Agency Specific Requirements (JAN 2024).pdf

LEASE NO. 57-51141-23-FA

AGENCY SPECIFIC REQUIREMENTS (NOV 2023)

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EXHIBIT C

USDA Agency Specific Requirements

Lease Number: 57-51141-23-FA (Stuart, Virginia)

The Agency Specific Requirements (ASRs) do not reduce the minimum requirements contained within the Lease. These ASRs provides specific agency requirements, which may be complementary, more specific, or more stringent than those of the Lease minimum requirements. To the extent the contents of these ASRs conflict with the contents of the Lease, the more stringent requirement shall apply.

A. ROOM SCHEDULE

The following spaces in these approximate sizes shall be provided by the Lessor.

*NOTE: NRCS staff numbers might reflect non-USDA partners where NRCS provides workspace to partners through separate agreement.

FSA NRCS

SPACE TYPE

SQUARE

FOOTAGE

NEEDED

3 PRIVATE OFFICES (120 sf each +/-) 240 120 360

OPEN OFFICE AND CIRCULATION AREA (4 work stations/1 touch-down stations)

204 156 1108

CONFERENCE ROOM 171 129 300

BREAK ROOM 86 64 150

RECEPTION AREA 86 64 150

MAIL/COPY AREA 86 64 150

ADP ROOM 57 43 100

STORAGE ROOM 0 150 150

File room 150 0 150

MINIMUM ABOA (Space Used by USDA Only): 2618 MAXIMUM ABOA (Space Used by USDA Only): 2749

MAXIMUM RSF (Rentable Square Footage includes common areas such as bathrooms, utility rooms, vestibules, and other space shared with non-USDA tenants):

Government Vehicle Reserved Parking Needed: 1

Employee/Customer Unreserved Parking Needed: 16

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B. ROOM DESCRIPTIONS

Lobby/Reception Area – The lobby area is designed for customers to enter, check in, and wait to be seen by USDA staff.

1. Electrical outlets according to local code.

2. Flooring, wall coverings, and window coverings according to Lease.

3. See Physical Security requirements below for additional information.

Design Examples:

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Private Offices- Private offices shall be designed to accommodate (1) one individual seated at a desk, with space for (2) two additional guests. These spaces are to be utilized by individuals who require acoustic and visual privacy for meetings and phone calls or tele/video conferencing. Interior glass window with blinds to provide visibility to the open office and allow daylight to penetrate through.

1. Sound Transmission Class rating as specified in Lease.

2. Greater of three (3) double electrical outlets or local code.

3. Two (2) telecommunication outlet.

4. Three (3) coat hooks on the wall next to the door.

5. Flooring, wall coverings, and window coverings according to Lease.

Design Example:

Consult Room – Consult rooms shall be designed to seat up to 4 individuals for hosting small meetings, phone calls, tele/video conferencing, or for individual working. Locate adjacent to workstation clusters and in close proximity to enclosed offices. When possible, provide access to natural daylight.

Interior glass window with blinds to provide visibility to the open office and allow daylight to penetrate through. Provide film at seated height for partial privacy.

2. Greater of five (5) double electrical outlets or local code.

3. Two (2) telecommunication outlet.

4. Three (3) coat hooks on the wall next to the door.

5. Flooring, wall coverings, and window coverings according to Lease.

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Conference Room - Meeting rooms for 10-12 people for large meetings, tele/video-conferencing, as well as presentations. Locate centrally within the office and adjacent to the reception/service desk in order to provide immediate access for invited guests. Ideally, locate close to the break area for convenience for invited guests. Consider locating doors off of the open office area for acoustic privacy. Provide access to daylight when possible.

2. Greater of five (5) double electrical outlets or local code.

3. One (1) or Two (2) telecommunication floor boxes.

4. Lessor to provide data jack and audio-visual (A/V) connection for installation of a wall mounted television to use for presentations. Lessor is responsible for maintenance of connections/wiring and data jack, but television is the property of USDA and is to be installed and maintained by USDA.

