This Directive was canceled June 30, 2004.
REAL PROPERTY AND SPACE MANAGEMENT MANUAL
December 4, 1987
- PURPOSE. To transmit the revised Real Property and Space Management Manual.
- CANCELLATION. FHWA Order M 4230.2, Real Property and Space Management Manual, dated May 26, 1981, is canceled.
- EXPLANATION OF CHANGES
- In recent years, the General Services Administration (GSA) has placed
increased emphasis on the efficient utilization of Federal space holdings.
As a result, the GSA has revised its regulations on space utilization to an
extent requiring that the 1981 Manual be revised entirely.
- The Real Property and Space Management Manual has been streamlined and
reorganized to serve as a supplement to the GSA Federal Property Management
Regulations and to reflect policies and procedures specific to the Federal Highway Administration.
- On November 17, 1986, the Assistant Secretary for Administration, Department
of Transportation, and the GSA Administrator signed a Memorandum of Understanding
governing the management of GSA-leased facilities. Policies and procedures
resulting from this delegation are set forth in this Manual.
- On December 4, 1986, the GSA issued revised regulations on smoking, which
are referenced in this Manual.
TABLE OF CONTENTS
CHAPTER 1. GENERAL PAGE
1. Purpose.............................................. 1-1
2. Responsibility....................................... 1-1
3. Authority............................................ 1-1
4. Definitions.......................................... 1-2
CHAPTER 2. GSA-CONTROLLED SPACE
1. General.............................................. 2-1
2. Assignment of GSA-Controlled Space................... 2-1
3. Alteration and Repair of GSA-Controlled Property..... 2-2
4. Budgeting and Expenditures for GSA-Controlled Space.. 2-3
5. Release of GSA-Controlled Space...................... 2-4
6. Reporting Requirements............................... 2-4
1. General.............................................. 3-1
2. Acquisition by Purchase or Construction.............. 3-1
3. Acquisition by Lease................................. 3-2
4. Alteration and Repair of FHWA-Owned Property......... 3-2
5. Budgeting and Expending Funds for Real Property...... 3-2
6. Accountability Records............................... 3-3
7. Disposal of Excess Real Property..................... 3-3
8. Reporting Requirements............................... 3-4
CHAPTER 4. UTILIZATION OF WORK SPACE
1. General.............................................. 4-1
2. Background........................................... 4-1
3. Utilization Standards................................ 4-1
4. Planning Office Size................................. 4-3
5. Allocating Space Within FHWA Offices................. 4-3
CHAPTER 5. BUILDING MANAGEMENT
1. General.............................................. 5-1
2. Delegation of Building Management Authority.......... 5-1
3. Safety and Security.................................. 5-1
4. Acquisition and Display of Flags..................... 5-3
5. Smoking.............................................. 5-3
TABLE OF ATTACHMENTS
Attachment and Title
1: SF-81, Request for Space, and SF-81A, Space Requirements Worksheet
2: GSA Form 144, Net Space Requirements for Future Federal Building Construction
3: GSA Form 3530, Work Space Management Plan and Budget Justification
4: GSA Form 1334, Request for Transfer of Excess Real Property and Related Personal Property
5: Form FHWA-1036, Real Property Record
6: SF-118, Report of Excess Real Property and Related Schedules A, B, and C
7: GSA Form 1166, Quarterly Report of Real Property Owned by or Leased to the United States
8: GSA Form 1209, Summary of Installations Owned by or Leased to the United States
CHAPTER 1. GENERAL
CHAPTER 2. GSA-CONTROLLED SPACE
- PURPOSE. To prescribe policy and procedures for the acquisition, utilization,
management, and disposal of ownedand leased real property, and all space assigned
to the Federal Highway Administration (FHWA).
- RESPONSIBILITY. To Office of Management Systems, Operations and Services
Division, Property and Services Branch (HMS-21), is responsible for the overall
management of FHWA space. This responsibility includes ensuring that space for
Washington Headquarters and field offices is managed and utilized in accordance
with space use standards and ensuring that reports on space management and utilization
are submitted. Regional Administrators, Associate Administrators, and Staff
Office Directors are responsible for the management and utilization of space
assigned to their respective organizations. For Regional Administrators, this
space includes division offices and motor carrier offices.
