United States
Environmental Protection
Agency
Office of
Administration and
Resources Management (2304)
July 2004
&EPA
EPA FACILITIES MANUAL, VOLUME 1
Space Acquisition and
Planning Guidelines
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Printed on Recycled Paper
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Space Acquisition and Planning Guidelines
Foreword
July 2004
Foreword
The EPA Facilities Manual is comprised of four distinct, yet complementary resources for planning and
managing Environmental Protection Agency (EPA) facilities. These four volumes are meant to be used
simultaneously to determine design intent, requirements, and the ongoing evaluation of all EPA facilities.
The use of one volume without reference to the other three would result in an incomplete understanding
of the requirements for EPA facilities.
Volume 1' The Space Acquisition and Planning Guidelines contain information on space planning,
space estimation, environment, materials, iurniture, process, and maintenance. EPA's
Office of Administration and Resources Management developed this document to help EPA
facilities managers, space managers, and line personnel plan and use their space.
Volume 2- The Architecture and Engineering Guidelines (referred to as the A&E Guidelines) provide
guidance for facilities management, engineering, planning, and architecture professionals in
the design and construction of new EPA facilities and the evaluation of existing facilities.
Volume 3• The Safety, Health, and Environmental Management Manual: Safety and Health
Requirements outlines safety and health considerations for owned or leased EPA facilities.
The Manual's goal is to maintain a safe and healthful workplace that protects against injury,
illness, and loss of life.
Volume 4: The Safety, Health, and Environmental Management Manual: Environmental Management
Guidelines, establishes environmental specifications to be addressed by designers and
managers of EPA facilities and related building systems.
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Space Acquisition and Planning Guidelines
July 2004
CONTENTS
1. Introduction
1.1_Statement of Purpose
1.2 Background 1
1.3 Organization of the EPA Facilities Manual 1
2. How Space is Acquired
2.1 EPA’s Role 2
2.2 GSA’s Role: the SF0 and the POR 4
2.3 Budgeting 5
2.3.1 General 5
2.3.2 Tenant Improvements (TI) 5
3. Determining Space Needs
3.1 Programming: Providing for Growth and
Change 11
3.2 Developing the Program of Requirements 12
3.2.1 General 12
3.2.2 Security 12
3.2.3 Site Selection 12
3.2.4 Office and Office Support Space . . 14
3.2.5 Laboratories 20
3.2.6 Laboratory Support Spaces 23
3.2.7 Special Spaces 23
4. Technical Aspects of Space Planning
4.1 General 27
4.2 Overview of Technical Considerations . . . 27
4.2.1 Code Compliance 27
4.2.2 Handicapped Accessibility 28
4.2.3 GSA Facilities Standards
PBS-PlOO 28
4.2.4 Building Systems 28
4.3 Overview of Environmental Considerations 29
5. Principles of Space Planning
5.1 Professional Design and Planning
Assistance 31
5.2 Area Measurement; Efficiency 32
5.2.1 General 32
5.2.2 Area Definitions 32
5.3 Plan Organization 33
5.4 Blocking and Stacking 38
5,4.1 Block Designations 38
5.4.2 Stacking 38
5.5 Circulation and Egress 40
5.6 Circulation Factor 40
5.7 Summary of Program Space Requirements 41
6. Furniture and Equipment
6.1 Systems Furniture and Loose Furniture
6.2 Laboratory Casework and Fume Hoods
6.3 Telecommunications
6.4 Special and Miscellaneous Equipment
Table of Contents
Space Acquisition and Planning Guidelines
45
48
49
50
III
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Space Acquisition and Planning Guidelines July 2004
Chapter 1 - Introduction
Chapter 1 - Introduction
1.1 Statement of Purpose
The EPA Facilities Manual, in four volumes, is intended to set forth and codify the agency’s
various recommended standards for its nation-wide office and laboratory facilities. Since its
inception in 1970, the EPA has acquired office space and laboratories of various kinds in support
of its mission to monitor and to advance the nation’s environmental well-being. As the agency’s
mission has grown, so has its staff and the requirement for office space, and as scientific
knowledge has expanded, the need for improved laboratory facilities has increased. To keep pace
with growth and change, implement throughout the agency the lessons learned through experience
and practice, promote an equitable allocation of space for all employees, and ensure continuing
safe and healthy operations of its facilities, the agency has developed this four-part manual for use
by EPA administrators, laboratory directors, facilities managers, design professionals, and anyone
involved with the acquisition, design, operations, and maintenance of EPA facilities.
1.2 Background
Over the course of its over 30 years of operation, the EPA has developed standards and guidelines
for the acquisition, design, and operations of its office space and its laboratory facilities. These
standards bad been previously published by the agency as three separate manuals: Space
Guidelines (Volumes 1 & 2), directed primarily at the acquisition and plañiiing of office space;
Architecture, Engineering and Planning Guidelines; and the Facility Safety, Health, and
Environmental Management Manual. The revised, integrated EPA Facilities Manual updates and
reorganizes these documents as explained below.
1.3 Organization of the EPA Facilities Manual
The updated EPA Facilities Manual has been divided into four volumes, each volume directed at a
specific audience:
• Volume 1, Space Acquisition and Planning Guidelines, is intended for the office
director/administrator and the facilities manager whose job it is to acquire space. It helps
such persons to estimate how much space will be needed, how the space could be planned in
an efficient and cost-effective way, and what constraints must be considered: budget, code
requirements, environmental aspects, and similar factors that will affect the workplace.
Only an overview of the technical considerations is provided here: the volume that follows
describes such technical factors in greater detail.
• Volume 2, Architecture and Engineering Guidelines is meant for those who will have
responsibility for the design and construction of the space, whether newly acquired or
scheduled for alteration. This volume addresses building systems (HVAC, lighting, power
and telecommunications, plumbing), building codes, fire safety, security, and building
materials and finishes. This volume also discusses green building considerations for
building design. Because of EPA’s mission, it is especially important that the agency take
the lead in demonstrating the most current thinking with respect to environmentally
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July 2004 Space Acquisition and Planning Guidelines
Chapter 1 - Introduction
effective design and operation in its facilities, and, whenever possible, provide an example
to the public and private sectors.
• Volume 3, Saftty, Health, and Environmental Manual: Safety and Health Requirements sets
forth EPA’s standards and recommendations for the operations of its facilities, both owned
and leased. These standards relate primarily to the safety and health of building occupants,
and address concerns such as fire and life safety, indoor air quality, and the safe handling of
chemicals and hazardous material in the laboratoiy environment.
• Volume 4, Safety, Health, and Environmental Manual: Environmental Management
Guidelines, provides a detailed program of the environmental factors to be considered in the
operations and maintenance of EPA space. This volume also considers some environmental
factors as they affect building design and, therefore, many items are cross-referenced in
Volumes 2 and 3.
Although each volume of the manual is focused on a specific aspect of facilities planning, facilities
management, or both, some material has applicability to all aspects, and cross-references from one
volume to another are included where appropriate. For example, the discussion of egress is
relevant to both the space planning of the facility and the technical code requirements addressed in
Volumes 2 and 3. Similarly, the selection of environmentally appropriate materials is a topic
germane to both Volumes 2 and 4. Where appropriate, and to avoid unnecessary duplication of
material, cross-references have been provided between volumes.
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Space Acquisition and Planning Guidelines July 2004
Chapter 2 - How Space is Acquired
Chapter 2 - How Space is Acquired
2.1 EPA ’s Role
Initiating the Process: There are a number of reasons that would lead to a perceived need for new
space. Examples of such reasons might include the expiration of a lease, the need to consolidate
and upgrade existing fragmented spaces, the creation of new mission assignments necessitating
new or expanded office and laboratory facilities, or the need to replace outdated or deteriorated
space. In the great majority of instances, the space to be acquired will be leased space, and the
process described herein is appropriate to such acquisition. In the few cases where EPA is to own
the space, a somewhat different process is followed.
Whatever the reason for the need to acquire space, the first task will be to determine the amount
and type of space to be sought. The creation of a planning team that can develop a preliminary
program for the space to be requested is an appropriate way to start. The EPA planning team will
be required to coordinate its work with EPA Headquarters, with the General Services
Administration (GSA), with the end users of the space, and with specialists (both in-house and
consultants) who can bring expertise in disciplines such as laboratory design, telecommunications,
computer networking, furniture procurement, security, and food service, as may be required. The
planning team is typically drawn from the EPA group needing the new space (Regional office or
Headquarters component), is augmented with outside consultants when necessary and appropriate,
and ismonitored and advised by the EPA Facilities Management Services Division. For most
large projects, the retention of an outside architectural/planning firm that has experience with
EPA’s requirements is warranted.
The planning team, once selected, can proceed with the work necessary to determine the space
needs. Typically, this process would consist of interviews with key personnel to establish present
and projected staffing, inventorying of equipment to be located in the new space, and an analysis
of what special spaces might be included in the new facility. There may be a need to provide
services such as a children’s day care center, a conference/training facility, a fitness facility, and
extensive provision for storage/warehousing.
In developing its program of requirements, the planning team must make appropriate allowances
for support space, such as conference and meeting rooms, reception areas, filing space, and
circulation. This volume of the EPA Facilities Manual provides some guidelines to assist the
planning team in arriving at reasonable allowances for such support areas, in addition to areas
needed for offices and workstations. It is important to note that the rent charged to the agency will
be based on rentable area, and that space exceeding GSA’s standards may not be allowed.
When the planning team has completed its work and reached an in-house consensus on its space
program, the next step is to submit its request to the GSA. Typically, the summary of space
requirements is submitted in a memo request, the format for which is mutually agreeable to GSA
and the agency. Information in the request should include location, square footage required,
construction requirements, and duration of the space need.
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July 2004 Space Acquisition and Planning Guidelines
Chapter 2 - How Space is Acquired
In some circumstances, such as a laboratory procurement, the EPA is granted the authority to
conduct its own procurement process.
2.2 GSA’s Role: The SF0 and the POR
GSA has the mission assignment to locate appropriate space for the various agencies of the federal
government, and upon receipt of the request for space, it will investigate ways in which the request
can be filled; looking first to find vacant space. in an existing federal building. If such space is not
available, GSA will then solicit offers from the private sector to lease space in an existing structure
or in a new “build-to-suit” facility. The request for space, if more than 10,000 usable square feet,
is published by GSA in a Solicitation for Offers (SF0), which describes the terms of the lease, the
type and amount of space required, and details of its operation and maintenance. To supplement
the SF0, a Program of Requirements (POR) is attached, a document that provides the specific
details of the space and serves as a guide for the preparation of tenant fit-out drawings and
specifications.
The SF0 is prepared by GSA with input from the agency. It provides technical and performance
characteristics that should result in first-class space. It generally follows the same format for each
project, and covers the following points:
• Amount and type of space
• Area of consideration (location of space)
• Lease terms (length of lease; renewal options)
• Proposal submission guidelines
• Evaluation criteria for offers and award of lease
• Project schedule
• Base building requirements (e.g., appearance, quality, code compliance, building systems)
• Tenant fit-out requirements (e.g., partitions, doors, finishes)
• Building services, utilities, maintenance
• Miscellaneous provisions (e.g., parking, landscaping, security).
The POR accompanies the SF0 and is intended to describe the agency’s specific needs and to
provide the basis for the development of tenant space layouts. The POR tailors the generic space
described by the SF0 to make the space more suited to the agency’s specific needs. Its preparation
typically requires the assistance of outside professional services. Chapter 3 discusses preparation
of the POR in greater detail. Topics addressed in the POR include:
• Enumeration of the amount and type of space required to house the agency: offices,
workstations, laboratories, and support spaces
• Listing of the required special spaces: conference/training space, hazardous materials
storage, food service, and fitness center
• Descriptions of building systems as they relate to the interior fit-out: lighting, power and
telecommunications requirements, heating, ventilation and air-conditioning (HVAC)
requirements, and acoustics
• For special spaces such as laboratories, all of the technical requirements for the facility
including detailed room data sheets for each laboratory room
• Requirements for facility security systems
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Space Acquisition and Planning Guidelines July 2004
Chapter 2 - How Space is Acquired
• Interior finishes and details, including “above standard” finishes
• Proposed furniture: systems furniture, loose furniture, and laboratory casework.
