CHAPTER 5. SPACE ACQUISITION

5-1. General. The General Services Administration (GSA), Public

Buildings Service, is responsible for satisfying all space

requirements of the Department. GSA shall satisfy the

Department\'s space needs in the following order:

a\. In existing Government-controlled space.

b\. In suitable buildings of historic, architectural, or

cultural significance, unless use of such space would

not prove feasible and prudent compared with available

alternatives.

c\. In existing privately-owned facilities or facilities

scheduled for construction, dependent upon which

alternative is the most cost effective.

The Department is not authorized to negotiate with

prospective lessors and/or imply preference for a particular

facility that would in any way jeopardize and/or negate

GSA\'s lease negotiations. Space requirements shall be

developed in such a manner as not to limit or eliminate

competitive offers.

5-2. Prospectus. When a lease action involves an average annual

rental in excess of \$500,000, GSA is required to prepare and

submit a prospectus to the Congressional Committees of

Public Works for approval. The average annual rental is

bare contract rent exclusive of the value of services and

utilities.

5-3. Proposed New Federal Construction or Lease Consolidation

Projects. According to the total Federal space demands in a

given locality, GSA notifies HUD from time to time of

proposed new Federal construction or a lease consolidation

project. The Communications and Space Management Division

(ASM) shall prepare the GSA Form 144, Net Space Requirements

for Future Federal Building Construction, (Appendix 3), for

the location involved. Since these projects must be

approved by the Congress and may take considerable time for

approval, projected growth based on previous trends or

budget data must be included when preparing the GSA Form

144\. The ASM shall submit the GSA Form 144 to GSA with a

copy to the Director, Administrative Services Division

(ASD). Any change in initial requirements shall be

furnished to GSA by the ASM with a copy to ASD.

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5-4. Procedures. The procedures set forth below shall be

followed in requesting replacement and/or expansion space.

Expansion space shall be requested only when it is clearly

demonstrated that all personal property, files, storage,

private offices, and present configurations have been

thoroughly analyzed to ensure that the minimum needs of the

office have been satisfied and failure to provide such space

would be detrimental to the office\'s operations. The heads

of the major organizational components should be consulted

and included in the overall planning process so that all

relevant space needs can be known.

a\. Headquarters. The ASM maintains up-to-date space

assignment and utilization records for each

Headquarters organizational component. The ASM uses

these records in determining whether an organizational

component requires an adjustment in its space

assignment. When the ASM determines there is a need

for an organizational component to adjust its space,

the ASM shall request the appropriate Administrative

Officer to develop, through a coordinated effort, new

space assignment requirements. When an organizational

component determines additional space is required or

space can be released, the Administrative Officer shall

submit a HUD Form 57, Request for Services, (Appendix

4), to ASM outlining, in detail, its space

requirements. The ASM, using its space assignment and

utilization records, shall work with the appropriate

Administrative Officer in reaching a joint

determination. When ASM determines that additional

space needs can be satisfied within presently assigned

Headquarters space, ASM shall initiate the necessary

action to prepare the space through GSA or a

contractor. When ASM determines that additional space

cannot be satisfied within presently assigned space,

ASM, in collaboration with the appropriate

Administrative Officer, shall develop a GSA Form 1476,

Space Requirements Worksheet, (Appendix 5). The ASM

shall process a SF-81, Request for Space, with GSA Form

1476 to GSA.

b\. Field Offices. The senior official in a Field Office

is responsible for determining space requirements for

that particular office through applying the allowances

outlined in Chapter 4, Paragraph 4-5. GSA Form 1476,

Space Requirements Worksheet, may be completed to

support the request for space and be forwarded by a

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(5-4.) memorandum to the Director, Administrative Services

Division (ASD), through the Director, Office of

Administration. The request shall include the total

square footage required by classification of space,

number of official parking spaces (see Chapter 10),

special requirements, and supportive justification. If

justified, the ASD shall forward the requirements to

the ASM for project approval. ASM, based on the review

of the requirements and funds availability, will advise

the ASD accordingly to process a SF-81, Request for

Space, and special requirements to GSA. The ASD shall

provide the ASM copies of all correspondence related to

the request through actual consummation.

c\. Regional Offices. The ASD determines space

requirements of the Regional Office, using the

allowances outlined in Chapter 4, Paragraph 4-4, and

forwards it to ASM for project approval. The ASD shall

provide the ASM copies of all correspondence related to

the request through actual consummation.

