Lease File Checklist

STAR PROJECT NUMBER: LOCATION:

OA NUMBER: AGENCY:
LEASE NUMBER: CBR NUMBER:
LOCATION CODE: SQUARE FOOTAGE:
BROKER CONTRACT NO. TASK ORDER NO.
CONTRACT LEASING AGENT: PHONE NUMBER:
CONTRACTING OFFICER:

DOCUMENT ESTIMATED
I. REQUIREMENT REQUIRED NOT REQUIRED
IN FILE DELIVERY DATE
* A. SF-81 or Other Request for
Space
* A.1 Transaction Management
Playbook (TMP) - Product
Information and Associated
Correspondence
* B. Special Requirements (Specs)
* C. Title 10 Clearance for Armed
Services
* D. Notification to City Official

* E. Justification of Delineated Area

* E.1 Rural Development Act

* F. Draft OA

* G. Scoring Evaluation

* H. Broker Contract Information

* I. Emergency/Disaster Leasing –
miscellaneous records/
information
J. Other

NOTE 1: The Estimated Delivery Date column is optional and is provided as a project schedule planning tool.
NOTE 2: The asterisk (*) identifies items that remain the responsibility of the Government in broker contract projects.
PAGE 1 OF 10 GSA FORM 3681 (REV 6/05)
 Lease File Checklist

DOCUMENT ESTIMATED
II. PRE-SOLICITATION REQUIRED NOT REQUIRED
IN FILE DELIVERY DATE

* A. Task Order Orientation Meeting

* B. Project Orientation Meeting

* C. Acquisition Plan
D. Justification for Other Than Full
and Open Competition
E. Historic Building Check

F. Flood Plain Check

* G. Prospectus/Notification of
Approval
H. Copy of Advertisement or
FedBizOps Printout
I. Responses to Advertisement
J. Market Survey, Market Survey
Report, and Agency
Concurrence
K. CATEX Checklist
* L. Source Selection Plan (Signed)
and Related Correspondence
* M. Award Factor Evaluation

* N. Vending Facilities
O. Other

NOTE 1: The Estimated Delivery Date column is optional and is provided as a project schedule planning tool.
NOTE 2: The asterisk (*) identifies items that remain the responsibility of the Government in broker contract projects.
PAGE 2 OF 10 GSA FORM 3681 (REV 6/05)
 Lease File Checklist

DOCUMENT ESTIMATED
III. SOLICITATION REQUIRED NOT REQUIRED
IN FILE DELIVERY DATE

A. Draft Solicitation for Offers

B. Agency Approval of SFO

* C. OA Revision

D. Final SFO

E. SFO Distribution List

F. SFO Amendments/Addenda

G. Correspondence to Offerors

* H. Davis-Bacon Wage Rates

* I. SFO Review by Technical Staff

J. Other

NOTE 1: The Estimated Delivery Date column is optional and is provided as a project schedule planning tool.
NOTE 2: The asterisk (*) identifies items that remain the responsibility of the Government in broker contract projects.
PAGE 3 OF 10 GSA FORM 3681 (REV 6/05)
 Lease File Checklist

DOCUMENT ESTIMATED
IV. EVALUATION/PRE-NEGOTIATION REQUIRED NOT REQUIRED
IN FILE DELIVERY DATE

A. Negotiation Objectives

* B. Appraisal

C. Estimates
Tenant Improvement Cost
Overtime Rates
D. Competitive Range
Determination/Notification
* E. Request for FPS Pre-Lease
Security Survey
* F. Review of Pre-Lease Forms for
Fire/Safety
* G. Request for Contractor Support
Services Related to Lease
Acquisition (IOS, CQM, etc.)
H. Required Security
Documentation per SFO
I. Other

NOTE 1: The Estimated Delivery Date column is optional and is provided as a project schedule planning tool.
NOTE 2: The asterisk (*) identifies items that remain the responsibility of the Government in broker contract projects.
PAGE 4 OF 10 GSA FORM 3681 (REV 6/05)
 Lease File Checklist

DOCUMENT ESTIMATED
V. UNSUCCESSFUL OFFER(S) REQUIRED NOT REQUIRED
IN FILE DELIVERY DATE
A. Initial Offer and Related
Correspondence
B. Abstract of Offers
* C. Evidence of Fire/Safety Review
of Pre-Lease Forms and
Certificate of Occupancy
D. Scaling of Offered Space

E. Present Value Price Evaluation

F. Pre-Award Notice and Rejection
Letters
* G. Pre-Award Debriefing
H. Request for Final Proposal
Revision
I. Offers Received After Final
Proposal Revisions
J. Post-Award Notice and
Rejection Letters
* K. Post-Award
Debriefings/Protests and
Resolution/Congressional and
Responses
L. Negotiation Record(s)
M. Other

NOTE 1: The Estimated Delivery Date column is optional and is provided as a project schedule planning tool.
NOTE 2: The asterisk (*) identifies items that remain the responsibility of the Government in broker contract projects.
PAGE 5 OF 10 GSA FORM 3681 (REV 6/05)
 Lease File Checklist

