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Draft

September 1999

VA D E S I G N G U I D E

Department of Veterans Affairs

Office of Facilities Management Facilities Quality Service

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

Kurt D. Knight VHA Facilities Management (18) Director of Facilities Quality

VBA Design Guide

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.
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Acknowledgements
Credit is due the following individuals whose guidance, advice, and effort made this publication possible.

Veterans Benefits Administration Facilities Management


Frank Bereitshaft Building Mgmt Specialist VARO St Louis, MO Chief, Administrative Service VARO Montgomery, AL Chief, Support Services Division VARO Boise, ID Office of Resource Management VA Central Office Management Analyst (retired) VARO Oakland, CA Chief, Office of Resource Management Management Analyst VAM&ROC Wichita, KS Director of Space Management and Emergency Preparedness Eastern Area Director's Office Chief, IRM/Sector 2 Division VARO Houston, TX Loan Guaranty Officer VAM&ROC Wichita, KS James D. Holtschulte Facilities Quality Service Associate Chief, Strategic Management Officer Associate Chief, Service Delivery Office Chief Facilities Management Officer

Robert L. Neary, Jr Michael Bias

Lloyd H. Siegel, FAIA

H.G. Carmichael

C. V. Yarbrough

Lance Feiner

Private Sector Consultants


Christopher Bockstael DuBose Associates, Inc. DuBose Associates, Inc.

Mark Francis

Robert W. Gardner

Stevanie Demko, IIDA

Tom Goodson

Craig C. Saunders, AIA DuBose Associates, Inc. Thomas A. Wunder, PE Van Zelm Heywood and Shadford, Inc.

Leo A. Phelan, AIA

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

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Table of Contents
Section 1 - General Information
Page

Chapter 1 Chapter 2 Chapter 3 Chapter 4

VBA Organization and General Information................................1-1 Building Requirements...................................................................1-8 Space Programming and Acquisition...........................................1-12 Construction and Lease Schedules .............................................1-17

Section 2 - Programming and Design Criteria


Page

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

Section 3 - Workstation Typicals


Guide Plate

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
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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

Section 4 - Technical Requirements


Page

Chapter 17 Chapter 18 Chapter 19 Chapter 20

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

Appendix 1 Appendix 2 Appendix 3 Appendix 4 Appendix 5 Appendix 6 Appendix 7 Appendix 8

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

VBA Design Guide

VBA Organization and Description

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.

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VBA Organization and Description

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.

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VBA Design Guide

Organization Chart Department of Veterans Affairs

INSPECTOR GENERAL

GENERAL COUNSEL

CHAIRMAN, BOARD OF CONTRACT APPEALS SECRETARY DEPUTY SECRETARY DIRECTOR, OFFICE OF SMALL AND DISADVANTAGED BUSINESS UTILIZATION

CHAIRMAN, BOARD OF VETERANS' APPEALS

SPECIAL ASSISTANT TO THE SECRETARY FOR VETERANS SERVICE ORGANIZATIONS LIAISON

CENTER FOR MINORITY VETERANS

CENTER FOR WOMEN VETERANS

UNDER SECRETARY FOR HEALTH, VETERANS HEALTH ADMINISTRATION 173 MEDICAL CENTERS

UNDER SECRETARY FOR BENEFITS, VETERAN BENEFITS ADMINISTRATION 58 REGIONAL OFFICES

DIRECTOR, NATIONAL CEMETERY SYSTEM 114 NATIONAL CEMETERIES

ASSISTANT SECRETARY FOR MANAGEMENT

ASSISTANT SECRETARY FOR POLICY AND PLANNING

ASSISTANT SECRETARY FOR HUMAN RESOURCES AND ADMINISTRATION

ASSISTANT SECRETARY FOR PUBLIC AND INTERGOVERNMENTAL AFFAIRS

ASSISTANT SECRETARY FOR CONGRESSIONAL AFFAIRS

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Organization Chart Veterans Benefits Administration

UNDER SECRETARY FOR BENEFITS

OFFICE OF EMPLOYEE DEVELOPMENT & TRAINING

CHIEF OF INFORMATION MANAGEMENT

DEPUTY UNDER SECRETARY FOR BENEFITS

OFFICE OF HUMAN RESOURCES

OFFICE OF EXECUTIVE MANAGEMENT & COMMUNICATIONS

OFFICE OF RESOURCE MANAGEMENT

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

COMPENSATION & PENSION SERVICE

EDUCATION SERVICE

LOAN GUARANTY SERVICE

VOCATIONAL REHABILITATION & COUNSELING SERVICE

INSURANCE SERVICE

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VBA Design Guide

Organization Chart Veterans Benefits Administration Regional Office

DIRECTOR

ASSISTANT DIRECTOR

HUMAN RESOURCE MANAGEMENT

MANAGEMENT ANALYST

LOAN GUARANTY DIVISION

ADJUDICATION DIVISION

INFORMATION RESOURCE MANAGEMENT DIVISION

VOCATIONAL REHAB. & COUNSELING DIVISION

EDUCATION DIVISION

SUPPORT SERVICES DIVISION

VETERANS SERVICES DIVISION

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VBA Mission Statement

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 Strategic Vision


The core values of the Veterans Benefits Administration lie in providing quality and compassionate service. As Omar Bradley said, "We are dealing with veterans, not procedures; with their problems, not ours." As we enter the 21st Century, VBA will meet new challenges and live up to its values using creativity, communication, and teamwork. By the year 2000, the Veterans Benefits Administration will be the most efficient and effective service delivery organization in the Federal Government. Benefits and services will reflect the changing needs of veterans and beneficiaries, while new programs will be developed to meet the critical needs of the nation. Business practices will be reengineered to capitalize on managerial and technical innovations. Information will be readily available with simplified and varied access for both veterans and employees.

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.
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VBA Mission Statement


3. Improve service delivery and benefit claims processing. Reengineering will be utilized to create a more cross-functional, horizontally structured organization. Claims processing will be streamlined to eliminate non valueadded activities and reduce rules and regulations. Empowered employees will have increased decision-making authority and be held accountable for process outcomes. These organizational changes, along with the application of new management tools and technology, will allow VBA to improve the timeliness of claims processing and the overall quality of service delivery. 4. Ensure the best value for the taxpayers' dollar. VBA will strive for the efficient and prudent use of government resources while working to achieve the full breadth of its stated goals.

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VBA Design Guide

Building Requirements and Considerations


Vicinity Relationships
The vicinity is the area or neighborhood where the building is located. The vicinity of a VA Regional Office building should minimally be:

Easy to locate Accessible by major thoroughfares Accessible by public transportation Have a relatively low crime rate Present a professional environment

Secondary, the vicinity should have:


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

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Building Requirements and Considerations


Building Orientation
Orientation is how the building is situated on the lot as well as its relationship to the surrounding neighborhood. The orientation of a VA Regional Office building should have:

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

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VBA Design Guide

Building Requirements and Considerations


Preferential building requirements include the following:

Contains all public areas on one floor, optimally, the first

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

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Building Requirements and Considerations


An Executive Directive, issued June 1995, requires all federal facilities to conform to minimum security standards as recommended by the Department of Justice (DOJ). Refer to the DOJ Publication, "Vulnerability Assessment of Federal Facilities," June 1995, for specific requirements and concerns.

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.

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VBA Design Guide

Space Programming and Acquisition

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.

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Space Programming and Acquisition


GSA Assignment
The Federal Property and Administrative Services Act, as amended, (Title 40 U.S.C., Sec 417 et seq.) gives the Administrator of General Services Administration the authority to procure and manage real property and assign it to Federal Agencies. It is through this authority that GSA acquires space for VBA. Effective October, 1996, GSA has given authority to Federal agencies to lease their own space if no government-controlled space is available (See VA Lease.) GSA assigns space to VBA in accordance with Federal Property Management Regulations (FPMR) Part 101-17, Assignment and Utilization of Space. Space is assigned within three major categories: Office, Storage, or Special. Each space classification includes specific standard alterations in accordance with Appendix A of FPMR 101-17. Whereas GSA funds all standard alterations according to each space classification, VBA is responsible for all above-standard alterations. When acquiring space through GSA, the area and regional office should prudently review the space requirements program in relation to the standard alterations provided by GSA to ensure necessary funding is available for all requirements GSA considers above-standard . Space assigned to VBA by GSA can be either leased or government-owned. For a lease procurement, the space program is translated into a Solicitati on for Offers (SFO). GSA uses the SFO to solicit, negotiate, and, ultimately, award a lease. Cooperation of the regional office with GSA throughout the lease procurement process is vital to ensure all of VBA's needs are met. The major steps in a GSA lease procurement from VBA's perspective are: 1. The area and regional office should conscientiously read the entire SFO to ensure it parallels the original space requirements program before VBA approves the document. 2. Once an SFO is issued, advertise d, and offerors respond, GSA will conduct a market survey of buildings offered for lease. A representative from VBA accompanies a GSA realty specialist to each building in order to verify the buildings being considered in the procurement meet VBA's minimum standards as dictated in the SFO.

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VBA Design Guide

Space Programming and Acquisition

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

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Space Programming and Acquisition


Real Property Program Management Staff, obtain a contractor to lease the space, or have GSA procure the space.

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.

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VBA Design Guide

Space Programming and Acquisition

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.

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VBA Conventional Construction Schedule - 59 Months Design Build

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VBA Design Guide

VBA Conventional Construction Schedule - 69 Months Design - Bid - Build

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GSA Leased Space Construction Schedule


Schedule shown reflects GSA estimates. Actual times may vary on a project by project basis.

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VBA Design Guide

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

Considerations when developing layouts for these areas include:


Require direct adjacency or easy accessibility to main entrance First floor space preferred Group together

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

Considerations when developing layouts for these areas include:


Related office areas adjacent to file banks File banks secure from public traffic Loan Guaranty located somewhat near entrance or with direct route to

division for visitors Fitness center and health unit away from public areas but easily accessible Child care center must follow local codes and regulations

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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)

Considerations when developing layouts for these areas include:


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.

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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.
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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.

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VBA Design Guide

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

72 sf for each team 72 sf for Division

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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.

VBA Design Guide

Page 2-10

Administrative Division

Central Reproduction Unit


The Central Reproduction Unit completes large scale copy projects such as photocopy, multilith, mimeograph, etc. Provide a service window or "Dutch-door" in order to control traffic into unit. This unit has no public access or visitor traffic. Increased floor loading may be required to support equipment. Adequate ventilation and dedicated circuits for reproduction equipment is required. Large flat work surfaces for processing orders are also required.

Page 2-11

VBA Design Guide

Administrative Division

Suggested Workstations

Job Title Division Chief Assistant Division Chief Administrative Trainee Section Chief Technician Secretary/clerical Clerk and Messenger Publications Clerk

Workstation Type E D B C B A General General

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

VBA Design Guide

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.

VBA Design Guide

Page 2-16

Finance Division

Suggested Workstations

Job Title

Workstation Type E D C B A

Option

Design Plate 3-6 3-5 3-3 3-2 3-1

Division Chief Assistant Division Chief Section Chief Technician Secretary/Clerical

1 1 3 1 1

Support Areas
Central Files Forms/Storage Photocopy Area

Page 2-17

VBA Design Guide

Information Resource Management Division

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).

VBA Design Guide

Page 2-18

Information Resource Management Division

Suggested Workstations

Job Title

Workstation Type E D C B A

Option

Design Plate 3-6 3-5 3-3 3-2 3-1

Division Chief Assistant Division Chief Section Chief Technician Secretary/Clerical

1 1 3 1 1

Support Areas
Central Files Forms/Storage Photocopy Area Staging/Repair Area

Page 2-19

VBA Design Guide

Loan Guaranty Division

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.

VBA Design Guide

Page 2-21

Loan Guaranty Division


Suggested Workstations

Job Title

Workstation Type E D C B A

Option

Guide Plate 3-6 3-5 3-3 3-2 3-1

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

VBA Design Guide

Office of the Director

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.

VBA Design Guide

Page 2-23

Office of the Director

Suggested Workstations

Job Title

Workstation Type F E A B B

Option

Guide Plate 3-7 3-6 3-1 3-2 3-2

Director Assistant Director Secretary/Clerical Staff Assistant Management Analyst

1 1 1 1 1

Support Areas

Director's Conference Room Forms/Storage Photocopy Area Shared Printer Area

Page 2-24

VBA Design Guide

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.

Child Care Centers


Child care centers can be provided in federal buildings or at VA-owned facilities provided specific criteria are met. Since there are four types of space VBA can occupy, procedures for that type of space should be followed. A needs assessment must be completed to determine a need for the other criteria are addressed. In Federal space or GSA leased space, refer to Federal Property Management Regulations (FPMR), Temporary Regulation D-76, Chapter 10117.210. In the case of multiple agencies sharing the center, the lead agency coordinates the space request sent to GSA and is responsible for administrative operations of the center. To establish a child care center on VA-owned grounds, refer to VA Manual reference, "Provision of Child Care Services on VA-Owned Property." This document is currently in draft form awaiting concurrence and approval. A copy of the draft may be obtained from Ms. Renee Bruce (13J), VACO, FTS 202-273-5855. For regional offices housed on Enhanced-Use Property, contact Anatolij Kushnir (189), VACO, on FTS 202-565-4307 for guidelines and procedures. Child care centers have strict build-out and security requirements. Refer to the respective regulation or manual reference mentioned above for these requirements.

VBA Design Guide

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

VBA Design Guide

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

VBA Design Guide

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

DIRECTOR'S CONFERENCE ROOM

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

1500 SQ FEET 139.35 SQ METERS

3000 SQ FEET 278.7 SQ METERS

4500 SQ FEET 418.1 SQ METERS

VBA Design Guide

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

VBA Design Guide

Support Services Division

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.

VBA Design Guide

Page 2-31

Support Services Division

Central Reproduction Unit


The Central Reproduction Unit completes large scale copy projects such as photocopy, multilith, mimeograph, etc. Provide a service window or "Dutch-door" in order to control traffic into unit. This unit has no public access or visitor traffic. Increased floor loading may be required to support equipment. Adequate ventilation and dedicated circuits for reproduction equipment is required. Large flat work surfaces for processing orders are also required.

