reglab/statecodes huggingface dataset:
Illinois Administrative Code › Title 44 - GOVERNMENT CONTRACTS, GRANTMAKING, PROCUREMENT AND PROPERTY MANAGEMENT › Part 4500 - LOCAL RECORDS COMMISSION OF COOK COUNTY › Section 4500.60 - Minimum Standards of Quality for Permanent Record Photographic Microcopying Film

Current through Register Vol. 48, No. 28, July 12, 2024
a)
			 These standards are concerned with both raw stock for permanent record films
			 and with the processed films ready for storage. They are not restricted to
			 microfilm but apply equally to motion-picture films, roll films, and sheet
			 films. They reflect incorporations listed in Section
			 4500.22.
b) All such film stock shall be of approved
			 permanent type polyester based film that includes an anti-halation dye system
			 that meets the minimum specifications of ANSI/AIMM MS23.
c) Each frame of microfilm shall be exposed
			 and processed so that every line and character on the document appears on the
			 microfilm with sufficient clarity to permit reproducibility through three
			 successive generations of reproduction. With regard to operational procedures,
			 inspection and quality control of silver gelatin microfilm, ANSI/AIIM MS23
			 shall apply.
d) The background
			 photographic densities must be appropriate to the type of documents being
			 filmed.
1) Background densities must be as
			 follows:
Classification
Description of Documents
Background Density
Group 1
High-quality, high-contrast printed books and
						  periodicals; black type face; fine-line originals; black opaque pencil writing;
						  and documents with small, high-contrast
						  print...............................
1.00 to
						  1.30
Group 2
Pencil and ink drawings; faded and very small print
						  (for example, footnotes at the bottom of a printed page); scenic checks;
						  documents with printed pictorial images; and newspapers........
0.90 to
						  1.10
Group 3
Low-contrast manuscripts and drawings; graph paper with
						  pale, fine-colored lines; letters typed with a worn ribbon; poorly printed,
						  faint
documents
						  ..........................................
0.80 to 1.00 (1:24 reduction or less)
Group 4
Very low-contrast (worst case) documents can require
						  extremely low background density.............................
0.75 to 0.85 (1:24 reduction or less)
Group 5
COM....................................................
1.50
						  to 2.00
Illinois Administrative Code › Title 44 - GOVERNMENT CONTRACTS, GRANTMAKING, PROCUREMENT AND PROPERTY MANAGEMENT › Part 4500 - LOCAL RECORDS COMMISSION OF COOK COUNTY › Section 4500.80 - Management of Electronic Records

Current through Register Vol. 48, No. 28, July 12, 2024
a) Born-digital Records. Born-digital records
			 shall be subject to the same record schedules as those records originally
			 created in other media.
b)
			 Databases. Databases or components of databases may or may not be considered
			 records, depending upon their function and contents. An agency's Records
			 Retention Schedule, as approved by the Commission, will be used to make such a
			 determination.
c) Permanent
			 Records. Records scheduled for permanent retention must be stored in file
			 formats approved by the Commission (see Appendix A) at the time the records are
			 permanently removed from the active system, at the time of active system
			 decommissioning or at the request of the Commission.
d) Storage Media. Electronic records may be
			 stored on a hard disk, magnetic tape, networks using a combination of these, or
			 other media approved by the Commission (see Appendix B). Stored records must be
			 regularly migrated to new media in accordance with current industry best
			 practices, such as, but not limited to, ANSI/ARMA 16-2007, The Digital
			 Preservation Coalition's Digital Preservation Handbook and the University of
			 Illinois' "Best Practices for Media Selection and Migration". If agencies are
			 uncertain as to whether they are following appropriate best practices, they
			 should consult with the Illinois State Archives.
e) Access. Electronic records must be
			 maintained in such a way that each record is individually accessible for the
			 length of the scheduled retention.
f) Backup Copies. A minimum of two total
			 copies of all electronic records must be preserved for the length of scheduled
			 retention. Copies must be stored according to current industry best practices
			 for geographic redundancy, such as, but not limited to, NIST Special
			 Publication 800-34 Rev. 1 - Contingency Planning Guidelines for Federal
			 Information Systems and the New York State Archives' "Record Advisory:
			 Electronic Records Disaster Preparedness and Recovery". If agencies are
			 uncertain as to whether they are following appropriate best practices, they
			 should consult with the Illinois State Archives.
g) External Vendors
1) Agencies may contract with external
			 vendors for the storage or management of electronic records. The vendors must
			 comply with all rules in this Section. Contracting agencies will remain
			 responsible for the proper management of records in the custody of
			 vendors.
2) Contracts for the
			 storage of electronic records by external vendors must allow for the return of
			 all electronic data files and indexing information to the agency at the
			 expiration of the contract or, in the case of vendor failure, in a format
			 complying with the requirements of subsections (c) and (e).
Illinois Administrative Code › Title 44 - GOVERNMENT CONTRACTS, GRANTMAKING, PROCUREMENT AND PROPERTY MANAGEMENT › Part 5000 - ACQUISITION, MANAGEMENT AND DISPOSAL OF REAL PROPERTY › Subpart A - GENERAL › Section 5000.100 - Authority

Current through Register Vol. 48, No. 28, July 12, 2024
These rules are promulgated under authority of Illinois
				  Revised Statutes, chapter 127, paragraphs 51, 63b13.2, 63b13.6, 63b13.7,
				  63b13.10, 63b13.11, 63b13.12, 63b13.13, 63b13.14, 63b13.22, 63b13.24 and
				  133b10.1.
Illinois Administrative Code › Title 44 - GOVERNMENT CONTRACTS, GRANTMAKING, PROCUREMENT AND PROPERTY MANAGEMENT › Part 5000 - ACQUISITION, MANAGEMENT AND DISPOSAL OF REAL PROPERTY › Subpart A - GENERAL › Section 5000.110 - Policy