- General Services Administration (GSA) Federal Property Management Regulations
(FPMR) Subchapter A, General; D, Public Buildings and Space; and H, Utilization and Disposal.
- FHWA Order 1-1, Organization Manual, dated December 14, 1970.
- DOT Order 1000.7A, Departmental Flag, dated June 25, 1971.
- DOT Order 1100.17A, Changes to Facilities, dated March 7, 1968.
- DOT Order 1100.34A, Facility Acquisition, Expansion or Relocated, dated January 8, 1970.
- DOT Order 1700.16A, Management of Space in Department of Transportation (DOT) Buildings, dated September 20, 1972.
- DOT Order 4300.2, Real Property Acquisitions and Disposal, dated January 19, 1977.
- FHWA Order 4230.1, Federal Highway Administration Internal Energy Conservation Programs, dated September 15, 1980.
- Capital Improvements - improvements to realty which:
(1)constitute an enlargement of a structure,
(2)provide additional or enlarge facilities, or
(3)constitute a major renovation or other substantial improvement
which materially increases the usefulness, productivity, or value of the
property or substantially extends its useful life.
- Capitalization - estimation of the current market value of lands and buildings including improvements.
- Excess Holdings - any work space or related furnishings which are
not essential to a Federal agency's existing or planned program.
- FHWA-Controlled Space - any space which is owned or leased by the
FHWA. It also includes space for which authorities for acquisition, use, or
disposal have been delegated to the FHWA by the GSA. It includes any space
for which the FHWA does not pay the GSA or Department of Transportation (DOT) directly.
- GSA-Controlled Space - space assigned by the GSA to the FHWA. It
includes any space for which the FHWA pays the GSA directly.
- Modular Furniture - units of furniture which, when joined together,
occupy less space than conventional furniture.
- Occupant Emergency Plan - a short-term emergency response program
involving occupants to minimize injury and loss of life and property in a specific facility.
- Occupiable Space - that portion of the gross square footage of
space which is available for use by personnel or furnishings.
- Office Utilization Rate - an indicator of the efficiency with which
office space is used. It is calculated by dividing the total occupiable office
square footage bythe total number of workstations occupying that space. To
account for space not used for office purposes, the utilization rate is adjusted
by subtracting a supplemental space factor.
- Open Bay Layout - a type of layout in which workstations are situated
in space that is not divided by walls but may be sectioned off by partitions.
- Real Property - any interest in land (including improvements to
the property, structures, and fixtures located on the premises) and appurtenances.
The FHWA Washington Headquarters holds title to all real property owned by the FHWA, except:
(1) the public domain;
(2)lands reserved or dedicated for national forest or national park purposes;
(3)minerals in lands or portions of lands withdrawn or reserved
from the public domain which the Secretary of the Interior determines are
suitable for disposition under the public land mining and mineral leasing laws; and
(4)crops when designated by the FHWA for disposition by severance and removal from the land.
- Related Personal Property - any personal property which is located
on or is an integral part of real property.
- Space Planning - the process of using recognized professional techniques
of space programming, planning, layout, and interior design to determine the
best location and most efficient configuration of space.
- Supplemental Space - specific and discrete areas constructed as
office space but used to meet needs outside the agency's ordinary office requirements,
such as public-oriented or centralized reception, hearing or meeting facilities,
service, inspection, distribution and storage or processing activities. Such
space is most cost-effectively collated with normal office space.
- Supplemental Space Factor - the average amount of supplemental
space per workstation. It is computed by dividing the square foot area of
supplemental space by the total number of workstations.
- Systems Furniture - furniture specifically designed to accommodate
computer equipment in a minimum amount of space.
- Work Space - federally-controlled space in buildings and structures
(permanent, semipermanent, or temporary) which provides an acceptable environment
for the performance of the FHWA mission requirements by employees or by other
persons occupying it. It is further classified as "office space,"
"storage space," or "special space."
(1)Office space - space which provides an environment suitable in its present state for an office operation.
(2)Storage space - space generally consisting of concrete, wood
block, or unfinished floors; bare block or brick interior walls; unfinished
ceilings; and similar construction containing minimal lighting or heating.
It includes attics, basements, sheds, parking structures, and other unimproved building areas.
