiple projects of varying complexity including multi-phase projects in design and construction on budget and on schedule, while managing multiple priorities. Demonstrate excellent accounting and organizational skills
• Demonstrate practical knowledge of National, State and Local laws and codes.
• Demonstrate the ability to deal effectively with contractors, tenants, and government agencies to resolve issues, and provide excellent customer service and client satisfaction.
• Demonstrate an ability to effectively administer and manage large or diverse collections of owned and leased properties.
• Must be able to obtain HSPD-12 federal security clearance. (Mandatory Requirement) Candidate must have a government-issued Smart card before appointment to this position).
• Provide a resume of work demonstrating a minimum of three (3) applicable projects or properties which the proposed Contract Property Manager has successfully completed or managed. Provide the project/locations cost, construction duration and dates of substantial completion, brief scope description of each project, challenges, and references with phone numbers.

Highly Desired:

• Prior Military, Federal or State Experience.
• Prior work with GSA.

Benefits:

Paid time off including holidays and parental leave, medical and dental plans, retirement savings plans with company-match, disability and life insurance, tuition reimbursement program, recognition and service award programs, wellness and workplace flexibility programs.

Current Openings for GSA Property Management Support Specialist Jobs at Vancro Incorporated