Current through Register Vol. 48, No. 28, July 12, 2024
The Department of Central Management Services (DCMS) will
				  lease space in privately owned buildings when space needs cannot be met in
				  State owned space or in other government owned space; will establish standards
				  and criteria for leased space and space assignment; will manage certain public
				  buildings for the benefit of the State and assign space therein; will lease
				  State owned lands when not necessary for immediate State use; will acquire real
				  property by voluntary conveyance from the public or other governmental bodies
				  or when necessary by condemnation; and will dispose of real property no longer
				  needed for State purposes.
Illinois Administrative Code › Title 44 - GOVERNMENT CONTRACTS, GRANTMAKING, PROCUREMENT AND PROPERTY MANAGEMENT › Part 5000 - ACQUISITION, MANAGEMENT AND DISPOSAL OF REAL PROPERTY › Subpart A - GENERAL › Section 5000.120 - Applicability

Current through Register Vol. 48, No. 28, July 12, 2024
This Part applies to any activity of the Department of
				  Central Management Services pertaining to the acquisition, management or
				  disposal of State owned or leased real property. This Part shall be read in
				  conjunction with applicable provisions of the Standard Procurement Rules, 44
				  Ill. Adm. Code 1. In the event of any conflict, this Part shall prevail over
				  the Standard Procurement Rules. Department of Central Management Services
				  authority is divided as follows:
a)
				For purposes of leasing office and other space, the DCMS shall conduct all
				leasing activities as described herein for all State agencies, authorities,
				boards, commissions, departments, institutions, bodies politic and all other
				administrative units of outgrowths of the executive branch of State government
				except the Constitutional officers, the State Board of Education and the State
				colleges and universities and their governing bodies.
b) For purposes of space assignment in DCMS
				managed buildings, all agencies must abide by this Part.
c) For purposes of leasing State land, DCMS
				has primary authority over land controlled by the several departments. No
				department may lease State land without the approval of DCMS except that the
				Departments of Natural Resources, Transportation and Agriculture may lease land
				under their jurisdiction to comply with program functions.
d) Only DCMS may dispose of surplus State
				land.
e) Any State agency, board,
				commission, etc., not required by statute or rule to use DCMS real estate
				services, may elect to do so.
Illinois Administrative Code › Title 44 - GOVERNMENT CONTRACTS, GRANTMAKING, PROCUREMENT AND PROPERTY MANAGEMENT › Part 5000 - ACQUISITION, MANAGEMENT AND DISPOSAL OF REAL PROPERTY › Subpart B - LEASED SPACE ACQUISITION POLICY › Section 5000.200 - General Policy and Responsibility

Current through Register Vol. 48, No. 28, July 12, 2024
The following policies shall govern the acquisition,
				  assignment and utilization of owned and leased office buildings and other
				  space:
a) In providing general purpose
				space, DCMS will establish and maintain a balance between functional efficiency
				of agencies served and economy in space use. Due regard shall be given to
				maintaining and providing safe and healthful working conditions and to public
				convenience.
b) Maximum use shall
				be made of existing State-owned permanent buildings which are adequate or
				economically adaptable to the space needs of the agencies.
c) Leased space shall be acquired only when
				satisfactory State-owned or controlled space is not available. Alterations and
				improvements to leased space shall be avoided or minimized to the extent
				practical.
d) Space planning and
				assignments shall take into account the objective of consolidating agencies and
				constituent parts thereof in common or adjacent space to improve management and
				administration.
Illinois Administrative Code › Title 44 - GOVERNMENT CONTRACTS, GRANTMAKING, PROCUREMENT AND PROPERTY MANAGEMENT › Part 5000 - ACQUISITION, MANAGEMENT AND DISPOSAL OF REAL PROPERTY › Subpart B - LEASED SPACE ACQUISITION POLICY › Section 5000.210 - Requests for Space/Agency Responsibilities

Current through Register Vol. 48, No. 28, July 12, 2024
a) Agencies shall indicate their space needs
				by submitting a Space Request form to the DCMS office responsible for the
				geographic area in which the space is required.
b) Agencies shall give the Department of
				Central Management Services early notice of new or changing space requirements.
				Each agency shall provide information as may be required by the Department of
				Central Management Services.
c)
				Agencies shall economize in their requirements for space and alterations
				thereto. Agencies shall review continuously their needs for space taking into
				account the feasibility of centralizing or decentralizing service or activities
				which can be carried on without excessive cost or significant loss of
				efficiency.
d) Each agency head
				shall certify the need for space required, the number of personnel to occupy
				the premises and the availability of funds on each Space Request submitted to
				DCMS.
e) Agencies shall cooperate
				and assist the Department of Central Management Services in carrying out
				responsibilities with respect to buildings and space.
f) Each agency shall designate a coordinator
				to deal with DCMS on real estate matters.
Illinois Administrative Code › Title 44 - GOVERNMENT CONTRACTS, GRANTMAKING, PROCUREMENT AND PROPERTY MANAGEMENT › Part 5000 - ACQUISITION, MANAGEMENT AND DISPOSAL OF REAL PROPERTY › Subpart B - LEASED SPACE ACQUISITION POLICY › Section 5000.220 - Acquisition Authority

Current through Register Vol. 48, No. 28, July 12, 2024
a)
				DCMS will take all necessary action to acquire space for agencies having no
				acquisition authority. Such action shall be instituted after receipt by DCMS of
				a written space request.
b) When
				the agency has acquisition authority or has been delegated such authority by
				the Department of Central Management Services, it may proceed to acquire the
				requested space. In granting delegation of leasing authority DCMS will consider
				the expertise of the requesting agency, the size or dollar amount of the
				proposed lease or leases, and if the authority requested is necessary to carry
				out a routine function of the requesting agency. Delegated authority will be
				shown on the Space Request Form which shall be attached to the leasing or
				related instrument filed with the State Comptroller.
c) Agencies are delegated authority to obtain
				short-term conference or meeting space. State-owned space is to be used in
				preference to leasing space. Space request forms need not be
				sumitted.
Illinois Administrative Code › Title 44 - GOVERNMENT CONTRACTS, GRANTMAKING, PROCUREMENT AND PROPERTY MANAGEMENT › Part 5000 - ACQUISITION, MANAGEMENT AND DISPOSAL OF REAL PROPERTY › Subpart B - LEASED SPACE ACQUISITION POLICY › Section 5000.231 - Acquisition of Leases by RFI

