RD Instruction 2021-A

Table of Contents

Page 1

PART 2021 - SPACE

Subpart A - Space Policies and Procedures

## [Table of Contents]{.underline}

[Sec]{.underline}. [Page]{.underline}

2021.1 Scope. 1

2021.2 Responsibilities. 1

2021.3 - 2021.4 \[Reserved\] 1

2021.5 Definitions. 1

2021.6 - 2021.9 \[Reserved\] 3

2021.10 Policy. 3

\(a\) Offices. 3

\(b\) Establishment or termination of field offices. 3

\(c\) Location of field offices. 3

\(d\) Collocation of field offices. 4

\(e\) Decollocation of field offices. 4

\(f\) Long-term leasing. 4

\(g\) Delegation of authority. 4

\(h\) Space standards and allowances. 4

\(i\) Accessibility and environmental. 5

\(j\) Acceptance of offers. 5

2021.11 - 2021.14 \[Reserved\] 5

2021.15 Authority to establish, close, or relocate State offices. 5

2021.16 - 2021.19 \[Reserved\] 6

2021.20 Authority to establish, close, reclassify, and relocate

Area, Local, and Satellite Offices. 6

2021.21 - 2021.24 \[Reserved\] 7

2021.25 Realignment of counties and districts. 7

2021.26 Field office updates. 8

2021.27 - 2021.34 \[Reserved\] 8

2021.35 Responsibilities. 8

\(a\) Property and Supply Management Division/

Space Management Branch 8

\(b\) State Offices. 8

\(c\) Area Offices. 9

\(d\) Local Offices. 9

\(e\) All offices. 9

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RD Instruction 2021-A

Table of Contents

Page 2

[Sec]{.underline}. [Page]{.underline}

2021.36 - 2021.39 \[Reserved\] 12

2021.40 Announcements. 12

2021.41 - 2021.50 \[Reserved\] 12

Exhibit A - Space Standards -- State, Area, and Local Offices

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RD Instruction 2021-A

PART 2021 - SPACE

Subpart A - Space Policies and Procedures

§ 2021.1 [Scope]{.underline}.

This Instruction prescribes the policies pertaining to the acquisition
and management of field office space of the Rural Business-Cooperative
Service (RBS), the Rural Housing Service (RHS), and the Rural Utilities
Service (RUS), hereinafter referred to as "Agency."

§ 2021.2 [Responsibilities]{.underline}.

\(a\) The National Food and Agriculture Council (NFAC):

\(1\) Approves requests to establish, close, or relocate State Offices
as described in § 2021.15 of this Instruction.

\(2\) Approves requests to establish, close, reclassify, or relocate
Area, Local, or Satellite Offices as described in § 2021.20 of this
Instruction.

\(b\) Director, Property and Supply Management Division (PSMD):

\(1\) Approves nominations and appoints trained individuals as Real
Property Leasing Officers (RPLO's).

\(2\) Manages the oversight responsibilities of the Agency's leasing
program.

\(3\) Acquires and manages space for all State Offices.

\(c\) State Directors may authorize relocation of Area, Local, and
Satellite Offices within the same town as described in § 2021.20(a) of
this Instruction. State Directors are responsible for ensuring space
acquisitions are within the guidelines established in the Departmental
Regulations 1620-2.

§§ 2021.3 - 2021.4 \[Reserved\]

§ 2021.5 [Definitions]{.underline}.

For the purpose of this Instruction, the following definitions apply:

\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_

DISTRIBUTION: WSAL Administrative Services

Space

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RD Instruction 2021-A

§ 2021.5 (Con.)

[Area Office]{.underline}. The organizational level below the State
Office. The Area Manager is located at this office.

[Assistant Administrator for Procurement and Administrative Support
(AAPAS)]{.underline}. Refers to the National Office.

[Collocated office]{.underline}. An U.S. Department of Agriculture
(USDA) office housing two or more agencies.

[Consolidation]{.underline}. The combining of two or more agency
locations of a single USDA agency into one USDA office.

[Local Food and Agriculture Council (LFAC)]{.underline}. The LFAC is
comprised of designated representative of each participating USDA agency
at the site.

[Local Office]{.underline}. The organization two levels below the State
Office. The Local Management is located at this office.

