Professional Documents
Culture Documents
September 1999
VA D E S I G N G U I D E
Foreword
The material contained in this Design Guide is the culmination of a partnering effort between the Office Resource Management and Facilities Management. The goal of the Design Guide is to ensure the quality of VBA facilities while controlling construction and operating costs. This document is intended to be used as a guide and a supplement to current technical manuals and other VA Criteria in planning of Veterans Benefits Administration facilities. The Design Guide is not to be used as a standard design; and use of the Design Guide does not preclude the need for a functional and physical design program for each specific project, nor the project Designers' responsibilities to develop a complete and accurate project design that best meets the users' needs and applicable code requirements.
Leo A. Phelan VBA - Field Operations (201) Director of Space Management and Emergency Preparedness
Introduction
The Veterans Benefits Administration Design Guide is intended to be a graphic consolidation of existing Department of Veterans Affairs standards and criteria. It contains data from the following sources: PG-18-1, Master Construction Specifications PG-18-4, Standard Details PG-18-5, Equipment Guide List PG-18-6, List of Equipment Symbols PG-18-10, Design Manuals PG-18-13, Barrier-Free Design PG-18-14, Room Finish & Door Hardware H-18-3, Construction Standards
The design guide refers to the above mentioned sources when data is either too detailed or too broad to be included in this guide. Where applicable, modifications have been shown that were suggested from outside the Department. The VBA Design Guide was developed as a design tool to assist lessors, VBA staff, and contracting officers to better understand the design options and help designers understand the functional requirements necessary for proper operation of a VBA facility. Included is a checklist that covers accessibility, interior finishes, leasing, and site considerations. The design guide will assist lessors and designers to provide the best solutions as well as assist VBA staff in defining needs and reviewing plans. The guide plates contained in the VBA Design Guide are intended as illustrations of VA's furniture, equipment, and personnel space needs. They are not meant to limit design opportunities. This design guide is not intended to be project specific. While it does contain the vast majority of spaces required in a VBA facility, it is not possible to encompass all potential future requirements. Therefore, it is recommended that the project specific space program be the starting point for an individual project design. In addition, it is important to note that the guide plates are a generic graphic representation only. Equipment manufacturers should be consulted for actual dimensions and utility requirements. Use of this design guide does not compromise the lessor project architects' and engineers' responsibilities to develop a complete and accurate design that meets the user's need and appropriate code requirements.
ii VBA Design Guide
Acknowledgements
Credit is due the following individuals whose guidance, advice, and effort made this publication possible.
H.G. Carmichael
C. V. Yarbrough
Lance Feiner
Mark Francis
Robert W. Gardner
Tom Goodson
Craig C. Saunders, AIA DuBose Associates, Inc. Thomas A. Wunder, PE Van Zelm Heywood and Shadford, Inc.
Shelby Montgomery
A special acknowledgement to The Hartford Regional Office Colocation Project Team whose efforts provided the basis for portions of this document.
Brenda Shelton
Daniel Vosburg
iii
Table of Contents
Section 1 - General Information
Page
VBA Organization and General Information................................1-1 Building Requirements...................................................................1-8 Space Programming and Acquisition...........................................1-12 Construction and Lease Schedules .............................................1-17
Chapter 4 Chapter 5 Chapter 6 Chapter 7 Chapter 8 Chapter 9 Chapter 10 Chapter 11 Chapter 12 Chapter 13 Chapter 14 Chapter 15 Chapter 16
Division Adjacencies ......................................................................2-1 Adjudication Division......................................................................2-5 Administrative Division...................................................................2-9 Finance Division..............................................................................2-15 Information Resources Management Division............................2-18 Loan Guaranty Division..................................................................2-20 Office of the Director........................................................................2-23 Support Facilities.............................................................................2-25 Support Services Division..............................................................2-31 Veterans Services Division............................................................2-35 Veterans Service Organizations ...................................................2-38 Vocational Rehabilitation and Counseling Division ..................2-40 Regional Counsel ...........................................................................2-43
Workstation A1/A2................................................................................................3-1 Workstation B1/B2/B3..........................................................................................3-2 Workstation C1/C2/C3 .........................................................................................3-3 General Workstation.............................................................................................3-4 Office Type D.........................................................................................................3-5 Office Type E.........................................................................................................3-6 Office Type F .........................................................................................................3-7
iv VBA Design Guide
Table of Contents
Section 3 - Workstation Typicals (cont'd)
Guide Plate
Agent Cashier Office ............................................................................................3-8 Central Reproduction Unit...................................................................................3-9 Employee Lounge ................................................................................................3-10 Hearing Room.......................................................................................................3-11 Interview Room .....................................................................................................3-12 Mail Room..............................................................................................................3-13 Publications...........................................................................................................3-14 Testing Room........................................................................................................3-15 Training Room ......................................................................................................3-16
Computer Room ..............................................................................4-1 Mechanical/Plumbing/Electrical....................................................4-10 Telephone/Data Spaces & Cable Pathways ..............................4-15 Telephone/Data Cable Distribution System................................4-32
Section 5 - Appendices
Page
Case Histories .................................................................................5-1 Glossary............................................................................................5-11 Abbreviations ...................................................................................5-23 Legend of Symbols ........................................................................5-24 Finish Schedule...............................................................................5-25 Checklist ...........................................................................................5-27 Additional Resources .....................................................................5-37 Evaluation Form ..............................................................................5-38
Background
Since the Revolutionary War, America has provided benefits to the soldiers who helped defend her. This compensation and care was granted by various laws and administered by different government agencies until the Veterans Administration was established in 1930. The Veterans Administration consolidated all federal veteran aid under a single agency which provided more continuity in benefits delivery. As the Veterans Administration grew in size so did the complexity of its mission to provide service to veterans. In 1988, the Veterans Administration was elevated to cabinet-level and became the Department of Veterans Affairs.
Current Direction
Veterans Benefits Administration (VBA) is an agency within the Department of Veterans Affairs that is responsible for the processing and delivery of veteran benefits. Through 58 regional offices, VBA provides direct monetary benefits, including disability compensation, pensions, educational assistance, and vocational rehabilitation. VBA also has guaranteed more than 15 million home loans and operates one of the world's largest life insurance programs. VBA is a dynamic organization, constantly changing with new initiatives and varying work requirements. Because of this, the facility that houses a VA regional office must provide layout flexibility while maintaining an efficient operation. There are several work environments in a VA regional office. One is the public service area that has direct contact with the public and includes Veterans Services Division, Vocational Rehabilitation and Counseling Division, and Veterans Service Organizations. A second function and the largest is the benefits processing and delivery area that processes veterans claims and ensures benefits delivery. Divisions in this work group include Adjudication, Loan Guaranty, and Finance. Another function is the administrative and management operations of the regional office. These different work environments have specialized space and layout requirements such as veteran interview areas, large file banks that require additional floor load bearing capacity, and Adjudication's "production type" work-flow. Yet these areas must remain flexible to continually accommodate VBA's constantly changing work processes.
Page 1-1
Although not employed by VA, Veterans Service Organizations are also present at the regional office to assist veterans and their families in applying for and obtaining VA benefits and often serve as the veteran's representative. Other VA functions that are often housed at a regional office, but are not VBA specific, are the Inspector General, Office of Public Affairs, and Office of the Regional Counsel.
Future Trends
With the Department of Veterans Affairs' focus on customer service, VBA is beginning to redirect regional office operations toward a case management approach. This conversion will cause blurring of the traditional division lines. As an example, the Veteran Services Division and Adjudication Division create a single team who will service a veteran from his/her initial application for benefits to the claim's adjudication. To support this concept, VBA's space must be flexible. Large open bays, an increased floor load-bearing capacity in more areas to accommodate files, and a traffic flow pattern responding to the new methods of providing service should be considered during planning. Each station will develop its own unique scheme to deliver case management service to veterans due to the building constraints, workloads, etc.; however, there will be some design criteria that will be consistent throughout VBA. Due to advancing ADP technology, space requirements for a VA regional office are changing. The VBA staff is gradually reducing in size and eventually paper documents will be converted into an electronic format eliminating the large file banks now required to house claims folders. These changes not only will reduce the space required to operate a regional office, but will also abolish the need for the increased floor load-bearing capacity. Other technological advancements that will impact the regional office are teleconferencing and satellite training which will require specialized spaces and equipment.
Page 1-2
INSPECTOR GENERAL
GENERAL COUNSEL
CHAIRMAN, BOARD OF CONTRACT APPEALS SECRETARY DEPUTY SECRETARY DIRECTOR, OFFICE OF SMALL AND DISADVANTAGED BUSINESS UTILIZATION
UNDER SECRETARY FOR HEALTH, VETERANS HEALTH ADMINISTRATION 173 MEDICAL CENTERS
Page 1-3
EASTERN AREA
CENTRAL AREA
SOUTHERN AREA
WESTERN AREA
REGIONAL OFFICES Baltimore Boston Buffalo Hartford Huntington Manchester Newark New York Philadelphia Pittsburgh Providence Roanoke Togus Washington White River Junction Wilmington
REGIONAL OFFICES Chicago Cleveland Des Moines Detroit Fargo Indianapolis Lincoln Louisville Milwaukee St. Louis St. Paul Sioux Falls Wichita
REGIONAL OFFICES Atlanta Columbia Houston Jackson Little Rock Montgomery Muskogee Nashville New Orleans St. Petersburg San Juan Waco Winston-Salem
REGIONAL OFFICES Albuquerque Anchorage Boise Cheyenne Denver Ft. Harrison Honolulu Los Angeles Manila Oakland Phoenix Portland Reno Salt Lake City San Diego Seattle
EDUCATION SERVICE
INSURANCE SERVICE
Page 1-4
DIRECTOR
ASSISTANT DIRECTOR
MANAGEMENT ANALYST
ADJUDICATION DIVISION
EDUCATION DIVISION
Page 1-5
Mission
The mission of the Veterans Benefits Administration is to provide benefits and services to veterans and their families in an effective, timely, and compassionate manner.
VBA Goals
VBA's goal is to become a world class service provider by incorporating customer feedback into management improvement efforts and business practices. 1. Establish customer-based performance metrics. VBA will establish and apply performance standards that reflect customer needs and expectations. Customer information will be routinely collected to verify the validity of the measures and appropriate adjustments will be made. 2. Ensure a satisfying and rewarding work environment. The work environment will be characterized by positive leadership and an empowered workforce. Training will be provided at all levels to meet technical, developmental and leadership needs. An effective rewards and recognition system will be developed that is directly linked to performance metrics and organizational goals.
VBA Design Guide Page 1-6
Page 1-7
Easy to locate Accessible by major thoroughfares Accessible by public transportation Have a relatively low crime rate Present a professional environment
Relationship to other government agencies in the area Employee services within a five-block radius
Site Characteristics
The site is the land parcel on which the building sits or will be built upon and includes the grounds, driveways, and walkways associated with the building. An acceptable building site for a VA Regional Office MUST include:
Prominent visibility Easy access to public transportation On-site parking provides handicapped parking Public parking if no on-site parking Parking for service/maintenance vehicles Relatively flat site Not within a 100-year flood plain Attractive landscaping with low maintenance cost, suitable to geographic area Loading dock with truck turn-around area
Page 1-8
A main entrance facing and/or visible from major highway access A maintenance/service areas located away from main entrance
Building
This term refers to the actual structure that houses the regional office and covers both exterior and interior aspects of the building. In order to facilitate an efficient and effective VA Regional Office layout, a proposed building SHOULD minimally meet the following standards:
Support a horizontal versus vertical work flow Rectangular (avoid long, narrow buildings) with no wings and a minimum number of floors The minimum building footprint must support the smallest usable Adjudication Division or claims processing division layout Large, open bays to accommodate systems furniture Optimal column spacing no less than 30' o.c. Column spacing less than 30' will impact efficiency Support modern ADP cabling, telephone and electrical requirements Above grade floor(s) that support 125 lb live load for file bank (Live load requirement is requested in all areas where files may be stored.) Project a professional image through structure, design, and finishes Provide easy access to public areas Provide separation between public and non-public areas Loading dock contiguous or with direct access through common area to VBA space Freight elevator in multi-story buildings Clear and comprehensible signage Automatic glass entrance doors, sliding preferred
Page 1-9
Public Areas
These are areas within the regional office that the public has access to including waiting areas, eating facilities, hearing rooms, agent cashier's office, interview rooms, etc. The public areas in a VA Regional Office should meet the following criteria:
Easily recognized and accessed from main entrance Waiting areas well defined and appropriately sized Pleasant atmosphere Well furnished Accommodate handicapped individuals Combine waiting rooms of VSD and VR&C when building permits Interview stations should provide conversational and visual privacy for veteran without sacrificing employee security Hearing Room, VR&C testing room, and Counseling Psychologists' offices have ceiling high partitions and an increased sound transmission coefficient (STC) Group Veterans Service Organizations as a separate unit within the public area. Where layout permits, provide a common waiting area for Veterans Service Organizations Glass doors for division entrances
Security
Security and disaster prevention is a major concern in the design or selection of a building. Aspects to consider are:
Avoid buildings with parking under or adjacent to the building Walkways, parking facilities, and entrances are well lit Exterior is free of large and/or dense shrubbery close to building Adequate distance from roadways/parking to building Entrance clearly visible
Page 1-10
Accessibility
Public Law 90-480 requires all construction, renovation, or leasing with federal funds to meet Uniform Federal Accessibility Standards (UFAS).
Finishes
Interior finishes in a VBA facility should provide a supportive interior environment that is respectful of public monies and expresses high quality design. The solution needs to provide an interior that responds to the regional elements, supports human performance, and reflects individual characteristics as well as a relationship to the group and the organization as a whole. The appearance is one that is user friendly to the employee and the veteran. The color, texture, finish, and materials need to be selected with the priorities of cost, life-cycle, maintenance, and durability while retaining a quality appearance. Optimum principles of good design need to be expressed. Note: See Finish Schedule (Appendix 5) for suggested finishes.
Page 1-11
Space Programming
The first step of any space action is completion of a space requirements program; that is, a written document which outlines the specific needs of a regional office. This design guide facilitates the necessary data for the major conte nts of a space program. Major information within a space program includes the following: 1. An organizational chart. 2. A mission statement. 3. Adjacency requirements between staff and support spaces. 4. All physical space requirements for staf f, office support, and special function areas. 5. All special construction, electrical, mechanical, and data requirements. 6. A comprehensive personnel listing arranged by division, position title, and grade. 7. A complete furniture inventory. 8. A complete and specific equipment inventory. Data collection forms designed to assist area and regional offices with the completion of a space requirements program are included in the design guide appendices.
Space Acquisition
The second step in a space action is acquisition. There are a number of options available to VBA for acquiring space: GSA Assignment, VA Lease, VA Construction, and Enhanced-Use.