5-5. Market Survey. Based on responses from newspaper

advertisements and flyers, GSA will consider potential

offerors\' desire to be included in the market survey.

Generally, those who cannot provide space within the

delineated area or meet the provisions of the Solicitation

for Offers (SFO) are disregarded. All prospective offers

are reviewed, and the space, if existing, jointly surveyed

by GSA and HUD representatives from Headquarters for

Headquarters requested space; and from the Regional Office,

affected Field Office and the local Union, when appropriate,

for space requested in the Field. GSA Form 2991, Lease

Market Survey, (Appendix 6) can be used to document each

structure surveyed. Following the market survey, GSA will

recommend to the ASM for space in Headquarters and to the

ASD for space in the Field those prospective offers to which

GSA is prepared to send a SFO for space. The ASM or the ASD

will either concur with the recommendation as submitted or

respond indicating reasons for noncurrence on one (or more)

particular offer for space in Headquarters and in the Field

respectively. After agreement is reached between GSA and

HUD, the SFO\'s are sent to the prospective offerors.

5-6. Solicitation for Offers (SFO). When new or replacement

space is required and no Government-controlled space is

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(5-6.) available, GSA will prepare and furnish to ASM for space in

Headquarters and to the ASD for space in the Field, a SFO

for review and concurrence. The SFO will form the basis of

the entire process of lease negotiation and will become a

part of the lease. GSA\'s objective is to provide the SFO in

an uniform format that is sufficiently flexible in design to

meet varying lease requirements and to promote maximum

possible competition for the space as well as to allow for

the inclusion of specific requirements of the Department as

outlined in the GSA Forms 1476 and special requirements, as

appropriate, submitted to them. The ASM or the ASD shall

resolve any differences with GSA for space in Headquarters

and the Field respectively before issuance of the SFO to

prospective lessors. The ASD shall provide ASM a copy of

the approved SFO and related correspondence for the Field.

5-7. Acceptance of Space Offers. When the offers are received by

GSA, the formal evaluation process begins. After careful

evaluation of each conceivable variable of each offeror\'s

proposal, GSA will (1) select the offer that is in the best

interest of the Government which meets the requirements of

the SPO; (2) recommend acceptance of its selection; and (3)

formally conclude negotiations. Before accepting space

offered, the ASM for space in Headquarters and the ASD for

space in the Field shall ensure that sufficient usable space

is being offered. To assist in making this determination,

Appendix 7, which illustrates different building circulation

plans, may be used for evaluation purposes. Also, if there

is any doubt as to the adequacy of the mechanical and/or

electrical systems of the structure offered, GSA and HUD

engineers shall jointly review the systems to determine

their adequacy.

5-8. Preoccupancy Review and Inspection. Prior to occupancy, the

facilities are to be inspected jointly by GSA and HUD

Headquarters representatives for Headquarters space and by

the Regional and Field Office representatives and GSA, as

appropriate, for space in the Field. This inspection is to

ensure that the contractor has prepared the space in

accordance with GSA\'s and HUD\'s requirements. Any

discrepancies noted shall be thoroughly documented and

appropriate action initiated to ensure full compliance with

the contract.

5-9. Post Occupancy Inspection. For Headquarters\' space, a post

occupancy inspection shall be conducted after occupancy by

the ASM. A post occupancy inspection shall be conducted

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(5-9.) after occupancy in the Field by the Regional and Field

Offices and GSA, as appropriate. To assist in this effort,

the ASD shall obtain a copy of the \"as built\" drawings from

GSA. The purpose of this inspection is to (1) measure and

classify the space; (2) ensure that the heating,

ventilating, air conditioning, lighting, plumbing, and any

other special purpose requirements are satisfactory; and (3)

to ensure that fire and safety prevention measures have been

taken. Any discrepancies noted shall be thoroughly

documented and appropriate action initiated to ensure full

compliance with the contract.

5-10. Classification of Space. Occupiable space is classified and

defined by GSA as follows:

a\. Office-Type Space. This space must provide an

acceptable environment suitable in its present state

for an office operation. This requirement includes,

but is not limited to, adequate lighting, heating and

ventilation, air conditioning, floor covering, finished

walls, accessibility, etc. The space may consist of a

large open area or may be partitioned into rooms.

Private corridors, closets, etc., which have been

created within office-type space through the erection

of partitions shall be coded as office-type space.

