Attachment__3-NBSAP.pdf

National Business Space Assignment Policy

GSA Public Buildings Service Office of Portfolio Management and Customer Engagement

July 2017 Edition

Table of Contents Document Change History

Preface

Implementation

History and Evolution of Spatial Data Management

Measurement Guidance

Developing Accurate Rent Bills

Overview

Purpose

How PBS Defines and Assigns Space

Diagram 1: PBS Space Assignment Diagram

Building Level Categories

Gross Area

Gross Measured Area

Rentable Area

Usable Area

Office Areas

01–Office

Common Area

02–Building Common

03–Floor Common

Vertical Penetrations

04-Vertical Penetrations

PBS Specific

05–PBS Specific

10–Unmarketable

17–Excluded from Gross

14–Zero Square Feet

Space Assignment Room Name Application and Definitions

Appendices

A. Space Assignment Data Matrices

B. Methodology Used to Measure Space

C. Examples of Special Architectural Situations

D. Glossary and Acronyms

E. Calculations

Addendums

References

Contacts

Document Change History

May 2009 Edition Updated information and explanation of Rentable/Usable Ratio and

Joint Use space.

Introduced Nonassignable Space.

Feb 2013 Edition Changed Cover Photo.

Updated the PBS Space Assignment Diagram, Diagram 1.

Reorganized entire document to correspond to Diagram 1.

Introduced Space Type - Open to Below (Void).

Updated Illustrations.

June 2017 Edition Changed Cover Photo.

Added Document Change History table.

Incorporated the 3 Clarifications into the document.

Added Measurement Guidance section.

Reintroduced Unsuitable for Occupancy (UFO) concurrence and related information.

Added 7 new Room Names.

Incorporated the Land Port of Entry (LPOE) Addendum.

Preface

The National Business Space Assignment Policy (NBSAP) is the authoritative policy of how the General Services Administration (GSA), Public Buildings Service (PBS) assigns, classifies, and measures space in federally owned buildings. The NBSAP does not apply to leased space, except for buildings acquired as a portfolio lease. The Pricing Desk Guide defines a portfolio lease as a type of rental contract in which the leased space is priced as federally owned space using fair annual rent appraisals.

This document is a revision to the NBSAP dated February 2013. This version with its updated content and changes replaces all previous versions of this policy.

This document must be read in its entirety to fully understand GSA’s principles and practices for accurately assigning and measuring space. The document also includes notes, examples, illustrations, definitions, specific examples, references, and a glossary of terms and acronyms to further assist the reader in understanding the concepts. While this document is intended for the Spatial Data Management (SDM) community of practitioners others may find the information useful. When questions arise, please reach out to the regional SDM team for assistance and further explanation.

Deviations and exceptions from this policy as well as rulings on unique situations will be reviewed and determined by the Central Office SDM Team. When necessary, the Central Office SDM Team may include regional members and other business lines in these determinations.

Implementation

This policy is effective immediately on release for all new SDM work. If a building is due for an initial measurement, re-measurement, audit, or rewalk, please use the latest edition of the NBSAP. Our intent is that this policy revision will be referenced and used for new contracts and measurements. Any buildings currently being measured, classified, and assigned using the NBSAP February 2013 version are valid. Regions are not required to go back and re-measure each building because of this update, simply cite and use the latest version of the NBSAP next time the building has a re-measurement action.

History and Evolution of Spatial Data Management

While there are regional differences in the history and evolution of SDM, the following narrative is a broad overview of what generally took place:

Historically, hardcopy blueprints of individual tenant spaces were kept in large plan files. Plan files were typically identified by the building name with one drawer per floor. As changes to tenant spaces occurred, additional blueprints were added to the respective drawer. Square footages, necessary for the Occupancy Agreements (OA), were manually measured to scale on the actual blueprint.

The advent of Computer Aided Facilities Management (CAFM) changed this process. CAFM permitted building drawings to be created and stored electronically, eliminating the costly process of manually creating a new paper drawing every time there are changes made to any area in a building.

GSA made the decision to employ CAFM and the newly developed, highly accurate electronic field measurement tools to measure the entire GSA-owned building inventory. GSA uses the portal-based electronic Spatial Management and Reporting Tool (eSMART), which falls under the CAFM umbrella. The original hardcopy construction documents and blueprints of building changes were employed as the starting point in gathering information to create the CAFM drawings. Each building was drawn using Computer Aided Drafting (CAD) software, floor by floor, in a manner that assured the buildings remained the same size per floor and that all of the elevators shafts, stair towers, and mechanical systems stacked correctly.

Today, using space boundaries, all the spaces in a building are drawn and classified. Each space boundary is associated with metadata, reflecting the assignment of the space. The assignment metadata includes the Agency Name, Agency Bureau Code, Agency Space Assignment (Occupancy Agreement) Number, Space Type, Space Category, Usable Square Footage, and 16 other data fields.

The metadata is validated and automatically populated into the PBS space inventory system, Real Estate Across the United States (REXUS). The space information in REXUS is, in turn, entered into the OA Tool for OA Billing. The process, from CAFM to REXUS to OA Billing, assures accuracy and is key to GSA’s accurate billing of Federal occupants.

SDM is an on-going process with three major phases:

1. Initial Measurement and Validation (IMV) – Measuring, classifying, and assigning the space within a building for the first time. Related to this, after a major remodel or modernization, we often perform something very similar, sometimes called a re-IMV or full re-measurement.

