6 FAM 1700
SPACE ALLOCATION AND RELATED SERVICES
6 FAM 1710
OFFICE SPACE ASSIGNMENT AND UTILIZATION, DESIGN AND
CONSTRUCTION
(CT:GS-214; 02-28-2019)
(Office of Origin: A/OPR/RPM)
6 FAM 1711 GENERAL PROVISIONS:
ASSIGNMENT AND UTILIZATION
(CT:GS-139; 09-23-2004)
(State Only)
a. Guidelines for the assignment of space are contained
in the General Services Administration (GSA) Management Regulations (MR), 41
CFR Part 102-79, and the GSA Public Building Service Customer Guide to Real
Property. The MR establish a cooperative process for the determination of
requirements and the assignment of space. The primary goal in assigning office
and support space for the Harry S Truman Building (HST) is based on using a
utilization rate (UR) of 171 occupiable square feet per person as approved by
GSA. The UR may vary in some areas because of constraints placed on the space
that may have an impact on the entire building. The UR for all other buildings
shall be a maximum of 153 square feet per person except where special
utilization rates are approved by GSA.
b. Exception to the rule: Department of State policy
is to conform to the standards in paragraph a of this section, where possible.
However, in some Department of State buildings there are historic preservation
constraints such as unusual shaped floors, etc., that make strict adherence to
the standards inappropriate. Office space standards have been established for
the Department and are available through the Office of Real Property Management
(A/OPR/RPM).
c. The Department also has an open space goal of 80
percent system furniture and 20 percent private offices for each renovation or
new space acquisition. This approach will assist in providing the most
efficient and flexible utilization of space.
d. This regulation implements the Quality Workplace
Environment Program. The goal of this program is to increase efficiency and
provide a working environment, while reducing the cost of Federal work space.
This goal also reflects the requirements of the Balanced Budget and Emergency
Deficit Control Act of 1985; the requirements of Executive Order 12411,
Government Work Space Management Reforms; Real Property Asset Management; and
the overall need to reduce U.S. Government operating costs.
e. The location of space shall be determined by mission
needs, provisions of the Rural Development Act of 1972, relevant Federal
policies, and Department of State inventory or delineated area for new space
acquisitions.
6 FAM 1712 REQUESTING SPACE
(CT:GS-174; 05-29-2013)
(State Only)
The Office of Real Property Management (A/OPR/RPM) is
responsible for the assignment of domestic space in the Department of State.
Requests for space must be submitted through a bureaus executive director to
the Director of the Office of Real Property Management. The acquisition of new
space can take up to 18 months. Office directors are advised to anticipate
this time frame in planning and budgeting for future space needs. The initial
request for space must contain the following:
(1) Location preference: Harry S Truman Building
(HST) or annex area (Foggy Bottom, Rosslyn or other area). NOTE: If there is
a requirement that the new space must be in HST, a complete justification must
be provided;
(2) Number of employees to be housed and approximate
square feet requested;
(3) List special requirements such as conference room,
file room, special compartmentalized information facility (SCIF), with
electrical and data requirements;
(4) Provide justification for additional space:
increased staff or overcrowding of current space, etc.;
(5) Specify occupancy date;
(6) Commitment of funds: Executive office and Bureau
of Budget and Planning (BP) certification required that funds are/will be
available for construction, rent and other miscellaneous costs. Cost estimates
will be developed by A/OPR/RPM once a Statement of Work is finalized; and
(7) Provide a point of contact (POC).
6 FAM 1713 RESPONSIBILITIES OF
REQUESTING OFFICE
(CT:GS-139; 09-23-2004)
(State Only)
The Office of Real Property Management (A/OPR/RPM) has
space requirements packages that requesting offices are required to complete.
This data is required for A/OPR/RPM and the General Services Administration
(GSA) to prepare the Solicitation for Offers, and for the preparation of design
and construction documents. Availability of funds must be certified prior to
the acquisition of the requested space.
6 FAM 1713.1 Submission of Space
Requirements Package
(CT:GS-139; 09-23-2004)
(State Only)
The requesting office is required to submit a space
requirements package that contains the following:
(1) Number of employees to be housed, grades, and
position titles;
(2) Number of private offices and open office work
stations;
(3) Number and type of telephones and computers;
(4) Electrical and data requirements, and
specifications;
(5) List of other office equipment: printers, copiers
(and specifications, if applicable), etc.;
(6) Type of furniture: conventional, systems, etc.;
and
(7) Special purpose and support space requirements:
computer rooms, storage rooms, conference rooms, reception area, etc.