(3)Special space - space which has unique architectural features,
requires the installation of special equipment, or requires varying sums
to construct, maintain and/or operate as compared to office and storage space.
- Workstation - a location within an office space assignment that
provides a working area for one or more persons during a single 8-hour shift.
The number of workstations in an office assignment is the number of such locations
that must be provided to support the maximum number of personnel housed in
that office space during any 8-hour shift.
CHAPTER 3. FHWA-CONTROLLED SPACE
- GENERAL. This chapter prescribes policy and procedures for the assignment,
management, and release of space controlled by the General Services Administration (GSA) and assigned the FHWA.
- ASSIGNMENT OF GSA-CONTROLLED SPACE
- General. The majority of the FHWA's office space needs are met
in GSA-assigned space. Requests for space shall be in accordance with space
utilization standards prescribed by the GSA. These standards are described in Chapter 4, Utilization of Work Space.
- Identification of Space Requirements. When the need for new or
replacement space is identified, there are several considerations which should
be addressed during the initial planning stage. A geographical area consistent
with office mission should be defined. The GSA will generally assign space
in the central business area of the city in which the office is to be located.
Where practicable and cost-effective, the GSA may consolidate FHWA offices
with other departmental modes and/or other Federal agencies. Special mechanical,
electrical, and structural needs should also be addressed at this time. In
the case of leased renewals, the GSA will generally provide several months
advance notice at which time the servicing GSA regional office will solicit
from the FHWA regional office information on space requirements.
- Procedures to Request GSA Space
(1) FHWA field offices shall satisfy their space needs by submitting
a Standard Form (SF) 81, Request for Space, and SF-81A, Space Requirements
Worksheet (Attachment 1), to the GSA regional office responsible for the
geographic area in which space is required. A listing of the GSA regional
offices and the areas they service is contained in FPMR Subpart 101-17.48,
GSA Regional Offices. All requests must obtain prior approval from the Office
of Management Systems (HMS-1) by submitting a written request which includes
complete staffing and workstation patterns, justifications, floor plans,
if applicable, and a copy of the SF-81 and SF-81A. All SF-81's mustcontain
the following certification:
"We certify that the impact of the Balanced Budget and Emergency
Deficit Control Act of 1985 has been considered and it is our intention
to fulfill all financial commitments associated with this project."
(2) The GSA may request submission of GSA Form 144, Net Space
Requirements for Future Federal Building Construction (Attachment 2), when
a space need may be satisfactorily met in a building proposed for construction.
Approval by HMS-1 should be obtained prior to submittal to the GSA.
(3) When requesting space for the parking of Government-owned
motor vehicles not housed by the GSA, SF-81, Request for Space, shall be
submitted to the GSA; however, submission of SF-81A, Space Requirements
Worksheet, is not necessary. Prior approval from the Office of Management
Systems, Operations and Services Division, Property and Services Branch
(HMS-21), must be obtained by submitting a written request containing a
complete justification and a copy of the SF-81.
(4) The FHWA shall not contact lessors or potential lessors for
the purpose of making oral or written representations, commitments, or agreements
with respect to the terms of occupancy of particular space, improvements,
alterations and repairs, or payment for overtime services unless such authority
has been delegated by the GSA.
- ALTERATION AND REPAIR OF GSA-CONTROLLED PROPERTY. Generally, alterations
and repairs to GSA-controlled buildings are arranged for by the GSA on a reimbursable
basis. However, in some cases, responsibility for arranging alterations and
repairs may be delegated to the FHWA. HMS-21 is to provide policy guidance and
technical assistance in the design or reconfiguration of present layouts, when requested.
- Nondelegated Buildings. Field offices have authority to arrange
with the GSA for alterations and repairs to existing space subject to the
availability of funds in their current allotments. If alterations result in
achange in the classification or amount of space, HMS-21 is to be advised
in advance in order that appropriate changes may be made to the Central Support
Budget and other records. During the alteration/repair process, copies of
all plans and correspondence forwarded to the GSA should be provided to HMS-21.
Minor changes and repairs, such as electrical outlets, need not be reported.