2. Maintenance – updating the drawings and REXUS based on things that change frequently, sometimes daily, such as a space becoming vacant or someone moving into a previously vacant space

3. SDM Audits and Rewalks – Periodically verifying as-built conditions and assignments.

The Audit process is contracted and performed in phases while the Rewalk process is contracted as one task. These re-measurements can vary in scope depending on anticipated changes and are not as extensive as an IMV.

The decision to employ CAFM for the creation of accurate electronic assignment plans and the management of those plans became the program now known as Spatial Data Management.

The investment in technology assures that GSA maintains Government integrity, accurate billing, and value to the taxpayer. Although the regions’ SDM programs began differently and are not all at the same level of IMV completion, the community is standardizing common processes and deliverables. Today, SDM maintains the spatial data for over 1,600 properties, which represents approximately 225 million square feet nationwide.

Measurement Guidance

It is our goal to conduct an IMV of every federally-owned building. After an IMV, the building enters the maintenance phase and as noted above, our process is on-going. Here is some guidance to assist the regions on when a re-measurement action (re-IMV, Audit or Rewalk) should be performed:

• For major remodel or extensive renovation: Award or perform a re-IMV, within one year of substantial completion of this significant project/remodel (pending availability of funds).

• For buildings that have had multiple small projects that in total have changed the architecture moderately or for buildings with a higher turn-over of tenants than the regional norm: An SDM Audit or Rewalk is recommended at the 5-year interval.

• For buildings with minimal small projects or improvements and where the tenants have very little turnover: An SDM Audit or Rewalk is recommended at the 8-10 year range. In addition, SDM actions can be targeted or limited to one floor or one wing of the building if you want to increase frequency.

• For the buildings that are not of significant value, such as kennels, or for support buildings (mechanical/electrical) the service another larger building or site: An SDM Audit or Rewalk is recommended at the 10-year interval.

The regions have discretion to use reasonable judgment to either shorten or lengthen a re-measurement interval; however, we highly recommend some type of SDM action within 10 years for most buildings. SDM initial measurement and re-measurement work can be performed via the SDM national contract, an existing regional SDM contract and in some cases with the regional SDM team. Work referenced above is subject to availability of funds. This funding can be provided by the region or Central Office.

Developing Accurate Rent Bills

While the following steps can vary, the figure below illustrates how SDM is the foundation of a process created by GSA to meet Congress’ mandate that GSA charge rent to tenant agencies.

Figure 1: SDM Work – The Foundation for Developing Accurate Rent Bills

•Rent is deposited in the Federal Buildings Fund for use by

PBS.

•Direct and indirect expenses (overhead) related to the building are deducted and the remaining Funds from Operations (FFO) are used to finance new capital projects.

5. Deposit Rent

•Billing takes effect based on the signed Occupancy Agreement.

4. Fill the space with occupants

•Determine the price to charge the agency for their space based on the appraised rate and the space measurement.

3. Price the space

•Appraise the building to determine the commercially equivalent rate to charge per square foot.

2. Appraise the building

•Measure, classify, and assign the space to identify how many square feet to charge to the occupant agencies.

1. Measure the space

Overview

The General Services Administration, Public Buildings Service is mandated by Congress to charge rent to occupant agencies. To accomplish this, PBS must first measure, classify and assign the space.

The SDM Program is GSA’s national effort to create, update, and maintain its spatial data and associated CAD floor plans. In the near future, Building Information Modeling (BIM) solutions will accurately reflect the national federally owned inventory. BIM Guide 02 - Spatial Program Validation was updated in anticipation of SDM receiving BIM models.

SDM CAD floor plans are the basis for the assignment data and square footage information that PBS uses for rent bills. Keeping the drawings updated allows PBS to issue accurate rent bills to tenant agencies.

The SDM Program also aids in the performance and use of each asset while identifying the most efficient and cost-effective way to provide workspace for Federal employees.

The PBS Office of Portfolio Management and Customer Engagement, through the Central Office SDM Team, provides national program support to the regional SDM programs by:

• Issuing the National Business Space Assignment Policy (NBSAP)

• Maintaining SDM National Business Process Flows

• Coordinating significant SDM projects

• Establishing the national SDM contract

GSA has 11 regions, each of which has an SDM Regional Program Manager. The regional SDM programs manage and control their respective GSA spatial data. Asset Managers, Realty Specialists, Property Managers, tenant customer agencies and others utilize the accurate inventory and assignment information from the SDM program. The drawings produced under the National SDM Program provide a record of the PBS building inventory and can also be used as planning tools and references for building projects.

Purpose

The purpose of the NBSAP is to ensure consistent, accurate space assignment and measurement practices throughout GSA. This revision replaces all previous versions of the PBS

NBSAP.

This policy document is to be used as the authoritative source for assigning space throughout PBS’s federally owned and portfolio leased inventory, unless otherwise noted in this document.

It provides the practices, methodology, and information necessary for the correct assignment of space.

In addition, this policy provides details, examples and illustrations of how PBS measures space in both federally owned and portfolio leased inventory. Federally owned and portfolio leased buildings are measured using the standards in this policy, while leased buildings are measured using the commercial standards. See Table 1 for details.

Table 1: NBSAP Application – Federally Owned Versus Leased Buildings

Building Type Measurement Standard Federally Owned NBSAP

Leased: Fully Government Occupied (entire building leased) or Partially Government Occupied (floor, room or other section leased)

Typically use the ANSI/BOMA standards.

Many leases still refer to the 1996 version.