6 FAM 1713.2 Costs and Funding
(CT:GS-139; 09-23-2004)
(State Only)
a. Voluntary moves: The requesting office is
responsible for all costs associated with a voluntary move. These
responsibilities include, but are not limited to, the following:
(1) Rent payments if required for newly leased space
for an indefinite period of time or until the Bureau of Administrations (A)
rent budget has been adjusted by the Office of Management and Budget (OMB) and
the Congress for the rent increase;
(2) Telephone and computer installation;
(3) Standard space alterations unless covered under a
new lease or General Services Administration (GSA) agreement to pay for initial
space alterations;
(4) All special purpose and above-standard
requirements;
(5) Security, including all locks, alarms, and guards;
(6) Acquisition of new furniture, carpeting, etc.;
(7) Special use air conditioning for computer rooms;
and
(8) All costs associated with relocating another
tenant, other than those standard alterations GSA may cover.
b. Forced moves: In the event an office is required to
relocate because of actions taken by GSA, or at the direction of the Department,
the Department or gaining bureau will be responsible for all costs associated
with the move on a like-for-like basis, except for the following:
(1) Above standard telephone and computer requirements
not part of the existing systems;
(2) Additional requirements not in original space;
(3) Above standard requirements not in existing space;
and
(4) Any expansion space.
NOTE: See 6 FAM 1719.1,
Special Needs and Above-Standard Requirements.
6 FAM 1713.3 Telecommunications
Costs
(CT:GS-139; 09-23-2004)
(State Only)
a. For new and expansion space, all expenses for
telephone installation and computer cabling are the responsibility of the
requesting office.
b. For moves forced by the General Services
Administration (GSA) or the Department, the office relocating will only be
responsible to fund improvements (changes or additions to the telephone and
computer installations as they exist in the current space). GSA, the
Department or the gaining bureau will cover the cost of providing like-for-like
service. In the event of a lease expiration, the relocating office will be
responsible to fund the installation of all security and telecommunication
systems.
6 FAM 1714 MOVING ARRANGEMENTS
6 FAM 1714.1 Arrangements for
Minor Moves
(CT:GS-139; 09-23-2004)
(State Only)
Requests for minor office moves of furniture and equipment
within an organizational unit are to be made directly to the Office of General
Services Management (A/OPR/GSM).
6 FAM 1714.2 Costs for Moves
(CT:GS-139; 09-23-2004)
(State Only)
The office relocating is responsible for arranging and
funding all costs for voluntary moves. Involuntary moves directed by the
Department shall be funded by the Department or gaining bureau.
6 FAM 1714.3 Arrangements for
Major Moves
(CT:GS-139; 09-23-2004)
(State Only)
After space and equipment designs have been finalized and
approved, the Office of Real Property Management (A/OPR/RPM), if requested,
will coordinate all arrangements for major moves. NOTE: Approved space and
equipment designs must be followed without deviation. Movers, telephone
personnel, and electricians are not authorized to make any changes or
alterations to the plans.
6 FAM 1714.4 Packing of Supplies
and Labeling of Equipment
(CT:GS-214; 02-28-2019)
(State Only)
The following instructions must be carefully followed in
order that moves may progress rapidly and without unnecessary interruptions and
delays:
(1) The Office of General Services Management, Special
Services Division, Operations Support Branch, arranges for moving boxes to be
delivered to the office in advance of the move date. Moving boxes must not be
placed on furniture, and material packed in these boxes must not project above
the top edges. Boxes are to be unpacked promptly at destination and are not
used as storage since they will be collected upon completion of the move;
(2) Each moving box, office machine, and item of
furniture must be individually labeled to show the name of the owner, new room
or bay numbers, and the building to which the items are to be delivered. Rugs,
which will be moved, must also be labeled appropriately (see 6 FAM 1713.2);
(3) File cabinets, supply cabinets and transfer cases
are to be space numbered consecutively in the order they are to be placed in
the room or as shown in the design. All sectional furniture must be labeled
with a unit number, starting with the bottom section, to show the sequence in
which the sections are to be assembled at destination;
(4) The sliding backs in file, record, and transfer
cases must be drawn up tightly. It is not necessary to secure drawers of file
cases and desks by cord or wire;
(5) Small articles shall be packed in boxes. All
liquids and breakable articles are to be removed from desks, tables, or other
nonsecure places and packed in boxes. Inkwells shall be emptied, and all
bottles containing liquids are to be closed tightly;
(6) Papers and books may be left in desk drawers if
they will not be damaged when the desks are placed on end;
(7) Supply cabinets, heavily loaded or poorly
constructed file cabinets, bookcases without doors, and the top drawer of map
and chart cases are to be emptied and the contents packed in boxes;
(8) All computer equipment and other easily moveable
office equipment, computer machines, and similar equipment are to be labeled
and placed on top of desks. Electric fans and heaters will not be moved;
(9) Art Bank artworks should not be removed from
walls. Please contact Art Bank staff at 202-647-1452 or 202-647-4302 prior to
packing for removal of artworks. Mirrors, pictures, desk lamps, and glass desk
tops are not to be packed. Mirrors and pictures suspended from picture
moldings may be left in place; movers will take them down. All such items are
to be labeled appropriately, if they are to be moved; and
(10) Maps or charts with marker pins are either to be
fitted with temporary covers or the pins removed. Bulletin boards will either
be fitted with temporary covers or the posted material will be removed.