2.3 Budgeting
2.3.1 GENERAL
The cost of space is clearly a prime consideration in the development of the SF0 and the POR.
The GSA PBS has documented its policies for computing rents and for determining tenant
improvement costs in its Pricing Desk Guide. The Guide explains in detail the PBS policies with
respect to types of space, key pricing elements, forced moves, customer agency rights and options,
and similar factors that determine the rents and fees that will be charged to the agency.
In addition to the rent, the agency must also consider items such as costs of swing space, move
costs, furniture and equipment costs, security costs, and telecommunications costs.
In the initial stages of project planning, cost estimating is necessarily somewhat rough, and first
estimates are “order-of-magnitude” based on experience with similar types of space. It is helpful
to seek outside assistance in arriving at budget numbers for construction costs. Such help can be
provided by a local architecture and engineering (A-E) firm with experience in the type of project
contemplated, or by a contractor who has recently worked on projects similar in size and scope to
the proposed facility. Also, estimating aids such as the R.H. Means Building Construction Cost
Data, which i s updated annually, can offer useful information. Some factors to consider in the
early planning stages:
• Before detailed drawings and specifications have been prepared, estimates are typically
developed on a square foot basis. As the project proceeds and more information becomes
available, estimating can also become more detailed and accurate.
• Because of the extent and complexity of mechanical and electrical services required in
laboratories, as well as the costs of case work and fume hoods, the square foot costs of such
laboratories will be substantially higher than that of standard office space.
• If the project is a renovation of an existing structure, costs are greater than for new
construction. If the building is considered to be of historic interest, and subject to
requirements that historic elements are to be preserved and/or restored, costs are
significantly higher, and the construction schedule is considerably lengthened.
• If the project includes a need to remediate hazardous materials, such as existing asbestos-
containing materials or contaminated earth at the site, the cost for such remediation, as well
as its impact on the time schedule, must be considered.
• In developing the project estimate, an escalation factor to account for inflation should be
included. A tentative construction schedule should be prepared, and costs escalated to the
mid-point of the construction period.
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July 2004 Space Acquisition and Planning Guidelines
Chapter 2 - How Space is Acquired
• Construction costs can vary considerably from one city to another. Comparative cost
indexes are available that provide factors to adjust construction costs for various urban
locations.
• Budget estimates need to include fees for professional services: A-E design fees, project
supervision, and specialized consultants (if any).
• If the program requires that the organization relocate temporarily to swing space while the
pennanent quarters are undergoing renovation, it may be necessary to consult local real
estate brokers to determine the availability and cost of the temporary space. It may also be
possible to undertake the renovation project in stages such that part of the building can serve
as swing space as construction proceeds in the unoccupied portion. The use of swing space
can greatly increase the overall cost of the program and cannot be overlooked because such
costs, when added to the other costs of construction, furniture and equipment, may make the
entire project economically unfeasible. The cost of swing space may include, in addition to
lease costs of the space (at short-term rates), two moves of personnel, possible minimal
rehabilitation of the swing space, and the possible need to lease or make other provision for
furniture in the swing space.
• To the other budget costs noted above (e.g., construction, professional fees, escalation for
inflation) must be added costs for furniture, equipment, move costs, security systems and
monitoring, and telecommunications. These are usually estimated on a per person or per
workstation basis. Depending on the funds available, it may be decided that leasing of the
furniture may be preferable to outright purchase.
• The pre-construction cost estimate is only an approximation, until such time as contractors
submit firm bids for the build-out of the leased space. It is therefore customary to include a
contingency factor to cover the unanticipated costs that may potentially appear during
construction. This factor may range from 10% to 20%, depending on the level of
information on which the preliminary cost estimate is based. Where construction is to be
renovation of an existing structure, as opposed to new construction, a higher contingency
factor should be applied, as conditions requiring additional expense may not appear until
demolition of existing finishes takes place.
2.3.2 TENANT IMPROVEMENTS (TI)
GSA provides guidance to client agencies in its Pricing Desk Guide. This document sets forth
GSA’s policies for determining what construction items are to be considered as “base building”
(and therefore the responsibility of the landlord) and what portions of the build-out of building
interiors are to be included in the tenant improvement (TI) allowance. The following summarizes
GSA’s “Key Pricing Elements” from the Pricing Desk Guide.
When an agency procures space through GSA, it is provided with an allowance to finance the
build-out of the interiors. While this allowance is prorated into the rent, the process makes funds
available up front to facilitate occupancy. The allowance has two components: the general
component and the customization component.
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Space Acquisition and Planning Guidelines July 2004
Chapter 2 - How Space is Acquired
The general component is a dollar amount per square foot to cover the cost of partitions, doors,
carpeting, and such standard work-letter items. The allowance is intended to take the space from a
“building shell” to a “vanilla” office space. This allowance is set nationally, adjusted annually,
and indexed to local construction costs.
The customization component is also a dollar amount per square foot but is tailored to individual
agencies and bureaus. This component is intended to cover special items and finishes that are not
typical to all office space but are necessary to customize the space for a particular agency.
Examples include millwork, laboratory countertops and fume hoods, private restrooms, raised
access flooring, slab-to-slab walls, and built-in equipment. Customization tiers, each equal to a
tenth of the value of the general allowance, have been created. Based on historical data, each
agency or bureau has been assigned a tier. At present (2003), EPA has been placed in Tier 3,
meaning that a 30% customization allowance is provided for build-out in addition to the general
component dollars.
Collectively, the general and customization components constitute the TI allowance. In any
instance, should build-out costs exceed the TI allowance, the tenant agency (EPA) is responsible
for the excess amount.
GSA has also clearly identified the interior elements that are to be covered by the TI allowance.
Funds for the base building (even when residual funds exist) are not transferable for TI use.
Budgets for the base building and TI are separate and are not to be commingled. The Only
exception would be the use of TI funds for base-building in a prospectus level project where a cost
overrun has occurred in the purchase of the site or on construction of the shell, and then only with
the tenant agency’s consent.
In the tables that follow, Table 2.3.3 identifies the items for base-building and tenant areas that
constitute the building shell, and Table 2.3.4 lists the elements that typically constitute the TI.
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July 2004 Space Acquisition and Planning Guidelines
Chapter 2 - How Space is Acquired
Table 2.3.3. Base Building and Tenant Area Items Included in the Building Shell
Base Building
Tenant Areas
Base structure and building enclosure components
(windows with exterior finishes) are complete.
Broom clean concrete floor slab, with level floor not
varying more than 1/4 inch (6 mm) over ten (10) foot
(3,048 mm) horizontal run in accordance with
American Concrete Institute (ACI) Standards.
Base building electrical and mechanical systems (e.g.,
central fire alarm, chiller plant, cooling tower) are
complete and functional.
Gypsum wallboard, spackled and prime painted, on
exterior perimeter walls and interior core walls are
installed.
All common areas, such as lobbies, elevators, fire
egress corridors and stairwells, garages, and service
areas are complete. Circulation corridors are provided
as part of the base building only on multi-tenanted
floors where the corridor is common to more than one
tenant. On single tenant floors, only the fire egress
corridor necessary to meet code is provided as part of
the shell.
Fully installed 2 X 2 foot (610 x 610 mm) suspended
acoustical ceiling with 2 X 2 parabolic fluorescent (or
other building standard such as 2’.O” X 4’.O” (61 Ox
1,220 mm) fixtures) installed in the ceiling grid for an
open office plan at the rate of one fixture per 80
BOMA usable square feet (7.43 sm) or 100 rentable
square feet (9.29 Sm).
Building common restrooms are complete and
operational.
.
Common corridor stud walls, without gypsum board on
demised tenants’ premise side and without suite entry
door, are installed.
Building cores on ea ch floor with leaseable space
contain the following;
Tappable domestic water riser, service sanitary drain,
sanitary vent, ready for extension to tenant demised
area(s).
Electrical power distribution panels and circuit
breakers available in an electrical closet, with capacity
at 277/480 volt and 120/208 volt, 3 phases, 4 wiring
providing 7 watts per BOMA usable (5 watts per
rentable) square foot.
.
Designated connection point to the central fire alarm
system for extension to tenant demised area(s).
Distribution backboard within a wire closet for
connection to tenant’s telephone lines. Vertical conduit
(empty sleeve) through building core, available for
tenant wiring/cabling.
Central heating, ventilation and air conditioning
systems are installed and operational, including, as
appropriate, main and branch lines, VAV boxes,
dampers, flex ducts and diffusers, for open office
layout. Conditioned air through medium pressure
ductwork at a rate of 0.75cfin/square foot of BOMA
usable area is provided.
Sprinkler mains and distribution piping in a protection
layout (open plan) with heads turned down, concealed
with an escutcheon or trim plate, are installed.
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Space Acquisition and Planning Guidelines July 2004
Chapter 2 - How Space is Acquired
Table 2.3.4 Typical Tenant Improvements
Electrical and telephone outlets and wiring from the tenant demised premises to the building core
Carpeting or other floor covering; raised access flooring
Plumbing fixtures within the demised premises and connection to the building core
Partitioning and wall finishes
Doors (including suite entry), sidelights and frames, and hardware
Miliwork
Fire alarm wiring from building core to tenant space and within tenant space; pull stations; strobes;
annunciators; and exit signage within the demised premises
Thermostats
Window treatments
Supplemental power, cooling or heating (above the open office plan layout capacities provided in base
building) higher rates of air exchanges (if it entails additional or upgraded air handling equipment);
pathogen control systems; and all other special HVAC components required by specific tenant needs
Adjustment or repositioning of sprinkler heads so as not to conflict with tenant’s particular office
partition layout; additional sprinklers required by local code to meet tenant’s layout, or ceiling grid
adjustments and consequent repositioning of sprinkler heads to the center of ceiling tiles
Tenant signage in the common corridor and within the tenant’s demised area. (An overall tenant
directory in the building lobby is part of building shell.)
Changes (moves) or additions to the open plan lighting pattern, or to the open plan HVAC distribution
network ( e.g., additional ductwork and ceiling diffusers to accommodate individual office layout )
Upgrades or changes to building standard items, such as plaster or vaulted ceilings, specialty lighting,
and upgraded ceiling tile
Structural enhancements to base building to support non-conventional floor loads, such as a library.
(The cost for structurally changed space is no longer borne by the tenant through a continuing
premium rent charge.)
Private bathrooms, private elevators, or staircases within tenant space
Laboratory casework
Security systems and features within tenant space are part of tenant improvements; specialty security
systems and features for the entire building requested by tenants (usually through the building security
committee) are neither building shell nor tenant improvements. They are a separate capital investment
in the property and charged to agencies as part of the building specific security charge .
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Space Acquisition and Planning Guidelines July 2004
Chapter 3 - Determining Space Needs
Chapter 3 - Determining Space Needs
3.1 Programming: Providing for Growth and Change
To determine how much space will be required, the agency must first establish the number of
persons it intends to house in that space, as well as any special spaces it expects to include. Most
EPA facilities consist of office and office support space, laboratories and laboratory support space,
or a combination of these two types. Larger EPA installations may also include special spaces
such as fitness centers, child care, or food service.
An analysis of the existing organization, including its structure, operations, current staffing, and
current use of space, will provide much information to guide development of the program.
Interviews with key persons within the organization will help to determine the way it functions,
how improvements can be made, and what current shortcomings should be addressed in the new
space. Besides current staffing, including vacancies, on-site contractor personnel, interns, “stay-
in-schools,” and senior environmental employees (SEEs), the programmer must allow for
anticipated growth and make reasonable proj ections of what the organization could look like five
years in the future. (The word “reasonable” is emphasized; unrealistic projections of future
growth may be rejected.)
Having developed an understanding of the organization and the way it works, the programmer can
direct his efforts to the offices and workstations needed. To the extent that the number of different
office and workstation sizes can be minimized, the better the program will be in terms of flexibility
and adaptability to organizational change. The EPA has established guidelines (shown in Table
3.2.3.2) for the recommended size of office and workstation according to the occupant’s grade and
position in the organization. The use of a single “universal” size of workstation, suited to the
majority of employees, results in an efficient and equitable use of space, and readily
accommodates changes in organization. In the same way, minimizing the number of sizes of
enclosed offices provides for maximum flexibility. Another way in which the desired flexibility
may be enhanced is to size small meeting or “teaming” rooms similar to, and interchangeable with,
small offices typically provided for mid-level supervisory personnel.