[Model 1 (Two-Tier)]{.underline}. State and Area Office.

[Model 2 (Three-Tier)]{.underline}. State, Area, and Local Offices.

[National Food and Agriculture Council (NFAC)]{.underline}. The NFAC is
comprised of the Administrators of all USDA agencies with field
structure.

[Property and Supply Management Staff (PSMD)]{.underline}. Hereafter,
refers to the Space Management Branch (SMB), St. Louis, Missouri.

[Real Property Leasing Officer (RPLO)]{.underline}. A Rural Development
employee who conducts leasing activities on behalf of the Government.
RPLOs are warranted to conduct these activities based upon their level
of training as outlined in Departmental Regulation 5100-2. The general
operational responsibilities are outlined in the Leasing Manual located
on the St. Louis publication page website:
http://teamrd.usda.gov/rdstlouis/manuals.htm.

[Satellite Locations]{.underline}. Locations that are occupied on a
temporary or part-time basis where limited services are provided on
behalf of an Area or Local Office. It may serve as a duty station, and
it does not perform administrative functions.

[Shared office]{.underline}. A collocated office at which two or more
agencies share one or more common resource, e.g., conference room,
lunchroom, mailroom, and/or office equipment, and/or personnel, etc.

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RD Instruction 2021-A

§ 2021.5 (Con.)

[State Food and Agriculture Council (SFAC)]{.underline}. The SFAC is
comprised of the senior officials of each USDA agency that has a
presence in the state.

[State Office]{.underline}. The headquarters for the supervision and
administration of Agency programs within a state or several states.

[USDA Service Center]{.underline}. A USDA office designated by USDA and
occupied by one or more partner agencies. The partner agencies are the
Farm Service Agency (FSA), Natural Resources Conservation Service
(NRCS), RHS, RBS, RUS, Cooperative State Research, Education Extension
Service, and other USDA agencies in the community that may also
participate in the USDA Service Center.

§§ 2021.6 - 2021.9 \[Reserved\]

§ 2021.10 [Policy]{.underline}.

It is USDA\'s policy to provide adequate space to ensure effective
operations while conducting Agency business, and provide for the health,
safety, and comfort of Agency employees, clients, and neighbors.

\(a\) [Offices]{.underline}. An office will consist of no less than
three (3) employees.

\(b\) [Establishment or termination of field offices]{.underline}. USDA
establishes and/or closes field offices based upon Agency mission
requirements. State Directors assess the need for field offices as
conditions in the State change.

\(c\) [Location of field offices]{.underline}. The following factors
should be considered when establishing or relocating field offices:

\(1\) Potential for collocation with other USDA agencies.

\(2\) The availability of USDA-owned facilities and lease space under
control of USDA agencies which meet program requirements.

\(3\) The availability of Federally-controlled space that accommodates
the Agency\'s programmatic needs and provides easy accessibility for the
Agency\'s clientele.

\(4\) Geographic distribution of caseload and loan making activity.

\(5\) Accessibility to service areas.

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RD Instruction 2021-A

§ 2021.10(c) (Con.)

\(6\) Proximity to trade areas frequented by Agency borrowers.

\(7\) District Offices are to be located in the central business area.

\(8\) First priority should be given to locate field offices in rural
areas.

\(9\) The need for economic development and redevelopment of areas
consistent with state, county, and local programs and the impact the
office\'s location will have on improving social and economic conditions
in the area.

\(10\) Availability of low and moderate income housing for employees.

\(d\) [Collocation of field offices]{.underline}. Departmental
Regulation 1620-2 contains the USDA policy regarding collocation. A
request for an exception to the collocation policy will be signed by all
agencies involved, forwarded through the lead agency's Director,
Administrative Services Division (ASD), who coordinates with the
affected agencies' Directors, ASD, prior to submitting the request to
the Office of Procurement and Property Management (OPPM) for a decision.
A copy is to be furnished to the PSMD/SMB.

\(e\) [Decollocation of field offices]{.underline}. When the SFAC
believes that decollocation of a field office is necessary, the request
and supporting data as specified in Departmental Regulation 1620-2, will
be submitted to the NFAC (through the initiating agency's ASD to OPPM
for coordination.) A copy is to be furnished to PSMD/SMB.