- Delegated Buildings. In accordance with the lease management delegation
agreement between the Department of Transportation (DOT) and the GSA, the
FHWA is delegated certain responsibilities at designated locations where the
agency is the sole or primary occupant. Among these delegated responsibilities
is the optional authority to negotiate for lease alterations directly with
the lessor subject to the agreement's provisions and contingent upon the availability
of funds. The FHWA office desiring to exercise this authority should contact
HMS-21 for prior approval and guidance, except in the case of minor changes and repairs.
- BUDGETING AND EXPENDITURES FOR GSA-CONTROLLED SPACE
- Budget Submissions. Each responsible regional office should include
sufficient estimated amounts in the annual budget submissions to cover annual
alterations costs. The Office of Management Systems is responsible for budgeting
for Washington Headquarters alterations. These costs will be funded from the
fiscal year budget allotments issued by the Office of Fiscal Services (HFS-20).
- Space Charges. Space charges, commonly referred to as the Standard
Level User Charge (SLUC) or, in more recent terms, "RENT," are assessed
quarterly by the GSA for space assigned in GSA-owned or -leased property.
Rates, which are reviewed annually, approximate commercial charges for comparable
space and services. The Office of Management Systems is responsible for budgeting
for GSA space charges in all FHWA offices. The budget will be based on input
collected for the annual Work Space Management Plan and Budget Justification,
discussed inparagraph 6a, below. The office of Management Systems is also
responsible for review and payment of space charges. Periodically, or upon
request, HMS-21 will send each regional office an informational copy of the
billing for their respective space.
- RELEASE OF GSA-CONTROLLED SPACE. The following procedures shall be
followed by FHWA offices when releasing excess GSA-controlled space.
- The FHWA office desiring to release excess space will request approval
from the Office of Management Systems (HMS-1). HMS-1 will obtain the necessary
approval from the Office of the Secretary of Transportation (OST) and will
authorize release of the space.
- After HMS-1 and OST approvals are received, the releasing FHWA office
shall notify, by letter, the appropriate GSA regional office. This notification
should contain a description of the space to be relinquished and the estimated
date of release. The GSA should be notified at least 120 days prior to the
estimated date of release.
- When a portion of space is released, the space shall be consolidated,
accessible, and readily assignable or marketable. Any expenses required to
alter the space shall be borne by the releasing FHWA office. The releasing
office shall contact the servicing GSA regional office to determine alteration requirements.
- A copy of all correspondence related to the release should be forwarded to HMS-21.
- REPORTING REQUIREMENTS
- Work Space Management Plan and Budget Justification.
The Office of Management Systems will prepare annually a Work Space Management
Plan and Budget Justification, GSA Form 3530 (Attachment 3), which will be
submitted to the OST. This Plan supports the annual budget request to the
Office of Management and Budget (OMB) and enables the FHWA and the DOT to
establish square footage targets and report progress in achieving space management
goals. The Plan will contain estimates of office utilization rates, personnel
and workstations, work space, and space chargesand related obligation amounts
for the fiscal years covered by the corresponding budget cycle. All GSA-controlled
space will be reported. The data contained in the Plan will be consistent
with that contained in Annual Workstation Censuses, discussed below, and SF-81's,
Requests for Space. Preparation of this report requires the cooperation and
accurate input of all FHWA offices housed in GSA-controlled space. HMS-21
will solicit the information needed to prepare the Plan.
- Annual Workstation Census. Each year, the GSA regional offices
should conduct a workstation census. A computer printout will be distributed
to each FHWA region. Regional Administrators or designees shall provide the
peak number of workstations to be housed during the fiscal year. Accurate
census reporting is important since it serves as the basis for justifying
space needs in each office. Unless otherwise indicated, printouts should be
returned to the appropriate GSA regional office within 30 days of receipt.
A copy of the census response to the GSA should be forwarded to HMS-21.
CHAPTER 4. UTILIZATION OF WORK SPACE
- GENERAL. This chapter prescribes policy and procedures for the purchase,
construction, management, and disposal of FHWA-controlled real property and space.
- ACQUISITION BY PURCHASE OR CONSTRUCTION
- Requests For Approval. Requests to acquire real property, including
donated property, the title of which will be held by the FHWA, are to be submitted
to the Office of Management Systems, Operations and Services Division, Property
and Services Branch (HMS-21), by memorandum which includes a complete description
and intended use. Additionally, an operations and maintenance outline, estimate
of cost, and justification necessary to prepare GSA Form 1334, Request for
Transfer of Excess Real Property and Related Personal Property (Attachment
4), if appropriate, should be included. Such requests will be coordinated
with the Office of Fiscal Services (HFS-20) and the Office of Chief Counsel.