GSA classifies space as General Use, Warehouse, Parking, and Unique. The General Use space
classification includes all support spaces, e.g. meeting rooms, conference and training facilities,
automated data processing, laboratories, libraries, high-density filing, as well as laboratories. A
flat rent rate is assessed for the entire rentable space. The methodology of separate categorization
of support and special spaces for purposes of determining differential rent is not applied anymore.
Further information can be found in the Pricing Desk Guide previously mentioned.
Because many factors can affect the efficient use of space, such as floor plates with unusual
configurations that lead to awkward and unusable corners, or small column bays that dictate less
than optimal layouts of workstations, EPA has learned from experience that an allowance of about
225 usable square feet (20.9 sm) per person, which provides for some conference and filing space
as well as the office space, is a useful guide for initial planning purposes.
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July 2004 Space Acquisition and Planning Guidelines
Chapter 3 - Determining Space Needs
3.2 Developing the Program of Requirements
3.2.1 GENERAL
Defining the Goals: In order to develop a comprehensive and workable program, it is helpful to
first define what is intended to be accomplished by the proposed new facility. Depending on the
specific purposes of the project, some objectives might include:
• To consolidate existing fragmented organizational components
• To respond to increased or newly assigned mission responsibilities, or to provide for
increased staff
• To improve operational efficiencies and to Teduce operation and maintenance costs
• To correct or to mitigate existing code andlor accessibility deficiencies
• To enhance employees’ safety and environmental conditions
• To replace existing facilities that are outdated or deteriorated, or that are no longer available
to the agency because of lease expiration or similar cause
A clearly defined statement of objectives, and the criteria to be observed in achieving them, is the
first step in creating a well-organized program of requirements.
3.2.2 SECURITY
Security of occupants in government occupied facilities, both owned and leased, is of great
concern in light of terrorist events and threats in recent years. Some guidelines for making federal
facilities more secure have been developed while others are in the process. These documents
address the placement of new buildings on a site, access control, design and construction, and
monitoring. Key reference documents include:
- US Department of Justice, Recommended Minimum Standards and Applications to Security
Level of Federal Facilities.
- General Services Administration, PBS P-i 00 Facilities Standards for the Public Buildings
Service, Chapter 8 - Security.
- Department of Health and Human Services, Guidance for Protecting Building Environments
from Airborne Chemical, Biological, or Radiological Attacks
The latest edition of these documents should be consulted. Other guidance documents may also be
available in the future.
3.2.3 SITE SELECTION
The general location of the proposed new facility will be defined in the SF0, which typically
establishes an area (perhaps within a given radius from some relevant point, such as an existing
related EPA facility) within which the facility is expected to be built. In some instances, the site
location may be predetermined, as when the proposed project is the constniction of an addition to
an existing facility, or when an existing building is to be renovated and altered to accommodate the
program requirements. Or, GSA may have space available in an existing building that is suitably
located and of a size that will accommodate the agency’s program.
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Space Acquisition and Planning Guidelines July 2Q04
Chapter 3 - Determining Space Needs
In the event the agency’s planning team has a participatoiy role in site selection, selection criteria
will include some of the following points. It will be important to have professional assistance,
particularly with respect to engineering aspects of the project.
• Minimum required site area, based on the size of building, along with associated site
support requirements such as parking.
• Site zoning appropriate to the intended use and density.
• Community acceptance of the proposed facility. In some instances, it may be desirable to
invite community participation in the site selection process. It may also be necessary to
demonstrate to the community that there will be no negative environmental effects on the
neighborhood, such as increased traffic or the possibility of objectionable noise or
undesirable emissions.
• Historic or archaeological aspects of the site that may impose constraints on new
construction.
• Site area sufficient to support future expansion of the facility, if such expansion is
anticipated.
• Presence of adverse environmental conditions that may affect the use of site, such as site
contaminants requiring remediation; also, presence of wetlands, potential for flooding.
• A location that provides desired amenities; for example, convenience to public
transportation and to neighborhood retail shops and eating places.
• Site capability to include ancillary support structures if required, such as a separate storage
building for hazardous waste, or a child care facility separate from the offices and/or
laboratories. A separate hazardous waste building may require setbacks from nearby
buildings and property lines (refer to Volume 2).
• Technical characteristics of the site: foundation conditions, possible seismic activity,
available utilities, accessibility for service vehicles and automobiles.
• Requirements for open space to provide setbacks for security (if required) or to allow
landscaping that will enhance the facility’s appearance and image.
It is EPA’s policy, and also a requirement of law and executive orders, to lend its support to
community efforts to maintain and restore buildings of historic worth, and to promote urban
redevelopment where appropriate. In the selection of a site or of an existing building for a
proposed facility, the agency’s planning team should consider the feasibility of adapting an
existing historic structure to the proposed uses. Where no existing building is available suitable to
the proposed use, consideration should be given to developing a building that will fit into the
fabric of an urban redevelopment area. Factors to be addressed include:
• If an existing historic structure is to be altered and rehabilitated, GSA typically provides
guidance in the form of a Building Preservation Plan, which identifies areas of architectural
significance and defines the standards to be employed in the construction. For some
buildings, a Historic Structures Report may be available.
• The Secretary of the Interior’s Standards for Rehabilitation and Guidelines for
Rehabilitating Historic Buildings offers additional guidance for preservation projects.
• The design of an alteration and rehabilitation project will require review and approval by
historic preservation authorities; typically a State Historic Preservation Office (SHPO) as
13
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July 2004 Space Acquisition and Planning Guidelines
Chapter 3 - Determining Space Needs
well as GSA preservation specialists. The design approach will depend on the specific
building being restored and on the desired program to be achieved, so that each project will
be different. Where alterations and/or additions are extensive, it is often more desirable to
separate visually the new construction from the existing work, rather than trying to replicate
the original construction.
• Because older structures will typically include antiquated mechanical, electrical, and
plumbing systems, the alteration and rehabilitation will require care and ingenuity on the
part of the A-E to integrate modem building systems into the structure in a manner
sympathetic to the historic spaces and finishes.
• Similarly, older structures will also include many conditions that violate current codes and
accessibility standards, and bringing them into compliance with current codes may
necessitate in some instances design solutions that provide performance meeting the intent
of the codes rather than literal and complete compliance.
• As previously noted, rehabilitation of an historic structure is an expensive undertaking and
one which requires an extended time frame for both design and construction.
The programmatic needs for the proposed facility will include one or more of several types of
space: office space (along with support), laboratory space (and lab support), special spaces such as
food service, child care, data processing, conference/training, fitness/weilness, and storage. A
discussion of these types of space follows.
3.2.4 OFFICE AND OFFICE SUPPORT SPACE
3.2.4.1 OFFICES AND WORKSTATIONS
Having determined the number of persons to be accommodated in the space, their job
functions, and their organizational hierarchy, the next step is to establish how much space
will be required to house them. The goal is to create offices and workstations that provide a
pleasant and efficient working environment for their occupants, but without waste of space.
Based on past experience and practice, the EPA has developed planning guidelines that
suggest appropriate ranges of size for various categories of agency personnel. A thoughtful
application of these guidelines, which are listed in Table 3.2.3 will result in an equitable
facility, consistent with similar facilities in the agency, and one that falls within GSA’s
general space limits.
In developing the POR, the planning team must be aware of the need for flexibility since
organizational needs will inevitably change, and a program that provides adaptability to
change will age well. The use of one or two universally-sized workstations (rather than
rigid adherence to a hierarchy of workstation sizes), suited to most employees except for
senior management, will permit future changes with little need for reconfiguration of
workstations. The “universal” workstation (mentioned above in 3.1), which is typically
from 75 to 80 net square feet (6.97 to 7.43 Sm), is found to be workable for the majority of
professionals and senior clerical staff and permit the future reassignment of personnel with
minimal disruption to the existing layout. Exhibits lA and IB, which follow, illustrate
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Space Acquisition and Planning Guidelines July 2004
Chapter 3 - Determining Space Needs
typical office and workstation layouts that can be adapted to suit the specific requirements
of the particular facility.
Care should be taken to limit the height of workstation panels to typically no more than 65”
to maximize penetration of natural light to the interior zones. Selective use of translucent
glass panels will further help with distribution of light and create a bright and pleasing
ambiance.
Table 3.2.4.2: Office and Workstation Area Guidelines
TYPE
TITLE OR
KEY SPACE
SIZE
DESIGNATION
A
ASS G M P L
Regional
Administrator
!!!
Enclosed Office with
several visitor chairs &
conference table (6-8)
Furniture: standard or
systems type
pprox.)
350 .to 375 Sq.Ft.
(32.5 to 34.8 sq. m.)
B
Deputy Regional
Administrator
-
Enclosed office, with
several visitor chairs &
conference table (4-6)
Furniture: standard or
systems type
275 to 300
(25.5 to 27.9)
C
.
Assoc. Reg.
Administrator
Division Director
General Counsel
Deputy Division
Director
Branch Chief
Enclosed office, with
either corif. table (4) or
informal seating, plus
pull-up chairs
Furniture: standard or
sy sty pe_____
225 to 250
(20.9 to 23.2)
D
Enclosed office, with
small table or pull-up
chairs for conference
(3 to 4)
Furniture: standard or
systems type
170 to 180
(15.8 to 16.7)
E
Section Chief
Senior Legal
Enclosed office or
semi-enclosed work-
station. 2 visitor chairs
Furniture: systems
type
100 to 120
(9.3 to 11.1)
F
Universal Workstation
Semi-enclosed work-
station with 0-2 visitor
chairs. Variations in
equipment and
storage needs.
Furniture: systems
type
75 to 80
(7.0 to 7.4)
15
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July2004
Space Acquisition and Planning Guidelines
Office C:
225-250 Square feet
(20.90 - 23.22 Sm)
Assignment:
Associate Regional
Administrator
Division Director
General Counsel
Chapter 3 - Determining Space Needs
BASIC FEATURES OF TYPE D
PLUS:
CONFERENCE TABLE FOR 4
OPTION FOR COMPUTER
Office A:
350-375 Square feet
(32.52 - 34.84 Sm)
Assignment:
Regional Administrator
D
D D
DiD
U
DISPLAY SYSTEM
F
EXHIBIT I A
I r’ - ‘ OPTION FOR COMPUTER
El
1 H U
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Space Acquisition and Planning Guidelines
Chapter 3 - Determining Space Needs
Typical Universal Workstation F
75-80 Square feet
(6.97 - 7.43 Sm)
Office E:
100-120 Square feet
(9.29-11.15 Sm)
Assignment:
Section Chief
Senior Legal
L)TTIC LI;
170-1 80 Square feet
(15.79- 16.72sm)
Assignment:
Deputy Division Director
Branch Chief
TASK LIGHT
OVERHEAD STORAGE UNITS
UNDERCOUNTER KEYBOARD SLIDE
OR ARTICULATED KEYBOARD
WORKSURFACE
PAPER RECYCLING BIN
WITH RACK FOR CPU ABOVE
UNDERCOUNTER
PEDESTAL CABINETS
TASK LIGHT
OVERHEAD STORAGE UNITS
BULLET RETURN
WORKSURFACE
UNDERCOUNTER KEYBOARD SLIDE
OR ARTICULATED KEYBOARD
PAPER RECYCLING BIN
WITH RACK FOR CPIJABOVE
UNDERCOUNTER
PEDESTAL CABINETS
OVERHEAD STORAGE UNITS
TASK LIGHT BELOW
UNDERCOUNTER KEYBOARD
SLIDE OR ARTICULATED KEYBOARD
“BULLET” SHAPED WORKSURFACE
PAPER RECYCLING BINS
UNDERCOUNTER PEDESTAL CABINET
EXHIBIT I B
July 2004
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July 2004 Space Acquisition and Planning Guidelines
Chapter 3 - Determining Space Needs
3.2.4.2 OFFICE SUPPORT SPACE
Office support space includes those ancillary functions typically associated with office use,
for example, meeting rooms, filing space, copying, printing and faxing, and storage of office
supplies. For most organizational units, such as Sections or Branches, there will also be a
need for a reception area with guest seating, as well as a small employee coffee/beverage
station. In order for the planning team to allow adequate floor area for such support
functions, the agency, based on experience, has developed support space guidelines to be
applied on a per employee basis. These rules-of-thumb areas are useful for estimating and
may be modified as needed where the organization has an unusual and atypical mission-
specific requirement, for example, when filing needs are greater than usual, or where there
is a proven requirement for additional space for group meetings. Guidelines for estimating
office support space areas are given in Table 3.2.3.3: Office Support Space Area Guidelines.