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

VBA Design Guide

Support Services Division


Suggested Workstations

Job Title

Workstation Type E D C General General B A

Option

Design Plate 3-6 3-5 3-3 3-4 3-4 3-2 3-1

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

VBA Design Guide

Page 2-33

Veterans Services Division

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.

VBA Design Guide

Page 2-35

Veterans Services Division

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

VBA Design Guide

Veterans Service Organizations

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.

VBA Design Guide

Page 2-37

Veterans Service Organizations

Suggested Work Stations


Job Title Workstation Type C C A Option Guide Plate 3-3 3-2 3-1

Service Director Service Representative Clerical

1 1 1

Support Areas

Central Files Forms/Storage Photocopy Area Reception/Waiting Area Shared Printer Area

Page 2-38

VBA Design Guide

Vocational Rehabilitation and Counseling Division

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.

VBA Design Guide

Page 2-40

Vocational Rehabilitation and Counseling Division

Suggested Workstations

Job Title

Workstation Type E D A D D B

Option

Guide Plate 3-6 3-5 3-1 3-5 3-5 3-2

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

VBA Design Guide

Office of the Regional Counsel

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.

VBA Design Guide

Page 2-42

Workstation Type A1/A2 Equipment Guide List and Workstation Components

Workstation Type A1 - Equipment


Symbol VV CC Qty 1 1 Description Computer and Printer Receptacle, Electrical, duplex, computer, for each of the above computer equipment items (H-08-1, MCS 16140; H-08-3, CS 866-1) Receptacle, Electrical, duplex, 120 volt, 20 amp (H08-1, MCS 16140; H-08-03, CS 801-3)

CC

AR

Workstation Type A1 - Components


Symbol Work Surfaces WS1 WS2 WS4 WST Storage PD BP FP Accessories P AKS DC Panels A C Qty 2 1 2 1 1 1 1 1 1 1 5 4 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 Transaction Top, 914.4 mm (36")w x 609.6 mm (24")d, laminate Pencil Drawer, 533.4 mm (21")w x 406.4 mm (16")l x 50.8 mm (2")d, painted 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 Paper Flow, mounted on tool rack, 304.8 mm (12")w x 330.2 mm (13")d, painted Articulated Keyboard Shelf, 558.8 mm (22")w x 139.7 mm (5.5")d, painted Desk Chair, seating as noted Panel, 609.6 mm (24")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

VBA Design Guide

Guide Plate 3-1

Workstation Type A1/A2 Equipment Guide List and Workstation Components

Workstation Type A2 - Equipment


Symbol VV CC Qty 1 1 Description Computer and Printer Receptacle, Electrical, duplex, computer, for each of the above computer equipment items (H-08-1, MCS 16140; H-08-3, CS 866-1) Receptacle, Electrical, duplex, 120 volt, 20 amp (H08-1, MCS 16140; H-08-03, CS 801-3)

CC

AR

Workstation Type A2 - Components


Symbol Work Surfaces WS1 WS3 WS4 WST Storage PD BP FP Accessories P AKS DC Panels A B C Qty 2 1 2 1 1 1 1 1 1 1 4 1 4 Description 90 Corner Unit, 1066.8 mm (42"), laminate Straight Surface, 914.4 mm (36")w x 609.6 mm (24")d, laminate Straight Surface, 1219.2 mm (48")w x 609.6 mm (24")d, laminate Transaction Top, 914.4 mm (36")w x 609.6 mm (24")d, laminate Pencil Drawer, 533.4 mm (21")w x 406.4 mm (16")l x 50.8 mm (2")d, painted 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 Paper Flow, mounted on tool rack, 304.8 mm (12")w x 330.2 mm (13")d, painted Articulated Keyboard Shelf, 558.8 mm (22")w x 139.7 mm (5.5")d, painted Desk Chair, seating as noted Panel, 609.6 mm (24")w x 1066.8 mm (42") tall, tackable and acoustical fabric wrapped 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 3-1

VBA Design Guide

Workstation Type B1/B2/B3 Equipment Guide List and Workstation Components

Workstation Type B1 - Equipment


Symbol VV VV CC Qty AR AR AR Description Panel-Mounted Coat Rack or hook in station or general area. Computer and Printer Receptacle, Electrical, duplex, computer, for each of the above computer equipment items (H-08-1, MCS 16140; H-08-3, CS 866-1) Receptacle, Electrical, duplex, 120 volt, 20 amp (H08-1, MCS 16140; H-08-03, CS 801-3)

CC

AR

Workstation Type B1 - Components


Symbol Work Surfaces WS1 WS2 WS3 Storage B1 B3 BP FP PD 2L Accessories AKS DC P TL Panels A C Qty 2 1 2 1 2 1 1 1 1 1 1 2 2 5 4 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 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 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 2 Drawer Lateral File, 1066.8 (42")w 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 Task Light, mounted below Overhead Bins Panel, 609.6 mm (24")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

VBA Design Guide

Guide Plate 3-2

Workstation Type B1/B2/B3 Equipment Guide List and Workstation Components

Workstation Type B2 - Equipment


Symbol VV VV CC Qty AR AR AR Description Panel-Mounted Coat Rack or hook in station or general area Computer and Printer Receptacle, Electrical, duplex, computer, for each of the above computer equipment items (H-08-1, MCS 16140; H-08-3, CS 866-1) Receptacle, Electrical, duplex, 120 volt, 20 amp (H08-1, MCS 16140; H-08-03, CS 801-3)

CC

AR

Workstation Type B2 - Components


Symbol Work Surfaces WS1 WS2 WS3 Storage B1 B3 BP FP PD 4L Accessories AKS DC TL Panels A C Qty 2 1 1 1 2 1 1 1 1 1 1 2 5 4 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 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 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 Articulated Keyboard Shelf, 558.8 mm (22")w x 139.7 mm (5.5")d, painted Desk Chair, seating as noted Task Light, mounted below Overhead Bins Panel, 609.6 mm (24")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 3-2

VBA Design Guide

Workstation Type B1/B2/B3 Equipment Guide List and Workstation Components

Workstation Type B3 - Equipment


Symbol VV VV CC Qty AR AR AR Description Panel-Mounted Coat Rack or hook in station or general area. Computer and Printer Receptacle, Electrical, duplex, computer, for each of the above computer equipment items (H-08-1, MCS 16140; H-08-3, CS 866-1) Receptacle, Electrical, duplex, 120 volt, 20 amp (H08-1, MCS 16140; H-08-03, CS 801-3)

CC

AR

Workstation Type B3 - Components


Symbol Work Surfaces WS1 WS2 WS3 Storage B1 B3 BP PD 2L/4L Accessories AKS DC P SC TL Panels A C Qty 2 2 1 1 2 1 1 1 1 1 2 1 2 5 4 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 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 Pedestal, Freestanding, 355.6 mm (14")w x 508 mm (20")d x 660.4 mm (26")h, painted, box-box file Pencil Drawer, 533.4 mm (21")w x 406.4 mm (16")l x 50.8 mm (2")d, painted 2 or 4 Drawer Lateral File, 1066.8 (42")w (Delete WS3 if 4L is used.) 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 Bins Panel, 609.6 mm (24")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

VBA Design Guide

Guide Plate 3-2

Workstation Type C1/C2/C3 Equipment Guide List and Workstation Components


Workstation Type C1 - Equipment
Symbol VV VV CC Qty AR AR AR Description Panel-Mounted Coat Rack or hook in station or general area. Computer and Printer Receptacle, Electrical, duplex, computer, for each of the above computer equipment items (H-08-1, MCS 16140; H-08-3, CS 866-1) Receptacle, Electrical, duplex, 120 volt, 20 amp (H08-1, MCS 16140; H-08-03, CS 801-3)

CC

AR

Workstation Type C1 - Components


Symbol Work Surfaces WS1 WS2 WS4 WSP Storage B1 B3 BP FP PD Accessories AKS DC P SC TL A A1 (opt) B C Qty 1 1 1 1 1 1 1 1 1 1 1 2 2 1 6 1 2 4 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 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 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

Panels

VBA Design Guide

Guide Plate 3-3

Workstation Type C1/C2/C3 Equipment Guide List and Workstation Components


Workstation Type C2 - Equipment
Symbol VV VV CC Qty AR AR AR Description Panel-Mounted Coat Rack or hook in station or general area. Computer and Printer Receptacle, Electrical, duplex, computer, for each of the above computer equipment items (H-08-1, MCS 16140; H-08-3, CS 866-1) Receptacle, Electrical, duplex, 120 volt, 20 amp (H08-1, MCS 16140; H-08-03, CS 801-3)

CC

AR

Workstation Type C2 - Components


Symbol Work Surfaces WS1 WS2 WS4 WSP Storage B1 B3 BC2 BP FP PD 4L AKS DC P SC TL A A1 (opt) B C Qty 1 1 1 1 1 1 1 1 1 1 1 1 1 2 1 1 6 1 2 4 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, 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
VBA Design Guide

Accessories

Panels

Guide Plate 3-3

Workstation Type C1/C2/C3 Equipment Guide List and Workstation Components


Workstation Type C3 - Equipment
Symbol VV VV CC Qty AR AR AR Description Panel-Mounted Coat Rack or hook in station or general area. Computer and Printer Receptacle, Electrical, duplex, computer, for each of the above computer equipment items (H-08-1, MCS 16140; H-08-3, CS 866-1) Receptacle, Electrical, duplex, 120 volt, 20 amp (H08-1, MCS 16140; H-08-03, CS 801-3)

CC

AR

Workstation Type C3 - Components


Work Surfaces Symbol WS1 WS2 WS4 WSP Storage B1 B3 BC1 BC2 BP FP PD 4L AKS DC P SC TL A A1 (opt) B C
VBA Design Guide

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

General Workstation Equipment Guide List and Workstation Components

General Workstation - Equipment


Symbol VV CC Qty AR AR Description Computer and Printer Receptacle, Electrical, duplex, computer, for each of the above computer equipment items (H-08-1, MCS 16140; H-08-3, CS 866-1) Receptacle, Electrical, duplex, 120 volt, 20 amp (H08-1, MCS 16140; H-08-03, CS 801-3)

CC

AR

General Workstation - Components


Symbol Work Surfaces WS2 WS1 Storage BP PD Qty 3 1 1 1 Description Straight Surface, 609.6 mm (24")w x 609.6 mm (24")d, laminate 90 Corner Unit, 1066.8 mm (42"), laminate Pedestal, Freestanding, 355.6 mm (14")w x 508 mm (20")d x 660.4 mm (26")h, painted, box-box file Pencil Drawer, 533.4 mm (21")w x 406.4 mm (16")l x 50.8 mm (2")d, painted Articulated Keyboard Shelf, 558.8 mm (22")w x 139.7 mm (5.5")d, painted Desk Chair Paper Flow, mounted on tool rack, 304.8 mm (12")w x 330.2 mm (13")d, painted Panel, 609.6 mm (24")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

Accessories

AKS DC P

1 1 1

Panels

A C

3
2

VBA Design Guide

Guide Plate 3-4

Office Type D Equipment Guide List and Workstation Components

Office Type D - Equipment


Symbol VV VV CC Qty AR AR AR Description Wall-Mounted Coat Rack or hook behind door Computer and Printer Receptacle, Electrical, duplex, computer, for each of the above computer equipment items (H-08-1, MCS 16140; H-08-3, CS 866-1) Receptacle, Electrical, duplex, 120 volt, 20 amp (H08-1, MCS 16140; H-08-03, CS 801-3)

CC

AR

Office Type D - Workstation Components


Symbol Work Surfaces WS1 WS3 WSP Storage PD BP FP B2 5L BC Accessories AKS DC TL SC T WMT Panels* A B Qty 1 2 1 1 1 1 3 1 1 1 1 3 2 2 1 4 3 Description 90 Corner Unit, 914.4 mm (36"), wood veneer Straight Surface, 1219.2 mm (36")w x 609.6 mm (24")d, laminate, wood veneer Peninsula Desk, 914.4 mm (36")w x 1828.8 mm(72")l, wood veneer Pencil Drawer, 533.4 mm (21") x 4064 mm (16") x 50.8 mm (2"), Wood Pedestal, Freestanding, 355.6 mm (14")w x 508 mm (20")d x 660.4 mm (26")h, wood veneer, box-box file Pedestal, Freestanding, 355.6 mm (14")w x 508 mm (20")d x 660.4 mm(26")h, wood veneer, file-file Overhead Bins, 914.4 mm (36")w x 381 mm x (15")d x393.7 mm (15.5")h, wood veneer 5-Drawer Lateral File, 1066.8 (42")w, wood veneer Bookcase, 914.4 mm (36")w x 304.8 mm (12")d x 1066.8 mm (42")h, wood veneer Articulated Keyboard Shelf, 558.8 mm (22")w x 139.7 mm (5.5")d, painted Desk Chair, seating as noted Task Light, mounted below Overhead Bin Side Chair Tackable Panel, 914.4 mm (36")w x 508 mm (20")h, fabric wrapped Wall Mounting Tracks, painted Panel, 609.6 mm (24")w x 1066.8 mm (42") tall, tackable and acoustical fabric wrapped Panel, 914.4 mm (36")w x 1066.8 mm (42") tall, tackable and acoustical fabric wrapped

*May be used in place of wall mounting tracks

VBA Design Guide

Guide Plate 3-5

Office Type E Equipment Guide List and Workstation Components

Office Type E - Equipment


Symbol VV VV CC Qty AR AR AR Description Wall-Mounted Coat Rack or hook behind door Computer and Printer Receptacle, Electrical, duplex, computer, for each of the above computer equipment items (H-08-1, MCS 16140; H-08-3, CS 866-1) Receptacle, Electrical, duplex, 120 volt, 20 amp (H08-1, MCS 16140; H-08-03, CS 801-3)