Current through Register Vol. 48, No. 28, July 12, 2024
All leases, except those falling under the exceptions listed
				  in Section
				  5000.232
				  or emergency procurements (Section
				  5000.250
				  ) will be acquired as follows.
a) All
				leases will be procured by a Request for Information (RFI). RFIs will contain
				at a minimum the following information:
1) A
				description of the general type of property to be leased.
2) The proposed use of the
				property.
3) The proposed term of
				the lease.
4) Preferred location of
				the property.
5) General
				information such as size of space, configuration desired and any other
				appropriate requirements.
6)
				Address to which requests for proposal may be sent.
7) Date on which responses are due.
Illinois Administrative Code › Title 44 - GOVERNMENT CONTRACTS, GRANTMAKING, PROCUREMENT AND PROPERTY MANAGEMENT › Part 5000 - ACQUISITION, MANAGEMENT AND DISPOSAL OF REAL PROPERTY › Subpart B - LEASED SPACE ACQUISITION POLICY › Section 5000.232 - Leases Acquired by Other Methods

Current through Register Vol. 48, No. 28, July 12, 2024
a) The following types of leases may be
				acquired without a formal RFI process.
1)
				Leases of less than 10,000 square feet as determined by DCMS space measurement
				standards (see Appendix A).
2)
				Leases whose base rent is estimated to be less than $100,000 per
				year.
3) Leases whose term is less
				than one year and whose term is not subject to renewal.
4) Specialized space available only at one
				location. Specialized space is defined as space or unique function or
				configuration, not generally available on the market on an as built or turnkey
				basis. Examples of specialized space include, but are not limited to:
				laboratories, vehicle testing stations, correctional facilities, medical
				facilities, boat docks and evidence storage facilities.
5) Leases with other governmental
				units.
Illinois Administrative Code › Title 44 - GOVERNMENT CONTRACTS, GRANTMAKING, PROCUREMENT AND PROPERTY MANAGEMENT › Part 5000 - ACQUISITION, MANAGEMENT AND DISPOSAL OF REAL PROPERTY › Subpart B - LEASED SPACE ACQUISITION POLICY › Section 5000.233 - Renewal or Extension of Lease in Effect Prior to July 1, 1998

Current through Register Vol. 48, No. 28, July 12, 2024
Leases in effect prior to July 1, 1998 may be renewed or
				  extended without advertisement or an RFI process if:
a) The Director of DCMS determines that the
				renewal or extension is in the best interest of the State.
b) The Director submits that determination in
				writing, along with the proposed renewal or extension, to the State Procurement
				Board.
c) The Board does not object
				in writing within 30 days after submission.
d) The Director of DCMS publishes notice of
				the renewal or extension in the next available issue of the Procurement
				Bulletin.
Illinois Administrative Code › Title 44 - GOVERNMENT CONTRACTS, GRANTMAKING, PROCUREMENT AND PROPERTY MANAGEMENT › Part 5000 - ACQUISITION, MANAGEMENT AND DISPOSAL OF REAL PROPERTY › Subpart B - LEASED SPACE ACQUISITION POLICY › Section 5000.234 - Renewal of Leases Entered into After July 1, 1998

Current through Register Vol. 48, No. 28, July 12, 2024
a) Leases may be renewed if:
1) The Director of DCMS determines in writing
				that such renewal is in the best interest of the State.
2) Notice of such renewal is published in the
				Procurement Bulletin at least 60 days prior to the exercise of such
				option.
Illinois Administrative Code › Title 44 - GOVERNMENT CONTRACTS, GRANTMAKING, PROCUREMENT AND PROPERTY MANAGEMENT › Part 5000 - ACQUISITION, MANAGEMENT AND DISPOSAL OF REAL PROPERTY › Subpart B - LEASED SPACE ACQUISITION POLICY › Section 5000.235 - Purchase Options

Current through Register Vol. 48, No. 28, July 12, 2024
a)
				All leases of free standing facilities shall contain an option to purchase
				exercisable by the State.
b)
				Purchase options may be omitted if:
1) The
				lease is with a governmental entity or a not-for-profit entity.
2) The Director of DCMS determines that a
				purchase option is not in the State's best interest and publishes his/her
				written determination in the Procurement Bulletin.
Illinois Administrative Code › Title 44 - GOVERNMENT CONTRACTS, GRANTMAKING, PROCUREMENT AND PROPERTY MANAGEMENT › Part 5000 - ACQUISITION, MANAGEMENT AND DISPOSAL OF REAL PROPERTY › Subpart B - LEASED SPACE ACQUISITION POLICY › Section 5000.240 - Lease Administration