Table 3.2.4.3: Office Support Space Area Guidelines
SUPPORT
SPACES
OESC RIPTION
APPROXIMATE
SIZE
net_square_feet
FREQUENCY
GUIDE
Reception Area
Main
Departmental
Central reception & security point for
visitors
Desk/counter area; display; seating for
6
Adjacent to entry lobby; near Public
Information and Dockets
Reception/waiting for senior
administrators, e g., R.A., D.D.
Seating for 2-4
300 sf minimum
(27,8 7 sm)
100 sf for D.D.
(9,29 Sm)
I per facility
1 per facility
Public
Information
Public education center
Information/display area
Library
Small video theater
Workstations & support
Varies
I per facility
Public Dockets
Reference & research area
Work areas
Storage of dockets
Varies
1 per facility
Meeting Room
Standard room for meetings of 6-20
people (also see Special Spaces:
Conference Room)
150 Sf to 400 Sf
(13,93-37,16 sm)
Varies
Library!
Reference
Reference area for employees,
typically for a specific Division
Shelving and seats
200 sf
(18,58 sm)
maximum; see
Special Space:
Library
Varies
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Space Acquisition and Planning Guidelines July 2004
Chapter 3 - Determining Space Needs
SUPPORT
SPACES
DESCRIPTION
Secure evidence storage room
May contain security files, safe
If increased floor loading is required,
this is Special Space
APPROXIMATE
SIZE
net sQuare feet
FREQUENCY
GUIDE
Central Evidence
100-200 sf per
facility
(9,29 - 18,58 Sm)
(O.I.G or C.I.D.
only)
Copy Center
Main/Satellite
Convenience
See Special Space table for Main and
Satellite copy areas
Distributed networked copy/printer for
a cluster of workstations and offices.
Can be located in an open easily
accessible space
40 .sf
(3,71 Sm)
One per 12 - 20
employees
Filling - General
Filling cabinets distributed in open plan
office area
9 sf per cabinet
(0.84 sm)
14 Sf ifl file rm.
(1,3 sm)
Varies
Equipment
Station
Shared station for computer,
microfiche reader, typewriter, or other
equipment
Space for work surface and chair
20 sf
(1,86 Sm)
As needed
Closets .
Closets or hanging pace for
employees’ and visitors’ coats
0.5 sf (0,05 Sm)
per employee
Distributed
Coffee Station
Amenity within office area Counter
with sink and storage (proximate to
wet stack)
30-35 sf
(2,79-3,25 Sm)
1 per + 50
employees
Recycling
Coordinated system of collection for
recyclable materials. Plan for 7
materials (white paper, newsprint,
other paper, glass, aluminum, plastic,
trash)
Usual method has convenience bins
distributed locally, satellite collection
room each floor, and central building
collection/storage
Coordinate with
building’s method
Minimum of I
satellite center
per floor
Employee
Counseling
Career, retirement, personal
counseling
Discreet access
120 sf per room
(11.l5sm)
I room per 500
employees
Recreation A.
Credit Union
Office
Office space devoted to these
employee amenities
120 Sf per office
(11,15 sm)
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July 2004 Space Acquisition and Planning Guidelines
Chapter 3 - Determining Space Needs
SUPPORT DESCRIPTION APPROXIMATE FREQUENCY
SPACES SIZE GUIDE
-
Other desirable areas that fall under GSA “Office” space lImits
Child Care Center
Fitness Center
These areas are desirable but considered office-type space by the GSA.
Because it is difficult for a Region to include them and still maintain 152.5
sf/person (Office), the best option is to share them with other agencies if
possible.
3.2.5 LABORATORIES
The design of laboratories is a special area of expertise that requires the extensive input of the
scientists and technicians that will use them, as well as the assistance of qualified design
professionals experienced in this field. This volume is not intended to replace such design
expertise, but instead to provide an overview of the general requirements that will lead to a
reasonably accurate estimate of the amount of space that will be needed. Volume 2 discusses in
greater detail many of the aspects of laboratory design, while Volume 3, Safety, Health, and
Environmental Management Manual: Safety and Health Requirements addresses the health and
safety aspects of laboratory operations. Because of the specialized nature of laboratory
operations, and because of their typically heavy demands on a facility’s mechanical and electrical
systems, laboratories are most often constructed to meet requirements unique to that operation,
and it would be unusual to find a building that is readily adaptable to the specialized program.
With respect to space acquisition and space planning, the following points should be noted:
• The EPA recommends that laboratories be constructed to a standardized module that can
be repeated and which because of its modularity can be adapted to changing mission
assignments. EPA prefers a module that is at least 11’ (3,353 mm) wide (center to center
of demising partitions), and from 26’ to 33’ (7,925 to 10,058 mm) deep, and finds that a
module of that size accommodates the laboratory casework on both sides, leaving aisle
space between the countertops of at least 5’ (1,524 mm). Depending on the number of
people that are expected to work in that laboratory, and the extent of equipment and
casework that they require, the room may be designed to occupy two or three lab
modules, rather than a single module. It is important that the modular scheme be
maintained, as this will allow the flexibility to convert labs of two or more modules to
single labs, or to combine single-module labs into larger labs as program needs change.
In some instances, where the flow of work is such that two laboratories need to be
located side-by-side (for example, where materials to be tested require laboratory
preparation work prior to analysis in a second laboratory) the two labs can be connected
by a swinging or sliding door to avoid the need to move the samples or chemicals
through the primary corridor.
• Each lab module must have direct access to shared utilities such as gases and compressed
air. The space containing the facilities must be easily and fully accessible to service
personnel without disturbing persons working in the labs. This separation of traffic can
be achieved by providing a utility corridor behind the lab modules, or an interstitial
space above the modules. All valves and dampers in service lines should be located over
either the service or access corridor to allow access by service personnel.
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Space Acquisition and Planning Guidelines July 2004
Chapter 3 - Determining Space Needs
Laboratories are usually designed for a specific purpose that is defined by the program.
However, most laboratories fall into one or the other of two categories: that is,
utilizing chemicals and processes that require plumbing and piping, as well as fume
hoods; and which are typically electronic.
Laboratories may also be categorized as research laboratories or testing laboratories: the
former intended to investigate new processes and materials, and the latter designed to
test samples brought from the field to determine composition, toxicity and other
properties. Research laboratories are specific to the targeted investigation and could take
many forms depending on the equipment employed, while test laboratories are likely to
be somewhat more standardized in layout since testing procedures (in most instances) are
likely to be repetitions of previously established routines.
• Specialized laboratory space maybe required for certain types of testing and research.
Such specialized spaces may require other than standardized modular spaces. Examples
include laboratories that work with animals, or with fish, or with flora. In such cases, the
scientists and technicians will determine the details of the lab spaces appropriate to their
specialized needs.
• The space planning team will need to determine the flow of work through the laboratory
facility. An example of such a work flow (not necessarily the same for all lab facilities)
might be: collection of samples in the field, delivery of samples to the lab building,
holding of samples (perhaps in a refrigerated holding room) prior to testing, preliminary
preparation of the samples in a preparation laboratory, carting of prepared samples to
final testing laboratory (or laboratories), and finally removal of tested material to a
hazardous waste storage facility for final disposal.
• Circulation throughout the laboratory facility must be carefully considered. Because of
the hazardous nature of most laboratory chemicals and gases, access to the laboratory
areas should be limited to authorized persons, and code-mandated fire separations must
be strictly observed. Personnel corridors serving the entrances to the lab modules should
be a minimum of 6’ (1829 mm) wide, and the planners should be aware of the fact that
these corridors are used for carting of samples and chemicals. The delivery of piped
gases and chemicals to the individual laboratories is best accomplished through the use
of a service passageway, access to which is restricted to technical employees, or through
an overhead (interstitial) service space. Because the EPA prefers that its laboratory
facilities be placed in one-story structures, vertical circulation (stairs and elevators)
should not, in most cases, be necessary. Exhibit 2 provides a diagram of typical
laboratory-type modules. Note, however, that some very specialized laboratories may
vary because of the nature of the mission and the equipment required, and the laboratory
installation must be tailored to the specific agency needs.
Because of the specialized nature of laboratories, the FOR should include extensive information
about the requirements of each laboratory, including the engineering details. The information is
conveyed through the use of Room Data Sheets, which are to be provided for each laboratory.
The Room Data Sheet should indicate location, size, and type of fume hoods, laboratory
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July 2004 Space Acquisition and Planning Guidelines
Chapter 3 - Determining Space Needs
casework and countertops, room finishes, plumbing requirements (e.g., sinks, emergency
showers, eyewash stations), power and signal connections, locations of required laboratory gas
connections, and similar details. Appcndix C of Volume 2 shows examples of Room Data Sheets
for laboratories of various modular sizes.
Exhibit 2 Generic Laboratory Layouts, which follows, illustrates laboratories of one, two, and
three modules.
22
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CORRIDOR 8-CT WIDE (PREFERRED)
if-CT WIDE (MINIMUM)
I
/
331OU (mm)
8
ONE MODULE
TWO MODULE
THREE MODULE
NOTE FUME HOODS, CASEWORK & EQUIPMENT SHOWN
ARE INTENDED TO ILLUSTRATE POSSIBLE
CONFIGURATIONS OF LABS.
LAYOUTS FOR EACH INDIVIDUAL LAB MUST BE
DEVELOPED TO MEET SPEQFIC REQUIREPvENTS
GENERIC LABORATORY LAYOUTS
NOT TO SCALE
EXHIBIT 2
11,-ON (mm)
9
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C ,)
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July 2004 Space Acquisition and Planning Guidelines
Chapter 3 - Determining Space Needs
3.2.6 LABORATORY SUPPORT SPACES
Laboratory support space includes those rooms and spaces required to support the laboratories
themselves, and will vary according to the specific mission of the facility. Typically, such
support spaces might include:
• Technical library
• Storage for chemicals
• Storage for hazardous waste
• Glass washing facilities
• Support spaces for specialized labs, such as for animal or fish research.
Room Data Sheets, similar to those provided for the laboratories themselves, should also be
included in the POR to delineate the support space requirements.
3.2.7 SPECIAL SPACES
Special spaces are defined as those that require modifications to the base building architectural
andlor mechanical systems in order to accommodate the space uses proposed. Examples include
spaces requiring reinforced floor loading capacity (libraries, high density file rooms), augmented
HVAC systems (large meeting/training rooms with high occupancy rates), spaces with special
electrical service requirements (computer rooms), and spaces with additional plumbing systems
such as food service facilities.
Table 3.2.8: Special Space Area Guidelines, which follows, describes the approximate size and
frequency of Special Spaces that are typically found in EPA facilities.
TABLE 3.2.8: Table of Special Space Area Guidelines
SPECIAL
SPACES
DESCRIPTION
APPROXIMATE
SIZE
net_square_feet
FREQUENCY
GUIDE
qlec ai!
paces
Conference Room
Meeting room with audio-visual
capabilities
Specialized lighting, power, HVAC
Varies
400 to 800 sf
(37.16 - 74,32
sm)
----—-- --- -
Minimum
I per facility,
preferably 1
per floor or I
per 150
Copy Center
MaIn
Shared facility for large volume
copying, collating & binding
Service counter, reproduction
equipment, tables, storage, recycling
bins
Specialized HVAC, power,_acoustics__—
750 sf
(69,68 Sm)
I per facility
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Space Acquisition arid Planning Guidelines July 2004
Chapter 3 - Determining Space Needs
SPECIAL
SPACES
DESCRIPTION
APPROXIMATE
SIZE
net_square_feet
FREQUENCY
GUIDE
Satellite
Centralized room for routine office
copying
1-2 copiers, table, storage, recycling
bins
Specialized HVAC, power, acoustics
225 sf
(20,90 sm)
I per floor or
1 per 150
employees
Common Special Spaces
Public
Information
Enclosed space for laser printers
serving PCs, LANs
Counter, paper storage
For IAQ, recommended over providing
printers in open work areas; special
exhaust
70 sf for 1-3
printer
(6,5 Sm)
Walking
distance
maximum 75’
Computer Room
Specialized room for mainframe or
LAN equipment and related
workstations
Specialized HVAC, power,
telecomm unications
Equipment support for networked
computer services
Varies with
equipment
LAN Room I
Telecom Room
Specialized room for voice and data
communications equipment. Includes
racks, table/counter for monitor and
file servers
Locate centrally; stack floors
Requires HVAC and uninterruptible
power supply.
