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FIMS Lease Management and More

2009 FIMS/Real Estate WorkshopMemphis, TNJune 3, 2009

Prepared by: Gayle Smith, Energy Enterprise Solutions

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FIMS Leases

• FIMS Terminology−DOE Leased−Contractor Leased−DOE Ingrant

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FIMS Definitions

•DOE Leased – A possessory

interest in real property that

DOE acquired from the

owner of the property•Recorded in FIMS for Buildings, OSF and Trailers assets

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FIMS Definitions

• Contractor Leased – A possessory interest in real property that a contractor acquires from the owner of the property and DOE reimburses the contractor for the rent paid to the owner

•Recorded in FIMS for Buildings, OSF, Trailers and Land assets

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FIMS Definitions

•DOE Ingrant – A right acquired by DOE or its contractors for the use of real property of others by means such as a lease, license, easement, or permit

•Recorded in FIMS for Land assets

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FIMS Leased Land

• How do we determine if a

DOE Ingrant land record is a

lease?−The Acquisition Method

code on the Land Info window is set to “Lease”

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FIMS Land Info Window

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FIMS Leases

• DOE reports DOE leases,

Contractor leases and DOE

Ingrant land records designated

as leased to the Federal Real

Property Profile (FRPP) on an

annual basis

• Need to ensure that the FIMS

leases are kept current

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FIMS Expired Leases• No expired leases in FIMS

−Renew−Archive

• FIMS Standard report #062 Expired Ingrant Report (under the Special Reports submenu) is available to identify expired leases

• Currently 95 expired leases in FIMS

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FIMS Standard Report #062

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FIMS Expired Lease Disposition

• Leases that are no longer active, those that have expired or been terminated, need to be disposed of in FIMS

• Leases are disposed of in FIMS by archiving and designating them with a Disposition Status of either Lease Expiration or Lease Termination

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FIMS Lease Expiration

• Lease Expiration is to be used

for a lease that has expired at

term and is not being renewed

or a month to month lease that

is no longer being renewedEXPIRED

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FIMS Lease Expiration• To Archive an expired lease in FIMS,

the following data fields are required

to be populated on the Disposition

window:−Disposition Status - choose Lease

Expiration−Disposition Status Date – enter lease

expiration date

• Then archive the expired lease with

the FIMS Archive link

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FIMS Lease Termination

• Lease Termination is to be used

for early termination of a lease,

that is leased space that was

vacated prior to the end of the

lease term Early Termination

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FIMS Lease Termination• To Archive a terminated lease in FIMS,

the following data fields are required to be populated on the Disposition window:−Disposition Status - choose Lease

Termination−Disposition Status Date – lease termination

date−Disposition Value – the government’s gross

cost avoidance• This would be the cost savings of an early

termination of the lease• Must be greater than or equal $0

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FIMS Lease Termination• Required data fields cont:

−Net Proceeds – represents the total cost avoidance realized by the Government on the remaining term of the lease minus any Government cost associated with terminating the lease before the expiration date in the contract

• In some cases could be $0 or a negative number− If we were required to pay full value for an

early termination, the Disposition Value would be $0

− If we had to further spend $50K to prepare the property for return, the Net Proceeds would be -50K (negative $50K).

• Then archive the terminated lease with the FIMS Archive link

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FIMS Leases

Any questions on Leases before we move on?

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FIMS GSA Assigned

• FIMS tracks GSA Leased and GSA

Owned properties

• Not reported to the FRPP, but

DOE HQ Real Estate uses the

data for an Exhibit 54 report that

is sent to GSA and then on to

OMB

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FIMS GSA Assigned

• The data collected for these

assets can be obtained from the

GSA Rent on the Web (ROW)

system Rent Billshttps://www.pbs-billing.gsa.gov/

ROW−Rent Bills should be reviewed for

errors and corrected

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FIMS GSA Assigned

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FIMS GSA Assigned

• The GSA Assigned data is

required to be updated in FIMS

annual using the May Rent Bills (usually available mid May)

• FIMS deadline for updating the

GSA Assigned data was May 31,

2009

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FIMS GSA Assigned

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FIMS Outgrants

• Definition−The right to use DOE property by

means of a lease, easement, license, permit or interagency agreement. DOE, the “grantor”, grants to federal, state, and non-governmental entities (know as “grantees”) the right to enter upon government owned or leased land, property and/or facilities for the purpose of conducting grantee business.

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FIMS Outgrants• All outgrants that are 12 months

or greater in length should be captured even if only a portion of the property is involved in the Outgrant

• If the FIMS Outgrant Indicator (Prop Info) is populated with ‘Yes’, the data on the FIMS Outgrant window is required to be populated

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FIMS Outgrant window

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FIMS Outgrants

• Currently there are over 50 FIMS

assets with the Outgrant Indicator

= ‘Yes’, but the Outgrant window

has not been populated

• A report was distributed to the

specific POC on 5/12/09

identifying the records with

missing data

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