HMS-1will also obtain necessary approvals from the Office of the Secretary
of Transportation (OST).
- Congressional Approval. Projects for acquisition or construction
of buildings involving an expenditure in excess of $500,000 require Congressional
approval in accordance with FPMR Section 101-1-.203, Approval of Projects.
Requests for such projects should be anticipated as far in advance as possible
and submitted to HMS-21 promptly so that they may be considered for inclusion
in an appropriate budget submission.
- Capitalization. Land and buildings shall be capitalized using Form
FHWA-1036, Real Property Record (Attachment 5). AT the time of acquisition
or completion of construction, Form FHWA-1036 should be completed and forwarded
to HMS-21. Real property acquired pursuant to Title 23, U.S.C. 107 and 23
U.S.C. 317 for the States or foreign countries should not be capitalized.
- ACQUISITION BY LEASE. In most cases, FHWA space needs will be met
by the General Services Administration (GSA) either in GSA-owned or GSA-leased
buildings; however, under special circumstances, the GSA may authorize the FHWA
to lease space. Federal Highway Administration offices shall not execute leases
without prior approval by the Office of Management Systems (HMS-1) who will,
in turn, seek assistance from the Office of Chief Counsel. A request for approval
should be in the form of a written request which includes staffing and workstation
patterns, justification, and floor plans, if applicable.
- ALTERATION AND REPAIR OF FHWA-OWNED PROPERTY
- Requests for Approval. Prior to authorizing alterations to FHWA-owned
property, a detailed estimate of costs shall be prepared. If the estimated
cost exceeds $5,000 for a single structure or for any single project involving
several structures at one location, the estimate shall be submitted to HMS-21
for approval. Requests for approval must include the maximum estimated cost
and a statement as to whether funds are available for obligation. Alterations
or repairs costing less than $5,000 per structure or project may be authorized
locally, provided funds are available.
- Congressional Approval. Alteration projects involving an expenditure
in excess of $500,000 require Congressional approval. Requests for such projects
should be anticipated as far in advance as possible and submitted to HMS-21
promptly so that they may be considered for inclusion in an appropriate budget submission.
- Capitalization. Capital improvements to FHWA-owned property will
be reported on Form FHWA-1036, Real Property Record (Attachment 5) to HMS-21
upon completion of a project and payment of final costs.
- BUDGETING AND EXPENDING FUNDS FOR REAL PROPERTY
- Budget Submissions. Each responsible regional office and the Washington
Headquarters office should include sufficient estimated amounts in the annual
budget submissions to cover annual construction, acquisition, alteration,
repair, and maintenance of real property. These costs will be funded from
the fiscal year budget allotments issued by the Office of Fiscal Services (HFS-20).
- Expenditures for FHWA-Owned Property. HMS-21 will administer the
expenditure of funds for real property costs for the Turner-Fairbank Highway
Research Center. The Direct Federal Program Administrator in Washington Headquarters
will administer the expenditure of funds for real property costs for the Vancouver,
Washington Equipment Depot. Expenditures for other than normal maintenance
and repair should be reported to HMS-21 prior to completion so that the records
can be adjusted.
- ACCOUNTABILITY RECORDS
- HMS-21 is accountable for all FHWA real property holdings and maintains
official real property accountability records to support the general ledger
accounts maintained by HFS-20.
- No later than the last working day of each fiscal year, HMS-21 will forward
to HFS-20 a report in duplicate of real property owned by the FHWA for reconciliation
with the general ledger accounts. HFS-20 will review the report against its
accounts and indicate any necessarychanges on the carbon copy. This copy should
then be signed and returned to HMS-21.
- DISPOSAL OF EXCESS REAL PROPERTY. The disposal of all FHWA-owned real
property shall be accomplished by the regional counsel responsible for the geographic
area in which the excess property is located. In most cases, the servicing GSA
regional office is the disposal agency, whereas the FHWA is the holding agency.
Federal Highway Administration offices desiring to dispose of excess owned property
shall follow the procedures set forth below.