Surplus items are to be labeled Surplusreturn to stock.
6 FAM 1715 REVIEW AND ANALYSIS OF
SPACE REQUIREMENTS BY OFFice of real property management (A/OPR/RPM)
6 FAM 1715.1 General Requirements
(CT:GS-139; 09-23-2004)
(State Only)
Upon receipt of a request for space and the requirements
package, the Office of Real Property Management (A/OPR/RPM) will conduct a
review and analysis to determine if all regulations regarding utilization and
use are met. A/OPR/RPM, in coordination with the requesting office, will
determine if the requesting offices needs can be met through a redesign of
existing space, movement to other space currently within the Departments
inventory, or through the General Services Administration (GSA) acquisition
process.
6 FAM 1715.2 Above-Standard
Requirements
(CT:GS-139; 09-23-2004)
(State Only)
The Office of Real Property Management (A/OPR/RPM), under
the direction of the Assistant Secretary for Administration (A), will review
all requests for above-standard requirements. Examples of above-standard items
are listed below:
(1) Reinforced walls;
(2) High-grade carpet;
(3) Individual air conditioning;
(4) Above-standard electrical requirements;
(5) Raised flooring in computer rooms; or
(6) Shielded enclosures.
6 FAM 1716 ACQUISITION AND ASSIGNMENT
OF SPACE
(CT:GS-139; 09-23-2004)
(State Only)
a. With few exceptions, all domestic space for the
Department of State is acquired through the General Services Administration
(GSA) by the Office of Real Property Management (A/OPR/RPM). Upon receipt and
review of the requirements package, if it determined that appropriate space is
not available within the Departments inventory, A/OPR/RPM will forward the
request for space to GSA. A/OPR/RPM will coordinate with GSA and the
requesting office to prepare the Solicitation for Offers for leased space and
participate in the market survey and final selection process. Once the space
is accepted, A/OPR/RPM staff will work with GSA and the owners architect to
prepare a design of the space and acquire the necessary approvals and cost
estimates for the entire project such as design and construction costs,
architecture and engineering (A&E) and GSA fees, and security,
telecommunications, computers, furniture, and relocation costs prior to the
start of demolition and construction. Once all costs have been estimated and
funding has been received, A/OPR/RPM will coordinate with all parties to
establish a schedule that incorporates all phases of activity from the
beginning to the occupancy date. The final step in this entire process is
reconciling financial documents, paying all invoices, and obtaining the final
lease and Occupancy Agreement which will state all terms and conditions for the
acquisition of this space. Copies of these documents are forwarded to the
Bureau of Administration, the requesting office, and A/OPR/RPM office files.
b. The acquisition of space can take up to 18 months.
This includes review and analysis of the request by the Office of Real Property
Management, the GSA solicitation and review process, design of the space, cost
estimates, construction, and occupancy.
6 FAM 1717 GENERAL PROVISIONS: DESIGN
AND CONSTRUCTION
(CT:GS-139; 09-23-2004)
(State Only)
a. Overall policy for construction of Federal office
space is established by the General Services Administration (GSA). See Federal
Management Regulations, 41 CFR Part 102. Special attention is given to
handicapped accessibility standards, fire and safety regulations, local and
national electrical codes, and Environmental Protection Agency guidelines
relating to hazardous materials.
b. The Office of Real Property Management (A/OPR/RPM),
with technical services and guidance provided by GSA and approval from the
Assistant Secretary for Administration (A), will formulate and develop the
programs for construction and alteration of all Department-owned or managed
domestic space. A/OPR/RPM and GSA will plan the new construction or alteration
of existing facilities (leased or owned) when such action can be shown to be
the most prudent and economic means of meeting the Departments space
requirements.
c. All public buildings construction and alteration
projects involving an expenditure in excess of the prospectus shall require
approval by the Committees on Public Works of the Senate and the House of
Representatives. GSA, with program requirements provided by the Office of Real
Property Management, will prepare and submit the prospectus for such projects
to the Congress. In commercial buildings for public use, the net annual rent
cannot exceed the prospectus amount without approval by the Public Works Committees
of Congress.