Current through Register Vol. 48, No. 28, July 12, 2024
a) DCMS will perform all functions of leasing
				building space and land. Agencies otherwise authorized to acquire space by
				lease may request DCMS to perform such leasing functions in specific
				instances.
b) Officials or
				employees of agencies for which DCMS will acquire leased space shall at no
				time, before or after a space request is submitted to DCMS or after a lease
				agreement is made, directly or indirectly contact lessors, offerors, or
				potential offerors for the purpose of making oral or written representation or
				commitments or agreements with respect to the terms of occupancy of particular
				space, tenant improvements, alterations and repairs, unless authorized by DCMS.
				Consequently, when it is ascertained by DCMS that an unauthorized contact has
				been made, lease acquisition action may be deferred until its nature and impact
				can be determined. Whenever an unauthorized contact is judged by the
				responsible DCMS leasing official to be detrimental to the State's interest,
				further leasing action may be suspended for such time as may be required to
				eliminate or minimize the detrimental impact.
c) Lessors, offerors, or potential offerors,
				or their agents, shall be referred to the appropriate DCMS office.
d) Agencies shall not negotiate lease terms,
				negotiate settlements, withhold rentals, or vacate a leased property without
				the prior approval of DCMS. Agencies are encouraged to deal with minor
				landlord/tenant problems (i.e., minor repairs, building comfort complaint,
				etc.) at a local level. Any significant difficulties shall immediately be
				reported to the appropriate DCMS Office for handling. All problems shall be
				noted on the local level on the forms provided by DCMS for this purpose and
				proper records maintained for use in the event a specific problem goes
				unresolved and further action is required.
e) Each agency is responsible for budgeting
				sufficient money in appropriate line items to cover all obligations. Payments
				are to be made by the occupying agency and will not be considered the
				responsibility of DCMS.
f) Except
				when deemed by the State Procurement Board to be in the best interest of the
				State, no State agency may incur rental obligations before occupying the space
				rented.
Illinois Administrative Code › Title 44 - GOVERNMENT CONTRACTS, GRANTMAKING, PROCUREMENT AND PROPERTY MANAGEMENT › Part 5000 - ACQUISITION, MANAGEMENT AND DISPOSAL OF REAL PROPERTY › Subpart B - LEASED SPACE ACQUISITION POLICY › Section 5000.250 - Emergency Lease Procurement

Current through Register Vol. 48, No. 28, July 12, 2024
Emergency lease procurements may be made pursuant to 44 Ill.
				  Adm. Code
				  1.2030 of
				  the Standard Procurement Rules.
Illinois Administrative Code › Title 44 - GOVERNMENT CONTRACTS, GRANTMAKING, PROCUREMENT AND PROPERTY MANAGEMENT › Part 5000 - ACQUISITION, MANAGEMENT AND DISPOSAL OF REAL PROPERTY › Subpart C - BUILDING STANDARDS › Section 5000.300 - Scope

Current through Register Vol. 48, No. 28, July 12, 2024
This section outlines requirements for leased buildings in
				  their design, construction, or in improvements thereto.
Illinois Administrative Code › Title 44 - GOVERNMENT CONTRACTS, GRANTMAKING, PROCUREMENT AND PROPERTY MANAGEMENT › Part 5000 - ACQUISITION, MANAGEMENT AND DISPOSAL OF REAL PROPERTY › Subpart C - BUILDING STANDARDS › Section 5000.310 - Area Measurement

Current through Register Vol. 48, No. 28, July 12, 2024
a)
				Area measurement for the purpose of calculating rentable area will be based on
				the following standards where the State is the exclusive tenant. (Also refer to
				subsection (d) below.) [Derived from "Standard Method for Measuring Floor Area
				in Office Buildings", Building Owners and Managers Association International,
				1201 New York Avenue, N.W., #300, Washington, D.C. 20005, Copyright 1983, no
				subsequent dates or editions, Building Owners and Managers Association (BOMA)
				International. Reproduced with permission of BOMA International. To order, call
				1-800-426-6292.]
1) Where the State is the
				exclusive tenant on a single floor of a multi-story building, the rentable area
				shall include the entire area within the exterior walls measured to the inside
				finished surface of the dominant portion of the permanent outer building walls
				excluding any major vertical penetrations of the floor and walls enclosing
				those penetrations (e.g., elevators, shafts, duct chases, pipe chases and
				stairways). Public corridors, restrooms, janitor closets, utility closets and
				machine rooms serving the single floor exclusively shall be included as
				rentable area.
2) Where the State
				is the exclusive tenant in a one story building those areas excluded in (a)(1)
				above, will be included in the rentable area.
3) Where the State is the only tenant in a
				multi-story building, those areas excluded in (a)(1) will be included in the
				rentable area.
Illinois Administrative Code › Title 44 - GOVERNMENT CONTRACTS, GRANTMAKING, PROCUREMENT AND PROPERTY MANAGEMENT › Part 5000 - ACQUISITION, MANAGEMENT AND DISPOSAL OF REAL PROPERTY › Subpart C - BUILDING STANDARDS › Section 5000.320 - Space Planning Assistance

Current through Register Vol. 48, No. 28, July 12, 2024
DCMS shall aid agencies in the preparation of the initial
				  space layout. When an agency requires subsequent space layout assistance, a
				  request for such assistance shall be made to DCMS. DCMS will determine the
				  scope of assistance required and will provide or authorize such service. No
				  contractual space planning is authorized without DCMS
				  approval.
Illinois Administrative Code › Title 44 - GOVERNMENT CONTRACTS, GRANTMAKING, PROCUREMENT AND PROPERTY MANAGEMENT › Part 5000 - ACQUISITION, MANAGEMENT AND DISPOSAL OF REAL PROPERTY › Subpart C - BUILDING STANDARDS › Section 5000.330 - Open Space

Current through Register Vol. 48, No. 28, July 12, 2024
Newly acquired or remodeled space shall, to the extent
				  practical, utilize open space planning and modular partitions. Private offices
				  should be provided only when there is a demonstrated functional need. They
				  should be only large enough for the occupant to conduct normal business in an
				  efficient manner and with a reasonable degree of privacy.
Illinois Administrative Code › Title 44 - GOVERNMENT CONTRACTS, GRANTMAKING, PROCUREMENT AND PROPERTY MANAGEMENT › Part 5000 - ACQUISITION, MANAGEMENT AND DISPOSAL OF REAL PROPERTY › Subpart C - BUILDING STANDARDS › Section 5000.340 - Space Allowance and Standards

