I.    PURPOSE

This directive:

A.    Provides policy and assigns responsibilities for planning, acquiring, managing, and disposing of office and related space in headquarters and field locations to make the most effective use of Agency resources.

B.    Requires that FSIS space actions receive FSIS approval before establishing, expanding or reducing, closing, or moving an FSIS office, laboratory, or other facility, and outlines procedures for getting approval.

C.    Provides and clarifies GSA, USDA, and FSIS guidance on collocation, UR and space standards, resource sharing, and leasing provisions. Attachment 1 provides FSIS Guiding Principles and Standards for managing space acquisition, use, and disposal.

D.    Provides points of contact for FSIS office relocations (see Attachment 2).

II.    CANCELLATION

This directive cancels FSIS Directive 2530.2, Revision 2, dated 3/7/96.

III.    REASON FOR REISSUANCE

This directive is completely rewritten to:

A.    Provide comprehensive policy and clarify responsibilities and procedures. The expanded policies and procedures will help to identify space surpluses and deficits, guide allocation decisions, assign responsibility for reallocating space, and assure the best and most efficient use of space.

B.    Establish procedures for requesting space.
 
IV.    REFERENCES

FSIS Directive 2100.1, Procurement of Supplies, Equipment, and Services 29 CFR 1902.1, OSHA Standard
29 CFR 1910.22, General Requirements
29 CFR 1910.141, Sanitation
Executive Order 12072, Federal Space Management Agriculture Property Management Regulation Part 104
FPMR 101-17.4701, Memorandum of Understanding between USDA and GSA USDA Departmental Regulation 1620-2, USDA Space Management Policy

V.    ABBREVIATIONS AND FORMS
The following appear in their shortened form in this directive:
ASD         Administrative Services Division
CCPB      Classification, Compensation, and Policy Branch, HRD
CFO         Office of Chief Financial Officer
CNSD      Computer Network Support Division
CRD         Civil Rights Division
CRIA        Civil Rights Impact Analysis
GSA         General Services Administration
HRD        Human Resources Division
HRFO     Human Resources Field Office, HRD
MWSD    Mediation and Work/Life Services Division
OCIO      Office of Chief Information Officer
OM          Office of Management
PMB       Property Management Branch, ASD
UR          utilization rate
sq ft.      square feet

FSIS Form 2530-1, Request for Space Action
FSIS Form 2530-3, Space Requirements Questionnaire
AD-700, Procurement Request
SF-81, Requests for Space, Occupancy Agreements

VI.    POLICY

It is FSIS policy to:

A.    Provide employees with adequate and safe space.

B.    Encourage managers to consider alternate work schedules and other human resource flexibilities that may minimize space constraints.

C.    Comply with applicable regulations as follows:

1.    Departmental Regulation 1620-2. The regulation includes provisions for:

a.    First consideration to USDA-owned facilities and leased space under control of USDA agencies in the area that meets program requirements. The second consideration goes to existing or available federally-controlled space that meets program requirements.

b.    Agencies to jointly use office space, equipment, personnel, office supplies and other resources of that office commonly referred to as shared resources.

c.    The standard UR for USDA office space of 150 sq ft. per
person.

2.    Agriculture Property Management Regulation, Part 104. This regulation requires agencies to give first priority to locating new offices and other facilities in rural areas according to Section 601 of the Rural Development Act of 1972, as amended. If an agency locates facilities in or adjacent to urban areas or incorporated rural communities:

a.    First consideration is to locate the facilities within the central business area of the community (see the Memorandum of Understanding between USDA and GSA on the location of facilities (101-17.4701)). This applies to agencies of the Department whether acquiring facilities directly or through GSA.

b.    Second consideration is to house similar field activities which serve the same geographical areas such as county, state, or a region together in collocated offices (see DR 1620-2).

3.    Occupational Safety and Health Administration, Occupational Safety and Health Standards. FSIS occupied facilities (offices and laboratories) must comply with 29 CFR 1902.1, 1910.22, and 1910.141.