As they transition, we recommend the 2010 version, Method A (legacy method).

PBS uses the commercial American National Standards Institute (ANSI) and Building Owners and Managers Association International (BOMA) standards as a foundation for space measurement and classification. Specifically, PBS uses the following ANSI/BOMA standards:

(1) Office Buildings: ANSI/BOMA Z65.1-2010, Standard Methods of Measurement. This standard is used as the starting point for identifying and measuring office space.

(2) Gross Areas of a Building: ANSI/BOMA Z65.3-2009, Standard Methods of Measurement. This standard is used to identify and measure Voids.

These ANSI/BOMA commercial standards are the foundation for PBS standards, and NBSAP is the authoritative source for PBS’s specific measurement principles. If a space or building type is not addressed in this policy, use the ANSI/BOMA standards.

While going through this document, the reader will find cases where PBS’s policies are very similar (or identical) to the ANSI/BOMA principles and definitions. This document also explains and illustrates how PBS’s assignment and measurement processes relate to and differ from the ANSI/BOMA processes.

SDM measures space in usable square feet. PBS bills agencies on the basis of rentable square feet. Rent billing is based on Space Type (build-out) and not Room Names (usage).

Some notable similarities and differences between the PBS and the ANSI/BOMA standards include the following:

• PBS measurement and treatment of Voids is identical to the current ANSI/BOMA standards for the construction of buildings that were substantially completed on or after October 1, 2011.

• For buildings not yet measured, Voids will be addressed with the IMV.

• For buildings built and substantially completed prior to October 1, 2011, Voids will be included in the Gross Area until they are re-measured at audits/re-walks. At that time, building Voids will be excluded from Gross Area as addressed in this version of the NBSAP and the current ANSI/BOMA standards.

• For rent billing, there is no difference between Building Common and Floor Common.

Both types of common areas are considered the same in calculating the Rentable/Usable (R/U) ratio.

• Introduction of Nonassignable (PBS Specific) space.

• PBS’s Gross Area is smaller than the ANSI/BOMA Construction Gross Area and larger than ANSI/BOMA Exterior Gross Area.

• Joint Use space is Usable space that houses building amenities (e.g., child care, fitness, shared conference centers, cafeteria, etc.). For this type of space, GSA distributes the rental costs to all building tenants based upon their prorated share of the building occupancy.

To the extent possible, PBS assigns space at unique facilities the same way it assigns space at other Federal Buildings. We recognize that Land Ports of Entry (LPOEs) have additional unique features; therefore, please refer to the PBS’ Pricing Desk Guide and the NBSAP LPOE Addendum (Addendum section) for more information and guidance.

How PBS Defines and Assigns Space

SDM Assignment Drawings

SDM assignment drawings are the result of measuring, classifying, and assigning space. These drawings accurately show the occupancy of space and the existing square footage. The square footage is determined by using the methodology and calculations in this policy document.

GSA’s PBS methods and definitions differ slightly from the ANSI/BOMA standards for the following reasons:

1. GSA uses specific terminology that is coded in various software systems (therefore, changing terms and definitions would have a significant impact).

2. PBS uses different building measures than commercial entities.

3. Some ANSI/BOMA terms are not used or are irrelevant to PBS.

Space in federally owned buildings is assigned using guidance found in this policy. This policy does not apply to space in leased buildings, except for space acquired as a portfolio lease.

Please review the Pricing Desk Guide for the most current information on portfolio leases.

To produce the assignment drawings, the SDM measuring process begins by determining the Gross Area of the building and working down to the individual PBS space types. The sections that follow will provide further details on these procedures.

First, we must illustrate the difference in terminology that will be used throughout this policy.

Table 2 is a comparison of commonly used terms among GSA, ANSI/BOMA 2010, and ANSI/BOMA 1996.1 This table is not all-inclusive; for a more complete list of GSA’s terms and definitions please refer to the glossary in Appendix D.

1 The table refers back to 1996 because PBS started its SDM program that year and based its methods on the ANSI/BOMA 1996 standards.

Table 2: GSA Terms Compared to ANSI/BOMA Terms

GSA Term 2010 ANSI/BOMA Term 1996 ANSI/BOMA Term Gross Area Similar to “Construction Gross

Area” & “Exterior Gross Area” Similar to “Gross Building Area”

No direct equivalent term Construction Gross Area Term did not exist No direct equivalent term Exterior Gross Area Term did not exist Gross Measured Area Interior Gross Area (IGA) Gross Measured Area Rentable Area Preliminary Floor Area Floor Rentable Area Rentable Area Occupant + Allocated Area Basic Rentable Area Usable Area Usable Area Usable Area Occupant Area Occupant Area Office Area or Store Area Common Area Service Area Common Area (1) Joint Use Space Amenity Area Common Area (2) Major Vertical Penetration Major Vertical Penetration Major Vertical Penetration (1) Open to Below (Void) Void Major Vertical Penetration (2) Occupant/Tenant Occupant Tenant Tenant Floor Cut or Private Stairs

Occupant Void e.g. Private Stairs

The PBS Space Assignment Diagram below (Diagram 1) shows how GSA categorizes space beginning at the Building Level and working down to the individual PBS Space Types.

The Gross Measured Area includes everything except Construction Area and Open to Below (OTB). The remaining areas of the building are rentable and they are comprised of Usable, Building Common, and Floor Common areas which follow the ANSI categories with PBS implementation of Space Types.