- Prior to undertaking any disposal actions, approval must be obtained from
HMS-21 who will, in turn, obtain OST approval.
- After approval is received, the releasing FHWA office shall notify the
GSA regional office of the excess real property by completing Standard Form
(SF) 118, Report of Excess Real Property; SF-118a, Buildings, Structures,
Utilities, and Miscellaneous Facilities, Schedule A; SF-118b, Land, Schedule
B; and SF-118c, Related Personal Property, Schedule C (Attachment 6). HMS-21
is available for assistance in completing the SF-118 and the accompanying schedules.
- In addition to the SF-118, the FHWA releasing office shall prepare a report
on the title of the property in accordance with FPMR Section 101-47.202-2, Report Forms.
- The SF-118, accompanying schedules, and title report should be submitted
to the appropriate GSA regional office at least 90 calendar days in advance
of the date such excess property shall become available for transfer to other
Federal agencies or for disposal.
- The GSA will promptly notify the releasing office of the date this report
is received. Within 15 calendar days of receipt, the GSA will notify the releasing
office of the date of acceptance or the unacceptability of the report.
- The releasing office will retain custody and accountability for excess
real property, and shall perform the protection and maintenance functions
of such property pending its transfer or disposal. Responsibility for the
expense of protection and maintenance of such property shall not exceed 12
months, plus the period to the first day of the succeeding quarter of the
fiscal year after the date that the property is available for immediate disposition.
- Upon completion of all disposition actions by the appropriate FHWA regional
office and when the GSA has reassigned the ownership of the excess property
or disposed of it, the FHWA regional office shall submit a Form FHWA-1036,
Real Property Record (Attachment 5), to HMS-21 to indicate completion of the process.
- REPORTING REQUIREMENTS
- Annual Work Space Management Plan and Budget Justification.
The Operations and Services Division (HMS-20) will prepare annually a Work
Space Management Plan and Budget Justification, GSA Form 3530 (Attachment
3), which will be submitted to OST. This Plan enables the FHWA and OST to
establish square footage targets, report progress and plans for achieving
space management goals, and supports the annual budget requests to the Office
of Management and Budget. The Plan will contain estimates of personnel and
workstations and amounts of work space in FHWA-owned property for the fiscal
years covered by the corresponding budget cycle. The data contained in the
Plan will be consistent with that contained in real property inventories,
discussed below. Preparation of this report requires the cooperation and accurate
input of all FHWA offices housed in FHWA-owned space.
- Annual Real Property Inventories. On an annual basis, the Operations
and Services Division (HMS-20) is required to submit to OST inventories for
real property owned by or leased to the FHWA. Any FHWA office which directly
leases property (i.e., administers the lease and makes payments to the lessor)
shall prepare annually a GSA Form 1166, Quarterly Report of Real Property
Owned by or Leased to the United States (Attachment 7), for submittal to HMS-21.
Please note that although GSA Form 1166 is headed "Quarterly Report of
Real Property Owned by or Leased to the United States," the reporting
requirement is annual. The GSA has not yet revised GSA Form 1166 toreflect
this change. HMS-21 will then prepare a Gsa Form 1209, Summary of Installations
Owned by or Leased to the United States (Attachment 8). For FHWA-owned property,
HMS-21 will prepare these same reports. The data contained in these reports
shall meet the requirements of FHWA Part 101-3, Annual Real Property Inventories.
CHAPTER 5. BUILDING MANAGEMENT
- GENERAL. This chapter prescribes policies and procedures to be followed
in the planning and utilization of FHWA work space.
- BACKGROUND. Executive Order 12411, Government Work Space Management,
dated March 29, 1983, mandates the establishment of a program to reduce the
amount of Federal work space used or held to that amount which is essential
to agencies' missions. On April 29, 1985, the President signed Executive Order
12512, Federal Real Property Management, which expands the program to incorporate
Office of Management and Budget review and policy-setting responsibilities,
and further emphasizes the need to maximize Federal real property resources.
Utilization policies and procedures resulting from these Executive Orders are
contained in Federal Property Management Regulation (FPMR) Temporary Regulation
D-73, Quality Workplace Environment Program.
