Lease Acquisition Management Policies and Procedures
Overview
VA’s Office of Construction and Facilities Management’s (CFM) Office of Real Property (ORP) is the dedicated office within VA responsible for issuing policies and procedures for VA’s leasing program. VA’s leasing professionals are required to comply with CFM ORP’s issued policies, VA Directives, General Services Administration (GSA) Public Building Services Leasing Desk Guide (LDG), GSA’s Acquisition Manual (GSAM), and Federal Acquisition Regulation (FAR) as applicable to real property leases. VA has supplemented GSA’s LDG with VA’s Supplement to GSA’s LDG.
In the event policy or other guidance issued by any other VA organization pertaining to real property lease acquisitions conflicts with policy or guidance issued by CFM ORP, CFM ORP policy/guidance shall control.
The tables below list CFM ORP Enterprise-Wide Real Property Lease Acquisition and Management Policies and Directives to be adhered to by VA’s leasing professionals.
Lease Acquisition and Management Directives
| Number | Topic | Effective date |
|---|---|---|
| Directive 7815 | VA Directive 7815 | 1/20/2012 |
Lease Acquisition and Management Real Property Policy Memorandums
| Number | Topic | Effective date |
|---|---|---|
| RPPM 2018-04 | Award of Build-to-Suit Lease Contract | RESCINDED BY OCFM ORP VA-Wide Leasing Policy Alert 2024-09 |
| RPPM 2018-05 | Quantification of Space & Form of Advertisement | RESCINDED BY OCFM ORP VA-Wide Leasing Policy Alert 2024-09 |
| RPPM 2018-06 | Adoption of GSA’s Leasing Desk Guide – VA Supplement to the LDG | RESCINDED BY OCFM ORP VA-Wide Leasing Policy Alert 2024-09 |
| RPPM 2018-10 | Clarification on Leasing Policy Authority | RESCINDED BY OCFM ORP VA-Wide Leasing Policy Alert 2024-09 |
| RPPM 2018-13 | Determining Bona Fide Need for Activation Items in Leasing | 5/10/2018 |
| Lease Procurements and Delegation of Authority from GSA | RESCINDED BY CFM Policy Memorandum 003C-2023-02 | |
| OCFM RPPM 2021-01 | Interim Digital Signature Policy for Real Property Lease Documents | RESCINDED BY OCFM ORP VA-Wide Leasing Policy Alert 2024-09 |
| OCFM RPPM 2021-02 | Clarification Regarding VA Draft Handbook 7815 | RESCINDED BY OCFM ORP VA-Wide Leasing Policy Alert 2024-09 |
| OCFM RPPM 2021-05 | Real Property Lease Actions Reporting Requirements | RESCINDED BY OCFM ORP VA-Wide Leasing Policy Alert 2024-09 |
| OCFM RPPM 2021-07 | VA Rule of Two and Lease Business Size Requirements –Capabilities Statement Final –FY2016 Small Business Procurement Review Program Policy | RESCINDED BY OCFM ORP VA-Wide Leasing Policy Alert 2024-09 |
| OCFM RPPM 2022-01 | VA Leasing Certification Program (VALCP) Policy –CFM ORP LCOWB Warrant Request Procedure –CFM ORP LCOWB Warrant Termination Procedure | RESCINDED BY OCFM RPPM 2024-04 |
| OCFM RPPM 2022-03 | Implementation of EO 14042 10-28-2021 –Preliminary Injunction Related to EO 14042 for Federal Contractors 12-20-2021 | RESCINDED BY OCFM RPPM 2023-05 |
| OCFM RPPM 2022-05 | Clarification Regarding LA-FY17-03 Green Building Certification 07.07.2022 with Attachments | RESCINDED BY OCFM ORP VA-Wide Leasing Policy Alert 2024-09 |
| OCFM RPPM 2022-07 | Submitting a Request for Land and Leasing Actions to Office of Real Property | RESCINDED BY OCFM RPPM 2023-03 |
| OCFM RPPM 2022-08 | Rescission of OCFM RPPM 2021-06 7-6-2022 | RESCINDED BY OCFM ORP VA-Wide Leasing Policy Alert 2024-09 |
| OCFM RPPM 2023-03 | Submitting a Request for Land and Leasing Actions to ORP | 8/28/2023 |