CC

AR

Office Type E - Workstation Components


Symbol Work Surfaces WS1 WS3 WSB Storage PD BP FP B2 5L BC Accessories AKS DC SC T TL WMT Panels* B Qty 1 3 1 1 2 2 3 1 1 1 1 2 2 3 1 6 Description 90 Corner Unit, 914.4 mm (36"), wood veneer Straight Surface, 914.4 mm (36")w x 609.6 mm (24")d, wood veneer Conference Desk, 914.4 mm (36")w x 1828.8 mm (72")l, wood veneer Pencil Drawer, 533.4 mm (21") x (4064 mm 16") x 50.8 mm (2"), wood veneer Pedestal, Freestanding, 355.6 mm (14")w x 508 mm (20")d x 660.4 mm (26")h, wood veneer, box-box file Pedestal, Freestanding, 355.6 mm (14")w x 508 mm (20")d x 660.4 mm(26")h, wood veneer, file-file Overhead Bins, 914.4 mm (36")w x 381 mm x (15")d x393.7 mm (15.5")h, wood veneer 5-Drawer Lateral File, 1066.8 (42")w, wood veneer Bookcase, 914.4 mm (36")w x 304.8 mm (12")d x 1066.8 mm (42")h, wood veneer Articulated Keyboard Shelf, 558.8 mm (22")w x 139.7 mm (5.5")d, painted Desk Chair, seating as noted Side Chair Tackable Panel, 914.4 mm (36")w x 508 mm (20")h, fabric wrapped Task Light, mounted below Overhead Bin Wall Mounting Tracks, painted Panel, 914.4 mm (36")w x 1066.8 mm (42") tall, tackable and acoustical fabric wrapped

*May be used in place of wall mounting tracks

VBA Design Guide

Guide Plate 3-6

Office Type F Equipment Guide List and Workstation Components

Office Type F - Equipment


Symbol VV VV VV CC Qty 1 1 1 1 Description Table, Coffee, approx. 1041.4 mm (41")w x 508 mm (20")d x 381 mm (15")h, wood Table, End, wood Wall-Mounted Coat Rack or hook behind door. Note: Omit if closet is provided. Closet with Hanger Bar and Shelf in Office of Secretary to Director if space and design permits (H08-1, MCS 06200.) Computer and Printer Receptacle, Electrical, duplex, computer, for each of the above computer equipment items (H-08-1, MCS 16140; H-08-3, CS 866-1) Receptacle, Electrical, duplex, 120 volt, 20 amp (H08-1, MCS 16140; H-08-03, CS 801-3)

VV CC

1 AR

CC

AR

Office Type F - Workstation Components


Symbol Work Surfaces CD DK DK1 Storage Accessories BC DC LS1 LS2 SC Qty 1 1 1 1 1 1 1 3 Description Credenza w/files, 2438.4 mm (96")w x 609.6 mm (24")d, wood veneer Executive Desk, 1828.8 mm (72")w x 914.4 mm (36")d, wood veneer Executive Return,1066.8 mm (42")w x 609.6 mm (24")d, wood veneer Bookcase, 1066.8 mm (42")w x 914.4 mm (36")h x 355.6 mm (14")d, wood veneer Desk Chair, seating as noted Club Chair, upholstered Sofa, upholstered Side Chair, seating as noted

VBA Design Guide

Guide Plate 3-7

Agent Cashier's Office Equipment Guide List

Agent Cashier's Office - Equipment


Symbol CC Qty AR Description Service Window, Bullet Resistant, one window at wheelchair height (H-08-1, MCS 11022; H-08-4; SD 67 & SD 67A) Intercommunication System for security window (H-08-1, MCS 16760) Chair, Rotary, without arms Chair, Rotary, with arms Cabinet, Filing (Letter Size) 5 drawer, approx. 381 mm (15")W x 635 mm 1524 mm (25")D x 1524 mm (60")H Safe, Office, Combination Lock, 1 or 2 doors, size as required Wall-Mounted Coat Rack or hooks mounted behind door. Alarm, Motion Detector, intrusion (H-08-1, MCS 16727; H08-3, CD-49) Table, Work, 609.6 mm (24") x 914.4 mm (36") Computer and Printer Receptacle, Electrical, duplex, computer, for each of the above computer equipment items (H-08-1, MCS 16140; H08-3, CS 866-1) Receptacle, Electrical, duplex, 120 volt, 20 amp (H-08-1, MCS 16140; H-08-3., CS 801-3 Card Key Access General Workstation (Guide Plate 3-4) Mail Slot

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

VBA Design Guide

Guide Plate 3-8

Central Reproduction Unit Equipment Guide List and Workstation Components

Central Reproduction Unit - Equipment


Symbol Qty

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

VBA Design Guide

Guide Plate 3-9

Employee Lounge/Break Room Equipment Guide List and Workstation Components

Employee Lounge - Equipment


Symbol VV CC VV CC VV VV CC VV Qty AR AR AR AR AR AR AR AR Description Table, approx. 1066.8 mm (42")d x 762 mm (30")h Receptacle, Electrical, duplex, 120 volt, 20 amp (H-08-1, MCS 16140; H-08-3, CS 801-3) Vending Machines, approx. 914.4 mm (36")d x 1219.2 mm(48")w x 1828.8 mm (72")h Storage, supplies Refrigerator 762 mm (30")d x 1219.2 mm (36")w x 1828.2 mm (48")h Microwave 457.2 mm (18")d x 609.6 mm (24")w x 355.6 mm (14")h Sink Chairs, Tables

VBA Design Guide

Guide Plate 3-10

Hearing Room Equipment Guide List and Workstation Components

Hearing Room - Equipment

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

VBA Design Guide

Guide Plate 3-11

Interview Room Equipment Guide List and Workstation Components

Interview Room - Equipment


Symbol VV VV VV VV CC Qty 1 1 AR 1 AR Description Table, Work, 1524 mm (60")w x 762 mm (30")d x 762 mm (30")h Desk Chair, straight, with or without arms Wall-Mounted Coat Rack or hooks behind door. Computer and Printer Receptacle, Electrical, duplex, computer, for each of the above computer equipment items (H-08-1, MCS 16140; H-08-3, CS 866-1) Receptacle, Electrical, duplex, 120 volt, 20 amp (H08-1, MCS 16140; H-08-3, CS 801-3)

CC

AR

Interview Room - Workstation Components


Symbol Work Surfaces WS1 WS2 WS5 Qty 1 1 1 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 w/modesty panel, 1524 mm (60")w x 609.6 mm (24")d, laminate Pencil Drawer, 533.4 mm (21")w x 406.4 mm (16")l x 50.8 mm (2")d, painted 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 Overhead Bin, 609.6 mm (24")w x 381 mm (15")d x 393.7 mm (15.5")h Paper Flow, mounted on tool rack, 304.8 mm (12")w x 330.2 mm (13")d, painted Articulated Keyboard Shelf Task Light, mounted below overhead bin Desk Chair, seating as noted Side Chair Panel, 609.6 mm (24")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 3-12

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

VBA Design Guide

Mailroom Equipment Guide List and Workstation Components

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)

VBA Design Guide

Guide Plate 3-13

Publications Unit Equipment Guide List and Workstation Components

Publications Unit - Equipment


Symbol CC Qty AR Description Shelving, Freestanding, steel, with sloping top and 6 adjustable shelves, 914.4 mm (36")w x 457.2 mm (18")d x 2133.6 mm (84")h (H-08-1, MCS 10671; H-08-04, SD 60E) Chair, Rotary, with arms Chair, Straight, with arms Bookcase, Sectional (each section, 838.2 mm (33")w x 330.2 mm (13")d x 381 mm(15")h with 10" base Cabinet, Filing (Letter Size) 5-drawer, approx. 381 mm (15")w x 635 mm (25")d x 1524 mm (60")h Wall-Mounted Coat Rack or hooks mounted behind doors Computer and Printer Receptacle, Electrical, duplex, computer, for each of the above computer equipment items (H-08-1, MCS 16140; H08-3, CS 866-1) 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

Publications Unit - Workstation Components


Symbol Work Surfaces WS1 WS2 WS4 Storage PD BP FP Accessories P AKS DC Panels A B C Qty 2 1 1 1 1 1 1 1 1 1 1 3 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 609.6 mm x (24")d, laminate Pencil Drawer, 533.4 mm (21")w x 406.4 mm (16")l x 50.8 mm (2")d, painted 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 (14")w x 508 mm (20")d x 660.4 mm (26")h painted, file-file Paper Flow, mounted on Tool Rack, 304.8 mm (12")w x 330.2 mm (13")d, painted Articulated Keyboard Shelf, 558.8 mm (22")w x 139.7 mm (5.5")d, painted Desk Chair, seating as noted Panel, 609.6 mm (24")w x 1066.8 mm (42") tall, tackable and acoustical fabric wrapped 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

VBA Design Guide

Guide Plate 3-14

Testing Room Equipment Guide List and Workstation Components

Testing Room - Equipment


Symbol VV Qty AR Description Carrel, Learning, electronic, with plastic laminate writing surface, overhead utility shelf with reading light on underside, side panels to extend beyond writing surface and to be acoustically treated. Unit to include wiring chase, rear projection screen electronic control panel, audio jacks, and electrical strip mold with 4 receptacles. Unit to have inherent add-on and clustering capabilities, and be wheelchair accommodating. 1219.2 mm (48")w x 914.4 mm (36")d x 1219.2 mm (48")h Table, Office - (optional) Chair, Rotary, with arms Chair, Straight with arms Cabinet, Filing (letter size) 5-drawer, approx. 381 mm (15")w x 635 mm (25")d x 1524 mm (60")h Wall-Mounted Coat Rack or Coat Closet Receptacle, Electrical, duplex, 120 volt, 20 amp (H-08-1, MCS 16140; H08-3, CS 801-3)

VV VV VV VV VV CC

AR AR AR AR 1 AR

VBA Design Guide

Guide Plate 3-15

Training Room Equipment Guide List and Workstation Components

Training Room - Equipment

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.)

VBA Design Guide

Guide Plate 3-16

Technical Requirements Computer Room


General Description VBA computer rooms shall be constructed in accordance with NFPA 75, Electronic Computer/Data Processing Equipment, The BOCA National Building Code and the VA Fire Protection Design Manual. This guideline describes the VBA minimum performance specifications for a typical Regional Office computer room. Building Construction On new construction and when otherwise possible it is highly recommended that the building have lightning protection including service entrance protection and protection for HVAC and other rooftop equipment in addition to a general rooftop protection grid which is properly grounded. Only utilities specifically required for the computer room should pass through the area. Other than sprinkler system piping, no other plumbing should be installed in the computer room ceiling. Location The preferred location for a VBA computer room is on the first floor, interior of the building, away from any exterior windows. The location satisfies several objectives of the VBA: 1. Provides physical security of equipment and media. 2. Avoids increasing floor load requirement for location above the ground floor. 3. Reduces adverse effects of direct sunlight, radiant heating and lightening strikes. 4. Minimizes cable runs to client PCs, printers and terminals in office areas as well as telecommunications lines. 5. Minimizes wiring run from power source. 6. Lowers construction cost: it is cost effective to pour a depressed slab (18 below finished floor) for the computer room to eliminate the wasted space from ramps, entryways and steps. Size The nominal size of a regional office computer room is 1,000-1,200 sq. ft. that can be used for estimating purposes. Square footage requirements must be determined on a case by case basis taking into account equipment footprint, space to configure and test new systems, ramps, doors and aisle ways, UPS, batteries and associated power distribution units (PDU), maintenance access to equipment, ceiling and subfloor and furnishings. Typically smaller computer rooms are in existing buildings with space constraints, have no Sequent equipment, may not contain the UPS and ramps are external in the corridors.
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Technical Requirements Computer Room


Applicable Standards The following standards and codes, as applicable, shall be adhered to by the design team and installation contractors: 1. National Fire Codes : NFPA , latest revision, applicable sections including but not limited to the following: A. National Electrical Code - NFPA 70 B. Electronic Computer / Data Processing Equipment - NFPA 75 C. National Fire Alarm Code - NFPA 72 D. Life Safety Code - NFPA 101 2. The BOCA National Building Codes 3. Federal Information Processing Standard (FIPS PUB 94) - guideline on electrical power for ADP installations. 4. VA Master Construction Specificat ions (must be made project specific and adhere to these guidelines) 5. Americans with Disabilities Act (ADA) or Uniform Federal Accessibility Standards (UFAS) 6. VBA/IRM Directive No. 5.0 0.01, Information Security Program , M 20-4, Part II. 7. VA HVAC Design Guide Partitions Partitions shall be in accordance with NFPA 75 and the above codes. Walls shall be painted or otherwise covered to provide a vapor barrier in order to maintain stable humidity level within the room. Doors The computer room shall have a minimum of two (2) doors, 48 inches wide, on opposite ends of the room that are of the out-swing variety. At least the ramp door must exit directly into a corridor. A third door may be provided to allow direct
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Technical Requirements Computer Room


access from IRM offices if they are directly adjacent to the computer room. Doors and frames shall be in accordance with NFPA requirements with a wire mesh reinforced viewing window on the latch side of the door. Tamper resistant hinge pins shall be used. Hollow metal doors are preferred for security, durability and fire ratings. Panic exit hardware and automatic closures shall be provided on all door interiors. Minimum security for computer rooms requires at least a cipher lock on the entrances of all doors. High security computer rooms require a numeric key pad and associated card access device with electric strike. Refer to Standard No. 6 cited above for details. These security systems along with alarm systems, smoke detection and the like should all be powered from the computer room UPS system. Emergency power off (EPO) push buttons shall be installed and located in accordance with NFPA 75. Raised Access Floor A raised access floor of bolted stringer design shall be installed in all new VBA computer rooms to accommodate power, data and communications cabling, and other utilities and shall be used as a cooling air plenum from downflow computer room air conditioning units installed within the room. The supporting structure and stringers shall be connected to building ground in accordance with the National Electrical Code and the IEEE Emerald Book. Water detection and smoke detection devices are required in the underfloor area. The raised floor shall have an 18 clearance between bottom of the raised floor and the primary or subfloor slab (12 may be considered if building constraints warrant). The raised floor should have minimum performance specifications of: Uniform load: Concentrated load: Ultimate load: Top surface deflection at center: Overturning moment: Axial load: 250 lbs. / sq. ft. 1,000 lbs./sq. ft. 2,000 lbs./sq. ft. 0.080 1,000 inch-pounds 5,000 lbs.

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.)

VBA Design Guide

Page 4-3

Technical Requirements Computer Room


Ultimate impact load 100 lbs.