Page 1-12
Page 1-13
3. In accordance with the SFO, offers are received and negotiated, up to and until GSA's request for Best and Final Offers (BAFO). 4. GSA awards the lease. 5. Design Intent Drawings (DIDs) are developed. These drawings generally include full furniture and architectural plans with telephone and electrical locations. The area and regional office should carefully review the DIDs for any discrepancies, omissions, or additions. Furthermore, to ensure that all above-standard alterations detailed in the drawings are acceptable and funded to alleviate future confusion. 6. Construction Documents (CDs) are issued from the approved DIDs. These drawings contain full and complete furniture plans, finish schedules, telephone and electrical plans, construction and demolition plans, and plumbing, mechanical, structural, and engineering plans. The area and regional office should confirm that the CDs appropriately mirror the DIDs and contain the proper finish schedules. The CD phase is the last opportunity for VBA to change the layout before construction begins and avoid additional charges for change orders. Space is built out and VBA moves in. For government-owned or existing space in GSA's inventory, the space requirements program is immediately used to develop DIDs and, subsequently, CDs. As mentioned above, the area and regional office should attentively review both the DIDs and CDs throughout the planning process. Note: GSA leasing policy and procedures are currently being revised.
VA Lease
Effective October, 1996, GSA established a new leasing program that offers Federal agencies the option of continuing to use GSA as their leasing agent for general purpose space or taking on that responsibility within their own agency. When a need for space is identified, VA contacts GSA informing them of their need. GSA then determines if suitable Government-controlled space is available. If not, VA has the choice to lease the space themselves through the
Page 1-14
VA Construction
Regional offices can be collocated on VA-owned land. If construction of a new building is required, it is built as a VA construction project. There are two types of VA construction: Design-Build and Design-Bid-Build. Design-Build - construction is a two-step process: (1) Development of a Request for Proposals (RFP) and (2) Design of construction drawings and construction. An architectural/engineering firm (A/E) is selected to develop an RFP. The RFP conveys the design concept, applicable standards, performance specifications, design development drawings, interior finish package, and exterior enclosure package. The A/E that develops the RFP may also assist VA in preparing the solicitation, review of design-build submittals, and by participating in the inspections, but shall not participate in the selection of the Design-Building (D-B) contractor. Design-Bid-Build - is the construction process used for most VA construction projects. An A/E completes schematics, design development, and construction documents. In addition, this firm performs inspections, reviews shop drawings and change orders, and develops as-built drawings. The project is issued for bids. The project is always awarded to the lowest bidder. The selected contractor constructs the building.
Enhanced-Use
The Enhanced-Use program is a cooperative lease/purchase arrangement between VA and a private sector entity culminating in a unique partnership agreement. VA provides non-cash assets such as land, stable market accessibility, and long-term lease arrangements; whereas, a private developer offers capital, construction expertise, and business acumen.
Page 1-15
Enhanced-Use allows VA to obtain facilities, space, and services, and /or money in return for granting long-term leases, up to 35 years, for unused or underutilized VA property. This space acquisition method requires available land, a validated requirement, a non-VA user willing to pay for the use of VA property, available VA money if VA "buys-back" services, and private sector demand for non-VA uses.
Page 1-16
Page 1-17
Page 1-18
Page 1-19
Adjacencies
Public Spaces
Public spaces are those areas within the regional office where there is a large amount of visitor traffic and are accessible to the general public. Areas considered public are: Veterans Services Division Hearing Room Food Service Areas Vocational Rehabilitation & Counseling Veterans Service Organizations Agent Cashier
Semi-Public Spaces
Semi-public spaces are areas that have limited or specialized visitor traffic. Areas considered semi-public are: Loan Guaranty Division Credit Union Health Unit Child Care Center Fitness Center Union Office
division for visitors Fitness center and health unit away from public areas but easily accessible Child care center must follow local codes and regulations
Page 2-1
Adjacencies
Private Spaces
Private spaces are areas that receive little if any visitor traffic and are often secured. Areas considered private are: Adjudication Division Office of the Director Other VA Functions (OIG, Regional Counsel, OPA) Finance Division IRM Division (includes computer room) Administrative Division (includes mail room and bulk storage)
File banks require increased floor load bearing capacity Related office areas adjacent to file banks File banks secure from public traffic Mail room and bulk storage require direct access to loading dock Freight elevator near bulk storage Agent Cashier easily accessible by public in secure area
Circulation
Interdepartmental circulation should be added to the total amount of space required for a divisions staff and equipment, minus any large file banks such as Adjudication and Loan Guaranty. The Adjudication division requires a 30% circulation factor, while all other divisions need 25%. Example: Adjudication Division of 5,500 sf: 5,500 x 1.30 = 7,150 sf.
Page 2-2
Adjudication Division
Narrative Description
The Compensation and Pension program is comprised of the adjudication and administration of compensation, pension, and education claims, as well as ancillary programs. The Compensation and Pension program has two major components: compensatory payments for loss of earning capacity due to service-connected disease or injury; and financial assistance based on a standard of need for wartime veterans who, because of disabilities which may not be related to military service, are precluded from gainful employment. Additionally, there are specific benefit programs of dependency and indemnity compensations and pension for survivors and dependents under each of these major categories. The Education program provides financial assistance to veterans, service persons, their dependents and survivors, and members of the Selected Reserve to aid them in obtaining education or training. Activities include education assistance which provides financial benefits to veterans and other eligible persons, tutorial assistance payments, education loans, and veteran-student services (work-study). The configuration of the traditional Adjudication Division is functional, that is, work flows through a sequence, one activity dependent on the previous. The Adjudication Division is usually divided into units with each unit responsible for a specified portion of the files and all correspondence relating to those files. VBA's new business model integrates the functions of Veterans Services Division and Adjudication into one division. Some stations are currently organized this way, others are in the process of reorganizing, and others have developed modified versions of this concept because of physical limitations or unique situations. Each regional office has developed its own concept of the integrated divisions, so no two stations will be configured or function exactly alike. In this setting, teams will be established who will process a claim from its initiation through development to its adjudication and gives the veteran a case manager for his/her claim. This organizational change may require more areas in the building where files are stored, necessitating increased floor load-bearing capacity in more areas. Also, the Adjudication Division (as it is currently known) will most likely become larger, requiring a larger building footprint than before.
VBA Design Guide Page 2-6
Adjudication Division
Supervisory staff need workstations to perform adjudication functions as well as supervisory duties. All benefits processing employees need storage at their workstation for pending work. Folders stored vertically on spine work better than stacked. Pending work storage needs to be convenient to technicians yet provide accessibility to file clerks without interrupting work processes. A review area/workstation for Veterans Service Organizations to review folders is required. Adjudication files are typically housed in five-drawer file cabinets in large file banks which require a floor weight-bearing capacity of 125 lbs/psf live load. This division requires a break-down area with large, horizontal worksurfaces to sort mail and process records and a similar, but smaller area for each unit. These breakdown areas should include space for bar-coding equipment to track files. File carts are also stored in this area. A separate training room for Adjudication is advantageous due to the amount of training required. A level floor, rather than auditorium style, with tables and chairs provides the most versatility and allows flexibility for PC hookups. In addition, this room can be used for special projects and team meetings. The Hearing Room should be located somewhat near the public area with two means of egress. In some larger stations, more than one Hearing Room may be required. In some smaller stations where the Hearing Room is used infrequently, incorporate flexibility into the design so this area can be used for other purposes. A panic button and view window is recommended. This room should receive upgraded finishes. There is a higher than average number of fax machines, printers, and copiers per employee in Adjudication. Verify equipment inventory from station. The Adjudication Division should be open office area to accommodate systems furniture and to provide flexibility. Ceiling high partitions are limited to the Adjudication Officer's office, Assistant Adjudication Officer's office, Hearing Room, and training/special projects room.
Page 2-7
Adjudication Division
Suggested Workstations
Job Title Workstation Type E D C B B B B B A General Option Guide Plate 3-6 3-5 3-3 3-2 3-2 3-2 3-2 3-2 3-1 3-4
Division Chief Assistant Division Chief Section Chief Unit Chief Technician Adjudicator Rating Specialist Development Clerk Secretary/clerical File Clerk
1 1 3 1 1 1 1 1 1
Support Areas
Workstation Type Central Files Forms/Storage Hearing Room Holding Area Photocopy Area Service Organization Review Area Shared Printer Area Processing Area Staging Area Option Guide Plate
General
3-4
Page 2-8
Administrative Division
Narrative Description
The Administrative Division provides support to VBA programs including: receipt and dispatch of mail; identification of claimants; preliminary development of benefit applications; records management; maintenance of publications and forms management program; control of machines and equipment; telecommunications; supplies; risk analysis and security of records in the TARGET system; safety and fire protection; space; and administrative applications of various ADP systems. The Administrative Division does not receive visitor traffic and should be located away from public areas. This division requires open office areas to accommodate systems furniture with private offices for the Division Chief and Assistant Division Chief. The following specialized spaces come under the direction of the Administrative Division. (See Workflow Diagram Page 2-12.)
Mail Room
The mail room receives and dispatches all mail for the regional office. It should be located near the loading dock and off of a main corridor. The mail room size is determined by station size; however, work-flow is the same. Refer to Guide Plate No. 3-13 for mail room layout. An equipment inventory and utility requirements are required to develop layout. Area has no public access and receives limited visitors such as vendors, mail delivery, etc. Provide "Dutch door" or service window to control traffic into division. Area requires security for off hours. (See Workflow Diagrams Pages. 2-12 and 2-13.)
Publications Unit
The Publications Unit stocks all forms, form letters, brochures, pamphlets, envelopes, letterhead, and other printed material used in the regional office. Provide a service window or "Dutch-door" to control traffic into unit. This unit has no public access or visitor traffic.
Page 2-10
Administrative Division
Page 2-11
Administrative Division
Suggested Workstations
Job Title Division Chief Assistant Division Chief Administrative Trainee Section Chief Technician Secretary/clerical Clerk and Messenger Publications Clerk
Option 1 1 1 3 1 1 1
Guide Plate 3-6 3-5 3-2 3-3 3-2 3-1 3-4 3-4
Support Areas
Workstation Type Central Reproduction Forms/Storage Loading Dock Mail Room/Breakdown Area Reading Area Shared Printer Area Option Guide Plate
General
3-4
Page 2-14
Finance Division
Narrative Description
The Finance Division administers a fiscal program of miscellaneous payments of benefits to veterans and their beneficiaries and conducts a program of payment of administrative expenditures incident to operations. This division is also responsible for the system of receipt of funds due VA and the cash, check, EFT, or draft payment of funds payable. Additionally, the Finance Division administers a comprehensive, integrated accounting system including detailed cost accounting and serves as the station's point of contact for fiscal matters. Included in the Finance Division is the Agent Cashier. The Agent Cashier's office should be adjacent to the Finance Division and in an alcove to reduce congestion in the hallway. Optimally, the Agent Cashier should be located within the public area; however, if this is not feasible, situate the Agent Cashier on an easily accessible corridor with high visibility. Provide wire mesh above ceiling, and bullet resistant glass at the cashier's window. If two windows are installed, one must be handicapped accessible. If a single window is used then it must be handicapped accessible. The Finance Division, except for the Agent Cashier, has little visitor traffic. The work flow is not dependent on a prior function, so work does not have to progress from one section to the next. This division requires open office areas to accommodate systems furniture and private offices for the Division Chief and Assistant Division Chief.
Page 2-16
Finance Division
Suggested Workstations
Job Title
Workstation Type E D C B A
Option
1 1 3 1 1
Support Areas
Central Files Forms/Storage Photocopy Area
Page 2-17
Narrative Description
The Information Resource Management Division (IRM) is responsible for the development, implementation, and management of local information processing systems, resource allocation for equipment and supplies, and providing ADP training programs. This division ensures the station is in compliance with all VA ADP security procedures and provides liaison with users of telecommunications services. The IRM staff reviews and tests all revised ADP releases prior to installation and provides help desk support for all out-based clients. In addition, the division conducts work process studies to identify and design efficient use of all ADP equipment and software. The IRM Division is located adjacent to the computer room away from the public areas. Occasionally, this function is organizationally assigned to the Office of the Director with the IRM administrative offices located within the Director's suite. This area has no public access and visitor traffic is limited to vendors. Space for equipment staging and repair is needed in close proximity as well as a secure storage area. Stations designated as Sector Sites require a training room equipped to support ADP training.
Computer Room
A VBA regional office computer room houses all of the automated data processing equipment which serves users at the regional office and out-based clients. It should be located away from windowed exterior walls and away from public areas to ensure maximum security, but have easy access from a main corridor for equipment installation. If possible, locate the computer room on the ground floor so a depressed-slab with raised flooring can be used in lieu of a raised floor and ramp. This allows the computer room floor to be level with the main floor, yet provides space for wire management and conserves the space used for ramp installation. The standard height of the computer room raised floor in a regional office ranges from 12-18" depending on the facility, ADP requirements, and building constraints. The floor should support a uniform load of 250 lbs/sf allowing for a concentrated load of 1,000 lbs/sf. For detailed specifications and fire and safety requirements, refer to the computer room specifications developed by Information Resource Management (20S).
Page 2-18
Suggested Workstations
Job Title
Workstation Type E D C B A
Option
1 1 3 1 1
Support Areas
Central Files Forms/Storage Photocopy Area Staging/Repair Area
Page 2-19
Narrative Description
The Loan Guaranty Division administers an integrated program to determine the eligibility of individual veterans to loan entitlement benefits for the guaranteeing, insuring and issuance of a home loan and is normally comprised of four operating elements: Loan Processing; Loan Service and Claims; Construction and Valuation; and Property Management. The Loan Processing Section determines the eligibility of individual veterans for home loan guaranty benefits; and then underwrites, commits, or guarantees home loans. Lenders are also evaluated for participating in the VA home loan program. The Construction and Valuation function assigns and monitors private fee appraisers who perform appraisals for home loan purposes. This activity also evaluates the acceptability of subdivisions, condominiums, and plans for proposed construction for potential loan guaranty. Loan Guaranty has visitor traffic in the form of lending institutions, brokers, veterans, and their families; therefore, a waiting area sized to accommodate these visitors is required. Interview rooms are needed near the entrance for meeting with visitors and should provide conversational privacy. Provide at least one workstation/cubicle that will accommodate full-size blueprints. Larger Loan Guaranty Divisions may require that each appraiser have a worksurface that will accommodate full-size blueprints and plans. Additionally, a workstation equipped with a PC and modem line is required for appraisals. The file bank should be easily accessible by all sections or it may be combined with the Adjudication File bank depending upon size and station preference. Each section in Loan Guaranty performs different tasks; some files may be used by more than one division, but completion of one function is not dependent on another. Additionally, a mail distribution area is needed to separate and process incoming mail. Provide a second means of egress away from reception area. Private offices are provided for the Division Chief and Assistant Division Chief and the remainder of the space should be open office area for flexibility and to accommodate systems furniture.