5. Six (6) coat hooks on the wall next to the door.

6. Flooring, wall coverings, and window coverings according to Lease.

Break Room - An enclosed or semi-enclosed space to serve as a destination for refreshment. The space is provisioned to support food preparation and storage, coffee machines and recycle bins.

Depending on size of office this may be an area for socialization, so seating area should be provided.

Locate adjacent to conference room. Some enclosure is necessary to reduce transmission of noise and smells into the workplace.

2. Greater of four (4) double electrical outlets or local code, in addition to the outlets required for refrigerator/freezer and microwave. Outlets provided at counter per local code.

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3. Six (6) coat hooks on the wall next to the door.

4. Flooring, wall coverings, and window coverings according to Lease.

5. Lessor to provide and maintain, as part of operations and maintenance of the Premises, a breakroom refrigerator with freezer (at least 18 cu ft in size) and countertop microwave oven.

The Lessor shall retain ownership of these items, and associated costs shall be included in Operating Expenses on the Form 1217.

6. Minimum of ten (10) feet of counter with base and overhead cabinets and double compartment sink.

Secure Storage – This room is for equipment or other content that needs to be securely stored, but easily accessible within the office. Size and type of storage units will vary depending on content requirements.

1. Room shall not be accessible through the ceiling to prevent “up and over” access. Utilize slab-to-slab walls or installation of steel mesh to prevent intrusion.

2. Solid core door with door hinges installed inside the room. No windows or other openings.

3. Fire extinguisher required.

4. Sound Transmission Class rating as specified in Lease.

5. Greater of three (3) double electrical outlets or local code.

6. Flooring and wall coverings according to Lease.

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Open Office - A standard space for an individual to accomplish focused solo work and short-term collaborative work who spend most of their time at their desk. Individual workstations are provided in combination with easily accessible meeting spaces for group work and focus booths for concentration or private conversation. Place near floor perimeter to maximize access to natural light.

Generally, this is open space where systems (cubicle) furniture will be installed by USDA. Lessor must ensure electrical and data connections are available to hard wire the installed furniture, and Lessor is responsible for providing an electrician to undertake or assist with the furniture installation.

Data and electrical can be provided via ceiling drops or wall connections.

Mud Room - The Mud Room includes a shower area of approximately 120sf for cleaning and washing field equipment. The room should provide complete visual and acoustic privacy and shall be located away from open offices areas. Recommend locating adjacent to a point of entry, to limit path of travel through office. Locate near lavatories or existing plumbing.

2. Electrical outlets per local code.

3. Three (3) coat hooks on the wall next to the door.

4. Flooring, wall coverings, and window coverings according to Lease.

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C. REQUIRED FEATURES NOT INCLUDED IN SHELL COSTS: For all of these items, purchase and installation should be included in the Lessor’s Tenant Improvement costs and ongoing maintenance should be an Operating Cost included on GSA Form 1217.

1. Lessor to install and maintain all Telecommunication Requirements (development of ADP

Room, CAT wiring, etc.) as outline in Lease Exhibit G.

2. If the US Postal Service will not deliver and pick up mail from each USDA agency inside the Premises, then the Lessor is required to provide and maintain separate mailboxes for each USDA agency in the Premises. The mailboxes must be lockable and acceptable to both USDA and USPS. The incoming mailboxes must be of sufficient size to accept a single package of 9” wide x 11 ½” deep x 12” high, or a separate common oversized mailbox of that minimum size must be provided. A separate outgoing mailbox capable of holding outgoing parcel of a minimum of 9” wide x 11 ½” deep x 12” high must also be provided by Lessor. Location and design must be approved by LCO or designated representative.

3. Lessor to install and maintain a through-the-wall locking depository drop box. Drop box should be secure and provide the ability for receipt of documents from exterior of building without entering interior areas of the building. Location and design must be approved by LCO or designated representative.

4. Lessor to provide and maintain signage as outlined in USDA Facility Signage Guide as furnished by the Government.

a. The monument sign must be such that the sign is visible from both directions of traffic.

b. Sign locations and design must be approved by LCO or designated representative.

c. Should the location of the leased Premises not be evident to customers parking in the parking lot, the Lessor shall install and maintain directional or wayfinding signage from the parking area to the Premises.

