United States Department of Agriculture

 Marketing and Regulatory Programs 

 Agricultural Marketing Service 

 Animal and Plant Health Inspection Service 

 Grain Inspection, Packers and Stockyards Administration 

 Directive MRP 1620.1 5/18/07 

CHANGES TO SPACE AND LEASE OF FIELD OFFICES AND FACILITIES

1. PURPOSE

This Directive states the Marketing and Regulatory Programs (MRP) policy for 

expanding or reducing space; establishing, closing, relocating, or renewing leases of field 

offices and facilities; and for reviewing existing space at all domestic locations. For 

space in the National Capital Region, requests should be handled through the Employee 

Services Division (ESD), Facilities and Conference Services Branch (FCSB), 

Washington D.C. Service Center. For international locations, requests will be handled 

through procedures established by the U.S. Department of State or local embassy. 

2. REPLACEMENT HIGHLIGHTS

This Directive replaces MRP Directive 1620.1, Changes to Space and Lease of Field 

Offices and Facilities, dated 6/18/03. 

3. AUTHORITIES

a. Rural Development Act of 1972. 

http://www.gsa.gov/Portal/gsa/ep/contentView.do?contentType=GSA_BASIC&contentI 

d=12191&noc=T

 b. U.S. Department of Agriculture Regulation (DR) 1010-001, Organization, 

 dated 7/20/06. http://www.ocio.usda.gov/directives/doc/DR1010-001.htm

 c. DR 1620-002, USDA Space Management Policy, dated 5/17/04. 

http://www.ocio.usda.gov/directives/doc/DR1620-002.htm

4. POLICY

 It is MRP policy to: 

 a. Obtain space or land which meets the minimum requirements at the lowest cost. 

b. Comply with the standard utilization rate (UR) for USDA office space of 

 150 square feet per person. The UR of 150 square feet includes employee 

workstations, circulation areas (including reception areas), file space, and all 

private offices. Generally, this will include all space finished as standard office 

Distribution: AMS, APHIS, GIPSA Originating Office: MRPBS-ASD-PPSB 
 space. Those items which constitute special space, such as a conference/training 

room, laboratory, light industrial, warehouse, ware yard, server room, nursing 

mothers’ room, sick rooms, kennels, and storage are not included in the UR. 

 c. Use existing Government-owned or -leased facilities whenever possible, unless 

justified otherwise by the Program. 

 d. Whenever possible, collocate offices with other MRP offices, USDA offices, 

Federal offices, or State Cooperators. Refer to DR 1620-002, USDA Space 

Management Policy, http://www.ocio.usda.gov/directives/doc/DR1620-002.htm

Locate MRP activities with other agency or USDA activities when this meets 

program and client needs and enhances customer service. 

 e. Comply with Civil Rights Impact requirements. 

 f. Perform periodic space inspections. 

 g. Provide employees with a safe, healthy, and drug-free working environment. 

 h. Ensure that all facilities are ADA (Americans with Disabilities Act) compliant 

unless justified by the program and waived by the ASD Director. 

 i. Comply with the National Historic Preservation Act and Executive Order 11539 

by following the procedures set forth in 36 CFR 800. 

 

5. TYPES OF ACTIONS 

Requests for expanding space or moving within the same complex; reduction of space; 

closing offices; establishing offices; relocating offices; or lease renewals apply to the 

following types of actions: 

 

a. Routine Actions. A location with 9 or fewer employees (full time, part time, 

State, intermittent, etc.); acquiring/reducing parking spaces; and long term storage 

(over 180 days) require the Director’s approval. 

b. Non-routine Actions. A location with 10 or more employees (full time, part time, 

State, intermittent, etc.) requires the Director and Deputy Administrator’s 

approval. 

 

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 c. Major Organizational Changes. The Assistant Secretary for Administration must 

 approve major organizational changes prescribed in this Directive before the 

 changes become effective. Actions requiring approval include: 

 (1) The establishment, closing, or relocation of: 

(a) An Agency headquarters or regional level office. 

(b) A headquarters unit or field unit that reports directly to an 

administrator or to the head of a Departmental office. 

 (c) A field unit to another Congressional District. 