Page 2-21
Job Title
Workstation Type E D C B A
Option
Division Chief Assistant Division Chief Section Chief Office Technician Secretary/Clerical
1 1 3 1 1
Support Areas
Central Files Forms/Storage Interview Room Photocopy Area Processing Area 72 sf for each team Reception/Waiting Area Secured File Room (Note: Files to be fireproofed and locked or room to be fire rated and locked) Shared Printer Area Staging Area 72 sf for Division
Page 2-22
Narrative Description
The Director is responsible for overall administration of the complete department program of benefits and services provided by law to veterans, their dependents, and beneficiaries. This includes strategic planning, allocation of critical resources, implementation of a total quality improvement program within the organization, development and control of a station operating budget, and public relations activities. The Office of the Director interacts with all subordinate operating elements within a regional office setting to maintain effective communication, reports controls, administer a systematic analysis of operations program, and monitor controlled correspondence for reply. Other contacts include Veterans Service Organizations. Customers and dignitaries visiting the regional office may have local, regional, or national prominence. The Director is also responsible for internal controls and supply management, space management, and a fire and safety program. In some organizational structures, ADP operations may also fall under the Office of the Director. The Director's suite should be located away from public areas but be easily accessible for visitors. The area should portray an executive image and receive upgraded finishes. Provide private offices as called for in criteria and open office areas for support staff.
Page 2-23
Suggested Workstations
Job Title
Workstation Type F E A B B
Option
1 1 1 1 1
Support Areas
Page 2-24
Support Facilities
Canteen/Food Service
VBA provides space for Veterans Canteen Service (VCS) on collocation projects. VCS decides the level of service it will provide (i.e., vending, deli, food court, etc.) and provides the layout and build-out for the space. In Federal Buildings and GSA leased space, VBA complies to the Randolph-Sheppard Act which states space is provided for blind vendors to operate concessions in federally owned or leased buildings where such an operation could be profitable to the vendor. The amount of space is determined by the State Licensing Agencies (SLA) as well as a space layout. The build-out is provided by VBA according to the SLA's specifications. If possible the Canteen or vending area should be located near the main waiting area so it is convenient to visitors.
Page 2-25
Support Facilities
Credit Union
Space is provided by VBA based on requirements determined by the credit union. The credit union will provide space layout and VBA provides build-out according to the credit union's specifications.
Employee Lounge
Space is provided for an employee lounge or break area. Size is dependent on the number of employees at the station. This room should be located away from the public areas but centrally located for convenience. Equip area for vending machines, refrigerator, and microwave oven and provide a sink and countertop. Provide tables and seating.
Fitness Center
Fitness Centers are established at regional offices provided a need is determined and funding for equipment and staffing is approved. Federal Property Management Regulations (FPMR), Temporary Regulation D-76, Appendix B. "Wellness/Physical Fitness Facilities," defines the criteria for establishing a fitness center in GSA space. Additionally, Appendix B describes the space acquisition process and buildout requirements for the center. As with fitness centers in GSA space, a needs assessment should be performed for fitness centers in a VA-owned facility. Space is allocated according the VA Space Planning Criteria (VA Handbook 7610) and buildout conforms to VA standards. Fitness center size is relative to station size and if it is a shared facility, the size is determined by the number of agencies participating. The fitness center should be located away from public areas and preferably close to a secondary building exit. The design should allow room for exercise equipment and well as space for free exercise such as aerobic classes. General Operating Expense (GOE) funds are used to purchase equipment for fitness centers. Careful consideration should be given to the equipment purchased, selecting high quality products and the types of equipment preferred by the users.
Page 2-26
Support Facilities
Health Unit
Space is provided by VBA based on station requirements (i.e., shared facility, funding for staffing, etc.). Layout is provided by the Public Health Service (PHS) in Federal Buildings and GSA leased space. Build-out is provided by VBA according to the PHS's specifications.
Training/Conference/Meeting Rooms
Consideration should be given to room usage when designing conference rooms and multipurpose training rooms. Room use will determine what furniture, training aids, and multi-media equipment are needed. Furthermore, electrical outlets should be located throughout the room to provide flexibility and maximum utilization of electrical equipment. In designing this space, attention should be given to adequate heating, ventilation, air conditioning, sound absorption, windows, columns or pillars, chair and tack rails, and dual lighting switches where appropriate. Space designated as team meeting areas or rooms in also included in this allocation. Space Allocation Conference room and multipurpose training room space is allocated based on current FTE on station. A total of 15 square feet or 1.39 square meters per FTE will be allotted for conference rooms, multipurpose training rooms and limited storage and/or counter space within the designated rooms. A storage area and counter space should be provided for the central meeting room. Additional storage areas and counter space may be located in other meeting rooms. It is recommended that a wall separate the storage and counter space from these rooms. Acoustic folding walls are recommended for use in conference rooms and multipurpose training rooms. These walls will provide flexibility and maximum utilization of space. Definitions of Categories The following are terms used throughout this chapter. Small Field Station - Station having up to 100 full-time employees (FTE). Medium Field Station - Station having 101 - 200 FTE. Large Field Station - Station having over 200 FTE.
Page 2-27
Support Facilities
Small Field Station- Total conference room and multipurpose training room space allotted is 15 square feet per FTE on station. Stations smaller than 50 FTE should use 50 FTE to compute this space allocation. Central Meeting Room - will accommodate 50% of the station's FTE, allowing 15 square feet per FTE. Director's Conference Room - will be adjacent to the Directors suite. A standard of 375 square feet or 34.84 square meters will be used for this purpose. Additional Training Rooms - All remaining meeting room space, after allowing for the Director's conference room and central meeting room, will be utilized as multipurpose training/meeting rooms. These rooms should be spaced throughout the station.
Medium Field Station - Total conference room and multipurpose training room space allotted is 15 square feet per FTE on station. Central Meeting Room - will accommodate 50% of a stations FTE, allowing 15 square feet per FTE. Director's Conference Room - will be adjacent to the Directors suite. A standard of 375 square feet or 34.84 square meters will be used for this purpose. Additional Training Rooms - All remaining meeting room space, after allowing for the Director's conference room and central meeting room, will be utilized as multipurpose training rooms. These rooms should be spaced throughout the station.
Large Field Station- Total conference room and multipurpose training room space allotted is 15 square feet per FTE on station up to a maximum of 6,000 square feet per station. Central Meeting Room - will accommodate 50% of a station's maximum 2,250 square feet, allowing 15 square feet per FTE. FTE up to a
Director's Conference Room - will be adjacent to the Directors suite. This conference room will be 375 square feet or 34.84 square meters. Additional Training Rooms - All remaining meeting room space, after allowing for the Director's conference room and central meeting room, will be utilized as multipurpose training rooms. These rooms should be placed throughout the station.
VBA Design Guide
Page 2-28
Support Facilities
Upon application of the previous parameters, any surplus space can only be used for additional conference rooms, multipurpose training rooms, storage areas, and counter space. Storage areas must be connected to conference rooms or multipurpose training rooms. A counter space should be located in the central meeting room. Additional counter space may be located in other conference rooms or multipurpose training rooms. Please see the chart below for examples of room sizes and room applications for the three categories of field stations. The examples used represent a small field station with 100 FTE, a medium field station with 200 FTE, and a large field station with 300 or more FTE.
SUGGESTED TRAINING/CONFERENCE/MEETING ROOM SIZES ROOM ACTIVITY SMALL (100 FTE) 375 SQ FEET 34.84 SQ METERS FIELD STATION SIZE MEDIUM LARGE (200 FTE) (300 FTE) 375 SQ FEET 375 SQ FEET 34.84 SQ METERS 34.84 SQ METERS
CENTRAL MEETING ROOM STORAGE ROOM COUNTER AREA TRAINING ROOM #1 TRAINING ROOM #2 TRAINING ROOM #3 TOTAL SQ FEET TOTAL SQ METERS
750 SQ FEET 69.68 SQ METERS 25 SQ FEET 2.32 SQ METERS 50 SQ FEET 4.65 SQ METERS 300 SQ FEET 27.87 SQ METERS
1500 SQ FEET 139.35 SQ METERS 50 SQ FEET 4.65 SQ METERS 75 SQ FEET 6.97 SQ METERS 500 SQ FEET 46.45 SQ METERS 500 SQ FEET 46.45 SQ METERS
2250 SQ FEET 209.03 SQ METERS 150 SQ FEET 13.94 SQ METERS 100 SQ FEET 9.3 SQ METERS 800 SQ FEET 74.32 SQ METERS 413 SQ FEET 38.37 SQ METERS 412 SQ FEET 38.27 SQ METERS
Page 2-29
Support Facilities
Special Situations If the field station is connected to a medical center, e.g., by a corridor, a schedule of availability and room dimensions for all existing conference rooms in the medical center will be necessary. The schedule of availability and room dimensions will be considered when determining if new conference rooms and multipurpose training rooms are required. Requests for additional space requirements must include justification and cost estimates. All field stations with unique situations that require special attention when allocating space should submit their requests for approval at the next level of management above the field station. Requests for additional space requirements must include justification and cost estimates. Provide moveable partitions for larger training rooms for flexibility. This room should have an increased Noise Reduction Coefficient (NRC) and additional HVAC. Lighting should include one type that can be dimmed but still provide sufficient light for safety. Tackable surfaces, whiteboards, and video screens should also be installed. Access or installation of data lines for computer training should be considered.
Union Official
Space is provided by VBA to the local partnership to conduct union business. Current VA Space Planning Criteria, VA Handbook 7610, allows a 120 sf office with ceiling high partitions for the union official. However, national labor agreements have priority over this criteria and facility directors have discretion to negotiate with the local union on the office space. Layout for the union space is included with the station's plans.
Page 2-30
Narrative Description
The Support Services Division combines the functions of the Administrative Division and Finance Division. This division is becoming more prevalent in VBA as resources and staff become more limited. Support Services provides support to VBA programs including: receipt and dispatch of mail; IRM functions, publications, finance responsibilities, control of machines and equipment; telecommunications; supplies, safety and fire protection; and space. The Support Services Division does not receive visitor traffic and should be located away from public areas. This division requires open office areas to accommodate systems furniture with private offices for the Division Chief and Assistant Division Chief. The following specialized spaces come under the direction of the Support Services Division. (See Administrative Division, Workflow Diagram, Page 2-9.)
Mail Room
The mail room receives and dispatches all mail for the regional office. It should be located near the loading dock and off of a main corridor. The mail room size is determined by station size; however, work-flow is the same. Refer to Guide Plate No. 3-13 for mail room layout. An equipment inventory and utility requirements are required to develop layout. Area has no public access and receives limited visitors such as vendors, mail delivery, etc. Provide "Dutch door" or service window to control traffic into division. Area requires security for off hours. (See Workflow Diagrams Pages 2-12 and 2-13.)
Publications Unit
The Publications Unit stocks all forms, form letters, brochures, pamphlets, envelopes, letterhead, and other printed material used in the regional office. Provide a service window or "Dutch-door" to control traffic into unit. This unit has no public access or visitor traffic.
Page 2-31
Finance Unit
The Finance unit handles the same functions as the Finance Division including miscellaneous payments of benefits to veterans and their beneficiaries and conducts a program of payment of administrative expenditures incident to operations. This unit is also responsible for the system of receipt of funds due VA and the cash, check, EFT, or draft payment of funds payable. Additionally, the Finance Unit administers a comprehensive, integrated accounting system including detailed cost accounting and serves as the station's point of contact for fiscal matters. Included in the Finance Unit is the Agent Cashier. The Agent Cashier's office should be adjacent to the Finance Unit and in an alcove to reduce congestion in the hallway. Optimally, the Agent Cashier should be located within the public area; however, if this is not feasible, situate the Agent Cashier on an easily accessible corridor with high visibility. Provide wire mesh above ceiling, and bullet resistant glass at the cashier's window. If two windows are installed, one must be handicapped accessible. If a single window is used then it must be handicapped accessible. The Finance Unit, except for the Agent Cashier, has little visitor traffic . The work flow is not dependent on a prior function, so work does not have to progress from one section to the next. This unit requires open office areas to accommodate systems furniture.
Page 2-32
Job Title
Option
Division Chief Assistant Division Chief Section Chief Clerk and Messenger Publications Clerk Technician Secretary/Clerical
1 1 3 1 1 1 1
Support Areas
Central Files Central Reproduction Forms/Storage Loading Dock Mail Room/Breakdown Area Photocopy Area Reading Area Shared Printer Area
General
3-4
Page 2-33
Narrative Description
The Veterans Services Program operates through a wide network of veterans services field locations where personnel provide veterans, their dependents, and survivors with information, advice, and assistance regarding the availability and procurement of benefits under laws administered by the VA and other agencies. Benefits information and assistance are provided by personal interviews, telephone interviews, and correspondence. Services include arrangements with the Armed Forces to ensure that personnel approaching separation from military service are informed about veterans benefits and how they may be obtained. Services also include extensive outreach efforts to ensure that benefits information and assistance are provided to the educationally disadvantaged, the disabled, the elderly, former prisoners of war, female veterans, the homeless, and other specially targeted groups. To assist clients residing a great distance from a regional office in obtaining benefits information and assistance, toll-free telephone service is provided nationwide. Interview Units and Telephone Units are separated in some stations and combined in others depending on station size, workload, and building constraints. The ideal situation is for a Veterans Benefits Counselor (VBC) to have one desk where all duties are performed. These duties are: conduct personal interviews, answer phone calls; reply to veterans assistance inquiries; and respond to incoming correspondence. This saves the VBC time by not having to relocate as workload fluctuates. Currently, VBA is developing a team management approach to serving veterans whereby Veterans Services Division and the Adjudication Division will cross traditional division lines and share duties. This may mean physically combining the two divisions and establishing teams of adjudicators and VBCs or by sharing job responsibilities and leaving the existing layouts intact. The Veterans Services Division receives the highest amount of visitor traffic and should be located as close to the main entrance as possible. This division requires an appropriate waiting area for veterans and their families and design should inhibit visitors from wandering into office areas. Interview stations must offer conversational privacy yet be open enough for staff to view the VBC with the client. Some stations have separate telephone and interview units. If units are separated, situate Telephone Unit away from public area. Provide two means of egress from division, with one of the exits not through waiting area. This division requires open office area to accommodate systems furniture and private offices for the Division Chief and Assistant Division Chief.