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

VBA Design Guide

Technical Requirements Computer Room


at the same equipotential ground level. The floors bolted stringer system can be used as the ZSRG in accordance with the IEEE Emerald Book and FIPS Pub 94. Acoustical Ceiling Ceiling height shall be 8 above raised floor. Ceiling will be a suspended, acoustical ceiling. The ceiling will provide a minimum noise reduction coefficient of NRC 55. Ceilings shall have a flame spread of less than 25 and a smoke development ratio of 50 or less (ASTM E-84). Specify ceiling tiles that provide a vapor barrier and are not affected by room relative humidity of 60% or less. Fire Protection Detection, alarm and suppression systems including smoke detection, automatic water mist or wet pipe sprinkler systems and associated electrical power off controls shall be installed in accordance with NFPA code, VA Fire Protection Design Manual and VHA directive 97-021, Phase Out of Halon Fire Extinguishing Agents and Halon Portable Fire Extinguishers(expires 9/30/2000.) Smoke detectors are required both under the raised floor and ceiling mounted below the acoustical ceiling. The detectors should be configured in either a cross - zone or verified detection scheme to reduce the probability of false alarms. Systems must be UL approved or equal. Lighting Lighting level must be provided at 70 foot candles at the work surface height during working hours, measured at 30 above finished floor (AFF.) Install 2 x 4 dual electronic ballast lighting fixtures (3 or 4 bulb F32T8 lamps). This will allow for adequate light for service and operations personnel while providing reduced lighting levels for energy conservation when the room is not occupied. Emergency, battery powered, wall mounted lighting fixtures shall be installed and placed at 15 intervals along the walls and at exits in accordance with NFPA 75. UPS/PDU The uninterruptable power system (UPS) and connected power distribution unit (PDU) are essential equipment in a VBA computer room. The Regional Office
VBA Design Guide Page 4-5

Technical Requirements Computer Room


should plan to utilize their existing UPS and PDU if they are serviceable and adequate for the load. Should new or replacement units be required, the following list of desirable attributes or better should be specified to provide the protection and versatility that VBA computer room systems require: The UPS shall be sized based on the equipment requirements of the Regional Office and future anticipated growth. The attached load should not be less than 30% of the UPS capacity and not more than 70% capacity for the initial sizing. Less than 30% results in significantly decreased efficiency and greater than 70% allows little room for future growth. In general, 50% - 70% load should be the goal on sizing the UPS. Battery systems should be sized to allow for 20 minutes of battery backup or more at full rated output. Input filter Input isolation transformer (may be combined with input filter and step-down transformer). Preferably 480V input / 120/208V output 3 phase delta / wye, 4 wire. 120/208V input & output acceptable dependent on pricing. Full, on-line solid state conversion (rectifier/inverter) IGBT technology preferred. SCR technology is acceptable Static bypass / automatic transfer to bypass on failure, overload or battery end of life. Monitor / alarm panel with power parameters, alarms, alarm history (discharge record and battery monitor desirable) Maintenance Bypass Switch / circuit - Internal (by UPS manufacturer) or external (by electrical contractor or VA/GSA electricians) This feature allows continued operation on utility power when unit is down for service. Minimum 1 year parts and labor on complete system plus battery manufacturers warranty to be provided to VA IRM. Electrical Power Off (EPO) capability to interface with EPO pushbuttons at exit doors and smoke detection system / pre-action sprinkler system (if installed). Include shipping, placement and startup in quote from UPS vendor. Electrical power to UPS by electrical contractor, GSA or VA. Electrical wiring to PDU and from PDU to receptacles by electrical contractor, GSA or VA. The UPS shall have dry contacts available for external alarm and control and specifically have at least one form c contact to signal computer equipment that the UPS is on battery. Server shutdown software and hardware/cable connectivity should be provided.
VBA Design Guide

Page 4-6

Technical Requirements Computer Room


The UPS shall be UL listed and labeled (or equal) for use in a computer room in accordance with the National Electrical Code.

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,

VBA Design Guide

Page 4-7

Technical Requirements Computer Room


adjustable Transfer Switches shall be provided to preclude sending the start signal for power outages of less than 10 seconds. 3. Generator Sizin g Where generators are determined essential, they should be sized based on UPS and generator manufacturers recommendation and to ensure a minimum of 30% additional capacity over design attached load (whichever is greater). This will minimize adverse harmonic feedback from the UPS system and allow for reasonable expansion for future requirements. 4. Branch Circuits to UPS loads Individual branch circuits shall be installed in liquidtight conduit to associated subfloor isolated ground type (IG) receptacles. Preferably these receptacles as well as the Liquidtight whips shall be attached to the access floor pedestals. All isolated circuits feeding ADP equipment shall be installed with oversized neutrals to reduce neutral heating. Neutrals shall have current ratings of at least 1.7 x 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.) Branch circuits shall be sized per NEC and ADP equipment nameplate rating for all UPS loads. Air Conditioning/Humidification For redundancy and serviceability, two identical computer room air conditioning units are required. Temperature shall be adjustable and maintained between a minimum of 68 and a maximum of 75 Fahrenheit dry bulb with no more than 1 degree/hour change allowable. Humidity must be maintained in the range of 40%60% RH. The units shall be positioned at opposite ends of the computer room, preferably diagonally opposite, to ensure even distribution of conditioned air from both units. The units shall have programmable microprocessor controls with local monitoring and alarm indicators/enunciators. Air filters shall be computer room grade high efficiency. Both units shall be operating at all times and sharing the load unless one fails or is undergoing maintenance. These units should be independently supported on factory supplied stands of the same height as the raised floor. To assure continuity of cooling, two separate computer room air conditioning (CRAC) units including dual refrigerant systems and glycol or DX cooling is required in the event of mechanical malfunction in one system. Cooling capacity of each CRAC unit must be adequate to remove all the sensible heat from the computer
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Technical Requirements Computer Room


room. This heat is attributable only to the UPS loads and the heat loss due to the CRAC units and the UPS itself (typically 7%-10 % for modern in-line systems.) Heat load from the CRAC units compressors and fan(s) should be taken into account. Capacity should be allowed to remove 110% of the UPS rated KW load with both compressors operating. The unit should be specified with an internal infrared humidifier to maintain the determined cubic foot room volume between 40- 60% relative humidity. Alternately, if low pressure steam is available or planned, it may be cost effective to use steam humidification. The raised floor will act as the cool air supply plenum and shall provide cooling to equipment and the room using cutouts and vent tiles (a minimum of one vent tile per ton of cooling is recommended or 1 vent/100 sf.) A fresh air supply from the building HVAC system should be provided to the computer room with a fire damper where the ductwork passes through the computer room fire walls. This should keep the room at a positive pressure and provide cooling for lighting and personnel load of the room. Design for 200- 300 CFM building air (minimum.) Reference the VA HVAC Design Guide for additional information on Building HVAC systems. Subfloor water detection system Under each CRAC unit and in a minimum of two additional locations in the computer room, (near piping unions, floor drains, etc., to identify problems install subfloor water detectors. These detectors should alarm to a local annunciated panel that sounds an alarm and indicates which detector is alarming. This panel should be co-located with the fire and smoke alarm panels. Plumbing Provide drainage for A/C leakage and condensate water in the form of floor drains. An automatic flushing system should be installed to keep the drains free and clear and to provide a water seal to prevent odors in the associated trap. Humidifier lines should be valved at each A/C unit. Provide water or steam hookup for use by A/C humidifiers. No plumbing lines, chilled water lines, etc., other than sprinklers will be located above the ceiling or pass through the computer room ceiling.

VBA Design Guide

Page 4-9

Technical Requirements Mechanical/Plumbing/Electrical


HVAC The following represents the highlights of the mechanical system design. Refer to the VA HVAC Design Manual for Regional Office Projects for more detailed information. 1. Public Law 95-619 requires a 20-year life cycle cost analysis to be performed to determine the most cost effective HVAC system for the building. 2. Use of roof mounted penthouse-type air handling units for mild weather conditions, or indoor factory fabricated air handling units are acceptable. In computer room provide two (2) Computer Room Air Conditioning Units (CRAC units) which are 2 stage, _______ ton (dependent on actual or design heat load) including a primary and staged secondary compressor system. One stage on each CRAC unit with both units running should carry the full computer room heat load with about 30% excess capacity per stage. Heat exchange in the CRAC units shall be to either a closed loop cooling system with cooling towers or a chilled water system to remove heat from the CRAC units. These units must have integral humidification either by low pressure steam or a water system depending on utilities present or planned and CRAC unit manufacturer (A/E coordinate in planning stage). 3. No reheat is permitted in the interior zones, except a warm up cycle may be employed where required. 4. Winter humidification is not permitted except in areas where outdoor design temperature is 0 or below. In general office areas of the regional office where design outside air temperature is below 0 degrees Fahrenheit, humidification through fresh air handlers is necessary. 5. Fully ducted return air system is not permitted. Use of ceiling return air plenum is acceptable. 6. Ceiling mounted fan coil units are not permitted. Location of fan coil units under the windows in the perimeter zone is preferred. 7. A separate chilled water system may be employed to meet the building block load when either chilled water is not available from the medical center or when not economical to tie into the medical center system.

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VBA Design Guide

Technical Requirements Mechanical/Plumbing/Electrical


8. A separate hot water boiler may be employed to heat the building, when it is not economical to receive steam from the medical center boiler plant. 9. Electrical and Telephone/Data closets must be ventilated to maintain temperatures below 90 degrees Fahrenheit. Passive ventilation dampers/fire dampers vented to the above ceiling return or exhaust air plenum with suction in the lower door are a minimum requirement. Mechanical cooling is required for the main Telephone Equipment Room - this shall be powered from an automatic transfer switch (ATS) from emergency generators if available. See Power and Electrical for further details. 10. Computer room HVAC shall be by two (2) CRAC units (raised plenum floor mandatory) with underfloor discharge to the plenum air space. Each CRAC unit shall have capacity as described in the HVAC section above. A 12 minimum (18 preferred) raised floor shall provide a plenum air space for cooling of the computer room. A minimum of one perforated vent tile is required per ton of air conditioning capacity (2x first stage compressor rating) to ensure adequate air flow of approx. 500 CFM / ton of cooling. CRAC units shall be balanced to provide design air flow and adequate humidification and shall release accumulated heat to a closed loop cooling system (cooling towers, drycoolers or chiller system may be utilized). This closed loop cooling system shall have builtin redundancy (pumps/fans) and shall be backed up via an ATS switch to backup emergency power if available. The two CRAC units shall be placed as near as possible to opposite ends of the computer room and will have adequate clearance for maintenance and door swing as a minimum. Placing the units on opposite sides of the computer room allows for an even pressure distribution and airflow and allows maximum space in the rest of the room for ADP equipment. Consult Hines VABDC Engineering for specifications and manufacturer information. CRAC units shall be powered from emergency power via an ATS switch if available. Plumbing and Fire Sprinkler Provide complete plumbing and fire sprinkler systems to comply with applicable codes and the current editions of VA Plumbing Design Manual, VA Fire Protection Design Manual, VA Plumbing Master Specifications, and VA Construction Standards for VA Regional Offices.

VBA Design Guide

Page 4-11

Technical Requirements Mechanical/Plumbing/Electrical


Electrical Electrical systems shall be designed to comply with the current editions of the NEC and NFPA. Contact VA if state and local codes are more stringent. Provide noncoded general evacuation fire alarm system in 1/2" conduit complying with the National Building Code and NFPA 72 and 100. All wiring should be insulated copper conductors, installed in metal raceways except as modified in this manual. Raised access floors, cellular floors or underfloor ducts should be considered for office areas. Wiring for a security system shall be incorporated into the electrical and cable plant designs in accordance with code and VA specifications. Standard, house power shall be provided to all areas of the building per standard architectural/engineering practice and National Code with the additional VBA requirements listed in this document. Additional power requirements are necessary for non-linear switch mode power supplies found in ADP equipment such as PCs printers, monitors, servers, et ceteras. Non-linear ADP loads are best powered using Isolated power. Isolated power consists of a PDU or power panel fed from a K-13 or higher isolation transformer. This transformer should be a step down (480 - 208/120VAC) transformer to minimize feeder size to the local distribution panel and can be located in the electrical closet or PDU where branch circuits originate. The associated PDU/distribution panel will feed orange Isolated ground receptacles for computer loads in general office areas outside the computer room. This includes printers and scanners not on UPS power. The power panel shall have a full capacity isolated neutral bus and isolated ground bus. All isolated circuits feeding ADP equipment shall be installed with oversized neutrals to reduce neutral heating. Neutrals shall have current ratings of at least 1.7 X 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.