- UTILIZATION STANDARDS
- Efficient Utilization of Space. FHWA offices should utilize space
to the maximum extent possible within mission requirements in order that space
costs can be held to a minimum. Methods to increase efficient utilization
of space include space reduction, relocation into space-efficient buildings,
consolidation with other Department of Transportation elements, and space-saving
alterations for existing buildings. Use of professional space planning techniques,
such as open bay layouts and systems of modular furniture, also increase utilization.
Space programming and planning services and interior design services are available
from the General ServicesAdministration (GSA) on a reimbursable basis. HMS-21
is also available to assist in this area.
- Office Utilization Rate. All Federal agencies are required by the
GSA to achieve an adjusted office utilization rate of 135 square feet or less
per workstation. It should be noted that the 135-square-feet figure is a maximum
not to be exceeded and that often space assignments made by the GSA will fall
below this figure. Utilization rates are calculated by dividing the total
occupiable square footage by the total number of workstations occupying that
space. For example, in an office with 3,000 occupiable square feet and 20
workstations, the utilization rate is 150 square feet per workstation (3000
divided by 20). In order to account for areas not used for typical office
work, such as public reception areas, the GSA has assigned supplemental space
factors. These factors, which are discussed further below, are applied to
utilization rates in order to calculate adjusted utilization rates.
- Supplemental Space Factors
(1) The GSA has developed and approved supplemental space factors
for FHWA functions which are (a) housed in office space and accommodate
non-workstation activities, (b) used more than 50 percent of the time for
that purpose, and (c) in distinct and identifiable areas. The development
of these factors is based on space needs identified by regional offices
and Washington Headquarters. Supplemental space factors are used to determine
the appropriate amount of space that may be added to the 135-square-foot-per-workstation
goal to account for areas not used for typical office work. They are also
used to formulate adjusted utilization rates which serve as a means of tracking
the FHWA's progress in meeting the 135-square-foot goal. When a supplemental
space factor, expressed in square feet per workstation, is subtracted from
the office utilization rate, also expressed in square feet per workstation,
an adjusted office utilization rate is obtained. For example, in an office
with a utilization rate of 150 square feet per workstation and a supplemental
space factor of 17 square feet per workstation, the adjusted officeutilization
rate is 133 square feet per workstation (150 minus 17).
(2) The GSA-approved supplemental space factors for the FHWA are as follows:
(a)Washington Headquarters: 17 square feet per workstation;
(b)Regional Offices: 43 square feet per workstation; and
(c)Division Offices: 41 square feet per workstation.
(3) Supplemental space factors are a maximum and, in some cases,
may not even be used or may be significantly reduced by the GSA depending
on the space-efficiency of the building. FPMR Temporary Regulation D-73
should be consulted for further information on supplemental space factors
and their applications.
- PLANNING OFFICE SIZE. Office size may be approximated by multiplying
135 square feet by the number of workstations in an office and adding the total
amount of supplemental space allowable. This figure equates to the maximum amount
of space an FHWA office can expect the GSA to approve in an office using conventional
building layouts and furniture. However, offices should be aware that in assignments
utilizing space-efficient layouts and systems or modular furniture, the GSA
may assign space at an adjusted utilization rate as low as 122 square feet per
workstation. The table, below, approximates the amount of space that may be
dedicated to specific functions and may be useful as a guide in planning appropriate office size.
|Office Type/Size Supplemental Space Type
(in square feet)
Recept. Conference File Storage Processing*
Reg.Office 300 500 700 300 450 150
2,501-5,000 100 250 300 150 150 0
5,001-10,000 150 300 400 200 325 0
10,001-25,000 150 500 700 300 450 0
* In general, processing space refers to space dedicated to a
machine or process.
- ALLOCATING SPACE WITHIN FHWA OFFICES. The basis for assigning space
in FHWA offices should be determined by actual need within the confines of the
assigned block of space. As a general rule, private offices should be reserved
for personnel who meet regularly with subordinates and/or agency officials.
The open bay approach to planning workstation layouts should be utilized wherever
feasible as a space-saving measure.
- GENERAL. This chapter prescribes policies and procedures to be followed
in the management of both General Services Administration (GSA) controlled and FHWA-controlled space.