| OCFM RPPM 2023-05 | Rescission Notice: OCFM RPPM 2022-03 Implementation of Executive Order 14042, Ensuring Adequate COVID Safety Protocols of Federal Contractors | 8/28/2023 |
| OCFM RPPM 2024-01 | VA Real Property Leasing Acquisition Regulations and Policies | 3/24/2024 |
| OFCM RPPM 2024-02 | HCA Review and Approval Process Policy | 5/16/2024 |
| Interagency Security Committee Risk Evaluation Policy for All Delegated Leases –VA Lease Security FSL I –VA Lease Security FSL II –VA Lease Security FSL III –VA Lease Security FSL IV | 5/20/2021 | |
| CFM PM 003C-2024-08 | Real Property Lease Protest Procedures | 5/2/2024 |
| OCFM RPPM 2024-03 | Leasing Official File Policy | 6/11/2024 |
| OCFM RPPM 2024-04 | VA Leasing Certification Program (VALCP) Policy | 9/4/2024 |
Lease Acquisition and Management VA-Wide Policy Alerts
| Number | Topic | Effective Date |
|---|---|---|
| OCFM ORP VA-Wide Leasing Policy Alert 2023-01 | Prospectuses for Alterations in Leased Space | SUPERSEDED by the VA Supplement to the GSA Leasing Desk Guide |
| OCFM ORP VA-Wide Leasing Policy Alert 2023-02 | Updated academic affiliates JOTFOC template for non-competitive lease procurements as authorized under 38 U.S.C. § 8103(h) and updated Lack of Competition – Memo to File, including academic affiliates option | 12/15/2022 |
| OCFM ORP VA-Wide Leasing Policy Alert 2023-03 | Interim Updates to OCFM RPPM 2021-07 VA Rule of Two and Lease Business Size Requirements | SUPERSEDED by the VA Supplement to the GSA Leasing Desk Guide |
| OCFM ORP VA-Wide Leasing Policy Alert 2023-04 | Class Deviation from GSAM for Lease Amendment and Total Lease Contract Value Definitions –Class Deviation from GSAM 501.603-1(a) –ATCH 1- Class Deviation from GSAM 501.603-1(a) | SUPERSEDED by the VA Supplement to the GSA Leasing Desk Guide |
| OCFM ORP VA-Wide Leasing Policy Alert 2023-05 | VA Specific Instructions for GSA’s Leasing Alerts LA-23-05, LA-23-06 and Acquisition Letter AL MV-2023-06 | RESCINDED by OCFM ORP VA-Wide Real Property Policy Alert 2025-01 |
| OCFM ORP VA-Wide Leasing Policy Alert 2023-06 | VA Specific Instructions for Annual Funding Lease Amendments for FY24 SFFAS 54 Compliance | 9/29/2023 |
| OCFM ORP VA-Wide Leasing Policy Alert 2024-01 | VA Specific Instructions for GSA’s Leasing Alert LA-23-07 – Revision to Solicitation Provisions and General Clauses (GSA Templates 3516 3516A 3517A and 3517B) | CANCELLED by GSA Leasing Alert LA-26-01 |
| OCFM ORP VA-Wide Leasing Policy Alert 2024-02 | VA Specific Instructions for GSA’s Leasing Alert LA-23-08 – Electric Vehicle Supply Equipment | 12/28/2023 |
| OCFM ORP VA-Wide Leasing Policy Alert 2024-03 | VA Specific Instructions for GSAM Threshold Changes to Lease Acquisition Plans and Justifications | 12/28/2023 |
| OCFM ORP VA-Wide Leasing Policy Alert 2024-04 | VA Specific Instruction for GSA Form 3410 Update | RESCINDED BY OCFM RPPM 2024-04 |
| OCFM ORP VA-Wide Leasing Policy Alert 2024-05 | VA Facility Security Level (FSL) I-IV Level of Protection Templates –VA Lease Security FSL I –VA Lease Security FSL II –VA Lease Security FSL III –VA Lease Security FSL IV | RESCINDED BY OCFM ORP VA-WIDE REAL PROPERTY POLICY ALERT 2025-02 |
| OCFM ORP VA-Wide Leasing Policy Alert 2024-06 | VA Specific Instruction for GSA ‘s Leasing Alert LA-24-01 – Notification of Leasing Policy Updates Related to Expired or Obsolete Policy | 1/31/2024 |
| OCFM ORP VA-Wide Leasing Policy Alert 2024-07 | Reporting Novation and Change of Name Agreements for Real Property Leases | 3/29/2024 |