GSA separates ANSI Category 01–Office Area into two subcategories: Assignable and Joint Use. Assignable spaces include spaces that are assigned, committed, and vacant. Joint Use spaces include spaces that are Building Joint Use, Facility Joint Use, Lease Joint Use, and Community Joint Use.

Note: PBS uses the term “Usable Area” to include Assignable and Joint Use space.

ANSI Category 02–Building Common includes: PBS Building Common, Facility Common, and Lease Common. ANSI Category 03–Floor Common includes: PBS Building Common and Lease Common.

Both ANSI Categories 02–Building Common and 03–Floor Common include: Circulation Horizontal, Custodial, Mechanical, and Public Toilet.

Diagram 1: PBS Space Assignment Diagram

This diagram shows how GSA categorizes space from the Building Level to the individual PBS Space Types.

Building Level Categories

Gross Area

Federally owned buildings are measured using the guidance contained in this policy. We begin by establishing the Gross Area of the building. The Gross Area is the total constructed area of a building measured to the outside of the exterior enclosing walls. Gross Area may include partially enclosed areas, but it does not include Voids.

Calculations:

Gross Area = Rentable Area + Nonassignable Space – Open to Below (Voids)

Gross Measured Area = Gross Area – Construction (CON)

Rentable Area = Usable Area + Common Area

The following enclosed areas are included in Gross Area:

• Office floors

• Atriums and lobbies only at the lowest floor level

• Basements and sub-basements

• Mezzanines (occupied portion)

• Mechanical equipment floors

• Penthouses

• Structured parking and vehicular ramps

• Attic space

• Loading docks within the building line

• Tenant floor cut

The following partially enclosed areas are included in Gross Area:

• Parking structures

• Loading docks within the building line

• Occupant (or multi-occupant) covered balconies

• Covered terraces (roof terraces)

• Exterior door setbacks

• Walkways or corridors (if External Circulation)

Note: To be included in the Gross Area calculation, partially enclosed areas must have a slab or roof above and a slab or foundation below, and they must be within the building line. To be considered External Circulation, the walkways or corridors must meet the definition described in

ANSI/BOMA Z65.1-2010.

When a unique situation requires a determination, it will be reviewed and determined by the Central Office SDM Team.

The following areas are excluded from Gross Area and not measured:

• Unenclosed areaways

• Unenclosed walkways (sidewalks)

• Unenclosed stairs

• Unenclosed spaces

• Unexcavated spaces

• Unexcavated basements

• Crawl spaces

• Voids (where a floor might otherwise be expected or measured)

Note: On the drawing, spaces excluded from Gross Area should be indicated with text to show how the space is used. When a unique situation may require an exception or ruling, it will be reviewed and determined by the Central Office SDM Team.

GSA’s Gross Area differs from both BOMA’s Construction Gross Area (CGA) and Exterior Gross Area (EGA). Table 3 shows a summary of the differences among the three types of Gross Area. An “X” indicates space type is measured and included in Gross Area. All other spaces are not measured and not included in Gross Area.

Table 3: Gross Area Differences between GSA NBSAP (2017) and BOMA (2010)

GSA

Gross Area

BOMA

CGA

BOMA

EGA

Space Types

Partially Enclosed Areas X X X Parking structures X X X Loading docks within building line X X X Exterior Door Setbacks X X Occupant (or multi-Occupant) covered balconies X X Covered terraces (roof terrace)

X Covered walkways* X Covered arcades within building line Unenclosed & Not Measured Areas X Unenclosed areaways X Unenclosed stairs (structured part of building) X Unenclosed spaces (structured or roofed)

Unenclosed walkways (sidewalks) Unexcavated spaces Unexcavated basements Crawl spaces Voids (where a floor might be otherwise expected or measured)

*Note: Covered walkways may be included in both GSA Gross Area and BOMA EGA if they meet the definition of External Circulation found in ANSI-BOMA Z65.1-2010.

Illustration 1: The coloring depicts the Gross Area of this floor plan. This floor layout illustrates the required elements that are included in the Gross Area.

Note: Only the lowest floor level of a multi-story space with a void, such as an atrium or lobby, is included in the Gross Area.

Office Open Office

Lobby

Lobby

Joint Use Conference Center

Open Office Loading Dock

Illustration 2: The floor plan layout depicts a basement with unfinished crawl space and unexcavated space, which are excluded from the Gross Area. The coloring depicts the Gross Area of this floor plan.

Parking

Unexcavated Area

Parking

Shop

Office

Storage

Parking

Unfinished Crawl Space

Mech.

Storage

Gross Measured Area

Once the Gross Area of the building has been established, the Gross Measured Area is then calculated. The Gross Measured Area is the Gross Area of the building minus the Construction Area (CON).

Gross Area = Rentable Area + Nonassignable Space – Open to Below (OTB) Voids

Gross Measured Area = Gross Area – Construction Area (CON)

The following enclosed areas are included in Gross Measured Area:

• All Rentable Area

• Vertical Penetrations: Circulation Vertical (CRV)

• 2 cases of PBS-Specific Space o Structured Parking (STP) o Unsuitable for Occupancy (UFO)

Rentable Area

At the building level, Rentable Area is the total amount of Usable Area plus the total amount of Common Area. At a tenant level, Rentable Area is the amount of space an occupant can occupy or use within a building plus their respective share of Common Area represented by a Rentable/Usable (R/U) factor. Rentable Area is used to determine how much rent an occupant will pay. Refer to PBS’ Pricing Policy for companion guidance.