Page 2-35
Suggested Workstations
Job Title
Workstation Type E D C B B C B A A
Option
Guide Plate 3-6 3-5 3-3 3-2 3-2 3-3 3-2 3-1 3-1
Division Chief Assistant Division Chief Section Chief Supervisor Veterans Benefits Counselor (telephone) Veterans Benefits Counselor (interview) Field Examiner Secretary/Clerical Receptionist
1 1 3 1 1 1 1 1 1
Support Areas
Central Files Forms/Storage Photocopy Area Reception Area Shared Printer Area Telephone Equipment Room
Page 2-36
Narrative Description
The Veterans Service Organizations provide assistance and service to veterans filing compensation or pension claims by helping complete and compile the required forms and documents. In addition, Veterans Service Organizations will represent veterans during a claim hearing or appeal. VBA provides the Veteran Service Organizations that are recognized by the Department of Veterans Affairs with space at a regional office in accordance with Title 38, Code of Federal Regulations, Section 14.637. Each Veterans Service Organization receives a separate office with ceiling high partitions. If the Veterans Service Organizations are agreeable and layout permits, the reception areas can be combined to form a central waiting area or combined with the VSD and VR&C waiting area. These offices should be located in close proximity to the main entrance and with other public services.
Page 2-37
1 1 1
Support Areas
Central Files Forms/Storage Photocopy Area Reception/Waiting Area Shared Printer Area
Page 2-38
Narrative Description
The primary mission of the Vocational Rehabilitation and Counseling (VR&C) program is to provide all services and assistance necessary to enable veterans with service-connected disabilities to achieve maximum independence in daily living and, to the maximum extent feasible, to become employable and obtain and maintain suitable employment. VR&C is also charged with providing comprehensive professional counseling services to veterans, service persons, and other eligible persons, upon their request, who are applying for VA educational assistance. In addition Career Development Centers provide personalized career and job assistance services to Vietnam Veterans and other beneficiaries at a number of regional office locations. These counseling and rehabilitation services are provided by counseling psychologists, vocational rehabilitation specialists, and technical staff. This division should be located near the main entrance since it receives a large amount of visitor traffic. Like Veterans Services Division, a suitable waiting area is required and, if possible, locate these two divisions adjacent to each other so the waiting area can be shared. Private offices are necessary for the Division Chief, Assistant Division Chief, counseling psychologists and rehabilitation counselors. These offices should be convenient to reception area but not visible from waiting area. A second means of egress from the division is required, other than through the reception area. The testing room requires ceiling-high partitions, must provide privacy and freedom from noise and distractions, and have adequate ventilation and lighting. All other space should be open office area to accommodate systems furniture and provide flexibility.
Page 2-40
Suggested Workstations
Job Title
Workstation Type E D A D D B
Option
Division Chief Assistant Division Chief Secretary/Clerical Counseling-Psychologist *1 Rehabilitation Counselor *1 Vocational Rehabilitation Specialist
1 1 1 1 1 3
Support Areas
Career Development Center Central Files Forms/Storage Library Photocopy Area Reception/Waiting Area Testing Room*1 Note: *1 Increased sound attenuation is required.
Page 2-41
Narrative Description
The Office of the Regional Counsel maintains a nationwide network of 24 regional field offices. Each of these Regional Counsel Offices (RCOs), in turn, supports a varying number of Outstationed Regional Counsel Offices (ORCOs) located at VA facilities through the Regional Counsel jurisdiction (RCJ.) Locate the Office of the Regional Counsel away from public areas. The type of shelving selected for the library (perimeter vs double-faced shelving) is at the discretion of the station. Provide table(s) and chairs in the library as well as a PC and modem hookup. Ceiling high partitions are limited as stated in H-08-9 and the remainder of the space should be open office area to accommodate systems furniture.
Page 2-42
CC
AR
CC
AR
CC
AR
CC
AR
CC
AR
CC
AR
Panels
CC
AR
Accessories
Panels
CC
AR
Qty 1 1 1 1 1 1 1 1 1 1 1 1 1 1 2 1 1 6 1 2 4
Accessories
Panels
Description 90 Corner Unit, 1066.8 mm (42"), laminate Straight Surface, 609.6 mm (24")w x 609.6 mm (24")d, laminate Straight Surface, 1219.2 mm (48")w x 609.6 mm (24")d, laminate Peninsula Desk, 914.4 mm (36")w x 1828.8 mm (72")l, laminate Overhead Bin, 609.6 mm (24")w x 381 mm (15")d x 393.7 mm (15.5")h Overhead Bin, 1066.8 mm (42")w x 381 mm (15")d x 393.7 mm (15.5")h Bookcase, 762 mm (30")w x 304.8 mm (12")d x 1066.8 mm (42") h Bookcase, 914.4 mm (36")w x 304.8 mm (12")d x 1066.8 mm (42")h Pedestal, Freestanding, 355.6 mm (14")w x 508 mm (20")d x 660.4 mm (26")h, painted, box-box file Pedestal, Freestanding, 355.6 mm (14")w x 508 mm (20")d x 660.4 mm (26")h, painted, file-file Pencil Drawer, 533.4 mm (21")w x 406.4 mm (16")l x 50.8 mm (2")d, painted 4 Drawer Lateral File, 1066.8 (42")w, painted Articulated Keyboard Shelf, 558.8 mm (22")w x 139.7 mm (5.5")d, painted Desk Chair, seating as noted Paper Flow, mounted on tool rack, 304.8 mm (12")w x 330.2 mm (13")d, painted Side Chair Task Light, mounted below Overhead Bin (B1) Panel, 609.6 mm (24")w x 1066.8 mm (42") tall, tackable and acoustical fabric wrapped Panel, 609.6 mm (24")w x 1066.8 mm (42") tall, glass insert Panel, 914.4 mm (36")w x 1066.8 mm (42") tall, tackable and acoustical fabric wrapped Panel, 1066.8 mm (42")w x 1066.8 mm (42") tall, tackable and acoustical fabric wrapped
Guide Plate 3-3
CC
AR
Accessories
AKS DC P
1 1 1
Panels
A C
3
2
CC
AR
CC
AR
VV CC
1 AR
CC
AR
CC VV VV VV VV VV CC VV VV CC
AR AR AR AR 1 1 1 AR AR AR
CC CC VV CC
AR AR 1 1
Description Duplicating Equipment, 120 volt, 20 amp, type and size as required Photocopy Equipment, 120 volt, 20 amp, type and size as required Collator, Electric, 120 volt, 20 amp, type and size as required Table, Work, 2438.4 mm (96")l x 914.4 mm (36")w Truck, 3-Shelf, wood or steel, with rubber stamps, 996.95 mm (39-1/4")l x 358.775 mm (14-1/8")w x 1085.85 mm (423/4")h Cabinet, Storage, freestanding, steel, 2-door with 5 adjustable shelves, 914.4 mm (36")w x 457.2 mm (18")d x 1981.2 mm (78")h Desk, Double Pedestal, approx. 1524 mm (60")w x 762 mm (30")d x 749.3 mm (29-1/2")h Table, Work,1066.8 mm (42")w x 609.6 mm (24")d Table, Work, 762 mm (30") x 1524 mm (60") Credenza, approx. 457.2 mm (18")w to 501.65 mm (193/4")w x 1524 mm (60")l to 1955.6 mm (77")l x 762 mm (30")h Bookcase, Sectional (each section, 838.2 mm (33")w x 330.2 mm (13")d x 381 mm (15")h with 254 mm (10") Base Chair, Rotary, without arms Plate Maker, 304.8 mm (12") x 914.4 mm (36") Cutter, Paper, 609.6 mm (24") x 609.6 mm (24") Cabinet, Filing (Letter Size) 5-drawer, approx. 381 mm (15")W x 635 mm (25")d x 1524 mm (60")h Receptacle, Electrical, duplex, 120 volt, 20 amp (H-08-1, MCS 16140; H-08-03, CS 801-3)
VV VV VV VV VV
1 1 1 2 AR
VV
VV VV VV VV
2 2 1 1
VV VV VV VV VV CC
1 AR 1 1 2 AR
Symbol VV VV VV CC VV VV
Qty AR AR 1 AR 1 2
Description Chair, Straight, with arms Wall Mounted Coat Rack or Hooks. Table, Conference, 1066.8 mm (42")w x 2438.4 mm (96")l x 749.3 mm (29.5")h Receptacle, Electrical, duplex, 120 volt, 20 amp (H-08-1, MCS 16140; H-08-3, CS 801-3) Clock, wall mounted Flags
CC
AR
Storage
PD BP FP B1
1 1 1 1
Accessories
P AKS TL DC SC
1 1 1 1 2 6
4
Panels
A
C
Mailroom - Equipment
Symbol VV VV VV VV VV VV VV VV VV VV CC CC CC CC CC Qty AR AR AR AR AR AR AR AR AR AR AR AR AR AR AR Description Table, Incoming Dump Station, 1524 mm (60")w x 762 mm (30")d Table, Mail Opening, 1524 mm (60")w x 762 mm (30")d Rack, Mail Bag, 762 mm (30")w x 609.6 mm (24")d Chair, Rotary, without arms Scale and table, 609.6 mm (24")w x 457 mm (18")d Desk, Double Pedestal, approx. 1828.8 mm (72")w x 914.4 mm (36")d x 749.3 (29.5")h Cart, Mail, 609.6 mm (24")w x 914.4 mm (36")d Cart, Utility, 609.6 mm (24")w x 1219.2 mm (48")d Machine, Meter and table, size as required Unit, Pigeonhole, size as required for Main Sort and Branch Sort Counter Top, size as required (H-08-1, MCS 12301 or 12302) Table, Outgoing Collection, 1524 mm (60")w x 762 mm (30")d Table, Parcel/Express processing, size as required Table, Internal Distribution, 1524 mm (60")w x 762 mm (30")d Receptacle, Electrical, duplex 120 volt, 20 amp (H-08-1, MCS 16140; H-08-03, CS 801-3)
VV VV VV VV VV VV CC
AR AR AR AR AR AR AR
CC
AR
VV VV VV VV VV CC
AR AR AR AR 1 AR
Symbol VV VV VV VV VV VV VV VV VV VV CC CC CC CC
Qty 1 AR AR AR 1 1 1 1 1 1 AR AR AR AR
Description Lectern, Portable w/reading light, microphone, amplifier & speaker, 120 volt, 20 amp Training Tables, 762 mm (30")d x 1219.2 mm (48")l Chair, Rotary, without arms Chair, Straight, with arms Whiteboard, wall-mounted, 1828.8 mm (72")w x 1219.2 mm (48")h Screen, Video, wall-mounted or recessed ceiling mounted, electric screen Table, Work, 762 mm (30")w x 1524 mm (60")l x 762 mm (30")h VHS Player Projector, Overhead Multi-Scan Projector,ceiling mounted, 1828.8 (72") image with remote control. Receptacle, Electrical, duplex, 120 volt, 20 amp (H08-1, MCS 16140; H-08-3, CS 801-3) Tackable Wall Surface Movable Partition Storage, Audiovisual (Note: closet with shelves, contiguous to the Training Room.)
Local and overall surface deformation shall not exceed 0.040 when subjected to rolling loads of 3 diameter x 1-13/16(10 passes of 1,000 lbs.) or 6 diameter x 11/2 (10,000 passes of 800lbs.)
Page 4-3
The floor panels shall consist of a high density particle board (wood) core for sound absorption, increased yield strength and stability, and shall have a high pressure laminate surface with integral, perimeter edging. The floor panel size shall be 24 inches square. An additional 20% spare tiles of each variety of cutout and vent tiles, as a minimum, should be provided to replace damaged tiles and to be used for future equipment. Factory supplied, perforated panels and cutout panels shall be provided (approximately one perforated panel is required per ton of air conditioning). Provide self-extinguishing foam rubber to fit cutouts. Installation of the raised floor shall be in accordance with manufacturers recommendations and VBA specifications. The raised floor shall include at least one main entry ramp from a corridor (unless installed on the ground floor with a depressed slab). The ramp shall be a minimum of 4-0 wide (6-0 wide at Sector Sites) and have door of the same width as the ramp (should be a double-door design for a 6 wide ramp). The ramp shall meet applicable handicapped accessibility standards. The ramp shall have a maximum slope of 1:12 and will have a 5-0 x 50 clear landing at the bottom of the ramp (70 wide x 6-0 deep for Sector Site.) The door shall be an out-swing door and of the automatic variety to facilitate equipment, paper and cart access. The ramp shall be covered with a non-skid surface of rubber, raised circular disc pattern or equal and shall have minimum 850 pounds per square inch (psi) rolling load limit designed to withstand high sheer stress. Exits to corridors shall be of the out-swing variety, utilize a landing and step access to the raised floor. Prior to installation of the raised floor, contractor will clean thoroughly and seal the underfloor with an approved sealant to reduce dust that may adversely affect the ADP equipment and safety devices. On new construction, a depressed concrete slab should be installed on the ground floor to accommodate the computer room raised floor. Cable sleeves and conduit shall be installed to allow for current and anticipated cable, monitoring, alarm systems, and power access to the computer room. Additional sleeves should be installed on initial construction to allow for future growth and expansion of capabilities. All sleeves shall be fire-stopped with reusable, pliable material. A Zero Reference Signal Ground Grid (ZSRG or SRG) shall be installed that serves to reduce or eliminate high frequency electrical noise which results from megahertz digital switching speeds or radio frequency interference and also serves to ensure that all equipment in the computer room including the UPS and PDU are
Page 4-4
Page 4-6
1. Oversized neutrals and wiring of ADP equipment All isolated circuits feeding ADP equipment shall be installed with oversized neutrals to reduce neutral heating. Neutrals shall have current ratings of at least 1.7x phase rating to achieve these results. A ground wire should be pulled for each circuit along with a dedicated neutral (for each 3 phase feed.) The transformers shall be sized, installed, and protected per manufacturers recommendations and Code requirements and allowance will be designed in for 30% additional capacity. PDUs/power distribution panels shall have a minimum of 30% spare, 3-pole breaker positions with a proportional number of single, two phase and three phase spare breakers. 2. Emergency Generators/Automatic Transfer Switches/Emergency backup power: Emergency generators should be considered for Sector Sites and offices that have VBA wide data processing duties in order to preclude potentially wide ranging disruption of services and benefits payments for power outages longer than 20 minutes. Generators may be justified on a case by case basis depending upon the reliability of local utilities and potential for natural disasters knocking out electric service to the facility (this must be justified by the local office.) The size of backup battery systems on the UPS, telephone switch and other systems can be reduced if generators are installed to backup these systems In cases where generators are justified, emergency power shall be provided for the following: life safety, computer room UPS, telephone equipment rooms, generator room, and other essential lighting as determined by the design team; security, fire, smoke and water detection systems; computer room and main telephone equipment room A/C systems; UPS system; all automatic temperature control systems, including pneumatic air compressors, air dryers, local and central engineering controls; and critical ventilation equipment. The UPS system Automatic Transfer Switch (ATS) shall be of the delayed transition type, precluding an engine start during short power interruptions that can be accommodated by the UPS battery (generally set for 50-60 seconds.) Upon loss of phase voltage to the ATS, a start signal will be sent to the emergency generator(s) and a transfer to emergency power will occur when conditions are met. For other loads powered by the emergency generators,
Page 4-7
Page 4-9
Page 4-10
Page 4-11
Page 4-12
3. Ventilation equipment for Emergency Generator Rooms and Elevator Machine Rooms.
VBA Design Guide Page 4-13
Page 4-14
Page 4-15
Conduit bends shall be made so the internal conduit diameter is not reduced. 9. Unless otherwise specified, conduit shall be sized based on the number of 4 pair, category 5 UTP cables to be pulled to service the requirements shown on the furniture/ telephone/data outlet plan drawings in accordance with Conduit sizing, table 4.4.1 of ANSI/EIA/TIA 569-A. 10. All conduit ends shall be equipped with insulated bushings to preclude damage to cable. 11. Conduit runs shall be stubbed up into interstitial space or routed to the nearest wireway or cable tray. Wire mold shall be used to route cable on inaccessible
Page 4-16
Page 4-17
Page 4-18
4 BACKBONE CONDUITS (typical) Note: Conduit quantity and box size is dependent
upon actual cable plant requirements. Refer to the specific projects cable plant design and floor plans to determine required capacities. 1-2 to Telephone Console Room (if remote console room)
.
