Response to SAC Inquiry: Directors Suite

On April 13, OCFO Appropriations Liaisons received the following inquiry from Senate Appropriations
Committee Staffer
:
Weve heard that well over $100k was spent renovating the Director and her assistants office space. I
would like to request an inventory of the materials, contract work, and staff time used on this endeavor,
please. ICE moved into PCN less than ten years ago and the Directors space was quite nice the last
time I saw it, so, if this is true, I imagine these funds could have been put to better use in the field. Also,
please let me know if these were construction funds, or the $40m facilities carve-out for S&E.
ICE Response:
The project to modify the Directors Suite was undertaken to improve the workflow and usable desk
space. No modifications were made to the Directors immediate office. As you can see from the
architects diagram (slide 2), the initial flow gave unfettered access to the Directors Office without control
by the Special Assistant. Specifically, the Special Assistants work space was positioned in a way that
rendered her unable to see approaching guests prior to their entry into the Directors Office. This often
resulted in unscheduled guests interrupting the Directors work or meetings.
In addition, a vacuous sitting area in front of the Directors Office door was an ineffective and inefficient
use of space. Scheduled guests arriving in that space could not see the Special Assistant to announce
their arrival and obtain permission to enter the Directors Office and/or conference room. The sitting area
was repurposed to be the new site of the Directors Special Assistants work space. The former Special
Assistant space received needed repairs and additional necessary storage capacity and is now used by a
second staff member supporting the Director. To ensure both work spaces were of a proper size, some
square footage was taken from the adjacent large pantry and closet, both of which remain functional
despite the reduction of square footage.

Directors Suite Floorplans

Before
Assist. to the Director
(No line of sight to Directors
office door)

11036
OAS

Directors Conference Room

Main Hallway
Directors Office Door

After
Staff Desk
Assist. to the Director
(Direct line of sight to Directors
office door)

Directors Conference Room

Main Hallway
Directors Office Door

Response to SAC Inquiry: Directors Suite

Item / Area

Special
Assistant to the
Directors
Desk/Lobby
Renovation

Directors
Conference
Room
and Bathroom

Special
Assistant to the
Directors
Desk/Pantry

Requested

Action / Justification

Cost1

Completed

3/2015

Special Assistant to the Director requested modifications to the Directors

lobby to optimize the ability to monitor traffic into the Directors office.
Demolished wall dividing Directors lobby from pantry and closet to
provide 5 feet of additional lobby space for desk installation;
construction, painting and touch up of new wall; demolition and reinstallation of flooring and ceiling
Relocated HVAC, lighting/electrical, and sprinkler system
Constructed U-shaped desk in white Corian; upper cabinets in Lshape, lower cabinets on back wall, glass cabinet

$83,689 paid
via
Reimbursable
Work
Authorization
(RWA) through a
funding string
provided by OD

9/2015

5/2015

Concealed VTC/TV wires within the Conference Room wall cavity and
patched and painted after the concealment.
Installed storage and new towel bar in Directors bathroom.
Installed new electrical plug in bathroom suite to accommodate the
relocation of existing coffee maker that blocked the entryway to the
bathroom.
Purchased new bathroom mirror/medicine cabinet but did not install
because it was functionally unacceptable.

$1513.11 paid
via OD P-Card

6/2015

7/2015

Applied opaque privacy film to previously installed glass cabinets.

Following wall work, relocated electrical and water line (ice maker) in
pantry.
Lost time costs ($1,792.80) due to Director unexpectedly having to
utilize the office during scheduled work period.

$4,155.60 paid
via RWA through
a funding string
provided by OD

9/2015

1 Cost reflects invoiced amount for labor and materials as well as vendor overhead, lessor management fee, and GSA project management and overhead fees, as
applicable.
2 Detailed cost breakdown provided on slide 5.