Rentable Area = Common area + Usable area (Assignable space + Joint Use space)

Rentable Area = Usable area x Building R/U Factor

Illustration 3: The colored space depicts the building’s Rentable area in this floor plan.

Refer to Illustration B-3 (located in Appendix B) for placement polygon along current wall.

Office Office

Office

Office Office

Mech.

Elev.

Lobby

Lobby

Restrooms

Mech.

FH

C

UP

DN

UP

DN

FH

C

FHC

FE

Usable Area

A subset of Rentable area is Usable area. Usable area includes space that is Assignable to a specific Occupant and Joint Use areas that can be used by all occupants.

Note: PBS uses the term Usable area to include Assignable and Joint Use space.

Calculation:

Usable Area = Assignable space + Joint Use space

Illustration 4: Colored areas depict the Usable area in this floor plan (Assignable space plus Joint Use space).

Joint Use Conference Center Open Office

Open OfficeOffice

Office Areas

01–Office

The SDM ANSI Category 01–Office is equivalent to the square footage defined as Usable area.

The SDM Category 01–Office includes space that is Assignable Space to a specific occupant and Joint Use Space areas that can be used by all occupants.

01–Office = Assignable space + Joint Use space

Assignable Space

Assignable Space is space that can be used or leased for a variety of purposes. Some specific examples of Assignable Space are:

• Space used or leased by a single occupant as a primary office.

• Space used or leased by a single occupant as primary storage space.

• Space used or leased by a single occupant as private telephone closets, uninterrupted power supply rooms, or mechanical rooms.

• Private toilets that are part of a single occupant agency’s program requirements and not part of building shell.

• Private loading docks within the building line.

• A corridor designed or used for an occupant’s use and control.

• Tenant floor cuts designed for or used by a specific occupant that are assigned and measured as though the slab exists. These spaces include courtrooms, auditoriums, stages with fly-lofts, private elevators, private stairs, dumbwaiters, and air shafts for laboratory hood exhausts.

o Note: Please refer to Illustrations 5 and 6 for examples of Occupant Voids and the Tenant Floor Cut section (Page 24) for more information on Occupant Voids.

• Property Management Office (PMO) o Note: Assign the space type according to build out. If the space is Assignable space, use AB Code 4766. If the space is classified as support for the building to function, the space is Floor Common or Building Common.

• Maintenance and contractor space used specifically to support or service the building.

o Notes: Items to consider in assigning additional maintenance, contractor and operations space to AB Code 4762.

1. The use of AB Code 4762 is to be used to capture spaces for building support activities, above what is provided in the base building, that currently occupy Marketable/Assignable spaces built to office standards (not INS or GNS) and not part of the original Custodial (CST) and Mechanical (MCH) spaces.

SDM ANSI CATEGORY: 01–Office PBS DESCRIPTION of SPACE: Assignable or Joint Use Space PBS SPACE CATEGORY: 01–Assigned, 04–Committed, 11–Vacant, 03–Building Joint Use, 07–Facility Joint Use, 15–Lease Joint Use, and 16–Community Joint Use PBS SPACE TYPE: Multiple, see Diagram 1

2. Buildings are designed with a certain amount of CST and MCH spaces.

Descriptions of these spaces are found in the “Common Area” section of this document. The spaces that meet these criteria are to remain assigned as such.

3. When custodial, mechanical and/or facilities management personnel expand or work exclusively in areas previously classified as built to office standards space (not INS or GNS), then these spaces will be assigned to an agency code (typically AB 4762). See “Office Areas” section for descriptions and examples of Marketable/Assignable spaces built to office standards (not INS or GNS).

o Examples for needing additional building support space could include: the need for more office space for building support personnel, need for more storage area for tools, manuals, replacement parts and other items used to service or repair the building (multiple buildings) above what is found in CST or MCH and finally need to place new building equipment into previous office standard areas when MCH space is not available.

4. When custodial, mechanical and/or facilities management personnel expand or work exclusively in areas not built to office standards, such as INS or GNS space, then these spaces will be assigned to one of the Building Common PBS Space Categories.

o Examples of such spaces could include spaces that are not fully conditioned, have height restrictions and spaces that have been added or modified within Mechanical or Custodial space.

5. Construction contractor staging areas or office areas that will only be used on a temporary basis (i.e. the length of remodel or construction project) will remain assigned what they were before project (for example if Vacant, then leave as Vacant). If there is a permanent designated staging area used for a variety of projects or personnel and the space meets office standard definition, assign to an agency code (AB Code 4762 if managed and controlled by GSA). While regions have some discretion on use of AB Code 4762 in semi-permanent staging areas, the use of this code was not meant to change frequently.

Illustration 5: TFC / Occupant Void Over Courtroom.

Open to Below TFC / Occupant Void

Occupant Space

Courtroom

Occupant Space

Occupant Space

Occupant Space

Occupant Space

Building Common

Building Common

Illustration 6: TFC / Occupant Void Over Auditorium.

Open To Below TFC / Occupant Void

Auditorium

Occupant Space

Occupant Space

Occupant Space

Occupant Space

Building Common

Building Common

Building Common

Occupant Space

Joint Use

Joint Use spaces are amenities available for use by all occupants of a building, community, facility, or lease. An amenity designed for, used by, or converted for use by a single occupant (as determined by one agency/one bureau code) is considered an occupant amenity and, accordingly, it is an occupant assignment and not Joint Use. There are exceptions to this rule:

child care centers, cafeterias, and vending stands operated under the Randolph-Sheppard Act in non-delegated owned buildings are assigned as Joint Use. If there are multiple occupant agencies (multiple agency bureau codes), the amenities are assigned as Joint Use.