Current through Register Vol. 48, No. 28, July 12, 2024
a) In Appendix A, DCMS is providing space
				standards that support efficient and cost-effective use of facilities, support
				flexibility, and provide employees with productive work environments. These
				space standards dictate the allotment of individual, collaborative, and support
				space. In planning office space, size and layout shall be consistent with the
				standards listed in Appendix A. Agency implementation of these space standards
				shall be done in cooperation with DCMS and shall support the needs of the
				agency. These DCMS space standards are implemented to reduce costs, optimize
				the State facilities portfolio, and minimize construction costs, while
				providing employees with better workspace in which they can collaborate, focus,
				and serve the citizens of the State of Illinois.
b) These standards shall apply to upgrades,
				renovations and new construction of State agency facilities. No rearrangement
				or remodeling of existing space will be authorized for the sole purpose of
				conforming to these standards.
c)
				Individual agency functions and needs, and physical variations in State
				property, may require variations in the amount of space assigned. The division
				of agency space into private, semi-private and open areas will be evaluated by
				DCMS on a case-by-case basis.
Illinois Administrative Code › Title 44 - GOVERNMENT CONTRACTS, GRANTMAKING, PROCUREMENT AND PROPERTY MANAGEMENT › Part 5000 - ACQUISITION, MANAGEMENT AND DISPOSAL OF REAL PROPERTY › Subpart C - BUILDING STANDARDS › Section 5000.350 - Office Furnishing

Current through Register Vol. 48, No. 28, July 12, 2024
a)
				State agencies are expected to exercise restraint in specifying furnishings and
				equipping their offices. All alterations and amenities should meet the test of
				reasonable cost.
b) As long as an
				office is in good repair and suitable to the function of the position to which
				it is assigned, it is the policy of DCMS to discourage personal preferential
				modifications with a change in occupant.
Illinois Administrative Code › Title 44 - GOVERNMENT CONTRACTS, GRANTMAKING, PROCUREMENT AND PROPERTY MANAGEMENT › Part 5000 - ACQUISITION, MANAGEMENT AND DISPOSAL OF REAL PROPERTY › Subpart C - BUILDING STANDARDS › Section 5000.360 - Accessibility

Current through Register Vol. 48, No. 28, July 12, 2024
Each leased facility shall be accessible to individuals with
				  disabilities. Each lease of office space negotiated by DCMS will contain
				  specifications for accessibility.
Illinois Administrative Code › Title 44 - GOVERNMENT CONTRACTS, GRANTMAKING, PROCUREMENT AND PROPERTY MANAGEMENT › Part 5000 - ACQUISITION, MANAGEMENT AND DISPOSAL OF REAL PROPERTY › Subpart C - BUILDING STANDARDS › Section 5000.370 - Vending Facilities/Blind Operators

Current through Register Vol. 48, No. 28, July 12, 2024
The DCMS will make agency space requests available for
				  inspection by the Department of Rehabilitation Services (DORS). If DORS
				  determines that blind vendors are available and could operate in a particular
				  location, DCMS along with DORS will attempt to obtain space at no cost or if
				  agreeable to the using agency to be absorbed by that agency.
Illinois Administrative Code › Title 44 - GOVERNMENT CONTRACTS, GRANTMAKING, PROCUREMENT AND PROPERTY MANAGEMENT › Part 5000 - ACQUISITION, MANAGEMENT AND DISPOSAL OF REAL PROPERTY › Subpart C - BUILDING STANDARDS › Section 5000.380 - Improvements

Current through Register Vol. 48, No. 28, July 12, 2024
a) It is the policy of
				DCMS to rent private space that requires minimal improvements to meet State
				needs. Temporary and permanent improvements may, however, be necessary to make
				the property appropriate for State use. When necessary, these improvements are
				an integral part of the lease.
b)
				It is also recognized that improvements to leasehold property could result in
				enrichment of the building owner. Unjust enrichment shall be avoided and will
				be controlled using the following guidelines.
c) Temporary Improvements
1) These are defined as goods and services
				provided to meet the specific physical needs of the agency occupying leased
				space. Temporary improvements are those which primarily benefit the tenant
				although there may be coincidental benefits to the lessor after the term of the
				lease. Value of temporary improvements will generally be fully depreciated by
				the end of the lease. Examples of temporary improvements include, painting,
				carpeting, interior non-load bearing office partitions and provision of wiring,
				lighting, heating and cooling beyond minimal building standards to satisfy
				agency needs for electronic or scientific equipment or other such
				reasons.
2) Temporary improvements
				may be contracted for as a provision in a lease, as a lease amendment or as a
				separate contract. In any event the temporary improvement is integrally related
				to DCMS leasing authority and must be approved by DCMS.
3) DCMS will approve temporary improvements
				only upon a showing that the requested services and incidental goods are
				necessary for the operation of the agency and are of a quality designed to last
				for the lease or some lessor period. DCMS may suggest or require alternatives
				to the temporary improvements requested by the agency.
4) Payment for temporary improvements may be
				made as an addition to base rent made in monthly installments over the term of
				the lease. If more beneficial, a single additional payment may be made to cover
				costs of temporary improvements.
Illinois Administrative Code › Title 44 - GOVERNMENT CONTRACTS, GRANTMAKING, PROCUREMENT AND PROPERTY MANAGEMENT › Part 5000 - ACQUISITION, MANAGEMENT AND DISPOSAL OF REAL PROPERTY › Subpart D - ASSIGNMENT AND MANAGEMENT OF SPACE › Section 5000.400 - Assignment and Management by DCMS