- DELEGATION OF BUILDING MANAGEMENT AUTHORITY. In most GSA-controlled
space, the GSA will provide or otherwise arrange for the services required to
house FHWA offices. IN areas where the GSA does not have a significant presence
and where the FHWA is the sole Federal tenant (or primary tenant occupying 90
percent or more of a GSA-leased facility), some of these responsibilities may
be delegated to the FHWA. Where such agreements have been made, the FHWA office
will be responsible for some or all of the following building management functions:
- perform periodic building inspections and maintain records of complaints
and resolutions to ensure lessor compliance with lease terms;
- verify utility bills prior to payment by GSA (where applicable); and
- negotiate rates for overtime services needed on a one-time or sporadic
basis and pay lessor directly for such services.
- SAFETY AND SECURITY
- Accident and Fire Prevention. Standards in all FHWA-occupied buildings
shall comply with Federal standards set forth by the Occupational Safety and
Health Act of 1970; Executive Order 12196, Occupational Safety and Health
Programs for Federal Employees, dated February 26, 1980; and 29 CFR Part 1960,
Subpart C - Agency Occupational Safety and Health Standards. FHWA Order 3902.3,
Occupational Safety Inspections and Abatements, dated May 5, 1978, prescribes
procedures for conducting periodic inspections of all FHWA-occupied workspace
and for the abatement of hazardous conditions. In all FHWA-occupied space,
a liaison shall be responsible for representing the FHWA with the building
manager or lessor, as appropriate. Further guidance on safety matters is available
from the Office of Management Systems, Occupational Safety Staff (HMS-4).
- Physical Protection and Building Security. FHWA personnel shall
comply with all pertinent facility regulations and procedures set forth by
the building management in conjunction with the GSA Federal Protective Service
and/or local law enforcement agencies, as appropriate.
(1) Physical Security Review. Each regional and division
office in the field and the Property and Services Branch (HMS-21) in Washington
Headquarters is responsible for determining physical security needs on a
case-by-case basis in conjunction with the servicing GSA Federal Protective
Service office. When obtaining new facilities, storage areas, or office
space, a physical security review of theproposed space should be conducted
to review the adequacy of physical security features and recommend any necessary
changes or additional measures. At this time, a liaison with appropriate
local law enforcement and GSA officials should be established.
(2) Occupant Emergency Program. To safeguard life and property
in the event of a facility emergency, an occupant emergency plan shall be
developed, implemented, and maintained by the designated official of the
sole or primary occupant of a building with the assistance of the GSA. The
term "emergency" is used to describe such events as bomb threats,
civil disturbances, fires, floods, and other natural and human-caused disasters
with the exception of civil defense situations. The Office of Federal Protective
Service (FPS) in Washington, D.C., provides national policy program guidance
while regional FPS offices are responsible for annually reviewing the occupant
emergency plans and providing guidance, as requested. In leased space, the
GSA will solicit the assistance of the lessor in establishing and maintaining a plan.
- ACQUISITION AND DISPLAY OF FLAGS. The GSA is responsible for flying
the U.S. flag at locations where the Federal Government is the sole occupant
and facility is operated by the GSA. The FHWA may display both the U.S. flag
and the DOT flag at FHWA-controlled locations. The U.S. flag is always displayed
with the DOT flag and is given precedence. The Federal Highway Administrator
is delegated authority by DOT Order 1000.7A, Departmental Flag, dated June 25,
1971, to designate locations where the flags are displayed. For details on acquisition
procedures, DOT Order 1000.7A should be consulted. HMS-21 may be contacted for
an updated listing of DOT flag stock numbers. U.S. flags are available from
the GSA Supply Catalog.
- SMOKING. FHWA offices are responsible for complying with the smoking
regulations set forth in Federal Property Management Regulation, Section 101-20.109-10,
Regulation of Smoking, Amendment D-85, dated December 4, 1986, and any additional
guidance provided by the Office of the Secretary of Transportation, the FHWA
Personnel Management Manual, and the GSA. The full cooperation of all employees
is requested toensure that the rights of non-smokers and smokers are addressed.
[see printed copy for images of the following federal forms:
SF-81: "Request for Space";
SF-81A: "Space Requirements Worksheet" and
GSA Form 144: "Net Space Requirements for Future Federal Building Construction"]
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United States Department of Transportation - Federal Highway Administration