Prim ary telecom m unications wiring to
run from provider point of entry to this
space for distribution to the floor.
Locate such that cable run to the
furthest PC on the floor does not
exceed 295 feet.
Provide for a vertical bank of conduits
(or sleeves thru floors), including
spares for future use, to connect each
vertically stacked room with the
primary service.
Building design should also consider
the use of raised floor throughout the
occupied space to facilitate cable
and/or air distribution.
Varies with
equipment
(mm size: 80-100
sf)
(7,43-9,29 sm)
Minimum
I per floor
!ppo!t!Pace5_
Reference area for EPA employees
and public
Reading area, stacks, cataloguing,
storage
Specialized floor loading, humidity
control, lighting
Library
Varies WI size of
region +
specialization
I per facility
May be
separate law
library
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July 2004 Space Acquisition and Planning Guidelines
Chapter 3 - Determining Space Needs
SPECIAL
SPACES
DESCRIPTION
APPROXIMATE
SIZE
net_square_feet
FREQUENCY
GUIDE
Filing: Secure
High Density
Enclosed area or special file cabinets
for confidential material
Specialized floor loading, fireproofing
Compact storage for files or other
media, using mechanized equipment
Specialized floor loading
Varies
80 sf per
Lectriever
(7,4 3 Sm)
As needed
I H.D. unit
per floor if
needed &
structure
allows
Mall & Stock
Room
Receiving, storage and dispensing of
office supplies; distribution of mail
Work area and storage
Locate with easy access to service
elevator
Specialized floor loading
Varies
1 per facility
Satellite if
split location
Employee Strategically located break room 250 Sf
Lounge Tables & chairs, peak occ. 15 (may be smaller I per + 200
Pantry with sink, refrigerator, storage, if fewer employees or
microwave employees) 1 per floor
Specialized HVAC, plumbing (23,22 sm)
ppo!t paces_
Record On-site storage for records 500-600 Sf 1 per facility
Management Shelving, mm. interior finishes (46,45-55,74 sm)
Specialized floor loading, climate
control I
Desirable areas if budget permits
1 per facility
(may share
with another
Agency)
Training!
Conference
Center
Sophisticated, flexible multipurpose
facility, A.V. capability
Moveable partitions, storage for
materials and equipment, tables,
chairs
Specialized HVAC, acoustics, lighting,
audio-visual installation
Minimum 750 sf
for 1 room
(24 person at
tables or 40 in
rows)
(69,68 sm)
Video
Conferencing
Facility to allow multi-party meeting at
2 or more locations, using visual, voice
and data communications
Specific design of equipment &
furniture available
Specialized HVAC, power,
telecommunications, lighting,
acoustics
600 sf
(20 x 30)
(55,74 am)
.1 per facility
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Space Acquisition and Planning Guidelines July 2004
Chapter 4 - Technical Aspects of Space Planning
Chapter 4 - Technical Aspects of Space Planning
4.1 General
Volume 2 of the EPA Facilities Manual (Architecture and Engineering Guidelines) addresses the
many technical considerations that must be taken into account when developing space layouts
that will, eventually, evolve into construction documents for the building. Although these
technical considerations are properly the concern of the professional team of architects,
engineers, and interior designers associated with the project, the agency’s space planning team
should have a general understanding of them. They include:
• Code compliance with respect to fire and life safety
• Egress requirements (a sub-set of fire and life safety)
• Accessibility for the handicapped (UFAS and ADA compliance)
• Environmental policies and practices (as promulgated by GSA and EPA).
4.2 Overview of Technical Considerations
4.2.1 CODE COMPLIANCE
The federal government, as a sovereign entity, is theoretically exempt from the need to meet the
requirements of local codes and ordinances in its owned facilities. Nevertheless, its policy and
practice, for both owned and leased space, is to comply with such codes because they provide
reasonable and appropriate protection for the safety and health of occupants and visitors as well
as protection of the premises against damage or loss.
Volume 2 provides a comprehensive listing of codes and standards that may be applicable to a
given project, depending on its location. Some codes are national in scope, while others may be
specific to a particular jurisdiction. In most cases, a state or municipality will adopt one or
another model code, sometimes with small modifications to address conditions peculiar to that
locality. Codes most likely to be used by the space planning team and its designers include:
• Local building code: most often, a national model code adopted by the state, or the local
jurisdiction, such as the BOCA Code or the Southern Building Code.
• Life Safety Code of the National Fire Protection Association (NFPA 101)
• National Electrical Code
• National Plumbing Code.
Foremost among the concerns addressed by the codes are the life safety provisions. These
include measures intended to prevent the spread of fire and to make certain that, should fire
break out, occupants can exit the building quickly and safely.
Egress Requirements: The need to provide simple and direct means, of sufficient capacity to
handle all occupants to exit space in the event of fire or other calamity is a criterion that is
27
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July 2004 Space Acquisition and Planning Guidelines
Chapter 4 - Technical Aspects of Space Planning
paramount in the development of space layouts. The applicable codes give design guidance with
respect to building population, travel distance to exits, exit capacities, fire stair criteria, and
“dead end” conditions. Typically, codes require that for most populations, there should be two
means of egress (enclosed fire stairs andlor passages that lead to the outside). Also, occupied
spaces, such as offices, workstations, laboratories and meeting rooms cannot be located in a dead
end area, that is, an area more than a given distance (20’ [ 6,100 mm] in most codes) beyond an
exit corridor.
Other code provisions that will affect the space layouts include the need to provide systems to
alert occupants and to suppress fire: a fire alarm system, sprinkler system, fire stand pipes and
hose cabinets, and fire extinguishers.
4.2.2 HANDICAPPED ACCESSIBILITY
Volume 2 discusses in greater detail the requirements for meeting the accessibility requirements
mandated by the Uniform Federal Accessibility Standards (UFAS), and the Americans with
Disabilities Act Accessibility Guidelines (ADAAG). These two documents are equivalent in
most respects but in those areas where they differ the more stringent requirements should be
applied. In developing the space layouts, the designers need to provide aisle widths and
maneuvering space adequate for persons in wheelchairs, and to allow proper clearances at door
openings so that such openings can be easily negotiated by the handicapped. Changes in floor
level will require ramps to permit the wheelchair-bound to move freely from one level to another,
unless the difference in level is sufficient to justify a wheelchair lift.
Those areas of an EPA facility that are open to the public must be designed to be fully accessible.
Those areas not normally open to the public, such as laboratories, must be accessible or must be
easily adaptable to accommodate any employee who is or may become handicapped.
Refer to Volume 2 for additional requirements for the handicapped.
4.2.3 GSA FACILITIES STANDARDS PBS-P100
GSA, as the landlord for most governmental organizations, has set forth its requirements and
recommendations for federal facilities in a comprehensive document titled Facilities Standards
for the Public Buildings Service. This document is intended to establish general design standards
and criteria for new construction and for alterations (including alterations to historic structures)
and is applicable to leased space as well as to facilities owned by the government.
PBS-P100 covers many of the same concerns that are addressed in this four-volume EPA
Facilities Manual and should be used in conjunction with the Manual. The Standards are general
criteria only and must be tailored to suit the detailed requirements of a specific project. PBS-
P100 is not meant to substitute for the services of a qualified design or construction professional.
4.2.4 BUILDING SYSTEMS
The design of the various building systems, including HVAC systems, electrical systems (power
and lighting), security systems, telecommunications systems (telephone and data), and fire alarm
systems, is properly the responsibility of the A-E design team because of the technical expertise
involved. Recommended standards and practices for the design of such systems are given in the
Architecture and Engineering Guidelines (Volume 2) and in the GSA Facilities Standards for the
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Space Acquisition and Planning Guidelines July 2004
Chapter 4 - Technical Aspects of Space Planning
Public Buildings Service PBS-P100 (November 2000). These documents provide general design
criteria that are to be applied by competent design and construction professionals. The EPA
space planning team, in the development of estimates of space required, must allow for space
adequate to support the necessary mechanical, electrical and telecommunications equipment that
will serve the occupiable space.
Of particular concern in the design of HVAC systems is the air quality of the spaces to be
occupied by EPA employees and contract employees, and the need to minimize energy use.
4.3 Overview of Environmental Considerations
In view of EPA’s special mission and responsibilities, it is of paramount importance that its
facilities exemplif ’ sound environmental practices, including:
• Conservation of energy
• Conservation of resources
• Satisfactory indoor air quality
• Pollution prevention.
These goals can be achieved through thoughtful design and selection of building materials and
building systems. Refer to Volumes 2 and 4 of the EPA Facilities Manual for a more detailed
discussion.
In order to promote sound environmental design practices, and to measure effectively the degree
of success in attaining satisfactory environmental performance, the U.S. Green Building Council
has developed a rating system called Leadership in Energy and Environmental Design (LEED)
Green Building Rating System. More detailed information on the green building certification
program may be found at httD://www.usgbc.or Iproarams/leed.htm . All EPA buildings should be
designed to achieve the highest level of LEED certification attainable.
The EPA space planning team, as it develops its program for the proposed facility (whether a
new building or the renovation and alteration of an existing structure), should emphasize the
environmental aspects of the project. For example, the team can:
• Seek a site that minimizes adverse environmental conditions, such as proximity of heavy
traffic or discharge of pollutants from neighboring occupancies. The site should also be
chosen so as to minimize the impact that the new EPA facility will have on the
environment.
• Require use of building materials and furnishings that are low in volatile organic
compounds (VOCs)
• Encourage the use of building materials and products made from recycled materials and
post-consumer waste, where such use is economically feasible
• Shun the use of toxic or hazardous materials, as well as those that deplete the ozone layer
• Avoid the use of materials and products from non-renewable sources
• Select energy-efficient building systems and require the use of automated control
systems that support energy conservation
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July 2004 Space Acquisition and Planning Guidelines
Chapter 4 - Technical Aspects of Space Planning
• Utilize energy-efficient lighting systems, and provide switching controlled by occupancy
sensors and/or daylight sensors
• Encourage space planning layouts that maximize use of natural light, as an energy
conservation measure as well as a means to contribute to the well-being of the
employees.
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Space Acquisition and Planning Guidelines July 2004
Chapter 5 - Principles of Space Planning
Chapter 5 - Principles of Space Planning
5.1 Professional Design and Planning Assistance
The assistance of qualified professional services early in the planning and design process is
important to a successfully managed project. The scope and size of the job will suggest the
extent of services required. For larger projects, the work may require a team comprised of
architects and engineers, interior designers, and perhaps specialty consultants such as acoustical
engineers, food service consultants, telecommunications engineers, audio-visual engineers, and
landscape architects.
There are several ways in which such services can be provided:
• The agency may have available in-house, or may have available the resources to acquire,
part-time or full-time technical staff to manage the project with minimal outside help. A
project of limited scope and complexity is assumed if it is to be undertaken by in-house
personnel.
• The professional services may be provided through the auspices of GSA, which
sometimes has available pre-selected A-E finns under a term contract, against which
specific design projects may be developed and paid for. Such an arrangement is
particularly useful in situations where a tight time schedule makes impractical the
conventional means of procuring outside design services, as for example, when a
projected lease expiration requires the agency to vacate existing premises and move into
newly acquired space.
• Typically, where leased space is to be acquired in a privately owned facility, the lessor
will provide professional design services through his or her own A-E firm. Depending
on the terms of the lease, the development of design intent drawings (DIDs), which
describe the agency’s detailed space program and requirements, may be the
responsibility of the lessor’s A-E firm; or the agency may, with the consent of GSA,
engage its own A-E firm to prepare the DIDs. Upon acceptance by the agency of the
DIDs, the lessor’s A-E then prepares construction documents (CDs) which are used for
bidding, permitting, and construction. The cost of the lessor-provided design services is
included in the agency’s rent payments.