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VBA Design Guide

Technical Requirements Mechanical/Plumbing/Electrical


Power Distribution One duplex, Isolated ground (IG), receptacle shall be provided from computer grade isolated power at each workstation. Each workstation shall also have two duplex house power (non-conditioned) receptacles for desk lamps, fans, pencil sharpeners, etc. IG receptacles shall also be provided for printers, modems, and other identified ADP equipment. Where raised access floors are utilized in general office areas, modular power and data/voice distribution systems are recommended. Note that system furniture supplied power strips including data and telephone connections must be coordinated with the types of power/telephone and data connections provided in the office area. When planning for installation be aware that a variety of devices (hardwired and other) are available and not from all manufacturers furniture. These devices are not necessarily compatible with floor or wall mounted power/telephone and data outlets. We highly recommend that telephone, data and power for workstations be connected at the floor or wall receptacle module and not at desktop level; connections at desktop level increase the number of wiring connections, negate the purpose of the modular or building wire, data and telephone cable system and reduce the ease at which system furniture can be moved when this becomes necessary. In low density areas place 2 workstations on each 20 amp isolated, computer grade circuit using one (1) IG, duplex receptacle and associated wiring for each workstation. In higher density areas such as training rooms and telephone pool areas a maximum of 3 workstations may be placed on a 20A circuit. Laser printers (e.g. HP III, HP IV, etc.) draw about 10A ea. and should have dedicated 20 amp, IG circuits. Emergency Power In providing emergency power, the following items need to be considered: 1. Life safety lighting and computer room lighting. 2. All automatic temperature control systems, including pneumatic compressors, air dryers, local and central engineering controls (CEC). air

3. Ventilation equipment for Emergency Generator Rooms and Elevator Machine Rooms.
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Technical Requirements Mechanical/Plumbing/Electrical


4. Telephone Equipment Rooms and Telephone/Data Closets. 5. Steam condensate return pumps. 6. Computer room and main telephone switch room A/C systems including associated chilled water/glycol systems, cooling towers/dry coolers, pumps, etc. 7. Electric tape for heat tracing of exposed chilled water piping and condenser water piping requiring freeze protection. 8. Security systems, fire, smoke, and water detection systems and critical building control equipment. 9. UPS backup power. Lighting Lighting shall be designed and installed in accordance with latest Illuminating Engineering Society (IES) requirements. Lights should be 2 ft x 4 ft troffers, 18 cell with 1 (1) lamp ballast and 1 (2) lamp ballast. Two-level switching can be utilized for energy savings and space light level flexibility. Provide emergency lighting as required by Life Safety Code. Area Description Telephone Equipment Room Telephone Console Room Computer Room Work areas Mechanical and Electrical Equipment Rooms All other areas Lighting Levels (ft candles) 50 30 70 50 30 20

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Technical Requirements Telephone/Data Spaces & Cable Pathways


General Requirements This section identifies the design specifications for Telephone/Data spaces & cable pathways serving VBA facilities. If unclear about these specifications, the station should request technical assistance from VBAs Telecommunications Staff (20S4) regarding telephone specifications or Hines VA Benefits Delivery Center Engineering Staff (282/32) regarding data specifications. 1. The following standards, as updated, are the applicable specifications required for the installation of the computer & telephone equipment rooms, telephone/data (T/D) closets and cable pathways: ANSI/EIA/TIA569-A Commercial Building Standard for Telecommunications Pathways and Spaces ANSI/TIA/EIA-606 Administration Standard for the Telecommunications Infrastructure of Commercial Buildings ANSI/EIA/TIA-607 Commercial Building Grounding/Bonding Requirements NFPA NEC BICSI BOCA National Building Code These standards should be applied in addition to the requirements of equipment vendors, system and service suppliers, and state and local governments. 2. The following design criteria are, primarily for "NEW CONSTRUCTION." The criteria, however, serve as a general guide for existing facilities as well. Each station is encouraged to utilize existing space and cable pathways to the maximum extent possible. 3. The Contractor is responsible for providing adequate equipment and cable termination space and unobstructed cable pathways. The Contractor shall provide detailed drawings of cable pathways and spaces in accordance with ANSI/EIA/TIA-606 and shall label spaces and pathways accordingly with VARO approval. These drawings are key to the subsequent installation of the telephone/data Cabling Distribution System. 4. The telephone/data pathways and spaces provided must comply with all requirements of the above codes and standards.

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Technical Requirements Telephone/Data Spaces & Cable Pathways


5. The Contractor shall install empty raceways for the telephone/data system including cable trays, conduits, outlet boxes, and other items as described herein. 6. Installation of the empty raceway system shall be completed and access to the telephone equipment and computer rooms shall be provided at least sixteen (16) weeks prior to the delivery of the telephone equipment. 7. All conduit runs shall contain no more than two 90-degree bends between pull points (outlet or pull boxes or telephone/data closets). No section of conduit shall be longer than 100 feet between pull points. 8. Minimum radius of conduit bends shall be as follows: Conduit Size (in Inches) 1 1 1/4 1 2 2 3 3 4 Conduit Bend Radius (in Inches) 8 11 14 16 21 25 31 36 40

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

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Technical Requirements Telephone/Data Spaces & Cable Pathways


finished walls - color to match wall color. Conduit shall be used for unfinished storage areas, equipment spaces and the like. 12. Four-inch conduits/ducts within buildings shall be provided with a pull box after 90 degree bends with the exception of termination points. 13. Four-inch conduits/ducts outside buildings shall not exceed 400 feet between maintenance holes or handholes. 14. Pull boxes shall be sized as required by the NEC. 15. Conduit is not required for all workstation wall outlets, however, for ease of cable installation, conduit shall be installed if a cable cannot be fished vertically to the outlet box from the interstitial ceiling space. Contractor shall determine this from furniture/outlet drawings. If conduit is not installed, rough edges on drilled access holes on horizontal and vertical joists shall be deburred and grommeted for cable protection. Contractor shall drill access holes for cable in any event minimum grommeted. 16. Outlet boxes shall be installed at each wall outlet location with a minimum of a pull string to the interstitial ceiling space for cable installation. 17. Coordinate all core drilling with the Telephone/Data Cabling Contractor. 18. To avoid electromagnetic interference (EMI), all pathways without conduit between telephone/data cabling and sources of electromagnetic interference, should provide clearances of at least: 4 feet from motors or transformers, 1 foot from electrical power distribution, 5 inches from fluorescent lighting, Pathways should cross perpendicular to fluorescent lighting and electrical power cables or conduits whenever practical. Note: If these clearances cannot be maintained, conduit or enclosed wireways / cable trays with hinged access shall be provided in affected areas. 19. Provide the Telecommunications Grounding and Bonding infrastructure in accordance with ANSI/TIA/EIA-607 requirements and safety ground in accordance with the NEC.

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Technical Requirements Telephone/Data Spaces & Cable Pathways


Entrance Conduits Install a minimum of two, 4-inch conduits from the telephone company maintenance hole to the Telephone Equipment Room. One of the conduits should be a spare. Verify quantity with Telephone Company and Telephone Switch installation Contractor (typically the Cabling Contractor). Coordinate all conduit entrance locations with the VBA 20S4 Telecommunications Staff in Central Office. Vertical Risers For Backbone Cabling Primary vertical risers between T/D closets on adjacent floors shall be sized to meet the requirements of the building. As a minimum, four 4 sleeves should be installed in each riser, one should be a spare. For further guidance on the required number of conduits/sleeves, consult with the Cabling Contractor through the RO IRM Staff or COTR. 1. Conduit/sleeves entering T/D closets shall protrude no less than one (1) inch above the floor or one (1) inch below the ceiling and shall not be installed to prohibit the use of the entire backboard. 2. Conduit/sleeves shall be aligned to allow a straight and clear vertical pull of cable. 3. Conduit/sleeves should be adjacent to a wall on which the cable can be supported and should be installed in a manner that will not interfere with full use of the backboard for termination equipment. 4. All conduit/sleeves located in T/D closets, and all firewall penetrations, shall be sealed with standard UL approved, non-hardening duct seal compound to prevent the entrance or exit of moisture and gasses and to meet the local fire code requirements. 5. Caution shall be taken to avoid drilling through structural beams to install conduit/sleeves. Get approval of Project architect / structural engineer in writing prior to drilling.

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Technical Requirements Telephone/Data Spaces & Cable Pathways


Horizontal Conduits A minimum of four 4-inch conduits shall be installed from the telephone switch room and adjacent computer room to each vertical riser. Pull boxes and four 4-inch conduits in the telephone switch room and in the computer room shall be installed to provide a path for the cable from the overhead conduit to under the access floor. Locations shall be coordinated with the IRM staff of the VARO. See below drawings for basic requirements

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)

4 RISERS TO VARIOUS FLOORS

.
T/D CLOSET

T/D CLOSETS ALIGNED VERTICALLY

. T/D
CLOSET

THIRD FLOOR

.
T/D CLOSET

DETAIL A COMPUTER ROOM


PULL B O X

. T/D
CLOSET

SECOND FLOOR

TELEPHONE EQUIPMENT ROOM

. 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

.=4 - 4 Riser Sleeves

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Technical Requirements Telephone/Data Spaces & Cable Pathways

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

Top 4 - 4 conduits to T/D closet #1

Bottom 4 - 4 conduits to T/D closet #2

3 ea.. - 4 conduit from Computer Room sub floor 4 ea.. - 4 conduits from Telephone Equipment Room

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Technical Requirements Telephone/Data Spaces & Cable Pathways

DETAIL B
8 Conduits from Telephone Equipment Room

Note: Must have unobstructed access to pull box.

To T/D Closet
4 Conduits to Closet #1 4 Conduits to Closet #2

To T/D Closet

Pull Box

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Technical Requirements Telephone/Data Spaces & Cable Pathways

DETAIL C
4 - 4 RISER SLEEVES MINIMUM BETWEEN FLOORS.

FROM DETAIL B BOX


PLYWOOD BACKBOARDS BY GENERAL CONTRACTOR. Note: Install minimum of 1 - 4 conduit between T/D closets on each floor. Note: Termination of conduits should facilitate wire routing to backboards and riser sleaves without interfering with equipment installation. 110 BLOCKS BY CABLE CONTRACTOR

3/4 to elevator phone(s) from nearest T/D closet.

TYPICAL TELEPHONE / DATA CLOSET

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.
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Technical Requirements Telephone/Data Spaces & Cable Pathways


5. For outlets in on-grade concrete floors in open areas not served by a raised access floor or a hollow wall, the Contractor shall provide underfloor cable pathways via conduit, under-floor duct, or a celled floor system imbedded in the concrete with preset inserts. Power poles may be considered and approved only by the Regional Office Director or his designated representative as an alternate and should be considered if funding is limited. 6. Conduit between telephone/data closets on the same floor shall be sized to house the number of conductors required, including future growth. In the absence of guidance on the number of conductors needed, install a minimum of one (1), four inch (4) conduit between closets. 7. Other conduits/sleeves or wire mold: A. Install a minimum of one (1), two (2) inch conduit from the Telephone Equipment (EAPBX) Room to the Telephone Console Room. B. Horizontal cable runs between building cable entrances and Telephone Equipment (EAPBX) Room. C. For wiring and outlet box for wall-mounted pay telephone stations in corridors and lobbies. D. For wiring and outlet box for wall-mounted telephones. E. For wire/cable runs penetrating fire stops, radiation, shear walls and demising partitions. F. For wiring/cabling between radio/PA system equipment cabinets to nearest telephone/data closet. G. For wiring/cabling in tiled or masonry walls such as brick exterior walls, and all locations where simple unobstructed cable installations are not readily possible. Cable Trays Cable trays may be used as a means of running horizontal cable throughout each floor of the office building. If used, cable trays shall be installed above the suspended ceiling, over corridors or walkways in open office areas whenever possible for ease of access. Cable trays shall have a minimum size of 12x4. They shall originate at the riser backboards and equipment racks in the Telephone Equipment Room, T/D closets and in the computer room. For areas provided with raised access floors, cable trays shall be installed under the access floor. If necessary, walls, power poles, conduit or furred out chase columns shall be used to provide a transition path from ceiling to floor.

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Technical Requirements Telephone/Data Spaces & Cable Pathways


1. Minimum unobstructed vertical access clearance above trays shall be 4 inches. Ceiling mounted cable trays shall be accessible from below. 2. Cable tray system shall provide support to station cable to within 30 feet of all telephone/data outlet drops. From tray to vertical drop, cable shall be supported by approved J-hooks, ceiling grid hooks or other approved method in accordance with ANSI/EIA/TIA standards. J-hooks shall be installed by Cabling Contractor when necessary. 3. Vertical distribution of cable shall be within hollow walls, furred out chase columns, utility/furniture poles, conduit, wiremold or other approved means. Telephone/Data - Ducts/Cellular Floors Telephone/data ducts/cellular floors may be provided as an alternate to cable trays. 1. Telephone/data ducts/cellular floors require a minimum cross sectional area of one (1) square inch of underfloor duct area (home run) for every two hundred (200) square feet of usable office floor space served. 2. Telephone/data header ducts shall terminate in the T/D closet, computer room and Telephone Equipment Room at both backboards and racks with a slot or elbow as applicable. 3. Cross run ducts should be installed at a maximum spacing of 10 - 15 feet to allow access to systems furniture without the need to have awkward cable runs on floor. Each office equipped with under floor ducts or cellular floors should have a minimum of one distribution duct. Consideration should be given to approved furniture layout plans. 4. Access or handhole units shall be placed in duct runs to permit changes in direction and provide access for pulling cables. 5. All under floor ducts/cells must be extended to the wall partition in rooms where installed and provide an access opening to wall interiors. Access plate shall be installed on each wall above duct for wire pull access. 6. All underfloor duct systems shall be designed in accordance with Section 4.2 of ANSI/TIA/EIA 569-A.

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Technical Requirements Telephone/Data Spaces & Cable Pathways


Telephone/Data Outlets Telephone/data outlet boxes shall be single gang, vertically mounted electrical boxes. Outlet boxes shall be flush-mounted whenever possible. 1. Telephone/data outlet box faceplates and telephone / data jacks shall be supplied and installed by the Cabling Contractor. The Contractor will provide as built drawing(s) showing location and deviation from standard vertical, flush mount to the Cabling Contractor via the Regional Office Project Team or IRM staff. 2. The mounting heights for telephone/data outlets shall be: DESK OUTLET 1 foot, 6 inches above finished floor PAY STATIONS 4 feet above finished floor. WALL OUTLET 4 feet, 6 inches above finished floor SPECIAL As required(Refer to furniture / outlet plan) 3. Telephone/Data outlets shall not be located within 48 inches of the swing open side of the inward opening doors, nor within 18 inches of light switches, thermostats, or other electrical receptacles. 4. Elevator telephone cables shall be extended to a terminal box located outside the elevator shaft, approximately midway of the maximum up/down travel range of the elevator car. The terminal box must be easily accessible from the internal RO area and connected by inch conduit to the nearest telephone closet. Spaces- General Construction Requirements 1. Telephone/Data Closets There shall be a minimum of one (1) telephone/data closet per floor for areas of up to 10,000 SF of useable floor space. Closets shall be provided in quantities and locations so as to limit cable runs from the closet to the telephone/data outlets to 290 feet. Station runs, for telephones only, may exceed 290 feet, if approved by VBAs Telecommunications Staff (20S4) or Hines BDC Engineering Staff. A. A minimum of two walls should be covered with plywood, preferably void free, 8 feet high, capable of supporting attached equipment. Plywood should either be fire-rated as defined in NFPA -101, Chapter 3, Life Safety Code (NTE 25 Flame Spread) or covered with two coats of fire retardant paint.