5. Lessor to Install and maintain fire extinguishers, smoke detectors, carbon monoxide detectors, and automated external defibrillator (AED).

D. REQUIRED FEATURES TO BE INCLUDED IN SHELL COSTS: Lessor shall include the costs associated with these features in Shell Rent.

1. The leased Premises must comply with accessibility requirements set forth in Section 3.15 of

Lease at the time of lease commencement. Offeror must agree to correct the following accessibility related deficiencies found in previously completed ABAAS review:

E. PHYSICAL SECURITY REQUIREMENTS

In addition to the specifications set forth in Section 7.01 of the Lease, the Lessor is required to install the necessary improvements to meet the below requirements. Costs associated with the

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purchase and installation of improvements are considered Tenant Improvements (TI) and should be reflected in the Tenant Improvements Costs Summary (TICS) table. Costs to operate and maintain these improvements are considered operating expenses and should be reflected in the Lessor’s Annual Cost Statement (GSA Form 1217).

1. Hardened Customer Service Counter: A Hardened Customer Service Counter or Service

Window shall be installed to separate the public lobby area from employee workspace. It shall be designed in a way that customers cannot access USDA space (on the other side of the counter) unless permitted entry through a locked door. This counter must be a hardened barrier that requires employees to enter through a locked door to enter from the public side of the counter into USDA employee space. The door must have a lock and remain secured at all times. The counter shall be 42” to 48’’ high and may have a glass or barrier partition above the counter to enclose it. In limited circumstances, offices can also elect to keep the main customer entrance door secured at all times and have a buzzer or intercom installed at the secure door to communicate with visitors. In this configuration, a hardened customer service counter is not required since the office is secure.

2. Entrance Door Chime: An entrance door chime shall be installed on the main/customer entrance to notify employees when a visitor enters the facility to increase employee situational awareness.

3. Duress/Panic Buttons: All USDA Main Entrance/Reception areas shall have a duress/panic alarm installed that is monitored. Additional duress/panic buttons shall be placed in all areas that employees routinely service customers.

4. Intrusion Detection System (IDS) Coverage and Monitoring: All offices shall have an

Intrusion Detection System (IDS) alarm installed. This system shall consist of door contacts for all perimeter entry and exit doors to USDA space; magnetic contacts for operable ground floor windows, acoustic glass break detectors for glass doors, doors with glass windows, or ground level windows; passive infrared motion sensors (if needed); an alarm keypad (one needed per office suite); and an auto-dialer for alarms to annunciate to a monitoring service for after-hours monitoring.

5. Main/Customer Entrance Emergency Lockdown: A locking device is required on the main/customer entrance that will easily allow for locking/unlocking the door in emergencies.

To support an emergency lockdown, a thumb turn deadbolt, or some other device shall be installed on the main entrance door so the door can be locked immediately in an emergency.

6. Space Compartmentalization - False Ceiling: Any suspended (false) ceilings that lead into

USDA-FPAC space from a wall in a common hallway or other tenants’ space must be secured in a manner that no individual can enter USDA space undetected or unmonitored by exploiting the gap above the false ceiling wall. The preferred method of securing the space is to install “slab to slab” walls that separate the USDA space from the rest of the facility.

However, installing steel fencing mesh affixed to the true ceiling and the existing walls or drywalling the open area are also acceptable.

7. Perimeter Doors and Door Locks Leading to USDA-FPAC Space: Perimeter doors to

USDA space must be either glass storefront doors, metal high-security doors, or solid-core wood doors. Hollow core doors are not permissible. Door hinges must be located on the inside of the door (non-public side), or exposed door hinge pins must be permanently secured to prevent removal. Approved methods include tack welding or locking screws to hold pin in place. Perimeter door locks must be either electronic access control, high security cipher, or high-security mechanical locks, preferably with a dead-bolt. Cipher locks are highly encouraged to avoid the need to issue keys. All exposed door locking mechanisms, except for deadbolts, must be covered by a door strike plate cover to prevent the mechanism from tampering. All doors without a window, shall have a peephole installed in the door. All door locks shall be rekeyed prior to USDA leasing the space and all keys must be accounted for.