Current through Register Vol. 48, No. 28, July 12, 2024
a) DCMS will perform all functions with
				respect to the assignment and reassignment of space and management in the
				following buildings and any others transferred to DCMS or placed under the
				control of DCMS.
1) Peoria Regional Office
				Building
5415 North University
Peoria, Illinois 61614
2) Springfield Regional Office Building
4500 South 6th Street
Springfield, Illinois 62703
3) Champaign Regional Office Building
2125 South 1st Street
Champaign, Illinois 61820
4) Illinois State Armory Building
124 East Adams
Springfield, Illinois 62706
5) Marion Regional Office Building
2309 West Main Street
Marion, Illinois 62959
6) Kenneth Hall Regional State Office
				Building
#10 Collinsville Avenue
East St. Louis, Illinois 62201
7) Rockford Regional Office Building
4402 North Main Street
P. O. Box 915
Rockford, Illinois 61105
8) E.J. "Zeke" Giorgi Center
200 South Wyman
Rockford, Illinois 61101
9) State of Illinois Building
160 North LaSalle
Chicago, Illinois 60601
10) Office and Laboratory Building
2121 West Taylor Street
Chicago, Illinois 60602
11) Central Computer Facility
201 West Adams
Springfield, Illinois 62706
12) Elgin Office Building
595 South State Street
Elgin, Illinois 60120
13) James R. Thompson Center or JRTC
100 West Randolph
Chicago, Illinois 60601
14) Suburban North Regional Building
9511 Harrison
Des Plaines, Illinois 60017
15) The Ash Street Complex
Eleventh and Ash
Springfield, Illinois 62703
16) Effingham Regional Office Building
401 Industrial Drive
Effingham, Illinois 62401
Illinois Administrative Code › Title 44 - GOVERNMENT CONTRACTS, GRANTMAKING, PROCUREMENT AND PROPERTY MANAGEMENT › Part 5000 - ACQUISITION, MANAGEMENT AND DISPOSAL OF REAL PROPERTY › Subpart D - ASSIGNMENT AND MANAGEMENT OF SPACE › Section 5000.410 - Assignment by Agencies

Current through Register Vol. 48, No. 28, July 12, 2024
Agencies may perform all internal assignments and
				  reassignments of space within space assigned by DCMS.
Illinois Administrative Code › Title 44 - GOVERNMENT CONTRACTS, GRANTMAKING, PROCUREMENT AND PROPERTY MANAGEMENT › Part 5000 - ACQUISITION, MANAGEMENT AND DISPOSAL OF REAL PROPERTY › Subpart D - ASSIGNMENT AND MANAGEMENT OF SPACE › Section 5000.420 - Reviews and Appeal of Space Assignment Actions

Current through Register Vol. 48, No. 28, July 12, 2024
a) Agencies may, at any time, request a
				review of space assignment actions. Space assignment actions include but are
				not limited to space allowances, measurements, classifications, layouts,
				delineated areas, recommended offers, and proposed relocation. Requests for
				review shall be directed in writing to the appropriate DCMS office which will
				furnish a written response.
b)
				Within 30 calendar days after the agency has been notified of the space
				assignment decision, an appeal may be filed by the agency head with the
				Department of Central Management Services. Substantial justification should be
				furnished that the decision was arbitrary, capricious, or not supported by
				fact. The Director will render the agency's decision within 30 calendar days of
				receipt of the appeal.
Illinois Administrative Code › Title 44 - GOVERNMENT CONTRACTS, GRANTMAKING, PROCUREMENT AND PROPERTY MANAGEMENT › Part 5000 - ACQUISITION, MANAGEMENT AND DISPOSAL OF REAL PROPERTY › Subpart D - ASSIGNMENT AND MANAGEMENT OF SPACE › Section 5000.430 - Services Provided

Current through Register Vol. 48, No. 28, July 12, 2024
In all buildings listed in Section
				  5000.400
				  the following services are generally provided. Variations from the lists will
				  be noted to the occupying agency.
a)
				Provided:
1) Heat for comfortable occupancy
				during normal business hours, 8 a.m. to 6 p.m.
2) Cleaning of leased and public spaces and
				removal of waste paper. This will normally be done nightly, Monday thru Friday,
				unless the Department of Central Management Services should determine that less
				frequent cleaning and removal of waste paper is satisfactory.
3) Electricity for lighting and ordinary
				office machines and for such air conditioning machines as are connected to the
				building's circuits on January 1, 1982, and such additional air conditioning
				capacity as may be approved by the Department of Central Management
				Services.
4) Elevator
				service.
5) Window
				washing.
6) Hot and cold running
				water through existing pipes.
7)
				Window shades.
8) Original and
				replacement supply of incandescent light bulbs and labor to replace same when
				burned out for building light fixtures, but not for floor or desk
				lamps.
9) Labor to replace
				fluorescent tubes and starters in building light fixtures. Fluorescent tubes
				(except those of non-standard size and design) and starters will be
				provided.
10) Venetian blinds
				cleaning when spaces are decorated.
11) Public toilet facilities, including soap,
				toilet tissue, paper towels or hand dryers.
Illinois Administrative Code › Title 44 - GOVERNMENT CONTRACTS, GRANTMAKING, PROCUREMENT AND PROPERTY MANAGEMENT › Part 5000 - ACQUISITION, MANAGEMENT AND DISPOSAL OF REAL PROPERTY › Subpart D - ASSIGNMENT AND MANAGEMENT OF SPACE › Section 5000.440 - Alterations

Current through Register Vol. 48, No. 28, July 12, 2024
No alterations, including painting, to the building are to be
				  made and no air conditioning equipment, partitions, carpet, copy machines,
				  etc., are to be installed without written permission from DCMS. All outside
				  workmen and contractors whose work relates to the physical structure of the
				  building must be approved by DCMS before they perform any work in DCMS
				  buildings.
Illinois Administrative Code › Title 44 - GOVERNMENT CONTRACTS, GRANTMAKING, PROCUREMENT AND PROPERTY MANAGEMENT › Part 5000 - ACQUISITION, MANAGEMENT AND DISPOSAL OF REAL PROPERTY › Subpart D - ASSIGNMENT AND MANAGEMENT OF SPACE › Section 5000.450 - Local Requirements