6 FAM 1718 REQUESTING ALTERATIONS OR
CONSTRUCTION
6 FAM 1718.1 Alterations or
Construction Projects
(CT:GS-174; 05-29-2013)
(State Only)
The Office of Real Property Management (A/OPR/RPM) is
responsible for all large and complex domestic alterations and construction
projects for the Department of State. Minor office alterations may be
requested from the Office of Facilities Management Services (A/OPR/FMS); see 6 FAM 1752.
Requests for alterations or renovations of existing space must be submitted to
A/OPR/RPM via memorandum from the requesting bureau executive director and be
cleared by the Bureau of Budget and Planning (BP). The design and construction
time frame for renovations or new construction will vary depending on the size of
the project. Office directors are advised to anticipate this when planning for
office alterations, furniture acquisitions, and moving dates. A/OPR/RPM should
be notified at the earliest date possible to assist in developing a project
schedule and to design intent plans. The request for alterations and
construction must contain the following:
(1) A preliminary Statement of Work describing in as
much detail as possible the requested changes;
(2) Requesting bureau executive office and BP
clearances and certification that funds are or will be available;
(3) A priority occupancy schedule by office and floor;
and
(4) Point of contact (POC).
6 FAM 1718.2 Contracting for
Architectural, Engineering, and Construction Services
(CT:GS-139; 09-23-2004)
(State Only)
a. The Office of Real Property Management (A/OPR/RPM)
has retained the services of several professional architect and engineer firms
to prepare design and construction documents for Department customers on a
reimbursable basis. Using these firms, as opposed to contracting through the
General Services Administration (GSA) or other outside sources, provides
quicker, less expensive, and more direct control of the design process. Where
practical and economical, alteration and construction work will be negotiated
into the lease agreement for commercial and Federal spaces. Under this method,
the building owner, with the direction and supervision of A/OPR/RPM and GSA, is
authorized to prepare construction documents and contract for the engineering
and construction work.
b. For alterations and construction within the Harry S
Truman (HST) Building, construction documents will be prepared by A/OPR/RPM in
coordination with GSA and other appropriate offices. Engineering and
construction work will be sub-contracted and supervised by either the Office of
Facilities Management Services (A/OPR/FMS) or A/OPR/RPM, depending on the size,
type, and location of work to be performed.
6 FAM 1719 STANDARD ALTERATIONS
(CT:GS-139; 09-23-2004)
(State Only)
a. Standard alterations are those alterations necessary
to prepare a bureaus space to meet a particular classification (i.e., office,
storage, or special space) and to permit occupancy of the space. Standard
alterations include the following:
(1) Floors, either resilient flooring or
carpetingstandard commercial grade;
(2) Ceilings;
(3) Partitions;
(4) Wall treatmentpaint or vinyl;
(5) Window treatment;
(6) HVAC (heating, ventilation, and air conditioning);
(7) Lighting;
(8) Electrical outlets;
(9) Telecommunicationsconduits and ducts;
(10) Computer, conduit, and/or raceway to accommodate
cable; and
(11) Fire and safety.
b. Other requirements will be considered on a
case-by-case basis.
6 FAM 1719.1 Special
Needs/Above-Standard Requirements
(CT:GS-139; 09-23-2004)
(State Only)
Bureaus are advised to budget for new construction of any
above-standard requirements when requesting space. Examples of above-standard
construction requirements include:
(1) Classified computer rooms;
(2) Vaults;
(3) Heavy duty electrical needs; and
(4) Shielded enclosures.
6 FAM 1719.2 Costs for Alterations
and Construction
(CT:GS-139; 09-23-2004)
(State Only)
a. Newly leased premises: Costs for standard
construction and alterations in newly leased space are normally negotiated with
the owner as part of the lease process, as long as the lease cost does not
score; i.e., the total contract value does not exceed 90 percent of present net
value of the building.
b. Federally owned premises: Costs for standard
construction and alterations of existing space, unless directed by the General
Services Administration (GSA) or the Department, will be the responsibility of
the bureau assigned the space.