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Technical Requirements Telephone/Data Spaces & Cable Pathways


B. Closets shall not have a suspended ceiling. The ceiling will be a minimum of nine (9) feet from the floor. C. Entrance must have a minimum unobstructed area of 48 inches in from the door. D. Cabinets shall not be used in lieu of closets in new construction. T/D closets may be placed adjacent to but shall not be combined with electrical closets in new construction. E. For existing facilities, telephone and electrical equipment closets may be collocated, provided spacing as defined earlier in this document is maintained for the equipment and installation is in accordance with the NEC. If possible locate telephone and electrical equipment on opposite walls. F. Lockable, fan ventilated rack cabinets may be used in lieu of T/D closets for data Intermediate Distribution Facilities (IDFs) including hubs if telephone closet space is unavailable in existing facilities. Consult with Hines Engineering if necessary. G. The minimum acceptable closet dimensions are as follows. These dimensions are based on areas served equal to or less than 10,000 sq.ft. Serving Area (sq. ft.) 10,000 8,000 5,000 3,000 Closet Size (ft.) 10 x 11 10 x 9 10 x 7 (Min w/ Telco & data) 8 x 4 (Telco only - no data service)

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:

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Technical Requirements Telephone/Data Spaces & Cable Pathways


Number Of Lines 100-899 900-1599 1600-1999 2000-2399 2400-2799 2800-3199 3200-3999 Room Size 500 sq. ft. 700 sq. ft. 900 sq. ft 1100 sq. ft 1300 sq. ft. 1500 sq. ft 1700 sq. ft.

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.

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Technical Requirements Telephone/Data Spaces & Cable Pathways


B. A restroom and break room, separate from the operations area, should be located adjacent to the operators console room area. C. Minimum space requirements for the operators console room are as follows: Number Of Consoles 1 position (without/toilet and breakroom) 2 positions (without/toilet and breakroom) 3 positions (without/toilet and breakroom) 4 positions (without/toilet and breakroom) 5 position (without/toilet and breakroom) Space Required 100 sq. ft. 150 sq. ft. 200 sq. ft. 250 sq. ft. 300 sq. ft.

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.

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Technical Requirements Telephone/Data Spaces & Cable Pathways


2) Lighting fixtures should not be powered from the same electrical distribution panel as the telephone/data equipment or service receptacles. 2. Telephone Equipment Room (Power and Lighting) A. Emergency Power Provide an electrical panel in the telephone equipment room with a full capacity isolated neutral bus and isolated ground (IG) bus connected to the emergency power supply. The panel shall provide 208/120 VAC, three (3) phase, four (4) wire circuits. The current rating of the panel and number and size of the circuit breakers, circuits and receptacles, etc. will be determined by the requirements of the switching equipment. Receptacles, circuits and panels shall be of the isolated ground (IG) type. B. 120 VAC Service Receptacles Install a minimum of one 120 VAC duplex receptacle on each wall surface and every 8 feet minimum to be used for service and test equipment, etc. C. Grounding Provide access to the telecommunications grounding system as specified by ANSI/TIA/EIA-607, connected by #6 AWG copper wire to the building grounding electrode. D. Overhead Lighting Provide sufficient overhead lighting, located to avoid undesirable shadows, to give an average of 30 to 50 foot candles of illumination at desk elevation. An on/off switch shall be mounted on the wall adjacent to the door. Lighting fixtures shall be connected to the emergency power system, if emergency power is present and shall not be attached to the above power panel. If fluorescent lighting fixtures are provided, they must be either louvered or lens type. 3. Telephone Console Room (Power and Lighting) A. Emergency Po wer All receptacles for consoles and related ADP equipment, and room lighting shall be connected to an emergency power circuit if emergency power is present. Receptacles, circuits and panels shall be of the isolated ground (IG) type. B. 120 VAC Service Re ceptacles Install a minimum of one 120 VAC duplex receptacle every 8 feet with at least one conveniently located in each wall to be used for service and test equipment, etc.

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Technical Requirements Telephone/Data Spaces & Cable Pathways


C. Overhead Lighting Install sufficient overhead lighting fixtures to provide 50 foot candles of illumination at the consoles without glare or shadows. Environmental Conditions 1. Telephone Equipment Room A. Minimum Cooling Requirements: Number Of Lines 100-899 900-1599 1600-1999 2000-2399 2400-2799 2800-3199 3200-3999 BTUs 20,000 30,000 40,000 50,000 70,000 90,000 110,000 Room Size 500 sq. ft. 700 sq. ft. 900 sq. ft. 1100 sq. ft. 1300 sq. ft. 1500 sq. ft. 1700 sq. ft.

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,

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louvers and or vent vans must be provided and meet NFPA requirements. Provision must be made to ensure that temperatures in closets do not exceed 90 F during periods when the building is unoccupied and building air is not in use. C. If a standby power source is available in the building, the HVAC system serving the telephone/data closet should be connected to the standby supply. Fire Protection - Telephone Equipment Room 1. Pre-action automatic sprinkler system shall be installed within the Telephone Equipment Room and the Telephone Console Room. 2. If the raised floor is 18 inches or more in height and required by local code, an automatic sprinkler system shall be provided in the underfloor space. 3. Smoke detection shall be provided for both the ceiling and under floor and must be connected to the building fire alarm system and pre-action sprinkler system. 4. Class A, one hour fire resistive construction in accordance with NFPA 101, NFPA 75 and BOCA.

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Technical Requirements T/D Cabling Design Guide


Purpose This Guideline is intended as a template to assist VBA personnel in specifying the requirements of a telephone and data Cabling Distribution System (CDS) appropriate to the needs of a typical Regional Office. This Guideline adheres to the precepts of structured cable design and so calls out related regulations, standards, and specifications. Proper application of this Guideline will result in procurement specifications which lead to the design and installation of a properly structured CDS which is flexible, expandable to allow for future network expansion or changing office configurations, and capable of the bandwidths associated with contemporary telephone and data cable networks. This Guideline will also result in a CDS that is easy to administer. 1. Typical VBA Network Hardware The installed CDS will connect: Distributed PC Workstations, Printers, Servers Distributed Fax, Telephone and Modems, EPABX Local Area Network (LAN) Hubs / Switches / Routers In a LAN conforming to IEEE 802.3 Ethernet 100 Base-T, 100 Base-F, and 100 Base-TX standards. 2. Applicable Regulations, Standards, And Specifications The Contractor shall provide the CDS in accordance with the following regulations, standards, and specifications. A. Federal Communications Commission (FCC) Title 47, Code of Federal Regulations (CFR) Part 68 Docket 88-57 B. Wiring System Performance Standards ANSI/TIA/EIA 568A Commercial Building Telecommunications Wiring Standard ANSI/TIA/EIA 569A Commercial Building Standard for Telecommunications Pathways and Space ANSI/TIA/EIA 606 Administration Standard for the Telecommunications Infrastructure of Commercial Buildings ANSI/TIA/EIA 607 Commercial Building Grounding/Bonding Requirements IEEE - 802.3 - 1990 (ANSI/IEEE Std. 802.3-1990 or ISO 8802.3: 1990 - E -) Carrier Sense, Multiple Access with Collision Detection (CSMA/CD) Access Method and Physical Layer.

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EIA/TIA TSB 67 Transmission Performance Specifications for Field Testing of Unshielded Twisted Pair Cabling Systems C. Specifications Federal Information Standards (FIPS) Publications 174 - Federal Building Wiring Standard FIPS Publications 175 - Federal Building Standard for Telecommunications Pathways and Spaces PN-3012, Fiber Optic Premises Cabling Guide Insulated Cable Engineers Association, Inc. Publication ICEA S-90-6611997 - Technical Requirements for Individually Unshielded Twisted Pair Indoor Cables for use in Communication Wiring Systems D. Safety NFPA (National Fire Protection Agency) National Electrical Code Handbook - (NEC 1996) Underwriter Laboratories: UL 444 Standard for Safety, Communications Cables UL 497 Standard for Safety, Protectors for Communications Circuits UL 497B Standard for Safety, Protectors for Data Communications and Fire Alarm Circuits UL 1459 Standard for Safety, Telephone Equipment UL 1863 Standard for Safety Communication Circuit Accessories The Contractor shall ensure compliance with all applicable local, state, and Federal labor and safety regulations and all guidelines listed above. GENERAL MATERIAL STANDARDS 1. Quality All equipment shall equal or exceed the minimum requirements of NEMA, ASME, ANSI/EIA/TIA and Underwriters Laboratories (UL). All materials provided, and for which a UL standard is established, shall bear the UL label. All material and equipment provided shall be new, clean, and free from defects. 2. Single Manufacturer Any specified item of equipment or material shall be the product of one manufacturer throughout the facility. Multiple manufacturers of any one item is not permitted, unless specifically noted otherwise and approved in writing by the Government.

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Technical Requirements T/D Cabling Design Guide


3. UTP Cables A. Electrical Parameters All Unshielded Twisted Pair (UTP) cable shall be insulated 24 AWG round, solid copper conductors enclosed in a thermoplastic jacket. B. Fire Ratings The insulation and jacketing for cable conductors shall meet the NEC listed fire rated cable insulation requirements in both plenum and non-plenum applications, as required. If the use of plenum rated (CMP) insulation is indicated for the horizontal cable, all four pairs of the Category 5 UTP cable wires shall be FEP insulated. 4. Patch Panel Racks A. Outline Dimensions The Contractor will provide and locate equipment racks in the Computer Room and Telephone/Data closets. The racks shall be of open bay type, 84 inches high, with 19 inch mounting rails, suitable for mounting electronic equipment. The rack locations shall be coordinated with the Contracting Officers Technical Representative (COTR). B. Cable Management & Service Clearance Provision for cable management shall be integral to the rack structure and include horizontal rings, vertical rings, and premise cable routing. The provision shall not block access to the rack mounting holes. A minimum service clearance of 3- 6 front and rear of the front mounting holes shall be provided. C. Reserved Rack Space Rack space shall be reserved for mounting Government furnished network device(s). Space requirements shall be coordinated with the COTR. 5. UTP Patch Panel Certifications & Pin/Pair Assignments UTP cables shall be terminated in RJ45, insulation displacement contact (IDC) punch down patch panels. Pin/pair assignments shall be T568A as specified in ANSI/TIA/EIA 568-A, Figure 10-1. UTP patch panels shall be Category 5. 6. Telephone / Data Cross-Connects And Equipment Cables All data patch cables and equipment cables shall be Category 5 stranded copper 24 gauge, terminated at each end with Category 5 certified RJ-45 connectors. All telephone cross-connect wiring shall be round solid copper, 24gauge. Telephone patch cords and associated connecting equipment are not permissible. Only cross connect hardware used to terminate UTP cables of the IDC type shall be allowed for telephone circuits.

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Technical Requirements T/D Cabling Design Guide


7. Fiber Optic Backbone Cable A. Electrical Parameters The Fiber Optic Backbone cable shall meet Fiber Distributed Data Interface (FDDI) bandwidth requirements and multimode wavelength of 850/1300 Nanometers. The cable shall be 62.5/125 micron core/clad diameter, with a buffer diameter of 900 Microns. It shall conform to the attenuation requirements of ANSI/EIA/TIA-568-A. The cable shall contain a minimum of 12 fiber strands and shall not exceed a distance of 2000 meters (6,560 ft.) in a single run. B. Protection & Termination All fiber optic cable runs shall be installed in Contractor-provided one-inch inner duct. For each 12 strand run, six strands shall be terminated at each end with ST connectors and the remaining six strands shall be terminated at each end in SC connectors. These connectors shall be connected to compatible 12 port fiber breakout boxes or fiber patch panels. VBA IRM staff concurrence is required to verify that the six ST and six SC combination is compatible with the network equipment to be connected. CONTRACTOR RESPONSIBILITIES The Government will provide the Contractor with Facility drawings and a Network Survey that specifies the locations, types, and totals of equipment to be connected by the CDS. The Network Survey may also specify a network excess capacity to be provided for future growth or work station reconfiguration: 20 % is recommended. Using these materials, the Contractor shall be responsible for the design, procurement, installation, and successful testing of a CDS that is compatible with the Network Survey and space & cable pathway constraints (Computer Room and Telephone Equipment Rooms, Telecommunication closets, conduits, wireways, cable trays, floor ducts, and interstitial spaces) reflected in the Facility drawings. In the event the Contractor, Contracting Officer and COTR agree that a given pathway is inadequate, the Government will increase the number or size of the pathway in a mutually agreed upon manner. 1. CoordinationOf CDS Installation Activities All CDS installation activity shall be fully coordinated with the COTR or designate, as well as the General Building Construction Contractor so that coordination of the CDS with its physical interfaces is maintained (e.g.: raised floor, ceiling, HVAC ducts, sprinkler system, furniture installer, electrical, drywall).

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2. Material Submittals Within 10 days from date of Notice-To-Proceed, the Contractor shall provide manufacturers product data. The data may be illustrations, standard schedules, performance charts, instructions, brochures, and diagrams, or other information furnished to illustrate a product, material or intended for some portion of the work. Physical examples may be requested that represent materials, equipment, or workmanship and establish standards by which the work may be judged. 3. Workmanship NEC approved installation practices must be adhered to, in order to prevent personnel injury and damage to equipment. The cable network shall be installed in accordance with ANSI/EIA/TIA standards to prevent mechanical damage and EMI. A. UTP Cable Terminations Six inch excess cable lengths shall be provided at all UTP cable terminations. The amount of untwisting in a pair as a result of termination to connecting hardware shall be no greater than 0.5 inches. B. Fiber Optic Backbone: Terminations & Bend Radius Twenty foot service loops shall be provided at all FO cable terminations. The loops shall include inner-duct and shall be located neatly in interstitial space directly adjacent to the patch panels. Fiber optic manufacturers recommended bend radius shall not be exceeded. C. Temporary Cabling If temporary cable and wire pairs are used, they shall be installed so as to present no pedestrian safety hazard. The Contractor shall be responsible for all work associated with temporary installations and for removal when no longer necessary. 4. CDS Labeling & Documentation The Contractor shall devise a cable labeling and records management system in accordance with ANSI/TIA/EIA 606. The system shall include a numbering scheme for the Government provided cable pathways (trays, conduits, etc.) and shall label all cables at each exposed end with a unique identifier to ease individual cable tracing. Using this system, the Contractor shall establish, maintain, and provide to the Government, a 3.5 inch computer diskette containing a Microsoft Excel formatted data base and provide a hard copy of cable and wire records. The data base shall identify each circuit by Work Station Interface designation, origin and destination, and routing through Government provided pathways.

