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FHWA Order 4230.2B

Order
Subject
Real Property and Space Management
Classification Code Date Office of Primary Interest
4230.2B June 30, 2004 HAIM-20

Par.

  1. What is the purpose of this directive?
  2. Does this directive cancel an existing FHWA directive?
  3. What are the authorities and guidance for this directive?
  4. What is the FHWA policy concerning real property and space management?
  5. What are the roles and responsibilities of the FHWA offices?
  6. What requirements are unique to FHWA offices that are managing FHWA-owned space?
  7. How is space allocated to the FHWA Washington Headquarters and field offices?
  8. Are there limits to the amount of money my office can spend on tenant improvements?
  1. What is the purpose of this directive? This directive issues the Federal Highway Administration (FHWA) policies and guidance for the management of real property and space.

  2. Does this directive cancel an existing FHWA directive? Yes. This directive cancels FHWA Order M 4230.2A, Real Property and Space Management Manual, dated December 4, 1987.

  3. What are the authorities and guidance for this directive? The authorities and guidance for this directive are:

    1. Department of Transportation (DOT) Order 1100.63B, Department of Transportation Organization Manual;

    2. FHWA Order M1100.1A, FHWA Delegations and Organization Manual;

    3. Title 41, Code of Federal Regulations (CFR), Parts 102-71, et al;

    4. Federal Management Regulation - Amendment C-1, effective December 13, 2002;

    5. General Services Administration (GSA) Customer Guide to Real Property;

    6. GSA Pricing Desk Guide, Edition No. 3, dated March 15, 2002; and

    7. GSA Pricing Desk Guide Companion Document, dated March 15, 2002.

  4. What is the FHWA policy concerning real property and space management?
    The FHWA is committed to providing quality space to employees. The FHWA believes that providing workspace that integrates provisions for the needs of people and their technology will increase worker satisfaction, health, and productivity. A good working environment enhances hiring and retention possibilities. A good workspace involves special equity, flexibility, comfort, technological connectivity, reliability and a sense of place.

  5. What are the roles and responsibilities of the FHWA offices?

    1. The Management Services Division in the Office of Information and Management Services shall:

      1. (1) Develop agencywide policies and provide support, assistance, and technical expertise to FHWA Washington Headquarters and field organizations in matters relating to real property programs.

        1. (a) Serve as an advocate for issues and programs involving facilities and administrative management support, and serve as the focal point for these programs.

        2. (b) Recommend strategic plans for the Office of Information and Management Services related to real property.

        3. (c) Develop and implement action/business plan initiatives in the advancement of established DOT and FHWA goals and objectives.

      2. (2) Approve real property actions such as acquiring new and/or additional space, and releasing and maintaining existing space.

        1. (a) Review space requests from Washington Headquarters and field offices, and if space requirements cannot be met in existing space, forward requests to GSA.

        2. (b) Approve space assignments and budgets for rent payments.

        3. (c) Review occupancy agreements to ensure the accuracy of the financial data as well as the space terms.

        4. (d) Ensure that all applicable laws and policies are considered. For example, the Rural Development Act requires that if the FHWA mission requirements do not specify location in a specific geographic area, the first priority must be given to locating facilities in rural areas. When the mission and program require that facilities be located in urban areas, the FHWA must first consider the central business areas. If the FHWA is considering locating facilities in central business areas, then first consideration must be given to historic properties.

      3. (3) Manage the FHWA rent budget.

        1. (a) Prepare budget related reports such as the Office of Management and Budget and GSA Annual Space Management Report (Exhibit 54).

        2. (b) Review rent bills, tracks payments, identify variances from the budget projection, and recommend budget adjustments as necessary.

      4. (4) Manage the FHWA space.

        1. (a) Maintain accurate records of space holdings and utilization rates and recommend space reductions where efficiency can be improved. Ensure space is used efficiently.

        2. (b) Collect information from Washington Headquarters and field offices to identify space requirements before occupancy agreements expire and submit that information to GSA, as a part of continuing needs requirements.

    2. Washington Headquarters offices. The offices located in the FHWA Washington Headquarters will request space actions from the Management Services Division and assist the Division in identifying their space needs. The Management Services Division, in concert with the Office of the Secretary of Transportation (OST), will provide the day-to-day real property related services for the Washington Headquarters offices.

    3. Field offices

      1. (1) The Directors of Field Services, Division Administrators, Federal Lands Highway Division Engineers, Resource Center Managers, and Administrative Service Teams shall request space actions from the Management Services Division including space reductions, releases, expansions, and other space- related activities. Specifically, the heads of field offices shall do the following:

        1. (a) Identify space needs in the form of a space program of requirements.

        2. (b) Identify all special space requirements, such as mission-driven location, supplemental air conditioning needs, lab and warehouse needs.