• The agency may procure professional services itself to develop the program and to
prepare the DIDs. There are advantages to this procedure: when EPA hires its own
consultants it is assured that its own best interests (as opposed to those of the lessor) are
represented, and if the consultants are familiar with EPA’s organization, policies and
practices from prior experience, the agency can expect services that are well-suited to its
needs.
In the event that EPA acquires its own A-E services, it is nevertheless likely that the lessor’s A-E
team would develop the construction documents from the DIDs provided by EPA’s consultants,
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July 2004 Space Acquisition and Planning Guidelines
Chapter 5 - Principles of Space Planning
because the lessor’s A-E has a detailed knowledge of the building, local code requirements, and
similar aspects of the project not necessarily available to the agency’s team.
5.2 Area Measurement; Efficiency
5.2.1 GENERAL
The discussion of space acquisition and space planning employs a vocabulary of area
measurement terms that are used in the real estate industry. These are defined below, so that all
parties can agree on what is meant by terms such as “usable area,” “rentable area,” and “building
common area.” Since GSA uses these definitions when it determines the rental rate for the space
occupied by the tenant agency, it is important for the space planning team to know and
understand the methodology used for the calculation of rent.
5.2.2 AREA DEFINITIONS
GSA follows the standards that have been developed by the Building Owners and Managers
Association (BOMA), approved by the American National Standards Institute (ANSI), and
published as the Standard Met hod for Measuring Floor Area in Office Buildings, ANSI/BOMA
Z65. 1 (current edition). The full standard may be obtained from BOMA International, and
GSA’s Facilities Standards PBS-P100 sets forth in substantial detail GSA’s application of Z65. 1
in the calculation of rent for federal agencies. Also, the GSA Pricing Desk Guide provides
examples of rent calculations based on the area standards as defined. The Standard Method is
applicable to both multi-tenant and single tenant buildings and allows for pro rata allocation of
building common areas to the various tenants, as will be seen in the definitions that follow. In
brief, the Standard Method includes these definitions of area measurement:
• Gross Measured Area: The total horizontal area within the building, less the thickness of
the exterior wall
• Usable Area: The area available to the tenant for his use. It is measured from the
dominant portion of the exterior wall (inside face of glass where the exterior window
area makes up more than one-half of the exterior wall) to the outside face of major
vertical penetrations (e.g., stairs, elevator shafts) and includes columns and vertical
penetrations that are built for the private use of the specific tenant.
• Common Area: Usable area that provides services to building tenants, but which is not
included within the tenant space. There are two categories: Building Common Area,
which includes space available for use (or which serves) all tenants, such as entry
lobbies, daycare facilities, central mechanical or equipment rooms, and food service
facilities; and Floor Common Area, which consists of toilet rooms, elevator lobbies,
public corridors, and similar spaces that serve the several tenants on a floor. Where a
tenant occupies an entire floor, that tenant is charged for all of that floor including the
common area; where there are several tenants on the floor the floor common area is
apportioned to each according to its proportionate share of that floor’s usable area.
Similarly, the building common area is distributed among all of the building tenants on a
pro rata basis.
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Space Acquisition and Planning Guidelines July 2004
Chapter 5 - Principles of Space Planning
Rentable Area: This is the area that consists of the sum of the Gross Measured Areas of
each floor less the vertical penetrations such as stairs, elevator shafts, and mechanical
shafts, and is the area for which the building owner expects to receive rent. It is also
equal to the sum of the Usable Area plus the Common Area. In a building with multiple
tenants, the distributed portions of Common Area allotted to each tenant plus their usable
areas should equal the total rentable area.
Given the above definitions, it can be seen that because the tenant is expected to pay rent on
space that he cannot physically occupy (his distributed share of the common area), it is to his
advantage to lease space where the ratio of usable area to rentable area is maximized. This is a
measure of the efficiency of the building and is called the RJU ratio: Rentable Area divided by
Usable Area. In a typical multi-story office building, a calculation of the Floor RIU Ratio, that
is, the Floor Rentable Area divided by the Floor Usable Area, a ratio that approaches 1.0
indicates a floor plate that has been designed to achieve maximum efficiency: floor R/ U ratios
typically range from 1.25 (less efficient) to 1.1 (more efficient). A similar calculation for the
Building R/U Ratio, which incorporates the building common area (rather than only the floor
common area), will generate a ratio necessarily higher than that for the typical office floor.
5.3 Plan Organization
The development of a well-organized plan design is the key first step in achieving a successful
space plan. It assumes that the space planner is working from a program that lists the required
number and approximate sizes of offices and workstations, as well as the support spaces
associated with them. The program will also include special spaces specific to the project, such
as laboratories (if required), conference and training facilities, food service, child care centers,
and fitness and health facilities. If the building to be occupied is known, the planner will develop
the space layouts according to the building’s characteristics. These will include:
• Size of floor plate. For occupancies requiring multiple floors, a floor of at least 20,000
usable square feet (1858 usable Sm) minimum is preferred by EPA, although buildings
offering smaller floor areas have been used in some instances.
• A simple plan of circulation that repeats on each floor provides for an efficient use of the
space and makes occupant orientation easier. It also helps if groups of workstations are
provided with a “service center” containing elements used by all, such as printer, fax,
paper storage, and beverage station. Such service centers can be used to break up large
clusters of workstations, while providing necessary support functions shared by a group
of employees.
• Floor shape. Irregular floor configurations tend to generate less efficient space plans
because they often lead to awkward circulation patterns and to corners that are difficult
to use; for this reason, a simple floor plan is preferable
• Bay size. The spacing of colunms produces the typical bay size (such as 20t by 20’ or 30’
x 30’ [ 6,096 x 6,096 mm or 9,144 x 9,144 mm]) and influences the spacing of
workstations and circulation aisles. A larger bay size will lead to a more efficient space
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July 2004 Space Acquisition and Planning Guidelines
Chapter 5 - Principles of Space Planning
layout because it will allow greater flexibility in the location of workstations. However,
many older office buildings can be found where 20’ x 20’ (6,096 x 6,096 mm) bay sizes
were used.
Core to window depth. A building’s core is the central grouping of service elements, and
includes elevators, fire stairs, toilet rooms, and utility closets. Because natural light is
desired by the building occupants, a core-to-window depth of from 40’ to 50’ (12, 192 to
15,240 mm) is recommended. This will permit locating the primary circulation at the
core, and whatever enclosed rooms are required by the program at the interior space; in
this way, maximum daylight is available to the floor occupants.
Floor live load capacity. The allowable load on a floor that the structure permits is
called the live load capacity. Such loads include the weight of furniture, partitions, and
people. Most codes require that office floors be capable of carrying 100 lbslsq.ft. or
1,600 kg/sm (allowing for 80 psf (1,280 kg/sm) for people and furniture, plus 20 psf (320
kg/sm) for the weight of partitions. This capacity is not sufficient to accommodate
unusually heavy loads, such as high-density files or library book stacks. Where such
loads are anticipated, a live load capacity of 150 to 175 psf (2,400 to 2,800 kg/sm)
should be provided, preferably near the core, as spaces requiring additional capacity do
not ordinarily require access to natural light. EPA typically asks that 10 to 15% of the
occupiable floor space be reinforced to carry additional loads. Although the initial
program may not envision full use of the requested reinforced floor area, the flexibility
to be able to meet possible future needs justifies providing an adequate area for increased
live load.
A key consideration in the development of a good space layout is to build in the flexibility that
will allow the layout to remain workable several years into the future with a minimal need for
change. To this end, as previously mentioned, the use of a limited number of office and
workstation sizes is strongly encouraged. Another way in which the space layout can provide the
desired flexibility is to create service “nodes” that provide small areas of service space (for
example, print-fax-copy machines, perhaps combined with a beverage station and paper/supplies
storage). Such nodes can be placed to break up long expanses of aisle and can also serve as a
landmark to identify an organizational unit.
As noted before, small team meeting rooms of appropriate size that can be interchangeable with
typical offices will add to the desired flexibility. Such team rooms, if provided, should anticipate
the possibility of changed use in the future and should, therefore, allow for such change by
providing blocking in the walls as needed to carry future furniture workstations or wall-mounted
equipment.
Exhibit 3 shows a typical office floor of an EPA facility illustrating the circulation, use of service
nodes, and reinforced areas to receive increased live loads.
The planning team will need to take into consideration the functional relationships or adjacencies
that should exist between organizational components. In many cases, the work flow does not
require a circulation connection from one organizational group to another, and whatever need for
communication between groups can be efficiently handled by in-house networks. In other
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Space Acquisition and Planning Guidelines July 2004
Chapter 5 - Principles of Space Planning
situations, the optimal work pattern will suggest the need for one group to be located close to
another (or perhaps close to several other groups). Such adjacencies are best determined by
those persons in senior management who are most familiar with organization’s operations and
procedures, and these functional relationships should be described in the POR. A “bubble
diagram” showing the desired relationships is a useful way to communicate graphically the
appropriate adjacencies. An example of such a bubble diagram is given in Exhibit 4.
35
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Space Acquisition and Planning Guidelines
Chapter 5 - Principles of Space Planning
PUBLIC ACCESS
July 2004
DELIVERY
BUBBLE DiAGRAM
EXHIBIT 4
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July 2004 Space Acquisition and Planning Guidelines
Chapter 5 - Principles of Space Planning
5.4 Blocking and Stacking
When a building (or group of buildings) has been selected in response to the agency’s space
request and the POR., the first step in developing a well-organized plan is to create a blocking and
stacking diagram. The purpose of this diagram is to identify the blocks of space to be assigned to
each organizational group. This will require determining the approximate area to be assigned to
each group, based on the POR area need for that group, as well as its appropriate location
according to the recommended adjacencies.
5.4.1 BLOCK DESIGNATIONS
For its facilities housing both laboratories and administrative functions, the EPA has adopted a
convention of assigning block designations for the major components of the facility. This
practice provides a readily identifiable way to organize the various functions and more easily see
the functional relationships among the different space uses. Block designations for such
facilities include:
• Block A.’ General Office Space
• Block B: Administrative Support Space
• Block C: Laboratory Space
• Block D: Laboratory Support Space
• Block E: General Support Space
Because of the different uses of the space, the need to provide separate and usually more
complex mechanical systems to serve the laboratories, and the possibility of additional hazards
present in the laboratory areas, it is often necessary (i.e., required by code) or at least desirable to
separate the laboratory and lab support blocks from the other blocks with fire-rated construction.
Where the proposed facility consists only of office and office support space, the use of block
designations is less useful and is therefore omitted.
5.4.2 STACKING
For facilities of more than one story, the stacking aspect of the diagram refers to the placement of
organizations by floor. For example, if the facility under consideration has spaces and functions
that serve the public, such as libraries and training rooms, the blocking and stacking diagram
would, in all likelihood, locate such spaces on the ground floor, while spaces seldom visited by
many employees or by the public might best be placed on upper floors. The disposition of the
vertical circulation elements—passenger elevators and lobbies, service elevators, stairs and
escalators—becomes an important part of the stacking diagram.
It is readily apparent that, depending on the size of the organization to be housed, a blocking and
stacking diagram can become rather complex because many varying factors must be considered:
building size, number of floors, bay sizes, organization sizes, functional relationships, locations
of entry points and service delivery points. A program of such complexity would clearly benefit
from the services of an experienced professional space planner.
Exhibit 5 is a stacking diagram of part of EPA’s Headquarters facility, illustrating the placement
of various organizational components within the office building structures.
38
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July 2004 Space Acquisition and Planning Guidelines
Chapter 5 - Principles of Space Planning
5.5 Circulation and Egress
In developing the space plan, the first consideration is to create a simple pattern of circulation to
enable occupants and visitors to easily identify the path to the desired location, whether it be a
specific workstation or meeting room, or a service element such as elevator lobby, fire stair, or
toilet room. Circulation is usually identified as “primary,” meaning the main corridors (even if
not enclosed) that lead to lobbies, fire egress stairs, and other fixed plan elements; and
“secondary” circulation, which refers to the aisles that branch off from the primary corridors and
provide access to the individual offices, workstations, and other plan components.
Egress refers to the circulation scheme employed to make certain that occupants can readily find
a pathway out of the building in the event of fire or other calamity. A detailed discussion of
code-mandated fire egress is contained in Volume 3 of this Manual and will not be repeated here.