\(f\) [Long-term leasing]{.underline}. The USDA has been delegated firm
term leasing authority by the General Services Administration (GSA) for
up to

5 years. However, the Agency obtains, where appropriate and feasible,
leases of up to 5 years, with a 120-day termination clause, for Area and
Local Offices.

\(g\) [Delegation of authority]{.underline}. Delegated leasing authority
is offered to all State Offices. This authority is granted, by warrant
to named individuals, upon completion of appropriate training. At least
two individuals from each state shall be warranted.

\(h\) [Space standards and allowances]{.underline}. See Departmental
Regulation\
1620-2. Requests for office space should be developed to achieve the 150
square foot per person utilization rate.

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RD Instruction 2021-A

§ 2021.10 (Con.)

\(i\) [Accessibility and environmental]{.underline}. It is required by
law that all leases and lease renewals be subject to the standard
specifications for making buildings and facilities accessible to and
useable by people with disabilities, Uniform Federal Accessibility
Standards (UFAS), August 1984, and Americans with Disabilities Act
Accessibility Guidelines (ADAAG), 1990, and free from Radon (Section 309
of the Indoor Radon Abatement Act of 1988). Disability waivers are to be
submitted to the PSMD/SMB for review and forwarding to OPPM.

\(j\) [Acceptance of offers]{.underline}. Awards are made to the offeror
proposing the most advantageous space to the Government, cost and other
factors considered.

§§ 2021.11 - 2021.14 \[Reserved\]

§ 2021.15 [Authority to establish, close, or relocate State
Offices]{.underline}.

All requests to establish or relocate a State Office must be approved by
the NFAC. Before submitting requests to the National Office, requests
should include the approval of the SFAC. Requests for office changes
should be sent to the National Office, Human Resources, 1400
Independence Avenue, SW., Stop 0730, Washington, DC 20250, with a copy
to PSMD/SMB. Requests should include:

\(a\) The location of the state headquarters of other Federal and state
Agricultural agencies or establishments having a direct relationship to
the programs of Rural Development.

\(b\) Accessibility to those Rural Development field offices within the
jurisdiction of the State Office.

\(c\) Availability of adequate and appropriate space.

\(d\) Availability of adequate airline and public transportation
services.

\(e\) Suitable housing and community facilities for employees.

\(f\) Justification for relocation.

\(g\) Congressional contacts, including names, titles, telephone
numbers, Congressional District, and if concurrence was received.

\(h\) Current and proposed staffing, including full-time, part-time,
temporary positions and whether this proposal will involve a reduction-
in-force (RIF).

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RD Instruction 2021-A

§ 2021.15 (Con.)

\(i\) Estimated relocation costs, including availability from current
funds or if additional funds are being requested.

§§ 2021.16 - 2021.19 \[Reserved\]

§ 2021.20 [Authority to establish, close, reclassify, and relocate Area,
Local, and Satellite Offices]{.underline}.

\(a\) State Directors are authorized to relocate offices within the same
town provided that collocated offices will not be decollocated. However,
prior approval from the NFAC is required to establish more than one
field office within the same county.

\(b\) All requests to establish, close, or reclassify an office must be
approved by the SFAC and NFAC. Requests for office changes should be
sent to the National Office, Human Resources, 1400 Independence Avenue,
SW., Stop 0730, Washington, DC 20250, with a copy to PSMD/SMB.

\(c\) Proposals should include:

\(1\) Congressional contacts, including names, titles, date and
telephone numbers of State Office and Congressional staff involved in
contact and if concurrence was received. If concurrence was not
received, indicate what the concerns are of the Congressional Office.

\(2\) A statement signed by the State Director verifying that employees
of the affected offices and the Area Manager or Local Manager of the
affected Area or Local Offices were informed of the tentative plans. The
statement should also indicate that the employees were informed that
these tentative plans are pending NFAC review and approval.

\(3\) Description of the proposed change(s).

\(4\) The reason for the change(s).

\(5\) The distance(s) between affected offices (driving miles and
driving time).

\(6\) The loan, grant, and servicing caseload (itemized by program) of
the office(s) or area(s) involved.

\(7\) The current and proposed staffing of the office(s) involved.

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RD Instruction 2021-A

§ 2021.20(c) (Con.)