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A. Cable Records All cable records shall identify each cable as labeled, used cable pairs and bad cable pairs. All cable records must be available at acceptance testing and this master record shall be thereafter maintained in the Telephone Equipment Room. A duplicate set shall be provided to the VARO IRM staff to maintain the data cable records in the Computer Room. The Contractor shall post all future telephone changes (used pair, bad pair, moves, adds, and changes, etc.) in the master record as the change occurs. B. As-Built Drawings The Contractor shall provide as-built floor-plan drawings illustrating all telephone and data drop locations and cable pathways, and drawings illustrating equipment rack configurations. Drawings shall be available on site for each location. These drawings shall be stored in the Telephone/Data closets for that particular floor. 5. Test Records All cables, including connectors shall be tested as per the standards called out in Purpose, paragraph 2. All test measurements shall be entered as part of the cable records. All cable records must be available at acceptance testing and thereafter maintained in the Telephone Equipment Room and Computer Room. 6. CompletionOf Work The Contractor is responsible for completing the installation, testing and acceptance of the entire CDS at least four (4) weeks prior to the scheduled occupancy of the facility. The Contractor shall provide all materials, tools, and test equipment necessary to complete the work. Structured Cabling System - Subsystems This section describes the CDS subsystems found in a typical VBA Regional Office and specifies the minimum requirements imposed on the CDS design and installation. 1. Building Entrance The Local Exchange Carrier will provide the telephone trunk lines to a designated point within the Facility. The Contractor shall provide the cables, connecting hardware, protection devices, and other equipment needed to connect the trunk lines to the telephone system Electronic Private Automated Branch Exchange (EPABX) and to connect the EPABX to the premises cabling Main Distribution Frame.

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Gas Tube Protection is required on all cable pairs that enter the building. If the cable pairs are not protected, the Contractor shall provide the protection. 2. Telephone Equipment Room Main Distribution Frame The Main Distribution Frame (MDF) is located in Telephone Equipment Room. The Telephone Equipment Room is typically located near or adjacent to the Computer Room and contains the Entrance Demarcation cross-connects, the EPABX, the MDF cross-connects, and the Operators Console. The MDF is used as the central distribution point for telephone backbone cables routed to each of the Telephone/Data closets. The MDF is also the point where the EPABX is cross-connected to the CDS risers. 3. Computer Room - Data Distribution Facility The Computer Room is typically located near or adjacent to the Telephone Equipment Room. It is used as the central distribution point for data backbone cables routed to each of the Telephone/Data closets. A portion of the Computer Room may also function as a Telephone/Data closet for horizontal data cables routed to service data outlets in the vicinity of the Computer Room. 4. Backbone - Telephone A Category 3 UTP telephone backbone shall be installed in Government provided conduits and riser sleeves between the Telephone Equipment Room MDF and the Telephone/Data closets. All cables provided shall be listed as being suitable for this purpose and marked accordingly per Article 800 of the NEC. Multi-pair copper conductors shall be formed into units of unshielded twisted pairs. Units shall be assembled into binder groups of 25 pairs following the standard industry color code (ANSI/ICEA S-80-576). The groups shall be assembled to form the core that shall be enclosed with a thermoplastic outer jacket. The outer jacket may contain an underlying metallic shield and one or more layers of dielectric material over the core. 5. Backbone - Data The fiber optic (FO) backbone cable shall be installed, between the Computer Room and the Telephone/Data closets, in 1 innerduct. The pathways are the Government provided conduits and pull boxes in the ceiling plenum space and sleeved holes in the ceiling/floor slabs. Twelve fibers (one twelve strand or two 6 strand cables) shall be provided to each Telephone/Data closet.

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6. Telephone/Data (T/D) Closets T/D Closets provide the facility where backbone cabling and horizontal cabling are cross-connected. There will be at least one T/D closet on each floor. Closets on successive floors will be stacked vertically and connected by sleeved holes through the floor slab. To determine the number and location of Government provided T/D closets and sleeves, reference the materials identified in Contractor Responsibilitiesof this document. 7. Horizontal Cabling - Telephone and Data Horizontal cabling runs between the T/D Closets and the Work Station Interface (WSI) outlets. Category 5 UTP cabling shall be provided for this purpose. There may also be horizontal data cabling runs terminating on a network equipment in the Computer Room, reference the materials identified in Contractor Responsibilities of this document. A. Pathways Horizontal cabling shall be installed in Government provided cable trays suspended in the ceiling or under raised access floors, or be installed in concrete imbedded floor ducts. The Contractor shall not use under carpet flat wiring. B. Maximum Cable Length The cable length from a T/D closet to its furthest WSI outlet shall not exceed 295 feet (including service loops). C. Terminations In the T/D closets, the telephone cables shall be terminated in Category 5 compliant, 110 IDC cross-connect blocks mounted on the Government provided Backboards and the data cables shall be terminated on Category 5-compliant 110 type RJ45 rack mounted, patch panels. Only those data cables identified as active shall be provided with Category 5 compliant, RJ45 patch cables for connection to the Government provided network electronics - typically a hub or switch. D. Color Conventions The outer jacket color of the telephone cable shall be consistent throughout the installation. The outer jacket color of the data cable shall be consistent throughout the installation. The outer jacket color of the telephone cable shall be different from the data cable. E. Special Horizontal Telephone Cabling To provide access to the EPABX for Computer Room modem and telephone circuits, a number of 4 pair UTP Category 5 horizontal cables shall be installed from the MDF to designated telephone outlets in the Computer Room. The number shall be determined by the materials identified in

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Contractor Responsibilities of this document. These cables shall be labeled, terminated, and separated from Backbone cables on the MDF. 8. Work Station For each horizontal cable (data or telephone) to be activated, the Contractor shall provide an appropriate WSI outlet (or modular furniture interface) and Category 5 Equipment cables. TELEPHONE MAIN DISTRIBUTION FRAME (MDF) 1. Contractor Provided Equipment The Contractor shall provide the MDF, all interconnections and cross connects of the EPABX, CO trunks, CDS risers and other cabling to the MDF to meet the requirements of the CDS as determined by the materials identified in Contractor Responsibili ties of this document. The MDF provided shall be stand-alone, self supporting, and free standing. It shall be optimally located for maintenance and equipment access in accordance with ANSI/EIA/TIA-569. The MDF shall be equipped with 110-type IDC modular terminating blocks. 2. Cable Termination & Labeling The Contractor shall terminate all telephone backbone pairs within the Telephone Equipment Room. The Contractor shall label all cable pairs terminating in the Telephone Equipment Room. All telephone jacks and cable pairs shall be labeled in accordance with ANSI/TIA/EIA-606. COMPUTER ROOM DATA DISTRIBUTION FACILITY 1. Contractor Provided Equipment The Contractor shall provide the following equipment in quantities as determined by the materials identified in Contractor Responsibilitiesof this document. A. Backbone Patch Panels Racks The Contractor shall furnish and install rack(s) to house the fiber optic backbone patch panels. The rack(s) may also house a hub or switch and patch panel terminating Horizontal cables serving those Work Stations in the vicinity of the Computer Room. The patch panel rack(s) shall be securely mounted on the raised flooring with anchor bolting attaching the racks to the floor in accordance with manufacturers specifications.

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B. Fiber Optic Patch Panels Each fiber optic backbone shall be terminated in a twelve port or two six port fiber optic patch panels mounted on pre-threaded 19 inch panels. The Contractor shall terminate all strands of the fiber optic backbones using connectors as specified in General Material Standards, paragraph 7B. Connectors shall be mounted in the breakout boxes or on the fiber optic patch panel. C. Cable Labeling All Contractor labeling shall be in accordance with ANSI/TIA/EIA-606. If fiber optic breakout boxes are used, the Contractor shall label each box. The Contractor shall also label the individual connectors on the breakout boxes or patch panels. TELEPHONE/DATA CLOSETS 1. Contractor Provided Equipment The Contractor shall provide the following equipment in quantities as determined by the materials identified in Contractor Responsibilitiesof this document. A. Patch Panel Racks The Contractor shall furnish and install patch panel racks in each of the T/D closets. The patch panel racks shall be securely mounted on the finished floor with anchor bolting attaching the racks to the floor. If two or more racks are needed, they shall be mounted side-by-side. The Contractor shall provide and install protective devices that incorporate a fusible link or circuit breaker device and modular plug-in, solid-state surge limiting device in each rack. Fiber optic patch panels shall be mounted in the uppermost rack positions with horizontal ring runs immediately below. At least 18 inches (approximately 10 single panel positions) shall be reserved in the center of the horizontal patch panel field on each rack for mounting of Governmentowned network electronics. B. Patch Panels 1) Fiber Optic The fiber optic backbone for each T/D closet contains twelve strands. The Contractor shall furnish and install either 12 port, wall mounted breakout boxes or 12 port patch, rack mounted patch panels for each T/D closet. If rack mounted patch panels are provided, they shall have pre-threaded 19 inch panel fronts. All fiber optic connectors shall be as specified in General Material Standards, paragraph 7 B.

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2) Telephone Backbone & Horizontal Cabling Termination The Contractor shall furnish and mount 110 type IDC punch down blocks on plywood Backboards. The Government will provide inch thick plywood Backboards for this purpose. One set of punch down blocks shall be provided to terminate the backbone cables, another set shall be provided to terminate the horizontal cables. 3) Horizontal Cabling - Data Termination The Contractor shall furnish and install rack mounted RJ45, IDC punch down patch panels to terminate each horizontal data cable routed to a specific WSI data outlet. C. Cross-Connects 1) Data Patch Cords The Contractor shall provide a Category 5, RJ-45 patch cord for each data horizontal data circuit to be activated. The cord shall be of sufficient length to allow patching from the rack mounted RJ45 patch panel jack to the assigned input jack on the Government provided, rack mounted network electronics. 2) Telephone Circuits In each T/D closet, only the active pairs in each telephone horizontal cable shall be cross-connected to the telephone backbone. The active pairs are indicated by the materials identified in Contractor Responsibilities of this document. To allow for future growth, the contractor shall provide a telephone backbone capacity of 120% of the active telephone horizontal pairs terminating in each T/D Closet. 2. Labeling The Contractor shall label the following components as per Contractor Responsibilities, paragraph 4 : A. Breakout boxes and/or patch panels, B. Individual connectors on the breakout boxes or patch panels, C. Individual fiber optic Backbone cables, D. RJ-45 jacks on the Horizontal Data patch panels, E. Individual Horizontal Data cables. Work Station Interface (WSI) Requirements 1. Contractor Provided Wall Mounted WSI Equipment Work Stations may be designated for single, dual or triplex telephone or data service. This information is identified on the facility Furniture and Electric floor

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plans called out in Contractor Responsibilities . - the Contractor shall provide the following equipment in quantities as determined by these materials. A. Wall Mounted W SI Wall mounted WSIs shall provide for 1, 2, or 3 Category 5 RJ-45 jacks in flush mounted faceplates as needed. Unless otherwise specified in the Contractor Responsibilities materials, a WSI shall provide one telephone and two data jacks. The color of the telephone jacks shall be consistent across all WSIs. The color of the data jacks shall be consistent across all WSIs and different from the telephone jack color. Where there are no existing outlet boxes installed, and the new installation point is on a hollow wall, the Contractor shall provide and install a flush mounted box with the appropriate jacks and cable. For surface mounted installations, the Contractor shall provide wire mold and outlet box. B. Telephone & Data Jack Faceplate Locations The top jack of wall mounted faceplates shall be designated for telephone, with the next two reserved for data. The jacks at each WSI shall be included in the labeling scheme and clearly labeled. C. Wall Mounted Telephone Faceplate & Jacks A wall mounted faceplate and Category 5-compliant RJ-45 jack shall be installed for Government provided wall telephones. D. Equipment Cables All workstations to be activated shall be provided with equipment cables. Each cable shall be properly terminated at each end and shall be 10 feet in length. 2. Contractor Provided Furniture Mounted WSI Equipment Many Regional Office modular furniture systems incorporate furniture raceways with knockout openings to accommodate communications outlets. When such is the case, the Contractor shall be responsible for providing and installing WSIs compatible with the furniture raceway. Each of these WSIs shall have three jack positions: one shall be wired and labeled for telephone and two wired and labeled for data. When furniture wireways are to be cabled, intermediate transition point outlets at the exit from the wall, or consolidation point outlets for zoned cable designs in open areas, may be utilized to increase flexibility and mobility of modular systems furniture. CDS Contractor shall route Work Station cable through premise cable pathways and into systems furniture wireways. At the transition into the furniture wireway,

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where the cable exits the walls or floor, a faceplate with a round, rubber or plastic grommetted hole, sized to allow cable passage from the wall to the systems furniture, shall be installed. For increased flexibility, an alternative is to provide an outlet at this transition point for subsequent connection of the furniture wiring. 3. Terminations All cables shall be terminated at each WSI location to provide a minimum of one foot of slack for maintenance or re-termination purposes. The Contractor shall terminate horizontal cables on the WSI RJ-45 jacks. GROUNDING AND BONDING The Government has provided telecommunications grounding bus bars at each T/D closet, the Telephone Equipment Room and the Computer Room to facilitate appropriate rack, conduit, and wireway grounding. 1. Safety Standards Grounding and bonding shall meet National Electric Code (NEC) requirements (except where other authorities or codes impose a more stringent requirement or practice). 2. Contractor Provided Equipment All bonding conductors shall be insulated copper with a minimum conductor size of No. 6 AWG. 3. Integrated Telecommunications System Ground The EPABX, MDF, all IDFs, and metallic sheaths shall be connected to an Integrated Telecommunications System ground reference in accordance with ANSI/TIA/EIA 607. 4. Personnel Safety All frames and cabinets shall be grounded in accordance with ANSI/TIA/EIA607. CABLING DISTRIBUTION SYSTEM - INSPECTION The CDS installation shall be subject to inspections by the COTR and/or COTR designated representative. The Contractor may witness these inspections.