Note: GSA’s occupancy within a building or facility does not constitute an agency that would impact the assignment of an amenity to a single occupant.

There are four types of Joint Use:

1. Building Joint Use: Includes amenities that are housed in the building and are available only to the occupant agencies in the building. In the case of leased buildings with multiple leases, if the amenities are available to all the Federal occupants in the building, the space is assigned as Building Joint Use.

2. Community Joint Use: Includes amenities such as child care centers or cafeterias housed in one building that are available to occupant agencies in neighboring buildings.

3. Facility Joint Use: Includes amenities that are shared among two or more buildings that are designated as a facility within the inventory system.

4. Lease Joint Use: Includes amenities housed in the lease that are available only to the occupant agencies in the lease. In the case of leased buildings with multiple leases, if the amenities area is available to only the Federal occupants in one lease, the space is typically assigned as Lease Joint Use.

Typical examples of Joint Use space include the following:

• Library

• Cafeteria

• Vending

• Fitness center

• Conference room/center

• Credit union

• Child care

• Health unit

• Building Mail Room

• Leadership in Energy and Environmental Design (LEED) related spaces, such as Bike rack rooms and certain showers, etc.

• Wellness rooms

• Lactation rooms

Space Category and Space Type

All space assignments will have a Space Category and a Space Type.

Space Categories are used within the PBS inventory system to identify a room’s status of occupancy. The two-digit Space Category numbers are recognized by the PBS inventory system.

Space Types are used within the PBS inventory system to identify a room’s build-out. The three-letter Space Type acronyms are recognized within the PBS inventory system.

Note: Data matrices for the application of Space Categories and Space Types can be found in Appendix A.

Assignable and Joint Use Space Categories

01–Assigned Identifies Usable space within a building that is assigned to a specific client agency.

03–Building Joint Use Amenities housed in the building that are available to only the occupant agencies in the building.

04–Committed A Usable space or amenity identified for future use by a specific client agency.

07–Facility Joint Use Amenities shared among two or more buildings designated as a facility within the inventory system.

11–Vacant Unassigned Usable space.

15–Leased Joint Use Amenities shared by all building occupants in the lease.

16–Community Joint Use Amenities such as child care centers or cafeterias housed in one building and shared by occupant agencies in neighboring buildings.

Assignable and Joint Use Space Types

ADP–Automatic Data Processing

Space that typically contains ADP equipment with the following features:

• Local area networking (LAN) cabling distribution

• Electrical upgrades

• Above-standard heating, ventilating, and air conditioning (HVAC)

Note: Normally includes a raised floor, but not all raised floors are ADP space.

AUD–Auditorium

Space that typically contains the following features:

• Stages

• Stadium seating

• Sloping floors

• Ceilings exceeding 10 feet (typically with tenant floor cuts or Voids) (see

Illustration 6)

• Audiovisual equipment, increased floor loading, above-standard lighting and

HVAC, and is larger than 400 square feet.

CFT–Conference/Training

Space that contains several of the following features:

• Special audiovisual equipment

• Soundproofing

• Chair rails

• Paneling

• Marker boards

• Blackout curtains, supplemental lighting, and HVAC. Spaces can include conference rooms, training rooms, hearing rooms, and libraries.

Note: These spaces do not meet Judicial Hearing Room (JHR) requirements. CFT refers to the build out of the space, not the use of the space.

CLD–Child Care

Space that is specifically built for child care use and contains features such as:

• Above-standard flooring

• Indoor play area

• Above-standard toilet rooms

• Laundry facilities

Note: Spaces inside a child care unit are classified by the build out of the space. All child care space has a room name of Child Care for querying purposes.

CRJ–Courtroom/Judiciary

Space with features such as:

• Ceilings that exceed 10 feet (typically with tenant floor cuts)

• Courtroom entry vestibule with or without sound lock

• Column spacing that exceeds 30 feet on center

• Above-standard lighting and HVAC

• Extensive millwork and cabinetry, or unique ceiling ornamentation/plane changes.

Notes:

(a) Spaces can include courtrooms for the U.S. District Court, U.S. Tax Court, U.S.

Court of Federal Claims, U.S. Magistrate Judges, U.S. Court of Appeals, and U.S.

Bankruptcy Court.

(b) Use of the space may not always be by judicial agencies. Classification is based on build out.

FDS–Food Service

Space dedicated to preparing, dispensing, and/or consuming food. Spaces include:

• Cafeterias

• Seating space in cafeterias

• Snack bars

• Vending machine areas

• Private kitchens with plumbing

• Break rooms with plumbing

Note: A food service area (if it is part of a larger room) is to be measured at 5 feet from the face of the counter or vending machine area.

FIT–Fitness Center

Space with features such as increased floor loading, above-standard flooring, above-standard lighting and HVAC, ceiling fans, mirrors, and grab bars.

GNS–General Storage

Space that is used for storage and has significant diminished use that prohibits the space from otherwise being used as standard office space, typically found in basements or attics and it meets the following characteristics:

• Space must have permanent conditions, obstructions, or protrusions below the ceiling height and into or within all or a portion of the space that do not allow for general office use and it would be cost prohibitive to build out the space to office standards, and

• Space is typically not within standard office space and the space is not completely built out to shell.