 NOTE: Contact the appropriate Agency’s Director, Civil Rights Staff, to determine 

 whether a Civil Rights Impact Analysis is required (refer to DR 1010-001). 

 http://www.ocio.usda.gov/directives/doc/DR1010-001.htm

(2) The Completion of a Civil Rights Impact Analysis. 

(a) Prepare the analysis in accordance with the Secretary’s 

 Memorandum 1662, Supplement 8; Civil Rights Consideration of 

 Policy Action; and DR 4300-004, Civil Rights Impact Analysis, 

 dated May 30, 2003, 

http://www.ocio.usda.gov/directives/doc/DR4300-4.pdf 

 to determine if the proposed actions will negatively and 

 disproportionately affect women, minorities, or persons with 

 disabilities when compared to other persons. 

 (b) Contact the appropriate servicing Human Resources specialist for 

 the correct procedures and information on the need for 

 Departmental approval in accordance with DR1010-001. 

 http://www.ocio.usda.gov/directives/doc/DR1010-001.htm

(c) Include an organizational proposal. 

 (d) Forward DR1010-001 package along with MRP Form 114, 

 Request for Changes to Space and Field Offices and Lease of 

 Facilities, through the Regional Director or equivalent, to the 

 appropriate MRP agency’s Deputy Administrator. 

 NOTE: All of the above actions require an MRP Form 114, which can be accessed on the 

 Internet at http://www.aphis.usda.gov/mrpbs/forms/realtyforms.html 

 Send MRP Form 114 through appropriate channels for signature. No action will 

 be taken by Realty Services until a completed MRP Form 114 is received with all 

 required signatures and program information. 

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 d. All other actions that include free space from county and/or local government, 

 educational institutions and/or port authorities, cooperative agreements with State 

 government, or reimbursable agreements with other Federal agencies must be 

 negotiated through the Program. Provide Realty Services with copies of the 

 agreements for Real Property inventory. 

6. RESPONSIBILITIES 

 a. The Marketing and Regulatory Programs Business Services (MRPBS), 

Administrative Services Division (ASD), Programs, Policy, and Systems Branch 

(PPSB), is responsible for real property policy and acts as a liaison to the 

Department on space utilization rates, facilities, electronic equipment accessibility 

policy for persons with disabilities, and other real property policy issues. 

 b. MRPBS, Employee Services Division (ESD), Facilities and Conference Services 

Branch (FCSB) Washington D.C. Service Center, is responsible for the 

management of acquiring, relocating, and reducing space in the National Capital 

Region. 

 c. MRPBS, ASD, Realty Services (RS), manages buildings and land outside the 

National Capital Region. They negotiate, prepare, execute, and distribute all 

leasing and assignment documents. Maintain real property records and 

inventories. 

 d. The Requesting program will prepare the MRP Form 114, along with all required 

 substantiating documents set forth in this Directive through appropriate channels. 

 Union representatives must be notified, if required. 

e. The Local Program Supervisor is responsible for posting Rules and Regulations 

 Governing Public Buildings and Grounds, which can be found at 

http://inside.aphis.usda.gov/mrpbs/realty/rules.pdf

7. INQUIRIES

a. Direct space inquiries to MRPBS, ASD, RS, at 612-336-3214. 

http://www.aphis.usda.gov/mrpbs/realty/realtymap.pdf

b. Direct inquiries concerning policy and regulations relating to Title VII, 

Nondiscrimination in Employment Program, to the appropriate MRP agency’s 

Director, Civil Rights Staff. 

c. Direct inquiries concerning safety, health, and environment to the appropriate 

MRP agency’s safety, health, and environmental staff or the MRPBS, ESD, FCSB 

staff. 

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d. Direct inquiries concerning Human Resources (HR) implications of establishing, 

expanding, closing or relocating offices to your servicing HR specialist, Human 

Resources Division. 

 e. For questions concerning this Directive, contact MRPBS, ASD, PPSB, at 

 301-734-8468. 

f. MRP Directives are accessible on the Internet at: 

http://www.aphis.usda.gov/library/directives/

g. MRP forms are accessible on the Internet at 

http://www.aphis.usda.gov/mrpbs/forms/realtyforms.html 

/s/ 

Joanne Munno 

Acting Deputy Administrator 

MRP Business Services 

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