T/D CLOSET
. T/D
CLOSET
THIRD FLOOR
.
T/D CLOSET
. T/D
CLOSET
SECOND FLOOR
. T/D
CLOSET PULL B O X
DETAIL B
.
T/D CLOSET
DETAIL C
FIRSTFLOOR LEGEND
= 4 EA... - 4 CONDUITS = 3 EA... - 4 CONDUITS TO COMPUTER ROOM
Page 4-19
DETAIL A
Telephone Equipment Room Pull Box - Ceiling mount
Note: Conduit should be installed to facilitate access to pull box for wiring and shall not interfere with access to plywood backboards or equipment. Caution: Do not block with sprinkler, electrical or other piping or ductwork. Note: This pull box may be located in Computer room or between Equipment Room and Computer Room if access is a problem.
Pull Box
3 ea.. - 4 conduit from Computer Room sub floor 4 ea.. - 4 conduits from Telephone Equipment Room
Page 4-20
DETAIL B
8 Conduits from Telephone Equipment Room
To T/D Closet
4 Conduits to Closet #1 4 Conduits to Closet #2
To T/D Closet
Pull Box
Page 4-21
DETAIL C
4 - 4 RISER SLEEVES MINIMUM BETWEEN FLOORS.
1. Conduit, where required, feeding individual work locations shall be sized in accordance with ANSI/EIA/TIA569-A and installed in accordance with the NEC. 2. Conduit, stubbed out in interstitial space, shall be installed for outlet locations on exterior walls to allow horizontal cable routing below window sills or other obstructions. The Contractor shall provide vertically flush-mounted single gang outlet boxes at these locations. Face plates and jacks are to be provided by Cabling Contractor. 3. Conduit shall be installed for individual station runs serving outlets in tiled or masonry areas such as brick exterior walls, hallways and all locations where unobstructed concealed cable installations are not readily possible. 4. Conduit runs to/from a telephone backboard in a closet or interstitial space shall terminate at the top or bottom of the backboard. Conduit should not cover any portion of the backboard.
Page 4-22 VBA Design Guide
Page 4-23
Page 4-24
Page 4-25
H. Floors, walls, and ceiling should be treated to eliminate dust. Finishes shall be of light color to enhance room lighting. 2. Telephone Equipment Room The Telephone Equipment Room, which houses the telephone Electronic Automated Private Branch Exchange (EAPBX), its associated equipment, and the demarcation from the telephone company trunks, shall be collocated with or located within 1000 cable feet of the console/operator room. The Telephone Equipment Room should be located adjacent to the computer room in existing facilities, if possible. In new construction, the Telephone Equipment Room shall be located adjacent to the Computer Room. A. VBAs Telecommunications Staff (20S4), in conjunction with the Hines BDC Engineering staff, will review and approve the location, design, and of the Telephone Equipment Room during review of the design drawings using the following minimum room size:
Page 4-26
B. All new Telephone Equipment Rooms shall be rectangular in shape and free of all obstructions, such as columns, as possible. If columns are present, they shall not impede the installation or operation of the switching equipment. C. All new Telephone Equipment Rooms shall have a raised floor (computer flooring) with a minimum 12 finished floor height and a suspended ceiling. The same specifications as the Computer Room raised floor apply. If adjacent to the computer room, the floor shall be the same height. A wall separating the two adjacent rooms shall extend from finished floor to floor above. The common plenum below the wall will be fitted with security bars to allow cable access and airflow but no personnel access. Contractor shall verify with EAPBX provider, that the floor design load is adequate to support the EAPBX and its UPS system & associated batteries and will increase the floor loading capacity to meet equipment load requirements if necessary. D. All walls shall be painted a light color. E. Equipment not related to the support of the Telephone Equipment Room (e.g., water, drainage, steam piping, ductwork, pneumatic tubing, etc.) shall not be installed in, pass through, or enter the room. F. The Telephone Equipment Room shall be provided with a Class B fire rated, 40 wide x 84 high self-closing, self-locking door equipped with a deadbolt lock and intrusion alarm. G. Fire protection of the Telephone Equipment Room, shall be provided as per applicable code. Apply NFPA 75 if no other applies. Sprinkler heads shall be provided with wire cages to prevent accidental operation. Anappropriate fire extinguisher shall be provided near the exit door. 3. Telephone Console Room A. VBAs Telecommunications Staff (20S4) will advise the regional office as to the number of consoles required. This information will be given during the initial site visit.
Page 4-27
4. Drawings A. The architect/engineer shall clearly show conduit runs, cable trays, or, on the electrical drawings, the exact locations of Telephone Equipment Room, Computer Room, T/D closets, backboards, pull boxes and outlet boxes B. Drawings must identify originating locations of conduit runs when both originating and terminating points are not shown on the same drawing. Power and Lighting Requirements 1. Telephone/Data Closets (Power and Lighting) A. Emergency Power / Service Receptacles Provide a minimum of one (1) 120 VAC duplex receptacle every 8 linear feet of wall space. Connect all receptacles to the emergency power system if emergency power is present. Provide surge protectors, where required, for these outlets, typically by the Cabling Contractor. Each 20A circuit shall power no more than 2 duplex receptacles. Receptacles, circuits, and panels shall be of the isolated ground (IG) type. B. Grounding Provide the telecommunications grounding system as specified by ANSI/TIA/EIA-607, connected by #6 AWG copper wire to the building grounding electrode. C. Overhead Lighting 1) Install at least one (1) ceiling mounted light fixture to provide 50 foot candles measured 3 feet above the finished floor without glare or shadows. Install an on/off switch on the inside wall adjacent to the door. Connect lighting to the emergency power system if emergency power is present.
Page 4-28
Page 4-29
B. Telephone Equipment and Console rooms shall be equipped with circulation and heating/cooling equipment capable of maintaining the space between 60 and 80 degrees Fahrenheit, with humidity control. The relative humidity should not exceed 50%. Heating and cooling requirements shall also include the heat dissipation of the back-up batteries and associated rectifiers. C. The HVAC equipment shall be stand-alone in design and accommodate a twenty-four hour, seven days a week, year-around operation. D. For raised flooring (computer flooring), every third tile shall be vented to accommodate HVAC equipment. E. If the Telephone Equipment Room is adjacent to the computer room, the computer room air conditioner should be utilized to cool the equipment room if this is possible and sufficient capacity exits. 2. Telephone/Data Closets A. Active heat producing equipment will be housed within these closets. A sufficient number of air changes should be provided to dissipate sensible heat. A positive pressure shall be maintained with a minimum of one air change per hour. B. HVAC shall be included in the design of the telephone/data closets to maintain a temperature the same as the adjacent office area. At a minimum,
Page 4-30
Page 4-31
Page 4-32
Page 4-33
Page 4-34
Page 4-35
Page 4-36
Page 4-37
Page 4-38
Page 4-39
Page 4-40
Page 4-41
Page 4-42
Page 4-43
Page 4-44
Page 4-46
4. Acceptability Tolerance Limits - The Contractor shall be responsible for immediate corrections to the Cabling Distribution System that will bring it into full compliance with these Specifications. 5. Additional Testing The Government or authorized representative or the Contractor may, at his/her discretion, perform tests in addition to those specified herein if there is any reason to question the condition of the material as furnished and installed. After installation is complete, in addition to any other required testing, and at such times as the Government, and/or authorized representative directs, the Contractor shall conduct an operational test for approval. The installation shall be demonstrated to be in accordance with the requirements of this specification. Any defects revealed shall be promptly corrected at the Contractors expense and the tests re-conducted. Operational Testing is defined for the following circuit types: Backbone Cable (CMR)- Color code compliance, labeling, Computer Room, MDF, and T/D closets jumpers, patch cords, grounding/bonding, workmanship, termination block layout and installation, and correct routing: T/D Closet to telephone MDF. Fiber Optic Cable - Labeling, patch panel connections, loss measured in dB/km, workmanship, splice loss, connector loss, circuit length, and correct routing: T/D Closet to the Computer Room. 6. Test Reports The Contractor shall be responsible for recording and providing to the COTR, all test data for review by Hines BDC Engineering. Copies of all test results are to be submitted to the Government or authorized representative for review and remain with the Government for their records. For all fiber optic cables, a printout from an Optical Time Domain Reflectometer shall be provided and correspond to a labeled fiber cable. All Category 5 UTP cable must have a hard and a disk copy output of the test results with the WSI ID assigned.
Page 4-47
Page 4-48
VARO Oakland
Suggestions for Field Managers The task for field management staff in planning and implementing a relocation of a regional office is enormous and will consume far more than the expected amount of time, energy and other resources. Various aspects of this task will eventually fall on all station personnel but initially the serious impact will effect the managers and supervisors of all divisions and the Director's Office to the point where accomplishment of regular duties and responsibilities will be impaired. The station Director must be prepared to commit adequate resources to the relocation project to ensure success and minimize the inevitable forthcoming distress. The Director should assign a senior manager the role and responsibilities of project coordination and oversight. This manager should assemble a team of subordinates with well-defined roles and clear authority to act on the Director's behalf. Clear communications must be established between team members and all levels of station management.
Communication Issues No other factor will be as important in determining the success of the relocation project. Relationships must be established and nurtured throughout the project with emphasis on reaching the highest levels of management in each organization. Problem resolution will often depend on who you (Regional Office management and project staff) know and how much you are respected. The Director and Project Coordinator should quickly learn the identities of all major participants in the project outside VA (e.g., GSA, other colocating federal agencies, contractors for design, architecture and engineering of the facility, general contractor, major sub-contractors, coordinating project managers--all whose cooperation will affect meeting VA's objectives) and cultivate a mutual understanding of each other's objectives. Lines of authority and responsibility must be defined and understood by all. Development of effective communications and relations with these parties can make the difference between a successful or disastrous project.
Page 5-1
Page 5-2
VA Design Guide
Checklist
General Considerations Choose a location for the regional office within the structure (if not sole tennant) that provides a balance of easy access for the public and staff, efficient adjacencies, and for security and safety for all occupants. Security of staff and records may require an expensive system to control access. Files storage areas may require structural strengthening (this can limit future space reconfigurations).
Page 5-4
VA Design Guide
External -
ADP/Telecommunications
Space Design - Computer Room, Workshop, Storage, Administration, ADP Training Telephone Closets (data and phone cable interconnects) Telephone Systems Selection (including ACD for public service lines) [beware of budget implications of changing from analog to digital system] Installation and testing of cabling as early as possible (requires coordination with construction project managers) Installation and testing of all new equipment prior to initiating operations at new site Training of users of new equipment (ADP and phones) should begin as soon as practical to minimize impact on public service
Page 5-5
Office Environment Involve all staff in the process of selection of such items as color and materials for chairs, workstations, carpet, and wall treatments. Try to show samples or mockups of proposed workstations. Provide an open house for staff and family members prior to relocation to encourage a positive attitude toward the impending changes. Provide information on parking and public transportation at the new site.
Budget Busters - Minimize unanticipated costs All procurements should include the costs of delivery, unpacking, assembly, and installation. Site access for you and your contractors, deliveries, and installers may be restricted by GSA and project managers. This may require that your access be limited to non-standard work hours. Additional charges may accrue for all adjustments required in this situation. Know the rules of access before you contract for materials, equipment, and services. Expect day-to-day changes to facilitate GSA and the general contractor's scheduling needs. Do not expect your needs to be their priority. Do not readily accept responsibility for unexpected charges due to changes in agreed upon hours of access.
Page 5-6
VA Design Guide
The Move The move of existing equipment, furniture, and records to begin operations at the new site must be carefully planned and coordinated to minimize interruptions to public service and to ease the transition for staff to the new environment. This may require a phased move (e.g., records first, personnel and essential equipment second) for a large office.
Page 5-7
Important Key Issues for Success You must have the freedom of being able to handle the project at a local level. We suggest that the Contracting Officer name a Project Director from the local regional office staff. That person must have the freedom to work independently with Central Office throughout the preliminary start-up of the project and then have a Resident Engineer from the FM staff that can work along-side the Project Director. This will allow the team to resolve a lot of
Page 5-8
Things that must be planned for One of the first documents that should be prepared is a Project Milestone Chart. There are so many critical path items that require a long lead-time as well as required close coordination with other integral assignments that, if they are not tracked, could adversely affect timely completion. For instance, telecommunications requires an enormous amount of lead-time while requiring coordination with as many as 15 vendors, i.e., GSA, GTE, SWB, Sprint, AT&T, FTS, etc.) You must know what dollar amounts you will be receiving in GOE activation funds, construction funds, minor construction, (funded maintenance account), major construction funds to cover ground-breaking and dedication ceremony expenses and the procurement of a dedication plaque, and management contract costs. It is important that a clear understanding is obtained very early in the project. Next, funds need to be procured for either the relocation of the present telephone system or arrangements need to be made for the procurement of a new system. These funds need to cover the movement of all telecommunications.