Response to SAC Inquiry: Directors Suite

Item / Area

Requested

Action / Justification

Cost1

Completed

Staff of the
Assistant to the
Director Desk

7/2015

Updated original Assistant desk location, to be utilized for an

additional staff member. This was done to provide more storage
for the staff assistant to the Director.
Removed original broken wall cabinet
Patched, painted, purchased and installed 6 new wall mounted
cabinets and task lights (lighting not installed due to
aesthetics).

$5,883.90 paid via

existing Potomac
Center North (PCN)
construction RWA
(centralized
facilities fund)

2/2016

Directors Suite
Signage

8/2015

Updated signage for the Directors suite to match the layout of the
newly renovated lobby.

$520.23 paid via

OAFM P-Card

10/2015

Special Assistant
to the Directors
Desk

10/2015

Installed grommet into desk to aid in the wire management of

computer equipment.

$460 paid via OD

P-Card

10/2015

3/2016

2/2016

Director's Suite
Sound Attenuation

10/2015

Sound attenuation system installed to muffle sensitive

conversations from the Directors suite and adjacent areas
(required because Suite is not enclosed).

$4,721.57 paid via

existing PCN
construction RWA
(centralized
facilities fund)

Staff of the
Assistant to the
Director Desk

2/2016

Installed new task lights beneath overhead cabinets (original

lighting not sufficient with installed cabinets).

$192.50 paid via

OD P-Card
TOTAL: $ 101,135.91

1 Cost

reflects invoiced amount for labor and materials, vendor overhead, lessor management fee, and GSA project management and overhead fees, as applicable.

Cost Breakdown for OAS Reception Area

Total Construction Cost:
Project Management:
Demolition:
Woods & Plastics:
Drywall:
Acoustical Ceilings:
Flooring:
Painting & Wall Covering:
Sprinkler System Relocation:
H.V.A.C. Adjustments:
Electrical/Lighting Adjustments:
Sub Total of Work and Materials:

$6,375.00
$2,445.00
$27,445
$2,688
$920
$8,839
$2,400
$2,000.00
$1,400.00
$7,500.00
$62,297.00

Contractor Overhead (5%):

Contractor Profit (5%):
Total Construction Cost:

$3,114.85
$3,114.85
$68,526.70

Lessor Management Fee (10%):

Construction with Lessors Fee:

$6,852.67
$75,379.37

GSA Management Fee (4%):

Total Cost with GSA Management Fee:
GSA Overhead Fee:
Total Construction Cost w/ Lessor and GSA Fees:

$3,015.17
$78,394.54
$5,294.73
$83,689.27

ICE Footprint Reduction Overview

NCR OAFM is working with ICE Program leads and GSA to optimize real
estate and reduce the footprint for the DC Headquarters facilities
Take advantage of expiring leases
Consolidate admin space and non-mission related functions
Sustain existing properties without committing to additional renovation or
improvement costs

66

NCR HQ Consolidation Timeline since 2012

Millions

Consolidation
Events

Datesdenoteleaseexpirationdatesorearlytermination,unlessotherwisenoted

OPRHQReplacement
May2018occupancy
TechworldI(2nd Flr)
Nov2016

800N.CapitolSt.
Jan2013toPCN
5230EisenhowerAve.
Apr2013toPCN

950LEnfantPromenade
Oct2015toPCN

5201LeesburgPike
Dec2013toPCN

950LEnfant(All)
Sep2018

1220LStNW
Dec2015toPCN

TechworldII(801EyeSt)
Dec2018
TechworldI(All)
Nov2019

$8
$7

RentSavings

$6
847,170RSF

$5
784,791RSF

784,791RSF

$4

760,377RSF
750,153RSF

750,153RSF

$3
$2

688,827RSF

688,827RSF

688,827RSF

688,827RSF

$1
$

RentSavings

RentSavings

2012

2013

2014

2015

2016

2017

2018

2019

2020

2021

$2,293,495

$2,293,495

$3,377,080

$3,828,545

$3,828,545

$7,427,036

$7,427,036

$7,427,036

$7,427,036

Rentsavingsannualizedasofyearincurred.

Consolidationstodate haveresultedin$3.8Minannualrentsavings,withadditional$3.6MexpectedbyFY21

77