VII.    TYPES OF FSIS-OCCUPIED SPACE

This directive applies to FSIS occupied space, as follows:

A.    Covered.

1.    Federally owned space, such as Washington, DC, headquarters
buildings.

2.    GSA-assigned space, such as most field offices.

3.    FSIS-leased space, such as the Technical Service Center.
 
4.    Other Federal agency leased space, such as field locations where FSIS has a reimbursable agreement with another Federal agency for space.

B.    Not Covered.

1.    Non-federal rent-free office space, dressing rooms, and inspection space in import, slaughter, or processing plants.

2.    Cooperative or furnished space at universities or colleges.

VIII.    RESPONSIBILITIES

The success of any space action requires early planning and coordination. Contact ASD for guidance as soon as you are considering a space action. See Attachment 1 for FSIS Guiding Principles and Standards. Use the principles and standards to make sound space management decisions and to help reduce costs, and to increase the efficiency and use of space. See Attachment 2 for a listing of contact information for those involved in office relocation.

A.    Requesting Officials:

1.    Send a completed request (FSIS Form 2530-1 (see Attachment 3) to ASD for any of the following space actions in advance of the need as follows:

2.    Submit a completed FSIS Form 2530-3 (see Attachment 4) to ASD with the FSIS Form 2530-1 for acquiring new space, expansion or modification of space, and relocation space actions. Forms are available in the Outlook public folders.

3.    Designate a point of contact for each space request, if other than the requesting official. The requesting official in:

a.    Field locations is the head of a field location, such as the program manager, district manager, or regional manager.

b.    Headquarters is the division or staff director.

4.    Fund the costs for space actions listed in Subparagraph 1, such as the physical move, telecommunications, personal property (furniture, files, copiers and other equipment) and alterations that require reimbursement such as post occupancy alterations and non standard buildout. (Exception: A request approved as an "FSIS Administrator initiative" is centrally funded. See Subparagraph IX. B. 3.)

B.    ASD handles all space-related matters including, but not limited to the following:

1.    Assists programs and divisions to determine space needs and obtains estimated costs for budgeting purposes.

2.    Determines space allocation according to USDA Space Management Policy. This policy states the following:

a.    USDA office space will not exceed an overall utilization rate of 150 sq ft. per person. Example: A staff of 10 full-time employees allows for a total of 1500 sq ft. (10 X 150 sq ft. per employee). However, the following chart shows how specific program requirements will impact the amount of space actually available for employee workspace. In this example, the 8 workstations for employees will be approximately 8’ X 8’ due to the 2 private offices, consultation room, file space, and reception/circulation space. If larger workstations are required, programs will reallocate the requirements.

b.    When determining the total amount of space for an office, square footages for other than full-time USDA personnel (such as part-time, temporary, seasonal, stay-in-school, contractors, and volunteers) should not be calculated at the 150 sq ft. per person rate. No additional square footage is allowed for "other than full- time employees." Any space for housing other than full-time employees is met within the space allotment for housing full time employees.

c.    The UR of 150 sq ft. includes employee workstations, circulation (including reception), file space, consultation rooms, and all private offices.
 
3.    Serves as the official FSIS representative for space related matters (includes FSIS acquired or GSA assigned space).

4.    Provides notification to field offices of pending lease expirations.

5.    Provides notification to co-located programs upon Agency approval of a space request from one of the programs. ASD will coordinate space changes with other programs that may be affected by the change.

6.    Negotiates, prepares, reviews and approves documents for GSA assigned space, including SF-81. Notifies the requesting official when suitable space is identified and acquired.