Current through Register Vol. 48, No. 28, July 12, 2024
To conform to local building and staff needs, additional
				  requirements dealing with elevator service, parking, moving and delivery and
				  other service may be stated as necessary.
Illinois Administrative Code › Title 44 - GOVERNMENT CONTRACTS, GRANTMAKING, PROCUREMENT AND PROPERTY MANAGEMENT › Part 5000 - ACQUISITION, MANAGEMENT AND DISPOSAL OF REAL PROPERTY › Subpart E - UTILIZATION OF SPACE (STATE-OWNED AND LEASED PROPERTIES) › Section 5000.500 - Space Inspections and Surveys

Current through Register Vol. 48, No. 28, July 12, 2024
DCMS may conduct space inspections at periodic intervals on a
				  community, building, or agency basis as appropriate of State-owned and leased
				  space. Inspections would be made in an orderly manner, on the basis of a
				  floor-by-floor and room-by-room check of all assigned space. The agency would
				  be provided with a written summary of significant findings and recommendations,
				  together with data concerning improvements which can be effected by the agency,
				  and those which are planned by DCMS. A survey questionnaire, to be filled out
				  by the agency, may substitute for or supplement a physical inspection. Validity
				  of questionnaire information may be verified by periodic physical inspection of
				  a representative sample.
Illinois Administrative Code › Title 44 - GOVERNMENT CONTRACTS, GRANTMAKING, PROCUREMENT AND PROPERTY MANAGEMENT › Part 5000 - ACQUISITION, MANAGEMENT AND DISPOSAL OF REAL PROPERTY › Subpart E - UTILIZATION OF SPACE (STATE-OWNED AND LEASED PROPERTIES) › Section 5000.510 - Responsibility of Agencies

Current through Register Vol. 48, No. 28, July 12, 2024
It is the responsibility of agencies to assist and cooperate
				  with DCMS in the assignment and utilization of space, including the furnishing
				  of data relative to the use of the space occupied, and personnel housed or to
				  be housed. It is the further responsibility of the agencies continuously to
				  study and survey space occupied by them to ensure efficient and economical
				  space utilization. It is also the responsibility of those agencies to report to
				  DCMS any space which is excess to their needs and which might be assigned to
				  other agencies.
Illinois Administrative Code › Title 44 - GOVERNMENT CONTRACTS, GRANTMAKING, PROCUREMENT AND PROPERTY MANAGEMENT › Part 5000 - ACQUISITION, MANAGEMENT AND DISPOSAL OF REAL PROPERTY › Subpart E - UTILIZATION OF SPACE (STATE-OWNED AND LEASED PROPERTIES) › Section 5000.520 - Release of Space not Fully Utilized

Current through Register Vol. 48, No. 28, July 12, 2024
The space utilization program is designed to effect maximum
				  efficient utilization of State-owned and controlled space. Space for which
				  there is no current or foreseeable need by the occupying agency will be
				  considered available for reassignment or other appropriate action.
				  Underutilized leased space will not be renewed or extended under normal
				  circumstances.
Illinois Administrative Code › Title 44 - GOVERNMENT CONTRACTS, GRANTMAKING, PROCUREMENT AND PROPERTY MANAGEMENT › Part 5000 - ACQUISITION, MANAGEMENT AND DISPOSAL OF REAL PROPERTY › Subpart E - UTILIZATION OF SPACE (STATE-OWNED AND LEASED PROPERTIES) › Section 5000.530 - Notice to DCMS of Relinquishment or Termination of Space

Current through Register Vol. 48, No. 28, July 12, 2024
a) DCMS shall be notified by any agency
				occupying space assigned or leased by DCMS at least 120 days prior to the date
				on which the space, or portion thereof, will no longer be needed. In no event,
				however, shall such notice be given less than 30 days prior to the date on
				which a lease termination notice must be issued. Such notification shall be
				submitted in writing to the DCMS office responsible for the geographical area
				in which the space is located, giving a description of the space involved, its
				location and the estimated date of release. When a portion of space is
				released, it must be consolidated and accessible for reassignment. Any
				alteration required to make such space consolidated and accessible will be
				borne by the using agency. The appropriate DCMS office may will reassign or
				dispose of the space.
b) When an
				agency is responsible for operation, maintenance, and protection of State-owned
				space to which it has been assigned by DCMS, and the agency determines that
				such space, or a portion thereof, is no longer needed, the agency shall so
				notify DCMS at least 6 months prior to relinquishing the space in the same
				manner as indicated in paragraph (a) of this Section. The operation,
				protection, and maintenance of the real property or portion thereof to be
				released shall continue to be the responsibility of the agency.
Illinois Administrative Code › Title 44 - GOVERNMENT CONTRACTS, GRANTMAKING, PROCUREMENT AND PROPERTY MANAGEMENT › Part 5000 - ACQUISITION, MANAGEMENT AND DISPOSAL OF REAL PROPERTY › Subpart F - EXCESS REAL PROPERTY › Section 5000.600 - Excess Real Property Defined

Current through Register Vol. 48, No. 28, July 12, 2024
Excess property is that State-owned or controlled real
				  property which has no present program need by the holding agency. Such property
				  may nevertheless be beneficial to the State and should not be permanently
				  disposed of. Excess property may consist of unused or underutilized office or
				  storage space, buffer zones or greenbelts around State buildings, or farm or
				  other lands needed for possible future expansion.
Illinois Administrative Code › Title 44 - GOVERNMENT CONTRACTS, GRANTMAKING, PROCUREMENT AND PROPERTY MANAGEMENT › Part 5000 - ACQUISITION, MANAGEMENT AND DISPOSAL OF REAL PROPERTY › Subpart F - EXCESS REAL PROPERTY › Section 5000.610 - Reports of Excess Real Property