In typical office buildings, the code will require at least two widely separated fire stairs, enclosed
in fire-rated walls or partitions, that lead to the outside of the building. In most instances, the
space planning team will be working with a building in which the pattern of egress will have
already been determined, and the job of the planning team will be to make certain that their
layout conforms to egress requirements by maintaining a clear path to the points of egress.
Often, the space layout will contain dead-end aisles or corridors (a dead-end is a space that has
only one exit path, rather than two), which are prohibited by most codes (although the allowable
length of the dead-end can vary according to the jurisdiction).
The widths of circulation corridors and aisles can vary, depending on location. In a typical office
building with occupiable space surrounding a fixed central core containing service elements
(stairs, toilet rooms, elevators), there is often a fixed primary corridor around the core. This
corridor should be at least 5’ (1524 mm) wide, although a more generous width provides a more
gracious feeling and allows easier passage of groups of people, carts, and people in wheelchairs.
Similarly, secondary circulation aisles between workstations should be at least 3’-8” (1115 mm),
but if a greater width can be attained, the space will be more comfortable and there will be less
damage to the workstations.
In the laboratory environment, as previously mentioned, a service corridor behind the labs to run
piping (or an interstitial space above the labs) should be at least 8’ (2438 mm) wide by 8’ (2438
mm) high. The corridor at the entrance to the labs is usually the location for service carts
delivering chemicals, gases, and supplies, and must be 6’ (1830 mm) or greater in width.
5.6 Circulation Factor
In arriving at a reasonable estimate of the amount of space required to house the offices and
laboratories (if any) in the program, an allowance for circulation space must be included.
Because the amount of circulation space necessary varies, depending on the floor plate of the
building under consideration, as well as the proposed mix of offices and workstations, no one
factor is suitable for all conditions. For preliminary planning purposes, a circulation factor (for
secondary circulation) of 40% can be applied to the net area of office space to be included in
Block A, and the administrative support space, Block B. For large special spaces such as
conference/training centers, cafeterias, and warehouses, a smaller allowance for circulation can
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Space Acquisition and Planning Guidelines
July2004
Chapter 5 - Principles of Space Planning
be assumed. No factor is suggested here; the space planning team should examine the net area of
the large special space and develop a rough hypothetical arrangement to arrive at a reasonable
circulation pattern and an estimate of space required for circulation.
Similarly, the Laboratory, Lab Support, and General Storage blocks are comprised of large
elements that can be connected by primary corridors the areas of which can usually be estimated
if the size of the proposed floor plate can be determined, so a smaller factor (10% to 15%) can be
assumed at the outset of the planning process. Note that it will also be necessary to include an
allowance for service passageways to serve the laboratories, as discussed above.
5.7 Summary of Program Space Requirements
When the space planning team has determined what its space requirements are, including
personnel numbers, types and sizes of laboratories required (if any), special spaces (food service,
child care, fitness center), and applied appropriate factors to provide for circulation, it will be
helpful to summarize these requirements in tabular format to assist the designers in developing
workable space plans. An example of such a table, created for a hypothetical EPA component
requiring office space as well as laboratories, is provided in Table 5.8: Example of Typical
Summary of Program Space Requirements. A summary table such as this should be included in
the POR.
Table 5.8: Example of Typical Summary of Program Space Requirements
Key to Block Designations
A General Office (and Workstation) Space (w th Circulation © 40%)
B Administrative Support Space (with Circulation 40%)
C Laboratory Space (with Circulation @ 10%)
D Laboratory Support Space (wth Circulation @ 10%)
E General Warehouse and Storage Space (no allowance for Circulation)
Unnamed EPA Office!Laboratory Organization
Block Designations
Immediate Office
Pers-
ons
No.
Items
Area
Circ.
A
B
C
0
Totals
Director’s Office
C
1
250
-
100
350
35(
Deputy Director’s
D
1
180
72
252
252
Office
Assoc. Director’s
D
1
170
68
238
231
Office
Sr. Professional
F
9
720
288
1008
1,008
Offices
Clerical
G
3
192
77
269
26
Workstations
Files
—
10
90
77
167
16
Copier
—
1
30
12
42
47
Equipment Station
—
1
20
8
28
21
Beverage Station
—
1
20
8
28
28
Director’s Conf.
—
1
240
96
336
33
Room
lotals:
15
806
2718
2.711
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July 2004 Space Acquisition and Planning Guidelines
Chapter 5 - Principles of Space Planning
Branch I
Pers-
ons
No.
Items
Area
Circ.
A
B
C
D
E
Totals
Branch Chief Office
‘
1
180
72
252
25
Sr. Professional
F
6
720
288
1008
1,008
Offices
Professional Offices
F
20
1600
640
2240
2,24(
Clerical
G
3
192
77
269
26c
Workstations
Meeting Room
—
1
300
120
420
420
Files
Copier
—
—
20
1
180
30
72
12
252
42
25
42
Equipment Station
--
1
20
8
28
2
BeverageStation
rotals:
—
1
20
8
28
2E
4.53
30
3242
1297
4539
—
Branch II
Branch Chief Office
‘
1
180
72
252
25
Sr. Professional
F
4
480
192
672
67
Offices
Professional Offices
F
24
1920
768
2688
2,688
Clerical
G
5
320
128
448
441
Workstations
Meeting Room
—
2
300
120
420
42(
Files
—
15
135
54
189
18
Copier
-
1
30
12
42
4
Equipment Station
—
1
20
8
28
21
Beverage Station
—
1
20
8
28
21
rotals:
34
3405
1362
4767
4.767
Branch III
Branch Chief Office
1
180
72
252
257
Sr. Professional
F
--
--
--
--
-
Offices
Professional Offices
F
10
800
320
1120
1,12(
Clerical
C
5
320
128
448
44
Workstations
Meeting Room
—
1
150
60
210
21C
Files
—
12
108
43
151
151
Copier
—
1
30
12
42
42
Equipment Station
—
1
20
8
28
2E
!f gj1pp __
—
20
8
28
2E
2.27
rotals:
16
1628
651
2279
42
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Space Acquisition and Planning Guidelines July 2004
Chapter 5 - Principles of Space Planning
Laboratory Branch
F
Pers-
ons
No.
Items
Area
Circ.
A
B
D
E
Totals
Branch Chief Office
Sr. Professional
Offices
ProfessionalOffices
Clerical
Workstations
Meeting Room
Files
Copier
Equipment Station
Beverage Station
D
F
F
G
—
—
--
--
--
1
4
.32
4
1
15
1
1
1
180
480
2560
256
200
135
30
20
20
72
192
1024
102
80
54
12
8
8
252
672
3584
358
280
. 189
42
28
28
257
672
3,584
358
280
18
42
28
28
Laboratories:
—
Organic Preparation
Gas Chromatograph
Hazardous Waste
Prep.
lnorg. Prep. Trace
Level
lnorg, Prep. High
Conc.
lnorg. lnstr. Met.
Analysis
lnorg. lnstr Non-Met.
Anal.
lnorg. lnstr.
Radiation
Asbestos Testing
Dishwashing
--
--
--
—
--
--
—
—
--
--
1
1
2
1
1
2
1
1
1
1
792
264
792
264
528
528
528
264
264
792
79
26
79
26
53
53
53
26
26
79
871
290
871
290
581
581
581
290
290
871
871
29(
871
29(
581
581
581
29(
29(
871
Laboratory Support
Hazardous
Receiving
Environrriental
Receiving
Solvent Storage
lnorg. Standards
Stor.
Organic Standards
Stor.
Gas Storage
Technical Library
Terminal/Meeting
Room
ota ls:
— 1 1056 106 1162 1,16 .
— 1 792 79 871 871
— 1 264 26 290 29C
— 1 264 26 290 29C
— 1 264 26 290 291
(to be located outside of building; -- -
enclosed b fence)
-- 1 528 53 581 581
-- 1 528 53 581 581
41 12.592 2421 15.014 15.01
43
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July 2004
Space Acquisition and Planning Guidelines
Chapter 5 - Principles of Space Planning
dministrative
support
T
Pers-
ons
No.
Items
Area
Clrc.
A
B
C
D
E
Totals
ain Reception Area
Mail Room
Video Conference
Room
General Training
Room
Break Room
Central Files (high
density)
--
--
--
--
--
1
1
1
1
1
1
850
180
350
280
180
180
340
72
140
112
72
72
1190
252
490
392
252
252
1,191
25;
491
39;
25
25;
rotals:
2.020
808
2.020
2.021
—
General Warehousing
—
I Shipping &
I Receiving
I Central Storage
1
1
1,200
2,800
--
—
1,200
2,800
1,20
2,80
Iyotals:
—
4.000
—
4.000
4,00
TOTALS:
Perso
ns
Circ.
Block
A
Block
B
Block
C
Block
D
Block
E
TOTAL1
136
7.345
19.736
2.020
5.516
15.014
4.000
46.28
Based on above summary, a facility with approximately 46,500 usable sq.ft. (4320 sq. m.) is
required.
Notes : All areas are in square feet.
Laboratory areas based on assumed module of 11’ x 24’ = 264 sqft.
No allowance has been included for toilet rooms or for mechanical equipment rooms,
telephone/data closets and electrical closets (including UPS rooms).
In addition to areas summarized above, most laboratory installations will require a hazardous
materials storage facility (HMSF, designated Block F) which should be located in a building
separated from the main structure.
Size of the HMSF: from 1,200 to 1.800 sq.ft. (111 to 167 sq. m.)
44
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Space Acquisition and Planning Guidelines July 2004
Chapter 6 - Furniture and Equipment
Chapter 6 - Furniture and Equipment
6.1 Systems Furniture and Loose Furniture
The development of a space plan that provides an efficient, flexible, and pleasant workplace
requires careful attention to the selection of furnishings. In some instances, it may be cost-
effective to retain existing furniture and to refurbish and relocate it to the newly acquired space,
although there can be substantial expense involved. In most cases, however, it will be necessary
to procure new furniture, either through outright purchase or through a leasing arrangement with
the furniture vendors. The choice of purchase or lease will most likely depend on the project’s
budget.
The use of systems furniture (cubicles) for most workstations permits an environment that
minimizes the extent of permanent partitions required and provides for an efficient and flexible
use of the available floor space. For this reason, the agency has promoted the use of open-plan
space planning in its offices. Loose furniture, such as desks, conference tables, and credenzas, is
employed only in the enclosed offices for senior management positions. Of course, special
spaces, such as food service facilities, libraries, conference/training centers, and similar rooms
will require loose furniture appropriate to the space function.
Systems furniture provides for flexibility in space planning and also permits flexibility in
function; that is, individual workstations can be configured to suit the particular functional needs
of the occupant. For example, one employee may require a workstation suitable for meeting one-
on-one with other employees or visitors, while another employee may need an arrangement that
supports a second computer monitor, and a third employee may have job responsibilities that
require space to lay out and review large format drawings and blueprints.
Having arrived at a space layout that incorporates open-plan workstations and a limited number
of enclosed managerial offices, the space planning team is then faced with the task of selecting
the proper furniture. The choices available among systems furniture manufacturers are many. In
addition to cost, other considerations in making an appropriate selection include:
• Wire Management. Systems furniture is designed to provide concealed raceways to
organize and hide power and telecommunications cabling. The means employed to
manage wires and cables vary from one manufacturer to another, and the planning team
should make certain that the system chosen is designed to bring the connections to the
desired locations and to have sufficient capacity to handle anticipated future needs as
well as current requirements. Convenient accessibility to the wiring raceway to allow
future modifications is also a consideration
• Appearance. The furniture must “look good.” Most manufacturers offer an extensive
choice of finish materials, such as woods, fabrics, metals, and glass vision panels. The
team will want to choose furniture that matches or complements other finishes that will
be used in the space such as carpet and paint colors, as well as chairs and other loose
furniture.
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July 2004 Space Acquisition and Planning Guidelines
Chapter 6 - Furniture and Equipment
Acoustics. The use of sound-absorbing materials for systems furniture panels will
contribute to a reduction in ambient noise levels within the space. The planning team
should make certain that the system chosen is acoustically acceptable and should
compare sound-absorbing performance data among the various suppliers.
• Lighting. Most manufacturers offer lighting units that mount to the underside of
overhead cabinets. Such lighting reduces the need for convenience outlets at the desk
top for movable task lights.