7.    Conducts periodic surveys or site visit assessments, including security assessment of FSIS occupied facilities.

8.    Reallocates space within existing office assignments to improve space utilization.

9.    Reviews and reconciles FSIS-occupied space inventories annually.

10.    Maintains records for administrative and financial reporting.

IX.    REQUESTING AND OBTAINING SPACE

A.    Requesting Official (or designated point of contact).

1.    Prepares and certifies accuracy of FSIS Forms 2530-1 and 2530-3, and obtains necessary program approvals, providing information on space-related requirements to include, the following:

a.    Geographical area of space requirement and justification for space delineation outside the central business area. (See Subparagraph VI. C. for location requirements.)

b.    Grade level and working title of each approved and budgeted person to be housed in the space requirement, and the current location of each person. This includes full- and part-time permanent, temporary, seasonal, intermittent, and contractual employees, and budgeted vacancies.

c.    Special purpose space requirements, including rooms that may require special construction, such as evidence, conference, file, mail, or computer rooms.

d.    Furnishings and telecommunications requirements including security needs when required and justified.

e.    Security requirements, such as tenant separating walls, coded lock entry systems, and restricted key distribution.

2.    Obtains concurrence or nonconcurrence of program Assistant Administrator on completed FSIS Form 2530-1.

3.    Submits FSIS Form 2530-1, cleared by program, to the Chief, PMB, along with all related correspondence and backup material.

4.    Refers changes, questions, requests, and concerns about pending space actions or occupied space to the Chief, PMB.

5.    Inspects new space assignments, with ASD, for acceptance and compliance with FSIS and USDA space policies.

6.    Resolves minor maintenance issues with the local building representatives when no reimbursement of funds is required.

7.    Submits AD-700 to ASD for alterations or services requiring reimbursement. (See FSIS Directive 2100.1.) (Exception: Submit AD-700 to CNSD for telecommunications requirements along with a point of contact and detailed floor plan.)

B.    ASD.

1.    Reviews and determines space assignment according to USDA Space Management Policy.

2.    Gives priority consideration to satisfying program space requests within existing FSIS occupied space.

3.    Submits FSIS Form 2530-1 to HRD (for relocations), Budget Division, and the Assistant Administrator, OM for concurrence. Forwards the cleared FSIS Form 2530-1 to the Deputy Administrator for approval and decision on funding as an “FSIS Administrator initiative.”

4.    Requests prior approval from the Office of Procurement and Property Management on new and expanding space requirements.

5.    Prepares and submits requirements to USDA and GSA, as
applicable.

6.    Represents FSIS during the space acquisition process and communicates information to requesting officials.

7.    Reviews and approves space layouts (floor plans).
 
8.    Obtains program concurrence on space layout.

9.    Requests funds from requesting official for items that are outside the rent. Examples: Nonstandard build out, post occupancy changes, and above standard utilities.

10.    Completes and submits Reimbursable Work Authorizations to GSA.

11.    Resolves issues with the local building manager.

12.    Provides periodic updates on status of space projects to the program designated point of contact and is the point of contact for questions about the status of a space project.

X.    RELEASE OF SPACE

A.    Requests for FSIS to Release or Transfer Space. Refer requests from the lessor or building manager to the Chief, PMB, along with the program's recommendation. PMB advises occupants when to vacate space.

B.    Partial Release of Space or Termination of Space. When space is no longer needed, the requesting official submits a completed and approved Form 2530-1 to ASD 6 months before the scheduled date for the release or termination of the space. ASD submits a formal written request to GSA to release space at least 120 days (4 months) before the release date. Exception: For FSIS-leased space, ASD provides the lessor with notice to vacate as provided in the lease. Programs must request termination early enough and with sufficient detail for ASD to comply with provisions of the lease.

C.    Alterations before Release of Space. When a portion of GSA-leased or –controlled space is released, it must be consolidated and made accessible for reassignment. Any alterations required to make such space consolidated and accessible are borne by FSIS before GSA assumes the space.

XI.    REPAIRS, ALTERATIONS, AND IMPROVEMENTS

Send requests for repair, alteration, or improvement requiring expenditure of funds to ASD.

XII.    SUPPLEMENTING THIS DIRECTIVE

All exceptions to the space program require the concurrence of the program Assistant Administrator and the approval of the Assistant Administrator, OM, and ASD.

Attachment
1    FSIS Guiding Principles and Standards for Managing Space
2    Points of Contact for Office Relocations
3    Sample FSIS Form 2530-1
4    Sample FSIS Form 2530-3

(Note: Download PDF for complete information)