Space that is used by an occupant as storage and is built out to office standards is assigned a Space Type of Total Office (TTO). Storage space that is not built out to office standards may be assigned as either Space Type GNS or INS, according to the build out.

Note: Refer to PBS’ Pricing Policy for additional information. Consult with your regional SDM RPM on assignments. In cases where there is still ambiguity, contact the Central Office (SDM Team), who will consult with Pricing and make the final GNS classification decision.

Table GNS-1: This table compares features to assist in determining whether space is GNS versus INS. For a space to be classified as GNS it must meet both the “Protrusions and Obstructions” and “Ability to Convert to Office Standards” criteria in addition to at least one other feature criteria. For more information on building shell refer to the Pricing Desk Guide.

Feature GNS INS A GNS classification must meet both the “Protrusions & Obstructions” and the “Ability to Convert to Office Standards (TTO)” criteria.

Protrusions & Obstructions

Can emanate from walls, floor or ceiling, they are permanent and they render space unable to meet Office standards

None or very minimum

Ability to convert to Office standards (TTO)

Cost prohibitive Not cost prohibitive

And at least one of the following features.

Location Space is typically not within standard office space

Space could be anywhere

Lighting & HVAC Does not meet shell Less than full Office features

Floor Unfinished floors Concrete, typically unfinished

Ceilings

Open or unfinished.

Could not meet 7-ft minimum height requirement if they were to be finished

Open or unfinished.

If finished, needs to meet 7-ft minimum height requirement

Note: There are some rare instances where a space can have no Protrusions and Obstructions and still be considered GNS space. These spaces will have permanent diminished conditions that are cost prohibitive to correct or convert. In these situations, they must meet the location criteria and have 2 of the additional features on table.

Photograph GNS-1: This photograph shows a typical example of GNS space; located in the basement, contains obstructions and protrusions and it would be cost-prohibitive to convert to office standards.

HUT–Health Unit

Space built to accommodate medical equipment with plumbing. Spaces can include:

• Exam rooms

• Waiting rooms

• Wellness rooms

• Laundry facilities

INS–Light Industrial

Space that is intended for or can be converted to office use, but it is not built to office standards. Light Industrial space may also be built out to provide a specific use for an occupant, and has the following characteristics:

• Less than full features for HVAC and lighting

• Unfinished concrete walls and/or floors

• Open or unfinished ceilings

• Not cost prohibitive to build out the space to office standards

Types of Light Industrial spaces that are within the building line include private loading docks, private elevator mechanical rooms (built to the specific needs of an occupant), and storage rooms.

The INS Space Type is not used for spaces that are built out as general office space.

Note:

Light Industrial (INS) differs from Warehouse space (WRH).

• Warehouse space has large column spacing (30 feet on center or greater), typically includes large open areas such as bays, and is not easily converted to office space.

• Light Industrial space typically refers to rooms within office space (TTO).

Photograph INS-1: This photograph shows a typical example of INS space; note space has lighting, HVAC, walls, etc. It would not be cost prohibitive to build out the space to office standards. Space contains no significant protrusions or obstructions.

JCC–Judicial Chambers

Space with features exceeding typical office space standards such as extensive wood millwork, wood base, chair rail, fabric wall covering, vinyl wall covering, sound board, speakers, closed-caption television (CCTV) monitors and/or cameras, panic buttons, recessed can lighting, ceiling fans, and cabinetry. Spaces can include chambers for Court of Appeals, District, Magistrate, Bankruptcy, Claims, and Tax judges. Space can include above-standard lighting, security systems, and/or HVAC. Classify spaces to build out. Included in the chambers spaces are:

• Judge’s private office

• Robing room

• Conference room

• Corridors

• Reception

• Closets

• Private toilet

• Judges’ libraries

• Law clerk offices (when part of the judges’ chambers)

• Service unit (break area)

• Secretarial area

JHR–Judicial Hearing Room

Small court facilities that can include court facilities for Senior District Judges, Bankruptcy Judges, and Magistrate Court Judges. JHR is used for small courtrooms. Spaces typically have these features:

• Column spacing less than 30 feet on center

• Above-standard lighting such as recessed can lighting

• Above-standard HVAC such as separate air

• Built-in items, such as judge’s bench, chair rail, sound system, podium, spectator railing

• Wall-to-deck crown molding, articulation in the ceiling

• Above-standard doors, sound lock entry

• Millwork and cabinetry, although smaller in scale than found in CRJ

LAB–Laboratory

Space that has built-in equipment, plumbing, and/or utilities for experimentation, the qualitative and/or quantitative analysis of matter, the processing of materials, and photographic development, including wet, clean, and photographic laboratories.

A laboratory may have the following characteristics:

• Corrosion-resistant/stainless steel countertops

• Gas supply plumbing in the wall or the floor

• Special venting equipment

• Quarry tile flooring

• Floor drains

• Light lock doors for photo labs

• Above-standard electrical for testing equipment

• Special lighting

• Separate climate control systems

PTL–Private Toilet

Restrooms or shower/locker rooms built for the private use of an occupant as part of their program of requirements.

Note: A private toilet is not provided as part of building shell. It is provided as a result of occupant requirements.

QRR–Quarters/Residence

Space built for residential quarters in Government-controlled spaces.

Note: Spaces can include military barracks or remote land ports of entry.