\(8\) A letter-sized map showing the area involved. Show current and
proposed location of affected offices with present and proposed Area or
Local Office boundaries.

\(9\) The collocation status of the office(s) involved and documentation
of the efforts to collocate.

\(10\) A RIF plan must be provided if RIF actions are required to make
the change.

\(11\) An estimate of employee relocation costs, if any.

\(12\) An estimate of office relocation or startup costs and an estimate
of savings, if any, including availability of current funds or if
additional funds are being requested.

\(d\) An RPLO shall conduct all leasing related activities for USDA
and/or should be notified if another agency is acting as lead agency for
a lease or contract action in which a USDA office will be involved.

\(e\) A State Director may decide not to implement an approved change in
field office status or location if he/she becomes aware of additional
information that substantially affects the rationale for the change. The
RPLO must be notified by telephone as soon as possible subsequent to
this decision so that space negotiations may be terminated.

§§ 2021.21 - 2021.24 \[Reserved\]

§ 2021.25 [Realignment of counties and districts]{.underline}.

\(a\) Prior approval of the National Office is not required for the
transfer of a county or counties from the jurisdiction of one Area or
Local Office to another unless the transfer will require the use of RIF
procedures. Congressional notification is required if a realignment will
affect Congressional representation.

\(b\) The Program Management Division, Program Reporting Branch
(PMD/PRB), St. Louis, must be notified by submission of Form RD 2021-6,
\"State/Area/Local Information Record,\" or substitute form, in order to
facilitate mail service and/or proper alignment of reports.

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RD Instruction 2021-A

§ 2021.26 [Field office updates]{.underline}.

The PSMD/SMB will issue, upon request, an office listing of State, Area,
and Local Office to all State Offices. The listing will include the name
of the State Director, Area Manager, and Local Manager, office hours,
office address (name of building or street and number, and post office
box), the ZIP code and telephone number including area code.

§§ 2021.27 - 2021.34 \[Reserved\]

§ 2021.35 [Responsibilities]{.underline}.

\(a\) [PSMD/SMB]{.underline}. The PSMD/SMB develops and provides real
property policy guidance and provides assistance and training to those
states with delegated leasing authority, including the Budget personnel
directly engaged in functions of the USDA accounting system as it
relates to space management. PSMD/SMB also provides acquisition and
management support for all State Office space. PSMD/SMB personnel
perform program management reviews and functional assistance visits to
those states with leasing authority and participates with the National
Office in conducting Management Control Reviews. PSMD/SMB also maintains
the Foundation Information for Real Property Management (FIRM) system,
which is used to provide information, data, and reports to the National
Office, OPPM, and GSA and will be the focal point for the field office
personnel list. PSMD compiles information, coordinates, and finalizes
all reports for real property.

\(b\) [State Offices]{.underline}. State Directors shall ensure that
Area and Local Offices are properly located and classified in accordance
with the criteria prescribed in this Instruction. State Directors will
participate in the SFAC for each state within their jurisdictions. State
Offices must update the FIRM system within 5 working days after a change
has occurred. State Directors or his/her delegate shall notify PMD/PRB
of all mail changes by submitting Form RD 2021-6 or substitute form.

\(1\) State Directors shall ensure that employees of offices which are
scheduled to undergo a major change are informed of the tentative plans,
as soon as practical, after appropriate Congressional contacts have been
made. As appropriate, any information provided to employees must state
that such tentative office changes are subject to National Office review
and approval, and employees will be afforded all appropriate rights,
benefits, and considerations due under Office of Personnel Management
regulations, if the change is approved.

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RD Instruction 2021-A

§ 2021.35(b) (Con.)

\(2\) State Directors shall ensure that space standards as prescribed in
Departmental Regulation 1620-2 are adhered to. State Directors shall
ensure that all space requisitions and related services remain within
the leasing budget that has been appropriated.

\(3\) State Directors are also authorized to:

\(i\) Execute memorandums of agreement for reimbursement for office
space and related services when another USDA agency is providing the
space or services.

\(ii\) Sign GSA Form 2957, \"Reimbursable Work Authorization (RWA),\"
for minor repairs and alterations in State Offices within an annual
allowance of \$5,000. A copy of all RWAs shall be furnished to PSMD/SMB.