Current through Register Vol. 48, No. 28, July 12, 2024
Excess real property shall be reported to CMS on the Annual
				  Real Property Utilization Report Form by October 30 of each year. The annual
				  report contains cumulative information for the fiscal year preceding the
				  current October 30. Reports of excess real property are also to be submitted
				  each month as property becomes available. Advance notice of property becoming
				  excess should be given as soon as possible.
Illinois Administrative Code › Title 44 - GOVERNMENT CONTRACTS, GRANTMAKING, PROCUREMENT AND PROPERTY MANAGEMENT › Part 5000 - ACQUISITION, MANAGEMENT AND DISPOSAL OF REAL PROPERTY › Subpart F - EXCESS REAL PROPERTY › Section 5000.620 - Utilization of Excess Real Property

Current through Register Vol. 48, No. 28, July 12, 2024
Excess real property reported to DCMS will be screened for
				  possible utilization by other State agencies. Agency space requests will be
				  compared with excess real property reports. If the excess real property can
				  reasonably fulfill the space request, the excess real property will be made
				  available for the requesting agency in preference to obtaining leased
				  space.
Illinois Administrative Code › Title 44 - GOVERNMENT CONTRACTS, GRANTMAKING, PROCUREMENT AND PROPERTY MANAGEMENT › Part 5000 - ACQUISITION, MANAGEMENT AND DISPOSAL OF REAL PROPERTY › Subpart F - EXCESS REAL PROPERTY › Section 5000.630 - Charges for Use of Excess Property

Current through Register Vol. 48, No. 28, July 12, 2024
The agency using excess real property will not be charged any
				  rent for use of the property unless the holding agency has a special fund
				  established in the State Treasury for that purpose. The using agency may,
				  however, be required to pay directly its proportionate share of utility and
				  other service cost.
Illinois Administrative Code › Title 44 - GOVERNMENT CONTRACTS, GRANTMAKING, PROCUREMENT AND PROPERTY MANAGEMENT › Part 5000 - ACQUISITION, MANAGEMENT AND DISPOSAL OF REAL PROPERTY › Subpart F - EXCESS REAL PROPERTY › Section 5000.640 - Temporary Occupancy

Current through Register Vol. 48, No. 28, July 12, 2024
An agency utilizing excess space is to consider the
				  assignment terminable upon need of the holding agency. The holding agency shall
				  give at least six months notice of intent to reuse the space to both DCMS and
				  the using agency in order to allow sufficient time to obtain substitute
				  space.
Illinois Administrative Code › Title 44 - GOVERNMENT CONTRACTS, GRANTMAKING, PROCUREMENT AND PROPERTY MANAGEMENT › Part 5000 - ACQUISITION, MANAGEMENT AND DISPOSAL OF REAL PROPERTY › Subpart F - EXCESS REAL PROPERTY › Section 5000.650 - Disputes

Current through Register Vol. 48, No. 28, July 12, 2024
Disputes between the holding and using agencies will be
				  determined by the Department of Central Management Services.
Illinois Administrative Code › Title 44 - GOVERNMENT CONTRACTS, GRANTMAKING, PROCUREMENT AND PROPERTY MANAGEMENT › Part 5000 - ACQUISITION, MANAGEMENT AND DISPOSAL OF REAL PROPERTY › Subpart F - EXCESS REAL PROPERTY › Section 5000.660 - Non-State Use

Current through Register Vol. 48, No. 28, July 12, 2024
a) Excess Real
				Property
1) Excess real property which cannot
				be used by a State agency may be leased to the public, with governmental units
				being the preferred tenants, for periods of time not to exceed five years
				unless longer periods are authorized by statute. Vacant land shall be leased
				for periods of longer than five years if one of the following conditions is
				present:
A) The lease is made with an
				organization which is providing program-related services to a State agency, a
				not-for-profit organization or a unit of local government and those services
				require the lessee to make permanent capital improvements to the leased
				land.
B) A longer lease term is
				specifically authorized by statute.
Illinois Administrative Code › Title 44 - GOVERNMENT CONTRACTS, GRANTMAKING, PROCUREMENT AND PROPERTY MANAGEMENT › Part 5000 - ACQUISITION, MANAGEMENT AND DISPOSAL OF REAL PROPERTY › Subpart G - SURPLUS REAL PROPERTY › Section 5000.700 - Surplus Real Property Defined

Current through Register Vol. 48, No. 28, July 12, 2024
Surplus real property ... means any real property to
				  which the State holds fee simple title or lessor interest, and is vacant and
				  determined by the head of the owning agency to no longer be required for the
				  State agency's needs and responsibilities and has no foreseeable use by the
				  owning agency.
[30 ILCS
				  605/7.1 ]
Illinois Administrative Code › Title 44 - GOVERNMENT CONTRACTS, GRANTMAKING, PROCUREMENT AND PROPERTY MANAGEMENT › Part 5000 - ACQUISITION, MANAGEMENT AND DISPOSAL OF REAL PROPERTY › Subpart G - SURPLUS REAL PROPERTY › Section 5000.710 - Declaration of Surplus

Current through Register Vol. 48, No. 28, July 12, 2024
Real property inventories shall be maintained at the minimum
				  necessary to ensure economic and efficient operations. To that end each agency
				  shall survey property under its control on a continuous basis to identify
				  property which is not needed or which could be better utilized by another State
				  agency. Property that is not needed for future agency purposes shall be
				  declared surplus.
Illinois Administrative Code › Title 44 - GOVERNMENT CONTRACTS, GRANTMAKING, PROCUREMENT AND PROPERTY MANAGEMENT › Part 5000 - ACQUISITION, MANAGEMENT AND DISPOSAL OF REAL PROPERTY › Subpart G - SURPLUS REAL PROPERTY › Section 5000.720 - Reporting Surplus Real Property

Current through Register Vol. 48, No. 28, July 12, 2024
Each agency shall submit to CMS the Annual Real Property
				  Utilization Report by July 31 of each year. The annual report contains
				  cumulative information for the fiscal year preceding the due date. Reports of
				  surplus real property are also to be submitted each month as surplus property
				  becomes available. Advance notice of real property becoming surplus should be
				  given as soon as possible.