Page 5-9
Another critical area is ADP. A lot of planning needs to be coordinated in the design of the voice/data cabling plant. This plant needs to be flexible enough to accommodate future moves, reorganization, expansion, etc. This is another area that requires a long lead-time and close coordination with vendors. The design of the computer room and the equipment that needs to be housed in the computer room are critical to the support of all divisions. These items need to be addressed early in the design of the building. Funds must be available for the relocation of conventional and modular/systems furniture or the procurement of new systems furniture. An important item to consider in this area is that all modular system furniture should be interchangeable throughout the building. This lends well to our restructuring and blurring of division lines. Another budgetary concern is setting aside monies required for the electrical connection/installation of all modular furniture. Areas that should be reviewed prior to award of a contract include above standard buildouts, such as: special lighting, snack bar requirements, special HVAC/electrical for all communication closets, exterior lighting, stand alone HVAC for computer rooms, etc. Miscellaneous costs including guard service during move, utilities and other administrative costs related to after-hours work at both buildings during the move should also be planned and budgeted for. Your milestone chart will allow you to focus on every aspect of what needs to be done, i.e., traffic flow, coordination with city and state for freeway and street signs, signage for interior/exterior and also entrance to your new building, change in bus lines, plaques, telephone/communications, pay and public phones, security, emergency situations, parking (handicapped/reserved/visitor), notification to all clients/vendors/veterans of move and change of address, local area network, voice data cabling, satellite TV, floors (live load), loading dock, canteen/snack bar, site lighting, elevators, stairwells, fire/safety, and sufficient electrical distribution to support state-of-the-art computer equipment.
Page 5-10
Page 5-11
Glossary
ADA: The Americans with Disabilities Act, which legislates access for disabled persons on most privately-owned buildings or businesses which serve the public. A/E: architectural and engineering. AFF: Above finish floor; a term used on working drawings to relate the height of a component to a known reference point. Acceptance of Space: A certification and commitment to occupy GSA controlled space. Acceptance Inspection: An inspection of newly leased space at the completion of alterations and improvements, but before occupancy by a tenant agency, to ensure that the space was built to specifications per drawings. It is similar to a punch list inspection in general construction. (See also Punch List and Market Survey). Adjacency Diagram: A diagram (not to scale) illustrating the relative proximity of each workspace to other workspaces. It is used to help space planners arrange spaces next to each other appropriately so they can function efficiently. Agency-Controlled Space: Federally owned, leased, or controlled space acquired or used by Federal agencies under any authority other than the Federal Property and Administrative Services Act of 1949, as amended. It also includes space for which authorities for acquisition, use, or disposal have been delegated to other agencies by GSA. Assignment: The block of assignable area administratively assigned by GSA to a tenant agency, under a single bureau code in the PBS/IS. As a rule, this includes all usable space minus public corridors on each floor which serves multiple tenants. (See also Space Assignment.) BAFO: Best and final offer, from an offeror or proposer on a government contract (in PBS, usually a lease). Base Building Drawings: Scaled, architectural drawings indicating the building shell and accurately representing all architectural and structural elements. They shall include but not be limited to exterior building elements, all permanent partitions, core areas, columns, and convectors. Numerical identification of all columns, stairwells, elevators, toilets, doors, etc., shall be included. Base Feed: An electrical connection, usually from the building floor, to the electrical raceway in a systems furniture panel. Bay: The space in a building bounded by four columns. 20, 25 and 30 foot bays are common.
Page 5-12
Glossary
Blocking and Stacking: The first step in space planning. Graphically arranging organizational units by floor and within a floor to fit in the building. Determined by adjacency requirements, square footages, and special space needs. Building Core: Includes elevators, stairs, restrooms, mechanical rooms, shafts, and electrical closets. These elements are generally grouped together. Build-Out: Refers to the preparation of space for occupancy including lighting, outlets, partitions, doors, carpet, paint, etc. This could mean either construction from a shell or demolition of existing partitions, doors, outlets, etc., and then new interior construction to meet contract terms. CBD: Central Business District. CBD: The Commerce Business Daily, which publishes information about all contracting efforts of the Federal government. Most contracts are announced in the CBD. CDs: Contract Documents. Circulation and Layout Factor: A percentage added onto workstation and support footprints to account for aisles, corridors, building inefficiencies, etc. Circulation Path: An exterior or interior way of passage from one place to another for pedestrians, including but not limited to sidewalks, hallways, courtyards, stairways and stair landings. Common Area Factor: The Common Area Factor is a conversion factors(s) determined by the building owner and often applied by the owner to the usable area to determine the rentable square feet for the building. The Common Area Factor includes a share of the building support/common areas. There usually is one factor for full floors and a different factor for partial floors in the same building. Construction Documents: Scaled, hard-line drawings communicating a client's exact requirements for build-out. A construction document package contains full and complete furniture plans, finish plans, telephone/electrical plans, construction/demolition plans, and plumbing/mechanical/structural/electrical engineering plans. Convector: A mechanical air handling unit, usually placed along the exterior wall of a building to provide air heating and cooling. Conventional Furniture: Free-standing single pieces of furniture, such as desks, chairs, file cabinets, credenzas, etc. Also referred to as "case goods." Core: The parts of a building used to support its basic operation, such as elevators, stair towers, janitorial closets, pipe shafts, public toilets, etc. Such areas are often clustered in the center (hence, "Core"). Such space is non-occupiable.
Page 5-13
Glossary
Creep: The accumulated dimensional error resulting from forgetting to account for the thickness of panels or screens; a common problem in systems furniture design . D-76: The new FPMR temporary regulation on space assignment and utilization. It supersedes FPMR Chapter 101-17 until it expires. It emphasizes development of agency space requirements, GSA-agency communications, and calculation of the utilization rate based on number of personnel rather than workstations. Dead-End Corridor or Aisle: A circulation path (usually longer than 20 feet) which has no alterative way out of the space it serves. Generally prohibited in most building codes. Dead Load: The weight of a structural system itself (such as the beams, plywood and roofing material for a roof); the weight of the building structure, which must support itself, in addition to loads imposed on it (such as snow; see "live load"). Delineated Area: The boundary within which the agency office must be located, as described by sketch, diagram, design, map, or words. Demising Wall: A full-height wall which separates the space assigned to one agency from another, or the space of an agency from public, non-occupiable space. Design Intent Drawings (DID): Hard-line drawings of sufficient detail to communicate requirements for build-out. Generally includes full furniture and architectural plans with telephone and electrical locations. Does not include structural, mechanical, or engineering drawings. Drop-Ship: A term meaning delivery of furniture or goods to a loading dock or street curb, but not inside a building. Duct: Either a sheet metal tube through which air is pushed to ventilate a space, or a metal channel in a floor, used to hold electric and signal cables. FC: Footcandle, a measure of light intensity. Federal Acquisition Regulations (FAR): The FAR is a systematic publication of uniform acquisition policies and procedures for all executive agencies. These regulations apply to the procurement of supplies and services, as well as lease acquisition of space. They are contained in Title 48 of the Code of Federal Regulations. Federally Leased Space: Space for which the United States Government has a right of occupancy by virtue of having acquired a leasehold interest. Federally Owned Space: Space, the title to which is vested, or will become vested pursuant to existing agreement, to the United States Government.
Page 5-14
Glossary
Federal Property Management Regulations (FPMR): The FPMR is a set of regulations published by the Government Printing Office in the Federal Register regarding property management. These regulations are also published in loose leaf form by GSA. They are a part of the Code of Federal Regulations, issued by the Executive departments and agencies of the Federal Government. Title 41, Chapter 101, Subchapter D, deals with real property management. Footprint: A term describing the actual floor area taken by the equipment and furniture for a single workstation or support space. It does not include circulation area. Footprints/Prototypicals: The outline or square footage block of space required for a workstation, support space, or piece of support equipment. Prototypicals are used to develop Space Requirements Programs and space plans. General Purpose Space: Space which is determined by GSA to be suitable for the general use of agencies. General purpose space is categorized as office, storage, or special. The physical characteristics are the basis for determining the proper space category. Gross Square Footage: All floor area (including all openings in floor slabs) measured to the outer surfaces of exterior or enclosing walls, and includes all floors, mezzanines, halls, vestibules, stairwells, service and equipment rooms, penthouses, enclosed passages and walks, inside parking, finished usable space with sloping ceilings (such as attic space) having 5 feet or more headroom, and appended covered shipping or receiving platforms at truck or railroad car height. Also included in gross floor area, but calculated on one-half of actual floor area, are covered open porches, passages and walks, with appended uncovered receiving and shipping platforms at truck or railroad car height. GSA-Controlled Space: Space assigned to an agency by GSA by authority of the Federal Property and Administrative Services Act of 1949, as amended, or by authority of any other statute. This category includes any space for which an agency pays GSA directly. HVAC: Heating, ventilation, and air conditioning. Also called "HIVAC." Hard-Line Drawings: Space plans produced by using a straightedge or with the aid of computer drafting technology; usually to scale. Inside Delivery: A term used to require that furniture and goods ordered from a vendor are to be delivered inside a building, rather than left on a loading dock or street curb (see "Drop-Ship"). Invitation for Bids (IFB): An invitation for contractors to submit a firm, fixed price dollar amount for work specified in detail. No negotiations are conducted.
Page 5-15
Glossary
Joint-Use Space: Occupiable space, such as cafeterias, conference rooms, credit unions, snack bars, and certain wellness/physical fitness facilities and child care centers, which is available for common use by personnel of any Federal agency. Costs for this space is divided proportionately among the tenants. Layout: A floor plan showing the specific placement and non-loading bearing walls, workstations, furniture and equipment of an agency operation. This service is provided by GSA at no cost to agencies for initial occupancies and GSA-directed moves. Market Survey: A field survey and physical inspection of buildings in the area of consideration for the purpose of obtaining information on market conditions and the availability of suitable space for a lease requirement. (See also acceptance inspection.) Means of Egress (NFPA Life Safety Code, 5-1.2.1): A continuous and unobstructed way of exit travel from any point in a building or structure to a public way. Consists of three separate and distinct parts: a. The exit access. b. The exit. c. The exit discharge. A means of egress comprises the vertical and horizontal travel and shall include intervening room spaces, doorways, hallways, corridors, passageways, balconies, ramps, stairs, enclosures, lobbies, escalators, horizontal exits, courts, and yards. Modular Furniture: Furniture designed to be arranged together according to a specific set of dimensions. Components are usually free-standing (resting on the floor) and may or may not actually join together. (See "Systems Furniture.") NFPA: The National Fire Protection Association; produces a code used in many jurisdictions to define fire protection requirements of building codes. Net-to-Gross Ratio: A measure of the ratio of occupiable or rentable space to total space in a building. The higher the ratio, the more efficient the building is. Net Usable Space: The areas to be leased for occupancy by personnel and/or equipment. It is determined as follows: a. If space is on a single tenancy floor, compute the inside gross area by measuring between the inside finish of the permanent exterior building walls from the face of the convectors (pipes or other wall-hung fixtures) if the convector occupies at least 50 percent of the length of exterior walls. If the space is on a multiple tenancy floor, measure from the exterior building walls, as in (a) above, to the room side finish of fixed corridor and shaft walls and/or the center of tenant-separating partitions.
b.
Page 5-16
Glossary
c. In all measurements, make no deductions for columns and projections enclosing the structural elements of the building, and deduct the following from the gross area, including their enclosing walls:
Toilets and lounges Stairwells Elevators and escalator shafts Building equipment and service areas Entrance and elevator lobbies Stacks and shafts Corridors in place or required by local codes and ordinances.
Non-Recurring Reimburseable: Work or services provided by GSA which are for a single time only. Occupiable Space: Occupiable Space is that portion of rentable space that is available for a tenant's personnel, equipment, and furnishings and is the method of measurement for the areas for which GSA will evaluate offers. Occupiable space is determined as follows: If the space is on a single tenancy floor, compute the inside gross area by measuring between the inside finish of the permanent exterior building walls or from the face of the convectors (pipes or other wall-hung fixtures) if the convector occupies at least 50 percent of the length of exterior walls. If the space is on a multiple tenancy floor, measure from the exterior building walls as above and to the room side finish of the fixed corridor and shaft walls and/or the center of tenant separating partitions. In all measurements, make no deductions for columns and projections enclosing the structural elements of the building and deduct the following from the gross area including their enclosing walls:
Toilets and lounges, Stairwells, Elevators and escalator shafts, Building equipment and service areas, Entrance and elevator lobbies, Stacks and shafts, and Corridors in place or required by local codes and ordinances and required by GSA to provide an acceptable level of safety and/or to provide access to all essential building elements. (Corridors deducted to determine occupiable space may or may not be separated by ceiling high partitions).
Office Space: Space which provides a suitable environment in its present state for an office operation and which includes among other features, adequate lighting, heating
Page 5-17
Glossary
and ventilation, floor covering, finished walls, and accessibility. The following represent uses of office space:
General purpose office space. Private corridors. Meeting rooms (without special equipment and HVAC). Training rooms (without special equipment and HVAC). Libraries (without extensive built-in stacks and special floor loading. Storage in office space. Credit unions (without fixed equipment). Lounges (other than toilet areas). Reception areas. Hearing rooms (without special equipment and HVAC). Mail rooms. Table areas in cafeterias (without supplementary HVAC or other special features). File areas (without increased floor load). Wellness/physical fitness facilities (exercise and/or locker areas finished to office standards). Child care facilities (except toilets and kitchen areas).
Office Support Space: All secondary/shared workstations, extraordinary circulation space, and those specific and discrete areas constructed as office space and used to meet mission needs outside the agency's requirements for housing personnel. This includes space for mission needs such as reception/waiting areas; hearing, meeting, and interview areas; file areas; central storage areas; processing areas; and library and reference areas. Such space is most cost effective collocated with normal office space. Office Support Space Allowance/Percentage: The percentage of office space, over and above the primary office space requirement, which is allocated for office support functions. This percentage is calculated by dividing the total office support space by the total primary office space square footage. Open Plan: A type of space planning in which the use of full-height walls is minimized to permit maximum flexibility for re-arrangement at a future time. Open plan may involve use of free-standing screens or systems furniture panels. Panels: Generally, this refers to systems furniture panels which join together and can support other components, such as work surfaces and cabinets, hung on them. Partitions: A wall, usually made of studs and gypsum board, which extends from floor to finish ceiling (or/to the underside of the floor structure above). Compare with "screens" and "panels." Personnel: The peak number of persons to be housed during a single 8-hour shift, regardless of how many workstations are provided for them. In addition to permanent employees of the agency, personnel includes temporaries, part-time, seasonal, and
Page 5-18
Glossary
contractual employees and budgeted vacancies. Employees of other agencies and organizations who are housed in the space assignment are also included in the personnel total. Plenum: The space between the finished ceiling and the underside of the structural floor or roof above it. This space is sometimes used to distribute air to occupied spaces below it, rather than using ducts to run air through. Primary Office Space: The personnel-occupied area in which an activity's normal operational functions are performed. Primary Office Space Utilization Rate: This figure is an indicator of the efficiency with which the primary office space is used. This number is calculated by dividing the total occupied primary office square footage by the total number of people in that space. Private: When used to describe workstations, an office enclosed by four full-height walls and a door. Some GSA specialists interpret "private" to include space enclosed by very tall (but not ceiling-high) screen or panels. Programming: The gathering and analyzing of all client space requirements and special needs. The written document (a Space Requirements Program) should include all space requirements broken down by organizational unit, adjacency needs, typical workstations, special space performance requirements, circulation and layout factors, analysis of problems, recommendations, and executive summaries. Punch List: A list of minor problems and deficiencies in the construction/renovation of a space which need correction before final payment can be made to the contractor and the space occupied. (See also Acceptance Inspection.) Raceway: A hollow channel, usually in a systems furniture panel, which contains electrical, telephone, and computer network wires. Recurring Reimbursable: A cost which is repetitive in nature, such as on-going guard service, extra air conditioning, etc. (See also "non-recurring reimbursable.") Reflected Ceiling Plan: An architectural plan showing the locations of all lights, vents, and other equipment at the finished ceiling, seen from above, looking down on the floor and reflected (mirrored) back. Reimbursable Work Authorization (RWA): GSA Form 2957, which provides payment for services performed by GSA for a tenant agency, financed from the agency's appropriations. RENT (formerly SLUC, Standard Level User Charge): The rate charged Federal agencies for assigned space in Government-owned or leased real property for which GSA has assignment responsibility. The rent approximates commercial charges for comparable space and services. Assessment of the charge is authorized under Public Law 92-313.