\(c\) [Area Offices]{.underline}. As the need arises, Area Managers will
review the offices in their jurisdiction to determine that they are
properly located and classified and will make recommendations to the
State Director for changes which will improve the delivery of Agency
services and optimize the use of Government resources.

\(d\) [Local Offices]{.underline}. Local Managers will coordinate with
their counterparts in other local USDA agencies and shall make
recommendations to the State Director to assure efficient and effective
operation of Agency programs. In noncollocated facilities, the Local
Manager should recommend potential collocation opportunities as they
become available.

\(e\) [All offices]{.underline}. It is the responsibility of all field
offices to see that the office space occupied is in accordance with all
applicable policies, procedures, and standards. The following areas are
part of this responsibility:

\(1\) Reasonable precautions must be taken to prevent accidents and
fires. Office premises must be kept clean and in good repair. Periodic
inspections will be made with particular attention to the placement of
furniture and equipment, including electrical cords, to ensure
unobstructed access to all portions of the office without electrical
hazard. Electrical appliances such as coffee pots, heaters, etc., must
be properly installed to eliminate fire hazard. Such appliances will not
be installed in Federal buildings unless approved by the GSA buildings
manager or, in leased space, unless approved by the lessor. The
procedures for reporting accidents resulting in personal injury or
property damage arising from Rural Development operations are prescribed
in RD Instruction 2042-B.

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RD Instruction 2021-A

§ 2021.35(e) (Con.)

\(2\) Fires and other disasters should be handled as follws:

\(i\) Fire extinguishers. The lessor should meet all applicable local
fire ordinances.

\(ii\) Reporting fires. Each employee should be familiar with the proper
method for reporting a fire in the building in which the office is
located. A fire should be immediately reported to the fire department
upon discovery. A call should then be made to the building custodian or
manager. The telephone number of the fire department and/or building
custodian should be posted on the telephones.

\(iii\) Report of damage from fires or other disasters. If a fire,
flood, storm, or other disaster damages USDA records or equipment, or
necessitates relocation of an office, the office supervisor should
promptly report the matter by telephone to the State Office with an
explanation as to the extent of the damages and the action needed to
continue office operations.

\(3\) The Area or Local Manager will confirm the report to the State
Office in memorandum form, providing the following information:

\(i\) Date fire or disaster occurred;

\(ii\) Building or property involved;

\(iii\) Approximate damage to building or property;

\(iv\) If the damage is caused by fire, point of origin and probable
cause, and description of the fire safety equipment on premises must be
provided;

\(v\) Other pertinent facts; and

\(vi\) An explanation of the extent of damages to official records.

\(4\) The State Director will provide a copy of the report to PSMD/SMB.

\(5\) Thefts, unauthorized entry, and other unlawful acts on
Government-owned or occupied premises must be reported using the
following procedures:

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RD Instruction 2021-A

§ 2021.35(e)(5) (Con.)

\(i\) The office supervisor will report promptly to the appropriate
authorities as listed in this section, violations of Federal or local
law involving thefts or willful damage to Government or private
property, assaults, etc.

\(A\) Offenses occurring in buildings (or on grounds) operated by the
GSA will be reported to the GSA guard or to the building manager if
there is no guard assigned to the premises. Required forms may be
obtained from the GSA guard or building manager, as appropriate. If GSA
personnel are not available and the offense requires immediate
investigation, the local police will be notified and GSA personnel will
be advised when available.

\(B\) Offenses occurring in buildings (or on grounds) not operated by
GSA will be reported as outlined in this paragraph:

([1]{.underline}) Theft of, or willful damage to Government property
will be reported promptly to the nearest Federal Bureau of Investigation
(FBI) office and the local police.

([2]{.underline}) Offenses which do not involve Government property will
be reported promptly to the local police.

([3]{.underline}) Incidents involving both Government property and other
property or offenses will be reported promptly to both the FBI and the
local police.

\(ii\) When offenses are reported by Area or Local Office personnel to
either the FBI or local police, a telephone report will be made to the
State Office followed by written confirmation. The State Office shall
report such offenses by telephone followed by written confirmation to
the Regional Office of the Office of Inspector General (OIG). Reports to
the OIG are not required unless the property (Government or private)
stolen or unwillingly damaged, exceeds \$100 in value or unless the
incident appears to indicate a pattern of continuing thefts.