• Environmental Adequacy. Because the furniture’s materials and fabrics could affect the
indoor air quality, the planning team should verify that environmental criteria are met.
Sec Chapter 5 of the Saktv and Health Manual (Volume 3 of the EPA Facilities
Manual) for discussion of indoor air quality considerations.
• Environmental Control. In recent years, designers and engineers have developed
integrated systems that permit the occupant of a systems-type workstation to control at
his desk the delivery of tempered air to his space and the level of lighting. Such
integrated systems typically require a raised-access floor as part of the air-delivery
scheme. The planning team may want to consider the use of such a system, as it provides
the state of the art in environmental control of the workstation.
• Delivery and Installation. The project schedule establishes dates for occupancy of the
facility, and the furniture supplier will have to be ready to ship and to install his product
in the time period specified.
The choice of a particular furniture system is also dependent on federal procurement regulations,
which require that the procurement process be open and competitive such that all competent
manufacturers have the opportunity to submit an offer. For this reason, it is important for the
agency (and its design consultants) to prepare detailed specifications providing the performance
criteria for the furniture, including (where appropriate) the requirement to test a representative
workstation in an environmental chamber to verify that the product will not off-gas an
unacceptable level of VOCs.
The furniture industry also continues to evolve in response to technological change. Depending
upon the size of procurement, it behooves the project managers to undertake comparative
evaluation of available systems, components, and case goods, to identify products that best meet
their needs for flexibility, systems integration, ergonomics, and durability. The agency should
also be aware that most furniture vendors provide substantial discounts from “book” prices for
large volume purchases by federal agencies, and a comparison of final, discounted prices should
be made prior to making a final commitment to a particular vendor.
A wide variety of systems furniture is available today. There is also much variation in
construction, ergonomics, durability, flexibility, and adaptability among the models offered. The
sustainable environment characteristics of these systems, of concern to EPA’s mission, also
varies significantly. In the process of interior build-out and furnishing, careful attention should
be given to the above characteristics. Since furniture is a large up-front cost and will be in use
for several years, a thorough analysis of the available systems should be undertaken to ensure
that the selected model (or combinations) best serve the specific user-group requirements.
46
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Space Acquisition and Planning Guidelines July 2004
Chapter 6 - Furniture and Equipment
Available furniture systems may he categorized into three primary types:
• Freestanding and non-panel systems: The former utilizes legs or other base support for work
surfaces and stanchions for overhead storage units, and the latter may use wall-mounted
tracks for supporting work surfaces and overhead storage. These systems do not require
additional reinforcement in the wall.
• Panel based systems: Consist of stacking panels or tiles in a variety of finishes including
glazed tiles. They are optionally available as powered or non-powered systems. Work
surfaces and overhead storage are attached to the panels.
• Spine or service wall based systems: A modified panel system that is self-supporting,
stackable, integrates with other system s, allows off.modularity, and has substantial handling
capability for data and power cables.
Programmatic requirements of the user-groups will he instrumental in identifying criteria for
comparative analysis of available systems. The selection team may, in addition, visit existing
installations of the systems being considered and obtain feed-back from managers of those
facilities. Among others, criteria may include:
• Panels:
Stacking capability
Thickness
Width options
Acoustic ratings (NRC and STC)
• Desk-Mounted Screens:
Stacking capability
Thickness
Acoustic ratings (NRC and STC)
• Off-Modularity:
- of panel connection
- of’ overhead storage unit location
• Interchangeability:
- of work surfaces between various systems with change of brackets
- of overhead storage units between various systems
• Power / Data:
Provision of outlets at desk height
Access to wall outlets in private offices
Concealed wire management and adequate cable carrying capacity
Adequate separation between power and data cables
Number of circuits accommodated
Length of base feed
Fiber-optic capability
• Furniture Components:
One-touch counterbalanced overhead stomge unit
User-adjustable work surface height
Stackable lateral file units
Adequate variety of work surface shapes and sizes
47
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July 2004 Space Acquisition and Planning Guidelines
Chapter 6 - Furniture and Equipment
Variety and quality of work surface finishes
Miscellaneous:
Sliding panels for privacy or securing the workstation
From an operations perspective, it is beneficial to select systenî.s furniture with components that
are interchangeable for optional configurations or between various applications (for example.
enclosed offices and workstations). This allows for optimal inventory size and relative ease of
modification for diffurent user types.
6.2 Laboratory Casework and Fume Hoods
The design and selection of casework for laboratories is a task for the scientists and technicians
who will be using the labs and the A-E professionals. Typically. each laboratory will require a
design specifically tailored to the tasks to be accomplished in that room, so that no one layout is
appropriate for all, or even most, laboratories. The sample Room Data Sheets that accompany
Volume 2 illustrate representative laboratories and show the type and extent of information
typically included in a POR attachment to an SF0. Although development of a POR for a
proposed laboratory will require the preparation of a Room Data Sheet for each laboratory, many
lab installations will be found to include the following components. organized to facilitate the
work flow:
• Base and wall cabinets along both walls, with island base cabinets in laboratories more than
one module in width. Countertops arc of a impervious material, often alberene stone,
stainless steel, or a composite synthetic material resistant to the corrosive acids and
chemicals used.
• One or more fume hoods. These represent a significant portion of the cost of outfitting the
laboratories. They arc manufactured in various sizes and have different features so they must
be selected according to the specific tasks anticipated. Moreover, they must he engineered
with the HVAC system. as they draw a considerable volume of air from the room. The
hoods are also connected to certain utilities, typically water and gases. Volume 2 discusses
fume hoods in substantial detail.
• One or more sinks, for cleaning laboratory glassware, and similar housekeeping functions.
• Storage cabinets for chemicals.
• A desk and computer (located outside of the laboratory itself) where the staff can handle data
entry and paperwork associated with the laboratory. Most laboratory facilities will have an
internal network (Laboratory Information Management System, or LIMS) that maintains data
pertinent to that facility.
• Emergency safety equipment, including emergency showers and eyewash devices. Refer to
Volume 2 for the criteria for these items, including their preferred location.
4t
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Space Acquisition and Planning Guidelines July 2004
Chapter 6 - Furniture and Equipment
6.3 Telecommunications
The planning of office and laboratory space for the EPA requires that close attention be given to
provisions for telecommunications and for networking of computer systems. Such provisions
should include adequate outlets to serve the voice and data needs for each office and workstation.
These considerations are discussed in substantial technical detail in Section 16 of Volume 2
Architecture and Engineering Guidelines and will not he repeated here. The space planning
team needs to address the following points as it develops the program for the proposed facility:
What provision must be made to bring telephone service to the building, and what space will
be require to house the service entrance equipment. Where security is a prime consideration,
and the need to maintain operations in the event of a disaster is very important, provision for
redundant scr cc may be considered as a requirement.
• Vertical distribution of telephone and data cabling is typically accomplished through vertical
conduit serving stacked closets on each floor. Empty sleeves for future conduit allows for
future expansion. Where EPA shares space in a multi-tenant building, care should be taken
to isolate EPA’s distribution system from that of the other tenants for security reasons.
• Flow will telephone service be distributed to the various offices and workstations?
Typically, closets at each floor of the building are provided, from which horizontal cables
will distribute service to each outlet. The size of such closets is determined by standards
established by the Electronics Industries Association (EIA) and by the requirements of the
EPA Structured Wiring/Telecommunications Guidelines. Closets shall also be sized to allow
for an increase ot capacity of up to 25%.
• 1-lorizontal distribution at each floor can be accomplished in several ways. The use of raised
access flooring for both power and electrical cabling provides the greatest flexibility, as it
permits the ready relocation of outlets. Raised access flooring is recommended by GSA for
new structures. In existing structures without such flooring, or where its use is precluded
because of cost, horizontal distribution by means of cable trays located above a suspended
ceiling or by conduit beneath the floor slab feeding “poke-through” floor fittings is
suggested. EPA recommends that the use of power poles be avoided, as they are considered
unsightly.
• The space planning team must also consider its requirements for computer networking. In
larger facilities, one or more central computer rooms may be required, serving LAN closets
adjacent to, or sharing space with, the telecommunications closets. Distribution of cabling
from the LAN closets utilizes the same system as the telephone system: raised flooring, cable
tray, or poke-throughs.
• Consideration must also be given by the planning team to other possible communications
needs. Will the EPA facility need rooftop antennae for satellite reception? Will video-
teleconforencing be part of the program? What about closed-circuit television for security
monitoring? Should there be outlets for broadcast and/or cable TV?
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July 2004 Space Acquisition and Planning Guidelines
Chapter 6 - Furniture and Equipment
Note that EPA typically designs and provides its own telecommunications system, and that
the building landlord is expected to furnish only the infrastructure ready to receive the cable
distribution system that will be installed by EPA and its contractor. However, it is important
that the space planning team and its professional designc!: make complete provision br this
work.
The number of telephone outlets and computer outlets to be provided in offices, workstations
and laboratories is given in Section 16.12 of Volume 2. Co,nmzinicaiion Svs1e ns, on a per
unit basis. Quantities thus determined are useful for preliminary planning purposes, and can
be refined when design drawings are developed.
6.4 Special and Miscellaneous Equipment
The program for the proposed new facility is likely to require spaces in addition to the office and
lab spaces (and their support spaces). Special spaces such as child care centers, food service
facilities, conference/training centers, and fitness centers, will not be addressed in this volume, as
these are space types not encountered in every EPA facility, and the need for and capacity of
such spaces will be specific to the particular facility. However, most agency facilities will
require additional support areas beyond, those discussed under office support and laboratory
support. These include:
• High density filing space
• Libraries
• High-speed copy centers
• Recycling space
• Emergency power and uninterrupted power supply (UPS).
Note that many EPA facilities require the support of emergency power, beyond that provided for
base building life safety systems (e.g., emergency lighting, fire pumps): for example, computer
systems where “mission-critical,” and laboratory’ equipment that must remain functional in the
event of a power outage. A UPS system that provides continuity of service until stand-by power
kicks in will serve to prevent loss of important computer data. The design of such electrical
systems is the province of the building’s A-U design team, but the agency’s planning team will be
responsible for providing the design criteria (that is, which items of equipment require back-up
power and/or UPS support) to the A-E team.
50
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Space Acquisition and Planning Guidelines
Index
Index
July 2004
Aisle Space 40
Acoustics 46
Base Building 7
Blocking
Bubble Diagrams 35
Budgeting 5. 6
Building Codes 27
Building Shell 6, 7
Building Systems 28
Central Evidence Spaces I 8
Child Care Spaces 20
Circulation 40
Common Area 32
Construction Documents 3 I
Cubicles 45
Customization Allowance 6, 7
Design Intent Drawings (DIDs) 31
[ )ry Laboratories 21
Egress 27. 40
Energy Conservation 29
Environmental Considerations 13. 29
Fume Hoods 48
Furniture 45
General Allowance 6, 7
General Use Classification 11
Gross Measured Area 32
GSA Facilities Standards PBS-PlOO 28
Handicapped Accessibility 28
Historic Structures 13, 14
Laboratories 10
Laboratory C asework 48
Laboratory Modules 23
Laboratory Support Spaces 24
LEED Building Rating System 29
Library 18
Lighting 46
Live Load Capacity 34
Loose Furniture 45
Meeting Rooms 18
Metric Design Guide 32
Office Support Space 18, 19
Panels 47
Pollution Prevention 29
Pricing Desk Guide 6
Program of Requirements (POR) 4
Public Dockets 18
Public Information Spaces IS
Reception Area IS
Rentable Area 33
Request for Proposals II
Research Laboratories 21
Resource Conservation 29
Room Data Sheets 22. 48
R/U Ratio
33
Security 12
Site Selection 12, 13
Solicitation fbr Offers (SF0) 4
Space Acquisition 3
Space Allocation II
Special Spaces 24
Stacking 38
Systems Furniture 45
Telecommunications 48
Tenant Areas 7
Tenant Improvements 6, 7, 9
Testing Laboratories 21
SI
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July 2004 Space Acquisition and Planning Guidelines
Index
Uninterrupted Power Supply (UPS) 50 W ire M anagement 45
Universal Workstation IS, 17 Workstations 14, 15
Usable Area
Wet Laboratories 2)
52
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