Page 5-19
Glossary
Request for Proposals (RFP): A document which defines goods or services desired by the Government; usually issued as part of a negotiated contracting process. Used for many different types of commodities and services. Request for Space (SF-81): The form prescribed in the FPMR as the official means to request space from GSA. Submission is mandatory. (See also "SF 81." Re-Quote Process: An additional competitive bidding procedure required for the purchase of large quantities of systems furniture from the Federal Supply Services multiple award schedules. Rentable Space: Rentable space is the area for which a tenant is charged rent. It is determined by the building owner and may vary by city or by building within the same city. The rentable space may include a share of building support/common areas such as elevator lobbies, building corridors, and floor service area. Floor service areas typically include restrooms, janitor rooms, telephone closets, electrical closets, and mechanical rooms. The rentable space generally does not include vertical building penetrations and their enclosing walls, such as stairs, elevator shafts, and vertical ducts. SF-81, Request for Space: The form prescribed in the FPMR as the official means to request space from GSA. Submission is mandatory. (See also "Request for Space.") SF-81A, Space Requirements Worksheet: A form for itemizing and organizing space requirements data, used for obtaining space and preparing layouts . Submission is mandatory. ( The old version of this form was SF-1476.) STC (Sound Transmission Coefficient): transmitted through a wall, screen or panel. A measure of how much sound is
Schematics: Loose, freely drawn space plans where "bubbles" represent offices and workstations. Major circulation patterns (aisleways and corridors) are determined at this point. Secondary/Shared Workstations: Non-dedicated workstations used more than 50 percent of the time by two or more persons occupying a space assignment during an 8hour shift. These workstations function in support of the occupant agency's mission and are distinct from the primary personnel-occupied workstations. Single-Loaded Aisle or Corridor: A circulation path which serves adjoining spaces form only one side. Soft-Line Drawings: Space plans which are sketched by hand and may or may not be drawn to scale. No straightedge is used in producing these drawings. Solicitation for Offers (SFO): In general, there are two primary types of SFOs. Space actions which are over 10,000 net usable square feet require more comprehensive treatment in the areas of fire/life safety codes and handicapped accessibility standards,
Page 5-20
Glossary
This is known as the LONG FORM SFO. The other type of SFO is the SHORT FORM DOCUMENT. Relative to the longer version, it contains considerably less specifications and is used for space actions less than 10,000 net usable square feet. Sound Transmission Coefficent (STC): A measure of how much sound is transmitted through a wall, screen or panel. Space Allocation Standard (SAS): An agreement between GSA and a given agency which sets out the space standards to be used when requesting space; used for multiple, repetitive assignments to ensure consistency among all GSA regions. Space Assignment: An administrative action by GSA which authorizes the occupancy and use of space. Space Requirements Program: The statement of space needs as expressed on Standard Form 81-A, Space Requirements Worksheet, Space Requirements Questionnaire and additional supporting documentation such as adjacency diagrams, and summarized on Standard Form 81, Request for Space. Special Space: Space that necessitates the expenditure of additional or varying sums to construct, maintain, and/or operate as compared with the amount spent for office and storage space. Determination of the normal level of expenditures will be made by GSA on a case-by-case basis using both industry and GSA-recognized standards. This space is further defined according to one of the following subsets: Food Service Areas (SP-2): Space in buildings devoted to the preparation and disposing of foodstuffs including:
Cafeterias (kitchens, related storage and service areas). Snack bars. Mechanical vending areas (where plumbing is provided). Private kitchen with plumbing (including kitchens in child care facilities).
Structurally Changed Areas (SP-3A): Areas having architectural features differing from normal office or storage areas, such as sloped floors, high ceilings, or increased floor loading. Automatic Data Processing (ADP) Area (SP-4): Areas having special features such as humidity and/or temperature control, raised flooring, ceiling heights exceeding office standard; and extensive power requirements (requiring its own power panels) including:
Computer rooms, telecommunication (PBX) rooms with special environmental requirements. Computer support areas with special flooring and/or wiring and with humidity and/or temperature control. Computer tape vaults.
Page 5-21
Glossary
Conference and Classroom/Training Facilities (SP-5A): Areas used for conferences, training, libraries, hearings, or mini-computer use with supplemental HVAC and/or built-in special equipment such as blackout curtains, lighting controls, projection booths and sound conditioning, in addition to office finishes. These areas include:
Conference rooms with special equipment and/or HVAC. Hearing rooms with special equipment and/or HVAC, (does not include U.S. Court hearing rooms). Classroom/training rooms with special equipment and/or HVAC. Exhibit areas with special equipment and/or HVAC. Table areas in cafeterias with supplementary HVAC or other special features. Mini-computer/mega frame equipment rooms adjacent to office areas requiring supplemental HVAC and minor special buildout such as deadbolt locks, dedicated electrical outlets, LAN cable distribution access, etc. (rooms requiring substantially less than SP-4 buildout).
Light Industrial Areas (SP-6): Areas which may have some or all of the characteristics of warehouse space but, in addition, may be provided with one or more of the following features: air-conditioning, humidity control, special power, and a light level equal to or slightly less than that provided for office space including:
Records storage with humidity control. Storage type space with air-conditioning. Printing plants. Product classifying laboratories. Motor pool service areas. Postal workrooms, swingrooms, (including swingroom toilets), locker rooms, mailing vestibules and platforms, lock box lobbies, and unsuspended lookout areas. Shops (other than PBS). Loading docks and shipping platforms. Canopy areas if included in occupiable area. Vertical improved mail system areas. Telephone frame rooms and unattended switchboards (for specific agency use).
Standard Alterations: Those alterations necessary to prepare an agency's space to meet a particular space classification (office, storage, or special type) and permit occupancy of space. Such alterations do not include any work above the standards for that particular classification of space.
Page 5-22
Glossary
Storage Space: All storage space will be classified under the three subsets of general storage, inside parking, or warehouse. a. General Storage Areas (ST-1): Storage in general purpose buildings generally consisting of unfinished floors, walls, ceilings, and adequate HVAC and lighting. Samples include:
Basements. Attics. Supply rooms (not finished to office standards). Storerooms (not finished to office standards). File rooms (not finished to office standards).
b.
Garages. Parking areas (including rooftops and decks). Motor pool parking.
c.
Warehouse (ST-3): Space specifically designed for materials storage and handling operations consisting of features which include, but are not limited to, concrete or wood block floors, unfinished ceiling, heavy live floor load capacity (over 200 pounds psf), high ceiling (over 14 feet), and industrial lighting. This classification may apply to entire buildings with warehouse features, including minor amounts of supporting office space.
Support Space: Specific and discrete areas constructed as office space but used to meet normal administrative support needs other than workstations, such as publicoriented or centralized reception, hearing or meeting facilities, service, inspection, distribution, storage or processing activities, copiers, conference rooms, file areas, etc. The utilization rate no longer includes such space, although the threshold for further review of such space is 22% of primary space. Systems Furniture: A type of furniture with manufactured components which fit together, much like an erector set. It is a type of modular furniture which has great flexibility and ease of adjustment to suit different tasks and body sizes. Turnkey: When a single contractor is hired to provide all relocation services ranging from architectural design through construction and move-in. UFAS: The Uniform Federal Accessibility Standards, which define the requirements for accessibility to Government-controlled facilities by disabled persons. UPS: Uninterruptible power supply. A set of large batteries and associated equipment which provide continuous electrical power, preventing power loss to computer systems, hospital respirators, and other appliances dependent on absolute continuity of service.
Page 5-23
Glossary
Unique Agency Space: General purpose space which either consists of more than 50% special-type space or space of any type located in an area where it would be impractical to house another agency. Usable Space: the portion of the gross area which is available for use by an occupant's personnel or furnishings, as well as space which is available jointly to the various occupants of the building, such as auditoriums, health units, and snack bars. Usable area is computed by measuring from the occupant's side of ceiling high corridor partitions or partitions enclosing mechanical, toilet, or custodial space to the inside finish of the exterior wall. Utilization Rate (UR): A measure of space efficiency, expressed in square feet of primary office-type space per person. (See Primary Office Area Utilization Rate.) Workstation Standard: Development of a personal work space which includes all necessary equipment, storage, and furnishings for a specific job function.
Page 5-24
Abbreviations
A Amperes AC/HR ..... Air Changes Per Hour ADA ......... American with Disabilities Act AFF.......... Above Finished Floor AI ............. Acquisition and Installation A&MM...... Acquisition and Material Management AR............ As Required AT ............ Acoustical Tile Ceiling C............. Degrees Celsius CC ........... Contractor Furnished & Installed, Construction Funds CF............ Construction Funds, VA Furnished, Installed by VA or Contractor CFM......... Cubic Feet per Minute CLG ......... Ceiling CMU ........ Concrete Masonry Unit CP............ Carpet (without cushion broadloom) CS............ Construction Standard CT............ Ceramic Tile DISC SW . Disconnect Switch EXH ......... Exhaust F ............. Degrees Fahrenheit FC............ Foot-candle FD............ Floor Drain FIXT......... Fixture FLUOR .... Fluorescent FM ........... Office of Facilities Management
VBA Design Guide
GFI ........... Ground Fault Interrupter GWB......... Gypsum Wallboard HAC.......... Housekeeping Aids Closet HVAC ....... Heating, Ventilation, and Air Conditioning HP ............ Horsepower HR ............ Hour KW............ Kilowatt LB............. Pound/Pounds LLTS......... Lounge, Locker, Toilets, and Showers MTD.......... Mounted NA ............ Not Procured with Activation Funds NFPA........ National Fire Protection Association NSF .......... Program Net Square Feet NSM ......... Net Square Meters NTP .......... Notice to Proceed NUSF........ Net Useable Square Feet OSD.......... Open Site Drain PCP .......... Portland Cement PH ............ Phase PL............. Plaster PREP........ Preparation PSIG......... Pounds per Square Feet PT............. Paint QT ............ Quarry Tile RB ............ Resilient Base RF............. Resilient Flooring RO ............ Regional Office SC ............ Special Coating ................. (High Build Glazed Coating) SD ............ Standard Detail SF............. Square Feet, Square Foot SS ............ Stainless Steel
Page 5-25
Abbreviations
STC ............Sound Transmission Coefficent TELEC ........Telecommunications UFAS ....... Uniform Federal Accessibility Standards V .............. Volts VA............ Department of Veterans Affairs VACO ...... Veterans Affairs Central Office VAMC ...... Veterans Affairs Medical Center VARO ...... Veterans Affairs Regional Office VBA ......... Veterans Benefits Administration VC............ VA Furnished and Contractor Installed VCT ......... Vinyl Composition Tile VHA ......... Veterans Health Administration VV............ VA Furnished and Installed W ............. Watts
Page 5-26
Legend of Symbols
System
Description of Symbol
DUPLEX RECEPTACLE - 20 AMP - MOUNTED 460 mm (18") AFF UNLESS OTHERWISE NOTED
Graphic Symbol
Power Receptacles
DUPLEX RECEPTACLE WITH GROUND FAULT INTERRUPTER 20 AMP - MOUNTED 460 mm (18") AFF UNLESS OTHERWISE NOTED QUADRAPLEX OUTLET 20 AMP - MOUNTED 460 mm (18") AFF OR QUADRAPLEX OUTLET 20 AMP PEDESTAL MOUNTED ELECTRICAL STRIP MOLD 20 AMP OUTLETS AT 610 mm (24") INTERVALS BATTERY POWERED CLOCK FLUSH MOUNTED FLOOR RECEPTACLE SINGLE POLE SWITCH S C
GFI
Switches
SINGLE POLE SWITCH - SUFFIX OF "a","b","c" INDICATES SEPARATE CONTROL OF FIXTURE(S) WITH SAME DESIGNATION 305 mm X 1220 mm (12" X 48") FLUORESCENT FIXTURE
S S S
Lighting
RECESSED INCANDESCENT FIXTURE TELEPHONE OUTLET MOUNTED 460 mm (18") AFF UNLESS OTHERWISE NOTED DATA OUTLET MOUNTED 460 mm (18") AFF UNLESS OTHERWISE NOTED COMPUTER TERMINAL OUTLETS - VERIFY EXACT NEEDS PROVIDE SIGNAL & POWER OUTLET(S) AS REQUIRED TELEPHONE/COMPUTER TERMINAL OUTLETS, VERIFY EXACT NEEDS PANIC BUTTON INTERCOM OUTLET P I J
Communications
JUNCTION BOX - PURPOSE AND LOCATION AS NOTED SUPPLY AIR DIFFUSER EXHAUST AIR REGISTER OR GRILLE THERMOSTAT
Plumbing
Page 5-27
Finish Schedule
ROOM OR SPACE
FLOOR ADJUDICATION DIVISION Office, Division Chief Office, Assistant Division Chief Hearing Room Open Office Area ADMINISTRATIVE DIVISION Office, Division Chief Office, Assistant Division Chief Open Office Area Mail Unit & Breakdown Area Central Reproduction Area CP CP CP CP BASE RB RB RB RB
FINISHES
WALLS GWB-W4 GWB-W4 GWB-W1 GWB-W4 WAIN CEILING AT AT AT
CP CP CP CP CP
RB RB RB RB RB
AT AT AT AT AT
BUILDING SUPPORT FACILITIES Toilet Facilities CT Storage Room VCT Housekeeping Aids Closet CT FINANCE DIVISION Office, Division Chief Office, Assistant Division Chief Agent Cashier Open Office Area LOAN GUARANTY DIVISION Office, Division Chief Office, Assistant Division Chief Security Files Room Interview Room Open Office Area OFFICE OF DIRECTOR Office, Director Office, Assistant Director Conference Room Open Office Area
CT RB CT
CT - 4'0" CT - 4'0"
AT AT AT
CP CP CP CP
RB RB RB RB
AT AT AT3 AT
CP CP VCT CP CP
RB RB RB RB RB
AT AT AT AT AT
CP CP CP CP
RB RB RB RB
AT AT AT AT
RB
GWB-W4
AT
Page 5-28
Finish Schedule
SUPPORT FACILITIES Credit Union Lounge, Employee Office, Union Official Audiovisual Storage Training Room
CP CP CP CP CP
RB RB RB RB RB
AT3 AT AT AT AT
VETERANS SERVICE DIVISION Office, Division Chief CP Office, Assistant Division Chief CP Open Office Area CP
RB RB RB
AT AT AT
VOCATIONAL REHABILITATION & COUNSELING Office, Division Chief CP RB Office, Assistant Division Chief CP RB Office, Counselor CP RB Testing Room CP RB Open Office Area CP RB OFFICE of the REGIONAL COUNSEL Office, Regional Counsel CP Office, Asst Regional Counsel CP Office, General Attorney CP Library and Conference Room CP Open Office Area CP
1 2
AT AT AT AT AT
RB RB RB RB RB
AT AT AT AT AT
See VA Construction Standard 34-1, "Noise Transmission Control". One wall to receive acoustical/tackable covering. 3 See VA Construction Standard CD-49, "Physical Security Requirements and Options". 4 One accent wall with WC, other 3 paint.