VI. SUCCESSFUL OFFER AND DOCUMENT ESTIMATED

REQUIRED NOT REQUIRED
AWARD DETERMINATION IN FILE DELIVERY DATE
A. Initial Offers and Related
Correspondence
B. Abstract of Offers
* C. Evidence of Fire/Safety Review
of Pre-Lease Forms and
Certificate of Occupancy
* D. Negotiations of Environmental
Remediation
E. Scaling of Offered Space
F. Request for Final Proposal
Revision (otherwise known as
Best and Final Offer)
G. Present Value Price Evaluation
H. Price Negotiation Documentation
I. Award Factor Evaluation Report
J. Source Selection Evaluation
Report (Initial and Final)
K. Conflict of Interest Acknowledgement
and Nondisclosure Agreement
* L. Source Selection Authority
Decision Document
* M. Revised Scoring Evaluation and
Final Scoring Analysis
* N. Agency Recommendation Letter
(from GSA) and Return Letter of
Acceptance (from Agency) with
Revised and Signed OA
O. Small Business Subcontracting Plan
P. Affirmative Action Plan
Q. Seismic Certification
R. Flood Plain Compliance
Documentation
* S. Responsibility Check
Excluded Parties List
(Debarred Bidders List)
Past Performance
Financial Responsibility
T. EEO Compliance Review
* U. Randolph Sheppard Act Info.
V. Evidence of Compliance with
SFO Security Documentation
and Requirements
W. Evidence of Compliance with Green
Lease and/or LEED SFO Criteria
* X. Receipt of RWA and Required
Certification
Y. Lessor/Signor Proof of Authority
and Ownership
Z. Other

NOTE 1: The Estimated Delivery Date column is optional and is provided as a project schedule planning tool.
NOTE 2: The asterisk (*) identifies items that remain the responsibility of the Government in broker contract projects.
PAGE 6 OF 10 GSA FORM 3681 (REV 6/05)
 Lease File Checklist

DOCUMENT ESTIMATED
VII. (A) CONTRACT REQUIRED NOT REQUIRED
IN FILE DELIVERY DATE

A. Award Letter

* B. Legal Review and Comment

C. Fully Executed Lease

D. Supplemental Lease
Agreements
E. Other

DOCUMENT ESTIMATED
VII. (B) TI SFO DOCUMENTS REQUIRED NOT REQUIRED
IN FILE DELIVERY DATE
A. TI Cost Breakdown (In CSI
Format)
* B. GSA Review of TI Costs
C. Evidence of Competitive
Bidding Process or Cost or
Pricing Data for TI Costs
D. Drawings/Layouts from Agency
E. Other

NOTE 1: The Estimated Delivery Date column is optional and is provided as a project schedule planning tool.
NOTE 2: The asterisk (*) identifies items that remain the responsibility of the Government in broker contract projects.
PAGE 7 OF 10 GSA FORM 3681 (REV 6/05)
 Lease File Checklist

DOCUMENT ESTIMATED
VIII. APPROVAL DOCUMENTS REQUIRED NOT REQUIRED
IN FILE DELIVERY DATE
* A. Pre-Validation of B/A 53
Funding
* B. Final Occupancy Agreement

* C. Legal Concurrence
D. Drawings/Layouts from
Agency/Lessor (Design Intent
Drawings-DID’s)
* E. Fire/Safety Approval of Layout
Drawings
F. Layouts to Lessor

G. Finish Selections to Lessor

H. Other

NOTE 1: The Estimated Delivery Date column is optional and is provided as a project schedule planning tool.
NOTE 2: The asterisk (*) identifies items that remain the responsibility of the Government in broker contract projects.
PAGE 8 OF 10 GSA FORM 3681 (REV 6/05)
 Lease File Checklist

DOCUMENT ESTIMATED
IX. PRE-OCCUPANCY REQUIRED NOT REQUIRED
IN FILE DELIVERY DATE

A. Post Award Synopsis

B. Copy of Correspondence
Transmitting Lease to Field
Office
C. Copy of Correspondence
Transmitting Lease to Agency
* D. Notification of Lease Location to
FPS by letter or email
* E. Request to GSA PMC for Utility
Contract
* F. COR Letters to Lessor
* G. COR Letters to Designated
Agency Representative
H. Construction Inspection
Reports/Meeting Minutes/
MSDS
I. Davis-Bacon Interview Forms
and Wage Payment
J. Acceptance of Space/Condition
Survey
Measurement of Space
Correction of Deficiencies
Credits/Debits
Punch List and Resolution
K. Change Orders Related to
Initial Occupancy
L. Request Periodic Services
Schedule from Lessor
* M. Provide Periodic Services
Schedule to Property
Manager/Lease Administrator
N. SBA Reporting Letter
O. Other

NOTE 1: The Estimated Delivery Date column is optional and is provided as a project schedule planning tool.
NOTE 2: The asterisk (*) identifies items that remain the responsibility of the Government in broker contract projects.
PAGE 9 OF 10 GSA FORM 3681 (REV 6/05)
 Lease File Checklist

DOCUMENT ESTIMATED
X. ADMINISTRATION REQUIRED NOT REQUIRED
IN FILE DELIVERY DATE

* A. EFT Enrollment

* B. Operating Cost Escalations

* C. Tax Escalations/Appeals

* D. Change of Ownership

* E. DUNS Number

* F. Central Contractor Registration

(CCR) Information
* G. Lease Digest (R620)

* H. RWA’s - Properly Certified

* I. Miscellaneous Correspondence

* J. Appeals/Claims/Disputes
Correspondence
Contracting Officer Decision
Resolution
Unresolved Claim(s)
GSBCA or Claims Court
Decision
Payment

* K. Task Order Documentation

* L. CAD As-Builts to CIFM

M. Other

NOTE 1: The Estimated Delivery Date column is optional and is provided as a project schedule planning tool.
NOTE 2: The asterisk (*) identifies items that remain the responsibility of the Government in broker contract projects.
PAGE 10 OF 10 GSA FORM 3681 (REV 6/05)