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RD Instruction 2021-A

§ 2021.35(e)(5) (Con.)

\(iii\) The office supervisor shall provide a copy of the report to the
State Office and a copy to PSMD/SMB. This report shall state the date,
time, and manner of the unauthorized entry, whether Rural Development
records are missing, and any loss or damage to Rural Development
equipment (see RD Instruction\
2024-H, § 2024.360). The report will include verification by the office
supervisor regarding whether any funds, unused receipts, or borrower\'s
case files are missing.

§§ 2021.36 - 2021.39 \[Reserved\]

§ 2021.40 [Announcements]{.underline}.

The State Director shall contact appropriate local and/ or other
interested parties in order to explain any major changes in programs or
coverage when changes to open, close, reclassify, or relocate offices
from one town to another has been approved.

§§2021.41 - 2021.50 \[Reserved\]

Attachment: Exhibit A.

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RD Instruction 2021-A

Exhibit A

Page 1

SPACE STANDARDS - STATE, LOCAL, AND AREA OFFICES

The Agency shall maintain a utilization rate (UR) of 150 square feet per
person. The UR of 150 square feet includes employee workstations,
circulation, reception, individual file space, and all private offices
in accordance with Departmental Regulation 1620-2. Those items which
constitute special space, such as a laboratory, light industrial,
storage, conference room and large common file areas, are not included
in the UR.

I. [State Offices]{.underline}

A. [Private Offices and Other Ceiling-High Partitioned
Areas]{.underline}: The State Director will determine who is entitled to
private offices within their own office space. Where a
conference/training room is included in the USDA space assignment, that
area will usually require ceiling-high partitions and will be shared
with all USDA agencies. Ceiling-high partitions may also be included to
provide sound and visual barriers for duplicating and supply storage
areas.

B. [Office Excellence]{.underline}:

> 1\. The office excellence space design concept will be implemented in
> State Offices whenever feasible and practical. Generally, this concept
> will be followed when an office is relocated to new space or where
> major realignment of present space requires relocation of ceiling-high
> partitions.

2\. Under office excellence, emphasis is given to open planning through
use of free-standing screens in lieu of fixed partitions, a less
formalized arrangement of furniture and increased attention to color
schemes. The use of carpeting and drapes is authorized to complete the
color treatment and to obtain desired acoustical qualities.

C. [Remodeling and Alterations in Existing Space]{.underline}: Whenever
realignment of State Office space requires relocation of ceiling-high
partitions in program and administrative areas, other than
conference/training, duplicating, and supply storage rooms, the changes
will be considered as major alterations. In such cases, proposals shall
be submitted to Property and Supply Management Division (PSMD), Space
Management Branch (SMB) for review and determination of feasibility for
office excellence.

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RD Instruction 2021-A

Exhibit A

Page 2

D. [Carpeting]{.underline}: All floors in office space should be covered
with a suitable flame-retardant anti-static carpeting with the possible
exception of the mail, duplicating, and supply storage rooms.
Application of carpeting in General Services Administration (GSA)
controlled space is subject to GSA guidelines.

E. [Staffing]{.underline}: USDA policy is to provide workstation space
only for present on-board personnel and budgeted vacancies. When Rural
Development is the lead Agency, USDA employees and county employees of
Farm Service Agency (FSA), non-Federal partners of Natural Resources
Conservation Service (NRCS) and local cooperators of Rural Development
are provided workstations.

To comply with State Office policy, the following information must be
provided to the PSMD/SMB for use in preparing space request submissions
to GSA:

1\. Name, title, and grade of all personnel housed in the State Offices;

2\. Title and grade of vacant, previously established positions;

3\. Title and grade of newly established positions for which recruitment
has been initiated and it is anticipated that new personnel will be on
board within 90 days; and

4\. Title and grade of other planned positions and schedule for filling.

II\. [Parking]{.underline}

A. Parking spaces are provided for Government-owned or leased vehicles.

B. Parking spaces are provided for privately-owned vehicles when the
employee uses the vehicle for official business 12 or more working days
a month. This does not mean daily driving to and from work.

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