STC–Structurally Changed

Space with features such as increased floor loading, above-standard wall construction, concrete or wire-mesh walls, and ballistic glass. Spaces can include:

• Vaults

• Holding cells

• Evidence rooms

• Secure sally ports within the exterior building line

• Target ranges

TFC–Tenant Floor Cut

An opening in a floor above an occupant’s finished floor designed for or exclusively used by or controlled by a specific occupant, such as a multi-level courtroom. The floor cut eliminates otherwise Usable space. BOMA defines a tenant floor cut as an Occupant Void. This space may be part of the original building design or renovated by removing a portion of the slab. Spaces can include:

• Private elevators

• Dumbwaiters

• Private stairs

• Private air shafts

• Multi-level courtrooms

• Multi-level auditoriums

(a) If the upper portion of an occupant’s multi-level space, such as a courtroom, penetrates mechanical space, a roof or unmarketable attic space, it must be tagged as a 05–PBS Specific, designated 17–Excluded from Gross, and given the Space Type OTB (Open to Below). See Illustration 16 (below) for example.

(b) If there is occupant space adjacent to or on the same floor as the upper-level of the multi-level space on a floor, the space must remain TFC, despite the presence of mechanical space. Consider if TTO space could have be built where the TFC exists, would it have access to a corridor, etc.

TTO–Total Office

An environment for office operation with features such as HVAC and lighting, with finished floors, ceilings, and walls. Types of total office spaces include:

• An office or open office space housing personnel and furniture

• Closets within the general office space

• Private corridors

• Meeting and training rooms that do not meet criteria for conference/training (CFT)

• Storage in office space

• Reception space

• Health rooms without equipment

• File space without increased floor load

• Pedestrian processing space at land ports of entry

• Property Management Office (PMO)

• Maintenance and contractor space used specifically to support or service the building.

Note: Assign the space type according to build out. Use Room Name to capture how space is being used.

WRH–Warehouse

Space built for materials storage and handling operations with features such as concrete floors, unfinished ceilings, industrial lighting, overhead doors, minimal HVAC, and large column spacing (30 feet on center or greater). This space typically includes large open areas such as bays, higher than normal ceiling heights, special floor load capacities, and it is not easily converted to office space.

Note: Warehouse space is generally not located in office buildings; however, both space types (WRH and TTO) may exist in the same building. WRH refers to a space type and not building class; refer to the PBS Pricing Policy for additional information on Predominant Use.

Common Area

Common area is defined as the area of the building that provides services, support, and horizontal circulation to building occupants. Assignable space is not included in the calculation of Common area. Building services, support, or circulation for a specific occupant are assigned to that occupant.

SDM ANSI CATEGORY: 02–Building Common and 03–Floor Common PBS DESCRIPTION of SPACE: Common PBS SPACE CATEGORY: 02–Building Common, 06–Facility Common, and 08-Lease Common

There are two types of Common areas: Floor Common and Building Common. Floor Common areas are spaces that pertain to a specific floor of a building, such as corridors. Building Common areas pertain to all floors of a building, such as elevator lobbies. PBS measures Building Common and Floor Common areas using the same guidelines as ANSI/BOMA.

However, unlike ANSI/BOMA, PBS combines the two areas to determine the building’s R/U Factor. The building’s R/U Factor is used in calculating an occupant’s prorated share of Common area.

The sum of all Common area (Floor + Building) within a building is included in the Rentable Area calculation. The R/U Factor is Rentable Area divided by Usable Area, which determines the Rentable to Usable ratio.

R/U Factor = Rentable Area ÷ Usable Area

Illustration 7: Colored space depicts Common area of a floor plan.

Elev.

Lobby

Mech.

Restrooms

Lobby

Mech.

FH

C

UP

DN

UP

DN

FH

C

FHC

FE

02–Building Common

Building Common areas provide services or circulation to all building occupants. Parking, vertical penetrations, and portions of loading docks that are outside the building line are not included in the definition of Building Common area. Examples of Building Common areas are:

• Atrium spaces at the finished floor level.

• Main and auxiliary lobbies that are used by all occupants in the building and that lead to the main entry-level elevator lobby.

• Mechanical service areas that support multiple floors.

• Mechanical service areas that support the entire building.

• Occupant support or security area such as concierge, security desks, checkpoints, and fire control rooms.

• Support areas such as custodial storage; custodial shop areas; janitorial closets; and electrical, telephone, mechanical, and equipment rooms that support multiple floors in the building; and storage for recyclables or dumpsters that serve the building.

• Additional examples include: mechanical shops that service the building or multiple buildings, locker rooms and break rooms located within CST and MCH areas that are designated exclusively for use by the custodial and mechanical staffs.

• Fully enclosed courtyards at the finished floor level.

• Toilets and their associated vestibule and plumbing chases provided as part of the building shell.

• Spaces used for the sole purpose of supporting or servicing building operations.

• Guard and building monitoring stations (U.S. Marshals Service (USMS), Federal

Protective Service (FPS) and Contract Security.)

o Note: Please contact your regional SDM Program Manager for issues related to assignment of guard and building monitoring stations or consult the PBS Pricing Desk Guide and the 2006 DHS/GSA Memorandum of Agreement (MOA) or latest version. This is typically assigned as Space Type CRH.

• Property Management Office (PMO) o Note: Assign the space type according to build out. If the space is Assignable space, use AB Code 4766. If the space is classified as support for the building to function, the space is Floor Common or Building Common.

• Maintenance and Contractor space used specifically to support or service the building.

o Note: Assign the space type according to build out. If the office supports a single building and space cannot be used…