Office-type space has no subsets. Examples of

office-type space are:

\(1\) General purpose office space;

\(2\) Private corridors;

\(3\) Conference rooms (without special equipment and

supplementary heating, ventilation and air

conditioning);

\(4\) Training rooms (without special equipment and

supplementary heating, ventilation and air

conditioning);

\(5\) Libraries (without extensive built-in stacks and

special floor loading);

\(6\) Dry laboratories (without plumbing, special power

or other special space features);

\(7\) Supply rooms, closets and any other storage-use

areas in office quality space;

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(5-10.) (8) Credit unions;

\(9\) Lounges (other than toilet area);

\(10\) Reception areas;

\(11\) Hearing rooms (without special equipment and

supplementary heating, ventilation and air

conditioning);

\(12\) Telephone switchboard rooms;,

\(13\) Mail rooms; and

\(14\) Health rooms (without special equipment).

b\. Storage Space. Storage-type space generally has

concrete, woodblock, or unfinished floors, bare block

or brick interior walls, unfinished ceiling, minimal

lighting and heating, etc. This type would include

attics, basements, warehouses, sheds, unimproved areas

of loft buildings and unimproved building cores. All

storage space will be classified in one of the

following subsets:

\(1\) General storage areas - ST-1. Areas in space

contiguous or adjacent to office or special type

space which was, for the most part, developed

incidental to the prime use of the space. Such

space may have some or all of these

characteristics, concrete floors, unfinished

walls and ceilings, minimal lighting, but is

found primarily in buildings designed for office

or special type use. Most commonly it is

unfinished basement or attic space, but may

include closets, storerooms and other

miscellaneous unfinished areas of buildings.

Examples are:

\(a\) Basement storage;

\(b\) Attic storage;

\(c\) Closets (not finished to office standards);

\(d\) Storerooms (not finished to office

standards);

\(e\) Supply rooms (not finished to office

standards);

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(5-10.) (f) File rooms (not finished to office

standards); and

\(g\) Warehouse areas of multiuse buildings.

\(2\) Inside parking area - ST-2. This is garage space

located in either Federally-owned or leased

buildings which is utilized for the parking of

motor vehicles. Where the entire garage floor is

under the assignment control of GSA, inside

parking shall consist of the area delineated from

the inside of the garage wall to the inside of

the opposite wall, less mechanical, toilet,

custodial, vertical circulation, and space

utilized for other parking purposes. In

buildings where GSA controls only a partial

garage floor, inside parking shall consist of the

actual parking area only. In leased buildings

where a specific number of parking spaces are

under lease or service contract, the inside

parking area shall be determined by multiplying

the number of spaces by 300 square feet.

\(3\) Warehouse areas - ST-3. This subset includes

entire buildings with warehouse features

containing only minor amounts of supporting

office space.

c\. Special-Type Space. This space, because of

architectural features or the installation of fixed

(built-in) equipment and special utilities,

necessitates the expenditure of varying amounts to

construct, maintain, and/or operate compared to office

and storage space. Special-type space is further

defined according to one of the following subsets:

\(1\) Laboratory and clinic areas - SP-1. This

classification includes those areas containing

built-in equipment and utilities required for the

qualitative or quantitative analysis of matter,

experimentation, the processing of material,

and/or the physical welfare of employees or the

public. Included in this classification are:

\(a\) Wet laboratories;

\(b\) Clean laboratories;

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(5-10.) (c) Photographic laboratories;

\(d\) Clinics;

\(e\) Health units and rooms (with special

equipment); and

\(f\) Private toilets.

\(2\) Food service areas - SP-2. The space in the

building devoted to the preparation and

dispensing of foodstuffs. Examples are:

\(a\) Cafeterias (kitchens and table area);

\(b\) Snack bars;

\(c\) Mechanical vending areas; and

\(d\) Private kitchens.

\(3\) Structurally changed areas - SP-3. Those areas

having architectural features differing from

normal office and storage areas such as sloped

floors, high ceilings, increased floor loading,

etc. Examples are:

\(a\) Auditoriums;

\(b\) Gymnasiums;

\(c\) Libraries (with special stacks and floor

loading);

\(d\) Detention cells;

\(e\) Target ranges;

\(f\) Security vaults;

\(g\) Courtrooms; and

\(h\) Vertical improved mail system area.