| OCFM ORP VA-Wide Leasing Policy Alert 2024-08 | GSA Leasing Alert (LA) LA-24-02 – Updated Guidance on Renewal Options Added Post-Award | 5/3/2024 |
| OCFM ORP VA-Wide Leasing Policy Alert 2024-09 | Department of Veterans Affairs Supplement to the GSA Leasing Desk Guide | 5/20/2024 |
| OCFM ORP VA-Wide Leasing Policy Alert 2024-10 | VA Specific Instructions for Annual Funding Actions, Lease Templates and Reporting Requirements | 6/27/2024 |
| OCFM ORP VA-Wide Real Property Policy Alert 2025-01 | VA Specific Instructions for GSA’s Leasing Alert (LA) LA-24-03 Revision to Request for Lease Proposal (RLP) and Lease Templates | RESCINDED by OCFM ORP VA-Wide Real Property Policy Alert 2026-02 |
| OCFM ORP VA-Wide Real Property Policy Alert 2025-02 | VA Specific Instructions for GSA’s and VA’s Updated Templates – Present Value Analysis (PVA) worksheet, Tenant Improvements Cost Summary (TICS), Security Unit Price Lists (SecUP), and VA Security Requirements for Facility Security Level (FSL) I-IV –Present Value Analysis (PVA) Worksheet –Tenant Improvement Cost Summary (TICS) Table** –Security Unit Price List FSL II –Security Unit Price List FSL III –Security Unit Price List FSL IV –VA Security Requirements FSL I –VA Security Requirements FSL II –VA Security Requirements FSL III –VA Security Requirements FSL IV | 11/18/2024 |
| OCFM ORP VA-Wide Real Property Policy Alert 2025-03 | Exception to Policy for iFAMS Funded Lease Awards | 11/18/2024 |
| OCFM ORP VA-Wide Real Property Policy Alert 2025-04 | VA Specific Lease Extension Templates –VA Extension Lease Amendment Template –VA Extension PNM Template –VA Extension Absence of Competition Memo –VA GSAR Representation 552.270-33 | 1/7/2025 |
| OCFM ORP VA-Wide Real Property Policy Alert 2026-01 | Notice of Increase to Simplified Lease Acquisition Threshold (SLAT) | 10/1/2025 |
| OCFM ORP VA-Wide Leasing Policy Alert 2026-02 | Revision to Global Request for Lease Proposal (RLP), Lease Templates, and New Exhibits –Global Request for Lease Proposal (RLP) R100 –Global Lease Template L100 –Exhibit, Lease – Broker Project –Exhibit, Lease – Net Utilities –Exhibit, RLP – Net Utilities –Exhibit, Lease – Prospectus –Exhibit, RLP – Swing Space –Exhibit, Lease – Swing Space –Exhibit, RLP – New Construction –Exhibit, Lease – New Construction | 2/10/2026 |
PACT Act Guidance
| Number | Topic | Effective date |
|---|---|---|
| PACT Act Messaging Presentation | ||
| ORP PACT Act Lease Specific Fact Sheet | ||
| OCFM ORP VA-Wide Leasing Policy Alert 2023-02 | JOTFOC and Lack of Competition Templates | 12/15/2022 |
| JOTFOC Template – 38 U.S.C. § 8103(h) | 12/15/2022 | |
| Lack of Competition – Memo to File (SLAT Leases) | 12/15/2022 | |
| CFM ORP Academic Affiliate Lease Contract Process | 2/26/2025 | |
| VA Partnerships Academic Affiliate Brief | ||
| Non-Prospectus Level VA Academic Affiliate (AA) or Covered Entities (CE) Sole Source Lease Acquisition Process | ||
| Affiliate Info Sheet |
Additional Resources
- PBS GREX – MFA (gsa.gov)
- GSAM Part 570 – Acquiring Leasehold Interests in Real Property
- GSA Leasing Policy and Leasing Desk Guide Site
VA Directives and Handbooks are included for convenience. The Department of Veterans Affairs Directives web site is VA Publications.
VA Administrations and Staff Offices should submit VA real property acquisition or procurement policy questions to CFM’s Office of Real Property (ORP), Policy and Programs at VACO003C7APolicyandProgramsTeam@va.gov.