Page 5-29
Checklist
Site Considerations
The following checklist is provided to help in the selection of a potential site or examining an existing site for a VA Regional Office. 1. Vicinity Relationships a. Is the location and surrounding area conducive to a VBA facility? b. Does the neighborhood have prime commercial office space or business park setting that is suitable for a VBA facility? c. Does the neighborhood present a professional image and offer a feeling of security for veterans or personnel? 2. Site Characteristics a. Does the site offer prominent visibility? b. Does the site provide dominant ingress/egress accessibility to major highways for ease of commuting for staff and visitors? c. Does the site provide dominant ingress/egress accessibility to public transportation for ease of commuting for staff and visitors? d. Does the site provide flexibility to accommodate the proposed building, parking, and vehicular and pedestrian circulation? e. Is the site well-maintained and does it present an attractive landscape that screens noise and unsightly views? f. Is the topography generally flat with no steep grades so people with disabilities can transverse the site and access the building? g. Future planned used of adjacent property desirable for a VBA facility? h. Does the site have good drainage away from the building? i. Is the site impacted by the 100-year flood plain? 3. Building Orientation a. Does the main entrance face or is it visible from a major highway or access road? Service/Receiving Areas a. Are the maintenance-type areas (trash, delivery, or service) located in the rear of the building? b. Sufficient space to accommodate tractor trailers. c. Dock levelers. Yes No
Yes
No
Yes
No
Page 5-30
Checklist
4. Parking a. Is the visitor parking located close to a handicapped accessible entrance or a handicapped accessible walk servicing this entrance? b. Are any ramps necessary to move visitors and staff from the parking area to the building entrance? c. If any ramps exist, are they handicapped accessible? d. Is there clear signage provided from the parking area to the facility? 5. a. b. c. Landscaping Is plant material easy to maintain? Is there an irrigation system? Does landscaping compliment security?
Yes
No
Yes
No
Outside Accessibility
VBA and GSA adhere to UFAS requirements for accessibility requirements for the disabled. Since ADA is applicable to the private sector, it is the building owners' responsibility to meet ADA requirements. 1. a. b. c. d. e. Walks Free of steps or abrupt changes at level. Minimum width of 914.4 mm (36") [UFAS] Maximum gradient of 1:20 (otherwise considered a ramp). [5%] Cross slopes no greater than 1:50. Walks with gradients a minimum of 1:50 to 1:33 have rest areas every 200'. [UFAS 1:33] Changes in level are blended to common levels by grading, curb cuts or ramps. Firm, nonslip surfaces. Free of gratings, manholes, etc. Level platforms (minimum of 1524 mm (60") at doors. [UFAS, 1524 mm x 1524 mm (60" x 60") Well lit walks. Yes No
f. g. h. i. j.
Yes
No
Checklist
3. Curb Ramps Yes a. Provided wherever a walk crosses a curb. b. Located or protected to prevent obstruction by parked vehicles or street furnishings. c. Maximum slope 1:12. d. Minimum width 914.4 mm (36") e. Smooth transition from curb ramp to street or grade level. f. Firm, slip resistant surface. 4. a. b. c. d. e. f. g. h. i. j. k. Ramps Maximum slope 1:12. Ramp no greater than 60,960 mm (200') in length. Cross slope no greater than 1:50. Minimum clear width 914.4 mm (36"). Top and bottom landings are at least 1524 mm x 1524 mm (60" x 60") long. Intermediate landings at least 10668 mm (420") - 12192 mm (480") intervals are at least 1524 mm (60") long. Where doors swing onto a ramp landing, the landing is level and at least 1524 mm x 1524 mm (60" x 60"). Where required, handrails are installed on both sides. Handrails are mounted at a height of 838.2 mm (33") and extend 304.8 mm (12") beyond beginning and end of ramp. Firm, slip-resistant surface. Ramp curbs are at least 50.8 mm (2") high. Yes
No
No
5. Passenger Loading Area a. In a safe area and clearly designated for passenger arrival and departure. b. Close as possible to accessible entrance. c. Zoned to prohibit parking. d. Ramped to sidewalk level. e. Access aisles, measuring at least 1524 mm (60") wide by 6096 mm (240") long and parallel and level with the vehicle pull-up space. 6. a. b. c. Parking 2% of total number of parking spaces accessible. Located conveniently to accessible entrances. Identified by accessibility symbols and routing signage.
Yes
No
Yes
No
Page 5-32
Checklist
6. Parking (cont'd) d. Parking Spaces are at least 2438.4 mm (96") wide with access aisles on each side. [UFAS 2438.4 mm( 96") wide with one access aisle per two spaces] e. Spaces 3352.8 (132") wide with 1524 mm (60") access aisles for specially adapted vans. f. Access aisles are at least 1524 mm (60") wide with surface slope not exceeding 1:50. g. Smooth transition from access aisle to adjacent walkway. h. Minimum clear width of adjacent walkways not reduced by vehicle overhang. i. Well lit parking area.
Inside Accessibility
1. a. b. c. d. e. f. g. h. i. j. k. Entrances All highly used entrances are handicapped accessible. Overhang or canopy at entrance door. Connected by a handicapped accessible walk to handicapped accessible parking and public streets. Connected to all accessible elements (e.g. elevators and ramps) and spaces throughout building by paths of travel at 914.4 mm (36"). Signage at handicapped accessible entrances. Maximum opening force for interior hinged doors is 5 lbs. Thresholds are flush with finished floor or beveled with a slope no greater than 1:2. Operating devices on doors are easy to operate with one hand. Knurled surfaces on operating hardware of doors leading to hazardous areas. Automatic doors are used in high-use areas. Well lit entrance. Yes No
2. Floors a. Firm and slip-resistant surface. b. Changes in level between 6.35 mm (1/4") and 12.7 mm (1/2") are beveled with a slope no greater than 12.7 mm (1/2"). (Changes in level up to 6.35 mm (1/4") require no edge treatment). c. Changes in level greater than 12.7 mm (1/2") comply with "Ramps."
Page 5-33
Yes
No
Checklist
3. Carpet a. Carpet is securely attached and has a low-cut or level loop pile and tight weave. 4. a. b. c. d. e. f. Corridor Handrails 38.1 mm (1-1/2") diameter. 38.1 mm (1-1/2") space between handrail and mounting surface. Height of handrails, 863.6 mm (34"). Handrail sections are free of sharp edges. Wall surfaces behind handrails are smooth. Ends of hand rails are rounded. Yes No
Yes
No
5. Doors and Doorways a. Minimum 812.8 mm (32") clear opening to all rooms. [UFAS - 812.8 mm (32")] b. Level approach to doors. c. 457.2 mm (18") clearance at latch side of all doors. d. Minimum clearance between manual doors in series, 1219.2 mm (48") plus width of the door. e. Panic hardware at exits. 6. Water Fountains a. 50% water fountains on each floor are handicapped accessible. b. Spout height no higher than 914.4 mm (36").
Yes
No
Yes
No
7. Toilet Rooms Yes a. Public and common use toilet rooms are usable by the physically handicapped. b. Signage for handicapped accessible toilet rooms. c. Minimum width of entrance doors to toilet rooms, 863.6 mm (34"). d. Minimum space between vestibule doors, 1219.2 mm (48") plus width of the door swinging into space. e. Clear turning space of 1524 mm (60"). f. Minimum clear width of doorways to toilet stalls, 812.8 mm (32"). g. Wheelchair "Side-transfer stall", minimum 1676.4 mm(66") wide by 1828.8 mm (72") deep. "Front-transfer stall, minimum 914.4 mm (36") x 1676.4 mm (66"). [UFAS]
No
Page 5-34
Checklist
7. Toilet Rooms (cont'd) h. Water closet, top of rim 431.8 mm - 482.6 mm (17"-19") above finished floor. i. Urinal basin lip, 431.8 mm (17") above finished floor. j. Lavatory, minimum underneath clearance of 736.6 mm (29"). k. Faucets easily operated (preferably hand lever type). l. Mirrors, shelves and dispensers, a maximum height of 1016 mm (40") above finished floor. m. Grab bars 838.2 mm (33"), side and back bars 914.4 mm (36") above finished floor. [UFAS] n. 38.1 mm (1- 1/2") in diameter. o. 38.1 mm (1-1/2") space between grab bar and mounting surface. p. Grab bars are free of sharp edges. q. Wall surfaces behind grab bars are smooth. 8. Stairs General a. Minimum width of stairs, 1117.6 (44"). b. Treads and risers are of uniform size on a single flight of stairs. c. Stairways are well illuminated. Treads & Risers a. Maximum riser height, 177.8 mm (7"). b. Closed risers. c. Minimum tread width, 279.4 mm (11"). d. Slip-resistant tread surface. e. Nosing neither abrupt or square. Handrails a. Handrails on both sides of stair. b. 38.1 mm (1-1/2") diameter. c. 38.1 mm (1-1/2") space between handrail and mounting surface. d. Height of handrails, 762 mm x 863.6 mm (30" - 34"). e. Handrails are free of sharp edges. f. Wall surfaces behind handrails are smooth. g. Ends of handrails are smooth. h. Handrails extend 304.8 mm (12") on one side beyond the top riser and 584.2 mm (23") on one side beyond the bottom riser. Yes No
Yes
No
Page 5-35
Checklist
9. Elevators a. In multi-story facilities each level is served by an elevator, interior ramp, or platform lift. b. Automatic operation. c. Self-leveling plus/minus 12.7 mm (1/2"). d. Minimum clear width of elevator doors, 914.4 mm (36"). e. Doors are equipped with safety reopening device. f. Minimum car size, 1727.2 mm x 1371.6 mm (68" x 54"). g. Hoistways marked on each side with raised floor numbers. h. Hall call buttons, centered at 1016 mm (40") above car floor. i. Call and operating buttons, raised and illuminated. j. Audible and visual signals operate when car is passing through the floors it serves. k. Emergency alarm system. l. Intercom system. m. Floor surface of car is firm and slip resistant. n. Freight elevator. 10. Platform Lifts a. Capable of safely and comfortably transporting an occupied wheelchair. b. Fully operable by wheel occupant or aide. c. Controls mounted within easy reach and no higher than 1016 mm (40"). d. Clear floor space at point of entrance to and exit from lift 1524 mm x 1524 mm (60" x 60").
Yes
No
Yes
No
Leasing
Leasing a. Is the extent of the geographical area within which the space is being sought (delineated area) large enough to obtain reasonable competition? b. If rural nature of location precludes obtaining such competition, has that fact been set forth fully in a Justification for Other Than Full and Open Competition? c. Have you advertised for parties interested in providing the space; or alternatively, for space less than 10,000 net usable square feet, have you contacted at least three brokers familiar with commercial property in the delineated area?
VBA Design Guide
Yes
No
Page 5-36
Checklist
d.
e.
f.
g.
h.
i.
Leasing (cont'd) Has a parent facility contracting official, engineer and using facility representative undertaken a market survey of each site to determine whether each can or cannot be made to meet VBA's requirements within a reasonable time frame? Does the market survey form for each site which has been determined to be non-solicitable include a very specific reason for this determination, one which cannot be corrected by the offeror? Has the floorplan for the proposed space been compared to the Basic Module to determine that in order to determine whether the Expedited Leasing Procedure (ELP) is usable? (Extreme caution should be taken in attempting to obtain prompt quotes, the basic element of the ELP for any buildout beyond that set forth in the Basic Module.) Is there sufficient narrative and graphic representation of the exact specifications and layout VBA requires within the space attached to the form requesting bids to avoid confusion and to assure a contract in which VBA obtains fully occupiable space? Does any confusion arise which seems to require formal negotiations? If so, a cancellation of the Expedited Leasing Procedure should be considered in favor of issuance of a Solicitation for Offers, with negotiations following receipt of the initial offers in order to facilitate the request for best and final offers. Is it understood that any changes to the contract, once it is executed by both parties, must be set forth and similarly executed on a Supplemental Lease Agreement (GSA Form 276)?
Yes
No
Page 5-37
Additional Resources
The following is a list of additional resources relating to space issues and office relocations.
41 CFR Part 101-15 (FPMR Temporary Regulation D-76) EIA/TIA Standard, Commerical Building Standard for Telecommunications Pathways and Spaces, EIA/TIA-569, Produced by the Electronics Industries Association, Engineering Department GSA Office Relocation Guide (available from local GSA representative) VA Handbook 7610 (formerly H-08-9) Space Planning Criteria for VA Facilities
Page 5-38
Evaluation Form
The purpose of this guide is to assist you in planning and executing relocation and construction projects. This document will be updated as policies and programs change. Since this document is designed to assist you, the user, your comments are important to assist us in publishing a useful product.
1. Is the design guide helpful in supplying information for relocation and construction projects? ______yes 2. Is the information contained in the guide easy to locate? 3. Is the information contained in the guide easy to understand? 4. Are the graphics in the guide easy to understand and helpful? 5. Do you like the format of the guide? 6. Is the level of detail in the guide sufficient? ______yes ______yes ______yes ______yes ______yes ______no ______no ______no ______no ______no ______no
7. Do you feel the design guide is lacking in any way? If so, in what areas? ______________________________________________________________________________ ______________________________________________________________________________ ______________________________________________________________________________ 8. What changes would you like to see? ______________________________________________________________________________ ______________________________________________________________________________ ______________________________________________________________________________ 9. Other comments: ______________________________________________________________________________ ______________________________________________________________________________ ______________________________________________________________________________
Shelby Montgomery, Veterans Benefits Administration (242B) 810 Vermont Avenue, NW Washington, D.C. 20420
Page 5-39