\(4\) Automated data processing areas - SP-4. Those

areas having special features such as humidity

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(5-10.) and temperature control, raised flooring, special

wiring, etc. Examples are:

\(a\) Computer rooms;

\(b\) Support area (with special flooring and

wiring); and

\(c\) Tape vaults.

\(5\) Conference and training areas - SP-5. Areas used

for conference, training, hearings, etc., with

special equipment and heating, ventilation and

air conditioning. Examples are:

\(a\) Conference rooms (with special equipment

and heating, ventilation and air

conditioning);

\(b\) Training rooms (with special equipment and

heating, ventilation and air conditioning);

\(c\) Exhibit areas (with special equipment and

heating, ventilation and air conditioning);

\(d\) Hearing rooms (with special equipment and

heating, ventilation and air conditioning);

and

\(e\) Small courtrooms (no structural changes).

\(6\) Light industrial areas - SP-6. This

classification is intended to include areas that

do not fall within office, storage, or the other

subsets of special. The light industrial

category will reflect a rental rate exceeding the

storage rate. Any of the following examples

which are housed in a higher cost space, such as

office, will be included in the higher cost

category.

\(a\) Records storage (with humidity control);

\(b\) Storage space (with air conditioning);

\(c\) Printing plants;

\(d\) Product classifying laboratories;

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(5-10.) (e) Motor pool service areas;

\(f\) Shops (other than PBS);

\(g\) Covered canopy areas (if included in

occupiable area); and

\(h\) Postal workrooms, lockbox and screenline

lobbies, lockout areas that are not

suspended, swingrooms, locker rooms,

mailing vestibules and platforms.

\(7\) Quarters and residential housing areas - SP-7.

Areas used for housing and quarters that do not

logically fall in the other categories (i.e.,

quarters in office-type space are classified as

office-type).

\(d\) Outside Parking Areas. This is parking space located

outside of Federally-owned or leased buildings which is

utilized for the parking of motor vehicles.

5-11. Monitoring Services. In Headquarters, the Facilities

Operations Division, Buildings Operations Branch, is

responsible for monitoring services and maintenance and

perform these functions in accordance with its standard

operating procedures. HUD Regional and Field Offices are

responsible for continuously monitoring services and

maintenance, e.g. cleaning and janitorial, heating and air

conditioning, whether located in a leased or Federally-owned

structure, to ensure that adequate services and maintenance

are being provided. Copies of that portion of the lease or

contract in the case of a Federally-owned building, covering

these services are available from GSA at the Regional level

and/or the local GSA Buildings Manager. Form HUD-2756

(7-83), Building Services Quarterly Report, (Appendix 8)

shall be used to monitor the service and maintenance

provisions (RMS Number HI-00507R). Deficiencies in services

and maintenance are to be documented with the local GSA

Buildings Manager, and not the lessor, as he/she is

responsible for the daily management of the lease and/or

Federal Building in which the space is located. If a

situation arises where it is necessary to cancel a lease or

withhold rental payments, this documentation is absolutely

essential in order to achieve remedial corrective action or

acquire other space. If corrective action is not taken by

the local GSA Buildings Manager within an acceptable time

frame the deficiencies shall be brought to the attention of

the GSA Regional

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(5-11.) Office by the ASD. Each HUD Field Office shall submit a

copy of the completed Form HUD-2756 by the 10th working day

of the beginning of each quarter to their respective

Regional Office. Major deficiencies that have been pending

for some time and cannot be resolved at the Regional level

shall be reported to ASM so that corrective action can be

initiated with the GSA Central Office. The ASD shall

provide ASM quarterly (by the 20th working day of the

following month) a consolidated Regional report. Negative

reports are required.

5-12. Excess Property and Housekeeping. Orderly, attractive

offices and work areas tend to increase employee efficiency

and favorably impress the public. Periodic clean-up

campaigns are helpful, but good housekeeping can be attained

only if cleanliness and orderliness are practiced

continually by employees. Unnecessary supplies, equipment,

and/or furniture contribute heavily to poor housekeeping.

Furniture which has outlived its original usefulness often

becomes a \"catchall\" for belongings which should be put out

of sight or discarded. The need for tables, chairs, and

other furnishings should be examined periodically to keep

offices free of the clutter caused by unneeded or improperly

used furniture. As soon as property is no longer necessary,

disposition should be made in accord with HUD Handbook

2235.7, Personal Property Management Inventory Control and

Accountability System.

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