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8. Emergency Exit Doors: Emergency exits doors shall include an automatic door closer and exit hardware that is compliant with applicable life safety codes and standards. All emergency exits doors shall have signage posted on the interior side of the door stating, “Emergency Exit Only”. Emergency Exit doors shall have no visible hardware on the exterior.

9. Window Air-Conditioning (A/C) Unit Protection: If window A/C units are installed, they must be secured with a lockable cage or window bars in a way that prevents the window unit from being pushed in or removed.

10. Protection of Exterior Gas Mains or Propane Tanks Adjacent to Premises: If there is exposed gas mains/meters or propane tanks near a facility façade or in a parking lot, they must have bollards (typically yellow safety bollards) or some other barrier (i.e., boulder) placed around it to protect it from a vehicle strike.

11. Security of Exterior Electrical Panels and Switches: If applicable, exterior electrical panels on the outside of the building or in common/public space shall be secured via a locking device, unless not permitted by local code. The preferred location for electrical panels is inside the USDA space or in a secured area on the interior of the building.

12. Public Restroom Access: Lessor must secure public restrooms (restrooms located in the building common area) in a manner that only facility tenants can access them and not the general public. This can be done by securing the restrooms with either a hard key or an access code.

13. Fire and Carbon Monoxide Detection: Ensure an appropriate amount of smoke and carbon monoxide detection devices as needed and in accordance with local code.

14. Perimeter Lighting: Ensure that the building exterior entrances/exits are illuminated to a minimum of 5 foot-candles; Sidewalks and walkways illuminated to a minimum of 3 foot-candles; and Parking lot surfaces illuminated to 1 foot-candle throughout the parking areas.

Lighting must meet this standard at all times in periods of darkness. Only having motion activated lighting is not sufficient.

15. Interior Office Doors: Interior doors to offices, conference rooms, restrooms, and break rooms shall not be hollow core wood or any other interior residential use door. Doors shall be solid core wood or equivalent. All doors to private offices shall have door locking mechanism (residential use internal locks are not permitted).

16. Landscaping: Landscaping shall be maintained and trimmed as needed to prevent it from creating areas of concealment around the facility and parking areas. Landscaping shall not be overgrown where it impacts lighting illumination, camera views (if applicable), and a clear line of sight.

F. EVSE REQUIREMENTS (TO BE INCLUDED IN TENANT IMPROVEMENT COSTS):

The Lessor shall provide Electric Vehicle Supply Equipment (EVSE) supporting infrastructure for Charging Station(s) and reserved parking spaces for electric vehicles. Infrastructure shall comply with all local electrical codes, and if none, the National Electrical Code (current edition).

1. Install the supporting infrastructure for 2 dual-port Level 2 EVSE Charging Stations in support of USDA’s electric vehicles.

2. USDA, or designated contractor, will furnish, install, and maintain dual-port Level 2 EVSE Charging Stations with SAE J1772 connectors and networked software systems for remote management to monitor, maintain, and allow access.

3. Lessor shall obtain all required permits for the installation and construction of supporting infrastructure of the EVSE Charging Station(s).

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4. Lessor shall complete all requirements with special emphasis on the following required improvements:

a. Install conduit and all other required base-building electrical infrastructure necessary to support electric service to USDA’s EVSE Charging Station(s) at a location approved by the USDA.

b. Dedicated single-phase electrical circuit(s) (32A at 208/240V).

c. A dual pole 40A circuit breaker(s) at the electrical panel is required for each charging station. (e.g., 2 charging stations, 2 40 Amp Circuit Breakers).

d. Conductor wiring sized in accordance with the National Electrical Code requirement for

125% capacity for continuous load for all branch circuits from panel to stations via raceway or conduit with required grounding conductor.

e. For pedestal mount stations prepare pad and a minimum 36” coiled wiring remains above conduit stub for station connection.

f. Location must have a consistent cellular signal for networked station use.

5. Install bollards protecting stations and signage identifying that the EVSE is for USDA EGOV use only.

A. room schedule