        3. (c) If relocation is pending, budget for telephone systems, cabling, move services, and other related services.

        4. (d) Perform condition surveys of existing space.

        5. (e) Budget for above standard utilities and maintenance services for above standard building related equipment.

        6. (f) Budget for alterations that are not timed to occur with space relocations.

        7. (g) Provide information to the Management Services Division for inclusion in the National Work Space Plan.

        8. (h) Develop a working relationship with the local GSA office that provides building management services if the office is situated in GSA controlled space. Work with GSA to ensure that services provided through the lessor or GSA are provided as prescribed in the lease or the Customer Guide to Real Property.

        9. (i) Arrange for the provision of above standard services such as maintenance on supplemental air conditioning equipment.

      2. (2) The Federal Lands Highway Division offices have limited delegation authority from the GSA to lease temporary space that is necessary to meet the needs of specific highway projects. The Federal Lands Highway Division offices will inform the Management Services Division of any plans to acquire space through the GSA delegation of authority and provide information on all properties being leased to the Management Services Division for reporting purposes.

  6. What requirements are unique to FHWA offices that are managing FHWA- owned space? Offices managing FHWA-owned property are to provide building custodial services that are equivalent to the local customary commercially provided custodial services. Maintenance services in FHWA-owned space are to be provided in accordance with applicable laws, codes, regulations, and industry standards. The FHWA has adopted the GSA guidelines on managing facilities. The Customer Guide to Real Property contains the guidelines on building-related services to be provided to the occupants of FHWA-controlled space.

  7. How is space allocated to the FHWA Washington Headquarters and field offices? Space is allocated to the Washington Headquarters and field offices based on the following guidelines:

    1. Washington Headquarters offices

      1. (1) The Washington Headquarters offices will be allocated space in accordance with existing guidelines wherever possible. Generally, each office is allocated a total amount of space that is equivalent to 200 square feet per full time equivalent (FTE) and full time contractor support personnel. There are two exceptions to this space allocation guideline: (a) there is not enough space to adhere to the guidelines, or (b) space constraints are imposed on FHWA by OST or others.

      2. (2) The space allocation guidelines for FHWA employees in the Washington Headquarters are as follows:

        Administrator - 400 square feet
        Deputy Administrator and Executive Director - 300 square feet
        Associate Administrators - 200 square feet
        Office Directors and Division Chiefs - 120 square feet
        Team Leaders with supervisory responsibilities - 120 square feet
        All other employees - 64 square feet

    2. Field offices

      1. (1) Each field office will be allocated 200 square feet per person for office space and will also be allocated an additional 200 square feet for each "plus factor" except where GSA is not able to provide the full space requirement. Except for ensuring that coding and Americans with Disabilities Act requirements are met, the Management Services Division will not specify how the space is to be configured but will provide assistance upon request. The space allotment of 200 square feet per person and 200 square feet for each "plus factor" (predetermined extra support space) is the entire space allowance. Each office must decide how the 200 square feet per person is to be allocated to employee workstations and support space such as conferencing space, Local Area Network (LAN) rooms, and break rooms.

      2. (2) A "person" is defined as a full time equivalent (FTE) Federal government employee or a full time contractor. A "plus factor" is given to accommodate trainees, people on rotational assignments, and people who are detailed or for any reason are working in the office on a temporary basis. The Office of Budget and Finance will provide the information on FTE allotments for each office.

      3. (3) Every office having 1 - 50 FTEs and contractors will receive a "plus factor" of "4." Offices having more than 50 FTEs and contractors will receive a "plus factor" of "5."

      4. (4) Space allocated for unique work areas such as laboratory space (Turner Fairbank Highway Research Center) and training facilities (National Highway Institute) will be assigned on a case-by-case basis.

      5. (5) Field offices allocate the space they are assigned to meet program requirements but may adhere to the following guidelines:

        SES Employees - 200 square feet
        Office Head - 120 square feet
        Supervisors - 120 square feet
        All other employees - 64 square feet.

        The two exceptions to the above guidelines are: (a) there is not enough space available to adhere to the guidelines, and (b) other space constraints are imposed on FHWA by OST or by others.

  8. Are there limits to the amount of money my office can spend on tenant improvements? In most cases the initial build out is amortized in the rent as the "tenant improvement allowance." The GSA structures the tenant improvement allowance by annually indexing construction costs in each locality. There should be no problem funding a normal office build out (including supplemental air conditioning for LAN rooms) within the tenant improvement allowance. If for any reason the cost of the build out exceeds the tenant improvement allowance or the office wants out of cycle construction, the receiving office must secure funding from the Office of Budget and Finance.

  Signature: Michael J. Vecchietti

Michael J. Vecchietti
Associate Administrator
for Administration

Federal Highway Administration | 1200 New Jersey Avenue, SE | Washington, DC 20590 | 202-366-4000