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1. Pre-Installation A pre-installation inspection of Contractor provided equipment and materials may be performed where selected items will be verified for compliance with the requirements of the Specification, Drawings, and other referenced standards. 2. In-Progress These visual inspections of equipment condition, wiring, splicing, cabling, mounting and placement of equipment, miscellaneous hardware shall assure compliance with the specified installation criteria and adherence to safety procedures. 3. Final Inspection A final inspection shall be conducted to verify all phases of the Contract have been completed according to the Specifications and that proper installation practices have been followed. 4. Non-Compliant Items The Contractor shall correct any areas of noncompliance of requirements that are revealed by these inspections. Following correction, a re-examination of previous non-compliant items may be conducted at the discretion of the Government. CABLING DISTRIBUTION SYSTEM - TESTING The Contractor shall test the CDS in accordance with the minimum performance requirements criteria specified in ANSI/TIA/EIA 568A and EIA/TIA TSB 67. All circuit terminations shall be verified for color code accuracy. The Contractor shall test all grounds and bonds in accordance with the requirements specified in ANSI/TIA/EIA 607 and shall certify, in writing, to the Government that the grounds and bonds meet the specified requirements. The specific components to be tested are identified here. After testing is completed all circuits shall be restored to their pre-test state (reconnected, re-terminated, etc.) 1. Category 5 UTP Horizontal Cabling Certification testing of data horizontals shall include patch and equipment cables. For those circuits where no patch cable or equipment cable are to be supplied, the Contractor shall provide 5 meter Category 5 equipment cables for the WSI outlet and for the T/D patch panel to facilitate connection to the cable tester. Certification testing of telephone horizontals shall be from the T/D closet punch down block to and including the equipment cable. It is recommended that the
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Contractor perform this test before the cross connects to the telephone backbone are installed: at any rate the telephone horizontals shall not be cross connected to the Category 3 backbone during certification testing. Using an automated cable tester and the criteria specified in ANSI/TIA/EIA 568A and EIA/TIA TSB 67 the following certification tests shall be performed on all horizontal cables: Routing: WSI outlet to T/D punch down position is as per contractor provided documentation Correct 4 pair Wire Map Cable Length is acceptable Attenuation in the specified frequency spectrum is acceptable Near & Far End Crosstalk is at or below maximum allowed. 2. Category 3 UTP Telephone Backbon e Certification testing of telephone backbone circuits shall start with the equipment cable connected to the WSI jack and end on the telephone MDF punch down block. It is therefore required that the Contractor perform these tests after the cross connects to the T/D closet telephone horizontals are installed Using an automated cable tester and the criteria specified in ANSI/TIA/EIA 568A the following certification tests shall be performed on 10% of the pairs of each backbone routed between a T/D closet and the telephone MDF. Routing: WSI outlet to MDF punch down position are as assigned in the Contractor provided documentation Attenuation in the specified frequency spectrum is acceptable Near & Far End Crosstalk is at or below maximum allowed. 3. Fiber O ptic Data Backbone Certification testing of fiber optic backbones shall start on the input jack of a T/D closet break-out box (or patch panel) and end on the output jack of a Computer Room patch panel. Using an Optical Time Domain Reflectometer and the criteria specified in ANSI/TIA/EIA 568A the following certification tests shall be performed on all strands of each backbone routed between a T/D closet and the Computer Room. Routing: for each strand, the T/D break-out box (or patch panel) jack position and the Computer Room patch panel jack position are as assigned in the contractor provided documentation.

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All strand loss measurements shall include connectors and shall be in units of dB / Km and shall be at or below specified limits. Measurements shall include return loss and shall be performed at the 850nm and 1300nm wavelengths.

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.

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CDS CONTRACTOR QUALIFICATIONS All proposals shall furnish proof of bidders past performance and experience, as a prime cable Contractor, in successfully providing installation services, comparable in scope and complexity, to those described in this document. This proof shall include a list of previous installations and a reference contact for each. All proposals shall furnish qualifying experience, fiber optic and Category 5 UTP installation training credentials of all employees to be utilized in the design and installation of the CDS described in this document.

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Case History - Federal Building

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.

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Internal communications and relations are almost as important. The commitment of division managers, supervisors, union and staff must be obtained early on in the project and maintained throughout the course of the project. This can be fostered best through frequent and thorough communications via meetings and newsletters. Encourage participation of all staff to the full extent permitted by their position and duties. Talk about the progress of the project, display photographs, arrange regular tours of the new developing site for key personnel and an Open House for all staff prior to the move. Funding Successful planning depends in large measure on the earliest possible commitment of funds to support the financial requirements of a relocation. The Area Director and the station director should be working with a budget for the project that is fixed and adequate to support essential requirements for operations (e.g., you can move with old furniture but you cannot move without a phone system that meets your needs for communication and public service within requirements established by others such as GSA--your old phones may not be compatible with switching equipment to be installed or existing at your new/renovated facility). You should determine as early as possible the full extent of available funds and estimate the costs for all required new equipment and furniture and their shipment and installation. If your budget exceeds minimum requirements you may have the luxury of planning for amenities such as new furniture (system or free-standing, new chairs and other amenities aimed at improving the environment for office staff). Prioritize and commit to expenditures as early as possible. You will be dependent upon your procurement services provider to report any changes to prices initially quoted. Expect these usually minor changes and leave some cushion in your budget. Select your provider of procurement services only after thorough analysis of who can provide the best service - GSA or VA. GSA charges a fee for their service. Beware of hidden costs such as delivery, unpacking and assembly, and installation. Cultivate awareness of your project with your service providers and make them allies, not enemies.

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Case History - Federal Building


Oversight Continual oversight of all aspects of the planning, design, and buildout of space, installation of equipment, and the final move-in phases is required at the highest management level. Many things will go wrong and action to correct problems must be initiated immediately through appropriate channels. Mistakes in planning will occur because non-regional office staff will be making design proposals based on less than adequate experience with your operations. Changes to meet your defined needs should be requested early in the process. At some point the design becomes fixed. Space buildout may not occur strictly according to blueprints. Watch your space develop to ensure you get what the designers promised. Changes may be made without your knowledge or approval that can create serious problems for future operations. Your cable plant design and installation is particularly critical and must be carefully monitored with special attention to coordination of the installation schedule. You can easily find yourself holding a bill for unexpected costs when a completed floor must be removed to provide access for your cable installers. Final Preparations Plan for adequate time to install and test all new furniture and equipment at the new site before moving existing inventories from the current location. Resolve problems (to the extent possible) before the final move-in. Expect more problems with phone and ADP systems after they undergo the first full load of operations. Have the resources at hand to minimize the impact of system failures. Provide adequate notice of your impending move to the public and other interested parties. Cautions Space planning will be the starting point for the relocation project with space saving usually a major goal. This phase will likely involve the services of other than regional office personnel in assessing current space utilization. This will be a prelude to preliminary calculations of space requirements for the new office. Staff involved in this process may include VA Central Office, GSA, and their contractors. These professional designers need thorough awareness of local operations if they are to plan and design effectively. That is a job for your staff. Designers must understand your needs for adequate space to conduct all operations as well as your requirements for support space for equipment and materials storage, training rooms, and meeting/conference rooms. This is the time to analyze the need for almost every piece of furniture and equipment in the station's current inventory. If any piece is not essential, plan to dispose of it rather than move it.
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You will be introduced to the advertised space-saving attributes of systems furniture (if you are not already a user.) You must decide whether to abandon the flexibility of free-standing furniture (which eases the strain of future reorganizations) in order to achieve space savings immediately. Use your best judgement to anticipate organizational changes likely in the next few years and the implications for space planning (Are you integrating VSD and Adjudication functions next year? Planning to consolidate support services?). You and the professionals are designing a space that you probably won't occupy for 2-3 years - for an organization which will inevitably be changing rapidly in that period and the next few years. You cannot avoid getting locked into a design that will be constructed to a set of plans that cannot be modified after a certain point so find a design that can most readily be changed in the future. Critical planning and budgeting starts with automated data processing systems and communications. Coordination can be difficult because of the involvement of players from VA Central Office, GSA, and the various contractors to both agencies. Physical space for cabling closets (on each floor) for the interconnecting cabling to VA operating elements must be agreed upon early in the design phase. Design of the cable plant and the schedule for installation is a top priority. The installation of any upgrades or new technologies concurrent with a relocation can be expected to cause unanticipated problems with potentially serious results on service. Minimize changes or postpone installation, if possible, until existing systems are migrated and functioning. Confirm with GSA and VA Central Office the local requirements for telephone systems including Automatic Call Distribution equipment (know the difference between analog and digital systems and their incompatibility.)

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).

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Case History - Federal Building


Communications Internal Central Office Area Director Local Management Union Regional Office Personnel GSA (high level management beginning with the Regional Administrator through branch chiefs to project coordinators) Lessor/Building Management Staff (private or GSA contractors) Space Planners/Designers Architects/Engineers Equipment/Materials Procurement Offices Deliverers/Installers Movers

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

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Case History - Federal Building


Workstations After the choice is made for free-standing or system furniture, managers, supervisors, and staff should confer to determine workstation requirements which can be communicated to the designers and procurement staff. Issues for consideration include adequate space for equipment, storage (including personal property), resource materials, supplies, lighting, airflow, interactions with other staff and supervisors. Access points for telephone and data cabling within the structure may significantly impact workstation design and location of floor plates.

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.

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Case History - Federal Building

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.

Prepared By: Mark Francis VARO Oakland, Retired

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VARO Houston
Team Concept One of the most important ingredients for success is putting together a team that works well together and one who has the same pressing goals; that is, to provide the best service possible at the best possible price. In the case of Houston, the team selected to complete this premier project was superb. The developer won award of the project as the result of national competition. The selection was made on the basis of quality of the development team, ability to undertake and successfully complete the development, cost, and financial benefits and the development plan. Work performed by the developer and the development team far exceeded all expectations. The Director must ensure that he/she creates a development team comprised of key personnel committed to the project and ensure that flexibility be a part of the team's goals. The success of the Houston project was predicated on the fact that they had a strong Resident Engineer (employee of FM) and the project was delegated down to the Houston level since this is where the problems/issues have to be resolved. This allowed enough flexibility for all parties to do their jobs. As a team, they interfaced daily with the developer, contractor, architect, subcontractors, etc. Partnering sessions were conducted on a regular basis which allowed for any outstanding issues to be resolved in a timely manner. This flexible method of guiding the public/private partnership worked better than a rigid, contractually prescribed process. The team-led sessions were a communications mechanism enabling all parties to understand how all proposed and agreed upon changes in the transaction would affect all players. This understanding was the foundation for making changes throughout the project, changes that maintained the win-win profile of the deal.

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

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problems that could otherwise take an enormous length of time to resolve. We were successful in having technically knowledgeable personnel which allowed the project to move smoothly and stay on schedule. The customer must be involved from the beginning. A needs assessment should be completed in harmony with the customer's needs. This will eliminate most of the change orders that are submitted after the award of the contract. This, in turn, will save additional monies by not having additional markups charged by the developer, contractor, etc. The Solicitation for Offers (SFO) needs to be definitive. A VHA boiler plate should not be used when constructing a VBA regional office. There are many similarities in construction, but building a medical center is a lot different than building a regional office. The customer must be a part of the preparation of this document. Again, if the SFO is written around the customer's needs, change orders would be at a minimum. It is important to have "heavy-weights" in all areas of the project. In the case of Houston, the Project Director, Resident Engineer, Developer, Contractor, Architect, and subs all had an excellent reputation in the world of development/construction.

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.

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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.

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The Big Event - The Move Whether you decide to undertake a flash move or a phased move, a move requires months of planning to ensure that there is no disruption of service provided to our veteran population. Again, by preparing a milestone chart you will be able to capture and track every facet of what needs to be done. In Houston, a color-coded numbering system was used which allowed for the move of over 500 personnel, two enormous file banks (Adjudication and Loan Guaranty), and a Sector platform ADP LAN system with no down-time in the service provided to our veterans. Spotters were identified early in the process and meetings were conducted to review the movement of files, boxes, furniture, ADP-related equipment, leased-equipment, computer room equipment, forms and shelving. Special consideration should be given to the overall scheduling of the move, i.e., hours, points of entry, use of elevators/stairwells, truck access, loading dock availability, etc.

Prepared by Brenda Shelton Project Director, VARO Houston

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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.

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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.

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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.

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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.

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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.

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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

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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

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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.

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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,

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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.

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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.

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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.

Inside Parking (ST-2): Examples include the following:


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.

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VBA Design Guide

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.

VBA Design Guide

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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
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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

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VBA Design Guide

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

610 mm X 1220 mm (24" X 48") FLUORESCENT FIXTURE

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

Special Outlets Mechanical

JUNCTION BOX - PURPOSE AND LOCATION AS NOTED SUPPLY AIR DIFFUSER EXHAUST AIR REGISTER OR GRILLE THERMOSTAT

Plumbing

COMBINATION FAUCET HOSE BIBB

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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

GWB-W4 GWB-W4 GWB-W4 GWB-W4 GWB-W1

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

GWB-P GWB-P GWB-P

CT - 4'0" CT - 4'0"

AT AT AT

CP CP CP CP

RB RB RB RB

GWB-W4 GWB-W4 GWB3-W4 GWB-W4

AT AT AT3 AT

CP CP VCT CP CP

RB RB RB RB RB

GWB-W4 GWB-W4 GWB-P3 GWB-W4 GWB-W4

AT AT AT AT AT

CP CP CP CP

RB RB RB RB

GWB-W GWB-W GWB-W1,2 GWB-W

AT AT AT AT

VETERANS SERVICE ORGANIZATIONS Open Office Area CP

RB

GWB-W4

AT

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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

GWB-W3,4 GWB-W4 GWB-W4 GWB-P GWB-W1

AT3 AT AT AT AT

VETERANS SERVICE DIVISION Office, Division Chief CP Office, Assistant Division Chief CP Open Office Area CP

RB RB RB

GWB-W4 GWB-W4 GWB-W4

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

GWB-W4 GWB-W4 GWB-W1,4 GWB-P1,4 GWB-W4

AT AT AT AT AT

RB RB RB RB RB

GWB-W GWB-W GWB-W4 GWB-W GWB-W4

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.

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VBA Design Guide

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

VBA Design Guide

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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.

2. Hazards a. Accessible paths of travel are free of hazardous side protrusions.


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Yes

No

VBA Design Guide

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

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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."
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Yes

No

VBA Design Guide

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

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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

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VBA Design Guide

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

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VBA Design Guide

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

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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: ______________________________________________________________________________ ______________________________________________________________________________ ______________________________________________________________________________

Please mail completed form to:

Shelby Montgomery, Veterans Benefits Administration (242B) 810 Vermont Avenue, NW Washington, D.C. 20420

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